Meeting Room Policy (BML-105)

Policy Number: BML-105
Effective: December 16, 2021
Suggested Review: 5 years

• Purpose
  • Meeting Room use is part of a program of service to further the library's objectives of:
    • Promoting lifelong learning
    • Enhancing quality of life
    • Encouraging individual intellectual freedom
    • Broadening horizons for all
  • The Meeting Room is intended for library related functions. Other access to the Room is subject to availability and the Library reserves the right to deny Meeting Room access to any group pursuant to this policy.
  • Use of the Meeting Room shall have the following priority:
    • Early voting or voting precinct locations coordinated in conjunction with the Hillsborough County Supervisor of Elections Office; preempts all other uses
    • Library sponsored or co-sponsored programs
    • Organizations in partnership with the Library, including the Friends of the Library, the Hillsborough Literacy Council, etc.
    • Governmental agencies
    • Non-profit organizations with a member who has an active Hillsborough County Public Library Cooperative Resident card without any patron blocks
• Policy
  • The Meeting Room may only be used by non-profit organizations that do not unlawfully discriminate in their membership practices. Groups, corporations, or other legal entities engaging in any commercial activities or for-profit transactions may not utilize the Meeting Room. (Exception: Tutoring in support of K-12 education.)
    • Library staff may request proof of non-profit status and may follow-up with appropriate local, state, or federal agencies to verify this status.
  • No sale of items, solicitation or selling of goods and services, or fund raising activities directed toward the public may take place in the Meeting Room unless the community group or non-profit organization is acting as a co-sponsor or partner for a library program, event, or service.
  • The Meeting Room is not available for private social gatherings (parties, weddings, baby showers, family reunions, graduation ceremonies, etc.).
  • Use of facilities is generally governed by the City of Plant City Library Board.
  • The City of Plant City, Bruton Memorial Library, and the City of Plant City Library Board, neither endorse, approve or disapprove of the aims, policies, viewpoints or activities of groups utilizing the Meeting Room.
  • Individuals, groups or businesses using the meeting spaces must save, defend, and hold the City of Plant City, its officers, agents and employees, and the Plant City Library Board, harmless from any claim or injury to themselves or others.
  • The name, address, and phone number of the Bruton Memorial Library may not be used as the address or headquarters of any group. No individual, community group or non-profit organization may imply library sponsorship agreement without prior approval, and such approval shall be in writing and in accordance with library policy.
  • The Meeting Room must be left in the same condition and arrangement in which it was found prior to use. The community group or non-profit organization assumes responsibility for any damage to property or loss of library equipment and repairs will be charged to the library card on the Application. Violations may result in the loss of usage privileges.
  • The Meeting Room is Wi-Fi enabled and has a projector available for use. The user must provide any other equipment; this includes a microphone, speakers, and a laptop.
  • Meeting Room use must adhere to the Library’s Code of Conduct.
  • Library staff may attend or observe any meeting or any program at any time.
  • Accidents must be reported immediately to library staff.
  • The Bruton Memorial Library Meeting Room Application (Application) must be filled out then approved by Library Administration in order to reserve the Room.
  • The individual completing the Application for the Meeting Room must have a Resident library card from the Hillsborough County Public Library Cooperative (HCPLC) without any patron blocks.
  • Non-profit organizations may not reserve the Meeting Room more than once every thirty days. Reservations may not be made prior to sixty days in advance to ensure fair availability to all citizens.
  • Meetings must be scheduled within regular library hours of operation and the room must be vacated at least 30 minutes prior to closing time. You must leave the Meeting Room by the end time that you reserved, as other usage may be scheduled following your meeting.
  • The Meeting Room can be reserved for groups of up to 60.
  • The community group or non-profit organization using the meeting space is responsible for its own publicity unless the library has a formal sponsored or co-sponsored agreement and it is outlined therein.
    • Signage for the event:
      • One sign may be placed just outside the Meeting Room door on the left-hand side of the lobby.
      • The sign may only be displayed during the use of the Room.
      • The sign must fit on the Library’s display tripod, sign-holder, or similar library approved stand.
      • The sign must be removed from the Library at the conclusion of the meeting.
  • Meeting Room Kitchen use:
    • Kitchen use must be noted on the application.
    • Kitchen use includes the refrigerator, sink, and counters. Food may not be stored prior to or after occupancy of the Room.
    • The kitchen must be left in the condition and arrangement in which it was found prior to use. Food must be removed by the end of the reservation and counters wiped down.
• Procedure
  • Meeting Room Application:
    • Non-profit organizations wishing to reserve the Meeting Room must submit a completed application via the library’s website.
    • Administrative staff will review all submitted applications prior to the confirmation of a reservation.
    • Non-profit organizations will be notified of the status of their application within 7 days. Approved applicants will then be allowed to make a reservation.
    • The start time and end time of the room reservation must be strictly adhered to.
    • Cancelations:
      • The library retains the right to cancel a meeting space reservation in the event of a scheduling conflict with a library or government activity, a co-sponsored library program, or if conditions arise that affect the safety, health or operation of the library.
      • Non-profit organizations holding reservations are requested to notify the library of any cancelation at the earliest possible date in order to free the meeting space for use by others. Failure to provide notice of cancelation may result in denial of future use.
  • Use limitations
    • Fire Marshal’s maximum occupancy limits cannot be exceeded
    • Only dry snacks and beverages in covered containers are permitted unless the group has been pre-approved for Kitchen use.
    • Serving or consumption of alcohol is strictly prohibited.
    • Sound amplification in the Meeting Room must not impede regular operations of the library.
    • Copyrighted or commercially produced films, videos and DVDs must have public performance rights in order to be viewed in the Meeting Room.
    • Individuals or groups in the Meeting Room may not adversely affect library operations.
    • Non-profit organizations who have reserved the Meeting Room must check in with library staff upon arrival for any meeting, and must provide staff with an attendance count before departure.
    • When using the Meeting Room, nothing may be affixed to the walls, doors, curtains, or any other library property. Any repairs for damages resulting from violation of this policy will be charged to the library card on the Application.
    • Anyone failing to follow the above use limitations is at risk of having their Meeting Room privileges revoked.
• Authority
  Section 2-444, Plant City Code.