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Avondale Library Meeting Rooms Policy

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The Avondale Public Library (the “Library”) facilities, resources and services are available for the enjoyment of all. This policy has been adopted to (i) ensure the health and safety of all library staff and Users, (ii) protect Library property and (iii) maintain order in the Library (this “Policy”).
 
Avondale Public Library has two meeting rooms, one at Avondale Civic Center Library and one at Sam Garcia Western Avenue Library (the “Meeting Rooms”).
 
When the Meeting Rooms are not scheduled for Library-hosted or co-hosted events or events governed by contract with the Library, they may be used by the public within the parameters set by this Policy.
 
The restrictions of this Policy regarding application and scheduling do not apply to Library-sponsored or co-sponsored events. The regulations in this Policy apply to all Meeting Rooms unless otherwise specified. Any person, group or organization (“Users”) may use the Meeting Rooms for cultural, educational and informational purposes pursuant to the requirements of this policy. Private social functions or functions which require a fee to attend are not permitted in the Meeting Rooms.
 
Scheduling
  • Meeting Rooms shall be scheduled on a first-come-first-served basis, with Library business, Library-sponsored events and Library co-sponsored events having first priority.
  • The Library may ask Users to reschedule meetings in the event the City or Library needs to schedule a special meeting or other Library-sponsored or co-sponsored event.
  • Meetings and events will not be scheduled more than two (2) months in advance.
  • The Meeting Rooms are available during regular Library hours only.
 
Booking Process
  • Any User 18 years or older may book the Meeting Rooms utilizing the City of Avondale meeting room booking software.
  • If the User is filling out the application for a corporation or organization, that User must have authority to do so.
  • The booking must be completed no later than one (1) week prior to the meeting.
  • Users needing cancellations must provide the Library 48 hours notice.
  • At the time of booking confirmation, the User agrees to abide by the Avondale Public Library Behavior Policy and this Policy.
  • Refunds will be handled through the meeting room booking software.
 
Rules Regarding Use of Meeting Room
  • No smoking, candles, matches or any other use of fire is permitted.
  • Users of the Meeting Rooms must be under adequate supervision by adults 18 years of age or older. The reservation form requires the listing of an adult who will be in charge of the group, as well as being financially responsible for any damages that may occur. This listed adult must be on site during the reserved meeting time.
  • Use of tobacco, vaping, alcohol and the illicit use of controlled substances on Library premises is prohibited.
  • No food is permitted in the Meeting Rooms without express, prior approval from the Library Manager. Drinks are allowed with secure lids or twist top lids only.
  • Users making excessive noise that disrupts normal Library functions or other User’s use of the Library may be asked to leave.
  • Requests for use of Projection TV, whiteboard, tables, chairs and any equipment owned by the Library must be made at the time the Meeting Room is booked. The Library does not guarantee the availability of any equipment.
  • It is the User's responsibility to leave the room in the condition (including furniture arrangements) in which they found it. Users must remove all personal or group-owned items. Failure to clean up may result in forfeiting the privilege of using the room again.
  • Users must include time to set up and clean up within the scheduled time and must end meetings at least 15 minutes before the Library closing time.
  • Users shall permit no more persons than is stated by the following occupancy requirements:
    • Avondale Civic Center Library Zane Grey Room-55
    • Sam Garcia Western Avenue Library Meeting Room-44
  • Users shall not sell tickets, raffles or any objects or solicit contributions from persons located anywhere in the Library or on Library property. Users shall not use the Meeting Room for fundraising, commercial purposes, or selling goods or services. The exception to this rule is for the following:
    • Sale of materials by authors or artists at Library sponsored or co-sponsored events;
    • Events for which all proceeds are used for Avondale Public Library programs or for the benefit of the Library, provided that the Library accepts the donated proceeds.
  • Users shall not distribute personal or group literature, brochures and other materials to Library Users outside of the Meeting Rooms. Users shall not leave printed materials on Library property without prior approval of the Library Manager.
  • Decorations or other materials may not be attached or affixed to walls, windows, or other surfaces unless prior approval by the Library Manager is obtained. If such approval is granted, any such material must be removed at the close of the scheduled time.
 
Fees
  • The Meeting Room rental fee is $30.00 per hour 
  • The Meeting Room rental fee for Non-Profit Organizations is $24.00 per hour.
  • If the Meeting Room is not returned to the pre-rental status by the User, the Library will assess a $25.00 cleaning fee.
  • Any damages to the room, furnishings or equipment will be charged to the User, including a cleaning fee of up to $150.00 for the removal of any stains left on carpet or furnishings.
 
Disclaimer
  • Use of the Meeting Rooms does not constitute the Library's endorsement of any User's policies or beliefs by the City of Avondale or its staff.
  • The City reserves the right to cancel the use of a Meeting Room.
  • The City is released and held harmless from any and all claims for personal injury or property damage.
 
Violations and Appeals
For violations of this Policy or the Avondale Public Library Behavior Policy, Library Staff may restrict access to Library facilities by immediately dismissing the User from the premises, suspending the User’s access to Library facilities for a set period of time, or denying access to specific services and/or programs. If necessary, Avondale Police Department (APD)may be called to intervene. Library Staff shall record in writing in the form of an Incident Report any violation of this Policy or the Avondale Public Library Behavior Policy that resulted in a verbal warning or a suspension of Library privileges.
 
  • Violations, Suspension of Privileges: The Library shall handle violations as follows:
    • Initial Violation: Library Users observed violating this Policy will be asked to cease the violation with a verbal request. If the User does not comply with the request, he or she will be asked to leave the building for the day. If he or she refuses, APD may be called.
    • Subsequent Violations: Library staff may revoke the Users’ Library privileges if infractions continue. Subsequent violations of the same rule shall result in additional suspensions of increasing length.
  • Violations that Affect Safety and Security: Violations involving verbal abuse, violence, threatening behaviors, sexual harassment, vandalism, drug sale or use or attempted drug sale or use, intoxication, theft or attempted theft, physical harassment, sexual misconduct or any behavior that threatens the safety and security of staff and/or User shall be handled as follows:
    • Initial Violation: APD will be called immediately. If the conduct constitutes a violation of local, state, or federal law, arrest or criminal prosecution may ensue. Violations of this nature will result in an immediate minimum of one (1) week suspension of Library privileges, longer suspensions may be incurred based on the severity of the incident and at the discretion of Library staff.
    • Subsequent Violations: APD will be called immediately. If the conduct constitutes a violation of local, state, or federal law, arrest or criminal prosecution may ensue. Library staff may further limit or revoke the User’s Library privileges in escalating responses. Subsequent violations of the same rule will result in additional suspensions of increasing length.
  • If the User violates this Policy by causing damage to Library property, the User shall be assessed the actual costs.
  • Users may appeal a suspension in writing to the Library Manager within 10 working days of the date of suspension stating why Library privileges should be restored.
  • The Library Manager or a designee will respond to the appeal in writing within 10 working days of the date the appeal was received. All decisions made thus are final.