Policies are necessary to ensure the safety of our patrons and proper usage of library facilities so that all may enjoy their visit. For questions regarding library policy, please call the library at 217-483-2713. Thank you for your cooperation and understanding. 

Accommodating Individuals with Disabilities Policy

Accommodating Individuals with Disabilities Policy

Individuals with disabilities shall be provided an opportunity to participate in all Library sponsored services, programs, or activities on an equal basis to those without disabilities and will not be subject to illegal discrimination.  Where necessary, the Chatham Area Public Library District may provide to persons with disabilities separate or different aids, benefits, or services from, but as effective as, those provided to others.

The District will provide auxiliary aids and services where necessary to afford individuals with disabilities equal opportunity to participate in or enjoy the benefits of a service, program, or activity. 

Each service, program, or activity operated in the Library shall be readily accessible to, and useable by, individuals with disabilities.

Individuals with disabilities should notify the Library Director if they have a disability which will require special assistance or services and, if so, what services are required.  This notification should occur as far as possible before the Library sponsored function, program, or meeting.

 

LEGAL REF.:            Americans with Disabilities Act, 42 U.S.C. §§ 12111 et  seq. and 12131 et seq.; 28 C.F.R. Part 35.

CROSS REF.:           5-30

ADOPTED:               MARCH 20, 2000

Bulletin Board Policy

Bulletin Board Policy

Information of general community interest may be posted on the Library's bulletin board according to the following rules:

  1. The library staff will give permission to post all notices.  Library staff will remove all notices
  2. Material posted on the Library's bulletin board must have the approval of the Library Director or designated staff.
  3. Priority will be given to notices about activities and events occurring within the Chatham Area Public Library District.
  4. Priority will be given to notices about non-profit, cultural, or educational activities and events.
  5. Permission to have material posted will be denied if the material promotes the violation of the rights of others, the material infringes on a copyright, or if the material is defamatory, obscene, vulgar, or indecent.
  6. Permission to have material posted will be denied if the material is  commercial in nature such as, but not limited to, advertisements, yard sale notices, business opportunities, and rentals.

LEGAL REF.:         75 ILCS 16/30-60

CROSS REF.:         5-40

ADOPTED:             MARCH 20, 2000

Circulation Policy

Circulation Policy

 

Circulation Policy 4-20

Purpose

The Chatham Area Public Library District (CAPLD) is a tax-supported public library.  This means that people residing within the boundaries of the Chatham Area Public Library District pay taxes to support the Library.  People who live within the boundaries pay no additional fee to be eligible to receive their library card.  

Library Cards

 

Library Card Responsibility

Library card holders apply for the right to use the services and facilities of Chatham Area Public Library and agree to abide by the rules of the Library and fees charged to their library card accounts. Cardholders understand that they are solely responsible for items checked out with their library card. Chatham Area Public Library Cards are not transferable. The Chatham Area Public Library is not responsible for damages direct, or indirect, resulting from the borrowing or use of Library materials or its equipment. 

Patrons assume full responsibility for the return, damage or fees for materials loaned under this policy. Library cards are renewed every 3 years without additional fees, provided the library card holder continues to reside within the boundaries of the Chatham Area Public Library District and is a patron in good standing. 

A child's parent/legal guardian will assume responsibility for charges incurred while the child is in their care. Legal guardians are responsible for notifying the Library when the child is no longer in their care. 

A Chatham Area Public Library card is valid when it meets the following conditions: 

a) It is registered with the card holder’s correct name and permanent address in the Library’s database; 

b) The outstanding charges against the holder do not exceed $5.00; 

c) The card has not expired; 

d) The person in possession of the card is the one to whom it was issued or, in limited circumstances, authorized to use the card. 

Renewals, Updates and Lost or Stolen Cards 

A Chatham Area Public Library card is valid for 3 years from the date of issue and may be renewed by presenting the card at the circulation desk with one current proof of identification, providing the identification carries the correct address for the patron. See also, the chart below with Categories 1 & 2, regarding identity and residency verification.

Cardholders are to promptly inform the Library of a lost card, change of address or change of personal contact information such as email and phone number.

In the event of a lost or stolen library card, the original card becomes permanently invalid, and a replacement card will be issued. The replacement fee for lost cards is $1.00. 

Library Card Application 

Residents within the Chatham Area Public Library District boundaries who are 16 years of age or older are encouraged to begin the library card application process by visiting the Library with pieces of identification from both categories as listed below. The person applying must provide the street address of their residence on the library card application; P.O. Boxes will not be accepted. If mail is received at a post office box, both the post office box address and the street address of the residence must be given. 

Persons owing fines, fees or overdue materials to this or other libraries must take care of these obligations before a Chatham Area Public Library card will be issued. 

Category 1: Verify Identification 

Category 2: Verify Residency

  1. Present government-issued photo ID

  • Must show responsible party’s name

  • May be either State or Federal

  1. Present high school issued photo ID

  • Must show responsible party’s name

  • Must be valid for the current school year

  1. Show One:

  • Current lease or mortgage statement

  • Utility bill, revolving account, or bank statement issued in the last 30 days

  • Current car registration or auto insurance

  • Official first class mail marked “Or Current Resident” are not acceptable

 
  1. Have card mailed to residence

  • Initial restrictions apply and are outlined below

 

The responsible party may choose to verify their residency by having the library card mailed to their residence. Library cards will not be mailed to a Post Office Box. 

 

At the patron’s request, library notices may be received at a PO Box but the patron’s physical address must remain on file. 

 

If at any time a library card or notice is returned to the library through the post office, the patron’s account may be blocked and the patron may be asked to provide proof of residency using one of the documents from Column 2, Option A above before the card may be used again.

Library Card Account Linking 

The Library reserves the right to link the library card accounts of parents/guardians to the accounts of their children under the age of 16. The Library reserves the right to block from use all library cards belonging to the same address in a linked group based on the delinquency of any one library card in said group. Library card privileges will be blocked for all adults in the group when the fees for the group total $25 and up.

Second-Party Authorization 

Adult cardholders ages 16 and older may designate another adult to pick up materials on hold or update contact information on their behalf. The cardholder must be physically present to make this designation. This permission information is to be recorded as a note in the cardholder’s library card account. The patron must grant permission in writing listing those individuals who are allowed to check out interlibrary loaned or reserved materials on their account. When picking up held or interlibrary loan materials, the authorized second-party should present the library card of the individual who reserved the material. The material will be checked out to this card.

 

Types of Cards

 

Resident Adult 

Use of a personal library card is limited to the patron whose name appears in the library card account. 

As a resident card holder, the borrower may physically take their library card to any public library in Illinois and ask to borrow materials.  Those materials are the responsibility of the individual who borrows them and are subject to all of the fines, rules and regulations of the lending library. Often libraries limit the borrowing privileges of reciprocal borrowers, and it is important to be aware of local rules and procedures before making selections.

 

Resident Child

A child under age 16 may be given a personal library card if the parent or legal guardian signs the card application and accepts financial responsibility for any fees or charges that the child incurs with that card.  The parent or legal guardian who can verify with approved identification that they reside at the same address is accepted as proof of residency for the child.

A child who has a library card may access all available library materials, including books, movies and other materials.

A child aged 12 through 15 may be given permission to use the Library's Internet-accessible computers by the parent or legal guardian during the card application process. This permission information is to be recorded as a note in the cardholder’s library card account.

A child has the same rights to privacy and confidentiality as any other patron.

The parent or guardian who has signed the application has the right to restrict use of the library by withdrawing the child's personal library card at any time.

Resident Family 

A Resident Family card is one account with multiple cards of the same account number issued to one adult resident and each of their dependents.

A family card is valid for 3 years from the date of issue.

A Resident Family card may be renewed by presenting the card at the circulation desk with one current proof of identification.

A child aged 12 through 15 may be given permission to use the Library's Internet-accessible computers by the parent or legal guardian during the card application process. This permission information is to be recorded as a note in the cardholder’s library card account. 

