Plymouth Public Library Meeting Room Policy

You must read and accept the policy before filling out the online reservation.
 

The Plymouth Public Library, in order to fulfill its commitment as a community resource for the informational, cultural, educational, and civic needs of our community, welcomes the use of the public meeting rooms. The Board of Trustees of the Plymouth Public Library invites any group of community citizens whose purpose for meeting is in harmony with the cultural and intellectual purposes of the Library to meet in the Library in rooms designated for this use.

The use of the Library meeting rooms by any citizen or group does not signify or imply any endorsement by the Library of the person’s or group’s opinions or activities. Any publicity related to a non-library meeting should not imply that it is library sponsored. All non-library meeting room publicity will be the responsibility of the meeting group and the information may not be posted in the library. The position of the library is always one of neutrality.

TYPES OF MEETINGS

Priority for meeting room use will be assigned in the following manner:

1. Library sponsored programs and meetings.
2. Library related meetings or programs.
3. Non-library groups will be viewed as equitably as possible for scheduling purposes.

LIBRARY HOURS OF OPERATION

Monday – Thursday: 9:00 a.m. to 8:00 p.m.
Friday-Saturday: 9:00 a.m. to 5:30 p.m.
Sundays: 1:00 p.m. to 4:00 p.m.

Meeting rooms must be scheduled in advance on a first come, first served basis upon receiving the completed application plus the rental fee, if applicable. Payment must be made at least 1 week prior to meeting date.

No general admission fee may be charged for any meeting or program in the meeting rooms nor may any voluntary offering, solicitation, or collection of funds be made. However, qualified groups (non-commercial, non-profit, civic or educational organizations) may charge participants a fee to cover the actual costs (such items as printed reading materials or supplies used at a workshop or meeting) or an educational program to be presented. Qualified non-profit groups may participate in a fund-raiser within their own organization with the permission of the library director. Buying and selling of products or services are not permitted.

All civic, community, or educational organization whose purpose is non-commercial, non-partisan, and/or non-profit may use the meeting rooms with no fee. Political groups may use the meeting rooms for non-partisan or bi-partisan programs of an educational nature. Religious groups may use the rooms for non-sectarian or interdenominational meetings or programs.

Petitions and/or remonstrances are never permitted anywhere in the library or on library property.  Meeting rooms may not be used for purely social functions, such as birthday parties, reunions, anniversaries, holiday parties, craft gatherings, etc. TV viewing for personal/family use is not permitted. Use of the meeting rooms by individuals and/or their friends and family members is not permitted.

Light refreshments and non-alcoholic beverages may be served in the following rooms: Laramore A, Laramore B, Jim Neu Room and the Guild Room. Any equipment or food brought in should be promptly removed after the meeting. The equipment provided by the library may be used but must be left clean.

ROOMS AVAILABLE TO RESERVE

Laramore A – Capacity 30 people - has a large screen TV, VCR/DVD player, a coffee pot, microwave, rectangular tables with chairs. (Rental fee charged for for-profits; non-profits are free).

Laramore B – Capacity 32 people - has a TV, a VCR/DVD, a kitchenette, microwave, coffee pot, rectangular tables with chairs. (Rental fee charged for for-profits; non-profits are free).

Laramore A & B Combined - Capacity 62 people.

Kent and Judy Guild Family Room – Capacity 24 people, has a TV, a VCR/DVD, and a coffee pot. (Rental fee charged for for-profits; non-profits are free) .

James Neu Family Room – Capacity 14 people. Non-profits only.


FEES

For-profit groups or persons may use the Laramore or Guild meeting rooms for a fee per room. The rental fee per room is as follows:

Laramore A – capacity 30 people, $50 0-4 hrs, $100 4-8 hrs, $150 over 8 hrs per day

Laramore B –capacity 32 people, $50 0-4 hrs, $100 4-8 hrs, $150 over 8 hrs per day

Laramore A & B combined – capacity 62 people, $100 0-4 hrs, $200 4-8 hrs, $300 over 8 hrs per day

Guild Family Room – capacity 24 people, $50 0-4 hrs, $100 4-8 hrs, $150 over 8 hrs.


