2 CFR 200.302(b)(4) and 2 CFR 200.303), require non-federal entities to maintain financial management and reporting systems that maintain effective control over and accountability for federal funds. This policy is designed to ensure that public resources are spent as intended, within authorized limits, and following sound financial management principles for the resources that are allocated to and entrusted to GBPLD. This policy applies to all employees, officers, and contractors doing business with GBPLD.

Requirements
  • Financial processes shall be properly documented, measured, and managed to ensure accuracy, financial transparency, strict compliance with generally accepted accounting principles (GAAP), reporting requirements, and continuous improvement.
  • To provide reasonable assurance of compliance, GBPLD must validate that:
    • Procedures exist to create payment obligations and expenditures.
    • Processes are in place that require review of expenditures prior to approval.
    • Procedures exist to ensure that appropriation balance, fund balance, and obligation balances are sufficient prior to approval of any purchase order or voucher.
    • Written procedures for determining the allowability of costs in accordance with eCFR :: 2 CFR Part 200 Subpart E -- Cost Principles and the terms and conditions of the federal award.
  • Expenditures are recorded promptly and accurately in the appropriate accounts. This includes:
    • Written procedures for processing and recording obligations and expenditures, and to ensure vendor invoices are paid promptly.
    • An expenditure recording system that allows for immediate access to vouchers and rapid determination of available balances.
    • Processes over the tracking, recording, and payment of outstanding invoices.
  • Compliance with all applicable local, state, and federal laws and regulations for expenditures. This includes:
    • Maintenance of records that identify adequately the source and application of funds for state or federally funded activities. Further, these records contain information pertaining to state or federal awards, authorizations, obligations, unobligated balances, assets, expenditures, income and interest, and are supported by source documentation.
  • Effective accounting control over expenditures. This includes:
    • An expenditure process designed to prevent duplicate payments to vendors.
    • Procedures exist to process vendor invoice vouchers accurately, with proper coding, and in agreement with the established terms and conditions.
    • An expenditure process that does not allow for personnel performing the recording of expenditures and obligations to have approval authority.
Responsibilities

GBPLD officers will provide proactive leadership and ensure their fiscal system is compliant in their respective areas, particularly regarding:

  • Fundamental concepts of internal control, especially regarding reliable processes and risk management.
  • Sound business case analyses and decision processes, at all levels; and
  • Information integrity and high ethical standards.

The Director of Finance will ensure that:

  • The resources that have been allocated to GBPLD by funding authorities are effectively and efficiently managed according to fundamental fiduciary responsibilities and associated grant agreements.
  • Business decision processes are adequately supported by relevant and reliable financial systems and proactive financial leadership.
  • Financial transactions are accurately and efficiently processed.
  • Financial, tax, and insurance reporting requirements are satisfied with a high degree of integrity and reliability; and
  • GBPLD complies with the relevant laws, regulations, and generally accepted accounting principles (GAAP) related to financial management and accounting.

(3/2024)

This policy is designed to establish the techniques and procedures to properly and aggressively account for, record, manage, and collect receivables necessary to ensure appropriate and cost-effective actions. This policy applies to all employees, officers and contractors doing business with GBPLD.

Requirements
  • GBPLD defines Accounts Receivable as an asset reflecting an amount owed that has not been received; may include amounts due from individuals, private entities, the federal government, local governments and municipalities, and other state departments and organizations. Receivables may include amounts due for delivered goods and services, reimbursement of expenditures (e.g. costs incurred under grants or contracts), taxes, fees, fines, loans, and other miscellaneous circumstances.
  • GBPLD will recognize and report receivables in accordance with generally accepted accounting principles (GAAP). Generally, the recognition of receivables is tied to the recognition of revenue. If payment is not received when the revenue recognition occurs (i.e. revenue is earned), then a receivable should be recorded.
  • GBPLD will ensure written procedures exist for all accounts receivable and collection activities. Procedures should address preparing invoices, recording receivables, collecting the accounts, recording payments, adjustments to receivables, and follow-up on delinquent accounts.
  • GBPLD will ensure responsibilities for maintaining detailed accounts receivable records are segregated from collections and general ledger posting.
  • GBPLD will maintain an accurate record of receivables transactions; automated systems should be utilized where practical to facilitate processing and reconciliation.
  • GBPLD will ensure the billing and collection of all receivables is performed promptly as part of an effective cash management program and will use measurable goals and standards to monitor collection performance.
  • GBPLD will ensure invoices are generated and sent at least monthly; payment terms should be indicated on the bill.
  • GBPLD will ensure charges for goods, services, fees, etc. are based on approved rates as authorized by the appropriate state/federal authorities (where applicable).
  • GBPLD will ensure active efforts must be made to collect on accounts that are past due; and document actions taken to collect on delinquent accounts.
Responsibilities
  • The Director of Finance will approve write-offs or other reductions of receivables (where allowable).
  • Project lead will periodically issue statements to Finance, which show the status of the account and activity, including outstanding unpaid invoices and recent payments.
  • Finance will record accounts receivable in a manner to permit an analysis of the aging of such receivables (e.g. <30 days, 30-60 days, etc.).
  • Finance will review credit balances before a refund is issued.
  • All employees, upon suspicion of fraud or theft, will immediately notify the appropriate personnel (i.e. Executive Management Team, Library Board).

(3/2024)

This policy is designed to establish the criteria for determining the allowability of costs under a federal award. This policy applies to all GBPLD employees. Determination of allowability will be done according to the terms and conditions of the award and applicable state or federal cost principles such as Subpart E – Cost Principles of 2 CFR 200.

Requirements

Costs must meet the following general criteria to be allowable under a federal award.

