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Operational Policies

This section contains the policies adopted by the Shawnee Library System Board of Directors.

Use of Shawnee Library System Building and Grounds

The Shawnee Library System maintains a Headquarters building and grounds for the purpose of conducting the business of the Shawnee Library System.In general, neither the grounds nor the building are available for any purpose other than those required to conduct the business of the Shawnee Library System.

Acceptable uses of the Shawnee Library System Headquarters building or grounds:

  1. All activities provided or sponsored by the Shawnee Library System in support of member libraries.
  2. Activities as defined in the policy titled Videoconferencing Room/Equipment Rental Use Policies.
  3. As a polling place.
  4. In partnership with other agencies to house and use equipment of value to both agencies to achieve economy of scale.
  5. Other uses with the approval of the Executive Director.

The Shawnee Library System Headquarters building or grounds may not be used for any of the following purposes:

  1. Auxiliary parking for individuals or agencies.
  2. As a practice field for sports activities.

Adopted 9/17/98

Business Hours

The Shawnee Library System maintains business hours from 8:30 a.m.- 5:00 p.m. Monday - Friday. In addition, System consultants will visit member libraries and/or attend Board meetings as appropriate to the needs of member libraries.

With the exception of four holidays (New Year's Day, Independence Day, Thanksgiving Day, and Christmas Day), members of the Dynix consortium are able to contact the automation department staff in case of a Dynix emergency at all times.

Adopted 9/17/98

Collection Development Policy

Philosophy of Collection Development Policy

The Shawnee Library System exists to serve the libraries of the thirty-two southernmost counties of Illinois. The multiple functions of the System are detailed in the Shawnee Library System Plan of Service. The System's clientele are public, academic, school, and special libraries. Direct loan service to patrons is provided only through the Talking Books program.

One of the functions of the System is to assist its member libraries in meeting the information and recreational needs of their residents by providing back-up reference and interlibrary loan. This support is provided through continuing education opportunities for library staff, back-up reference for those information needs member libraries are unable to meet, and assistance with interlibrary loan.

The System facilitates resource sharing and cooperative collection development among its member libraries. This is supported in part by the maintenance on an automated online union catalog of participating libraries. This catalog is accessible to all libraries by dial access and the Internet. All libraries are eligible to participate and the System maintains the computer system and software.

Interlibrary loan access to library materials outside of the System is provided.

The System Headquarters collection is limited to purchasing library science related materials for the Professional collection, selected reference materials, Story Hour Kits, and maintaining a High Use collection of approximately 2,000 titles to help meet requests for information not readily available through interlibrary loan.

The Shawnee Library System participates in the Illinois Library and Information Network (ILLINET), and serves as a resource for other libraries in the state.

The Shawnee Library System adopts the American Library Association's Library Bill of Rights (See Attachment 1) and the Freedom to Read Statement (See Attachment 2) which affirm the System's belief in the following basic precepts:

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.

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.

Responsibility for Selecting Library Materials

Under the authority of the System Board of Directors, the Executive Director of the Shawnee Library System has the responsibility for selection of materials. This responsibility, while delegated primarily to the Information Services staff, is shared by all the professional staff of the Shawnee Library System.

Collection management is a continuous process which involves:

  • The acquisition of materials through selection and evaluation procedures.
  • The removal of materials no longer needed.
  • The replacement of lost or worn materials still of value.
Professional staff are responsible for all three aspects of the collection management process.

Standards for Selecting Library Materials

The key standard in selecting any item for the collection will be an assessment of the known and anticipated demand for the item in relation to its availability from other lending sources.  The primary objective in selecting materials will be to choose only those items whose frequent use will justify their cost. Quality of content and suitability of format are other important considerations.

The collection will include materials for the Professional collection, selected reference materials not available at member libraries, and a High Use collection of under 2,000 titles. No attempt will be made to build a broad or comprehensive collection of subject materials.

Relationship of the Shawnee Library System to Other Libraries

Both for philosophic and economic reasons, the Shawnee Library System goals are to:

  • Encourage the improvement of local library resources and the sharing of those resources.
  • Make full use of modern technology and delivery methods to identify, access and deliver information and materials to the user in the most cost effective and timely manner.
  • Confine the System collection to the Professional collection, selected reference materials, and a limited collection of high use materials.

Gift Materials

The Shawnee Library System welcomes gifts, and its collections have been enriched by contributions from individuals and other libraries.  In accepting a gift, the System makes the following stipulations:

The System reserves the right to decide whether a gift should be added to its collections. The following types of gift materials are usually excluded:

  • Publications excluded by the collection development policy.
  • Out-of-date materials not of historical value.
  • A duplicate of an item already in the Shawnee collection when extra copies are not needed.
  • Materials in poor physical condition which would not justify the expense of processing.

The System reserves the right to give to member libraries or otherwise dispose of gift materials that are not added to the Shawnee collection.

Donors are encouraged whenever possible to submit to the System a list of items offered which can be checked against the catalog of the library’s collections.

No restrictions on the System's use of gift materials may be made by the donor.  Gift items may not be reclaimed.

The System cannot appraise the value of a donation of materials or art. It will, however, issue the donor a letter acknowledging the donation. It is the donor's decision whether he or she will determine the value of the donation or utilize an independent appraiser. While the gifts to the System as a governmental unit qualify as tax deductible, the donor will have to consider the particular circumstances of his or her situation for the specific effect.

Any exceptions to the above principles shall be made only on the approval of the Executive Director of the Shawnee Library System.

Procedure for Reconsideration of Challenged Materials

Occasionally objections will be voiced to individual items in the collection, despite the quality of the selection process. The entire selection process is based on the premise that the System Board and staff support the principles of intellectual freedom inherent in the First Amendment of the Constitution of the United States and as expressed in the Library Bill of Rights of the American Library Association.

If a complaint is made, the following procedure will be followed:

  • The complainant should be informed of the selection process and may be provided with a printed copy of the Collection Development Policy.
  • The complainant should be requested to submit a formal “Citizen’s Request for Reconsideration of Library Materials.”  (See Attachment 3)
  • Challenged material should be kept in circulation during the reconsideration process.
  • When a request for reconsideration is submitted, the Executive Director shall immediately appoint an ad hoc staff review committee to examine the challenged material. The patron's local library should be informed of all steps that are taken to review the complaint. The review committee should meet its obligations by:
    • Prompt reading, viewing or listening to the challenged material in its entirety.
    • Checking established selection tools to ascertain the general acceptance of the challenged material.
    • Establishing relevance of the challenged material to the needs of other patrons.
    • Submitting a written recommendation to the Executive Director.

The decision to retain or exclude the challenged materials shall be made by the Executive Director in consultation with the committee.

In the event that the complainant is dissatisfied by the Executive Director's decision, he or she may bring the matter to the attention of the Shawnee Library System Board of Directors. 

