Mishawaka-Penn-Harris Public
Library
Meeting Room Policy 1. Public meeting rooms are incorporated into our Library buildings so that the resources of the Library and the activities of our community may be brought together. The rooms may be used without charge during regular Library hours by groups from the Library service area holding meetings of civic, cultural or educational nature, except on Sundays, legal holidays or other times when the Library is closed.
2. Rooms must be vacated 15 minutes before the stated Library closing time unless arrangements have been made previously for a staff member to remain at the cost of $20.00 per hour or partial hour, payable to the individual. 2a. 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 the office. Repeated reminders will result in the group being charged at the rate above. 3. Under no circumstances will the room be available for use after 10:00 p.m. 4. In keeping with the Library's character as a governmental agency, no political meetings of a partisan nature may be permitted. All meetings must be open, free of charge, to any person in the community. 5. Organizations must be non-profit and non-commercial. In this reference, no buying, selling, or trading of products or services for cash will be allowed, except in support of the Library. 6. The Library reserves the right to require proof of non-profit status. 7. Programs and meetings conducted at the Library may not be used to promote any private commercial interests or products. 7a. Organizations publicizing speakers or meetings held in Library space must identify their organizations in all advertisements. 8. Controversial issues may be programmed, provided that there is an open forum opportunity for the presentation and discussion of all sides of a question. 9. The Library Board is the sole arbiter of any questions as to which organizations may meet on its property. The fact that a group is permitted to meet at the Library does not in any way constitute an endorsement of the group's policies or beliefs by the Library. 10. Refreshments and non-alcoholic beverages may be served in the meeting rooms. Beverages containing red, purple or orange dye are prohibited. 10a. Groups wishing to serve food or beverages must pay a $50.00 deposit before the room may be occupied. Following the meeting, the room will be inspected by two Library staff members as time permits. If remains of drinks or food are found, the room and furniture will be cleaned at a cost of $12.00 per hour (30 minutes minimum) to be deducted from the room deposit. The remainder of the deposit, or the entire deposit if no debris is found, will be returned to the group through prior arrangements with Administration. Groups may request that their deposit be kept on file in the Library Administration office so they do not repeatedly have to provide the deposit. These provisions do not apply to any meeting sponsored by the Library or the Friends of the Library. 11. No smoking is permitted in the Library. No smoking is permitted within thirty feet of any public entrance. No smoking is permitted within ten feet of any staff entrance. 12. Groups wishing library personnel to act as operators of library audio-visual equipment must make arrangements when the room is booked. A minimum charge of $15 per hour is payable to the Library. 13. Each group using the meeting room takes full responsibility for any damages incurred resulting from its use of the meeting room. All damages will be charged to the group and abuse of the facility will be cause for denying further usage to the group. 14. 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. Responsibility will be assumed only when any equipment, supplies or materials are brought in at the Library's invitation. 15. Per Indiana Fire Code, no lighted candles can be used in any meeting. 16. Use of the meeting room at the Bittersweet Branch must be made similarly through the office of the Bittersweet Branch Librarian (259-0392, extension 223). 17. Any audio-visual equipment required must be booked separately with the Media Services Department (259-5277, extension 205), or the Bittersweet Reference desk (259-0392, extension 228 or 229). It is up to the group requesting AV equipment to go to the AV department to pick it up and to return it at the end of the meeting, unless prior arrangements have been made with that department. 18. No outside group may use the meeting room more than twice each month unless approved by the Library Director. No application for an additional meeting may be filed for consideration earlier than 72 hours before the desired meeting time. 19. Library functions always have precedence over other scheduled events. 20. 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. 21. All booking must be made between 9:00 a.m. and 5:00 p.m., Monday through Friday (259-5277, extensions 288 or 237) or Bittersweet 259-0392). Bookings should be made at least 48 hours in advance of the date of the meeting. 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). 22. The person responsible for setting up the scheduled meeting must go to the Computer Lab to get the meeting room opened at the Main Branch or the Reference desk at Bittersweet. 23. Each meeting room will be equipped with a standard number of tables and chairs. The sponsoring 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 neat and orderly arrangement at the close of the meeting, cleaning as necessary. 24. If a sponsoring group does not return the room or the kitchenette to its pre-meeting condition, a warning letter will be sent to the group. If a second letter must be sent within one calendar year, a fee of $20 will be assessed, and no further use of any room will be permitted until the fee is paid. 25. A kitchenette is available for use by all meeting rooms. The Library will supply a coffee pot, basic kitchen utensils and cleaning supplies. Groups must provide their own paper products, dishes, serving supplies, silverware, etc. 26. No provisions can be made for the storage of equipment to be used by regular users of the public meeting rooms. 27. The Library does not provide any office services, equipment or supplies (including fax, telephone, computers), except as available in the regular patron areas. 28. 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. 29. Cancellations of meetings should be called in to the Library as soon as possible to allow room use by other groups. (Main Library 259-5277, extensions 288 or 237; Bittersweet Branch 259-0392). Any group who cancels or does not show up twice will have its meeting room privileges revoked for six months. 30. Meeting rooms are not available if the Library is closed due to an emergency. Emergency closings are announced on WSBT Channel 22 and WNDU Channel 16. The Library does not promise to reach the contact person for the group. 31. 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. 32. Groups of five or fewer individuals must use the small study rooms in the Adult Department. Sign up at the Reference Desk (259-5277, extensions 218 or 220) to reserve the rooms. 33. Individual study rooms will be held for ten minutes only. If the scheduled party does not show up by that time, the room will be given to the next person requesting the room. 34. Use of the individual study rooms will be limited to two hours per day. 35. The Children's Activity room is reserved for Library sponsored Children's programs only. Study rooms in the Children's Department are for Children's Department use only. 36. Jernegan Room (Heritage Center)
37. Food and drink are not permitted in any of the study rooms.
3/13/03
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