Section 10: Miscellaneous Policies
- Section 10.1: Digital Video Security Camera Policy
- Section 10.2: Volunteers
- Section 10.3: Meetings and Telephone Conferencing
- Section 10.4: Anti-Fraud Policy
- Section 10.5: Photography, Videotaping, and Use of Other Recording Devices
- Section 10.6: Freedom of Information Act (FOIA) Policy
- Section 10.7: Identity Protection Policy
- Section 10.8: Laminating Policy
- Section 10.9: VHS Conversion Policy
- Section 10.10: Notary Public Service
Security cameras will be used where needed to discourage violations of the Library’s Rules of Conduct, to assist Library staff in preventing the recurrence of any violations and, when necessary, to provide law enforcement assistance in prosecuting criminal activity. The purpose of this policy is to establish guidelines for the placement and use of digital video cameras, as well as the access and retrieval of recorded digital video images at the MAPLD.
Video monitoring and recording will be conducted in a manner consistent with all existing local and applicable laws and ordinances.
Cameras may be installed in locations where staff and patrons would not have an expectation of privacy. Examples include common areas of the Library such as entrances, near book and media collections, public seating, delivery areas and parking lots.
Cameras will not be installed in areas where staff and public have a reasonable expectation of privacy, such as restrooms.
- Digital video security cameras are installed in selected indoor and outdoor locations
- A sign will be posted at Library entrance informing the public that security cameras are in use
- Selected staff will have access to the real time monitors, although activity is only randomly monitored
- In pursuit of incidents of criminal activity or violation of the Library’s Rules of Conduct, only the Library Director or his/her designee(s) will have access to the archived material
- Video recordings and photos obtained through the video monitoring system will be released only in response to search warrants, court orders, and requests by law enforcement for an active investigation
- Images will typically be retained for a period determined by the storage capacity of the equipment, usually 12 calendar days. As new images are recorded, the oldest images will be automatically deleted.
- Selected digital video may be saved for as long as required on DVDs.
- Staff and patron safety is the first priority in any threatening situation. The protection of Library property is of secondary importance.
- Cameras will not be installed for the express purpose of monitoring staff performance.
- The general public will not be allowed access to camera images.
- Questions from the public may be addressed to the Library Director.
Approved: April 14, 2014
Volunteers bring enthusiasm, energy, added talents and a fresh perspective to the Library. Volunteers enhance adequate staffing. Volunteers enrich Library offerings. Volunteers aid the Library in making the best use of fiscal resources and contribute to sound relationships with other community groups and organizations. Volunteers are liaisons to the community and advocates for quality Library service.
Nothing in this policy shall be deemed to create a contract of any sort between the volunteer and the Library.
Who are Volunteers?
A volunteer is any individual, 16 years or older, who provides Library related services at the Library, without remuneration or other benefits. The Library Director may make exceptions to the age requirement.
A volunteer student intern is any student who provides Library related services at the Library, without remuneration or other benefits, as part of an authorized school program to earn academic credit or as part of a recognized scouting program to earn advanced rewards.
The Application Process
- All prospective volunteers must first read this Volunteer Policy and complete an application for volunteer services. The Library cannot guarantee a volunteer position for all applicants. Furthermore, the Library will not accept applications from any person required or otherwise obligated to perform community service by virtue of a judicial or quasi-judicial order.
2. If no volunteer opportunities exist, applications for volunteer services will be kept on file for a period of one year.
3. If volunteer opportunities exist or arise, a prospective volunteer may be called in for a meeting to determine if he or she is qualified for the volunteer opportunity.
4. In determining if a prospective volunteer is qualified for a volunteer opportunity, the prospective volunteer’s skills, interests and ability to commit to consistent volunteer schedule will be considered.
5. Prospective volunteers who qualify for a volunteer opportunity must provide references and submit to a criminal background check at their own expense. If accepted as a volunteer, any expenses incurred in submitting to a criminal background check will be reimbursed.
6. Prospective volunteers who qualify for a volunteer opportunity and are under 18 years of age must obtain permission from their parent or legal guardian.
