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Crothersville and Medora Library Meeting Room Policy
The Crothersville and Medora libraries provide a meeting room for use by community organizations. Any questions concerning interpretation of this policy shall be determined by the Library Director.
PURPOSE
The meeting rooms are available free of charge for use by area clubs, organizations, and committees with restrictions on use noted below. Donations are accepted. For a $15.00 donation per hour, business and commercial groups may use the meeting room only for employee educational purpose, board meetings, and training. The library's programs and meetings shall have first priority for use. The purpose of this policy is to ensure equal access for all groups and provide for orderly scheduling and use of the rooms. The meeting rooms may not be used for:
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sale or promotion of business products or services, except in conjunction with a library program;
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any meeting designed to financially benefit any individual or group, either at the time of the meeting or at a future date;
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meetings or public announcements sponsored by individual candidates for local., state, or federal office. Events such as candidate's nights, which involve the invitation of all candidates and which are sponsored by independent civic organizations may be held in the library. Elected officials may use the meeting rooms for “office hours” to meet with constituents. Such meetings may not be used for re-election purposes;
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meetings of religious or sectarian groups for the purpose of preaching or otherwise demonstrating the beliefs of their members. Events which involve the invitation of any religious or sectarian groups and which are sponsored by independent organizations may be held in the library;
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family or social functions unless sponsored by the library or approved by the Director;
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any event for which an admission fee is charged.
Granting permission for the use of the meeting rooms does not imply library approval of the group or of the ideas presented at the meeting. Publicity promoting a meeting should make clear that the library is not a sponsor of the event.
The meeting room is available for the purpose of petition and remonstrance on public questions (issues related to the public school system and/or regarding town or county governance) provided that there is an open forum opportunity for the presentation of all sides of a question and 14-days notice is given to the Library Director or designated branch manager.
AVAILABILITY
The meeting room is available free of charge only during library hours: (Crothersville: Monday through Thursday 12 p.m. to 7 p.m.; Friday 12 p.m. to 5 p.m.; Saturday 10 a.m. to 3 p.m.); Medora: Monday, Thursday, & Friday 12 p.m. to 5 p.m.; Tuesday 10 a.m. to 2 p.m. and Wednesday 3 p.m. to 7 p.m. Meeting room use may continue past library closing time if advance arrangements are made and the group representative pays a $20.00 key deposit. The group representative will receive a key that will provide access to the library lobby, restrooms, kitchenette, and meeting room. The group will not have access to the library area of the building. The key must be returned on the next business day at which time the key deposit will be returned. The meeting room is not available on holidays and other days when the library is closed. The meeting sponsor is responsible for seeing that all persons attending the meeting exit the building, that the doors close and lock behind them, and that all lights in the rooms are turned off.
RESERVATIONS
The meeting rooms may be reserved up to three calendar months in advance ‑‑ the current month and the three following months. Reservations are accepted on a first come first served basis. No guarantee is given concerning the continuing availability of the rooms for regularly scheduled monthly or weekly meetings. The library reserves the right to change or cancel reservations.
SCHEDULING
The meeting rooms may be reserved at the branch circulation desks during library hours. Information concerning availability may be obtained over the phone; however, the rooms will not be considered reserved until a completed reservation form is turned in and approved. A separate form must be turned in for each date desired. Scheduled time should allow for set-up and takedown.
REFRESHMENTS
Serving of refreshments is limited to snacks, light meals or pitch‑in dinners. No open flames are allowed. Under no circumstances may alcoholic beverages be served. As in all parts of the library, smoking is not allowed. The organization or individual using the room is responsible for disposing of leftover food in the trashcans provided and sealing the trash bags. If the coffeemaker is used, the organization or individual must empty coffee grounds and turn off hotplates. Spills and stains must be reported to the branch staff as soon as possible.
SET-UP AND EQUIPMENT
40 chairs and 6 folding tables are available in the storage room. Set up of seating or equipment in the rooms is not provided by the library. All chairs, tables, and other items of equipment used must be returned to their original locations following the meeting. A television with VCR/DVD, piano, and podium (in Crothersville) are available for use; use of other audiovisual equipment is not included and must be arranged beforehand with the branch staff. Specific equipment needs should be noted on the reservation form. Any necessary set-up and takedown time should be included in the time being reserved. The library will assume no liability for injury as a result of use of the facility, furnishings, or equipment.
RESPONSIBILITY
The individual who signs the reservation form shall be held responsible for any damage or loss to the meeting rooms and their equipment. The library is not responsible for items left in the meeting room or kitchenette. The library does not provide long-term storage.
ACCESS
Access to the meeting rooms is from the main entrance of the branch libraries. Accessible restrooms are in the hallway leading to the meeting rooms. The Crothersville and Medora libraries and their meeting rooms are handicap accessible.
AGE LEVEL
The meeting room is available for use by groups of young persons under 18; however an adult must make the reservation. This adult must be present at the meeting and be responsible for the group's activities.
SPECIAL NOTE
When not already reserved, the meeting rooms are available for walk-in use by tutor teams, study groups, and library patrons who must also complete a reservation form. Library books, which have not yet been checked out, may not be taken into the meeting room. Gifts and donations to the library shall have no bearing on meeting room availability.
Anyone in violation of this policy may be denied future use of the library's meeting rooms.
Revised 1/15/2002, 1/20/2004, 1/16/07