Leverett Library Community Room Policy

Adopted February 12, 2003

Amended 9/10/03, 9/9/04, 11/10/04, 1/12/05, 1/19/11, 4/12/2017, 9/12/2018, 1/9/2019

Leverett Library Policy Statement: Use of the Community Room

The Trustees of the Leverett Library have formulated this policy for the use of the Community Room to ensure that Leverett residents have the greatest possible access to educational and cultural opportunities. The Library encourages events that are free and open to the public.

The Community Room is made available as a public service. Booking the room in no way constitutes an endorsement of the program or philosophy of the group or individuals using the facilities. The Trustees reaffirm the American Library Association’s Bill of Rights which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting its use.

The priority of the Community Room is to support programs and functions that further the goals of the Library. When not being used by the Library, the room is available to town boards or committees, non-profit groups, and individuals or businesses for educational, recreational, and civic purposes. Authority for approving applications rests with the Library Board of Trustees. Persons wishing to display art in the Community Room should refer to the Leverett Library Art Exhibit Policy.

Neither the Board of Library Trustees nor the Town of Leverett shall be responsible for supervision of children or for injury to persons or property that occurs while the Community Room, kitchen area, or common areas are being used. Groups using the facility must conform to the following Regulations and Procedures.

Regulations and Procedures

  1. Applicant must be 18 years of age or older.
  2. Application must be made at least one (1) week prior to use. The Library Director will notify applicant of approval within 96 hours. If event is cancelled, the Library Director should be notified immediately.
  3. Reservations may be made up to six (6) months in advance.
  4. A Library Staff member or Trustee must be present if the Community Room is used when the Library is closed. The Staff member or Trustee is responsible for proper closing and locking the Library.
  5. Individuals wishing to offer ongoing classes in the community room to the public for a fee must obtain sponsorship from the town Recreation Commission.  No room fee is charged for these classes.
  6. Charges listed in the Room Fee Schedule apply each time the room is used.
  7. Events must end by 10:00 p.m.
  8. Advertisements and notices for non-library programs must note that the Leverett Library is not a sponsor of the event. It is the responsibility of the applicant to create and distribute their own advertising materials.
  9. The Library Director should be consulted when the building is closed due to inclement weather. Cancellation notices to the public are the responsibility of the applicant.
  10. Number of people attending meeting/program must be reported on feedback form. Comments about the room are welcome.
  11. Chairs (50), tables (6), screen, lectern, multimedia workstation, and use of kitchen area are available. Groups are responsible for their set-up and must leave the room according to wall diagram. Storage space is not available. 
  12. Light refreshments may be served and must be consumed in the Community Room.
  13. The Community Room must be left clean. All garbage and trash must be removed from premises. For security reasons, the applicant or designated person must remain at the library while the Staff member or Trustee closes the building.
  14. Tables should be covered when glue, paint or other materials that could mark furniture are used.
  15. Smoking and alcoholic beverages are prohibited on Library property.
  16. Materials may not be sold at the event without permission of the Library Director.
  17. Nothing may be hung on the walls without permission of the Library Director. Persons wishing to display art in the Community Room should refer to the Leverett Library Art Exhibit Policy.
  18. No open flames of any kind are allowed.
  19. Children must be supervised by group members. Pick-up of children must be monitored by the group.
  20. A maximum of 50 people may occupy the Community Room or common hallways.
  21. Applicant may not use amplification, microphones, or music without prior approval of Library Director. The Director has absolute discretion in allowing or denying amplification, microphones, or music.
  22. No decision will be made on room use for an event connected with an art exhibit until the application and paperwork for the exhibit has been received and processed.
  23. Applicant is responsible for all damage to building, books, furniture, or fixtures during their use of the Library.
  24. Applicant will indemnify and hold Trustees or Town harmless for any injuries sustained during group’s use of Library except if caused by Library Trustees’ intentional or grossly negligent conduct.
  25. Applicant may be required by the Trustees to arrange for police coverage of the event.
  26. Failure to comply with these Regulations and Procedures may jeopardize applicant’s future use of the room.


