policies
GENERAL POLICY

The Board of Library Trustees of the Village of Downers Grove (Board) approves a Strategic Plan, developed with input from the Library Director, staff, and community, to establish the course library services should take in the next three to five years. No less than annually, the Board reviews staff reports on progress toward Plan goals.

The Downers Grove Public Library maintains consistent, posted hours of service, during

which all services of the Downers Grove Public Library are available. Those hours are:

Monday               9:00 a.m. – 9:00 p.m.

Tuesday              9:00 a.m. – 9:00 p.m.

Wednesday        9:00 a.m. – 9:00 p.m.

Thursday             9:00 a.m. – 9:00 p.m.

Friday                   9:00 a.m. – 9:00 p.m.

Saturday              9:00 a.m. – 5:00 p.m.

Sunday                1:00 p.m. – 5:00 p.m.

The library closes for holidays and staff training as approved annually by the Board. It also may close or modify its hours of operation and services for special circumstances or due to an emergency. Temporary changes in hours are posted on the library’s website and announced through its digital marketing platforms.

Select services are also available electronically 24/7.

The Downers Grove Public Library conforms to the Freedom of Information Act (5 ILCS 140/). Procedures are available on the library’s website.

The Downers Grove Public Library retains records under directives from the Local Records Unit, Records Management Section of the Illinois State Archives.

The registration and circulation records of a library are confidential. The Illinois Records Confidentiality Act 75 ILCS 70/1-2 (“the Act”) provides that confidential library records (records of an individual patron’s use of library materials or resources and registration) may not be made available in any format to a federal agent, state or local law enforcement officer, or other person without a court order. At the same time library staff must cooperate with federal, state, and local law enforcement agencies when acting within the scope of a lawfully issued court order.

2.1.1     Exceptions

75 ILCS 70/1-2 allows an exception to the Library Records Confidentiality Act. Sworn law enforcement officers may request information in emergency situations regarding the identity of suspects, witnesses, or victims where the officer believes that there is imminent danger of physical harm, provided:

1. A sworn law enforcement officer represents to the library that it is impractical to get a court order as a result of an emergency; and
2. The officer has probable cause to believe there is imminent danger of physical harm; and
3. The information requested is limited to identifying a suspect, witness, or victim of a crime; and
4. The information requested without a court order may not include records reflecting materials borrowed, resources reviewed, or services used at the library.

Under this exception, only information identifying a suspect, witness, or victim of a crime may be disclosed to an officer without a court order; all other information remains confidential without a court order. If requested to do so by the library, the requesting law enforcement officer must sign a form acknowledging the receipt of the information. Following compliance with the law under this exception, the library may seek subsequent judicial review to assess compliance with this Act. Libraries are protected from patron claims that disclosure under the law constitutes a breach of confidentiality. A patron retains the right to challenge the disclosure.

2.1.2     Court Orders

A court order may take the form of either a subpoena or a search warrant. A subpoena allows a set time in which to respond to or contest the court’s order. A search warrant can be executed immediately by law enforcement officials.

2.1.3     Designated Contact Person

The Library Director is the Designated Contact Person and will handle all requests to search library records requested by court order. In the absence of the Director, the Assistant Director will act in place of the Director. In the absence of both the Director and Assistant Director, the staff member designated as MOD will handle the request.

2.1.4     Responsibilities of Designated Contact Person

The Designated Contact Person is responsible for following established library procedures for responding to requests for confidential library records. If the Library Director is not present, the Assistant Director or MOD is responsible for notifying them as soon as possible that a request for confidential library records was made.

2.1.5     Disclosure of a Court Order

A search warrant may contain a “gag order.” This means that no person or institution served with the warrant can disclose that the warrant has been served or that records have been produced in response to the warrant. No staff member will disclose the receipt of the warrant or any information about the records sought to anyone, including the patron whose records are the subject of the search, except the Library Director and/or the library’s attorney.

