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IRVINGTON PUBLIC LIBRARY BOARD OF TRUSTEES

FACILITY AND MEETING ROOM USE POLICY

The Irvington Public Library welcomes the public use of its meeting facilities in keeping with the Library's mission to enrich our community by providing unlimited opportunities for information, education and recreational needs.

The Library's facilities are to be used to enhance the educational, cultural and community life of the residents of Irvington Township, in accordance with the Library's mission and the American Library Association's "Library Bill of Rights" which states, "Libraries that make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use."

 

Facility/Meeting Room Use, Priority and Scheduling

In allocating the use of the meeting rooms, the Board of Trustees and library staff shall
not discriminate on the basis of political, social, or religious beliefs of applicant groups. The Library will make decisions without regard to race, sex, age or national origin. However, the provision of meeting room space is not the primary mission of the Library, and must always be subordinate to the need to provide a safe and respectful environment in which to read and study.

No use of the meeting rooms will be allowed during Library operating hours that is likely to disturb Library patrons in their customary use of Library facilities or impede Library staff in the performance of their duties.

The Library reserves the right to prioritize facility and meeting room use as follows:

1. Library meetings, Friends of the Irvington Library meetings and Library- sponsored programs.
2. Irvington Township official meetings (including Irvington Public Schools-related meetings).
3. Groups and organizations based in Irvington Township.
4. Other groups and organizations, subject to the provisions below or to any
modifications that may be made by the Library's Board of Trustees.

Permission to use the Irvington Public Library facilities or meeting room in the Library does not imply endorsement of the organization or approval of the program contents by the Township of Irvington, the Library or the Library Board of Trustees.

Reservations, payments and cancellations
Applications for the use of the facilities, signed by an authorized representative of the
requesting organization and all appropriate fees shall be submitted to the Library Director at least two (2) weeks prior to the date for which use of the meeting room/facilities is requested. Proof of non-profit status, incorporation documents and/or business registration certificate may be required. An application shall be approved when signed by the Director.

Rooms may be reserved on a first come, first serve basis. A reservation is not secured until a receipt has been issued to you by the Library, showing your name, the date of reservation and the name of the room reserved.

Payment of all fees/charges must be made to the Library within five (5) days of the issuance of the above receipt. Failure to make payment within five (5) days of approval of your use will result in cancellation of the reservation. If your reservation is cancelled, you may re-book, provided that the space has not been booked by another organization. In all cases, all fees must be paid in full and documents provided before access to the space will be granted.

If the scheduling usage is less than five (5) days from the time the application is filed, payment must be made at the time the application is filed.

