MEETING ROOM POLICY
I.
PURPOSE FOR THE MEETING ROOM
The purpose of the Village
of Greendale Municipal Building Meeting Room is to support and extend the
services of the Greendale Public Library and the Greendale Health
Department. The room is also available
for public programs sponsored by non-profit educational and cultural
agencies.
II.
RESERVATION PROCEDURES
A.
Authority
1. The Library Director will
schedule use of the meeting room. The
Library Director reserves the right to approve, deny or revoke the use of the
meeting room based on non-compatibility with the meeting room policy. The Library Director reserves the right to
reschedule any meeting that conflicts with a priority meeting of the Library,
Health Department or
2. The Library Director must be
notified 24 hours prior to any cancellation of a reservation for the meeting
room (except when postponed by inclement weather). The meeting room will not be available when
the building is closed for inclement weather or other emergency reasons.
B.
The application process
1. Applications for reserving
the meeting room are available at the library.
Groups wishing to use the meeting room must apply at least 30 days prior
to the meeting date. Confirmation of all
reservations will be made within seven days of
receipt of the application.
Applications for a series of meetings are covered under section III, B.
2. The application form must be
signed by a
3. If the group making
application will need to use any of the library’s equipment, the responsible
individual must arrange for training prior to
the meeting date. Library staff will not be available to
operate or assist with equipment.
C.
The application form
1. The application form will
request the following information from potential users:
a. Name, address and telephone
number of a
b. Name of sponsoring
organization
c. Purpose of meeting
d. Estimated attendance
e. Day, date, starting time,
and ending time for meeting
f.
Potential need for meeting room equipment
1. Kitchen
2. Media equipment
2. The application will state
the rules for use of the meeting room as delineated in this policy.
D.
Security deposit/Fee
1. A security deposit of $50
will be required at the time of application.
The deposit will cover a single meeting or an entire series. Series deposits may carry over if the series
is renewed. Single event deposits will
be returned at the end of the month.
Security deposits will be returned if the group meets all the
requirements of the meeting room policy.
2. A security deposit, or part
of it, will not be refunded for the following reasons:
a. Failure to return the room
to the condition as stated in this policy.
b. Failure to clean the kitchen
facility and equipment and supplies used.
c. Damage to meeting room
furniture, equipment or facilities.
d. Failure to vacate the
facility at the time specified in this policy.
3. The security deposit is
waived for all Village, Library, Health Department, or Historical Society
events.
4.
III.
PRIORITIES FOR USAGE
A.
Reservations will be taken on a first come, first serve basis with
priority in scheduling as follows:
1.
2. The
3. The Greendale Health
Department
4. The
5.
6. Others
B. A series of meetings may be scheduled with priority going to
those activities that present an application to the Library Director by 11/15
in the year prior to the activity.
Permission to hold a series of regular meetings is granted for a
calendar year period and is subject to annual review by the Library
Director. Applications made for a series
of meetings after 11/15 of the previous year will be considered if the meeting
room is available.
IV.
SET UP AND BREAK DOWN
A.
The group using the meeting room will be required to set up and break
down the table and chairs needed for their meeting. Tables and chairs are stored in the equipment
room next to the meeting room. The room
must be restored at the end of the meeting according to the following
diagram:
B.
Groups using the kitchen facility will be required to clean and restore
order. All dishes and equipment used
must be cleaned and returned to its proper place. Groups are not to use any items designated as
staff property and are not to use the lavatory facilities in the staff break
room.
V.
RESTRICTIONS ON USE
A.
The meeting room may not be used for the practice of religious doctrine
or service.
B.
The meeting room may not be used for partisan political activities
unless the activity is a balanced presentation sponsored by a nonpartisan
community organization.
C.
The meeting room may not be used for commercial demonstrations or sales
promotions of products or services. Non
profit, nonsectarian, nonpartisan
D.
The group must police the room capacity limitations when conducting a
meeting. Restrictions are as follows:
1. Meeting room – 100 maximum,
without chairs; 75 maximum, theatre style chairs; 48 maximum with tables.
2. Divided meeting room – 50
maximum, without chairs; 35 maximum, theatre style chairs; 24 maximum with
tables.
E.
Use of the room must not interfere with normal operations of the facility
including noise levels.
F.
No smoking is allowed in the building.
G.
No alcoholic beverages may be consumed in the building without the
prior approval of the Village Manager.
H.
During library hours the public telephone in the library should be used
if the need exists. After the library is
closed, the telephone in the staff break room may be used for emergency
purposes only.
I.
Groups must not use the library’s telephone number as a contact
number. The groups may not use the
library’s address as a contact address for their group or meeting.
J.
There will be no storage space in the meeting room for community
groups.
K.
Groups using the meeting room may only post information on the bulletin
boards provided. No items may be posted
on wall surfaces. All posted items must
be removed at the conclusion of the meeting.
L.
The facility will provide no supplies to groups using the meeting room.
M.
All meetings will be open to the public, unless a properly posted
closed meeting is being held under the provisions of State of
N.
No admission or registration fees are allowed with the exception for
the activities sponsored by the Greendale Public Library, Greendale Health
Department, and nonprofit, nonsectarian, nonpartisan civic organizations whose
purpose is to promote the betterment of the community. Exception is also made for paid registration
fees necessary to cover expenses for institutes, courses or discussion groups
with which the library or health department is cooperating.
O.
All media equipment is available for groups to use with the
understanding that the group will inform the library staff in advance on the
meeting room application form of the need to use the equipment. Any training needed by the group to use the
equipment must be completed prior to the meeting date at a mutually agreed time
between the group and the staff. The
library staff will not be available to set-up, operate, or repair any equipment
during the time of the group’s meeting.
P.
Programs sponsored by the library will have a pre-registration period
for
VI.
OPENING PROCEDURES
A.
The responsible person in the group may arrange to open and set up the
facility no more than one half hour before the start of the meeting. Library staff will open the entrance doors of
the Health Department if the meeting is to be held at a time when the Health
Department is not open to the public, but the doors will be opened more than
one half hour prior to the meeting. The
responsible person may enter through the Library to inform the Library staff
that they have arrived and need the doors opened.
B.
Access to and exit from the meeting room is through the Health
Department entrance at
C.
The community meeting room is available Monday through Thursday from
8:00 am until 9:30 pm, and Fridays and Saturdays from 8:30 am until 4:30
pm. The meeting room is not available on
Sundays.
Adopted
01/12/05
Revised
01/12/05
Reviewed
01/11/06