Purpose

The primary and priority use of the Jacksonville Public Library Meeting Room is for conducting official business of the Library and the City of Jacksonville. All meetings held must be open to the public and must not be for the sole purpose of selling products or services.

> The fact that a group is permitted to meet does not constitute an endorsement of the group’s policies or beliefs by Jacksonville Public Library or the City. <

Priority Usage

1. Library meetings and  activities
2. Activities co-sponsored by the library or activities conducted by groups whose primary purpose is to support the library.
3. Jacksonville City activities and meetings
4. Children/youth groups/organizations involved in literacy or educational programs
5. Activities sponsored by community based charitable and other non-profit organizations (501c3 documentation may be required)*
6. All other activities**

*The library may request an organization’s membership and/or its bylaws, to further verify the group’s non-profit status.

Non-profit organizations in categories 4 and 5 above will be allowed one “free” library meeting room reservation per month. For subsequent meetings in the month, non-profit organizations may be required to pay on the “for-profit” schedule.

** FEES for “For-Profit” organizations:

• Facility fee for one section of the meeting area = $15.00/hr.
• Facility fee for two sections of the meeting area = $30.00/hr.
• Facility fee for entire meeting room = $45.00/hr.
• Cleaning deposit = $25 refundable
• All Organizations must pay a $25.00 refundable cleaning deposit. The cleaning deposit will be refunded only if the room is left in satisfactory condition.
• All fees are to be paid at the time of reservation in two separate checks: cleaning deposit and facility fee.
• There will be a $30.00 fee on all returned checks.

***Use of the room(s) between scheduled group activities/events will be at the discretion of the library director.

Restrictions

• Meetings must be free and open to the general public at all times.
• Meeting room space is intended for specific events rather that for regularly scheduled, on-going meetings.
• The meeting room shall not be used for political campaign activities or rallies, partisan events, religious services, or fundraisers (except those benefiting the library or other city entity).
• The outside group/organization using a library meeting room shall not charge an admission or registration fee or solicit donations; sell, advertise, solicit, or promote any products, services, memberships ,or classes for private profit or gain; or engage in fundraising activities.

As a non-commercial, governmental service, the Library reserves

the right to determine if the sole or primary purpose of a meeting

is for the commercial promotion or sale of any product or service

and to prohibit meetings determined to be primarily for this reason.

• The meeting room shall not be used for personal, company, or family private social events such as parties, showers, anniversaries, or receptions.
• The meeting room may not be used for any purpose which may interfere with the regular operation of the library.
• A group may not transfer the use of a room reservation to another group or individual.
• Attendance may not exceed the room capacity posted by the Fire Marshall (60 persons per meeting room section).
• All exits must be completely unobstructed at all times.
• All advertisements, announcements, press releases, fliers, etc. relating to meetings must state that the event is not sponsored by Jacksonville Public Library.
• Neither the name nor address of the library may be used as the address or headquarters of any organization using library meeting space.
• Any signs or posters placed anywhere in the building or on the property must be approved by the Library director.
• Publicity is not to include the library’s phone number, and the address is to be given for directions to the event only.
• Groups are not allowed to store their property in the library buildings.
• A group meeting may not run later than the authorized time of room use.
• A group may not use materials, equipment or supplies (other than paper and writing utensils) that have not been authorized within the application process.
• Activities of a vigorous or dangerous physical nature such as aerobic exercise or gymnastics classes are not permitted.
• Activities involving the presence or use of any firearms, live ammunition, or hazardous substance are not permitted.
• The reader board (street sign) is available only to city departments.

EXCEPTIONS:

• Library-sponsored programs such as author talks, book sales, or program performers, where the sale of books or CDs may be allowed as a convenience to program attendees, are allowed.
• Groups as Library co-sponsors who fundraise in support of library programs and activities are allowed.

WHO MAY RESERVE

• The individual reserving and using a meeting room is required to be at least 21 years old.
• If the individual has a library card, he/she must be in good standing with the library.
• The individual reserving must assume financial responsibility for any damages to the room or its contents.
• The reserving party must be in attendance throughout the event.
• Persons under the age of 21 may use the meeting room with an adult sponsor present. Groups under age 12 require once sponsor per 10 individuals. The sponsor(s) will be responsible for the group’s behavior and treatment of the property.
• The library will not accept an application from a group for a meeting of fewer than 6 persons.

The library reserves the right to refuse a reservation to any group or individual who fails to meet these guidelines, who has in the past been deemed unreliable, or whose event is deemed unsuitable for a library setting.

HOW TO RESERVE

All meeting room reservations should be made through the library.

All persons requesting reservations must furnish the following:

1. Meeting Room Application Form, complete with signature of adult assuming financial responsibility for any damages to the room and/or its contents
2. All required fees (Separate checks for room and cleaning deposit should be made payable to Jacksonville Public Library.)
3. Any special set up or presentation aids (boards, easels, etc.) needed must be included on the reservation form.

