Policy Number:        

Title:   Meeting Room Policy

Board Approved:      July 2006
Revised:  November 9, 2010

 

The City of Boaz and the Boaz Public Library are pleased to make meeting rooms available to the community.  The following is a statement of policies regarding the use of the meeting rooms of the Boaz Public Library.  These policies have been formulated to serve the best interest of the community.  The Library in no way sponsors or supports the various groups using the meeting room.

 

Descriptions of Rooms

Mastin Conference Center-The Mastin Conference Center is available to rent before or after library hours.  The conference center is approximately 1881 sq. ft. and can hold around 120 people with tables and chairs and 225 people if empty.  (Please note these are estimates only.)  There are 20 folding tables sized 30” x 72”, as well as 126 stacking chairs.  The room can be divided into 2 separate rooms.  One or both sections can be rented.  The following equipment is available in both rooms:  a drop down projection screen; projection equipment, VCR/DVD Player; CD/Cassette Player; Laptop Computer; Microphones including handheld wireless and lapel mics; Internet/Wi-Fi.  A podium and a dry erase board are available upon request.  Access to the kitchenette is available.  The kitchenette is complete with a sink, refrigerator, microwave, ice maker, and coffee maker.

 

June Roberts Weathers Meeting Room-The Weathers Room is available to rent during Library hours only.  Library hours are Mon. – Thurs. 9-8; Fri. 9-5; and Sat. 9-3.  This room is furnished with a board room type table with 12 chairs as well as 12 additional chairs around the wall.  This room has a drop down projection screen; projection equipment, VCR/DVD Player; CD/cassette Player; Laptop Computer; Internet/Wi-Fi.  A podium and a dry erase board are available upon request.  Food and drink is not allowed.

 

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All fees are to be paid at the time of reservation.

 

For-Profit Fee Schedule

Facility Fee for One section of the Mastin Conference Center (up to 5 hours) = $75.00

Facility Fee for Both sections of the Mastin Conference Center (up to 5 hours) = $125.00

Facility Fee for additional hours (after 5 hours) = $25.00 per hour

Facility Fee for the June Roberts Weathers Meeting Room = $50.00

Cleaning deposit = $25.00 refundable*

*The request to refund the cleaning deposit will only be given if the room is left in satisfactory condition and AFTER the door key is returned.  You should receive the refund check in approximately 1 to 2 weeks after the request is made.

 

Non-Profit Fee Schedule

One free meeting per month (up to 5 hours) will be given to the following organizations:  non-profit groups or organizations; 501c3 organizations and small, community based organizations; city or other governmental agencies.  If the above groups wish to meet an additional time, it is the responsibility of that group to pay all fees as noted in the For-Profit Fee Schedule.

 

All organizations must pay a $25.00 refundable cleaning deposit.

 

There will be a $35.00 fee on all returned checks.

 

1.  All meeting room reservations should be made through the Library.  All persons requesting reservations must furnish the following:

*Meeting Room Reservation Form, complete with signature of adult assuming financial responsibility for any damages to the room and/or its contents

*All required fees (checks should be made payable to Boaz Public Library)

 

2.  An authorized representative of the group reserving the meeting room must remain on the premises throughout the period for which it is reserved.

 

3.  The Library reserves the right to refuse a reservation to any group or individual who fails to meet these guidelines, who has in the past been deemed unreliable, or whose event is deemed unsuitable for a library setting.

 

4.  Priority will be given to Library-sponsored events, city sponsored events, and groups that are based in Boaz.  All other groups will be given consideration on a first come/first serve basis.

 

5.  If you are scheduled to use the room after Library hours, an authorized representative is responsible for picking up the room key and alarm code the week before the meeting.  They are also responsible for returning the key to the Library the next business day.

 

6.  Groups or individuals under the age of 21 must have an adult sponsor (21 years old or older) in attendance at their meetings.  Groups under age 12 require one sponsor per 5 individuals.  Groups ages 12-21 require one sponsor per 10 individuals.  One sponsor must assume financial responsibility for any damages to the room or its contents.

 

7.  Children must be supervised at all times.  The Library is not responsible for children left unattended in the Library while their parent or guardian is in a meeting at the Library.

 

8.  Excessive noise or disruption to the functions of the Library is not permitted.

 

9.  The use of drugs, alcohol, tobacco and firearms is prohibited.

 

10.  The set up and break down of the room will be done by the group making the reservation.  The Library cannot provide personnel to assist in this task.

 

11.  All furniture in the meeting room should be returned to its original position after the meeting.  This includes returning furniture to the storage room.

 

12.  Food and drinks must be consumed inside the Mastin Conference Center, kitchen, and adjoining hallway only.  They may not be carried into any other part of the Library.

 

13.  Library meeting rooms must be restored to their original clean condition or the cleaning deposit will not be refunded.  Spills are to be cleaned promptly and properly.  Carpet cleaning items including a steam cleaner is available in the janitor room. 

 

14.  Place all trash in the trashcans provided.  Any food or drink left behind will be discarded.

 

15.  Any damage to equipment or furnishings beyond normal usage (breakage, stains, burns, etc.) will be noted and the group responsible will be expected to pay for repair or replacement as determined by the Library.  The person in charge assumes financial responsibility for any such damages.

 

16.  The Library staff is not authorized to stay late to accommodate prolonged meetings.

 

17.  Only one reservation may be made at a time.  No blanket reservations for events scheduled for continuing periods of time are accepted.

 

18.  Meeting room furniture and equipment are to remain indoors at all times.

 

19.  All parties and meetings should end by 12:00 a.m. (midnight).  Sleepovers and lock-ins are not allowed.

 

20.  Signs and other decorations are not to be attached to walls, windows, doors or furnishings.  Unauthorized signs will be removed.

 

21.  All decorations, emblems, signs or other displays of private functions should be contained inside the building and not on the exterior.

 

22.  The Library is not responsible for lost or stolen items or for items left in the meeting room or for damages to vehicles in the parking lot.

 

23.  Only tea lights and small candles are allowed.  These should be used in appropriate containers.

 

24.  The Library cannot provide supplies for any group using the meeting room.

 

25.  Groups wishing to use the electronic equipment will receive training when the key is picked up.  Training and technical support will not be available after Library hours.

 

26.  Each group is responsible for its own publicity.  Any printed publicity must include the statement:  “This program is not sponsored by the Boaz Public Library.”  Publicity is not to include the Library’s telephone number, nor may the Library’s name and address be used as a mailing address, but for directions only.

 

27.  The privilege of using the meeting rooms will be revoked if any of the following occur:  meetings conducted in noisy, disorderly, or inflammatory manner; the size of the meeting presents personal safety or building security issues; activities distract Library guests or staff; users neglect to pay all required fees or neglect to pay for damages to the meeting room; neglect to leave the room in the condition in which it was found; if there is any violation of Library policy; a group fails to show for a scheduled meeting 3 times a year.

 

28.  Additional furniture or electronic items to be brought in must be approved by the Library Director before setting up the meeting room.  If a group rents additional items, that group must make arrangements for receiving and returning the equipment.  The Library cannot provide storage space for any group’s supplies. 

 

29.  Meeting Rooms may be booked one year in advance.

 

30.  Notice of cancellation must be given at least 48 hours in advance.  Failure to do so will result in forfeiture of any fees and may result in loss of meeting room privileges. 

 

31.  The Boaz Public Library Board reserves the right to alter this policy without prior notice.