GENERAL GUIDELINES
The Meeting Room Policy establishes guidelines and procedures for the use of the Library’s meeting facility. The Library Board is responsible for implementing this policy. The facility is designed to meet general informational, educational, cultural, and civic needs including activities such as discussion groups, panels, lectures, conferences, seminars, exhibits, displays, story times, puppet shows, and films.
Room Description/Capacity
The room is designed for use by groups of 48 people. Groups using the room must contain three or more individuals.
Monopolization
Except for library and city programming, groups shall not use the room for meetings more than twice a month. A limited series of weekly meetings may be scheduled not to exceed four weeks.
Availability:
City/library programming will have first priority in determining room use.
The meeting room is available for:
1. Civic purposes
2. Educational purposes
3. Cultural purposes
The meeting room may be used only by those groups whose membership is open to all without restriction based on race, sex, or religious creed.
All reasons for requesting the facility and all the activities held within must be in full compliance with all applicable laws, ordinances, and regulations.
Political groups may use the room for nonpartisan or bipartisan programs of an educational nature. If this program involves candidates running for office then all candidates for the same office should be included.
Religious groups may use the room for non-sectarian or interdenominational meetings or programs of an educational nature. Use for regular church services is not permitted.
Local business use is permissible when no selling, solicitation or order taking occurs. These programs must be educational programs of a nonprofit nature. Local is defined as a business within the population the library serves.
The use of the room is not to be used for purposes intended to further an individual’s goal.
Usage of the room should not include more than 48 persons.
No meetings of non-library or non-city organizations may be held for purely social functions. No private parties.
Solicitations, admission, sales, distribution of literature, money-raising activities, are not allowed. Solicitation for memberships, and/or payment of dues are not allowed without the prior approval of the Library Board.
An adult over 21 must be present at any function held in the meeting room.
Review of Request
The Library Board, upon review of the applicant’s request for use of the facility, will determine if a group may use the room.
The Board’s decision will be based upon goals and objectives of the group and the reasons for requesting room usage. Applications will be considered for both occasional and periodic use as long as such use does not restrict the freedom of the library in planning and scheduling its own activities.
Reservation and Scheduling
All new requests should be made no later than 30 days prior to the date the room is needed. Users, who have previously been approved by the Library Board, who are in good standing may request the room one week prior to the event pending availability.
Requests for use of a meeting room must be made in writing. Requests will be honored on a first-come, first-served basis.