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.


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 Room:
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
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
6.        No person, group, organization or entity may use the Large
Meeting Room more than one (1) time per month.  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
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
1.        Any person 18 years or older may request the use of the Study
Rooms. Requests can only be made within three months of the
date of the use.

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 Community Meeting
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, 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 venue 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.  The Study Rooms shall have no more than six
(6) occupants.

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;
2.         Events for which all proceeds are used for CWPL programs or for
the benefit of the Library, provided that the Library accepts the donated
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
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.

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.
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
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

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
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

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