Meeting Room Policy

 

Policy approved by the Library Board
7/19/2023

The library meeting rooms are available for use by all, including educational, cultural, civic and non profit groups, as long as this use does not interfere with the normal functions and regular programs of the Bayfield Carnegie Public Library.

Guidelines for Use:

  1. Meeting rooms will be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Meetings are scheduled on a first come, first served basis. Library programming will have priority when scheduling room use. 

  2. The rooms may be reserved no more than ninety (90) days in advance, and no single group may have more than three (3) meetings reserved at one time. Regular monthly meetings are permitted, but regular daily or weekly meetings are not permitted. Weekly meetings may be approved by the Library Director if the meetings are in keeping with the mission of the library. (tutoring and literacy sessions).

  3. Meeting room reservations will be confirmed when approval is granted by a library employee.

  4. The room shall be scheduled and used during regular library hours only.

  5. The library will charge no fee for the use of the meeting rooms.

  6. Rooms may be used for:

    1. Meetings which are open to the public

    2. Presentations, group discussions, workshops, and other functions

    3. Organizations engaged in educational, cultural, intellectual, governmental or charitable activities.

    4. Individuals (or formal or informal) for purposes of studying, researching, planning, employment searches, job interviews, telehealth appointments, and/or court appearances.

  7. Rooms may NOT be used for:

    1. Any purpose which may interfere with the regular operation of the library

    2. Commercial events (where products, services, or membership are advertised, solicited, or sold), including educational classes or seminars which charge a fee (library sponsored performers may sell merchandise related to their performance).

    3. Purely social events, including company or family parties or receptions

    4. Individuals, businesses, or civic groups to conduct regularly scheduled office hours, classes, workshops, or seminars

    5. gambling, in any form or any illegal activity.

  8. No admission fee, registration fee, nor donations may be sought from meeting attendees, except by local non-profit educational, social service or cultural organizations with specific permission of the Library Director.

  9. No materials (brochures, flyers, bookmarks, etc.) may be distributed to other patrons using the library without the specific permission of the Library Director.

  10. There shall be no posters, signs, etc. attached to the walls, curtains, windows or any other parts of the library.

  11. Users must abide by the library’s behavior policies.

  12. The library cannot accept calls or relay messages to persons attending meetings, except in emergencies.

  13. The rooms shall be left in a neat, clean, and orderly condition; if not, the responsible group/individual will be given notice that continued offense will result in denied access to the meeting room.

  14. Users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to the building and/or equipment beyond normal wear. Maximum capacity for the meeting room is 30 people. 

  15. Events or meetings will not be publicized in a manner which suggests library sponsorship or affiliation. Use of the library meeting rooms does not imply endorsement by the library staff or library board of viewpoints presented. 

  16. The Library Board and staff do not assume any liability for groups or individuals attending a meeting in the library. The library is not responsible for any equipment, supplies, materials, clothing, or items brought to the library by any group or individual attending a meeting.

  17. The library staff has the authority to issue reasonable meeting room rules and to revoke permission for use of the meeting room if policies and rules are n ot followed and has authority to interpret minor variations from this policy. Any person or group may appeal the director’s decision to the Library Board.

Any exception to these rules must be authorized by the Board of trustees of the Bayfield Carnegie Public Library.