7. Subject to applicable State and Federal law, a volunteer’s application and records will only be provided to a third party upon notice to and written permission from the volunteer whose records are sought.
- Once accepted, all volunteers will be trained and supervised by Library staff.
- A volunteer who is a family member of a Library staff member will not be placed under the direct supervision of their family member.
- A volunteer’s schedule will be planned according to the needs of the Library and the volunteer.
- If a volunteer will be absent or tardy, they will contact the Library Director or librarian-in-charge before they are scheduled to volunteer.
- Volunteer agrees to familiarize themselves with and to abide by all Library policies including, but not limited to, the Library Records Confidentiality Policy and the Library’s Dress code Policy.
- All volunteers are expected to conduct themselves in a businesslike manner and project a favorable image.
- Accidents occurring while volunteering must be immediately reported to the Library Director.
- Volunteers are not covered by Library insurance, or benefits, including workers’ compensation insurance.
- Volunteers are required to wear identification badges when working in the Library.
- Both the volunteer and the Library have the right to terminate the volunteer’s association with the Library at any time, for any reason, with or without cause.
Approved: April 14, 2014
Participation in meetings of the Board of Library Trustees of the Village of Matteson via telephone conference call or other electronic means.
Provided approval is given by a majority of a quorum of the Board of Library Trustees, any matter requiring a roll call or voice vote at a regular or special meeting of an appointed or elected Library Board Trustee (“Trustee”) or public hearing required by statute may be voted on by an absent Trustee via telephone conference call or other electronic means wherein identifiable voices or other transmissions are received between the absent Trustee and the rest of the Board present at the regular or special meeting or public hearing required by statute subject to the following conditions:
10.3.1 The absent Trustee cannot be present at the meeting or public hearing at which the matter is put to a vote due to 1) personal illness or disability, 2) employment purposes or business of the Library Board, or 3) a family or other emergency.
10.3.2 The absent Trustee, whenever practicable, has provided notice of his/her expected absence to the Library Board Secretary at least 48 hours before the meeting is convened;
10.3.3 When a Trustee has provided notice of his/her intended participation by telephone conference or other electronic means to the Library Board Secretary 48 hours in advance, public notice of the meeting or public hearing shall contain, in addition to any other information required by law, the name of the Trustee who will be attending in that manner, the type of medium through which he/she will attend, and a listing of locations, if any, where the public may attend the meeting or public hearing through use of the technology in addition to the designated meeting site;
10.3.4 Where it is not practicable for the absent Trustee to provide 48 hours notice of his/her intended participation by telephone conference call or other electronic means, the Library Board President, or presiding officer, as the case may be, shall, prior to the convening of the meeting or public hearing, announce such method of attendance to the public and the reason why the absent Trustee is participating by such means;
10.3.5 If the President or other presiding officer attends the meeting or public hearing by telephone conference call or other electronic means, he or she shall not be required to vacate the chair and may act in his or her capacity as President or other presiding officer for the purposes of the meeting despite not being physically present;
10.3.6 The voice of the absent Trustee participating by telephone conference call or other electronic means, after being identified by the rest of the Library Board as belonging to the absent Trustee, shall be simultaneously broadcast to the public present at the meeting or public hearing so that his or her voice can be heard, and the absent Trustee shall also be able to hear any public comment regarding the issues elicited at the meeting or public hearing, if any, before the vote is taken;
10.3.7 The absent Trustee, before voting, shall publicly state the reason for not being present at the meeting or public hearing to vote in person;
10.3.8 The Library Board Secretary shall record the manner of participation by a Trustee participating by telephone conference call or other electronic means in the minutes of any meeting or public hearing where such participation occurred;
10.3.9 The absent Trustee, while attending by telephone conference call or other electronic means, shall not be counted in the determination of a quorum for the meeting or public hearing;
10.3.10 No more than two Trustees may attend the same meeting or public hearing by telephone conference call or other electronic means;
10.3.11 The Library Board, in its discretion, and by majority vote, may authorize its staff, consultants or other individuals to participate in the proceeding of the Library Board by telephone conference call or other electronic means, to the extent permissible under Illinois law.
