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Youth Services Bureau
 
Meeting Room Policy
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Town of Granby Public Library
Department of Library Services
Meeting Room Policy
Statement of Purpose
Meeting and study room space may be provided for individuals and groups as part of the library’s program of service. The purpose of this Meeting Room Policy is to establish the procedures and rules by which users of the library may use the library’s meeting rooms. The Library Board subscribes to Article IV of the Library Bill of Rights, which states that such rooms should be made available to the public served on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
General Rules and Information
  • The activities and programs of the library and the Town of Granby have priority use of the rooms; otherwise they may be used by individuals or groups. The fact that a group is permitted to use a room does not in any way constitute an endorsement of the group’s policies, beliefs or actions by the library or the Town.
  • Rooms are available daily on a drop-in basis; requests for future or multiple dates must be made by filling out a meeting room application. Reservations are accepted for the current calendar year, except that reservations will be scheduled for the following year beginning in December.
  • Permission to use the meeting rooms by individuals or groups shall be granted by library staff, in consultation with the Director of Library Services if necessary. The library reserves the right to deny space to meetings that are likely to become disruptive to normal library operations. Denial of an application to use a room may be appealed to the Granby Library Board.
  • Library rooms are available at no cost to the user; users may not charge admission or make sales.
  • Requests to use library equipment must be made at the time of the room reservation. Groups who use library equipment or rooms to show movies must secure all necessary performance rights and agree to indemnify the library for any failure on their part to do so.
  • The library staff reserves the right to re-assign a room or cancel a reservation.
  • Anyone violating library rules may be asked to leave and/or denied future use of the facilities.
Availability
Rooms are available for use during library hours. Rooms may be used for 2 hours per day. This time may be extended at the discretion of the library staff based on other requests for the space being used. Activities must end 15 minutes before library closing time.

Study Rooms
There are two study rooms available at the Granby Public Library
  • Teen Study Room (maximum capacity 12)
  • Quiet Study Room (maximum capacity 4)
Children’s Program Room
The Children’s Program Room at Granby Public Library may be used only upon consultation with the Children’s Librarian when there is no conflict with scheduled or proposed library programs. The maximum capacity is 20.

Cossitt Library
Small groups whose presence would not interfere with the general operations and programs the library offers may request to meet at Cossitt Library. Requests for meetings at Cossitt Library must be coordinated through the Director of Library Services and the Cossitt Librarian. The maximum capacity for the Adult Area is 15. The maximum capacity for the Children’s Room is 15.

Responsibilities of Users
  • Individuals requesting use of a room on a same day drop-in basis will provide the library staff with the following information: name, telephone number, and number of people attending.
  • Individuals requesting to reserve a room for future date(s), either for personal use or on behalf of a group or organization will complete an “Application to Reserve a Library Meeting Room” before the  first scheduled meeting.
  • The user must notify the library staff if a meeting is canceled.
  • An adult who reserves a room on behalf of a group of children or teens shall assume full responsibility for the entire group from the time its members arrive until the last has left the premises.
  • Lights must be on while the room is used.
  • Windows may be opened with permission from the library staff.
  • The door will remain unlocked.
  • Refreshments may be served. Alcoholic beverages are prohibited.
  • Smoking is not allowed anywhere in the library building.
  • The person reserving the room assumes responsibility for proper supervision of the group, restoring the room to the same condition in which it was found (including clean-up and trash removal), and informing the library staff when the meeting has ended.  Users may be held responsible for any damage or loss to Town property.
Approved by Granby Library Board
June 11, 2001
Amended February 10, 2003
Approved as revised June 9, 2008





 
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