Support for Intellectual Freedom
The library provides an impartial environment in which individuals and their interests are brought together. The library board affirms the American Library Association’s Library Bill of Rights, Freedom to View, and Freedom to Read policy statements in support of acquiring and managing collections.
Selection Policy Objectives
The library’s materials collection is developed and managed to meet the majority of the cultural, informational, educational, and recreational needs of the library’s patrons. The library builds and maintains a patron-oriented collection by anticipating and responding to patrons’ needs and expectations. Collection decisions are made in conjunction with the strategic plan.
Responsibility for Selection
Although the library board of trustees is responsible for the resources used in the library, responsibility for actual selection rests with trained library personnel using the board’s adopted selection criteria.
Selection Criteria
To build a collection of merit, materials are evaluated according to one or more of the following standards. An item need not meet all of these criteria in order to be acceptable. A variety of reviewing sources are used when making selections.
- Present and potential relevance to community needs
- Objectivity
- Suitability of physical form for library use
- Suitability of subject and style for intended audience
- Cost
- Importance as a document of the times
- Relation to the existing collection and to other materials on the subject
- Attention by critics and reviewers
- Potential user appeal
- Requests by library patrons
Special Considerations for Electronic Information
- Ease of use of the product
- Availability of the information to simultaneous users
- Equipment needed to provide access to the information
- Technical support and training
Collection Maintenance and Weeding
The library continually withdraws items from the collection, basing its decisions on a number of factors, including publishing date, frequency of circulation, community interest, and availability of newer or more valid materials. Items dealing with local history are an exception, as are certain classics. Withdrawn materials are sold or given away in the library. Materials that are not sold will be disposed of at the discretion of the library.
Reconsideration
If a library district resident and/or library district taxpayer objects to material in the collection, the patron will be asked to complete the Request for Evaluation of Library Resources Form available in the library or online.
INTERNET AND COMPUTER USE
- Patrons must have a valid SPLD library card and those without a valid SPLD library card will be charged $1.00 per hour for computer use and will need to show a valid ID.
- The Internet and Computer Use Form must be signed and kept on file.
- The SPLD does not monitor the Internet and cannot guarantee the validity or accuracy of information found online.
- Privacy of usage is not guaranteed and users are cautioned against displaying any material not appropriate in a public environment.
- Computer time is available in increments of 60 minutes with a maximum of two hours per day. Patrons may use the computers on a first-come, first-serve basis. Computers will not be reserved.
- Limited assistance is available by the staff.
- Prohibited use of the computers includes but is not limited to disruptive or destructive behavior and engaging in illegal activities.
- The library reserves the right to deny computer privileges. Failure to follow the Internet and Computer Policy will result in a loss of the patron’s computer access privileges.
Children’s Internet and Computer Use
- Children under age 8 must be accompanied by a parent or legal guardian to use a computer. A parent or legal guardian and the minor have to sign a copy of the Internet and Computer Use Form. Parents or legal guardians are expected to monitor and supervise their children’s use of the Internet.
- Persons between the ages of 8-18 will be allowed computer access only after a parent or legal guardian and the minor have signed a copy of the Internet and Computer Use Form.
CULTURAL CENTER USE
- The primary purpose of the Cultural Center is for library programs. When it is not in use by the library, it may be reserved by nonprofit or community groups. Private gatherings of a social nature, such as weddings, showers, and birthdays cannot be accommodated.
- The application form to use the Cultural Center must be completed by a group member who is over 18 years old and who resides in the SPLD. The form should be completed at least two weeks in advance of the requested date but not more than one year in advance. The director approves the use of the Cultural Center. No group may assign its reservation to another group.
- The SPLD is not responsible for equipment, supplies or other materials owned by groups wishing to use the Cultural Center and no materials may be stored in the Cultural Center.
- Organizations will assume responsibility for any and all damage done to the Cultural Center.
- Attendance should not exceed the number of people allowed by fire code regulations.
- Only decorations which can stand on the floor or table and which conform to fire regulations may be used. Nothing may be attached to walls, ceilings, or any other part of the Cultural Center.
- Meetings must conclude 15 minutes prior to the closing of the library. Upon conclusion of the program, the room will be returned to its prior condition. If cleanup of the Cultural Center requires an extraordinary amount of time and effort, a custodial charge will be assessed.
- Use of the Cultural Center does not constitute library endorsement of the viewpoints expressed by the persons holding the meeting. No advertising or announcements implying an endorsement will be permitted.
- The name, address or telephone number of the SPLD may not be used by any group as their address or headquarters.
- The library will not provide personnel to help with meetings or programs, to carry supplies or materials to the Cultural Center, to operate equipment, or to help arrange exhibits.
NOTARY SERVICES
The SPLD provides notary services in accordance with the Illinois Notary Public Act.
