Room Reservation Process

1. Submit an online request by completing the form on the Library’s website. (Note: The reservation request form does not confirm a reservation.)
2. The person requesting a meeting or program room must be 18 years of age or older, willing to assume responsibility for the group, fees or damages and agree to Library policies.
3. Non-library meetings and programs must be booked at least 5 or up to 60 days prior to event.
4. Meeting rooms may be reserved one time each month; up to 12 times per year.
5. All applicable fees must be received within 5 business days, following the approval, to confirm the reservation.
6. Once confirmed, any changes must be made no later than 2 business days prior to event.
7. Requests are mediated by Library staff according to room availability and criteria (see Meeting and Program Rooms Use Policy).
8. A notification of approval or denial will be sent to requestor.
9. Cancellations made 2 business days prior to the event will receive refunds or may transfer to another available date.

Room Reservation Hours

Room reservation is by one-hour increments starting 30 minutes after the library opens and ending 30 minutes prior to closing to allow for normal Library operations. (Library and Branch hours and room use hours are subject to change.)

The Meadows Community Rooms or Hoffer Room may be reserved after regularly scheduled Library closing times only per special approval. A charge will be assessed to compensate overtime pay for Facilities, Security, and other Library staff.

Room Capacity

Room capacity shall not exceed the maximum number of people allowed by the Fire Code. Capacities may change depending on room set-up. Room must be left in good condition with its original set up.

View Current Room Availability and Room Set-ups

There is no fee for reserving Meeting and Program Rooms for the following groups:

• Gail Borden Public Library District cardholders (In-District)
• Governmental tax-supported agencies
• Nonprofit organizations (In-District)

Room Reservation Fees for Out-of-District groups

Room Reservation Fees are based on one-hour rentals. Any portion of an hour is charged as a full hour.

There is a charge for the following for all In-District and Out-of-District groups:

• Maintenance
• Equipment/IT Assistance
• Computer Training Room – refundable deposit
• Grand Piano – refundable deposit

Maintenance Fees

When Refreshments are served, a Maintenance Fee will be charged as follows:

Equipment/IT Assistance

The following equipment is available when reserving a Meeting Room and includes set-up:

• Microphones – handheld, tabletop, and lavaliere
• LCD Projector
• Screen
• Laptop
• Markerboard/Flipchart

A fee of $25 will be charged when additional IT assistance is required. Additional IT assistance is dependent upon staff availability.

Replacement cost will be charged for any damage to equipment.

Computer Training Room Fee

The Computer Training Room requires an additional $300 deposit, refunded after the program if all equipment is found to be in good condition.

Grand Piano Fee

The grand piano in the Main Library’s Meadows Community Room A is available for a $300.00 deposit, refunded after the event if the piano remains in good condition. If an organization requests a special tuning, the Library will attempt to have it tuned in time for the event. The cost of that tuning will be charged to the organization.

All fees collected are used to maintain Library facilities.

WHEREAS, the Gail Borden Library District (“Library District”) is committed to ensuring that its activities, programs, services, information, facilities, and work environment is safe and healthy and to complies with multiple laws that prohibit discrimination and harassment; and

WHEREAS, in furtherance of its commitment to a safe and healthy environment while ensuring compliance with federal and state laws, the Library District enacted an Anti-Harassment Policy to not only comply with state and federal laws prohibiting harassment and discrimination, but provide valuable guidance for staff an members of the community; and

WHEREAS, after review of the Anti-Harassment Policy, the Library District determined that it is in the best interest of the Library District to update the policy to better explain policies, procedures and options available to staff and members of the community (Attachment A); and

WHEREAS, the Library District recommends that the Board of Trustees adopt the Anti-Harassment Policy (Attachment A) in furtherance of its commitment to ensure that its activities, programs, services, information, facilities, and work environment are free from discrimination and harassment in accordance with state and federal laws.

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

1. The Anti-Harassment Policy, is outdated and it is necessary to modify and update; and
2. It shall adopt the modified and updated Anti-Harassment Policy (Attachment A) to ensure that activities, programs, services, information, facilities, and work environment are free from discrimination and harassment in accordance with state and federal laws.

PASSED by roll call vote this - 9th day of January, 2018.

ATTACHMENT A
GAIL BORDEN PUBLIC LIBRARY DISTRICT
ANTI-HARASSMENT POLICY

A. Policy

The Library’s policy requires that all employees enjoy a work environment free from all forms of discrimination and harassment. Discrimination and harassment based on a person’s race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, ancestry, sexual orientations, gender identity, veteran status, military status, marital status, or any other protected category, in accordance with law, will not be tolerated. The Library has determined that a safe and civil environment is necessary for employees to be successful and productive, the Library expects all employees to conduct themselves in a manner that displays proper regards and respect for the rights and welfare of others. The Library will not tolerate discrimination or harassment of library employees or volunteers by anyone, including any supervisor, manager, co-worker, vendor, contractor, customer, or other visitor of the library. Violation of this policy shall be considered grounds for disciplinary action up to and including discharge.

