Meeting and Study Room Policy
I. Introduction and Purpose of Policy
The mission of the Nottawa Township Library (“Library”) is to provide quality Library services that support the cultural, educational, and informational 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 Meeting Room Policy (“Policy”). The restrictions of this Policy relating to Applications and Scheduling do not apply to Library-sponsored or co-sponsored events.
II. Application and Scheduling of Meeting Room
A. General Use. Any person, group or organization may use the Meeting Rooms, pursuant to the requirements of this Policy (“Users”). The Meeting Rooms are available during regular Library hours and available after-hours pursuant to the after-hours policy provisions below. The Meeting Rooms may not be used for purely social events.
B. Specific Meeting Rooms. The following are a list of specific meeting rooms or meeting areas (“Meeting Rooms”). The regulations contained in this Policy apply to all Meeting Rooms, unless otherwise specified:
1. Meeting Room: The capacity of the Meeting Room is thirty (30) people.
2. Tutor Room. The capacity of the Tutor Room is six (6) people.
3. Outdoor Pavilion: The capacity of the outdoor Pavilion is forty (40) people.
C. Scheduling.
1. Applications shall be accepted on a first-come, first-served 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 cultural, educational and informational needs and interests of the community.
2. 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.
3. Non-Library sponsored or co-sponsored meetings and events will not be scheduled in the Meeting Room more than two months in advance. The Library will not accept reservations until the Library programming has been completed. The Library will accept same day reservations upon approval of Library staff.
4. The Library is responsible for scheduling use of the Meeting Rooms. The program and meeting schedule will be posted and updated regularly.
5. Each Non-Library sponsored, or co-sponsored event shall be scheduled for a time any day not to exceed 7.5 hours.
D. Application Process.
1. Any person 18 years or older may fill out an application for the Meeting Rooms. Applications should be sent to ntlibrarycirculation@gmail.com or by calling 269-467-6289 and leaving a voicemail.
2. The Library will contact you with confirmation that your Reservation is accepted. Do not assume that your Reservation is complete upon submission of the application.
3. The fee, if any, will be due upon confirmation of the Meeting Room Reservation.
4. If you need to cancel the Reservation, you must provide the Library 8 hours notice.
5. At the time of application, the Applicant must sign a Waiver of Liability prepared by the Library.
III. General Guidelines Affecting all Library Meeting Rooms
A. Smoking and Fire. No smoking, candles, matches or any other use of fire shall be permitted in the Meeting Rooms.
B. Use by Persons Under the Age of 18. Users of the Main Meeting Room and the Pavilion must be under adequate supervision by adults 18 years of age or older. The reservation form requires the listing of an adult who will oversee 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. For the Tutor Room, any person of any age may use the room.
C. 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 Rooms.
D. Food and Beverages. Users of the Meeting Rooms may serve light refreshments, but only if approved by the Library at the time the User requests and receives permission to use the Meeting Rooms. It is the responsibility of the User to observe all health codes when serving light refreshments. Users may not use Sterno or flames to heat food. Users of the Meeting Room may use the kitchen with approval.
E. 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 meeting outside of the Meeting Rooms.
F. Equipment Requests. Tables and chairs are available for use in the Main Meeting Room and the Tutor Room. Requests for use of audio or visual equipment, additional tables and chairs, and any equipment owned by the Library must be made at the time the venue is scheduled. The Library does not guarantee the availability of any equipment.
G. Clean Up. 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. Failure to clean up may result in forfeiting the privilege of using the room in the future and an hourly cleaning rate of $25.00 per hour with a $25.00 minimum fee. Users must include time to clean up and set up within the scheduled time and must end meetings at least 30 minutes before the Library closing time.
H. Library Policies. Users shall observe all rules of conduct and policies applicable to Library patrons.
I. Occupancy. Users shall permit no more persons than is stated by occupancy requirements identified in Section II. B above.
J. 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.
K. Private Literature. Users shall not distribute personal or group literature, brochures, and other materials to Library patrons outside of the Meeting Rooms. Users shall not leave printed materials on Library property without prior approval of the Library Director or in accordance with Library Policy.
L. 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 at the close of the scheduled time.
M. Room Access. Users may not enter the Library before opening hours and should allow adequate time to set up.
N. After Hours Use. Users may use the Main Meeting Room After Hours upon application and approval by the Library Director or Assistant Director with the additional regulations as follows:
1. The User shall pay $15.00 per hour and there is a two (2) hour minimum. A $15.00 deposit will be due upon approval of the application.
2. Library staff shall remain in the building when the Meeting Room is used After Hours.
3. In addition to the general clean up responsibilities, Users must take all trash to the dumpster. The $15.00 deposit will not be returned if the room is not left in a condition acceptable to the Library Director.
IV. Fees
A. Users During Business Hours. Users may use the Meeting Rooms during business hours for no charge.
B. Users During Non-Business Hours. Any User may use the Main Meeting Room for a fee of $15.00 per hour for up to three (3) hours.
C. Clean Up and Damage Fee. In addition to forfeiting the $15.00 after hours deposit if applicable, a fee of $25.00 per hour for cleanup will be charged if the Meeting Room is not cleaned up as required by this Policy. Users shall pay for any actual damage to the Meeting Rooms.
V. Library Disclaimer
A. No Endorsement. Use of the Meeting Rooms 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 Rooms must state that “The Nottawa Township Library does not sponsor or endorse this event.”
B. Right to Cancel. If necessary, the Library reserves the right to cancel the use of the Meeting Room or move the meeting to a different 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.
C. Hold Harmless. The Nottawa Township Library is released and held harmless from any and all claims for personal injury or property damage.
VI. Violation and Appeal Section
Violations and appeals of this Policy shall be processed according to the Library Violations and Appeal Policy.
Approved Nottawa Township Library Board: 07/28/2022