| Description
- Use - Reservations
- Fees & Charges - Disclaimer
The Mount Horeb Public Library Meeting Room and Kitchenette
are intended primarily for use by the library for its own programs.
In keeping with the library's mission to offer opportunities
for
personal growth, learning, and enjoyment, the Mount Horeb Public
Library Meeting Room and Kitchenette are available for use by
community groups for educational, informational, or cultural
meetings and
programs when not needed for library purposes.
The Library Board subscribes to the tenets of the Library Bill
of Rights, which states in part, - Libraries which make exhibit
spaces and meeting rooms available to the public they serve should
make such facilities available on an equitable basis, regardless
of the beliefs or affiliations of individuals or groups requesting
their use.
Use of the Meeting Room does not imply endorsement by the library
staff or library board of the viewpoints presented or held by Meeting
Room users.
Description
The Mount Horeb Public Library Meeting Room, located off the foyer,
accommodates 50 people theater-style and 30 people conference-style.
The primary configuration for furniture is conference-style. Six
tables are available. Along with tables and chairs, the following
items are available for use in this space: white board, TV/VCR and
cart, slide projector, lectern, flip chart easel, and all other
circulating library equipment, as available.
The Mount Horeb Public Library Kitchenette, located off the Meeting
Room, has a refrigerator and stove. Plates, cups, glasses, tableware,
and assorted Kitchenette and service utensils are available for
use. All consumable products, including dish towels, must be provided
by the users. Users are responsible for washing, drying, and storing
Kitchenette items before vacating the room. They will leave the
Kitchenette area clean and orderly. Kitchenette procedures are posted
above the sink.
back to top Use policy
The Library Board encourages the widest possible use of the Meeting
Room and Kitchenette by community groups as long as this use does
not interfere with the normal functions of the library.
The Meeting Room is intended primarily for the library's own programs.
When not needed by the library, rooms may be used for:
Educational, informational, cultural, and government/civic activities;
May include public lectures, panel discussions, presentations, group
discussions, workshops, and other similar functions;
Must be free of charge, unless an hourly fee is paid; and
Must be open to the public, unless an hourly fee is paid.
Businesses, commercial entities, and private parties may use the
room for an hourly fee. Such meetings may be closed to the public.
- The Meeting Room is available before, during, and after the library's
operational hours, Monday through Saturday. The rooms are not available
on Sundays or on Holidays that the library is closed.
- Meetings must end on time, so the room may be prepared for other
meetings.
- The Meeting Room may be used for impromptu meetings, when not
already scheduled or needed by the library.
- Groups are responsible for ADA (Americans with Disabilities Act)
requirements and for providing requested accommodations for meetings
or programs. A statement regarding the availability of accommodations
must be included in all publicity or notices.
- Programs that interfere with the library's operation, as determined
by the Assistant Director, shall not be allowed.
- Equipment reservations shall be made at the Circulation Desk,
subject to availability and for use in accordance with the Equipment
Use Policy.
- The library does not provide personnel to operate audiovisual
equipment.
- Users may use their own equipment in the Meeting Room, with prior
approval of the Assistant Director.
- The walls shall be kept free of materials. Do not post anything.
- Deliberate care should be taken with the white board. Special
white board pens are available for check-out and should be requested
prior to using the white board. If the white board is damaged, fees
will be assessed. Please see page 3 for Fees & Charges.
- The library can not provide storage space for users of the Meeting
Room or Kitchenette.
- There is no internet or other remote access in the Meeting Room.
- Groups may serve food and drinks, with the prior approval of
the Assistant Director.
- Alcoholic beverages are prohibited.
- Smoking is prohibited.
- Users are responsible for leaving the room clean and configured
according to the chart on the wall. Charges will be assessed for
damages, required extra cleanup, or reconfiguration of the room.
Please see page 3 for Fees & Charges.
- On the day of the event, notices or flyers announcing the users'
event, or use of the room, may be placed on the Meeting Room door.
- Messages cannot be relayed to people attending meetings, except
in emergencies.
- The library reserves the right to refuse to book the Meeting Room
for users whom do not comply with this policy.
back to top Room Reservations
- Meeting Room Reservation Form **
Read entire policy before submitting
-
Room reservations are made with the Assistant Director. Although
telephone applications can not be accepted, the Assistant Director
will provide information regarding room availability.
- The Meeting Room is scheduled on a first-come, first-served basis,
when not needed by the library.
