HomeMy WebLinkAbout(2006, 10/10) - I-7 AmendedLIBRARY MEETING ROOMS
Background
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The large meeting room in the Newport Beach Central Library is known as the Friends
Meeting Room (Friends Room). The small meeting room at the Central Library is
known as the Conference Room. The meeting room at the Crean Mariners Library is
known as the Vincent Jorgensen Room (Jorgensen Room). The Jorgensen Room is
administered by the Recreation and Senior Services Department. The Library Board of
Trustees and the Library Services Department (Department) administer the Library and
its meeting rooms. These rooms are the primary source of meeting space for library
programs and activities. The City has a shortage of large meeting space and City
officers and employees frequently need to use the meeting rooms for City business on
very short notice. Moreover, public use of the Library meeting rooms takes staff away
from their normal duties and can, if uncontrolled, interfere with the public's use and
enjoyment of the library. The City needs to limit the amount and timing of the use of
the Library meeting rooms by other than Library and City officials and employees to
protect the public interest.
Application
This Policy shall not apply to use of the Library meeting rooms for Library or Library
sponsored activities and programs and City or City sponsored activities and programs.
The Library staff, the Board of Library Trustees, the City and its officers and employees
and the Friends of the Library and Library Foundation when used for programs and
activities directly related to Library functions and purposes; shall be entitled to use the
Library meeting rooms at any time subject only to confirming availability with the
Library Services Director.
Purpose
The purpose of this Policy is to establish:
A. Procedures for processing and approving or disapproving requests from private
persons, groups or organizations for permission to use the Library meeting
rooms;
B. Priorities for the use of the Library meeting rooms to ensure its availability to the
City and its officers and employees and to resolve any conflict related to requests
for use by others; and
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C. Standards and criteria for the use of the Library meeting rooms to ensure there is
no conflict with the public's use of the City Libraries and no significant impact on
the workload of staff.
Procedure
Any person, group or entity seeking permission to use the Library meeting rooms
(applicant) shall submit an application on the form provided by the Department. The
applicant shall provide all information requested in the application and such additional
information as may reasonably be required by the Library Services Director to enable
him/her to determine if use by the applicant will comply with this Policy. Applications
shall not be considered complete unless accompanied by required fees and proof of
insurance. No person, group or entity shall be entitled to use of the Library meeting
rooms unless their application has been approved by the Library Services Director or
his/her designee. No application shall be approved within one year after the
applicant's failure to comply with the standard conditions of use or any special
conditions imposed by the Department Director. No application shall be approved until
the applicant establishes that any fees, donations or admissions charged for use of the
Library meeting rooms will be for non-profit fundraising purposes or limited to
defraying the actual costs and expenses of the activity or program for which the
application is submitted.
Standard Conditions to Use
Applications for use of the Library meeting rooms are approved subject to permittee's
compliance with the following standard conditions to use:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing
by the Director and subject to the approval of the Alcoholic Beverage Control
Board.
B. Smoking is prohibited in the Library meeting rooms, and the entire Library
facility, including restrooms
C. At least one (1) adult shall be present in the Library meeting rooms for every
twenty (20) minors in attendance. Each adult necessary to maintain the required
adult/minor ratio shall remain in the Library meeting rooms for the duration of
the permitted use.
D. No person shall interfere with the normal use and activities of the Library by
way of noise, disturbance or other activity.
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E. Groups of one hundred (100) or more persons shall be required to provide proof
of off-site parking availability (off-site parking plan) prior to approval of the
application and shall strictly comply with the parking plan.
F. Meetings or activities conducted at the Library meeting rooms may not be
advertised or promoted as City or Library sponsored activities. All materials
used for advertising or announcing a meeting or activity to be conducted in a
Library meeting room shall be submitted to the Library Services Director at least
ten (10) days prior to the use for the sole purpose of determining if the material
complies with this condition. The Library Services Director shall notify the
permittee of his/her determination that the material complies or does not
comply with the condition within two business days after submittal.
G. Meetings or activities in the Friends Room shall not exceed 200 persons.
H. The Library meeting rooms shall not be used for private social functions such as
weddings, music rehearsals, etc. unless rehearsals are necessary as part of a
Library or City sponsored public concert, or production which is scheduled to be
performed in the Library meeting rooms.
I. Use of the Friends Room and Conference Room is limited to 9:15 a.m. to 8:30
p.m. Monday through Thursday and 9:15 a.m. to 5:30 p.m. Friday through
Saturday.
J. The provision of insurance should be general liability, naming the City and its
officers, agents, officials, employees and volunteers as additional insureds,
providing coverage in the amount of not less than $1,000,000 for any claim, loss,
injury, damage or other casualty that is in any way related to the use and/or
occupancy of the Library meeting rooms by the permittee authorized to use the
Library meeting rooms pursuant to this Policy.
K. The agreement of the permittee to defend, indemnify and hold harmless the City
and its officers and employees with respect to any claim, loss, or injury that
arises out of, or is in any way related to permittee's use and occupancy of the
Library meeting rooms.
L. Applications for reservations may be made no more than 90 days in advance and
no more than once every 90 days.
Priorities of Use
A. FIRST PRIORITY
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1. Any official Newport Beach Public Library co-sponsored and/or
conducted programs and activities that are directly related to library
functions and purposes.
2. Any meeting or activity conducted by any organization of which the City
is a member and whose purpose is consistent with the educational and
informational function of the Library.
B. SECOND PRIORITY
Use of the Library meeting rooms may be granted by the Library Services
Director to those persons, organizations or entities listed below on a first come
first serve basis:
1. Sponsored educational or informational programs and activities of other
state or local public agencies such as local public schools or special
districts.
2. Recreational, social or civic organizations and/or groups that are
promoted and sponsored by City residents or City non-profit
organizations that are open to the public and have fifty percent (50%) or
more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non-
resident promoted and sponsored by non-profit organizations that are
open to the public, but do not qualify under B.2.
4. Schools, colleges, hospitals or other similar civic groups not qualifying
under the definition of non-profit. Non-profit status is defined as an
organization that is so defined by the Internal Revenue Service Section
501C3 and has a state of California Tax Identification Number
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Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Library meeting rooms. Fees shall be established
by Resolution of and periodically adjusted by the City Council on the recommendation
of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray
the costs associated with the administration of this policy and the maintenance and
repair associated with the public's use of the Library meeting rooms.
History
Adopted 0-1 -
7-14-1980
Amended 0-1
-11-28-1988
Amended 0-1
-10-28-1991
Amended 0-1
- 2-27-1995 (changed to I-21)
Amended I-21
- 2-24-1997
Amended I-21
- 5-8-2001
Amended I-21
- 4-8-2003 (changed to I-7)
Amended I-7 -10-10-2006
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