Niles District Library Policies on Library Collections and Services

Policies on Meeting Room Usage Approved by Niles District Library Board of Trustees A. General The primary purpose of the library’s meeting rooms is to provide facilities for library activities.

1.

2. The secondary purpose of the library’s meeting rooms is to provide meeting facilities for Partner Organizations that are doing work with furthers the mission and/or vision of the library. 3. The tertiary purpose of the library’s meeting rooms is to provide a source of revenue for the library by allowing non-partner organizations to rent space. B. Partner Organizations 1.

Organizations that meet the following criteria may apply to become a Partner Organization: A. Engaged in educational, cultural, intellectual, civic or charitable activities B.

Serve people in the City and/or Township of Niles

C.

Have a mission or goal that aligns with the library’s mission and vision

D.

Are not engaged in political campaigning as their primary activity

2. Organizations must apply to become Partner Organizations annually. Applications must be accompanied by a $20 processing fee. Partnerships run October 1 – September 30. No room bookings may be made until an organization’s application has been approved and processing fee paid. 3. The Library Director will review all applications to become a Partner Organization and inform the applying organization of a decision within two-weeks. Organizations wishing to appeal the Director’s decision may address the Library Board during the public comment portion of any regular Library Board meeting. 4. The Library reserves the right to decline applications to become a Partner Organization if the applying organization has failed to follow meeting room rules in the past. 5. Partner Organizations will be required to pay for a room booking if the planned activity is not of an educational, cultural, intellectual, civic or charitable nature. C. Non-Partner Organizations 1. Non-partner organizations may request to use the library’s meeting rooms. 2. Non-partner organizations will be required to pre-pay $20 per hour per room. D. Room Bookings 1. Rooms must be booked in advance. 2. The Library reserves the right to cancel, reschedule, or move any meeting room activity. Although advance notice will be given whenever possible, there may be occasions when advance notice is not possible. 3. The Library may restrict repeated use of meeting rooms by a single group in order to ensure availability to others. 4. The library reserves the right to deny any request for a room booking if the organization has failed to follow meeting room rules in the past. E. Meeting Room Rules 1. Organizations that plan to charge for participation in any activity taking place on library property must 1 meet the stipulations outlined in the Policy on Sales and Solicitation . 2. Organizations that plan to sale products or services during any activity taking place on library 1 property must meet the stipulations outlined in the Policy on Sales and Solicitation . 3. Meetings held at the library may not be primarily for the purpose of promoting the sale of products or services. 1. From the Library’ Sales and Solicitations Policy: C. Sale of Products and Services 1. Vendors must have prior approval from the Library Director for sale of products or services in the library. 2. All vendors must have appropriate licenses to do business. 3. The sale of products or services is not allowed on library property except for the following purposes which support the library’s mission and vision: a. To benefit the library and/or Friends of the Library. b. To provide food and beverages for patrons of the library. c. To enhance library sponsored events (ie comic book vendors at ComiCon) d. To support musicians, artists, authors, craftsmen who live in the Southwest Michigan, Northwest Indiana e. To promote books by authors presenting programs at the library. D. Charging for Activities at the Library 1. An organization or individual who seeks to charge for participation in any activity taking place on library property must meet the following stipulations. a. The organization and/or activity must have a mission of which is clearly aligned with the library’s mission b. The organization must share revenues from the activity with the library. c. The organization must receive prior permission from the Library Board.

4. Organizations using the library’s meeting rooms assume responsibility for any financial costs for damage and/or liability resulting from use of the room. Repair and/or cleaning costs for any damage beyond normal wear and tear will be billed to the group. The bill must be paid within 30 days. 5.

The Library assumes no responsibility for any property placed in the meeting room.

6. Organizations are responsible for abiding by all local, state, and federal laws while on Library premises. 7.

Smoking, liquor and/or illegal drugs are strictly prohibited in the Library building.

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Organizations should be aware that the Library occasionally closes due to severe weather.

9. Organizations using a meeting room must have at least one adult (eighteen years of age or older) present at all times. 10. Organizations using the community room may use the kitchen facilities for the preparation of refreshments. Organizations must leave the kitchen area clean and in order at the conclusion of their meeting. Under no circumstances should food be left in the library. 11. Unless prior arrangements are made, meetings must start while the Library is open and end no later than 9:30PM Monday through Thursday or 6:00PM Friday and Saturday. 12.

Meeting room capacity as established by the local fire code shall not be exceeded.

13. Any spills should be cleaned up as best as is possible. Spills or damages should be reported to a library staff member as soon as is reasonably possible. 14. time.

Library reserves the right for our staff members to enter meeting rooms and monitor activities at any

Approved September 24, 2002 Reviewed without revision August 19, 2003 Reviewed without revision March 15, 2005 Revised December 18, 2007 Revised November 18, 2008 Revised September 20, 2011 Comprehensive Revision Approved April 19, 2016 APPENDIX A Examples of Information Required for Application to be Partner Organization Name of organization Address of organization Phone number of organization Type of organization (ie 501(c)3, unincorporated, governmental agency) Is your organization part of a larger organization? If so, what is the larger organization? Does your organization serve people in the City and/or Township of Niles? Describe your organizations mission and/or goals and how they are aligned with the library’s mission and/or vision. Briefly describe your organization’s educational, cultural, intellectual, civic or charitable activities in the last year. Name of primary contact E-mail of primary contact Phone number of primary contact Name(s), e-mails and phone numbers of others who may book rooms for your organization Acknowledgement of and agreement with Policies on Meeting Room Usage

1. From the Library’ Sales and Solicitations Policy: C. Sale of Products and Services 1. Vendors must have prior approval from the Library Director for sale of products or services in the library. 2. All vendors must have appropriate licenses to do business. 3. The sale of products or services is not allowed on library property except for the following purposes which support the library’s mission and vision: a. To benefit the library and/or Friends of the Library. b. To provide food and beverages for patrons of the library. c. To enhance library sponsored events (ie comic book vendors at ComiCon) d. To support musicians, artists, authors, craftsmen who live in the Southwest Michigan, Northwest Indiana e. To promote books by authors presenting programs at the library. D. Charging for Activities at the Library 1. An organization or individual who seeks to charge for participation in any activity taking place on library property must meet the following stipulations. a. The organization and/or activity must have a mission of which is clearly aligned with the library’s mission b. The organization must share revenues from the activity with the library. c. The organization must receive prior permission from the Library Board.

APPENDIX B Examples of Information Required for Request for Room Booking Name of organization Name of person making this request Dates and times Briefly describe the planned activity Approximately how many people do you expect? Do you plan to sale anything? Do you plan to charge attendees?

1. From the Library’ Sales and Solicitations Policy: C. Sale of Products and Services 1. Vendors must have prior approval from the Library Director for sale of products or services in the library. 2. All vendors must have appropriate licenses to do business. 3. The sale of products or services is not allowed on library property except for the following purposes which support the library’s mission and vision: a. To benefit the library and/or Friends of the Library. b. To provide food and beverages for patrons of the library. c. To enhance library sponsored events (ie comic book vendors at ComiCon) d. To support musicians, artists, authors, craftsmen who live in the Southwest Michigan, Northwest Indiana e. To promote books by authors presenting programs at the library. D. Charging for Activities at the Library 1. An organization or individual who seeks to charge for participation in any activity taking place on library property must meet the following stipulations. a. The organization and/or activity must have a mission of which is clearly aligned with the library’s mission b. The organization must share revenues from the activity with the library. c. The organization must receive prior permission from the Library Board.