AGENDA #4b
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Recommended Town Meeting Room Policy
DATE: March 5, 2001
This report responds to a Council member's request for clarification regarding the procedure for reserving Library meeting space. The attached resolution would adopt a revised Town meeting room policy to clarify existing procedures within departments (Attachment 1).
Last year, the Library received a request from the Women’s Investment and Financial Team to schedule meeting room space. Because the group is a for-profit, limited membership corporation, it does not meet conditions for use included in either the Town’s meeting room policy (Attachment 2) or the Library’s policy (Attachment 3), and their request was declined.
On October 11, 2000, a Council Member submitted to the Council the Women’s Investment and Financial Team’s request for clarification of the Library’s meeting room policy. At that time, the Council referred the Women’s Investment and Financial Team’s request to the Manager.
This report reviews general guidelines for use of Town meeting space and recommends that the Council adopt the attached revised meeting room policy (Attachment 1) that would consolidate several Town meeting space policies into a new Facilities Use Policy.
Current Town Meeting Room Policy
Town meeting room use is determined by the guidelines established by the Council in its current meeting room policy (Attachment 2: “Use of Town Hall Meeting Space”). This policy is reviewed and approved by the Town Council annually as part of the budget process. The meeting room policy was first written in 1988, when the Administrative Policies and Procedures Manual was updated, and has been modified on occasion.
The purpose of the meeting room policy is to define standards of use for Town meeting spaces. Town facilities are limited and the demand for their use often exceeds availability. Guidelines for use of meeting space are intended to promote equitable access to public facilities for all citizens. Guidelines include:
The current general Town policy contains language and conditions that are specific to Town Hall meeting space but not to other Town department spaces. As a result, some departments have implemented minor variations to the general policy that reflect issues associated with their department. Please see the attached Library Meeting Room Policy (Attachment 3) and Parks and Recreation User Fee Policies (Attachment 4).
Minor procedural variations from the Town Hall policy include but are not limited to:
· Hours of operation. For example, Town Hall policy permits public meetings after regular business hours, when space is no longer needed to conduct governmental affairs.
· Available equipment, such as audiovisual equipment.
· Facility amenities. Like Town Hall, the Library and the Parks and Recreation Department reserve the right to give priority scheduling to departmental programs. However, the public is encouraged to reserve meeting space in the Library and Parks and Recreation Department facilities throughout the day because providing public meeting space is part of the basic service of these departments, and because of limited available parking at Town Hall.
Exceptions to the Town’s general guidelines for meeting room use have been authorized by the Council. Examples include:
· permitting the Parks and Recreation Department to rent meeting space to for-profit organizations (Attachment 4);
· permitting the Library to offer space for members-only events to Library-related organizations, such as the Friends of the Chapel Hill Public Library and the Chapel Hill Public Library Foundation (Attachment 3).
Proposed Policy
Multiple policies regulate use of Town space. We propose consolidating all the policies into one policy to make it easier for citizens and staff to understand and use. Attached is a revision for your consideration (Attachment 1: “Town of Chapel Hill Facilities Use Policy”).
We believe that having a single meeting space policy that consolidates all department information and procedures in one document would be a more efficient and effective way for the Council to review policies for use of Town space. We also believe that it would make the reservation process easier for citizens and staff to use, especially with this information included on the Town’s web site
Therefore, we recommend that the Council adopt the attached Facilities Use Policy. If adopted, this policy would replace the current meeting room policy.
Women’s Investment and Financial Team
The Women’s Investment and Financial Team requested a clarification of the Library’s meeting room policy after its request to use Library meeting space was denied. Current Town policy (Attachment 3) states that meeting rooms may serve as a setting for non-profit community organizations to hold programs that are open to the public. This also is the guideline included in the Library’s meeting room policy.
Although the Women’s Investment and Financial Team provides educational opportunities to learn about investing, its activities are intended to generate a profit for its members, and its membership is limited. As a for-profit corporation, it makes investments using the revenue generated from members’ monthly dues. The Regulations for Use of the Library Meeting Rooms (Attachment 3) state that: “The Library Meeting Room and Conference Room are intended for Library programs. When not needed for Library programs or Town meetings, these rooms may be made available to non-profit community organizations.” The Women’s Investment and Financial Team does not meet the criteria of a non-profit organization.