Revised: November 13, 2006
Reviewed: April 14, 2014
The MAPLD will not tolerate any type of fraud, waste, theft or abuse related to dealings with the Library and may pursue prosecution or other legal action if it finds evidence fraud, waste, theft or abuse may have occurred.
The MAPLD has established this policy to provide controls and aid in the detection of fraud, waste, theft or abuse against the Library. This policy applies to any suspected fraud, waste, theft and abuse involving an employee, a consultant, vendor, contractor, other agency, or person/entity doing business with the MAPLD in any other relationship with the Library.
For the purposes of this policy, fraud is an intentional deception designed to obtain a benefit or advantage or to cause some benefit that is due to be denied. Examples of fraud include:
- Forgery or alteration of a check, bank draft or any other financial document
- Theft of a check or other payment
- Misappropriation of funds, supplies, or other assets
- Impropriety in the handling or reporting of money or financial transactions
- Unauthorized access to or use of confidential information obtained from the Library
The MAPLD requires that any suspected fraud, waste, theft or abuse be reported for further investigation. The MAPLD will, to the extent possible, protect the identity of the person making the report, and will not retaliate against any person for making a report in good faith.
Failure to comply with this policy may result in a separation of business/employment with the MAPLD.
Approved: April 14, 2014
Photography, videotaping, or use of other recording devices may not interfere with the provision of Library services. Staff will terminate any photography, videotaping, or recording session that appears to compromise public safety or security.
Persons photographing, videotaping, or recording on Library premises have the sole responsibility for obtaining the necessary releases and permissions from persons who are to be photographed, videotaped, or recorded. Taking photographs or videotaping of a minor requires the permission of the minor’s parent or guardian. The Library undertakes no responsibility for obtaining these releases.
The Library does not permit commercial photography or filming. Any exception requires the express written permission from the Library Director or the director’s designee.
Community organizations holding scheduled events or meetings in the Library may arrange for their own commercial photography or videotaping/recording of their event. Such commercial photography and videotaping is restricted to the space reserved by the group, and the group is responsible for any necessary releases and permissions.
Library Staff Photography/Videotaping
The Library reserves the right to document its services and the public’s use of the Library. Official representatives of the Library may take photographs, videotape, or use other recording devices within the Library and at Library-related events and activities for Library purposes. These photographs and video may be copied, displayed, published (including on the Library’s website), and telecast for such purposes as promotion, publicity, and news to inform the public about the Library. All such photography/videotaping will be in accordance with Library procedures.
This policy extends to photographs and filming by Library staff at Library booths and programs at public events in the community.
Adopted: April 14, 2014
Section 10.6: Freedom of Information Act (FOIA) Policy
10.6.1: A brief description of our public body follows:
A. The Matteson Area Public Library is dedicated to the assistance of life-long learning for all residents by providing excellence in services, resources, and classes.
B. An organizational chart is attached.
C. The total amount of our operating budget for FY 15-16 is: $3,081,178.25. Funding sources are property and personal property replacement taxes, state and federal grants, fines, charges, and donations. Tax levies are:
1. Corporate purposes (for general operating expenditures)
2. IMRF (provides for employee’s retirement and related expenses)
3. Social Security (provides for employee’s FICA costs and related expenses)
4. Audit (for annual audit and related expenses)
5. Maintenance (for maintaining the building [never levied])
6. Tort Liability (for insurance premiums, risk management, attorney’s fees and related expenses, unemployment and worker’s compensation insurance)
7. Working Cash (for internal loans: [never levied])
8. Debt Service (for bond and interest payments [no longer levied])
D. The office is located at this address: Matteson Area Public Library, 801 S. School Avenue, Matteson, IL 60443.
E. We have the following number of persons employed:
a) Full-time 16
b) Part-time 34
F. The following organization exercises control over our policies and procedures: The Matteson Public Library Board of Library Trustees, which meets monthly on the 2nd Monday of each month, 7:00 p.m., at the library unless rescheduled and notice given in accordance with the Illinois Open Meetings Act. Its members are: Dwayne Shipp, President; Harold Gillis, Vice President; Leana Page, Secretary; Milfred Moore, Treasurer; Beverly Coleman, Howard Hunigan, and Temitope Babayode.