The Freedom to Read

The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove books from sale, to censor textbooks, to label controversial books, to distribute lists of objectionable books, or authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to avoid the subversion of politics and the corruption of morals. We, as citizens devoted to the use of books and as librarians and publishers responsible for disseminating them, wish to assert the public interest in the preservation of the freedom to read.

We are deeply concerned about these attempts at suppression. Most such attempts rest on a denial of the fundamental premise of democracy: that the ordinary citizen, by exercising critical judgment, will accept the good and reject the bad. The censors, public and private, assume that they should determine what is good and what is bad for their citizens.

We trust Americans to recognize propaganda, and to reject it. We do not believe they need the help of censors to assist them in this task. We do not believe they are prepared to sacrifice their heritage of a free press in order to be protected against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression.

We are aware, of course, that books are not alone in being subjected to efforts at suppression. We are aware that these efforts are related to a larger pattern of pressures being brought against education, the press, films, radio and television. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy.

Such pressure toward conformity is perhaps natural to a time of uneasy change and pervading fear. Especially when so many of our apprehensions are directed against an ideology, the expression of a dissident idea becomes a thing feared in itself, and we tend to move against it as against a hostile deed, with suppression.

And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with stress.

Now as always in our history, books are among our greatest instruments of freedom. They are almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. They are the natural medium for a new idea and the untried voice from which come the original contributions to social growth. They are essential to the extended discussion which serious thought requires, and to the accumulation of knowledge and ideas into organized collections.

We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures towards conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings.

The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.

We therefore affirm these propositions:

  1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those which are unorthodox or unpopular with the majority.

    Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept which challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered to them. To stifle every nonconformist idea at birth would make the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it.

  2. Publishers, librarians and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what books should be published or circulated.

    Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks is proper.

  3. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author.

    A book should be judged as a book. No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish which draws up lists of writers to whom it will not listen, whatever they may have to say.

  4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.

    To some, much of modern literature is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters taste differs, and taste cannot be legislated; nor can machinery be devised which will suit the demands of one group without limiting the freedom of others.

  5. It is not the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or the author as subversive or dangerous.

    The idea of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for the citizen. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them.

  6. It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large.

    It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive.

  7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a bad book is a good one, the answer to a bad idea is a good one.

The freedom to read is of little consequence when expended on the trivial; it is frustrated when the reader cannot obtain matter fit for that reader's purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of their freedom and integrity, and the enlargement of their service to society, requires of all publishers and librarians the utmost of their faculties, and deserves of all citizens the fullest of their support.

We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of books. We do so because we believe that they are good, possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is our right.

 

Confidentiality of Records

The Shawnee Library System abides by Illinois Law which states that the records of patron transactions and the identity of registered library patrons is confidential material. The Shawnee Library System does not make available the records of patron transactions to any party except in compliance with the law. The Shawnee Library System does not make available lists of registered library patrons except in compliance with the law.

Adopted 9/17/1998

 

Consulting Services

The Shawnee Library System offers a variety of consulting services to its member libraries at no cost to those member libraries. The Shawnee Library System employs a staff of professionals who are qualified to provide consulting services in at least the following subject areas:

      • Annexation
      • Automation
      • Bibliographic Control
      • Budget
      • Collection Development
      • Construction
      • Continuing Education
      • Conversion to a Library District
      • Grantsmanship
      • Internet
      • Levy & Appropriation Process
      • Library Initiatives
      • Maintaining Financial Records
      • Marketing
      • Partnerships
      • Personnel
      • Policy
      • Public Libraries of all types
      • Reference Services
      • Referenda Strategies
      • School Library Media Centers
      • Technical Services
      • Technology Applications
      • Web Page Design
      • Weeding
      • Youth Services

Adopted 9/17/98

Cost of Database Searches

The Shawnee Library System subscribes to a variety of databases designed to facilitate the retrieval of information. When appropriate, those databases are searched first to locate articles or information requested by patrons of member libraries. These searches are conducted and the information is provided at no charge to the patron or the member library. If members of the Information Services staff elect to search beyond those databases and make use of a database that charges a separate fee, there is no charge to the patron or the member library. On the rare occasion that a patron requests a search of a database that charges a separate fee, that fee will be passed along to the patron.

Adopted 9/17/98

Dial-Access into the Dynix Network and the Internet

Member Library Access

  1. The Shawnee Library System will provide sufficient incoming telephone lines for dial-access by all member libraries choosing dial-access into the Dynix network and the Internet. Member libraries will pay a one-time set-up charge (currently $15.00) and monthly usage charges (current negotiated rate of $.127/minute). The monthly charge will be billed directly to the library by the carrier.
  2. Dial-access into the Dynix network will be on a “search only” basis. Expanded options may be offered at a later date. Access into the Internet will be identical to access provided to full Dynix participants.
  3. Before accessing the Internet, each member library must participate in Internet training provided by the Shawnee Library System.
  4. The Shawnee Library System will comply with all Illinois State Library grant requirements by providing one toll-free telephone line to access the Dynix network.
  5. Member libraries are encouraged to use touch-tone telephones, which provide more reliable data transmission than rotary telephones.

Public Access to Member Libraries Which Are Full Dynix Participants

  1. Full Dynix participants may choose to purchase one or more ports to serve as dial-access ports for their patrons. The member library will pay all applicable charges for the additional port and telecommunication equipment as if it were adding additional terminals inside the library. All equipment associated with public dial-access ports shall be purchased through the Shawnee Library System.
  2. The member Dynix library shall be responsible for setting policies governing dial-access use by its patrons and shall assume full responsibility for training its patrons and monitoring patron use. The responsibility of the Shawnee Library System shall be limited to maintaining the telecommunication line and equipment in good operating condition.

Adopted 9/17/98

Support of Hardware and Software Connected to the Dynix Network

All of the hardware and software member libraries purchase through the Shawnee Library System for use with the Dynix Network is covered by maintenance contracts, with maintenance fees paid by the respective member library. If a member library chooses to purchase hardware or software from other sources for use with the Dynix Network, that library is responsible for making its own maintenance arrangements with its vendor. A library purchasing hardware or software from other sources may also request the Shawnee Library System's maintenance vendor to evaluate said hardware or software for inclusion in Shawnee's maintenance contracts. All hardware and software must be approved by the Shawnee Library System and Dynix before it is connected to the Dynix Network.

The Shawnee Library System staff, or its computer support vendor, will provide the following services for member libraries participating in the Dynix Network.

For Hardware and Software Maintained through the Shawnee Library System:

  1. Provide installation services to connect hardware and software to the Dynix Network.
  2. Provide telephone support to troubleshoot hardware, software and telecommunications problems.
  3. Provide on-site technical support to identify and resolve hardware, software and telecommunications problems, or to refer the problem to other parties for a solution.
  4. Follow through on all maintenance contracts.

