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REGULATIONS CONCERNING USE OF
MEETING ROOM
MEETING ROOM POLICY
WASHINGTON COUNTY LIBRARY
SYSTEM
The Washington County
Library System welcomes the use of its meeting room facilities for
cultural, civic, educational and public information meetings of
interest to the citizens of Washington County. Meeting rooms
are available at the Percy Library in Greenville and the Leland
Library. Policies governing the use of library meeting space
are made in accordance with Article 6 of the Library Bills of
Rights:
Libraries which make exhibit space 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.
The meeting rooms in the Percy Library in
Greenville and the Leland Public Library are available for use only
under the stipulations listed in Item II. The provision for use of
the meeting rooms is an additional service to the public under
conditions set by the Washington County Library System Board of
Trustees. The meeting room is provided primarily for
library-related activities such as story hours, film programs,
discussion groups, and other activities sponsored or co-sponsored by
the library, which are related to the further use of library
materials. These activities must receive the priority in the
use of the meeting room. Regular library service must take
precedence over all other activities. The use of the meeting
room should not interfere with the operation of the library nor
permit any damage to the building or its grounds. The meeting rooms at the Percy Library and Leland Public Library are available to Nonprofit Organizations only for educational/informational meetings, art exhibits, public hearings, or similar local programming. Under no circumstances will individuals or groups be allowed to use the library meeting room for social functions (i.e. wedding receptions, birthday parties, showers, reunions, card games, etc.) The meeting rooms may not be used for:
a)
any purpose which may interfere with the regular
operation of the library.
b)
Programs involving the sale, advertising
solicitation or promotion of commercial products or services
c)
Personal, company or family parties. This
includes any family group meetings.
People under the age of 18 may schedule the use of the room at
any time for a specific project, only if a school employee,
school sponsor, or parent of one of the participants agrees to be
present during the entire time of this meeting. There
must be one adult chaperone per every 20 minors.
All
functions held in the meeting room must be free and open to the
public. No admission, fees or dues may be charged nor may a
collection or donations be taken up.
Regularly
recurring meetings not sponsored by the library or library related
cannot always be accommodated in the library meeting room. No
more than three separate dates may be scheduled at one time, and no
more than six meetings per year may be held in the meeting room by
any one group.
The meeting room may be
used during library hours only. The person signing this form
is ultimately responsible for any damage or problems concerning the
room. Restroom and kitchen facilities are available as needed.
Use of the room will be the
following regulations understood:
1.
Reservations will be made by a responsible member of the
organization who will see that all regulations are followed
2.
The fact that a group is permitted to meet in the library does not
in any way constitute an endorsement of the group’s policies or
beliefs.
3.
Neither the name, address, nor telephone number of the Washington
County Library System, William Alexander Percy Memorial Library, or
the Leland Public Library may be used as the official address or
headquarters for an organization.
Nor will any group be allowed use of the library’s business
telephone for their meeting.
4.
Meeting room users may not offer items or services for sale while on
Library premises, solicit orders for goods or services, or engage in
other fund raising activities.
5.
The cleanliness and arrangement of the room must be returned to the
arrangement as found. Each organization is responsible for
arranging the furniture as it needs for its own meeting. The
library reserves the right to charge a fee, or an extra fee, if
special janitorial services are required. Library staff
members are not available to help with the set up or cleaning for
any meeting.
6.
In
accordance with the city ordinance, no alcoholic beverage will be
allowed in the library.
7.
Smoking is not allowed.
8.
The library is not responsible for equipment, supplies, materials or
other items owned by a group or individuals and used in the library
and such materials must be removed from the library at the end of
the meeting for which they are used.
9. Organizations holding meetings assume financial
responsibility for any damage to room and contents.
10.
Satisfactory arrangements must
be made with the librarian for Operation of the library’s
audio-visual equipment.
Non-commercial exhibits of
interest to library patrons and the public may be arranged by groups
(such as hobby clubs) with the Librarian, but it must be understood
that responsibility for the security of the exhibits is assumed
wholly by the exhibiting group. Such exhibits shall not be of
a regularly recurring nature or of undue duration.
The meeting room will be
scheduled in the order in which requests are received.
The Director reserves the right to review, accept, or reject any or
all applications for use of the meeting room.
I fully understand the above rules, will abide by them, and take
full responsibilities as stated. I also understand that if any
of these rules should be broken, our group will be prohibited from
future use of the meeting room.
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Patron’s signature
Date
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Address
Work Phone Home Phone
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City
State
Zip Organization Represented
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