MEETING ROOM POLICY
The Jackson County Public Library welcomes the use of its meeting rooms by responsible organizations and groups. The mission of the library is to help the community connect, learn and grow. The rooms are provided to help accomplish this mission.
By using the library meeting rooms you agree to our Property and Building Use policy.
WHO MAY USE THE ROOMS
The meeting rooms are available for use by civic, community, cultural, educational, political, or religious organizations for non-commercial and non-profit purposes. The meeting rooms are available to groups in the community regardless of the beliefs and affiliations of their individual members.
- All meetings will be open to the public and may be monitored by library staff to ensure compliance with this policy.
- Use of the meeting rooms does not constitute library endorsement of the viewpoints expressed by participants in the programs.
- Publicity for a meeting by a non-library group in a library meeting room must not be worded in a manner which would imply library sponsorship of the group’s activities.
- The name, address, and/or telephone number of the library must not be used as the official address or headquarters of an organization.
- The meeting rooms are not available for personal or family parties or purely social functions unless sponsored by the library or approved by the Director.
- The individual reserving and assuming responsibility for the room must be a resident of the Jackson County Public Library district. Exceptions to this requirement will be made for representatives of U.S. or Indiana agencies and political subdivisions and for members of or candidates for U.S. or Indiana executive, legislative, or judicial offices.
- Minors using a meeting room must be supervised by adults. The adult supervisor must reserve the room and will be responsible for any damage.
- If children are brought to adult meetings, the accompanying adult is responsible for the children’s behavior throughout the building. If children create a disturbance in the library, they will be required to stay with the adult in the meeting room.
- When not already reserved, the meeting rooms are available for walk-in use by tutor teams and study groups who must also complete a reservation form.
FEES AND CHARGES
- The rooms are available to non-profit groups without charge; however, donations are accepted. For a non-refundable $30.00 plus tax ($32.10) donation per hour, business and commercial groups may use the meeting room only for employee educational purposes, board meetings, and training. Payment must be made within 24 hours of booking.
- No admission fees may be charged. No buying or selling is permitted. Exceptions must be arranged with the Director.
SCHEDULING OF ROOMS
- Reservations for use of the meeting rooms must be made on an approved form or online prior to the meeting. All reservations are on a first come, first served basis. Reservations are not accepted more than three (3) months in advance of the meeting.
- Rooms are available for meeting purposes. Approximate seating is as follows:
- Seymour Meeting Room A & B: maximum 50 with tables, 72 with chairs
- Seymour Meeting Room A: maximum 30 with tables, 60 with chairs
- Seymour Meeting Room B: maximum 12 with tables, 24 with chairs
- Seymour Classroom: maximum 12 at individual computers
- Crothersville Meeting Room: maximum 30 with tables, 45 with chairs
- Medora Meeting Room: maximum 30 with tables, 33 with chairs
- The Seymour Library Meeting Room may be divided when appropriate if there is more than one request during the same time period.
- No group may assign its reservation to another group.
- Meeting room reservation is online at www.myjclibrary.org/meetingroom.
- Library-sponsored activities will take precedence over all other activities, and the library reserves the right to cancel any scheduled meeting when: (1) It conflicts with the operation of the library; (2) The room is needed for a library-sponsored activity; or (3) The group fails to comply with library policy.
- Seymour Library Tutor Rooms are not reserved and are available on a first come, first served basis.
USE OF THE ROOMS
- The meeting rooms are available during the hours which the library is open to the public.
- Reservations must include set-up and clean-up times by the group.
- Early admittance to the building prior to public opening time is not permitted, unless there are special circumstances approved by the Library Director. In Seymour, all groups are expected to vacate the room 15 minutes before the library closes. Groups in Crothersville and Medora must make previous arrangements for use after library closing.
- The scheduling party may arrange the chairs and tables to suit their needs. Following the meeting, furniture should be returned to the original arrangement, and the room should be left in good order. Any special cleaning needed after the meeting will be paid for by the booking organization. If a group fails to leave a meeting room or equipment in its original configuration and condition, the person who made the reservation will be charged a fee:
- Maintenance (reset room, clean carpet, repair furniture): $25/hour
- Equipment damage or replacement: Cost plus $25 service fee
- Light refreshments may be served in the meeting rooms but not the classroom. The library does not provide supplies for refreshments. No alcoholic beverages are permitted except for special library events or programs that require a temporary permit and prior board approval. No smoking or use of other tobacco products is permitted on library property.
- No provision can be made for the storage of equipment and supplies to be used by anyone using the meeting rooms.
- Special arrangements must be made in advance to use the library’s audio-visual equipment.
- Use of the meeting room shall conform to all local, state, and federal laws and regulations.
- Use of the meeting rooms shall conform to the library’s Property and Building Use Policy.
- The Director or her/his designee has the power to terminate any meeting disruptive to library operations.
- Any open flames, including the use of open candles, are prohibited by state fire regulations.
- Room temperature is pre-set and cannot be adjusted by library staff.
- The library does not guarantee parking facilities for those attending a meeting.
The library does not assume any responsibility or liability for the security of personal or organizational items or damage or injury to any person or property occurring as a result of the activities of a group while using library facilities.
January 18, 2011, Revised November 17, 2014, Reviewed October 17, 2016