MISSION

The Northbrook Public Library nurtures community and stimulates lifelong learning through innovative, responsive programming, partnerships, resources, and services. We deliver excellent customer service to our patrons to create a welcoming, inclusive environment.

VISION

Our patron-focused organization will create a more connected, inclusive, and engaged community in Northbrook.

How we envision this…

Northbrook Public Library is a place where community happens; where patrons are welcomed; where learning enriches lives. We provide library services tailored to our patrons, inside the library and out, meeting patrons where they are.

Our staff continuously build the skills and knowledge to design convenient, patron-focused experiences. Everything we do reflects our commitment to provide value and quality to our patrons.

We are a cohesive, effective and inclusive organization that seeks out passionate, engaged partners and supporters to help us achieve common goals.

VALUES

Innovation

We value creative approaches to new and familiar problems and find innovative ways to provide value to our community.

Inclusion

We create a welcoming environment for everyone and express our respect for differences in our service and resources

Customer-focus

We listen to and learn from our patrons to provide them the best customer service and experience possible.

Lifelong Learning

We value lifelong learning, curiosity, and growth and learn alongside our patrons.

Collaboration

We value collaborative work in the library and form sustained partnerships with valuable community partners.

The American Library Association (ALA) affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1.     Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

2.     Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

3.     Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

4.     Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

5.     A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

6.     Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

The Freedom to View, along with the freedom to speak, to hear, and to read, is protected by the First Amendment of the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression. Therefore these principles are affirmed:

1.     To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to ensure the constitutional guarantee of freedom of expression.

2.     To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.

3.     To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.

4.     To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.

5.     To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view.

The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label "controversial" views, to distribute lists of "objectionable" books or authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read.

Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be "protected" against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression.

These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media, and the internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials.

Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference.

Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the original contributions to social growth. It is essential to the extended discussion that serious thought requires, and to the accumulation of knowledge and ideas into organized collections.

We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings.

The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.

We therefore affirm these propositions:

1.    It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority.

Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its patrons to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it.

2.    Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated.

Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks proper.

3.    It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author.

No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say.

4.    There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.

To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others.

5.    It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous.

The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them.

6.    It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.

It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by governmental prerogative or self-censorship.

7.    It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one, the answer to a "bad" idea is a good one.

The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader's purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support.

We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.

PURPOSE

The foundation of modern librarianship rests on an essential set of core values that define, inform, and guide our professional practice. These values reflect the history and ongoing development of the profession and have been advanced, expanded, and refined by numerous policy statements of the American Library Association. Over time, the values embodied in these policies have been embraced by the majority of librarians as the foundations of their practice.

Access

All information resources that are provided directly or indirectly by the library, regardless of technology, format, or methods of delivery, should be readily, equally, and equitably accessible to all patrons.

Confidentiality/Privacy

Protecting user privacy and confidentiality is necessary for intellectual freedom and fundamental to the ethics and practice of librarianship.

Democracy

A democracy presupposes an informed citizenry. The First Amendment mandates the right of all persons to free expression, and the corollary right to receive the constitutionally protected expression of others. The publicly supported library provides free and equal access to information for all people of the community the library serves.

Diversity

We value our nation's diversity and strive to reflect that diversity by providing a full spectrum of resources and services to the communities we serve.

Education and Lifelong Learning

ALA promotes the creation, maintenance, and enhancement of a learning society, encouraging its members to work with educators, government officials, and organizations in coalitions to initiate and support comprehensive efforts to ensure that school, public, academic, and special libraries in every community cooperate to provide lifelong learning services to all.

Intellectual Freedom

We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

The Public Good

ALA reaffirms the following fundamental values of libraries in the context of discussing outsourcing and privatization of library services. These values include that libraries are an essential public good and are fundamental institutions in democratic societies.

Preservation

The Association supports the preservation of information published in all media and formats. The association affirms that the preservation of information resources is central to libraries and librarianship.

Professionalism

The American Library Association supports the provision of library services by professionally qualified personnel who have been educated in graduate programs within institutions of higher education. It is of vital importance that there be professional education available to meet the social needs and goals of library services.

Service

We provide the highest level of service to all patrons. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.

Social Responsibility

ALA recognizes its broad social responsibilities. The broad social responsibilities of the American Library Association are defined in terms of the contribution that librarianship can make in ameliorating or solving the critical problems of society; support for efforts to help inform and educate the people of the United States on these problems and to encourage them to examine the many views on and the facts regarding each problem; and the willingness of ALA to take a position on current critical issues with the relationship to libraries and library service set forth in the position statement.

Sustainability

ALA is supporting the library community by showing its commitment to assisting in the development of sustainable libraries with the addition of sustainability as a core value of librarianship. This consists of practices that are environmentally sound, economically feasible and socially equitable. Libraries play an important and unique role in promoting community awareness about resilience, climate change and a sustainable future. They are also leading by example by taking steps to reduce their environmental footprint.

As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs.

Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment.

We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations.

The principles of this code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.

1.    We provide the highest level of service to all patrons through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.

2.    We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

3.    We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.

4.    We recognize and respect intellectual property rights.

5.    We treat co-workers and other colleagues with respect, fairness and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.

6.    We do not advance private interests at the expense of patrons, colleagues, or our employing institutions.

7.    We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.

8.    We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.

I.  A brief description of our public body is as follows:

1.    Our purpose is to provide materials and services for the recreational, social, informational, and educational needs of the community.

2.    An organizational chart is available at: https://www.northbrook.info/organizational-chart

3.    The total amount of our operating budget for FY2027 is: $9,756,750

Funding sources are property and personal property replacement taxes, state and federal grants, fines, charges, and donations. Tax levies are:

a.     General Operating Expenditures

b.    IMRF (provides for employee's retirement and related expenses)

c.     Social Security (provides for employee's FICA costs and related expenses)

d.    Debt Service (for bond and interest payments)

4.    The library is located at this address: 1201 Cedar Lane, Northbrook, IL 60062

5.    We have approximately the following number of persons employed:

·       Full-time: 54

·       Part-time: 56

6.    The following organization exercises control over our policies and procedures: The Northbrook Public Library Board of Trustees, which meets monthly on the 3rd Thursday of each month, 7:00 p.m., at the library.

Its members are:

·       Stacy Oliver, President

·       Janet Spector Bishop, Vice President

·       Nimesh Patel, Treasurer

·       Barbara Unikel, Secretary

·       Adam Bazer, Bryce Budin, Maura Crisham

7.    We are required to report and be answerable for our operations to: Illinois State Library, Springfield, Illinois. Its members are: State Librarian, Alexi Giannoulias (Secretary of State); Director of State Library, and various other staff.

II.  You may request the information and the records available to the public in the following manner:

1.    Use the online request form (https://www.northbrook.info/foia-form) or email the FOIA officer at foia@northbrook.info.

2.    Your request should be directed to the following individuals: Anna Amen, FOIA officer.

The Northbrook Public Library retains records in accordance with directives from the Local Records Unit, Record Management Section, Illinois State Archives, Springfield, IL 62756. It is the policy of the library that its records be retained only so long as they are:

·       Necessary to the current conduct of the library; or

·       Required to be retained by statute or government regulation.

1.    The responsibility for administering record retention management, in accordance with the laws of the State of Illinois, is designated to the Executive Director.

2.    Destruction of specific records shall be carried out only in accordance with the rules and guidelines set down by the State of Illinois.

3.    This policy includes all records maintained on electronic data processing storage media as well as printed records.

4.    All records shall be retained for at least the minimum period as stated in applicable State or Federal laws or regulations. Once the period for office retention of records has passed, a determination will be made regarding whether the records fall under the Records Retention schedule supplied by the State of Illinois.

5.    With the approval of the Illinois State Archives, records no longer needed shall be approved for disposal and removed from the library.

1.    Library property (i.e., print and non-print materials, equipment, supplies, and/or any personal property), which in the judgment of the Executive Director is no longer necessary or useful for library purposes, may be disposed of in the following manner:

2.    Books and non-print materials from the library’s collection, or gift materials, may be discarded, sold, or given to local philanthropic, educational, cultural, governmental, or other non-profit organizations.

3.    Any other personal property having an individual current value of less than $1,000 may, at the discretion of the Executive Director, be discarded, turned in on new equipment, or made available for sale in accordance with the provisions of the Illinois Library Act.

4.    No favoritism shall be shown to members of the Board of Trustees or members of their immediate families who make bids on or purchase any library item declared surplus.

5.    Any personal property having a unit value of more than $1,000 but less than $2,500 will be displayed at the library and a public notice of its availability and the date and terms of the proposed sale shall be posted.

6.    Personal property having a unit value of more than $2,500 may be sold after notice of its availability, its location, and the date and terms of the proposed sale has been published in one or more newspapers published within the Village of Northbrook, once each week for 2 successive weeks. On the day of the sale, the Executive Director may sell the personal property for a price determined by the Board, to the highest bidder, or may reject such bids and re-advertise the sale.

7.    Personal property of any value may be donated or sold to any other tax supported library or to any library system operating under the provisions of the Illinois Library System Act under such terms and conditions as the Board may determine.

The Friends of the Northbrook Public Library is a non-profit organization of volunteers who aim to assist and support the goals of the library by soliciting, raising and acquiring funds through book sales, memberships, donations, and bequests. The Northbrook Public Library Board of Trustees recognizes the efforts of the Friends and their benefit to the library and community.

The Board of Trustees supports and recognizes the non-profit and charitable nature of Friends of the Library organization, which operates with an independent board, as well as separate bylaws, missions, policies and procedures. In order to maintain open communication between the Board of Trustees and the Friends group a liaison (the Executive Director or other staff member) will attend both Board of Trustees and Friends of the Library meetings.

The Friends of the Library is distinct and separate from the library, and neither the Friends of the Library as an organization nor any member or participant thereof may assume any liability, take, or authorize any act on behalf of the Northbrook Public Library.

Because the Friends is an organization comprised solely of volunteers distinct and separate from library personnel, no library personnel shall perform any duty or take any act on behalf of the Friends of the Library, except library staff members who may act in an advisory capacity for Friends activities or for tasks such as marketing that are mutually agreed upon by the library liaison and Friends board. The Executive Director may offer some basic communication services to the Friends of the Library such as phone and email.

The Friends of the Library run their bookshop in a space designated by the library and handle the overall operations of the bookshop.

The Northbrook Public Library adopts this Identity Protection Policy pursuant to the Identity Protection Act [5 ILCS 179/1 et seq]. The Identity Protection Act requires each local government agency to draft, approve, and implement an Identity Protection Policy to ensure the confidentiality and integrity of Social Security numbers that agencies collect, maintain, and use.

Social Security Number Protections Pursuant to Law

Whenever an individual is asked to provide this office with a SSN, the library shall provide that individual with a statement of the purpose or purposes for which the library is collecting and using the SSN. The library shall also provide the statement of purpose upon request. That Statement of Purpose is attached to this Policy.

The library shall not:

1.    Publicly post or publicly display in any manner an individual’s Social Security number. “Publicly post” or “publicly display” means to intentionally communicate or otherwise intentionally make available to the general public.

