Community Room Policy

Adopted by the Highland Library Board on November 3, 1987, revised  November 2002

The Highland Township Public Library provides a Community Room as meeting space for residents of Highland Township to encourage free expression and access to ideas presenting all points of view on subjects of all kinds. 

In accordance with the Michigan Public Accommodation Act, this tax-supported facility may be used only by those groups whose membership is open to all without restriction based on race, sex, or creed.  Thus, religious groups are limited to using the Community Room for nonsectarian or interdenominational meetings or programs and political groups may use the Community Room for nonpartisan or bipartisan programs of an educational nature for the general public only.  Local business use is permissible when no selling, solicitation, or order taking occurs. 

Use of the Community Room may involve a charge, depending upon room use (business, social, or non-profit) and hours requested.

Granting of permission to use library facilities does not constitute an endorsement by the Library Board or Staff of the users or their beliefs.

Printable Community Room use application (pdf)

RULES AND REGULATIONS FOR USE OF THE COMMUNITY ROOM  

Approved by the Library Board, October 11, 1988, Revised July 1989, November 2002, June 2010, August 2011

1. Application for use of the library's Community Room must be made in person so that a reservation form may be completed.

  a. The application may be completed no less than 10 days before use date and no more than three months before use date.

  b. The application must be signed by a Highland Library cardholder in good standing or the officer of an organization or business based in Highland.

  c. The application may remain on file for six months. Applications expire after six months.

  d. The Library Director has final authority in scheduling although other library staff may perform scheduling operations if no conflict arises in scheduling.

2. A deposit of $75.00 will be collected from the applicant at the time the agreement is made. Checks may not be left on file for longer than six months. The library reserves the right to charge an additional fee if damage repair/replacement exceeds the deposit fee.

  a. The deposit shall be refunded on the next day the Library is open provided no reason for forfeiture has been discovered. Community Room users are responsible for picking up their deposit at the library or must leave a self-addressed, stamped envelope.

  b. Reasons for forfeiture of deposit shall include but not be limited to:

    1) Smoking on premises

    2) Facility left in disorderly, unclean, or damaged condition

    3) Deposit may be forfeited if room users leave more than 15 minutes beyond the agreed upon check-out time.

3. The Community Room is not available on days when the library is closed.

4. The following fee schedule for room use will apply:

- No charge for community groups or non-profit organizations. For rooms being provided at no charge, all meetings must be free and open to the public.

- Fee of $ 50.00 for local business use.

- Fee of $ 100.00 for residents’ social events.

- Fee of $ 150.00 for non- residents’ use.

5. If use of AV equipment is requested, additional time must be allotted for review of instructions.

6. Requests to use the room until 9 pm (one hour beyond the library closing time) on Monday thru Thursday will be accommodated depending upon availability of staff to meet the request. There is a $25 fee, payable to the library, for the extended hour.

7. Arrangements may be made to use the room as of 9 am (one hour before the library opens to the public.) Meeting organizers, not library staff, will be responsible for letting meeting attendees into the building and directing them to the meeting.

8. Capacity of the Community Room shall not exceed 55 persons if using tables and chairs and shall not exceed 80 persons if using just chairs. Standing occupant load is 110 persons.

9. All meeting room activities must comply with the Library’s Rules of Conduct and not cause a disturbance for others using the library.

10. Meetings are to be confined to the meeting room only and may not be held in public service areas.

11. The patio is available to Community Room users. This should be arranged when the group checks in as there is normally an alarm on the patio door.

12. Competent adult supervision must be provided for all groups under l8 years of age.

13. It is understood that library programming will have first priority in determining room use; however, a scheduled group will not be displaced within two weeks of the use date.

14. The library reserves the right to limit the number of reservations by any organization so that all groups may have a fair opportunity to use the Community Room.

15. No tacks, nails or tape are to be placed in or on doors, walls, or furniture. Tacks may be used on tackboard.

16. Smoking or consumption of alcoholic beverages or illegal drugs is not permitted.

17. Only light refreshments requiring no cooking may be served. Kitchen use is limited to storing food in refrigerator and heating of food. No food may be cooked or prepared on site per Health Department regulations.

Kitchenette use, if requested, is limited to storing food in refrigerator and heating of food. No food may be cooked or prepared on site per Health Department regulations.

18. In case of snow, be prepared to remove snow from entries (or patio) to minimize tracking into the building and to prevent falls.

19. Library facilities must be left in clean and orderly condition and all chairs and tables must be returned to the location they were in before the meeting began.

20. Users must pay the cost for repair of any damages to facilities.

21. The library will not be responsible for materials or equipment left in the building by users.

22. Notice to cancel must be given to the Library Circulation Desk at least 24 hours in advance. Failure to provide cancellation notice may result in forfeiture of room use deposit.

23. User agrees to acquire any permits and licenses required by any governmental authority and to pay any taxes including amusement tax incidental to the use of the library Community Room.

24. The library reserves the right to revoke meeting room privileges at any time.

25. User agrees to comply with all laws, ordinances, rules and regulations and will not allow any action to take place on library premises that would violate such laws, ordinances, rules, and regulations.

26. All groups agree to hold the Library, Library Board, and library staff harmless from any loss, damage, liability, costs and/or expense that may arise during or to be caused in any way by the use of library facilities.

27. The Highland Library has the right to forfeit a deposit made and to revoke meeting privileges if the applicant fails to follow any of the above rules.

28. The use of the meeting rooms by non-library groups shall not be publicized in

such a way as to imply library sponsorship. Room users shall not use the Library’s name for any purposes other than to indicate the location of the meeting.

29. Child care for children of people using the Community Room is not provided by the Library. People attending a Community Room event may not leave children under eight years of age unattended, per the Library’s Child Safety Policy.

30. The library prohibits the sale of merchandise and other fundraising activities for non-library purposes on library property. The only merchandising and fundraising activities permitted are Library or Friends of the Library sponsored sales or activities. Any exception must be requested.