PARCHMENT COMMUNITY LIBRARY
MEETING ROOM AND GALLERY SPACE POLICY
These tax-supported facilities may
be used only by groups whose membership is open to all without restriction
based on race, color, religion, national origin, age, gender height, weight, or
marital status.
Library use of meeting rooms takes
precedence over all other uses.
If the
Director should find it necessary to cancel a scheduled activity, a notice
shall be posted and library staff will notify a contact person in the
organization whose activity was cancelled.
In the event of inclement weather, the Library's closing policy will
apply.
The meeting rooms may be reserved
for use by local educational, civic,
cultural,
community, nonprofit, or governmental groups.
Local business use is permissible when no selling, solicitation, or
order-taking occurs.
Local is defined as
a Parchment Library District based organization or one with a significant
Parchment Library District membership.
Religious groups may use the meeting
rooms for non-sectarian or interdenominational meetings or programs of an
educational nature.
Political groups may
use the meeting rooms for non-partisan or bi-partisan programs of an
educational nature.
Granting use of the
facilities does not imply approval by the Library of the group, the meeting, or
the ideas presented at the meeting.
Artists or groups of artists may use
the gallery space for art shows.
Upon
request, artists must submit representative samples of the works to be
displayed when the Board of Trustees considers the application for use of the
gallery space.
Artists are responsible
for hanging and taking down the shows, gallery sitting, publicity, and any other
activities associated with art shows. Granting use of the facilities does not
imply approval by the Library of the artist, art group, or the art works
displayed.
Groups using the meeting rooms may
not charge an admission fee.
Users of
the room may charge fees to cover the cost of consumable materials or
instructions, providing financial profit is not the purpose
of the activity.
Library facilities are not available
for private parties or wedding receptions.
Gambling is not allowed on Library property. Smoking, drinking of
alcoholic beverages and use of illegal substances are not permitted on Library
property.
The Library Board reserves the right to
refuse use of the meeting rooms to groups because of noise, acts of vandalism,
incitement to riot, or past misuse of facilities.
The Library Board reserves the right
to waive, alter or amend the provisions and rules of this policy at its
discretion.
The Library will not be responsible
for any personal injury, loss or damage to any materials or objects belonging
to anyone using the public meeting rooms or displaying works of art in the
gallery space.
Works of art should be
insured by the artist or art group.
RULES FOR USE
1.
The
meeting rooms may be reserved up to ninety days in advance and must be reserved
at least a week in advance.
Emergency
use of meeting rooms is at the discretion of the Library Director.
The gallery space may be reserved up to one year in advance and must be
reserved at least a month in advance.
The meeting rooms and the gallery space are not available on Sundays or
holidays.
2.
An authorized representative of the group
wishing to reserve a room must sign an application form.
Requests for reservations for a single use of
the meeting room may be made by telephone as long as the application form is
signed by an authorized group representative one week prior to the usage of the
room.
Requests for reservations for more
than one meeting, made on a space available basis, must be in writing and
presented to the Library Board for approval.
All
requests for use of the gallery space must be in writing and presented to the
Library Board for approval.
3.
Users
of the meeting room should be aware that sound carries into the library.
Doors to the meeting room should be closed
and all activities must take place in the assigned meeting room.
If complaints are received from library users;
and if, after notification by the library staff, the noise continues, the group
will be denied further use of the room.
4.
Audio-visual
equipment is available for use in the meetings rooms according to normal
borrowing rules, and should be reserved when the room reservation is made.
5.
The
user is responsible for all table and chair arrangements.
6.
Light
refreshments are permitted but no alcoholic beverages may be used.
The Library does not furnish any equipment
for food service.
All rubbish must be
removed
from Library property.
7.
The
room must be left clean and in its original condition.
If additional cleaning must be performed by
the Library's janitor, the person signing the application form will be billed
for the janitor's time.
8.
The
full responsibility for any loss or damage to Library property arising out of
or in connection with the use of the meeting room or gallery space must be
assumed by the organization and the person reserving the room.
The bill for any loss or damage will be sent
to the person signing the application form.
9.
Nothing
may be affixed to the walls of the meeting room. Users of the gallery space
must hang art works using the lines and hooks provided and must display three-dimensional art works on the pedestals provided or on the floor.
10.
Storage
of equipment and materials by any groups is at the discretion of the Library
Director.
11.
The
meeting rooms are available when the Library is open and are to be vacated 15
minutes before closing time.
12.
The
authorized representative is responsible for notifying the Library if the
reserved room will not be used by the group.
13.
The
Library Staff is not responsible for taking reservations for events held by
groups using the room or for notifying group members or event participants
of cancellations of
scheduled activities.
14.
The
authorized representative is responsible for providing for any special physical
or communication needs that participants might require.
Adopted:
April 11, 1989
Revised:
October 10, 1990
June
9, 1992
December
8, 1992
October
11, 1994
November 14, 1995
March
14, 2000