J. Robert Jamerson Memorial Library

General Library

4.5 Meeting Room

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1. General Policy

The J. Robert Jamerson Memorial Library Meeting Room is primarily for the use of Library functions and Library programs have first priority. This priority is to supercede any other commitments. If not in use for Library functions, the room may be used by public, non-profit organizations with the following qualifications:

  1. The Library’s Meeting Room is available to local organizations engaged in educational cultural, intellectual, or charitable activities.

  2. All groups must register by completing a Meeting Room Application form before their initial meeting. Once this form is completed and approved by the Library Director, users may schedule additional meeting times. Groups must re-register annually. The person or organization responsible for the meeting is responsible for any damages incurred.

  3. The Meeting Room may not be used for commercial purposes; admission may not be charged nor private enterprise be directly promoted.

  4. No fees, dues, or donations may be charged or solicited by the user for any program. All programs must be free and open to the public. The Library Board may make exceptions for seminars, lectures, and programs held in cooperation with the Library, or for adult education courses, sponsored by an established educational or non-profit institution.

  5. The Library’s Meeting Room is defined as public forum space, and there will be no exclusion from their use based on the points of view, beliefs, or affiliations of the sponsors or participants. No group using the Meeting Room may discriminate on the basis of race creed, color, age, sexual orientation, disability, gender, religion, national origin, or citizenship status in the provision of services.

  6. Activities in the Meeting Room may not disrupt the ability of the Library to conduct its business in a normal and orderly manner. All activities must be legal.

  7. The Meeting Room will be assigned as requested, if space is available. The Library reserves the right to move meeting locations as necessary and the right to revoke Meeting Room privileges at any time.

  8. Meetings may be scheduled outside normal operating hours upon approval of the Library Director. If the Library is closed at the time of the meeting, the group using the Meeting Room is responsible for locking the building and returning the key in the Book Return.

  9. Fire regulations prohibit more than 48 persons in the Meeting Room.

  10. Tobacco, alcoholic beverages, and illicit substances are prohibited in all areas of the Library.

  11. Light refreshments are permitted only upon prior approval by the Library Director. Groups receiving permission to bring refreshments into the Library must supply their own coffee, cups, utensils, etc.

  12. Groups using the Meeting Room will be responsible for setting up the rooms according to their own needs. The Library staff will bear no responsibility. The group using the room must restore the furniture and the room to the order in which it was found.

  13. No parents, guardians, etc., atttending a meeting or a program in the Meeting Room may leave any child under the age of ten unattended in the library. Any child over the age of eight who does not comply with Library rules while the parent or guardian is in the meeting will have to join the adult.

  14. While not in use, the Meeting Room is available for tutoring on a walk-in sign-up basis. No reservations will be made. Tutors should check-in at the Circulation Desk and request access to the room.

  15. The Library reserves the right to cancel any meeting during inclement weather or for any reason that would make the Meeting Room unavailable.

  16. A group that fails to comply with these regulations and the Library’s Code of Conduct will be asked to leave and may be denied further use of the Meeting Room.

2. Guidelines and Procedures

  1. Registration Guidelines
    1. Registration must be filed/renewed every calendar year.
    2. Registration starts on January 1 at the start of each year.
  2. Reservation Guidelines
    1. Patrons may reserve the meeting room up to one calendar year (365 days) in advance.
    2. The Library’s regularly scheduled events may be reserved by the Library Director, as a courtesy to patrons, atleast one calendar year in advance.

Adopted by the J. Robert Jamerson Memorial Library Board of Trustees on December 14, 2000; Revised December 18, 2001, APril 18, 2006, November 05, 2012.

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