2.    Print an individual’s Social Security number on any card required for the individual to access products or services provided by the person or the library.

3.    Require an individual to transmit their Social Security number over the internet, unless the connection is secure or the Social Security number is encrypted.

4.    Print an individual’s Social Security number on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method of delivery, unless State or federal law requires the Social Security number to be on the document to be mailed. SSNs may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the SSN. A Social Security number that is permissibly mailed will not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.

In addition, the library shall not:

1.    Collect, use, or disclose a SSN from an individual, unless: (i) required to do so under State or federal law, rules, or regulations, or the collection, use, or disclosure of the SSN is otherwise necessary for the performance of the library

2.    need and purpose for the SSN is documented before collection of the SSN; and (iii) the SSN collected is relevant to the documented need and purpose.

3.    Require an individual to use their SSN to access an internet website.

4.    Use any SSN for any purpose other than the purpose for which it was collected.

Requirement to Redact Social Security Numbers

The library shall comply with the provisions of any other State law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an

The library shall redact SSNs from the information or documents before allowing the public inspection or copying of the information or documents.

When collecting SSNs, the library shall request each SSN in a manner that makes the SSN easily redacted if required to be released as part of a public records request.

Employee Access to Social Security Numbers

Only employees who are required to use or handle information or documents that contain SSNs will have access to such documents. All employees who have access to SSNs shall be trained to protect the confidentiality of SSNs. Training will include instructions on the proper handling of information that contains SSNs from the time of collection through the destruction of the information.

These prohibitions do not apply in the following circumstances:

1.    The disclosure of SSNs to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary in order for the entity to perform its duties and responsibilities; and, if disclosing to a contractor or subcontractor, prior to such disclosure, the governmental entity must first receive from the contractor or subcontractor a copy of the contractor's or subcontractor's policy that sets forth how the requirements imposed under this Act on a governmental entity to protect an individual's SSN will be achieved.

2.    The disclosure of SSNs pursuant to a court order, warrant, or subpoena.

3.    The collection, use, or disclosure of SSNs in order to ensure the safety of: State and local government employees; persons committed to correctional facilities, local jails, and other law-enforcement facilities or retention centers; wards of the State; and all persons working in or visiting a State or local government agency facility.

4.    The collection, use, or disclosure of SSNs for internal verification or administrative purposes.

5.    The disclosure of SSNs by a State agency to any entity for the collection of delinquent child support or of any State debt or to a governmental agency to assist with an investigation or the prevention of fraud.

6.    The collection or use of SSNs to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act, to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley Act, or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit.

The Northbrook Public Library believes that the natural environment is a key asset to our community, now and for future generations. We are committed to minimizing adverse effects of library activities on the environment, and to leading the community in sustainable practices.

In accordance with the American Library Association Sustainable Libraries (adopted June 28, 2015) and the statement on Sustainability as a Core Value (adopted January 2019), the library will implement practices that promote the health of employees, patrons, and the environment.

Operations. We will integrate environmental considerations into operating the library, including procurement of office, cleaning, catering, and landscaping supplies. We will prefer products that are non-toxic, biodegradable, made of recycled content, and reusable. We will dispose of library materials through channels for reuse or recycling.

Facilities. We will use natural resources, including electricity, gas, and water, as efficiently as possible. We will aim to reduce our usage of water and energy. We will upgrade to more efficient water and energy systems where feasible as technology advances.

Waste. We will minimize waste by choosing reusable products when feasible, and using compostable or recycled products when disposables are warranted. We will promote reusable products in the library among staff, patrons, and suppliers. We will choose products with minimal packaging wherever possible. We will minimize food waste by offering composting in the staff room and at library events.

Education. We will communicate our commitment to environmental quality to our staff, vendors, and patrons. We will encourage employee participation in environmentally sensitive practices, and support innovative strategies to reduce   public programs on environmental topics and partner with local sustainability organizations such as Go Green Northbrook.

Continuous improvement. We will seek opportunities to improve our environmental performance.

In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990, the library will not discriminate against qualified individuals with disabilities on the basis of disability in the library’s services, programs, or activities.

Employment

The library does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under Title I of the Americans with Disabilities Act (ADA) of 1990.

Effective Communication

The library will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities so they can participate equally in the library’s programs, services, and activities, including qualified sign language interpreters, documents in Braille, and other ways of making information and communications accessible to people who have speech, hearing, or vision impairments.

Modifications to Policies and Procedures

The Northbrook Public Library is committed to act in accordance with the Americans with Disabilities Act of 1990 (ADA) by providing policies, practices and procedures for nondiscrimination and accommodation to qualified individuals with disabilities.

The library offers various accommodations for programming including:

·       Assisted Listening Devices

·       Closed Captioning for movies

·       Wheelchair and walker accessible seating

·       CART (Communication Access Real-time Translation)

·       Sign Language Services

Qualified individuals with disabilities may make requests for reasonable accommodation from the Northbrook Public Library. The library will make all reasonable modifications to policies, practices and programs to ensure that people with disabilities have an equal opportunity to enjoy all library programs, services, and activities. However, the ADA does not require the library to take any action that would fundamentally alter the nature of its programs or services, or impose an undue financial or administrative burden.

Any persons who require reasonable accommodation should contact the library as soon as possible but no later than 72 hours before the scheduled event.

The library will not place a surcharge on a particular individual with a disability or any group of individuals with disabilities to cover the cost of providing any services or reasonable accommodations and modifications.

Service Animals

In addition, the library acts as facilitator between the patron and services to the blind and physically handicapped and welcomes all service animals in the library. According to the ADA, a service animal can be either a dog or a miniature horse.

Service animals are not required to be certified or equipped with any identifying markers to be used within the library. There will be no charges or restrictions on the use of service animals within any public area of the library. No staff or board member or volunteer will discriminate against patrons or visitors with service animals or require information on any disability. Patrons or visitors with service animals may be asked what tasks the animal has been trained to provide and can be responsible for any behavior or clean up issue caused by the service animal.

ADA Grievance Procedure

This Grievance Procedure is established to meet the requirements of the Americans with Disabilities Act of 1990. It may be used by anyone who wishes to file a complaint alleging discrimination on the basis of disability in the provision of services, activities, programs, or benefits by the library. The library’s Employee Handbook governs employment-related complaints of disability discrimination.

The complaint should be in writing and contain information about the alleged discrimination such as name, address, phone number of complainant and location, date, and description of the problem. Alternative means of filing complaints, such as personal interviews or a recording of the complaint, will be made available for persons with disabilities upon request.

The complaint should be submitted by the grievant and/or their designee as soon as possible but no later than 60 calendar days after the alleged violation to:

Assistant Director
Northbrook Public Library
1201 Cedar Lane
Northbrook, IL 60062
feedback@northbrook.info

Within 15 calendar days after receipt of the complaint, the Assistant Director or their designee will arrange to meet with the complainant to discuss the complaint and the possible resolutions. Within 15 calendar days of the meeting, the Assistant Director or their designee will respond in writing, and where appropriate, in format accessible to the complainant, such as large print, Braille, or audio tape. The response will explain the position of the library and offer options for substantive resolution of the complaint.

If the response by the Assistant Director or their designee does not satisfactorily resolve the issue, the complainant and/or their designee may appeal the decision within 15 calendar days after receipt of the response to the Executive Director or their designee.

Within 15 calendar days after receipt of the appeal, the Executive Director or their designee will meet with the complainant to discuss the complaint and possible resolutions. Within 15 calendar days after the meeting, the Executive Director or their designee will respond in writing, and, where appropriate, in a format accessible to the complainant, with a final resolution of the complaint.

All written complaints received by the Assistant Director or their designee, appeals to the Executive Director or their designee, and responses from these two offices will be retained by the library for at least three years.

The Board of Trustees is responsible for the policy and strategic planning of the library while the Executive Director is responsible for the operations.

General Administration

The Board of Trustees is responsible for:

1.    Recruiting and employing a qualified Executive Director.

2.    Maintaining an ongoing performance appraisal process for the Executive Director.

3.    Participating in all board meetings.

Financial Oversight

The Board of Trustees is responsible for:

1.    Seeking adequate funds to carry out library operations.

2.    Approving an annual levy in accordance with local laws.

3.    Approving an annual budget in accordance with local laws.

4.    Appointing an auditor and reviewing the annual audit.

Policy

The Board of Trustees is responsible for adopting written policies to govern the operations of the library.

Strategic Plan

The Board of Trustees is responsible for ensuring that the library has a strategic plan with implementation and evaluation components.

Advocacy

The Board of Trustees is responsible for:

1.    Promoting the mission of the library within the community.

2.    Advocating for the library to legislators.

3.    Joining state or national library associations as a resource for policies, operations and advocacy for libraries.

The Public Comment Policy ensures that members of the public are allowed to present their views during the Public Comment section of any regular, special or committee Board meeting while permitting the Northbrook Public Library Board of Trustees to conduct meetings in an efficient and effective manner.

Guidelines

1.    Persons wishing to speak must be present at the meeting. Public comment by use of any telecommunications device will not be permitted except in the case of individuals with disabilities that prevent them from attending in person. Individuals who cannot attend due to disability or who require disability related accommodations to allow them to observe and/or participate are requested to contact the library in advance, if possible, to allow the library to try to arrange reasonable accommodations.

2.    Speakers shall sign in prior to the start of the meeting and the Board President or designee will recognize speakers in the order they signed in.

3.    Visitors may speak for up to five minutes. Members of the public shall not be allowed to speak a second time until all members of the audience who wish to speak have had the opportunity to do so.

4.    The public comment section will not exceed 30 minutes, except with consent of the Board of Trustees.

5.    The Board President or designee may, in their sole discretion, grant a request to address the Board of Trustees during other portions of the meeting.

6.    A response from the Board of Trustees is not required.

7.    No person may assign their time to any other person.

8.    Any person shall be permitted to address the Board of Trustees or any member of it at any time via mail or email at the trustees’ library email address, board@northbrook.info.

The Northbrook Public Library (“library”) will reimburse employee board member travel, meal, and lodging expenses incurred in connection with pre-approved travel, meal, and lodging expenses incurred on behalf of the library. Employees and officers are expected to exercise the same care in incurring expenses for official business as a prudent person would in spending personal funds.

Definitions

"Entertainment" includes, but is not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event.

"Travel" means any expenditure directly incident to official travel by employees and officers of the library involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.

Authorized Types of Official Business

Travel, meal and lodging expenses will be reimbursed for employees and officers of the library only for purposes of official business conducted on behalf of the library. These include but are not limited to off-site or out-of-town meetings related to official business and pre-approved seminars, conferences and other educational events related to the employee’s or board member’s official duties. If you are unsure whether an expense is reimbursable, please contact Administration.

Categories of Expenses

Airfare

Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Travelers are encouraged to book flights at least 30 days in advance to avoid premium airfare pricing. Only coach or economy tickets will be paid or reimbursed. The traveler will pay for the difference between higher priced tickets and coach or economy tickets with their or their personal funds.

Personal Automobiles

Mileage shall be based on the following formula as described in the Employee Handbook:

1.    If leaving from the library and returning to the library: Total miles driven.

2.    If leaving from home and returning to the library or vice versa: Total miles driven minus ½ normal round-trip commute.

