Policies

Amended July 10, 2024

Board Room and Community Meeting Room Policy

The Rolling Meadows Library has two meeting rooms available to support the Library’s mission. When not in use for Library activities, these rooms may be made available for use for meetings of Rolling Meadows community groups and organizations whose aims are for educational, cultural, or civic purposes and not for profit.

Availability and Use

The Board Room and Community Room may be reserved by Rolling Meadows Library cardholders for not-for-profit use only.

Because the Library’s Board Room and Community Room constitute a limited resource and demand for their use is high, priority for their use will be given in the following order:

1. Rolling Meadows Library meetings and programs.
2. Friends Of The Rolling Meadows Library meetings and programs.
3. Not-for-profit organizations located in Rolling Meadows*
4. Not-for-profit organizations located outside the city of Rolling Meadows*

*A Rolling Meadows Library cardholder age 18+ must make the reservation and serve as the responsible party for the meeting. Proof of not-for-profit status may be required.

Political activities that provide information to the community can be held in the Library meeting rooms.

• Town Hall Meetings: current elected officials for the districts in which Rolling Meadows is located may hold informational town hall meetings
• Candidate Forums: candidate forums in which all candidates are invited to attend and is sponsored by a non-partisan group (e.g. League of Women Voters)

The use of rooms for hosting private or social functions is prohibited.

Rooms Available

Community Room: Seats up to 100 people theater style. (Other setup styles may reduce the capacity of the room).

Board Room: Seats up to 12 around a large conference table. Six additional seats are available along the wall of the room..

Reservations

In order to reserve a meeting room, an application and check for the required fees must be submitted at least 30 days prior to the meeting. No rooms will be reserved until the application and all of the fees have been received. Groups will be booked in order of priority and then by the date the application and fees are submitted. Additions or changes to your reservation should be made at least 3 business days prior to the date of the meeting.

Reservations for the next calendar year will be taken on August 1 of the current calendar year. No individual or organization will be allowed to reserve either room more than once per month without prior approval by the Library Executive Director.

Food and Drink

The kitchenette must be reserved when any refreshments are served. Only light refreshments (beverages, cookies, cake, or snacks) are allowed. The kitchenette must be left clean. All equipment and supplies shall be provided by the user. A sink, refrigerator, and microwave are available for use. Food and/or drink are not permitted outside the Board Room or Community Room. Carry-outs may not be ordered for delivery to the Library. Alcoholic beverages are prohibited.

Technology

Wireless internet access is available. The Library is unable to set up virtual meetings for outside groups. If a group would like to meet virtually, it will need to bring its own equipment. The only equipment available for virtual meetings is a projector and kit. Troubleshooting is limited to the items provided by the Library.

Grand Piano

A grand piano is available for use by organizations using the Community Room. The piano is kept in reasonably good tune by having a piano technician tune it several times each year. However, if an individual or organization requests a special tuning, the Library will attempt to have it tuned by the technician in time for the meeting and will charge the individual or organization making the request.

Cancellation of Meetings

The Library shall be notified as soon as possible if a cancellation becomes necessary. Any fees paid will be refunded only if the cancellation is made at least 48 hours in advance of the meeting. Failure to provide such notice may result in the denial or cancellation of future reservations and the forfeiture of fees already paid. The Library reserves the right to cancel or relocate meetings if necessary. If possible, the Library will provide notice of meeting room cancellations or relocations at least 30 days before the meeting.

All meetings will be held during regular Library hours. Meetings will not start sooner than 30 minutes after the Library opens and must end no later than 30 minutes prior to the Library’s closing.