  • Be an allowable cost under the cost principles and/or the terms and conditions of the award agreement.
  • Be reasonable and necessary for the performance of the award.
  • Be allocable to a specific grant—incurred to advance work under the grant and deemed assignable, at least in part, to the grant.
  • Be accorded consistent treatment regardless of the source of funding (federal or non-federal). For example, a cost may not be assigned to a federal award as a direct cost if another cost incurred for the same purpose in like circumstances would be treated as an indirect cost.
  • Conform to the limitations and exclusions of the terms and conditions of the award as well as GBPLD policies and is not prohibited by state or federal law.

Costs should also

  • Be determined in accordance with generally accepted accounting principles (GAAP).
  • Not be included as a cost or used to meet cost sharing or matching requirements of any other federally financed program in either the current or a prior period.
  • Be adequately supported with appropriate documentation.

CEO/COO should be familiar with the terms and conditions of their award(s) as well as the specific restrictions included in Subpart E – Cost Principles of 2 CFR 200. The GBPLD Director of Finance can assist in determining whether an expense is allowable under a particular award.

Prior Approval

Certain expenses may only be allowable if prior approval is received from the funding agency. Prior approval requirements are referenced at eCFR :: 2 CFR 200.308 -- Revision of budget and program plans. A list of costs that require prior approval are referenced at eCFR :: 2 CFR 200.407 -- Prior written approval (prior approval). If prior approval is required, the Director of Grants Management will coordinate the request following the funding agency’s established procedures. In addition, all requests for budget, scope, key personnel, or other changes must be reviewed by the Director of Grants Management and require approval by the funding agency unless otherwise indicated in the award agreement or in writing from the funding agency.

Responsibilities
Budget Review
  • CEO/COO must submit proposed budgets to the Director of Finance for review. In addition to other required information, all proposed project submissions should delineate estimated costs by cost item.
  • CEO/COO must review proposed budgets and estimated costs for specific allowable cost requirements, budget parameters, and those activities/costs that require pre-approval by the funding agency.
  • If a proposed project or budget includes a request for an unallowable cost, the Director of Finance will return the proposal to the requesting party for review and, if practicable, resubmit with corrected cost items.
Expense Review
  • Once a grant related expenditure is incurred, and an invoice or other demand for payment is submitted, the Finance Department must perform a second review to ensure that the expenditure is an allowable cost.
  • If all cost items are deemed allowable and properly allocable, the expense will move through GBPLD’s normal disbursement process.
  • If any cost item is deemed unallowable, the Finance Department will notify the CEO/COO and the expense will not be paid with award funds. The Finance Department may in their discretion, and consistent with this policy, allow an invoice or other demand for payment to be resubmitted with a revised cost allocation.

Board Approved 2/13/2024

Purpose

The Gail Borden Public Library District Cash Management Policy is meant to provide direction for the collection, custody, and reporting of cash and cash equivalents, and outline specific cash handling requirements for staff and board. These strong internal controls are designed to safeguard and protect our Library.

Policy

The Gail Borden Public Library Board Treasurer and/or Library CEO are authorized to establish rules and procedures for the receipt, handling, and deposits of Library funds by staff or board members. Both the CEO and the Library Board Treasurer may conduct periodic reviews of cash handling procedures. If these practices are not followed, it is the responsibility of the CEO or the Library Board Treasurer to bring this to the attention of the Gail Borden Public Library Board of Trustees. It is the responsibility of the Board to rescind authorizations to any trustee who fails to comply with established rules or policies, and it is the responsibility of the CEO to rescind authorizations to any employee who fails to comply with established rules or policies.

Collection

All incoming cash or cash equivalents must:

  • Be accounted for when received.
  • Be added to the cash register after each transaction, and before the cash handler leaves their workstation.
  • Never be left unattended or accessible to unauthorized persons.
  • Be in a secure location by the end of each shift.
  • Be always kept to a minimum. Excess funds should be stored in a secure location or deposited by authorized staff or board trustee as soon as possible.
  • Be counted and handled out of sight of the public when reconciling.
  • Be reconciled monthly by the Finance Department.
Custody

Below are the cash handling responsibilities:

  • The Finance Staff are responsible for the care and liability of all cash and cash equivalents received by or for the library until deposit by authorized personnel.
  • The Library Board Treasurer and the CEO provide for the safekeeping and timely, accurate deposit of cash and cash equivalents.
  • The Library Board Treasurer and the CEO are responsible for assigning authorized personnel to receive cash or cash equivalents for reconciling and/or deposit.
  • The Library Board is responsible for the adequate separation of duties and checks and balances, which include cash collecting, reconciling, depositing, and reporting.
  • It is the responsibility of the CEO to inform the Library Board Treasurer of theft or loss immediately upon discovery.
  • It is the responsibility of the board to approve, and the CEO to allow on-site inspections of cash handling procedures by the Treasurer or designated party.
Responsibilities of Cash Handlers
  • Cash Handlers must be authorized by the Board and/or CEO.
  • Cash Handlers are responsible for the integrity of the cash or cash equivalents in their possession.
  • Cash Handlers may be assigned the duty of depositing cash or cash equivalents for the library in a timely manner.
  • Under no circumstances should a Cash Handler deposit cash or cash equivalents with their own personal funds.
  • Cash Handlers must comply with cash handling operations according to policies outlined in this document.
Reporting
  • All receipts and reports of cash handled will be made available for the audit and stored for seven years except for petty cash receipts which are kept for two years, as required by the State of Illinois.
  • All award-related information will be collected, transmitted, and stored in open and machine-readable formats.
Requesting
  • To request cash for any reason (such as event spare change and event financial), request must be submitted in writing to the Finance Department ideally one month in advance. Reimbursements must also be submitted in writing to the Finance Department but will be made via check or less than $50.00 which is paid out of petty cash.