For Hardware and Software Maintained By Other Sources:

  1. Provide installation services to connect hardware and software to the Dynix Network.
  2. Provide telephone support to troubleshoot hardware, software, and telecommunications problems.
  3. Provide one on-site technical support visit to resolve problem.  If the on-site technician determines that hardware or software not purchased through the Shawnee Library System is faulty the member library may:
    1. Contact its own hardware or software vendor to resolve the problem.
    2. Contract directly with the Shawnee Library System support vendor at its prevailing hourly rate (currently $55/hour) to resolve problem.
NOTE: The Shawnee Library System strongly urges all member libraries to purchase and maintain all Dynix related hardware and software through the Shawnee Library System. It is believed that a single source for purchasing and maintenance, and a coordinated maintenance program, is in the best interest of the Dynix Network and in the best long-term interest of each participating library. 

Adopted 9/17/98

ILA Dues for Trustees of the Shawnee Library System Board

The Shawnee Library System will pay in full the Trustee Membership dues to the Illinois Library Association (ILA) for all System Board members who request such membership.

Adopted 9/17/98

Investment of Public Funds Policy

[A copy of this Policy shall be available to the public at the System's administrative offices.]

PURPOSE AND SCOPE. The purpose of this policy statement is to outline the responsibilities, general objectives, and specific guidelines for management of public funds by the Shawnee Library System. Its scope is all public funds of the System.

RESPONSIBILITIES: All investment policies and procedures of the Shawnee Library System will be in accordance with Illinois Law. The authority of the System Board of Directors to control and invest public funds is defined in the Illinois Public Funds Investment Act and the investments permitted are described therein. Administration and execution of these policies are the responsibility of the Treasurer who is hereby designated as the “chief investment officer” of the System acting under the authority of the System Board of Directors.

DELEGATION OF AUTHORITY. Management and administrative responsibility for the investment program is hereby delegated to the Chief Investment Officer. The Chief Investment Officer, and by his designation, the System Director, is responsible for establishing internal controls and written procedures for the operation of the investment program.

“PRUDENT PERSON” STANDARD. All System investment activities shall use a “prudent person” standard of care. This standard shall be applied in the context of managing an overall portfolio and specifies that investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital, as well as the probable income to be derived. Investment officers, acting in accordance with this Policy and the written procedures of the System, and exercising due diligence, shall be relieved of personal responsibility for a security's credit risk or market price/value changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments.

OBJECTIVES. In selecting financial institutions and investment instruments to be used, the following general objectives should be considered in the priority listed:

  • Legality (conforming with all legal requirements)
  • Safety (preserving capital and including diversification appropriate to the nature and amount of the funds)
  • Liquidity (maintaining sufficient liquidity to meet current obligations and those reasonably to be anticipated)
  • Yield (attaining a market rate of return on investments)
  • Simplicity of management


GUIDELINES. The following guidelines should be used to meet the general investment objectives:

  1. Legality and Safety:
    1. Investments will be made only in securities guaranteed by the U.S. government, or in FDIC insured institutions including SAIF of the FDIC. Deposit accounts in banks or savings and loan institutions will not exceed the amount insured by FDIC coverage [unless adequately collateralized pursuant to Regulations of the Federal Reserve regarding custody and safekeeping of collateral].
    2. Authorized investments include and will primarily consist of: Certificates of Deposit, Treasury Bills and other securities guaranteed by the U.S. Government, participation in the State of Illinois Public Treasurer’s Investment Pool, and any other investments allowed under State law that satisfy the investment objectives of the library district.
  2. Liquidity:
    In general, investments should be managed to meet liquidity needs for the current month plus one month (based on forecasted needs) and any reasonably anticipated special needs.
  3. Yield – Return on investment:
    Within the constraints on Illinois law, considerations of safety, and this investment policy, every effort should be made to maximize return on investments made. All available funds will be placed in investments or kept in interest bearing deposit accounts.
  4. Simplicity of management:
    The time required by library administrative staff to manage investments shall be kept to a minimum.

REPORTING. Investments, fund balances and the status of such accounts will be reported at each regularly scheduled meeting of the System Board and at least quarterly include information regarding securities in the portfolio by class or type, book value, income earned, and market value as of the report date. At least annually, the Chief Investment Officer shall review this Policy for any needed modifications and report to the Board on the investment portfolio, its effectiveness in meeting the Library's need for safety, liquidity, rate of return, diversification and general performance. These reports will be available to the general public upon request.

INTERNAL CONTROLS. In addition to these guidelines, the Chief Investment Officer shall establish a system of internal controls and written operational procedures designed to prevent loss, theft or misuse of funds.

AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS. Any investment advisors, money managers and financial institutions shall be considered and authorized only by the action of the System Board of Directors upon the recommendation of the Chief Investment Officer. The Chief Investment Officer will maintain a list of financial dealers and institutions authorized to provide investment services.

CONFLICTS OF INTEREST. Officers and employees involved in the investment process shall refrain from personal business activities that might conflict with the proper execution and management of this investment program, or that could impair their ability to make impartial decisions, or that could give the appearance of impropriety.

Adopted 3/18/99

Legal Advice

The Shawnee Library System makes available legal advice and legal services to member libraries on matters that affect the common good of the System and/or its member libraries. The determination of what matters affect the common good rests ultimately with the presiding Shawnee Library System Board of Directors. Due to the frequent urgent nature of request for such assistance, members of the professional staff of the Shawnee Library System and others as designated by the Executive Director of the Shawnee Library System may make the initial determination.

All such legal advice or service shall be initiated by the member library contacting a member of the Shawnee staff and contact then being made by the Shawnee staff member to the attorney. The Shawnee Library System shall determine what attorney to contact and, when appropriate, will put that attorney in touch with the member library.

This available legal advice or service does not extend to matters of litigation nor does it extend to fees charged a member library by their local attorney.

Adopted 9/17/98

Lost and Damaged Interlibrary Loan (ILL) Materials

The staff of the Shawnee Library System uses a variety of tools and libraries to fill interlibrary loan requests on the behalf of member libraries. At times, ILL requests are filled from within the Shawnee Library System Headquarters’ collection, at times from the collections of members of the Shawnee Dynix consortium, and at times from beyond the boundaries of the Shawnee Library System. In all circumstances, the borrowing library is the patron of the Shawnee Library System and has responsibility for the return of borrowed materials.