Although not eligible to use Library meeting space, the Women’s Investment and Financial Team could reserve Parks and Recreation Department facilities if it met certain conditions. The Parks and Recreation Department User Fees Policy (Attachment 4) permits for-profit organizations to rent facilities, and to charge an admission fee if the Parks and Recreation Department is a co-sponsor or receives a percentage of gross receipts of the profit.
We believe that Chapel Hill’s current meeting room policies are reasonable and promote public use of public buildings. However, we recognize that the Council could choose to eliminate or modify certain use limitations. If so, we would welcome Council’s direction regarding desired changes.
We recommend that the Council adopt the attached reformatted Facilities Use Policy (Attachment 1) to clarify procedures associated with reserving Town space. This policy does not significantly change elements of current Council policy. We believe that a new format, as well as posting Town meeting room information on the Town’s website, would facilitate scheduling of Town space by citizens and staff.
That the Town Council adopt the attached resolution, approving a general meeting room policy for the Town.
A RESOLUTION APPROVING THE GENERAL MEETING ROOM POLICY FOR THE TOWN OF CHAPEL HILL (2001-03-05/R-4)
BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby approves the General Meeting Room Policy for the Town of Chapel Hill as presented to the Council on March 5, 2001.
This the 5th day of March, 2001.
ATTACHMENT 1
(Proposed General Policy)
TOWN MEETING SPACE IS TO BE USED TO CONDUCT TOWN BUSINESS AND FOR PUBLIC MEETINGS, ESPECIALLY OF THE TOWN COUNCIL AND ADVISORY BOARDS AND COMMISSIONS. When rooms are not needed for Town Council or advisory board meetings, department or Town staff activities, they may be made available to non-profit community organizations. Requests will be reviewed according to the following standards:
1. In scheduling, Town functions will take precedence over all other use. Space will be reserved in the following priority order:
§ Town Council meetings
§ Meetings sponsored by the Mayor or Council Member(s)
§ Other meetings of official Town boards, committees, commissions, task forces and work groups
§ Town-sponsored activities
§ Meetings of other local, State, and federal governmental officials
§ Community groups sponsoring programs of a non-commercial nature (including local precinct meetings)
§ Library programs and meetings receive first priority in scheduling of library space.
§ Library space may be reserved by non-community groups (groups from outside Chapel Hill) sponsoring programs of a non-commercial nature.
§ Parks and Recreation Department sponsored and co-sponsored activities and programs will have priority in scheduling the use of all Department facilities.
§ Parks and Recreation Department space may be reserved by non-community groups. Parks and Recreation Department space may be rented by for-profit organizations. sponsoring programs.
2. Governmental meetings shall be open to the public, in accordance with state law. All nongovernmental programs must be open to the public.
EXCEPTIONS
§ Library-related organizations may reserve space for members-only events.
§ Activities held in Parks and Recreation Department facilities may require participants to comply with registration procedures.
3. All programs must be free of charge. Nothing may be sold to the public.
EXCEPTIONS
§ Town departments are exempt from this condition.
§ Library-related organizations are exempt from this condition.
§ Admission may be charged for entrance into Town-owned or controlled areas and facilities in some cases.
4. Use of Town meeting space for regularly recurring meetings is strongly discouraged. Departments will consider individual requests to schedule a series of meetings, as well as maximum number of uses by an organization within a year, based on Town Council-approved criteria established for that department.
5. Programs may not interfere with the conducting of Town business.
6. Meeting rooms and equipment will be left in the condition in which they are found.
7. Limited membership groups, including denominational groups, partisan political groups (except partisan precinct meetings which are permitted by State law) and labor organizations – which imposed membership requirements – will not be permitted to reserve Town meeting rooms on a regular basis.
8. Organizational representatives must agree to be responsible for any damage
done to facilities and equipment. Extra chairs, equipment, etc. may be provided by the user and must be removed immediately following the meeting or activity.
9. Commercial use of meeting rooms is not permitted.
EXCEPTIONS:
§ The Parks and Recreation Department may grant special exemptions to individuals and profit organizations with whom it has entered into a cooperative agreement.
8. Smoking and alcoholic beverages are not permitted in Town facilities. Limited consumption of non-alcoholic beverages (water, coffee, soft drinks, etc.) and food is permitted, as long as due care is exercised.
ATTACHMENT 2
(Use of Town Hall and Library Meeting Space)
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5.6c Use of Council Chamber and Town Hall Meeting Rooms |
The following is an overview of procedures and regulations for use of the Council Chamber and Town Hall Meeting Rooms. Please contact the Town Clerk's Office or the Town Manager's Office at 968-2743 for additional information.
