As part of the Homewood Public Library's program of services, the Library provides meeting room facilities for individuals, organizations, and groups. In keeping with the American Library Association's LIBRARY BILL OF RIGHTS, Article VI, the meeting facilities are available to the public "on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use."
The Library has two kinds of meeting room facilities -- auditoriums and conference rooms. There are two auditoriums on the main level. The larger auditorium has access to a kitchen facility with a refrigerator, stove with oven, microwave, ice maker, dishwasher and sink. The smaller auditorium is round and has access to a kitchen facility with a refrigerator, stove with oven, and microwave. On the Lower Level there are six (6) conference rooms: one (1) large meeting room that has a serving counter; two (2) medium-sized meeting rooms - one with a serving counter and sink; two (2) small meeting rooms - suitable for 8-12 people seated around a rectangular conference table; one (1) small room suitable for 2-3 people.
The capacity for each room has been established by the City of Homewood Fire Marshal. Fire code requires that no group exceed the capacity specified for the particular room arrangement chosen by the group. (Check the Homewood Library website at www.homewoodpubliclibrary.org/reserve for room capacity and availability.)
Auditoriums and meeting rooms will be set up auditorium style for all meetings. Any request for a set- up other than auditorium style must be made at the time the reservation is made. A special set-up can be done by library personnel only and will require payment of an additional fee of $15.00 for conference rooms and $25.00 for auditoriums. Optional seating arrangements for each room may be viewed online at www.homewoodpubliclibrary.org/reserve.
Reservations will be booked on a first-come, first-serve basis according to the date the Library receives the Application. No reservation is final until:
Individuals, organizations, or groups that wish to reserve a lower level Conference Room for a series of meetings over a period of time should fill out only one Application, and include a schedule of meeting dates, times, and other requested information. When reserving a room, be sure to include sufficient time before and after the meeting for set-up and clean up.
Reservations must be made by an individual at least twenty-one (21) years old
The Library reserves the right to make schedule or room assignments. In general, the Library allows groups to reserve its rooms on a first-come, first-served basis.
The Library offers patrons the ability to make room reservations online through the library’s website. All Library policies and guidelines must be followed and adhered to with the following additions and changes:
Groups or individuals under the age of twenty-one (21) must have an adult sponsor in attendance at their meetings at all times.
Any individual, organization, or group, whether governmental, commercial, or noncommercial, may use the Library's auditoriums and meeting rooms, subject to this policy. The Library reserves the right to refuse a reservation to any group, organization or individual who has failed to comply with the rules and regulations for use of meeting room space established by the Homewood Public Library Board of Trustees.
Granting permission to use Library facilities does not constitute endorsement by the Library of the group or its beliefs.
Auditoriums and meeting rooms may be used for the following purposes: (I) commercial meetings; (II) noncommercial meetings; (III) parties, receptions and ceremonies ("Social Events"), or (IV) Club or Group meetings whether or not held in connection with commercial enterprises.
Only the Library Board or Director has the authority to approve the use of the Library facility for Social Events. Requests for such use will be considered upon the Library's receipt of a written Application.
Commercial and noncommercial meetings may be held in the Library’s meeting room facilities between the following hours on days the Library is open.
DAY: Monday, Tuesday, Thursday - HOURS: 9:00 a.m. - 8:45 p.m.
DAY: Wednesday, Friday, Saturday - HOURS: 9:00 a.m. - 5:45 p.m.
DAY: Sunday - HOURS: 2:00 p.m. - 5:45 p.m.
If approved, Social Events in the auditoriums and/or meeting rooms may only be held after hours.
The meeting room facilities may be used after Library hours for any purpose, but only with permission from Library Administration. An increased fee is charged for after hours events to cover the cost of using the Library beyond normal budgeted hours. A security guard or a member of the Library staff must be on duty for all after hours meetings. The fee of $25 per hour should be paid directly to the security guard or Library staff member on duty.
The following are exempt from auditorium and meeting room rental fees:
(Employees and trustees may use the Conference Rooms and/or Auditoriums twice (2) per calendar year at no charge. Employee/trustee must attend the program if they are using their free usage. Standard meeting room fees will apply to any meetings scheduled after the two (2) free meetings.)
A fee is charged to cover the costs of utilities, building maintenance, general wear and tear, and, when applicable, the cost of keeping the Library open beyond normally budgeted hours.
Auditorium and conference rooms are set-up auditorium (theater) style. Groups requesting a set-up other than auditorium will be charged a set-up fee.
Special Set-Up.......................................................... $15.00 Conference Room; $25.00 Auditorium
AND
(Cash or Money Order deposit will be refunded if the meeting room facility is found to be in satisfactory condition following the event. If the facility is found to be in unsatisfactory condition, the deposit will be forfeited. Unsatisfactory conditions include but are not limited to: stains, gum and/or burns on carpets, damaged walls or ceiling tiles, broken furniture and/or appliances, etc.)
