Reserving and Using Library Rooms Policy

  1. Any individual or group may reserve a meeting room if the use is appropriate, lawful, does not disturb the normal use of the Library, and is not for a commercial purpose or function.
  2. Reservations will be taken up to 60 days in advance online, over the telephone or, in person.  The customer information on the "Meeting Room Reservation Form" should be filled out when the reservation is made.  Customer must provide all the requested information in order for the room to be reserved. 
  3. Customers will be directed to the Library's website where the meeting room usage policy and information will be posted.  Staff will remind all customers that reserving the meeting room constitutes an agreement to abide by these policies.
  4. Up to twelve reservations for a group may be on the books at a time.
  5. As customers are accepting a financial responsibility when using a meeting room, they must be 18 years of age or older to make a reservation.
  6. When customers arrive to use the meeting room, they  must provide proof of identity such as a driver's license or Library card and must sign off on the bottom half of the "Meeting Room Reservation Form".  They are in effect signing a contract to use the room appropriately.
  7. Records will be kept of those customers who make reservations but fail to actually use a meeting room.  Failure to cancel the room reservation a minimum of 2 hours in advance or to arrive for the scheduled reservation will be considered a "no show".  After three "no shows" during the course of a year, a customer's privilege to make meeting room reservations will be suspended for one year.
  8. If a customer is denied use of a meeting room, he/she may file a "Meeting Room Request for Appeal".

The person responsible agrees to:

  1. Protect the room and contents and to pay for any damages or special cleaning caused by my use of the room.
  2. Not attempt to open or close folding doors. Should a change be needed, I will contact Library staff.
  3. Refrain from taping, hanging, or pinning anything to the walls, windows, ceilings, doors or other surfaces.
  4. Use only the designated meeting room for meeting activities. I will not place tables, chairs and/or signs in spaces adjacent to meeting room or outside of the Library.
  5. Leave the room in good condition (pick up papers, garbage, etc.).
  6. Return tables and chairs to designated positions (see chart on wall). As meeting room reservations end 15 minutes prior to Library closing, I agree that the room will be vacated by the designated time.

The person responsible understands that:

  1. The Library is not a sponsor of my program or meeting; that it assumes no responsibility for the program or its contents.
  2. Notices and advertisements may list the Library as the location but they must also clearly identify the program sponsor and not imply Library endorsement or sponsorship.
  3. Meetings for a commercial purpose or function may not be held in Library meeting rooms.
  4. If I am denied use of a meeting room, I may file a "Meeting Room Request for Appeal" form provided to me by Library staff. The appeal will then be reviewed by Library Administration.
  5. Light refreshments only may be served, (no cooking, refrigeration or electrical appliances are available or may be used) and that cleanup is my responsibility.
  6. The ventilation and thermostats are pre-set and cannot be changed.
  7. The meeting attendees must adhere to the "Rules for Use of Buildings" posted on the Library Bulletin Board and that repeated disruptions may result in termination of meeting room use privileges.
  8. Three failures to honor meeting room reservations will suspend my meeting room use privileges for one year.

Our meeting space is enjoyed by the entire community;
We appreciate both your understanding and the observance of these rules.


Process

This policy is reviewed every four (4) years by the Library Director (or designee) who makes recommendations to the Library Board Policy Committee.  The Committee reviews and revises as necessary, endorses and advances to the full Library Board for approval.

Policy History
Date Approved:  August 20, 2018
Next Review Date: August 2022