The parent or legal guardian who signs the application for a family card is the primary cardholder and is responsible for any fees or charges to the account. 

Residential Status 

Resident 

A resident is any person who resides within the boundaries of the Chatham Area Public Library District and is taxed for library service on their property tax bills.

Non-Resident

Non-residents are those living outside the boundaries of a library service area. Following Illinois State Law, these patrons must register for a non-resident library card at the participating public library located closest to the person’s principal residence and that is within the resident’s school district boundaries. 

Non-residents of the Chatham Area Public Library District are eligible to receive a Chatham Area Public Library card if they meet the above criteria. All laws that govern the Non-Resident Program will be followed. The annual non-resident fee is established by the Chatham Area Public Library Board of Trustees based on the Illinois State Library’s property tax formula.  

Property Owners Living Outside the CAPLD Boundaries

Those who live outside of the boundaries of the Chatham Area Public Library District, but who own property within the boundaries of the Chatham Area Public Library District, may have one personal library card for use by each individual whose name(s) appears on the tax bill without additional payment. A presentation of a tax bill would be used for verification. 

Reciprocal Borrower

Any person holding a valid library card from a library participating in the Illinois Reciprocal Borrowing Program may borrow library materials.   

If patron’s library is not a part of the SHARE regional automation consortium which includes the Chatham Area Public Library, an application must be completed, the patron’s home library must be contacted to verify that the patron is in good standing, and the information from the library card application must be entered into the SHARE patron database. 

Reciprocal borrowing privileges are valid until the user’s home library card expires.

All Chatham Area Public Library District policies apply to reciprocal borrowers.

The Chatham Area Public Library follows the ILLNET code which requires that a reciprocal borrower, whose home library is not a fully participating member of the SHARE automation system, place requests for items via interlibrary loan through the home library.

Use of the reciprocal card is limited to the patron whose name appears in the library card account. 

The Ball-Chatham School District is served by two libraries: Chatham Area Public Library District and Lincoln Library in Springfield.  Those living within the boundaries of the Ball-Chatham School District, but not in the Chatham Area Public Library District, must apply for a library card at the Lincoln Library in Springfield. 

Staff 

 

A Chatham Area Public Library card may be issued to library staff members who reside outside the jurisdictional boundaries of the Chatham Area Public Library District. 

 

Staff library cards are valid until the staff member leaves the Library’s employment.

 

Borrowing Library Materials 

 

To borrow materials from the Chatham Area Public Library, a patron must have a valid Chatham Area Public Library Card or present a valid library card from another Illinois public library. A Chatham Area Library District resident who has a valid card may present a photo ID with name and address on the ID, such as a State of Illinois driver’s license or ID, in lieu of the library card to checkout materials. 

Children are not limited to materials in the juvenile collections.  Parents must supervise their own child’s selection of library materials.

Cardholders from SHARE consortium libraries may check out items at the Chatham Area Public Library by presenting the card issued by their home library. 

Cardholders from non-SHARE consortium libraries in the state of Illinois may be registered as reciprocal borrowers at Chatham Area Public Library by presenting their library card issued by their home library, filling out an application and presenting proof of address. The Chatham Area Public Library staff will contact the patron’s home library to ensure that the card presented is in good standing and clear of any outstanding fines, overdue materials, and blocks. Once registered, reciprocal borrowers may check out Chatham Area Public Library materials by presenting their library card or a valid photo ID. 

Requests

Chatham Area Public Library resident and family cardholders may place a request for any circulating item that is available in the SHARE database either directly through their online account in the public access catalog on the Library’s website or with the assistance of the Library Staff.

The Library Staff will attempt to notify the patron when the requested item becomes available. The information is also available through a patron’s online account. The requested item will be held for seven days for the patron. After that time, the item is made available for circulation or returned to the lending library.

Loan Periods and Renewals 

Loan periods and limits on quantities of specific types of materials that may be checked out are listed in the Loan Chart in Appendix A. Library staff may set other quantity limits when needed. Temporary restrictions may be necessary if there is a shortage of materials in certain areas or in order to ensure that an entire collection is not checked out at one time.

All circulating items owned by the Chatham Area Public Library may be renewed in person, by telephone, or by online catalog for an additional two-week period unless there are requests on the title or the material type does not allow renewals (see Loan Chart in Appendix A).

Items owned by other libraries within the SHARE automated catalog database may be renewed if there are no outstanding requests for them and renewals are still available on the item. The length of the loan period and renewal amount are set by the owning library

Lending policies may be waived for an individual in special circumstances with the specific permission of the Library Director or designated staff.  Vacation checkouts for extended periods of time are available only on Chatham Area Public Library materials at the discretion of the Library staff.

Overdues and Notices 

 

Materials held by a cardholder beyond the due date will be considered overdue. 

The Library does not charge overdue fines. 

 

The Chatham Area Public Library will make a good faith effort to notify cardholders when their items become overdue according to their communication preferences and contact information set up at the time of library card registration. Overdue notification is a courtesy. The Library is not responsible if the notification is not received by the cardholder. 

Patrons will be notified when their materials are due with the schedule found in Appendix B.

 

Interlibrary Loans

When resident patrons would like materials that are not available within the SHARE consortium of Libraries, Chatham Area Public Library Staff may request those materials outside of the SHARE consortium.  This process is called interlibrary loan, or ILL.  The Library makes every effort to borrow items at no or nominal cost. If a lending library charges a fee, the requesting patron will be notified of the cost before the item is formally requested and given the opportunity to withdraw the request.

Patrons borrowing through interlibrary loan must respect the due dates established by the lending library so that the Chatham Area Public Library will not lose the privilege of borrowing materials for any of its patrons. It is crucial, therefore, that materials borrowed through interlibrary loan be returned in a timely manner. Habitual failure to do so will result in individual loss of the privilege in order to preserve the privilege for other library patrons.

 

Lost and Damaged Materials

If an item is lost, the borrower is liable for the replacement cost of the item.  

If an item is damaged, a charge will be assessed based on the cost of repair.  If the item is damaged beyond reasonable repair, full replacement price will be charged. The fees will remain on the account until they are paid. It is the discretion of the Circulation Supervisor or their designee to determine  if an identical replacement of the item is acceptable in lieu of payment. 

 

Borrowers who pay for a damaged item within 30 days may have that item. After 30 days, the damaged item charges will remain, but the item will be discarded.

The Library Director or their designee may place borrowing restrictions on a patron who habitually damages materials.

A full refund will be made if the materials owned by the Chatham Area Public Library are returned in good condition with the original receipt within ninety (90) days of the date of payment for the loss.

Items borrowed from another library will be subject to the charges and fees set by that library for lost or damaged items.

A patron may claim an item was either never checked out or was returned. A maximum of five claims per life of a patron’s card is allowed.

 

Theft or Deliberate Damage of Library Materials 

The Chatham Area Public Library District Board of Library Trustees will enforce rules and regulations pertaining to the removal or retention of library materials from the Library or to the mutilation of same. The definition of “library material” as stated in Illinois Criminal Code of 1961 shall apply.

Any person attempting to remove books or other materials from the Library without checking them out will be charged up to the replacement cost of each item stolen or damaged, may have suspended library privileges according to established procedures, and/or may be prosecuted by the Sangamon County State’s Attorney’s Office.

 

CONFIDENTIALITY

The Chatham Area Public Library District, in accordance with the Illinois Public Library District Act, will keep all records about patron transactions and the identity of registered Library patrons confidential. No such records or identities will be disclosed except as provided by law, and the Library District legal counsel has been consulted. 

In accordance with the Library Records Confidentiality Act, a library patron’s registration and circulation records information may not be disclosed to anyone other than the patron regardless of age or relationship except as provided by law.






















 

APPENDIX A

Materials

Loan Period

Limit

Renewals?