If materials are lost, damaged, or not returned, the borrowing library is responsible for any payment due on these materials. On occasion, the Shawnee Library System may act as an intermediary for payment of materials. This does not relieve the borrowing library of ultimate responsibility for this payment. The price charged for damaged, lost, or unreturned materials that are currently in print is based on the current cost of the item being replaced. In addition institutions may also add service and/or processing fees to the amount charged. When materials are out of print, but it is necessary to replace with the same title, the price paid for the replacement plus applicable service charges will be used. When materials are out of print, and it is not necessary to replace with the exact title, the price guide found in Bowker Annual will be used as the replacement cost.

When lost materials are returned in good condition within one year of payment, the price paid (less a service charge of $3.00) will be refunded.

In the case of direct loans from one library to another, the Shawnee Library System acts only as a delivery mechanism and is not a participant in the transaction. In those instances, member libraries establish and enforce their own policies regarding overdue notices, responsibility, and replacement pricing.

Adopted 9/17/98

Meetings and Electronic Conferencing

Whereas, the Board of the Shawnee Library System believes it is in the best interest of its residents and taxpayers that the fullest participation and attendance in all Board meetings be achieved whenever possible; and

Whereas, the use of electronic conferencing for meeting attendance and voting requirements, at least in some governmental meetings, is permissible so long as the meeting is conducted in accordance with the Open Meetings Act; and

Whereas, the Open Meetings Act has been amended to allow attendance at public body meetings through audio-conference, video-conference, or by any other electronic conferencing without physical attendance; and

Whereas, the Board in all of its regular, special, and committee meetings complies and intends to comply with the provisions of the Open Meetings Act.

Now, THEREFORE, BE IT RESOLVED, that the Board of the Shawnee Library System, having considered the aforesaid matters, hereby adopts this policy, to be used when needed, to make use of the capabilities for conferencing by electronic means or any other type of conferencing for its meetings as more specifically set out in this Resolution, and to adopt, establish and set forth the Rules of the Board applicable thereto:

  1. All pertinent provisions of the Open Meetings Act must be complied with, including specifically the proper notice of any regular or special meeting, the proper record keeping or minutes of each meeting, the appropriate agenda preparation for each meeting, which in addition shall be posted along with the notice of the meeting; and, in particular, any use of closed sessions shall be in compliance with the provisions of the Act.

  2. That sufficient security and identification procedures be employed, either at the outset of any meeting or at any time during the meeting as appropriate, to ensure that any and all members attending for discussion or voting purposes are in fact an authorized member with the right to speak and vote.

  3. Pursuant to the Open Meetings Act, a quorum of members of the Board MUST be physically present at the location of the meeting.  Only additional members, ie., those members not part of the required physically present quorum, may attend by video and/or audio conferencing or by other electronic means.

  4. All Board members attending meetings by electronic conferencing shall be entitled to vote as if they were personally and physically present at the meeting site so long as a physical quorum is present, but their votes shall be recorded by the Secretary as done by electronic attendance.

  5. A Board member who attends a meeting by video or audio conference must provide notice to the recording secretary or clerk of the Board at least 24 hours prior to the meeting unless such advanced notice is impracticable.

  6. A Board member may attend a meeting through electronic conferencing if his or her physical presence at the meeting is prevented due to i) personal illness or disability; ii) employment purposes or the business of the Board; or iii) a family or other emergency.

  7. As soon as it becomes apparent to the Board that a meeting will include electronic conferencing, all subsequent notices of the meeting shall indicate that one or more Board members will or may be attending by electronic means.  In the event that the notice of the meeting has already been disseminated and posted, a follow-up notice indicating the above shall be placed as soon as possible.  In the event any news media have filed the annual request for notice of meetings, they shall receive an updated notice in the same manner as given to all members of the Board.

  8. The meeting minutes shall include, but need not be limited to; i) the date, time and place of the meeting; ii) the members of the Board who were either present or absent from the meeting and whether those members in attendance were physically present or present by audio conference, video conference or by other electronic means; and iii) a summary of discussion on all matters proposed, deliberated, or decided, and a record of any votes taken.

  9. This policy shall not be construed to mean that conferencing by electronic means shall be regularly used or used at every meeting of the Board but shall be used only as necessary to allow the participation of Board members who are unable to attend in person due to such circumstances listed in Provision 6 of this policy.

  10. The location of the meeting included on the notice shall be equipped with a suitable transmission system (e.g. a speakerphone) in order that the public audience, the LIBRARY members in attendance and any staff will be able to hear any input, vote or discussion of the conference and that the member attending by electronic means shall have a similar capability of hearing such input, vote or discussion

Board Adopted and Approved
7/19/2007

 

Member Library Continuing Education Policy

The Shawnee Library System sponsors an ongoing program of continuing education opportunities for member librarians and trustees.  While an essential System responsibility is to offer training in the use of library technology, every effort is made to offer a wide variety of program topics that is relevant to all types and sizes of libraries in the System area.  System sponsored continuing education programs are offered free-of-charge, except for cost recovery for meals.

Each year the System will budget a limited amount of money to help defray the expenses of member librarians and trustees who wish to attend continuing education events outside of the System area – such as the Small Public Library Management Institute, the Institute for School and Public Librarians, and conferences of state library associations.  Financial assistance for attendance at these events shall be subject to the following conditions:

  1. The continuing education event must be available to a broad spectrum of member librarians and/or trustees.
  2. The System Board of Directors shall approve the financial assistance prior to the event.
  3. Events sponsored by the Illinois State Library or state library associations shall be given first priority.


Adopted 3/16/00

 

Overnight Travel

The Shawnee Library System will reimburse System Board Members for overnight travel when the following conditions have been met:

  1. The travel is to attend a Shawnee Library System Board meeting or function.
  2. The travel distance exceeds 75 miles one way (150 miles round trip).

Lodging expenses will be paid in full by the Shawnee Library System in accordance with the administrative regulations for travel expenses.

Adopted 7/18/01

Payment for Overdue Interlibrary Loan Materials and Materials Lost in Transit

Borrowing libraries are sent two (2) overdue notices and given seventy-two (72) days to respond before an invoice is issued. Once the System has issued an invoice for an overdue item(s) from the Business Office, the library will be given three (3) months to return the item(s) or remit payment to the System. If neither action is taken, the System will pay the lending library for the materials and will suspend interlibrary loan service to the borrowing library until payment is received. Return of the overdue items will not clear the suspension of service.

After six (6) months, the System will pay lending libraries for materials lost in transit when the System was the last recipient of record for the item(s).

Adopted 6/21/01

Print Shop Services

The use of the graphics and print shop services is limited to member libraries, Friends of the Library organizations, and other library system related purposes. Other not-for-profit organizations or non-library literacy programs are not eligible to receive graphics and print shop services.

Fees charged by the print shop are established to recover the cost of materials and supplies used and, in some cases, a modest set-up charge for some services offered by the print shop.

The print shop is not allowed to print election materials that direct the reader to vote in a specific way.