General Rules

1. Programs and Meetings - The Library makes a distinction between programs and meetings. Outside groups are permitted to have meetings. Programs are only permitted when Library sponsored. If an outside group wishes to host an educational program at the Library, an application may be submitted to the Library’s Special Services Department for consideration..
2. Free Access, No Admission Fees - All meetings must be open to the general public. Groups may not block off windows or lock Board Room or Community Room doors. Library personnel must have free access to the Board Room and Community Room at all times. Fees may not be charged for admission.
3. Not-For-Profit Use - Use of the Board Room and Community Room is subject to all other Library policies including, but not limited to, Library policies dealing with canvassing, peddling, and soliciting. Sales and fundraising are not allowed on Library property or at meetings not sponsored by the Library.
4. Endorsement by Library - Use of the Board Room and Community Room does not constitute an endorsement by the Library of the beliefs or viewpoints expressed at such meetings. A disclaimer to this effect may be used by the Library in any form and at any time and place it deems necessary.
5. Publicity - No organization or individual will publicize a meeting in any manner that suggests Library sponsorship or affiliation without prior written approval by the Library. The Library’s telephone number will not appear on any promotional material concerning a meeting.
6. Time, Place, and Manner Restrictions - The Library regulates the time, place, and manner of all meetings and assures access to Library meeting rooms which is both subject and content neutral. The Library will not deny use of the Board Room or Community Room because some members of the community disagree with the views of the participants of the meeting.
7. Interference with Library Operations - Meetings which significantly interfere with library operations, such as those that produce excessive noise, a significant safety hazard, or a significant security risk, will not be permitted.
8. Adult Supervision - Groups composed of members under the age of 18 must have one adult sponsor in attendance at the meeting for each 25 persons. Babysitting service for children of persons attending meetings is not provided by the Rolling Meadows Library. Unattended children under seven years of age may not be sent to other areas of the Library during meetings.
9. Storage Facilities - The Library does not provide storage facilities to individuals or groups using the Board Room or Community Room.
10. Animals - Animals are not allowed in the Board Room or Community Room with the exception of service animals.
11. Damage - Damage to the Library or to Library furniture and/or equipment may result in a charge to the responsible party listed on the “Meeting Room Reservation Application” Form for replacement costs or repairs. If the Board Room, Community Room, or the kitchenette are not kept reasonably clean, a cleaning fee may be assessed. The cost of any damage will be determined by the Library Executive Director.

Failure to abide by these rules may result in cancellation of or refusal of future reservations.

The Library Board of Trustees reserves the right to change any or all of the foregoing provisions without notice.

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Amended June 11, 2025

The Rolling Meadows Library provides conference and study rooms to support quiet study, collaboration, and a variety of educational and professional needs in a welcoming environment. There are four rooms available for patron use during library hours: Conference Rooms A and B, and Study Rooms A and B. Conduct in these rooms is covered by the Public Conduct Policy.

Room Details

• Conference Rooms A and B each have a capacity of 10 people.
• Study Rooms A and B each have a capacity of 4 people.
• All rooms are equipped with a computer, webcam, and external display. Patrons are responsible for bringing any additional equipment or supplies they wish to use.

Rules of Use

• Eligibility and Use
  
  1. Patrons high school age and older may use the conference and study rooms. Library staff may request identification to verify age.
  2. The patron who reserves the room must remain present for the duration of the reservation.
• Making a Reservation
  
  3. Rooms may be reserved through the Library’s website, by phone, or in person.
  4. Advance reservations are available only to library cardholders. Same-day reservations may be made by any patron.
  5. Rooms may be reserved up to one week in advance. Patrons are limited to one advance reservation per day and two advance reservations per week.
  6. Patrons must check in at the Reference Desk to use a room.
  7. Reservations will be held for 10 minutes past the scheduled start time. After that, the reservation will be forfeited and the room made available to others.
• Duration and Extensions
  
  8. Rooms are available in two-hour sessions.
  9. Additional time may be granted in one-hour blocks if there are no pending reservations or immediate requests for the room.
• Room Conduct and Care
  
  10. Rooms may not be left unattended. If a room is vacated for more than 10 minutes, the Library may remove any belongings and return the room to available status. The Library assumes no responsibility or liability for items left behind.
  11. No additional furniture may be brought in or removed from rooms without approval from library staff.
  12. No canvassing, peddling, or solicitation is allowed in these rooms in accordance with the Canvassing, Peddling and Soliciting Policy.
  13. In accordance with the Public Conduct Policy, covered drinks are permitted in the conference and study rooms. Light snacks are allowed unless a library computer is in use. Meals, hot foods, and items with strong odors are not permitted.
  14. Patrons are responsible for any damage to Library property or equipment and must ensure the room is left clean upon departure.

The Library may adjust room assignments based on group size, availability, or operational needs to best accommodate all patrons. The Library reserves the right to terminate any room reservation at any time.

