3. Facilities Policy; Emergency and Disaster Management ; Equipment and Inventory; Library Services and Training Meeting Room Policy
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New Salem Public Library offers two meeting areas, the Adult Reading and Study Area and the Children’s Room for educational, recreational and civic purposes provided that such use does not interfere with regular library services or programs and that those groups using the facilities conform to the following rules:
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a. Reservations for the use of the meeting space must be made by a responsible member of the organization requesting the use of the room who will see that all library rules are followed. Reservations from organizations for use of the meeting room space are made by completing the Meeting Room Application and contacting the Circulation Librarian. Reservations for meeting space are not confirmed until the reserving party is notified. Meeting space may be reserved up to 3 months in advance. Meeting space is provided primarily for library-related activities such as discussion groups, slide or film programs or lectures sponsored or co-sponsored by the library. These activities will receive priority in the use of the meeting space. Non library related requests will be granted in the order in which they were received.
b. Verbal or written cancellation of a meeting room reservation is required in advance. Failure to notify the NSPL of a cancellation in the scheduled use of a meeting room may result in the denial of any future requests by the sponsoring organization.
c. Regular library service must take precedence over all other activities and the use of the meeting space must not interfere with the operation of the library.
d. The Adult Reading and Study Area can accommodate 18 people and the Children’s Room has a maximum capacity of 35 people.
e. Meeting space is only available during regular library hours. All use of the meeting rooms must begin after the Library has opened to the public, and meeting rooms must be cleared 15 minutes before scheduled closing time. A request to waive this rule must be made in writing at least one week in advance to the Library Director. Waiver of this rule, if approved by the Director, will require a charge in the amount required to pay for custodial overtime. The Library is closed on all Massachusetts legal holidays and Sundays.
f. An admission fee may be charged for special programs only with prior approval in writing from the Board of Library Trustees. Groups using the NSP Library meeting rooms may sell merchandise.
g. All meetings must be open to the public. Private parties by invitation only are not permitted.
h. No smoking is allowed in the building or near the main entrance.
i. Groups holding meetings must assume responsibility for any loss or damage to NSPL property and must leave the facilities in order. Nothing may be hung on the walls of the meeting rooms.
j. The NSPL is not responsible for materials, supplies, or equipment owned by the group and used by them in the NSPL.
k. Only light refreshments may be served in the meeting rooms. There are no kitchen facilities. Groups serving refreshments must remove all left over food and drink and bag all the trash. Alcohol may be served during special events but is subject to proper licensing and NSPL Trustee notification and approval.
l. Reservations must be made in advance for the use of the NSPL’s audiovisual equipment and must be operated by a qualified person.
m. The NSPL Trustees reserve the right to refuse the use of the library meeting rooms or cancel any reservation when they deem the action to be in the best interest of the NSPL and/or Town of New Salem.
n. The NSPL meeting areas will not be available for use in the event that the building is closed due to emergency conditions or inclement weather. Groups that have reserved a library meeting room should listen to the local radio station or call the library for announcements of delayed openings or early closings.
o. Use of the Library meeting rooms by any group in no way constitutes endorsement of that group’s policies or activities by the Library.