Facilities Policy BOARD OF TRUSTEES POLICY: MEETING ROOMS PASSED BY RESOLUTION NUMBER: 94-03 DATE: DECEMBER 16, 2003 The Fairfield County District Library maintains meeting room facilities in the main library and the library branches. Meeting rooms are intended to further the library s mission by facilitating the exchange of diverse information and ideas. The primary purpose of meeting rooms is to promote library services through programs, meetings and other library activities presented by library staff, the Friends of the Library or other organizations affiliated with the library. When a meeting room is not being used for a library activity, the space will be available to the public for governmental, non-profit, civic, cultural or educational programs or meetings. Access will be provided on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting use. The library does not advocate or endorse the viewpoints of any group or individual. Trade or professional associations are interpreted to be educational groups. Artistic performances by individuals will be permitted only when co-sponsored by the Library. The terms for public use of meeting rooms are: All meetings must be open to the public. Organizations conducting business meetings or presenting programs may wish to restrict or limit public comments during all or part of their meeting or programs. Any such restrictions should in no way interfere with the public s ability to attend, observe or listen to the program. No admission fees will be charged. No products or services may be advertised, solicited or sold in library meeting rooms or on library property. No collections may be taken. Educational courses conducted by non-profit agencies may charge fees for learning materials or course credits, but the program must be open for observation to members of the public who do not pay fees. Only fund-raising events sponsored by the library, Friends of the Library or other organizations affiliated with the library are permitted. Meeting room programs must not interfere with library operations. The use of the library premises for private social functions such as parties or receptions is not permitted. The library assumes no liability for theft or damage to property brought onto library property or for injuries which occurs as a result of actions of sponsors or participants in activities in meeting rooms. Meeting room space is intended for specific events rather than for regularly scheduled, ongoing meetings. Use of a space with a frequency of once a month or greater will be considered a regularly scheduled meeting. For regularly scheduled meetings, the meeting room may be reserved no more than 12 weeks in advance. Other reservations will not be accepted more than 12 months in advance. 1
Persons or groups must submit a completed Reservation Request Form to the library staff at least one week before the event. The reservation is not completed until the form has been submitted and approved. All meetings must be completed fifteen (15) minutes before the library closes. The library meeting spaces are scheduled for specific times in half-hour increments. Meetings and events, and their preparation (personal equipment or materials placement, refreshments, registration, etc.) must be planned to begin and end within the prearranged times. Meetings requiring clean up must end one half hour prior to the library s closing to allow for timely exit. Permission to use the rooms includes ordinary use of the furniture and fixtures, including chairs, tables, TV/VCR, overhead projector, data and electrical lines and public address system. All other items must be provided by the person or group reserving the room. Furniture and room set-up will be provided by the library only if specific instructions are available one week in advance. The library will not guarantee to have assistance available at the time of the event to modify the room arrangement. The individual or group reserving the meeting room shall be responsible for any damage to or loss of library property. Refreshments and light catered meals may be served. Users are responsible for cleaning up and restoring the room to its original condition before leaving. No smoking or alcoholic beverages are allowed in the library. Nothing may be affixed or mounted in any way to the walls. Material such as pamphlets and flyers may be posted or distributed within the Policy on the Distribution of Informational Materials and the Use of Public Bulletin Boards and Spaces. No individual or group may state or imply Library endorsement or sponsorship of events in the library meeting rooms without written approval from the Library Director. To establish the fact that the Fairfield County District Library is not sponsoring the event, all publicity which uses the name of the library must include the statement: Sponsored by (the name of the organization reserving the room). If a group reserving the room cancels a scheduled meeting, the applicant must inform the library or administrative office as quickly as possible. The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms. The library reserves the right to cancel a reservation if the space is required for use by the library or a library related organization. Except in an emergency, 48 hours notice will be given of any cancellation. The Director is responsible for the administration of this policy and for establishing administrative procedures for its implementation. Failure to comply with meeting room policy or rules may result in loss of meeting room privileges including immediate termination of a meeting by appropriate library personnel. 2