THE COUNCIL CHAMBER AND TOWN HALL MEETING ROOMS ARE INTENDED FOR PUBLIC MEETINGS, ESPECIALLY OF THE TOWN COUNCIL AND ADVISORY BOARDS AND COMMISSIONS. When these facilities are not needed for Town Council or other advisory board meetings or Town staff, it may be made available to non-profit community organizations after 5 p.m. Monday through Thursday. The Town Clerk will review requests according to the following standards:
· The Chamber and Town Hall Meeting Rooms may be used Monday through Thursday between 9:00 a.m. – 10:00 p.m., and on Friday from 9:00 a.m. – 5:00 p.m. for Town-related activities. Special accommodations may be made for weekend usage.
· The Chamber and Town Hall Meeting Rooms may serve as a setting for non-profit community organizations to hold programs which are open to the public after 5:00 p.m. Monday through Thursday. Use of the Chamber and Town Hall Meeting Rooms for regularly recurring meeting is strongly discouraged. Requests to reserve for a series of meetings will be reviewed by the Town Clerk on an individual basis. Programs may not interfere with the conduct of business in the Town Hall. Due to the high demand for Town Hall meeting room facilities, community organizations are limited to a total of eight (8) meetings per year in the Town Hall.
· All programs must be open to the public at no charge. Nothing may be sold to the public in the Chamber or the Town Hall facility.
· The meeting room and equipment are to be left in the condition in which they were found.
· Limited membership groups, such as denominational groups, partisan political groups (except partisan precinct meetings which are permitted by State law) and labor organizations will not normally be permitted to reserve Town meeting rooms.
· Organizational representatives must agree to be responsible for any damage done to facilities and equipment. Extra chairs, screens, blackboards, etc. may be provided by the user and must be removed immediately following the meeting or activity.
· Commercial use of meeting rooms is not permitted.
Meetings will be scheduled in the following priority order:
1. Town Council meetings
2. Meeting sponsored by the Mayor or Council Member(s)
3. Other meetings of official Town boards, committees, commissions, task forces and work groups
4. Town-sponsored activities
5. Meetings of other local, State, and federal governmental officials
6. Groups sponsoring programs of a non-commercial nature (including local precinct meetings)
To reserve the Council Chamber or Town Hall meeting rooms, call the Town Clerk's Office at 968-2743.
Keys
Keys to the Council Chamber and Town Hall meeting rooms may be obtained after 1:00 p.m. on the day of the meeting from the Town Clerk's Office located on the second floor of the Town Hall. Keys should be returned to the lock box located on the main floor lobby by the stairwell of Town Hall immediately after the meeting has concluded.
Doors
Doors are to be properly secured at the end of the meeting.
The following guidelines apply only to the Council Chamber:
Lights
Lights may be operated from the panel at the front left of the room. Lights may be turned on by sliding each of the switches up or down. If this does not work, the operator may push the small switches underneath each plane. The three switches on the right of the panel are special lights used only for televised meetings. Lights should be turned off in the meeting room after the meeting. In addition, tables, chairs and other equipment should be returned to original locations.
Audio-Visual Room (See also Operating Audio Equipment, 5.6b.)
The Council Chamber is equipped with audio and video equipment as well as an FM transmitter for the hearing impaired. Persons wishing to use the audio equipment should make arrangements with the Town Clerk's Office or Assistant to the Town Manager at 968-2743 at least five days in advance of the meeting.
Projection Screen/Bulletin Board
The projection screen is located on the angled wall at the left front of the Chamber. The operating switch, with the up and down indicators clearly marked, is located behind this wall on the left. The switch should be returned to the middle position after the screen has been raised or lowered. When the projection screen is not in use, this wall may be used for pinning up displays and exhibits.
Fiberglass Sound-Absorbing Panels
Nothing should be pinned, taped, or leaned against the wall behind the Council table. It is covered with sound absorbing materials that are easily damaged.
Slide and Overhead Projectors
A slide and overhead projector are available for presentations. Arrangements for projector use should be made at least two business days in advance of a meeting by contacting the Town Clerk's Office.
Furniture
Tables and chairs should be returned to their original locations after the meetings. Please note: Both the Council table and speaker's podium are permanently affixed and cannot be moved.
Window Curtain
The curtain located at the front right of the auditorium should remain closed at all times. The curtain assists in reducing sound reverberations in the Chamber.
Cablecasting
Information on cablecasting may be obtained by contacting the Assistant to the Manager or the Clerk's Office at 968-2743.