 

Adult Books, audiobooks, DVDs and CDs

2 weeks

100

yes; 3 renewals

Child and YA Books, audiobooks, DVDs and CDs

2 weeks

100

yes; 3 renewals

Kits and Library of Things

2-6 weeks

1

perhaps; 0-3 renewals

Puzzles

2 months

100

yes; 3 renewals

Magazines, excluding the newest issue

2 weeks

100

yes; 3 renewals

Magazines, newest issue

No loans, unless for special circumstances 

Reference, Local History & Genealogy Collections

No loans, unless for special circumstances 

 

Mobile Hotspot                   2 weeks                                      1   no renewals

 

Fees for a lost or damaged item will not exceed the cost of the item

Specific details about loan periods and renewals are listed in the catalog

 

APPENDIX B

Timeline for Overdue Notices 

3 days before the due date: Courtesy notice will be sent via email or text message.

7 days overdue: Notice will be sent. 

14 days overdue: Notice will be sent the card is blocked. Until items are returned or renewed, patrons will be unable to place holds or check out any materials.  

21 days overdue: Notice that explains that a billing notice will be sent in 7 days 

28 days overdue: Billing Notice will be sent for the full replacement cost of the item(s). 

Collection Development Policy

Collection Development Policy

 

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 Chatham Area 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 (APPENDIX A), and its Freedom to Read (APPENDIX B) and Freedom to View (APPENDIX C) 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. Librarians are available to provide suggestions for patrons of all ages.

Selection & Maintenance of Materials

The Library Director is responsible for all materials, both print and electronic in the library collections. Designated Library staff members use professional judgment to choose and discard items in 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. In selection, consideration will be given to the work as a whole.  No work shall be excluded because of specific passages or pieces taken out of context.  It is not possible to read, view, listen, and analyze every item before it is added to the library's collection. 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. 

Library Collection Gifts

The Library welcomes gifts to the collection, but accepts them with the understanding that it has the right to handle or dispose of them in the best interest of the Library. Such material may be added to the collection provided that it meets the Library’s standard of selection or cataloging.

When donated material is added to the Library's collection, the classification and display of the material is solely at the discretion of the Library Staff.  The donor may not restrict access to, nor use of donated materials.

Materials purchased with memorial funds and materials presented as memorials must meet the same criteria as purchased materials. Memorials may be acknowledged and marked with an appropriate bookplate. Material not added to the collection or withdrawn will not be returned to the donor. 

Receipts for donated materials are available upon request, but the Library will not appraise the value of the donation, suggest a value, provide an appraisal service, nor recommend professional appraisers.

Withdrawal of Materials

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.

Suitable withdrawn and donated materials will be donated to another library, to school districts or to the Friends of the Chatham Area Public Library District to sell.

Interlibrary Loan

Interlibrary loan (ILL) 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 the SHARE automated consortium through the Illinois Heartland Library System. The requested materials are sent to the Chatham Area Public Library, where the patron may check the items out (or use them in the library, if so stipulated by the owning library).

For those items that are outside of the SHARE automated consortium of libraries, the Chatham Area Public Library will request materials that are located within Illinois and beyond through OCLC. This OCLC Inter-Library Loan service is reserved for Chatham Area 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 and those from libraries in SHARE, before requesting items from libraries out of the system.

The Chatham Area 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. It also follows the policy guidance from the Illinois Heartland Library System, the SHARE automated consortium and OCLC.

Request for Reconsideration

The Chatham Area Public Library endeavors to build a collection representing varying points of view. The choice of library materials by users is an individual matter. Responsibility for the reading materials of children rests with their parents or legal guardians. While a person may reject materials for themselves and for their children, they cannot exercise censorship to restrict the use of materials by others.

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, (APPENDIX D) which is located at each Library service desk, should be filled out completely and given to the Library Director. Upon receipt of a completed "Request for Reconsideration of Library Material" form, a committee consisting of the Library Director, a Library Staff member and a Library Trustee will be formed to evaluate the patron's concern. The committee will make a recommendation concerning the complaint to the Board of Trustees. The Board will make the final decision as to the retention, elimination, or relocation of the material and promptly notify the individual making the formal complaint of the board's decision.

Policy Revision

This policy will be reviewed by the Library Board of Trustees every two years pursuant to 75 ILCS 16/30-60, Selection and Use of Library Materials.

LEGAL REF.: 75 ILCS 16/30-60
CROSS REF.: 2-70, 4-20, 5-40, 5-70
ADOPTED: MARCH 20, 2000
AMENDED: JUNE 15, 2009
AMENDED: March 15, 2021

 

Attached is the Appendix A, B, C & D

Community Use of Meeting Rooms Policy

Community Use of Meeting Rooms Policy

5-30 Public Use of Facilities: Meeting Rooms

Chatham Area Public Library’s meeting rooms are designed primarily to meet the operational needs of the library and offer accommodations for educational, informational, cultural, and civic functions of the Chatham area community. When not used for library purposes, meeting rooms are available for public use. Public access for study rooms are covered in the Public Use of Study Rooms Policy (5-35).

Priorities:

Meeting rooms are available on an equitable basis. Priority use of meeting rooms is as

follows:

  1. Meetings, educational, informational, cultural, and civic programs sponsored or co-sponsored by the Library
  2. Friends of the Library or Library Foundation meetings or fundraising events
  3. Meetings of not-for-profit or community organizations based within the Library District
  4. Meetings of for-profit organizations based within the Library District (see fee schedule for costs)
  5. All others that are allowed per this policy and that are appropriate to the mission and facilities of the Library. (See fee schedule for costs)

Limits of Use:

Meeting rooms are not available for:

  • The sale, advertising, solicitation or promotion of products or services is not allowed in Library meeting rooms. This guideline is waived for all Library, Friends of the Library and Library Foundation programs of Library fundraising activities;
  • Commercial use, including seminars, presentations, workshops and lectures that include the sale, advertising, solicitation or promotion of products or services are not allowed in Library meeting rooms;
  • Social gatherings or private parties, including but not limited to birthday parties, showers, potlucks, banquets, graduations, weddings, memorials, or family reunions
  • Programs or gatherings which present a clear and present danger to the welfare of the participants, library staff, patrons or the community;
  • Programs which would disturb library users, impede library staff, endanger the library building or interfere with the functions of the Library.

Organizations may not use the Library for ongoing operational activities.  Workshop fees or dues may be collected, but the public may not be denied entry to the meeting because of failure to pay.

Application Process and Cancellations:

  • Patrons may apply by calling the Library or by applying online at www.chathamlib.org/meeting-rooms.
  • Library staff will review each request for compliance within the Library’s Meeting Room Policy after the reservation has been submitted.The applicant will receive approval or denial of most requests by email within three weekdays.
  • If a group is denied the use of a meeting room, it can appeal that denial in writing to the Library Director, then ultimately to the Library’s Board of Trustees, who will give the final decision.
  • The applicant shall be the contact person, and shall be the only person authorized to make changes to the application, including room arrangements or to request additional dates for room use. The applicant must be present at the event and agree to abide by this policy and all library policies.That person is responsible for scheduling and supervising the activities of the group, and is jointly and severally liable for any damage caused by the group. No person or group may assign its reservation to another person or group.All groups of persons under 18 years of age must be under direct and constant supervision by adults.
  • Room bookings availability will be on a rolling 6-month calendar.
  • The Library reserves the right to designate which room will be assigned for use. Requests for a certain room will be honored whenever possible.
  • The Library must be notified as soon as possible (24-hour notice preferred) for cancellation of a reservation. Any group that abuses the meeting room Rules for Use or does not inform the library of their cancellation shall lose the right to use the meeting rooms for a period of 60 days. The Library reserves the right to cancel because of the weather or other conditions.  If the library is closed, all meeting room reservations are canceled during the closure.

