Room-Use Policy

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William Jeanes Library Room-Use—Rules and Regulations

[NOTE: Please note that the board of directors is carefully reviewing this policy, and is aware of the growing interest in access to its meeting rooms. You can contact the library (using the Contact Us link to the left) to request an update. If you are inquiring on behalf of a business or group, please provide the name and nature of that entity. Thank you.]

Preface

The William Jeanes Library is owned and operated as a non-profit institution receiving certain funding from Whitemarsh Township, PA.  The Library provides Community Room and study room space for Library sponsored events, community-sponsored activities and community groups, who are recognized non-profit organizations, as an essential component of the Library’s overall programs.

These guidelines and policies attempt to provide a fair and equitable access to the Library’s facilities by balanceing the needs of the community and civic groups with the periodic needs of other user groups.  Events not sponsored by the Library are scheduled on a first-come, first-serve basis.

Events sponsored by the Library have first priority.

Section1.  POLICY:  The Community Rooms and study rooms are provided for library and library-related programs and meetings.  After these needs are met the Community Room is available to groups and organizations in accordance with this policy as established by the LIBRARY Board.

Use of the Community Room by any group or ORGANIZATION does not constitute an endorsement by the LIBRARY Board of the grou’s policies or beliefs.  The LIBRARY will not knowingly permit any individual or groups to use its facility in contravention of  any applicable public law.

Section 2. EXCLUSION:  The LIBRARY’s Community Room is made available only to recognized non-profit community oriented organizations and/or groups, and is not available to: (i) private social events; (ii) business activities such as sales promotions; and (iii) programs that are not suitable for the LIBRARY’s physical facility.

Groups using the facility may not limit attendance on the basis of race, color, religion, sex, age, sexual orientation, mental or physical disability.

1. The LIBRARY reserves the right to attend any meeting held in its facility.
2. The LIBRARY may deny applications for use based on the availability of space, frequency of use, or requests for space by other groups and organizations.

Section 3. BOOKINGS: Bookings for library purposes receive priority provided that they are booked in advance of the dates listed below.  Library staff may reserve the Community Rooms or Study Rooms as soon as a need is disclosed.  All bookings are on a first-come, first-served basis and are to be made no later than as follows:

• January, Febraury and March bookings can be made starting Octiber 1st
• April and May bookings can be made starting February 1st
• June, July and August bookings can be made starting April 1st
• September, October, November and December bookings can be made starting June 1st.
• Multiple (consecutive) bookings may be made prior to the above-specified dates (up to 6 months in advance).
• Confirmed public bookings take precedence over tentative public bookings.

Room bookings are schedules ONLY during hours that the library is open.

Monday 12:00 p.m. - 8:00 p.m.
Tuesday-Thursday 10:00 a.m.- 8:00 p.m.
Friday 10:00 a.m. - 5:00 p.m.
Saturday 10:00 a.m. - 5:00 p.m. (School Year)
Sunday 1 p.m. - 5:00 p.m. (School Year)

Section 4. CANCELLATIONS:  Cancellations must be reported at least seven (7) days in advance, freeing the facility for other bookings.  Cancellations of less then seven (7) days’ notice will result in a $50 charge.

Section 5.  LOSS OF USE PRIVILEGES:  Failure to follow this policy, the LIBRARY Rules, then in effect as of the use, or the terms described in the Agreement, after one written warning, will result in the cancellation of future room booking privileges.

The LIBRARY will not accept new bookings and will cancel existing bookings for groups that fail to follow the terms and conditions of this Agreement.

Bookings are accepted from individuals on behalf of organizations.  The LIBRARY accepts no responsibility if the individual in question does not have the authority to book a room; and the ORGANIZATION will be held responsible, where applicable.

Section 6.  FREEDOM OF INFORMATION:  Personal information required on LIBRARY forms is for statistical or registration pruposes only.  Such information is collected under the authority of applicable law, and will be used to facilitate the daily activities of the LIBRARY.  Questions about the collection of this information should be directed to the Library Director care of the LIBRARY.

Section 7.  USE REGULATIONS AND PROCEDURES:  The following regulations apply to the ORGANIZATIONS’S use of the Large and Small Community Rooms.