To that end, this policy is designed to promote a safe and healthy work environment and to comply with multiple laws that prohibit discrimination and harassment, including: Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act Amendments Act, the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, the Age Discrimination Act, the Pregnancy Discrimination Act of 1978, the Uniformed Services Employment and Re-employment Act, the Veterans' Readjustment Act of 1974, the Genetic Information Nondiscrimination Act of 2008, and the Illinois Human Rights Act.

B. Definitions and Examples

1. Definition of Discrimination and Harassment: For the purposes of determining whether a particular course of conduct constitutes discrimination or 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, discrimination and harassment are defined as follows:

   Any unwelcome conduct that is based on: race, color, religion, sex, pregnancy, disability, national origin, citizenship status, ancestry, age, order of protection status, genetic information, marital status, sexual orientation including gender identity, arrest record status, military status, and unfavorable discharge from military service when:

1. The conduct is severe or pervasive enough to create a work environment that a reasonable person would consider intimidating, hostile, or abusive;
2. The offensive conduct becomes a condition of continued employment.
3. The conduct is used as the basis for or a factor in decisions affecting that individual’s employment, participation in a Library activity.

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

1. Denying a person access to a Library program based on that person's race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, height, weight or veteran’s status;
2. Denying raises, benefits, or promotions on the basis of a person's race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, height, weight or veteran’s status;
3. Preventing any person from using Library facilities or services because of that person's race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, height, weight or veteran’s status;
4. Instigating or allowing an environment that is unwelcoming or hostile based on a person's race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, height, weight or veteran’s status.
5. Making negative comments about an employee’s personal religious beliefs
6. Sending emails with offensive jokes or graphics about race or religion
7. Making derogatory comments about someone’s disability or age
8. Using racist slang, phrases, or nicknames

C. Reporting of Discrimination or Harassment

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

1. Reporting of Incident: All Library employees are responsible to help assure that we avoid discrimination or harassment. Any individual who believes that he or she has been subjected to harassment or discrimination as prohibited by this policy or who has witnessed harassment or discrimination should submit a complaint to the Director of Human Resources, a supervisor, or any member of the Library management, except where the person is the individual accused of discrimination or 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 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 discrimination or 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 alleged discrimination or 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 with 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 discrimination or 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 discrimination or harassment occurred, did not occur, or there is inconclusive evidence as to whether the 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 discrimination or harassment.
4. Confidentiality of Records: The rights to confidentiality, both of the complainant and of the accused, will be respected and consistent with the Library’s legal obligations and necessity to investigate allegations of misconduct in order to take corrective action when this conduct has occurred. Persons who report incidents of discrimination or harassment are encouraged to keep notes in order to accurately record offensive conduct. Every effort shall be made to keep all matters related to the investigation and various reports confidential.
5. Timeframe for Reporting: The Library encourages a prompt reporting of complaints so that rapid response and appropriate action may be taken. 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 discrimination or harassment complaints. Delayed reporting of complaints will not, in and of itself, preclude the Library from taking remedial action
6. External Complaint Resources: Any employee who believes they have been the subject of discrimination, harassment or retaliation for complaining about discrimination or harassment also has the right to file a charge of civil rights violations with the Illinois Department of Human Rights. If substantial evidence to support the charge is found to exist, the employee will have 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 write to the Illinois Department of Human Rights, 100 W. Randolph Street, Room 10-100, Chicago, IL 60631, or call (312) 814-6269.

D. Consequences of a Violation of Harassment

1. Discipline: Disciplinary action will be taken against any employee found to have engaged in discrimination or harassment of any other person. The Library has the managerial right to impose discipline up to and including termination, to deal with discrimination or 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 an environment. If an investigation results in finding that the complainant falsely accused another of harassment knowingly or in a malicious manner, the complainant will be subject to appropriate discipline, up to and including termination.
2. False Reports: A false report is a report of discrimination or harassment made by an accuser to accomplish some end other than stopping of discrimination or harassment or retaliation. 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.

E. Dissemination

The Library shall take reasonable measures to assure that employees are informed of this policy and procedure by inclusion in the Gail Borden Public Library Personnel Handbook available on the Library’s intranet site. A copy is also available in Human Resources.

WHEREAS, the Gail Borden Library District (“Library District”) is committed to ensuring that its activities, programs, services, information, and facilities are equally accessible to staff and members of the community with disabilities in accordance with the Americans With Disabilities Act (“ADA”) and Section 504 of the Rehabilitation Act (“Section 504”) and other applicable disability-related federal or state laws and regulations; and

WHEREAS, in furtherance of its commitment to accessibility for individuals with disabilities while ensuring compliance with federal and state regulations, on July 14, 1992 the Gail Borden Library District (“Library District”) passed Resolution 92-7-2 (Compliance with the Americans with Disabilities Act), to not only comply with the ADA and Section 504, but provide valuable guidance for staff and members of the community with disabilities; and

WHEREAS, after review of Resolution 92-7-2, the Library District determined that it is in the best interest of the Library District to update the policy to better explain policies, procedures and options available to staff and members of the community with disabilities (Attachment A); and

WHEREAS, the Library District recommends that the Board of Trustees adopt ADA Policy (Attachment A) in furtherance of its commitment to ensure that its activities, programs, services, information, and facilities are equally accessible to staff and members of the community with disabilities in accordance with the ADA and Section 504.