ROOMS AVAILABLE ON A FIRST-COME, FIRST-SERVED BASIS
(Not allowed to reserve - must come into the library to see if available)

The library has three small rooms that are available on a first-come, first-served basis. They are available to anyone 18 or older, whether for-profit or non-profit, with no fee. The only restriction is that they may not be used on a regular basis to conduct business at the library (essentially becoming office space for individuals or businesses). Light refreshments are allowed in these rooms and no equipment is available.

National City Bank Room – Capacity 4 people.

Conference Room (on adult side of library) – Capacity 8 people.

Friends Room – Capacity 8 people.

MEETING ROOM HOURS

All meeting rooms are available immediately when the library opens and must be vacated ˝ hour before the library closes, except for Laramore A & Laramore B. The Laramore Rooms are available after hours as long as a responsible party is in the room before library closing time. The responsible party accepts responsibility for ensuring that the library is secure when his party leaves.

RESERVATIONS

The person responsible for the room must be 21 years of age or older. Children and young adults must be supervised at all times by an adult. Youth groups must be organized and supervised by responsible adults, who must attend and oversee each meeting. No baby-sitting facilities are provided. Children should be provided with adult supervision before, during, and after meetings.

An organization may reserve on a recurring basis; however, any such regularly scheduled meetings shall be subject to cancellation from time to time for library use at the discretion of the library director. Reasonable notice of such cancellation will be furnished by the library and arrangements will be made to set up alternative dates. Any scheduled user of a meeting room shall notify the library promptly in the event of any change in the user’s schedule.

Confirmed reservations may not be transferred to persons or organizations other than another member of the same organization. Each person or group must make their own reservations.

NO SHOWS & ROOMS LEFT MESSY

If a group does not show up for a meeting and has failed to cancel it, or if they have not fulfilled the responsibility to clean and restore the room to the original set-up, the following action will occur:

After 1 offense:
The party that booked the room will receive a written notice.

After 2 offenses:
1. In an effort to be fair to all groups, future scheduled meetings will be cancelled. The library reserves the right to limit future meeting room usage for past history of infractions to this policy.
2. The person that booked the room will receive a notice that this action has been taken.

If the group desires to reschedule meetings after they have been cancelled due to offenses, the group will be required to submit new reservations and may be denied if rooms are no longer available.

RESPONSIBILITIES OF USERS

Each group is responsible for setting up the room to its specifications. Each group is also responsible for restoring the room to its original setup when the meeting is over. Current custodial fees may be charged if the rooms are not cleaned up and restored to the original setup for the next group.

The use of the meeting rooms must be confined to the activity for which the facilities were requested. Floor, furniture, equipment and other property must be properly cared for and returned to a clean and orderly condition following use. Tables must be cleaned off and floor vacuumed if needed. Upon leaving the building, meeting room(s) must be securely locked.


Children should never be left unsupervised at any time.

Any group in Laramore A or B whose meeting continues after the main part of the library is closed must make sure that all children remain in the meeting rooms with the adults. Unsupervised children in the lobby after hours creates a dangerous situation for the children and the library in general.

Open flames (candles, matches, etc) are never permitted in the meeting rooms.
Alcoholic beverages are not permitted at any time and smoking is prohibited in all areas of the public library.

Each organization assumes full responsibility for any damages incurred resulting from use of the meeting room facilities. Abuse of the facilities will be sufficient cause to deny further use of the room. The library assumes no responsibility for hats, coats, or other personal belongings of persons attending meetings.

If the library must be closed due to weather or other emergency, reasonable effort will be made to contact the person who arranged the meeting.

The Library Director, or appointed staff member reserves the right to terminate any meeting that is noisy, disruptive, or potentially destructive to the Library’s property. The meetings must not interfere with Library operations.

The Library Board has vested the Director with the authority to supervise meeting room use and interpret these policies. Failure to comply with these regulations or the directives of the designated representative of the Library will cancel further use of the library facilities. The Director shall have the right to waive the regulations whenever it is in the best interest of the library or the community to do so. The Board of Trustees reserves the right to alter or waive the rules.

Adopted by the Board of Trustees, Plymouth Public Library May 21, 2001
Revised May 24, 2005
Revised February 27, 2006
Revised July 15, 2008
Revised April 16, 2009

I Accept