MEETING ROOM POLICY- Branches
FRANKFORT COMMUNITY PUBLIC LIBRARY
CLINTON COUNTY CONTRACTUAL PUBLIC LIBRARY
208 W. CLINTON STREET, FRANKFORT, IN 46041
TELEPHONE: 765-654-8746 / FAX: 765-654-8747
Library Board Approved New Policy on November 17, 2008
Purpose
The use of the library facilities shall be for the purpose of presenting programs of culture, education, information or entertainment. Granting the use of its meeting rooms does not imply approval by the Library of the group, meeting, or the ideas presented at the meeting. All meetings will be open to the public and may be monitored by Library staff to ensure compliance with these policies.
Who May Use the Rooms
· The meeting rooms are available for use by civic, community, cultural, or
educational organizations for non-commercial and non-profit purposes.
· Individuals must be a resident of Clinton County, 18 years of age or older
and a Library cardholder. Official government agencies and boards are
exempt from the cardholder requirement.
· Rooms are available to businesses located in Clinton County for non-
commercial use only.
· Elected officials may use meeting rooms for “office hours” to meet with
Constituents. The rooms may not be used for political campaigning.
Meeting Room Policy
In order to use the meeting rooms, a representative of the group must take the
responsibility for the group’s use of the room by signing a Meeting Room Application.
Each organization assumes the full responsibility for any damages incurred resulting
from use of the meeting room facilities. Abuse of the facilities will be sufficient cause
to deny further use of the room. You will be charged for the clean up or repair of any
damage to the building or furniture.
The Library assumes no responsibility for hats, coats, or other personal belongings of
persons attending meetings; neither does it guarantee parking facilities for those
planning to attend the meeting.
Library programs will take precedence over all other activities. The library reserves
the right to change or cancel reservations and to determine priorities in assigning
meeting room space. Organizations or businesses may be required to file a certificate
of liability insurance.
The Library Board has vested the Director with the authority to supervise meeting room
use and interpret these policies. Failure to comply with these regulations or the
directive of the designated representative of the Library will cancel further use of the
Library facilities. The Director shall have the right to waive the regulations whenever it
is in the best interest of the library or the community to do so, but regulations prohibiting
religious services shall not be waived. The Library Board reserves the right to waive the rules.
Use of the meeting rooms shall conform to the Library’s Rules and the
Children Visiting the Library Policy.
Prohibited Uses and Activities
· Facilities are not available for religious or worship services
· The meeting rooms may not be used for gatherings of a purely social
nature.
· Non-library sponsored groups may not charge admission nor solicit
or require donations for attendance at the meetings, nor can they collect dues on
premises. No product or services may be solicited or sold.
· Storage space for equipment or supplies for groups using the meeting
room is not available unless arrangements have been made with the
Library Director.
· Smoking, gambling, or alcoholic beverages and/or illegal drugs are not
permitted.
· Red punch/beverages are prohibited.
· No flames of any kind are permitted, unless special arrangements have
been made with the Library Director.
· Do not use any kind of tape or adhesive to affix posters or signs on the
walls, doors, paneling, windows, or any other portion of the building or
furniture. Pins or staples only can be used to affix posters or signs to
canvas covered walls. You will be charged for the clean up or repair of
any damage to the building or furniture.
Procedures/General Rules for Use of Meeting Rooms
Meeting Room Application
· Application for use of the meeting room must be made on the Meeting Room
Application and signed by a representative of the
requesting organization or group before approval for use may be given.
Such representatives must provide a current address and telephone
number of their residence in the library district.
· It is suggested that organizations make reservations as early as possible
to assure the time desired.
· Reservations may be made by calling 765-xxx-xxxx. An application form must be
completed and signed 24 hours before the time of the meeting.
· Advance notice of 24 hours must be given to the library in the event that a
scheduled meeting is to be cancelled. If 24 hours notice is not given, you
will be charged for the room.