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

1. Resolution 92-7-2 (Compliance with the Americans with Disabilities Act), approved on July 14, 1992, is outdated and it is necessary to modify and update; and
2. It shall adopt the modified and updated ADA Policy (Attachment A) to ensure that activities, programs, services, information, and facilities are equally accessible to staff and members of the community with disabilities in accordance with the ADA and Section 504.

PASSED by roll call vote this - 14th day of November , 2017.

ATTACHMENT A

A. Americans With Disabilities Compliance

The Gail Borden Public Library District (“the Library”) is committed to making its facilities accessible to and usable by all patrons and visitors. This commitment is ongoing, proactive and intended to meet the needs of a diversity of individuals with disabilities in compliance with the Americans With Disabilities Act (“ADA”) and Section 504 of the Rehabilitation Act (“Section 504”). In general, the ADA requires each program, service and activity offered by Gail Borden Public Library District, when viewed in its entirety, be readily accessible to and usable by qualified individuals with disabilities.

It is the intention of the Library to foster open communication with all individuals requesting readily accessible programs, services and activities. The Library encourages supervisors of programs, services and activities to respond to requests for reasonable modifications. To this end, the Library is committed to promoting positive participation and a quality experience by providing reasonable accommodations for individuals with disabilities upon request.

B. Request for Reasonable Accommodation

The Library is committed to promoting positive participation and a quality experience by providing reasonable accommodations for individuals with disabilities upon request. Both the ADA and Section 504 require the Library to provide appropriate and reasonable accommodations to the public and employees with disabilities unless doing so would create an undue hardship, compromise the health and safety of members of the Library community, or fundamentally alter the nature of the Library’s mission. To request a reasonable accommodation, please complete the Request for Reasonable Accommodation Form by signing and either delivering via mail or hand delivery to [Deputy Director, Sara Sabo, ADA Coordinator at 847-429-5984].

C. ADA Complaint Procedure

The Library provides a complaint process for resolution of any complaint alleging noncompliance with the ADA or discrimination on the basis of a disability. If you wish to utilize the compliant process please complete and return the attached complaint form. Complaints should be addressed to Deputy Director, Sara Sabo, ADA Coordinator, who has been designated to coordinate ADA compliance efforts and investigate allegations of noncompliance and/or disability discrimination.

1. The complaint form should be fully completed containing the name and address of the person filing it, and briefly describe the nature of the allegation. Any documents pertinent to the allegations may be attached.
2. A complaint should be filed within sixty (60) calendar days after the complainant becomes aware of the alleged violation.
3. An investigation by the ADA Coordinator, or designee, as may be appropriate, shall follow the filing of a complaint. The investigation shall be informal but thorough and afford all interested persons and their representatives, if any, an opportunity to submit relevant documents and information.
4. A written determination as to the merits of the complaint and a description of the resolution, if any, shall be issued and forwarded to the complainant no later than thirty (30) calendar days after its filing. Additional time may be required to issue a determination depending on the complexity of the issue(s) raised in the complaint.
5. The ADA Coordinator shall maintain the files and records relating to the complaints in compliance with the Illinois State Records Retention Law.
6. The ADA Coordinator’s written determination may be appealed to the Library’s Board of Trustees (“Library Board”) by submitting a copy of the complaint, the ADA Coordinator's written determination, and a brief written statement explaining the reason(s) why the ADA Coordinator’s written determination should be modified or reversed (collectively referred to as “the Appeal”), within five (5) business days after the complainant's receipt of the ADA Coordinator's written determination. Failure to appeal the ADA Coordinator’s written determination to the Library Board within the specified time limits shall waive any right to appeal.
7. After review of the Appeal, the Library Board shall sustain, modify, or reverse the ADA Coordinator’s written determination in writing, stating the basis, and shall cause a copy of the decision to be served on the parties. The decision of the Library Board shall be final.
8. The right of a person to a prompt and equitable resolution of the complaint filed hereunder shall not be impaired by nor shall the use of this process be a prerequisite to the pursuit of other remedies.
9. Other remedies include the filing of an ADA complaint with the Department of Justice: U.S. Department of Justice, 950 Pennsylvania Avenue, NW, Civil Rights Division, Disability Rights Section – NYA, Washington, D.C. 20530.

For more information about the ADA or the complaint process or to request a reasonable accommodation, please contact Deputy Director, Sara Sabo, ADA Coordinator at ssabo@gailborden.info and 847-429-5984.

ADA Complaint Form | Request for Reasonable Accommodation Form

The Gail Borden Public Library is a smoke-free campus. Smoking is prohibited within the building and on the library grounds of the Main Library, Rakow Branch and South Elgin Branch. This policy applies to the use of tobacco products, smokeless tobacco, herbal products, as well as e-cigarettes.

Gail Borden Public Library District 04/28/2017