General Policy

The Chillicothe Public Library District (the “Library”) is established and operated in compliance with the Illinois Compiled Statues. The Library is in compliance with all other federal and state laws that affect library operations, including the American with Disabilities Act, the Fair Labor Standards Act, the Bloodborne Pathogen Standard, the Illinois Accessibility Code, the Open Meetings Act, the Freedom of Information Act, the State Records Act, the Library Records Confidentiality Act and the Drug Free Workplace Act.

The Library is governed by a board of trustees created and maintained in compliance with Chapter 75 of the Illinois Compiled Statues. The Board is responsible for levying taxes, approving budgets and appropriations, adopting policies, ordinances and resolutions, hiring a qualified Library Director to implement policies and carry out the day-to-day operations of the library, evaluate the director, and if necessary, dismiss the director.

The Board of Trustees have written bylaws that outline its purpose, operational procedures, and address conflict-of-interest issues, and reviews these bylaws on a regular basis.  The Board of Trustees meet at least 10 times per year on a regular monthly schedule in compliance with the Open Meetings Act. Written or recorded minutes are kept of each meeting, and when passed, are available for public inspection and retained in compliance with the State Records Act.

The Board of Trustees has a board-approved mission statement, a long-range plan, a disaster prevention and recovery plan, and policies.  The Library is a member of the Reaching Across Illinois Library Systems (RAILS) and participates in resource sharing through interlibrary loan and reciprocal borrowing.  The Library provides access to World Share ILL and participates in the Standards for the Service in Illinois Multitype Systems by fulfilling member library responsibilities.

Providing lifelong learning services to the community of Chillicothe is a primary function of the Library.  As a result, the library shall pursue an active program of leadership and cooperation with other agencies in encouraging the use of significant material representing all points of view and the preservation of historical resources pertaining to the surrounding area.  The library’s materials budget will be allocated to resources that support these roles in accordance with established guidelines.

Adopted June 26, 2017, reviewed August 28, 2022

Bloodborne Pathogens Policy

While normal library operations are not likely to involve circumstances exposing employees or users to bloodborne pathogens, the Chillicothe Public Library District complies with Illinois Department of Labor regulations and therefore the federal Occupational Safety and Health Administration regulations relating to occupational exposures to bloodborne pathogens which have been incorporated by administrative actions.

Exposure Determination: No particular job classification of the Library has occupational exposure (meaning “reasonably anticipated…contact with blood or other potentially infectious materials that may result from the performance of an employee’s duties”), however, emergencies may occur with staff or patrons, particularly youth or elderly patrons, to which library employees in all classifications may be called upon to respond with assistance. Or emergencies with “out of control” individuals (e.g. biting, spitting, etc.) could present an individual threat.

Universal Precautions: All potential circumstances of exposure must be taken into account by the Library and its employees to protect against exposures. Hepatitis B (HBV), human immunodeficiency virus (HIV), and other bloodborne pathogens found in human blood and other body fluids cause life-threatening diseases. In emergency or other such circumstances, when contact with blood or other potentially infectious materials may result, the Library’s approach to infection control requires all human blood and body fluids to be treated as if known to be infectious for HIV, HBV, and other bloodborne pathogens. Engineering and work practice controls shall be used to eliminate or minimize employee exposures, and if a possibility of exposure remains, personal protective equipment shall also be used.

Exposure Control Plan: At any time within the Library environment that human blood, human body fluids, or other potentially infectious materials are presented, the area contaminated shall be immediately cordoned off and quarantined, even if the entire library must be closed to accomplish this completely. Personal protection clothing, such as gloves, gowns, masks, etc., shall be provided and used in the cleanup and safe disposal of contaminated waste such as diapers, blood-tinged materials (e.g. Band-Aids, gauze, cotton, clothing, etc.), etc. If advisable, a professional hazardous/contaminated cleanup firm shall be contacted and retained for complete cleanup and decontamination. The quarantine shall be effective until complete cleanup and disposal is obtained. Hand- washing facilities are provided by the Library and must be used by the employees as soon as feasible, including following the removal of personal protective equipment. A complete record of all incidents, exposures, cleanup, and disposals shall be kept as required by the regulations.

Training and Immunizations: The Library shall provide directly or through System, State, or associational programs, annual in-service training/educational programs for all affected employees. Any employee who has an occupational exposure shall be offered, at no charge, the hepatitis B vaccine series, in accordance with the regulations. Following the report of an exposure incident, the Library will make immediately available to the exposed employee or employees a confidential medical evaluation and follow-up as provided in the regulations.

Adopted April 23, 2018, Reviewed October 24, 2022

Patron Borrowing Rights and Privileges and Use of the Library

Obtaining and Using a Library Card

Any person who lives or owns taxable property within the Chillicothe Public Library District may obtain a Chillicothe Public Library card by applying in person at the library.  Proof of residency is required, and may be fulfilled by showing State issued photo ID with current address, or by providing a recent bill addressed to the resident.  If either of those options are not possible, a post card can be mailed to the patron for a small fee, which can be returned once received as proof of residency.  

To obtain a juvenile card (issued to those under age 18), an adult who is responsible for the child applying for the card must agree to accept responsibility for the items checked out using that card.

You must apply for, carry, and use your own library card, unless written permission to share your account with other family members has been filed with the library.  It should be noted however, that the library card holder remains responsible for any activity on their card.  Parents may check out materials on behalf of children age 18 and younger using the child’s card. If you lose your library card, please contact Circulation Services immediately.  Lost cards can be replaced for a $2 fee.  

Nonresident cards may be issued for a fee of $108.32 and are effective for one year. The nonresident card fee is calculated using the general mathematical formula allowed by Illinois law, is reviewed annually, and may change each year on July 1.

Loan Periods and Limits

Item TypeCheck out PeriodLimit
Books4 weeksNone*
CDs and Audio Books4 weeks5
Magazines4 weeks5
DVDs, Blurays, and Games4 weeks5

*A total of 50 items may be checked out at any one time.

All items are subject to a 3-renewal limit unless otherwise specified.

Fines and Fees

CPLD stopped assessing fines for overdue items in January of 2021. However, fees for lost or damaged goods still apply. Items not returned in a timely manner are considered “lost” at 30 days past the due date. Fees for the full replacement value will be automatically charged to patron accounts. These fees may be reversed once the item is returned in good

Claims Returned

If a patron claims an item is returned, but the item cannot be located, the item will be marked as “claims returned.” If an item is later found at the library, the “claims returned” status will be removed. If the item is later returned by the patron, it shall be treated as a normal overdue item.  After 3 “claims returned” items are posted to a patron’s record, additional “claims returned” items will be treated as lost items and the patron’s account will be charged for replacement.

Failure to Return Library Materials / Pay fines and fees

Failure to return library materials or to pay charged fines and fees may result in collections proceedings. Theft of or failure to return library materials will be prosecuted to the full extent of the law. Patrons will be responsible for any collection and/or court cost incurred by the library in its efforts to secure the return of material or payment of fines.

Rights of Borrowers

Pursuant to the American Library Association’s Library Bill of Rights, which states, in part, “A person’s right to use a library should not be denied or abridged because of origin, age, background, or views,” the Chillicothe Public Library District will not limit the use of any library material or service by any cardholder.

Furthermore, the Chillicothe Public Library District will not restrict access to library materials or services to anyone solely on the basis of age. Supervising the use of the library by children under the age of 18 is the responsibility of parents or legal guardians, not library staff. For library privileges, patrons age 18 and older are considered adults under library policy and Illinois Library privacy laws.

The checkout of library materials and use of certain online resources is a privilege extended to cardholders in good standing. This extends to reciprocal borrowers and those holding a valid library card from any Illinois library, except where prohibited by contract (such is the case with certain online resources). Any person has the right to use library materials and resources within the library itself, except where prohibited by contract (such is the case with certain online resources).

Patron Privacy

Pursuant to the Library Records Confidentiality Act, library staff may not share identifiable patron account information with anyone without the account-holders expressed permission. This includes information concerning spouse’s accounts and accounts of children age 16 and older. Examples of such information include: items currently or previously checked out, items on hold, fines, and other patron activities.

