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Downtown Mishawaka Library |
Meeting Room PolicyMishawaka-Penn-Harris Public Library Meeting Room Policy Philosophy: Public meeting rooms are available in our Library buildings so that the resources of the Library and the activities of our community may be brought together. Organizations from the Library service area engaged in civic, educational, cultural, intellectual, or charitable activities may use the rooms. Organizations using the rooms must be non-profit and non-commercial. The Library reserves the right to require proof of non-profit status. Library meeting rooms may not be used for religious services or partisan political activities. Programs and meetings conducted at the Library may not be used to promote any commercial interests or products. The Library Board is the sole arbiter of any questions about which organizations may meet on its property. The Library does not advocate or endorse the viewpoints of organizations using its meeting rooms. Meeting Room Capacity:
Booking Meeting Rooms: At the downtown Mishawaka Library, all bookings must be made between 9:00 a.m. and 5:00 p.m., Monday through Friday in Administration. Reservations will be taken by the Executive Secretary or Assistant Executive Secretary. At the Bittersweet Branch Library and the Harris Branch Library, all bookings must be made during regular library hours. Adults age 18 and older may book a room. An adult age 18 and older must be present while the meeting room is in use. The contact person for a group which reserves a meeting room will be expected to sign an application that states the terms and conditions of the usage of the room. Each organization is expected to sign a new agreement annually. Use of Meeting Rooms: Public meeting rooms may be used without charge during regular Library hours. They are not available on Sundays, legal holidays or other times when the Library is closed except by approval of the Library’s Board of Trustees. Meeting rooms are not available if the Library is closed due to an emergency. The Library will not inform the contact person for each group of the closings. Emergency closings are announced on WSBT Channel 22 and WNDU Channel 16. Reservations may be made up to six months in advance. Bookings made in advance can only be up to six consecutive times (two times a month for three months or one time a month for six months). This limitation of the number of allowed reservations applies to the library system as a whole and not just to meetings scheduled at a specific branch. Any exception to this limitation must be approved by the Library Director and the Board of Trustees. Cancellations of meetings should be called in to the Library as soon as possible to allow room use by other groups. Any group who cancels or does not show up twice will have its meeting room privileges revoked for six months. Rooms must be vacated 15 minutes before the stated Library closing time. Groups should not need a reminder that it is time to leave the building. If it is necessary to be reminded, it will be reported to Administration. Repeated reminders will result in the group having its meeting room privileges revoked for 6 months. If previous arrangements have been made for a group to use a meeting room after closing, there is a charge of $20 per hour or partial hour per staff member. (Checks made payable to the Library.) Designated staff members must remain after the library closes while a meeting continues. Meeting rooms are not available for use after 10:00 p.m. All meetings must be open and free of charge to any person in the community. People wishing to view displays in any meeting room may do so even if a meeting is in progress. No buying, selling, or trading of products or services for money will be allowed, except at programs sponsored by the Library or the Friends of the Library. Group members may pay a caterer for a meal that is eaten as part of a meeting. Library functions always have precedence over other scheduled events. The library staff and the Friends of the Library may reserve the meeting room with more lead time than community organizations are allowed. The Library reserves the right to reassign meeting room space. Conduct: The Director, or staff member appointed by the Director, reserves the right to terminate any meeting that is noisy, disruptive, or potentially destructive to the Library's property. Only one warning will be given before privileges are suspended. If parents bring children to the meetings, the parents are responsible for the behavior of their children throughout the Library. If the children create a disturbance in the Library, they will be asked to stay with their parents in the meeting room. Individuals or groups violating this policy may be denied any privileges. Members attending a meeting must adhere to the Patron Code of Conduct and the Unattended and Disruptive Children Policy. Equipment: Each meeting room is equipped with a standard number of tables and chairs. A group may change this arrangement for their specific use. If they wish to set up before the Library opens, arrangements must be made when the room is booked. Tables should be lifted, not dragged, and furniture should be left in a clean, neat, and orderly arrangement at the close of the meeting. Any audio-visual equipment required must be booked separately with the Computer Services Department at the downtown Mishawaka Library, the Bittersweet Branch Library Reference desk or the Harris Branch Library Circulation Desk. It is the group’s responsibility to request audiovisual equipment, to go to the appropriate department to pick it up, and to return it at the end of the meeting. No provisions can be made for the storage of equipment to be used by regular users of the public meeting rooms except with the Director’s or Branch Manager’s permission. The Library does not provide any office services, equipment, or supplies (including fax, telephone, computers) except as available in the regular public areas. The Library does not have staff available for loading, unloading, or carrying of the group's materials. This is the sole responsibility of each group. Refreshments and Supplies: Refreshments and non-alcoholic beverages may be served in the meeting rooms. Beverages containing red, purple, or orange dye are prohibited. A sink may be available for use by a group. Groups must provide their own appliances, paper products, dishes, serving supplies, silverware, etc. If the remains of drinks, food, or supplies (i.e., glue, glitter, paper, etc.) are found outside of the trash receptacles, a warning letter will be sent to the group. If a second letter must be sent within one calendar year, a fee will be assessed, and no further use of any room will be permitted until the fee is paid. Each group using the meeting room takes full responsibility for any damages incurred resulting from its use. All damages will be charged to the group and abuse of the facility will be cause for denying further usage to the group. Miscellaneous: A group using a meeting room may leave a flyer about an upcoming event or program which will be posted if the flyer meets the current Bulletin and Community Table Policy. Organizations publicizing speakers or meetings held in Library space must identify their organizations in all advertisements. If there is a complaint about the meeting room policy or how it is implemented or a complaint about the content of a program, the complaint will be referred to the director. A committee compromised of the director and a few library staff will review the complaint. Per Indiana Fire Code, no lighted candles can be used in any meeting. The Library assumes no liability for any loss or damage that may result from use of the meeting room by the sponsoring group or attendees to a program. Children’s Activity Room: The Children's Activity Room is reserved for Library sponsored Children's programs only. Approved by Mishawaka-Penn- Harris Public Library Board action March 8, 2012. |
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