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Meeting Room

SIGOURNEY PUBLIC LIBRARY MEETING ROOM POLICY

The Sigourney Public Library has a large and spacious Meeting Room. When not in use for Library functions, the Sigourney Public Library Board welcomes public use of the Meeting Room in accordance with rules established by the Board of Trustees.

The Meeting Room is available seven days a week, except for City designated holidays. Maximum occupancy of the room is 50 persons. Use of the Meeting Room in no way implies endorsement by the Library, the City of Sigourney, the Library Board, or its individual staff members of ideas expressed in the meetings or of the aims and goals of the organizations using the facilities. In case a question is raised as to the objectives and activities of any organization, group or individual requesting use of the Meeting Room, the Library Board shall be the final authority in granting or refusing permission for the use of the room.

Organizations may not advertise the use of the library facility in any way that implies sponsorship by the library other than to indicate the name and address of the facility. No organization may use the library address for their mailing address.

RESERVATIONS:

Reservations for the use of the Meeting Room must be made at the circulation desk during regular Library hours. Reservations may be made up to six months in advance. The Reservation Form must be completed by the responsible party for the organization. The individual representing the organization using the Meeting Room must be age 21 or older.

The applicant will be responsible for pick-up and return of the Meeting Room key for reservations that include hours that the Library is not staffed. A $10.00 deposit is required when the key is picked up. The key may be picked up only during regular Library hours, and no sooner than 24 hours prededing the beginning of the reservation time. Keys must be returned only during regular Library hours and within 24 hours of the end of the reservation to a Library staff person. Keys returned late, placed in the drop-box, or in any manner other than in person, will result in the forfeiture of the $10.00 deposit. Keys lost will be subject to a fee of $100.00. Keys that are late, improperly returned, or lost by an individual more than once will immediately suspend that individual and organization's ability to reserve the Meeting Room for six months. An individual or an organization may not assign its reservation to another individual or organization.

MEETING ROOM FEES:

There is a $10 janitorial fee charged for non-profit organizations (defined as those entities granted tax-exempt status by the IRS under 501(C)(3) of the Internal Revenue Code), or service organizations. A fee of $50.00 (+ $10 janitorial fee) per day will be charged to all other groups or organizations, payable when the key is picked up. No admission charge may be made for any function held in the Library without prior approval from the Library Director and/or the Library Board. Membership dues and/or registration fees covering the cost of materials or speakers are acceptable. No buying or selling is permitted without prior approval from the Library Director and/or the Library Board.

FURNISHINGS:

The group or organization using the Meeting Room is responsible for arranging the furnishings according to its needs. Furniture and/or equipment from the main area of the Library may not be brought into the Meeting Room. No pictures or materials may be attached to the walls. No provisions can be made for storage of equipment and supplies by groups using the Meeting Room.

GENERAL CONDITION:

The Sigourney Public Library Board of Trustees, the Sigourney Library Staff and/or the City of Sigourney are not responsible for accidents, injury, or loss of property while the Meeting Room is in use. No smoking or any tobacco products or chewing gum are allowed. No lit candles or open flames are allowed. The outside main Library door and the double Meeting Room doors must remain unlocked when in use.

FOOD AND BEVERAGE:

Light refreshments may be served. A small refrigerator and coffee pot are supplied by the Library. Coffee is not provided. The coffee pot must be cleaned before leaving. Drinks in covered cups are preferred. Any items not removed from the refrigerator will be discarded. No meals may be served without the prior approval of the Director and/or the Board of Trustees. All other supplies and equipment must be provided by the group using the Meeting Room.

CLEANING:

Users are expected to leave the Meeting Room in an orderly and acceptable condition as was found, with all personal property removed and trash placed in plastic bags.Repairs will be charged to the Responsible Party according to any bill received by the Library from a City Department or outside contractor to restore the Meeting Room and/or public restrooms to their original condition. An additional administrative fee of $100.00 will be charged by the Library. Cleaning and damage fees may be assessed for pest control if food and beverages are not disposed of as required, resulting in physical damages or infestation. Cleaning and damage fees are not mutually exclusive and may be charged concurrently.

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