Meeting Room Policies, Mercer County Public Library
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Kentucky public libraries strive to provide library services to all citizens in the county. The provision of meeting rooms is part of that service.

The Mercer County Public Library welcomes the use of its meeting room facilities for the citizens of the county. Policies governing the use of the meeting rooms are in accordance with Article 6 of the American Library Association's Bill of Rights, which reads as follows: 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 individual or groups re-questing their use.

Groups may not use the main library facilities for meetings except in emergencies. The Library Director will make any decision for use of main facility.

Rooms available for use:

•         LARGE MEETING ROOM - Capacity is 38 people when used as an Assembly Room with a tables and chairs set-up; 80 with only chairs. 45 chairs available. Also available are kitchen facilities, outside doorway, TV & VCR use. Room size is 19 x 30 feet.

•         CONFERENCE ROOM - Capacity is 4 to 6 people. Room has round table with four chairs; attached to Large Meeting room for additional space, if booked. No outside entrance.

 

THE FOLLOWING POLICIES MUST BE OBSERVED

1.  Priority for the use of the meeting rooms will be accorded in the following order

A.  Library sponsored programs

B.  Library related meetings or programs

C.  Other meetings of community groups

2.   All meetings must be open to the public and the media.

3.   Meeting rooms will NOT be reserved for private, individual parties, showers, receptions, etc.

4.   Admission may not be charged for any meeting in the library. Registration fees sufficient to defray the direct cost of the activities of a group are allowed with prior approval of the director.

5.     *Groups wishing to use a meeting room may reserve a room one time per month. Meeting rooms may be reserved for regular monthly use by quarters, on a "first come, first served" basis. Reservations can be made the week prior to the beginning of each quarter. This reservation schedule is as follows:
3rd Quarter 2000: June 25-30,2000; 4th Quarter 2000: September 24-30,2000; 1st Quarter 2001: Dec. 26-29,2000; 22nd Quarter 2001: March 25-31,2001. "One time" meetings may be reserved any time.

Granting meeting space more than one time per month will be the exception and will be granted at the Director's discretion.

6.   No meeting may be scheduled for more than one year in advance.

7.   Groups register for meeting room use by filling out the "Registration Form" available
 at the circulation desk. Forms will be kept on file and future reservations can be made
 by phone.

8.   *Meetings should begin before the library closes (7:30 P.M. Mon.-Thurs., 5:00 P.M. Fri. - Sun.) but may continue until 10:00 P.M., with the building being completely cleared by 10:15 P.M. Meetings on Friday, Saturday and Sunday will be held only during library hours, which are 9:OO A.M. - 5:00 P.M. Fri. & Sat, 1:00 - 5:OOP.M., Sunday. An
 authorized member of the group must be responsible for locking the two inside Meeting Room/Kitchen doors, and most importantly for making sure the two outside exits are locked and closed properly. The authorized person should also turn off all lights before leaving, seeing that the room is clean and in the same order as when the
 room was made available. The person booking the room is considered the authorized person, unless the Library is notified otherwise. NO KEYS ARE ISSUED TO THE LIBRARY. Any problems with closing the building after hours should be reported before leaving the building to the EMERGENCY PHONE NUMBER listed above the telephone in the kitchen area.

9.   Any group of persons consisting mainly of persons under eighteen years of age must have an adult in supervision at all times during the meeting. The adult sponsor must be in the room before the children arrive and must stay until all children have departed. One adult per every ten children is expected.

10.  Smoking is not permitted anywhere in the library.

10.  Alcoholic beverages are not permitted anywhere on the library premises.

11.  Organizations may use meeting rooms without a charge. However, the organization may not use the room to sell or advertise its products. Nothing may be sold in the meeting room, even within the group using the room. Sales Orders may not be solicited while using the meeting room.

12.  The meeting rooms are available to all organizations; however, no meetings may be held that might jeopardize the library's position as a non-political, non-sectarian organization. The fact that the group is permitted to meet at the library in no way constitutes an endorsement of the group's objectives or beliefs by the library employees or the Board of Trustees.

13. Neither the name nor the address of the Mercer County Public Library may be used as the official address or headquarters of an organization.

14.  We cannot provide storage facilities for any organization.

15.  The large screen TV, the VCR, film projector, and all kitchen equipment may be used by organizations under staff direction. Requests for other equipment must be handled in the usual way at the circulation desk.

16.  The users must do the arranging of furniture in a room. Any furniture moved must be returned to its original position.

17.  It is the responsibility of the group to make certain that the meeting room and/or kitchen is cleaned or straightened before leaving the building. All dishes must be washed; all garbage tied in plastic bags and left in kitchen trash can. All leftover food must be removed from the refrigerator. Tile floors must be swept and carpet must be swept with Bissell sweeper. Brooms, sweeper and dust pans are stored between the wall and the refrigerator.

18.  Groups using the kitchen may either request permission to use the library's dishes and cooking utensils or bring their own.

19. Nothing should ever be done in the meeting rooms, which would disturb other people in the library. Nor should anything ever be done in a room which could cause injury to anyone in the room or to Library facilities.

20. In consideration for the use of a meeting room, each organization agrees to the following:

A.  It will pay for all damage to library property resulting directly or indirectly from the conduct of any member, officer, employee, or agent of the organization or any of its invitees.
 

B.   It will hold harmless the Mercer County Public Library, its Board of Trustees, and its staff from and against any and all liability which may be imposed upon them, or any of them individually, for any injury to persons to persons or property caused by that organization or any person in connection with its meeting.
 

C.  It is understood that the Mercer County Public Library, its Board of Trustees, and its staff assume no responsibility whatever for any property placed in the library in connection with a meeting; and that the above named are hereby released
and discharged from any and all liability for any loss, injury, or damage to persons or property which may be sustained by reason of a meeting.

21.   If any group violates any of the above rules, the Library Director has the right and responsibility to immediately terminate the meeting and not allow the group to return.

22.   A copy of this policy shall be given to ail organizations requesting information on or registering to use a meeting room.

Rev. 6/2000   *Denotes additions or changes