3.    If leaving from home and returning home: Total miles driven minus normal round trip commute. An employee or officer will be reimbursed at the prevailing IRS mileage rate. The traveler will only be reimbursed up to the price of a coach airfare ticket if they drive to a location for which airfare would have been less expensive.

Public Transportation

In the case of local training or official business where an employee or officer chooses to use public transportation, reimbursement for use of public transportation is based on mileage from the agency office to the training site (not from the traveler’s residence), regardless of the transportation method chosen. When attending training or business directly from an employee’s or officer’s residence, no reimbursement will be made if the distance is less than the mileage of a normal commute to the workplace. If the distance is higher than the normal commute, reimbursement will paid at the differential of the commute less the mileage of a normal commute to the workplace.

Other Transportation

The traveler should utilize hotel shuttle service or other shuttle services, if available. If none are offered, the use of the most economic transportation is encouraged.

Hotel/Motel Accommodations

The traveler will be reimbursed for a standard single-room at locations convenient to the business activity. Reimbursement for lodging shall be limited to the number of nights required to conduct the assigned Library business. If a conference, for example, opens on a Sunday evening and closes Thursday at noon, reimbursement for Sunday through Wednesday night would be allowed. Cancellation charges will not be reimbursed by the library unless approved by a vote of the Board of Trustees.

Meals

Meal reimbursement is limited to the current U.S. General Services Administration (GSA) regulations in place at the time the expense is occurred.

Prior approval by the Board of Trustees and submission of receipts are required for per diem allowances. Meals provided by the conference or seminar should be deducted from the per diem allowance. Partial reimbursement may be made for departure and return days based on time. Meals during in-state travel that is not an overnight stay will be reimbursed for actual cost not to exceed the GSA regulations.

Vacation in Conjunction with Business Travel

In cases where vacation time is added to a business trip, any cost variance in airfare, car rental, lodging and/or any other expenses must be clearly identified on the Travel, Meal, and Lodging Expense Report form and paid by the traveler.

1.    Accompanied Travel: When a traveler is accompanied by others not on official business, any lodging, transportation, meals or other expenses above those incurred for the authorized traveler will not be reimbursed by the library.

2.    Parking: Parking fees at a hotel/motel, conference center, or other site will be reimbursed only with a receipt.

3.    Entertainment Expenses: No employee or officer of the library shall be reimbursed for any entertainment expense, unless ancillary to the purpose of the program, event or other official business.

Approval of Expenses

1.    Expenses for Members of the Board of Trustees: Travel, meal, and lodging expenses incurred by any member of the Board of Trustees must be approved by roll call vote at an open meeting of the Board of Trustees.

2.    Expenses for Officials or Employees Other than Members of the Board of Trustees: Travel, meal, and lodging expenses incurred by any official or employee not covered by paragraph 1 (member of the Board of Trustees) in excess of the maximum IRS or GSA rate must be previously approved in an open meeting by a majority roll-call vote of the Board of Trustees.

3.    Advanced Expenses: Travel, meal, and lodging expenses advanced as a per diem to any employee or official of the library must be approved by roll call vote at an open meeting of the Board of Trustees prior to payment. Documentation of expenses must be provided in accordance with Sections C, D and F of This policy, and any excess from the per diem must be repaid.

4.    Other Expenses: All other expenses that do not fall within paragraphs E.1, E.2, or E.3 are subject to the Executive Director

Documentation of Expenses

Before an expense for travel, meals, or lodging may be approved under Section E of this Policy, the following minimum documentation must first be submitted, in writing, to the Executive Director on a CE request form:

1.    an estimate of the cost of travel, meals, or lodging if expenses have not been incurred or a receipt for the travel, meals, or lodging if expenses have already been incurred;

2.    the name of the individual who received or is requesting the travel, meal, or lodging expense reimbursement;

3.    the job title or office of the individual who received or is requesting the travel, meal, or lodging expense reimbursement; and

4.    the date or dates and nature of the official business for which the travel, meal, or lodging expense was or will be expended.

All documents and information submitted in connection with this policy are public records subject to disclosure under the Freedom of Information Act.

The Northbrook Public Library has a board-approved written budget. This budget is developed annually as a cooperative process between the Board of Trustees, the Executive Director, and additional staff members with responsibility for budgetary areas.

Each year, the Board of Trustees determines if the library’s revenues are adequate to meet the needs of the community. If the revenues are not adequate to meet the needs of the community, the Board of Trustees takes action to increase the library’s revenue.

On a monthly basis, the Executive Director presents written reports on library finances to the Board of Trustees which includes a full list of bills and charges, cash balances, and an income statement.

The Executive Director of the Northbrook Public Library or their designee is authorized to make deposits into appropriate library accounts. Such deposits include, but are not limited to, the deposit of accumulated fees and fines, gifts, donations, grants, and tax receipts.

The Executive Director or their designee is authorized to transfer funds from one library account to another library account for payment of monthly library bills which have been approved by the Board of Trustees.

The Executive Director or, in an emergency, the Finance & Operations Manager is authorized to sign checks valued at less than $600. All other checks require two board signatures. In the event of an emergency, the Executive Director or Finance & Operations Manager may be the second signatory on a check greater than $600.

The Executive Director of the Northbrook Public Library or their designee is authorized to spend up to $25,000 on any single item without prior board approval provided the item is accounted for in the budget.

Any expense in excess of $25,000 must be approved by the Board of Trustees, and only after completing the formal bid process, if required, as described in Illinois Law.

The Executive Director is authorized to spend up to $5,000 on any single item not accounted for in the budget.

The Executive Director must seek board approval for the authority to spend $5,000 or more on any single item not accounted for in the budget.

It is the policy of the Northbrook Public Library to invest all funds under the library’s control in a manner which will provide the highest investment return using authorized instruments, while meeting the library’s daily cash flow demands and in conformance with all state statutes governing the investment of public funds.

Investment Guidelines

The primary objective in the investment of library funds is to ensure the safety of principal, while managing liquidity to pay financial obligations, and providing the highest investment return using authorized instruments.

Safety

The safety of principal is the foremost objective of the investment program. To attain this objective, diversification and internal controls, as defined in the policy, are required to ensure that the library prudently manages market, interest rate and credit risk.

Liquidity

The investment portfolio shall remain sufficiently liquid to enable the library to meet all operating requirements which might be reasonably projected.

Return on Investment

The investment portfolio shall be designed to obtain the highest available return, taking into account the library’s investment risk constraints and cash flow needs and the library’s desire to promote fiscal responsibility. The rate of return achieved on the library’s portfolio will be measured against relevant industry benchmarks at regular intervals to determine the effectiveness of investment decisions in meeting investment goals.

Periodic Review of Investment Portfolio

The Board of Trustees shall review investment safety, liquidity, rate of return, diversification and general performance.

Prudence

Investments shall be made with the judgment and care under the circumstances then prevailing which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable preservation of their capital as well as the probable income to be derived. This “prudent person” standard shall be used by all investment officers of the library and shall be followed in making and managing investments for the library.

Ethics and Conflicts of Interest

Authorized investment officers of the library and employees in policy-making positions shall refrain from personal business activity that could conflict, or give the appearance of a conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Such individuals shall disclose to the library any material financial interest in financial institutions which conduct business with the library, and they shall further disclose any personal financial investment positions that could be related to the performance of the investment portfolio. In addition, such individuals shall subordinate their personal investment transactions to those of the investment portfolio, particularly with regard to the time of purchases and sales.

No person acting as Treasurer or financial officer for the library, or who is employed in any similar capacity by or for the library, may do any of the following:

1.    Have any interest, directly or indirectly, in any investments in which the library is authorized to invest.

2.    Have any interest, directly or indirectly, in the sellers, sponsors or managers of those investments.

3.    Receive, in any manner, compensation of any kind from any investments in which the library is authorized to invest.

Authorized and Suitable Investments

Bonds, notes, certificates of indebtedness, treasury bills, or other securities now or hereafter issued, that are guaranteed by the full faith and credit of the United States of America as to principal and interest

Bonds, notes, debentures or other similar obligations of the United States of America, or its agencies. For purposes of this policy, the term “agencies of the United States of America” includes federal land banks, federal intermediate credit banks, banks for cooperative, federal farm credit banks, or any other entity authorized to issue debt obligations under the Farm Credit Act of 1971 and the federal home loan banks and the Federal Home Loan Mortgage Corporation; and any other agency created by Act of Congress

Interest-bearing savings accounts, interest-bearing certificates of deposit, interest-bearing time deposits, or any other investments constituting direct obligations of any bank as defined by the Illinois Banking Act (205 ILCS5/1 et seq.), provided, however, that such investments may be made only in banks which are insured by the Federal Insurance Corporation

The Public Treasurer’s Investment Pool created under Section 17 of the State Treasurer Act (15ILCS 505/17) or in a fund managed, operated, and administered by a bank, subsidiary of a bank, or subsidiary of a bank holding company, or use the services of such an entity to hold and invest or advise regarding the investment of any public funds.

Collateralization

Collateral securities guaranteed by the full faith and credit of the United States of America shall be required for deposits in excess of $100,000 per institution. The percentage of collateralization shall be in conformance with all State statutes governing the investment of public funds.

Diversification

The investment portfolio shall be diversified to eliminate the risk of loss resulting from concentration of assets with a specific maturity date. The library shall invest the majority of its funds in authorized investments of less than one (1) year maturity. No investment shall exceed two (2) years maturity.

Internal Controls

The library’s Finance and Operations Manager in conjunction with the Executive Director shall establish a system of internal controls, which shall be documented in writing, reviewed by the auditor, and filed with the Board of Trustees for review and approval. The controls shall be designed to prevent losses of public funds arising from fraud, employee error, and misrepresentation by third parties.

Limitation of Liability

The standard of prudence to be used by authorized investment officers shall be the “prudent person” standard and shall be applied in the context of managing an overall portfolio. Authorized investment officers acting in accordance with written procedures and this policy and exercising due diligence shall be relieved of personal liability for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and necessary action is taken to control adverse developments.

Reporting

Financial reports shall be presented to the Board of Trustees by the Executive Director or Finance and Operations Manager on a monthly basis. This report shall include the following:

1.    Type of Investment

2.    Liquidity (including maturity dates)

3.    Rate of Return

4.    Location of Investment

5.    Impact of any material change in investment policy adopted

Delegation of Authority

The Board of Trustees may employ one or more investment advisors possessing superior capabilities in the management of assets of governmental bodies. The Board of Trustees shall require the investment advisor(s) selected and working on behalf of the library to meet the following conditions:

1.    To take actions in the exercise of its discretion which in its best professional judgement are in the best interests of the library and in accordance with this policy.

2.    To execute all investment transactions on behalf of the library at the best net price, utilizing such approved brokers and dealers as it deems appropriate to obtain the best execution capabilities and/or valuable information with respect to the economy, at the lowest cost to the library.

3.    Such additional responsibilities as are set forth in such investment advisor’s written contract with the library.

The library’s investment advisors shall be responsible for establishing the internal controls in written procedures for the operation of the library’s investment program as set forth in this policy.

