#2 A101 Meeting Rooms - final proposed draft[1
Hedberg Public Library
A101 Meeting Rooms
Board Policy
Draft revision – December 2010
The Hedberg Public Library has two rooms - the Public Meeting Room and the
Group Study Room - available as public meeting space under certain
conditions. Use of library meeting rooms does not imply that the library endorses
or supports the beliefs, ideas or viewpoints expressed by organizations or
individuals using the space.
The library meeting spaces may not be used for:
Private social functions such as showers or birthday parties,
Activities involving the sale, advertising or promotion of products or
services.
A return engagement by a group that has abused the facility in its earlier
use or has violated any of the regulations set forth in this policy statement.
Any purpose which, in the opinion of the library director and/or the library
board, may
interfere with normal use of the Library.
Public Meeting Room
Hedberg Public Library’s Public Meeting Room is located next to the Ground
Floor coffee shop on the Library’s lower level. When the Public Meeting Room is
not being used by the Library or by Library-affiliated groups, the room may be
used by members of the public for meetings of educational, informational, or
cultural nature. The purpose of allowing public use of this room is to contribute
to community diversity and vitality by providing meeting space for a variety of
local organizations.
Groups using the Public Meeting Room must meet the following conditions:
The Public Meeting Room accommodates groups of 5 to 25 people. It
seats about 15 at tables and 25 in classroom style. Group size cannot
exceed 25 persons.
No services are available from library staff other than those normally
offered to library patrons.
The group must schedule use of the room through library staff. These
bookings must be made by an authorized representative of the group
who will take responsibility for the condition of the room after the meeting.
This representative must be at least 18 years of age and have a library
card in good standing from one of the seven Arrowhead libraries.
Bookings will be accepted no earlier than two months before the desired
meeting date. For example, for a meeting to be held on April 10, the
earliest date an application may be submitted is February 10.
Meetings must be scheduled for hours that the library is open, and must
adjourn at least 15 minutes before the library closes. No access is possible
beyond scheduled library hours.
Use of the room by any one organization is limited to one meeting per
week. The maximum time per meeting is four hours, including set-up and
take-down.
In addition to tables and chairs, a portable, lightweight podium is
available. No other equipment is available. Wireless Internet access is
available for users with their own wireless-ready laptop computer.
The library assumes no responsibility for setting up the room. Users may set
the room up as needed, as long as the room is returned to its original
condition by the end of the meeting.
Food and non-alcoholic beverages may be brought into the room. There
are no kitchen facilities available. Meeting room users are encouraged to
purchase refreshments from The Ground Floor.
If a group is in the Public Meeting Room and the meeting or event does
not meet the criteria of this policy, the group will be asked to leave the
building.
The Library reserves the right to cancel a reservation the Public Meeting
Room is required for use by the Library or Library-related organizations. If
the Library cancels a reservation, the Library will give the contact person
as much notice of the cancellation as possible.
In light of the special relationship that the library shares with other city
departments and library
organizations, HPL reserves the right to make special accommodations for their
needs.
Group Study Room
Hedberg Public Library’s Group Study Room is a small room on the main floor of
the library. The purpose of the Group study Room is to have a space where
groups of 2-4 can meet for study and discussion without disturbing others in the
library.
The library may partner with other organizations (government agencies, political
candidates, non-profits, etc) and book the Group Study Room for outreach
purposes, if the Library’s Director determines the outreach function fits within the
library’s mission. All outreach events must have prior approval of the Director,
and must be open to all. No sales, donations or solicitation can be involved.
This room may be booked for groups of 2-4 people by staff at the Service Desk.
Restrictions on the duration and frequency of groups’ use of the room will be set
by the library director. If the room is not booked, it is open for public use on a
first-come, first-served basis; however, a group of 2-4 people will take
precedence over a person who is using the room alone. If the group study room
is in use, staff will direct groups of 2-4 persons to the quiet talking area.
The Group Study Room has a maximum capacity of four people
.
The Hedberg Public Library does not have any other public meeting rooms.
Other rooms at the library have designated purposes, and are not available for
meetings.
The Woodruff Training Lab is only for library-generated computer-based training
and presentations. When the Lab is not being used library classes, computers
are available to individuals who log on using their own library card.
The Program Room is only for library activities such as children's programs,
presentations to classes and other groups, adult and young adult programs, and
training sessions for the staff. On election days the Program Room is a polling
location for the City of Janesville.
The Janesville Room is a quiet research room.