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Tracy Memorial Library
|
Meeting Room Policies
Any group wishing to use the
Meeting
Room must read these Meeting Room Guidelines and then complete a
Meeting Room Application and Hold Harmless Agreement. Any group that
fails to comply with any of the above guidelines may be denied further
use of the Meeting Room and a user fee may be assessed. The Board of
Trustees reserves the right to modify these rules at any time in
response to changing conditions
1. The Meeting Room is available Tuesday through Saturday beginning at 9 AM. The Meeting Room is not available when the library is closed (Sundays, Mondays and holidays).
2. The Meeting Room may be used beyond the Library’s closing time, Tuesday through Friday. Evening events should end by 10 PM, and public use is restricted to the Meeting Room, entry lobby, and handicapped-accessible restroom. Your organization is responsible for picking up a key during the Library’s open hours, for locking the door at the end of the meeting, and for returning the key via the book drop.
3. Reservations will be accepted up to four months in advance. To ensure equitable access, the Library reserves the right to limit the frequency of any group’s use.
4. Users must disclose the nature of their meeting when making the reservation. Charging of fees, selling of any sort, or soliciting funds are not permitted. No private parties are allowed.
5. Although we will make every effort to honor your reservation, the Library reserves the right, with as much notice as feasible, to cancel a reservation if the Room is needed for a Library program.
6. If the Library closes due to storms or other extraordinary circumstances, the applicant will be notified, but it is his or her responsibility to notify attendees. The Library is not responsible for any cost incurred by any group as a result of such closing.
7. The Library must be notified as soon as feasible if a meeting is canceled so that other groups may use the space.
8. Groups are responsible for setting up the Meeting Room beforehand, and for cleaning up and restoring to order afterward. This includes replacing moved furniture, closing windows, turning off lights, and resetting the thermostat according to posted directions. Please include this set-up and take-down time when making your reservation.
9. Groups wishing to use Library audio-visual equipment in the Meeting Room must receive training in its proper usage and complete an Assumption of Responsibility Form. If there is any damage, the user will be billed.
10. A kitchenette is available. Beverages and light refreshments may be served, but no cooking is permitted. Users must provide their own food, beverages, cups and other supplies. Please clean after use and remove any unused food, trash, supplies, and catering equipment.
11. Parking for persons using the Meeting Room is available in the municipal lot, located across Pleasant Street. The Library’s short-term parking is reserved for patrons visiting for ten minutes or less.
12. Permission for a group to use the Meeting Room does not constitute the Library’s endorsement of the group’s philosophy or objectives. Any advertising must include the following disclaimer: “This event is not sponsored by Tracy Memorial Library.”
13. Youth (under 18) groups must have an adult (over 21) sponsor and one adult in attendance for every twenty young people. Parents/guardians at a meeting must attend to any child under the age of six, and every 30 minutes they must check on any child between six and eight.
14. The Library recognizes the rights of free speech and free assembly. We subscribe to Article IV of the Library Bill of Rights: facilities should be made available to the community on an equitable basis, regardless of the beliefs or affiliations of users. The Meeting Room meets ADA guidelines for accessibility.
15. The entire Library is a non-smoking facility. Alcoholic beverages may be served only with the prior approval of the Board of Trustees and Board of Selectmen.
16. The Library, Library staff, and Library officers are not responsible for any articles left at the Library.
17. Although use of the Meeting Room is free, donations to the Library are always appreciated.
1. The Meeting Room is available Tuesday through Saturday beginning at 9 AM. The Meeting Room is not available when the library is closed (Sundays, Mondays and holidays).
2. The Meeting Room may be used beyond the Library’s closing time, Tuesday through Friday. Evening events should end by 10 PM, and public use is restricted to the Meeting Room, entry lobby, and handicapped-accessible restroom. Your organization is responsible for picking up a key during the Library’s open hours, for locking the door at the end of the meeting, and for returning the key via the book drop.
3. Reservations will be accepted up to four months in advance. To ensure equitable access, the Library reserves the right to limit the frequency of any group’s use.
4. Users must disclose the nature of their meeting when making the reservation. Charging of fees, selling of any sort, or soliciting funds are not permitted. No private parties are allowed.
5. Although we will make every effort to honor your reservation, the Library reserves the right, with as much notice as feasible, to cancel a reservation if the Room is needed for a Library program.
6. If the Library closes due to storms or other extraordinary circumstances, the applicant will be notified, but it is his or her responsibility to notify attendees. The Library is not responsible for any cost incurred by any group as a result of such closing.
7. The Library must be notified as soon as feasible if a meeting is canceled so that other groups may use the space.
8. Groups are responsible for setting up the Meeting Room beforehand, and for cleaning up and restoring to order afterward. This includes replacing moved furniture, closing windows, turning off lights, and resetting the thermostat according to posted directions. Please include this set-up and take-down time when making your reservation.
9. Groups wishing to use Library audio-visual equipment in the Meeting Room must receive training in its proper usage and complete an Assumption of Responsibility Form. If there is any damage, the user will be billed.
10. A kitchenette is available. Beverages and light refreshments may be served, but no cooking is permitted. Users must provide their own food, beverages, cups and other supplies. Please clean after use and remove any unused food, trash, supplies, and catering equipment.
11. Parking for persons using the Meeting Room is available in the municipal lot, located across Pleasant Street. The Library’s short-term parking is reserved for patrons visiting for ten minutes or less.
12. Permission for a group to use the Meeting Room does not constitute the Library’s endorsement of the group’s philosophy or objectives. Any advertising must include the following disclaimer: “This event is not sponsored by Tracy Memorial Library.”
13. Youth (under 18) groups must have an adult (over 21) sponsor and one adult in attendance for every twenty young people. Parents/guardians at a meeting must attend to any child under the age of six, and every 30 minutes they must check on any child between six and eight.
14. The Library recognizes the rights of free speech and free assembly. We subscribe to Article IV of the Library Bill of Rights: facilities should be made available to the community on an equitable basis, regardless of the beliefs or affiliations of users. The Meeting Room meets ADA guidelines for accessibility.
15. The entire Library is a non-smoking facility. Alcoholic beverages may be served only with the prior approval of the Board of Trustees and Board of Selectmen.
16. The Library, Library staff, and Library officers are not responsible for any articles left at the Library.
17. Although use of the Meeting Room is free, donations to the Library are always appreciated.
Updated April 2007