Patrons seeking notary services are encouraged to inquire before their visit regarding the availability of services, as a notary may not be present at all times. Notary services are provided free of charge on a first-come, first-served basis. To ensure adequate time for service, notary services will end fifteen minutes before closing.
Notaries will not provide service if the requestor, document, or circumstance of the request for notary services raises an issue of authenticity, ambiguity, doubt, or uncertainty for the library. In this event, the notary may decline to provide service.
The requestor must provide the notary with a current, valid identification issued by a state or federal agency that includes the requestor’s photo and signature, such as a driver’s license, state ID, U.S. military ID, or U.S. passport.
Library notaries cannot:
- Notarize I-9 forms
- Provide Apostilles
- Attest to true copies of passports, driver’s licenses, birth certificates, death certificates, marriage certificates, etc. Persons requesting certified copies will be referred to the official who has custody of the original document or to the office where the document has been officially filed
The library does not provide witnesses. In order to serve as a witness, the witness must personally know the person whose document is being notarized and must be in possession of valid photo identification.
All notarial services are entered in the Notary Public Record Book. Library notaries will not provide services for patrons who decline to sign the Record Book.
Documents in a language other than English will only be notarized if a notary who understands the language is available.
A notary and the patron seeking notarization must be able to communicate directly with each other. The library notary is not permitted to make use of a translator to communicate with the requestor.
SERVICE TO PATRONS WITH DISABILITIES
The SPLD offers the same services to patrons with disabilities as to all other segments of the population. In addition to those services, the SPLD acts as facilitator between the patron and Service for the Blind and Print Disabled and welcomes service animals in the library.
BUDGET
The Director shall annually prepare a tentative operating budget for the upcoming fiscal year which runs July 1st through June 30th of the next calendar year. The Director will present the tentative annual operating budget to the Board at regularly scheduled public meeting in June of each year. The Board shall adopt the final budget in September of each year. After adoption of the budget, the Director may make purchases according to the spending plan indicated in the budget.
PROCEDURES FOR RECEIPT OF REVENUE
A. Property tax dollars from LaSalle and Grundy Counties are deposited into interest bearing accounts as defined under Investment of Public Funds.
B. Replacement tax dollars are to be deposited promptly into an interest-bearing account as defined under Investment of Public Funds.
C. Income received from fines, rentals, donations, copy machine, fax, book sales, gifts, grants, district fees, memorials, honorariums and any other revenues are to be deposited promptly.
D. Cash received will be handled in the following procedure:
- All cash transactions are recorded in ink.
- The amount, reason, and initials of the library employee accepting the cash are recorded in the cash ledger book.
- Two employees count the cash at the end of each day and record the amount on a daily tally form. Each person signs the form.
- Cash and form are placed into a dated sealed envelope.
- Director receives the money and transfers the information into a monthly spreadsheet.
- Director deposits the cash weekly, staples together the bank deposit slip, bank deposit receipt, and daily tally slips.
- All documents are filed in the monthly library financial folders.
- Cash receipts are not used for cash purchases.
GIFTS AND DONATIONS
The SPLD welcomes and appreciates gifts and donations of library materials, cash, securities, furnishings, equipment, objects of art or real property. These gifts help enrich and improve the library’s resources.
Acceptance of Gifts and Donations
- Any gifts or donations to the library must be consistent with the library’s policies, goals and objectives.
- All gifted and donated materials become property of the library.
- Books and other collection materials are judged by the same standards of selection as those applied to the purchase of new items. The decision as to the acceptance of collection materials shall be made by the Library Director.
- The decision as to the acceptance of cash, securities, furnishings, equipment, objects of art or real property shall be made by the Library Board of Trustees on the advice of the Library Director. Among the criteria on which the decision shall be based are need and cost of maintenance.
- It is the library’s custom to expend cash gifts on materials, equipment, or a project which is acceptable to the donor. Donors may request that monies be spent in a certain area.
- Gifts are accepted with the understanding that it may someday be necessary that they should be sold or disposed in any way the library sees fit. The SPLD cannot commit itself to perpetually housing a donation.
- The library has the right to reject donations. Although it is unlikely, there may be an occasion in which the restrictions set by the donor make it impossible for the library to accept the contribution.
Recognition of Gifts and Donations
- For memorial books, the library may place within the book the name of the donor, or the individual for whom it is a remembrance for.
- Accepted gifts are honored in the gift remembrance book.
- Balloons
3” $100
4” $250
5” $500
- Big Book
Minimum $1,000 donation would receive a line in the Big Book. Each donation would merit a plate with a name and amount of donation.
Income Tax Statements
The SPLD does not place a value on gifts for tax purposes, nor does it supply an itemized list of donated items. An acknowledgment letter is provided to the donor upon request. While the gifts to the library, as a governmental unit, qualify as tax deductible, the donor will have to consider the particular circumstances of his or her tax situation.