Until the Board of Trustees appoints one or more investment advisors, management responsibility for the investment program set forth in this policy is delegated to the Executive Director and/or the Finance and Operations Manager.

A Funds Policy establishes a minimum level at which the projected end-of year fund balances should be maintained, in order to provide long-term financial stability, cash flow for operations, and fund balances adequate to ensure that the library will be able to respond to emergencies from a strong fiscal position and outlines how to handle special reserves.

Definitions

The five categories of fund balance, as established by Governmental Accounting Standards Board Statement No. 54, are as follows:

1.    Non-spendable: Amounts that cannot be spent because they are not in spendable form (e.g., principle portion of permanent fund, inventory).

2.    Restricted: Amounts not available for expenditure due to external restrictions, including grant restrictions, laws, or regulations.

3.    Committed: Amounts that are designated for specific purposes by formal action of the Board of Trustees. (The Board of Trustees may reverse this action if it is later determined the funds are needed for another purpose.)

4.    Assigned: Amounts management (i.e. Executive Director) intends to use for specific purposes.

5.    Unassigned: Available expendable financial resources in the General Fund that is not the object of tentative management plan. Also represents deficit positions within funds other than the General Fund.

Unrestricted fund balance refers to the total amount of committed, assigned, and unassigned fund balances.

The library will spend the most restricted dollars before the less restricted, in the following order: restricted, committed, assigned, unassigned.

Level of Unrestricted General Fund Balance

It is the goal of the library to maintain no less than four (4) and not more than twelve (12) months of operating expenses in the General Fund. General Fund balances over the minimum four (4) months at the end of the fiscal year may be transferred to the Capital Improvement Fund through Board of Trustees approval.

Level of Capital Improvement Fund

The Capital Improvement Fund is used for construction of a library, purchasing a site for erecting a library, building an addition to an existing library building, furnishing necessary equipment for a library building, renovating the existing library building, acquiring electronic data storage and retrieval facilities in connection with either the purchase or construction of a new library building or the expansion of an existing library building and for emergency expenditures for the repair of an existing library building or its equipment. The Capital Improvement Fund balance is evaluated when reviewing the library’s facility plan and annual budget and is maintained at a level sufficient to support upcoming planned projects. No specific minimum or maximum balance is established for the Special Reserve Fund.

Fund Balance Shortfalls

Fund balances may fall occasionally outside of the target ranges because of special projects, construction, emergencies, other extenuating circumstances, and/or levy restrictions.

Whenever the unassigned fund balance of the General Fund falls below the benchmark provided for in this policy, the Executive Director shall present a plan to the Board of Trustees that would return unassigned fund balance to the minimum level over the next two fiscal years. The Executive Director's plan should try to avoid both significant service reductions and the delay of needed capital repairs and improvements.

The Northbrook Public Library welcomes monetary and in-kind donations from local businesses, corporations, families and individuals. The Board of Trustees believes that libraries play an essential role in the quality of life of our patrons and in this important function, the library should be supported through public funding. Therefore, donations should only be used to fund optional/additional services or new "startup" services. Donations include gifts, in-kind support, and monetary donations including sponsorship of collections and programs and naming rights for areas of the library.

Guiding Principles

The following principles will guide the Northbrook Public Library in the solicitation and acceptance of donations:

1.    All support must further the library's mission, goals, objectives and priorities. They must not dictate the library's agenda or priorities.

2.    All support must safeguard equity of access to library services. Naming rights must not give unfair advantage to, or cause discrimination against, sectors of the community.

3.    All support must protect the principle of intellectual freedom as defined in the policy manual. Donors may not direct the selection of collections or require endorsement of products or services.

4.    All support must ensure the confidentiality of user records. The library will not sell or provide access to library records in exchange for donations.

5.    Gifts of books or other library materials will be accepted in accordance with the terms outlined in the Collection Development Policy.

Recognition and Acknowledgement

The library will ensure that each donor receives acknowledgement and, to the degree that the donor is willing, public recognition. Sponsorship and naming rights donors will receive a written acknowledgement outlining how the donation will be recognized.

The library reserves the right to evaluate, retain or dispose of donations. The library does not appraise donations for income tax purposes, but does provide written acknowledgement of gifts upon their receipt and request.

The solicitation of gifts, grants or in-kind support by library staff and valued at over $500 must receive prior approval by the Executive Director.

For naming rights, proposals must receive approval by the Board of Trustees. Naming rights will not extend beyond the normal life of the collection or area, but may be modified based on Board of Trustees approval. Accepted donations of $10,000 to $49,999 carry naming rights for 10 years. Accepted donations from $50,000 to $100,000 carry naming rights for 20 years.

Naming rights for any accepted donations over $100,000 will be determined through a consultation with the Board of Trustees. The donor has the right of first refusal at the time of renewal.

All donations are accepted with the understanding that it may someday be necessary that they be altered, sold, or disposed of in the best interest of the library. The library cannot commit itself to perpetually housing a donation.

Authority for Implementation

The library reserves the right to make decisions regarding the implementation of each donation.

All donations given with special requirements must be approved by the Executive Director. Agreements for naming rights shall be documented in a contract between the donor and Board of Trustees. Contracts shall detail the terms of the agreement in accordance with the terms of the donation policy and any conditions mutually agreed upon by the donor and the Board of Trustees.

In the case of pledged donations or deferred gifts, the naming agreement may take effect with the first payment. In the case of failure of the donor to uphold the agreement, the Board of Trustees may withdraw the naming commitment. The Board of Trustees shall notify the donor regarding the consideration to withdraw the name and provide a reasonable time to correct the deficiency. In the event of removal of the naming, funds already collected shall not be returned to the donor.

The named party after whom a room or part of a building is named shall have no rights to the purpose to which that room or part of the building is applied unless provided for in a specific contract between the parties.

Purchasing decisions, including type of equipment, materials, furnishings, and other components of a donation will reside with the Executive Director.

Residents & Property Owners of Incorporated Northbrook

Residents

Are taxed for library service on their real estate tax bills. A Northbrook library card will be issued to any resident who can provide proof of their current address within incorporated Northbrook.  Cards are valid for the duration of the patron’s residency in incorporated Northbrook.

Property Owners

Who do not reside in Northbrook may obtain a library card. This card is available to residential and commercial property owners who own property in Northbrook. Only one card will be issued for each parcel of property. Proof of ownership must be provided to obtain a property owner library card.

Children

Under the age of 15 will be issued a card with permission from the parent/legal guardian and proof of current address within incorporated Northbrook. The parent/legal guardian will be responsible for any material checked out on the child’s card, and assume full responsibility for the return and fees for materials loaned under this policy.

Nannies and Au Pairs

Who live with a family in incorporated Northbrook may receive a Northbrook Public Library card with a picture ID and a caregiving contract, or a letter from the family in incorporated Northbrook that includes proof of the living arrangements in Northbrook.

Teacher Cards

Teacher cards are issued to teachers through an approved intergovernmental agreement between the library and schools. Teachers must show a valid picture ID and have prior approval from the school district.

 Business and Organization Cards

A Northbrook Public Library card can be obtained by a business or organization, profit or nonprofit, upon proof of business or organizational ownership or rental (i.e. the most current tax bill, a rental or lease agreement, professional license, business card, etc.). Only one card will be issued per business or organization. An owner, partner, principal stockholder, joint owner, or a senior administrative officer of the business or organization must submit the application. The business or organization is responsible for any fees associated with, or damage done to library materials checked out with its card. A business or organization card will be issued for three years.

Temporary Visitors & Residents in Transition

Seasonal visitors or residents in transition temporarily residing within the library boundaries will be eligible to obtain a temporary borrower’s card for all library services upon providing a photo ID and a letter from a social service agency, temporary employer and/or landlord/relative or guardian verifying the temporary address. Every 90 days, the temporary visitor can bring in a piece of mail or other acceptable evidence of residency for an extension of library privileges.

Unincorporated Areas

Illinois state law allows libraries to offer library cards to persons who do not reside in the library's boundaries or own taxable property within the library's boundaries. Purchased card- holders are entitled to the same services as taxed card-holders.

Property Owners in Unincorporated Northbrook

The cost of library service for property owners outside the boundaries of incorporated Northbrook is determined by the EAV (the equalized assessed value) multiplied by the current tax rate for library service for Northbrook taxpayers. The cost of library services will be calculated on all taxable parcels included in the non-resident property owner’s principal residence. Residents of unincorporated areas should bring in their most recent tax bill to determine cost.

Renters in Unincorporated Northbrook

Illinois State law provides that the annual fee for unincorporated area renters is 15% of the renter’s monthly rent. For verification purposes, the Renter shall provide to the library a state photo ID along with a copy of the lease proving current residency in the Northbrook Public Library Unincorporated Service Area.

Payment

Payment for purchased library service must be paid in full at the time of purchase, which can be obtained for 6-month or 1-year intervals. Additional cards for family members in the same residence may be obtained at no additional charge.

Exemptions

A fee for an unincorporated library card shall not be charged to:

·       children aged 18 and younger who do not reside within incorporated Northbrook

·       veterans with a service-connected disability of at least 70% who is exempt from paying property taxes on their primary residence or who rents in an unincorporated area.           

·       the unmarried surviving spouse of a veteran who qualified for this exemption prior to death.

·       an unmarried surviving spouse of a service member killed in the line of duty.

Qualifying veterans or surviving spouses must present documentation that indicates their residence is exempt from paying property taxes.  The veteran shall present documentation of at least 70% disability from the U.S. Department of Veterans Affairs.

Reciprocal Borrowers

The library extends reciprocal services to persons with a valid current Illinois library card. A current library card in good standing and a valid identification with the person’s address must be presented to obtain reciprocal borrowing privileges. Patrons within the Cooperative Computer Services (CCS) Consortium are already in the database and do not need to register individually at each CCS library. The library reserves the right to limit services.

Library Card Use

Any cardholder, regardless of age, may borrow any circulating item in the library’s collection. Patrons are required to present their physical or digital library card or photo ID when borrowing materials. Patrons may continue to check out as long as their account balance remains below $10.00.

Loan Period

The library sets loan periods and loan limits in order to provide patrons with fair and reasonable access to the library’s resources. The library sets limits on the length of time that an individual can keep a specific type of item in order to more fairly distribute limited resources. Most items circulate for 3 weeks. New and Lucky Day movies circulate for 1 week.

The following items do not circulate:

·       Reference Material

·       Newspapers

·       Current magazines

Item Renewal

Most items renew up to three times as long as someone else has not placed a hold on them. Lucky Day items are non-renewable. All items will be renewed automatically provided another patron is not waiting for the item.

Extended Loan (Vacation)

Extended six-week loan periods are allowed for most Northbrook items and may be requested at check out. Lucky Day and new movies are not available for extended loans.

Holds

Any person with a card registered in the Cooperative Computer System (CCS) database may put items on hold to be picked up at the library. Preference is given to Northbrook cardholders. Non-circulating items and Lucky Day items are not eligible for holds.

