Community Room Policy & Application

The Library welcomes the use of the Community Room by community groups for civic, educational, and cultural activities, as well as for public discussion.  Priority is given to library sponsored programs and activities.  Consistent with the Library’s commitment to openness and inclusiveness, programs and meetings are expected to be free and open to the public.

The Community Room, located on the second floor, seats up to 35 people.  Please note: at this time, there is no elevator access to the second floor. (At present [October 2018] the Library is reserving funds to build an elevator.)

Reserving The Room

The individual signing the request to use a meeting room (or a designated person) will be responsible for being sure all library guidelines are followed and should retain a copy of the Meeting Room Regulations.

Reservations will be accepted for up to three months in advance and can be made by calling the Library Tuesday-Friday during regular operating hours, or by filling out the form below.  When reserving a room, groups should include time for set up and clean up.

Cancellations should be made as early as possible to allow others to use the room.  Failure to notify the Library of a cancellation may jeopardize future reservations.  The Library reserves the right to cancel a room reservation in special circumstances.

A maximum of six meetings each six-month period is a guideline for meeting room use.

Community Room Use Regulations

Those who use the facilities must leave them in excellent condition.  Failure to comply will result in loss of the privilege of using library space.

Set Up and Clean Up

  • Groups are responsible for setting up chairs and furniture and replacing furniture to the standard arrangement when finished.
  • Groups are responsible for cleaning up the meeting room before leaving.
  • All disposable materials (food and paper waste, bottles, cans, etc.) remaining after the meeting must be removed by the group.  Groups are encouraged to use recyclable and compostable materials whenever possible.

An organization or group will be charged at the commercial rate for any additional custodial services required, including cleaning of carpets, upholstery etc., as well as for damage to any furnishings or equipment.

Additional Regulations

  • Children’s and youth groups may use the facility with adequate supervision by adult sponsors.
  • Light refreshments may be served if requested in the application.  No alcoholic beverages may be served without appropriate special permission and licenses.
  • Maps, charts, etc. may be hung only on easels or other presentation means until the Library hangs picture molding.  Hanging anything directly on the walls is prohibited.
  • Any group using the meeting room may not charge admission fees.  No products may be sold.  Exceptions include registration for conferences, institutes or education courses with special permission from the Director.
  • The library is not responsible for lost or stolen items.  If insurance is necessary for any materials brought into the library meeting rooms, the person or group using the rooms must provide that insurance.
  • Each organization, group or association shall be responsible for any damage to property resulting from the use of library facilities.
  • Smoking is not permitted anywhere in the building.

Reserve the Community Room

  • Start time should include time for set up.
    :
  • End time should include time for room breakdown and cleanup.
    :
  • Please explain the nature of your meeting, and provide any other pertinent information. Thank you.