Library Programs

Any person may attend library programs held at the Chillicothe Public Library District regardless of cardholder status or home library. Prizes for certain programs may be limited to Chillicothe Library cardholders when specified.

Internet Use

The Chillicothe Public Library District provides Internet access via an open WiFi connection for personal devices and via library computers designated for public Internet use. Access to the Library’s Internet connection is subject to the Equipment and Computer Use Policy.

Other Library Services

Fax: 25 cents per page. International faxing available at a rate set by the international calling rates.

Photocopy and Printing: 10 cents per page for standard B&W printing, 50 cents per page for color printing.

Notary Public:  No charge.

Proctoring Services:  By appointment; No Charge.

Revised 9/23/2019, 2/22/2021

Disposal of Surplus Library Materials Policy

Library property (i.e., print and non-print materials, equipment, supplies, and/or any personal property) which in the judgment of the Library Director is no longer necessary or useful for library purposes, may be disposed of in the following manner:

Books and non-print materials from the library’s collection, or gift materials, may be discarded, sold, or given to local philanthropic, educational, cultural, government, or other not-for-profit organizations.

Procedures for the disposal of property are contained in 75 ILCS 16/30-55.30, 32. When the Board has determined to sell or otherwise dispose of real or personal property that it deems no longer necessary or useful for library purposes may be sold or disposed of at a public sale as follows:

  1. Personal property of any value may be donated or sold to any other tax supported library or to any library system.
  2. Personal property having a unit value of $1,000 or less may be disposed of as determined by the Library Director.
  3. Personal property having a unit value of more than $1,000 but less than $2,500 may be sold through a competitive process by posting notice of sale at all library locations or via online auction or classified advertisement websites and message boards.
  4. Decommissioned computer hardware having a unit value of less than $1,000 and incapable of running current software and/or are incompatible with the library’s computer network may be disposed of using a computer recycling service or donated to civic, educational or other non-profit organizations.
  5. In all other cases, the Board shall publish notice of the availability and location of the real or personal property, the date and terms of the proposed sale, publishing such notice at least once each week for two successive weeks in a newspaper of local distribution. On the day of the sale, the Board shall proceed with the sale and may sell such property for a price determined by the Board or to the highest bidder. It may reject all bids and re-advertise the sale.
  6. Withdrawn materials may be donated to other institutions or offered on an equal basis to the public through the Friends of the Library Book Sales. The Library does not reserve materials to be sold to individual patrons after withdrawal. The Library Director or designee may dispose of withdrawn library materials if they are unlikely to sell at the Friends book sale.
  7. In no case shall Library Trustees, the Library Director, or members of their immediate families make bids or purchase any library item declared surplus. In no case shall any other library staff member or members or their immediate families purchase any library item declared surplus except through competitive public bidding.

Amended 2019

Alcohol Policy

The Chillicothe Public Library District seeks to make our library the cultural hub of our respective community.  Our mission statement challenges library staff to provide timely programming, opportunities for lifelong learning, and to fearlessly explore new opportunities.  As such, the Chillicothe Public Library District Board of Trustees recognizes that from time to time it may be reasonable and beneficial to allow alcohol to be served in our libraries or on District property during fundraising events or during programs of a cultural or educational nature.  

Illinois Public Act 99-0559 States:

Alcoholic liquors may be delivered to and sold at retail in any building owned by a public library district, provided that the delivery and sale is approved by the board of trustees of that public library district and is limited to library fundraising events or programs of a cultural or educational nature. Before the board of trustees of a public library district may approve the delivery and sale of alcoholic liquors, the board of trustees of the public library district must have a written policy that has been approved by the board of trustees of the public library district governing when and under what circumstances alcoholic liquors may be delivered to and sold at retail on property owned by that public library district. The written policy must (i) provide that no alcoholic liquor may be sold, distributed, or consumed in any area of the library accessible to the general public during the event or program, (ii) prohibit the removal of alcoholic liquor from the venue during the event, and (iii) require that steps be taken to prevent the sale or distribution of alcoholic liquor to persons under the age of 21. Any public library district that has alcoholic liquor delivered to or sold at retail on property owned by the public library district shall provide dram shop liability insurance in maximum insurance coverage limits so as to save harmless the public library districts from all financial loss, damage, or harm.

Therefore, the Chillicothe Public Library District Board of Trustees hereby establishes this policy with the following parameters set forth:

I.  When alcohol is allowed 

  1. The serving of alcohol will only be permitted at District events or at events that are co-sponsored by the District and another entity.
  2. The serving of alcohol will not be permitted at any event unless first pre-approved by the Director, in compliance with this policy.
  3. Outside groups or individuals conducting a meeting or event at our library are not allowed to serve alcohol while using our meeting spaces unless the event meets the criteria set forth previously. 

II.  Where alcohol is allowed

  1. Alcohol may be served at pre-approved events held within an enclosed or controlled space, such as a meeting room or conference room or throughout a District facility or its grounds so long as there is a means by which to (1) prevent access to the general public, (2) prevent alcohol from being removed from the premises by attendees, and (3) steps are taken to prevent the sale or distribution of alcohol to persons under the age of 21.

III.  The serving of alcohol

  1. Alcohol may be served at pre-approved events by catering staff secured for such purpose by the District.
  2. Alcohol may be served at pre-approved events by any library staff member or volunteer who is of legal age and designated by the Director to do so.

IV. Allowable event types  

  1. Approved events may include but will not be limited to fundraisers, book discussion group meetings, programs discussing alcohol within the cultural heritage of a group, or educational programing intended to broaden the understanding of a topic relating directly or indirectly to alcohol.   

V. Liability Insurance  

  1. The Illinois Liquor Control Act of 1934 [235 ILCS 5/6-21(a)] requires the Illinois Comptroller to determine each year the liability limits for causes of action brought under the Act.  
  2. Per Illinois Public Act 99-0559, when serving alcohol, the District must provide liability insurance with a coverage limit that saves harmless the District from all financial loss, damage, or harm under the maximum liability limits set forth in the Illinois Liquor Control Act of 1934.
  3. The District’s liability insurance coverage is determined annually. The Director shall ensure that said liability insurance meets the parameters set forth in this policy before approving any programs or events where alcohol is to be served.         

VI.  General Rules and Restrictions

  1. All rules put forth in other District policies shall remain in effect during events where alcohol is served.  This includes but is not limited to the Meeting Room Policy, the Patron Behavior Policy, and the Personnel Policy.
  2. Purposely deceiving District staff in order to unlawfully gain access to an event where alcohol is served is a crime and will be reported to the proper authorities.

This policy is not all-inclusive; approval of individual situations not described here will be determined by the Director.  Waiver of any prohibitions in this policy may be requested by written application directed to the Library Board of Trustees.

Adopted February 25, 2019, amended October 24, .2022

Equipment and Computer Use Policy

 The Library reserves the right to limit, refuse, and/or ban any patron from using the library equipment and computers. Use may be limited to patrons in good standing, i.e. all fines have been paid, all overdue materials have been returned, and any lost materials have been paid for. 

Anyone under the age of 15 must be accompanied by a parent or guardian while using library equipment or computers. 

Copyright laws forbid duplication of copyrighted software and recordings. The Library restricts the use of personal software on library computers.

Internet Use Policy

While Internet service is provided on Library computers, the Library makes no guarantee that Internet service will be available at any given time. If the Library’s Internet service is unavailable for a known reason, users will be notified, if possible.

Library Internet computers are available for use on a first-come first-served basis. Patrons may sign-up at the Circulation Desk if there are no computers available.

Use of computers is limited to one person per computer at a time. Exceptions may be granted by library staff.

Patrons are to read and abide by the Internet Use Policy. The Library reserves the right to restrict computer use based on violation of the Internet Use Policy.

The Library may use software to manage patron sessions on the computers. Parents are responsible for children 15 and under using Library Internet computers. The library may impose time limits to control wait periods.

The library is not responsible for the content of any materials accessed through the Internet. Parents or guardians, and not the library or its staff, are responsible for the Internet information selected and/or accessed by their children. Parental supervision of children searching the Internet is advised.

Use of headphones is permitted at Library computers, however, you must maintain a volume low enough not to disturb others. Those not following these guidelines will be forfeit their session for the day.  

