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HomeMy WebLinkAbout(1980, 07/14) - O-1 - AdoptedNEWPORT BEACH PUBLIC LIBRARY COMMUNITY ROOM USE POLICY I. POLICY 0 -1 Meeting rooms within the various libraries are under the jurisdiction of the Library Department and are public property. As such, they are available for use by any person or group of persons in accordance with the following specifications. 1. PURPOSE OF USE: The purpose of the Library Community Room and equipment is to provide facilities for civic, social, educational and cultural activities that support the Library's goals and objectives. 2. PROCEDURE: Any person or group of persons desiring to use any such facilities shall make application on forms provided by the Library Administrative Office and shall provide additional information as may be required by the Department to assure compliance with these specifications. Applications shall be limited to responsible persons or group of persons. Such persons or groups may be required to satisfy the Department that meetings or activities shall be conducted in an orderly manner, and that such persons or groups are financially able to respond in damages in the event of any personal injuries or property damage arising therefrom. Neither the City nor the Library Department assumes any liability from injury or loss of personal property. Prior to the use of the facility, the Applica- tion must have. the approval of the City Librarian or designated representa- tive. 3. RESTRICTION$ ON USE: I a. No meetings or activities shall be held for purpose of advancing any ddctrine or theory subversive under the Constitution of the United States. Requesting group may be of a non - profit or profit - makidg nature; a copy of constitution and /or by -laws governing the group may be required. b. Permission to use the facilities shall not be granted to an individ- ual or group representing a single political party. In the interest oif civic enlightenment and public education, a reservation shall be granted for a political meeting, provided that all factions are invited and /or represented at the given meeting. Any political meeting for educational purposes does not constitute an endorsement by the City Council, Board of Library Trustees, or the City of Newport Beach. COMMUNITY ROOM USE POLICY - Page Two II III IV 0 -1 C. Permission shall not be granted for church services, Sunday School • classes or formal religious meetings. Reservations shall be granted to religious groups or organizations wherein the nature of the meeting shall be of recreational or social nature and shall not involve ecclesiastical doctrine. d. Alcoholic beverages are prohibited and shall not be permitted in or on any Library Department facility. Smoking will not be allowed in the Community Room at any time. e. Meetings and membership activities shall be open to the public. f. At all co- recreational meetings of young people (18 years and under), there shall be at least one responsible adult in attendance. Chaperons shall be in attendance for the entire duration of the activity. CANCELLATIONS: Cancellations of meetings and activities shall occur three (3) working days prior to the scheduled use of the facilities without forfeiting any of the fees collected by the Library.' In the event of cancellation by the Library, notice shall be given as far as possible in advance of the scheduled use of the Community Room. PRIORITIES OF USE: The priorities of use shall be in the following order: 1. Library use (including Friends 2. Library, co- sponsored with oth 3. Civic, social, educational and 4. Civic, social, educational and 5. Civic, social, educational and CLASSIFICATION OF GROUPS: of the Library). er City Departments, Commissions or groups. cultural groups (Newport Beach). cultural groups (Orange County). Cultural groups (non - Orange County). 1. Library- sponsored groups and /or activities are those groups and activities organized and conducted by the Library staff or Friends of the Library. 2. Library co- sponsored groups and activities are those community groups and activities, self - governing, privately organized, and of a social, civic, educational or cultural nature which may be brought under the sponsorship of the Library. 3. Civic, social, educational, and cultural groups (Newport Beach) are those groups benefiting the local residents. • COMMUNITY ROOM USE POLICY - Page Three 0 -1 4. Civic, social, educational, and cultural groups (Orange County), same as above, except the majority of the members are not residents of Newport Beach. 5. Civic, social, educational, and cultural groups (non - Orange County), same as above, except the group's main office is not in Orange County. V. HOURS OF USE: Except for the Friends of the Library, the Community Room shall be used only during those times when the Library staff is regularly scheduled to be on duty. Those hours are: Monday through Thursday - 8:00 A.M. to 9:00 P.M. Friday and Saturday - 8:00 A.M. to 5:00 P.M. Persons or groups of persons using the Community Room should plan to vacate 15 minutes before the closing hour. Exception: Groups needing to meet earlier or later than the regularly scheduled Library hours, may ask permission from the Library Administrative Office. In no case may meetings be held beyond 11:00 P.M. VI. SPECIFICATIONS FOR CIVIC, SOCIAL, EDUCATIONAL AND CULTURAL GROUPS: 1. Any group or organization shall be allowed to reserve the room in advance for consecutive meetings. Organizations may reserve the Community Room for one year at a time if meetings are held monthly; three months if meetings are held weekly; and six (6) days if meetings are held daily. For all consecutive meetings, reservations must be requested three (3) months in advance of first meeting. Exceptions may be made at the discretion of the City Librarian upon presentation of written request, accompanied by justification. Appeals will be considered by the Board of Library Trustees. The foregoing restrict- ions do not apply to Friends of the Library. 2. Fees, donations or admissions charged by the groups using the Community Room must be limited to essential expenses of the group, except the Friends of the Library. 3. No storage space will be granted to any community organization using the Community Room except the Friends of the Library. 4. Permission for use may be revoked by the City Librarian whenever there has been a violation of the written regulations. 5. Capacity of the Community Room shall not be exceeded by groups using the Community Room. Capacity is 123 standing, or 75 seated. 6. Permit to use the Community Room is not transferable. COMMUNITY ROOM USE POLICY - Page Four 0-1 7. The Community Room shall not be used for personal activities or private social functions such as weddings, music rehearsals, etc. However, rehearsals are sanctioned for music groups which need to rehearse prior to public concert which is scheduled for Community Room. Such public concert and rehearsal shall be scheduled on a day the Library is closed, such as Sundays or holidays. 8. Any organization using the Community Room on a yearly basis shall re- contract with the Library Department when there is a change of officers or organizational policy, except the Friends of the Library. 9. The Community Room sh4.l.l not be engaged at times when the Library is not open to the public unless special arrangements are made with the Library Administrative Office,;except for the Friends of the Library. VII. CLEANING DEPOSIT: A $50.00 cleaning deposit will be required for all organizations using the Community Room each time, except the Friends of the Library. All, or a portion of this, may be retained by the Library Department after inspection by the City Librarian or a designated representative. VIII. FEE SCHEDULE The fees charged for use of the Community Room shall be established and • periodically adjusted by the City Librarian to cover overhead and process- ing, key deposits, and related costs. No fees shall be charged for use of the Community Room by the Friends of the Library. For current fees, see Fee Schedule available at Library. CJ Adopted July 14, 1980