Tuscarawas County Public Library System Meeting Room Policy
Board approved 3/18/2013
The Tuscarawas County Public Library System has meeting rooms available at its New Philadelphia and Bolivar locations. The primary purpose of the Tuscarawas County Public Library System’s meeting rooms is to provide a space for library and library-related activities. The needs of the library and the library’s Friends groups will take precedence. The library also reserves the right to cancel or reschedule any meeting.
The use of library meeting rooms is free, but donations to the library will be accepted to assist in the cost of maintaining meeting room facilities. A fee may be charged in the event that a group’s use of a meeting room results in the need for repair to library furnishings or if excessive clean-up is required by library staff. Imposition of this fee will at the discretion of the Library Director or designee.
Library meeting rooms are subject to the stipulations below and available for use during regular library business hours to educational, cultural, civic, social, political, religious, or professional organizations, or to persons volunteering as tutors as part of a non-profit program.
Meeting rooms are not available to non-library groups or individuals for the promotion or sales of services or products, fund-raising, campaign activities, conducting classes for profit, or private social functions. Meetings shall be open to the public. No admission or attendance charge or required donation may be assessed by any non-library group using a meeting room.
The library may permit presenters at library-sponsored programs to sell merchandise related to the subject or activity of their program to reduce the cost of the program to the library or to raise funds for the library Friends group. Likewise, a library-sponsored program may have a registration charge to defray or reduce the cost of the program to the library. The library may, on occasion, sponsor classes offering instruction in skills. Tuition fees to cover costs of supplies may be charged. The library may also allow its meeting rooms to be used by local school systems or area colleges and universities. In such cases, tuition fees may be charged.
The Director or designee must approve all reservations. A meeting room may be reserved up to six months in advance of the meeting date and for no more than two meetings per month. Meeting room reservations are not to exceed four hours. Meetings must end at least 30 minutes before the library closes with attendees vacating the room at least 15 minutes before the library closes. In the event a group cancels a meeting, it is the responsibility of the group to promptly notify the library.
Groups are responsible for arranging the chairs and tables to meet their own needs. Following their use of the room, groups must return the room to its original state.
Refreshments may be served, but are restricted to the Meeting Rooms and are not permitted in other parts of the library except during library-sponsored events. Smoking and alcoholic beverages are prohibited. Groups serving refreshments are responsible for providing all serving utensils and for cleaning up following their meeting.
The room reservation must be made by an individual, over the age of 18, who will be in attendance throughout the meeting, who will be responsible for the orderly conduct of the group, and who will be liable in the event of any damage to library property and/or equipment. The library is required to keep statistics on the use of its meeting rooms. Upon arriving at the library, the adult who reserved the meeting room will be asked to complete a Meeting Room Use Form (available for download below). At the end of the meeting, the adult who reserved the room will be asked to provide staff with any comments or concerns about the meeting room facility, to share the final attendance count for the meeting, and to return a room key if applicable. Reservations for the New Philadelphia meeting room may be made by calling 330-364-4474 ext. 102; reservations for the Bolivar meeting room may be made by calling 330-874-2720.
The library makes no endorsement, express or implied, of any non-library event or activity held in the meeting room. Publicity of such events must include a disclaimer to this effect. The Library Board of Trustees and the library staff do not assume any liability for groups or individuals attending any meeting or program in the library.