G. The library is required to report and be answerable for our operations to:
Illinois State Library, Springfield, Illinois. Its members are: State Librarian and Secretary of State, Jesse White, Director of State Library, Anne Craig; and various other staff.
Section 10.6.2: You may request the information and the records available to the public in the following manner:
A. Use the request form or submit a request via email, by written letter or fax. The request form is not required, but is preferred.
B. Your request should be direct to the following individual:
FOIA Officer, Administration Office
Matteson Area Public Library
801 S. School Avenue
Matteson, IL 60443
C. You must indicate whether you have a “commercial purpose” in your request.1
D. You must specify the records requested to be disclosed for inspection or to be copied. If you desire that any records be certified, you must specify which ones.2
E. To reimburse us our actual costs for reproducing and certifying (if requested) the records, you will be charged the following fees:
• There is a $1.00 charge for each certification of records.
• There is no charge for the first fifty (50) pages of black and white text either letter or legal size;
• There is a $ .15 per page charge for copied records in excess of 50 pages.
• The actual copying cost of color copies and other sized copies will be charged.
F. If the records are kept in electronic format, you may request a specific format and if feasible, they will be so provided, but if not, they will be provided either in the electronic format in which they are kept (and you would be required to pay the actual cost of the medium only, i.e. disc, diskette, tape, etc.) or in paper as you select.
G. The office will respond to a written request within five (5) working days or sooner if possible. An extension of an additional five (5) working days may be necessary to properly respond.
H. Records may be inspected or copied. If inspected, an employee must be present throughout the inspection.
I. The place and times where the records will be available are as follows:
Monday – Friday, 9:30 a.m. to 4:00 p.m.
Matteson Area Public Library, Administrative Offices
10.6.3: The following are available on the library website or through a FOIA request form:
A. Monthly Financial Statements
B. Annual Receipts and Disbursements Reports
C. Budget and Appropriation Ordinances
D. Levy Ordinances
E. Operating Budgets
F. Annual Audits
G. Minutes of the Board of Library Trustees
H. Library Policies, including Resource Selection
I. Adopted Ordinances and Resolutions of the Board
J. Annual Reports to the Illinois State Library
Please note that certain types of information maintained by the library are exempt from inspection and copying.
1 “Commercial purpose” is defined in the Act as “the use of any part of a public record or records, or information derived from public records, in any form for sale, resale, or solicitation or advertisement for sales or services.” However, there are exceptions for news media, non-profits, scientific and academic organizations for disseminate news, articles or opinions of public interest, or research or education.
2 In the event a “commercial interest” is involved, additional questions can be asked of the requestor by the public body FOIA officer in order to determine the classification, then the public body has up to 21 days to respond and either deny the request based on exemptions or undue burden; or estimate the time and cost of the copying for prepayment; or provide the documents requested.
Adopted: November 9, 2015
The Matteson Area Public Library adopts this Identity Protection Policy pursuant to the Identity Protection Act [5 ILCS 179/1 et seq]. The Identity Protection Act requires each local government agency to draft, approve, and implement an Identity Protection Policy to ensure the confidentiality and integrity of Social Security numbers that agencies collect, maintain, and use. It is important to safeguard Social Security numbers (SSNs) against unauthorized access because SSNs can be used to facilitate identity theft. One way to better protect SSNs is to limit the widespread dissemination of those numbers. The Identity Protection Act was passed in part to require local government agencies to assess their personal information collection practices and make the changes to those practices necessary to ensure confidentiality of SSNs.
10.7.2: Social Security Number Protections Pursuant to Law
Whenever an individual is asked to provide this office with a SSN, Matteson Area Public Library shall provide that individual with a statement of the purpose or purposes for which Matteson Area Public Library is collecting and using the SSN. Matteson Area Public Library shall also provide the statement of purpose upon request. That Statement of Purpose is attached to this Policy.
