ABOUT THE LIBRARY - Policies
Meeting room use
Policy # 400- 09
Effective Date: 11/3/99
STATEMENT:
The meeting rooms located in the Red Jacket Community
Library are a library resource to be utilized in the fulfillment of
the Library’s mission as stated by the Library Board (Long Range
Plan, Policy 200-3)
PURPOSE:
The purpose of this policy is to provide guidelines for
Library meeting room usage.
POLICY:
Meeting rooms in the library provide an opportunity for bringing
together the resources of the library and the activities of the
school and community. All community meetings held in the library
meeting rooms must be open to the public. The Red Jacket Community
Library welcomes the use of these meeting rooms at no charge, on a
reserved-only basis, by government agencies, non-profit
organizations and groups engaged in educational, civic, cultural,
intellectual, and charitable activities.
The primary purpose of the
library meeting rooms is to serve the needs of library-sponsored
programs and services. Such functions will always have priority,
followed by library and school-affiliated organizations. Since the
Red Jacket Community Library is a public institution, supported by
public funds, all programs held in its meeting room must be open to
the public.
Guidelines For Meeting Room Use
Application/Reservations
- Meeting rooms specified in the policy will be available only
if a reservation application is made at least one week in
advance of the event. Application must be made in writing, using
the library’s
Meeting Room
Reservation Request form.
- Groups wishing to apply for a series of meetings may fill
out the form in advance of the first meeting, accompanied by a
schedule of future meeting dates and times. Reservations can be
made for up to one year in advance, and for up to one meeting a
month. Regardless of the date when the initial application is
made and approved, groups must reapply each June for the
following fiscal year.
- The library reserves the right to limit the number of
reservations by any organization so that all groups may have a
fair opportunity to use the meeting rooms.
- All reservations must be made by a community resident over
age 21, with a valid Red Jacket Community Library card.
- The person signing the reservation must be present and
assume full responsibility for meeting room use, adherence to
the rules and regulations set out in this policy, and assume
that no damage or loss will occur to the meeting space,
furniture, or equipment.
- If requested at time of application, staff will gladly
provide library orientation, tours, etc.
- Meeting rooms are available only during the library’s
regular hours. Set up time can begin only 15 minutes after
library opening. Rooms must be returned to their original
condition, and vacated 15 minutes before library closing times.
- The library reserves the right to cancel room reservations
for operational purposes, including, but not limited to weather
closings, electrical outages, or other unforeseen events.
- Groups canceling reservations must notify the library as
soon as possible in order to free the space for other groups.
Group Qualifications
- All meetings must be conducted so as not to interfere with
the operations of the library, and under the auspices of an
organization that agrees to comply with the policies, rules, and
regulations of the library.
- Youth groups must make arrangements through an adult adviser
who will be responsible for the group, and be present during
each of the meetings.
- Library meeting rooms are not available for commercial,
entrepreneurial purposes, for the solicitation of business, for
profit or for fundraising. No goods or services shall be
provided, sold, or exchanged on the premises, or by sample,
pictures, or description.
- Meeting room use by an individual or group does not
constitute or imply an endorsement of the beliefs, policies, or
programs of the library.
- No admission fees may be charged. However, a fee for
resource materials, books, etc. may be collected upon the
approval of the Library Director.
- Attendance may not exceed seating limits in the rooms.
Facilities and Equipment
- The library has two small conference rooms and one small
classroom available for use. Conference Room I has seating for
16, Conference Room II has 12, and the classroom can hold 18.
- Equipment is limited to tables, chairs, and white boards.
Groups should provide their own dry erase markers for the white
boards.
- All furniture and equipment must be returned to its original
state upon meeting conclusion, and any trash disposed of
properly.
- Any use which disrupts the normal operations of the library
will not be permitted. Appropriate conduct is expected as a
condition of room use.
- Smoking or use of alcohol is not permitted anywhere in the
library. Hazardous materials, including, but not limited to
paint, solvents, explosives, candles, or flame are prohibited.
- All activities and materials must be contained within the
room.
- Child care for children of adults attending meetings in the
library meeting rooms is the responsibility of those adults.
Refreshments
- Light refreshments may be served at meetings.
- The library has no provisions for kitchen facilities.
- Group is responsible for clean-up and any damages related to
the serving of refreshments.
- No food or beverage may be brought out of the rooms in use
into the library proper.
Damages and Liability
- The library is not responsible for loss or damage to any
materials brought in by anyone using its meeting rooms.
- Any individual or group using the rooms shall be held
responsible for any damage to the library/school building,
grounds, collections, or equipment caused by the group or
organization, its members, or those attending its programs.
Non-Compliance
Failure to comply with the above rules and regulations may result
in cancellation or refusal of use privileges.
Appeals
In the event circumstances arise which are not covered by the
document above, the decisions of appropriate library personnel are
binding. Any group or individual that has been denied permission to
use library facilities may appeal in writing to the Library Board of
Trustees.
Approved at the 11/3/99 Red Jacket Community
Library Board Meeting.
Reviewed:
Revised: |
