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The River Falls Public Library provides meeting room
space free of charge for Library programs, and for other meetings and
programs of an informational, educational, cultural, or civic nature.
The River Falls Public Library subscribes to the
principles set forth in the ALA Library Bill of Rights: "Libraries
which make exhibit spaces and meeting rooms available to the public they
serve should make such facilities available on an equitable basis,
regardless of the beliefs or affiliations of individuals or groups
requesting their use."
Use of the meeting room, however, does not constitute
Library endorsement of the activities, purposes or viewpoints expressed by
the groups/individuals involved.
Meetings held in the Library are considered public
meetings, open to all wishing to attend subject to fire codes, ADA
requirements, and occupancy load restrictions. Individuals, groups, or
organizations using the meeting room must fulfill their obligations as
enumerated in this policy. Failure to abide by the Library's Meeting Room
Policy and rules of conduct may result in the cancellation of, or refusal
of future reservations.
Any exceptions to the meeting room policy must be
approved by the Library Board of Trustees. Questions involving
meeting-related policies and procedures will be resolved by the Library
Board. If a group feels that their application has been unfairly denied or
that their use of the meeting room is limited, a grievance may be filed
with the Library Director, who will direct it to the Library Board. The
Library Director or her designee assumes responsibility to ensure that
policies and procedures are followed and will report any problems to the
Library Board.
MEETING ROOM PROCEDURES
MEETING ROOM DESCRIPTION
The meeting room is equipped with a coffee pot, 4 tables,
100 chairs, and a vacuum cleaner. All other supplies must be provided by
the user. Arrangements for use of AV equipment must be made in advance
in the main library. A deposit is required (Library staff are NOT
available to operate AV equipment).
Attendance may not exceed the maximum number of people
certified as the occupancy limit for the room. Meeting room limit is 125.
SCHEDULING/RESERVATIONS
Reservations for the meeting room will be handled by the Reference Desk
Staff. Reservations must be made at least 48 hours in advance and will be
accepted for a 12 month period for a regularly scheduled meeting time
(e.g. 3rd Tuesday from 12:00-1:00 p.m. from Oct. - Sept.). In the event of
a cancelled meeting, the Library should be notified at least 48 hours in
advance. The Library reserves the right to limit reservations so that
other groups have access to meeting space. After a twelve-month period of
regular meetings, the Library will give another group preference in
booking the meeting room for a regular meeting on a particular day (e.g
second Monday of each month). Regularly scheduled meeting room space is
limited, so if a group had a twelve-month period the previous year, it
should not expect to have the same date again the following year. After
the end of any twelve-month period, the meeting room is available on a
first-come, first serve basis for groups that have not had regularly
scheduled meetings. It is not the responsibility of the Library to contact
any group about the nearing expiration of meeting room reservations.
Library-sponsored or co-sponsored programs take precedence over other
groups at all times and only the Library or a library group may sponsor a
fund-raising or purely social program in the Library. Hours for the
meeting room are 7:00 a.m.-10:00 p.m. Special arrangements must be made
with the Library staff if meetings extend outside regular library hours.
ELIGIBLE MEETING ROOM USERS
All groups, whether governmental, for-profit or non-profit
are invited to use the Library's Meeting Room; however, no fees may be
charged and no sales may be made when using the Library Meeting Room. In
general, the Library allows groups to reserve the meeting room on a
first-come, first-serve basis but does reserve the right to make schedule
adjustments according to the Library's needs. In case of conflict the
following order of priority applies: (1) Library programs - which involve
efforts of Library staff; (2) Local government meetings/programs -
official meetings or programs of government agencies or departments.
Groups whose members are under the age of eighteen must be accompanied by
at least one adult chaperone for each fifteen participants.
BUILDING SECURITY
The custodian will be responsible for
assuring that windows and doors are locked securely after the last of the
group has exited, and for checking the rest rooms to ensure they are not
occupied. By signing a Meeting Room Contract, organizations or individuals
agree to limit their activities to the meeting room area.
DAMAGES AND LIABILITY
Each individual, group, or organization assumes the full
responsibility for any damages incurred resulting from the use of meeting
room facilities. A damage deposit of $20 per meeting room use is required
at the time of reservation. If no damage has been noted, the deposit will
be refunded. However, if damage is noted, the damage deposit will be
forfeited, and any additional costs to repair damage will be assessed.
Those groups/ individuals, who have been assessed damages, and who have
reserved the room for more than one usage, will be required to forfeit the
original deposit, and re-submit another deposit to resume use of the
Meeting Room. Abuse of the facilities will be sufficient cause to deny
further use of the room. The Library is not responsible for the loss of or
damage to any equipment or materials owned or rented by an individual,
group or organization using its meeting room.
Any individuals, groups, or organizations holding a
meeting in the Library must fully release and discharge the River Falls
Public Library, the Library Board of Trustees, the City of River Falls,
its officers, agents and employees from any and all claims from injuries,
damages or loss, which may arise or which may be alleged to have arisen
out of, or in connection with the meeting.
SET-UP, CLEAN-UP, FURNITURE ARRANGEMENT
Each group is responsible for arranging the meeting room
for their use, picking up refuse and leaving the room clean for the next
group. If the room is not properly cleaned after usage, the group will
forfeit the damage deposit. Furniture and chairs should be restored to
their original arrangement when the group leaves. The Library does not
provide storage for the property of organizations or individuals meeting
in the room, and does not accept responsibility for materials that are
lost or damaged. Refreshments shall be limited to simple offerings
(coffee, punch, cookies, donuts, etc.) or box lunches, and all supplies
must be furnished by the group. No food or drink may be brought into the
Library.
OTHER RULES AND REGULATIONS
- SMOKING is not permitted in the meeting room or in
the lobby. A receptacle for ash and cigarette butts is provided
outside the building.
- No ALCOHOL may be served or consumed.
- All programs must be appropriate to the
facilities and should not be disruptive to library functions.
- No tape or tacks may be used on the walls.
- The telephone in the lobby is available for local
calls.
- Library staff will not accept calls or relay
messages to people attending meetings except in emergencies.
- No animals will be allowed in the library without
permission.
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