Patrons who violate this policy may be asked to end their use of the room at the discretion of library staff. Repeated violations may result in the suspension of room privileges.

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Amended July 10, 2024

The Rolling Meadows Library is committed to maintaining an environment where patrons can freely access library information and resources. To protect the privacy of patrons and staff, and to ensure a safe and welcoming environment, the following policy outlines the guidelines for taking photographs, videos, and audio recordings within the library premises.

General Policy

1. Personal, Noncommercial Use
   • Photography and recording are permitted in public areas of the library for personal, noncommercial use, provided no tripods, lights, or specialized equipment are used.
   • There are certain areas where photography and recording are prohibited, such as restrooms and any staff-only areas.
   • Requests to use tripods, lights, or other specialized equipment must be made at least 24 hours in advance. Approval must be obtained from the Library Director or their designee.
2. Prohibited Conduct
   Persons taking photographs or recordings must not:
   • Compromise the privacy of patrons or staff.
   • Harass, intimidate, or threaten any individual.
   • Block aisles, walkways, stairwells, doors, or exits.

Exterior Photography and Recording
Photography and recording outside the library building and on library grounds do not require permission. This activity must not impede the ingress or egress of patrons or staff or block parking lots. 

Commercial Photography and Recording
Use of library facilities for commercial photography or recording may be permitted if it aligns with the library's mission and policies. Requests must be made at least one week in advance, and a fee may be charged to offset costs. Approval must be obtained from the Library Director or their designee.

Performers and Contractors
Any contracted performer or programmer wishing to record their performance must submit a request in writing at least one week prior to the event. Approval must be obtained from the Library Director or their designee. The library reserves the right to deny the use of recording equipment and will determine where such equipment can be placed. Performers with recording equipment must provide a certificate of liability insurance listing the library as an additional insured.

Photography and Videos of Materials and Resources
Patrons are allowed to take photographs and recordings of the library's publicly available collections. Responsibility for obtaining consent for photographing or recording copyrighted materials rests solely with the patron.

Library Photography, Videos, and Recording

• The library may document its services and the public's use of its building and grounds through photographs, videos, and audio recordings.
• This policy extends to photographs and recordings by library staff at any community outreach events in the immediate area where the outreach is taking place.
• These materials may be used in the library's publicity print or digital materials, website, and social media.
• No names will be utilized in conjunction with photographs without express written consent.
• Patrons who do not wish to be photographed or recorded should inform a library staff member before or during the event.

Library Board Meetings
In accordance with Section 120/2.05 of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), any person may record the proceedings of Library Board meetings and other open meetings, provided that the recording does not disrupt the meeting or create a safety hazard.

Liability
Individuals taking photographs or recordings are solely responsible for any injuries to persons or property resulting from their activities. They must also obtain all necessary releases and permissions from identifiable persons or for copyrighted materials. The library assumes no responsibility for obtaining these releases or permissions.

Compliance with Policy
The library reserves the right to ask any individual or group violating this policy to cease taking photographs or recordings.

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Adopted July 8, 2026

The Rolling Meadows Library is strongly committed to protecting the privacy of our patrons. Privacy means the right to open inquiry without scrutiny and confidentiality means keeping personally identifiable information private on patrons' behalf.

Grounded in both law and the ethics of librarianship, the Library protects each patron's right to privacy and confidentiality with respect to resources consulted, borrowed, or transmitted, and services sought or received, consistent with the ALA Code of Ethics, the Library Records Confidentiality Act [75 ILCS 70/1 et seq.], and applicable federal, state, and local law.

Notice of Information Gathered

Patrons have the right to be informed about how personally identifiable information is gathered, retained, and removed, and why it is necessary for library services. The Library may collect the following:

• Registration information (name, address, phone, date of birth, parent/guardian name and address)
• Circulation records (items checked out, on hold, lost, or damaged; fees incurred)
• Email address, if voluntarily provided, for notices and updates
• Borrower card number, for access to certain services
• Program registration and appointment contact information
• Meeting room booking details (requestor, purpose, profit/nonprofit status)
• Notary service records (name, date, document type)
• Other information reasonably required to provide library services

The Library avoids creating unnecessary records, regularly purges records no longer needed, and does not expose personally identifiable information to public view.

