The St. Charles Public Library (the Library) provides meeting rooms as a limited public forum to support its informational, educational and recreational mission and roles. The Library will not discriminate in making its premises available for use on the basis of viewpoints expressed by users or the race, national origin, religion, sex, sexual orientation, political affiliations or physical limitations of its users. Use of the meeting rooms does not constitute sponsorship or endorsement of the users or the users’ beliefs by the St. Charles Public Library or the Board of Library Trustees. Advertisements or announcements implying or stating such endorsement are prohibited.

Priority for reserving the use of the meeting rooms is given in the following order:

1. Meetings of the St. Charles Public Library Board of Trustees.
2. Library sponsored and related meetings and programs.
3. Official agencies and board of governments serving the residents of the Library District.
4. Local community service groups.*
5. Businesses located in the Library District for non-commercial use.
6. Non-profit groups (non-profit groups must have proof of non-profit status in the state of Illinois).

This policy is not all-inclusive. Approval of individual meeting situations not described here will be determined by the Library Director, who is authorized to establish reasonable regulations governing use of the meeting rooms and related fees.

We reserve the right to waive portions of this policy to accommodate library sponsored meetings and programs.

*”Local” refers to the St. Charles Public Library District and groups or agencies which are in the District and/or benefit primarily District residents.

Priority is given to meetings or programs of the Library Board of Trustees, Library-sponsored meetings or programs, and Library-related meetings or programs. Library functions and programs have first priority, and Library needs may preempt any other scheduled event. Other than this, meetings rooms are available on a first-come, first-served basis.

Piano and other recitals are allowed in the Carnegie Community Room as Priority #4 providing the majority of the pupils live in the Library District.

EXCLUSIONS

1.   Private social functions.

2.   Programs which are not suitable for the Library’s physical facilities.

3.   Programs or gatherings which present a clear and present danger to the welfare of the participants, attendees, Library staff and patrons, and/or the community.

4.   Programs not in keeping with the Library’s goals and objectives, or which would disturb Library patrons, impede Library staff or endanger the Library building or collection or otherwise interfere with the proper functions of the Library by causing excessive noise, safety hazard, security risk, etc.  

5.   Commercial enterprises promoting or causing the sale of property or services for monetary gain.

6.   Individual use, such as not-for-profit tutoring (exception:  study rooms).

7.   Illegal gambling activities.

RESERVATIONS

1.   SINGLE MEETINGS
In order to reserve a meeting room, application must be made at least two (2) weeks in advance of the desired meeting date.

2.   MULTIPLE MEETINGS
Because of the demand for use of the meeting rooms, the Library may not be able to accommodate groups desiring to schedule multiple meetings.  No more than one meeting per month may be scheduled on a regular basis.  Reservations for monthly meetings may be made up to one year in advance. The Library reserves the right to limit the number of reservations by any organization.

3.   APPLICATION FORM
The Library’s application form must be completed and signed by a Library cardholder 18 years or older and willing to assume responsibility for the group as well as any fees or damages, and filed with the Business Office. (Non-profit and official government agencies are exempt from the cardholder requirement). All fees must be received at least two (2) weeks prior to the date of the meeting or the reservation(s) will be cancelled. A copy of the application form, confirming it has been approved, will be returned by mail to the applicant.

4.   REVOCATION OF PERMISSION
The Library reserves the right to revoke permission to use the meeting room.  Inclusion of false information on the application form and/or failure to comply with meeting room regulations will result in automatic and immediate revocation of permission.

5.   CANCELLATION

By groups:
When it is necessary to cancel a reservation, the Business Office should be notified immediately.  Cancellation less than 24 hours prior to the scheduled meeting time may result in forfeiture of the meeting room fee.

By the Library:
The Library reserves the right to cancel any reservation due to unforeseen circumstances or to relocate any scheduled meeting if circumstances warrant. In the event of a Library building or weather-related emergency, the Library reserves the right to cancel the meeting. Information on closings is available at the Library number, 630-584-0076, or at 847/238-1234 and www.EmergencyClosings.com

 6.   RESERVATION CHANGES
No changes in room arrangement or equipment requested may be made at the time of the meeting. Changes must be requested at least 48 hours in advance of the meeting time.  

No group may assign its reservation to another group.

HOURS OF MEETING

Meetings are scheduled during regular Library hours, and may extend beyond the Library’s regular closing time only by arrangement and for a fee paid at the time of application.  Meeting room use cannot extend beyond one hour after closing.

Group representatives are not permitted to enter the building before or after the Library’s regular open hours. Access to the meeting room is available no more than one-half (1/2) hour prior to the scheduled meeting and must be scheduled in advance with the Business Office.

FEES

A fee for each meeting must accompany the application form and be received at least two (2) weeks prior to the requested date. The fee will be returned if the application is denied.  The fee, or base rate, covers up to two hours of meeting room use.