Inappropriate use of the Internet may result in suspension or revocation of Internet use.

The following activities are unacceptable:

  • Use of the Internet for any purpose that results in the harassment of others.
  • Destruction of, damage to, or unauthorized alteration of the library’s computer equipment, software, or security procedures.
  • Downloading (FTP) any software to library computers or to a disc.
  • Contacting a source that contains lewd, obscene, and/or pornographic material.
  • Participating in and/or observing a chat and/or instant messaging session that contains lewd, obscene, and/or pornographic material.
  • Copying a program from the hard drive for personal use–this is a violation of federal law.
  • Introducing viruses into the library’s software, databases, or e-mail in any way, re-arranging the computer desktop, or harming any library computers, networks, software, or automation systems in any way.
  • Violating federal, state or local laws, including the transmission or receiving of child pornography or harmful material, fraud, or downloading copyrighted material.

Cost for printing materials from the computer shall be $0.10 (ten cents) per page for black and white copies and $0.50 (fifty cents) per page for color copies (if available). No exceptions will be made to this fee, even if you supply your own paper.

The Library also provides a wireless network for public use. Appropriate use of this network is subject to the same rules as use of the library’s computers. Additionally, the Chillicothe Public Library District recognizes that the electronic information networks such as the Internet may contain material that is inappropriate for children. Parents are expected to monitor and supervise their children’s use of the Internet.  Library staff is unable to monitor children’s use. Parents are encouraged to discuss with their children issues of appropriate use and electronic information network safety.

Revised August 27, 2019, reviewed August 28, 2022

Display Policy

The Chillicothe Public Library District provides public space for displays of local artwork and collections of  items. Local residents, organizations, collectors and amateur artists are invited to apply for consideration.  Exhibits may consist of the work of an individual or a group.  

Prospective exhibitors must submit a Display Request application form and may be asked to provide access to samples for review. 

Displays are selected on the basis of: 

  • General interest and wide appeal 
  • Timeliness (holidays, celebrations, etc.) 
  • Artistic, historic or local merit 

Main Lobby Display case 

The library provides a locked exhibit case suitable for display of small items and collections. Located centrally  in the main library Lobby, the case measures 60” wide by 16.5” deep by 42” high and has 1 adjustable glass  shelf.  

General Rules and Guidelines  

  • All age groups use the library on a regular basis. Proposed exhibits should be suitable for viewing by all ages. 
  • Exhibit space may not be used for commercial purposes, advertising or political campaigns. Prices may not be affixed to displayed items. 
  • Exhibitor’s name and telephone number or e-mail address will be made available to the public upon request. 
  • Preference is given to library-sponsored exhibits and to applications from residents of Chillicothe. • Successful applicants will be required to complete the Display Request Application Form. • The library will not assume any liability for damage, loss or theft of displays. 
  • The library does not advocate or endorse the viewpoints of exhibits and exhibitors. • Items of high value or extreme delicacy are generally not selected. 
  • Exhibits may be set up on the first day of the month and must be removed by the last day of the month during library hours. Exhibits may not be scheduled more than a year in advance. 
  • Setup and take-down must be done by the exhibitor; library staff will not assist with setup or removal. The library cannot provide storage space for display items. Exhibits must present no fire, safety or personal hazard. 
  • Exhibitors must supply any needed easels, props, fasteners, etc. 

Identity Protection Policy

This Policy is adopted by the Board of Trustees of the Chillicothe Public Library District pursuant to and in compliance with the Identity Protection Act (5 ILCS 179/1 et seq.) and shall be in effect from and after the date of its adoption as follows:

  1. The Chillicothe Public Library District [including in this designation its District officers or employees, members, or employees or representatives of either the District or the Library] will not:
    •  Publicly post or publicly display in any manner an individual’s social security number.  For purposes of this policy, “publicly post or display” means to disseminate intentionally a social security number to the general public.
    •  Print an individual’s social security number on any card required for the individual to access products or services provided by the person or entity.
    •  Require an individual to transmit his or her social security number over the Internet, unless the connection is secure or the social security number is encrypted.
    • Print an individual’s social security number on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method of delivery, unless State or federal law requires the social security number to be on the document to be mailed.  Notwithstanding any provision in this Section to the contrary, social security numbers may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act [820 ILCS 405/100 et seq.], any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the social security number.   A social security number that may permissibly be mailed under this Section  may not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or which would be visible on an envelope without the envelope having been opened.
  2. Except as otherwise permitted by the Identity Protection Act effective, no District officer or employee, member or employee or any representative of either the District or the Library shall do any of the following:
    • Collect, use, or disclose a social security number from an individual, unless (i) required to do so under State or federal law, rules, or regulations, or the collection, use, or disclosure of the social security number is otherwise necessary for the performance of the District’s or Library’s duties and responsibilities; (ii) the need and purpose for the social security number is documented before collection of the social security number; and (iii) the social security number collected is relevant to the documented need and purpose.
    • Require an individual to use his or her social security number to access an Internet website.
    • Use the social security number for any purpose other than the purpose for which it was collected.
  3. The foregoing notwithstanding, it shall not be a violation of this policy and the foregoing prohibitions will not apply in the following circumstances:
    1. The disclosure of social security numbers to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary in order for the entity to perform its duties and responsibilities; and, if disclosing to a contactor or subcontractor, prior to such disclosure, the governmental entity must first receive from the contractor or subcontractor a copy of the contractor’s or subcontractor’s policy that sets forth how the requirements imposed under this Act on a governmental entity to protect an individual’s social security number will be achieved.
    2. The disclosure of social security numbers pursuant to a court order, warrant, or subpoena.
    3. The collection, use, or disclosure of social security numbers in order to ensure the safety of:  State and local government employees; persons committed to correctional facilities, local jails, and other law-enforcement facilities or retention centers; wards of the State; and all persons working in or visiting a State or local government agency facility.
    4. The collection, use, or disclosure of social security numbers for internal verification or administrative purposes.
    5. If required by other applicable law or regulation, the disclosure of social security numbers for the collection of delinquent child support or of any State debt or to a governmental agency to assist with an investigation or the prevention of fraud.
    6. The collection or use of social security numbers to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act [15 U.S.C. 1681 et seq.], to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley Act [Public Law 106-102, 106th Congress], or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit.
  4. This policy shall not prevent the disclosure to the public of information or documents which contain social security numbers and which would otherwise be subject to disclosure but for the inclusion of social security numbers, provided that social security numbers shall be redacted from any such information or documents prior to disclosure.
  5. This policy does not apply to the collection, use, or disclosure of social security numbers as otherwise required by any state or federal law, rule, or regulation.
  6. There shall be no encoding or embedding of social security numbers in or on any card or document using a bar code, chip, magnetic strip, RFID technology, or other technology in place of removing a social security number as required by the Identity Protection Act.
  7. All persons [including in this designation District officers or employees, members, or employees or representatives of either the District or the Library] who have access to social security numbers in the course of performing their duties for the District or the Library are to receive training regarding this policy and the protection of the confidentiality of social security numbers.  Such training will include the proper handling of information which contains social security numbers from the time of collection through the destruction of the information.
  8. Only those persons [including in this designation District officers or employees, members, or employees or representatives of either the District or the Library] who are required to use or handle information or documents which contain social security numbers shall have access to such information or documents.
  9. Social security numbers which are properly requested from an individual will be collected to the extent administratively practicable in a manner such that they may be easily redacted if disclosure of the document or information containing the social security number is required.
  10. Whenever a social security number is collected from an individual by the District or the Library, or upon request of the individual, the individual will be informed of the purpose or purposes for which the social security number is being requested.
  11. This policy does not supersede or replace any more restrictive law, regulation, or rule which may be applicable to the collection, use and disclosure of social security numbers.
  12. A copy of this policy will be posted at the Library and all officers, members, employees, and representatives of the District and the Library will be provided with a copy of this policy.  Any person who violates this policy will be subject to disciplinary action up to and including dismissal from the Library.

Date of Adoption:  30 November 2015

Materials Selection Policy


To articulate the principles, policies, and criteria that guide the staff in selecting materials to develop responsive collections for the library system and to inform the public on these principles and selection standards used by the Chillicothe Public Library District.


