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COMMUNITY ROOM POLICIES

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.

RULES AND REGULATIONS FOR USE OF THE COMMUNITY ROOM  

Approved by the Library Board, October 11, 1988, Revised July 1989, November 2002

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 an officer of the organization applying for use of the room.

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 $25.00 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.

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)Key(s) missing

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

4)Lights left on

5)$25 of deposit will be forfeited if room users leave more than 15 minutes beyond the agreed upon closing time.

3. Community Room user is responsible for picking up keys during regular library hours and for leaving keys with Circulation Desk staff following the meeting. The Community Room is not available on days when the library is closed.

4.The following fees for room use by a business or for social purposes will apply:

                        $50.00 for Group Study Room (lower level)

                        $75.00 for Community Room use only, without kitchenette

                        $100.00 for Community Room use with kitchenette

5.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 $15 fee, payable to the library, for the extended hour.

6. 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.

7. 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.

8. Programs may not disrupt the use of the library by others.  Persons attending are subject to all library rules and regulations.

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

10. 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.

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

12. 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.

13. The Community Room is not available for regularly scheduled (monthly, weekly) meetings for groups which are not affiliated with the library.

14. No tacks, nails or tape are to be placed in or on doors, walls, or furniture.

15. Smoking or consumption of alcoholic beverages or drugs is not permitted.

16. Only light refreshments requiring no cooking may be served. 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.

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

18. 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.  

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

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

21. Notice to cancel must be given to the Library Circulation Desk at least 24 hours in advance.

22. 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.

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

24. 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.

25. 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.

26. 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.

Click here to download and print an application form for Community Room use.