Meeting Room Policy
Approved by the Library Board January 5, 2006
In keeping with the Library's mission to offer a welcoming place for community interactions, library meeting rooms are available for use by community groups for informational, educational or cultural meetings and programs when not needed for library purposes. Use of the library meeting rooms does not imply endorsement by the library staff or Library Board of the viewpoints presented.
There is no charge to use the library meeting room. However, users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to the building and/or equipment beyond normal wear.
GENERAL RULES AND REGULATIONS REGARDING MEETING ROOM USE>
Groups interested in using the Library meeting room may do so by contacting the library in person or by telephone to request reservation of the meeting room. Groups will need to provide the name of the group, the nature of the meeting, the name and contact number for an authorized adult representative of the group. By providing this information the group agrees that the General Rules and Regulations Regarding Meeting Room Use has been read and understood.
The group accepts financial responsibility for any and all damage caused to the building or equipment beyond normal wear. The group contact person will be responsible for any charges incurred by the group.
Meeting rooms are scheduled on a first come, first served basis.
Reservations may be made no more than six months in advance. However, the Library does reserve the right to cancel a scheduled meeting with 2 weeks notice if the room is needed for library programming. The Library will make every effort to avoid a cancellation but does reserve that right.
Library staff should be notified in advance of cancellations.
CONDITIONS OF USE
Groups are responsible for ADA (Americans with Disabilities Act) requirements and for providing requested accommodations for meetings or programs. A statement regarding the availability of accommodations must be included in all publicity or notices.
Sample statement for publicity:
If you need an interpreter, materials in alternative formats or other accommodations to access this meeting or program, please contact (name of person/organization) one week in advance of program or meeting.
Food or Drink
Equipment and Media
Subject to availability, the following audiovisual equipment may be used in the Library meeting room: VCR/DVD player and TV, LCD projector and projection screen.
There is no charge for the use of the equipment. Equipment should be reserved at least one week in advance of the meeting. It is recommended that the equipment be reserved at the time the room is reserved. The library cannot provide operators for the equipment. If instruction is required for equipment operation, it is suggested that a representative of the group set up an appointment with appropriate library staff.