We are committed to providing easy access to books and information for all ages through responsive professionals, engaging programs, and state-of-the-art technology in a safe and friendly environment.

Chillicothe Public Library District prioritizes a commitment to equity ensuring that all members of the community have equitable access to library services and programs. Diversity and inclusion are about respecting, understanding, honoring, and welcoming all members of the staff and community into the library. Decisions about hiring, collection development, policies, and programming are made with a lens of equity, diversity, and inclusion.


The Chillicothe Public Library District Materials Selection Policy is based on the following principles:

Materials are selected which provide for the interest, information, enlightenment, entertainment, education, development, and enrichment of all library customers, within budgetary constraints and availability of materials.

The freedom to read, along with the freedom to hear and to view, is protected by the First Amendment to the Constitution of the United States. This freedom, essential to our democracy, will be upheld, supported, and defended in the selection and accessibility of all library materials. In this regard, the library upholds the principles of the American Library Association’s Library Bill of Rights, Freedom to Read, Freedom to View, Statement on Labeling, and Intellectual Freedom Statement.

The library staff does not serve in loco parentis. It is the parent(s), and only the parent(s), who may restrict their children, and only their own children, from access to library materials. Responsibility for children’s reading rests with their parent(s) and/or legal guardian(s). Selection will not be inhibited by the possibility that materials may inadvertently come into the possession of children.


The following policies apply in regard to materials selection, maintenance, and accessibility.

Materials Selection

The library’s collection is one that is intended to be current, useful, and circulating.  Library staff trained in collection development adhere to the libraries goal of providing exceptional materials in various formats for our community.  Quality is pursued by applying professional discretion and standards established by the library profession and through the use of appropriate selection aids, including book reviews, and best seller lists.

Collection diversity is pursued by attempting to meet the needs of all ages, backgrounds, and educational levels, by providing as many subject fields as possible, and by providing multiple perspectives on both popular and unpopular topics.  The Library’s collection represents industry accepted equity, diversity, and inclusion topics.  Materials currently provided by the Library include physical books, audiobooks, compact discs, magazines, newspapers, along with digital and streaming platforms.


Library materials, whether purchased or donated, are subject to the criteria listed below. An item need not meet all of these standards to be included in the Library’s collection:

  • Public interest or demand
  • Relevance to the community
  • Contemporary significance
  • Readability and style
  • Treatment of subject for intended audience
  • Artistic excellence
  • Suitability of the format for library use
  • Creative, literary, or technical quality
  • Cost
  • Availability from our contracted vendors
  • Reviews in the professional journals and popular media
  • Professional or literary reputation of the author, publisher or producer
  • Circulation of similar material
  • Relation to existing collection and other materials on the subject

Materials missing or withdrawn from the Library’s collection are not automatically replaced. The decision to replace items is based on the following criteria:

  • Availability of other copies or editions in the collection
  • Public interest
  • Adequacy of coverage in the subject area
  • Circulation of withdrawn or missing item
  • Cost
  • Availability from our contracted vendors

New and/or emerging formats will be considered when appropriate.  Periodicals and newspapers are retained in print form for a period of six-months, as well as in microform, or electronic formats in perpetuity.    

The Library will encourage and accept gifts with the understanding the gifts of materials will be added to the collection only when they meet the same standards required of purchased materials.  Gift materials, which do not meet those standards, are out-of-date, unneeded duplicates, or in a format unsuitable for library use may be used for book sale events, or recycled.  A letter for tax purposes will be sent to the donor if requested at the time of donation.  Whenever a gift is no longer needed or useful, it will be disposed of in the same manner as materials purchased.

Any community member has the right to request reconsideration of library materials.  To make a request, please complete and submit a Request for Reconsideration Form.

The Director, with other appropriate staff, will review the material in question. The Director will then make a decision and send a response to the requestor stating the reasons for the decision.  If the individual is not satisfied with the decision, a written appeal may be submitted to the Board of Library Trustees. The decision of the Board is final.

Amended 16 March 2022

Patron Conduct Policy

The Chillicothe Public Library District provides equal and open access to its facilities and resources. While everyone has an equal right to access library services and facilities, no person has the right to interfere with the ability of others to use and enjoy library resources, services, and facilities.

Patron Behavior:

Unacceptable behavior includes, but is not limited to, the following:

  • Loud, offensive, or threatening language or disruptive behavior.
  • Engaging in illegal activities in the library or surrounding property.
  • Soliciting, petitioning, loitering, campaigning for any cause inside the facility or on library property.
  • Theft, mutilation, or vandalism of library property is prohibited.
  • Consuming food at the public computer stations.
  • Consuming beverages from containers without lids.
  • Being under the influence of alcohol or drugs.
  • Smoking or use of any tobacco product, including vapor products, or the use of alcohol outside public programs is not permitted on library property.
  • Blocking or hindering entry access to the library.
  • Harassing patrons or staff verbally or through unwanted attention or actions including, but not limited to bullying, staring, touching, hugging, whistling, gesturing, innuendo, propositions, threats, unauthorized filming/recording, and electronic messaging.

Additional Rules of Conduct:

  • Patrons must be wearing footwear and appropriate clothing when in the library.
  • Animals, other than official service animals, or for the purpose of library programming, are prohibited. 
  • Animals on library property must be on a leash and attended to by their owner.
  • Weapons, weapon like objects and firearms are not permitted on library property.
  • Children under the age of 8 must be accompanied by a responsible caregiver.
  • Restrooms are not to be used as a bathing facility.
  • Library telephones are not for personal use. Library staff may make an exception in case of emergencies.
  • Cell phones and other electronic devices should be set to silent while in the library.
  • Bicycles should be kept locked at the library’s bike rack only.

Law enforcement may be called to intervene in instances where individuals refuse to follow this policy.

Revised 2019, updated 28 Nov 2022

Safe Child Policy

Parents or legal guardians are responsible for the behavior of their children while they are in the Library, on Library grounds, or participating in Library activities. The Chillicothe Public Library District staff is committed to help children with activities related to the Library. However, Library staff cannot, nor is it their responsibility to serve as baby-sitters, teachers or disciplinarians. The library also cannot and does not assume responsibility for unattended children.

Children under the age of 8 must be accompanied and directly supervised at all times by a parent or other responsible caregiver (caregivers must be 13 or older). When the safety of an unattended child is in doubt, or the parent or responsible caregiver cannot be located, or if the Library is closing, Library staff is authorized to call the police and stay with the child until the police arrive. Under no circumstance will library staff drive an unattended child home.

Children age 8-17 may use the Library unattended by an adult, subject to other Library rules and policies concerning behavior, conduct and demeanor.

The Chillicothe Public Library District will not restrict access to library materials or services to anyone solely on the basis of age. Supervising the use of the library by children is the responsibility of parents or legal guardians, not library staff.

In the event a minor is still at the library 15 minutes after the library closes to the public, the police will be called to pick up the minor. Attempts will be made during that 15 minutes to reach parents but in no instance will staff take minors. The following letter will be sent to the child’s parents or guardians in such instances:

Unattended Children Parental Notification Letter

Dear _____________,

The Chillicothe Public Library District has recently experienced an incident involving your minor child, ________, where they were on Library grounds unattended by you or a responsible caregiver. A copy of the Library’s Safe Child Policy is enclosed here for your attention. We ask that you review this policy and make every effort to follow it. We do not wish to suspend Library privileges for you or your family, but the safety of children as well as the proper operation of the Library is our first responsibility. If you have any questions regarding this policy or its enforcement, please contact the undersigned.



Board President or Library Director

Chillicothe Public Library District

Amended 2019

Service Animals Policy

Chillicothe Public Library District (“library”) strives to provide a safe and welcome environment for everyone.  Therefore, in accordance with the Americans with Disabilities Act (ADA), service animals are allowed to accompany their handlers anywhere individuals with disabilities are allowed to enter.  Service animals are defined under the ADA as being trained to do work or perform tasks for the benefit of a person with a disability.  Pets, therapy dogs, and emotional support animals are not considered service animals under the ADA.   


a.)  Service animal:  A dog or miniature horse that has been individually trained to perform tasks for the benefit of a person with a disability. Tasks may include, but are not limited to, guiding individuals with impaired vision, alerting individuals with impaired hearing to sounds, pulling a wheelchair, or retrieving dropped items.  According to the U.S. Department of Justice Civil Rights Division “dogs whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA.” (ADA Requirements: Service Animals found at ada.gov/service_animals_2010.htm)

b.) Partner/Handler: A person with a disability who uses a service animal as a reasonable modification, or a trainer.

c.) Team: A partner/handler and a service animal.  The two work as a cohesive team in accomplishing the tasks of daily living.

d.) Trainee: A dog or a miniature horse being trained to become a service animal has the same rights as a fully trained service animal when accompanied by a partner/handler and identified as such.