Other Notes
Town Hall is a smoke-free building. Food is not permitted in the Chamber. Limited consumption of non-alcoholic beverages (water, coffee, soft drinks, etc.) is permitted, as long as due care is exercised.
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5.6g Use of Chapel Hill Public Library Meeting Room |
General Meeting Room Policy
Meetings shall be scheduled in the following priority order:
1. Library programs and meetings.
2. Town Council meetings, Library Board of Trustees meetings and other meetings of official Town boards, committees, commissions and task forces.
3. Town-sponsored activities.
4. Community groups sponsoring programs of a non-commercial nature (including precinct meetings).
5. Other groups.
Governmental meetings shall be open to the public as required by law. All non-governmental programs must be free of charge and open to the public.Exceptions may be made for library-related functions.
Limited membership groups, such as denominational groups, partisan political groups (except partisan precinct meetings which are permitted by State Law) and labor organizations will not normally be permitted to use Library meeting rooms on a regular basis, but may apply in writing to the Library Director for permission to use the rooms for special occasions.
Organizational representatives must agree to be responsible for any damage done to facilities and equipment. Extra chairs, screens, blackboards, etc. may be provided by the user and must be removed immediately following the meeting or activity. Commercial use of meeting rooms is not permitted.
Regulations for Use of the Library Meeting Rooms
THE MEETING ROOM AND THE CONFERENCE ROOM ARE INTENDED FOR LIBRARY PROGRAMS. WHEN NOT NEEDED FOR LIBRARY PROGRAMS OR TOWN MEETINGS, these rooms may be made available to non-profit community organizations.
The meeting room has a seating capacity of 85. The conference room has a seating capacity of 25. Both are located on the lower level of the library close to theelevator.The rooms areequipped with audio and video equipment. Persons wishing to use the equipment in the rooms should make arrangements with the Public Services Librarian at the time of booking (968-2777). Library staffwill review requests according to the following standards:
· The rooms may be used during library open hours. Meetings extending beyond library open hours must be approved by staff at the time of booking the room.
· The rooms areto serve as a setting for non-profit community organizations to hold programs which are open to the public. Use of the rooms for regularly recurring meetings is strongly discouraged. Requests to reserve a roomfor a series of meetings will be reviewed on an individual basis. Programs may not interfere with normal library operations.
· All programs must be open to the public at no charge. Requests by non-profit educational groups or institutions desiring to use the Meeting Room for short-term classes, institutes, discussion groups and forums which involve small fees, will be examined on an individual basis. Nothing may be sold to the public in the Meeting Room. Exceptions to the abovemay be made for Town and library-related functions.
· Reservations for children's and young adult programming must be made by an adult. This adult must be present and responsible for proper care of the room when it is in use.
· The meeting room and equipment are to be left in the condition in which they are found. Please refer to the facility use guidelines for additional information.
· The Library is a smoke-free building. Requests for limited consumption of food and non-alcoholic beverages (water, coffee, soft drinks, etc.) in the requested space will be approved by staff at the time of booking, as long as due care is exercised to protect the facilities.
The attached application form is to be completed in advance by a representative of the group requesting use of the Meeting Room. Completed forms should be returned to the Circulation Desk at least forty-eight hours before the proposed meeting. Any requests for special exceptions or equipmentshould be made at the time of booking. Meeting room keys may be obtained on the day of the meeting from the Circulation Desk, located on the main floor of the Library. All keys must be returned to the Circulation Desk no later than the first hour of business of the day following the meeting.
Guidelines for Use of Chapel Hill Public Library Meeting Rooms
The Library offers meeting room space to the public at no charge. The meeting room seats 85; the conference room seats 25. To reserve a room or to obtain additional information, please contact the Public Services Librarian (968-2777).
Scheduling the Room
Rooms are available during the hours the library is open to the public. Reservations are approved by the Public Services Librarian. When reserving a time, please include adequate time to set up the room before the meeting begins.
A completed application form must be turned in to the Circulation Desk at least 48 hours prior to a proposed meeting. The individual booking the room agrees to be responsible for any damage to the facility and for room preparation.
Room Preparation
The individual reserving the room is responsible for all room preparation. This includes unlocking the room, arranging furniture and equipment, presenting refreshments, clean-up and locking the room. Always check in at the Circulation Desk prior to a meeting. Meeting room keys are available at the Circulation Desk. Please return keys promptly to the Circulation Desk after a meeting.
