Meeting Room Policy Jan 09

Meeting room policy – The Thomas St Angelo Public Library of Cumberland, Wisconsin provides space for meetings in the C W Johnson Community Room and the Friends Book Sale Room. The purpose for providing space for community meetings is to further the Library's role in the community as the information and recreational resource center accessible to all residents. Meeting rooms are for use primarily by the Library and organizations affiliated with the Library, such as the Library Board of Trustees, and Friends of the Library. Meeting rooms are also a community asset, and the Board wishes to encourage their use by area community groups when not in use for Library functions. MEETING ROOM USE—STATEMENT OF POLICY/PRINCIPLES 1. The Library meeting rooms are for meetings or programs of an educational, informational, cultural or civic nature, presented or co-sponsored by the Library or by not-for-profit groups or agencies. Only Library sponsored or co-sponsored meetings or programs may involve sale of items, fund raising activities or solicitation of donations. 2. Use of the facilities for Library or Library-sponsored/cosponsored meetings or programs shall have priority over all other requests. Thereafter, requests are considered in the following order: Community non-profit cultural or civic organizations, City governmental units, County, state and federal governmental units, All other uses, including organizations, businesses and for-profit entities 3. Business may use the meeting rooms for not-for-profit activities. Programs involving the sale, advertisement or promotion of commercial products or services or the solicitation for the future sale of commercial products, are prohibited. 4. All meetings and programs must be free and open to any member of the public. No person's right to attend a meeting or program will be denied or abridged because of origin, age, race, sex, background, views, sexual orientation, disability, membership or lack of membership in an organization or group, or for any other reason. Library staff may attend or observe any meeting or any program at any time. 5. Meetings or programs which, in the sole judgment of the Library staff, would interfere with the functions of the Library or of patrons using the Library will not be permitted. Meetings or programs which are approved but which prove disruptive to Library operations shall immediately cease the actions disrupting Library operations upon notification to do so by Library staff. Individuals attending meetings or programs must comply with the Library's Public Behavior Policy and related policies and shall immediately cease actions deemed in violation of these policies upon request. 6. Scheduling of a meeting or program of a group or organization in the Library does not in any way constitute an endorsement by the Library of the group or organization; its activities; or of the ideas and opinions expressed during the course of meetings or programs held at the Library. The use of the name, address or telephone number of the Thomas St Angelo Public Library as the address or headquarters for any group or organization using the Library for meeting purposes is prohibited. Publicity generated by a group or organization for a meeting or event in a Library meeting room may recite the Library name, address and appropriate room designation only. Any other mention requires the express written approval of the Library Director or his or her designee. 7. No signs, posters, displays, etc. promoting a meeting or program by an organization or group may be placed anywhere in the Library or on its premises without the express approval of the Library Director or his or her designee. Any such items will be removed by the Library and destroyed. The cost to repair any damage caused by the unauthorized placement of such items will be assessed to the organization or group. The organization or group will not be permitted to reserve meeting room space again until these costs have been paid. MEETING ROOM USE—APPLICATION AND SCHEDULING 1. Application Form and Procedure. Any organization or group wishing to use a meeting room must complete the Application for Meeting Room Use and receive approval of the Library Director or his or her designee prior to requesting to schedule use of a meeting room. A new application must be filed any time the person designated on the Application form as the Responsible Party for the organization or group should change. 2. Scheduling request forms will be available at the service desk. The Meeting Room Scheduling Request Form is also available online at http://www.cumberlandpl.org. Staff at the service desk will accept completed request forms, but no group or organization shall consider a meeting room booked until it is scheduled and confirmed by the library staff. Scheduling requests should be made at least two weeks in advance, but may not be made more than two months in advance (see 6, below). Scheduling requests submitted less than two weeks in advance will be accommodated when possible, in the sole judgment of Library staff. 3. Library Cancellation of Scheduled Meetings or Programs. The Library reserves the right to cancel a scheduled and confirmed booking upon seven (7) day's notice. 4. Anticipated Attendance and Room Size. The Library will be supplied with the estimated attendance for every meeting. The Library reserves the right to match the anticipated attendance at a meeting with the room the Library feels is most appropriate. 5. Meetings and Programs of or for Children. All meetings and programs of or for groups comprised primarily of people under the age of eighteen (18) require the presence of a responsible adult at all times. Parents of young children (four years old or younger) are encouraged to attend any meeting or program at which their

