Meeting Room Policy

  1. The Stevens Memorial Library Meeting Rooms are available free of charge to individuals and groups for meetings of an educational, cultural, civic, or recreational nature, including neetings of local political committees. Subject to the same limitations, the meeting rooms are available for use by other town departments and town boards in accordance with the open meeting law. Qualified individuals or groups will be permitted to use the meeting room regardless of their beliefs or affiliations. Use of the meeting room for library purposes takes precedence over other uses.
  2. No admission fee may be charged, no donations solicited, and no merchandise sold by any group using the meeting room, except for fundraising in support of the library.
  3. Commercial or profit-making organizations sponsoring educational programs of a nonprofit nature will be permitted to use the room provided meetings are open and free to the general public.
  4. Children’s and teenage groups may use the room provided they are supervised by one or more adults. Ratio 1:12
  5. Groups holding meetings must assume responsibility for any loss or damage.
  6. If furniture is rearranged, it must be put back in its original condition. The rooms must be left neat and orderly. If they are not, the group may be denied further use of the rooms. Any damage to library property must be paid for by the group responsible.
  7. The library board and staff do not assume any liability for groups or individuals attending a meeting in the library.
  8. Permission for any group to use the meeting room does not constitute an endorsement of the group’s philosophy or objectives by Stevens Memorial Library.
  9. Neither the name nor the address of the library may be used as the official address or headquarters of a group.
  10. Smoking and the use of alcoholic beverages are prohibited.
  11. No materials shall be attached to the walls. No storage will be provided to groups using the meeting rooms.
  12. The library cannot be held responsible for loss or damage to exhibits or materials left in the meeting room or personal property of those attending meetings.
  13. The library telephones are not to be used for in-coming and out-going calls. Messages will be taken only in the case of an emergency. A public phone is available in the entryway outside the meeting room.
  14. Library equipment (television, VCR, projector, slide projector, etc.) must be reserved separately. The individual making the reservation will be responsible for the equipment.
  15. Only the preparation of light refreshments will be permitted in the staff kitchen. Kitchen facilities may be used for the preparation of coffee or tea.
  16. In order to avoid conflict with staff breaks and meals, prior arrangements must be made for the use of the staff kitchen.
  17. Groups must provide their own dishes, utensils, paper goods, etc.
  18. The staff room adjacent to the kitchen is unavailable for public use.
  19. Reservations for use of library meeting rooms must be made through the library Director’s Office. One person 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 number of persons expected. A signed copy of the Meeting Room Policy Application must be received by the library prior to meeting date.
  20. All meeting attendees must exit the library by 9 p.m.
  21. Decisions on the use of the meeting room by any group or individual will be made by the Director and/or the Board of Trustees. Any questions on the interpretation of this policy will be referred to the Director. Final determination rests with the Board of Trustees.