- All reservations must be made 7 days in advance. Reservations
may be made up to 90 days in advance, to a maximum of one meeting
per calendar month per group.
- One Meeting Room Reservation Form must be submitted for each
date requested. Submit Meeting Room Reservation Form to the Assistant
Director. Completion of the Meeting Room Reservation Form and payment
of hourly fees, if any, is required to secure a reservation. Please
see page 3 for Fees & Charges.
- Users may acquire the key up to 2 days in advance, provided they
have secured a reservation. Arrangements must be made to pick up
the key from the Assistant Director, during normal library hours.
- Cancellations must be made at least 24 hours in advance.
- Users under eighteen years of age must have the Meeting Room
Reservation Form signed by a sponsoring adult, who must be present
at the meeting
and accepts responsibility for any damage done to the room.
- To reserve the Kitchenette, users must also reserve the Meeting
Room.
- Keys may not be copied.
- If the key is lost, the user will be charged to rekey the foyer
and meeting room doors, as well as all associated costs (such as,
cost of all replacement keys).
- There are no restrictions on the scheduling of library and library-related
events and programs. In the rare case when the library must schedule
a last-minute event, groups will be given 7 days advance notice
of the library's need, the reservation will be cancelled, and their
fee payments, if any, will be returned.
back to top Fees & Charges
Use Fee
- Non-profit, volunteer, and community groups headquartered in
the Mount Horeb Public Library service area will not be charged
for
use of the room. The Mount Horeb Public Library service area
includes the village of Mount Horeb, Blue Mounds village & township,
Primrose, Perry, Springdale, and Vermont townships.
- Groups not within the library service area defined above will
be charged the hourly fees.
- Businesses, commercial entities, and private parties will be charged
the hourly fees:
- Meeting Room, $10.00 per hour
- Kitchenette, $20.00 per hour, includes the fee for use of Meeting
Room
- The following must be fulfilled, or charges will be assessed,
after a meeting:
- The Meeting Room is neat & orderly with tables and chairs
configured according to Meeting Room diagram.
- The Meeting Room and/or Kitchenette is/are free of damages beyond
the normal wear and tear. (Damages assessed by the Assistant Director.)
- The Kitchenette is clean & orderly, following posted Kitchenette
procedures. (Cleanliness assessed by the Assistant Director.)
- The Meeting Room and/or Kitchenette keys is/are returned to the
Assistant Director or Book Return boxes, immediately following the
use of the room(s).
Proof of Insurance
- A certificate of insurance may be required depending on the nature
of the activity.
Set-up Fee
- Most users will arrange the room themselves to suit their needs.
They will return the room to the posted configuration before leaving.
- If users wish to have the room set up for them, a $30.00 Set-Up
Fee will be charged. Seven days advance notice must be given for
the janitorial staff to arrange the room to the users' specifications.
Damages
- Users of the Meeting Room agree to reimburse the Library for any
and all costs of repair of any and all damage, as determined by
the Assistant Director, as may be caused directly or indirectly
to the room and/or facilities by such use thereof. For example:
- $500.00 replacement cost of white board if incorrect writing utensil
is used on the surface.
- Cost of carpet cleaning will be assessed to any group who spills
food or beverage on the carpet, as determined by Assistant Director.
- Cost of replacement keys and rekeying for the foyer and meeting
room, if key is lost.
back to top
Disclaimer
It is understood that the Village of Mount Horeb and the Mount
Horeb Public Library assume no responsibility whatever for any property
placed in the Library in connection with a meeting, exhibit, or
display; and that the Village of Mount Horeb and the Mount Horeb
Public Library are hereby expressly released and discharged from
any and all liability for any loss, injury, or damage to persons
or property which may be sustained by reason of a meeting, exhibit
or display.
The Library is not responsible for any equipment, supplies, materials,
clothing, or other items brought to the Library by any group or
individual attending a meeting.
Persons or groups using the Meeting Room agree to reimburse the
Library for any and all costs of repair of any and all damage as
may be caused directly or indirectly to the room and/or facilities
by such use thereof. If any organization refuses to pay for the
damage, the matter will be referred to the Village Attorney for
legal action.
The fact that a group uses the library Meeting Room or Kitchenette
does not in any way constitute endorsement of the group's policies
or beliefs by the Library. No advertisements or announcements implying
such endorsements will be permitted.
back to top Policy approved by Library Board, August
13, 2002.
Updated, November 14, 2002, with Board Approval.
Minor revisions, April 23, 2003.
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