Responsibilities of the Partner/Handler

Participants and visitors may enjoy full access to the library while accompanied by their service animal providing the following requirements are satisfied:

a.)  Partner/Handler responds truthfully to the limited and appropriate inquires that may be made by employees regarding the service animal. 

b.)  The service animal meets any local registration, vaccination and licensing requirements.

c.)  The service animal is housebroken, and in good health.

d.)  The service animal is harnessed, leashed or safely tethered at all times.

e.)  The service animal is under the partner/handler’s control and behaves properly at all times.  The supervision of the animal is solely the responsibility of its partner/handler. 

Responsibilities of library personnel

To help create a welcoming environment for all, while ensuring a safe library environment, staff will:

a.)  Ask anyone entering the library with an animal the two ADA approved questions:

                1.)  Is the animal a service animal required because of a disability?

                2.)  What work or task has the animal been trained to perform?

Staff may not ask about a disability, require special identification card or training documentation for the animal, or ask that the animal demonstrate its ability to perform the work or task.

b.)  Allow service animals to accompany the partner/handler at all times and anywhere on the library campus where animals are allowed. 

c.)  Refrain from distracting a service animal in any way and may not pet, feed, or interact with the animal without the express authority to do so from the partner/handler.

d.)  Not separate a partner/handler from a service animal.

Temporary Exclusion of Service Animals

In response to an immediate concern regarding a service animal, library personnel may determine that a service animal must be temporarily removed from the library campus.  In those instances, library personnel will a) advise the partner/handler to remove the service animal from the library campus, and b) file an incident report with the Director.   The Director will fully investigate all reported concerns to determine if the exclusion should be for an extended period of time, or permanently.  The Director will then notify the partner/handler of the decision.

If it is necessary for the service animal to be excluded from the library campus, the library will work towards ensuring the partner/handler receives appropriate reasonable modifications in place of the use of a service animal.  


The library accepts no responsibility for care, nor liability for injury to service animal or partner/handler, whether caused by the animal, its partner/handler, another visitor to the library campus, they physical conditions of the library site, or any other circumstance.

The library accepts no liability for damage or injury to others caused by a service animal.

The library accepts no liability for any injuries or property damage, to the service animal, its partner/handler, or others resulting from the library’s failure to enforce this policy or to supervise a service animal.

The library reserves the right to change, modify, or amend this policy at any time.

Photography, Recording, and Video Policy

The library has a significant interest in maintaining an environment that allows patrons to freely and safely access library information and resources.  This significant interest requires the library to maintain policies that protect the privacy of its patrons and staff members and ensures their freedom from harassment, intimidation, and threats to their safety and well-being.  In order to provide appropriate safeguards against such behavior and enforce policies and procedures addressing that behavior when it occurs, the library has adopted the following policy regarding the taking of photographs or videos inside the library building.  This policy supersedes any previous version.

 General Policy

Permission is not required for taking photographs or videos in public areas of the library building for personal, noncommercial use if no tripods, lights, or other specialized equipment is used.  However, there may be library locations and/or exhibition areas where the taking of photographs or videos is restricted or prohibited (i.e. restrooms, special use rooms, child care areas, staff-only areas).  If tripods, lights, or other specialized equipment is to be used, requests must be made at least 48 hours in advance.  Persons taking photographs and videos shall not: a) compromise a patron or staff member’s right to privacy, b) harass, intimidate, or threaten a patron of staff member, or c) block library aisles, walkways, stairwells, doors, or exits.

Exterior Photography and Videos

Taking photographs and videos outside of the library building and/or of the library grounds does not require permission.  However, the activity may not impede the ingress or egress of patrons or staff to or from the library building.

Commercial Photography and Videos

The library may permit use of its facilities for the taking of commercial photographs or videos if the project does not interfere with the mission of the library and is in accordance with the rest of this policy.  The library will charge a fee to offset costs incurred by the library to provide access to the facility and prior permission must be sought at least one week in advance.

Photography and Videos of Materials and Resources

The library permits the taking of photographs and videos of its publicly-available collections.  However, patrons are solely responsible for obtaining consent or other permission when taking photographs or videos of copyrighted materials.

Library Photography, Videos, and Recording

The library may sometimes take photos, videos, and audio recordings at the library during library events to use in its publicity materials and on its website and social media sites.  The library reserves the right to document its services and the public’s use of the library building and grounds.  These photographs, videos, and audio recordings may be copied, displayed, televised, and published (including on any library web site or social media site).  Any individual that does not wish the library to use a photograph or video of them or their child should inform a library staff member prior to or while such photographs or videos are being taken.

Library Board Meetings

Pursuant to Section 120/2.05 of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), any person may record the proceedings of the Library Board and other meetings required by the Act to be open to the public.  The recordings may be made by tape, film or other means and shall not disrupt the meeting or create a safety hazard.


Persons involved in taking photographs or videos are solely liable for any injuries to persons or property that result from their activities on library property.  They also have sole responsibility for obtaining all necessary releases and permissions required by law from persons who can be identified in any photograph or video or for copyrighted materials.  The library undertakes no responsibility for obtaining these releases or permissions.

Right Subject to Compliance with Policy

The library reserves the right to ask any individual or group violating this policy to cease the taking of photographs or videos.

Approved October 24, 2022

Security Camera Policy

The Chillicothe Public Library District uses security cameras to help document events involving the safety and security of Library users, staff, and property. The security camera installation consists of dedicated cameras which may provide real-time surveillance through a video management system. The primary use of security cameras is to discourage inappropriate and illegal behavior and to enhance the opportunity to apprehend offenders. Library use is governed by the policy established by the Library Board of Trustees and any applicable rules or regulations adopted by the Library. The Library Director as the executor of the policy for the Board of Trustees has discretion in determining what use is “in the best interest of the Library” and is authorized to act accordingly, including limiting the use of the building and services by individuals whose activities interfere with Library operations, adversely affect public safety, or cause public disturbances. The Board of Trustees may modify, amend or supplement this policy, as it deems necessary and appropriate.


The Library shall post and maintain signs giving notice of the use of security cameras for monitoring and recording activity in public areas of the Library property.

Camera Location

Cameras are located to view service desks, exits, and areas prone to theft, vandalism or other activity that violates Library policy or criminal law. In no event shall cameras be located in areas where patrons and/or staff have a reasonable expectation of privacy such as restrooms or areas designated for breast feeding.

Access to digital images

Video data is recorded and stored digitally. Recorded data is considered confidential and secure. Access to live feeds of images is available to staff at services desks in order to monitor current activity. Access to recorded video data is limited to the Library Director, or staff designated by the Director.


Recordings shall be kept for approximately 30 days with the exception of appropriate still shots or selected portions of the recorded data relating to specific incidents. These shall be retained for one year after the incident. The storage media shall be kept in a secure area.

Law Enforcement & Patron Privacy

Video surveillance records are not to be used directly or indirectly to identify the activities of individual Library patrons except as viewed in relation to a specific event or suspected criminal activity, suspected violation of Library policy, or incidents where there is reasonable basis to believe a claim may be made against the Library for civil liability. Authorized individuals may use a still shot or selected portions of recorded data to request law enforcement review for assessing the security risk of a specific individual or for investigating a crime on library property.

Video data will be made available to law enforcement officials or agencies upon written request. The Library shall retain a copy of the request. Recorded data will be accorded the same level of confidentiality and protection provided to library users by Illinois state law and the Library’s policies with respect thereto.

Disclaimer of Liability

Any patron or staff member shall be given a copy of this policy regarding use of the security cameras upon request. The Library disclaims any liability for use of the video data in accordance with the terms of this policy, given that the Library is a public facility and the security cameras shall be limited to those areas where patrons and/or staff have no reasonable expectation of privacy.