Use and Care of Facilities

  • Meeting organizers and attendees will have access to the rooms only after the Library is open and must conclude 15 minutes prior to the Library closing.
  • Groups needing setup time before their meeting should allow for it in their reservations. No group will be permitted to access its reserved meeting room before its reservation time.
  • Smoking, alcoholic beverages, hazardous materials, and/or weapons are not permitted on Library property.
  • Library staff is unable to deliver messages to meeting participants, except in the cases of medical emergency.
  • Occupants may not exceed the stated occupancy for the room and must comply with the capacity for the designated room setup.
  • Children’s groups with up to 20 children must be supervised by at least two adults, with one adult for every 10 additional children.
  • The meeting rooms are to be left as they were found. Only library chairs and tables are permitted for use in the meeting rooms.
  • Signage is not permitted.
  • Equipment, supplies, or personal effects cannot be stored in the Library before or after use. All groups must provide their own support for meeting preparation and cleanup.
  • All meeting room users and activity participants must follow the Library’s Rules of Conduct.
  • Remaining in meeting rooms beyond the reserved time may result in denial of future reservations and additional charges.

Library Equipment

Groups wishing to use any audio-visual equipment are responsible for making arrangements with library staff a minimum of one week in advance of the program, if they wish to receive instruction on its proper operation, and to confirm that the equipment meets the presenter needs.

Equal Opportunity

Activities taking place in the meeting rooms must not be closed to any person due to age, gender, sex, race, religion, marital status, political affiliation, national origin, disabling condition, or any legally protected category. Users of Library meeting rooms must comply with all applicable local, State and Federal laws and regulations, including the Americans with Disabilities Act, such as by hiring an interpreter or providing auxiliary aids when requested by the public.

Endorsement

The Library is not responsible for the content of the assembly or speech during the meetings, programs or events held on its premises. The permission to use the Library’s meeting room facilities does not constitute Library endorsement of any business or commercial enterprise, or the philosophies, practices or viewpoints of the presenters, participants or attendees; no does it constitute Library sponsorship, promotion or endorsement of any political party, political position, candidate for public office, or referendum question. Permission to use a facility is revocable and does not constitute a lease. The Library reserves the right to deny applications for use based on availability of space, availability of staff, frequency of use or as further outlined in this policy.

Advertisements or announcements implying such endorsement are not permitted. The Library will not be the phone/address contact for the event or activity.

Liability

The organization agrees to indemnify and hold harmless Chatham Area Public Library and its Board of Trustees for any and all liability arising from use of premises. Organizations using the meeting rooms will be held responsible for any accidents occurring as a result of the group’s activities.

The organization’s representative agrees to pay for all damages and losses associated with the meeting as regards the Library building, contents, and equipment. 

The Library is not responsible for the equipment, materials or personal possessions of anyone attending the meeting.

Organization’s audiovisual materials must secure all necessary performance licenses and indemnify the Library for any failure to do so.

Meeting Room Capacities:

Capacity Limit

CONFERENCE ROOM

ACTIVITY ROOM

GALLERY A

GALLERY B&C

GALLERY D

GALLERIES ABCD

CHAIRS ONLY

30

40

20

50

16

150

TABLES AND CHAIRS

 

20

32

12

30

12

90

 

Facility Amenities

CONFERENCE ROOM

ACTIVITY ROOM

GALLERY A

GALLERY B&C

GALLERY D

GALLERIES ABCD

ACCESS TO CATERING KITCHEN

 

x

 

 

x

x

PROJECTOR

X

 

x

x

 

x

COMPUTER

X

 

laptop hookup is available

x

 

x

Tables for crafts and activities

 

x

 

 

 

 

Meeting Room Set-Up Options: The Library will provide a basic room set-up as follows:

  • Bahlow Conference Room options:
    • Conference Room “U”-Style, tables and chairs set up for 20, with additional 10 chairs available within the room.
    • Classroom Style, with 10 chairs, with additional 10 chairs available within the room.
  • Activity Room: Four rows of tables set-up with chair cart available of use.
  • Gallery A options:
    • Four tables and 8 chairs presented in a square, with a chair cart available for use.
    • Theater style, with 10 chairs, with a chair cart available for use.
  • Gallery B&C options:
    • Six tables, with 12 chairs presented in a rectangle, with a chair cart available,
    • Theater style, with maximum 50 chairs and one table on the South wall.
    • Classroom style, with maximum of 26 chairs and 13 tables, facing the South wall.
  • Gallery D options:
    • Four tables and 8 chairs presented in a square, with a chair cart available for use.
    • Theater style, with 10 chairs, with a chair cart available for use.

There will be no fee charged for basic room setups.  Custom seating arrangements or use of the large gallery space (ABCD) are available for an additional fee.  Refer to Fee Schedule for more information.

LEGAL REF.:          75ILCS 16/30-60, Americans with Disabilities Act

CROSS REF.:         5-10, 5-50, 5-60

ADOPTED:             MARCH 20, 2000

AMENDED:            MAY 18, 2009

AMENDED:            MAY 19, 2014

AMENDED:            JULY 17, 2021

PDF icon5-30 F Fee Schedule

Gifts to the Library Policy

Gifts to the Library Policy

General Gifts

The Chatham Area Public Library District accepts gifts from any foundation or other entity or individual, provided the gift can be used in a manner compatible with the Board’s objectives and policies.  While the Board encourages unrestricted gifts, donations to fund specific projects are acceptable if the project is approved by the Board.  All gifts received become the library’s property.

LEGAL REF.:            75 ILCS 16/30-75

CROSS REF.:            4-40

ADOPTED:                MARCH 20, 2000

REVIEWED:              AUGUST 15, 2011

Lending Policy

Lending Policy

A. Lending Periods

All circulating library materials are checked out for a period of two weeks with the following exceptions:

  1. Puzzles may be checked out for two months.
  2. Certain materials in the library’s Reference Collection and Local History/Genealogy Collection do not circulate or have a limited checkout period.
  3. Current issues of magazines do not circulate.
  4. Items borrowed from other libraries will circulate according to the lending library’s circulation policy.

Children are not limited to materials in the juvenile collections.  Parents must supervise their own child’s selection of library materials.

Limits on the number of items that may be borrowed are determined by the Library Director and designated Staff.  Temporary restrictions may be necessary if there is a shortage of materials in certain areas or in order to ensure that an entire collection is not checked out at one time.

Lending policies may be waived for an individual in special circumstances with the specific permission of the Library Director or designated staff.  Vacation checkouts for extended periods of time are available only on Chatham Area Public Library materials at the discretion of the staff.

B. Renewals

  1. All circulating items owned by the Chatham Area Public Library may be renewed in person, by telephone, or by computer via the Library's website for an additional two week period unless there are requests on the title.
  2. Items owned by other libraries within the SHARE automated catalog database may be renewed if there are no outstanding requests for the item. One renewal is possible if no requests are outstanding.  The length of the loan period per checkout and renewal is set by the lending library.

C. Interlibrary Loans

  1. When resident patrons would like materials that are not available within SHARE, Chatham Area Public Library Staff may request those materials outside of SHARE.  This process is called interlibrary loan, or ILL. 
  2. When materials are borrowed via interlibrary loan, the policies governing that loan, including the circulation period, are determined by the lending library.  Patrons borrowing through interlibrary loan must respect the due dates established by the lending library so that the Chatham Area Public Library will not lose the privilege of borrowing materials for any of its patrons.  It is crucial, therefore, that materials borrowed through interlibrary loan be returned in a timely manner.  Habitual failure to do so will result in individual loss of this privilege for the patron so that we may preserve the service for others.

D. Holds

  1. Patrons may place a request for any circulating item that is available in the SHARE database either directly through their online account in the public access catalog on the Library’s website or with the help of the Library Staff.
  2. The Library Staff will attempt to notify the patron when the requested item becomes available. The information is also available through a patron’s account in the public access catalog site. The requested item will be held for seven days for the patron. After that time the item is made available for circulation or returned to the lending library.