PURCHASING
The Public Library District Act requires public bidding (i.e. preparation of specifications, advertisement for bids, letting to the lowest responsible bidder, and security for the performance of the bids, for certain types of contracts). When the cost of building construction, remodeling, repair, improvement, erection of an addition, or the purchase of the necessary equipment for such is in excess of $25,000.00, the contracts for such improvements or purchases must be publicly bid, when bidding is required.
Guidance for purchasing practices, at least by analogy to State agencies, is found in the Illinois Procurement Code [30 ILCS 500/1 et seq].
The Library Director will bring to the attention of the board of trustees the purchases of capital items in the amount of $2,000.00 or above. Such items include but are not limited to fixed assets which shall remain the property of the SPLD and are added to the inventory, such as furniture, computers, fixtures, etc.
CREDIT CARD
- The SPLD maintains a credit card account for purchase of goods and services for the official library business.
- The credit card is issued to the Director.
- When approved by the Director, other staff members may use the credit card.
- The monthly credit limit is $5,000.00.
- If the credit card offers cash back rewards, they will be redeemed for credit on card statement.
- The balance shall be paid no later than the due date on the statement.
- Use of the credit card is limited to purchases from companies that do not invoice or send paper bills and orders placed over the Internet.
- All purchases are approved by the Director in advance and must be supported by itemized sales receipts which are to be promptly turned in to the Director for balancing to the credit card statement.
- The Director will take the necessary precautions to ensure the card’s safekeeping. If the card is lost or stolen, an authorized user must immediately notify the bank.
- The Director shall return card upon leaving the SPLD employment.
BILL PAYMENT
Bills for purchased materials and/or services shall be presented for payment after the Library Director and Board Treasurer have verified invoices and other pertinent documentation.
All bill disbursements shall be made by means of checks drawn upon the District account or by other means approved by board president and treasurer.
All reasonable and ordinary operating expenses can be paid by the Library Director without prior approval by the Board of Trustees.
Two (2) of the following officials shall sign checks and invoices:
a) Board Treasurer
b) Library Director
c) Board President or Designated Trustee
All checks and invoices must be signed by at least one authorized member of the Board of Trustees.
DISPOSAL OF SURPLUS PROPERTY
- Library property (i.e., print and non-print materials, equipment, supplies, and/or any personal property), which in the judgment of the Library Director is no longer necessary or useful for library purposes, may be disposed of in the following manner:
- Books and non-print materials from the library’s collection, or gift materials, may be discarded, sold, or, upon the approval of the Board of Library Trustees, be given to local philanthropic, educational, cultural, government, or other not-for-profit organizations.
- Any other personal property having an individual current value of less than $100 may, at the discretion of the Library Director, be discarded, turned in on new equipment, or made available for sale.
- In the case of individual surplus items having current value of more than $100 but less than $1,000, the Board may authorize a trade-in of such items on new equipment or sale of such items in accordance with the provisions of the Illinois Library Act.
- No favoritism shall be shown to members of the Board of Library Trustees or members of their immediate families who make bids on or purchase any library item declared surplus.
- 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.
INVESTMENT OF PUBLIC FUNDS
All monies received are invested in interest-bearing accounts. As needed, monies to pay the bills are withdrawn and put into the checking account.
- Responsibilities
All investment policies and procedures of the SPLD will be in accordance with Illinois law. The authority of the Board of Trustees to control and invest public funds is defined in the Illinois Public Funds Investment Act and the investments permitted are the responsibility of the Treasurer, who is hereby designated as the “chief investment officer” of the library, acting under the authority of the Library Board of Trustees.
- Delegation of Authority
Management and administrative responsibility for the investment program is hereby delegated to the Chief Investment Officer. The Chief Investment Officer, and by designation, the Library Director, are responsible for establishing internal controls and written procedures for the operation of the investment program.
- “Prudent Person” Standard
All Library investment activities shall use a “prudent person” standard of care. This standard shall be applied in the context of managing an overall portfolio and specifies that investments shall be made with judgment and care, under 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 safety of their capital, as well as the probable income to be derived. Investment offices, acting in accordance with this policy and the written procedures of the library, and exercising due diligence, shall be relieved of personal responsibility for a security’s credit risk or market price/value changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments.
- Objectives
In selecting financial institutions and investment instruments to be used, the following general objectives should be considered in the priority listed:
- Legality (conforming with all legal requirements)
- Safety (preserving capital and including diversification appropriate to the nature and amount of the funds)
- Liquidity (maintaining sufficient liquidity to meet current obligations and those reasonably to be anticipated)
- Yield (attaining a market rate of return on investments)
- Simplicity of management
5. Guidelines
The following guidelines should be used to meet the general investment objectives:
A. Legality and Safety
- Investments will be made only in securities guaranteed by the U.S. Government, or in FDIC insured institutions including SAIF of the FDIC. Deposit accounts in banks or savings and loan institutions will not exceed the amount insured by FDIC coverage (unless adequately collateralized pursuant to Regulations of the Federal Reserve regarding custody and safekeeping of collateral.)