Adopted 9/17/98

GENERAL POLICY. It is the policy of the Shawnee Library System to comply with the State's Gift Ban Act through the promulgation of this policy. Neither the Open Meetings Act nor the Freedom of Information Act of Illinois, or any policies of this Library in furtherance of those Acts shall be applicable to proceedings, meetings or documents involved here, which are exempt therefrom.

EXEMPTION. Due to the high costs of compliance for uncompensated and non-salaried, appointed and/or elected members of the Board of Library Trustees, and given that the experience of gifts of any kind or value to them is virtually non-existent and certainly has not been a source of improper action, influence or effect in this Library or any Public Libraries in Illinois, it is the Policy to exempt all non-salaried appointed or elected officials of the Library from this Policy and the State Act, as permitted by that Act.

DEFINITIONS. The terms “gift,” “prohibited source,” and “employee” whether used in the singular or plural form and as used in this Policy, have the meaning as defined in the State's Gift Ban Act.

PROHIBITED GIFTS. The solicitation and acceptance of any “gifts,” from any “prohibited source,” are banned and prohibited for all Library employees except as provided in the following section of this Policy.

EXCEPTIONAL GIFTS. The restrictions in the foregoing section do not apply to the following:

  1. Anything for which the employee pays market value or anything not used and promptly returned to the donor or given to an appropriate charity;
  2. A contribution, lawfully made under the Election Code or attendance at a fundraising event sponsored by a political organization;
  3. A gift from a relative as defined in the State Act;
  4. Anything provided by an individual on the basis of a personal friendship, unless there is reason to believe that under the circumstances the gift was provided because of the employee's position and not because of personal friendship;
  5. A commercially reasonable loan evidenced in writing with repayment due by a date certain made in the ordinary course of the lender's business;
  6. Payments to a legal defense fund established for the employee that is otherwise lawfully made;
  7. Intra-office and inter-office gifts meaning any gifts from an employee of the Library to an employee of the Library;
  8. Food, refreshments, lodging, transportation and other benefits resulting from outside business or employment activities if they have not been enhanced by the position of employment with the Library and are customarily provided to others in similar circumstances or in connection with bona fide employment discussions by a prospective employer, or provided in connection with a fundraising or campaign event sponsored by the organization;
  9. Pension and other benefits resulting from continued participation in an employee welfare and benefits plan maintained by a former employer;
  10. Informational materials sent to the employee in the form of books, articles, periodicals, other written materials, audio tapes, video tapes, or other forms of communications;
  11. Awards or prizes that are given to competitors in contests or events open to the public, including random drawings;
  12. Honorary degrees (and associated travel, food, refreshments and entertainment provided in the presentation of degrees and awards);
  13. Training (including food and refreshments furnished to all attendees as an integral part of the training) if the training is in the interest of the Library;
  14. Educational missions, including meetings with government officials intended to educate them on matters of public policy;
  15. Bequests, inheritances and other transfers at death;
  16. Anything that is paid for by the federal government, the State or the Library or secured by the government under a government contract;
  17. A gift of personal hospitality of an individual other than a registered lobbyist or foreign principal including hospitality extended for a nonbusiness purpose by an individual at their personal residence or facilities owned by that individual or the individual’s family;
  18. Free attendance at a widely attended event permitted under Subsection 24 below;
  19. Opportunities and benefits that are available to the public or to all employees whether or not geographically restricted, offered to a class of members which is unrelated to employment or official positions, offered to members such as an employees' association or credit union, offered to a group that is not defined in a manner that specifically discriminates on the basis of branch of government or type of responsibility or on the basis that favors those of higher rank or pay, in the form of loans on terms generally available to the public or in the form of reduced membership or other fees for participation in organization activities offered to all government employees;
  20. A plaque, trophy or other item that is substantially commemorative in nature and that is extended for presentation;
  21. Golf or tennis, food or refreshments of nominal value and catered food or refreshments, meals or beverages consumed on the premises from which they were purchased;
  22. Donations of products from an Illinois company that are intended primarily for promotional purposes and are of minimal value;
  23. An item of nominal value such as a greeting card, baseball cap or T-shirt;
  24. Attendance at events: an employee may accept an offer of free attendance at a widely attended convention, conference, symposium, forum, panel discussion, dinner, viewing, reception, or similar event provided by the sponsor of the event if the employee participates as a speaker or panel participant or by performing a ceremonial function appropriate to their employment or position or attendance at the event is appropriate to the performance of civic affairs in Illinois or the official duties of the employee. The acceptance of a sponsor's unsolicited offer of free attendance at such an event may include an accompanying individual. An employee may accept a sponsor's unsolicited offer of free attendance at a charity event except reimbursement for transportation and lodging may not be accepted in connection with the event. This “free attendance” may include waivers of all fees and unless otherwise stated the provision of transportation, food, refreshments, entertainment and instruction materials but does not include entertainment collateral to the event or food or refreshments taken other than in the group setting with substantially all of the attendees except as permitted under Subsection 21 above.

ENFORCEMENT. Any employee who violates this policy shall be subject to termination or other discipline, including but not limited to suspension (with or without compensation) of employment for a stated term, a requirement to reimburse, return or turnover of any prohibited gift as directed by the Board of Library Trustees.

ETHICS OFFICER. The President of the Board of Library Trustees shall designate an Ethics Officer for the Library who shall review Statements of Economic Interests and disclosure forms for members, officers and employees of the library before they are filed and provide guidance to members, officers and employees in the interpretation and implementation of the State Gift Ban Act.
 

Adopted 6/17/99

The Shawnee Library System distributes its monthly publications, The Newsletter and Tech-Notes, via System delivery to all member libraries, representatives of the Illinois State Library, and a selected list of additional sites. Alternative methods of distribution, such as e-mail or posting to the Web, may also be used. In addition, The Newsletter is sent via U. S. Mail directly to the home of each public library trustee serving on the board of a Shawnee Library System member public library. 

Adopted 9/17/98

Reciprocal Borrowing

By law, all public libraries which are members of library systems must participate in intra-system reciprocal borrowing. The law defines reciprocal borrowing as, “The right of a person holding a valid library registration card from a public library or library system to borrow on site from all the other public libraries which are full members of the library system without using interlibrary loan mechanics.”  Additional services such as reserves and interlibrary loan are optional at the local level. The Shawnee Library System encourages local libraries to extend as many services as possible.

There are two types of cards that will be honored at all public libraries;

  1. Resident Patrons. These are patrons who live within the boundaries of tax-supported library service.
     
  2. Non-Resident System Patrons. These are patrons who live beyond the boundaries of tax-supported library service and who have paid the System-wide fee which is set by the Shawnee Library System Board or Directors and currently is $100 for a family card.