· A group meeting regularly during the year need file only one application,
however, each meeting date will be noted on the application. Any group
wishing to continue use of the room the following year will be requested to
fill out a new application prior to January 1st. Preference in advance and
long-term bookings is given to those groups which have continuous
attendance of 10 or more. Groups of less than 10 must apply for space
each time a meeting date is required. The library reserves the right to limit
the number of bookings which any one group or organization may make
for any one week or for the year.
· Meetings should adjourn not later than 11:00 p.m. Arrangements for use
of the meeting room before 9:00 a.m. or past 5:00 p.m. must be made at
the time of the booking or not later than 48 hours prior to the time for
which the meeting is scheduled. The area must be restored to its original
condition.
· In the event of an emergency closing of the library, all reservations are
automatically cancelled and any fees will be refunded. Library staff will
attempt to inform the contact person of the closing.
Equipment Use
Reservations for the use of the library-owned audio visual equipment must be
made in advance. An individual who is familiar with the operation of the
equipment must be listed as taking responsibility for the equipment. The library
reserves the right to insist upon library staff operation of equipment if it sees fit
to do so.
Food
Organizations which desire to use the kitchen facilities must arrange for such use
prior to the scheduled meeting date. Light refreshment may be served in the meeting
rooms but shall not be carried into the Library areas.
Light refreshments – coffee, non-alcoholic beverages, cookies – may be served.
Caterers must be provided if meals are to be served. The caterer is responsible
for leaving the premises in a clean and normal operating order. Any equipment
brought in should be removed promptly after the meeting, as other groups may
be using the rooms. Each group needs to furnish its own supplies (office &
refreshment supplies). You should check in advance if the library has a coffee pot available for use.
Clean-up
Each group will clean up the room; pick up trash, unplug coffee pot, place tables and chairs in original positions,
and turn off lights.
Parking
Free parking is available in the library parking lots.
Rossville only ( Please do not park in the CVS parking lot)
Room Rental Fees
The Library Board has attempted to keep fees to a minimum. If you feel that the facilities and services you received were
outstanding, donations are accepted. Branch meeting room rate of $10.00 per Hour. No charge for Not-For-Profit groups.
Eligibility for Not-For-Profit Rate:
1. Organization must have a community base within Clinton County and be non-commercial in purpose.
2. Organization shall not exclude persons because of race, religion, social status, or age.
3. Organization may be required to provide a copy of their 501 C-3 status to qualify for the reduced rate
If an organization is refused the use of the facility, a written request may be presented to the Library Board for reconsideration
at their next regularly scheduled meeting.
MEETING ROOM APPLICATION
FRANKFORT COMMUNITY PUBLIC LIBRARY
Clinton County Contractual Libraries
LIBRARY CARD REQUIRED
Use of the meeting room(s) _________________________ is requested by:
Name of Organization ___________________________________________
Name of Applicant _______________________________Title ___________
(Must be a resident of Library District)
Address _______________________________________ Phone: _________
________________________________________________ Fax: _________
Other Responsible Party __________________________ Title ___________
Address _______________________________________ Phone: _________
Purpose of Organization __________________________________________
Certificate of Liability Insurance _____________________________________
Date or Dates Requested: _________________________________________
Time: From _______ To: _______ Expected Attendance ____________
Room Arrangement: # of Tables _______ # of Chairs _______
Screen ____ Podium ____
TV/VCR/DVD ____ Other ______________________________
Date Name of Event Description of Event Time of Event
______________________________________________________________________ I, the undersigned
as a responsible representative of the organization making application for library meeting room use, do agree to
abide by these rules and policies as stated.
SIGNED: ______________________________________ DATE: __________________
(Please do not write below this line)
Approved by _________________________________ Title ______________________
Confirmed Date(s) _____________________________Room(s) ___________________
Sound or Lighting Technician scheduled ______________________________________
Total Fees _________________ Date Billed ____________ Date Received __________