Damages & Liability

Any individual using the Library shall be held responsible for willful or accidental damage to the Library’s building and collections caused by the individual in accordance with the Library Conduct Policy.

Approved May 29, 2018, Reviewed October 24, 2022

Sexual Harassment Policy and Ordinance

Prohibition on Sexual Harassment

It is unlawful to harass a person because of that person’s sex. The courts have determined that sexual harassment is a form of discrimination under Title VII of the U.S. Civil Rights Act of 1964, as amended in 1991. All persons have a right to work in an environment free from sexual harassment. Sexual harassment is unacceptable misconduct which affects individuals of all genders and sexual orientations.

It is a policy of Chillicothe Public Library District to prohibit harassment of any person by any municipal official, municipal agent, municipal employee or municipal agency or office on the basis of sex or gender. All municipal officials, municipal agents, municipal employees and municipal agencies or offices are prohibited from sexually harassing any person, regardless of any employment relationship or lack thereof.

Definition of Sexual Harassment

This policy adopts the definition of sexual harassment as stated in the Illinois Human Rights Act, which currently defines sexual harassment as:

  • Any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when:
    • Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment,
    • Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or
    • Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.
  • Conduct which may constitute sexual harassment includes:
    • Verbal: sexual innuendos, suggestive comments, insults, humor, and jokes about sex, anatomy or gender-specific traits, sexual propositions, threats, repeated requests for dates, or statements about other employees, even outside of their presence, of a sexual nature.
    • Non-verbal: suggestive or insulting sounds (whistling), leering, obscene gestures, sexually suggestive bodily gestures, “catcalls”, “smacking” or “kissing” noises.
    • Visual: posters, signs, pin-ups or slogans of a sexual nature, viewing pornographic material or websites.
    • Physical: touching, unwelcome hugging or kissing, pinching, brushing the body, any coerced sexual act or actual assault.
    • Textual/Electronic: “sexting” (electronically sending messages with sexual content, including pictures and video), the use of sexually explicit language, harassment, cyber stalking and threats via all forms of electronic communication (e-mail, text/picture/video messages, intranet/on-line postings, blogs, instant messages and social network websites like Facebook and Twitter).

The most severe and overt forms of sexual harassment are easier to determine. On the other end of the spectrum, some sexual harassment is more subtle and depends, to some extent, on individual perception and interpretation. The courts will assess sexual harassment by a standard of what would offend a “reasonable person.”

Procedure for Reporting an Allegation of Sexual Harassment

An employee who either observes sexual harassment or believes herself/himself to be the object of sexual harassment should deal with the incident(s) as directly and firmly as possible by clearly communicating her/his position to the offending employee, and her/his immediate supervisor. It is not necessary for sexual harassment to be directed at the person making the report. Any employee may report conduct which is believed to be sexual harassment, including the following:

  • Electronic/Direct Communication. If there is sexual harassing behavior in the workplace, the harassed employee should directly and clearly express her/his objection that the conduct is unwelcome and request that the offending behavior stop. The initial message may be verbal. If subsequent messages are needed, they should be put in writing in a note or a memo.
  • Contact with Supervisory Personnel. At the same time direct communication is undertaken, or in the event the employee feels threatened or intimidated by the situation, the problem must be promptly reported to the immediate supervisor of the person making the report, a department head, a director of human resources, an ethics officer, the city manager or administrator, or the chief executive officer of the municipality. The employee experiencing what he or she believes to be sexual harassment must not assume that the employer is aware of the conduct. If there are no witnesses and the victim fails to notify a supervisor or other responsible officer, the municipality will not be presumed to have knowledge of the harassment.
  • Resolution Outside Municipality. The purpose of this policy is to establish prompt, thorough and effective procedures for responding to every report and incident so that problems can be identified and remedied by the municipality. However, all municipal employees have the right to contact the Illinois Department of Human Rights (IDHR) or the Equal Employment Opportunity Commission (EEOC) for information regarding filing a formal complaint with those entities. An IDHR complaint must be filed within 180 days of the alleged incident(s) unless it is a continuing offense. A complaint with the EEOC must be filed within 300 days. Documentation of any incident may be submitted with any report (what was said or done, the date, the time and the place), including, but not limited to, written records such as letters, notes, memos and telephone messages.

All allegations, including anonymous reports, will be accepted and investigated regardless of how the matter comes to the attention of the municipality. However, because of the serious implications of sexual harassment charges and the difficulties associated with their investigation and the questions of credibility involved, the claimant’s willing cooperation is a vital component of an effective inquiry and an appropriate outcome.

Prohibition on Retaliation for Reporting Sexual Harassment Allegations

No municipal official, municipal agency, municipal employee or municipal agency or office shall take any retaliatory action against any municipal employee due to a municipal employee’s:

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

For the purposes of this policy, retaliatory action means the reprimand, discharge, suspension, demotion, denial of promotion or transfer, or change in the terms or conditions of employment of any municipal employee that is taken in retaliation for a municipal employee’s involvement in protected activity pursuant to this policy. No individual making a report will be retaliated against even if a report made in good faith is not substantiated. In addition, any witness will be protected from retaliation.

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

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

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

According to the Illinois Human Rights Act (775 ILCS 5/6-101), it is a civil rights violation for a person, or for two or more people to conspire, to retaliate against a person because he/she has opposed that which he/she reasonably and in good faith believes to be sexual harassment in employment, because he/she has made a charge, filed a complaint, testified, assisted, or participated in an investigation, proceeding, or hearing under the Illinois Human Rights Act. An employee who is suddenly transferred to a lower paying job or passed over for a promotion after filing a complaint with IDHR or EEOC, may file a retaliation charge – due within 180 days (IDHR) or 300 days (EEOC) of the alleged retaliation.

Consequences of a Violation of the Prohibition on Sexual Harassment

In addition to any and all other discipline that may be applicable pursuant to municipal policies, employment agreements, procedures, employee handbooks and/or collective bargaining agreement, any person who violates this policy or the Prohibition on Sexual Harassment contained in 5 ILCS 430/5- 65, may be subject to a fine of up to $5,000 per offense, applicable discipline or discharge by the municipality and any applicable fines and penalties established pursuant to local ordinance, State law or Federal law. Each violation may constitute a separate offense. Any discipline imposed by the municipality shall be separate and distinct from any penalty imposed by an ethics commission and any fines or penalties imposed by a court of law or a State or Federal agency.

Consequences for Knowingly Making a False Report

A false report is a report of sexual harassment made by an accuser using the sexual harassment report to accomplish some end other than stopping sexual harassment or retaliation for reporting sexual harassment. A false report is not a report made in good faith which cannot be proven. Given the seriousness of the consequences for the accused, a false or frivolous report is a severe offense that can itself result in disciplinary action. Any person who intentionally makes a false report alleging a violation of any provision of this policy shall be subject to discipline or discharge pursuant to applicable municipal policies, employment agreements, procedures, employee handbooks and/or collective bargaining agreements.

In addition, any person who intentionally makes a false report alleging a violation of any provision of the State Officials and Employees Ethics Act to an ethics commission, an inspector general, the State Police, a State’s Attorney, the Attorney General, or any other law enforcement official is guilty of a Class A misdemeanor. An ethics commission may levy an administrative fine of up to $5,000 against any person who intentionally makes a false, frivolous or bad faith allegation.

Adopted: January 22, 2018

This policy was drafted using the Illinois Department of Human Rights Sexual Harassment Model Policy and has been modified to conform to Public Act 100-0554.

Registered Sex Offender Policy

The Board of Trustees, Administration and Staff of Chillicothe Public Library District acknowledge that registered sex offenders live within the communities that we serve.

Public libraries are recognized as a community gathering place and a primary point for information of all kinds to be disseminated to the public. Chillicothe Public Library District acknowledges that the right to some level of access to a public library is constitutionally protected under the First Amendment right to receive information. To that end, all individuals are welcome in our library, provided that in doing so they do not violate the law or any library policies/procedures.