PROCEDURE: MEETING ROOMS 1. Persons wishing to use any Library meeting room space will make arrangements with the Administrative Assistant at the Main Library or the Branch Manager at the branch libraries. 2. Appropriate forms (see attached) must be completed and returned to the Administrative Assistant (or Branch Manager) before confirmation of reserved space. 3. Questions or problems concerning the use of Library meeting room space will be directed to the Administrative Assistant, Publicity/Program Manager, Branch Manager or the Supervisor on duty. 4. All meetings will be scheduled to end one-half hour prior to the library s closing to allow time for clean up and the timely exit of those in attendance. 5. Large meetings requiring major room set-up changes will be scheduled by the Administrative Assistant only if 24 hours are available for set-up and/or breakdown for following meeting. 6. Weekly meeting schedules and set-up requirements will be distributed to maintenance staff each Friday for the next week by the Administrative Assistant. Weekly meeting schedules are distributed to all other departments on a weekly basis. 3
APPLICATION FOR USE OF KITCHEN 1. Applicants wishing information about the equipment and kitchenware available should contact the Administrative Assistant. 2. Persons assuming responsibility for the facility will be assessed for loss or damage. Similarly, the person assuming responsibility will be responsible for the clean-up services following use of the kitchen to restore it to the same condition as it was found. 3. The kitchen is not available for food preparation. It is a service facility only. 4. Each organization must provide its own refreshments. The food, beverage and coffee supplies of the kitchen cupboards and refrigerator may not be used. Each organization should dispose of any foodstuffs, supplies, condiments, etc. that it brings into the Library. The Library does not provide table linens, dish towels, dishcloths or disposable paper items. Those stored in the kitchen are not available for public use. Will you be using a caterer? yes no (If yes, you are responsible for sharing a copy of this application with the caterer.) If so, please identify the caterer I have read the Application for Use of Kitchen and accept responsibility for the area. Signed date Signed (for the Library) date 4
APPLICATION FOR MEETING ROOM USE Name of person agreeing to assume responsibility for facility Address City/State Zip Code Telephone Number (daytime) (evening) Fax Purpose of Meeting Organization the applicant represents Mailing Address City/State Telephone Number Name of Chief Officer Telephone Number Address City/State Zip Code Description of Organization TIME Day(s) & Date(s) requested Set-up Begin Meeting Begin Clean-up for meeting 5
Please indicate the equipment you need for your program from the items listed below: Number Tables, Rectangular: Arrangement Number Tables, Round: Arrangement Number Chairs: Arrangement Coffee Pot Easel Podium Projection Screen Piano Public Address System/Microphone Overhead Projector VCR Equipment Cart Kitchen Facilities (Attach signed Application for Use of Kitchen) Use of library premises does not include use of library staff to assist in the set-up or breakdown of non-library equipment. I assume responsibility for damage or loss of equipment. I have read the Use of Library Premises Policy and accept responsibility for the area. Signed date Signed (for the library) date 6
PROCEDURE: USE OF THE LOWER LEVEL QUIET STUDY ROOM 1. Generally, use of this room will be covered by the Library Code of Conduct policy, (resolution number 62-03) and the Meeting Rooms policy (resolution number 94-03). 2. No more than four people can meet in this room. 3. An advance reservation can be made for the use of this room by calling the Lower Level Information Desk at extension 101. 4. Reservation can be made for a two-hour block of time. However, actual use can extend beyond this two-hour period as long as no other person or group requests use of the room. 5. Any individual or group of no more than four people can walk in and use the room without making a reservation, or registering at the Lower Level Information Desk. If subsequently, another individual makes known their wish to use the room, a decision will be made by the Supervisor on duty as to when the first group must terminate their use to permit the next person to use the facility. 7