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| Library Meeting Room Use Policy | print in MS-Word |
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| Library Meeting Room Use Policy | print in MS-Word |
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PASADENA PUBLIC LIBRARY
Statement of Purpose
Statement of Purpose The Pasadena Public Library is the information center for its community and encourages the free expression of ideas essential to an informed citizenry. To accomplish this role, the first objective of the Library is to serve as an active resource for learning, studying and contemplating ideas. This objective is evidenced by, but not limited to, the basic functions of libraries in checking out books and other material as well as the offering of programs and services which advance the knowledge and experience of the citizens we serve. The offering of meeting room space in our libraries is one of many methods used to foster greater free expression and free access to ideas representing all points of view on all subjects. However, there may be times when the use of our facilities for meeting room purposes is in conflict with the more basic role of the library as described above. In such rare instances of conflict, priority will be given first to the more basic functions of the Library as set forth in the Policies Governing the Public Use of Library Facilities and Meeting Rooms. The policies and procedures in this document have been prepared to help provide a clear understanding of the expected rights and responsibilities of those booking and using our meeting room facilities. The American Library Association Bill of Rights The Policy was prepared with the intent to adhere to the following statement in the American Library Association Bill of Rights. "Libraries which maintain meeting rooms, exhibit space or other facilities open to the public should make them available on equal terms to all persons, regardless of their beliefs or affiliations." I. Facilities and Meeting Rooms Available for Use A. The Pasadena Public Library makes available to groups and individuals the facilities listed below for meetings.
B. The use of facilities other than meeting rooms, such as an entire library facility, grounds and/or major portions thereof, is restricted to events that advance the library mission as outlined in the Library Mission Statement. Requests for use of an entire library facility are subject to the approval of the Director of the Department of Information Services. C. The use of library facilities for petition signing is limited to designated specific areas and shall in no way interfere with the normal use of the Library. l. Petition signing is not permitted anywhere inside the building. 2. Areas outside of the building designated by the Director of the Department of Information Services are as follows: a. Central Library, the brick paved area closest to the stairs leading to the north entrance b. Branch libraries, the paved area closest to the main public entry. 3. Organizations or individuals gathering petition signatures cannot: a. Impede the movement of library patrons or block the public right‑of‑way; b. Block access to other library facilities; c. Interfere with the conduct of business or the customary users of the Library, either by its location or timing (e.g., not going from table to table approaching patrons for signature); d. Create litter problems. II. Authorization for Facility and Meeting Room Use A. The Director of the Department of Information Services is responsible for managing all library facilities, 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 City of the policies or beliefs of that group or organization. III. Policies Guiding the Use of Meeting Rooms A. 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 department, that they are able to use the facilities at the discretion of the management of the department, and that their use of the facilities reflects that understanding. B. Library facilities and meeting rooms are managed according to city, county, state and/or federal laws governing the protection of public property and fire safety. C. Library staff may enter and remain in a meeting room at any time during a scheduled meeting. The Library reserves the right to attend any meeting held in its facilities (except executive sessions of governmental bodies) to ensure no unlawful activities are occurring on library premises. D. Activities for minors must be supervised by responsible adults. E. No person may be denied access to a meeting unless the permittee has paid the established fee for the exclusive use of the room. F. Authorization for library facilities and meeting room use is limited to the furniture and equipment assigned to that facility or room. G. No smoking is permitted in any library facility. IV. Meeting Room User Responsibilities A. All persons wishing to use library facilities and meeting rooms must agree in writing to abide by these policies. B. It is the responsibility of the person signing as authorized representative of the group to remain on the premises throughout the period for which it is reserved, to ensure the safety and security of attendees and the library facility and to further ensure that attendees observe the Policies Governing the Public Use of Library Facilities and Meeting Rooms and the Library's Standards of Behavior. C. Library facilities and meeting room users must agree to restore area to original clean condition. Failure to restore the facility or meeting room to the condition in which it was found will result in revocation of authorization for use for the remainder of the reservation year. D. 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. V. Parking A. Parking in the lot is not permitted for non-library sponsored events hosted by outside community groups. Groups who are hosting the various events held in the Library’s auditorium must make plans and arrangements for off-site parking and notify all attendees of said arrangements. Please see the attachment with off-side parking information. B. A copy of the notification (i.e. publicity, newsletter) to meeting room users with off-site parking instructions must be submitted to the Administrative office two weeks before the scheduled event as verification of an off-site parking plan. C. The auditorium user and all guests must agree to adhere to the off-site parking arrangements under penalty of revocation of authorization for use of the auditorium for the remainder of the reservation year as outlined in Section VII. VI. Staff Assistance A. 