Board Room Policy
Damage deposit $20.00
Approved 11/02/2009
The River Falls Public Library provides meeting room space in the Board Room free of charge for Library programs, and for other meetings and programs of an informational, educational, cultural, or civic nature. Rooms may not be used by organizations for commercial purposes, or for private social events for individuals.
The River Falls Public Library subscribes to the principles set forth in the ALA Library Bill of Rights: "Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use."
Use of the board room does not constitute Library endorsement of the activities, purposes or viewpoints expressed by the groups/individuals involved.
Meetings held in the Library are considered public meetings, open to all wishing to attend subject to fire codes, ADA requirements, and occupancy load restrictions. Individuals, groups, or organizations using the meeting room must fulfill their obligations as enumerated in this policy. Failure to abide by the Library's Meeting Room Policy and rules of conduct may result in the cancellation of, or refusal of future reservations.
Any exceptions to the meeting room policy must be approved by the Library Board of Trustees. Questions involving meeting-related policies and procedures will be resolved by the Library Board. If a group feels that their application has been unfairly denied or that their use of the board room is limited, a grievance may be filed with the Library Director, who will direct it to the Library Board. The Library Director or her designee assumes responsibility to ensure that policies and procedures are followed and will report any problems to the Library Board.
BOARD ROOM PROCEDURES
ROOM DESCRIPTION
The Board Room is located in the library proper on the south side of the building. There are six (6) tables available, and 20 chairs. Additional chairs are stored in the closet. The room contains a screen and a white board. All other supplies must be provided by the user.
Attendance may not exceed the maximum number of people certified as the occupancy limit for the room. Board room limit is 36.
EQUIPMENT
Arrangements for use of AV equipment must be made in advance in the main library. An additional deposit may be required. Library staff are NOT available to operate AV equipment.
The equipment listed below is available to meeting room users. Equipment must be reserved in advance of the meeting in order to insure its availability. An additional deposit may be required.
SCHEDULING/RESERVATIONS
ELIGIBLE MEETING ROOM USERS
All groups, whether governmental, for-profit or non-profit are invited to use the Library's Board Room; however, no fees may be charged and no sales may be made when using the Library Board Room.
In general, the Library allows groups to reserve the meeting room on a first-come, first-serve basis but does reserve the right to make schedule adjustments according to the Library's needs. In case of conflict the following order of priority applies: (1) Library programs - which involve efforts of Library staff; (2) Local government meetings/programs - official meetings or programs of government agencies or departments. (3) Other groups not falling into the first two categories.
Groups whose members are under the age of eighteen must be accompanied by at least one adult chaperone for each fifteen participants.
BUILDING SECURITY
Library staff will be responsible for assuring that windows and doors are locked securely after the last of the group has exited. By signing a Board Room Contract, organizations or individuals agree to limit their activities to the Board Room area. Meetings in the Board Room must be completed, and participants must vacate the room before the library closes.
DAMAGES AND LIABILITY
Each individual, group, or organization assumes the full responsibility
for any damages incurred resulting from the use of meeting room
facilities. A damage deposit of $20 per board room use is required at
the time of reservation. If no damage has been noted, the deposit will
be refunded. However, if damage is noted, the damage deposit will be
forfeited, and any additional costs to repair damage will be assessed.
Those groups/ individuals, who have been assessed damages, and who have
reserved the room for more than one usage, will be required to forfeit
the original deposit, and re-submit another deposit to resume use of the
Meeting Room. Abuse of the facilities will be sufficient cause to deny
further use of the room. The Library is not responsible for the loss of
or damage to any equipment or materials owned or rented by an
individual, group or organization using its meeting room.
Any individuals, groups, or organizations holding a meeting in the Library must fully release and discharge the River Falls Public Library, the Library Board of Trustees, the City of River Falls, its officers, agents and employees from any and all claims from injuries, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the meeting.
SET-UP, CLEAN-UP, FURNITURE ARRANGEMENT
Each group is responsible for arranging the meeting room for their use, picking up refuse and leaving the room clean for the next group. If the room is not properly cleaned after usage, the group will forfeit the damage deposit. Furniture and chairs should be restored to their original arrangement when the group leaves. The Library does not provide storage for the property of organizations or individuals meeting in the room, and does not accept responsibility for materials that are lost or damaged. Refreshments shall be limited to simple offerings (coffee, punch, cookies, donuts, etc.) or box lunches, and all supplies must be furnished by the group. If food is served, tables must be wiped down. Cleaning supplies are available in the cabinet under the sink.
OTHER RULES AND REGULATIONS