1. Organization’s Designee- The ORGANIZATION must designate a person or persons to be in charge of the event.  This person or persons must be present at all times during the hours of the event,
2. Emergency Circumstances- The LIBRARY reserves the right to cancel a reservation in an emergency situation.
3. Walk-Throughs- The party who sign this Agreement must walk through the meeting facility with any damage to the room, the kitchen,  the storage closet, all doors, all walls, furniture or equipment on checklist sheet.  The organization reserving the room is responsible for all activities during the time the room is reserved.
4. Room Setup- The ORGANIZATION is responsible for setting up the room, including tables and chairs, and for all materials they require.  Staff will not be available to set up room, move chairs or tables.  Tables are  heavy and oftem will require more than one person to move or set up.  Extra tables and chairs are located in storage facilities and may be accessed only by LIBRARY staff.
5. Publicity & Signage- Publicity and signs, provided by the ORGANIZATION, must not give the impression that the LIBRARY sponsors the event.  All signs must be professional, placed in the display stand provided, and removed immediately after the program.
6. Access to Exit Doors- It is against the law to block exit doors.  No tables, chairs, or other items should be placed in front of these doors.  Any injury or death to any person occurring due to the blockage of these exit ways will be the liability and responsibility of the ORGANIZATION blocking the doors.
7. Access to Building-  The  ORGANIZATION using the room is requested to adhere to the Library’s hours.  All events must take place while the Library is open.
8. Drapes and/or Blinds- Window coverings may be closed for presentations, but need to be re-opened when finished with the room.
9. Food & Drink- Modest food and drink may be provided patrons of an organization using the Community Room, taking into consideration limited resources of the kitchen facility.  Outside caterer(s) may serve food and beverage in the Community Room provided the caterer provides documentation satisfactory to the LIBRARY  that is maintains appropriate levels of liability insurance, as determined is the sole discretion of the LIBRARY.  All food and equipment is to be removed within the booking period.
10. Sound & Noise- Community Room sound and noise are issues during library hours. Use of the Community Room sound system must not interfere with library operations.  Sound and noise must be confined to the community room and must not bleed over in to the library.  No musical instruments, live musical groups or bands will be allowed.
11. Decorations- No decorations may be attached to ceilings, walls, or woodwork  Candles are prohibited.  Live plants must be in appropriate storage containers to protect furniture and floors.
12. Deliveries, Supplies & Other Property of the Organization- Vehicles may drop off large items to be used by the ORGANIZATION, but must stay on paved parking lot areas.  The library staff will not be responsible for receiving any delivered items needed for meetings such as copies of documents, extra furnishings, etc.  The LIBRARY cannot function as a pick-up station for shipping or mailing companies.  The LIBRARY will not be responsible for any items, supplies, materials, equipment brought in by the ORGANIZATON.  The LIBRARY will not provide storage facilities nor supplies of any kind.  All personal property must be removed from the Community Room after the meeting.  Items remaining in the Community Room or kitchen will be discarded when the cleaning service arrives.
13. Parking- ORGANIZATION and its guests should first utilize street parking; and thereafter use the paved parking lot.  Under no circumstances, will parking/driving on the sidewalks or grass be tolerated.  Damages to the parking lot, grass areas, and surrounding facility will be assessed the ORGANIZATION, where applicable.
14. Advertising- No easels, story boards, large poster boards, table displays or other advertising mediums may be placed in the library to advertise the organization’s activities.  However, brochures and flyers may be placed in the library if it is a non-profit event.
15. Open Access- A library representative must be allowed to enter the room at any time.
16. Smoking and Alcohol- No smoking or alcohol shall be permitted in the building.  The LIBRARY  is a smoke free environment and prohibits smoking in all its facilities.  The ORGANIZATION agrees to have its members, guests, and invitees observe this policy.
17. Clean-up  Meeting rooms must be cleaned after your function.  Trash must be removed, tables wiped and floor vacuumed.
    1. Trash- The ORGANIZATION  must dispose of their own garbage either by using the library’s dumpster or by removing from the library property.
    2. Garbage Bags- Garbage bags are not provided by the library.
    3. Tables- All tables used must be wiped down.  The ORGANIZATION is advised to bring a household spray cleaner and paper towels with them for table and chair cleanup.  The room must be restored to its original condition, or a condition which accommodates the next function of the Community Room, as reasonably required by the Library Staff.
    4. Floors- Where vacuuming of the Community Room after a meeting is determined by the LIBRARY housekeeping staff to be inordinate to the customary cleaning required, then the additional cost of housekeeping services will be assessed the ORGANIZATION.
    5. Kitchen- Must be completely cleaned, counters wiped down, trash removed and floors swept.
    6. Failure to Clean- If the Community Room and/or the kitchen is left unclean or damaged, the expenses of repair for cleaning will be assessed to the ORGANIZATION. ( Examples of failure to clean are: inordinate vacuuming required; carpet stains because of spills; damage to walls requiring repainting, etc.