The Board seeks to provide and ensure a welcoming environment that is conducive to the appropriate use of the facilities and services.

The Downers Grove Public Library expects patrons to treat all people and property with respect. This includes, but is not limited to:

• Engaging in conversations and behaviors that do not:
  • disturb, offend, or harass others
  • threaten the safety of others
  • damage property
  • threaten to damage property
• Using library items, furnishings, equipment, and facilities only for their intended function without interfering with others’ use and without damaging property or threatening to damage property;
• Attending to personal belongings, as the library is not responsible for loss of or damage to unattended personal belongings; and/or
• Wearing proper clothing, including shoes and shirts, at all

2.9.1     Disruptive, Illegal, and Prohibited Activity

The library does not allow any activity prohibited by federal, state, or local law or by library policy. Disruptive, illegal, or prohibited activities include, but are not limited to:

• Assaulting, fighting, or threatening another person;
• Carrying firearms or other dangerous weapons;
• Possessing, using, distributing, or being under the influence of alcohol, illegal drugs, or other controlled substances;
• Smoking and vaping, including smokeless tobacco, herbal products, and e-cigarettes, anywhere in the library or within 15 feet of the library;
• Eating meals or drinking beverages from containers without lids, except in areas designated for this use;
• Sleeping that is loud or obstructive;
• Talking loudly or using loud audio devices;
• Using sports equipment in the library;
• Disrupting others’ use of library facilities or services due to personal hygiene or excessive body odor that prompts complaints, damages furniture, or threatens public health;
• Blocking walkways or obstructing others’ use of library materials, furnishings, equipment, and/or facilities;
• Littering or improper disposal of trash or unwanted items;
• Stealing, damaging, or destroying library property or the property of another person;
• Harassing another person, including using profane, obscene, or abusive language and/or racial, ethnic, or sexual epithets;
• Viewing of sexually explicit material on a library computer, personal computer, or other device;
• Entering the library building or remaining on library property during a period when the person is banned from the library;
• Panhandling, leafleting, soliciting funds, proselytizing, or circulating petitions;
• Failing to supervise children, including leaving a child under the age of eight years unattended; and/or
• Performing any other activity that disturbs other members of the public or interferes with staff performance.

2.9.2     Children in the Library

The library strives to maintain the safest environment possible for staff and patrons. The library is a public place, however, and children's safety cannot be guaranteed.

2.9.2.1      Unattended Children

The conduct, safety, and supervision of children while on library premises are the responsibility of parents, legal guardians, and/or caregivers. Parents, legal guardians, and/or caregivers are responsible for their children while their children are in the library, regardless of whether the parent, legal guardian, and/or caregiver is in the library. A child is considered mature enough to use the library unattended if:

• the parent, legal guardian, and/or caregiver determines that the child is mature enough;
• the child is at least eight years old;
• the child is able to communicate to staff their full name, their parent, legal guardian, and/or caregiver’s name and phone number upon request; and
• the child follows the Code of Conduct

Children who do not meet all four criteria must be supervised when in the library by a responsible caregiver who meets all the criteria and has the ability to supervise the behavior of the child. When the safety of a child is in doubt, staff may contact local law enforcement and/or other authorities to ensure the safety and well-being of the child. Children under the age of 14 left unattended at closing time may be deemed at-risk. If a parent, legal guardian, and/or caregiver cannot be contacted or located within 15 minutes of closing, the Downers Grove Police Department will be contacted.

2.9.2.2      Protection and Safety of Children

Library Social Workers and Social Work Interns are mandated reporters, and as such, are legally required to report suspected cases of child abuse or neglect. Other library staff are not mandated reporters; however, if child abuse or neglect is suspected, they may refer such parties to the Library Social Workers, Social Work Interns, or report such cases to the Department of Children and Family Services voluntarily. In all cases, library staff are protected by immunity from liability if they have reasonable cause to believe that a child is suffering from abuse or neglect.

