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S-1025 - 09/24/2002 - LIBRARY - Ordinances ExhibitsOak Brook Public Library Meeting Rooms & Group Study Rooms Policy The meeting room facilities of the Oak Brook Public Library are available to groups and organizations in accordance with the policy established by the Library Commission and adopted and approved by the Village Board of Trustees Use of the meeting room by any group or organization does not constitute an endorsement by the Library of the group's policies or beliefs. 1. Definitions Corporate Resident - Any business or not - for - profit organization with a physical place of business within the corporate limits of the Village of Oak Brook Post office boxes do not constitute a physical place of business. Businesses and organizations are issued courtesy cards in accordance with the policy set forth in the General Policy. Library Related — A meeting or program of an organization in which the Oak Brook Public Library or Library personnel are members. Library Sponsored — A meeting or program that is planned and executed by Library personnel either as direct leaders or led by persons authorized to lead a meeting or program by Library program planners. Resident — Any person permanently residing within the corporate limits of the village and all full -time employees of the village, as defined in article III of the Village of Oak Brook Personnel Manual, and full -time employees of the Oak Brook Park District. Note Any employee residing in another library jurisdiction is required to use his or her library card issued by that jurisdiction and register that card with the Oak Brook Public Library as a reciprocal borrower. Employees residing in an area unserved by a public library jurisdiction will be authorized for local library service and applicable meeting room privileges through use of a courtesy card. See the General Policy. 2. Permissible Uses The meeting room may be used for the following purposes. a. Oak Brook Public Library sponsored meetings or programs, including associations of which the Library is a member b. Village of Oak Brook meetings, including the Library Commission and others c Oak Brook Public Library related meetings or programs d. Meetings of Oak Brook governmental bodies and intergovernmental organizations in which the Village of Oak Brook is a member e Business, civic, informational, cultural or educational meetings of Oak Brook residents, including corporate residents, for purposes other than selling products or services 3. Applicants All applications for meeting room use for the purposes set forth in paragraph 2(e) must be made by an Oak Brook Public Library cardholder age 18 or older who is a member or employee of the organization applying for authorization to use Library meeting room space Oak Brook -based businesses and not - for - profit organizations must submit an application with the signature and name, address and phone of the responsible employee who will be present at the meeting. A deposit in the amount of fifty dollars ($50) shall accompany such applications as security for the proper maintenance of the meeting room Extraordinary maintenance expenses shall be deducted from the security deposit and the balance returned, or if these expenses exceed the deposit, the user shall be billed for the balance due and any future applications suspended until paid. Failure to return the room furnishings to their original arrangement, clean the kitchen or complete a meeting room clean -up by the scheduled time will cause forfeiture of the room deposit. If meeting room (and kitchen, when applicable) policies, rules and procedures are followed, the security deposit shall be promptly returned. Oak Brook -based businesses and not - for - profit organizations may obtain a courtesy card. See the General Policy. Requests to use the meeting room for the purposes set forth in paragraph 2(a) through 2(d) shall be made to the Library Director on forms supplied by the Library 4. Excluded Uses • Private social functions • Programs which are not suitable for the Library's physical facilities, or which would interfere with the Library's normal operation • Programs or gatherings which present a clear and present danger to the welfare of the participants, attendees, Library staff and patrons, and /or the community • Non - library sponsored /related programs or meetings that advertise, promote, or sell a product or service 5. Priority Use Priority for use of the meeting rooms will be given in the following order • Library- sponsored meetings or programs. • Meetings or programs of the Village of Oak Brook. • Meetings or programs that are Library- related. • Meetings or programs of all other permitted users. The date of receipt of the application will determine priority if there is a conflict K 6. Frequency of Use Any one group /organization may use the meeting room a maximum of twelve times in a calendar year. 7. Hours of Use Meetings must begin and end during normal Library hours. A group /organization may use the meeting room up to three hours in a single day. Requests for longer hours of use must be included on the Meeting Room Application form and approved by the Library Director. 8. Meeting Space Capacity Attendance is limited according to posted occupancy limits. For attendance limits please refer to the Room Arrangement Request Form. A room arrangement plan must be submitted on the form with the application Applicants are responsible for their own room arrangement and returning the arrangement to its original form. If no plan is submitted, the Library's room arrangement must be used 9. Equipment Use The Library owns folding tables and chairs, which are available as requested on the room arrangement plan. Upon adequate notice, and if available, the Library can provide the following equipment at no charge. dry erase board, projection screen, AV cart, easel stand, overhead projector, TV monitor, DVD player, VCR and multi -media projector. Connection to the internet is available though the Library's local area network. Anyone using a meeting room pursuant to paragraph 2(e) who intends to use electronic AV equipment owned by the Library shall, at least three (3) days prior to the meeting, furnish a deposit in the amount of fifty dollars ($50) to secure the proper maintenance of this equipment Repair expenses shall be deducted from the security deposit and the balance returned. If these expenses exceed the deposit, the user shall be billed for the balance due and any future applications suspended until paid. If no repair expenses are required, the security deposit shall be promptly returned 10. Kitchen Use Use of the kitchen is available to the whole meeting room as a unit or to the east meeting room if the meeting room is divided into two rooms. The organization using the meeting room is responsible for cleaning up the kitchen The Library will provide the use of a coffeemaker. The organization must furnish and prepare its own coffee The Library does not provide consumable supplies Only light refreshments are permitted in the meeting room. No cooking is allowed. 