- Authorized investments include and will primarily consist of: Certificates of Deposit, Treasury Bills and other securities guaranteed by the U.S. Government, participation in the State of Illinois Public Treasurer’s Investment Pool, and any other investments allowed under State law that satisfy the investment objectives of the library district.
B. Liquidity:
- In general, investments should be managed to meet liquidity needs for the current month plus one month (based on forecasted needs) and any anticipated special needs.
C. Yield – Return on investment:
- Within the constraints on Illinois law, considerations of safety, and this investment policy, every effort should be made to maximize return on investments made. All available funds will be placed in investments or kept in interest bearing deposit accounts.
D. Simplicity of management:
- The time required by library administrative staff to manage Investments shall be kept to a minimum.
GOVERNMENT TRAVEL EXPENCE CONTROL ACT – RESOLUTION No. 21-01
WHEREAS, the Illinois legislature enacted the Local Government Travel and Expense Control Act as a response to local governmental officials improperly passing on private entertainment expenses to the taxpayers to become effective January 1, 2017; and
WHEREAS, the Seneca Public Library District is committed to being fiscally responsible with taxpayer dollars and following the mandates of state lawmakers;
NOW, THEREFORE, BE IT RESOLVED by the President and Board of Library Trustees of the Seneca Public Library District as follows:
Section 1. Adoption: The following Library Reimbursement Policy shall be adopted and added to the Library Policies and shall state as follows:
GENERAL POLICY: It is the policy of the Seneca Public Library District to comply with the Local Government Travel and Expense Control Act through the promulgation of these regulations.
- 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 expense” means any expenditure directly incident to official travel by employees, members of the governing board, and officers of the Library for a specific Library purposes.
- TYPES OF TRAVEL FOR WHICH TRAVEL EXPENSES WILL BE ALLOWED:
The Library will only approve travel expenses for employees or officers if the travel is necessary to complete official Library business, for the education of employees or officers, or necessary to obtain information for the betterment of the Library in some capacity.
3. TYPES of EXPENSES ALLOWED and PROHIBITED:
-
- The actual cost of transportation is allowed (for example, airline tickets, train tickets, taxi fare and the like), as well as personal vehicle costs reimbursed at the current IRS mileage rate for business.
-
- The costs of lodging at a hotel or motel are allowed if an overnight stay is necessary.
-
- The costs of meals while traveling are allowed.
- The costs of conference fees, supplies and books for educational purposes are allowed.
- Entertainment expenses, as defined above, are NOT allowed and must be paid for personally by the traveler, and no costs for alcohol or liquor are permitted.
4. MAXIMUM ALLOWABLE REIMBURSEMENT without BOARD ACTION: Library employees and officers may receive reimbursement for travel expenses without specific Board Action as long as the expenses are under the Maximum Allowable Reimbursement as stated herein and the Procedure for Reimbursement below is followed.
1. The Board will post the maximum allowable reimbursement for food, lodging, and transportation in the office of the Library Director which shall change from time to time at the direction of the Board. The Board shall use the following overriding principals to determine the maximums:
a. Cost of travel shall be the actual expense incurred. Only coach flight expenses will be approved, any upgrades to first or business class will be at the expense of the traveler. Any personal automobile expenses will always be approved at the IRS rate for business travel if the traveler uses their own automobile (as opposed to a Library automobile).
b. Cost of food shall not include the cost of alcoholic beverages and should be reasonable and customary for the area.
c. Cost of lodging should be reasonable and customary for the area where the traveler is staying.
2. The total maximum for any travel for Library purposes allowed is $3,000.
3. In the event of an emergency or extraordinary circumstance, reimbursement may be approved over the $3,000 maximum reimbursement limit if approved by a majority of the Board at a properly noticed and regularly scheduled board meeting subject to a roll call vote.
- PROCEDURE FOR REIMBURSEMENT: No expenses shall be reimbursed without a reimbursement request form (as included here) is completely filled out with receipts or estimates (with reservations and confirmation numbers) attached. In the event that travel expense is prepaid, actual receipts must be turned in and attached to the reimbursement request form within 30 days of the completion of travel. Any amount paid in excess of the actual receipts filed must be repaid to the Library within 30 days.
- EXPENSES INCURRED BY BOARD MEMBERS: Expenses may only be approved for reimbursement by the Board as a whole at a normally scheduled Board Meeting subject to a roll call vote.”
Section 2: Should any portion of this Resolution be declared invalid, the remaining, severable portions, shall, nonetheless, remain in full force and effect.
Section 3: This Resolution shall be in full force and effect from and after 10 days following its passage, approval, and publication as required by law.
PATRON CODE OF CONDUCT
Library patrons are expected to accept certain responsibilities in matters of personal conduct. Violation enforcement is upon discretion of the library staff and may include one or more of the following penalties:
- Verbal warning
- Ejection from the premises
- Suspension of library privileges
- Upon order of the Library Board of Trustees, revocation of library privileges
The following list of rules and regulations is not intended to be “all inclusive” and other behaviors may, at the library’s discretion, result in penalties.