2.9.3     Enforcement

No policy can address all potential circumstances. The library reserves the right to address issues on a case-by-case basis and require anyone violating the Code of Conduct to leave library property. Serious or repeated misconduct may lead to further suspension from the library, legal action, and/or criminal prosecution. The library reserves the right to inspect all backpacks, bags, briefcases, and purses when staff believe someone is in possession of stolen library property or weapons.

Those wishing to appeal suspensions may do so in writing to the Library Director. If unsatisfied with the response, the individual may appeal in writing to the Board. The decision of the Board is final.

Before returning to the library after a suspension of one month or more, the individual may be required to meet with the Building Operations Director or other administrative staff to review the Code of Conduct and behavioral expectations.

The Downers Grove Public Library building and grounds are designed to ensure library users have a variety of safe and welcoming spaces to discover, grow, play, and learn and staff have the space necessary to complete their work. The Library Director is authorized by the Board to administer the use of the library building and grounds.

See Library Services Policy subsections for specific policies regarding space use in Meeting Rooms, Conference Rooms, Study Rooms, Exhibits and Displays, and Bulletin Boards.

2.10.1     Designation of Space for Special Uses

The library designates space within the building for special uses, including quiet study, programs, and use by specific groups or individuals. Such designations may be temporary, as in the case of programs in the STEM Room, or permanent, as in the case of the Quiet Study Room. Regardless of whether such special uses are posted, patrons are expected to comply with staff requests regarding the designation of space.

Quiet Study Room

In addition to the library’s Code of Conduct, talking, making noise of any kind, and/or use of any equipment that makes noise is not permitted in the Quiet Study Room.

STEM Room

The STEM Room is regularly used for registered and drop-in programs. Some materials and equipment housed in the STEM Room may be unavailable during these times.

Teen Central

Teen Central is reserved for use by teens. Teen Central is regularly used for registered and drop-in programs.

2.10.2     Designation of Building and Grounds Use for Special Events

The library may participate in special events conducted by community partners or organizations. The Library Director may authorize participation in special events and designate temporary use of the library’s building and grounds according to the parameters set by the community partners or organizations. Special events include community-wide or downtown area events such as Downers Grove Downtown Management Corporation’s Ice Fest, Holiday Window Decorating, and Spring Scavenger Hunt.

2.10.3 Designation of Building and Grounds for use by Law Enforcement and   Immigration and Customs Enforcement

Law enforcement officers, including Immigration and Customs Enforcement (“ICE”) agents have the right to access and remain in all public spaces in and around the library building. Staff shall not impede access to or interfere with officers performing lawful duties in public spaces. The library’s Code of Conduct remains in effect during any law enforcement or ICE-related activities occurring within or around the library building.

Law enforcement officers or ICE agents who seek to access non-public or staff-only areas must present a judicial warrant or verifiable subpoena, as required by law. Access to non-public or staff-only areas shall not be granted without such documentation.

In the event officers or agents request to access non-public or staff-only spaces, the Manager on Duty shall:

• Verify the names and badge numbers of the officers or agents; and
• Contact the Library Attorney, Library Director, or Board President to obtain authorization prior to granting access.

If officers or agents do not present a judicial warrant or verifiable subpoena, that shall not be permitted to access non-public or staff-only areas.

2.10.3     Unattended Items

Personal belongings may not be left unattended on library premises. The library is not responsible for any loss or damage to personal belongings, through theft or otherwise. Unattended personal belongings will be removed from the library and disposed of.

2.10.4     Unattended Animals

Unattended animals are prohibited. Animals on library grounds must be under the direct physical control and supervision of the owner/caretaker at all times.

The library uses security cameras for the safety and security of patrons, staff, and property. The security camera system consists of dedicated cameras that provide real- time surveillance through a video management system. The primary purpose of security cameras is to discourage inappropriate and illegal behavior and activities and, when necessary, to assist law enforcement in the apprehension and prosecution of offenders, under applicable federal, state, and local law regarding the confidentiality of library records.