Board Approved 2/13/2024

Gail Borden Public Library Policy on Unattended Children and Vulnerable Adults

  1. Purpose The purpose of this policy is to ensure the safety and well-being of children and vulnerable adults while they are in the library. The library strives to provide a welcoming, secure, and supportive environment for all visitors, and this policy outlines the expectations for unattended children and vulnerable adults.
  2. Scope This policy applies to all individuals visiting the library, including children and vulnerable adults, and sets forth guidelines for the behavior, supervision, and responsibilities of both the library staff and the caregivers of these individuals.
  3. Definitions
    • Children: Individuals under the age of 18.
    • Vulnerable Adults: Individuals who are over 18 and may have a physical, mental, or emotional disability that affects their ability to care for themselves or make decisions.
    • Caregiver: A responsible adult who accompanies a child or vulnerable adult to the library, ensuring their safety and appropriate behavior.
    • Unattended: A child or vulnerable adult is considered unattended if they are at the library without an accompanying responsible adult or caregiver.
  4. Unattended Children
    • Responsibility: Parents, guardians, and caregivers are responsible for the supervision and behavior of children while they are in the library.
    • Behavior: If a child is found causing disruption, distressing other patrons, or engaging in unsafe behavior, library staff will attempt to contact the responsible adult. If the responsible adult is not reachable, the child may be asked to leave or may be kept in a designated area until the responsible adult arrives.
    • After Hours: Children must be picked up by the library’s closing time. If no responsible adult is present by closing time, the library will contact local authorities to ensure the child's safety.
  5. Unattended Vulnerable Adults
    • Responsibility: Vulnerable adults should be accompanied by a caregiver, family member, or other responsible adult while at the library unless they can demonstrate the ability to care for themselves independently.
    • Behavior: If a vulnerable adult is engaged in unsafe or disruptive behavior, library staff will attempt to contact the responsible adult or caregiver. If no caregiver can be located, library staff may contact emergency services for assistance.
    • Support: The library is committed to providing reasonable accommodations to assist vulnerable adults in accessing library services. This accommodation may include additional support from staff, accessible resources, or assistance in ensuring the individual's safety and comfort.
  6. Library Staff Roles and Responsibilities
    • Safety Monitoring: Library Security staff will monitor library spaces for unattended children and vulnerable adults to ensure their safety. Staff will intervene if necessary to prevent harm or resolve disruptive behavior.
    • Communication with Caregivers: If a child or vulnerable adult is found unattended, library Security staff will attempt to contact the responsible adult or caregiver immediately. If available, staff will use the contact information on file.
    • Handling Emergencies: In an emergency, library Security staff will prioritize the individual's safety and well-being and may contact emergency services as needed.
  7. Violations
    • Unattended Children: If a child is found unattended and no responsible adult is available, staff will attempt to contact the parent or caregiver. If the adult cannot be reached, staff may call law enforcement to ensure the child’s safety.
    • Unattended Vulnerable Adults: If a vulnerable adult is left without a caregiver and is in distress, library staff will take appropriate steps to assist, including contacting emergency services or social services if necessary.
  8. Exceptions
    • Programs and Events: For certain library programs and events, children and vulnerable adults may be left in the care of trained library staff or volunteers. The program guidelines will clearly communicate these exceptions.

This policy is used in conjunction with the Rules of Conduct ordinance and Article V. of the Library Bill of Rights, Free Access to Libraries for Minors.

Board Approved 1/14/25

Sexual Harassment Policy

THE BOARD OF TRUSTEES OF THE
GAIL BORDEN PUBLIC LIBRARY DISTRICT
KANE AND COOK COUNTIES, ILLINOIS

ORDINANCE NO. 2020-3-1

AN ORDINANCE ADOPTING AN AMENDED
POLICY PROHIBITING SEXUAL HARASSMENT

WHEREAS, the Gail Borden Library District (the “Library”) is committed to maintaining a work environment free of sexual harassment for employees and elected officials because sexual harassment is a very serious matter having far-reaching effects on the lives and careers of individuals; and

WHEREAS, the Illinois General Assembly has recently enacted Public Act 101-0221, known as the “Workplace Transparency Act;” and

WHEREAS, pursuant to the Workplace Transparency Act, governmental units are required to adopt an ordinance or resolution amending their sexual harassment policies to provide for a mechanism for reporting and independent review of allegations of sexual harassment made against an elected official of the governmental unit by another elected official of a governmental unit; and

WHEREAS, the Board of Trustees of the Gail Borden Public Library District desire to adopt the amended Policy Prohibiting Sexual Harassment attached to this Ordinance as Exhibit A, which incorporates a mechanism for the reporting and independent review of allegations of sexual harassment made against an elected official by another elected official in order to comply with Public Act 101-0221.

NOW, THEREFORE, BE IT ORDAINED by the Board of Trustees of the Gail Borden Library District that:

SECTION 1:The Board of Trustees of the Gail Borden Library District hereby approve and adopt the amended Policy Prohibiting Sexual Harassment attached to this Ordinance as Exhibit A in order to comply with the Illinois Workplace Transparency Act and to provide the required policy for the investigation of sexual harassment complaints made by an elected official against an elected official.

SECTION 2: All prior existing sexual harassment policies of the Gail Borden Library District will be superseded by the amended Policy Prohibiting Sexual Harassment attached to this Ordinance as Exhibit A.