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, unless special permission has been granted and all appropriate fees have been paid in advance for staff services. B. Staff assistance in the arrangement of chairs and tables, etc. in other than the standard arrangement provided will require special permission in writing at the time of the permit and requires a fee as outlined in Section VIII. C. Only those arrangements for staff assistance approved and paid for in advance will be available on the date of the event. D. Groups placing demands on staff time the day of a scheduled event which services were not requested or paid for in advance, will be billed according to the fee schedule set forth in Section VII. Failure to pay the fee will result in the group's loss of the privilege of using the library facility for the remainder of the reservation year. VII. Revocation and Refusal of Authorization for Use The privilege of using library facilities and meeting rooms will be revoked for the remainder of a reservation year if the activities of the meeting room users negatively impact normal library operations. The following criteria will guide the Director of the Department of Information Services in determining whether the use is detrimental to normal library operations: A. Whether the planned meeting is conducted in a noisy, disorderly or inflammatory manner as opposed to a neat, orderly and courteous manner. B. Whether the planned meeting is so confrontational in nature (e.g., through the use of "fighting words" or group chanting) that it is likely to embroil other groups or the general public in open conflict; thereby impacting normal library operations. C. Whether the planned size or location of the meeting threatens the personal safety of the public, library patrons or staff in that it may block the flow of traffic or create a hazardous degree of congestion. D. Whether the manner of conducting the meeting threatens to: 1. Interfere with the conduct of business or the customary uses of the Library, either by its form, size, location or timing; 2. Impede the movement of library patrons; or 3. Block access to other library facilities. E. Whether the activities of the meeting room users prevent library staff from maintaining the building's security. F. Whether the activities of the meeting room users deter public desk staff from their primary obligation of providing library services. G. Whether the conduct of individuals attending the meeting creates a disturbance for other library users. H. Whether the parking demands of the meeting room users places a burden on or disruption to neighborhood residents; or the users of the Donald R. Wright Auditorium do not adhere to their off‑site parking plan. I. Whether meeting room users: 1. pay all fees as required in a timely manner; 2. leave the room in the condition in which it was found, or 3. pay for damage to the facility or meeting room. A. Non‑Fee Basis The Pasadena Public Library may permit the use of library facilities and meeting rooms on a non‑fee basis to groups which comply with all of the following: l. Do not charge an admission fee or a required donation for activity; 2. Do not restrict admission on the basis of membership; 3. Do not request staff assistance in arranging room; 4. Leave the room in the condition in which it was found. B. Fee Basis The Pasadena Public Library may permit the use of library facilities and meeting rooms on a fee basis to groups which require, include or do any of the following: l. Charge an admission fee or a required donation for activity; 2. Restrict admission on the basis of membership; 3. Request staff assistance in arranging room; 4. Do not leave the room in the condition in which it was found; D. Fee Schedule for events that have been approved
IX. Application for Use A. Priority will be given first to Library‑sponsored events, second to City‑sponsored events and third to groups which are Pasadena‑based or a majority of those attendees are Pasadena residents. All other groups will be given consideration on a first‑come/first‑served basis following the outlined reservation procedure. B. The Library reserves the right to preempt any event for a Library or City‑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. C. A fully completed, signed, Permit To Use City Library Facilities and Meeting Rooms must be submitted for approval by the Director of the Department of Information Services by all library facility and meeting room users at least two weeks in advance of use. D. Completion of a Permit To Use City Library Facilities and Meeting Rooms does not grant either privileges or approval until said application is reviewed and approved by Administration. Upon approval, a signed permit will be mailed to applicant. This serves as confirmation of approval and scheduling. E. Use of library facilities and meeting rooms is limited to the type of meeting or activity stated on the approved permit. The Director of the Department of Information Services shall be notified of any changes in the type of activity scheduled two weeks in advance. F. Tentative booking of a facility or meeting room may be initiated by telephone; however, telephone or in‑person oral booking will reserve the date and time for one week only. After one week, the permit must be submitted for approval by the Director of the Department of Information Services and the fees paid to confirm booking. This must be at least two weeks prior to scheduled event. G. Telephone and In‑Person application for use of the Donald R. Wright Auditorium may be made only on the following days and times: Tuesdays and Thursdays 9:00 - 5:00 p.m. The Meeting Room reservation phone number is 626-744‑4041. H. Piano rehearsals may be scheduled in the Donald R. Wright Auditorium only on the following days: Friday 9:00 - 5:00 p.m. I. The Donald R. Wright Auditorium may be previewed only on the following days and times, subject to availability: Tuesdays and Thursdays 1:00 – 5:00 p.m. X. Scheduling A. The reservation year is from July l of one year through June 30 of the following year. An annual reservation may be made for a regularly scheduled activity. 1. All annual reservations expire on June 30 of each year and must be renewed by the submission of a new permit. 2. Annual reservations for the remainder of the current reservation year may be made at any time during the year. 3. Annual reservations for the approaching reservation year may be made on requisite days as scheduled by Library Administration.