FEES

Overdue Materials

  1. An overdue fine of $.10 per day will be charged for each adult item, up to a maximum of $3.00 per item. An overdue fine of $.05 per day will be charged for each juvenile item, young adult item, or magazine, up to a maximum of $1.00 per item. A patron is considered delinquent when the fine total reaches $5.00 and may no longer check out materials until the fine is reduced.  
  2. Fines on an overdue item shall not exceed the replacement cost of the item.
  3. Items due on a given date must be returned to the library before closing time on that date in order to avoid a fine.
  4. The Library Staff will attempt to contact the patron with overdue materials during the first five weeks that the item is overdue. Charges will appear on the patron account if the materials are not returned.

Lost and Damaged Materials

  1. If an item is lost, the borrower is liable for the replacement cost of the item. 
  2. If an item is damaged, a charge will be assessed based on the cost of repair.  If the item is damaged beyond reasonable repair, full replacement price will be charged. The fees will remain on the account until they are paid. 
  3. Fines are waived when a borrower pays the replacement cost of a lost or badly damaged item. Borrowers who pay for a damaged item within 14 days may have that item. After 14 days, the damaged item charges will remain, but the item will be discarded.
  4. The Library Director may place borrowing restrictions on a patron who habitually damages materials.
  5. A full refund, minus the amount of fines for materials lost and paid will be made if the materials are returned in good condition with the original receipt within ninety (90) days of the date of payment for the loss.
  6. Items borrowed from another library will be subject to the charges and fees set by that library for lost or damaged items.

Replacement Costs

  1. The replacement charge include the price of an item plus shipping and processing charges that are necessary in order to obtain and circulate a replacement copy of the lost or badly damaged item.
  2. If the item is no longer available, replacement costs cover the expense of obtaining materials of a similar nature.

Theft or Deliberate Damage of Library Materials

  1. The Chatham Area Public Library District Board of Library Trustees will enforce rules and regulations pertaining to the removal or retention of library materials from the Library or to the mutilation of same. The definition of “library material” as stated in Illinois Criminal Code of 1961 shall apply.
  2. Any person attempting to remove books or other materials from the Library without checking them out  will be charged up to the replacement cost of each item stolen or damaged, may have suspended library privileges according to established procedures, and/or may be prosecuted by the Sangamon County State’s Attorney’s Office.

LEGAL REF.:         75ILCS 16/30-55.60, 75 ILCS 16/30-55.60, 720 ILCS5/16-0.1B

CROSS REF.:         4-90, 4-100, 4-110, 5-10

ADOPTED:             MARCH 20, 2000

AMENDED:             JUNE 21, 2004

AMENDED:           JUNE 15, 2009

AMENDED:           AUGUST 18, 2014

Proctor Policy

Proctor Policy

Exam Proctoring

Purpose

In support of its mission to promote lifelong learning the Chatham Area Public Library District will proctor exams for students upon request and availability of personnel, facilities and technology to do so. 

Fees and Costs

There is no fee for this service for Chatham Area Public Library District residents; however, the library will not incur any costs for administering or returning exams. The student or the examining institution must provide a return envelope and sufficient postage. The library charges $1.00 per page to fax in-state, $2.00 out-of-state and 800 numbers are free.  The library also charges 15 cents per page to photocopy. All costs must be paid prior to administration of the exam.

Proctoring for Non-Chatham Area Public Library District residents is available for a charge of $20.00 per exam session, plus all applicable costs.  An exam session constitutes no more than one-half day.  Payment is due before the exam can be administered.  

Cash, money orders, and checks are acceptable forms of payment. 

Availability

Exams are administered by appointment only and applications for proctoring must be submitted at least seven days in advance.  The library does not guarantee to the student or examining institution the name of an individual proctor.  Three staff members are designated to act as proctors.  The library agrees to provide a reasonably quiet space for students to undertake the exam but students should be mindful that the library is a public building.

Guidelines

All students must complete an exam proctoring application which will specify the name of the institution offering the exam, contact information of the teacher or testing center administrator, and specific information regarding the requirements of the proctored exam, duration of the testing time, and use of permissible external resources. 

The library will proctor both written and online exams.  Online testing will be done via a library computer.  Students’ personal computers are not allowed.  The library will not download software onto library computers.  The library cannot guarantee that technical problems will not occur when using the library’s network or its computers.  Refunds will be made to non-residents who are unable to complete an exam because of technical problems. 

The student must make arrangements with the examining institution to have written exams sent or delivered to the Exam Proctoring Coordinator at the library.

The student will be required to present a valid picture I.D. at the time of the exam and other credentials required by the examining institution.  The student is responsible to know what is required.

Proctors will enforce any written time limits that are placed on the exam, as well as other rules set forth in the examination materials. The use of cell phones or visiting with others is prohibited during the exam. Any perceived violation of the posted rules for the exam will be reported to the examining institution.

Prior contact between the examining institution and the proctor is required so that credibility and exam requirements can be verified.

Librarians and/or library personnel cannot proctor exams that students bring in themselves.

The Library will not be responsible for any delayed exams, incompleted exams nor for any completed exams once they leave the library’s possession and have been mailed back to the examining institution.

The Library will not be responsible for exams that are interrupted by Library emergencies, power failures, or computer hardware or software failures.  The exam will be rescheduled along with notification of examining institution.

The Library reserves the right to substitute a proctor in the event of the original proctor’s absence.

Due to legal and ethical matters, the proctor will not sign a proctoring statement that attests to more than they are able to do. 

Responsibilities of the Exam Taker

  • Fill out the Application for Proctoring Service form and return it to the Circulation Desk at the Library or email it to [email protected].  The proctoring coordinator will then contact you to make an appointment to meet and to complete the necessary paperwork your examining institution requires
  • Your examining institution may have specific requirements for proctoring. Check with the proctor to make sure the Library can meet all of the requirements.
  • Call prior to your exam to make sure the exam or login information has arrived. The proctor does not contact you when the exam arrives.
  • Arrive promptly at the agreed-upon time, prepared with the items required for taking the exam. These may include picture I.D., money, pens/#2 pencils and calculator. Only items listed in the exam instructions will be allowed in the exam area. You are responsible for securing personal items before the exam begins.
  • It is the responsibility of the student to know exam deadlines.  The library will keep the exam for 6 weeks from the date of receipt and then the exam will be destroyed.

 

ADOPTED:                APRIL 16, 2012

Public Access to the Internet Policy

Computer and Internet Acceptable Use Policy

4-100 Computer and Internet Acceptable Use

The Chatham Area Public Library is committed to providing access to informational, educational, recreational, and cultural resources for Library users of all ages and backgrounds. The Library's computer system provides the opportunity to integrate electronic resources from information networks around the world with the Library's other resources. Consistent with the Library's mission and with professional principles of public librarianship, this Computer and Internet Acceptable Use Policy affirms the safeguarding of First Amendment rights, intellectual freedom, equity of access, and confidentiality of information about users and their use of information resources. All users are expected to comply with the guidelines in this policy and use electronic resources in the same responsible and courteous manner that is expected for all Library materials, services, and property.

This policy applies to all use of Chatham Area Public Library’s wired or wireless Internet services, whether privately-owned or Library-provided devices. The use of any Internet workstation and the wireless network in the Library constitutes an acceptance of this policy. Patrons reaffirm this agreement each time they access the Internet in the Library.

Access

  • Access to the Internet and other electronic resources are available at no additional cost. However, all patrons will be charged for printouts and for the cost of repairing or replacing any equipment or software damaged by the patron.
  • Two people may use an Internet terminal at a time.
  • Users are limited to 120-minute sessions on the internet-connected computers. If there are no patrons awaiting access to the computers, sessions can be extended for 60 minutes for up to 5 times per day.
  • Internet filters are not used.
  • Laptops are available for in-library use when a state-issued ID is held at the Adult Services Desk.

Minor’s Access to the Electronic Resources

As indicated on the application for all Library cards, parents or guardians assume all responsibility for the minor’s selection and use of materials. Children who are 13 years of age and older may access electronic resources. Children 12 years of age and under may access any electronic resources if under direct parental/guardian supervision while utilizing the Internet/computer.

