MENOMONEE FALLS PUBLIC LIBRARY MEETING ROOM POLICY Approved by the Library Board: January 17, 2018 Effective: January 18, 2018 The Library s meeting rooms are intended primarily for programs operated and sponsored by the Library, the Village of Menomonee Falls, and by organizations affiliated with the Library, such as the Friends of the Library. When not needed for Library or Village activities, the meeting rooms are available at no charge for meetings or programs of an informational, educational, cultural, civic or recreational nature in keeping with the mission of the Menomonee Falls Public Library. The rooms may not be used for commercial purposes or for private social events for individuals. The Library Board subscribes to the tenets of the American Library Association Library Bill of Rights, which states in part Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the belief or affiliations of individuals or groups requesting their use. Use of the Library meeting rooms does not constitute an endorsement of the view of the user of the room by the Library. DESCRIPTION OF MEETING ROOMS The Library has three meeting spaces that may be reserved for use: 1. The Board Room is intended for use by up to 12 persons and has a table, chairs, and sink available for use. The room has no audiovisual equipment. Groups may use their own equipment. The phone is not available for public use. 2. The Youth Program Room seats up to 40 persons and has 14 trapezoid-shaped tables, a sink, and a screen available for use. Groups may use their own audiovisual equipment. 3. The Meeting Room seats up to 100 persons and has 20 six-foot tables available for use. A small kitchen with a sink is adjacent to the room. Library audiovisual equipment including a screen, projector, DVD player and sound system is available for use for those who have participated in training by Library staff as outlined below. Groups may use their own laptop, ipad or other similar device for a presentation. This device must be brought to the training session. No other outside equipment may be used in this room. The Library does not provide technology assistance for non-library equipment. ROOM RESERVATION ELIGIBILITY AND PRIORITY When the rooms are not needed for Library or Village activities, they are available for use by other organizations as follows: a) Meetings of federal, state, local or other government agencies b) Tax-exempt organizations including non-profit, civic or service organizations based in Waukesha County or serving Waukesha County residents c) Established local community organizations, clubs or groups based in Waukesha County or serving Waukesha County Page 1 of 5
d) Meetings or programs sponsored by for-profit businesses or organizations based in the Village of Menomonee Falls for the purpose of staff education, employee recruitment, or evaluation e) Attorney consultations or legal depositions Meeting rooms may not be used for: a) Any purpose which, in the opinion of the Library Director and/or the Library Board, interferes with the normal use of the Library b) A return engagement by a group that has abused or damaged the facility or failed to follow regulations during an earlier use c) Individual private social functions, including, but not limited to, showers, birthday parties, and dances d) School social functions including, but not limited to, ice cream socials and dance parties. (Informational sessions for school-related groups are permitted, but must be made open to the public.) e) Non-library programs sponsored by individuals, businesses, firms or other for-profit organizations involving the advertising, promoting, soliciting, or selling of products or services (NOTE: Performers or speakers at Library-sponsored events may sell merchandise related to the event.) The Library reserves the right to cancel a reservation if the room is needed for Library or Village government use. Whenever possible, at least 24 hours notice will be given to the contact person listed on the application. HOURS Meetings may be scheduled during any hour the Library is open. Meetings must adjourn at least 15 minutes before the Library closes. MEETING ROOM USE APPLICATION AND SCHEDULING An organization or group wishing to use a meeting room must complete the Application for Use of Library Meeting Room form at least seven (7) days in advance of the planned event and receive approval of the Library Director or the Director s designee. If the Library s audiovisual equipment is required, the application must be completed at least fourteen (14) days in advance. The Application for use must be completed and submitted to the Youth Department Desk in person, by fax, mail, or email. (Address provided on application.) Requests for meeting room reservations are not considered confirmed until a completed application has been approved by the Library Director or the Director s designee. An officer or other responsible representative of the scheduling organization of at least 18 years of age must sign the application. The person signing the application is responsible for ensuring that all the regulations are followed. By signing the application, the signor also acknowledges that the signor has read and understands this. Page 2 of 5
