Flossmoor Public Library

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MEETING ROOM POLICY

The meeting room and the conference room of the Flossmoor Public Library are available to community groups and organizations whose objectives are cultural, educational or civic in character. The meeting room and conference room are not available for use by for-profit organizations. A for-profit organization is one whose primary purpose is the sale of property or services for monetary gain. Use of the meeting room does not constitute sponsorship or endorsement by the Flossmoor Public Library or Board of the user or of the user's beliefs. The Library will not discriminate in making its premises available for use on the basis of race, national origin, religion, sex, sexual orientation, age, political affiliation or physical limitation. Use of the meeting room must follow conditions established by the Board of Trustees. The following conditions and regulations apply:

A. PRIORITIES

Priority for the use of the meeting room or conference room will be given in the following order:
1. Flossmoor Public Library and library related groups.
2. Official agencies and local governments serving Flossmoor.
3. Educational, cultural, or civic groups and organizations based within the boundaries of Flossmoor.
4. Educational, cultural, or civic groups and organizations sponsored by Flossmoor Public Library cardholders.
5. All others.

B. MEETING ROOM AND CONFERENCE ROOM ACCESS

1. Meetings or programs of all non-Library related programming may not exceed 75 people in the meeting room and 15 people in the conference room. Users must conform to all fire and safety regulations.
2. Programs in the meeting room and conference room are to be open to the general public. This does not apply to Library related groups.
3. The meeting room and conference room shall be available only during open Library hours and terminate no later than 15 minutes prior to the Library's closing time.
4. Users may not charge admission or request donations for attendance or participation. Exception: Fees may be charged for any Library sponsored programs.
5. Users must comply with applicable Americans with Disabilities Act (ADA) requirements when using the meeting room or conference room. ADA compliance requires that any publicity announcing a meeting or program must contain a public notice accommodation statement such as: INDIVIDUALS WITH DISABILITIES WHO PLAN TO ATTEND (INSERT TITLE) MEETINGS AND WHO REQUIRE CERTAIN ACCOMMODATIONS TO PARTICIPATE ARE REQUESTED TO CALL (INSERT NAME AND NUMBER) TEN TO FOURTEEN WORKING DAYS IN ADVANCE OF THE MEETING DATE. Users are then responsible for providing, and paying for, qualified interpreters or auxiliary aids, upon request, to individuals who require certain accommodations that would enable them to observe and/or participate in the meeting. Users are also requested to notify the Library of any such accommodations during regular business hours and at least five working days prior to the event.

C. GENERAL RULES AND REGULATIONS

1. Use of the meeting room or conference room may not interfere with the normal operation of the Library.
2. Chairs and tables are available for use and need to be set up by the group. Groups using the meeting room or conference room are responsible for returning all Library furniture back to its proper location. Library staff will not be made available to change the room arrangement or to provide support services such as carrying equipment or materials into or around the Library, operating audio-visual equipment, making photocopies or handling attendee registrations for a scheduled meeting.
3. Smoking and alcoholic beverages are not permitted.
4. No cooking, burning of candles or any flames will be allowed in the meeting room or conference room.
5. No animals may be brought into the meeting room or conference room for any purpose. This does not apply to Library related events.
6. Food preparation and serving of refreshments will be allowed in the meeting room or conference room only upon approval by the Administrative Librarian. Clean-up as well as garbage disposal will be required by the group.
7. The meeting room and conference room should be left in a clean and orderly condition. All refuse and debris should be placed in the disposal containers provided.
8. The Library will only furnish a projection screen in the meeting room. The group making the application must provide all other equipment.
9. The Library is not responsible for theft of or damage to equipment, supplies, materials, or personal possessions owned by those sponsoring or attending a meeting or activity.
10. The Library will not provide storage for equipment or supplies for groups using the meeting room or conference room.
11. The person signing the application form and the persons using the meeting room or conference room shall be responsible for the willful or accidental damage of the Library building, grounds, or equipment. The person signing the application form and the organization using the meeting room or conference room is responsible for the reimbursement to the Library for any damage to Library furniture, equipment or materials within 14 calendar days after the damage occurs.
12. The person signing the application and any group or persons using the meeting room or conference room must indemnify and hold harmless the Flossmoor Public Library, its Board of Trustees and all Library staff for any and all accidents which may occur on Library premises.
13. If children age nine and under are present they must be under adequate and proper supervision at all times. One (1) adult must be present for each ten (10) children in attendance.
14. Nothing may be attached or applied to the walls or ceiling of the meeting room or conference room. Modifications of electrical units or any substantial changes to the Library building or grounds are not permitted.

