Description
PUBLIC SERVICE POLICY NO. PUB91-4
MEETING ROOM POLICY
ADOPTED: June 20, 1991
REVISED: May 21, 1998, March 29, 2004, September 20, 2002, November 20, 2007, June
21, 2023
STATEMENT OF POLICY
The purpose of this policy is to insure the orderly, peaceful and efficient use of the
library community meeting room(s) and to accommodate and provide equal access to as
many groups and organizations as is reasonably possible. The fact that a group is
permitted to meet at the public library does not constitute an endorsement by the
library district of the group’s policies or stated beliefs.
A. AUTHORITY
1. The library branch manager or a designated branch employee shall schedule or
reserve the branch community meeting room(s) in accordance with the
regulations found in this policy.
2. Questions regarding the appropriate use of the library community meeting
room(s) by any group or organization shall be referred to the library director. The
group or organization may appeal the director’s decision to the library Board of
Trustees, who has the final authority to grant or refuse permission to use the
meeting room(s).
3. All events and presentations held at the library shall have age-appropriate
designations affixed to any publications or advertisements.
4. Age recommendations for the stated purpose of non-library related meetings are
required on publications and failure to advertise the age recommendation as
required by the 15 CSR 30-200.015 could result in the group being prohibited
from using the space in the future.
B. AVAILABILITY
1. Library programs and library related programs have priority in the use of the
community meeting room(s). Use of the community meeting room(s) by other
community groups shall be booked on a first come, first served basis.
2. The library community meeting room(s) are available for use by (a) local
nonprofit organizations including Internal Revenue Code Section 501(c)(3) and
(4) organizations and not-for-profit corporations; and (b) local businesses for
community interests, and not for product sales purposes. Private social
gatherings are prohibited.
3. Teenage or children’s groups may use the meeting room(s) provided they are
supervised by an adult. The adult supervisor and the organization he/she
represents will be responsible for any damage.
4. Behavior that disrupts the orderly conduct of the library, prevents other patrons
from accessing library resources, or interferes with library staff in the
performance of their duties is prohibited. If a scheduled meeting becomes
disruptive, the library supervisor on duty may terminate the meeting and is
authorized to call the police to enforce the termination if necessary.
5. Use of the meeting room(s) is limited to qualifying groups or organizations whose
membership is composed primarily of residents of Jefferson County Library
subdistricts, or to businesses that are located in or pay taxes to the Jefferson
County Library subdistricts.
6. Prior violations of Jefferson County Library policy by organizers or attendees of a
meeting or event are grounds for refusing applications and revoking permission
for all subsequent uses of the library community meeting room(s).
C. SCHEDULING
1. A completed application form and payment of all cost reimbursement charges is
required before a meeting is scheduled.
2. Applications to use the community meeting room shall be made at least one (1)
week in advance and no longer than one (1) year prior to the scheduled meeting.
The library manager or the library director may make one (1) exception per year
for an organization.
3. Generally, no group or organization may use the library community meeting
room(s) more often than once per month. Exceptions may be granted for
workshops, seminars or educational classes, or for a special need with the
approval of the library director. No more than two (2) such exceptions may be
granted to the same group in a calendar year without approval of the library
Board of Trustees.
D. CONDITIONS
1. Organizations may provide light refreshments that involve no cooking in the
community meeting room(s).
2. The use of tobacco products and alcoholic beverages is not permitted anywhere
in the library.
3. Organizations shall leave the meeting room in a clean and orderly condition
when they are finished. Tables and chairs are provided, but each organization is
responsible for setting tables and chairs in the configuration needed for its
activity.
4. The meeting room shall be vacated at least ten (10) minutes prior to the library
closing.
5. No signs, displays, decorations or exhibits may be attached to the walls or
windows of the room without prior written permission from the library branch
manager.
6. Organizations shall accept responsibility to reimburse the library for the repair of
damaged equipment, repair of damage to the building interior, or for
replacement of missing equipment.
7. Audio, video and computer equipment and furniture that belong to the library
are available for use within the library only, and may not be removed from the
building.
8. With the exception of materials, equipment or furniture that belongs to the
Friends of the Library (also referred to as the “Friends”), items not owned by the
library may not be stored on library premises unless the items advance the
purposes of the library district. The library district will not assume responsibility
for any items left on library premises.
E. CANCELLATIONS
1. If the library closes due to inclement weather or other emergency, the
community meeting room(s) will not be available for the scheduled use. In such
instances, library staff shall make their best effort to call the contact person for
the group or organization that scheduled the use and notify him/her of the
cancellation in a timely manner.
2. Any group or organization that has scheduled a use of the library community
meeting room(s), and subsequently determines that use is no longer needed,
shall notify the library of the cancellation in a timely manner. Groups or
organizations that fail to notify the library of a cancellation at least 24 hours prior
to the scheduled use shall forfeit any further use of the library meeting room(s)
for a period not to exceed six months.
F. COST REIMBURSEMENT CHARGES
1. All cost reimbursement charges must be paid at the time application is made for
use of the community meeting room(s). Cost reimbursement charges will be
returned if the application is denied. Cost reimbursement charges will be
refunded if the scheduled use is canceled because the library closed due to
inclement weather or other emergency. Cost reimbursement charges are
nonrefundable if the organization or agency cancels a scheduled use of the
meeting room(s) less than three (3) working days prior to the scheduled use.
2. Local not for profit organizations and government agencies may use the library
meeting room(s) at no charge.
3. Local for profit organizations and businesses shall pay a room rental cost
reimbursement charge of $100 for each scheduled use of a library community
meeting room.
4. A cleanup cost reimbursement charge of $15 per use will be charged for use of a
community meeting room whenever light refreshments are served. This
nonrefundable cost reimbursement charge covers the costs of cleaning and
sanitizing counters and tabletops, cleanup of minor spills and stains, vacuuming
and deodorizing the room and emptying the trash containers. The library
employs a professional cleaning service for these tasks.