Meeting Room & Study Room Policy

HERRIN CITY LIBRARY

Meeting Room & Study Room

Policies and Regulations

Meeting Room Application Form: Click Here.

MEETING ROOM:

The Board of Trustees of the Herrin City Library offers the use of the meeting room to non-profit civic, cultural, and educational organizations in the area. The primary purpose of the meeting room is to support library functions and to promote the library’s programs of service to the community. The fact that a group is permitted to meet at the public library does not constitute an endorsement of the group’s policies or beliefs.

The Library Director or a designee authorizes use of the meeting room and maintains the schedule. If a question is raised as to the objectives and/or activities of any group or organization requesting use of the meeting room, the Herrin City Library Board of Trustees has the final authority in granting or refusing permission for use of the room.

The following regulations apply to the use of the meeting room and the Library Director must authorize any departure from them in writing.

AVAILABILITY:

  1. Library programs and library-related programs have priority in the use of the meeting room at all times. In the event that the library staff need access to the room on a date that another group has the room scheduled, the library will give at least 7 days notice to the scheduled group that another meeting site will have to be arranged.
  2. The meeting room is available for use by organizations of a civic, cultural, or educational nature, but not for social or religious gatherings, fund-raising, political, or commercial purposes.
  3. Non-partisan organizations, which do not endorse individual parties or candidates, may be allowed to conduct meetings in the library’s meeting room at which candidates for public office will discuss current election issues, provided that all candidates for the same office have been invited.
  4. Groups of individuals under 18 years of age may use the meeting room provided they are supervised by at least one adult for every ten children in attendance. The adult supervisor will be responsible for any damage.
  5. Meetings which may disturb regular library functions shall not be scheduled.
  6. Activities involving more than normal wear and tear on the meeting room will not be permitted, i.e. projects involving materials which might cause damage.
  7. All meetings shall be open to the public.
  8. The library reserves the right to change or cancel reservations in emergency situations.

SCHEDULING

  1. An individual representing the group or organizations that wishes to use the meeting room must complete the appropriate application providing all information requested on the form.
  2. A $25 non-refundable rental fee for up to four hours is required at the time of application. The four hours of rental time includes set-up and clean-up time by the renter. There will be a $10 fee per hour for each additional hour or part thereof. Scout groups are given a 50% discount.
  3. Generally, no group or organization may use the meeting room more than once a month. Exceptions may be granted at the discretion of the Library Board of Trustees.
  4. Groups using the library’s meeting room on a regular basis for meetings must reapply annually.
  5. The meeting room shall be scheduled for use during regular library hours. All groups will need to clean-up and exit by closing.

RESPONSIBILITY FOR EQUIPMENT AND FURNISHINGS

  1. No signs, displays, or exhibits shall be attached to the walls in any matter.
  2. Organizations shall assume responsibility for the repair or replacement of or for damaged or missing equipment and furnishings, or damage to the building.
  3. No material, equipment, or furniture belonging to groups or organizations may be stored on the library’s premises.
  4. The library will not be responsible for any items left on the premises.
  5. The library is not responsible for arranging chairs, tables, or equipment for meetings. Groups using the meeting room are responsible for returning the furnishings to their previous arrangement.
  6. Alcoholic beverages are not permitted.
  7. Cleanup is the responsibility of the group or organization using the facility. A vacuum sweeper is available, if needed.
  8. Light refreshments or light meals that involve no cooking may be served. The group or organization will supply all equipment and utensils needed for this purpose.

GENERAL REGULATIONS

  1. Neither the name nor the address of the Herrin City Library may be used as the official address or headquarters of a group or organization, except the Friends of the Herrin City Library.
  2. Admission fees or collections are prohibited at meetings held in library facilities. The only exceptions are in case of paid registrations that are necessary to cover expenses for workshops or institutes, or a fee to cover the actual cost of a library-sponsored program.
  3. The Library Director or designee is authorized to terminate the meeting of any group or groups that violate policies and regulations.
  • Smoking is not allowed in any part of the library at any time.
  • Any group using the meeting room must comply with the Americans with Disabilities Act (ADA) and is responsible for providing qualified interpreters or auxiliary aids upon request.

AMENDMENTS

  1. This statement of policy is subject to amendment at any time by the Herrin City Library Board of Trustees.

STUDY ROOM

The following regulations apply to the use of the study room and the Library Director must authorize any departure from them in writing. The primary purpose of the study room is for small group work; such as, tutoring, private meetings, and small classes.

USE

  1. The study room is for small group work of no more than 8 people. The study room is not for use by a single person.
  2. Use of the study room is free.
  3. The door to the study room should be closed while meetings or tutoring is in progress.
  4. Noise from the study room should not be heard outside of the study room.
  5. To use the study room, please sign up at the circulation desk.

AVAILABILITY & REGULATIONS

  1. Library programs and library-related programs have priority in the use of the study room at all times. In the event that the library staff need access to the room on a date that another group has the room scheduled, the library will give at least 7 days’ notice to the scheduled group that another meeting site will have to be arranged.
  2. The study room is available for use by organizations of a civic, cultural, or educational nature, but not for social or religious gatherings, fund-raising, political, or commercial purposes.
  3. Non-partisan organizations that do not endorse individual parties or candidates may be allowed to conduct meetings in the library’s study room at which candidates for public office will discuss current election issues, provided that all candidates for the same office have been invited.
  4. Groups of individuals under 18 years of age may use the study room provided they are supervised by at least one adult. The adult supervisor will be responsible for any damage. Meetings which may disturb regular library functions shall not be scheduled.
  5. Smoking is not allowed in any part of the library at any time.
  6. Any group using the study room must comply with the Americans with Disabilities Act (ADA).
  7. No signs, displays, or exhibits shall be attached to the walls in any matter.
  8. Organizations shall assume responsibility for the repair or replacement of or for damaged or missing equipment and furnishings, or damage to the building.
  9. No material, equipment, or furniture belonging to groups or organizations may be stored on the library’s premises.
  10. The library will not be responsible for any items left on the premises.
  11. The library is not responsible for arranging chairs, tables, or equipment for meetings. Groups using the study room are responsible for returning the furnishings to their previous arrangement.
  12. Light refreshments that involve no cooking may be served and must be kept inside the study room. All clean-up is the responsibility of the group.
  13. Alcoholic beverages are not permitted.
  14. Admission fees or collections are prohibited at meetings held in library facilities. The only exceptions are in case of paid registrations that are necessary to cover expenses for workshops or institutes, or a fee to cover the actual cost of a library-sponsored program.
  15. The Library Director or designee is authorized to terminate the meeting of any group or groups that violate policies and regulations

Adopted 9/10/2002

Reviewed 9/11/2012

Amended & Approved 5-11-2021