Meeting Room Policy
Policy & Regulations Governing the Public Use of Library Meeting Facilities
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GENERAL POLICY
The headquarters branch of the Caldwell County Public Library system maintains several meeting rooms for use by the library and as a public service for lawful public use by its citizens. The rights of individuals or organizations to use these facilities will not be denied or abridged because of race, religion, age gender, national origin, handicapping condition, or social or political views. back to top
NO ENDORSEMENT
It should be understood by all groups and the public at large that the granting of permission to use library meeting facilities does not constitute an endorsement of the beliefs, viewpoints, policies, or affiliations of any individuals or groups using the meeting rooms by the library staff, the library Board of Trustees, or the Caldwell County Board of Commissioners. back to top
LIBRARY ENFORCEMENT
Responsibility for the enforcement and interpretation of this policy is delegated to the Library Director and/or his designee - who may consult with the County Manager and Library Board chairman if necessary. Complaints should be made to the Library Director and appeals can be made to the full Library Board of Trustees. back to top
RESERVATION PERIOD
Groups may reserve rooms up to three months in advance. (Agencies of Caldwell County government may reserve rooms up to six months in advance.) More than one meeting during this period may be reserved at one time at the discretion of the Library Director, but the rooms are not intended to be monopolized as a regular and/or frequent meeting place or base of operation by any club or organization. back to top
EQUITABLE USE
Meeting room reservations will be done as equitably as possible on a first come first served basis to ensure that all lawful groups will have access to library meeting facilities. The library reserves the right to reassign a group to an alternate, adequately sized room if that should become necessary for logistical reasons. Library programs receive first priority for use of equipment. back to top
REQUEST PROCEDURE & LEGAL LIABILITY
All meeting room reservations must be submitted on a proper request form at least three working days in advance of the meeting by an authorized adult representative of the group who willingly assumes responsibility for the proper conduct of those attending the meeting, cleaning up the room at the conclusion of the meeting, and paying for the expense of any damage to library property. The adult who signs the application and the adult who picks up the key (if a different person), are jointly and severally, individually liable, for damage sustained by the county due to the use of the meeting facilities for which the application is made, or for any violation of these regulations. back to top
CONFIRMATION REQUIRED
The Library Director may authorize reservations receiving less than three working days notice. Telephone inquiries are welcome but official bookings must be made in writing on the proper form and signed by an authorized member of the group. Every effort will be made by the library to provide and immediate confirmation of the room reservation and under no circumstance will this take more than two working days. Reservations are not official until a written application has been received and confirmation is received from the Library. Groups are asked to notify the library immediately of any cancellations. Repeated un-notified cancellations my result in loss of meeting room privileges. back to top
PUBLICITY PROCEDURE
All groups - and especially those that will be distributing publicity for a meeting at the library, must make the sponsorship of the meeting or program clear and include a telephone number for the sponsoring group. The group shall not be permitted to issue publicity or advertising indicating library sponsorship or co-sponsorship unless such status is granted in writing. Neither the name nor address of the Caldwell County Public Library may be used as the official address or headquarters of any individual or organization. Library staff are not responsible for providing information about any scheduled meeting and any group that repeatedly fails to inform and/or advertise to its target audience may have their meeting room privileges denied. Before publicizing that any meeting or series of meetings will be held at the library, it is imperative that a reservation for all dates has been officially confirmed. back to top
ACCESS
The Library Director, or designated staff member, or appropriate county official, is authorized to have access to any meeting solely to determine that it is lawful and in compliance with the regulations of this policy. back to top
BEHAVIOR GUIDELINES