One type of card is honored only at the issuing library: Non-Resident Local Use Patrons. These are patrons who live beyond the boundaries of tax-supported library service and have paid the local fee for library service. This group also includes people who are issued non-resident property owners’ cards. According to an opinion from the Illinois State Library, non-resident property owners wishing reciprocal borrowing privileges must purchase System cards.

Adopted 9/17/98

Thank you for considering the Library for the location of your training program or meeting. The following policies are for your assistance and information. All sites have limited parking available. All sites meet ADA accessibility requirements. If you have any questions, please contact the RTC Staff at the phone number below:
 

Marion Carnegie Library
206 S. Market St.
Marion, IL 62959-2516
Phone: 618-993-5935
Fax: 618-997-6485
Mascoutah Public Library
3 W. Church St.
Mascoutah, IL 62258-2004
Phone: 618-566-2562
Fax: 618-566-2563
Olney Public Library
400 W. Main Street
Olney, IL 62450-1555
Phone: 618-392-3711
Fax: 618-392-3139

The Regional Training Center will be available primarily during regular library hours.
Additional times may be available with the approval of the Director of the host Regional
Training Center library.

Each Regional Training Center has the following computer equipment and software:

Computer Hardware:
Pentium II 350 MHz
256 Mbytes SDRAM
17" Digital Tatung SVGA Monitor
6.4 Gbyte Hard Drive
3.5" Teac Floppy
40X Mitsumi CD ROM
8Mb ATI Xpert98 Video Card
Creative Labs PCI 128 Sound Card
80 Watt Speakers
Windows 98
Network Card 10/100
HP Deskjet 720C Printer (one printer per RTC)
Computer Software:
Microsoft Office Suite 97
Netscape Communicator

Each training center has a maximum of ten computer workstations and one printer available. Microsoft Office Suite 97 and Netscape Communicator is pre-installed software on the RTC computers. Only Shawnee Library System staff or its representatives may install additional software on the RTC computers. There is a fee for this service. To determine whether your software can be installed, and to get the specific cost to install and remove your software on the RTC computers, you must call the Shawnee Library System Automation Department (618-985-3711, ext. 1115). When software installation is required, the Shawnee Library System must have a copy of the software and appropriate license documentation at least 60 days prior to the training session. The installer will verify that the software has been properly installed and can be opened. Beyond that, neither the Shawnee Library System nor the RTC is responsible for the functionality of the software.

Granting use of the facility does not imply approval by the host Regional Training Center library or the Shawnee Library System of the group, the meeting or the ideas presented at the meeting. No announcement or promotional materials should state or imply that the host Regional Training Center library or the Shawnee Library System endorses or sponsors the event or organization. Such promotion should only indicate the host Regional Training Center library as the site of a meeting. An advance copy of any promotional materials must be sent to the host Regional Training Center library prior to general distribution.

Priorities and Fees Governing the Use of Facilities and Equipment

Group Room/Equipment Fee Installation and Removal
Fee per software package
Host Regional Training Center library meetings, programs, and continuing education opportunities No fee (A) $75 for the first pc, $25 for each additional pc*
(B) Graduated fee for increasingly complex software**
Shawnee Library System sponsored meetings, programs, and continuing education opportunities No fee (A) $75 for the first pc, $25 for each additional pc*
(B) Graduated fee for increasingly complex software**
Other library sponsored meetings No fee (A) $75 for the first pc, $25 for each additional pc*
(B) Graduated fee for increasingly complex software**
Government sponsored meetings, programs, and continuing education opportunities $50 setup (A) $75 for the first pc, $25 for each additional pc*
(B) Graduated fee for increasingly complex software**
Not-for-profit (501.c.3) organizations $100 setup (A) $75 for the first pc, $25 for each additional pc*
(B) Graduated fee for increasingly complex software**
Other groups and individuals, with the
approval of the host Regional Training Center Library Director
$100 setup (A) $75 for the first pc, $25 for each additional pc*
(B) Graduated fee for increasingly complex software**

* Examples of software at this price level: City Streets, Print Shop Deluxe, Front Page, Quicken

** Examples of software at this price level: CAD Programs, Corel Suite

Regional Training Center staff will be available for technical support when the Regional Training Center is in use. Technical support will be limited to sound equipment, projection equipment, and computer hardware.

The host Regional Training Center library reserves the right to change or cancel reservations.

The host Regional Training Center library is unable to store equipment or materials for groups using the facility.

The host Regional Training Center library staff will not accept telephone calls or relay messages to people attending meetings except in emergencies.

Alcoholic beverages and smoking are prohibited in the host Regional Training Center library.

Reservation and Application Procedures

The Regional Training Center is tentatively booked at the time of the request. This tentative booking will be held for seven (7) days. In order for the booking to be confirmed, an RTC Equipment Use Agreement must be completed and all fees paid in full. Payment must be made directly to the host library. The following fees are not refundable: (a) room setup fee, (b) software installation charges after the software has been installed.

Each organization assumes full responsibility for any losses or damages, beyond reasonable wear, that might occur to the facility or the equipment. A charge of $25 per hour is made if special cleaning is required.

Completing and signing the Regional Training Center Application/Agreement acknowledges receipt of Regional Training Room (RTC) Equipment Rental Use Policies and expresses intent to comply with all policies, rules, regulations, and conditions regarding responsible use of the room.

Requests for room/equipment use will not be scheduled and confirmed until ninety (90) days prior to the event.

 

Please indicate the site being reserved by checking the appropriate box.

q Marion Carnegie Library
206 S. Market St.
Marion, IL  62959
Phone:  618-993-5935
Fax:      618-997-6485
q Mascoutah Public Library
3 W. Church St.
Mascoutah, IL 62258
Phone:  618-566-2562
Fax:      618-566-2563
q Olney Public Library
400 W. Main Street
Olney, IL 62450
Phone:  618-392-3711
Fax: 618-392-3139

Organization Name: _____________________________________________________________

Contact Name: ________________________________      Phone: _______________ext. _____

Fax: __________________E-mail address: ____________________

Requested Date/Time for Conference/Meeting:

1st Choice Date(s): ____________ Beginning time: __________ Ending time:__________

2nd Choice Date(s): ____________ Beginning time: __________ Ending time:__________

Room configuration (please check only one):
 

q Computer workstations _________   (maximum of 10).
q Pentium II 350 MHz
128 Mbytes SDRAM
17" Digital Tatung SVGA Monitor
6.4 Gbyte Hard Drive
3.5" Teac Floppy
40X Mitsumi CD ROM
8Mb ATI Xpert98 Video Card
Creative Labs PCI 128 Sound Card
80 Watt Speakers
Windows 98
Network Card 10/100
HP Deskjet 720C Printer (one printer per RTC)
Microsoft Office Suite 97
Netscape Navigator
q Classroom style seating (chairs at tables with all chairs facing the same direction).

qMarion (capacity 24) qMascoutah (capacity 18) qOlney (capacity 24 )

 

q Lecture style seating ( chairs only, no tables)

qMarion (capacity  60) qMascoutah (capacity 50) qOlney (capacity  40)

 

 Meeting requirements (please check all that apply)
 

q Network connection to presenter’s computer.

qLaptop computer supplied by presenter (should provide own network card if needed. 
   10/100 Base T-connection available)

qPC supplied by the Regional Training Center (reduce maximum workstations to 9)
q Software to be installed on computers (please list). The installer will verify that the software has been properly installed and can be opened.  Beyond that, neither the Shawnee Library System nor the RTC is responsible for the functionality of the software.