SECTION 3: This Ordinance shall be in full force and effect from and after its passage and approval according to law.

PASSED by the Board of Trustees of the Gail Borden Public Library District, Kane and Cook Counties, Illinois this 10th of March, 2020.

Ayes: 7
Nays: 0
Absent: 0
Abstain: 0

/s/ Jean Bednar

President, Board of Library Trustees of the Gail Borden Public Library District, Kane and Cook Counties, Illinois

/s/ Tiffany Henderson

Secretary, Board of Library Trustees of the Gail Borden Public Library District, Kane and Cook Counties, Illinois

2.15 Sexual Harassment

A.Policy

It is the policy of the Gail Borden Public Library District (“the Library”) to prohibit harassment of any person by any Library official, employee, or agent on the basis of sex or gender. Sexual harassment is contrary to the standards of the Library and is unacceptable misconduct which affects individuals of all genders and sexual orientations. All Library officials, employees and agents are prohibited from sexually harassing any person, regardless of any employment relationship or lack thereof.

Sexual harassment violates the Library’s long-standing policy against discrimination on the basis of sex. Sexual harassment is also illegal and is prohibited in the employment context by both Title VII of the U.S. Civil Rights Act of 1964, as amended in 1991, and by the Illinois Human Rights Act. The Library strives to maintain a work environment free of sexual harassment for employees because sexual harassment is a very serious matter having far-reaching effects on the lives and careers of individuals. A claim under this policy may be brought by the Library or by an employee or member of the community based on the conduct of any Library employee. Sexual harassment constitutes misconduct subject to discipline up to and including termination of employment.

B.Definitions and Examples

1. Definition of Sexual Harassment: For the purposes of determining whether a particular course of conduct constitutes sexual harassment, and consistent with both Title VII of the U.S. Civil Rights Act of 1964, as amended in 1991, and by the Illinois Human Rights Act, sexual harassment is defined as follows:

Any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when:

  1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment,
  2. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or
  3. Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.

2. Examples of Sexual Harassment: Some examples of conduct that may constitute sexual harassment include, but are not limited to:

  1. Unwanted sexual statements – sexual or “dirty” jokes, comments on physical attributes, spreading rumors about or rating others as to sexual activity or performance, talking about one’s sexual activity in front of others, and displaying or distributing sexually explicit drawings, pictures and/or written material. Unwanted sexual statements can be made in person, in writing, electronically (email, instant messaging, blogs, web pages, etc.), and otherwise.
  2. Unwanted personal attention – letters, telephone calls, visits, pressure for sexual favors, pressure for unnecessary personal interaction, pressure for dates where a sexual/romantic intent appears evident but remains unwanted, and stalking.
  3. Unwanted physical or sexual advances – touching, hugging, kissing, fondling, touching oneself sexually for others to view, sexual assault, intercourse, or other sexual activity.
  4. Textual/Electronic: “sexting” (electronically sending messages with sexual content, including pictures and video), the use of sexually explicit language, harassment, cyber stalking and threats via all forms of electronic communication (e-mail, text/picture/video messages, intranet/on-line postings, blogs, instant messages and social network websites like Facebook and Twitter).
  5. Visual: posters, signs, pin-ups or slogans of a sexual nature, viewing pornographic material or websites.

Conduct alleged to be sexual harassment will be evaluated by considering the totality of the particular circumstances, including the nature, frequency, intensity, location, context, and duration of the questioned behavior. Although repeated incidents generally create a stronger claim of sexual harassment, a serious incident, even if isolated, can be sufficient.

3. Definition of Retaliation: For the purposes of determining whether a particular course of conduct constitutes sexual harassment, and consistent with both Title VII of the U.S. Civil Rights Act of 1964, as amended in 1991, and by the Illinois Human Rights Act, Retaliation is defined as follows:

  1. When an employer takes a materially adverse action because an individual has engaged, or may engage, in activity in furtherance of state, federal, or laws.
  2. The reprimand, discharge, suspension, demotion, denial of promotion or transfer, or change in the terms or conditions of employment of any Library employee that is taken in retaliation for a Library employee’s involvement in protected activity pursuant to this Policy.

4. Examples of Retaliation: Some examples of conduct that may constitute retaliation include, but are not limited to:

  1. Reprimand the employee or give a performance evaluation that is lower than it should be;
  2. Transfer the employee to a less desirable position;
  3. Engage in verbal or physical abuse;
  4. Threaten to make, or actually make reports to authorities (such as reporting immigration status or contacting the police);
  5. Increase scrutiny;
  6. Spread false rumors, treat a family member negatively (for example, cancel a contract with the person's spouse); or have on an individual; no limited timeframe will be instituted for reporting sexual harassments complaints. Delayed reporting of complaints will not, in and of itself, preclude the Library from taking remedial action.

C.Reporting Sexual Harassment

An employee or individual who either observes sexual harassment or believes herself/himself to be the object of sexual harassment may complain to the Library.