3 Failure to clean -up the kitchen will result in the forfeiture of the meeting room deposit and possible restriction of further use. 11. Reservations Obtaining permission to use one of the meeting rooms requires submission of a Meeting Room Application to the Library Office. Reservations are confirmed by receipt of forms and fees within five (5) business days of the initial request. Unconfirmed reservations will be canceled and the room made available to other groups. Rooms may be available on a walk -in basis provided the group fills out the necessary paperwork, pays any fees and is willing to accept the room set -up "as is" Cancellation less than 24 hours prior to scheduled meeting time and "no shows" will result in forfeiture of fees and cancellation of other scheduled room reservations. The Application Form includes both the reservation and the Room Arrangement Request Form If no plan is submitted, the Library's room arrangement must be used Standing reservations may be made up to three (3) months in advance 12. Appeals Process The Library Director will notify in writing the person who applied to use the room of any violations of the meeting room regulations. A group or organization that has been denied permission to use the meeting room by the Library Director may appeal to the Library Commission at the Commission's next scheduled meeting Written notice of said appeal and all written documentation supporting the appeal are to be delivered to the Library Director at least five business days before such Commission meeting. If the Commission is not scheduled to meet within 45 days after the appeal is filed, a special meeting will be called. 13. Other Regulations • Minors may use the meeting rooms only under direct and constant supervision of adults, who assume full responsibility for activities • It is the responsibility of the group /organization to insure compliance with fire code restrictions relating to meeting room occupancy limits. • Nothing may be attached to the walls, ceiling, floor, furniture, equipment or doors of the meeting room. • No smoking or alcohol is allowed in the meeting room. • The meeting room and kitchen area must be left in a clean and orderly condition and all equipment and appliances must be unplugged • The meeting room applicant and the group or organization shall be jointly and severally liable for any breakage, damage or theft of any Library property caused by members or guests of the group or organization. 4 • Should any special cleaning or repair be required as a result of a group's use of the meeting room, a charge will be made for janitorial labor and equipment • The Library does not permit use of additional electrical equipment other than that provided by the Library in the kitchen or meeting room without prior approval. • No group or organization may store equipment or materials in the Library, except on a temporary basis with the Library Director's permission. • The Library is not responsible for the loss of or damage to any equipment or material owned or rented by a group /organization meeting in the Library. • Organizations using the meeting rooms may not use the Library as a mailing address or telephone number. • In accordance with library policy, collections are not permitted. Solicitations and fundraising within the Library are not permitted. Exceptions are allowed for Library- sponsored events. Sales will be permitted only where appropriate and with prior written permission. • No signs or posters pertaining to a non - Library- sponsored meeting may be posted on Library property. • Permission to use the meeting room does not constitute endorsement of the subject matter of the meeting, or the group's or organization's beliefs and policies As a result, publicity on non - Library- sponsored meetings must in no way imply Library sponsorship • All meetings must be open to the general public except for closed sessions convened by governmental bodies in compliance with the Illinois Open Meetings Act. No organization may charge admission to those who attend a meeting or function. Activities held in the Library are subject to the requirements of the Americans with Disabilities Act (ADA) Organizations must comply with applicable ADA requirements when using Library meeting rooms, and are responsible for providing, and if necessary paying for, qualified interpreters or auxiliary aids requested in order to accommodate any person(s) in accordance with such requirements 14. Use of Group Study Rooms • The group study rooms are available on a first come, first served basis No reservations are accepted • No more than four (4) people are allowed in the small group study room at any given time • No more than six (6) people are allowed in the large group study room at any given time. • No food or drink is permitted. • A valid library card (from any public library) or a photo ID must be left with the Reference Desk while using either room No exceptions will be made Only one piece of identification is necessary for a group W I • There is a two hour time limit if another patron is waiting for a room. • Patrons must be 12 years of age or older to use the group study rooms. • Patrons are responsible for any damage incurred while using the group study rooms. • Cellular phones may not be used in the group study rooms. The hallway next to the pay phone is the only acceptable place for Library patron telephone use • Please be aware of noise levels while using the group study rooms. Noise carries easily and these rooms are intended for quiet study purposes 15. Review The Oak Brook Public Library Commission will review the Meeting Room Policy and its regulations periodically and reserves the right to amend them at any time. The changes are subject to approval and adoption by the Village Board of Trustees. 9