Library Policies - Facilities

POLICY FOR THE USE OF THE LIBRARY'S MEETING SPACES
Revised April 28, 2000

Use of the meeting rooms by civic, cultural and educational groups who have members/clients residing in the Prospect Heights Public Library District is governed by the conditions listed below. The following regulations apply to the Borland Meeting Room, the Lusk Conference Room, Morgan Youth Services Activity Room, quiet study rooms, Video Preview Room, and computer rooms in Adult Services and Youth Services, unless otherwise noted in separate policy statements.

Types of Meetings and Priorities

Priority for use of the meeting room(s) will be given in the following order:

1. Library-sponsored meetings or programs.
2. Library-related meetings or programs such as professional committee meetings.
3. Educational, cultural or civic meetings or programs co-sponsored by organizations with the Prospect Heights Public Library District.
4. Other meetings or programs which, in the opinion of the Administrative Librarian, are appropriate to the library.

Types of Meetings Which May Not be Held in the Library Meeting Room(s):

1. Purely social or religious meetings and private parties.
2. Meetings featuring music, crafts, or other activities which, by their nature, may be disruptive to the library routine or may not be appropriate to the library. (The Administrative Librarian makes the final decision.)
3. Strictly commercial meetings in which products or services are solicited.
4. Partisan political meetings or rallies.
5. Groups who have no members/clients residing in the Prospect Heights Public Library District.

Fees

A fee will be charged for each meeting unless it is a library sponsored program. Refunds will not be given for space/time booked and not used. Payment must be received at time of request.

BORLAND MEETING ROOM, LUSK CONFERENCE ROOM AND MORGAN YOUTH SERVICES ACTIVITY ROOM CHARGES:

$25.00 per meeting.
10:00 AM - 9:00 PM-or closing.
(Morgan Room available only with Youth Services Department permission)

EQUIPMENT FEE: $10.00 per each piece of audio visual equipment.
CUSTODIAL FEE: $10.00 shall be charged ALL groups requiring use of kitchen facilities.

Restrictions

1. Admission may not be charged by any group for any meeting held in the meeting rooms.
2. Literature, pamphlets, or merchandise may not be sold on the premises.*
3. All press releases, promotional materials and other forms of publicity must be approved by the Administrative Librarian at least seven days before publication or distribution and must contain the following statement: "This is not a Library-sponsored program." Failure to comply with the approval process or to include the above statement may result in cancellation of reservation with no refund.
4. The sponsoring group is responsible for insuring that their meeting complies with requirements of the Americans with Disabilities Act.
5. Light refreshments, on the order of coffee, tea, non-alcoholic beverages, cake or cookies (supplied by the organization) may be served.
6. Alcoholic beverages will not be permitted. 7. Each group must provide its own food and beverage preparation and serving equipment.
7. Users of any meeting rooms are responsible for their own set-up and clean-up. Adequate time for set-up and clean-up must be included in the time reserved by the organization or group. If a group does not leave the room in a clean and orderly condition, future reservations will be denied.
8. Children's groups, under age thirteen (13) must provide adult sponsors at a ratio of one (1) adult for each ten (10) children.*
9. High school groups, with members under eighteen (18) years of age must have an adult sponsor who, in turn, must be present at the meeting.*
10. The meeting room kitchens may be used at the discretion of the Administrative Librarian; such requests must be made at the time of application for use of the room. A $10.00 custodial fee shall be charged for use of kitchen facilities. Such requests must be made at the time of application for use of the room.
11. Attendance must be limited to 70 chairs (tables and chairs 45) in the Borland Meeting Room, 35 chairs (tables and chairs 24) in the Morgan Y.S. Activity Room, and 14 in the Lusk Conference Room.
12. Smoking is not permitted.
13. Meetings generating noise or any other distractions which might interfere with normal library operations cannot be permitted.
14. Organizations meeting in the library may not use the library as a mailing address, nor may library personnel be asked to take attendance reservations for any organization engaging the meeting room(s).
15. Organizations using the meeting room(s) must reimburse the library for any damage that may occur to the library building, furniture, and/or equipment. The meeting room will be checked before and after each program.
16. Library personnel are not permitted to act in a porter capacity. Any room arrangements, such as seating, must be made by the group wishing to use the meeting room.
17. Meetings may be scheduled within the library's normal hours of operation only: 10 am - 9: PM, Monday through Thursday; 10 am - 6 PM, Friday; 10 am - 5 PM, Saturday, and 1 PM - 5 PM Sunday (The library is closed on Sundays from Memorial Day week-end through labor Day week-end).
18. No meetings shall be planned for the evenings of the regularly scheduled board meetings or library- sponsored meetings.
19. The Board of Trustees of the Prospect Heights Public Library District shall reserve the option to preempt any meeting, giving as little as 48 hours advance notice.
20. The library's audio visual equipment may be available for use by outside organizations; library staff members are not available to operate equipment for outside groups. There is a $10.00 fee for each piece of audio visual equipment used.
21. Organizations meeting on library premises may find that non-members enter their meetings. Such persons may be informed of the nature of the meeting but may not be excluded if they wish to remain.

