HomeMy WebLinkAbout(1995, 02/27) - I-21 - Amended - changed to I-21PUBLIC LIBRARY COMMUNITY ROOM USE
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PURPOSE:
The Public Library Community Room known as the "Friends Room," is
available to Library customers to provide facilities for civic, social, educational
and cultural activities that support the Library's goals and objectives. In order to
accommodate all groups who are interested in using the Community Room, it is
the intent of this Policy to provide application and scheduling procedures, and
regulations for use of the room.
PROCEDURE:
1. Application. Any person or group of persons desiring to use the Library
Community Room must apply on forms provided by the Community
Services Department and provide all additional information as may be
required by the Department to assure compliance with the regulations
and specifications of this Policy. Applicants will be required to satisfy the
Community Services Department that meetings or activities will be
conducted in an orderly manner without damage to the facilities and that
such persons or groups are financially able to respond to damages in the
event of any personal injuries or property damage arising from the use of
the Community Room. All persons and groups will be required to
acknowledge that neither the City nor the Community Services
Department assumes any liability for injury or loss of personal property.
Prior to the use of the facility, the application must have approval of the
Community Services Director /City Librarian or designated
representative.
2. Reservations. Reservations for use of the room may be made up to six
months in advance. Any organization using the Community Room on a
yearly basis shall notify the Community Services Department when there
is a change of officers or of organizational policy.
REGULATIONS AND RESTRICTIONS:
All uses of the Community Room will be subject to the following
regulations and restrictions:
1. The use of alcoholic beverages is prohibited, except under special
circumstances.
2. Smoking is prohibited in the entire Library facility, including restrooms.
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3. For all meetings of young people, 18 years and under, there shall be at
least one responsible adult for every 20 minors, or increments thereof, in
attendance, who shall remain in the room for the duration of the activity.
4. No groups' activities shall interfere with the normal use and activities of
the Library.
5. Except for library fundraising related activities, all fees, donations or
admissions charged by the group using the Community Room must be
limited to essential expenses of the group. The group treasurer will be
required to submit a financial report following each activity when any of
the above is collected.
6. Activities conducted in the Community Room shall not be commercial in
nature enterprise. Meetings or activities shall be open to the public.
7. Capacity of the Community Room shall not be exceeded.
8. The Community Room shall not be used for private social functions such
as weddings, music rehearsals, etc., unless rehearsals have been
sanctioned for groups which need to rehearse prior to a public concert or
the production which is scheduled to be performed in the Community
Room.
9. No storage space will be granted to any community organization using
the Community Room.
PRIORITIES OF USE:
Permission for use of the Community Room shall be granted on a first
come first serve basis. Subject to the following priorities:
1. All official Newport Beach Public Library initiated and /or conducted
activities, including those of the Friends of the Library and the Newport
Beach Public Library Foundation;
2. All official City of Newport Beach activities;
3. All official Library co- sponsored groups and /or activity such as
community groups and activities which are non - profit, self governing,
privately organized and of an educational nature which may be brought •
under the sponsorship of the Community Services Department;
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4. Official public agency sponsored programs and activities not included in
1, 2, and 3 above;
5. Recreational, social or civic activities in groups which are resident
promoted and sponsored by local non - profit* organizations which are
open to the public and have 50% or more of memberships consisting of
Newport Beach residents;
6. Recreational, social or civic activities and /or groups which are non-
resident promoted and sponsored by non -profit organizations which are
open to the public, but not qualifying under number 4 above;
7. Schools, colleges, hospitals and other similar civic groups not qualifying
under the definition of non - profit;
8. Others.
Non -profit status is defined as an organization which is so defined by the
Internal Revenue Service, § 501(c) (3) and has a State of California Tax
Identification Number.
AVAILABLE HOURS:
Available hours for the Community Room are:
Monday - Thursday 9 a.m. to 8:30 p.m.
Friday - Saturday 9 a.m. to 5:30 p.m.
Sunday Noon to 4:30 p.m.
FEES, DEPOSITS AND CANCELLATION PROCEDURES:
Fees may be charged for the use of the Community Room and shall be
established and periodically adjusted by the Board of Library Trustees and
approved by the City Council. Fees are imposed to cover overhead, processing,
deposits, maintenance and replacement costs for application and scheduling and
maintenance of the Community Room.
A $100.00 cleaning deposit will be required for all organizations using the
Community Room. All or a portion of the deposit may be retained by the
Community Services Department after inspection of the room by the Community
Services Director /City Librarian or a designated representative and a
determination that the room has not been left clean and in good repair.
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An additional $50.00 deposit will be required for use of the Community
Room public address system.
No fee or deposit shall be charged for use of the Community Room by the
Friends of the Library, the Newport Beach Public Library Foundation, the City
of Newport Beach, or professional library organizations when co- sponsored by
the Newport Beach Public Library. Notice of cancellation of a meeting or
activity is required three working days prior to the scheduled use of the
facilities. Any notice of cancellation less than three working days will result in
forfeiture of a $25.00 cancellation fee. 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.
Adopted - July 14,1980
Amended - Novem ber 28,1988
Amended - October 28, 1988
Formerly 0-1
Amended - February 27,1995
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