Damaged Items

As a library that circulates a high number of items annually, the Northbrook Public Library recognizes that normal wear and tear and accidents happen. As such, the library does not charge patrons for damaged items for any items borrowed within the CCS consortium. Damage fees for materials borrowed outside of the consortium will be assessed based on the Illinet Interlibrary Loan Code.

Lost Items

Items borrowed from within CCS and not returned after being overdue for six weeks will be considered lost. Lost items are billed to the patron account at the replacement cost. The lost item may be returned to the library in good condition within 30 days of the billing date. Replacement copies are not accepted in lieu of payment. Lost item fees for materials borrowed outside of the consortium will be assessed based on the Illinet Interlibrary Loan Code.

Missing Items

An item containing multiple parts cannot be checked in until all parts are accounted for. If a part is lost, the entire item will be considered lost and the replacement cost will be assessed.

Circulation

Non-Resident Card

Based on tax bill

Lost Materials*

Cost of the item

Printing, Scanning, Faxing

Black & White Copy / Print

$.10

Color Copy / Print

$.50

Collaboratory

Materials Fees

Charged on a cost recovery price. **

Meeting Rooms

Piano Rental Fee

$50.00

Extended Use of Meeting Room

$25.00 for each additional 15 minutes

Room occupancy after Library Closes

$100.00 (after first occurrence)

Cancelation or No Show Fine

$100.00 if canceled less than 24 hours
in advance

Auditorium Rentals

Auditorium Rental Fee

Charged on a cost recovery price**

Auditorium Equipment Rentals

Charged on a cost recovery price**

Use Beyond Reservation Time Fine

$25.00 for each additional 15 minutes

Occupancy after Library Closure Fine

$100.00

Food in Space Fine

Up to $200

Cancellation Refund

Within 24 hours of booking

Full Refund

24 Hours after booking

Full Refund less $50 non-refundable deposit 

7 days prior to booking

50% Refund

Less than 48 hours prior to rental

No Refund

Auditorium Maximum Occupancy Violation Fine

$500.00

* The library shall refund the full amount for any lost CCS item paid for at the Northbrook Public Library and returned to the library within 30 days of the billing date.  Refunds for lost items from outside of the consortium will be based on the Illinet Interlibrary Loan Code.

**For a full list of materials and prices, visit the library’s website at https://www.northbrook.info

The Northbrook Public Library welcomes all residents and visitors and is dedicated to building community, championing intellectual freedom, and providing open access to the world of knowledge in a welcoming, inclusive environment. 

Library Responsibility

The library is here to serve the community. These guidelines help make sure everyone can use and enjoy the library. Every patron has the right to:

1.             Receive kind and respectful service,

2.             Be treated fairly and equitably by all library staff,

3.             Get help finding information and materials,

4.             Get timely responses to your questions and concerns,

5.             Suggest new materials, programs and services, and

6.             Know that staff use public funds responsibly.

Patron Responsibility

Everyone visiting or using the library’s facilities or services is expected to follow the Patron Behavior Policy. The Northbrook Public Library will follow federal, state and local laws and rules about public behavior.

This list gives examples of expected behavior. Staff may need to address other situations not specifically listed here. Staff will be fair and consistent when using these guidelines, understanding that treating people fairly doesn't always mean treating everyone exactly the same way. After staff explain the guidelines, library staff and/or local law enforcement may ask individuals to leave if that person does not follow them. If a patron does not follow the Patron Behavior Policy, their library privileges may be suspended as outlined in the Patron Suspension Policy. 

1.      Library spaces are shared by everyone. Patrons may not engage in behavior which could reasonably be expected to disrupt library operations, disturb other patrons, or interfere with the library staff performance of their duties.

2.     Words or behaviors that threaten or intimidate others are not permitted, including: 

a.              threats of violence or harm;

b.             physical intimidation such as aggressive gestures, blocking pathways, or intentionally invading personal space; OR

c.              challenging another person to fight or engaging in physical altercations.

3.      Patrons may not sexually harass other patrons or staff. Harassment includes:

a.              making sexually inappropriate comments or advances; OR

b.             using sexual language or gestures directed at others; OR

c.              persistent and targeted staring at, or following, a patron, volunteer, or staff in a manner that a reasonable person would find disturbing,

4.      Solicitation is not allowed on library grounds except as otherwise stated in the Meeting Room policy. This includes circulating petitions, selling, or requesting money from patrons, volunteers or staff members.

5.      Patrons may enjoy covered non-alcoholic beverages and consume snack food throughout the library, unless otherwise indicated.

6.      Service animals as defined by the Americans with Disabilities Act (ADA) are welcome in the library. Other animals are not permitted except when authorized by the Executive Director for special programming purposes.

7.      Patrons are required to wear clothing and footwear while in the library.

8.      Because some patrons and staff are sensitive to fragrances, visitors are asked to minimize use of strong scents. If a scent is affecting others’ ability to access library spaces, staff will work compassionately to resolve the situation.

9.      Use of recreational scooters, skateboards, roller blades, roller skates, bicycles, or similar devices is not allowed in the library. This rule does not apply to mobility aids, wheelchairs, or other assistive devices.

10.  The use of fire-starting items, such as candles, matches or lighters are prohibited on library grounds. Smoking, including vaping and e-cigarettes, is not permitted within the library or within 25 feet of any public entrance.

11.  When a situation involves a medical emergency, safety concern, or other circumstance requiring emergency or specialized assistance beyond staff training, library staff may contact emergency or social service professionals.

Programs are an extension of the services provided by the Northbrook Public Library and are offered for patrons of all ages. The Northbrook Public Library does not vet or endorse the content of any program. Library programs are open to the public without charge. Patrons may be charged a fee for materials and supplies for certain programs.

Library programs are generally open to anyone wishing to attend. For certain high demand and small capacity programs, registration will be limited to Northbrook cardholders.

The Board of Trustees seeks to protect the privacy and confidentiality of all who use the library in the pursuit of free speech, thought and association. The Board of Trustees respects and supports an individual’s fundamental right to open inquiry without scrutiny by others.

Right to Privacy

The library is committed to protecting personally identifiable information. The library will not collect or maintain personal information without consent. The information gathered is used only to provide or improve library service. Library patrons have the right to access their own borrowing information through          website or in person. In both instances, a library user will be required to provide proof of identity. Personally identifiable information will not be disclosed except upon a library user’s request or consent.

Confidentiality

Illinois state law 75 ILCS 70/1 mandates the confidentiality of all records containing personally identifiable information relating to an individual’s use of the library and its resources, facilities and services. Confidentiality includes, but is not limited to, circulation of library books, periodicals and other materials, electronic resource searches, interlibrary loan transactions, reference requests and use of audio-visual materials. The library will not sell, lease or disclose confidential information to outside parties unless required to do so by law.

Unless otherwise required by law, Library records containing personally identifiable information will not be made available to any agency of state, federal or local government unless a warrant, court order, or other investigatory document is issued by a court of competent jurisdiction that shows good cause and is in proper form. The Board of Trustees has authorized only the Executive Director to receive or comply with requests from law enforcement officers. The Executive Director will confer with legal counsel before determining the proper response.

Information We Collect

Types of personal information collected:

·       Name

·       Telephone number

·       E-mail address

·       Library barcode card number

·       Date of birth

·       Materials currently checked out or requested

·       Overdue materials (until returned)

·       Unpaid fines (until paid)

How We Safeguard Personal Information

In order to protect your personal information the library will:

1.    Avoid keeping unnecessary records.

2.    Remove the correlation between personal information and materials borrowed once these items are returned.

3.    Purge and shred outdated records.

4.    Have security procedures that protect against loss, destruction and unauthorized access to your information.

5.    Ensure that contracts and agreements with providers of electronic resources reflect our policies and legal obligations.

6.    Remove from public computers daily: cookies, search histories, cached files and other records of internet use.

7.    Not collect personal information from individuals using public access computers in the library.

8.    Not collect personal information from individuals visiting the library website from home.

Links to Other Sites

The library website contains links to sites not maintained by the library. The library is not responsible for the privacy practices of any other sites. The library encourages individuals to become familiar with these privacy practices and be mindful when asked to disclose personal information.

Cookies

The library uses cookies to facilitate access to our catalog and electronic resources. Cookies are small data files that are sent to an individual’s web browser that are then stored on a computer’s hard drive. These cookies do not collect, store or maintain a library user’s personally identifiable information. Patrons do not have to accept these cookies to visit or use website and resources. Cookies may be refused or deleted from a computer’s hard drive.

In order to access the library catalog and electronic resources from home, the barcode number from the library card is required for authentication purposes. Providers of licensed electronic resources do not have access to records containing personal information. Any information collected is discarded upon logging off.

Children’s Privacy

The library considers the privacy and safety of children to be very important. Personal information collected by the library is not shared with any other agency or organization. Due to the ease with which children can be induced to divulge personal information on the internet, parents are urged to supervise their children’s use of the internet in the library.

Reference service and materials are available to all persons regardless of the race, creed, color, national origin, religion, marital status, sexual orientation, gender, gender identity/expression, physical appearance, physical or mental ability, socioeconomic level, education level and any other legally protected characteristics of the patron. Reference service and materials are available during all hours the library is open and are provided in response to all forms of inquiry including but not limited to patrons in the library, the telephone, email, and TTY. Names of patrons and the transactions which occur between patrons and the staff are confidential and not discussed outside a professional context.

In the instance of legal, medical, investment, or tax reference questions, the staff may only guide the patron to the material available on the topic of interest. The staff may not evaluate or interpret the information provided nor may the staff define the meaning of terms, offer investment advice, select income tax forms, or serve as a surrogate for a professional in any of the fields listed above. If all materials within the library are beyond the understanding of the patron, the patron will be advised to consult with their professional from the above listed fields for additional information or advice.

When offering help with technology, staff will offer basic help on devices and software applications, but are not responsible for any changes made to the devices.

The Northbrook Public Library strives to provide a welcoming and safe environment for all community members. The library is particularly concerned for the safety of children and vulnerable adults on the library premises.

While the library is concerned for the safety of children or vulnerable adults on library grounds, the library does not act in loco parentis (in place of parents). A parent, legal guardian, teacher, custodian or caregiver is responsible for monitoring the activities and managing the behavior of children or vulnerable adults during their library visits.

A vulnerable adult is functionally, mentally or physically unable to care for themselves and should not be left alone in the library, including at programs. This includes adults who need staff help beyond assistance with normal library services.

Children Visiting the Library

Children 10 years of age and younger must be accompanied and directly supervised at all times by a parent or other responsible caregiver 12 years of age or older. These rules may apply to children over the age of 10 at staff’s discretion. Older children, age 11 and older, are welcome to use the library independently, however, responsibility for minors using the library rests with the parent/guardian. Children are subject to library rules and policies concerning behavior, conduct, and demeanor.

Children Attending Programs

When attending programs, children ages 7-10 may be left at a program; parents are not required to stay in the library but must have a parent or caregiver present when the program finishes. Children between the ages of 3-6 must have a parent remain in the building throughout the program, unless otherwise specified for the program. Children under 3 years of age must have a parent or caregiver with them in the program.

