Mathias M. Hoffman Community Meeting Room Policy

1. The James Kennedy Public Library has one meeting room, which can be divided into two smaller rooms to increase usage. Occupancy is as follows:

Entire room - 107 people auditorium style or 50 people conference style
Room A - 38 people auditorium style or 18 people conference style.
Room B - 49 people auditorium style or 32 people conference style

2. Library programs take precedence over those programs of any other group.

3. This policy applies to all persons/groups using the community rooms.

4. The Community Rooms may be reserved during times that the Library is open. Meetings may begin before or continue after the Library is closed, however the majority of the meeting should take place during hours the Library is open. If the room is to be used during hours the library is not open, the key must be picked up during library hours and returned via the bookdrop immediately following the use of the room.

5. Reservations will be made on a first come, first served basis. In fairness to the numerous groups in the community who may wish to use this facility, the Library will not accept more than two reservations from an organization at one time.

6. Reservations may be taken over the telephone but a Meeting Room Reservation form must be signed at the Library within 3 days in order to confirm the reservation. If a reservation form is not signed within that time, the room will be considered available for use by another.

7. Should it be necessary to cancel a meeting, notice should be given to the Library no less than 24 hours in advance. Refunds will not be issued for any cancellations after that time.

8. Children under age 18 must be supervised at all times.

9. Groups using the Community Rooms are responsible for any damage that may occur during their use. Costs will be billed to the person signing the reservation form.

10. The Community Rooms are available free of charge.

11. Set-up and clean-up must be accomplished within the reserved time period.

12. Use of tobacco products or alcoholic beverages is not permitted in the building.

13. Groups may have access to the kitchenette facilities. Groups using the kitchenette must furnish their own supplies such as eating utensils, coffee, sugar, towels, etc.

14. Meals or light refreshments may be served in the meeting rooms, however, preparation of the food may not be done at the library.

15. Library supplies may not be used by groups using the room.

16. The responsibility for proper care of the facilities lies with the person signing for the reservation. Furniture should be left in the arrangement in which it was found. Broken or damaged materials must be replaced to the satisfaction of the Library. Should damage fees be assessed, they must be paid before using the Community Room again.

17. The following items of equipment may be available for use in the Community Rooms:

portable microphone marker board podium
TV/VCR projection screen
Arrangements for their use should be made at the time the reservation is made.

18. Persons interested in using the multimedia equipment available in this room should refer to the Multimedia Equipment Use Policy.

19. The Library’s policy on Conduct in the Library also applies to use of the meeting room.

20. Anyone violating these provisions may be asked to leave and/or be denied future use of the facilities.

The Library is not responsible for theft or damage of equipment or material supplied by users.

Permission to use a meeting room does not imply Library endorsement of the aims, policies, or activities of any group or organization.

Study Rooms

Two small study rooms are available for use during library hours only. These rooms seat 1- 4 persons. Larger groups will be allowed in these rooms only at the librarian’s discretion.

Reservations will be made on a first come, first served basis.
The Library will not accept more than one reservation from an individual or group at one time.
Children will be allowed to use these rooms at the librarian’s discretion.
The Library’s policy on Conduct in the Library applies.
Study rooms may be used in one-hour increments. One individual from each group should sign in at the desk for use of these rooms.