Policy Statement for Meeting Rooms
I. The Board of Trustees of the Douglas Library of Hebron views the use of the facilities of the library as an extension of the library services. The rooms shall be available to the Hebron community in its broadest sense and reflect the educational, cultural and social role the library plays.
The Board subscribes to Article IV of the Library Bill of Rights which states that facilities should be made available to the public served by the given library on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use.
II. Availability and Eligibility for Use
There are two meeting rooms available for public use by groups (hereinafter referred to as meeting room(s):
1. Community Room (capacity not to exceed 200 people);
2. Board Room (capacity not to exceed 15 people)
Meeting rooms are generally available during normal library operating hours. Meeting room use may extend beyond normal operating hours provided that prior arrangements have been made with the Director or authorized representative and provided that the meeting began during normal library operating hours.
When the meeting rooms are not needed for library activities, nonprofit organizations headquartered in Hebron and/or serving the Hebron community may apply for use of the meeting rooms for educations, civic, and/or cultural programs intended for and open to the public. No commercial or private use of the meeting rooms are permitted.
All meeting room reservations are on a first come, first served basis, however, the following priorities will prevail in using the meeting rooms:
1. The Douglas Library;
2. Friends of the Douglas Library;
3. Town of Hebron;
4. Hebron community organizations;
5. Other non-profit organizations in the Hebron community.
Youth groups may use the meeting rooms provided that there is at least one adult supervisor (age 21 or older) for each ten youths in attendance. The adult supervisor shall sign the application for the use of the facility and shall assume full responsibility for the entire group from the time the first member arrives until the last one has left the premises.
For profit organizations will not be allowed to use the meeting rooms for any fund raising purpose.
Non-Library related organizations may not use the Community Room more than four times in a calendar year.
III. Application and Charge for Use
A written application must be submitted to the Director or authorized agent for each use of the meeting room at least thirty days prior to the requested meeting date. The Director or authorized agent will notify the requestor within seven days of receipt of the request as to whether or not the request can be granted. An approved application must be on file and any and all fees paid prior to use of the meeting room.
Any person or group denied use of the meeting room for any reason other than unavailability may come before the Board of Trustees for review.
The standard fee for use of the meeting room beyond normal library operating hours for Hebron Community organizations or other non-profit organizations in the Hebron Community will be as follows:
Meeting rooms $25 per hour or major part thereof
Use of kitchen $25
IV. General Rules and Limitations
1. Groups using the meeting rooms will be responsible for:
i. Setting up chairs, tables, etc. and putting them away after the meeting;
ii. Proper adult supervision;
iii. Restoring the meeting room to the same condition in which it was found;
iv. Costs arising from any damage or loss during use.
2. Smoking, alcoholic beverages, and gambling is strictly prohibited in the meeting rooms.
3. No admission charge or tuition may be required.
4. No products or services may be sold.
5. Personal information from program attendees may not be solicited.
6. Reservations for the meeting rooms may be made up to one year in advance.
7. If a group requires audio-visual equipment, the user must be thoroughly trained and be held responsible for any damage to hardware or software.
8. Groups using video cassettes/DVD’s in the meeting rooms must secure all necessary performance rights or agree to indemnify the library for any failure on their part to do so.
9. No materials may be affixed to wall surfaces.
10. The name, address, and phone number of the Douglas Library may not be used as the official address of any group or organization using the meeting rooms nor may any non-library group using the meeting rooms publicize its activities in such a way as to imply library sponsorship.
11. Any individual or group that uses the meeting rooms pursuant to these rules agrees to indemnify and to render the Douglas Library, its Board of Trustees, and its employees harmless from any and all claims, actions, causes of actions of any kind which may arise out of the use of the meeting rooms by such individual or group.