The LIBRARY is a limited public forum and provides meeting room space for library programs and for other meetings and programs of an informational, educational, cultural, and civic nature. The library meeting room spaces are available to the community consistent with the library’s mission of expression and exchange of ideas. Use of the facilities by other community groups is allowed when not needed by library or library-related activities, programs, and meetings, and when such use does not interfere with or disrupt the programs, activities, and normal operations of the library, or cause a security risk or safety hazard to library staff, property or patrons.
ELIGIBILITY OF USERS
The Board, through the provisions of this policy, authorizes the use of AAL facilities as outlined below:
- Individuals may request the use of facilities for and on behalf of a group or organization.
- Groups and organizations such as the following may be granted use of AAL facilities:
– civic clubs
– community organizations
– education purposes
– Social Services
- AAL facilities will not be used by persons, groups or organizations for purely commercial purposes.
- In cases of controversy, a legal opinion must be obtained before
denying access to AAL facilities.
LIBRARY reserves the right to accept, renew, or reject requests for use
of the room(s) under the established policy.
LIBRARY provides meeting room space as a public service but does not
endorse the views or opinions of groups utilizing these facilities.
REGULATIONS FOR USE OF MEETING ROOMS
- Smoking, controlled substances or gambling is not permitted.
- Alcoholic beverages are prohibited except for library sponsored functions.
- The meeting rooms must be left in a clean and orderly condition. Waste should be placed in the proper receptacles. The group using the room is responsible for total clean up. The library reserves the right to charge a fee if facilities must be cleaned. No custodial service is available.
- A limited number of tables and chairs are available. The groups are responsible for set up and take down.
- The library staff is NOT at the disposal of the group. It is the responsibility of the applicant and/or the group to provide any necessary equipment if it is not available in the meeting rooms.
- No storage of the organization’s items is available before or after the meeting.
- To promote accessibility of the public meeting rooms to a wide variety of community groups, the library may limit meetings for any and/or all groups.
- Nothing may be attached to the walls, ceiling, floor, furniture, or accordion sliding room divider.
- Meetings may not extend beyond the library’s closing time. Special arrangements can be made for groups to use the library’s meeting rooms during hours that the library is closed with 14 days’ notice if staff is available. The additional cost is $25.00 per hour or part of an hour.
- Lighted candles or flames, because of fire hazard, are not to be used within the meeting room with the exception of Sterno used by caterers.
- All equipment belonging to the group must be removed immediately at the conclusion of the program or event.
- In the event that the library closes due to an emergency or inclement weather, use of the meeting room is automatically cancelled and the rental fees will be reimbursed. The renting organization’s contact person will be notified by the library. It is the responsibility of the organization to notify attendees of the cancellation.
- If the renting organization cancels its event or meeting, they must
notify the library 48 hours in advance.
- The library reserves the right to cancel any function due to natural disaster, power failure, weather or other unforeseen circumstances. The Library will not be held responsible for any cost(s) incurred as a result of such cancellations.
- Failure to comply with this policy may result in denial of future use of the library meeting rooms, financial liability for damages, and/or removal from the meeting room.
- Meeting room attendees may not leave children unattended in the library.
- Group leader must be familiar with emergency rules.
- The fact that a group is permitted to meet in the library’s public meeting rooms does not in any way constitute an endorsement of the group’s policies or beliefs. The LIBRARY reserves the right to require that any public advertising of meeting(s) include the following statement: “The views of this program are not necessarily endorsed by the AAL.” The library’s phone and/or fax #s and e-mail address are not to be included in any publicity that advertises the meeting unless the program is co-sponsored by the library.
APPLICATION AND INSURANCE
1. A signed Meeting Room Reservation Form needs to be completed and submitted no later than 5 days in advance of the meeting. Applications will be accepted no earlier than 2 weeks before the desired meeting date.
2. The application form must be signed by an authorized representative of the group who shall attend the meeting and be responsible for the conduct of the meeting attendees and for any damages.
3. Each application will be reviewed and the contact person will receive confirmation. The meeting rooms will not be considered scheduled until confirmation is sent.
4. The group must furnish adequate insurance for bodily injury and property damage. Insurance certificate must indicate that LIBRARY is named as additional insured on the policy and include a hold harmless agreement from presenter. Any exceptions must be cleared with the Library Director and/or the Library Board of Directors. The certificate of insurance should display limits of at least $500,000 each occurrence, $1,000,000 aggregate, and should add the, LIBRARY board members, employees, and volunteers as additional insureds.