Traverse Area District Library
POLICY ON PUBLIC USE OF MEETING ROOMS

    The physical resources of the Traverse Area District Library ("TADL" were constructed or acquired to fulfill the Library's Mission Statement:

"Our mission is to support the District's diverse and changing population in its lifelong search for intellectual, recreational or vocational information enrichment".

To that end, the Traverse Area District Library Board of Trustees has enacted the following policy regulating the public use of its meeting rooms:

1. The Traverse Area District Library has several meeting rooms available for use by the community organizations, businesses and individuals. The meeting rooms are not available for the following purposes: religious proselytization; political campaign activities; and any event for which an admission fee is charged. Restriction of political campaign activities is not intended to prevent the use of facilities by elected officials to seek input from the community consistent with purposes related to the public office held.  Granting permission for the use of facilities does not imply TADL approval of the group or of the ideas presented at the meeting. A disclaimer on all ads must include "This program is neither sponsored nor endorsed by the Traverse Area District Library."

2. The meeting rooms are scheduled through the Library administration office (PH: 231-932-8500) from 9:00 AM to 5:00 PM, Monday through Friday. Reservations must be secured with payment. Failure to secure the use of the meeting room with a timely deposit shall result in termination of the reservation unless other arrangements are made. Reservations will be taken as provided in paragraph 6 herein. 

3. The meeting rooms are ordinarily available during regular operating hours of the Library. The Library Director shall establish registration procedures that will ensure meeting room space for programs sponsored by the Library and its affiliated organization. (Fees will not be charged for library affiliated organizations.) Upon written notice to any person making a reservation, the Library reserves the right to withdraw its consent and terminate any reservation. The program and meeting needs of the Library will take precedence over the meeting room requests made by other community groups. In the event that a reservation is terminated, the Library shall attempt to accommodate the reserved use in a different meeting room within the library.

4. Organizations using the meeting rooms may not charge an admission fee at the front door. Use of the meeting rooms for a seminar or a continuing educational program is not prohibited simply because a fee is collected in advance to cover cost of materials or other presentation costs. Groups using a meeting room may request a free will donation, but making such a donation shall in no way be a requirement for attending the meeting. Organizations using the meeting rooms will be permitted to make sales under the following limited circumstances.

1. The sale must be confined to the meeting room and no effort can be made to solicit other library patrons;

2. The sale must be for the benefit of the organization making use of the meeting room.

3. Making a purchase must in no way be a requirement for attending the meeting; and

4. The sale must be an inconsequential part of the program scheduled for the meeting room.

An admission charge may be charged for programs sponsored by the Library and its affiliated organizations; and sales directly or indirectly providing a benefit to the Library or its affiliated organizations will be permitted in areas of the library other than the meeting rooms. When an author takes part in a Library sponsored program, the Library may arrange for the sale of the author's works at the program.

5. Fees shall be charged for the use of the meeting rooms as follows: 

MEETING ROOM CHARGES

*Others is defined as any organization with a current letter from the Internal Revenue Service awarding status as a tax-exempt organization under section 501(c) of the Internal Revenue Code, or any community based organization located within the geographical service area of the Traverse Area District Library whose purpose is oriented toward local community issues with an annual budget of $10,000 or less.

Price includes the use of :

Projection Screen

Podium

Marker Board

Coffee Urn

TV

VCR

Price does not include:


Kitchen Use - Rate $50

Room set-up (see paragraph 9)

Audio-Visual equipment (see rate below)

Use of room outside of Library hours

Contact Administrative Services for setup needs including multi-mic'd situations. The cost of equipment use is as follows:

EQUIPMENT RENTAL FEES

Equipment	Daily - Business	Daily - Other
LCD Projector	$120	$60
Overhead Projector	$20	$10
Slide Projector	$20	$10
Wireless Microphones - Lavaliere & Handheld	$40	$20

• Video taping of an event is available for $25 per hour.

• Film Screenings (must have public performance rights) - $200

• Governmental Meetings - $500

• Live Television Coverage - $1000

• Web Cast on big screen - $300

• Use of Piano - $50

The Library reserves the right to authorize use of the meeting room before and/or after the Library opens and/or closes for extenuating circumstances. Rate: $30 per hour of use.

The fees are intended to cover the Library's maintenance and overhead costs related to the use of the room and equipment, and it is the Library Board will review meeting room fees and equipment rental annually.

6. No organization or individual may reserve a room for more than twenty-four (24) hours in a single year, or four (4) days in any single month. The Library must be notified of any cancelled meeting or program. Failure to notify the Library of a cancellation at least forty-eight (48) hours in advance of the scheduled meeting will result in the Library retaining the funds paid.

7. A. The individual signing the "meeting room use application" form will be responsible for all fees and damages related to the use of the room.

    B. Any damage to the room arising from the use by any individual or organization shall be billed directly to the individual who secured use of the room.

    C, The Library reserves the right to require the use to provide a certificate of liability insurance.

8. Individuals who reserve a meeting room must be 18 years of age or older, and that individual (and any organization on whose behalf that individual schedules the reservation) shall be responsible for supervision and security during the use of the meeting room. All individuals using the room must be under adequate adult supervision, with an adult in attendance at all times.

9. Individual responsible for reserving the use of a meeting room shall indemnify and hold harmless the Traverse Area District Library, its agents and representatives, from any and all suits, action, claims or demands of any character or nature arising our of or brought on account of any injuries or damages sustained by any person as a consequence or result of using the meeting room, irs furnishings or its equipment.

10. All person or groups using the Library meeting rooms are responsible for BOTH set-up and tear-down of tables, chairs, or other items used.

11. Groups using the kitchen adjacent to the meeting rooms are responsible for bringing their own supplies, and must leave the kitchen in an orderly condition.

12. The Traverse Area Distinct Library is a smoke free facility. Smoking will not be permitted, and alcoholic beverages are not allowed on TADL premises.

13. Any group which does not leave the Library meeting room by Library closing time (or other approved time), fails to leave the room in a satisfactory condition as determined by Library staff, fails to clean the kitchen, or damages the premises during its use, may forfeit the right to use of the library meeting rooms, at the discretion of the Library Board.

14. Organizations or individual wishing to exhibit, perform, duplicate, or distribute any copyrighted work on Library premises must secure a license or permission to do so, unless specific rights are granted for such a purpose.

15. Conduct which disturbs library use, or any infringement of the rules of the Library, will be considered a justifiable cause to have the organization or individual immediately vacate the TADL premises.

16. The Library reserves the right to waive the requirements of this policy if such a waiver is determined to be in the interest of the Library. The Executive Director of the Library shall by authorized to act on behalf of the Library in the enforcement or waiver of provisions of this policy, and shall report to the Library Board relative to any such enforcement or waiver at the next regularly scheduled meeting of the Library Board.

17. This policy will be reviewed annually after adoption or revision and the Library Board of Trustee reserves the right to amend this policy as deemed necessary and in the best interest of the Traverse Area District Library.

Revised July 2000

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