Meeting Room Policies

Meeting Room Policies

Policies for the Meeting Rooms at the Cadillac Wexford Public Library. Approved by the Board of Trustees of the Cadillac Wexford Public Library on September 20, 2023.

COMMUNITY ROOMS USE POLICY

 
I.          Introduction and Purpose of Policy:
The mission of the Cadillac Wexford Public Library (“Library”) is to provide quality library services that support the cultural, educational and informational needs and interests of the community.  In keeping with this mission, the Library provides a large meeting room
("Large Meeting Room") for Library programs as well as Library business meetings and study rooms for tutoring, book discussions, studying and similar activity (“Study Rooms”)(referred to collectively as "Community Rooms").  When the Community Rooms are not scheduled for Library-hosted or co-hosted events or events governed by contract with the Library, they may be used by the public within the parameters set by the Policy.  The restrictions of this policy regarding application and scheduling do not apply to Library-sponsored or co-sponsored events. The regulations in the policy apply to all Community Rooms unless otherwise specified.
 
II.        Application and Scheduling of Community Rooms:

A.               General Use.  Any person, group or organization may use the Community Rooms for cultural, educational and informational purposes pursuant to the requirements of this policy (“Users”).  Private social functions or functions which require a fee to attend are not permitted in the Community Rooms.

B.              B.          Specific Meeting Rooms.  The following are a list of specific meeting rooms Community Rooms.   The regulations contained in this Policy apply to all Community Rooms, unless otherwise specified :

B.        Scheduling.

1.         Scheduling of applications shall be accepted on a first-come-first- served basis, with Library business, Library-sponsored events and Library co-sponsored events having first priority.  Since literacy is a mission of the Library, literacy tutors and students shall have priority in scheduling the Study Rooms.
2.        The Library may ask Users to reschedule meetings in the event the Library Board needs to schedule a special Library Board meeting or other Library-sponsored or co-sponsored event.
3.        Meetings and events will not be scheduled more than three (3) months in advance. 

4.        The Library is responsible for scheduling use of the Community Rooms.  The program and meeting schedule will be posted online and updated regularly.

5.         The Community Rooms are available during regular Library hours only. 

6.        No person, group, organization or entity may use the Large Meeting Room more than one (1) time per month.  The Large Meeting Room does not have a specific limit to the number of hours per day, but the User should indicate the time needed on the application.  No person may use the Study Rooms more than three hours per day and no more than six times per month, except that literacy tutors affiliated with the Adult Literacy Council and their students are not subject to these time restrictions.

 
C.        Application Process- Large Meeting Room

1.        Any person 18 years or older may fill out an application for the Large Meeting Rooms.  If the person is filling out the application for a corporation or organization, that person must have authority to do so.  The application must be completed one (1) month prior to the meeting.

2.        The Library will contact the applicant to confirm that the reservation is accepted.  Applicants should not assume that the reservation is complete upon submission of the application.

3.        If you need to cancel the reservation, you must provide the Library 24 hours’ notice.

4.        At the time of application, the Applicant must sign a Waiver of Liability prepared by the Library.

D.        Application Process- Study Rooms and Conference Room

1.        Any person 18 years or older may request to use the Study Rooms or Conference Rooms. Requests should be made to the staff member on duty by submitting the requestee’s name and phone number.

III.       Rules Regarding Use of Community Rooms:

A.        Smoking and Fire.  No smoking, candles, matches or any other use of fire
shall be permitted in the Community Rooms.

B.      Use by Persons Under the Age of 18.  Users of the Large Meeting Room and Conference Room must be under adequate supervision by adults 18 years of age or older.  The reservation form requires the listing of an adult who will be in
charge of the group, as well as being financially responsible for any
damages that may occur.  This listed adult must be on site during the
reserved meeting time.  In addition, there must be one adult supervisor for
every five (5) minors. 

C.        Tobacco, Alcohol, Marijuana, Vaping and Controlled Substances Prohibited.  The Library prohibits the use of tobacco, alcohol, vaping and the illicit use of controlled substances in the Community Rooms. 

D.        Food and Beverages.  Users of the Large Meeting Room may serve light
refreshments, but only if approved by the Library at the time the User requests and receives permission to use the Large Meeting Room.  It is the responsibility of the User to observe all health codes when serving light refreshments.  Users of Study Rooms are not permitted to bring food into the Study Rooms. Drinks with a lid are permitted.

E.         Disruption Prohibited.  Users making excessive noise that disrupts normal Library functions or other patrons use of the Library may be asked to leave.  This includes conducting the meeting or any part of the meeting outside of the Community Rooms

F.         Equipment Requests.  Requests for use of audio or visual equipment, tables, chairs and any equipment owned by the Library must be made at the time the Large Meeting Room is scheduled.  The Library does not guarantee the availability of any equipment.

G.        Clean Up.  It is the User’ s responsibility to leave the room in the condition
(including furniture arrangements) in which they found it.  The User must remove leftover food, containers, beverages and all other personal or group-owned items.  Failure to clean up may result in forfeiting the privilege of using the room again.  Users must include time to clean up and set up within the scheduled time and must end meetings at least 15 minutes before the Library closing time.