The Matteson Area Public Library shall not:
• Publicly post or publicly display in any manner an individual’s Social Security number. “Publicly post” or “publicly display” means to intentionally communicate or otherwise intentionally make available to the general public.
• Print an individual’s Social Security number on any card required for the individual to access products or services provided by the person or Matteson Area Public Library.
• Require an individual to transmit his or her Social Security number over the internet, unless the connection is secure or the SSN is encrypted.
• Print an individual’s SSN on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method of delivery, unless State or federal law requires the SSN to be on the document to be mailed. SSNs may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the SSN. A SSN that is permissibly mailed will not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.
In addition, the Matteson Area Public Library shall not1:
• Collect, use, or disclose a SSN from an individual, unless: (i) required to do so under State or federal law, rules, or regulations, or the collection, use, or disclosure of the SSN is otherwise necessary for the performance of the Matteson Area Public Library’s duties and responsibilities; (ii) the need and purpose for the SSN is documented before collection of the SSN; and (iii) the SSN collected is relevant to the documented need and purpose.
• Require an individual to use his or her SSN to access an Internet website.
• Use any SSN for any purpose other than the purpose for which it was collected.
10.7.3: Requirement to Redact Social Security Numbers
Matteson Area Public Library shall comply with the provisions of any other State law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual’s SSN.
Matteson Area Public Library shall redact SSNs from the information or documents before allowing the public inspection or copying of the information or documents.
When collecting SSNs, the Matteson Area Public Library shall request each SSN in a manner that makes the SSN easily redacted if required to be released as part of a public records request. “Redact” means to alter or truncate data so that no more than five sequential digits of a SSN are accessible as part of personal information.
10.7.4: Employee Access to Social Security Numbers
Only employees who are required to use or handle information or documents that contain SSNs will have access to such documents. All employees who have access to SSNs shall be trained to protect the confidentiality of SSNs.
1These prohibitions do not apply in the following circumstances:
(1) The disclosure of SSNs to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary in order for the entity to perform its duties and responsibilities; and, if disclosing to a contractor or subcontractor, prior to such disclosure, the governmental entity must first receive from the contractor or subcontractor a copy of the contractor’s or subcontractor’s policy that sets forth how the requirements imposed under this Act on a governmental entity to protect an individual’s SSN will be achieved.
(2) The disclosure of SSNs pursuant to a court order, warrant, or subpoena.
(3) The collection, use, or disclosure of SSNs in order to ensure the safety of: State and local government employees; persons committed to correctional facilities, local jails, and other law-enforcement facilities or retention centers; wards of the State; and all persons working in or visiting a State or local government agency facility.
(4) The collection, use, or disclosure of SSNs for internal verification or administrative purposes.
(5) The disclosure of SSNs by a State agency to any entity for the collection of delinquent child support or of any State debt or to a governmental agency to assist with an investigation or the prevention of fraud.
(6) The collection or use of SSNs to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act, to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley Act, or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit.
Statement of Purpose for Collection of Social Security Numbers
Identity Protection Act
The Identity protection Act [5 ILCS 179/1 et seq.] requires each local government agency to draft, approve, and implement an Identity Protection Policy that includes a statement of the purpose of purposes for which the agency is collecting and using an individual’s Social Security number (SSN). This statement of purpose is being provided to you because you have been asked by the Matteson Area Public Library to provide your SSN or because you requested a copy of this statement.
Why does Matteson Area Public Library collect your SSN?
You are being asked for your SSN for one or more of the following reasons:
• Complaint mediation or investigation;
• Crime victim compensation;
• Vendor services, such as executing contracts and/or billing;
• Law enforcement investigation;
• Child support collection;
• Internal verification;
• Administrative services: employment eligibility verification, payroll and tax purposes, retirement and pension plan purposes, employment benefit plan purposes, and background checks; and/or
• Other: ________________________________________________________
What does Matteson Area Public Library do with your SSN?
• We will use your SSN only for the purpose for which it was collected.
