Library Meeting Room Policy

The primary purpose of the Library Meeting Room is for library-related activities such as story hours, author visits, exhibits, audio-visual programs or other activities sponsored or co-sponsored by the library. These activities will receive priority in use of the room. Regular library service takes precedence over all other activities. Use of the Meeting Room must not interfere with the operation of the library. Meetings that would interfere with the work of the library because of noise or other factors will not be permitted.

The following policy shall apply to all users except for the Library and the Friends of the Independence Public Library.

RESERVATIONS

1. First priority for scheduling is for events sponsored by the Library, the Friends of the Library, and City of Independence departments. There is no time limit on how far ahead these events may be scheduled.

2. Local organizations and those organizations serving the Polk County area will have the second priority. Reservations will be scheduled no more than six months in advance.

3. To reserve the meeting room, complete a "Meeting Room Reservation" form, and return it to the library circulation desk. A copy of this policy will be provided to each applicant at the time the reservation is made.

4. The Library shall have the right to cancel a reservation prior to use and will return any deposits. The Library reserves the right to make additional conditions for use prior to approval of a meeting room use application.

RULES FOR USE*

Reservations must be made by a responsible member of the organization who will ensure that all regulations are followed:

1. All meetings must be open to the public. The Meeting Room may not be used for private social functions, such as birthday parties, anniversary parties, wedding or baby showers, and retirement parties. Exceptions may be made for Library-sponsored or co-sponsored programs, and for non-profit educational groups.

2. The meeting room is only available on days that the library is normally open. All meetings must conclude by 10 p.m. This includes clean up of the facility.

3. No group or person may charge an attendance fee for meetings or workshops held in the Meeting Room or make requests for voluntary donations and no sales may be made in connection with the meeting. Exceptions may be made for Library-sponsored or co-sponsored programs, and for non-profit educational groups.

4. Use by minors. The applicant must be of legal age. Groups composed of minors must be supervised by one (1) adult (age 21 or older) for every fifteen (15) children while using the meeting room. Supervision must be provided both inside and outside the building. Library staff will not be held responsible for the supervision of children.

5. The Library will not provide storage for property of organizations that hold meetings in the Library, nor may the Library be used as the official address of any organization. Publicity announcing organizational programs at the Meeting Room may not state or imply Library or City of Independence sponsorship.

6. The Library is not responsible for theft or damage to property brought in to the Meeting Room.

7. Only light refreshments may be served, such as cookies, sandwiches, coffee, tea, or cold drinks. All utensils, plates, cups and paper products must be provided by the organization and must be removed or disposed of in an acceptable manner following the meeting for which they are used. No alcoholic beverages will be allowed. Tables must be wiped clean after use. A cleaning deposit may be required. Coffee service is available for a fee.

8. Users shall assume responsibility for cleaning up and for any damage to Library property or the facility, including any theft, breakage, staining or damage. Under no circumstances are chairs, tables or other equipment to be removed from the building. The room must be left thoroughly cleaned and free of trash. The Library may assess charges for damage or cleaning.

9. Tack boards must be used to hang materials. Absolutely no tape or tacks or other materials are to be used to post notices on walls or windows. Decorations shall not be put up without prior approval by the Library.

10. State law prohibits smoking in all facilities. The use of the meeting room shall conform to all local, state or federal laws.

USER RESPONSIBILITIES

1. Responsible for their own set-up of chairs and tables. The room must be returned to its original condition.
2. Responsible for maintaining order of the group while on Library premises and for enforcing the occupancy limit.
3. Responsible for taking reasonable care of the room and furnishings and for paying for any damages to the building, furniture, or equipment.
4. Responsible for prohibiting smoking in public facilities.
5. The building is to be kept locked at all times when the Library itself is closed. The person signing the application will be held responsible for the following:
1. Getting the key for the exterior entrance not more than 24 hours prior to the meeting (if needed – for most meetings, library staff will open the building).
2. Making sure all doors are securely shut and locked and the bathrooms are empty and the lights turned off if the meeting extends beyond library closing.
3. Returning the key in the book-drop of the Library immediately following the meeting. If there is a problem with securing the building, call the number provided on the key envelope for assistance.

FEES

• If a meeting exceeds 4 hours (including set up & clean up time) a fee will be charged. (See library fee schedule).
• Coffee (including cups, sugar, sweetener, powdered creamer) is available for a fee (see library fee schedule). Please rinse the air pot(s) at the end of the meeting.
• Cleaning deposit. A cleaning deposit (see fee schedule) will be required from any group that has previously used the room and left it in a less than acceptable manner.

CANCELING PRIVILEGES

At the Library Director’s discretion, meeting room privileges may be canceled for reasons including, but not limited to, the following:

1. Failure of group to observe rules and regulations.
2. Failure of group to leave rooms and furniture in original condition – neat clean and undamaged.
3. Disorderly conduct, disturbances, and parking problems caused by the group meeting.
4. False representation of the group and its planned activities.
5. Unauthorized use of alcohol, or smoking inside the library.
6. Exceeding the occupancy limit.

For questions contact the Library at 503-838-1811.

*The Library Director may determine exceptions to these rules.

Adopted February 23, 2004; Draft amendments 6-23-2009