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| ACDL Meeting Room Policy |
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| ACDL Meeting Room Policy |
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Adopted: June
17, 1992 MEETING ROOM POLICYASHTABULA COUNTY DISTRICT LIBRARYA. AVAILABILITY 1. The Ashtabula County District Library system provides meeting rooms for library sponsored and cosponsored programs and for use by non-profit groups for non-commercial, cultural, informational, educational, intellectual, and civic purposes. 2. Meeting rooms may not be used for commercial, religious, sectarian, or illegal purposes, or for financial benefit of individuals, organizations, or business. Commercial sales and promotion of businesses are prohibited. Meeting rooms are not available for private parties or celebrations. 3. Use of meeting rooms for tutorial sessions where no fees are charged is considered educational in will be scheduled according to room availability. 4. Individual use of a meeting room is permitted when the room is not scheduled for another purpose. Rooms may be reserved for individual use for up to a two-hour block of time. 5. Meeting room availability will be based on the following priorities ranked highest to lowest:
B. ROOMS AVAILABLE 1. Ashtabula Main Library Meeting Room
2. Tutor Room / Private Study (1 room available)
3. Geneva Public Library Meeting Room
C. SCHEDULING 1. All inquires regarding use of Ashtabula Main Library meeting room must be made at the administrative off ices. 2. All inquires regarding use of Geneva Public Library meeting room must be made through the Branch Coordinator. 3. Rooms may be reserved in person or by telephone at Ashtabula between 9:30 a.m. - 5:00 p.m. (Monday-Friday) and at Geneva between 9:30 a.m. - 5:00 p.m. (Monday-Thursday) and 9:30 a.m. - 3:30 p.m. (Friday). 4. Reservations are preferred at least 10 days before the date. 5. Meeting rooms may not be reserved more than 10 weeks in advance of a specific date except in the case of programs sponsored or co-sponsored by the library. 6. Meetings must be held during the library’s hours of operation. All meetings not sponsored by the library must conclude fifteen (15) minutes prior to closing. 7. All scheduled events/meetings must be free and open to the general public regardless of age, sex, race, religion, national origin, or physical disabilities. Groups holding meetings must provide at their own expense an interpreter for the hearing impaired if one is requested and given three (3) days advance notice.
D. USE OF EQUIPMENT 1. No service fee is charged for equipment used in conjunction with programs sponsored or co-sponsored by the library. 2. All other groups and individuals will be assessed a set fee for equipment. The responsibility for reserving, checking out, and returning equipment rests with those who are using the meeting room. 3. The group assumes responsibility for proper use of equipment. 4. Groups must transport their own supplies and equipment. E. FEES/ADMISSION CHARGE 1. The rooms are available on a non-fee basis during regular library hours. If the rooms are used before the library opens or used after the library closes, a fee of $5.00 per half hour will be charged. 2. No admission fees may be charged nor money collected nor other money raising activities conducted. 3. Fees for non-credit adult education courses conducted by established educational institutions are permissible. 4. Groups are responsible for reimbursing the Library for damage to the facility. F. GOVERNING
RULES 1. Meeting rooms should be left in a neat, orderly arrangement. Groups or individuals will be charged for damage to rooms and furniture beyond normal wear and tear. 2. The keys for the meeting room and public restrooms will be the responsibility of the individual reserving the meeting room. The keys and reservation slip should be returned to the circulation desk immediately following the event/meeting. 3. The library assumes no responsibility for equipment, supplies, or materials owned by a group or individual and used by them in the library. 4. No smoking or alcoholic beverages allowed. 5. Light snacks, coffee, tea, or soft drinks may be served but the organization is to furnish its own table service and must clean up immediately after the event/meeting. 6. An attendance count for each meeting must be given to the library. 7. Rowdiness or irresponsible behavior shall be cause for immediate eviction from the room with loss of any further use of the room. 8. Groups may not use the name or address of the Ashtabula County District Library or Geneva Library as the official address or headquarters of the organization. All announcements, flyers, press releases, or other promotions should clearly state the sponsoring groups needs and refer to the Library only as location of the meeting. 9. Announcements for meetings held in the Library may not be displayed in such a manner as to suggest Library sponsorship or that the Library itself should be contacted to provide information on the contents, agenda, etc. of the meeting. 10. No group may transfer use of the rooms. 11. The Library is not responsible for security or storage of property owned by groups using the Library nor is it responsible for damage or loss of property of others. The
library reserves the right to discontinue use of the room by any group or
individual who disturbs operation and/or proceedings of the library, or in
any manner abuses the privilege. The Library reserves the right to determine
use of the rooms and to cancel or reschedule all arrangements, at its
discretion, with or without cause or reason, and without liability. Contributions to help defray the Library’s expenses which help us offer these facilities would certainly be accepted. |
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