2.13.1     Public Notice

The library posts and maintains signs giving notice of the use of security cameras for monitoring and recording activity in public areas on library property.

2.13.2     Camera Locations

Cameras are positioned to monitor public areas of the library such as service areas, entrances, and areas prone to theft, vandalism, or other activities that may violate library policy or criminal law. Under no circumstances are cameras located in areas where patrons and/or staff have a reasonable expectation of privacy, such as restrooms.

2.13.3     Access to Digital Images

Video data is recorded and stored digitally. Recorded data is considered confidential and secure. Access to live feeds of images and recorded video data is limited to the Library Director, Assistant Director, Building Operations Manager, Technology Services Manager, and designated staff. Recordings or images may also be shared with library insurance representatives when relevant to an insurance claim investigation.

2.13.4     Retention of Digital Images

Recordings are kept for approximately 30 days except for still shots or selected portions of the recorded data relating to specific incidents. These are retained as a part of the incident report on a secure system, according to library policy. In situations involving suspended or banned patrons, stored still images or selected portions of the recorded data relating to specific incidents may be shared with staff library-wide. As new images are recorded, the oldest images will be automatically deleted. Exclusions to this include any records retained as part of a criminal investigation or court proceeding (criminal or civil), or other use as approved by the Library Director or Assistant Director and in accordance with applicable law.

2.13.5     Access by Law Enforcement and Confidentiality

Video surveillance records are not to be used directly or indirectly to identify the activities of individual library patrons except as viewed concerning a specific event or suspected criminal activity, suspected violation of library policy, or incidents where there is a reasonable basis to believe a claim may be made against the library for civil liability. Authorized staff may use a still shot or selected portions of recorded data to request law enforcement review to assess a specific individual's security risk or investigate a crime on library property.

Video data will be made available to law enforcement officials or agencies upon written request. The library shall retain a copy of the request. Recorded data will be accorded the same level of confidentiality and protection provided to patrons by Illinois state law and the library’s policies. Such recordings or images will be released, or disclosure will be declined, in accordance with applicable laws, including the Illinois Library Records Confidentiality Act, including emergency situations or in response to a search warrant or court order.

Security camera footage may be considered public materials and are therefore accessible through a specific incident FOIA request unless the request violates federal or state law. Confidentiality and privacy issues may limit the general public from viewing security camera footage that contains personally identifying information about library users. All requests for disclosure of recorded images, except as stated above for law enforcement, should be made according to the Freedom of Information Act.

2.13.6     Damages and Liability

Any individual using the library shall be held responsible for willful or accidental damage to the library’s building and collections caused by the individual.

2.13.7     Disclaimer of Liability

The library disclaims any liability for the use of video data under the terms of this policy, given that the library is a public facility and the security cameras are limited to those areas where patrons and/or staff have no reasonable expectation of privacy.

By Community Members

Photographs and/or audio or video recordings may be taken in the public areas of the library to the extent that doing so does not disturb others’ use of the library or violates patron confidentiality. Neither people nor equipment may block walkways or create a hazard. Taking photos and/or audio or video recordings of specific, copyrighted (or otherwise protected) materials for redistribution is prohibited. The Library Director is authorized to limit photography or filming by individuals whose activities interfere with library environment or operations, adversely affect public safety, or cause public disturbances.

The library makes no guarantee of library virtual program participants’ privacy and cannot control other participants recording or taking screenshots of the program, which may include information on the screen. Virtual program participants are responsible for using an alias for log-in and/or disabling their camera and/or microphone to protect their own privacy.