Disclosure

The Library keeps all personally identifiable information confidential and will not sell or license it to third parties without patron consent, except as required by law or court order. The Library may share information with other institutions to facilitate library services (such as reciprocal borrowing or interlibrary loan) or to protect library resources and collect fees owed (such as through a collection agency). The Library will grant custodial parents, legal guardians, and legal foster parents access to records for children under 18.

Access by Users

Patrons may view or request updates to their personally identifiable information upon verifying their identity. The Library may also offer patrons the option to create and manage voluntary lists of reading, viewing, and listening preferences, which are protected under this policy.

Data Integrity and Security

• Data Integrity: The Library takes reasonable steps to ensure collected data is accurate and secure, including using reputable data sources, providing patrons access to their own records, updating data when possible, and destroying data no longer needed.
• Data Retention: Personally identifiable information is protected from unauthorized disclosure and purged or shredded when no longer needed, including security and surveillance data.
• Tracking Use: The Library removes links between patron records and borrowed materials once the original purpose for collection is fulfilled, and permits access by authorized library staff to information without creating a data trail. The Library may retain a link between an item and its most recent prior checkout to protect against collection loss or damage. The Library regularly clears cookies, browsing history, cached files, and other temporary internet use records from its computers and networks.
• Third-Party Security: The Library requires that contracts, licenses, and offsite service arrangements reflect its privacy obligations. Third-party access to patron information is governed by agreements restricting its use, aggregation, dissemination, and sale. When patrons connect remotely to licensed databases, the Library releases only information needed to authenticate them as valid cardholders. Patrons are encouraged to review third-party privacy policies when using those services.
• Security Measures: The Library maintains managerial and technical safeguards to protect against unauthorized access, use, or disclosure of data, including internal procedures limiting who may access data and for what purposes. The Library complies with the Personal Information Protection Act (815 ILCS 530/1 et seq.; 815 ILCS 530/5).

Any suspected breach involving personal information will be investigated promptly by the Executive Director or designee, who may consult with legal counsel or law enforcement before determining whether to notify affected individuals. Notice, if warranted, will be provided in accordance with the Act. For purposes of this section, "personal information" means a patron's name combined with any unencrypted or unredacted PIN, access code, or password that would permit access to their account. All security incidents must be reported immediately to the Executive Director or designee.

Library Website Security

• Type of Information Collected: When identification is necessary, the Library collects only the minimum information needed and retains it only as long as required. This may include IP address, browser type, domain names, access times, and referring website addresses, as well as personally identifiable information transmitted in connection with online services.
• How the Information Is Used: Collected information is used to operate and maintain services and to compile general website usage statistics.
• Third-Party Websites: The Library's website links to licensed third-party resources, including databases and electronic journals. While the Library seeks to include privacy protections in its license agreements, use of third-party sites is governed by their own policies, not this one.
• Security: The Library employs authentication, monitoring, auditing, and other technical and operational measures to safeguard data integrity and prevent unauthorized access. Online payments, where available, are processed through a secure, encrypted connection via a third-party payment provider. No security measures can guarantee complete protection from unauthorized access.
• Cookies: The Library does not use persistent cookies. Non-persistent session cookies may be used to maintain a patron's active session and are invalidated when the session ends.
• Acceptance of Terms: Use of the Library's website and app constitutes acceptance of this policy.

Enforcement and Redress

The Library conducts privacy audits to ensure compliance with this policy. Patrons with questions, concerns, or complaints may file written comments with the Executive Director, who will respond in a timely manner and may conduct a review or investigation as appropriate.

Release of Information from the Patron Record to Courts or Sworn Officers

Only the Executive Director and designated Person in Charge may receive or respond to law enforcement requests. The Library will consult legal counsel before responding and will release records only upon a valid subpoena, warrant, or court order showing good cause, or where a sworn officer attests to probable cause of imminent physical harm and a court order is impractical. In the latter case, the officer must sign a form acknowledging the emergency and receipt of the requested information.

Information released to law enforcement is limited to identifying a suspect, witness, or victim and will not include circulation or registration records reflecting materials borrowed, resources reviewed, or services used.

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