FOUNTAINDALE PUBLIC LIBRARY MEETING ROOM USE POLICY

The Fountaindale Public Library District provides meeting rooms to serve the needs of the Library and the Fountaindale community.  The Library provides these meeting rooms as a limited public forum to support its informational, educational and recreational mission.  The Library will not discriminate in making its premises available for use on the basis of viewpoints expressed by users or the race, national origin, religion, sex, sexual orientation, political affiliations or physical limitations of its users.  Use of the meeting rooms is governed by the policy established by the Library Board of Trustees and any applicable rules or regulations adopted by the Library.  The Library Director as the executor of the policy for the Board of Trustees has discretion in determining what use is “in the best interest of the Library” and is authorized to act accordingly, including limiting the use of the meeting rooms by organizations whose activities interfere with Library operations, adversely affect public safety, or cause public disturbances. The Board of Trustees may modify, amend or supplement this policy as it deems necessary and appropriate. 

At its discretion, the Board of Trustees may exempt itself or any other organization as the Board deems appropriate, from the restrictions and requirements of this policy and any applicable rules and regulations regarding use of the meeting rooms.  The Board reserves the right to administer this policy and other matters relating to use of the meeting rooms through a duly authorized committee. 

Policy

PRIORITY FOR USE

Priority for reserving the use of the meeting rooms is given in the following order: 

1. Meetings of the Fountaindale Public Library Board of Trustees.
2. Fountaindale Public Library: activities or events sponsored or presented, directly or indirectly, by the Library.
3. Community Organizations: local governing bodies and administrative boards serving the Library community.
4. Non-Profit Organizations: educational, civic or cultural organizations and groups operating within the Library community.
5. Local Businesses and Organizations holding non-commercial meetings.
6. Other meetings as appropriate to the mission of the Library. 

Subject to this prioritization, meeting rooms are available on a first-come, first served basis at no charge. 

LIMITS OF USE 

1. The meeting rooms may not be used for private social functions, e.g. private parties, receptions, etc.
2. Programs or gatherings which present a clear and present danger to the welfare of the participants, attendees, Library staff, patrons, and/or the community are prohibited.  Programs not in keeping with the Library’s goals and objectives, or which would disturb Library patrons, impede Library staff or endanger the Library building or collection or otherwise interfere with the proper functions of the Library by causing excessive noise, safety hazard, security risk, etc. are prohibited.
3. No admission charge, collections (with the exception for regular club dues, or to cover costs of materials used at the meeting) or other money raising activities may be attached to any meeting conducted in the library’s meeting rooms, unless all proceeds go to the library.  Library meeting rooms may not be used for meetings, programs or events involving the sale, advertising, solicitation or promotion of commercial products or services immediately or at a future time.
4. All meetings must be open to the public and not restricted to a group’s own membership except as require by applicable law.  Library personnel must have free access to meeting rooms at all times.  The Library retains the right to monitor all meetings conducted on Library premises for the purpose of ensuring compliance with Library rules and regulations.
5. Use of the meeting rooms by outside agencies does not constitute the Library's endorsement of viewpoints expressed by participants in the program.  Announcements implying or stating such endorsement are prohibited.
6. Publicity for any event in the meeting rooms must clearly state that the organization is the SPONSOR and the Library is the LOCATION.  Furthermore, the Library telephone number is not to be included in any news releases or flyers publicizing the event.
7. Because of the demand for use of the meeting rooms, the Library may not be able to accommodate applicants desiring to schedule multiple meetings.  Use of the meeting rooms is therefore limited to one meeting per organization, per month.  This includes different subgroups of the same organization.
8. Meeting room applications must be made by a patron 18 years or older whose Fountaindale Library card is in good standing.
9. The following are strictly prohibited in the meeting rooms: (a) smoking, (b) illegal gambling, (c) alcoholic beverages, (d) controlled substances, (e) hazardous materials, (f) candles or open flames, (g) pets and animals, other than necessary guide animals, and (h) any illegal activity or uses which advocate or incite illegal activities.
10. The Library Director may deny the use of a meeting room at his/her reasonable discretion, based on anticipated availability of parking spaces, the requested time of the event, or other factors which may impair the public’s access to library services. 

REQUESTING A ROOM

1. Applications for the use of meeting rooms may be submitted on our website.  Library users who do not have remote Internet access may use library computers on the second floor or call for assistance.
2. A refundable reservation fee of $50 is due within 72 hours of the reservation request. A reservation will be held as pending until the fee is received. If the fee is not received within 72 hours, the reservation will be released without prior notification.  Fees may be waived for local tax-supported or local governmental agencies.
3. Library staff will review each request for compliance with the Library’s Meeting Room Policy and Meeting Room Use Guidelines. The applicant will receive approval or denial of most requests by email within 3 days.
4. Equipment must be requested at the time of the meeting room application. Changes may be submitted on our website up to 4 days in advance of the date of the meeting, program or event.
5. Setup arrangements must be requested at the time of the meeting room application. Changes may be submitted on our website up to 1 week in advance of the date of the meeting, program or event.
6. Meeting room reservation applications may be submitted up to 90 days in advance of the meeting date. Requests are accepted on a rolling 90 day calendar (i.e. 90 days from the current date). Meeting room reservation applications must be submitted at least one week in advance of the date of the meeting.
7. The date and/or time of an existing meeting room reservation cannot be modified. Groups wishing to change the date or time of a meeting, program or event must submit a new application for meeting room use on our website.
8. Meeting rooms are available for use during Library open hours only. Meetings must begin at least 30 minutes after the Library opens and shall end at least 30 minutes before the Library closes. A Library staff member must be present in the building when the meeting rooms are in use.
9. Rooms must be booked for no longer than four hours.
10. The Library reserves the right to change or cancel meeting room reservations.  In particular the Board Room may be required by the Board of Trustees when the Board Room is already booked by another group.  In such an event the Board of Trustees requirement will take precedence. 

