Library Policies - Public Facility Use Policy
USE OF FACILITY DURING OPEN HOURS
Any group wishing to use the library during open hours must complete a USE OF FACILITY AGREEMENT. Permission to use the library will be dependent upon library availability for the requested date, adequate and appropriate space to accommodate the proposed program, and the approval of the District Librarian. Any such meeting conducted during open library hours must end no later than 15 minutes before the library is scheduled to close.
USE OF FACILITY AFTER HOURS
LIBRARY SPONSORED ACTIVITIES
The Library Commission must approve as agenda items [individual or consent items] all after hours’ library sponsored events. The District Librarian shall program provide details to the commission for its consideration.
LIBRARY RELATED ACTIVITIES SPONSORED BY LIBRARY RELATED SUPPORT GROUPS
Groups whose bylaws clearly state that their purpose is that of a library support group, such as the Friends of the Library or the Library Foundation, may use the library after hours for meetings provided that they have completed a USE OF FACILITY AGREEMENT. This form must be submitted to the commission by the tenth of the month preceding the proposed date of use and must include a statement defining the type of activity for which library occupancy is required. The commission will review the request and, if approved, then the group must meet all self-insured requirements and provide proof of insurance to the District Librarian at least 2 days prior to the scheduled activity. The commission will waive fees for the use of the facility by any properly recognized library support group.
NON-LIBRARY RELATED ACTIVITIES SPONSORED BY NON-LIBRARY SUPPORT GROUPS
Any group wishing to use the library after hors for any reason must complete a USE OF FACILITY AGREEMENT. This form must be submitted to the commission by the tenth of the month preceding the proposed date of use and must include a statement defining the type of activity for which library occupancy is required. The commission will review the request and, if approved, then the group must meet all self-insured requirements and provide proof of insurance to the District Librarian at least 2 days prior to the scheduled activity. The group must also agree to the library’s occupancy fee schedule, and, if the event is park related, secure a permit from the city.
FEE SCHEDULE FOR AFTER HOUR USE
The fee for use of he library is $40.00 for each hour of use, minimum time of use being 2 hours. An initial $40.00 deposit must be paid in advance of the proposed use date. Fees are levied to compensate for staffing and cleaning of the building both during and after occupancy but not for any damages sustained to the premises or its contents during its use.
If an event is cancelled with less than a 24-hour notice of its scheduled starting time, then the deposit will not be refunded.
A fee waiver may be granted if the library sponsors its own event in conjunction with a group’s.
SPONSORING ORGANIZATIONS RESPONSIBILITIES
- To provide adequate personnel to conduct and/or supervise the activities being requested
- To insure the activities conducted are performed in a safe and lawful manner neither contrary to the interests of the public nor the Dixon Library
- To provide restitution for any damage caused to library property or equipment
THE COMMISSION WILL EVALUATE EACH REQUEST ACCORDING TO THE FOLLOWING CONSIDERATIONS REGARDING THE USE OF THE LIBRARY FOR ANY EVENT
- Availability of an appropriate meeting space
- Library equipment security
- Staffing availability to monitor the building
- Library-function relationship
- Added financial or public relations benefit to the library
- Self-insured proof of personal and property liability by the group
- Assessment of the library’s liability when granting facility access
- Availability of other nearby meeting sites to accommodate facility use requests
Approved by the Library Commission on 30 May 2000
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