Like many other states, the State of Illinois enacted the “Sex Offender Registration Act” [730 ILCS 150/1, et seq.] which requires all persons adjudicated sexually dangerous who are later released, or found to be no longer sexually dangerous and discharged, to register with proper local law enforcement authorities so that their whereabouts are known by these authorities. The “Sex Offender Registration Act” also prohibits child sex offenders from residing within 500 feet of a school, park, playground or other facility providing services exclusively to persons under the age of 18. As public libraries do not provide services exclusively to persons under the age of 18, registered sex offenders in Illinois can live within 500 feet of a public library.

Areas of Access Within Chillicothe Public Library District facilities
Whenever a registered sex offender wishes to enter the library facility, they need to be aware of the following limitations with regard to where they can go, and what they can take part in while on library property.

Registered sex offenders may not:

  • Loiter or linger outdoors on library property.
  • Loiter or linger in stairways or elevators or any other common areas of the library
  • Be present in any areas of the library facility that are primarily for the use of minors, including but not limited to the Children’s Department as a whole, any story time room or room being used for children’s programming, restrooms constructed near the Children’s Department and primarily intended for use by children, or young adults.
  • Attend library programming whose audience can be reasonably expected to contain minors.

Registered sex offenders may:

  • Visit library collection areas intended for adults
  • Use a public computer – however, registered sex offenders will not be allowed to utilize public access computers located in the Children’s Department
  • Request and receive quality adult reference service, place holds on library materials, check out materials with a library card in good standing, and otherwise receive access to library information.
  • Attend library programming intended exclusively for adults.

If they are the parent or legal guardian of a minor child (with proper documentation of this), a registered sex offender may accompany that child into areas of a library facility that are primarily for the use of minors, into programs intended for minors, etc. so long as abuse is not suspected and the minor remains with the registered sex offender the entire time.

Expectations of Chillicothe Public Library District Staff
With regard to staff knowledge of use of public library facilities by registered sex offenders, staff are not expected to regularly review the registered sex offender database. However, library staff may know that an individual is a registered sex offender because the individual self-identifies, law enforcement has provided identification or staff may have independent personal knowledge. In such cases, the director or librarian in charge should be notified and should advise the sex offender of the Registered Sex Offender Policy.

If another patron advices staff that a registered sex offender is on the premises, the patron will be allowed to point out the individual and, if possible, provide the name of the alleged sex offender. The director, or librarian in charge will then review the sex offender database, and if the individual is listed the director or librarian in charge will advise them of the Registered Sex Offender Policy.

If the name of the purported sex offender cannot be obtained or the fact that the individual is a registered sex offender cannot be confirmed, the individual will not be approached and the governance of the Registered Sex Offender Policy will suffice.

Approved June 28. 2022

Special Reserve Fund Policy

WHEREAS , the Board of Trustees of the Chillicothe Public Library District intend in future years to repair, remodel or improve the existing library building and to acquire library materials, electronic data storage and retrieval facilities and other related library equipment in connection with an expansion of the existing library building;

BE IT ORDAINED by the Board of Trustees of the Chillicothe Public Library District that there is hereby established a


PURSUANT TO THE PROVISIONS OF THE Illinois Public Library District Act and that funds shall be accumulated from the unexpended balances of the proceeds received from annual public library taxes.

BE IT FURTHER RESOLVED that there shall be developed and adopted a plan or plans by the Board of Trustees of the Chillicothe Public Library District pursuant to the provisions of the Illinois Public Library District Act for the repair, remodeling or improvement of the existing library building and to acquire library materials, electronic data storage and retrieval facilities and other related library equipment in connection with any planned expansion of the existing building. (Adopted 3/25/06)

Contingency: Funds encumbered during the last months of a fiscal year, whose billing carries over into the next fiscal year, shall be paid up to forty-five (45) days before funds will be transferred to the Special Reserve Fund.

Reviewed August 26 2019

Programming Policy

Statement of Purpose

To outline the guiding principles used when developing and offering library programming both on and off site.


The Chillicothe Public Library District offers programs to expand the visibility and engagement of the Library in the community, as well as support the Library’s mission: 

“The library enriches lives, builds community, and encourages success by bringing people, information, and ideas together.”

Programs are sometimes presented in cooperation with other agencies and institutions. Sponsorship or co-sponsorship of Library programs requires a mutually beneficial agreement between the Library and the sponsoring organizations. 

Sponsorships include, but are not limited to:

  • Financial support
  • Staffing support
  • Facility use

External organizations or individuals partnering with the Library on programs must coordinate promotional efforts with the Library.

Library staff may use, but are not limited to, the following criteria in program planning:

  • Connection to library mission, service goals, and overarching program objectives
  • Community needs and interest
  • Presentation quality and treatment of content for intended audience
  • Presenter background/qualifications/reputation
  • Availability of program space – both physical and virtual
  • Budget and staffing considerations
  • Connection to other community programs, exhibits, or events

Requests from individuals to present Library programs are considered using the above criteria. Community members may submit program suggestions or proposals, but Library staff reserve the right to determine which programs and events are scheduled. The Library’s philosophy of open access to information and ideas extends to its programming by welcoming a broad spectrum of opinions, viewpoints, and ideas. Presenters are chosen for their proven or unique expertise and public performance experience. Library sponsorship of a program does not constitute an endorsement of the program content or the views expressed by the participants or speakers.

Library-sponsored presentations are to be free of solicitations, sales pitches, or proselytizing unless prior authorization from the Library is given. No goods or services may be solicited or sold during the program or event, with limited exceptions and prior authorization, such as books or music at author or performer events. The Library does not offer programs of a commercial nature, including, but not limited to: presentations offered for free but with the intention of soliciting future business. 

Library programs may occur on-or off-site. 

Booking a Library meeting room does not constitute a Library-sponsored program.

The Library affirms and supports its patrons’ freedom and responsibility to choose which programs they attend according to their needs, individual tastes, or family values. Patrons should apply those criteria to their attendance of Library programs only for themselves and should not restrict nor interfere with other patrons’ freedom to attend programs in any way. 

Programmers may offer programs that meet the needs of the community even when

they may present views contrary to the personal beliefs of staff members, Library trustees, community organizations, or individuals. The Library offers programs for all members of the community; however, staff may establish additional restrictions for specific programs based on age, grade, or other relevant factors. This information is included in publicity about those programs. Some programs may be restricted by room capacity, minimum or maximum attendance requirements, or residency. Depending on factors, such as the type of activity or location of event, some programs may require signed waivers. In limited circumstances, Chillicothe Public Library District cardholders may be given registration preference due to demand and capacity limitations. Restrictions will be noted in advance of the program.


Due to room capacity and staffing limitations, any groups (including but not limited to preschools, schools, day care centers, senior centers, etc.) wishing to attend will only be admitted if there is space available at the time of the program. Scheduled tours, visits, and story times are available to groups upon request and dependent on scheduling and staffing availability.

Cancelled Programs

Programs may be canceled for a number of reasons, including, but not limited to: severe weather, absence of the presenter, or low registration. In the event a program is canceled, efforts will be made to notify registered participants and to let the public know. Canceled programs are not automatically re-scheduled.

Special Accommodations

Programming practices adhere to the Americans with Disabilities Act (ADA) and the American Library Association’s Bill of Rights. ADA accommodations by request for programs are available, and should be arranged by contacting the Library Director or Department Head at least 10 business days prior to a scheduled program.

Recording of Programs

Limitations to photography and videography may apply at programs and events based upon contract and copyright restrictions with the presenters. Attendees should discuss their desire to photograph or record a program or event in advance with the appropriate library staff.

Library staff may also photograph or otherwise record Library programs for promotional purposes.

Other Limitations

Everyone attending Library-sponsored programs is subject to all other Library rules, regulations, and policies, including, but not limited to, the Patron Behavior Policy. The Library reserves the right to suspend or revoke permission to attend Library-sponsored programs for any violation of Library policies, rules, or regulations. An individual wishing to file an appeal for any suspension of privileges shall submit it to the Library Director in writing within 10 days of receiving the suspension. The Library Director will respond in writing.

Adopted April 22 2024

Meeting Room Policy

The Chillicothe Public Library District welcomes use of its Public Meeting Room (“PMR”) by persons or organizations for informational, educational, cultural, and civic meetings.  Under certain circumstances, the PMR may be rented to individuals for private events such as anniversaries, birthday parties, and funeral dinners.