Library policy gives parents or guardians the right and responsibility to restrict their children's and only their own children's use of Library resources, including computers and the Internet. The Library respects the right of parents to determine what it is appropriate for their children to read, hear, and view, but the Library cannot enforce these rules, which may be different for each family in our community. Parents are encouraged to supervise and to participate actively in their children's computer and Internet use. The Library does not act in loco parentis, i.e. it does not have the same role in supervising children that schools have, and it cannot substitute its judgment for that of parents or enforce parents' decisions about their children's Internet use.

Assistance

Library staff may help identify starting points and sites for searches appropriate to the Library’s mission and service roles. Users are encouraged to evaluate the validity and appropriateness of information accessed via the Internet. Whenever possible, the Library staff will assist patrons in making judgments about the reliability or currency of certain types of Internet information, but the ultimate responsibility for determining the worthiness of Internet information rests with the patron.

Privacy and Security

In keeping with library policies, and consistent with state and federal laws, the library protects users' rights to privacy and the confidentiality of their library records. Insofar as possible, the library avoids collecting or maintaining records that could compromise the privacy of users. However, electronic communication by its nature may not be secure. The library does not guarantee the privacy or security of any online transaction. Additionally, computers are located in open, public spaces in the Library, and each user should exercise caution when using the Internet to avoid unauthorized disclosure, use and dissemination of personal information.

Acceptable Use

All users of electronic information resources such as the Internet are expected to use these resources in a responsible manner, consistent with the educational and informational purposes for which they are provided. Failure to comply with the following rules may result in loss of computer privileges, loss of Library privileges and criminal prosecution.

Rules governing use of library computers:

  • Library computers and the Internet must be used in a responsible manner, consistent with the Library’s Patron Code of Conduct Policy. All users must be quiet, courteous toward others, and respectful of Library equipment.
  • Any activity which violates Federal, state, or local laws is prohibited on Library computers and networks.
  • Users shall not use Library computers and internet to engage in hacking of other computers; fraudulent conduct, which includes, but is not limited to, disguising or falsifying sources of electronic mail and other electronic communications with the intent of misleading, defrauding or harassing others.
  • Users shall not use Library computers and internet to display or distribute child pornography or other vulgar and obscene materials.
  • Users shall not use Library computers and internet to display or distribute libelous and/or and slanderous materials.
  • No food or beverages are allowed near the computers.
  • Time limits on computer workstations and bandwidth limits on wireless access may be enforced to ensure that all patrons have the opportunity to use computer and Internet resources.
  • Users may not modify Library hardware or software, change configurations, or attempt to access non-public files or accounts using Library workstations or the wireless network. Users may not attempt to intercept, monitor, disrupt, or impede other users' communications on the wireless network or to access or alter other users' data or software.
  • Users may not use personal software, download or install software or executable files, or bookmark sites on Library workstations. Users are encouraged to suggest software for Library computers to Library staff. No personal documents or files may be saved to the desktop or c-drive of any Library computer.
  • Users may not violate software license agreements or infringe on copyrighted material. United States Copyright Law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principle of "fair use." This includes most electronic information sources. Users may not copy or distribute many electronic materials without the explicit permission of the copyright holder. Users are responsible for any consequences of copyright infringement.
  • The Library is committed to providing an environment free from sexual harassment. Internet users are asked to help by refraining from displaying material on Library or customer computers which may be interpreted as part of an intimidating, hostile, or offensive work environment. Internet users should not attempt to show displayed material to passersby.

In addition to the prohibitions listed above, misuse also includes but is not limited to:

  • Sending, receiving, or displaying text or graphics containing .
  • Using computers to gain access to the Library’s internal network or computer system or to any other restricted network or computer system.
  • Using computer accounts, access codes, or network identification numbers without authorized permission.
  • Violating another user’s privacy.
  • Attempting to alter software configurations or to cause degradation of system performance.
  • Installing or downloading any software or executable file.
  • Tampering with, destroying or damaging equipment, software, or data belonging to the library.
  • Failing to log-in using your own Library card number or guest card number

Policy Enforcement

Any individual who does not fulfill user responsibilities is considered in violation of the Library’s Code of Conduct policy. The user’s Internet access and use of other library resources may be suspended for a specific time period, according to state law and library policy. A suspension letter will be mailed to the offender, or, for children 15 years and younger, to parents or guardians. An individual who uses the Internet for illegal purposes may also be subject to criminal prosecution by local, state, or Federal authorities.

Liability

Use of any of the Library’s computing equipment and networks is at the sole risk and discretion of the user. This means that it is the user, and not the library, who would be responsible for any damage to the user’s own computers, devices, or equipment while connected to the library’s wired or wireless networks or while connected to any of the library’s equipment. The library takes reasonable steps to secure its networks from unauthorized access. In using a public computer however, an individual must be aware that the security of information or transactions while using the library’s equipment or networks is not guaranteed. Internet users are responsible for the web sites they access and use the Internet at their own risk. The Library does not guarantee privacy of any Internet sessions, nor is it responsible for the security of information transmitted and received during any Internet sessions. Any injury or damages incurred by users of Library Internet stations or the Library’s connection to the Internet are the sole responsibility of the user. Users shall hold the Library harmless and indemnified for any injury or damages, claims, causes of action, judgments, attorney’s fees, and court costs arising out of the user’s use of the Library’s computing equipment and networks.

 

LEGAL REF.:              75 ILCS 16/30-60, 47 CFR § 54.520 (Children’s Internet Protection Act)

CROSS REF.:             4-105, 5-10, 5-15

ADOPTED:                 MARCH 20, 2000

AMENDED:                MARCH 15, 2004

AMENDED:                AUGUST 15, 2005

AMENDED:                JUNE 15, 2009

AMENDED:                AUGUST 18, 2014

AMENDED:                MAY 17, 2021

 

   
   
   
   
   
   
   

Reference Service Policy

Reference Services Policy

4-85 Reference Service Policy

The Chatham Area Public Library provides accurate, timely, and thorough information to the community. Reference and Reader’s Advisory services are provided by trained staff all the hours the library is open and self-guided resources are available on the library’s website. Patrons may receive service in-person, by telephone, or electronically.

Patron questions are addressed with no distinction about the purpose of the inquiry or the use of the information. All questions are handled in confidence and with impartiality. Staff does not discriminate based on age, gender, race, sexual preference, disability, or appearance in providing Reference and Reader’s Advisory services. This service is provided in a manner consistent with the American Library Association’s Library Bill of Rights and the Code of Ethics, and US copyright law.

Priority of service is given to patrons on site. At busy times it may be necessary to provide basic help and get back to a patron for more assistance. Questions received via telephone, email or other electronic means will be answered in a timely manner.

Reference Service

Library staff strives to provide complete, accurate answers to all queries. Simple questions are usually answered fully and quickly. Complex questions may require follow up at a later time. Complex questions may also require the patron’s participation in the information search with staff providing guidance and advice on the search strategy and process. When questions cannot be answered fully with the available resources, staff may provide referrals to experts, organizations, and other authorities.

Due to the unique nature of reference materials and their cost, reference materials only circulate with the approval of the Library Director or designated staff.

Statistics that gather information on the number of reference questions and overall reference transactions are kept on an ongoing basis. The statistics are compiled monthly and at the end of the year for state reports. Periodic evaluations of the reference staff and collections (print and electronic) will be done to determine the effectiveness and usefulness of the services offered.

Limitations

As information professionals, library staff provide guidance and instruction. Library staff are not able to provide services in other areas of professional practice. Staff do not: 

  • Handle confidential information such as social security numbers, credit card numbers, account information or medical information. If such information is viewed inadvertently, staff makes every effort to protect patrons’ privacy.
  • Provide medical, legal, copyright, financial, tax, or product advice
  • Recommend individual practitioners such as physicians, attorneys, daycare providers or tutors
  • Offer more than limited assistance with patrons’ personal technology
  • Provide appraisals of books, artwork, antiques or other collectibles
  • Provide editorial or translation services
  • Provide career counseling advice
  • Conduct genealogical, patent, trademark or other in depth research

The Library disclaims any liability or responsibility arising from use of the Library’s Reference services.