1. ____________________________
2. ____________________________
3. _________________________

The presenter may make arrangements to preview the functionality of specially installed software by contacting the RTC Staff.  This preview may take place 7-10 days prior to the presentation.



q Laptop computer (supplied by presenter) connection to projection unit.
q Access to Internet Provider address for one laptop computer (supplied by presenter) and connection to projection unit.
q Hand held microphone.
q Podium with live microphone.
q Lapel microphone.
q DVD unit.
q VCR unit.
q Special Needs (Please attach detailed description).

Fees
 

Non-refundable Room/Equipment Fee
$__________
Software Installation/Removal fee if applicable.  Only Shawnee Library System Staff or representatives are authorized to install or remove software.
$__________
Total fees (must be paid in full within 7 days of tentative reservation).
$__________

Authorized Applicant Signature: ______________________________________   Date:  _____________

RTC Host Library Signature: ________________________________________     Date:  _____________

Copy of  RTC form forwarded to ShLS by (RTC Staff initial) _________________  Date:  _____________  

 

System Membership Requirements

The Shawnee Library System is a multi-type library system providing service and support to academic, public, school, and special libraries throughout the thirty-two southernmost counties of Illinois. Membership requirements are consistent (with one exception) across types of libraries.

The Shawnee Library System offers two levels of membership. Full membership includes Consulting Services, Communications, Continuing Education Opportunities, eligibility for school or public library Per Capita Grants, Reference Service and Support and Interlibrary Loan Service. Developmental membership includes Consulting Services, Communications, Continuing Education Opportunities, and eligibility for school Per Capita Grants.

All members must maintain a centrally located collection of print and/or non-print materials for use by their community of users. This centrally located collection must be of sufficient size to be significant in relation to the library requirements of its constituency, must be bibliographically organized, and serviced by a staff of one or more persons specifically identified as the library staff and having as a primary responsibility the provision of library service to its constituency. Public schools are affiliated by district and a member district must have one person with primary responsibility to the district’s libraries for a minimum of 17.5 hours per week for full membership or 15 hours per week for developmental membership. Special libraries are affiliated by agency and must have one person with primary responsibility to the library for a minimum of 17.5 hours per week.

All members must agree to honor the Illinois Regional Interlibrary Loan Code and understand that all libraries may be utilized in network activities as a supplementary source.

Recognizing that the Illinois Library and Information Network is intended to be a supplementary library resource, all members understand the need to meet current, ongoing library needs from local resources.

All member libraries agree to provide interlibrary loan data on forms provided by the Illinois State Library for use in the evaluation of the project.

The Shawnee Library System agrees to provide access to the collections of the Illinois Library and Information Network to member libraries for the purpose of interlibrary loan. In addition, the System may provide access to such other of its services as the System so authorizes.

The Illinois State Library and the Illinois Research and Reference Centers agree to provide access to their collections to members of the Shawnee Library System for the purpose of interlibrary loan.

Adopted 9/17/98

System Support for Local Public Library Elections

It shall be the policy of the Shawnee Library System to actively encourage and support local public library elections that are intended to extend library service to a currently unserved area, provide for adequate library facilities or provide for adequate local support for public library service.

The System will, upon request, offer consultant services without charge for all such library elections. The System will also waive all print shop charges for election-related public information materials provided that the language used falls within the parameters allowed.

Additionally, the System will provide financial support for legal services for certain elections intended to extend library service to currently unserved areas.  Such financial support shall be:

  1. Up to $2,000 for an election creating a new library district or converting an existing municipal library to a library district which:
     
    1. Extends library service to 5,000 or more currently unserved people, or
       
    2. Extends library service to an entire Unit School District or High School District which is currently unserved.
       
  2. Up to $1,000.00 for elections which:
     
    1. Convert an existing municipal library to a library district, extending library service to more than 1,000 but fewer than 5,000 currently unserved residents, or
       
    2. Expand an existing library district, extending library service to more than 1,000 currently unserved residents.
Legal counsel for library elections supported by System funds shall be selected with the advice and consent of the Shawnee Library System.

When available, surplus furniture and equipment owned by the Shawnee Library System may be loaned to local libraries or other parties sponsoring demonstrations of public library service preceding an election.

Adopted 9/17/98

Travel Reimbursement for Dynix Training

The Shawnee Library System will reimburse member library staff travel expenses when the following conditions have been met:
 

  1. The travel is to attend a Shawnee Library System sponsored Dynix training activity taking place at a time and location chosen by the Shawnee Library System.
  2. The travel distance exceeds 50 miles one way (100 miles round trip).
  3. When required, overnight accommodations are at a location selected by the Shawnee Library System.


Lodging expenses (excluding refreshments, meals and phone charges) will be paid in full by the Shawnee Library System. Mileage (beginning with mile number 101) will be paid at the prevailing rate.
 

Adopted 9/17/98

Videoconferencing Room Equipment Rental Use Policies

Thank you for considering the Shawnee Library System for the location of your videoconferencing program or meeting. The following policies are for your assistance and information. If you have any questions, please contact the Shawnee Library System Automation Department at 1-618-985-3711 ext. 2019.