- Making or causing any noise or nuisance that disturbs the peace or good order of the library including threatening, intimidating, or using abusive or vulgar language towards patrons and employees is prohibited.
- Violators will be held liable for all costs of replacement or repair of damaged furniture, equipment, or other library property as well as for failure to return library materials.
- Children under the age of eight (8) and other patrons needing care must be accompanied by a parent or caregiver, high school age or older. All unattended patrons must be able to tell staff their full name; parent, or caregiver’s name; and contact phone number. Library staff are not responsible for the safety or well-being of children left in the library or on library’s property.
- No eating, drinking or sleeping is to be permitted in the library.
- Shirt and shoes must be worn on the premises.
- Only service animals are permitted in the library.
- The library is not responsible for personal belongings left in the library or on library’s property.
PUBLIC POSTING
The purpose of the Community Information Center at the library is to make available information regarding cultural, recreational, educational, and human services programs and events available to the community. Distribution of posted information does not imply endorsement by the library of the ideas, issues, or events promoted by those materials. The library is not responsible for return of posted materials or submitted materials considered unsuitable for posting.
Materials should be left with the circulation desk staff for the director’s approval. Items posted or left for distribution without approval from the library may be discarded.
Items will be removed after 30 days. The library reserves the right to provide space on a long-term basis for announcements that give specific help to library patrons on a continuing basis, such as crisis services.
The following items will not be posted. This list is not intended to be all inclusive and may incorporate other materials at the library’s discretion.
- Business advertisements
- Personal notices, such as lost and found notices
- Signs soliciting donations
- Political campaign literature
- Legal notices
DISPLAYS AND EXHIBITS
The library welcomes displays of general interest to the community as well as materials having a direct relationship to the purposes of the library. Displays may be used at the discretion of the Director.
All materials displayed in the Library will be given reasonable care and protection within the limits of the general operation of the Library, but the Library and the Board do not assume responsibility for damage or loss suffered on its premises, nor for the costs of insurance coverage. Such costs, losses, damages, etc., are understood to be the responsibility of the organization or individual providing the display or exhibit.
A signed statement of insurance coverage must be provided when the display is established; or, if it is uninsured, a statement releasing the library from responsibility should be signed.
PHOTOGRAPHY AND RECORDING
Library Photography and Recording
Activities sponsored by the library may be photographed or recorded by the library’s staff or its representatives. Attendance at a library-sponsored program or event constitutes the consent of all attendees, including the consent of the parents or legal guardians of any children in attendance, to the future broadcast, publication, or other use of photographs or recordings at the sole discretion of the SPLD. The library may utilize photos and recordings from public programs and events sponsored by the library on its website, social media, and in library publications. To ensure the privacy of all individuals, images will not be identified using full names or personal identifying information without written approval from the photographed subject, parent or legal guardian.
Patron Photography and Recording
Casual amateur photography and recording is permitted in the public areas of library facilities for patrons wanting a remembrance of their visit, provided that the activity does not interfere in any way with library operations or capture any identifiable likenesses of individuals without their permission. Patrons are responsible for arranging all necessary releases and permissions from persons who are photographed or recorded.
Photography and Recording 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 copyright permission when taking photographs or videos of copyrighted materials.
Performer or Presenter Photography and Recording
Any performer or presenter that wishes to bring in professional recording equipment to record their performance must make the request in the program contract. The library reserves the right, n its sole discretion, to deny use of recording equipment, and will determine where any permitted recording equipment is allowed in the space. A certificate of liability insurance listing the library as an additional insured is required for any recordings that are permitted by the library.
Photography and Recording by Community Organizations
Community organizations hosting scheduled programs, events or meetings in the library’s meeting rooms may arrange for their own photography or recording of their event, provided that the photography or recording does not distract, disturb or interfere in any way with library patrons or operations, or capture any identifiable likenesses of individuals without their permission. Such photography and recording is restricted to the space reserved by the group, and the group is responsible for any necessary releases and permissions.
News Media Photography and Recording
The library has an open-door policy for news media photographers and reporters who are doing stories or projects that directly involve the library and its programs with advanced authorization, which is preferred and can be obtained from the Library Director.
Commercial Photography and Recording
No commercial photography or recording may occur on library property without the prior written approval of the Library Director. Such approval shall contain the conditions under which the commercial photography or recording will take place, and address the rights to ownership of the photos/videos. Request must be made at least one week in advance. Fees may apply in some cases for using the library as a set.
Exterior Photography and Recording
Taking photographs and videos outside of the library building and/or of the library grounds does not require permission. However, activity may not impede the ingress or egress of persons going to or from the library building.
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 recordings 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
Any consent granted pursuant to this policy to permit photography or recording may be revoked at any time upon failure to comply with terms of the policy or other rules and regulations of the library.
