|
Grant Area District Library |
|
122 S. Elder Street |
Meeting Room Policies |
|
             |
PUBLIC USE OF COMMUNITY ROOM AND STUDY ROOMS 1. The community room and the study rooms in the library facility are available for individuals, non-profit organizations, and community groups to use for meetings, programs, study, and conferences. The Community Room and study rooms shall not be used for political rallies, partisan events, religious services, showers, receptions or parties. Individual groups or organizations reserving the public meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act. 2. The community room is kept locked and the person(s) requesting to use it must check in and out at the Circulation Desk. 3. All rooms are subject to video surveillance. 4. Use of equipment requests should be made in writing on the standard form at the time of making a reservation and be compliant with applicable policies. 5. Smoking is not permitted anywhere in the library building. 6. Alcoholic beverages and/or red beverages are prohibited. Study Rooms: May be used as available. A limit of 90 minutes per day per individual, Exceptions considered upon request. Furniture must be returned to established arrangement. No food or beverages. Use limited to hours the library is open to the public. Community Room: Reservations will be taken on a first come, first served basis by the Office Manager. Groups may reserve the Community Room up to 12 months in advance. Reservations should be made in writing on standard library form at least 2 days prior to the meeting date. The Library should be notified of cancellations 2 working days before the meeting date for the organization to remain in good standing. (See Addendum below) 4.8 LIBRARY EVENTS ALWAYS TAKE PRECEDENCE. Furniture returned to established arrangement or storage room. Refreshments may be served. Floor, tables, chairs and kitchen must be cleaned upon check out if necessary. Limited to 80 people. May be used from 8 AM until 10 PM. Organizations who wish to reserve the rooms on a weekly basis must be willing to relinquish whenever there is a request for other programs or meetings. The Library director shall make every effort to accommodate as many groups as possible. 10. The Board President will appoint two trustees to approve reservations for groups and organizations whose request reserve does not clearly fit the policy. 4.9
Access to Building: If the Community Room is used when the library is closed, group access shall be limited to the Community Room and public restroom area. The Community Room may be used free-of-charge during regular library hours. The Community Room is not available on Sunday. If use of the Community Room outside regular library hours requires a staff member to either provide access or secure the building, the groups using the meeting room will be charged a $25.00 fee. A group using the room for an entire day, requiring staff to both open and close the Library would result in a $50.00 fee. All groups who have not completely vacated the Community Room at library closing time will be billed the $25.00 fee and not allowed to use the room again until the fee is paid. Refreshments: Light refreshments may be served. The Community Room has an adjacent kitchen, which is equipped with a full-sized refrigerator and microwave oven. Only meals that have been prepared off-site (catered, potluck) maybe served in the Community Room. No red beverages may be served in the Community Room. There is a microwave oven, coffeemaker, and refrigerator for serving refreshments. Alcohol and red beverages are not permitted in the Community Room. Please make sure all food particles are removed and disposed of to help keep the facility free of pests. Please bag any garbage and dispose of in the Middle School Dumpster. Tables and Chairs: Groups are responsible for set up and clean up after using the Community Room (see attached checklist). There will be tables and chairs available in the room. You are free to arrange them to the configuration that is appropriate for you event If you take chairs and tables from the storage room, please return them. Furniture should be returned to original arrangement. 4.10
Surveillance: The library is equipped with surveillance cameras. These help the library staff monitor who is in the building and if there are any activities taking place that are inappropriate. Recordings are strictly for the purpose of protection of staff, the public, and library property. Washroom Facilities Washroom Facilities are available and readily accessible. Regulations for Use of the Community Room No smoking or tobacco product use is allowed in the Library. No alcoholic or red beverages are allowed. Only light refreshments are permitted. No cooking facilities are available. The Community Room and kitchen area must be left in a clean and orderly condition. Groups must supply their own coffee, cream, sugar, and paper products.
Approved October 19, 2004 Effective January 1, 2005
4.11 Addendum Cancellation Policy Individuals or groups using the community room are requested to notify the library two days prior to the scheduled use in the event of a cancellation. There is a $25.00 fee for using the community room during the library's closed hours. This fee must be paid at the time the room is booked. The fee is refundable if the meeting is cancelled within two days of the planned event. If notice of cancellation is not received, no refund will be permitted. Approved January 18, 2005 Effective January 18, 2005 |