H.        Library Policies.  Users shall observe all rules of conduct and policies applicable to Library patrons.

I.          Occupancy.  Users shall permit no more persons than is stated by occupancy requirements identified in Section II.B above..

J.          No Raffles; Fundraising; Commercial Purposes and Contribution Requests.  Users shall not sell tickets, raffles or any objects or solicit contributions from persons located anywhere in the Library or on Library property.  Users shall not use the Meeting Room for fundraising, commercial purposes, or selling goods or services. The exception to this
rule is for the following:

1.         The sale of books, CDs and other items by authors or artists and Library sponsored or co-sponsored events; 

K.        Private Literature.  Users shall not distribute personal or group literature,
brochures and other materials to Library patrons outside of the Community Rooms.  Users shall not leave printed materials on Library property without prior approval of the Library Director or in accordance with Library Policy.

L.         Use of Walls and Other Surfaces.  No decorations or other materials may
be attached or affixed to the walls, windows, doors or other surfaces unless approved by the Library.  If such approval is granted, any such material must be removed at the close of the scheduled time.  At no time shall any materials or other documents be displayed in the windows.

M.        Open and Accessible Use.  All activities in the Large Meeting Room must be open to the public, must be accessible to people with disabilities in accordance with the Americans with Disabilities Act and must be free of admission fees, other charges or requests for donation.  Meetings in the Study Rooms and Conference Room are not required to open to the public and may be privately reserved.  

 
IV.       Fees:

A.        Room Use.  Any User may use the Community Rooms free of charge. However, if the Large Meeting Rooms is not cleaned pursuant to subsection III.G above, the Library will assess a $25.00 cleaning fee.

 
V.        Library Disclaimer:

A.        No Endorsement.  Use of the Community Rooms does not constitute the
Library’s endorsement of any User’s policies or beliefs by any of the staff or board members.  Any publicity for any event held in the Community Rooms must state that “The Cadillac Wexford Public Library does not sponsor or endorse this event.”

B.        Right to Cancel.  If necessary, the Library reserves the right to cancel the use of a Community Room.

C.        Hold Harmless.  The Library is released and held harmless from any and all claims for personal injury or property damage.

VI.       Violation and Appeal Section:

The Library Director or the Director’s designee may restrict access to Library facilities,
including the Library Community Rooms, by immediately dismissing the patron from the
premises, by suspending the patron’s access to Library facilities for a set period of time,
or by denying access to specific services and/or programs pursuant to this Policy.  If
necessary, the local police may be called to intervene.

A.        Incident Reports:  Library Staff shall record in writing in the form of an Incident Report any violation of this Policy that resulted in a verbal warning or a suspension of Library privileges.  By the end of the day on which the incident occurred, an Incident Report shall be written and forwarded to the Library Director for logging and review.  The report should include physical descriptions, in addition to the name of the patron.  A copy of the suspension of privileges letter should be attached, if applicable.

B.        Violation of the Policy – Suspension of Privileges:  Unless otherwise provided in this Policy, (See Section C below), the Library shall handle violations as follows:

1.         Initial Violation:  Library patrons observed violating this Policy will be asked to cease the violation with a verbal request.  If the patron does not comply with the request, he or she will be asked to leave the building for the day.  If he or she refuses, the police may be called.

2          Subsequent Violations:  The Director or the Director’s authorized designee may further limit or revoke the patron’s Library privileges if infractions continue.  Such limitation or revocation shall be in writing specifying the nature of the violation.  Subsequent violations of the same rule shall result in additional suspensions of increasing
length. 

C.        Violations that Affect Safety and Security:  Violations involving verbal abuse, violence, threatening behaviors, sexual harassment, vandalism, drug sale or use or attempted drug sale or use, intoxication, theft or attempted theft, physical harassment, sexual misconduct or any behavior that threatens the safety and security of staff and/or patrons shall be handled as follows:

1.         Initial Violation:  The police will be called immediately.  If the conduct constitutes a violation of local, state, or federal law, arrest or criminal prosecution may ensue.  Violations of this nature will result in an immediate one (1) month suspension of Library privileges.  The Incident Report shall specify the nature of the
violation.

2.         Subsequent Violations:  The police will be called immediately.  If the conduct constitutes a violation of local, state, or federal law, arrest or criminal prosecution may ensue.  The Director or the Director’s authorized designee may further limit or revoke the patron’s Library privileges in escalating responses, which will be documented in writing.  Subsequent violations of the same rule will result in additional suspensions of increasing length.

D.        Reinstatement:  The User whose privileges have been limited or revoked shall attend a meeting with the Director or the Director’s designee to review the Policy before their privileges may be reinstated.

E.         Damages:  If the User violates the Policy by causing damage to Library property, the User shall be assessed the actual costs.  

F.         Right of Appeal: Users may appeal a decision in writing to the Library Director within 10
working days of the date of the letter stating why Library privileges should be restored.
The Library Director or a designee will respond to the appeal in writing within 10 working days of the date the appeal was received.  Any person may appeal the Library Director’s decision by sending an appeal in writing to the President of the Library Board within 10 business days.  The decision of the Library Board is final.

Amended 9-21
Amended 9-23

Amended 1-26