Meeting Room Policy

The primary purpose of the meeting room is to support library functions and to promote the library’s programs of service to the community. It is also available to nonprofit civic, cultural and educational organizations for events open to the public. The fact that a group is permitted to meet at the public library does not constitute and endorsement of the group’s policies or beliefs.

The policies governing the use of the meeting rooms and grounds are in accordance with Article 6 of the Library Bill of Rights which states that “as an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equal terms to all groups in the community regardless of the beliefs and affiliations of their members, provided that the meetings be open to the public”  

Meeting Room Policies and Regulations

The Library has one room available for public use. The Ste. Genevieve Library has set seating limits in this room for 25.

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 Ste. Genevieve County Library Board has the final authority in granting or refusing permission for use of the room.

The Meeting Room will be available on a first-come, first-serve basis at no charge.

A valid Ste. Genevieve County Library Card in good standing is required for room use.

Important…Please Note

Failure to abide by these rules for meeting room use may be justification for denying the group further use of meeting rooms.

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

Availability

  1. Library programs and library-related programs have priority in the use of the meeting room at all times.
  2. The meeting room is available for use by organizations of a civic, cultural or educational nature, but not for religious gatherings, fund-raising, political or commercial purposes. Business use for profit, including but not limited to training, interviews, and tutoring services are not permitted.
  3. Non-partisan organizations which do not endorse individual parties or candidates may be allowed to conduct meetings in the library at which current election issues will be discussed by candidates for public office, provided that all candidates for the same offices have been invited. The meeting room and grounds may not be used to hold rallies, demonstrations or other similar events.
  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. Classes or demonstrations involving the use of hazardous materials and /or weapons are not permitted.
  7. Any illegal activity or uses which advocate or incite illegal activities are not permitted.
  8. No club meetings or installation ceremonies having secret rituals.
  9. All meetings shall be open to the public.

Scheduling

  1. An individual representing the group or organization desiring to use the meeting room must complete the appropriate application providing all information requested on the form.
  2. Reservations are required to use the large meeting room.
  3. Application to use the room may not be made more than 12 months in advance
  4. Generally, no group or organization may use the meeting more than twice a month. Exceptions may be granted for workshops or educational classes or other reasons with the Director’s approval.
  5. Groups using the library on a regular basis for meetings must reapply annually
  6. The meeting room shall be scheduled for use during regular library hours only Any group or individuals representing a group who remain in the room beyond the library’s regular hours of operation will be charged an additional fee ($3)
  7. An applicant will be billed for any clean-up costs and damages. The applicant accepts financial responsibility for any and all damage caused to the building or equipment beyond normal wear and tear.
  8. The room reservation should allow for setup time. Please make sure your “meeting” start time reflects at least a 15 minute setup.
  9. Application for use of the Library’s facilities does not guarantee approval. Applications will be approved on a first-come, first serve basis. Confirmation or denial of applications will be done by e-mail or telephone.
  10. If it is necessary to cancel a reservation for a meeting, the Library must be notified as soon as soon as possible. Such cancellation notification shall be submitted to the director in writing and may not be rescinded later. No group can assign its space or reservation to another group.
  11. If a meeting room is not used and a cancellation notice is not given to the Director, meeting room privileges of that group may be suspended.

The Library reserves the right to cancel any reservation by giving the group at least 48 hours’ notice, except in case of an emergency or inclement weather. Notice of a cancellation shall be done by e-mail or telephone. No meeting reservations will be held on official local, state, or federal holidays. (Library Closures)

Responsibility for Equipment and Furnishings

  1. No signs, displays or exhibits shall be attached to the walls in any other manner.
  2. Organizations shall accept responsibility for the repair or replacement of damaged or missing equipment and furnishings or for damage to the building’s interior.
  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. The library will allow use of its equipment (projector, screen, speakers) with prior arrangements.
  7. The adult filing an application out to reserve a meeting room must agree to assume full responsibility for any damages to the facility or equipment which may occur as a result of the group’s use.
  8. Equipment will be left in the same state as found. Additional costs will be added if staff assistance is needed to run the equipment to reimburse the library for expenses.

                                                        General Regulations

  1. Neither the name nor address of Ste. Genevieve County Library may be used as the official address or headquarters of a group or organization.
  2. Admission fees or collections are prohibited at meetings held in library facilities. The only exceptions are in the case of paid registrations which 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 organization that becomes disorderly or objectionable and to deny subsequent use of the room to groups that violate policies and regulations (Ste. Genevieve County Library Board of Trustees has the final decision on all disciplinary actions, refusals, and or re-instatements of use for meeting room)
  4. Smoking or vaping is not allowed in any part of the library at any time.
  5. Any group using the meeting room must comply with the Americans with Disabilities Act, and are responsible for providing qualified interpreters or auxiliary aids upon request.
  6. The Library is not liable for injuries to people, damage to their property, or loss of property belonging to individuals or groups using the meeting room.

This statement of policy is subject to amendment at any time by the Ste. Genevieve County Library Board of Trustees.

Amended and approved by Ste. Genevieve County Library Board of Trustees: October 14, 2019