child is present and, at a minimum, must remain in the Library building for the duration of the meeting or program and retrieve their child immediately at the conclusion of the meeting or program. This provision also applies to any adult who may bring the children of friends or relatives, etc. to a meeting or program. 6. Cancellations by a group or organization must be received forty eight (48) hours or more in advance of a scheduled and confirmed meeting time. Exceptions will be made in the event of severe weather; or if unforeseeable circumstances acceptable to the Library Director cause a meeting to be cancelled less than 48 hours in advance of a scheduled and confirmed meeting time. 7. Limits on Use. An organization or group may reserve a meeting room no sooner than two months in advance of a desired meeting date. An organization or group may reserve a meeting room no more frequently than every seven (7) days and may use a meeting room no more often than twelve (12) times in a given calendar year. Limits on the use of meeting rooms are established to provide as much access to the meeting facilities as possible to as broad a range of organizations and groups as possible. No organization or group shall seek to circumvent these limits on use of meeting rooms or any other provision of this policy. On a case by case basis, the Library may permit a room to be used for consecutive days. MEETING ROOM USE—RULES AND CONDITIONS 1. Meeting Rooms and all furniture shall be left in a neat and orderly condition. Any furniture which has been moved must be restored to its original configuration. Cleanup and restoration of furniture to original arrangement must be accomplished by the scheduled ending time for the meeting. Additional time will not be possible if other meetings are scheduled. 2. If Library staff must clean up a meeting room beyond emptying of waste receptacles and routine vacuuming, the organization or group will be assessed a fee of $50.00. The organization or group will not be permitted to reserve meeting room space again until the fee has been paid. 3. Light refreshments may be served in the C W Johnson Community Room and Friends Book Sale Room but cooking is prohibited. Use of slow cookers, roaster ovens, steam tables and the like is not permitted. Use of candles or other open flames is not permitted. Smoking and consumption of alcohol on Library premises is prohibited. An organization or group serving refreshments is responsible for cleaning up the room and for removing all refreshments from the room at the conclusion of the meeting (see 2, above). The Library does not provide plates, utensils, etc. The Library does have a cart available on request for transporting refreshments, utensils, etc. Library staff will not assist with the delivery or removal of refreshments. 4. A projection unit is available and can be checked out on your library card. The unit must be returned at the conclusion of the meeting. Failure to return the unit or returning a damaged unit will result in a fine of $800 being applied to the library card. Other types of sound amplification systems, etc. are not currently available for use in the meeting rooms. Wireless access to the Library’s Internet connectivity is available. 5. The Library does not provide storage space for any organization or group for any reason. The Library staff will not accept calls, relay messages or page any person attending a meeting except in case of emergency. 6. The Library assumes no responsibility or liability for accidents, injury or loss of individual property in the Thomas St Angelo Public Library. 7. The Responsible Party designated on the Application Form by any organization or group shall be responsible for paying the cost of any damage or loss incurred by the Library by the actions of any member of the organization or group during the course of a meeting. The Library is the sole determinant of whether damaged furnishings or equipment can be repaired or must be replaced. The Library will make all arrangements for repairs to walls, floors, etc. The organization or group will not be permitted to reserve meeting room space again until the costs of repairs or replacement of damaged items have been paid. Fees will be charged to the responsible party’s library card. 8. Nothing may be attached to walls, ceilings, doors or furniture in any meeting room. No signs, posters, displays, etc. promoting a meeting or program by an organization or group may be placed anywhere in the Library or on its premises without the express approval of the Library Director or his or her designee. Any such items will be removed by the Library and destroyed. The cost to repair any damage caused by the unauthorized placement of such items will be assessed to the organization or group. The organization or group will not be permitted to reserve meeting room space again until these costs have been paid. 9. Failure to abide by the policies and rules established for meetings rooms will result in suspension or termination of a group or organization's meeting room privileges. 10. If a meeting will be held during hours the library is not open, the responsible party will be required to check out a key to the room. The key must be put in the envelope provided and placed in the book drop immediately following the meeting. Failure to return the room key will result in a $200 fine being placed on the responsible party’s library card.

THOMAS ST ANGELO PUBLIC LIBRARY

MEETING ROOM SCHEDULING REQUEST FORM

• Please fill out this form completely. Missing information may cause delays in scheduling. • Scheduling requests should be made at least two weeks in advance, but will not be accepted more than two months in advance of the requested date(s). • Your request is not scheduled until you receive confirmation from the Library.

Organization Name __________________________________________________________________________ Responsible Party’s Name ____________________________________________________________________ Address _________________________________________________ City/ST/ZIP ________________________ Phones (day)_____________________ (evening)________________________ (cell)______________________ (FAX )_______________________ Email __________________________Library card #____________________ Date(s) of Meeting ____________________________________ Approximate Attendance: ________________ Purpose of Meeting ___________________________________________________________________________ Actual Time(s) of Event(s) _____________________________________________________________________ Meeting Rooms: _____ C W Johnson Community Room (seats 40) _____ Friends Book Sale Room (seats 8) Date Rec’d:____________ Staff Initials: _______ I have read and agree to abide by the Meeting Room Use Policy & Procedures (currently in force), and confirm that this room will not be used for commercial purposes. Signature of Responsible Party or Designee: ________________________________Date: ______________________ Thomas St Angelo Public Library, 1305 Second, Cumberland, WI 54829 715.822.2767 For Office Use Only Request Received: _____________ Request Scheduled: _____________ Request Confirmed: ______________