Availability
Scheduling
Restrictions
Equipment
Print
Usage
Policy
Application Form
MEETING ROOMS USE POLICY AVAILABILITY
1. All Library and Friends of the Library related activities will
have first priority for use of the Meeting Rooms.
2. The Meeting Rooms are available and free of charge during
regular Library hours.
3. The Corasanti Meeting Room on the upper floor will seat 35
people or can be divided so that each half will accommodate 17 people.
The Sammon Meeting Room by the lower entry will seat 100 or can be
divided so that each half will accommodate 50 people.
4. No group may acquire permanent rights to use a Meeting Room.
Reservations may be made for only twelve( 12) meetings at a time.
5. The Meeting Rooms are available for use during regular hours of
the Library. Groups must vacate the premises fifteen (l5) minutes prior
to the Library's closing time.
6. If by prior arrangement at least one week in advance, and
subject to availability of Library personnel, a group that would like to
schedule a meeting to begin before opening hours or extend after closing
time, a charge of $30.00 per hour or any portion of may be assessed.
7. Although there is no charge for the use of the Meeting Rooms
during regular Library hours, donations are welcome and appreciated, and
can help us keep the meetings rooms maintained and equipped.
8. Each meeting room has adjacent restrooms, but the downstairs
restroom adjacent to the Sammon Room is unlocked only if the there is a
meeting in that room.
SCHEDULING AND USE GUIDELINES
1. Priority in scheduling use of the Meeting Rooms will be given
to literary, educational, cultural and civic groups. The Meeting Rooms
are not intended for use by groups engaged in wholesale or retail sale
related activities.
2. Groups are scheduled on a first-come first-served basis.
3. Groups publicizing its meetings (radio, TV, newspapers,
etc.) must send copies of publicity to the Library Director for review.
4. Permission to meet at the Library does not constitute
endorsement of the group nor its programs by the Library Board or staff.
No implication that a group is sponsored or endorsed by the Library is
permitted.
5. Groups must apply ahead of time for use of a Meeting Room.
Confirmation of availability will be made by the Library as soon as
practical. Initial applications must be accompanied by copies of the
group's by-laws and/or governing policies or a written statement from an
officer or group representative of the group's mission and policies.
Government bodies are exempt from this requirement. See attached
Application Form.
6. Groups may not charge admission nor hold fund raising
activities without specific written permission from the Library Board of
Trustees, The Library reserves the right to deny the use of the Meeting
Rooms to any group under the terms and conditions of its Meeting Rooms
Use Policy. If a group feels that it has been unfairly denied use of a
Meeting Room, it has the right to request a review of its application by
the Library Board of Trustees.
7. If a group or organization is unable to use the requested
Meeting Room at the time reserved, notice of such should be given to the
Library as soon as possible.
RESTRICTIONS AND RESPONSIBILITIES
1. No dining is permitted in the Meeting Rooms with the exception
of light refreshments such as beverages, donuts, cookies, etc.
Arrangements can be made for use of Library coffee makers.
2. Groups must leave the Meeting Rooms in the same condition as
found.
3. Groups will be held financially responsible for damage to the
Meeting Rooms or respective contents.
4. The Library is not responsible for any equipment, supplies or
materials brought to the Library by a group or organization using the
Meeting Rooms.
5. The Library is not responsible for any property or equipment
left on the premises by the group using the Meeting Room.
6. The Library is not responsible for personal injury.
7. Adults who attend meetings and need to bring their young
children are responsible for them. Children must remain with the adult
at the meeting and not on the main floor of the Library. Library
personnel are not available to oversee children while an adult is in
attendance at any meeting in the Library.
8. Additional insurance needs, if any, will be determined by the
Library's insurance agent
LIBRARY EQUIPMENT
1. Two television sets are available. These sets are meant for
viewing video or DVD recordings and there are no connections for
standard programming.
2. Two video tape players and one DVD player are available for use
with the TV sets.
3. Each meeting room has a fixed projection screen at the front of
the room.
4. There is a digital projector available for use with a computer.
5. There are laptops available for use with the projector, or
other computer related projects.
6. There is a wireless microphone system in the Sammon Room.
7. Each room is equipped with full time wireless internet.
8. If the meeting is large, additional chairs can be made
available.
9. Each meeting room has a kitchenette with a counter top and a
water supply for setting up light refreshments. The Corasanti Room has a
small microwave and small refrigerator in the kitchenette. Coffee pots
are available.
10. It is imperative that you arrange for the above equipment and
any other special needs well in advance. The library staff will not be
able to assist you on short notice.
11. Most library staff members are part time and not generally
technicians. If you intend use library audio/visual equipment or other
electronics, someone in your group should have some working knowledge of
such equipment. The library staff should not be asked to handle your own
equipment.
12. Your group will be held financially responsible for any
equipment that you borrowed. Please notify the staff when you are
finished so the equipment can be put away before closing. Electronic
equipment has to be locked up.