• We will not do any of the following:
• Sell, lease, loan, trade, or rent your SSN to a third party for any purpose;
• Publicly post or publicly display your SSN;
• Print your SSN on any card required for you to access our services;
• Require you to transmit your SSN over the Internet, unless the connection is secure or your SSN is encrypted; or
• Print your SSN on any materials that are mailed to you, unless State or Federal law requires the number be on the documents mailed to you or unless we are confirming the accuracy of your SSN.
Question or Complaints about this Statement of Purpose, write to:
Matteson Area Public Library
801 School Avenue
Matteson, IL 60443
Adopted: November 9, 2015
The Matteson Area Public Library provides laminating services for the public on a limited basis.
Size of Laminating Film
Hot laminating film is 27 inches wide and will seal materials up to 25 inches wide. Items that are 8” x 10” or less in size may be eligible for cold lamination.
Items that are more than one normal thickness may not obtain a hot seal and may be denied service.
Cost of Laminating
The cost is $ .50 per linear foot.
Lamination is done once a week, staff time permitting. All materials must be picked up during regular business hours within 7 days after customer notification. Due o the heat process involved in lamination and the possibility of special coatings on the materials, the library assumes no liability as to its effect on the items being laminated.
The information that is to be processed may not represent treason or libel (as proven in court) or pornography.
The library adheres to the copyright laws of the United States (Title 7 US Code) governing the making of copies of copyrighted materials.
Adopted: November 9, 2015
The MAPLD provides a VHS to DVD conversion service to its patrons. The staff will convert material that does not injure, infringe or violate any patent, copyright, trade secret, trademark or other intellectual property right of any third party, or violate obscenity law or other applicable law, rule or regulation in any jurisdiction in which the content may be viewed or retrieved.
The MAPLD staff, administration and Board of Trustees are not responsible for any damage, breakage, erasure or other injury, loss or damage of the VHS tape submitted. The staff will not screen the content of the tape for any other purpose than to check status of recording and this is strictly a dubbing service, not editing.
There is a $10.00 fee per VHS tape conversion and it must be paid prior to the return of the materials to its owner. No refunds will be given unless the VHS tape could not be converted.
This service may take up to seven (7) business days to complete, and materials not picked up after thirty (30) days may be disposed.
The information that is to be processed may not represent treason or libel (as proven in
court) or pornography.
The library adheres to the copyright laws of the United States (Title 7 U.S. code) governing
the making of copies of copyrighted materials.
Approved: November 15, 2016
Notary Service is not guaranteed. It is a courtesy service provided by the Library and is not the Notary’s primary duty; therefore, the Notary may ask the customer to wait while the Notary attends to a patron or other task or Library matters.
Notaries cannot provide legal advice or counseling regarding the documents. They will only attest to documents signed in their presence. If a customer has already signed the document, the Notary will request that they sign it again in the Notary’s presence.
Users must present a current, unexpired government issued identification that includes a photo and signature before the notarization can take place.
The person who will sign the document must be sure that the document is completely filled out, leaving no blanks other than where the customer will sign the document, before appearing before the Notary. Library Notaries may not notarize any document with blank
The Notary cannot attest to true copies of passports, driver’s licenses, etc.
In situations where a witness is required the Library will not provide witnesses and witnesses may not be solicited from patrons using the Library. In order to serve as a witness, the witness must be personally known to the individual whose document is being notarized and must be in possession of valid photo identification.
Documents in any other language other than English will not be notarized at this facility.
Illinois law requires that a Notary and the patron seeking notarization be able to communicate directly with each other. The Library Notary is not permitted to make use of a translator to communicate with a Notary Service patron.
In accordance with Illinois Notarial Law, Notaries will not provide service if the patron’s document or circumstances of the request for Notary Service raise any issue of authenticity, ambiguity, doubt, or uncertainty for the Library. In this event, the Library Notary may at his/her sole discretion, decline to provide Notary service.
The Library provides Notary Service in accordance with the Illinois Notary Public Handbook, published by the Office of the Secretary of State, State of Illinois. This manual is available on the Secretary of State, State of Illinois’ Website. Library Notaries may decline to provide Notary Service in situations that do not comply with the provisions of this manual.
Approved: September 11, 2018