HomeMy WebLinkAbout(1991, 10/28) - O-1 - AmendedO -1
NEWPORT BEACH PUBLIC LIBRARY - COMMUNITY ROOM USE POLICY
1. POLICY:
The Community meeting room at the Newport Center Library is under
the jurisdiction of the Library Department and is public property.
As such, it is available for use by any person or group of persons
in accordance with the following specifications.
1.1 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.
1.2 PROCEDURE:
1.2.1 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 who may be required to satisfy the Library 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.
1.2.2 Neither the City nor the Library Department assumes any liability
from injury loss Prior to the theorofpersonalproperty. use of
facility, the Application must have the approval of the City
Librarian or designated representative.
1.3 RESTRICTIONS ON USE:
1.3.1 No meetings or activities shall be held for purpose of advancing
any doctrine or theory subversive under the Constitution of the
United States. A copy of the constitution and /or by -laws
governing the requesting group may be required.
1.3.2 The use of alcoholic beverages is not permitted.
1.3.3 Smoking is prohibited in the entire Library facility, including
restrooms.
1.3.4 For all meetings of young people, (18 years and under) there shall
be at .least one (1) responsible adult for every twenty -five (25)
minors, or increments thereof, in attendance, who shall remain in
the room for the duration of the activity.
1.3.5 No group's activities shall interfere with the normal use and
activities of the Library.
1.4 PRIORITIES OF USE:
1.4.1 All official City of Newport Beach Library initiated and /or
conducted activities, including those of the Friends of the
Library and the Newport Beach Public Library Foundation.
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NEWPORT BEACH PUBLIC LIBRARY - COMMUNITY ROOM USE POLICY - Page
1.4.1 All official Library co- sponsored groups and /or activities. The
aforementioned are community groups and activities which
arenonprofit, self - governing, privately organized and of an
educational nature which may be brought under the sponsorship of
the Library Department.
1.4.3 Official public a ency- sponsored programs and activities not
included in the above categories.
1.4.4 Recreational, social or civic activities and /or groups (resident)
promoted and sponsored by local nonprofit organizations which
areopen to the public and have 508 or more of memberships
consisting of Newport Beach residents.
1.4.5 Recreational, social or civic activities and /or groups
nonresident) promoted and sponsored by nonprofit organizations
which are open to the public, not qualifying under Priority #4.
1.4.6 Schools, colleges, hospitals, and other similar civic groups, not
qualifying under the definition of °nonprofit" in Section 1.5.2.
1.4.7 Private, commercial or profit making groups.
1.5 SPECIFICATIONS FOR "RECREATIONAL, SOCIAL OR CIVIC" GROUPS AND /OR
ACTIVITIES REFERRED TO IN SECTIONS 1.4.4 AND 1.4.5:
1,5.1 Fees, donations or admissions charged by the group, must be
The traasurerlimitedtoessentialexpensesofthegroup. group
followingwillberequiredtosubmitafinancialreport each
activity when any of the above is collected.
1.5.2 The group taut be nonprofit. Nonprofit status is defined as an
organization which is so defined by the Internal Revenue Service
IRS Code 501 -C -3), and has a State of California Tax ID number.
A copy of the constitution or by -laws or rules and regulations
governing the group may be required.
1.5.3 Activities shall not involve individual gain or be in the mature
of a commercial enterprise.
1.5.4 Membership and meetings or activities must be open to the public.
1.6 GENERAL SPECIFICATIONS:
1.6.1 Any person, group or organization shall be allowed to reserve the
room in advance for consecutive meetings. Reservations for the
Community Room may be for one (1) year at a time if meetings are
held monthly; three (3) 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 the first meeting.
1.6.2 Any organization using the Community Room on a yearly basis shall
recontract with the Library Department when there is a ebange of
officers of organizational policy.
1.6.3 No storage space will be granted to any community organization
using the Community Room.
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1.6.4 Specifications as indicated in 1.5 and 1.6.1 through 1.6.3 above
are excepted for the Friends of the Library.
1.6.5 Permission for use may be revoked by the City Librarian whenever
there has been violation of the written regulations.
1.6.6 Capacity of the Community Room shall not be exceeded by ggroups
using the Community Room. Capacity is 123 standing, or 75 seated.
1.6.7 The Community Room shall not be used for private social functions
such as weddings, music rehearsals, etc. However, rehearsals may
be sanctioned for music groups which need to rehearse prior to
public concert which is scheduled for Community Room.
1.6.8 The Community Room shall be available only during those times when
the Library staff is regularly scheduled to be on duty. Persons
or groups of persons using the Community Room should plan to
vacate 15 minutes before the closing hour.
Available hours are:
Monday - Thursday - 9:00 a.m. - 9:00 p.m.
Friday - Saturday - 9:00 a.m. - 5:00 p.m.
Sunday -12 Noon - 5:00 p.m.
2. FEES, DEPOSITS. AND CANCELLATION PROCEDURES
2.1 The fees charged for use of the Community Room shall be
established and periodically adjusted by the Board of Library
Trustees. Said fees are to cover overhead, processing, deposits,
maintenance and replacement costs. See current Fee Schedule.
2.2 A $50.00 cleaning deposit will be required for all organizations
using the Community Room. All, or a portion of this, may be
retained by the Library Department after inspection of the Room by
the City Librarian or a designated representative.
2.3 No fee or deposit shall be charged for use of the Community Room
by the Friends of the Library.
2.4 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.
Adopted - July 14, 1980
Amended - November 28, 1988
Amended - October 28, 1991