  1. Reporting of Incident: All employees, officers or other persons are urged to report any suspected sexual harassment by another employee, officer, volunteer, or other person conducting business with the Library to the Director for Human Resources, a supervisor, or any member of the Library management, except where the person is the individual accused of the harassment. In that case the complaint should be reported to the Library’s designated alternate. A supervisor who receives a report under this policy must immediately inform the Director of Human Resources. All allegations of harassment will be investigated thoroughly. The facts will determine the response of the Library to each allegation. Substantiated acts of harassment will be met with appropriate disciplinary action up to and including termination. All information regarding any specific incident will be kept confidential within the necessary boundaries of the fact-finding process.
  2. Investigation of Complaint: The Library will initiate an investigation of the suspected sexual harassment within five (5) working days of the notification. If necessary, the Library representative receiving the complaint may designate another supervisory or management employee to assist him/her in the investigation. The investigation will include an interview with the person(s) who made the initial report, the person(s) towards whom the suspected harassment was directed, and the individual(s) accused of the harassment may also be interviewed.
  3. Report: The person responsible for investigating the complaint shall prepare a written report that sets forth findings and conclusions respective to the complaint. The report shall include a finding that sexual harassment occurred, sexual harassment did not occur, or there is inconclusive evidence as to whether sexual harassment occurred. A copy of the report will be given to the person(s) who made the initial report, the person(s) to whom the suspected harassment was directed, and the individual(s) accused of the harassment.
  4. Confidentiality of Records: Persons who report incidents of sexual harassment are encouraged to keep written notes in order to accurately record the offensive conduct. Every effort shall be made to keep all matters related to the investigation and various reports confidential. In the event of a lawsuit, however, the Library advises that records it maintains and the complainant maintains may be not considered privileged from disclosure.
  5. Timeframe for Reporting Complaint: The Library encourages a prompt reporting of complaints so that rapid response and appropriate action may be takes. However, due to the sensitivity of these problems and because of the emotional toll such misconduct may have on an individual; no limited timeframe will be instituted for reporting sexual harassments complaints. Delayed reporting of complaints will not, in and of itself, preclude the Library from taking remedial action.
  6. External Complaints: Any employee who believes they have been the subject of harassment or retaliation for complaining about harassment also has the right to file a charge of civil rights violations with the Illinois Department of Human Rights and, if substantial evidence to support the charge is found to exist, to have such an opportunity as provided by law and applicable regulations to engage in conciliation with the Library and/or to have the charge heard in a public hearing before an Administrative Law Judge of the Illinois Human Rights Commission or in a court of law, as provided by statute. For further information, you may call or write to the Illinois Department Human Rights, 100 W. Randolph Street, Room 10-100, Chicago, Illinois 60631, (312)814-6269.

D.Prohibition On Retaliation For Reporting Sexual Harassment Allegations

1. No Retaliation: No Library official, employee, or agent shall take any retaliatory action against a Library employee due to a Library employee’s:

  1. Disclosure or threatened disclosure of any violation of this policy,
  2. The provision of information related to or testimony before any public body conducting an investigation, hearing or inquiry into any violation of this policy, or
  3. Assistance or participation in a proceeding to enforce the provisions of this policy.

No individual making a report will be retaliated against even if a report made in good faith is not substantiated. In addition, any witness will be protected from retaliation.

2. Whistleblower Protection: Similar to the prohibition against retaliation contained herein, the State Officials and Employees Ethics Act (5 ILCS 430/15-10) provides whistleblower protection from retaliatory action such as reprimand, discharge, suspension, demotion, or denial of promotion or transfer that occurs in retaliation for an employee who does any of the following:

  1. Discloses or threatens to disclose to a supervisor or to a public body an activity, policy, or practice of any officer, member, State agency, or other State employee that the State employee reasonably believes is in violation of a law, rule, or regulation,
  2. Provides information to or testifies before any public body conducting an investigation, hearing, or inquiry into any violation of a law, rule, or regulation by any officer, member, State agency or other State employee, or
  3. Assists or participates in a proceeding to enforce the provisions of the State Officials and Employees Ethics Act.

Pursuant to the Whistleblower Act (740 ILCS 174/15(a)), an employer may not retaliate against an employee who discloses information in a court, an administrative hearing, or before a legislative commission or committee, or in any other proceeding, where the employee has reasonable cause to believe that the information discloses a violation of a State or federal law, rule, or regulation. In addition, an employer may not retaliate against an employee for disclosing information to a government or law enforcement agency, where the employee has reasonable cause to believe that the information discloses a violation of a State or federal law, rule, or regulation. (740 ILCS 174/15(b)).

3. Protection Under The Illinois Human Rights Act: According to the Illinois Human Rights Act (775 ILCS 5/6-101), it is a civil rights violation for a person, or for two or more people to conspire, to retaliate against a person because he/she has opposed that which he/she reasonably and in good faith believes to be sexual harassment in employment, because he/she has made a charge, filed a complaint, testified, assisted, or participated in an investigation, proceeding, or hearing under the Illinois Human Rights Act.

4. External Complaints of Retaliation to the IDHR or EEOC: An employee who is suddenly transferred to a lower paying job or passed over for a promotion after filing a complaint with IDHR or EEOC, may file a retaliation charge – due within 180 days (IDHR) or 300 days (EEOC) of the alleged retaliation.

