Section C - Public Services

Policy Number C256

Meeting Room Policy

The purpose of this policy is to insure an orderly, peaceful and efficient use of library meeting rooms so as to accommodate and provide equal access to as many groups and organizations as is reasonably possible.  Personal events, including but not limited to birthday parties, wedding receptions, and reunions are generally not considered appropriate use of District meeting rooms.

Modifications of meeting room rules may be made for the Library District or its partner organizations.  Library District sponsored programs shall receive priority in the event of a scheduling conflict. Most District programs will be scheduled three months in advance. 

Applications for the use of a meeting room must be made in writing to the branch where the requested meeting room is located. A form is provided by the library for this purpose.  Library staff shall schedule or reserve meeting rooms in accordance with the following regulations.    

1. Meeting rooms are available to organizations whose membership is composed primarily of residents of the library district.  Groups may be asked to verify non-profit status. 
2. For-profit and not-for-profit organizations may reserve meeting rooms up to 30 days in advance and are limited to only one reservation per 30 days. For-profit organizations shall pay, prior to use of the meeting room, a cost-recovery fee to the Library District of $12.50 per hour.
3. Individuals may arrange spot-use of meeting rooms as scheduling and availability permits, provided all other provisions of this policy are met. 
4. Groups may not, in advance, excessively book a meeting room. The District shall determine what is excessive based on time and day requested, and intervals between meetings. Under normal circumstances, a group may not book a meeting room more than one time in a 30 day period.  
5. Meetings shall be open to the public, except that a public governmental body may hold a closed session pursuant to the provisions of RSMo 610.
6. Normally fees or collections for admission may not be charged. Programs conducted by educational institutions, including the Library District, may charge for tuition, supplies, or refreshments.  
7. Due to the public nature of meeting rooms, booking requests shall not be protected as library circulation transactions, but treated as public documents.
8. Facilities 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).  
9. Commercial programs listed or presented as informational, educational, or instructional must remain so, and presenters shall make no direct solicitation of attendees to secure clients or customers for their commercial purpose.  
10. Purposes, objectives, or views of groups or organizations using library meeting rooms shall in no way be announced, advertised, or displayed so as to suggest that the organization, its mission, beliefs, or purposes are endorsed by the Library District.  
11. Meeting rooms will be reserved only during hours when the staff is regularly on duty, and must be concluded in time to vacate the building at the regularly scheduled closing.   The use of meeting rooms as polling places during public elections shall be exempt from this provision. 
12. Meetings must be conducted in a quiet, orderly manner.    
13. All District facilities are smoke-free and the use of tobacco products is prohibited.
14. Light, non-alcoholic refreshments may be served, so long as premises are left clean and orderly.  
15. Users shall be assessed for damage to, and excessive cleaning of meeting rooms.  
16. Kitchen and food preparation facilities are not available.
17. No materials, equipment or furniture belonging to groups may be stored on District premises and the District will assume no responsibility if materials, etc. are left on the premises.
18. In accordance with Policy #C260, parents may not leave children unattended while using meeting room facilities.

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 where conflicts arise between the proposed use of the library meeting room and regulations presented in this policy.  

(Revised 7/7/09; Effective 5/1/04; Approved 01-12-09; Revised 09/14/09)