Groves Public Library
Meeting Room Policy
The public meeting room of
Groves Public Library is operated by the Library as part of its community
service. In the use of the room, Library and City of Groves functions will take
precedence over all others.
All civic, community, or
educational organizations, whose purpose is non-commercial, non-partisan,
non-profit, cultural or social may use the meeting room. Commercial,
industrial, or professional organizations may use the room for educational
purposes only. Organizations may not use the meeting room for:
·
Sale or promotion of
products or services, except in conjunction with a library program.
·
Collecting names of
participants for later financial gain.
·
Partisan political
activities.
·
Purely social or
fund-raising functions unless sponsored by the library or library group.
·
Tickets may not be sold
nor donations or free will offerings taken.
In addition, the library’s
name may only be used in reference to location, not sponsorship.
Applications for meeting room use are available from
staff at the circulation desk. Once the application is filled out, the
circulation staff will consult the library calendar and ascertain if there is a
time conflict. If not, the application will be taken along with the initial
payment of $25. The staff member will then turn the application into the
director, assistant director or staff in charge. Director, assistant director,
or staff in charge will then make final arrangements either in person or by
phone with the applicant.
Minors
may not reserve the meeting room, nor can they serve as sponsors.
All applications for use of the meeting room
is on a first come, first served basis. The application may be rejected if:
·
The anticipated meeting
is likely to be unreasonably disruptive to regular library functions,
·
The number attending will be too large for
the meeting room capacity.
·
Disorderly or dangerous
to persons or property, or in any other way inconsistent with any of the terms
and conditions of this policy.
Applications for use of the
meeting room must be submitted at least ten days in advance of any program or
event. The library reserves the right to cancel any reservation in the event of
a conflict with a library or City of Groves program. Notice of such
cancellation will be given as soon as possible.
If
the meeting room is to be used after library hours, there will be a $35 charge
for use of the room. The charge covers use of the meeting room after the
library is closed for up to 3 hrs. If the meeting will run longer than 3 hours,
special arrangements need to be made with the library director.
·
At the time the
application for meeting room use is completed,
$35 must be given by cash or check to the staff member taking the
application. The fee is turned into the City of Groves. If the room is used,
the $35 fee is not refundable. It may be in cash or check made out to Groves
Public Library. The meeting room must be returned to the condition it was in
prior to the meeting. Failure to do so will result in the applicant no longer
being able to use the meeting room in the future or forfeiting any fees paid.
·
The library director or
assistant director has the discretion with permission from the City manager to
waive fees.
· There is no fee charged for use of the meeting room during regular library hours.
· Day meeting users must cancel within 24 hours. Night meeting users must cancel by 48 hours of the meeting date to receive a full refund.
Groups are responsible for
setting up chairs and tables in the meeting room and restoring the area to its
original condition before leaving the building. If using the meeting room
before or after library hours, a key must be picked up in advance of the
meeting or arrangements must be made by the library director for a staff member
to stay after hours during the meeting time. The doors must be locked after the
meeting, and a key returned in the book drop immediately after the meeting.
There is a $40.00 charge for an unreturned key.
A small kitchen is available for the meeting
room; however the preparation of meals in the kitchen is not allowed. Light
refreshments may be served. The user is responsible for any food or beverage
damage. A fee of $40 will be accessed to any group that does not restore the
room to its original clean condition. If the organization does not leave room
in proper condition, their use privileges may be revoked. Groups who use the
kitchen for light refreshments are asked to bring their own supplies and
equipment. No coffee, filters, creamer, etc. should be left until the next
meeting date in the case of ongoing use. We cannot provide storage for such
items nor be responsible for them.
The organization conducting
the meeting shall:
·
Be financially
responsible for damage to walls, floor covering, tables, chairs, kitchen
equipment and/or fixtures and any other contents of the rooms.
·
Meet with a staff
member to check the condition of the room and record the number of
participants at the meeting.
·
See that smoking is
only done outside of the library. Alcoholic beverages are not permitted inside
or outside of the library or anywhere on library property.
·
Provide their own
supplies such as cleaning supplies, cloths, paper goods, eating utensils, etc.
The organization must leave the kitchen in an orderly fashion. Nothing should
be stored in the cabinets, closets or behind the projection screen.
·
Remove garbage to
library dumpster.
· Allow anyone wishing to attend the meeting to do so.
· Rearrange the room as it was prior to the meeting. No equipment or furniture from the main library may be brought into the meeting room.
The library staff is not responsible for the
supervision of children while adults are attending meetings. The staff who must
remain at the library for the meeting to take place is only there to assure
that the library is secure upon the completion of the meeting. They are not
there to check out materials in the library or to assist the organization
holding the meeting.
The City of Groves is not responsible for any
injury or unequal treatment resulting from participation in a program (held by
the sponsoring organization) on library grounds.
By signing the meeting room application, the
responsible party of the organization is agreeing to all rules and regulations
concerning use of the meeting room.
Page 4: Includes the actual form to apply for use of the meeting room. Fill out the form and bring to the library in person.
Date___________________ Staff member taking application ________________________________
Below is the application of: ____________________________________________
A not-for-profit group or association having ______members, for use of the Meeting Room and related facilities of Groves Public Library,
a department of the City of Groves, Texas.
1. Contact Person____________ Phone_________Address_________________
2. This group is based in or serves: ______________DL# of Applicant___________
(Geographic area) (Please attach copy of DL to this
form)
3. Purpose of use: _________________________________________________
4. For
single meeting: On ____________/____________/_________/ __________________________ (Date) (Day of the week)
Hours ____to _____ for a series of
meetings: Beginning______Ending ______
5. Deposit of $35.00 received:
______..
6. Will any selling, solicitation or taking of orders occur? _____
Selling, solicitation or taking or orders is
specifically prohibited by policy except if such fundraising activities are
done in support of the Groves Public Library programs
functions,
and goals and prior approval of Library Director is obtained.
7. What kind of equipment will be brought in? _____________________________
_______________________________________________________________
Will refreshments by served? ______
8. Will there be any printed advertising or announcements of the meeting? _________
It is expressly understood and agreed between the parties that Groves Public Library and the City of Groves shall not, in any manner, be responsible
or liable for any property damage or personal injuries including death resulting from the use of the Meeting Room or equipment of Groves Public Library.
The applicant does hereby covenant and agree to hold Groves Public Library harmless from any claims, or damages including cost of defense, arising
out of use of the Groves Public Library meeting room and/ or equipment specified in this application.
The
applicant who is in charge of the meeting named above is 18 years of age or
over and agrees that he will be responsible to the City of Groves for the use
and care of the
property
of the City of Groves and agrees to replace damaged furniture and repair
damages to the meeting room. He further agrees that the character of the
program will conform
to
the purpose stated in the application. He further agrees to abide by the use
and procedures policy for the Meeting Room that is handed to him when
application is made.
The
applicant agrees to return the key to the library director or staff by the end
of the next business day. The applicant agrees to return the meeting room to
its prior state at the end
of
use, to clean and put away any kitchen utensils, empty trash into outside
receptacle, check and clean the restrooms if needed, turn out all lights, and
secure the building. No smoking
is
allowed.
I have read and understand the uses and procedures policy for the Meeting Room.
Signature of applicant: _______________________________Approved by_________________
Deposit received by: ________________________________Date approved: _______________
Date key will be returned_____________________________Key returned_________________