This policy will be reviewed at least every three years.

 

CROSS REF.:       1-220, 4-20, 4-100, ALA Bill of Rights, ALA Library Code of Ethics

LEGAL REF:         U.S.C. Title 17

ADOPTED:          JUNE 19, 2000

AMENDED:         JUNE 15, 2009

AMENDED:          JUNE 21, 2021

Rules of Conduct Policy

Rules of Conduct Policy

5-10 Library Code of Conduct

The Chatham Area Public Library District (Library) seeks to provide a welcoming, secure environment to the public. Individuals and groups using the Library are to conduct themselves in an appropriate manner in keeping with the Library’s vision and mission. The following rules apply to patron conduct on all library property, including the library building, and grounds, as well as to library online environments and phone calls with library staff.

We expect our patrons to treat all people and property with respect. This includes, but is not limited to:

  • Engaging in conversation and behaviors in a manner that does not disturb, offend, harass or threaten others or their property.
  • Using library items, furnishings, equipment, supplies, and facilities only for their intended function and in a manner that does not interfere with others’ use and does not damage or threaten to damage library property.
  • Attending to personal belongings. The responsibility for loss or damage to unattended personal belongings rests solely with the patron.
  • Following all library policies and procedures.

Examples of conduct and actions not permitted anywhere on the Library’s property include, but are not limited to:

  • The use of tobacco products, e-cigarettes and any related paraphernalia are not permitted anywhere inside the Library or by the Library’s entrances.
  • Consuming alcohol or using cannabis or illegal drugs on library grounds or being in a state of intoxication/impairment in any manner that causes public disturbance.
  • Weapons of any kind are prohibited on Library property.
  • Eating, except in designated areas.
  • Drinking beverages from cans or containers without lids. Beverages are not allowed in computer areas or in the Opal Lee Chatham Local and Genealogy Room.
  • Lie or lounge on furniture or the floor, or impede safe or easy passage. Engage in disruptive, prolonged, or habitual sleeping.
  • Bringing animals into the library, other than service animals (e.g. guide dogs).
  • Disturbing others with offensive bodily odors or fragrances to the extent that the use of the Library facilities, collections, or services is disrupted. Shirts and shoes are required to be worn in the Library.
  • Verbal or physical abuse of other patrons or Library staff.
  • Solicitation of library patrons and staff.
  • Engaging in any illegal activity or conduct that violates federal, state, or local laws or local ordinances or regulations.

Library staff members may address any of these behaviors in the following ways:

The Library reserves the right to address issues on a case-by-case basis and any behavior that violates this Code of Conduct or any other policy of rule of the Library may result in cost recovery charges, suspension of Library privileges, exclusion from the Library, and/or criminal prosecution.

Library staff are authorized to require disruptive patrons to leave the Library and to exclude them for a 24-hour period. Staff are also authorized to call the police at their discretion. Violations may also be investigated by the Library Director who may exclude violators for varying and longer periods of time depending upon the seriousness and/or frequency of the violation(s). After the conclusion of an exclusion period, patrons are welcomed back to the Library.

Anyone wishing to appeal a suspension of Library privileges and/or a Library exclusion may do so by writing to the Board of the Trustees at the library’s address.

LEGAL REF.:         75 ILCS 16/30-55.55

                            75 ILCS 16/30-60

                          75 ILCS 5/4-7

CROSS REF.:        4-100, 5-13, 5-18, 5-30, 5-31, 5-50

ADOPTED:            MARCH 20, 2000

AMENDED:            FEBRUARY 16, 2009

AMENDED:            MAY 18, 2009

REVIEWED:          SEPETEMBER 19, 2011

AMENDED:           MAY 17, 2021

 

Security Cameras Policy

Security Cameras Policy

Security Cameras

Purpose of Security Cameras
The Library District has security cameras to enhance the safety and security of library patrons, guests, invitees, staff, and property. Security cameras also discourage illegal behavior and policy violations, enhance the apprehension of offenders, and provide recorded data that enhances and supports library security and operations. Security cameras provide real-time surveillance through a central monitoring facility. There is no audio recording associated with the security cameras.

Signage
Signs posted at both public entrances alert library patrons, guests, invitees, and staff to the use of security cameras to monitor and record on library property, both inside and outside of the building. Security cameras are not installed in areas where library patrons, guests, invitees, and staff have a reasonable expectation of privacy, such as restrooms.

Staff Access to Digital Images
Real-time surveillance and recorded data are only accessible in staff areas. The Library District Director is the only member of staff authorized to view data outside of the Library in order to determine if a course of action, such as contacting law enforcement, is needed. Only the Library District Director and Department Heads are authorized to release recorded archival data to law enforcement in compliance with this policy, and they may direct IT staff to access and isolate real-time or recorded data related to a specific incident, or may direct other staff to view real-time or recorded data in order to ascertain security concerns. Authorized staff must notify the Library District Director whenever recorded data is accessed.

Collection of Digital Images
Video footage is collected for Library District purposes. The Library District is under no legal obligation to collect video footage. Only the Library District Director and Department Heads may turn off the security cameras for maintenance, or to ensure patron, guest, invitee, or staff privacy.

Acceptable Use and Patron Privacy

Activity on Library District property

Authorized staff may use real-time surveillance, a still shot, or selected portions of recorded data to assess the security risk of a specific individual, to investigate a suspected or actual crime on Library District property, to request law enforcement assistance, to validate serious or repeated Library District policy violations, to alert staff to the presence of banned or repeatedly disruptive individuals, or to address any internal security or operational concern. In the discharge of those duties, the Library District Director and Department Heads may compare the recorded digital image with identification data available on the Library District’s patron databases.

Requests from law enforcement and Department of Children and Family Services (DCFS)

The Library District Director and Department Heads may use real-time surveillance or recorded data to cooperate with DCFS, or with law enforcement, concerning investigations of criminal activity, missing persons, or runaways. Video data may be provided to law enforcement or DCFS only with the knowledge and authorization of the
Library District Director, unless unavailable, in which event a Department Head may provide authorization.

Privacy
In all other respects, recorded data will be accorded the same level of confidentiality and protection provided to library patrons, guest, invitees, and staff by Illinois State law, the Chatham Area Public Library District’s policies, and the American Library Association’s policies on confidentiality and privacy, with footage released only in accordance with, and as required by, this Policy or law.

 

LEGAL REF: 720 ILCS 5/16-3, 75 ILCS 70/1 et.seq.
CROSS REF: 5-10
ADOPTED: JULY 16, 2018

Social Media Policy

Social Media Policy

Social Media Policy

The Chatham Area Public Library District (Library) maintains various social media applications and services to engage with the community it serves and to facilitate an online platform of communication between library staff and library patrons about library-related issues. The Library’s social media applications and services are not intended to be traditional public forums for the general exchange of ideas and viewpoints, but a limited public forum for discussing Library programs, events, and materials.

By posting any comments, posts or other materials on the Library’s social media pages, patrons give the Library permission to reproduce, distribute, publish, display, edit, modify, delete and otherwise use your submissions for any library-related purpose in any form on any media.

The Library does not collect, maintain or otherwise use the personal information stored on any third party site in any way other than to communicate with patrons on that site, unless granted permission by patrons for Library contact outside the site.

