Policy on Use of Meeting Room

Library related events have priority in use of this meeting space. The meeting room is available to non-profit and Scarborough-based civic organizations and youth groups, municipal departments, Town charter defined committees and Council or School Board committees. These organizations may request donations from those attending the meeting.

Scarborough businesses may use the room to present programs of civic or cultural interest or for business meetings when no selling, solicitation or order taking occurs. No fee may be charged to attendees for these programs. 

Scheduling and Reservations

An application for use of the meeting room is available at the Library circulation desk or on the Library’s website. A completed application must be received before a booking is confirmed. Payment must be received prior to use of a room. Non-profit organizations must provide proof of their tax-exempt status to be considered for the lower rental fee. 

When booking time, groups should include time needed for set up and clean up. 

Because library activities have priority, regularly scheduled meetings are discouraged. The Library reserves the right to cancel a room reservation up to 8 weeks in advance of the date requested. 

An organization may cancel their room reservation at any time. However, refunds will be given only if a cancellation is received at least one week in advance of the booking date. 

An application may be rejected and previously granted permission may be withdrawn for violation of Library rules or conduct inconsistent with the policies of the library.

The fact that a group is permitted to meet at the Library does not in any way constitute an endorsement of the group's policies or beliefs by the Library staff or Board. 

Smoking 

Smoking is not permitted in the building or on library grounds. Groups are asked to share this information with attendees as Library staff will enforce the rule.

Accessibility

The room is accessible to persons with disabilities.

Availability

The meeting room is available at any time that does not conflict with library use. A member of the booking organization, who will be attending the meeting, must sign for a key to the room if it will be necessary for the group to lock or unlock the outside front door. The key will be available 24 hours in advance of the time booked.

Capacity

Suggested limit is 50 people. 

Charges 

Non-profit and Town-based civic organizations and youth groups or approved government agencies - $40.00 for a two hour period, $20.00 for each additional hour or fraction thereof.

Businesses and other organizations - $40.00 per hour or fraction thereof.

No charges apply to municipal departments, Town charter - defined committees and Town Council or School Board committees.

Equipment

Tables (8 - 3'x 6') and chairs are available. A small kitchen area includes a refrigerator and microwave oven. Use of audiovisual equipment must be arranged in advance with the room reservation. Projectors (digital projection unit, 16mm, Kodak Carousel slide, and overhead projectors) are available as well as DVD playback equipment. A flip chart stand is available but no paper or markers are supplied.

Groups using DVDs must comply with U.S. Copyright laws and may not use tapes labeled for home use. Public Performance Rights (PPR) are the legal rights to publicly show a film or video (media). Public Performance Rights must be obtained for media to be viewed by groups in the Library. Showing media, whether borrowed from the Library or rented/purchased, to groups may be illegal and may place the Library at risk legally.

Library Wireless Network

A login and password are required to access the library wireless network and must be picked up before the meeting if the Library is open or with the key if the Library will be closed during the meeting. Refreshments Refreshments, except alcoholic beverages are permitted. A coffee maker is available. All other supplies must be furnished by the booking organization. Set up Groups are responsible for their own set up and take down. The tables are heavy and it is recommended that at least two people assist with the set up and clean up. 

Clean up 

Groups are responsible for straightening the room after each use. Please replace chairs, wipe off tables and replace those tables set up by your group. A vacuum is available if needed. 

All kitchen areas and refrigerator should be cleaned and food should be removed. Any kitchen utensils should be washed and returned to the cupboards. 

Turn off lights and check thermostat if it was adjusted.

The organization booking the room will be charged at the commercial rate for any additional cleaning required of carpets, upholstery or other surfaces as well as for damage to furnishings or
equipment.

 

Adopted 1/16/97, amended 1/16/03, 10/17/2013