HELEN M. PLUM MEMORIAL LIBRARY

POLICY ON USE OF MEETING ROOMS

Adopted by the Library Board of Trustees, December 9, 2008

PHOTOS:
Auditorium
Boardroom

Click to View Application
for the use of the meeting rooms

The meeting rooms in the Helen M. Plum Memorial Library are available to community organizations, organizations, and businesses, (all called “organizations”) subject to the rules and regulations included in this document.

Use of the meeting rooms by an organization does not imply Library support of the objectives of the organization. The Library is not responsible for the content of the programs which take place in the meeting rooms.

The public liability insurance coverage of the Library does not cover the negligence of the organization using the room or any of its members or guests, nor does it protect the organization if suit is brought against it. The organization will indemnify and save harmless the Helen M. Plum Memorial Library from any loss or liability by virtue of its use of the meeting rooms to the full extent permitted by law.

Depending upon the type of event or activity, the Library, at the discretion of the Director, may require a certificate of insurance from the sponsoring organization, naming the Library as an additional insured. The Library reserves the right to monitor all meetings held in any meeting room.

This policy does not apply to use of meeting rooms by library-sponsored organizations, such as the Friends of the Library or the Teen Advisory Board.

I. USE OF MEETING ROOMS:

The use of the meeting rooms may be granted to Lombard area community organizations upon presentation by the applicant of a valid, current Plum Library card and a completed application. Preference for use of the meeting rooms will be given to Library, Library-related organizations, and Friends of the Library and its committees.

Library staff must be allowed entrance to the room during the entire time it is in use by the organization using the room.

II. EXCLUSIONS

A. Social functions, including, but not limited to, such things as showers, birthday parties, dances, mixers, etc.

B. Organizations consisting of children under age 18, unless accompanied by an adult sponsor.

Permission may be denied in the following cases:

1. If the organization has on any prior occasion made a misrepresentation to the Library regarding the nature or scope of an event or activity previously permitted by the Library.

2. If the organization has on any prior occasion damaged any property of the Library.

3. If the proposed room use will substantially or unnecessarily disrupt the normal, every day operations of the Library or its use by Library patrons.

4. If there are not available a sufficient number of the Library’s security personnel to safeguard and protect the Library’s property, participants in entrance, attendance and egress from the meeting room, and other library patrons, in light of the Library’s other needs for its security personnel at the time of the meeting.

 

III. TIME AVAILABLE FOR MEETING ROOMS

The meeting rooms are available only during the hours that the Library is open to the public, except for use by the DuPage County Election Commission on voting day.

Use of the meeting room terminates 15 minutes before the Library closing time, and organizations must vacate the room by that time.

Organization activities must be confined to the meeting rooms.

IV. RESERVATIONS

Organizations that wish to make application for a series of meetings need fill out only one application form in advance of the first meeting, listing the meeting dates, times, and equipment needed. Non-Library organizations may not reserve a room for more than six months in advance. A maximum of twelve meetings per calendar year per organization may be scheduled.

The Library Director is authorized to deny permission to use the meeting rooms to any organization that is prohibited as stated above, or deemed by the Director to constitute a violation of the Library rules or regulations.

In case of emergency, the Library reserves the right to assign an alternate meeting date or cancel the reservation. The Library is not responsible for losses incurred by the organization due to cancellation of the meeting by the Library. In the event of cancellation by the Library, any room rental fees paid will be refunded.

When an organization finds it necessary to cancel a reservation, the Library is to be notified immediately. Any room rental fees paid will not be refunded.

V. APPEAL

Anyone denied permission by the Director to use the meeting rooms may appeal such denial at the next regularly scheduled meeting of the Board of Trustees, provided, however, a notice of said appeal is delivered to the Director at least five (5) days before the next regularly scheduled Board of Trustees meeting. At said meeting the appellant may be granted up to five (5) minutes to present any argument or make a presentation in support of the reversal of the decision of the Director. The decision of the Board shall be final.

VI. FEES

Not-for-profit organizations not sponsored by the Library and partisan political organizations may use the rooms free of rental charge, but any fee or food deposit will be charged as shown below. The fee must accompany the application and will be returned if the application is denied.

Businesses will be charged $50 an hour for room rental, inaddition to fees shown below.

No admission fee may be charged nor request for donations be made by any organization using the meeting rooms with the exception of Library or Friends-sponsored programs for which fees may be charged to defray expenses.

Light refreshments such as finger foods, cookies and coffee are allowed only with advance permission. Use of Library-owned food making and serving equipment, such as a coffee maker, may be allowed with permission of the Library Director. A $50 refundable deposit is required when food will be allowed by the organizations. This fee is refunded if the room is left in a clean condition.

VII. EQUIPMENT AND FACILITY

Library staff will not be available to help with equipment during the course of the meeting.

Additional furniture, equipment or supplies other than that furnished by the Library may not be used without advance approval and when approved must be removed at the end of the meeting. No equipment or supplies belonging to other organizations can be stored in the Library.

Organizations using the room must do their own set up and take down of tables, chairs and equipment.

Each organization is responsible for lost, broken or damaged equipment and furnishings.

VIII. RESTRICTIONS

The following actions are prohibited by organizations using Library-provided spaces for meetings:

A. Serving any food or beverages without having previously provided monetary deposit(s) to the Library and without having obtained prior written approval from the Library to serve food and/or beverages.

B. Using the Library’s name or the Library’s address in any manner, except to denote the location and time of the organization’s meeting within the Library.

C. Expecting Library staff to handle correspondence or communications of any kind on behalf of the organization using the Library’s facilities.

D. Expecting Library staff to provide porter service for any items or equipment required to conduct meetings by any organizations using the Library.

E. Expecting Library staff to answer any questions about the organization’s meeting, beyond the meeting’s date, time and location.

F. Attaching anything that may cause damage to surfaces of the Library.

G. Inclusion of any item within the public relations material of any organization using the Library’s facilities that implies the Library’s endorsement of any organization’s beliefs, goals or endeavors.

H. Expecting Library staff to provide assistance during the organization’s meeting for any reason whatsoever.

I. The importing or the use of any hazardous or dangerous material during the course of any meeting within the Library or its grounds.

IX. LOSS OR DAMAGE

The Library is not responsible for injury or accident to any person or for loss or damage to the organization’s property. However, each organization will pay promptly for any and all damage or injury or loss of library property which may occur as a result of the use of the premises.

Failure to comply with any of the above stated rules is grounds for immediate termination of the permission to use the meeting rooms, and may result in the denial of any future meeting room application submitted by the same organization.

 

Click to View Application
for the use of the meeting rooms