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HomeMy WebLinkAbout(1997, 02/24) - I-21 - AmendedI -21 PUBLIC LIBRARY COMMUNITY ROOM USE 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: C I -21 • 1. The use of alcoholic beverages is prohibited, except under special circumstances; 2. Smoking is prohibited in the entire Library facility, including restrooms; and; 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. Meetings or activities shall be open to the public. Unless sponsored by the Newport Beach Public Library, meetings and activities may not be advertised or promoted as library sponsored activities. 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: A 2 I -21 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; 4. Official public agency sponsored programs and activities not included in 11 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. 11 3 I -21 • 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. 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 - November 28,1988 Amended - October 28, 1988 Amended - February 27,1995 Amended - February 24,1997 Formerly 0-1 4 CJ