Regulations for use of library meeting rooms

Regulations for use of library meeting rooms


It is the intention of the Board of Trustees of the Middle Country Public Library that the Library’s meeting rooms shall have the widest possible use by residents of the Library District without interfering with normal Library operations. Programs are to be educational, cultural or recreational, and in strict compliance with New York State Education Law, E 414.

1. The Library Director is authorized by the Board of Trustees to review and act upon the applications submitted.

2. All applications must be made at least 10 working days before the proposed scheduled meeting. Applications must be submitted by a resident sponsor aged 18 years or older, of the Middle Country Public Library District.

3. In accordance with New York State Education Law, all meetings shall be open to the general public.

4. Meeting room use is limited to not-for-profit groups, preference will be given to groups composed of a majority Library District residents.

5. Library sponsored programs and activities are to take precedence in the assignment of meeting rooms; and may supersede any program scheduled.

6. Time periods for the use of the meeting rooms are as follows: 9:30 a.m. to 11:00 p.m. Monday to Friday 9:30 a.m. to 5:00 p.m. Saturday.

7. No admission fee may be charged, no donations may be solicited, nor may any items, products or services be sold by  any organizations utilizing a meeting room. Nothing shall be exhibited, displayed or given away without permission of the library.

8. Organizations meeting regularly in the meeting rooms must renew their applications annually, prior to June 15.

9. Announcements of meetings in the Library must neither state nor imply that the Library is sponsoring the meeting. Use of a meeting room does not mean endorsement by the Library of the group using it, or of the program presented.

10. No intoxicating beverages may be brought to or consumed on Library premises. Light refreshments may be served with prior approval.

11. Attendance shall be limited to the prescribed legal capacity of each meeting room.

12. Applicants receiving permission to use the meeting rooms must be responsible for the conduct of attendees under their sponsorship.

13. The applicant personally and the organization, will be financially accountable for any damage or loss that may occur from the use of the meeting rooms.

14. The Library is not responsible for damage to or loss of property of individuals or organizations that is used or left on the premises.

15. There will be no parties, celebrations or festivities of any kind permitted within meeting rooms.

16. Six months prior to an election date, no candidate running for office for his/her party or support at such election will  permitted to utilize the meeting room. Campaigning for or against a candidate for his/her party is also prohibited.

17. The applicant will be responsible for any set up required in the meeting rooms. Tables and chairs are available. Any other  equipment must be provided by the applicant.

18. The meeting rooms will be left in a clean and orderly condition.

19. All rules of the Police, Health and Fire Departments are to be observed.

20. Organizations must notify the Library Director in the event of cancellation or postponement.

21. The right to revoke a permit, at any time, is reserved by the Library.

22. Additional stipulations may be imposed by the Library, as may be deemed necessary.

23. Paid tutors are prohibited from using meeting or study rooms.

Adopted May 16, 1990 by the Board of Trustees of the Middle Country Public Library
Revised May 18, 1994, October 25, 2005., November 20, 2019.


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