E.Consequences of a Violation of the Prohibition on Sexual Harassment

  1. Discipline: Disciplinary action will be taken against any employee found to have engaged in sexual harassment of any other person. The Library has the managerial right to impose discipline up to and including termination, to deal with sexual harassment, unreasonable conduct or discrimination. Where a hostile work environment has been found to exist, the Library will take all reasonable steps to eliminate the conduct creating such environment. If an investigation results in a finding that the complainant falsely accused another of sexual harassment knowingly or in a malicious manner, the complainant will be subject to appropriate discipline, up to and including termination.
  2. Statutory Penalties: In addition to any and all other discipline that may be applicable pursuant to Library policies, employment agreements, procedures, employee handbooks and/or collective bargaining agreement, any person who violates this policy or the Prohibition on Sexual Harassment contained in 5 ILCS 430/5-65, may be subject to a fine of up to $5,000 per offense, applicable discipline or discharge by the Library and any applicable fines and penalties established pursuant to local ordinance, State law or Federal law. Each violation may constitute a separate offense. Any discipline imposed by the Library shall be separate and distinct from any penalty imposed by an ethics commission and any fines or penalties imposed by a court of law or a State or Federal agency.
  3. For Penalties for Knowingly Making A False Report:
    1. False Reports: A false report is a report of sexual harassment made by an accuser using the sexual harassment report to accomplish some end other than stopping sexual harassment or retaliation for reporting sexual harassment. A false report is not a report made in good faith which cannot be proven. Given the seriousness of the consequences for the accused, a false or frivolous report is a severe offense that can itself result in disciplinary action. Any person who intentionally makes a false report alleging a violation of any provision of this policy shall be subject to discipline or discharge pursuant to applicable Library policies, employment agreements, procedures, employee handbooks and/or collective bargaining agreements.
    2. Statutory Penalties: In addition, any person who intentionally makes a false report alleging a violation of any provision of the State Officials and Employees Ethics Act to an ethics commission, an inspector general, the State Police, a State’s Attorney, the Attorney General, or any other law enforcement official is guilty of a Class A misdemeanor. An ethics commission may levy an administrative fine of up to $5,000 against any person who intentionally makes a false, frivolous or bad faith allegation.

F. Elected Officials. Any allegation of harassment by an elected official against another elected official may be reported to the Board President. If the Board President is the person making the allegation or is the person alleged to have committed the harassment, then the report may be made to any other elected official. The preference is that such complaints be submitted in writing with as much detail as possible regarding the nature of the incident(s) and who is responsible for the alleged harassment, when the incident(s) occurred, where they occurred, whether or not they were witnessed and by whom and whether or not there is any physical evidence (video, audio, text, email, social media etc.) that needs to be identified and preserved. While there is a preference for complete and detailed written complaints, all complaints, including verbal complaints, will be thoroughly investigated. Upon receipt of an allegation of harassment pursuant to this paragraph, the person to whom the report has been made shall immediately refer the complaint to the Library’s legal counsel for review. The Library’s legal counsel shall then appoint a qualified independent attorney or consultant to review and investigate all allegations set forth in the complaint.

Approved by Board of Trustees 1/9/18

The Gail Borden Public Library District defines capital assets as those assets with an individual cost of more than $5000 and with a useful life of over two years.

Capital assets include land, buildings, improvements, vehicles and equipment.

The Library will record these assets at historical cost or estimated historical cost in the Library’s financial records.

The Library will depreciate these capital assets using the straight-line method, with half year in the first year, with useful lives of 7-40 years.

03/08/16

    1. Purpose of Statement

      The Gail Borden Public Library District Resource Selection and Maintenance Policy documents the philosophies and procedures governing resource selection and maintenance including public programs, exhibits, displays and public announcement postings. The policy outlines the objectives, responsibilities and standards that have been established.

       

    2. Objectives in Materials Selections

      The general objective in materials selection for the Library is to create a high-use, popular materials collection that reflects the interests and needs of the library community. 

       

    3. Responsibility for Selection

      Material selection is done under the coordination of the Director of Collection Services utilizing librarian-created profiles and recommendations. Selection is also initiated through customer or staff-driven requests that must fall within the criteria for selection.

      The Community Services and Program Development Division and the KidSpace Department are responsible for program selection. The Director of Visual Arts and Exhibits is responsible for exhibits.

      The final responsibility for selection of resources rests with the Executive Director, as authorized by the Board of Trustees.

       

    4. Criteria for Selection

      Print and Non-print Materials:

      The general criteria considered in selecting print and non-print materials include: customer demand, significance and value to the existing collection; currency or timeliness, qualifications of author or producer; suitability of subject and style for intended audience; customer request; price; attention given to the item by reviewers and general news media; and technical quality of materials.

      The acquisition of a variety of non-print materials is under constant evaluation and is subject to change as technology develops. Among the determining factors in selection are technological compatibility, item cost, budget, number of requests, use and availability.

      In selection of all items, 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.

      Electronic Resources:

      Electronic resources include digital media, subscription databases and the Internet. In general, these are computerized resources that are available for use in the library and/or through the library website.

      The Internet, which has been selected as a library resource, supplements and complements the physical collections in the Library by allowing users to connect to resources created and maintained outside the Library. Internet content is ever-changing; only sites which appear on the Library's homepage are selected and recommended by staff.

      Public access internet computers are provided with filtering software to limit access to web sites that could be considered inappropriate as well as to protect against computer viruses. Use of filtering software, however, is not a guarantee that all sites which users might find inappropriate have been blocked. The Library's Internet Access Statement is considered part of this policy.

      The general criteria considered in selecting subscription databases, digital media and web sites for the Library's homepage include: customer demand, significance and value to the existing collection; qualifications of the producer; suitability of subject and style for intended audience; ease of use; currency or timeliness; price; attention given to the resource by reviewers and general news media; and technical quality.

      Selection of print, non-print and electronic resources does not constitute an endorsement of the content or views expressed.

      Exhibits:

      Exhibits presented by the Library are offered to highlight library services, collections, and programs. It is the intention of the Library to provide high quality exhibits to enhance the education, cultural enrichment, entertainment, and awareness of district residents. The Library also seeks to attract and inspire new and diverse audiences to the Library and to engage them with exhibits they might otherwise never have the opportunity to see. Exhibits may reflect diverse themes, materials, and media. They may also complement current Library collections and services; and reflect the interests, character, history, and people in the community.

      Additional funding for exhibits will be sought through fundraising and/or grants.

      Library sponsorship of an exhibit does not constitute an endorsement of the content or the views expressed by the exhibit.

