To place
your request for room use, please click on Reserve a Room in the
PROGRAMS Column.
MEETING ROOM POLICY AND PROCEDURES
As an institution of education for democratic living,
the Library welcomes the use of its meeting rooms for socially useful and
cultural activities and discussion of public questions. The meeting rooms
are available on equal terms to all groups in the community regardless of
the beliefs and affiliations of their members, provided that the meetings
are open to the public. (Adapted from the Library Bill of Rights)
THE POLICY FOR THE USE OF THE MEETING ROOMS
The facilities of the Jamestown
Philomenian Library are generally available, free of any rental charge, to
Jamestown civic, cultural, and educational groups, provided that no
admission fee is charged and the meetings are open to the public.
Fees or conditions may be levied for
meetings by other groups as outlines in the procedures and application.
Meeting rooms are not available for
personal social or religious purposes or individual memorial services, the
benefit or use of private individuals, or for fund-raising purposes.
Revised and adopted 12/04/07
PROCEDURES
I. Facilities and Meeting Rooms
Available for Use
II. Authorization for Facility and
Meeting Room Use
III. Guidelines for the Use of Meeting
Rooms
IV. Meeting Room User Responsibilities
V. Parking
VI. Staff Assistance
VII. Fees VIII. Application for Use
IX. Scheduling
X. Refreshments
XI. Publicity
XII. Indemnity/Insurance
XIII. Liability
XIV. Other Applicable Rules
XV. Reserving audio-visual equipment
XVI. APPLICATION FORM
I. Facilities and Meeting Rooms
Available for Use
Meeting Hall 125 person capacity.
May be used when the library is closed
The Blue Room Available only when
the library is open seats 4-6
The Green Room - Available only
when the library is open seats 8 - 12
The Sydney L. Wright Museum Room -
Available only when the library is open seats 12 to 30
Main Library Computer Area only
when the library is closed to the public and library staff is available
to supervise admission to the building 10 computers.
II. Authorization Meeting Room Use
A. The Library Director is
responsible for managing the library facility, including public meeting
rooms. The policies outlined in this document shall be implemented by
the Director, or a duly authorized designee.
B. The fact that a group or
organization is granted permission to meet in the Library in no way
constitutes endorsement by the town of Jamestown or the Library of the
policies or beliefs of that group or organization.
C. The Library Board of Trustees
reserves the right to deny any meeting room application after review.
III. Guidelines for the Use of Meeting
Rooms
It is of the utmost importance that the
groups and individuals who use the meeting rooms understand and
acknowledge that they are the guests of the Library, that they are able to
use the facilities at the discretion of the management of the Library, and
that their use of the facilities reflects that understanding. Priority
ranking for groups is as follows.
First priority - The Library,
Friends of the Library, Jamestown school and municipal organizations and
committees, Jamestown students, Jamestown civic, cultural and service
organizations - no charge except for kitchen use.
Second priority Jamestown
non-profit organizations, Jamestown businesses, Jamestown private clubs
and organizations - no charge except for kitchen use.
Third priority - Non-Jamestown
civic, cultural, educational groups. Charges may apply.
Fourth priority - Non-Jamestown
businesses or non-civic organizations. Non-Jamestown private clubs and
organizations. Charges may apply.
These charges reflect room use for
a maximum of four hours. Additional hourly charges may apply.
Additional Guidelines
Petition signing is limited to
areas outside the building and shall in no way interfere with the normal
use of the Library.
It is Library policy that the
Library be a place free from commercial or charitable solicitation other
than for the Library or the Friends of the Library.
No group or organization using the
meeting room will discriminate on the basis of race, color, national
origin, sex, religion, age, or handicapped status in the provision of
services.
No admission fee may be charged.
Exceptions are in the case of paid registration at conferences or
institutes, held in cooperation with the Library, or payment of fees for
regularly scheduled education courses sponsored by nonprofit
organizations.
No product or service may be sold,
except in the case of payment for materials required for educational or
group discussion or the books and materials of presenters at library
sponsored events and then only with the expressed permission of the
Library Director.
All publicity for meetings held in
the Library must carry the name of the organization sponsoring the
meeting. The Library will not take reservations from individuals for
particular meetings. Those reservations must be made through the
sponsoring organization. The Library may not be identified as the
sponsor.
Groups may not use the name or
address of the Jamestown Philomenian Library as the official address or
headquarters of the organization.
Youth organizations using meeting
rooms must provide adult supervision at all times.
No smoking is permitted in the
building. No open flames are allowed (candles, sterno, etc.)
No alcohol or illegal drugs may be
consumed in or brought onto the library property.
