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Meeting Room Use Policy

Meeting Room Use Policy

Sno-Isle Libraries Board of Trustees Policy

Purpose

The purpose of the Meeting Room Use Policy is to ensure that Sno-Isle Libraries (the Library) provides access to its public meeting rooms in an equitable and fair basis to community organizations and groups regardless of the beliefs or affiliations of individuals or groups requesting their use.

Scope

This policy applies to public use of meeting rooms owned by or managed by Sno-Isle Libraries. Meeting rooms in buildings not owned by Sno-Isle Libraries may be governed by different policies.

Implementation

Access

  • All meetings will be non-exclusive and will be open to the general public regardless of the attendee's gender, race, ethnicity, age, disability, sex, sexual orientation, gender, veteran status, marital status, or religious or political affiliation.

Reservations and Use Limitations

  • Priority for reserving rooms will be given in the following order:
    1. Library sponsored and co-sponsored programs and activities.
    2. Sno-Isle Libraries Foundation, local Friends of the Library groups, and local Library Board.
    3. Meetings or activities of committees or boards of local government.
    4. Other community organizations or groups.
  • The Library reserves the right to cancel meeting room reservations if the room is needed for Library use or other unforeseen circumstances.
  • Due to high demand for limited meeting room space, frequency, and duration of room use by an organization may be limited.
  • Meetings or events which interfere with normal library operations will not be accommodated.

Fees, commercial activities, and fundraising
Sno-Isle Libraries' meeting rooms are available free of charge.
Reserved spaces may not be used for the purpose of transacting commercial activities. This includes the provision of fee-based services. No entrance fees may be charged to meeting attendees.
The Library, the Foundation, local library Friends' groups, and library co-sponsors may sell books and other products if the activity supplements the meeting and is not a requirement for attendance. Co-sponsorship must be confirmed in writing.
Direct fundraising activities may be conducted only by the Foundation or local Friends of the Library groups.

Non-endorsement
Permission to reserve and use a space does not constitute an endorsement by the Library of the group, program, or point of view expressed. The name of the Library may not be used in any publicity for non- library sponsored or co-sponsored meeting except to designate the meeting location. The Library may not be identified as a co-sponsor of a meeting without prior written approval.

Responsibilities
Customers will comply with all federal, state, and local laws and policies.
The contact person for the reservation is liable for any damages to facilities and furnishings. The contact person shall indemnify, defend and hold harmless Sno-Isle Libraries, its officers, agents, and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from an negligent act, omission or error of the group resulting in or relating to personal injuries or property damage arising from the use of library spaces.
Library staff are responsible for interpreting and applying this and the associated library administrative policy in daily practice. The District Manager (or designee) is responsible for working to resolve disputes that may arise over the reservation and use of library rooms.
The decision to deny use of a library meeting room may be appealed in writing to the Sno-Isle Libraries Executive Director. The Executive Director will provide a written response to the request.
Non-compliance with the policy may result in an organization being denied further use of library meeting rooms.

Policy History

Date approved: 04/2020
Next review date: 04/2024
Adopted: 2013

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