      Programs:

      The Library supports its mission of connecting people with ideas and information by developing programs for 21st century literacies and skills.

      Library-initiated programs should provide “for the interest, information and enlightenment of all people of the community the library serves”, as stated in Article 1 of the Library Bill of Rights. Since the community comprises people with different backgrounds, sensibilities, personalities, interests, and needs, GBPL will consciously try to offer a schedule of programs that balances all elements. The content of programs will not be limited by race, nationality, personal history, or political or religious views.

      Programs will make use of the skills and talents of staff members as well as individuals and organizations from the community, region and beyond. All programs are open to the public, although some may be designed for specific audiences or ages. Fees may be charged for certain types of programs.

      Library-initiated programming will utilize Library staff, books, Library and community resources, displays and media presentations. The Library draws upon other community resources in developing programs and actively partners with community agencies, organizations, educational and cultural institutions and individuals to develop and present co-sponsored public programs. To reach target audiences, these programs may take place virtual, inside the library facilities as well as at other venues within the library district or area, in keeping with the Library’s Rules of Conduct Policy.

      Requests from individuals to present programs are considered and weighed against the public’s demonstrated interest in the topic, budget, and other allocated resources as well as the presenter’s demonstrated qualifications, expertise and reputation. Decisions on which programs to offer are made by the Library’s staff program coordinators and managers with oversight from Division Chiefs of Community Services & Program Development and Public Services.

      Registration may be required for planning purposes or when space is limited. Any sales of products at Library programs must be approved by the Library prior to the date of the program. Programs are not offered that are of a purely commercial nature intended to solicit business. However with permission by the Public Programs Manager or the Division Chiefs, authors may be allowed to sell their books as a resource to readers.

      Library sponsorship of a program does not constitute an endorsement of the content of the program or the views expressed by participants.

      Displays and Public Announcement Postings

      Display space is a resource to be utilized in the fulfillment of the Library’s mission and as such should represent educational, cultural, information or recreational information. Individuals, groups and non-commercial organizations located within the library district may display materials in designated areas within library facilities on a temporary basis, subject to the approval of designated library staff.

      A limited amount of designated space is available for postings of educational, cultural or charitable events. Announcements must be approved by designated Library staff before posting. Preference will be given to announcements of events in the Elgin area and Chicago. If space permits, cultural or educational events in other suburban areas will be posted.

      The Library does not advocate or endorse the viewpoints of displays or public announcement postings.

       

    5. Selection Tools

      For library print materials, priority is given to vendor selection tools that also have the capability of loading and invoicing selected items electronically. Reviews may be consulted in professional library journals as well as in mainstream magazines, websites and newspapers to determine if selection criteria are met.

       

    6. Scope of Collection:

      The scope for the majority of the library print collection is to be a popular and actively used collection. The Local History and Genealogy collections primary focus is on areas within the Fox Valley area and are of more permanent value. Efforts are made to support local school curricula from preschool through adult learners. Presence of a resource does not indicate endorsement of its contents by the Library.

       

    7. Collection Maintenance:

      The continuous review of library materials is necessary as a means of maintaining an active library collection of current interest to users. The library follows “Evaluating Library Collections” as outlined in the Library Bill of Rights.

       

    8. Gifts and Donations

      Gifts and donations of print and non-print materials are accepted by the Library and guided by the “Gifts to the Library” policy. The Library reserves the right to evaluate and select gifts of materials in accordance with the criteria applied to purchased materials. A statement of the number and type of items donated is supplied to the donor if requested. However, the Library gives no statement of value for any individual item.

      An individual or organization may donate money to the Library for the purchase of new resources.  The donor may specify the type and subject matter of items to be purchased within the guidelines of this policy. Appropriate book plates will be placed in or on the gift items at the donor’s request. The immediate family is notified of any memorial gift and acknowledgment is made to the donor. 

       

    9. Reconsideration of Resources

      Strong objection to any library resources must be made in writing according to the “Procedures for Reconsideration of Library Resources” below. A copy of the reconsideration procedures as well as forms for registering objections may be obtained in the department where the resource in question is found or in the Administration office. All individuals have the right to choose which library resources they will use. However, no one has the right to restrict this freedom for others. No print or non-print resource in question is automatically removed from the Library because of an objection to it.

       

    10. Procedure for reconsideration of library resources

      A. If district residents wish to file a complaint about library materials, Form I, Objection to Library Materials, should be completed. This form stays on file with the Division Chief of Access Services. The Director of Collection Services will examine the material, as well as critical reviews of the material. Repeated complaints about specific works or materials in general will generate a reconsideration of a specific work and/or selection policies.

      B. District residents who wish to file a complaint about a specific library program or exhibit should complete Form II which will be reviewed by appropriate staff and the Executive Director.

      C. If residents wish to have materials reconsidered (as opposed to filing a complaint without definite action), they may fill out Form III, Request for Reconsideration of Library Resources.

      • 1. When Form III is completely filled out and returned to the library, the Director of Collection Services will review the objection and the material to determine whether the item should remain or be removed from the collection. Various resources including published reviews will be utilized to make a determination. The Executive Director and Division Chief of Access Services should be informed of the objection and of the recommendation.

      • 2. The Director of Collection Services will write a letter to the customer initiating the complaint, outlining the above procedures and stating the decision reached. The letter may also include a statement inviting the customer to the library to discuss the matter with the Director of Collection Services, Division Chief of Access Services and Executive Director.

      • 3. After an interview with the Director of Collection Services, Division Chief of Access Services and Executive Director, a customer desiring further action can make a request in writing for a hearing before the Board of Trustees who have final authority.

