POLICY ON OUTSIDE USE OF LIBRARY FACILITY
The meeting and program room, conference room and children's activity room of the
Greensburg-Decatur County Library shall be used under the following policy and conditions:
The children's activity room shall only be used during the regular library hours when the library is generally open for service.
The meeting-program room and the conference room may be available for use not earlier than 8:00 a.m. nor later than 11:00 p.m. If intended use is to end by 9:00 p.m. you must begin to finish your business by 8:45 p.m. and the room must be vacated by 9:00 p.m. or you will be charged for use of the room.
That the anticipated use shall be limited in attendance as follows:
Children's activity room, 30 persons;
Conference room, 15 persons;
Meeting-program room, 75 persons.
Smoking is not permitted in any part of the library including hallways and restrooms.
Facility use may include food and beverages at the discretion of the Library Director. Users must ensure that all library facilities and equipment used are left as found. Failure to do so will be cause to deny future use. Responsibilities are:
Set up chairs and tables according to your needs.
Bag and remove all trash from the premises.
The kitchenette should be left as found.
A punch bowl, 22 cup coffee maker, and a 10 cup coffee maker are available in the kitchenette for public use.
Those serving refreshments need to bring cups, plates, eating utensils, serving dishes, towels and trash bags.
A sponge and dish washing liquid is supplied by the library.
Leave floor as found. A broom and dustpan are in the kitchenette.
Return chairs and tables to carts.
ALL TRASH MUST BE BAGGED AND REMOVED FROM THE LIBRARY BY THE USER.
No alcoholic beverages are permitted inside the library facility or outside upon the library grounds or parking lot.
No fee will be charged for the use of the facility. *(See #14) Since no fee is charged, the user is expected to maintain the cleanliness and prevent damage of the facility including hallways, restrooms and parking facilities. Any user who fails to maintain cleanliness or prevent damage to the facility shall restore the facility to the appropriate condition or pay the cost of restoring, repairing, or cleaning the facility at the discretion of the Library Director. Set up of chairs and tables is the responsibility of the organization. Room must be returned to original set-up after use.
The facility shall not be used for any business or commercial activity designed to solicit business, customers or clients or for which a fee is charged to participate in the meeting.
The facilities shall not be used for private receptions or social activities by an individual person or social group.
Nonprofit organizations may charge an attendance fee if that fee is reasonably calculated to pay the cost of the event. Such attendance fee must be based upon the actual cost of books or materials given to the attendees, royalties necessary to give a literary, cultural or dramatic performance, the cost of renting a film, the cost of securing an art exhibition, or the hiring or honorarium for a speaker that is part of a cultural, civic or service club benefit. The facility may not be used exclusively for a fund raising event by a nonprofit organization without the specific approval of the Board of Trustees of the library.
Since no fee, *(See #14), for use is charged, the Board of Trustees of the library are allowing the use of its facilities to others so long as the use does not risk damage to the facility or create an operating burden or expense upon the library's operation. The library may exclude any user when the library reasonably anticipates that the use could become a burden upon the facility or require the expenditure of extra money for supervision of the activity, extra janitor service, or in any way increase the cost of operating or maintaining the facility. The library may not exclude the use of the facility because the user is presenting controversial, unconventional or unusual ideas. However, if the library reasonably anticipates that the use will attract a large or hostile crowd, endanger the facility, cause noise, disrupt the neighborhood or adjoining real estate owners, or in any way disrupt the library service, then the meeting or use may be excluded from the library facilities.
Any use of the rooms or the facility shall be scheduled and approved no earlier than and no longer than three months prior to the anticipated use. The use of the rooms by one organization or business is limited to six times per month. No organization may designate the Library as a regular, continuous, or permanent meeting place.
In the event of a scheduling conflict, preference and priority shall be given in the following order:
Library use or library associated activities;
Governmental units of the City of Greensburg;
Governmental units of Decatur County, Indiana;
Literary, educational, cultural or artistic activities;
General civic activities and organizations;
Any other activities in the chronological order of the request.
If meeting is to be held before or beyond regular library hours, a charge of $10 per hour will be assessed for a staff member to be present. This fee will be waived if a staff member or board of trustees member is part of the group.
All use or activities shall comply with the Ordinances of the City of Greensburg, State laws and State regulations. The Library Director or her designated representative may terminate any activity or use in progress that violates this policy or endangers the facility or the general library operation.
The Greensburg-Decatur County Public Library cannot accept business calls or faxes. Library staff is not available to assist with the conduction of business communications. A telephone in the kitchenette is available for you to make outside phone calls.
Dated and approved by the Board of Trustees of the Greensburg-Decatur County Library
this 31st day of August, 1993. Revised July 1997. Revised November 2000.