Meeting Room Policy

The Board of Library Trustees of the Chelmsford Public Library subscribes in full to the philosophy contained in the Library Bill of Rights as set forth by the American Library Association. The Library welcomes the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. The meeting rooms are available on equal terms to all not-for-profit groups in the community regardless of the beliefs and affiliations of their members, provided that the meetings are open to the public. A group’s use of the Library ‘s meeting rooms does not imply endorsement of the group’s policies, beliefs, or programs by the Board of Library Trustees or staff. Meeting rooms are available free of charge during regular Library hours.
Regulations and Requirements:
	In an effort to ensure the smooth operation of the Library as a meeting place for local, non-profit organizations as well as the Library’s programs and exhibit space, the Board of Library Trustees has approved the following regulations:
Application and Reservations:
	(a) A preliminary application form must be filled out yearly and submitted to the office of the Library Director. One person, who is at least 18 years of age, must assume responsibility for any meeting, providing a name, address, and telephone number, as well as the name of the organization, purpose of the meeting, time desired and the number of persons expected. A signed copy of the meeting room policy must be received by the Library prior to the meeting date. Once approved, a group need only complete a Reservation Request form for future dates. (b) Reservations must be made in person, by mail, fax, or by telephone before actual use. Filing a reservation form does not guarantee use of a room. Confirmation must be granted by the Library. (c) Reservation forms must be completed in full and must include equipment, furnishings needed, the maximum number of attendees and whether or not light refreshments will be served. A list of available equipment/furnishings is attached. (d) Children and teen age groups may use the meeting rooms provided one or more adults supervise them. Ratio 10:1. (e) No admission fee may be charged, no business or donations may be solicited, directly or indirectly, and no merchandise, food, or beverages may be sold by any group without written permission in advance from the Board of Trustees or the Library Director. A written request must be submitted to the Board of Trustees before the second Wednesday of the month. (f) Applications are available at the Office of the Library Director.
Scheduling:
	(a) First priority in scheduling meeting and conference rooms will be given to Library programs, including Friends groups, staff meetings, and Board of Trustees meetings. Second priority will be given to other Town departments and Town boards in accordance with the open meeting law. Third priority is given to non-profit organizations in order of request. (b) Town departments, boards, and non-profit organizations may schedule the meeting room once a month on a regular basis every six months. Applications will be accepted beginning May 1st for reservations between July - December and beginning November 1st for reservations between January - June. Reservations will be made in order of request. (c) The Library Director will make the final determination/decision in the case of any conflict in scheduling. (d) While every attempt will be made to accommodate all groups, reservations cannot be guaranteed based on past use and times. (e) If a meeting is cancelled by the user, the Office of the Library Director must be notified as soon as possible. The groups must notify the Library within 24 hours of the meeting, if a custodial fee is to be refunded.
Hours/Days:
	(a) The meeting rooms are available free of charge:
		Monday - Thursday: 9 a.m. - 8:45 p.m. (amended 5/9/07) Friday, Saturday: 9 a.m. - 5 p.m. Sunday 1 p.m. - 4:30 p.m. (October - May)
	(b) If a meeting lasts beyond regular Library hours, a $25 fee per hour (or any part of an hour) for custodian overtime must accompany the application. If custodial help is unavailable, the Library reserves the right to deny the request. (c) All meetings must end by 10 p.m. Monday - Thursday and by 5 p.m. on Friday and Saturday and by 4:30 p.m. on Sunday. No meetings will be scheduled Friday, Saturday, or Sunday evenings or Sunday morning without special permission of the Board of Library Trustees and the availability of custodial help. A written permission request must be submitted to the Board of Library Trustees before the second of each month. (d) The Conference Room is available only when the Library is open. Conference Room meetings must end 30 before Library closing. (e) It is the policy of the Board of Library Trustees that a custodian must be in the building when the public is in attendance and will be responsible for securing the facility when the public has left. Arrangements for meeting beyond Library hours are contingent on custodian’s availability and must be made 2 weeks in advance. (f) The Library reserves the right to cancel any meeting because of the unavailability of a custodian due to illness or other emergency. (g) The meeting rooms are unavailable when the Library is closed on holidays or due to inclement weather or other emergencies. Cancellations are broadcast on WCAP.
Exceptions to this policy may be made at the discretion of the Library Board of Trustees and/or Library Director. The Trustees have final authority concerning the use of the meeting rooms. Approved Library Board of Trustees December 8, 1999
Meeting Room Guidelines:
	(1) All meetings are free and open to the public (2) No admission fee may be charged, no business, food, or donations may be solicited, directly or indirectly, and no merchandise or beverages may be sold by any group without written permission in advance from the Board of Library Trustees or the Library Director. A written permission request must be submitted to the Board of Library Trustees before the second Wednesday of each month. (3) Light refreshments, such as cookies and coffee, are permitted in the McCarthy Meeting/Children’s Activity Room. No food or drink will be allowed in other areas of the Library. (4) Use or sale of alcoholic beverages is absolutely prohibited. (5) No smoking the Library or the courtyard. (6) Users are responsible for publicity, pre-registration, etc. Publicity may only list the Library as the meeting site. Co-sponsorship with the Library should not be indicated unless there is a prior agreement. (7) The Library should not be used as a mailing address for any group or organization. (8) Library telephones must not be used for long distance phone calls. Pay phones are available across the street outside of Zesty’s, Stop and Shop, and Marshall’s. (9) Nothing should be attached to walls. Do not use tape, labels, thumbtacks, or adhesives for signage on any of the walls in the meeting rooms. (10) The user is responsible for tidying all areas used, and is expected to leave the facility in the same condition as found. (11) Noise should be minimized throught the Library, especially in the Meeting Room Lobby and the Lower Level Conference Room. Meetings must not interfere with regular Library service.
Organizations failing to abide by these conditions will be notified in writing and will be informed that unless the situation is corrected, the Library Trustees will rescind permission to use the meeting rooms. Click to open a Meeting Room Application in .pdf format.



	©2006 Chelmsford Public Library