AND
-Any event serving alcohol will require:
The service of two (2) off-duty uniformed Homewood police officers. The Library will arrange for a police officers with the renter paying the police officers directly.
AND
Before Library Opens: A $25.00 fee will be charged for any meeting that requires a staff member to provide access to the Library before it is scheduled to open.
After Operating Hours: The following fees will be charged any time a room will be used after the Library has closed. No meeting may last past 11:00 p.m., at which time all parking lot lights are turned off. Everyone, including caterers, musicians and guests, must be out of the building by 11:00 p.m.
The Library should be notified immediately if any reserved room will not be used as scheduled. Notice of cancellation must be provided to the Meeting Room Coordinator, personally, either in writing or by telephone. Room rental fees and Reservation Deposits will be refunded or credited as follows:
1. City Ordinance prohibits smoking in any public facility within the City limits of Homewood.
2. Alcoholic beverages may NOT be served during Library hours. Only wines, champagnes and beers may be served at events held after the Library has closed.
3. Kitchen facilities include: microwave, refrigerator, oven, coffee pot, dishwasher, and ice maker. They are available for meetings booked in the Auditoriums. Some Meeting Rooms include microwaves.
4. The Library does not provide users with coffee, condiments, paper cups/plates, napkins etc.
5. No food preparation, other than warming in microwave or oven, shall be allowed in the auditoriums and meeting rooms. However, covered dishes and catered meals shall be allowed.
6. No food or beverages may be served in the lobby or corridors outside conference rooms or auditoriums.
7. Seating may NOT exceed room capacity. Additional furniture items to be brought in must be approved by the Library Director before they are set up in any room.
8. Advance notice is required for assistance with the Library audio visual equipment.
9. The Library does not provide porter services for groups meeting in the facility nor storage space for their property. The Library does not accept responsibility for materials that are lost or damaged.
10. Library staff will not accept calls or relay messages to people attending meetings except in emergencies. A pay phone is available in the Library Cafe.
11. Groups may not use the Library as their mailing address nor may they state or imply that the Library sponsors or endorses their meeting.
12. The Library will give the name and phone number of the person and group making the reservation to anyone inquiring about the meeting.
13. Admission charges and sales are permitted. Any meeting generating revenue and open to the public must meet in the Auditorium and pay the commercial meeting rate. Generating revenues includes proceeds from sales, admission or attendance charges or fees, or tuition. Also included are meetings where a sales presentation is made, regardless of whether goods or services are sold at the meeting. Groups must obtain a City of Homewood sales tax license and comply with all applicable City and State laws.
14. Children ages 6 and under must remain with a parent, guardian, or caregiver at all times. If the parent, guardian, or caregiver is attending a meeting, the child must be in the meeting room as well. The Library is not responsible for children left unattended in the Library while their parent, guardian, or caregiver is in a meeting at the Library.
15. Excessive noise or disruptions to the functions of the Library are not permitted. Music and noise must be kept to a reasonable level, and in accordance with the City's noise ordinance.
16. No pets are allowed in the Library facility except those used by physically impaired persons.
17. When a tornado warning is issued, the Library will follow evacuation procedures outlined in its emergency procedures manual.
18. Permission to use the facility may be withheld from anyone who fails to comply with this Meeting Room Policy.
19. The Homewood Public Library Board reserves the right to alter this policy without prior notice.
1. Individuals, organizations and groups using the Library are responsible for leaving the facility in good order with doors locked, lights turned out and windows shut. Abuse of Library property will result in charges for the repair or replacement of damaged property and/or the loss of permission to use the meeting rooms.
2. All small appliances (i.e., coffee pot) and equipment used should be turned off/unplugged.
3. All trash, including trash resulting from the serving of refreshments, must be placed in the receptacles provided.
4. By order of the City of Homewood Fire Marshal, attendance at meetings is limited to the capacity of the room. Seating and/or supplementary furniture is not allowed in corridors outside rooms.
5. Furniture and/or equipment from the main area of the Library or lobby may not be brought into the Auditorium.
6. Nothing may be attached to the painted walls, furniture, doors or the ceiling tiles. Fire code prohibits any open flames, including such things as incense or candles.
7. The use of pens, paints, crayons, dyes, markers, or other materials will not be permitted. The individual signing the Application will be charged for the cost of repairing any damage to Library furnishings caused by these materials.
8. Do not use confetti for decorations in any meeting room facility.
9. DO NOT use any sort of tack, nail or screw ANYPLACE in any meeting room facility.
10. Signs, posters, etc. may NOT be taped to the walls or doors of any meeting room facility.
11. Use of any appliance, equipment or extension cord not provided by the Library is prohibited unless approved in advance.
12. No fundraisers may be held at the Library.
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