Meeting Room Policy

P & P Summary & Purpose

The Library’s meeting rooms may be engaged for educational, civic and cultural purposes, but not for sectarian, religious or partisan political meetings. Meeting rooms are designed to meet general interests, such as discussion groups, panels, lectures, concerts, readings and similar activities. Those using the Library’s meeting rooms must comply with all Library policies and procedures in effect at the time of use, including those pertaining to dress and behavior. Organizations or individuals not affiliated with the Library who desire to use the Library’s meeting facilities and equipment must submit an application for approval in advance (see Attachment 1) and pay established fees for these services (see 5. below). Upon application (see Attachment 2), the Library Director may waive or reduce use fees if a specific, not-for-profit, activity is deemed beneficial to both the interests of the Library and the community and fee payment is not possible or would cause hardship. Users of Library meeting rooms do so at their own risk and will be held responsible for damage to or misuse of Library property. Use of the Library’s meeting rooms does not constitute an endorsement of the user by the Library.

 

1. General Regulations

Only established groups located within the Library’s service area are eligible to use meeting rooms. A group or individual using Library facilities is responsible for costs of damage to library property and for restoring premises to their original order. For groups of twenty or more people, the group must provide evidence of liability insurance in excess of $100,000 or post a surety bond to indemnify the Library in case of damages or other liabilities. Walls may not be used for mounting or hanging pictures, displays, posters, etc. The Library is not responsible for any materials brought in by meeting sponsors. The meeting sponsor is required collect all trash it generates and place it in the proper receptacles. The Library cannot store any sponsor materials either in advance of or after a meeting. Items brought in by sponsors must be removed at the end of the meeting. A cleanup fee will be imposed if meeting rooms are not returned to their original condition after their use. If a meeting involves children, proper supervision must be provided at all times. Animals and plants may not be brought into the Library unless authorized in advance by the Library Director

Food, equipment or displays brought into the Library are subject to the Library Director’s review and approval.

Alcoholic beverages, illegal drugs and smoking are not permitted on Library premises. Weapons, caustic, toxic, incendiary or dangerous materials are not permitted on library premises.

Library meeting rooms may be used only during normal Library business hours. Use of meeting rooms outside of normal Library business hours (limited only to one hour before and one hour after normal opening and closing) will be permitted only with Library Director approval and will entail overtime charges.

Furniture may not be taken out of the meeting rooms

 

 2.Rooms Available for Community Use

  • 2A. Engle Community Room: Maximum seating capacity: 48. Tables and chairs are available for this number of attendees. The Room also contains ten desktop computers with online capabilities, a TV monitor with VCR and a projection screen. The room has access to limited kitchen facilities for refreshment service. The Engle Room may be divided into two separate rooms for smaller or parallel functions. With 48 hours notice, the Library will arrange the meeting room as requested. The Library Director must approve room rearrangement.
  • 2B. Grissinger Board Room: Available for small groups, with seating for 10 around a conference table. 2 Maximum seating in each of these rooms is in compliance with local fire codes and cannot be exceeded.
  • 2C. O’Connor Kitchen and Refreshments: The Library cannot provide refreshments or serving items. The O ‘Connor kitchen, adjacent to the Engle Room, may be rented for the preparation of light refreshments. No cooking facilities are available. Prepared food may be brought into the meeting rooms and kitchen with the advance approval of the Library Director. Food and drink may be served and eaten only in the meeting rooms and kitchen. Alcoholic beverages are prohibited.

 

3. Completing Applications and Scheduling of Meeting Rooms

In the scheduling of Library meeting rooms, Library operations and activities take precedence over outside activities. Any group or organization desiring use of a meeting room must submit a completed application obtained from the Library (see Attachment 1). Applications must be submitted at least one week in advance with exceptions approved by the Director. The Library will maintain a reservation book and calendar documenting all planned meeting room activities and applications on a month-by-month basis. Deposits will be the greatest of $20 or 10% of total projected cost. Deposits for room rental are required at time of scheduling, and are refundable only with 48 hours advance notice of reservation cancellation.

The Library reserves the right to limit or deny use of the facilities by a group or organization to ensure fair access by Library activities and to other community groups or if such use is deemed to not be in the best interests of the library. The Library reserves the right to terminate the use of its meeting facilities by outsiders, for either convenience or cause, and will refund any unused fees. The library also reserves the right to prohibit future use of the facilities by a group or individual which has caused damage, has violated Library rules or has interfered with library operations

 

 4. Publicity

Non–Library affiliated meeting sponsors may not use the Library as their address or imply any co-sponsorship of their activity by the Library in their publicity.

 

5. Meeting Room Fee Schedule (Subject to Change)

Room or Service Non Profit Fee For Profit Fee
Engle Room: Large $35* $60*
Engle Room: Med. $30* $50*
Engle Room: Small $25* $40*
Grissinger Bd. Rm $30* $50*
O’ Connor Kitchen $20* $30*
Overtime (+ Rm. Fee) $15/Hr $30/hr
Cleanup Fee $25 $50
Photocopies $.15/pg $.15/pg.

*For first two hours. Additional hours (or part) @ ½ base fee.

* *Fixed fee per event