The Library recognizes and respects differences in opinion. Posted comments are the opinion of the author only and publication of a comment does not imply endorsement or agreement by the Library. All comments, posts, and messages are subject to review and the Library reserves the right, but is not required, to remove any comment, post, or message that it deems, in its sole discretion, to be:

  • Obscene, homophobic, sexist, hateful or racist content
  • Specific and imminent threats
  • Personal attacks, insults, or threatening language
  • Potentially libelous statements
  • Private and personal information published without consent
  • Comments unrelated to the content of the discussion
  • Hyperlinks to material that is not directly related to the discussion
  • Commercial promotions or spam
  • Organized political activity
  • Violations of copyright, trademark right or other intellectual property right of any third party

By using the Library’s social media applications and services, Patrons agree to abide by this policy and all other rules and policies of the Library. Abuse or violations of this this policy may result in the responsible poster being barred from posting any subsequent messages to the Library’s social media sites. The Library, its Board of Trustees, employees, agents, and official assume no responsibility for any damages, direct or indirect, arising from participation in Library-sponsored social media. Patrons are personally responsible for their commentary. Patrons should be aware that they may be held personally liable for commentary that is defamatory, obscene, proprietary, or libelous by any offended party. In addition, patrons agree to indemnify the Library and its Board of Trustees and employees, from and against all liabilities, judgments, damages, and costs (including attorney’s fees) incurred by any of them which arise out of or are related to posted content. is not responsible or liable for content posted by any person in any forum.

Disclaimer: Content posted on Library social media sites that relate to the Library’s business may be public records and subject to the Illinois Freedom of Information Act (FOIA) and the State of Illinois record retention laws. The Library is not responsible or liable for the content of postings by third parties on any Library sponsored social media site. Third party postings do not reflect the opinions or positions of the Library, its employees, or its Board of Trustees. Third party websites have their own privacy policies, of which patrons should be aware.

 

LEGAL REF:           (5 ILCS 140/) Freedom of Information Act, (50 ILCS 205/) Local Records Act

CROSS REF.:         3-20, 4-100, 5-10

APPROVED:           OCTOBER 24, 2011

AMENDED:            APRIL 19, 2021

 

Solicitation Policy

Solicitation Policy

The solicitation of Library staff members or Library patrons by individuals or organizations is not permitted on Library Property unless approved by the Library Director or designated staff.

CROSS REF.:         5-30

ADOPTED:             MARCH 20, 2000

Study Rooms Policy

Study Rooms Policy

Study Rooms

Purpose

The study rooms are designed to provide a quiet area of study for individual or small groups. The fundamental purpose of these study rooms is to provide a suitable environment for research, study and reading.

The rooms are not for larger group pursuits, including social activities, sales or club and business meetings or other for-profit entities or organizations.

Additional study space is available within the Library.

Location

There are 4 study rooms located on the West side of the building.

Reservations

The small study rooms have been provided for use by the general public and may be reserved.

  • Reservations may be made up to one week in advance.
  • For those without reservations, study rooms are available on a first come, first served basis. Walk-in users will be asked to vacate the room for users with a reservation.
  • Time slots are two hours in length. Extended usage times may be given if room is available.  A limit of three hours per day will be enforced should other users request the use of a room. Limits are set in order to accommodate fair and equitable access to these spaces.
  • Those reserving a study room are asked to check in with the designated location upon arrival. Reserved rooms will be held for 10 minutes past the time reserved, and then will be made available to the next applicant.
  • Study rooms are not available outside of the Library’s service hours.
  • Study rooms must be vacated 15 minutes prior to the scheduled closing of the library regardless of when the patron began using the room.

Guidelines for Use

  • Food is prohibited in the study rooms.Covered drinks are allowed.
  • A room may be reassigned if it is left unattended for more than fifteen (15) minutes. The Library assumes no responsibility for unattended personal belongings.
  • Groups may not rearrange Library furniture. Signs and decorations may not be taped or stapled to walls, doors or glass windows. Rooms must be left in clean condition. All individuals in the room are responsible for the behavior of others using the room during their session.
  • Activities in a study room should not materially or substantially interfere with the proper functions of the Library. Prohibited activities include: causing excessive noise, creating safety hazards or security risks, and creating other disturbances that violate the Library's Code of Conduct Policy. Those violating the Code of Conduct Policy will be required to leave the room and may forfeit future use of the study rooms.

 

LEGAL REF.:          75ILCS 16/30-60

CROSS REF.:         5-10, 5-50, 5-60

ADOPTED:             JANUARY 17, 2011

AMENDED:            APRIL 19, 2021

Unattended Children / Dependent Adult Policy

Unattended Child / Dependent Adult Policy

The Chatham Area Public Library District welcomes children and families in using its facilities. The purpose of this policy is to encourage parents, legal guardians and caregivers to exercise reasonably responsible care, supervision, and control over their minor children in order to prevent victimization and to protect the health, safety, and welfare of children and also to make the library a safe and enjoyable environment for everyone.

An “unattended child” is a child under 18 who is unaccompanied by a parent, guardian caregiver. Children who are unable or unwilling to act appropriately or care for themselves may not be left alone in the library or on library grounds at any time and must have adequate supervision from a parent, legal guardian or caregiver.

Adults who cannot care for themselves independently without the constant attention of a parent, legal guardian or caregiver may not be left alone in the library or on library grounds at any time and must have adequate supervision from a parent, legal guardian or caregiver at all times.

Guidelines

The library acknowledges that the maturity of children at different ages varies. These guidelines are subject to the discretion of library staff who may apply them to children other than the ages stated below, if they deem it necessary.

  1. Children through the age of five (5) years must have a parent, legal guardian or responsible caregiver in the immediate vicinity (within sight or conversation distance) and remain in visual contact with the children unless the children are participating in a library-sponsored program. 
  2. Children ages six to seven (6-7) years must have a parent, legal guardian or responsible caregiver in the same service area unless the children are participating in a library sponsored-program.
  3. Children ages eight to eleven (8-11) years should have a parent, legal guardian or responsible caregiver in the building unless the children are participating in a library-sponsored program.
  4. When a child participates in a library-sponsored program, the parent, legal guardian or responsible caregiver must sign the child into the program. Parents, legal guardians and responsible caregivers of children age eight (8) and younger are required to remain in the Library for the duration of the program. Children must be picked up promptly at the end of the program.
  5. Children twelve (12) and over may use the library unattended for a period of time appropriate to their age and maturity. If a child in this age group is not able to leave the library without an adult, he/she should not be in the library alone. The library reserves the right to contact parents or proper authorities if a child is left alone in the library and presents behavior that is unacceptable.
  6. All children should carry with them the phone number of a parent, legal guardian or responsible caregiver who is to be contacted in case of emergency.
  7. Parents or legal guardians are accountable for their children's behavior while on library property. In the event that a behavior situation arises by a child left unsupervised while a parent or legal guardian uses the library (including in the computer lab), the library staff reserves the right to intervene in the situation directly to address the behavior themselves or indirectly by alerting the child’s parent or legal guardian to the behavior. If the child is or continues to be disruptive, and the parent or legal guardian does not respond, both the child and the parent or legal guardian may be asked to leave library grounds. A child who is accompanied by an adult (other than a parent or legal guardian) or by a sibling who does not comply with a staff request to discontinue inappropriate behavior and who refuses to leave the library grounds shall be referred to the Chatham Police Department for removal. Some behaviors and instances that may be cause for staff intervention include but are not limited to:
    1. Fighting/bullying
    2. Vandalism
    3. Rough play
    4. Excessive noise
    5. Running
    6. Misuse and/or disordering of library materials
    7. Inappropriate language or subject matter

Library staff is allowed to use their best judgment if they witness a child being improperly supervised and putting themselves or anyone else in an unsafe situation.

  1. If staff has reason to suspect that a child has been left at closing time, staff will ask if the child is waiting to be picked up, determine the child’s name and may call the child’s parent or legal guardian. If, after a reasonable time, there has been no response to calls and the child still has not been picked up, the Chatham Police Department will be called to handle the situation and ensure the safety and well-being of the child.
  2. In the event of serious or willful policy violations, the Chatham Police Department will be notified immediately.

         

ADOPTED:             APRIL 16, 2012