PROCEDURES 

1. Upon arrival, all groups must check in at the Information Desk in the Lobby. Groups must return to the desk and notify Library staff when the meeting, program or event is finished. The room will then be inspected for condition.
2. Library staff will set up the room from one of the six preset meeting room set ups. Only these set ups are available for selection.
3. Only minor adjustments to the room setup will be made by Library staff at the time of the event. Groups may not rearrange Library furniture or move tables, chairs or other furnishings to or from other parts of the Library.
4. Signs and decorations may not be taped or stapled to walls or doors. Only dry erase markers may be used on the white boards. Use of glue, crayons, paint, markers, tape, and other craft supplies is prohibited.
5. Meeting rooms are to be left as they are found. Waste must be placed in appropriate garbage and/or recycling receptacles. If Library staff must clean up a meeting room beyond emptying of waste receptacles and routine vacuuming, the reservation deposit will not be refunded.
6. Cleanup and restoration of furniture to original arrangement must be accomplished by the scheduled ending time for the meeting. Additional time will not be possible if it is near closing or other meetings are scheduled.
7. Basic catering is available from the library café.  The library café must be given an opportunity to provide catering for an event, but the use of their services is not required. Cooking is prohibited. Use of slow cookers, roaster ovens, steam tables, etc., is not permitted. Candles or other open flames are not permitted. The Library kitchen is not available for use.
8. Library staff must have free access to meeting rooms at all times. Groups may not block meeting room doors.
9. No group may use the Library as a mailing address. The Library does not provide storage for any group.
10. Library staff cannot take care of the young children of those attending a meeting, program or event. Children seven years of age and younger must be accompanied by a parent or responsible caregiver (14 or older) at all times, in all areas of the library. To protect the child and promote child safety, staff will return unattended children to their parent or caregiver in the meeting, program or event.
11. The applicant is responsible for announcing the location of emergency exits at the beginning of the meeting, program or event. 

EQUIPMENT 

Library staff will set up the requested equipment and provide basic use instructions. Library staff will not be present to operate equipment during meetings, programs or events. The Library will not provide equipment that has not been requested at least 4 days in advance of use. No equipment will be loaned outside the Library.  The following equipment is available for use in the meeting rooms:  

CAPACITY AND CANCELLATIONS

1. The maximum capacity of Meeting Room A is 120 people. The maximum capacity of Meeting Room B is 40 people. The maximum capacity of the Board Room is 35 people.  The Library will terminate meetings, programs or events with attendance that exceeds room capacity.
2. Meeting rooms will not be scheduled for meetings with anticipated attendance of fewer than six people.
3. Groups must cancel meeting room reservations at least 24 hours prior to the scheduled use. Library users may call 630-685-4204 between the hours of 9 a.m. and 5 p.m. Monday through Friday to cancel. Failure to provide 24 hours notice of a cancellation will be grounds for suspension of meeting room privileges and forfeiture of the meeting room reservation fee.
4. No person or group may assign its reservation to another person or group.

FAILURE TO COMPLY

Individuals or groups presenting and attending meetings, programs and events are subject to all Library policies, rules and regulations. The Library reserves the right to suspend or revoke permission to use the meeting room.  Inclusion of false information on the application form will result in automatic and immediate revocation of permission.

Failure to comply with Library policies, rules and regulations (including these guidelines) will be grounds for suspension of meeting room privileges.  Depending on the circumstances, individuals or groups may receive one warning. A second occurrence will result in a 3 month suspension of meeting room privileges. Repeated violations may result in a longer suspension.

DAMAGES AND LIABILITY

The Library is not responsible for possessions left in a meeting room.

Any individual, group or organization using the meeting rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.  All individuals, groups or organizations shall indemnify, defend and hold harmless the Fountaindale Library District, its officers, agents and employees from and against any and all claims, suits, actions of any kind relating to injuries or damage arising from any act or omission of the individual, group or organization’s use of the meeting room.

If, on the advice of law enforcement officials, the Library staff, Director or Trustees determine that a reasonable possibility of a threat to the safety of Library staff, Library users or members of the public might occur, based on prior experience with the group or speaker at this Library or at other occasions where the group has held meetings which have been disruptive or had a potential for violence, the following shall be required: The individual or group reserving the meeting room shall be required to pay in advance by cashier’s check the reasonably estimated cost of any special security measures needed to be taken for the meeting; and the individual or group reserving the meeting room shall obtain a special event liability policy for $1,000,000.00 for injury or damage to property occurring at the meeting, program or event.

Applicant has read and understands the Policy for Use and agrees that she/he is responsible for ensuring that each member of his/her organization is aware of and abides by these rules.

APPEAL AND REVIEW

The Board of Trustees of the Fountaindale Library District will review the meeting room policy and regulations periodically, and reserves the right to amend them at any time.  The Board authorizes the Library Director to waive regulations under appropriate circumstances.  The Library Director is the chief person empowered to make decisions regarding the availability and use of the library meeting rooms.  The Library Director may delegate authority to approve meeting room applications.

Any appeals for changes to, or exceptions to, any portion of the meeting room policy will be considered.  An individual or organization wishing to file an appeal shall submit it to the Library Director in writing.  The Library Director will respond in writing.  If the individual or organization feels that the response is unsatisfactory, he/she may submit a written request for consideration by the Board of Trustees.  The Board of Trustees will review the request and notify the organization or individual of their decision in writing.  The Board’s decision is final.