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C255

Community Commons Meeting Room Policy


The Community Commons serves St. Charles County as a center for community engagement and development.  It is designed to support nonprofit, government, and community organizations by providing professional space for meetings, trainings, research, programs, forums, and general capacity building activities.

The Community Commons is a dedicated library center that emphasizes sound business practices, partnering, and collaborative activities.  Its intent is to strengthen the community’s nonprofit infrastructure and improve the quality of life in St. Charles County.

The Community Commons is governed through a defined collaboration between the St. Charles City-County Library District (Library District) and the Community Council of St. Charles County (Community Council) with the intention of developing and overseeing the services in the Library District’s Community Commons.

In addition to Library Policy C250, the Community Council of St. Charles County shall manage the meeting rooms in accordance with the following regulations:

  1. Applications for the use of the Community Commons Meeting Rooms must be made online through the Library District’s room reservation system or by contacting the Community Council of St. Charles County directly. 
  2. A responsible party must be a minimum eighteen (18) years of age or older to reserve a Community Commons Meeting Room.
  3. Library customers reserving a Community Commons Meeting Room may be required to pay, prior to the use of the room, a cost-recovery fee to the Library District, established in accordance with Library Policy C251 Meeting Room Fee Schedule.
  4. In accordance with Library Policy C252 Multipurpose Meeting Room Policy, all library customers may reserve the Community Commons Meeting Rooms during normal business hours for the Community Council, which is typically 9:00 am till 5:00 pm – Monday thru Friday.  All meetings must be concluded in time to vacate the facility in advance of the regularly scheduled closing, typically fifteen (15) minutes before the close of the Community Commons portion of the facility.
  5. Library Customers may reserve the Community Commons Meeting Rooms for use during the current month and/or the following month and may not be booked more than one time in a twenty-eight (28) day period for the same group or entity.
  6. The Library District, Library District Partners, Community Council and Members of the Community Council may make arrangements to: make multiple reservations in a twenty-eight (28) day period; schedule Meeting Rooms up to one (1) year in advance; and use the Meeting Rooms outside of normal business hours by directly contacting the Community Council.
  7. Neither Library District Partners nor Members of the Community Council may excessively reserve the Meeting Rooms. The Community Council shall determine what is excessive based on time and day requested, and intervals between meetings.  Under normal circumstances, a group may not reserve a meeting more than two (2) days a month.
  8. Library District and Community Council sponsored programs shall receive priority in the event of a scheduling conflict.
  9. The Library District and Community Council reserve the right to adjust room assignments based on scheduling needs.
  10. If a reservation is to be cancelled, organizations are required to notify the Community Council twenty-four (24) hours in advance.  A failure to notify the Community Council of the cancellation of a reservation may result in restricted access to the Community Commons Meeting Rooms.
  11. Meetings may be closed to the general public, provided that the meetings are held in compliance with RSMo 610 (the Sunshine Law).  Pursuant to the provisions of RSMo 610, space will be designated within the branch for public posting of meeting times and agendas.
  12. Normally fees or collections for admission may not be charged.  Educational programs, including those conducted by the Library District and its partner agencies, may assess cost recovery fees.
  13. Meeting Rooms may not be used for commercial purposes, (i.e., sale of goods or services, executing fee-for-service agreements, or securing contracts of commitment to services provided elsewhere).
  14. Public programs must be listed or presented as informational, educational, or instructional.  Presenters shall make no direct solicitation of attendees to secure clients or customers for their commercial purpose.
  15. Limited use of designated multimedia hardware in the Community Commons Meeting Rooms shall be extended to Library Partners, Community Council, and Members of the Community Council, provided the need for such is identified in the application for room reservation.
  16. Meeting Room set up or break down is the responsibility of the reserving organizations personnel.  The reserving organization shall insure that the Community Commons Meeting Room(s) are left in a professional manner (e.g. wet sink area and conferences table are clean, the coffee pot is cleaned and unplugged, and the chairs are returned to the original positions).
  17. The Community Commons Meeting Rooms may not be used for the purpose of crafting, modeling, carving, scrap booking, painting, sculpting, or other related activities.  The use of paint, glitter, glue, solder, or similar products in the Community Commons Meeting Rooms is prohibited. 
  18. Library Staff and the Community Council reserve the right to enter all meetings held in the Community Commons facility.
  19. Unless specifically outlined above, All Library District Policies shall apply to the use of the Community Commons Meeting Rooms.

When conflicts arise between the proposed use of the Library District’s Meeting Rooms and regulations presented in this policy, the Board of Trustees of the St. Charles City-County Library District shall have the final authority in granting or refusing permission for use of the rooms.

 (Approved 12/12/2011)