COMMUNITY MEETING ROOM POLICY
Adopted July, 2021
I. Introduction and Purpose of Policy.
The mission of the Suttons Bay Bingham District Library (“Library”) is to provide quality materials and services that support the educational, informational, cultural and recreational needs and interests of the community. In keeping with this mission, the Library provides facilities for Library programs as well as Library business meetings. When certain Library space is not scheduled for Library-sponsored or co-sponsored events, it may be used by the public within the parameters set by this Community Meeting Room Policy (“Policy”). The restrictions of this Policy do not apply to Library-sponsored or co-sponsored events.
II. Scheduling of and Reserving the Community Meeting Room.
A. General Use. Any person, group or organization may use the lower level Community Meeting Room (“Meeting Room”), pursuant to the requirements of this Policy (“Users”). The Meeting Room is available for reservation 8am-8pm Monday through Friday and 8am-2pm Saturday. To reserve the Meeting Room outside of regular Library hours, the User must have a library card in good standing. The Meeting Room may not be used for purely social or commercial events. The maximum occupancy of the Meeting Room is 23 people.
- Applications shall be accepted on a first-come-first-serve basis, with (a) Library business, (b) Library-sponsored or Library-co-sponsored events or (c) uses governed by contract with the Library having first priority. The next priority shall be given to applications that support the mission of the Library.
- The Library may ask Users to reschedule meetings in the event the Library Board needs to schedule a special Library Board meeting or other Library-sponsored or Library-co-sponsored events.
- Non-Library sponsored or co-sponsored meetings and events will not be scheduled more than 90 days in advance. The Library will not accept reservations until the Library programming calendar has been completed.
- The Library is responsible for scheduling use of the Meeting Room.
- Each Non-Library sponsored or co-sponsored meeting or event shall be scheduled not to exceed 4 hours per reservation.
- No User may use the Meeting Room more than 8 times per month.
C. Reservation Process.
- Meeting Room reservations may be made in person or over the phone.
- If you need to cancel the reservation, you must provide notice to the Library in person or by phone ahead of the reservation start time. Repeated no shows or cancellations may result in future reservation requests being denied.
- Any person 18 years or older may reserve the Meeting Room. The User must provide a full name and telephone number.
- To reserve the Meeting Room outside of regular Library hours, the User must have a library card in good standing. Reservations may be made in person or by phone. If a key is checked out to access the Meeting Room, it must be returned promptly at the end of the reservation period.
III. General Guidelines Affecting Library Meeting Room.
- Smoking and Fire. No smoking, candles, matches or any other use of fire shall be permitted in the Meeting Room.
- Use by Persons Under the Age of 18. Users of the Meeting Room must be under adequate supervision by adults 18 years of age or older. The reservation requires the listing of an adult who will be in charge of the group, as well as being financially responsible for any damages that may occur. This listed adult must be on site during the reserved meeting time. In addition, there must be 1 adult supervisor for every 6 minors.
- Tobacco, Marijuana, Alcohol and Controlled Substances Prohibited. The Library prohibits the use of tobacco, marijuana, alcohol and the illicit use of controlled substances in the Meeting Room.
- Food and Beverages. Users of the Meeting Room may serve light refreshments, but only if approved by the Library at the time of reservation. It is the responsibility of the User to observe all health codes when serving light refreshments. Users may not prepare food. Users may not use sterno or flames to heat food. Users should be aware that there is no kitchen or sink available for use in the Meeting Room. The bathroom sink may not be used for food related purposes, including washing dishes.
- Disruption Prohibited. Users making excessive noise that disrupts normal Library functions or other patrons’ use of the Library may be asked to leave. This includes conducting the meeting or any part of the event or meeting outside of the Meeting Room.
- Equipment Requests. Requests for use of audio or visual equipment, tables, chairs and any equipment owned by the Library must be made at the time the Meeting Room is reserved. The Library does not guarantee the availability of any equipment. The Library does not provide set-up, clean-up or technical assistance of borrowed equipment. The User shall pay for any damage to borrowed equipment.
- Cleaning and Damages. It is the User’s responsibility to leave the room in the condition (including furniture arrangements) in which they found it. The User must remove leftover food, containers, beverages and all other personal or group-owned items. Users must include time to set up within the scheduled time and must end meetings to allow for clean up before the end of the reservation. Failure to clean up may result in associated cleaning fees. Users shall pay for any damage to the Meeting Room or contents.
- Library Policies. Users shall observe all rules of conduct and policies applicable to Library patrons.
- Occupancy. Users shall permit no more persons than 23 persons to occupy the Meeting Room.
- No Raffles and Contribution Requests. Users shall not sell tickets, raffles or any objects or solicit contributions from persons located anywhere in the Library or on Library property.
- Private Literature. Users shall not distribute personal or group literature, brochures and other materials to Library patrons outside of the Meeting Room. Users shall not leave printed materials on Library property without prior approval of the Library Director or approved designee in accordance with Library Policy.
- Use of Walls and Other Surfaces. No decorations or other materials may be attached or affixed to the walls, windows, doors or other surfaces unless approved by the Library. If such approval is granted, any such material must be removed by the close of the scheduled time.
- Room Access. From the front entry of the library building, room access is by stairway to the lower level. A stairless, paved path is also available in the back of the library building.
- Fees. No fees are charged for use of the Meeting Room, except those resulting in a failure to clean up or any damages to the Meeting Room, contents or borrowed equipment. Monetary donations are gratefully accepted.
IV. Library Disclaimer.
- No Endorsement. Use of the Meeting Room does not constitute the Library’s endorsement of an individual’s or group’s policies or beliefs by any of the staff or Board members. Any publicity for any event held in the Meeting Room must state that “The Suttons Bay Bingham District Library does not sponsor or endorse this event.”
- Right to Cancel. If necessary, the Library reserves the right to cancel the use of the Meeting Room, including but not limited to inclement weather or other unexpected building closures. The Library shall use its best efforts to notify the Users if the Library intends to cancel the use of the Meeting Room. In the event of inclement weather or other area emergencies, please contact the Library before the meeting to confirm that the building is still open.
- Hold Harmless. The Suttons Bay Bingham District Library is released and held harmless from any and all claims for personal injury or property damage that may result from Community Meeting Room use.
V. Right of Appeal.
Any person or organization aggrieved by the Director or designee’s decision regarding the use of the Meeting Room may appeal that decision to the Suttons Bay Bingham District Library Board (“Library Board”). Such appeal shall be made within 10 business days of the decision. The appeal letter must indicate it is an appeal and be sent to the Library Director. The person or organization must include the reason for the appeal. The decision of the Library Board is final.