Community room | moweaquapl

Community room policy

Approved June 2024

The use of the Moweaqua Public Library District (MPLD) facility for meetings is granted to community groups and organizations whose aims are educational, cultural, intellectual, charitable, or social.

The use of MPLD facilities shall be limited to members and/or organizations in the library service area. The Library Board may grant exceptions if it deems extenuating circumstances are involved. The Library Board shall reserve the right to refuse any request for meeting room use.

Generally speaking, meetings will be held in the meeting room, not in the library itself. Exceptions can be made at the discretion of the Librarian and the Library Board.

Library Endorsement

The fact that a group is permitted to meet in any portion of the library building does not in any way constitute an endorsement of the group’s policies or beliefs by staff or board members. Advertisements or announcements implying such endorsement are not permitted.

Scheduling & Rental Agreement

Preference will be given to meetings open to the general public. Reservations may be made in person or by telephone. Reservation is not confirmed until payment is made and waiver is signed. Use of the meeting room is permitted when the main library facility is closed. Arrangements for access and locking up of the building will be made with the Librarian.

Patrons reserving the use of the meeting room or any other meeting area must sign a rental agreement prior to the event. Use of the space is contingent upon agreeing to follow the specifications set forth in the rental agreement.

The library is a smoke-free facility. Smoking and vaping are not permitted on the premises.

Responsibility

MPLD is not responsible for any equipment, supplies, materials, clothing, or other items brought to the library or transported to library property by any group or individual attending the meeting.

Liability

MPLD board and staff do not assume any liability for injury or loss.The person signing the application for permission to hold a meeting in the library building will be billed for any necessary repairs in the event of damage to library property.

Fees

Any member possessing a current MPLD card may rent the meeting room for a minimum fee of $50. If a person does not have a library card, the charge will be $55.
A fee of $25.00 shall be charged to cover extra expense in maintenance.

Television and DVD Player

Patrons must have approval from the staff or board members to use the television/DVD player.
Use of the television/DVD is restricted to MPLD premises unless approval is granted prior to use by MPLD staff and/or board members.
Patron will be responsible for all damages and expenses to the television/DVD player caused by the user and/or DVD(s) that are not MPLD property.
Patron must read and agree to the terms of this policy prior to the use of the television/DVD player.
Dated patron signature is required. This is verification that the patron has read and fully understands the contents of this policy.
The Library Board shall reserve the right to refuse scheduled meetings with 48 hours notice, if possible.
Failure to comply with the Equipment and Materials policy can result in the denial of future use of MPLD property.
MPLD is not responsible for damages caused to a DVD that is not MPLD property.

Responsibilities

Meeting room users agree to the following:

User may not charge admission fees or take collections, and no purchase may be required of those who attend.
Users of the meeting room shall not use the library as its official address.
Users cannot use the meeting room for storage of items owned by the user.
Users of the meeting room must comply with all applicable local, state, and federal laws and regulations (including hiring an interpreter or providing auxiliary aids required under the Americans with Disability Act when requested by the public at an open meeting).
Nothing may be affixed to any surfaces of the library without prior permission. Failure to comply with this policy could result in the user being fined and/or required to pay for any special maintenance required or damages done on MPLD premises or to MPLD property as a result of the meeting.
Light refreshments may be served upon approval of staff and must remain in the meeting area. MPLD will provide a coffeepot, hot water pot, and water. Users of the meeting room must provide all other supplies. A fee may be charged if user does not clean up the premises prior to leaving.
User is responsible for the supervision of all children in attendance. Children should remain with the User or be supervised by an adult who must remain with them.
]MPLD staff will not take or deliver messages for meeting participants.MPLD assumes no responsibility for private property brought into the building.

The contact person stipulated in the Meeting Room Waiver agreement is responsible for ensuring that each member of his or her group is aware of and abides by these regulations.

MEETING ROOM WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT

In consideration for receiving permission to use the Moweaqua Public Library District (MPLD) meeting room, from ______(time/day/date) _______ through ______(time/day/date) _______, I hereby release, waive, discharge and covenant not to sue MPLD, its officers, servants, agents, and employees (hereinafter referred to as “releasees” from any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or relating to any loss, damage or injury, including death, that may be sustained by me, or to any property belonging to me, whether caused by the negligence of the releasees, or otherwise, while participating at the MPLD meeting room, or while in, on or upon MPLD premises.
I am fully aware of the risks and hazards connected with being on the premises and participating at the MPLD, and I am fully aware that there may be risks and hazards unknown to me connected with being on the premises. I hereby elect to voluntarily participate at the MPLD, to enter upon the above named premises and engage in activities knowing that conditions may be hazardous or become hazardous or dangerous to me and my property. I voluntarily assume full responsibility for any risks and for any loss or damage to property owned by me that might result from my being a participant at the MPLD, whether caused by the negligence of releasees or otherwise.
I further hereby agree to indemnify and save and hold harmless the releasees—collectively and individually—from any loss, liability, damage, or costs they may incur due to my participation at MPLD, whether caused by the negligence of an or all of the releasees or otherwise.
It is my express intent that this Release shall bind the members of my family and spouse, if I am alive, and my heirs, assigns and personal representative, if I am deceased, and shall be deemed as a Release, Waiver, Discharge and Covenant Not to Sue the above named releasees.

In signing this release, I acknowledge and represent that:

A. I have read the foregoing release, understand it, and sign it voluntarily as my own free act and deed.

B. No oral representation, statements, or inducements, apart from the foregoing written agreement, have been made.

C. I am at least eighteen (18) years of age and fully competent.

D. I execute this Release for full, adequate, and complete consideration fully intending to be bound by same.

E. Use of the space is contingent upon agreeing to the following specifications:

(Initialing is verification that the patron has read and fully understands the contents of this polity.)

_____ Decorations will be allowed on tables only. The use of candles, tape, or thumbtacks is not permitted without prior permission.

_____ Light refreshments may be served in connection with a meeting. Alcoholic beverages of any nature may not be served or permitted in the room. The user shall provide all equipment and utensils needed and shall remove—on the same day—any equipment or supplies brought in.

_____ The user is responsible for table and chair arrangements.

_____ The user shall leave the room in a neat, clean, and orderly condition. Counters/tables should be wiped down, the floor swept, and the garbage taken out (including garbage in the bathrooms).

_____ The library is a smoke-free facility. Smoking and vaping are not permitted on the premises.

_____ The television and DVD are MPLD property and their use is subject to terms of the Television/DVD player policy.

In witness whereof, I have hereunto set my hand and seal this —— day of ————, 20——.

Participant Signature: ________________________________________________________________________________

Name Printed: _________________________________________________________________________________________

Witness Signature: ___________________________________________________________________________________________Witness Name Printed: _______________________________________________________________________________