• Beyond two hours, there is an additional hourly rate for any hour or portion of an hour, up to the Library’s closing time.
• There is a separate rate for meeting time scheduled after the Library’s closing hours.
• There are additional fees for kitchen and equipment use.
• There is a penalty of $25 per hour or portion of an hour for meetings extending unapproved beyond the Library closing time.
• Fees are waived for local tax-supported or governmental agencies whose headquarters are within the St. Charles Public Library District, except for (1) charges for cleaning and damages caused by other than ordinary wear and tear, and (2) meetings that extend beyond the Library’s regular closing time.
• For specific fees, please refer to the sections on “Equipment” and “Kitchen Use,” and the attached FEE SCHEDULE.

ATTENDANCE SIZE

Attendance is limited according to meeting room and seating arrangement.  Attendance may not exceed the maximum number of people certified by the St. Charles Fire Department as the occupancy limit for the rooms.

AVAILABLE MEETING ROOMS & CAPACITY
The following rooms are available for public use: 

• Public Meeting Room (1,273 sq. ft.): 150 people
• Two half-portions of the divided Public Meeting Room: 50 people
• Bisbee Conference Room (356 sq. ft.): 12 people
• Carnegie Community Room (1,420 sq. ft. with 190 sq. ft. stage): 90 people
• Study Rooms (Please see Addendum I)

Because the Bisbee Conference Room is the Board meeting room, its availability is less certain than that of the others.

The Staff Room is not a public meeting room.

EQUIPMENT

The Library provides the following equipment in the Public Meeting Room, the Bisbee Conference Room and the Carnegie Community Room .  All items noted with an asterisk require a $3 rental fee with the exception of the pianos which are as listed below:

The pianos are tuned regularly. If additional tuning is requested, the Business Office will schedule the tuning. The cost will be paid by the requester in advance.

Patrons and groups not having arranged for the use of the pianos must not uncover or play them.

No equipment will be loaned outside the Library.

The Library Staff will provide instruction for the use of equipment, but will not be present to operate it for meeting and programs. Arrangement for the instruction must be made on the meeting room application, no later than one (1) week in advance of the meeting date.

KITCHEN USE (MEETING ROOM)
There is a $5 fee for kitchen use.  The following equipment is available:

• Coffee makers - 45 cup & 55 cup (Organization must furnish and prepare coffee; brewing time is approximately 30 min.)
• Refrigerator - (not for storage)
• Paper towels

WASHROOM FACILITIES

Washroom facilities are available and readily accessible.

REGULATIONS FOR USE OF THE MEETING ROOMS

No smoking or tobacco product use is allowed on Library property.

No alcoholic beverages are allowed.

Only light refreshments are permitted in the lower level meeting room for groups of 50 and under, and in the Bisbee Conference Room. No food or beverages are permitted in the Carnegie Community Room.  No cooking facilities are available.

The meeting room and kitchen area must be left in a clean and orderly condition.

Groups must supply their own coffee, cream, sugar, and paper products.

All equipment and appliances must be left unplugged.

The Library does not provide storage or assistance in carrying supplies and materials to the meeting room.

The Library will not accept deliveries for groups that have scheduled meetings.

Organizations may not use the name, telephone number, or address of the Library, even on a temporary basis, except for notification of location of a specific meeting.  The Library will not receive non-emergency calls or take messages for individuals or organizations.  A public telephone is available.

Promotion of non-library-sponsored events must not imply Library sponsorship or endorsement.

No one at any meeting extending beyond Library closing hours may be in any part of the Library other than the meeting room, lobby, or adjacent washrooms.

Signs with meeting information may be displayed on approved Library signs in the lobby.  The signs may contain only the name of the organization and the time and room of the meeting.  No other signs will be displayed anywhere else inside or outside the Library on Library property. (A limited number of signs are available and must be requested on the application form).

Minors (i.e., under the age of 18) may use the meeting room only under direct and constant supervision of adults, who will assume full responsibility for activities and conditions.  There must be one adult for every 15 minors at non-Library related meetings.

A seating and table layout plan must be submitted with the application.  If no plan is submitted, you must accept the room as arranged by the Library.  No group may do its own set up.

Nothing (signs, decorations, etc.) may be attached to the walls (except where and in the manner allowed), ceiling, floor, furniture, equipment, or doors. Decorations are limited to those that are free-standing and conform to fire regulations.

Non-Library related literature may not be distributed on Library property except during a meeting or program of a group in the meeting room they have reserved.  (The Library provides display space for non-Library literature and announcements of non-commercial nature of local service organizations and governmental agencies.

Solicitation of names and addresses of attendees for business purposes, distribution of commercial literature, business cards, or the sale of business merchandise is prohibited. Private counseling, tutoring and other individual sessions are permissible only if offered to clients free of charge. Exceptions are allowed for Library-sponsored events and events that benefit the Library.

Groups will be responsible for the meeting room during the time they are scheduled to use it, and will be charged for any damage to the room, furniture, or equipment.