Room preparation time should be considered when booking a room. Please add ten to thirty minutes before and after a meeting is to take place. This will allow adequate time to arrange tables, chairs and equipment and to return the room to its original configuration.
All room preparations should be made during the hours that the library is open. Requests to prepare a room the evening prior to an event will be considered when it does not conflict with other meetings or library operations.
Kitchen/ Refreshments
The kitchen is attached to the meeting room and may be reserved at the time of booking. Facilities include a sink and refrigerator, an ice maker and rolling carts for refreshments. The kitchen does not have a stove or a microwave.
Soft drinks and vending machines are not available to the public in the library. Organizations are welcome to provide their own refreshments, including boxed lunches. Full banquet facilities are not available. Individuals booking the space are responsible for cleaning the kitchen.
Furniture
The meeting room provides 110 armed stacking chairs, multiple small tables and a podium. The conference room offers 21 conference chairs and one large stationary table.
Audio-Visual Equipment
Video equipment, projectors (slide, overhead, 16 mm) and portable screens are available for meeting room use. An amplification system is also available. Requests to use special equipment or sound amplification should be made at the time of booking the room to ensure equipment availability on the day of the meeting. Use of special room equipment may require fifteen to twenty minutes of training. Please contact the Library for additional information.
Parking
Please park in the large public lot in front of the Library. Individuals attending day-long meetings are encouraged to park near the back of this lot to allow other library patrons easier access throughout the day.
The small parking lot at the side of the library is restricted to Library use. However, groups may arrange to park here briefly to unload supplies and refreshments. Special arrangements should be made when booking the room.
Telephone/Fax/E-mail Availability
A public pay telephone is located at the library’s main entrance. The library does not provide telephones, message service, fax or e-mail services to patrons or individuals attending meetings in the library.
Doors/Lights
Please make sure that all meeting room doors and kitchen doors are properly secured at the end of the meeting. Please note that the exit door farthest from the main meeting room door is for emergency use only.
Please remember to turn out all lights when leaving the room. If the kitchen has been used, please remember toturn out these lights.
Problems
Please report difficulties or make any suggestions to the Public Services Librarian or theCirculation Desk staff. It is especially important to let staff know about problems concerning furniture or equipment.
ATTACHMENT 3
(Current Library Policy)
CHAPEL HILL PUBLIC LIBRARY
General Meeting Room Policy
Meetings shall be scheduled in the following priority order:
1. Library programs and meetings.
2. Town Council meetings, Library Board of Trustees meetings and other meetings of official Town boards, committees, commissions and task forces.
3. Town-sponsored activities.
4. Community groups sponsoring programs of a non-commercial nature (including precinct meetings).
5. Other groups.
Governmental meetings shall be open to the public as required by law. All non-governmental programs must be free of charge and open to the public.Exceptions may be made for library-related functions.
Limited membership groups, such as denominational groups, partisan political groups (except partisan precinct meetings which are permitted by State Law) and labor organizations will not normally be permitted to use Library meeting rooms on a regular basis, but may apply in writing to the Library Director for permission to use the rooms for special occasions.
Organizational representatives must agree to be responsible for any damage done to facilities and equipment. Extra chairs, screens, blackboards, etc. may be provided by the user and must be removed immediately following the meeting or activity. Commercial use of meeting rooms is not permitted.
Proposed by Staff: 10/15/97
Recommended by the Library Board: 10/15/97
Adopted by the Chapel Hill Town Council: 10/27/97
REGULATIONS FOR USE OF THE LIBRARY MEETING ROOMS
THE MEETING ROOM AND THE CONFERENCE ROOM ARE INTENDED FOR LIBRARY PROGRAMS. WHEN NOT NEEDED FOR LIBRARY PROGRAMS OR TOWN MEETINGS, these rooms may be made available to non-profit community organizations.
The meeting room has a seating capacity of 85. The conference room has a seating capacity of 25. Both are located on the lower level of the library close to theelevator.The rooms areequipped with audio and video equipment. Persons wishing to use the equipment in the rooms should make arrangements with the Public Services Librarian at the time of booking (968-2777). Library staffwill review requests according to the following standards:
· The rooms may be used during library open hours. Meetings extending beyond library open hours must be approved by staff at the time of booking the room.
· The rooms areto serve as a setting for non-profit community organizations to hold programs that are open to the public. Use of the rooms for regularly recurring meetings is strongly discouraged. Requests to reserve a roomfor a series of meetings will be reviewed on an individual basis. Programs may not interfere with normal library operations.