Reservations are not confirmed until fees have been paid and the application has been signed by the library director and returned to the organization representative.

Meeting announcements will be posted in the library 72 hours in advance of the activities. These will include the name of the event representative(s) along with contact number(s).

The library may require proof that any public presentation is not in conflict with copyright laws.

WHEN TO RESERVE

• An application must be filed at least one week prior to the event.
• Reservations may be made nor more than 3 months in advance. No blanket reservations for events scheduled for continuing periods of time are accepted.
• An organization may have a maximum of two reservations in place at any given time.
• Meetings must be held during regular library hours, Tuesday through Saturday.

CANCELLATIONS

• Meetings must be canceled in writing no later than 3 working days prior to the event date. This is so other groups may reserve the room and support staff may be reassigned.
• Failure to cancel as specified will result in forfeiture of the room payment. The cleaning deposit will be returned.
• Repeated cancellations will result in loss of meeting room privileges
• Reimbursement of fees in handled by the City’s Finance Department. You should receive the refund check in approximately 1-2 weeks after the request is made.

WHAT THE LIBRARY CAN & CANNOT DO

• The library’s reader board is not available to groups meeting. (Exception: City departments & city-sponsored organizations/events)
• The library cannot provide supplies for any group using the meeting room.
• The library kitchen will not be available.
• Children must be supervised at all times. The library is not responsible for children left unattended at the library while their parent or guardian is in a meeting at the library.
• Additional furniture or electronic items to the brought in must be approved at the time of reservation.
• If a group rents additional items, that group must make arrangements or receiving and returning the equipment.
• The library cannot provide storage space for any group’s supplies.
• Library-owned audiovisual equipment or material needed must be reserved at the same time the meeting room is reserved. If instructions are required for equipment operation, it is suggested that a representative of the group make prior arrangements with the library staff.
• Unless prior arrangements are made, and the program is co-sponsored by the library, use of the meeting room does not include use of the library’s network connections.
• The library staff is not authorized to stay late and accommodate prolonged meetings.
• The set up and break down of the room will be coordinated by library staff.

THE DAY OF….

• Confirmed applications must be presented to designated library staff in order to access the event space.
• The responsible party will sign in at the Annex Desk before using the facility and will sign out at the Annex Desk before leaving the building.
• All groups are required to coordinate set up and take down of tables and chairs with library staff.
• During the event’s opening remarks, the person who made the reservation must read the emergency evacuation procedure announcement provided.
• All trash is to be put in the trashcans provided.
• The meeting rooms must be restored to their original clean condition or the cleaning deposit will not be refunded. Spills are to be cleaned promptly and properly and staff notified.
• All equipment, materials, utensils, etc. belonging to the organization must be removed.
• Meetings must end on time for the room to be cleaned or prepared for other meetings.
• All meeting participants must be out to the room on time. Late afternoon/evening meetings running over & prohibiting library closure will result in charges for the next hour.
• The meeting room must be vacated at least 15 minutes before building closing time.

PROHIBITED!

• Any activity deemed in violation of federal, state, city, or county laws, codes, or ordinances
• The use of drugs, alcohol, tobacco, and firearms
• Unauthorized activity
• Using open flames
• Signs, decorations, nails, hooks, adhesive fasteners, tacks or screws attached to walls, windows, doors, floors, or furnishings
• Defacing or damaging the meeting room
• Stealing library property
• Meeting room furniture and equipment moved from the room
• Meetings conducted in noisy, disruptive, disorderly, or inflammatory manner
• Sleepovers and lock-ins
• Foods and drinks beyond the meeting room and adjoining lobby
• Dark-colored punch
• Animals (unless service animals or animals scheduled for library programs)

Any cleaning required, or damage incurred, during the use of the facility will result in the responsible party (the person who reserved the room) being billed for the cost of cleanup, repair, or replacement as determined by the Library.

FAILURE TO COMPLY WITH LIBRARY ROOM RULES and agreements will result in:

• the revocation of an organizations’ meeting room privileges and/or
• the staff’s immediate termination of the current meeting and removal of the group from the library

The Jacksonville Public Library reserves the right to cancel prescheduled meetings at any time, if use of the room becomes necessary to conduct City or Library business.

WAIVER OF LIABILITY

• All groups/organizations shall indemnify, defend and hold harmless the Library, City and County, its officers, agents, and employees from and against all claims, suit action of any kind arising and resulting or accruing from any negligent act, omission or error of the group/organization resulting in or relating to, injury to body, life, limb, or property sustained in, about or upon the library facilities thereto, or arising from the use to the premises.
• The library is not responsible for:
• lost or stolen items
• items left in the meeting room
• damages to vehicles in the parking lot

The Jacksonville Public Library reserves the right to alter this policy without prior notice.

Approved: City Council April 25, 2011

Adopted by the Library Board of Trustees on April 20, 2011