It is not permissible to rearrange Library furniture or to borrow furnishings from other parts of the Library.

Hazardous materials including, but not limited to, paints, solvents and explosives are prohibited.  Candles and other fires are prohibited.

Babysitting service for the children of persons attending meetings is not provided by the Library.  Meeting room attendees may not leave children under 7 unattended in the Library, in accordance with Library policy.

No admission fees may be charged or donations collected for programs. Membership and activity fees may be collected for non-commercial organizations. Meetings of commercial organizations must be educational in purpose; direct solicitation of goods or services on Library property is prohibited. No products or services may be solicited or sold except those that directly benefit the Library.

Should any special cleaning be required as a result of a group’s use of the meeting room, a charge of $25.00 per hour or fraction thereof will be made for janitorial labor and equipment.

Additional electrical equipment, other than that provided by the Library, is not permitted in the kitchen or meeting room without prior approval by the Library Director.

Any group which does not leave the Library promptly at closing will be charged $25 per hour, or any portion of an hour, past closing time of the Library (See HOURS OF MEETINGS.)

Groups must comply with the Americans with Disabilities Act and are responsible for providing qualified interpreters and/or auxiliary aids, upon request, for their programs.

Any member of the public who wishes to attend a meeting in one of the Library’s public meeting rooms must be allowed to do so. (Exception: Closed sessions convened by governmental bodies in compliance with the Illinois Open Meetings Act).

Library personnel must have free access to meeting rooms at all times. The Library retains the right to monitor all meetings conducted on Library premises to ensure compliance with Library rules and regulations.

DAMAGES AND LIABILITY

Any individual, group, or organization using the meeting rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.

Questions that are not covered in this policy should be addressed to the Library Business Office.

APPEAL AND REVIEW

The Board of Trustees of the St. Charles Public Library District will review the meeting room policy and regulations periodically, and reserves the right to amend them at any time.  The Board authorizes the Library Director to waive regulations under appropriate circumstances.

Any appeals for changes in, or exceptions to, any portion of the meeting room policy will be considered.  An individual or organization wishing to file an appeal shall submit it to the Library Director in writing.

The Library Director will respond in writing.  If the individual or organization feels that the response is unsatisfactory, he/she may submit a written request for consideration by the Board of Directors.  The Board of Directors will review the request and notify the organization or individual of their decision in writing.  The Board’s decision is final.

Reviewed:     1/10/90; Revised:  5/9/90
Revised:        3/11/92; Revised:  6/9/93
Revised:        10/31/97
Revised:        2/11/98; 6/10/98; 7/13/98
Revised:        1/26/99; 6/1/99; 9/1/99
Revised:        4/10/02
Revised:        1/6/04
Revised:        5/10/06

APPLICATION FOR USE OF ST. CHARLES PUBLIC LIBRARY FACILITIES

For an application, please phone 630-584-0076, ext. 262 or email the Business Office.

MEETING ROOM / CARNEGIE COMMUNITY ROOM
BISBEE CONFERENCE ROOM
FEE STRUCTURE

CLASS 1
A.  Local community service organizations (Library card required).
B.  Local tax-supported government agencies (includes schools).

After hrs. rate - $12 per hr. or portion of hr.

CLASS 2
Private organizations.
Non-profit organizations with state or national affiliation.

After hrs. rate - $20 per hr. or portion of hr.

CLASS 3
Commercial.

After hrs. rate - $30 per hr. or portion of hr.

If Library staff assistance is required prior to, during, or after program, there is a charge of $12 per hour or portion of an hour. (This excludes normal set-up and removal which is specified on application form when contract is made.)

Meeting Room = 1,273 sq. ft., Maximum 150 people
Bisbee Conference Room = 356 sq. ft., Maximum 12 people
Carnegie Community Room = 1,420 sq. ft., Maximum 90 people

Adopted:  6/9/93
Revised:   6/10/98
Revised:   4/16/02
Revised:   5/10/06

ADDENDUM I

STUDY ROOMS

Study rooms accommodating 2 - 10 people are available during regular Library hours without charge to St. Charles Public Library card holders in middle school and older, and to students and tutors of our Literacy Volunteers program.  There is a fee for non-cardholders.  Please contact the main circulation desk (630 584-0076 ext. 211) to inquire about the availability.  Use of THE ANNEX is limited to teens and high school students.  No reservations are taken for it and it is not available for use by tutors or students working with tutors.

Study Rooms may be used for up to two (2) hours.  No advance reservations are taken.

Study Room 1 accommodates one (1) to ten (10) people.
Study Room 2 accommodates one (1) to six (6) people.

Equipment:
      Patrons may use their own laptops in the Study Rooms.

Non-resident fees:
      Study Room 1:  $10.00 for up to two (2) hours.
      Study Room 2:  $5.00 for up to two (2) hours.

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Copyright 2008 • St Charles Public Library, One South 6th Ave, St Charles, IL 60174 • www.stcharleslibrary.org