· All programs must be open to the public at no charge. Requests by non-profit educational groups or institutions desiring to use the Meeting Room for short-term classes, institutes, discussion groups and forums which involve small fees, will be examined on an individual basis. Nothing may be sold to the public in the Meeting Room. Exceptions to the abovemay be made for Town and library-related functions.
· Reservations for children's and young adult programming must be made by an adult. This adult must be present and responsible for proper care of the room when it is in use.
· The meeting room and equipment are to be left in the condition in which they are found. Please refer to the facility use guidelines for additional information.
· The Library is a smoke-free building. Requests for limited consumption of food and non-alcoholic beverages (water, coffee, soft drinks, etc.) in the requested space will be approved by staff at the time of booking, as long as due care is exercised to protect the facilities.
The attached application form is to be completed in advance by a representative of the group requesting use of the Meeting Room. Completed forms should be returned to the Circulation Desk at least forty-eight hours before the proposed meeting. Any requests for special exceptions or equipmentshould be made at the time of booking. Meeting room keys may be obtained on the day of the meeting from the Circulation Desk, located on the main floor of the Library. All keys must be returned to the Circulation Desk no later than the first hour of business of the day following the meeting.
GUIDELINES FOR USE OF CHAPEL HILL PUBLIC LIBRARY MEETING ROOMS
The Library offers meeting room space to the public at no charge. The meeting room seats 85; the conference room seats 25. To reserve a room or to obtain additional information, please contact the Public Services Librarian (968-2777).
Scheduling the Room
Rooms are available during the hours the library is open to the public. Reservations are approved by the Public Services Librarian. When reserving a time, please include adequate time to set up the room before the meeting begins.
A completed application form must be turned in to the Circulation Desk at least 48 hours prior to a proposed meeting. The individual booking the room agrees to be responsible for any damage to the facility and for room preparation.
Room Preparation
The individual reserving the room is responsible for all room preparation. This includes unlocking the room, arranging furniture and equipment, presenting refreshments, clean-up and locking the room. Always check in at the Circulation Desk prior to a meeting. Meeting room keys are available at the Circulation Desk. Please return keys promptly to the Circulation Desk after a meeting.
Room preparation time should be considered when booking a room. Please add ten to thirty minutes before and after a meeting is to take place. This will allow adequate time to arrange tables, chairs and equipment and to return the room to its original configuration.
All room preparations should be made during the hours that the library is open. Requests to prepare a room the evening prior to an event will be considered when it does not conflict with other meetings or library operations.
Kitchen/ Refreshments
The kitchen is attached to the meeting room and may be reserved at the time of booking. Facilities include a sink and refrigerator, an ice maker and rolling carts for refreshments. The kitchen does not have a stove or a microwave.
Soft drinks and vending machines are not available to the public in the library. Organizations are welcome to provide their own refreshments, including boxed lunches. Full banquet facilities are not available. Individuals booking the space are responsible for cleaning the kitchen.
Furniture
The meeting room provides 110 armed stacking chairs, multiple small tables and a podium. The conference room offers 21 conference chairs and one large stationary table.
Audio-Visual Equipment
Video equipment, projectors (slide, overhead, 16 mm) and portable screens are available for meeting room use. An amplification system is also available. Requests to use special equipment or sound amplification should be made at the time of booking the room to ensure equipment availability on the day of the meeting. Use of special room equipment may require fifteen to twenty minutes of training. Please contact the Library for additional information.
Parking
Please park in the large public lot in front of the Library. Individuals attending day-long meetings are encouraged to park near the back of this lot to allow other library patrons easier access throughout the day.
The small parking lot at the side of the library is restricted to Library use. However, groups may arrange to park here briefly to unload supplies and refreshments. Special arrangements should be made when booking the room.
Telephone/Fax/E-mail Availability
A public pay telephone is located at the library’s main entrance. The library does not provide telephones, message service, fax or e-mail services to patrons or individuals attending meetings in the library.
Doors/Lights
Please make sure that all meeting room doors and kitchen doors are properly secured at the end of the meeting. Please note that the exit door farthest from the main meeting room door is for emergency use only.
Please remember to turn out all lights when leaving the room. If the kitchen has been used, please remember toturn out these lights.
Problems
Please report difficulties or make any suggestions to the Public Services Librarian or theCirculation Desk staff. It is especially important to let staff know about problems concerning furniture or equipment. Thank you.