D. PROHIBITED USES AND ACTIVITIES

The meeting room or conference room will not be available to any group for the following:
1. Commercial ventures for which admission is charged, or at which a collection is taken, sales made or funds raised. This does not apply to Library related groups.
2. Gambling and any other illegal activities.
3. Employee recruitment.
4. Instructors conducting classes for profit and groups promoting future courses or services entailing fees.
5. Any activity that would materially and substantially interfere with proper functions of the Library, such as excessive noise, a safety hazard or a security risk.
6. Purely social functions for entertainment through companionship with friends and associates.
7. Benefits for private individuals.

E. APPLICATION FOR USE

1. Written application for the use of the meeting room or conference room shall be made on the approved form of the Flossmoor Public Library by a qualified officer or representative of the group, who is 18 years or older. The applicant must be present at the meeting as the party responsible for the group.
2. A Meeting Room Committee will have complete administrative responsibility for approval of applications and scheduling of programs. This committee will refer to the Board of Trustees, prior to any action, any application that in the judgment of the committee presents substantial question, including all applications that the committee is inclined to deny.
3. Meetings may be scheduled for three (3) months in advance. Groups planning a series of meetings must present a schedule of meetings at the time of application. A separate application must be completed for each date. No group may use the meeting room or conference room more that one (1) day per month with the exception of Library related groups.
4. Meetings must be scheduled at least two weeks in advance.
5. Applicants must provide a contact name and phone number that the Library can give out to the public for referrals and also a contact name and phone number to reach in case of emergency. An email address should be provided if available.
6. The use of the meeting room and conference room shall be scheduled in order of priority and then by date of application.
7. The Library reserves the right to require any group to change its approved schedule to another date. Notice will be given to the person signing the application.
8. Authorization to use the meeting room or conference room is not transferable to another organization.
9. The Administrative office must be notified immediately if a meeting is canceled.
10. In the event of an emergency closing of the Library, all reservations are automatically canceled. Library staff will attempt to inform the contact person of the closing. Applicants may also call the Library to hear a recorded message announcing an unexpected closing.

F. MEETING ROOM AND CONFERENCE ROOM FEES & DEPOSITS

1. Use of the meeting room and conference room is free of charge.
2. Clean-up is the responsibility of the person signing the application. A $25.00 bill will be sent to this person if the room is not adequately cleaned after use, payable within 14 calendar days after receipt.
3. The Library welcomes and appreciates monetary donations for the use of the meeting room or conference room.

G. PUBLICITY

1. Individuals and organizations reserving use of the meeting room or conference room are responsible for their own publicity.
2. All advertisements, announcements, press releases, flyers, etc. relating to meetings must clearly state that the meeting is not sponsored by the Flossmoor Public Library. Copies of the aforementioned must be sent to the Administrative Librarian at least seven (7) days prior to the meeting.
3. The location of the Library should be publicized, but the Library's telephone number may not be used for any purpose.
4. The Library is not to be included as a source of further information.
5. The Library will not handle attendee registrations or take messages for non-Library sponsored program participants.
6. All promotional materials to be posted or distributed at the Library must be submitted to the Administrative Librarian for approval.

H. NON-COMPLIANCE

1. Users who fail to follow the regulations for use of the meeting room or conference room may be denied access to the meeting room or conference room.
2. Notification of users being denied use of the meeting room or conference room will be made as soon as possible after receipt of the application.
3. Users who have been denied permission to use the meeting room or conference room may appeal such denial to the Board of Trustees at the Board's next regularly scheduled meeting. Written notice of that appeal and all written documentation supporting that appeal must be delivered to the Library at least five (5) business days before the Board meeting.

This policy is not all-inclusive: approval of individual meeting situations not described here will be determined by the Meeting Room Committee. Waiver of any prohibitions in this policy may be requested by written application directed to the Library Board of Trustees. The Board of Trustees of the Flossmoor Public Library will review the Meeting Room Policy and regulations periodically and reserves the right to amend them at any time.

Flossmoor Public Library I 1000 Sterling Avenue I Flossmoor, Illinois 60422 I 708.798.3600