Meeting Room

Meeting Room

Meeting Room

 

The Jefferson Public Library provides a meeting room in the library basement for civic, cultural, educational, and public information meetings by community and business groups free of charge.  The meeting room may not be used for programs of a purely social nature, such as birthday parties, showers, bingo games, etc.  Use of the meeting room for library programs and activities will take priority over the scheduling of meetings for outside organizations and groups.  The meeting room is not available to sell merchandise or services, solicit for later sales or placement of orders.  Exception:  Programs or sales conducted by the Friends of the Library, the City of Jefferson, or the library itself.

These regulations are in accordance with Article VI of the American Library Association’s Library Bill of Rights which states that such facilities should be made available to the public served by the given library “on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use”. 

All meetings should be held during regular library hours.  Meetings which begin before the library opens or extend beyond regular library hours must receive the approval of the Director.

            All meetings held at the library must be free of charge.  No admission, collection or donation may be taken.  Exception:  If groups offer materials in connection with study groups, conferences or similar events, they may accept donations to cover the cost of materials.  With approval, permission may be given for the meeting room to be used by professional organizations for seminars and programs or by area colleges for courses of an educational or cultural nature.  Any fees necessary to support these programs must be collected outside the library.

Reservations will be taken on a first come – first served basis.  An application form must be filled out and signed in advance by a responsible person (over age 18).  If library media equipment is needed, it must be reserved at the time the room is reserved.  Media equipment available includes a slide projector, overhead projector, media projector, laptop, speakers and screen.  Wireless Internet access is provided.  Tables, chairs, easels, and marker board are also available.  Attendance at meetings is limited to the room capacity of 40 persons.

            Limited kitchen facilities are available.  Only light refreshments may be served.  No smoking in the building, and no alcoholic beverages may be served.  Furniture should be returned to the arrangement in which it was found.  All decorations must be approved by the Director and should be removed after the meeting.  There must be adequate adult supervision during the meeting.  Groups must comply with fire regulations.  The use of candles or other flammable lighting devices is prohibited.  Exits may not be obstructed.

            The responsibility for proper care of the facilities lies with the organization using the rooms.  Broken or damaged materials must be replaced to the satisfaction of the library board of trustees.  A custodial fee of not less than $25.00 will be charged to all groups who do not return the meeting room to its original condition. 

Uses of the meeting room which would interfere with the library’s function as a quiet place for study are not allowed.  The library’s “Conduct Policy” also applies to the use of the meeting rooms.  Objectionable conduct, disturbance of other library patrons, and excessive noise is prohibited.  Individuals attending meetings are responsible for the supervision of their children.  The library is not responsible for accidents, injury, loss or damage to the private property of individuals or organizations.  The library board of trustees and the City of Jefferson or their employees or agents are not liable for any claims rising out of the use of this facility.

The library shall be notified if a cancellation becomes necessary.  Failure to cancel in advance of the meeting will cause forfeiture of any fees and may result in denial of future reservations.  As the library cannot be held responsible for group property, no items may be stored in the library prior to or following the meeting.

There is a telephone in the meeting room.  Messages for persons attending meetings will be retained at the circulation desk.  In case of an emergency call, library staff will hand deliver a message, or use the telephone in the meeting room.

            Use of the meeting room in no way implies library endorsement of ideas expressed in the meeting.