Jackson/Madison County Library
Policies and Procedures

USE OF LIBRARY MEETING ROOMS

Policies            Guidelines           Use of Meeting Room Form         

Policies

The Jackson/Madison County Library’s meeting rooms are available during normal operating hours for public gatherings of a civic, cultural, or educational character.   Meetings that run past the Library's closing hour are charged an additional $25 per hour.

  1. Rooms are not available for meetings for political or religious purposes, for the presentation of one side of controversial matters, or when, in the judgment of the director, any disorder may be likely to occur. Library meeting rooms are not available for religious services, social gatherings, business or personal transactions, or political rallies.

    The use of library meeting rooms by businesses, for-profit and special-interest groups will be limited to general meetings and training sessions only and will include a fee.

  2. The permitted uses of library meeting rooms are not endorsements by the library of the groups' purposes, goals, activities or views.  Any publicity must include:  "Use of the Jackson/Madison County Library's meeting facilities does not constitute endorsements of the beliefs, viewpoints, policies or affiliations of the user by the Library Board or staff."  Library facilities  cannot be used for purposes contrary to local, state or federal laws.  The Library is not to be listed as an address for any group.

  3. The priorities for the use of meetings spaces will be:
    1. Library and library-affiliated organizations (including Library Board, the Friends of the Library, the Library Foundation, Shiloh Regional Library System and State Library and Archives) programs and meetings
    2. local governmental offices and departments
    3. state and Federal departments
    4. local non-profit agencies which receive funding from local governments
    5. other civic groups that meet the criteria
    6. For-profit groups and businesses (see fee schedule)

  4. No fees for admission may be charged for attendance of a meeting.  A fee may be charged for materials made available but shall not be a restriction for attendance.  No selling, solicitation, or taking of orders may occur without written permission of the library director.

  5. The Jackson/Madison County Library does not discriminate in making its premises available on the basis of race, color, national origin, religion, sex, sexual preference, age or physical limitation.

  6. Except for recruitment and interviewing by state, federal or local government personnel, library meeting rooms may not be used for recruitment or interviewing potential employees.

 

Guidelines

  1. The library has two primary meeting rooms for public meetings: the Library Program Center and the Anne Thurmond Board Room. The scheduling of groups in these rooms will include the size and purpose of the group, time for meetings, and any conflicts with other scheduled meetings. The Little Friends’ Room may be used for small group meetings as available. The Director must approve use of any other space.

  2. No additional furniture or equipment other than that furnished by the library is to be used without library approval, excluding projectors and screens. Sound system (microphones) and audiovisual equipment must be scheduled in advance.

  3. There is a refundable deposit of $100 for catered meal.  Groups are required to provide their own clean up after the event, including removing trash from the room.  (A trash receptacle is available on the East College Street parking lot of the Library.)

  4. All requests for renting a meeting room must be submitted in writing to the Director of the Library on the Library's Room Rental Request form at least two weeks in advance, along with payment of fee.  

    Rental fee schedule:

    Board Room $30 - 4 hours or less $50 - More than 4 hours
    Program Center $90 - 4 hours or less $160.00 - More than 4 hours

     Meetings that run past the Library's closing hour are charged an additional $25 per hour.


  5. Businesses, for-profit organizations or other private enterprises which present "public service" programs to provide information for citizens will not be charged a fee.  Requests for such use must be submitted in writing to the Library Director for approval.

  6. Groups are allowed light refreshments.  Food and drink must not be carried into the main areas of the library.  Live plants must be in appropriate storage containers to protect furnishings and floors.  Burning candles and other flaming materials are not permitted.  Smoking and alcoholic beverages are not permitted in any library meeting area.

  7. Groups using the rooms will sign a form ( Appendix IV) stating compliance with library policies for use and assuming responsibility for any damages to the rooms or contents. Fees may be charged for damages and extra cleaning. At the end of meetings, the rooms shall be restored to its previous condition and any non-library items removed. The library will not be responsible for non-library items left in meeting rooms. 

  8. Emergency Exits and the entrance doors must remain clear of obstructions at all times.  Groups are required to provide their own clean up after the event, including removing trash from the room.  (A trash receptacle is available on the East College Street parking lot of the Library.)

  9. Library staff may not be available to make adjustments to furnishings, train individuals on or manage non-library equipment, or to resolve all problems. A library staff member may be present at any time during a meeting.

  10. Reservations must be made in advance and for specific dates and times. Groups must leave at the conclusion of specified times before library closing, unless otherwise approved by the library director.  Meetings that run past the Library's closing hour are charged an additional $25 per hour.

  11. No posters, signs, displays, or decorations may be put up without prior approval. Promotional materials about programs scheduled by non-library groups should not include indications of library co-sponsorship.

  12. Programs sponsored or co-sponsored by the Library and long-term, pre-existing groups are exempt from these restrictions and changes.

  13. Room bookings are subject to cancellation with two weeks notice if the room is needed for library programming.

          

 

Use of Meeting Room Form

The library's meeting rooms are available during normal operating hours for public gatherings of a civic, cultural, or educational nature. Rooms are not available for meetings for political or religious purposes, for the benefit of private individuals or for commercial concerns, for the presentation of one side of controversial matters, or when in the judgment of the director any disorder may be likely to occur.

Library-sponsored or co-sponsored events and meetings take precedence for use of any meeting room.

No additional furniture or equipment other than that furnished by the library may be used without approval, excluding projectors and screens.

Only library-related functions are permitted full or catered meals. Other groups are allowed light refreshments. No alcoholic beverages or smoking are allowed in any library meeting room. Care must be given to the handling of foods or drinks to avoid problems with damages to furnishings.

At the end of the meeting, the room shall be restored to its previous condition and any non-library items removed.

Groups must vacate the meeting room before the library's closing time.

The library is authorized to deny permission to any group that is disorderly or objectionable in any way, or that violates library policies.

Checklist for Use:

 

____ Furniture returned to previous arrangement, unless otherwise agreed.

____ All materials provided for participants of group meeting removed.

____ All discard items are properly disposed. (Trash can included in room.)

____ Any problems reported to Staff Member in Charge.

 

Name of Organization/Group:

 ________________________________________________________

 

Group Representative:

 ______________________________________________________________

(Agrees to comply with and assumes responsibility for the group's use)

 

Date: _______________ 

Library Representative: ____________________________

 

Director's Welcome         Services        Top of Page