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Policy Manual - IX. Physical Facilities

IX. Physical Facilities
Meeting Room Policies – Coeur d’Alene Public Library – Approved July 2007; amended July 2009; September 2009

A. Public Meeting Rooms: The Coeur d’Alene Public Library makes available meeting rooms and study rooms to groups and organizations complying with these regulations. Meeting rooms are designed to meet general informational, educational, cultural, and civic needs including activities such as discussion groups, panels, lectures, conferences, seminars, exhibits, displays, films, etc. No fee will be charged for use of the meeting rooms.
i. Use Policies
a. All meetings and programs must be free, open and accessible to any member of the public.
b. An admission or registration fee may not be charged at any meeting. Sales of goods or services for profit are prohibited, but donations may be accepted to recover meeting materials costs.
c. For programs sponsored by the library, the sale of goods that directly or indirectly benefit the library will be permitted in the meeting room and in other areas of the library. When an author takes part in a library-related program, the library may arrange for the sale of the author’s works at the program.
d. The Library may deny the use of a meeting room to an applicant if in the Library’s opinion:
i. the purpose of the meeting or activity is illegal or potentially hazardous,
ii. the meeting presents health or security risks
iii. the conduct of the meeting interferes with the functioning of the Library
iv. the applicant has not provided satisfactory adult sponsorship and supervision for the meeting, or
v. the applicant has failed to comply with these or other library regulations.
e. Library meeting rooms shall not be used for the purpose of assisting the campaign for election of any persons to any office, or for the promotion or opposition of any ballot issue. Political forums are acceptable with all sides represented in programs such as information sharing, organizational meetings, election issues, or candidate forums, and will be available on a non-discriminatory, equal-access basis.
f. The meeting rooms are available for meetings during the hours the Library is open to the public. Exceptions include meetings authorized by library/city staff.
g. Organizations holding meetings assume responsibility for any damage to the rooms or contents.
h. Smoking is not permitted.
i. Cooking or food preparations are limited to the adjacent kitchen and coffee service area. Areas must be cleaned following use. Groups serving food and beverages in the Community Room are required to pay a $20.00 janitorial fee. (September, 2009)
j. Organizations or groups using the rooms are required to set up the chairs and tables needed for their meeting and store them in the closets after they are finished. The rooms must be left in as neat and orderly a condition as they are found.
k. Group activities involving more than normal wear and tear will not be permitted.
l. Use of the Library's meeting rooms does not constitute Library or City of Coeur d’Alene’s endorsement of viewpoints expressed by participants in the program. Advertisements or announcements implying such endorsement are not permitted.
m. Equipment, supplies, materials, or other items owned by a community group or used by them in the Library are not the responsibility of the Library, nor can they be stored in the Library.
n. A pay telephone is available in the lobby on the main level. The Library telephones are not available to meeting room users, nor can the Library staff page people who are in the meeting Rooms, except in an emergency.
o. Library meeting rooms are handicapped accessible. It is the responsibility of the group holding meetings to provide ADA compliance for their programs.
p. Groups must vacate the Library ten (10) minutes prior to the Library's regular closing time unless arrangements have been made in advance.
q. Failure to abide by the library’s meeting room policy and rules of conduct may result in the cancellation of or refusal of future reservations.
r. The Library Director is authorized to deny permission to use the Meeting Room or terminate any meeting in progress to any group which is disorderly in any way, or which violates these regulations.
s. Alcoholic beverages may not be served or consumed on library property except at special events hosted by the Coeur d’Alene Public Library Foundation, Friends of the Library, or library supporting organizations or associations. (June 2012)

ii. Reservations
a. Priority for use of the meeting will be given to Library and city sponsored meetings and programs, including City of Coeur d’Alene departments, boards, commissions and elected bodies as well as meetings and programs sponsored by groups and organizations affiliated with the library
b. With the exception of the Library and the City of Coeur d’Alene, groups may not reserve the meeting rooms any further in advance than three months.
c. No private parties such as wedding showers, birthday parties, etc. will be allowed.
d. When making a reservation, please provide: Name of organization and name, address, and telephone number of the responsible person.
e. Individuals or groups using the meeting rooms must sign the meeting room agreement.

B. Library Gallery Exhibition Policy. Although the Library may be providing space for a display or exhibit, this does not necessarily indicate that the Library endorses the position promoted by the exhibit or display.
iii. Purpose – To provide exhibition space for non-profit organizations, clubs, schools, community and youth groups, and artists’ organizations, in order to allow them to publicize their activities, history and current projects.
iv. Selection and Scheduling – Exhibits may be scheduled by contacting the Library. Display cases may be reserved up to three months in advance.
v. Sales – Exhibition items may not be priced for sale.
vi. Installation – Exhibits will be installed and dismantled by members of the exhibiting organization. Exhibits can be installed on the 1st day of the month the Library is open, and must be removed by the last open day of the month.
vii. Publicity – All publicity will be the responsibility of the organization.
viii. Security – Display facilities are designed to be reasonably secure. Exhibitors wishing to staff their displays may do so. The Library cannot provide personnel to guard displays. The Library is not financially responsible for loss of or damage to displays. Responsibility for damage to Coeur d’Alene Public Library display areas caused by exhibition resides with the exhibitors.
ix. Insurance – The city’s insurance does not cover property not owned by the Library. Exhibitors wanting insurance must arrange for it themselves.
x. Hours – The display area will be open to the public the same hours as the Library building is open to the public.
xi. Restrictions
a. Use of the gallery space and bulletin boards will be granted to non-profit community groups and organizations whose aims are educational, cultural, informational, and lawful.
b. The space may not be used for exhibits which are commercial, promote a specific religious concept, or espouse partisan politics.
c. Users may not exhibit information about political candidates or issues that are currently on the ballot or being heard in the Legislature.
d. The exhibit shall include a clearly visible sign identifying the individual or group responsible for the exhibit, and exhibits will not be publicized in a manner that suggests Library sponsorship or affiliation.
e. The Library reserves the right to remove time-dated material or materials which do not comply with guidelines established by the Library Director.
f. Librarians may establish criteria regarding the size of material to be displayed or distributed, the length of time materials may remain, and/or the frequency with which material may be posted or distributed by the same individual or group.

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