Applicants must specify the purpose of the meeting and may also be required to provide proof of address and/or service to Waukesha County to establish eligibility to use a meeting room. Non-profit, civic or service organizations may be asked to provide proof of tax-exempt status. Anticipated Attendance and Room Size The applicant must supply the Library with the estimated attendance for every meeting. The Library reserves the right to match the anticipated attendance at a meeting with the room the Library feels is most appropriate. Timing and Frequency of Use/Request Each group is limited to booking one meeting room date per calendar month. Requests for the current calendar year may be made at any time. Request for the next calendar year may be made on or after December 1 of the current year. Requests for Meetings Involving Use of Library Audiovisual Equipment (Applies to Meeting Room only.) Audiovisual presentations in this room require the use of the Library s equipment. An appointment for training MUST be made with the Information Technology Manager or their designee (262-532-8932) at least two weeks prior to the scheduled room use. GENERAL REGULATIONS Users are responsible for reading and understanding this. Persons attending meetings are subject to all Library rules, regulations, and policies. The Library Director has the authority to issue meeting room rules and to revoke permission for use of meeting rooms if this policy or those rules are not followed. The Library reserves the right to refuse to book meeting room space for groups who do not comply with the guidelines of this policy. Groups that fail to show up for scheduled reservations may lose the privilege to book rooms. The use of the name, address, or phone number of the Library as the address or headquarters of any group using the Library for meetings is prohibited. All announcements, press releases, flyers, etc. relating to meetings must clearly state that the meeting is not sponsored by the Menomonee Falls Public Library. Copies of such announcements should be sent to the Meeting Room Coordinator. Displays, posters, and literature connected with a meeting may not be placed anywhere in the Library, except in the meeting room while the meeting is taking place, unless permission has been granted by Library staff. Displays or decorations shall not be taped or affixed to any walls or windows of the Library. Page 3 of 5
Groups using a meeting room will be admitted to and must vacate the room at the appointed time. Setup and clean-up time must be included in the scheduled time block. All users must exit the Library by closing time: 9:00 PM Monday-Thursday, 5:00 PM Friday-Saturday. Groups using the meeting rooms may not charge attendees a registration fee or require the purchase of an item as a condition of attending a meeting. Voluntary incidental donations (such as coffee money or the recovery of photocopy costs) may be collected. Membership dues may be collected provided no one is excluded from attending the meeting if not a member. Admission may be charged for sessions that are part of a course sponsored by a publicly chartered educational agency in the State of Wisconsin. Meetings and related activities are to be open to all interested members of the public, with the exception of attorney consultations and business/organization employee training, recruitment or evaluation. Library fixtures shall not be removed from the walls. Each group is responsible for arranging furniture for its use, and returning it to the original arrangement when done. Tables should be wiped off. The Library does not supply cleaning materials. Library staff should be notified immediately if anything is spilled on the carpeting. Anything littering the floor must be cleaned up. A vacuum can be requested in the Youth Department. Groups using the meeting rooms shall comply with the provisions of the Americans with Disabilities Act, which may require that a meeting or materials at a meeting be provided in accessible format in response to a request. Meeting attendees shall not exceed the designated maximum room capacity. Fire exits shall not be blocked. Use of alcoholic or fermented malt beverages and tobacco products is prohibited. No lit candles or other open flames are permitted. No paper products are supplied by the Library. A microwave oven is NOT available. Coffee, tea, and light-colored beverages may be served. No dark or red colored beverages or juices are permitted. Extension cords are prohibited in the Meeting Room. The Library does not provide storage space for groups or individuals using the meeting rooms. The sponsoring adult who signed the meeting room application must also be present at the meeting. Page 4 of 5
Any minors under the age of eighteen (18) participating in a meeting room activity must be supervised by a responsible adult at all times. The Library reserves the right to monitor all meetings held on its premises and may take photographs or video of meeting room events. These may be posted on the Library's website or social media sites. RESPONSIBILITY FOR DAMAGES Library is not responsible for: Any personal property lost, damaged, or left behind Equipment or materials owned by a group and used at the Library Responsibility of Individuals and Groups using a Library Meeting Room: Groups or individuals using a meeting room shall be responsible, jointly and severally, for reasonable care of the room and its furnishings and equipment and shall pay for any damage caused or inflicted by an organization, its members, affiliated persons, guests, invitees, or anyone attending the event. Any person or group using the meeting room and Library facilities agrees to indemnify and hold harmless the Menomonee Falls Public Library from any and all actions or suits relating to its use of its rooms and facilities. Further, each person or group agrees to reimburse the Library for any and all cost for repair of and all such damage as may be caused directly or indirectly to the room, equipment, and/or facilities by such use thereof. In addition to any other penalty or remedy, if any organization refuses to pay for damage, the matter will be referred to the Village Attorney for legal action. APPEALS Appeals may be made in writing and filed with the Library Director. When necessary, the Library Director will submit the matter to the Library Board of Trustees for consideration. Page 5 of 5