*Library-sponsored programs and programs and activities sponsored by the Friends of the Library are exceptions. Any organization wishing to use the library meeting room should reserve it in writing in advance for the approval of the Administrative Librarian. Applications for use of the room are available at the Information/Reader's Advisory Desk. A master calendar of events will be kept in the business office as an aid in scheduling. One person, preferably an officer of the applicant organization, must be responsible for the use of the room and must read the regulations and sign the application. Please retain your copy of the room application. Library meeting rooms will be inspected for damage before and after meetings by outside groups. Your application must be initialed by library personnel to release you from any liability for damage to the room. (See #16 above).

Adult Services Quite Study Rooms

The following restrictions apply:

1. These rooms are for the use of high school students and adults.
2. Loud talking is not permitted.
3. Food and beverages are not permitted.
4. Smoking is not permitted.
5. Occupancy is limited to four (4) persons per room.
6. Each room must be left in the condition in which it was found.

Adult Services Video Preview Room

The following restrictions apply:

This room is for the use of adults 18 years of age or older.

1. A valid library card or drivers license must be left at the Information Desk while the room is being used.
2. The video preview room is available for one hour time periods during regular library hours.
3. Food and beverages are not permitted.
4. Smoking is not permitted.
5. Occupancy is limited to four (4) persons.
6. The room must be left in the condition in which it was found.

Adult Services Computer Room

Office 2002 (WORD, EXCEL, ACCESS)
CHARGES: $1.00 per hour or fraction thereof—

1. The computer room is available to people of high school age or older. A valid library card must be left at the Reference Desk or the Information Desk.
2. The computer is available from 10:00 am until 8:30 PM and may be scheduled for two hours per day. If no one is scheduled for the following time slot, an additional one hour period may be used.
3. Only two persons are allowed per room.
4. Smoking, eating or drinking are not permitted in the computer room.
5. Loud behavior or other behavior disturbing to others will not be permitted. The Librarian has the right to cancel or interrupt use of the computer at any time.
6. All malfunctions and/or damage to rooms or equipment must be reported to the Reference Desk.

Youth Services Computer Rooms

COMPUTER ROOM CHARGES: No charge for Children Pre-School through H.S. for Macintosh computers.
CHARGES: $1.00 Per hour for adults.

1. Sign up at the Youth Services Desk.
2. Scheduled periods are 1 hour long.
3. No more than two people may use the microcomputer at the same time. (Exceptions may be made for parent and children.) Children 7 years old and younger must be accompanied by an adult or older sibling.
4. A staff member will be available to provide minimum assistance when needed, however, the library's role is one of guidance, not instruction.
5. Students attending school in District 23, who have library cards from other libraries, may use the computer during the school year. These schools include Eisenhower, Betsy Ross, Sullivan and MacArthur Schools. Also included are the high schools that former District 23 students attend.

Display Case

The library encourages displays of non-political, cultural, educational, or general interest in its display case. Overt advertising for business purposes is not allowed. When material is at the library on temporary display, the library will endeavor to protect the material, but shall assume no responsibility for loss or damage.

Lobby Bulletin Board

Items may be posted for events or activities of tax supported and/or not-for profit governmental, social, educational, arts, service organizations for activities whose proceeds go to the charity.
Theater, musical performances and art exhibits will be posted due to their cultural and/or educational value.

Business or personal notices or political campaign materials are not considered to be appropriate to the above guidelines and will not be posted.

Lobby

No non-library activities may be held in the lobby area. Meetings should be confined to the meeting room proper. Art is on display in the lobby by local artists who may sign up for 1 month - call for more information if interested in displaying in our library.

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