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 to noncommercial meetings, activities or events held by:

1. Fountaindale Public Library District’s Board of Trustees.

2. Fountaindale Public Library District’s staff or Friends of the Library.

3. Local governing bodies and administrative boards serving the Library community.

4. Educational, civic or cultural organizations and groups operating within the Library community.

5. Local businesses and organizations operating within the Library community.

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

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.

LIMITS OF USE

Meeting room applications must be made by a patron 16 years or older whose Fountaindale Library card is in good standing.

The meeting rooms may not be used for private social functions, e.g. private parties, receptions, etc.

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.

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.

All meetings must be open to the public and not restricted to a group’s own membership except as required 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. Groups may not block or cover meeting room doors.

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. 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. No group may use the Library as a mailing address.

Use of the meeting rooms is limited to one four (4) hour meeting per organization every four weeks (every 28 days). This includes different subgroups of the same organization. If the participants of a meeting are substantially the same as the participants of a subsequent meeting, this will count the same as a subgroup. Use of the meeting rooms may be booked in increments no less than 30 minutes. 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. Meeting room reservations with anticipated attendance of fewer than five people will not be accepted.

All use of the meeting rooms must be in compliance with the Library Conduct Policy, the Unattended Child Policy, and other applicable policies.

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.

Meeting room reservation applications are accepted no more than 90 days and no less than 3 days in advance of the meeting date. Applications for the use of meeting rooms must be submitted through our website. Library users who do not have remote Internet access may use library computers on the second floor where reservation assistance is available. Library staff will review each request for compliance with the Library’s Meeting Room Policy. The applicant will receive approval or denial of most requests by email within 3 week days.

The Library has 3 meeting rooms that can be reserved including: Meeting Room A, Meeting Room B and the Board Room. Other locations within the Library cannot be reserved.

Maximum capacities for meeting rooms are based on setups with only chairs. The Library will terminate meetings, programs or events with attendance that exceeds room capacity. Capacity availability will change due to room setups that involve tables.

The maximum capacity of Meeting Room A is 90 people, of Meeting Room B is 40 people and of the Board Room is 35 people.

Six set up arrangements are available for meeting rooms, which must be requested along with equipment at the time of the meeting room application. Changes may must be submitted by phone or email and will be accommodated when possible. 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.

The date and/or time of an existing meeting room reservation cannot be modified online. Groups wishing to change the date or time of a meeting, program or event must call or email the Administrative Assistant within 3 week days and will be accommodated when possible.

The Library does not provide storage for any group.

MEETING ROOM GUIDELINES

Upon arrival, all groups must check in at the Information Desk in the Lobby. The room will then be opened and inspected by Library staff and reserving Library cardholder for condition. 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.

Meeting rooms are to be left as they are found. Waste must be placed in appropriate garbage and/or recycling receptacles. 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. If a meeting room requires anything beyond routine light cleaning, fees will be assessed and added to the reserving Library cardholder’s account.

Catering is permitted, and is available from the library café. Information on café catering is available from the café or the Administrative Assistant. Cooking, including the use of slow cookers, roaster ovens, steam tables, buffet warmers involving open flame, etc., is not permitted. Snacks and beverages can be provided by groups.

The responsible Library cardholder must announce 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 3 week days in advance of use. No equipment will be loaned outside the Library. Available equipment is listed on the reservation form.

CANCELLATIONS

Reservations must be cancelled at least 24 hours in advance by contacting the Administrative Assistant via email or via phone. Failure to provide 24 hours notice of a cancellation will be grounds for suspension of meeting room privileges.

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.

APPROVED MAY 16, 2013