Carnegie Public Library
Community Room Policy 2007
Contents
Policy Statement
Description of
Meeting Room
Scheduling the
Library’s Meeting Room
Reservations
Costs
Furniture
Arrangement
Telephone
Smoking and Alcohol
Refreshments
Storage
Restrictions
Meeting Room Policy Statement
The Library Board of Trustees welcomes the use
of the Library Community Room by non-profit organizations engaged in
educational, cultural, intellectual or charitable activities. Usage of the library by any group does not constitute
an endorsement of the group’s policies or their beliefs by the Library Board or
Staff. Library meetings and programs,
including Friends of the Library and the Women’s Club, have scheduling priority
over all other types of gatherings. Local
community organizations take priority over users outside the community.
.
The
Library Board shall have the authority to deny a meeting if it is deemed
inappropriate to the mission of the Library as advised by the Library
Director. Examples of what could be
considered inappropriate are:
·
Activities
which could be harmful or dangerous to the health and safety of presenters,
participants, attendees, library patrons and staff.
·
Activities
that might cause harm to the building and/or contents
·
Activities
that could be harmful to minors, if minors are allowed to participate.
·
Disorderly
behaviors or noise levels that could be disruptive to the mission of the
library
·
Illegal
activities
·
Activities
that for any reason may interfere with the regular operation of the library
·
Activities
that for any reason require too much space or too much security beyond the
ability of the library to provide security.
Meetings
held in the Library are subject to fire codes and occupancy load restrictions. The
Library reserves the right to require insurance for any group that may pose a
liability risk.
Meeting Room Description
The
Carnegie Public Library Meeting Room
is fully accessible to the handicapped. The room occupancy is 75 persons. Available are chairs, tables, and a kitchen. There are two public restrooms across the
hall. The Community Room is adjacent to the Reading Room which is a public
space during operating hours.
Reservations
You
may request the use of the meeting room in person or by phone. You may reserve the room up to three months
in advance. All requests are placed on an events calendar
which is posted. At the time of booking the Library will need to know:
It
is the library’s policy to respond within two working days of your request to
confirm your booking. If you need to
cancel your room reservation, please let the Library know as soon as
possible. The Community Room is
available for public use after library hours.
If your program is after hours, you may sign out a key that allows
access. There is a $10.00 deposit for
all keys. Please allow time for training concerning
lights, heat, and technical equipment when picking up the key. The key must be
returned the following day.
Costs
There
is no fee expected for the use of the Community Room by local non-profit
organizations. However, we welcome and
encourage donations from any group to help defray our expenses.
Furniture Arrangement
Each
group is responsible for the furniture arrangements needed for their meeting. Please remember to allow sufficient time to
arrange the room. Available furniture
includes chairs, small and large tables.
Clean-up is the responsibility of the group using the meeting room. There will be a charge if additional cleaning
is necessary.
Telephone
There
is a local telephone in the Meeting Room. Long distance is available using a
credit or calling card.
Smoking and alcohol
Smoking
is not permitted in the meeting room or in the building. Alcohol is not permitted anywhere within the
Library building or on the premises.
Refreshments
Refreshments
are permitted in the Community Room or kitchen only. Although the kitchen is fully equipped, the Community
Room was not designed as a banquet room due to limited ventilation which would
allow the escape of heavy cooking smells or air-born cooking oils. More appropriate foods include food cooked
elsewhere, potluck, sandwiches, desserts, or snacks. The kitchen has a stove,
microwave, refrigerator, and dishwasher.
Clean-up is the responsibility of the group. Any damage, breakage or
food spillage by the organization using the facilities, including the kitchen,
must be compensated for within 30 days at replacement cost, labor cost, or
both. A bill will be sent to the
presiding officer of the group or the person who registered to use the room.
Storage
The
Library does not provide storage for the property of organizations or
individuals meeting in the Community Room and does not accept responsibility
for materials that are lost or damaged.
Restrictions
Misuse
of Library property could result in immediate suspension of privileges to hold
further meetings. Violators may be
assessed a damage fee in addition to suspension of privileges. Groups using the Library shall not do
anything to disturb any patron of the Library.
Persons attending the meeting shall not solicit a patron of the Library
for any purpose nor distribute any material to those not attending the
meeting. The Library Board of Trustees
has given the Library Director the authority to supervise the use of the
Community Room and interpret this policy.
The Director shall have the right to waive the regulations whenever it
is in the best interest of the Library or the community and to cancel further
use of the Library facilities for any organization that does not follow the
above regulations.
This
policy was approved by the Big Timber Carnegie Board of Trustees
Date______________________________________________
Signed____________________________________________
Board
Chair