IV. Meeting Room User Responsibilities
All persons wishing to use library
facilities and meeting rooms must agree in writing to abide by these
policies.
Library facilities and meeting room
users must agree to restore area to original clean condition. Users must
provide their own trash bags and trash generated by the meeting must be
take away by the user. Failure to restore the facility or meeting room
to the condition in which it was found may result in penalty fees and
the revocation of authorization for the use of the room.
Library facilities and meeting room
users agree to pay for any and all damages to library property
including, but not limited to walls, floors, grounds and furniture while
property is being used by applicant. Failure to pay for damage will
result in revocation of authorization for use for the remainder of the
reservation year.
Rooms with meetings or programs
scheduled within the library proper i.e. all rooms excepting the meeting
hall must be vacated promptly at the library closing time. Staff will
provide sufficient notice to participants so that business can be
concluded
V. Parking
Attendants at meeting should be aware
of the half hour parking spots and refrain from parking in them for
meetings longer than one half hour. Handicapped parking spaces should be
respected. Please do not park on the grass.
VI. Staff Assistance
Authorization for library
facilities and meeting room use does not include the use of staff time
other than to provide access to the facility or meeting room.
We regret that staff assistance in
the arrangement of chairs and tables is not available.
VII. Fees See Application for Use of
Meeting Room
Make all checks payable to the
Jamestown Philomenian Library
VIII. Application for Use
All groups are given consideration
on a first come/first served basis using the priority schedule above.
No group shall have more than four
consecutive meetings scheduled at one time. Exceptions may be made for
municipal meetings which require postings with the State of Rhode
Island.
The Library reserves the right to
preempt any event for a Library or Town sponsored event; in such rare
instances, the Library will put forth every reasonable effort to give
ample advance notice of such preemption and to assist the group in
reserving another date or library facility or meeting room.
A fully completed, signed,
Application For Use Of Meeting Room must be submitted for approval by
the Director of the Library. All organizations will be asked to sign an
initial responsibility form. On-line reservations are available and will
qualify as a signed responsibility form. You will be notified if you
reservation has been accepted.
Tentative booking of a facility or
meeting room may be initiated by telephone made by calling 423-7280.
Please notify the Library if you
will not be using the room. Failure to do so may result in suspension or
revocation of privileges.
IX. Scheduling
Availability of library rooms can be
viewed remotely by computer on our events calendar.
X. Refreshments
Refreshments are limited to the
meeting hall. The Library Board and the Friends of the Library Board are
the exceptions to this rule. If refreshments are served in the hall, the
organization or group is responsible for providing their own trash bags
and removing the trash when they leave.
XI. Publicity
Programs and meeting held in the
building appear on the library Eventkeeper Calendar. Groups doing
community programming open to the public will do their own publicity for
their programs. If information for our calendar is desired, the
information must be submitted in a digital format.
XII. Indemnity/Insurance
The Library is insured by Interlocal
Trust as part of the Town of Jamestown.
XIII. Liability
The library is not responsible for
equipment, clothing, or other items left on its premises. Organizations
are responsible for any damage to the library property.
XIV. Reserving audio-visual equipment
If the Librarys audio-visual equipment
is requested for a program in the building, reservations must be made with
the technical services librarian by calling 423-7280. Only Jamestown
organizations or businesses may borrow a/v material to be removed from the
building and a representative of the organization must sign a
responsibility form. Currently available equipment includes:
35 mm Projector Overhead
Projector Screen VHS VCR Audio Cassette Player/Recorder Flip
chart Easel LCD Projector Slide Projector DVD Player Laptop
We regret that we can not guarantee
availability of AV material or support for the use of the equipment.
XVI. APPLICATION FORM
If you have been granted permission to use the meeting hall for a meeting
or a program, here are a few things to know.
-
If the library is
closed when you are using the hall, you need to get a key and
instructions on how to use the alarm.
-
You need to set the
room up with chairs and tables and leave it in the order in which it is
found.
-
If you are using
the kitchen, bring your own garbage bags and be prepared to remove the
trash you generate.
-
If you need to use
the librarys equipment, call Deb at 423-7280 to reserve what you want.
-
All publicity for
meetings held in the Library must carry the name of the organization
sponsoring the meeting. The Library will not take reservations from
individuals for particular meetings. Those reservations must be made
through the sponsoring organization. The Library may not be
identified as the sponsor.
-
Groups may not use
the name or address of the Jamestown Philomenian Library as the official
address or headquarters of the organization.
If you are using the
blue, green or Museum Room, you can only get into these rooms when the
library is open so you will not get a key. No food or drink may be served
in these rooms.
Question: call
423-7280 and ask for Judy, Deb or Rowena.