Leaving the Building- Groups must be completely out  of the building by 8PM when the alarm activates.  Please be sure to conclude your meeting early to allow enough time to perform the required clean up.

1. Damages- The Organization is responsible for any and all damages to library property incurred while utilizing the facility.
2. Responsibility-  The library director or designee is responsible for the implementation and enforcement of the above user guidelines and policies.  In the best interest of the library, the director may deny use of the Community Room.  The director’s decision may be appealed to the Library Board.  The LIBRARY Board, who shall have final say.
   1. The LIBRARY assumes no responsibility for any property or equipment owned by the ORGANIZATION,  its guests, or other parties.  The LIBRARY reserves the right to approve equipment used at events.
   2. The LIBRARY  reserves the right in its sole discretion to refuse a license for use of the Community Room to any person or group at any time.  Organizations are expected to leave the LIBRARY  in good order and to abide by all LIBRARY policies concerning the use of the Community Room, which will be inspected before and after its use.  Should there be any property loss or damage, the ORGANIZATION will be notified of the replacement or repairs to be made, and the ORGANIZATION will be responsible for reimbursing the LIBRARY for all costs, including without limitation, those costs incurred by the LIBRARY to enforce its right to recovery of damages and reasonable attorneys’ fees.

Section 8. INDEMNITY:  The ORGANIZATION agrees to indemnify and hold harmless the LIBRARY its respective directors, trustees, officers, agents, and employees, against all claims, damages, and expenses, including reasonable attorney’s fees and court costs, arising out of the ORGANIZATION’S acts or omissions or the acts of any of the ORGANIZATION’S members, guests, or invitees.  This indemnification shall survive the termination of this Agreement.

Section 9. LIABILITY INSURANCE COVERAGE: The ORGANIZATION shall provide proof of liability and property damage insurance for the benefit of the LIBRARY  and the LIBRARY shall be names as an additional insured, with a single limit of liability of at least $1,000,000 or otherwise provide information or a security deposit that is satisfactory to the LIBRARY for this purpose.  The ORGANIZATION will furnish the LIBRARY on demand with a copy of such insurance policy or security deposit at least 15 days prior to the event.  The representative of the ORGANIZATION  executing the Agreement certifies that (s)he has been duly authorized to enter into this Agreement on behalf of the ORGANIZATION and that neither the execution and delivery of the Agreement nor the performance of the terms and conditions hereof will result in a breach of any obligation to which the ORGANIZATION  is a party.

Section 10. ASSIGNMENT:  This agreement is not assignable.

Section 11. BINDING EFFECT:  This agreement shall be binding upon and inure to the benefit of the successors and assigns of the parties hereto.  Neither party shall have the right to assign its rights or delegate its duties under this Agreement without the express, prior written approval of the other party, which approval may be arbitrarily withheld.

Section 12. GOVERNING LAW:   This Agreement has been made in accordance with, and its interpretation and enforcement shall be governed by, the laws of the Commonwealth of Pennsylvania without regard to its principles of conflicts of law.

Section 13. ENTIRE AGREEMENT:  This Agreement constitutes the entire Agreement between the parties and can only be modified by a writing endorsed hereon, signed by the duly authorized representative of each person.

Section 14. HEADINGS:  The paragraph headings in this Agreement are for convenience only and shall not be deemed to limit the meaning or apply in the construction of the provisions hereof.