MEETING ROOM USAGE POLICY
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MEETING ROOM POLICY
Library Bill of Rights:
As
an institution of education for democratic living, the library welcomes the use
of its meeting rooms for
socially useful and cultural activities and the
discussion of current public questions. Such meeting places are available
on
equal terms to all groups in the community regardless of the beliefs and
affiliations of their members provided that the meetings be open to the public.
Any group wishing to make use of the facilities of the J. V. Fletcher Library
must receive
the approval of the Board of Trustees through their designee, the
Library Director. The use of the Library meeting room facilities will be limited
to non-profit organizations, Town Boards, and Town Committees under the
guidelines of the Library Bill of Rights. Meeting Rooms will be booked with
preference given to Library and Friends of the Library programs.
It
is the basic policy of the Board of Library Trustees that a scheduled employee
of the Library will be in the building when the public is in attendance and will
be responsible for securing the facility when the public has left.
Meeting Rooms
will not be scheduled for use on Sundays, or on other days when the library has
announced closings.
The Library provides the Following Meeting Spaces and Times:
1.
A Ground Level Meeting Room, seating up to 65 people, available
Monday through Thursday 10:00AM
until 10:30PM; Fridays 1:00PM – 5:00PM and
Saturdays 10:00AM – 5:00PM.
2.
The Mary Atwood Lecture Hall, seating up to 60 people,
available Monday through Thursday10:00AM
until 10:30PM; Fridays 1:00PM –
5:00PM and Saturdays 10:00AM – 5:00PM. (The
Board of Selectmen will be accommodated until 11:00PM on Tuesday evenings).
Booking Meeting Spaces at the Library:
1.
Room reservation assumes the availability of a scheduled
library employee to monitor use and remain
present in the building.
Meeting Room reservations for recurring meetings may be booked for the
months
of September through June beginning on July 1st , with July
and August bookings available on a call-in basis. Beginning December 1st,
groups may schedule alternate times/dates for the period of January through
June. Individual room reservations may be made up to 3 months in advance during
the calendar year.
2.
No Room Reservations will be scheduled prior to the
library’s opening hour of service, except with the permission of the Director;
buffer time between meetings will be scheduled to allow room set-up and
breakdown and a smooth transition between groups.
3.
Rooms will be
assigned by Staff on an “As Available Basis”; groups may be relocated to the
room most
suitable for the group’s size and function.
4.
After the
second failure to comply with Meeting Room Policy, the group will no longer be
permitted to use
the Fletcher Library meeting rooms.
Audio-Visual Equipment and Kitchen Facilities:
1.
Library-owned audio-visual (AV) equipment is available for use; check
with Library Personnel in advance
for availability.
2. The Library will not store or be responsible for AV or other equipment belonging to groups using the facility, except with permission of the Director or the Assistant Director.
3.
The Library will provide a coffeepot, but cups, utensils,
cream, sugar, or other equipment and supplies will
be the responsibility of the
group.
4.
There will be no cooking or food preparation on site;
dishwashing facilities are not available.
5.
Serving of refreshments in the Mary Atwood Hall be allowed only with the express
permission
of the Director or the Assistant Director, and will oblige the group to
collect, bag and remove
trash and to vacuum the space, so as to prevent damage to the historical
and archival holdings
in this area.
It will be the responsibility of the Group engaging the
Meeting Space to:
1.
Set up chairs, tables and equipment that may be needed and put
away same at the conclusion of the meeting, leaving rooms as found.
2. Clean the kitchen facilities thoroughly if used; bag all trash.
3.
Uphold the
Library policy of ABSOLUTELY NO SMOKING
WITHIN THE BUILDING.
4.
Abide by the hours established by the Trustees and abide by
the instructions of library personnel on site.
GROUPS USING THE
MEETING ROOM ARE RESPONSIBLE FOR:
Ř
ADHERENCE
TO: LIBRARY
OPENING AND CLOSING HOURS AND INSTRUCTIONS OF
STAFF ON SITE
Ř
SET-UP
AND BREAK-DOWN: OF
ALL CHAIRS, TABLES AND EQUIPMENT
Ř
CLEAN-UP:
BAGGING
TRASH, VACUUMING AFTER CRAFT SESSIONS OR WHEN FOOD IS SERVED, CLEANING THE
KITCHEN
Ř
NO
SMOKING
Ř
NOTIFYING
THE LIBRARY:
OF CANCELLATIONS AND CHANGES IN SCHEDULE
THE
LIBRARY RESERVES THE RIGHT TO PROVIDE ALTERNATIVE SPACE WITHIN THE FACILITY
§