Unattended Children and Vulnerable Adults Safety

During library hours, when the safety of an unattended child or vulnerable adult is in doubt, library staff will attempt to contact the caregiver before calling 911. In the case of an immediate safety concern, staff will contact 911 immediately and then attempt to contact the caregiver. During emergency evacuations, staff will notify the Person in Charge about the presence of unattended children or vulnerable adults.  The Person in Charge will coordinate with first responders.

Unattended Children & Vulnerable Adults after hours

In the event a child under the age of 15 or vulnerable adult is still at the library after the library closes to the public, the Person in Charge and one other staff member will remain and attempt to reach a caregiver. If a caregiver cannot be reached or if at any time staff are concerned for the safety of the child or vulnerable adult, they will contact 911. In no instance will staff take anyone home.

Home delivery service provides library services to individuals who are unable to physically come to the library.  “Home delivery” is defined as being generally confined to one’s resident either temporarily due to illness or accident, or permanently due to disability, age, or other mobility issues. This service is open to all ages.

Home delivery services are provided at no additional cost to anyone with a valid Northbrook library card in good standing. Materials will be delivered to and picked up from each participant’s residence. Participants will be charged with the replacement cost for materials that are lost while in their care, but will not be charged overdue fines.

The library representative may choose not to enter a home, leave a home immediately, and/or recommend suspension of home delivery service if any of the following conditions exist:

1.    Any person in the home presents threatening, obscene, or abusive language, gestures, or images.

2.    Any person in the home harasses the library representative.

3.    Any person in the home is engaging in illegal activity.

4.    Any person in the home exhibits signs of illness that may endanger the health of the library representative.

5.    The conditions of the home and/or property are unsafe or unsanitary.

The library has the right to terminate this service to any individual who does not meet the terms and requirement as defined above.

The Northbrook Public Library recognizes the great contributions volunteers can make to the library and community. Volunteers help the library expand and enrich its services.

Recruitment

To be considered for a volunteer position, individuals must fill out a volunteer application form. Volunteers will not be used to replace the work done by paid library staff and volunteer without promise, expectation or receipt of compensation for services rendered.

Volunteers will be recruited without regard to any individual’s race, creed, color, national origin, religion, marital status, sexual orientation, gender, gender identity/expression, physical appearance, physical or mental ability, socioeconomic level, education level and any other legally protected characteristics.

The library accepts volunteers aged 14 and up. Satisfactory completion of a criminal background check performed by the Illinois State Police is required as a condition of volunteering for all volunteers 18 years of age or older.

Library Responsibilities

To encourage volunteerism and to ensure a positive experience at the library, the library will:

1.    Provide a staff person designated to administer the volunteer program.

2.    Provide written position descriptions and procedures for volunteer tasks.

3.    Ensure that volunteers serve in positions that reflect their skills and interests while meeting the needs of the library.

4.    Provide orientation and training to prepare the volunteers to perform their duties including training on serving patrons of all identities and abilities.

5.    Maintain accurate volunteer data, including hours worked.

6.    Exhibit the library’s appreciation for work performed through a regular recognition program.

The library does not provide any health, accident, or worker’s compensation benefit for any volunteer.

Volunteer Responsibilities

Volunteers are expected to conduct themselves as if employed by the library and must adhere to the policies and practices established regarding work schedule, attendance, conduct, performance, safety procedures, proper attire, etc. Volunteers can be released from volunteer duties at any time at the discretion of the library.

Liability

The Volunteer Protection Act of 1997, which includes volunteers who act on behalf of public entities, provides that no volunteer of a public entity is liable for harm caused by an act of omission when volunteering on behalf of the entity. In order for a volunteer to be protected, the following requirements must be met:

1.    The volunteer must have been acting in the scope of their responsibilities for the library.

2.    Where appropriate or required, the volunteer must have been properly licensed, certified or authorized to perform the activity by state authorities.

3.    The harm must not have been caused by willful, reckless or criminal misconduct, gross negligence or a conscious, flagrant indifference to the rights or safety of the individual who suffered the harm.

4.    The harm must not have been caused by the volunteer’s operation of a vehicle for which the state requires the vehicle’s owner to possess a driver’s license or to maintain insurance.

The Board of Trustees affirms its responsibility to provide access to its materials and facilities. The Board of Trustees reserves the right, in consultation with the Executive Director, to deny such access to a patron whose behavior is deemed to be dangerous, destructive, disruptive, or who otherwise willfully violates the library’s Patron Behavior Policy or other library rules.

Staff members designated by the Executive Director may suspend patron privileges for up to 24 hours, including access to the library property, for violation(s) of the Patron Behavior Policy.

The Executive Director may impose up to a 30 day ban for repeat offenders who have already been banned for one day several times or for a more serious violation.

The Executive Director may impose up to a six month ban for more pronounced disruptive behavior and for more serious violations of the Patron Behavior Policy. This includes significant verbal harassment of other patrons or staff. This also includes patrons who have had prior one day or 30 day bans and who continue to violate the Patron Behavior Policy.

The Board of Trustees approves bans over six months. A ban for one year or longer is for very serious problems, such as verbally or physically threatening behavior, physical assaults of patrons and/or staff, or criminal activity in the library. The police are usually called for this type of incident and the patron may be arrested. This can also include patrons who have repeatedly violated the Patron Behavior Policy and have a prior history of suspensions from the library.

The Executive Director has the authority to impose a ban while a situation is being investigated. The Executive Director may also delegate authority for banning decisions when necessary. A notice of suspension may be given verbally, but any suspension beyond one day will be accompanied by a written notice to the person, parent or responsible adult and will include the reason(s) for the suspension or ban.

The Board of Trustees has established the following policy to guide the access to public computers and the internet to library patrons. The Board of Trustee’s intent is to provide access that fairly and effectively serves the diverse needs of patrons. Offering free public access to the internet is consistent with the library’s mission to support lifelong learning. The library's policy in this regard reflects the principles articulated in the following statements by the American Library Association:

·       Library Bill of Rights

·       Access to Digital Information, Services and Networks

·       Freedom To Read Statement

Internet Access

The Northbrook Public Library provides its patrons with free, unfiltered access to the internet via public computers and its wireless network.

The library requires patrons using the internet do so within the guidelines of acceptable use. Unacceptable uses include, but are not limited to:

a)     Hacking,

b)    Fraud,

c)     Use of peer to peer or other file sharing software,

d)    Violation of copyright laws or software licensing agreements,

e)    Accessing illegal sites,

f)      Harassment of other patrons,

g)    Destruction of or damage to equipment, software, or data belonging to the library or other patrons, and

h)    Behaving in a manner that is disruptive to other patrons.

Children’s Access to the Internet

The library supports the right of all library patrons to access information and will not deny access to the internet based solely on age. The library recognizes the internet may contain material that is inappropriate for children. Parents or legal guardians are expected to monitor and supervise their children’s use of the internet.

Desktop Computers

The library offers desktop computers for use by any patron. Computers may be reserved up to a week in advance by patrons holding a valid Illinois public library card registered in our system. Patrons may also sign on using a guest pass.

The library offers public use computers in these areas of the library:

·       Youth Services Department computers are available for children, teens, and adults accompanying children.

·       Teen Loft computers are available for teens.

·       Reference Department computers are available for teens and adults.

·       The Collaboratory offers public computers in the Peltz Digital Media Suite for all patrons.

In-library Use Laptops and Tablets

The library also offers in-library use laptops. Laptops are available in the following areas and may be used by anyone with a valid library card in good standing registered in our system:

·       Reference Department laptops are available through the reference desk.

·       Youth Services Department laptops are available through the youth services desk while tablets are available in the department.

There are also laptops available in supervised spaces that patrons may use without a library card. These laptops are usually used for programs, but may be made available for projects and other uses when needed.

This policy establishes procedures for the establishment and use by the Northbrook Public Library of internet resources commonly referred to as “social media sites” as a means of obtaining or conveying Library information to and from its citizens in furtherance of various goals. This policy also establishes policies and guidelines for employee use of Library Internet systems and computers, and their social media activities.

The purpose for use of social media sites is to obtain and disseminate information useful to and about the Library. The Library encourages the use of social media to further the goals of the Library and the missions of its departments, where appropriate, and subject to the terms and conditions set forth in this social media policy. However, a Library social media site is not intended to be a public forum and the comments and discussions that take place on the site will be moderated by the Library for compliance with this policy and the terms of use of the respective social media site.

The library’s computer, Internet systems, social media sites, and electronic devices are very important ways for us to communicate with each other and our patrons. The purpose for use of the library’s computer system and devices is to conduct public business and to obtain and convey library information in furtherance of public goals. For both legal and practical reasons, it is essential that we work together to maintain the integrity of these systems and devices.

Approval and Administration

1.    The establishment and use by any department of Library social media sites are subject to approval by the Board of Trustees.

2.    All Library social media sites shall be administered by the Executive Director. The Executive Director and his or her designees shall be trained regarding the terms of the social media policy, including their responsibilities to review content submitted for posting to ensure compliance with the policy. The Executive Director or his or her designees will be responsible for monitoring content on Library social media sites to ensure adherence to both the library’s social media policy and the interest and goals of the library.

3.    Wherever possible, library social media sites should link back to the official library website for forms, documents, online services and other information necessary to conduct business with the library. The library encourages users to create original content on the library’s website rather than social media sites.

4.    All social networking sites should clearly indicate that any content submitted for posting on the site is subject to public disclosure.

5.    The Library reserves the right to restrict or remove any content that is deemed in violation of this social media policy or any applicable law.

6.    Any content removed based on these guidelines must be retained by the Library for a reasonable period of time, including the time, date, and identity of the poster, when available.

Comment and Terms of Use Policy

Comments containing any of the following inappropriate content shall not be permitted on Library social media sites and are subject to removal and/or restriction by the Executive Director or his/her designees:

1.    Profane, obscene, violent, sexual, or pornographic content and/or language;

2.    Content that promotes, fosters, or perpetuates discrimination on the basis of race, color, age, religion, gender, sexual orientation, or national origin;

3.    Threats to any person or organization;

4.    Solicitation of commerce, including advertising of any business or product for sale;

5.    Conduct in violation of any federal, state, or local law, regulation, or policy;

6.    Encouragement of illegal activity;

7.    Information that may tend to compromise the safety or security of the public or public systems;

8.    Spam or links to other sites;

9.    The promotion of commercial activities not related to Library business;

10. Content in support of or opposition to political campaigns or ballot measures;

11. Content that violates a legal ownership interest, such as a copyright or trademark.

 A comment posted by a member of the public on any Library social media site is the opinion of the poster only, and publication of a comment does not imply endorsement of, or agreement by, the Library, nor do the comments necessarily reflect the opinions or policies of the Library.

The Library reserves the right to deny access to Library social media sites for any individual who violates the library’s social media policy, at any time and without prior notice.

When a Library employee responds to a comment on a Library social media site in his/her capacity as a library employee, the employer’s name and title should be made available, and the employee should not share personal information about themselves, or other library employees.

All comments posted to any library Facebook site are bound by Facebook’s terms of use and the library reserves the right to report any violation of Facebook’s terms of use to Facebook with the intent of Facebook taking appropriate and reasonable responsive action.

