Waco-McLennan County Library

Waco-McLennan County Library System title

Meeting Room Use

A. Introduction

The meeting room facilities of the Waco-McLennan County Library exist primarily to support the mission and function of the library by providing space for on-going activities and special programs presented by the library. When not is use by the library, these spaces are available to organizations to hold meetings and provide programming of interest and benefit to the community.

In order to effectively carry out its mission, the Library Commission adopts the following policy regarding Meeting Room Use. The objectives of this policy are to ensure the orderly, effective, and equitable utilization of meeting room spaces and the protection of library property.

B. General Use Conditions

Meeting rooms are available at no charge to groups engaged in non-commercial and non-profit activities.

Meeting rooms are not available for commercial or business use. Meeting rooms are not available to individuals for private parties, showers, self-promotion activities or other personal use.

All meetings of organizations held in library facilities must be open to the public without regard to race, age, gender, religion, national origin, political affiliation, or disabilities. Information about meetings may be posted on the library’s bulletin board at the discretion of staff in accordance with the Library's Public Bulletin Board and Literature Distribution Policy.

Admission fees or other collections may not be made a condition of attendance. The exception to this is a reasonable charge for "workshop materials," where the decision to purchase rests with the attendee. A decision not to purchase the materials does not bar the attendee from otherwise participating in the meeting.

Library facilities may not be used for fundraising or sales unless such activity directly benefits the library or a library support group benefiting the Waco-McLennan County Library.

The Library reserves the right to have a staff member present at any meeting held in a library facility.

C. Reservation and Scheduling

Organizations wishing to use a meeting room must complete a meeting room use request form and submit it to the library. An organization's officer or authorized agent shall make the request and such person shall be in attendance at the meeting. The request form is an agreement that the organization agrees to abide by the library's Meeting Room Use policy and rules.

Meeting Room use requests are accepted on a first-come, first-served basis.

Meeting Rooms are available only during hours the library is open to the public.

A request to use a Meeting Room may be made no more than 60 days in advance and no less than 7 days before the meeting.

Organizations wishing to use a Meeting Room on a regular basis may schedule up to one monthly meeting for the following year during the months of November and December.

Notice of cancellation shall be given no less than 24-hours prior to the scheduled meeting. Failure to do so may result in the refusal of future use.

The Library reserves the right to reschedule, deny or cancel a meeting to accommodate library programs, operations or weather conditions.

D. Endorsement

The presence of a meeting does not imply endorsement of the sponsoring organization or meeting content by the Waco-McLennan County Library, Waco- McLennan County Library Commission, the City of Waco or McLennan County.

E. User Responsibilities

Users are responsible for any and all damages to furnishings, fixture and equipment in the meetings room. The organization may be assessed a damage charge if its use of the facilities results in damage to library furnishings, fixtures or equipment.

Users are responsible for set up and take down tables and chairs and clean up after use.

Organizations using library meeting rooms and those attending meetings are expected to abide by all library policies and rules at all times.

Serving of light refreshments is permitted. Serving of alcoholic beverages is prohibited.

F. Denial of Use of Facilities

Future use of library meeting facilities may be withheld from organizations that cause damage to library furnishings, fixtures or equipment, interfere with library operations or other failure to comply with Library Policies and Rules.

An organization whose use of a library meeting room is denied may appeal to the Library Director and show cause why their meeting room privileges should not be denied. The Director shall hear and decide such an appeal within seven days.

An organization may appeal the decision of the Library Director to the Library Commission within thirty days of the decision of the Library Director. The Commission will notify the person or organizational representative to appear and show cause why their meeting room privileges should not be denied at their next regularly scheduled meeting. Failure to appear shall be deemed by the Commission as agreement with the Library Director’s decision. The Commission shall decide an appeal within thirty days of meeting.

H. Responsibility and Authority

The Library Director is given the authority to establish guidelines and procedures as may be necessary to carry out this policy and ensure the orderly, effective, and equitable utilization of its meeting spaces and for the protection of library property and is directed to exercise discretion in the interpretation of this policy.

Approved by the Waco-McLennan County Library Commission
July 26, 2006