Rules and Regulations
1. All meetings scheduled in the Library must be open to the general public and free
of admission charges. No group or individual may have an admission charge or require a purchase of a good or service, in exchange for attendance or participation in a program or event held at the Library. Promotions or sales of services, products, merchandise, materials or other items are prohibited.
2. Fundraising is prohibited, except for the benefit of the Irvington Public Library.
3. Authors are permitted to offer their books for sale after a speaking engagement.
Musicians are permitted to sell their CDs after a performance. Sales of services, products, merchandise or solicitations for donations by a Library sponsored program or event, or by the Friends of the Library are permitted.
4. As a convenience, dues may be collected from members of an organization holding a meeting at the Library. However, dues collection cannot be used to exclude members of the public from a program, event or meeting.
5. Meeting rooms may not be used for any unlawful purposes and must conform to all local, state and federal laws and regulations.
6. The Library reserves the right to designate an event monitor to observe all aspects of the event and compliance with the Library meeting room policy, rules and regulations.
7. Meeting room applications must be signed by a sponsoring adult when the facility is used by minors. That adult must also be present for the duration of the
program/meeting.
8. Tobacco, alcohol and games of chance are prohibited.
9. Open flames, including candles and solid gel fuels, incense, and other hazardous materials are prohibited.
10. Food is not permitted in the History Room.
11. Any promotional material created to announce an event in the library by an unaffiliated group must include the following statement: "This even is neither sponsored nor endorsed by the Irvington Public Library." All advertisements and notices must clearly designate the sponsoring organization. Copies of the advertisement materials shall be provided to the Director. No signs may be posted inside or outside the Library premises without permission of the Director.
12. Meeting rooms may not be used for personal celebrations including, but not limited to showers, birthday parties or anniversary parties.
13. Attendance size will be limited to the number of people authorized by the Fire
Department for the particular room. (See below).
14. Meetings are to be held during the Library's public hours unless specific arrangements have been made with and approved by the Directors. Barring extenuating circumstances defined by the Director, an additional room fee will be charged for meetings that are held outside the Library's public hours.
15. Set up preparation must be included in the regular meeting schedule. Access to
the meeting room prior to the Library's public hours will not be permitted.
16. Decorations must first be approved by the Director or his/her designee and may not be affixed to the walls. All decorations must be free standing.
17. Supplies may not be stored at the Library for groups using the meeting rooms on a regular basis. At the conclusion of the event, the sponsor shall promptly clean up any debris and remove from the premises all materials and equipment provided by the sponsor. The Library shall not be responsible for receipt, storage or disposal of equipment or supplies furnished by the sponsor. The Library shall not be responsible for loss or damage to property of the sponsor or invitees of the sponsor. Sponsor and its invitees shall bear the risk of any property brought into the Library.
18. The electrical capacity of equipment used should not exceed circuit limits. This
must be cleared with the Director's representative.
19. No activities will be allowed which create noise or which disturbs the normal affairs of the library.
20. Neither the name or the address of the Irvington Public Library may be used as an official address or headquarters of any organization.
21. With proper notice and sufficient reason, the Library reserves the right to revoke permission for the use of a meeting room; or to change the meeting location to another room.
22. Groups that fail to follow the above regulations may lose the privilege of scheduling space in the future.

Political Activity
Candidates for elective public office, holders of elected public office or their agent or
representative(s) are prohibited from soliciting campaign contributions or disseminating campaign information or materials on Library property. This shall apply to any persons, groups, entities or organizations utilizing the Library facilities or renting meeting rooms in the Library.

Refund Policy
If your program or event is cancelled, please inform the Library right away. If notice of
cancellation is received at least 72 hours (or more) prior to the scheduled date of use and you have already paid your rental fees/charges, you will have the choice of either a credit toward a future booking or the library will issue you a refund of your rental fees/charges. Refunds are paid out once a month and in conjunction with the timing of our board meetings.
If notice of cancellation is received less than 72 hours prior to the scheduled date of use and you have already paid your rental fees/charges, you will receive a credit toward a future booking but will not be entitled to a refund of your rental fees/charges. Credits must be used within 12 months of issuance or will be forfeited.

If the Library should close due to facility or weather emergency on the scheduled date of use and you have already paid your rental fees/charges, every effort will be made to notify the booking group. In addition, you will have the choice of either a credit toward a future booking or the Library will issue you a refund of your rental fees/charges. The Library shall bear no responsibility for any associated program or event costs incurred by the booking group for cancellations or rescheduling due to the closing of the facility.

Fee Schedule:
No fee shall be charged to any Irvington Township-based governmental organization or
department, including the Irvington Board of Education and any Irvington Board of Education recognized Parent-Teacher Organization. Proper application must still be made and access is based upon availability.

TypeofGroup

HistoryRoom

(1stFloor)

LowerLevel

Meeting

Room

1stFloor

LibraryArea

LowerLevel

Children’s

LibraryArea

 

Capacity:

Capacity:

Capacity:

Capacity:

Irvington

Govt/School

Board Entity

No Charge

No Charge

No Charge

No Charge

Non-Profit

Community

Organization

$75

$75

$75

$75

Private

Organization

$100

$100

$100

$100

 

The above fees are subject to change at the discretion of the Executive Director and the

Board of Trustees or its designee.