XI. Refreshments A. Alcoholic beverages are not permitted. B. Light refreshments may be served. Luncheons, buffets or other meals are not permitted. Permittees desiring to serve refreshments will provide their own equipment. Said equipment may not be stored in the library. Food preparation and temporary storage is limited to kitchen facilities where available. XII. Publicity A. Each group is responsible for its own publicity. Any printed publicity must include the statement "This program is not sponsored by the Pasadena Public Library." Publicity must not include the library telephone number. B. Signs produced for directional purposes must be submitted to the Administration Office or branch library the day before the activity and staff will post them. Only library staff may post signs. At no time may materials be attached to walls, windows, doors or furnishings. Unauthorized signs will be removed. C. Neither the name nor address of Pasadena Public Library may be used as a mailing address for organizations, groups or individuals using meeting room facilities. XIII. INDEMNITY/INSURANCE All persons, groups, or organizations using City facilities under permit take the premises "as is" and assume all risks of injury, including death, to members of the group, organization, event participants, and event spectators (which might arise out of activities or out of conditions present on the City facilities and grounds). A. Every person, group, or organization shall inspect the City facility for unsafe or dangerous conditions prior to use. Any discovered unsafe condition must be reported, in writing, to City staff for repair. Prior to using under permit, it is permitted to reopen the facility to see the dangerous condition is corrected or barricaded, or an appropriate and effective warning posted by permittee. B. Every person, group, or organization using City facilities under permit shall indemnify, hold harmless and defend the City, its City Council, officers, and employees from any and all liability or financial loss, costs, or expenses (including attorney's fees and costs) resulting from any suits, claims, losses, or actions brought against the City, its Council members, Officers, and/or employees which results directly or indirectly from the wrongful or negligent actions of permittee (including its sponsor, spectators, participants, members, officers, directors, or agents). Wrongful or negligent actions include failure to adequately inspect, discover, and remedy or warn of defects in the premises or grounds. C. Every person, group, or organization using City facilities under permit shall procure and maintain, in full force and effect, during the period of permitted use, a policy of insurance satisfactory to the City which shall insure the City against any liability of whatsoever nature on account of bodily injury (including death) or property damage arising out of or in connection with the event or activity or the use of said premises by permittee (including sponsor, participants, spectators, officers, directors, partners, or agents), including all costs of defending any claim arising as a result thereof. The insurance policies required herein shall be in an amount and on forms approved by the City. The City, at the City's sole option, may waive all or part of the foregoing requirements regarding indemnity and insurance, or require the user to obtain similar insurance coverage, either through the City or by other arrangement approved by the City, and user shall be required to reimburse the City for the cost of any insurance provided pursuant hereto. D. All applicants have the choice of the insurance options listed below and must provide requisite proof two weeks prior to scheduled event. 1. I understand that I will have to provide proof of group liability insurance of the required amount naming City of Pasadena as an additional insured prior to the event. Failure to do so will result in loss of use of facility. 2. I will secure insurance through the City of Pasadena Special Events Liability Program. I understand that failure to do so will result in loss of use of the facility. 3. Insurance waived/exempted. E. Only Library Authorized Support Groups and Neighborhood Associations registered with Neighborhood Connections qualify for an exemption on the insurance requirement. XIV. Liability A. The meeting rooms must be left in satisfactory condition and permittees using meeting rooms assume liability and shall be liable for any damage resulting from said usage, as assessed by the City. B. Neither the Library nor the City assumes responsibility for materials, equipment or any other article left by any organization, group or individual in the Library and will not be liable for loss, theft or damage thereto. XV. Other Applicable Rules All rules and regulations not contained in this document, including those found in the laws of the State of California, City of Pasadena Charter and Municipal Codes, and any lawful order of law enforcement officials, library staff, fire officials, or duly authorized employee of the City, must be adhered to. All provisions of the Pasadena Municipal Code are incorporated by reference herein as if fully set forth. Copies of the City Charter and Municipal Codes are available in the offices of the City Clerk and at the Central Library in the Reference Division.
Attachments: Attachment A
Permit to Use City Library Facilities and
Meeting Rooms* |
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