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Use of the Library Meeting Rooms
502.
USE OF LIBRARY MEETING ROOMS
General Policy:
1) The policies governing the use of the meeting rooms of the Des Plaines
Valley Public Library District are in accordance with Article 5 of the Library
Bill of Rights which states that as an institution of education for
democratic
living, the library should welcome the use of its meeting rooms for socially
useful and cultural
activities and discussion of current public questions. Such
meeting rooms should be available on equal
terms to all groups in the community
regardless of belief and affiliations of their members.
Priority
of Use:
Priority in scheduling the use of Library meeting rooms shall be given in the
following order:
1)
Library sponsored programs and meetings.
2)
Educational, cultural, civic and public information events of
organizations whose membership includes
Des Plaines Valley Public Library
District residents.
3)
Meetings of official agencies, committees and board of governmental
entities located within the
boundaries of the Des Plaines Valley Public Library
District.
Restrictions:
The following restrictions apply to the use of the Library Meeting rooms:
1)
Meetings must be open to the public.
2)
No admission charge, collections (except for regular club dues), or other
money raising activities may
be attached to any meeting in the Library rooms
unless all proceeds are to go to the Library.
Board approval is needed to use
the community rooms for money making purposes.
3) Meetings which would interfere with the function of the Library and/or
its users because of noise
or other factors are not permitted.
4)
Classes involving the use of hazardous materials are not permitted.
5)
Neither the name, address, nor telephone number of the Des Plaines Valley
Public Library District
may be used as the address or headquarters for any group
using the Library for meeting purposes.
Reservations:
1)
Applications for the use of meeting rooms must be made on the form
provided.
2)
Applications are to be submitted as far in advance as possible.
Reservations will not be made more
than six (6) months in advance nor less than
twenty four (24) hours in advance of the date requested.
3)
Application for the use of the Library facilities does not guarantee
approval. Applications will be
approved on a first come, first serve basis.
4) Confirmation or denial of applications for reservations will be made in
writing.
5)
If it is necessary to cancel a reservation for a meeting room, the
Library should be notified as soon as
the cancellation is firm. Such
cancellation notification shall be in writing and may not later be rescinded.
6) Applications and cancellations shall be submitted to the Director of the
facility in which the meeting is to
be held. No group shall assign its space or
reservation to another group. If a meeting room is not used, a reservation
cancellation is not given to the Director, meeting room privileges may be
suspended at the
discretion of the Director.
7) The
Library reserves the right to cancel any reservations by giving at least one (1)
week’s notice in writing.
Hours:
The meeting rooms are available during library hours.
Food
Service:
1)
Kitchen facilities are reserved for library sponsored activities and are
not available for public use.
2)
Food prepared elsewhere may be served in any meeting room with prior
approval of the Director.
Smoking:
Smoking is prohibited in buildings.
Equipment Available:
1)
Stack chairs.
2)
Folding tables.
General
Rules:
1) Groups using the meeting rooms are responsible for setting up the rooms
to their requirements and
returning furniture to its proper place upon
completion of activity. Meeting rooms must be left neat,
with all trash in
waste baskets provided.
2) The Library cannot provide storage space for equipment or supplies for
groups using the meeting rooms.
3)
The Library cannot provide service for carrying supplies or materials to
the meeting rooms, and
custodial help is not available for other than normal
maintenance of the facilities.
4) Alcoholic beverages are not permitted on the premises at any time.
5)
Advertisements for meetings held in the Library, but not Library
sponsored, may not be displayed
in such a manner as to suggest Library
sponsorship.
6) Meetings of groups or individuals under 18 years of age must be attended
by an adult sponsor who
shall be held responsible for any violations of these
rules.
7) The Library does not have personnel to assist with meetings or programs,
to operate equipment,
or to help arrange exhibits.
8) No
physical changes are allowed in the Library meeting rooms except for
rearrangement of furniture. No additional furniture or equipment other than
already available in the meeting room will be provided.
No additional furniture
or equipment, other than audiovisual aids, may be used without prior approval
of
the Director.
9)
a) Groups using the meeting rooms are responsible for reimbursing the
Library for any
damage that may occur to Library owned furniture and equipment.
b) The person making the reservation should be present during the time of
the scheduled activity.
This person, as well as the membership of the entity
reserving the facilities, shall be responsible for
any and all damages that may
occur as a result of the facilities and this provision and condition
to use the
facilities shall be included in the application for use.
c)
Permission to use the Library meeting rooms may be withheld from groups
that have in the past
damaged rooms, carpeting, equipment, furniture, or caused
a disturbance or have failed to comply
with the rules of the Library.
The Director of
the Des Plaines Valley Public Library District is the person empowered to make
decisions regarding the availability and use of the library meeting rooms. The
Library Director may delegate authority to approve meeting room requests in
accordance with the above policy. Request for exceptions to any of the above
rules must be submitted in
writing to the Library Director.
The Library District
reserves the right to amend its policies at any time.
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