Meeting room are available free to non-profit groups and are fee based for for-profit, private events, and non-resident groups.  Anyone wishing to use the PMR is required to fill out a Meeting Room contract, and provide the appropriate fees and deposits at the time of submission.

No entrance fee may be charged, no collection may be taken, and no purchase may be required of those attending events in the PMR.

Use of the Library’s meeting rooms does not constitute the Chillicothe Public Library District’s endorsement of viewpoints expressed by the applicant or program participants.  Advertisements or announcements implying such endorsements are not permitted.

The library prohibits discrimination based on race, color, national origin, ancestry, religion, disability, age, sexual orientation, gender identity, parental status, marital status, military discharge status, or source of income.

Failure to comply with Library policy or meeting room use guidelines may result in the denial of subsequent requests for meeting room use.

Library and Library co-sponsored activities and programs are given priority in the scheduling of meeting rooms.  The Library reserves the right to cancel or reschedule any scheduled meeting arrangements with reasonable notice to the applicant.

Meetings shall not hinder the public’s use of the Library in any way.  Examples of such disruptions include, but are not limited to:

  • Excessive size or noise
  • Excessive technology assistance
  • Activity outside the meeting room
  • Any other disturbance that violates the Public Use Policy

Meeting rooms may be reserved up to 90 days in advance.  Room requests will be reviewed within 24 hours of submission during routine library hours.

Groups may arrive at the meeting room up to 15 minutes before the meeting begins and must be vacated 15 minutes prior to closing time.

Programs involving animals, food preparation and distribution, health fairs with medical screenings, and physical activity may require additional insurance on the part of the applicant.  Applicants should discuss such events with the Circulation Manager, or Library Director prior to applying for a room reservation. 

The number attending a meeting may not exceed the established capacity of the room: 143 without tables or chairs, or 72 with tables and chairs.

Organizations may not use the library as a mailing address, nor may library personnel be asked to take reservations or attendance for organizations using the meeting room.

All press releases, promotional materials and other forms of publicity must be approved by an authorized library staff member at least seven days before publication or distribution and must contain the following disclosure:  “This is not a Chillicothe Public Library District sponsored program”.  Failure to comply with the approval process or to include the above statement may result in cancellation of reservation with no refund.

The Library is not responsible for any accidents that may occur on library property to individuals attending programs or meetings in the Library.  Meeting space users will be held responsible for any accidents that occur.  Meeting space users will be held responsible for any damage to the Library’s buildings, grounds or equipment because of negligence or misconduct.

Adopted April 22, 2024

Public Comment Policy

The Chillicothe Public Library District Board of Trustees welcomes public comments at its meetings. All of our meetings are conducted in compliance with the Illinois Open Meetings Act, which requires board meetings be open for public observation.

Each agenda includes time at each meeting for public comments. In order for the Board of Trustees to fulfill its obligation to complete the scheduled agenda in a timely manner, a maximum of 30 minutes of public participation will be permitted at each meeting when the public is present.

All visitors are required to sign in prior to the call to order. If a visitor wishes to speak to the Board of Trustees during the public comment section of the agenda, he/she must complete the required form and present it to the Board President prior to the start of the meeting. Completing this form will insure everyone who wishes to speak has the opportunity to do so. The speakers will be recognized in the order in which they sign in.

Each speaker will be given five (5) minutes to share her/his views with the Board of Trustees. If more than six people wish to speak, the 30 minutes allowed will be divided equally among all the speakers. The Secretary and/or Recording Secretary will monitor the allotted time. The Board has the right and responsibility to maintain its agenda.  The Board President will call on speakers one at a time.

The speakers are asked to address the board by first stating their names, and their views/ concerns/questions. If a resident wishes to share additional comments, they may schedule an appointment with the Library Director, who will then present a summary of that meeting to the board of trustees. If there are many residents concerned about an unresolved issue, the board may schedule a special meeting to address the issue.

Should items introduced by visitors not appear on the agenda, and be characterized as specific complaints in respect to library operations, it shall be board policy to allow the Library Director or Board members time to research the circumstances surrounding the dispute, especially if this meeting is the first the staff has heard of the matter.  To avoid Illinois Open Meetings law violations, the dispute will be tabled to appear on the next month’s meeting agenda.  After discussion at the next board meeting the Board will respond to the person making the complaint in writing within 10 business days.

Comments should not include discussion of personnel matters. These matters should be brought directly to the attention of the Library Director, unless the matter is regarding the Library Director in which case the matter should be brought to the attention of the Library Board President.

Proper and polite behavior is expected of all participants, in the event the Board deems the conduct of the public speaker to be impolite and disruptive the public comment session can be called to an end by the President, or President pro-tem.

The meeting agenda will be given to the public present. Other documents can be requested through the Freedom of Information Act after the meeting. Request forms are available at the circulation desk or on the library’s website. Open meeting minutes will be available on the website within one week from the date of their approval.

Public Bodies, like the library, may enter into Executive Session regardless if such disclosure is on the regular agenda; however, the body must specify under which exception(s) they will be separately convening to discuss (see attached list of exceptions).  When this occurs, the public will be asked to exit the meeting room, even if Public Comment time has not expired, until that time when the Board enters back into regular session.

The Board of Trustees appreciates all who participate in open and orderly meetings.

Exceptions Permitting Closed Sessions*

2(c)(1)  The appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body or legal counsel, including hearing testimony on a complaint lodged against an employee or against legal counsel to determine its validity.

2(c)(2)  Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.

2(c)(3)  The selection of a person to fill a public office, as defined in the Open Meetings Act, including a vacancy in a public office, when the public body is given power to appoint under law or ordinance, or the discipline, performance or removal of the occupant of a public office, when the public body is given power to remove the occupant under law or ordinances.

2(c)(4)  Evidence or testimony presented in open hearing, or in closed hearing where specifically authorized by law, to a quasi-adjudicative body, as defined in the Open Meetings Act, provided that the body prepares and makes available for public inspection a written decision setting forth its determinative reasoning.

2(c)(5)  The purchase or lease of real property for the use of the public body.

2(c)(6)  The setting of a price for sale or lease of property owned by the public body.

2(c)(7)  The sale of purchase of securities, investments, or investment contracts.

2(c)(8)  Security procedures and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger to the safety of employees, students, staff the public or public property.

2(c)(11)  Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting.

2(c)(12)  The establishment of reserves or settlement of claims as provided in the Local Governmental and Governmental Employees Tort Immunity Act, if otherwise the disposition of a claim or potential claim might be prejudiced, or the review or discussion of claims, loss or risk management information, records, data, advice or communications from or with respect to any insurer of the public body or any intergovernmental risk management association or self-insurance pool of which the public body as a member.

2(c)(15)  Professional ethics or performance when considered by an advisory body, appointed to advise a licensing or regulatory agency on matters germane to the advisory body’s field of competence.

2(c)(16)  Self-evaluation, practices and procedures or professional ethics, when meeting with a representative of a statewide association of which the public body is a member.

2(c)(21)  Discussion of minutes of meetings lawfully closed under the Open Meetings Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06 of the open Meetings Act.

*  The exceptions listed are those applicable to public libraries in the words of the statute.  Other exceptions may apply to other forms of governmental bodies.  Although stricken by statutory amendment, we believe a constitutional exception continues to exist permitting closed session to consult with an attorney on privileged matters. 

Adopted March 27, 2023

Study Room Use Policy

The Study Rooms can be scheduled in advance for two week intervals. Patrons are asked to please notify the library of any schedule changes or cancellations prior to the reserved time.   

If not scheduled, Study Rooms are available on a first come – first served.  Please sign in at the Circulation Desk for room assignment.

The Study Rooms are part of the library and their use should not disrupt the daily operations of the library.  Loud, disruptive or disrespectful behavior by any user will result in suspension.

Please check with the Circulation Desk if special room arrangements are needed.  

Children under 10 years of age must be accompanied by and supervised by an adult while using the Study Rooms.  Projects that create clean up burdens for library staff are prohibited.

The Study Rooms cannot be used for personal profit. The library reserves the right to deny requests for usage by any individual/group. 

Amended 2019, reviewed August 28, 2022