Use of Meeting Room(s) Policy
Policy Approved: July 1990
Policy Amended/Modified: August 12, 1996
Policy Amended/Modified: October 9, 2000
The Lodi Woman's Club Public Library has two meeting rooms which are intended primarily for the library's own programs, staff and board meetings, story times, reading programs, instruction in the use of the library, or any program in which the library is a sponsor, participant or cooperating agency.
It is the intent of the Library Board to encourage additional use of the meeting rooms by groups based in the City of Lodi and surrounding rural townships which are part of the School District of Lodi and the library's service area. The library does not charge a fee for use of a meeting room, but donations are accepted. Use of the library's meeting rooms by any group does not imply library staff or Trustee endorsement of that group or any viewpoints presented.
To apply for meeting room space, an authorized representative of the group must file a written application with library administration in advance, but not more than four (4) months nor less than two (2) weeks prior to requested date. These facilities are not intended for regularly scheduled meetings of groups. However, a group may schedule twice within a four (4) month period. Library sponsored or co-sponsored groups, staff, activities, adult education and library related programs are an exception to this guideline. The Library Board reserves the right to accept or reject an application, which may include any meeting which interferes with normal library use because of noise, activity, etc.
Reservations for meeting rooms are on a "first come, first approved" basis. Meeting rooms are available to use during library hours only and must be vacated before the library closes. Exceptions to the hours are library programs and activities. All meetings must be open to the public and no admission fees may be charged or solicitation made.
These rooms may not be used for selling or advertising products, services or for promoting a business firm, or for personal or family use. The Library and programs and Friends of the Library and their programs are exceptions for sales and fundraising.
Cancellation. In case of a canceled meeting, the person responsible for application should call the library to cancel the meeting room reservation ASAP, and no later than 72 hours before the meeting. In case of inclement weather please call ASAP to cancel meeting room reservation.
Children who accompany adults to a meeting room must be supervised at all times. Any group composed of members under the age of 18 must have adult supervision. Only adults may request and sign the application form for use of a meeting room.
Groups using the meeting rooms must agree to meet Americans with Disabilities Act (ADA) requirements and provide requested accommodations to meeting or programs. The agreement to provide an Interpreter or other accommodations is to be included in the publicity or notices for each meeting or program. Here is a sample statement for publicity:
If you need an interpreter, materials in alternative formats, or other accommodations to access this meeting or program, please contact (name of person/organization) two weeks in advance of program or meeting.
Library Board reserves the right to charge the group responsible for using room for any damages to premises, furniture or equipment. No materials may be fastened to walls, ceilings or fixtures. The Library will not accept responsibility for lost or stolen articles or equipment left in the meeting room/building.