        •  

    11. Materials Disposition

      As stewards of the library district's tax dollars, staff work diligently to meet and exceed the expectations and desires of our customers. Each year hundreds of thousands of books, movies, music, and other materials are published. Our staff make judicious decisions with regard to which of these materials will be purchased and showcased in our library. When the staff are required to reevaluate the disposition of a book or other item, we follow a clear process to maximize the return on investment for our tax payers.

      • A. Criteria for Deaccession

        Circulating and in-house library materials of all types (which include, but are not limited to books, journals, microforms, CDs, DVDs, Playaways, computer games, art prints, and maps) may be candidates for deaccession if they meet any of the following criteria:

        • Currency:

          The content of library materials should be accurate and up-to-date. Materials that are superseded by newer, revised, or updated editions may be dispossessed.

        • Usage:

          Low or no usage may be a factor in deaccessioning decisions. Library personnel may consult circulation statistics or other reports to determine viable candidates for deaccession

        • Physical Condition:

          Materials that are badly deteriorated, infested, or damaged will be disposed.

        • Duplicates:

          Because of space limitations the library may de-access duplicate copies of library materials. Library staff will take into consideration the need to have more than one copy of a title on hand, especially for material that are heavily used or are part of a library-wide program. Note that duplicate copies may be identified as 'leased' and in this case guidelines stated in the leasing contract will be followed when returning these items.

        • Completeness:

          Materials that are part of a multi-volume set of which the library does not have all volumes may be deaccessioned.

        • Local Significance:

          The library will work to retain materials that are considered to have local significance within the library district with the exception of multiple copies or those in extremely poor physical condition and where preservation efforts have been exhausted.

        • Format Obsolescence:

          Materials in obsolete formats may be withdrawn if content is available elsewhere, item is in poor condition or the majority of the community no longer utilizes the format.

      • B. Disposition of De-Accessed Materials
        • Material approved for deaccession may be utilized in different manners depending on the physical state of the item. Staff may offer deaccessioned items to other libraries or to other tax-exempt organizations as permitted by 75 ILCS 5/4-16 (from Ch. 81, par 4-16). Library staff may use de-accessed items for deposit collections within the library district, for programming, as giveaways at library-events or for other organizations within the library district that have partnered with the library in the past. Items not used by the staff will go to the Library Foundation to be sorted for sale or recycle by Library Foundation volunteers as they see fit. Fully damaged materials may be disposed or recycled.
      • C. Review and Revision of Guidelines
        • Disposition guidelines will be reviewed regularly by the Director of Collection Services in collaboration with the Division Chief of Access Services, and additional library personnel in Public Services and Community Services & Program Development.

    12. Supporting Documents

      The Gail Borden Public Library District subscribes to the provisions of the Library Bill of Rights and the Freedom to Read Statement as adopted by the American Library Association.

      Furthermore the Library endorses all of the Interpretations of the Library Bill of Rights

       

An Interpretation of the Library Bill of Rights

The continuous review of library materials is necessary as a means of maintaining an active library collection of current interest to users. In the process, materials may be added and physically deteriorated or obsolete materials may be replaced or removed in accordance with the collection maintenance policy of a given library and the needs of the community it serves. Continued evaluation is closely related to the goals and responsibilities of each library and is a valuable tool of collection development. This procedure is not to be used as a convenient means to remove materials that might be viewed as controversial or objectionable. Such abuse of the evaluation function violates the principles of intellectual freedom and is in opposition to the Preamble and Articles I and II of the Library Bill of Rights, which state:

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

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

II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
The American Library Association opposes internal censorship and strongly urges that libraries adopt guidelines setting forth the positive purposes and principles of evaluation of materials in library collections.


Adopted February 2, 1973, by the ALA Council; amended July 1, 1981; June 2, 2008.

An Interpretation of the Library Bill of Rights

Libraries: An American Value states, “We protect the rights of individuals to express their opinions about library resources and services.” The American Library Association declares as a matter of firm principle that it is the responsibility of every library to have a clearly defined written policy for collection development that includes a procedure for review of challenged materials. Selection of online resources, including Web sites, should also be governed by this collection development policy and be subject to the same procedures for review of challenged materials. This policy reflects the Library Bill of Rights and is approved by the appropriate governing authority.

Challenged materials should remain in the collection during the review process. The Library Bill of Rights states in Article I that “Materials should not be excluded because of the origin, background, or views of those contributing to their creation,” and in Article II, that “Materials should not be proscribed or removed because of partisan or doctrinal disapproval.” Freedom of expression is protected by the Constitution of the United States, but constitutionally protected expression is often separated from unprotected expression only by a dim and uncertain line. The Supreme Court has held that the Constitution requires a procedure designed to examine critically all challenged expression before it can be suppressed.1 A hearing is a part of this procedure. Materials that meet the criteria for selection and inclusion within the collection should not be removed.

Therefore, any attempt, be it legal or extra-legal,* to regulate or suppress materials in libraries must be closely scrutinized to the end that protected expression is not abridged.

Adopted June 25, 1971; amended July 1, 1981; amended January 10, 1990; January 28, 2009, by the ALA Council.

_______
*“Extra-legal” refers to actions that are not regulated or sanctioned by law. These can include attempts to remove or suppress materials by library staff and library board members that circumvent the library's collection development policy, or actions taken by elected officials or library board members outside the established legal process for making legislative or board decisions. “Legal process” includes challenges to library materials initiated and conducted pursuant to the library's collection development policy, actions taken by legislative bodies or library boards during official sessions or meetings, or litigation undertaken in courts of law with jurisdiction over the library and the library's governing body.

1Bantam Books, Inc. v. Sullivan, 372 U.S. 58 (1963)

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