The Library Director, or designated staff member, is authorized to deny or terminate use of library meeting rooms to individuals or groups that violate the library's policies and procedures (including the Disruptive Behavior Policy adopted by the Library Board of Trustees on May 14, 1985), or whose activities would tend to incite or promote imminent lawless action, or are obscene. In general, one warning will be issued. Any appeals may be made to the Library Board of Trustees. back to top
COMMON AREAS
All of the meeting rooms are adjacent to one another and share a common lobby area, kitchenette, public restrooms, and phone line -- all of which are considered to be public areas and incapable of being reserved. Use of the kitchenette and lobby area must be shared by any group needing to have access. If requested at the time the keys are picked up (or earlier), the library staff will inform any group of requests by any other group(s) to use the kitchenette and/or lobby areas. back to top
FIRE REGULATIONS
The maximum number of persons permitted in each room by the Lenoir Fire Department is posted above the entrance door of each room. This number is based on a seating only furniture arrangement. Use of tables reduces the posted room capacity. Fire exits are clearly identified and are to be used only in case of emergency. Under no circumstances can furniture or other equipment items block the fire exits. Fire exits and routes are to be indicated at the beginning of each meeting. back to top
FURNISHINGS & EQUIPMENT
Meeting rooms #4 & #5 have a fixed conference table with upholstered chairs. A limited number of stackable chairs and folding tables are provided by the library for use in all of the rooms on a first come first served basis. A limited amount of kitchenette related and audiovisual equipment is available as a public service on a first come first served basis. The library makes every reasonable effort to honor equipment requests and provide adequate furnishings and equipment in good working order. However, the library cannot guarantee that equipment and/or furnishings requested will be available at the time of a group's meeting. Available furnishings and equipment will be distributed to groups as equitable as possible, but library programs do receive first priority. A computer data port is available in each room. You must request use of these ports, as meeting room personnel must activate them. back to top
EQUIPMENT TRAINING REQUIRED
It is the responsibility of anyone using library furnishings and equipment to make sure that they are properly trained in its use ahead of time. Library staff will be glad to provide instruction in the use of library equipment as their time permits and preferably well in advance of the meeting. The person who signs for and receives the keys to the building and meeting room is legally responsible for the proper use of any furnishings used during the meeting. back to top
SELF SERVICE ARRANGEMENTS
Groups using the meeting rooms are required to do their own arranging of chairs and furniture and setting up of equipment. The library staff will assist only so far as showing where items are stored and reserving special items of equipment. Requests for extra furniture or special equipment should be made at the time of the reservation. Groups must allow sufficient time for furniture arrangements and clean up when making their booking requests. Normal procedure is to put all furnishings and equipment back into storage (leaving an empty room) - unless specifically instructed not to do so by the library staff. back to top
WEAR & TEAR
Activities involving more than normal wear and tear on the meeting facilities will not be permitted. For example, craft classes utilizing paint or similar materials will not be permitted except with the permission of the Library Director. Groups may not affix any posters, banners, etc. to meeting room walls unless special low adhesive - non marring tape is used. Care is requested in the setting up and putting back of library furnishings and equipment to minimize wear and tear. Furniture items should not be placed where they can mar meeting room walls or block fire exits. back to top
NO SMOKING
Smoking is not permitted in any of the meeting rooms or any other area of the library - including restrooms. back to top
CLIMATE CONTROL
The HVAC (heating, ventilation, & air conditioning) systems for the entire library (both floors) function as one system and are controlled by a timer. HVAC systems are therefore only on and running during the hours that the entire library is open. Use of the meeting rooms after the library is closed is permitted, but groups using the rooms need to be aware that the HVAC systems are not running at that time and cannot be turned on unless special arrangements are made (and fees paid). An auxiliary heat timer is located in Rooms 5, 6, and 7 to provide some additional heat. The ventilation blower can be turned on for after-hours use, but all it provides is some air movement. back to top
MEAL FUNCTIONS