EMERGENCY PROCEDURES
The library will maintain a set of procedures to be implemented in circumstances that could pose threats to the safety of staff or patrons. These procedures will be posted in clearly visible locations.
A. Procedures will cover anticipated responses to medical emergencies as well as internal and external threats, such as fire and tornado.
B. The Director will determine the timing and the nature of the procedure to be implemented.
C. In the absence of the Director, the Patron Services Manager will make such determination.
D. In the absence of the Patron Services Manager, the staff member who is the longest working employee, will make such determination.
E. If time permits, the Patron Services Manager or staff member charged with determining the response will contact the Director.
BLOODBORNE PATHOGENS
A. While normal library operations are not likely to involve circumstances exposing employees or users to bloodborne pathogens, the SPLD complies with Illinois Department of Labor regulations and therefore the federal Occupational Safety and Health Administration regulations relating to occupational exposures to bloodborne pathogens which have been incorporated by administrative actions.
B. Exposure Determination: No particular job classification of the Library has occupational exposure (meaning “reasonably anticipated…contact with blood or other potentially infectious materials that may result from the performance of an employee’s duties”), however, emergencies may occur with staff or patrons, particularly youth or elderly patrons, to which library employees in all classifications may be called upon to respond with assistance. Or emergencies with “out of control” individuals (e.g. biting, spitting, etc.) could present an individual threat.
C. Universal Precautions: All potential circumstances of exposure must be taken into account by the Library and its employees to protect against exposures. Hepatitis B (HBV), human immunodeficiency virus (HIV), and other bloodborne pathogens found in human blood and other body fluids cause life-threatening diseases. In emergency or other such circumstances, when contact with blood or other potentially infectious materials may result, the Library’s approach to infection control requires all human blood and body fluids to be treated as if known to be infectious for HIV, HBV, and other bloodborne pathogens. Engineering and work practice controls shall be used to eliminate or minimize employee exposures, and if a possibility of exposure remains, personal protective equipment shall also be used.
D. Exposure Control Plan: At any time within the library environment that human blood, human body fluids, or other potentially infectious materials are presented, the area contaminated shall be immediately cordoned off and quarantined, even if the entire library must be closed to accomplish this completely. Personal protection clothing, such as gloves, gowns, masks, etc., shall be provided and used in the cleanup and safe disposal of contaminated waste such as diapers, blood-tinged materials (e.g. Band-Aids, gauze, cotton, clothing, etc.), etc. If advisable, a professional hazardous/contaminated cleanup firm shall be effective until complete cleanup and disposal is obtained. Hand-washing facilities are provided by the Library and must be used by the employees as soon as feasible, including following the removal of personal protective equipment. A complete record of all incidents, exposures, cleanup, and disposals shall be kept as required by the regulations.
E. Training and Immunizations: The library shall provide directly or through System, State, or associational programs, annual in-service training/educational programs for all affected employees. Any employee who has an occupational exposure shall be offered, at no charge, the hepatitis B vaccine series, in accordance with the regulations. Following the report of an exposure incident, the Library will make immediately available to the exposed employee or employees a confidential medical evaluation and follow-up as provided in the regulations.
IDENTITY PROTECTION
ARTICLE 1. PURPOSE
The SPLD 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. It is important to safeguard social security numbers (SSNs) against unauthorized access because SSNs can be used to facilitate identity theft. One way to better protect SSNs is to limit the widespread dissemination of those numbers. The Identity Protection Act was passed in part to require local government agencies to assess their personal information collection practices and make the changes to those practices necessary to ensure confidentiality of SSNs.
ARTICLE 2. Social Security Number Protections Pursuant to Law
Whenever an individual is asked to provide this office with an 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:
- 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.
- Print an individual’s SSN on any card required for the individual to access products or services provided by the person or the library.
- Require an individual to transmit his or her SSN over the Internet, unless the connection is secure or the SSN is encrypted.
- 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 SSN 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 an 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’s duties and responsibilities; (ii) the 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.
- Require an individual to use his or her SSN to access an Internet website.
- Use any SSN for any purpose other than the purpose for which it was collected.
ARTICLE 3. 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 individual’s SSN. 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. “Redact” means to alter or truncate data so that no more than five sequential digits of a SSN are accessible as part of personal information.
ARTICLE 4. 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.
Statement of Purpose for Collection of Social Security Numbers Identity Protection Act
The Identity Protection Act, 5 ILCS 179/1 et seq., requires each local government agency to draft, approve, and implement an Identity Protection Policy that includes a statement of the purpose or purposes for which the agency is collecting and using an individual’s Social Security number (SSN). This statement of purpose is being provided to you because you have been asked by the Library to provide your SSN or because you requested a copy of this statement.
Why does SPLD collect your Social Security Number?