Priorities for Use of Room and Equipment

  1. Shawnee Library System sponsored meetings, programs, and continuing education opportunities.
  2. Illinois State Library sponsored meetings, programs, and continuing education opportunities.
  3. Shawnee Library System member library sponsored meetings, programs, and continuing education opportunities open and promoted to the entire Shawnee Library System membership.
  4. Illinois library sponsored meetings, programs, and continuing education opportunities open and promoted to the greater library community.
  5. State and local government agency sponsored meetings, programs, and continuing education opportunities.
  6. Not-for-profit (501.c.3) organizations represented in our 32-county service area.
  7. Other groups and individuals, with the approval of the Executive Director

 

 

Charges and Policies Governing the Use of Facilities and Equipment

Fee Schedule*

Group Room/
Equipment
Hourly Fee
ShLS Staff
Operator
Hourly Fee**
Telecommunication
Fees for Calls Placed
Outside of CMS
Network***
Shawnee Library System sponsored meetings, programs, and continuing education opportunities No Fee No Fee No Fee
Illinois State Library sponsored meetings, programs, and continuing education opportunities No Fee No Fee No Fee
Shawnee Library System member library sponsored meetings, programs, and continuing education opportunities open and promoted to the entire Shawnee Library System membership No Fee No Fee All Additional
Charges
Illinois library sponsored meetings, programs, and continuing education opportunities open and promoted to the greater library community No Fee No Fee All Additional
Charges
State and local government sponsored meetings, programs, and continuing education opportunities No Fee $50 first hour,
$25 additional hours
All
Additional
Charges
Not-for-profit (501.c.3) organizations represented in our 32-county area $25 $50 first hour,
$25 additional
hours
All
Additional
Charges
Other groups and individuals, with the
approval of the Executive Director
$50 $50 first hour,
$25 additional hours
All
Additional
Charges

*Applicable charges are based on use of facilities during regular business hours, 8:30 a.m. – 5:00 p.m., Monday-Friday. Facilities may be used outside of regular business hours with the approval of the Executive Director. Use of facilities outside of regular business hours will be subject to a 50% surcharge for staff costs.

**First hour charges, where applicable, include staff costs for initiating and terminating of videoconference connections.

***Additional charges include staff time at $25/hour for locating video rooms and making telecommunication arrangements at remote locations outside of the CMS Network.

Each organization assumes full responsibility for any losses or damages, beyond reasonable wear, that might occur to the facility or the equipment. The organization is responsible for cleaning up and returning the room to its original condition. A charge of $25 per hour is made if special set up or cleaning is required.

Full payment of charges for use of the room and equipment cost must be received by the Shawnee Library System within seven (7) days of confirmation of the program. If cancellation is received fourteen (14) days prior to the scheduled date, a refund of the room/equipment charge will be given. If the program is canceled with less than fourteen (14) days notice, 50% of the room/equipment charge will be returned. Charges for staff time and additional telecommunication costs (if any) will be billed when such costs are ascertained. Payment will be due within thirty (30) days of invoice date.

Approval of the use of facilities is only for specified videoconference areas.

Shawnee Library System staff will initiate and terminate all videoconference connections.

Shawnee Library System reserves the right to change or cancel reservations.

Videoconferencing equipment will be connected to the bridge thirty (30) minutes prior to the scheduled meeting time.

Shawnee Library System will provide copying facilities for outside groups at prevailing copy costs.

Shawnee Library System is unable to store equipment or materials for groups using the facility.

Shawnee Library System staff will not accept telephone calls or relay messages to people attending meetings except in emergencies.

Alcoholic beverages and smoking are prohibited in the Shawnee Library System.

Granting use of the facility does not imply approval by Shawnee Library System of the group, the meeting or the ideas presented at the meeting. No announcement or promotional materials should state or imply Shawnee Library System endorsement or sponsorship of the event or organization. Such promotion should only indicate Shawnee Library System as the site of a meeting. Any promotional materials must be sent to the Shawnee Library System prior to an event.

Shawnee Library System liability, for any disruption/loss of connection or equipment malfunction, is for the facility equipment rental fee only and not any consequential damages.
 

Reservation and Application Procedures

The room is tentatively booked at the time of request, but is not confirmed until the Videoconference Room/Equipment Rental Use Application/Agreement has been completed and signed by an authorized representative of the requesting organization or group and the total payment for room/equipment use is received. Phone reservations will be held for seven (7) days.

Completing and signing the Videoconference Room/Equipment Rental Use Application/Agreement acknowledges receipt of Shawnee Library System policies and expresses intent to comply with all policies, rules, regulations, and conditions regarding responsible use of the room.

Requests for room/equipment use will not be scheduled and confirmed until ninety (90) days prior to the event.
 

 

Shawnee Library System Videoconference Room/Equipment Rental Use Application/Agreement

Phone: (618) 985-3711 x 2019

Organization Name: _________________________________________________________
Contact Name: ______________________________Phone: ___________________ext.___
Fax: _________________________E-mail address: ________________________________

Requested Date/Time for Conference/Meeting:

1ST Choice Date(s): ______________ Beginning time: ____________ Ending time___________

2nd Choice Date(s): ______________ Beginning time: ____________ Ending time____________

Meeting requirements (please check all that apply):

p Connection being made on the CMS/Illinois Video Network
            Telephone/Port number_______________

p Connection being made Off NET (outside of the CMS/Illinois Video Network):
        (please check all that apply)
                Local initiated call_____ or Remote initiated call_____
                Video System: Vtel_____ PictureTel_____ Other____________
                Phone Number: _____________________________

Line Speed (Off NET calls, please check one):

p 336
p 384
p 2x64(128)
p Not sure

p Assistance with locating video rooms at remote locations
p Lecture style seating (Capacity of room 15)
p Conference style seating (Capacity of room 10)
p Document Camera
p Video White Board
p Videotape the conference/meeting (tape to be provided by applicant)
p Special Needs (Please give detailed description):
 
 
 

Authorized Applicant Signature: __________________________________  Date: ___________

Shawnee Library System Signature: _______________________________   Date: ___________
 


Illinois Heartland Library System Transition Board
The next meeting of the Transition Board for the newly formed Illinois Heartland Library System will be held on Monday, May 9, 2011 at Hilton Garden Inn in Effingham, IL
Sale of Surplus Equipment #4
PDF of bid document
Strategic Plan Survey
Link to the Strategic Plan Survey for the southern systems.
"Direct To" form
Form to use when sending items to non-Dynix libraries.
Job Opening
The Metropolis Public Library is seeking a new director.
System Directors
 
Revision of Library System Standards and Rules
A revision of the Standards and Services of Illinois Multitype Library Systems is underway and your input is needed.
TechNotes - May 2010
See how L2 can be of help with your public library annual report and check out what events are on the calendar.
Southern Systems Planning Meeting
A planning meeting for the four southern regional library systems will be held on Wednesday, July 14, 2010 at 1:00 p.m. at the Kaskaskia College Center, Vandalia. The address is: 2310 W Fillmore Street, Vandalia, IL 62471. See the link below for complete agenda. The second link will provide a review of the first meeting among the four southern systems that was held on Tuesday, June 22, 2010
Southern Systems Planning Meeting
The August meeting of the Southern Systems Planning Panel will be held on Thursday, August 12, 2010 at the Knights of Columbus Hall in Effingham. The meeting will begin at 1:30 P.M. The complete agenda is included with this posting.
Shawnee Surplus Document
 
Databases
 
SILNETBadge
 
Email Listservs
Here is a listing of some of the listservs that Shawnee hosts.
Document Actions
About Us

607 S Greenbriar Rd
Carterville, IL  62918

 618-985-3711
fax:  618-985-4211

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