2.14.1     By Library Staff and Its Affiliates and Partners

Downers Grove Public Library staff regularly take photographs or videos of patrons and staff at library programs, workshops, classes, and in other library spaces. Many of these photos/videos will be used in print and electronic marketing materials. Others will be posted on the library’s website and on the library’s social media accounts. Attendance at library programs, events, or library spaces constitutes consent to be photographed or filmed for use in print and/or electronic publicity of the library. Photos, images, and videos submitted by users may also be used by the library for promotional purposes. The library makes no guarantee of library virtual program participants’ privacy, including name, personally identifying information, and likeness, due to personal settings and program host requirements. Except in virtual programs, names or personal identifying information will not be used without permission of the subject, parent, legal guardian, or caregiver.

Participants may opt out by informing the library staff coordinating the program or event. This policy extends to photographing and filming by library staff at the Downers Grove Public Library Foundation events and at any of the library’s outreach efforts in the community, including at public events.

2.15.1     Independent Organization

The Downers Grove Public Library Foundation (Foundation) is an independent organization, with its own board, goals, and purpose. Neither the Foundation as an organization nor any member or participant may assume any liability, take action, or authorize any act on behalf of the Downers Grove Public Library.

2.15.2     Liaison

The Foundation is composed of volunteers. The Library Director serves on the Foundation Board of Directors in an ex-officio role, as provided for in the Foundation’s bylaws, to facilitate communication and coordination of activities between the Foundation and the library.

2.15.3     Monetary Gifts

Monetary gifts from the Foundation become sole funds of the library. Such funds are expended for the purpose specified by the Foundation when the monetary gift was made.

2.15.4     Donation of Works of Art

The Board may accept donations of works of art from the Foundation. The Library Director determines, in consultation with the Board, the suitability of the proposed donation. Works of art donated to the library become the sole property of the library and are subject to its policies and guidelines for deaccession and disposal. The Board reserves the right to refuse the donation of any work of art.

2.14.5     Solicitation of Money, Sale of Products, and Hosting Events

The Foundation may host events, solicit money, and/or sell products on library premises. This may include use of the library premises outside of hours of operation, with prior approval by the Board. The Board reserves the right not to participate in the activities or events of the Foundation.

The Downers Grove Public Library complies with the Americans with Disabilities Act (ADA) and offers alternative reasonable compliance to meet its requirements. The library provides equal access to persons with disabilities, including those individuals who use service animals.

2.16.1     Service Animals

Service animals are permitted in any area of the library where patrons are permitted. Trainers are also permitted to accompany service animals in training in the library. Staff may only ask an individual who accesses the library with a service animal the following two questions: (1) whether the animal is a service animal and (2) what work or task the service animal has been trained to perform.

2.16.2     Accommodations

Any person needing accommodation for a disability to access the library’s services, programs, or activities under the ADA should contact the Assistant Director or any member of the library staff. Any person needing an accommodation for a disability to attend a meeting at the library should contact the Assistant Director by telephone at (630) 960-1200 ext. 4299, by email at adacompliance@dglibrary.org, or in writing, no less than five working days prior to the meeting.

2.16.3     Grievances

Any person who believes that the library has discriminated against that person because of the person’s disability may file a written complaint with the Assistant Director, the library’s ADA Compliance Officer, within 60 days of the alleged occurrence of discrimination. The complaint should provide a detailed account including the date, location, persons involved, and other particulars, as well as the name, address, and telephone number of the person filing the claim and their proposed resolution to the matter. Upon request, the library will provide alternate means for filing a complaint, such as a personal interview or tape or digital recording, to a person with a disability. Grievances will be reviewed and responded to within ten working days. If unsatisfied with the response, concerns can be presented to the Board. The decision of the Board is final and it will conclude the library’s grievance procedure.

Individuals may also file an administrative complaint with the U.S. Equal Employment Opportunity Commission (EEOC) within 180 days of the alleged discrimination, or may file a lawsuit for injunctive relief and damages. Any or all of these methods may be pursued at the same time.

Individuals are protected from retaliation or coercion when pursuing their rights or responsibilities under the ADA.