You are being asked for your SSN for one or more of the following reasons:
- Complaint mediation or investigation;
- Crime victim compensation;
- Vendor services, such as executing contracts and/or billing;
- Law enforcement investigation;
- Child support collection;
- Internal verification;
- Administrative services: employment eligibility verification, payroll and tax purposes, retirement and pension plan purposes, employment benefit plan purposes, and background checks; and/or
- Other: ______________________________
What does Seneca Public Library District do with your Social Security Number?
- We will use your SSN only for the purpose for which it was collected.
- We will not do any of the following:
- Sell, lease, loan, trade, or rent your SSN to a third party for any purpose;
- Publicly post or publicly display your SSN;
- Print your SSN on any card required for you to access our services;
- Require you to transmit your SSN over the Internet, unless the connection is secure or your SSN is encrypted; or
- Print your SSN on any materials that are mailed to you, unless State or Federal law requires the number be on the documents mailed to you or unless we are confirming the accuracy of your SSN.
Questions or Complaints about this Statement of Purpose
Write to
Seneca Public Library District
Attn; Librarian/Director
210 N. Main St.
Seneca, IL 61360
[1] 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.
PUBLIC COMMENT
In compliance with the Open Meetings Act, the SPLD Board includes a public comment section on each agenda of its Board and subcommittee meeting. This policy applies to those who wish to speak during the public comment section. Minutes of the Board meeting will indicate the names of those who spoke during the public comment section and a summary of comments made by each speaker.
- Speakers are asked to sign in.
- Speakers will be allotted 5 minutes to deliver their comments. Time may be amended at the discretion of Board President.
- The public comment section will be limited to a total of 30 minutes unless extended by Board action.
- The Board President will determine the order in which speakers appear.
- Speakers must be physically present.
TELECOMMUNICATIONS/ELECTRONIC PARTICIPATION AT BOARD MEETINGS
For the purpose of conducting Library Business under abnormal/unusual circumstances (e.g., medical/health problems of a Trustee), participation in Board Meetings via communication devices may be utilized.
Communication devices include, without limitation, audio/or video equipment which enables Trustees not physically present in a meeting room to participate in Meeting discussions and votes and interact with those present on all motions, discussions, and votes.
As with all meetings, meetings involving communication devices shall be conducted in accordance with the provisions of the Illinois Open Meetings Act.
Pursuant to the Open Meeting Act, a quorum of members of the Board must be physically present at the location of the meeting. Only additional members, i.e., those members not part of the required physically present quorum, may attend by video and/or audio conferencing or by other electronic means. All Board members attending meeting by electronic conferencing shall be entitled to vote as if they were personally and physically present at the meeting site so long as a physical quorum is present, but their votes shall be recorded by the Secretary as done by electronic attendance. A board member who attends a meeting by video or audio conference must provide notice to the recording secretary or clerk of the Board at least 24 hours prior to the meeting unless such advanced notice is impracticable.
The Secretary of the Library Board of trustees will note in the minutes of any meeting which utilizes communication devices that the meeting was conducted with one or more Trustees (identified by name) not physically present in the meeting room and that such circumstances shall be noted in the minutes of the meeting.
The use of communication devices shall be used sparingly and only under extraordinary circumstances.
COST OF REPRODUCING AND CERTIFYING FOIA RECORDS
- First 50 pages of letter or legal size black and white photocopies – free.
- After the first 50 pages – .10 ¢ per page.
- Photocopies in color – actual cost of reproduction.
- Certification fee – $1.00 per certificate.
LEGAL REQUESTS FOR INFORMATION
This policy is designed to assist Library Staff in complying with legal requests for information in the following formats: Federal Subpoenas, Federal Requests for Information under the Patriot Act, and other state and local requests for records, in compliance with state and local laws, ordinances and statutes.
Library Staff will cooperate with Law Enforcement to allow access to items within the scope of any legal instrument with which they have been served. There are three watchwords for this policy: compliance, contact and confidentiality. Upon being served with a legal request for information, staff should immediately direct the law enforcement official to the Library Director or the Designated Information Officer. The next step involves contacting the library’s legal counsel.
a. Designated Library Individual
The Designated Information Officer (or Library Director) will handle all requests to search Library records pursuant to a Search Warrant. Each library must identify individuals to act as Designated Information Officers.
b. Identify Serving Officer
The Designated Information Officer (or Library Director) will request identification from the Law Enforcement Officials and records their names, badge numbers, and agencies.
c. Review Warrant for Content
The Designated Information Officer (or Library Director) will review the Search Warrant when served and will contact the library Attorney for consultation concerning the scope of the Warrant and compliance procedures
d. Cooperate with Officials
The Designated Information Officer (or Library Director) will cooperate with Law Enforcement Officials to help identify the records/evidence falling within the scope of the Search Warrant.
e. Record Evidence Viewed or Taken
The Designated Information Officer (or Library Director) will record all records or evidence viewed, copied, or removed from the Library pursuant to the search. The Law Enforcement Official executing the legal information request will record and provide a receipt of all materials and records viewed and removed. The Designated Information Officer will, upon receipt of the list, ensure that descriptions of records and materials are clear, accurate and understandable.
f. No Disclosure of Search
No person will disclose the receipt of the Search Warrant or the search to anyone except the Designated Information Officer (or Library Director) and/or the Library Attorney.
g. Provide this Policy
To assist Law Enforcement Officials, a copy of this Search Warrant Policy will be provided promptly to the Officials upon arrival at the Library.
