Meeting Room Procedures
The procedure for obtaining use of a meeting room in the David & Joyce Milne Public Library is:
1) Telephone or visit the library to determine meeting room availability on the desired date from the Library Director or designee; make preliminary reservation.
2) Review meeting room policies as outlined on the following pages.
3) Fill out the request form and submit in advance of meeting date. A copy of the completed form will be returned to you as confirmation of the reservation.
POLICIES GOVERNING THE USE OF MEETING ROOMS
In accordance with the ALA BILL OF RIGHTS, which assures that the resources of the David & Joyce Milne Public Library are made available on an equitable basis regardless of the benefits or affiliations of the individuals requesting their use, the meeting facilities of the public library are available on a first-come-first-serve basis, provided that such meetings do not conflict with regular library services and programs and that they conform to the guidelines outlined below.
DESCRIPTION OF MEETING ROOMS:
The main meeting room can hold up to forty-five people maximum for a lecture or presentation, although the room is very full with that many people present. The room contains fifty chairs on a holder/coat rack, a small table. The windows can be darkened for AV presentations.
The Botsford Community Lobby, outside the main meeting room, is suitable for informal social gatherings or a somewhat larger audience than can be accommodated by the main meeting room. It contains a couch and easy chairs, large coffee table, and various displays of materials around the walls. The meeting room chairs are available for use in the Community Lobby and additional chairs are available in storage in the basement.
The Trustees Boardroom, which also serves as the Literacy Tutoring Room, is available at some times. It contains a large board table which seats eight to ten, and can hold about 20 people seated in all.
Handicapped accessible bathrooms are available for use in the hall outside the Botsford Community Lobby and a kitchenette is also available there.
GENERAL ARRANGEMENTS: Serving alcohol for meetings or events held at the library is subject to prior approval by the Board of Trustees. Trustees meet the second Wednesday of each month at 5:30. Smoking is not permitted anywhere in the public library.
CHARGES FOR ROOM USE: At this time, no fees will be charged for the use of the meeting rooms. No fees can be collected for attendance of the meetings therein.
ELIGIBILITY: Meeting spaces at the David & Joyce Milne Public Library shall be DENIED to groups and/or individuals:
Requesting space for partisan political purposes.
Requesting space for the purposes of religious service or presentation of religious doctrine.
Requesting spaces for purpose of private social functions.
Who, through the sale of materials or services at the library, will profit financially from the use of the library space.
Comprised of youth, unless accompanied by an adult 18 years or older.
While the library may allow a series of two or three meetings, it will not accept reservations for a series of meetings, that would designate the library as the regular meeting place for any organization.
Who fail to abide by this and other policies, rules, and regulations pertaining to the use of the David & Joyce Milne Public Library.
AVAILABLE TIME: At this time, meetings must be scheduled for time periods during the library’s open hours, and must be concluded five minutes before the library is scheduled to close to allow sufficient time for the staff lock-up procedures to be executed. Rooms may be reserved for the time blacks of up to three hours. Additional time requests require the approval from the Library Director.
ADVANCE BOOKINGS: Because library rooms are in demand, advanced reservations are encouraged, and some advance notice to the Library Director or designee is always required. However, to assure that rooms are available for library purposes, a signer may not book meeting rooms beyond three months in advance of a meeting except in special circumstances.
ENDORSEMENT DISCLAIMER: Permission for a group to meet at the library does not in any way constitute or imply an endorsement of its policies, beliefs, or program by any library official or by the Board of Library Trustees.
LIABILITY: The approval to use the library meeting facility carries with it a delegation of responsibility for the facilities used. The individual who signs the request form assumes the responsibility for any violations, accidents or damages which may occur to the building or equipment which is made available for their use. The library does not assume responsibility for children while parents participate in library programs or other activities in the library meeting rooms. Parents are liable for all damages done by their children to the library facility. Groups using the meeting room must ensure that there is adequate supervision of children. The signer will be held responsible for payment for all repairs which must be made as a result of any damages. Accidents or damages that occur during the use of a library meeting room must be reported to the Library Director or designee within 24 hours.
AUDIO-VISUAL EQUIPMENT: At this time, a slide projector, video projection machine, and microphone set-up are available for use in the meeting room. Reservations must be made in advance for this equipment, and signer should be familiar with the operation of the requested equipment in advance of the meeting. Library staff will assist users with the proper operation of the A-V equipment in advance of the meeting, but will not serve as projectionists or technical advisers during any meetings.
SET-UP AND CLEAN-UP: The signer is responsible for setting up any meeting room to their requirements, and also for any cleaning up necessary. After any meeting, rooms must be cleared of all litter and chairs returned to their storage rack.
REFRESHMENTS: Light refreshments may be served in the meeting rooms. The signer is responsible for supplying all consumables and necessary supplies for providing refreshments The signer or their representative will be responsible for removing all foodstuffs, and related materials after a meeting is over.
STORAGE: No storage facilities are provided for supplies or equipment.
APPEALS: The Board of Trustees may grant permission for the use of the library meeting facilities to any group or individual who does not meet the qualifications set forth in this policy. Facility use requests that have been denied in accordance with this policy may be referred to the Chairman of the Board of Trustees for appeal.