The Hardin Northern Public Library maintains a meeting room facility. The space is intended to further the library's mission by facilitating the exchange of diverse information and ideas.
The primary purpose of the room is to promote library services through programs, meetings and other library activities presented by the library staff. When the space is not being used for a library activity, the space will be available to the public for governmental, non-profit, civic, cultural or educational programs or meetings. Access will be provided on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting use. The library does not advocate or endorse the viewpoints of any group or individual. Trade or professional associations are interpreted to be educational groups. Artistic performances by individuals will be permitted only when co-sponsored by the library.
The terms for use is as follows:
Types of Meetings:
All meetings must be free and open to the general public. Organizations conducting business meetings or presenting programs may wish to restrict or limit public comments during all or part of their meeting or program. Any such restrictions should in no way interfere with the public's ability to attend, observe or listen to the program.
Educational courses conducted by non-profit agencies may charge fees for learning materials or course credits, but the program must be open for observation to members of the general public who do not pay fees.
Programs must not interfere with library operations or cause a disturbance in the library.
Usage:
The space is available on a first-come, first-served basis during normal library hours or by approval of the board of trustees. Library sponsored or co-sponsored programs take precedence over other groups at all times. The library reserves the right to cancel a reservation if the space is required for use by the library or library related organization. Except in an emergency, two (2) weeks notice will be given for cancellation made by the library. The library will make every effort to avoid a cancellation but does reserve the right.
Groups can schedule regular meetings no more than 8 weeks in advance. With the exception of library sponsored programs, meetings are limited to once a month. All organizations or groups must complete a meeting room application form each time they reserve space.
Light refreshments may be served.
Red colored drinks are prohibited.
Burning candles, Sterno or other flammable substances are prohibited.
No smoking or alcoholic beverages are allowed in the library.
Nothing may be affixed or mounted in any way to the walls or ceiling.
Without prior approval from the library director, live animals are prohibited unless they are needed to assist a visitor with a disability.
Cancellations should be made as soon as possible in order to make the space available for others.
Users are responsible for cleaning up (wipe tables/chairs, sweep and remove trash) and restoring the room to its original condition before leaving. User must check with a staff person to insure the room is left in original condition. If the room is not left in original condition a minimum $25.00 janitorial fee will be assessed.
The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms. The library director has the final say in meeting room decisions.
Liability:
The library assumes no liability for theft or damage to property brought onto library property or for injuring which occur as a result of actions of sponsors or participants during activities taking place in the room.
The individual or group reserving the room will be held responsible for the order and conduct of the group and for any loss or damage to library property. Young children accompanying adult users of the meeting shall not be left unattended in the library. Minors are not permitted to use the room without adult supervision.
Any abuse or misuse of facilities will be sufficient cause to deny the use of the library space in the future.
Contracts, Fees and Refunds
Persons or groups must submit a completed room application at least 10 days before the event. The reservation is not confirmed until the application has been submitted and approved by the director.
Information, Materials, and Endorsements
Use of the room does not constitute library sponsorship and/or endorsements. No individual or group may state or imply library endorsement or sponsorship of events in the library room without written approval from the library director. To establish that the Hardin Northern Public Library is not sponsoring the event, all publicity which uses the name of the library must include the statement: "Sponsored by...(the name of the organization reserving the room). Announcements or publicity must include an address or telephone number other than the library as a contact for information.
Materials such as pamphlets and flyers may be distributed within the meeting space.
Failure to comply with room policy or rules may result in loss of room privileges including immediate termination of a meeting by appropriate library personnel.
Adopted Monday, November 11, 2024 by the
Hardin Northern Public Library Board of Trustees