LCLS |
Meeting Room Policy |
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Meeting Room Policy The intent of this policy is to establish guidelines and procedures for the use of Llano County Library System meeting rooms. The Librarian in charge of the building where the meeting room is located is responsible for implementing this policy and for maintaining reservation lists. Meeting rooms in the Llano County Library System are designed to meet general informational, educational, cultural, and civic needs including activities such as discussion groups, panels, lectures, conferences, seminars, exhibits, displays, children’s activities and films. Nonprofit groups: 1. Nonprofit organizations and clubs whose objectives relate to the Library’s services and goals as an informational, educational, cultural and civic service institution may use the meeting rooms. 2. There is a twenty-five-dollar refundable deposit for meeting room use. 3. Use of the Library’s meeting rooms does not constitute Library endorsement of viewpoint expressed by participants in the program. No advertisement or announcement implying such endorsement will be permitted. 4. All activities taking place in the Library’s meeting rooms must be open to all. 5. No fees may be charged to persons attending activities in the meeting room, but non-profit organizations may collect regular memberships and dues. 6. County needs may preempt any other scheduled event. 7. Use of the meeting room by any group signifies acceptance of the terms of this policy. 8. Meetings that will interfere with normal library use will not be permitted. The Library may invite for profit businesses to do seminars of interest to the public. Friends of the Library Groups may have seminars, books fairs, book signings and other fund raising activities since these ultimately benefit the library. As an accommodation, For-Profit Businesses may rent the meeting room with the following understanding. For Profit Businesses: 1. For Profit Businesses may use the meeting rooms for employee informational and training purposes only. Solicitations and sales will not be permitted. 2. Fees for the large meeting room at each library: $250.00 plus a $150.00 refundable deposit. Kingsland’s small meeting room will be $100.00 plus a $50.00 refundable deposit. 3. All activities taking place in the Library’s meeting rooms must be open to the public. 4. County needs may preempt any scheduled event. 5. Use of the meeting room by any group signifies acceptance of the terms of this policy. 6. Meetings that interfere with normal library use will not be permitted. Rules for Use Reservations · Organizations may place standing reservations for an entire year during the month of August. Other reservations will be taken up to three months in advance. · Keys may be picked up only by contacts listed on the reservation form and the contact person must be 21 or older. · To provide an opportunity for new groups to use the meeting rooms, no group may use a meeting room more than twice a month. In the event of vacancies the Director/Head Librarian can make exceptions. · Notices of cancellation should be made as soon as possible. · No group may assign its reservation to another group. · The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damages that occur as a result of the use of the facilities. · Permission to use Library meeting rooms may be withheld from groups failing to comply with the Meeting Room Policy and from any groups damaging the room, carpet, equipment or furniture, or causing a disturbance. Restrictions Children may not be left unattended in the Library while parents attend meetings. The meeting rooms may not be reserved for: · Social gatherings such as showers, birthday parties, dances, reunions, and club bake sales etc. · Solicitation, charges and/or sales are prohibited except to enhance the library. Items may be sold at library-sponsored events. · No religious ceremonies or services may be conducted in the Meeting Rooms; however, church business or committee meetings may be conducted. · No animals except service animals. · Smoking, tobacco products, illegal drugs, and alcoholic beverages are not permitted in any Library facility. Public entrances are to be used for entrance to and exit from the building, and for all deliveries. Care of the Facilities · Meeting rooms are to be left as they are found. No furniture or equipment other than what is already available in the meeting room will be provided without the consent of the librarian. · Furniture/equipment from the main area of the library must not be brought into the meeting rooms. · Any group whose members rearrange meeting room furniture must return furniture to the original arrangement at the end of the meeting. · All exits must remain unlocked for quick and easy exit. · Attendance at meetings must be limited to the capacity of the individual meeting rooms. Seating in corridors outside the meeting room is prohibited. · Open aisles must be maintained within the seating arrangement to provide clear access to exits. · No additional furniture or equipment other than audio-visual aids may be used without prior approval. Arrangements for the use of any personal furniture or equipment should be made at the scheduling time. In order to assure ease of exit, the appropriate staff member should be notified when the equipment is brought into the building. · Equipment, supplies, or personal effects cannot be stored or left in the Library meeting rooms before or after use. · Simple refreshments may be served (coffee, doughnuts, etc.) Kitchen facilities of each library will mandate any more elaborate meals: 1. Llano Library – No refrigeration or cooking facilities available. Extremely limited kitchen facility. 2. Kingsland Library – Refrigerator and coffee pot available, no cooking. 3. Lakeshore Library – Refrigerator and coffee pot available. Stove available for warming only, not for cooking. · Those using the Meeting Rooms must provide their own supplies of napkins, plates, utensils, etc. · All trash and debris resulting from serving food or drinks must be taken outside to the dumpsters by the organization. · No firearms per Texas Penal Code. August 14, 2006 |
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