Meeting Room Policy

Policy 304.0
REDFORD TOWNSHIP DISTRICT LIBRARY
Subject: Meeting Room Use
Approved: 12/5/94
Revised: 2/13/96, 2/13/97, 2/24/98, 10/10/99, 1/17/00, 1/18/01, 9/12/01, 2/18/02, 2/24/03, 2/16/04, 12/19/05, 11/20/06, 3/17/08, 6/15/09
Reviewed:

The Board of Trustees of the Redford Township District Library recognizes that the Library facility is supported by tax dollars.  Accordingly, it is the policy of the Board to make the Library meeting rooms available on a limited basis to non-profit groups and organizations for cultural and educational purposes as well as to profit-making organizations for educational, instructional, and training purposes.  The primary purpose of the Library facility is to provide library services to the community and private or public use of the Library meeting rooms shall not disrupt these services.  The Board further recognizes that there are costs associated with non-library use of the Library meeting rooms and, consequently, meeting room usage fees must be assessed so that tax monies are not used in support of non-library activities.  The following rules govern the use and rental of the Library meeting rooms to protect the regular programs and services, those who use the Library and the taxpayers who have provided the facility.  

The library may occasionally close due to unforeseen problems and weather conditions.  The meeting room will not be available when the library is closed, regardless of prior arrangements.  Every effort will be made to notify the contact person of the closure.

The parking lot closest to the library entrance is reserved for library patrons.

All members of groups/organizations using the Meeting Rooms are to park in the back parking lot, closest to Garfield Street or in the Church overflow parking opposite the library lot. 

The following general rules apply to Meeting Room and Group Study Room use:

1.  All groups must read these rules and fill out an Application for Meeting Room Use (Form 304.0) Equipment needed must be noted at the time of application.  Payment should accompany the meeting room application.  Dates not paid for may only be held open for one week. Residency rules apply to person signing application.  A resident is one who lives in the Township of Redford. Non-profit groups must have their State Identification number on application form, if applicable. For-profit groups must list their E.I.N. identification number on the form.

2.  Application for Use of Meeting Room should be made in advance.  Reservations can be made up to twelve weeks in advance. If that is not possible then the Director or his designee shall decide on group requesting use of meetings rooms based upon established criteria. In case of cancellation the library should be notified immediately. Cancellation must be 48 hours prior to the scheduled event to receive a refund. Repeated cancellations will cause a revocation of meeting room privileges.  When the library cancels due to inclement weather or building problems, refunds will be issued. 

3.  Meeting room must be vacated at least 15 minutes before closing. Hours meeting rooms are available will be 10:00 a.m. to 8:15 p.m. Monday to Thursday, 10 a.m. to 4:45 p.m. Friday and Saturday. 

4.  Private social gatherings are not permitted. 

5.  The rooms are available for town meetings of elected officials or representatives of local, state and national government. 

6.  Meetings must comply with the provisions of the Open Meetings Act, if applicable.   Any group using the facility must comply with all applicable Civil Rights laws.  

7.  All groups/organizations agree to release, discharge, indemnify and forever hold the Redford Township District Library, its staff, volunteers, and Trustees harmless from any claim, demand, actions or causes of action due to loss, damage, or injury which may be sustained by any member of the undersigned group/organization or any member of the public at large attending an activity sponsored by the group/organization using library facilities. In addition the group/organization assumes responsibility for any fee associated with usage of the library and assumes the liability, costs and/or expense that may arise during or be caused in any way by their use of the library meeting room. This liability would include but not be limited to equipment damage or loss, meeting room damages and/or cleaning expenses, cost of putting furnishings or equipment away, etc.

8.  The wood, walls and dividers in the Meeting Rooms may not be used to affix any signs, poster, paper, pictures, etc. They are not constructed of tackable surfaces.  Staples, tacks, tape, etc. will damage the wood, walls or divider and you will be responsible for all costs associated with repair of any of the aforementioned items.

9.  Because of the considerable number of requests placed for use of the meeting rooms, it may not always be possible to regularly schedule monthly group meetings. Efforts will be made to accommodate such requests where possible with the client being aware that in the event of a special library program a regularly scheduled group meeting may be canceled.

10.  The Library reserves the right to reject any application and withdraw previously granted permission for use of the facility for violation of these rules at the absolute discretion of the Director and/or Library Board.  Permission to use the meeting rooms does not constitute a lease. 

MEETING ROOM

·               The meeting rooms come with facilities to serve refreshments. If light refreshments are served during the meeting, the group must provide all food, refreshments supplies, utensils and equipment needed.  The group is responsible for any cleaning costs or damage to library meeting room and the group serving refreshments is responsible for all cleanup after the meeting.  The café located in the library does offer catering for groups using the meeting rooms.  Please inquire there for pricing and availability.  Food may also be supplied by an outside vendor.  Proof of insurance for an outside vendor is due at the time of reservation.

·               Meeting room usage priorities:  Library programs and library-related programs are normally scheduled well in advance, after which the room is available to community organizations and other nonprofit organizations and for-profit groups to be scheduled on a “first-come-first-served” basis.

·               The group using the meeting room is responsible for all set‑up and clean‑up of meeting room.  Failure to comply with this rule may result in loss of meeting room privileges. 

·               The use of Audio/Visual Equipment necessitates training for the user, which must be scheduled in advance.

GROUP STUDY

Group Study Rooms are located by the Reference Desk for small group use.   

·                Use is provided on a first-come-first-served basis.

·                The room may be reserved in advance by groups of 2-8 people for up to 4 hours use.

·                 Reserved Group Study rooms will be held for 15 minutes past the reserved time unless Adult Reference Staff is notified.  After that time the room will be released for general use. 

·                The rooms may only be reserved twice in one week by the same group.

·                Group Study rooms are intended for groups of 2-8 people.  The library staff may reserve the room for library use in proctoring tests for residents.  Single users may be asked to vacate if a group needs the room.

·                Unsupervised minors are limited to 4 per room at a time.  

·                Food and drinks (except covered water bottles) are not allowed in the Group Study Rooms. 

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