Library Policies

Meeting Room Policy

The Carlinville Public Library has a meeting room with seating for forty in an auditorium style arrangement.  The meeting room may be made available for use by members of the public.  Organizations not affiliated with the Carlinville Public Library may use the meeting room only when all the following conditions are met:

1.  The meeting takes place during regular library hours or specific arrangements are made with the Library Director for entering/leaving the library through the east entrance.

2.  The meeting cannot be expected to disrupt the ability of the library to conduct its business in a normal and orderly manner.

3.  The reservation for the meeting is made at least two (2) days in advance of the expected meeting date.

4.  The fee for the use of the room is $5.00 for nonprofit groups and $25.00 for profit-making organizations or parties, to be paid on or before the meeting date.

5.  The organization assumes all responsibility for set up and clean up.

Patron Conduct

If a patron is creating a disturbance or causing problems in the library or on library property, the library staff has the authority or right to tell that patron to leave the library.  If that patron refuses to comply and continues to cause problems, the police can then be contacted to eject that patron from the library.

Unattended Children

Parents are responsible for the behavior of their children while they are in the Library.  The Carlinville Public Library staff is committed to help children with activities related to the Library.  However, Library staff cannot, nor is it their responsibility to serve as babysitters, teachers, or disciplinarians.  Violations of this policy are grounds for suspension of library privileges.  Whenever advisable, the Library will notify parents of incidents involving an unattended child.

Children under the age of ten must be accompanied and directly supervised at all times by a parent or other responsible caregiver.  When the safety of an unattended child is in doubt, or the parent cannot be located, or if the Library is closing, Library staff is authorized to call the police and stay with the child until the police arrive.

From time to time the Library provides programs which are designed and suitable for attendance by children without parental supervision.  Such program announcements will so indicate and if no indication is included the supervision is required.  When so indicated, if the parent or caregiver intends to be absent, they must leave word as to their whereabouts and a phone number where they or a responsible adult can be contacted.

Illinois Freedom of Information Act

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

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

B.  An organizational chart is attached.

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

1.  Corporate purposes (for general operating expenditures)

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

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

4.  Audit (for annual audit and related expenses)

5.  Maintenance (for maintaining the building)

6   Tort Liability (for insurance premiums, risk management, attorney's fees and related expenses, unemployment and worker's compensation insurance)

D.  The office is located at this address: 

510 North Broad Street, Carlinville, IL 62626

E.  We have the following number of persons employed:

Full time   3

Part time  5

F.  Budget for 2009-2010:

$187,100.00

G.  The following organization exercises control over our policies and procedures: 

which meets monthly on the first Monday of each month, 4:30 p.m. , at the Library.

Its members are:

James Fenton, President;  Gloria Taseff, Vice President;  Claudia Leonatti, Secretary-Treasurer; Deanna Demuzio, Peg Fehr, Doris Boente, Norman Schmidt, Sarah Gillen, and Jill Albertine.

H.  We are required to report and be answerable for our operations to:

Springfield, Illinois.  Its members are:

State Librarian, Jesse White (Secretary of State);  Director of State Library, Anne Craig;  and various other staff.

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

A.  Use request form or submit your own written request. (see attached)

B.  Your request should be directed to the following individual:

Dena Boston, FOIA officer, located in Carlinville City Hall.

C.  You must specify the records requested to be disclosed for inspection or to be copied.  If you desire that any records be certified, you must specify which ones. 

D.  To reimburse us our actural costs for reproducing and certifying (if requested) the records, you will be charged the following fees:

There is no charge for the first 50 pages of black and white text, either letter or legal size.  There is a $.15 per page charge for copied records in excess of 50 pages.  The actual copying cost of color copies and other sized copies will be charged.  $1.00 per page for certification records.

E.  The office will respond to a written request within five (5) working days or sooner if possible.  An extension of an additional five (5) working days may be necessary to properly respond.

F.  Records may be inspected or copied.  If inspected, an employee must be present throughout the inspection.

G.  If the records are kept in electronic format, you may request a specific format and if electronic format in which they are kept (and you would be required to pay the actural cost of the medium only, l.c. disc, diskette, tape, etc)or in paper as you select.

H.  The place and times where the records will be available are as follows:

9:00 a.m. to 5:00 p.m. Monday through Friday

Carlinville Public Library, Administrative Offices

III.  Certain types of information maintained by us are exempt from inspection and copying.  However, the following types or categories of records are maintained under our control:

A.  Monthly Financial Statements

B.  Annual Receipts and Disbursements Reports

C.  Budget and Appropriation Ordinances

D.  Levy Ordinances

E.  Operation Budgets

F.  Annual Audits

G.  Minutes of the Board of Library Trustees

H.  Library Policies, including Materials Selection

I.  Annual Reports to the Illinois State Library

Organizational Chart/Nine Member Board

 Board of Library Trustees (Vice President, Secretary/Treasurer, Trustee, Trustee, Trustee, Trustee, Trustee, Trustee

President/Library Board of Trustees

Library Director

Bookkeeper

Reference, Circulation, Technical Services, Youth Services

Clerks

Shelvers

Freedom of Information Request

Requestor's name and phone number _______________________ Date __________

Address________________________________

Certification Requested ____yes ____no

City________________State___ Zip Code____

Description of records requested: ______________________________________

______________________________________

______________________________________

______________________________________

______________________________________

Library Response (requestor does not fill in below this line)

The documents requested are enclosed

  The documents will be made available upon payment of copying cost of $_________

  You may inspect the records at ___________________________ on the date of ____________.

  The request creates an undue burden on the public body in accordance with Section 3 or the FOIA and we are unable to negotiate a more reasonable request.

The materials requested are exempt under Section 7____ of the FOIA for the following reasons:_______________________________

______________________________________

______________________________________

______________________________________

(  )  Request delayed, for the following reasons (in accordance with 3(d) of the FOIA):  ______________________________________

______________________________________

______________________________________

This form cannot be MANDATORY  under FOIA, but it is preferred.  Failure to use it may result in the request not being properly or promptly processed.

FOIA Officer____________________________

Date ________