Search Warrant vs. Subpoena
There are differences between a Search Warrant and a Subpoena. The time frame for compliance is a key difference. Libraries may have had experience responding to Subpoenas seeking information unrelated to registration or circulation records (e.g., Subpoena for garnishment of an employee’s wages). Few libraries have been the subject of a Search Warrant. With a Subpoena (with the exception of a FEDERAL subpoena or a FEDERAL request for information under the Patriot Act), a library has time to comply. With a Search Warrant, compliance can be immediate.
Subpoena: A Subpoena is a document that requires someone to give testimony and/or produce documents pertinent to a pending case. Typically, a Subpoena is issues by one of the parties in the case. A Subpoena specifies an appearance in Court or production of documents at a designated time and location. As an example, a Subpoena may be issued to someone who witnessed a traffic accident requiring the witness to appear in Court to testify.
The time period between the date a Subpoena is served and the date of compliance affords time to discuss with the library’s Attorney procedures for Subpoena compliance. The scope of the Subpoena, especially a Subpoena for production of records/documents, can be assessed. A Court Order be obtained, if necessary, to protect both the library and a patron as to issues of confidentiality.
Federal Subpoena or Federal Request for Information under the Patriot Act: While in many ways similar to a state or local subpoena, the Federal legal requests often require immediate compliance.
Search Warrant: A Search Warrant is a Court Order issued by a Judge or Magistrate directed to a Law Enforcement Officer (e.g., FBI, Police) Authorizing the search and seizure of property described in the Search Warrant. Unlike a Subpoena, a Search Warrant may be “executed” immediately and may not allow time to evaluate the legality of the Search Warrant’s issuance or assess the scope of the Search Warrant. The Officer may begin to search and seize evidence as soon as the Search Warrant is executed, i.e., when the Search Warrant is personally delivered to Library staff.
CONFIDENTIALITY OF LIBRARY RECORDS
A. Circulation records and other records identifying the names of library users with specific materials are recognized as “confidential” in nature. Access to such records is restricted to library staff.
B. All library staff are advised that such records shall not be made available to members of the public, the press or to any agency of State, Federal, or Local government unless they have been so requested by order, subpoena, or other process as authorized under Federal, State, or Local law.
C. On receipt of any legal process, order or subpoena, the director will immediately consult with the President of the Board and the Library Attorney to insure that the document is in proper legal form and there has been a good cause for its issuance, in a court or other body of legal jurisdiction. Unless such legality has been shown to the Library Attorney, the library will not acknowledge the request until all defects have been satisfied.
D. In the event that an urgent request by a sworn law enforcement officer states that it is impractical to obtain a court order as a result of an emergency situation, and there is a probable cause to believe there is imminent danger that someone will be physically harmed, the information requested, limited to only identifying a suspect, witness, or victim of crime, but not including any registration or circulation records that would indicate materials borrowed, resources reviewed or services used at the library, shall be provided to the officer if the following form is fully completed and signed by the officer.
PATRIOT ACT
USA Patriot ACT (“Patriot Act”) passed by Congress in October, 2001 provides Federal law enforcement agencies additional investigation tools for cases involving foreign intelligence and terrorism. The Patriot Act, which amends multiple Federal Statutes, is focused on the ability of Law Enforcement Officials to access records during an investigation.
Under the Patriot Act increased visits to Public Libraries by Law Enforcement Officials have been reported. Concerns have been expressed about how to comply with Patriot Act and still maintain confidentiality of Library records. This Memorandum is provided to assist in your development of a policy pertaining to requests for Library records under the Patriot Act.
USA Patriot Act vs. Library Records Confidentiality Act
The Patriot Act as a federal law, and any other Federal legal request for information supersedes the state Illinois Library Confidentiality Act which states:
The registration and circulation records of a library are confidential information. Except pursuant to a court order, no person shall publish or make any information contained in such records available to the public [75 ILCS 70/I(a)].
Because the legal request for information under the Patriot Act (and any other federal search warrant or subpoena) are FEDERAL requests they supersede any state or local law (including the Library Records Confidentiality Act). A Court Order or Search Warrant is necessary under either Act for access to or release of records. Please note that the Patriot Act requires confidentiality about the issuance of Search Warrant/Court Order and its execution. The fact that Library personnel are served with a Search Warrant/Court Order should not be disclosed to anyone, especially the patron whose records are the subject of the Search Warrant/Court Order.