Light refreshments, covered dish, and catered meal functions are permitted in the meeting rooms. Alcoholic beverages are strictly prohibited. On site cooking is prohibited except to warm already prepared food. The chief criteria in the library's ability to grant this privilege is if the cleanliness of the kitchenette and meeting rooms can be maintained by groups using the rooms for meal functions. This is essentially an "honor" system and any spills or accidents must be reported and a cleaning fee will be assessed if necessary. All plates, cups, eating utensils, etc. must be furnished by the user. There is no ice machine on the premises. The kitchenette and all facilities used by the group must be left clean, all food items must be removed, electrical equipment must be turned off, and furnishings and equipment must be cleaned and returned to their original location. A vacuum cleaner and kitchen cleaning supplies will be made available. Failure to adhere to these regulations may result in loss of future kitchenette an/or meeting room privileges. back to top
NOISE RESTRICTIONS
The meeting rooms are in close proximity to one another and the walls are not soundproof. Programs in any room may not disrupt those groups using other meeting rooms or use of the library in general. Loud noise (i.e. music or singing) may not emanate beyond the walls of the meeting room. If noise interferes with meeting(s) of other users, or the library in general, the Library Director, or designated staff member, will issue a warning. If an appropriate reduction in the volume level is not made by the group, then the meeting can be terminated and future use denied. back to top
TELEPHONE
Requests to use the library's business telephones for either incoming or outgoing messages should be strictly for emergencies. back to top
USE BY MINORS
Individuals or groups under the legal age of eighteen (18) are permitted to use the meeting rooms - but meeting room keys for after library hours use may only be issued to a sponsoring adult who agrees to be legally responsible for the use of the meeting room according to this policy. back to top
USE BY BUSINESSES
Use of the meeting rooms by businesses is permitted for educational and training purposes. Sale of tangible property by any non-library-sponsored organization using the meeting rooms is strictly prohibited, as is any activity such as swapping, bartering, auctioning, etc. which would result in financial gain for the business or corporation. back to top
OPEN MEETINGS ENCOURAGED
Because one of the library's unique objectives is the communication of ideas and an enlightened citizenry, the library encourages all meetings to be open to the public and press. back to top
SOCIAL USE
Use of the rooms for social events is permitted so long as all other regulations are complied with and the applicant is a county resident and the appropriate fees are paid. back to top
USE BY OUT OF COUNTY GROUPS
Use of the rooms by out of county (non-resident) "for profit" or social groups is permissible at the listed fee. back to top
CLOSING PROCEDURE
The adult who signs for the meeting room keys must agree to all the above regulations. In addition, that person must agree to comply with all the closing and locking procedures (see Closing & Locking checklist) and be willing to receive instruction in these procedures from the library staff. It is imperative that the keys not be passed to another group member who is not familiar with these stringent procedures. Failure to properly secure the meeting room and outside door constitutes grounds for the Library Director to prevent future use of the facilities by those individuals or groups. All individuals and groups are responsible for making sure that the outside door is secure and must not presume that another group will do this. Duplication of any library keys is strictly prohibited. Lost keys may result in the organization's having to re-key the locks. back to top
LIABILITY WAIVER
The Library will not be held responsible for the injury of any person while they are using any of the library meeting rooms. The library also is not responsible for materials, equipment, or other personal belongings left in the library meeting rooms by users. back to top
(This policy was adopted by the Caldwell County Board of Commissioners December 2, 1991.)
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REQUEST PROCEDURE & LEGAL LIABILITY
Lenoir Library
120 Hospital Avenue
Lenoir, NC 28645
Telephone
828-757-1270
Fax
828-757-1413
Hours of Operation
Mon-Wed-Fri
8:30 AM to 5:30 PM
Tuesday and Thursday
8:30 AM to 8:30 PM
Saturday
9:00 AM to 4:00 PM
Granite Falls Library
24 South Main St.
Granite Falls, NC 28630
Telephone
828-396-7703
Hours of Operation
Mon-Tues, Thurs-Fri
8:30 AM to 5:30 PM
Wednesday
11:00 AM to 5:30 PM
(closed 1:00 to 2:00 Mon-Fri for lunch)
Saturday
9:00 AM to 12:00 PM
Hudson Library
530 Central Street
Hudson, NC 28638
Telephone
828-728-4207
Hours of Operation
Mon-Tues, Thurs-Fri
8:30 AM to 5:30 PM
Wednesday
11:00 AM to 5:30 PM
(closed 1:00 to 2:00 Mon-Fri for lunch)
Saturday
9:00 AM to 1:00 PM
