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HomeMy WebLinkAbout(1988, 11/28) - O-1 AmendedNEWPORT BEACH PUBLIC LIBRARY - COMMUNITY ROOM USE POLICY 0 -1 I. 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 aq equipment is to provide facilities for civic, social, educational aXd cultural activities that support the Library's goals and objectivesa' 1.2 PROCEDURE: Any person or group of persons desiri to use any such facilities shall make application on forms provi ed by the Library Administrative Office and shall provide additional nf0rmation as may be required by the Department to assure compliance ith these specifications. Applications shall be limited to r sponsible persons or group of persons. Such persons or groups y be required to satisfy the Department that meetings or acti ties shall be conducted in an orderly manner, and that such p sons or groups are financially able to respond in damages in the ev nt of any personal injuries or property damage arising theref om. 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 Application most have the approval of the City Librarian or designated representativ6. 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 Permission shall not be granted for church services, Sunday School classes or formal religious meetings. 1.3.3 The use of alcoholic beverages is not permitted. 1.3.4 Smoking is prohibited in the entire Library facility, including restrooms. 1.3.5 For all meetings of young people, (18 years and under) there shall be at least one (1) responsible adult in attendance, who shall remain in the room for the duration of the activity. NEWPORT BEACH PUBLIC LIBRARY - COMMUNITY ROOM USE POLICY - Page 2 0 -1 • 1.3.6 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 Library initiated and /or conducted activities, including those of the Friends of the Library. 1.4.2 All official Library co- sponsored groups and /or activities. The aforementioned are community groups and activities which are nonprofit, 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 agency- 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 are open to the public and have 50% 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 f14. 1.4.6 Schools, colleges, hospitals, and other similar institutions, not qualifying under the definition of "nonprofit" in Section 1.5.2. 1.4.7 Commercial or profit making groups. 1.5 SPECIFICATIONS FOR "RECREATIONAL, SOCIAL OR CIVIC" GROUPS: 1.5.1 Fees, donations or admissions charged by the group, must be limited to essential expenses of the group. The group traasurer will be required to submit a financial report following each activity when any of the above is collected. 1.5.2 The group must 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 nature of a commercial enterprise. • 1.5.4 Membership and meetings or activities must be open to the public. 0 -1 NEWPORT BEACH PUBLIC LIBRARY - COMMUNITY ROOM USE POLICY - Page 3 1.6 GENERAL SPECIFICATIONS: 1.6.1 Any group or organization shall be allowed to reserve the room in advance for consecutive meetings. Organizations may reserve the Community Room for one (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 change of officers of organizational policy. 1.6.3 No storage space will be granted to any community organization using the Community Room. 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. is 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 groups using the Community Room. Capacity is 123 standing, or 75 seated. 1.6.7 The Community Room shall not be used for personal activities or 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 - 8:00 a.m. - 9:00 p.m. Friday - Saturday - 8:00 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 related costs. See current Fee Schedule. NEWPORT BEACH PUBLIC LIBRARY - COMMUNITY ROOM USE POLICY - Page 4 0 -1 • 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