Users who enter private or personal information on Library social media sites do so at their own risk, and the Library is not responsible for any damages resulting from the public display of, or failure to remove, private or personal information.

The social media policy and terms of use may be amended from time-to-time, without further notice.

Compliance with Laws

All Library social media sites must adhere to applicable federal, state, and local laws, regulations, and policies.

Library social media sites and content may be subject to the Illinois Freedom of Information Act. Any content maintained in a social media format that is related to Library business may be a public record subject to public disclosure. Content related to Library business must be maintained in an accessible format so that it can be produced in response to a request.

The Illinois Local Records Act may apply to social media content. The Department maintaining a site must preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period on a Library server in a format that preserves the integrity of the original record and is easily accessible.

E-discovery laws may apply to social media content and, therefore, content must be able to be managed, stored, and retrieved to comply with these laws

The library is open:

·       Monday through Thursday: 9:00 am to 9:00 pm

·       Friday: 9:00 am to 6:00 pm

·       Saturday: 9:00 am to 5:00 pm

·       Sunday: 1:00 pm to 5:00 pm

The library closes to observe the following holidays:

·       New Year's Day

·       Easter Sunday

·       Memorial Day

·       Independence Day

·       Labor Day (Sunday & Monday)

·       Thanksgiving Eve at 6:00 pm

·       Thanksgiving Day

·       Day after Thanksgiving

·       Christmas Eve

·       Christmas Day

·       New Year’s Eve

If Independence Day falls on a Sunday, the library will close that Sunday and the following Monday. The library will close annually for a staff development day and open late for security trainings up to four times a year. The Board of Trustees may authorize other closings on a case by case basis.

Purpose

The Northbrook Public Library offers meeting room space to support the library’s mission to build community, champion intellectual freedom, and provide open access to the world of knowledge in a welcoming, inclusive environment. The library meeting rooms are intended to support the library’s mission and to provide an environment where community members can come together for educational, informational, cultural, and civic purposes and functions within the community.

The Northbrook Public Library is not responsible for the content of meetings, programs, events, or activities held in library meeting rooms. The Library does not endorse the viewpoints, goals, objectives, or ideals of any person or organization using the facilities or the content of any meeting, program, event, or activity held in the meeting room.

Availability and Use

Meeting room availability is as follows:

·        Auditorium  

·        Civic Room  

·        Pollak Room A&B  

·        Pollak Room A  

·        Pollak Room B

·        Interactive Classroom

PRIORITY OF USE

Priority for meeting room use is given first to library and library sponsored or co-sponsored functions, including functions of the Northbrook Public Library Foundation and then in order of priority listed below.

1.    Friends of the Northbrook Public Library.

2.    Municipalities or other units of government that are located within or that serve the library boundaries.

3.    Northbrook Public Library card holders.

Restrictions

The library’s meeting rooms may not be used for:

1.    The sale or promotion of commercial products or services including informational or educational offerings held for the ultimate purpose of soliciting sales, except as authorized by the supplemental rules and regulations for use of the auditorium.

2.    Social meetings or private parties, including, but not limited to birthday and graduation parties, and showers;

3.    Any illegal activities.

General Rules and Regulations

1.    Use of the library’s meeting rooms shall be in accordance with Article VI of the ALA Library Bill of Rights. https://www.northbrook.info/ala-library-bill-rights

2.    Use of the library’s meeting rooms must comply with the library’s Patron Behavior Policy.

3.    The following language must be clearly stated in all written and electronic marketing or publicity materials:

This program or event is not sponsored or endorsed by the Northbrook Public Library.

4.    The Northbrook Public Library complies with the Americans with Disabilities Act by making reasonable accommodations for people with disabilities and all patrons holding public meetings are responsible for complying with the provisions of the Americans with Disabilities Act, which require that a meeting or materials at a meeting be provided in an accessible format in response to a request.

5.    The applicant is responsible for obtaining the public performance rights for any film or other media viewed in a Library meeting room.

6.    Storage is not available before or after room use. The library is not responsible for the safety of or damage to personal property.

7.    Donations may be taken inside the reserved meeting room.

8.    Meeting room users may not use the library's address or phone number as contact information for their organization or events. Library telephone facilities are not available for meeting room users' business.

9.    Food and drink is allowed in meeting rooms subject to compliance with the library’s Patron Behavior Policy or, if applicable, the supplemental rules and regulations for use of the auditorium.

10. Bringing animals, other than service animals used by a person with a disability, into the library is prohibited, except as authorized by the Executive Director.

11. Posted occupancy limits must be observed and enforced by the applicant.

Supplemental Rules and Regulations for Auditorium Use

In addition to the other rules and regulations set forth in this policy, the following supplemental rules and regulations will also apply to use of the auditorium:

1.    Approved users of the auditorium space may conduct ticket sales provided that the applicant is solely responsible for sales and money handling. The library will not provide support for ticket sales in the form of staff time, library technology and resources, or library facilities.

2.     Sales of products or services that are directly related to a program or event approved for the auditorium space may be allowed, subject to prior approval by the Executive Director.

3.    No food or drink is allowed in the auditorium space except for covered water.

4.    Applicants for use of the auditorium must provide proof of adequate insurance by the organization or individual reserving the auditorium.

Reservation Process

Reservations for the Interactive Classroom, Pollak Room or Civic Room must be completed by a Northbrook resident, 18 years or older, with a valid Northbrook Public Library card in good standing. Reservations for the Auditorium must be completed by a Northbrook resident 21 years or older with a valid Northbrook Public Library card in good standing. Approval of meeting room usage is subject to compliance with this meeting room policy, as well as all other applicable library policies.

Fines & Fees

Fees and fines for room usage are detailed in the 303 Fines & Fees policy https://www.northbrook.info/fines-and-fees and are based on a cost recovery model.

Equal Opportunity

Meeting rooms are available on an equitable basis to community groups regardless of the beliefs, viewpoints, or affiliations of the group. The Northbrook Public Library provides access to all patrons, regardless of race, creed, color, national origin, religion, marital status, sexual orientation, gender, gender identity/expression, physical appearance, physical or mental ability, socioeconomic level, education level and any other legally protected characteristics. However, the library does not guarantee the availability of any specific meeting room at any particular date or time to any individual citizen or group.

Liability

The organization or individual reserving the meeting room agrees to indemnify and hold harmless the Northbrook Public Library from any loss, cost, expense or damage occasioned by the use of the meeting room.

In addition, each group or organization using the library’s meeting room spaces shall be responsible for damage to the room and its contents, including any library equipment, used by the group. A charge will be assessed for any special cleaning, repairs, or replacements made necessary by the meeting room use.

Violations

Failure to abide by the requirements and regulations set forth in this policy could result in the imposition of a fine, a charge to cover cleaning, repairs, or damages, and/or revocation of meeting room privileges.

The library provides welcoming and appropriate spaces, activities and materials for babies, children, and teens. The Library aims to create a happy, inviting atmosphere that inspires creativity, learning, and growth for babies, children, teens, and their families. Library staff members are available to assist babies, children, teens and families with locating and using library materials and services.

The Youth Services Department is designed for the use of babies, children, teens, and their families and for people looking to use materials housed in this department. Other adults will be asked to relocate to a different part of the library. Staff may make exceptions for other adults that are not in the space with babies, children, or teens or using materials housed in Youth Services to use the space depending on circumstances.

The library has study rooms available for public use for no charge that can be reserved up to a week in advance by patrons with a registered library card in good standing. The requestor is responsible for damage to the room or its contents and is expected to be present during the reserved time.

Persons using the study rooms are expected to engage in activities associated with the use of a public library and subject to the library’s Patron Behavior Policy. The people using the rooms must adhere to the posted capacity signs.  The library reserves the right to impose additional restrictions based upon supply and demand.

Buying, selling, advertising, or trading products or services (other than educational services or a paid tutor) are prohibited.

The Collaboratory is the Northbrook Public Library’s makerspace. It is designed and outfitted to promote making and the maker ethos through access to up-to-date technologies, tools, and equipment. The Collaboratory is a respectful, collaborative workspace for those actively engaged in designing or making physical or digital media works. Patrons not engaged in such activities may be asked to relocate to a different area in the library.

Use of the Equipment and Materials

1.    Prior to using Collaboratory tools or equipment, users must submit their projects to be reviewed by a staff member.

2.    Library-sponsored activities, classes, and programs have priority use of the Collaboratory.

3.    Use of equipment and tools on the floor is available on a first come, first served basis and may be limited based on demand.

4.    Use of equipment and tools in the Peltz Digital Media Suite rooms is available by reservation and may be limited based on demand.

5.    Use of select equipment and tools require staff assistance to operate. Independent use of equipment may only occur if a user has received approval from Maker Services staff on the same day the user has requested to use the equipment.

6.    Patrons may bring in their own materials for use with equipment. All personal materials to be used with library equipment must be approved by staff prior to using the equipment.

7.    The library offers materials for purchase with select equipment. Charges are added to the user’s library card. Materials will be sold at cost plus shipping and state sales tax. The library does not offer refunds for materials used or for any remnants. For a full list of materials and prices, visit the library’s website (https://www.northbrook.info)

8.    The library is not responsible for product quality, personal injuries, user satisfaction, equipment availability or stability, data storage/security, design confidentiality, delivery times, or any damage or loss to projects or personal materials or equipment arising from use of Collaboratory services or equipment, or the library’s computers or networks. While library staff are available to assist users, the Library is not responsible for any damage or loss resulting from information or advice provided by staff or the library. Patrons are responsible for storing and securing their own files and providing necessary storage devices.

9.    All equipment available in the Collaboratory must stay in the Collaboratory or in other library areas designated or approved by staff.

10. Users must inform staff immediately if any equipment is damaged or nonfunctional. Modification, disassembly, or alteration of Collaboratory equipment is prohibited.

Restrictions

Patrons must use the Collaboratory and its equipment in accordance with our Patron Behavior and other policies. The Northbrook Public Library may deny use of library equipment and tools to individuals who do not take proper care of or recklessly use the equipment and tools. Patrons may be held responsible for intentional misuse or damage to equipment.

1.    Equipment may not be used to produce:

a.     Content or objects prohibited by federal, state, or local law.

b.    Content or objects in violation of intellectual property rights, e.g., 3D printers may not be used to reproduce material that is subject to copyright, patent, or trademark protection.

c.     Weapons or look-alike weapons.

d.    Objects or materials that would be considered obscene.

e.    Content that intentionally distributes malware or similar malicious software or hardware to library computers, equipment, or networks.

2.    The copyright law of the United States (Title 17, U.S. Code) governs all reproductions of copyrighted material. Patrons of the Collaboratory are responsible for any related infringement. By submitting content or objects, the user agrees to assume all responsibility for, and shall hold the library harmless in, all matters related to patented, trademarked, or copyrighted materials.  

3.    Computers and the library network may not be used to illegally upload, download, or copy copyrighted materials including software, music, videos and graphics. This includes the use of online services that facilitate the unlicensed sharing of media files. Duplication of commercial CDs or DVDs is not permitted unless allowed by law.