Room Fee Schedule and Record per Event (To Be Filled Out By Library Staff)

Event type

Charge

Collect

Free event sponsored by Library staff, Library Trustees, Friends of the Library, town groups, town individuals, Library agencies

No Charge

No Charge

Book readings, author appearances

No Charge

No Charge

Event with admission fee, fund-raiser or donation requested sponsored by town groups or town individuals

$10

Event with admission fee, fund-raiser, donation requested, or sponsored by commercial business

$50

Classes with a fee to the public (under auspices of Leverett Recreation Commission)

No Charge

No Charge

Additional fees

Free event sponsored by individual or group not Leverett-based (except groups affiliated with Massachusetts libraries)

$10

Donation (in addition to any fee)

Sponsors pay $17 per hour for a Library Staff member during after-hours use. (Cash or checks payable to the Town of Leverett.) $17 minimum charge. An additional $5 per quarter hour will be charged if the Staff member is required to stay later than scheduled.

Total Fee (Cash or checks payable to the Town of Leverett)


Leverett Community Room Application

Contact Person____________________________ Application Date______________

Address ______________________________________ Telephone _______________

Email______ ________________________________                       

Group’s Name __________________________________________________________

Date of Meeting/Event ________________ Hours (include set up and clean up) __________

Number of people expected _______        (Theater seating 50         Classroom seating 30)

Name & Type of meeting/event ____________________________________________

Library Staff Member or Trustee____________________                    (for after-hours use)

Available for your use: Chairs (50), tables (6), screen, lectern, A/V system, kitchen area

I have read and agree to comply with the Leverett Library Community Room Policy and Regulations and Procedures. I understand that neither the Board of Trustees for the Leverett Library nor the Town of Leverett shall be responsible for injury to persons or property that occur while the Community Room is being used.

____________________________________    _________________________

        Signature of Contact Person                        Date

Room Fee Schedule and Record per Event (To Be Filled Out By Library Staff)

Event type

Charge

Collect

Free event sponsored by Library staff, Friends of the Library, town groups, town individuals, Library agencies

No Charge

No Charge

Book readings, author appearances

No charge

No charge

Event with admission fee, fund-raiser or donation requested-sponsored by town groups or town individuals

$10

Event with admission fee, fund-raiser, donation requested, or sponsored by commercial business

$50

Classes with a fee to the public (under auspices of Leverett Recreation Commission)

No Charge

No Charge

Additional fees

Free event sponsored by individual or group not Leverett-based (except groups affiliated with Massachusetts libraries)

$10

Donation (in addition to any fee)

Sponsors pay $17 per hour for a Library Staff member during after-hours use. (Cash or checks payable to the Town of Leverett.) $17 minimum charge. An additional $5 per quarter hour will be charged if the Staff member is required to stay later than scheduled.

Total Fee (Cash or checks payable to the Town of Leverett)


Town of Leverett

LESSEE/USER’S INDEMNIFICATION STATEMENT

I, or The__________________________shall to the maximum extent permitted by law,

                    (Name of Lessee/User)

indemnify and save harmless the Town of Leverett, its officers, agents, volunteers, and

employees from and against any and all damages, liabilities, actions, suits,

proceedings, claims, demands, losses, costs, and expenses (including reasonable

attorney’s fees) that may arise out of or in connection with my or the organization’s

lease or use of the ___Leverett Library_____________________ located at

                                         (Name of Town Facility)

________75 Montague Road____________for any damage or injury to persons and/or

           (Address of Town Facility)        

real or personal property that occurs in conjunction with the lease or use of

_____Leverett Library_________ by me or the organization.

     (Name of Facility)

Lessee/User’s Name, Address:

_________________________

_________________________

_________________________

Signature: ________________

Date: ____________________


Feedback Form

Thank you for choosing the Leverett Library’s Community Room for your meeting/event.

Please fill in this feedback form and give it to the Library Staff member or Trustee before you leave.

_______________________________________                        ________________

                Group Name                                                                Date

Number of people in attendance (for statistical reports)  ___________

Comments:

HAVE YOU . . . ?

Library Staff or Trustee Checklist

_______________________________

                                                        Library Staff or Trustee Name