As part of its public service and information mission, the Northbrook Public Library makes specific areas available for handouts and magazines, displays and exhibits, and bulletin boards. These areas are for use of library related materials and for information that is created by, and of interest to, the local community. Displays, materials posted on bulletin boards, handouts, and exhibits are covered by the intellectual freedom policies of the library and do not constitute endorsement of the material’s content.

Flyers, Posters & Pamphlets

The library has a dedicated space on the first floor for the purpose of sharing community information in the form of posters and pamphlets. The library believes there are reasonable and desirable needs for public service notices and other information to be disseminated by organizations serving residents of Northbrook.

The library further believes that the dissemination of such information must be managed as to its time, place and manner due to the limited resources available and due to the fact that the library’s constituents include minors. The library wishes to provide space for information for organizations and groups that conduct activities relevant to the mission of the library and that have a significant relationship to the Northbrook community.

Therefore, the library designates this space on the first floor as a limited public forum intended to be used narrowly for the purposes described in this policy. The following postings are allowed in this limited public forum:

1.    Library required postings and Library announcements;

2.    Village of Northbrook and other local government information and events;

3.    Northbrook non-profit organizations and events; and

4.    Local items of interest that are not of a commercial nature.

No editorials or editorial content may be posted, even by organizations that meet the criteria for use listed above. Materials by for-profit groups, companies and organizations, are generally not accepted (an exception might include community newspapers produced by for-profit organizations but distributed free of charge, such as the Reader). Job advertisements may be submitted for display on the 2nd floor Job Postings[PLDT1] . [PLDT2]  Business announcements of for-profit groups, individuals, companies and organizations, and notices of garage sales, lost animals, etc., are not accepted. Library postings and announcements, and other public service announcements will have absolute priority over any announcements submitted by other organizations.

Materials will be displayed or available as handouts for a maximum of one month depending on space. The library reserves the right to discard materials that are no longer timely.

Display Cases & Exhibits

The library has display cases throughout the building and also provides space for two-dimensional art shows. The library strives to provide a wide range of exhibits to meet the diverse educational, informational, cultural and recreational needs of the community.

Reasonable efforts will be made to display balanced collections without favor given to particular causes or viewpoints. However, the display cases and exhibition spaces are not public forums, and the library reserves the right to select exhibits in its sole discretion. The library will endeavor to protect materials displayed, but will not provide insurance on them. If exhibitors feel that they need coverage, they must make their own arrangements. Interested parties wishing to use the display cases or do an exhibit should contact marketing at marketing@northbrook.info.

Donation Boxes

Local non-profit and service organizations may place non-cash donation boxes in the library’s lobby upon the review and approval of the Executive Director.

1.    An application for such use must be completed at least two weeks in advance.

2.    A donation box cannot be in the lobby more than 30 days at a time.

3.    Boxes may be removed without notice by the library.

4.    At least 6 months must lapse before an organization is eligible to place another box in the lobby.

The library has adopted the following policy regarding the taking of photographs or videos inside the library building. Permission is not required for taking photographs or videos in public areas of the library building for personal, noncommercial use if no tripods, lights, or other specialized equipment is used. However, there may be library locations and/or exhibition areas where the taking of photographs or videos is restricted or prohibited (i.e., restrooms, rooms reserved for nursing, child care areas, museum artifacts, and archival materials). Taking photographs or videos of, or in, areas reserved for staff use only is also prohibited. If tripods, lights, or other specialized equipment is to be used, requests must be made at least 24 hours in advance. Persons taking photographs and videos shall not (i) compromise a patron or staff member’s right to privacy, (ii) harass, intimidate, or threaten a patron or staff member, or (iii) block library aisles, walkways, stairwells, doors, or exits.

Exterior Photography and Videos

Taking photographs and videos outside of the library building and/or of the library grounds does not require permission. However, the activity may not impede the ingress or egress of patrons or staff to or from the library building.

Commercial Photography and Videos

The library may permit use of its facilities for the taking of commercial photographs or videos if the project does not interfere with the mission of the library and is in accordance with the rest of this policy. The library will charge a fee to offset costs incurred by the library to provide access to the facility and prior permission must be sought at least one week in advance.

Photography and Videos of Materials and Resources

The library permits the taking of photographs and videos of its publicly-available collections. However, patrons are solely responsible for obtaining consent or other permission when taking photographs or videos of copyrighted materials.

Library Photography, Videos, and Recording

The library may take photos, videos, and audio recordings at the library and during library events to use in its publicity materials and on its website and social media sites. The library reserves the right to document its services and the public’s use of the library building and grounds (including on any library website or social media site). Any individual that does not wish the library to use a photograph or video of them or their child should inform a library staff member prior to or while such photographs or videos are being taken.

Performer Photography, Videos, and Recording

Any performer that wishes to bring in professional recording equipment to record their performance must request so in writing at least one week prior to the performance. The library reserves the right, in its sole discretion, to deny use of recording equipment, and will determine where any permitted recording equipment is allowed in the space. Additionally, the library will not assume any liability for the damage/destruction of any equipment brought in by performers or audio/video engineers. A certificate of liability insurance listing the Library as an additional insured is required for any recordings that are permitted by the Library.

Library Board Meetings

Pursuant to Section 120/2.05 of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), any person may record the proceedings of the Board of Trustees and other meetings required by the Act to be open to the public. The recordings may be made by audio, video, or other means and shall not disrupt the meeting or create a safety hazard.

Liability

Persons involved in taking photographs or videos are solely liable for any injuries to persons or property that result from their activities on library property. They also have sole responsibility for obtaining all necessary releases and permissions required by law from persons who can be identified in any photograph or video or for copyrighted materials. The library undertakes no responsibility for obtaining these releases or permissions.

Right Subject to Compliance with Policy

The library reserves the right to ask any individual or group violating this policy to cease the taking of photographs or videos.

The Library District has security cameras to enhance the safety and security of library patrons, staff, and property. Security cameras provide recorded and real-time data that supports library security and operations. Because security cameras are not constantly monitored, staff and the public should take appropriate precautions for their safety and for the security of personal property. The library is not responsible for loss of property or personal injury. There is no audio recording associated with the security cameras.

Use/Disclosure of Video Records

Access to the real-time monitors and archived footage is restricted to the Executive Director, Assistant Director, Security Monitors, IT or other staff designated by the Executive Director or Assistant Director. Access is also allowed to law enforcement officials upon request or when pursuant to a subpoena, court order, or when otherwise required by law. Recorded footage is a public record subject to the Freedom of Information Act (5 ILCS 140/1) and may be released subject to any applicable exemptions.

The Executive Director or Assistant Director will be notified of all requests for exported video footage to be furnished to law enforcement or other outside agencies, or for archival beyond normal time periods. When footage extraction or archival is requested, the Executive Director or Assistant Director will notify IT of specific dates and time blocks requested. IT will maintain a record of export requests, including dates, times, locations, the requestor, and the subject matter of the footage.

Privacy
The library shall maintain signage at all public entrances stating that security cameras are in use. The library is a public facility, and there can be no expectation of privacy in common areas. Cameras are not located in areas where such an expectation would exist (e.g., Restrooms). Patron privacy will be maintained as required by the Illinois Library Records Confidentiality Act (75 ILCS 70/1-2).

RETENTION  

Video records will be maintained for approximately 14 days with the exception of appropriate still shots or selected portions of the recorded data relating to specific incidents. These shall be retained for one year after the incident, provided no criminal activity or policy violation has occurred. In cases where criminal or civil litigation is involved, recordings will be kept until 30 days after the final judgment is entered. Recorded footage and incident reports are public records subject to the Local Records Act (50 ILCS 205/1) and will be retained pursuant to the library’s approved records retention schedule. As new images are recorded, the oldest images will automatically be deleted. The actual length of time footage will be retained varies depending on the camera's memory, recording length, and site activity.

A public library attempts to provide an accessible setting for a variety of materials. Since no individual can buy and store all of the material one may need or want, the community pools its resources to create a public collection for the community's benefit.

A primary goal of the Northbrook Public Library is to develop a collection of excellence. The library strives, within the limitations of budget and space, to provide a wide range of materials which meet the diverse educational, informational, cultural and recreational needs of the community.

Reasonable efforts will be made to build balanced collections without favor given to particular causes or viewpoints. The library supports the American Library Association's Bill of Rights, and its Freedom to Read and Freedom to View statements, which recognize the right of persons to free and convenient access to information and ideas.

The parents or guardians, not the library, are responsible for supervising the use of books and materials by their children. A librarian is available to provide suggestions for caregivers and their children.

A more detailed policy for specific areas of the library is available upon request.

The Executive Director is responsible for all materials in the library collections. Material selectors, using professional judgment, choose and discard items for the library collections within the scope of assigned areas.

A variety of factors influence the selection of library materials. These include accuracy of information, interest, authority, demand, and value to the existing collection, timeliness, significance of the subject, format and price. Selection of materials is accomplished in a variety of ways. Extensive use is made of reviews in professional and other journals. Recommendations by staff and residents of the community are seriously considered.

From time to time, the Executive Director, in consultation with staff, will determine that a new format is needed. These new formats will be added based on patron need, availability, ease of upkeep, and general community interest.

As materials are regularly added to the collection, ongoing maintenance is necessary to ensure the collections are maintained in good condition with relevant and up to date information. Part of maintaining the collections is performing regular weeding. Weeding is a vital process for an active collection because it ensures the collection stays current, relevant, and in good condition. Staff will perform weeding on a continual on-going basis.

This policy covers interlibrary loan activity outside of the agreements and policies established by Northbrook Public Library’s membership in the CCS consortium.

Interlibrary loan is the process by which a library requests materials from, or supplies materials to, another library. Through interlibrary loan, patrons may request materials from other libraries in Illinois and from other libraries that participate in OCLC or Find More Illinois (FMI). The requested materials are sent to the Northbrook Public Library, where the patron may check the items out (or use them in the library, if so stipulated by the owning library). ILL is a service reserved for Northbrook Public Library cardholders.

The library affirms that interlibrary loan is an adjunct to, not a substitute for, the library's collection. The library exhausts local resources first, including its own collection, the CCS consortium collection, and those of libraries in the Reaching Across Illinois Library System (RAILS), before requesting items from libraries out of the system. The Northbrook Public Library endorses the Illinet Interlibrary Loan Code, the American Library Association Interlibrary Loan Code for the United States, and complies with Copyright Law (17 U.S.C.) and its accompanying guidelines.

The library does not endorse opinions contained in its materials. Patrons are free to enjoy, dislike, or ignore any item in the collection. However, no one is free to restrict another's use of library materials.

A request to remove library materials creates complex legal and ethical questions for both the library and the community. Consequently, this issue is taken very seriously by the library. To initiate a request, a Request for Reconsideration form should be filled out completely and given to the Executive Director. The Executive Director will appoint a committee to review the challenged material and prepare a written report. Until a decision is reached by the Executive Director, the item in question will remain available. Patrons who do not accept the Executive Director's decision may appeal to the Board of Trustees. The reconsideration process will be completed in a reasonable amount of time. Staff is available to assist in preparation of the required forms.

Request for Reconsideration Form