Peterborough Public Library

Transcription

1 Peterborough Public Library Room Booking Policy Department Community Effective Date Feb 2008 Services Division Arts Culture & Approval Level Library Board Heritage Section/Facility Public Library Policy # 1.0 PURPOSE 1.1 The Peterborough Public Library welcomes the use of its meeting rooms. As part of its service to the community, the meeting rooms are available for rental to community groups, agencies and organizations. All rentals will be subject to the terms defined by this policy. 1.2 According to the Public Library Act of the Province of Ontario a library board shall make rules regulating matters connected with the management of the library and library property and further a board may impose such fees as it considers proper for use of the part or parts of a building that are not being used for public library purposes. 1.3 The purpose of this Policy is to outline the terms and conditions for the use of meeting rooms at the Main Branch of the Peterborough Public Library. Meeting rooms are provided for Library and Library-related programs and meetings. After these needs are met they may be available to groups and organizations as public facilities to be booked for meetings, education or training seminars, cultural events, and community interest activities. 1.4 Booking Priorities Library and co-sponsored programs Staff training and meetings Library-related groups (e.g. Friends of the Library) City departments Non-profit groups and organizations Profit-making groups and organizations

2 2.0 APPLICATION 2.1 Use of the meeting room by any group or organization does not constitute an endorsement by the Library Board of the group s policies or beliefs. The Library will not knowingly permit any individual or groups to use its facilities in contravention of the Criminal Code of Canada. 2.2 Groups using the facilities may not limit attendance on the basis of race, colour, religion, sex, age, sexual orientation, mental or physical disability as defined by the Ontario Human Rights Code, 1990 and the Canadian Charter of Rights and Freedom, Organizations are responsible for complying with all applicable laws and by-laws as well as the Library s Rules of Conduct. 2.3 The Library may deny applications for use based on the availability of space, frequency of use, or requests for space by other groups and organizations. 3.0 DEFINITIONS 3.1 The following definitions shall apply for the purposes of this Policy: Non-profit group - Not-for-profit organizations are defined as those organizations with proof of incorporation as a not-forprofit or charitable entity; any organization nationally recognized as a service organization; or any local group meeting for a specific not-for-profit purpose. Membership for all of these organizations must be open to the public. If a Not For Profit group is charging for attendance, then the For Profit room rental fee will apply Profit-making group - any group or organization one whose purpose is to conduct its operations in order to realize financial profit. 4.0 THE POLICY 4.1 Regulations: All bookings are made through the staff at the Main Branch of the Library. The Library reserves the right to review the Rental Application and Agreement Form. Acceptance or refusal of a specific booking shall be at the discretion of the C.E.O. Any person or group so refused may appeal in writing to the Board. 4.2 Fees: There is a basic rental rate per four-hour period for each room. Fees are established in Appendix 1 - Fee Schedules. Discounts apply for multiple bookings.

3 4.2.2 Payment should be made by credit card (MasterCard or VISA), Interact, cash, or cheque. First time applicants will be required to pre-pay within five (5) business days of the booking request. Applicants in good standing will be invoiced NSF (not sufficient funds) cheques will be subject to a $25.00 handling charge Non profit organizations will be given a 33% discount off the regular rate. Nonprofit organizations charging admission, advertising "admission by donation" or "donation suggested" or fund raising in library facilities will be charged the full rate. 4.3 Cancellations: Cancellations made at least 48 hours before the booking will be refunded minus a 10% administration fees. After that period, no refunds will be given If the Library is unable to provide the premises for the Applicant s use due to matters beyond the Library s reasonable control, including but not limited to damage to the premises or labour disruption, then the booking shall be terminated and the Applicant shall be entitled to a refund of fees it has paid the Library. The Applicant will waive any claims for damages or compensation on such account of such termination other than the refund referred to above. 4.4 Loss of Rental Privileges: The Library, in its sole discretion, reserves the right to terminate the Applicant s right to the use of the premises: a) for failure to follow this policy, the Peterborough Public Library Rules of Conduct or the terms of the rental agreement b) if the applicant has invoices of any sort outstanding for six (6) months 4.5 Liquor License: Consumption of alcohol is restricted to the auditorium. The renting group is responsible for obtaining a Special Occasion Permit and for following the City of Peterborough Municipal Alcohol Policy. 4.6 Smoking: Smoking is not permitted. The use of open flames, smoke or odour produced by burning aromatic substances such as candles is strictly prohibited. 4.7 Publicity & Signage: Publicity and signs by the organization must not give the impression that the Library is an event sponsor. Except for

4 Library co-sponsored events, distribution of promotional material in the Library is only permitted on the day of the event. 4.8 Damages: The Library is not responsible for damage to, theft, or loss of articles or property belonging to persons renting Library rooms and/or to program attendees Rooms must be left in an orderly and clean condition. Loss or damage to any Library property arising out of the occupancy by a group must be paid by that group It is the responsibility of the renting group to evacuate the room in case of a fire alarm or other emergency. 4.9 Booking Information: Meeting rooms may be booked by phone at extension 2360, in person, or by . The booking will be confirmed upon receipt of the completed agreement form. If the signed form is not received the room will not be held Meeting rooms may be booked 12 months in advance based on availability. The Library reserves the right to limit the number of bookings Persons or organizations must appoint a contact person who is 18 or older, who will sign the necessary documents, make all arrangements and be responsible for equipment and the security/safety of the rooms Equipment: Audiovisual equipment is available at no charge, but must be booked in advance. Equipment includes: Lectern and Microphone, Overhead, Slide, Video and LCD Projectors, TV and VCR Use of the kitchen facilities and coffee and tea urns must be requested at the time of application for meeting room facilities. Use of the kitchen is for serving light refreshments only. The Library does not supply dishes, utensils or cleaning supplies.

5 5.0 APPENDIX, RELATED POLICIES, PROCEDURES & LINKS Appendix 1- Fee Schedule. Room Rates Non-Profit For-Profit Additional Hours Board Room Hourly $10.00 $15.00 $15.00 Half Day (4 hrs) $27.00 $40.00 $15.00 Full Day (8 hrs) $50.00 $75.00 $15.00 Auditorium Hourly $20.00 $30.00 $30.00 Half Day (4 hrs) $54.00 $80.00 $30.00 Full Day (8 hrs) $ $150.0 $30.00 There is a 10% discount for three (3) or more bookings and a 20% discount for ten (10) or more bookings. All bookings must be made at the same time to be eligible for the discount. Cancellation of bookings will result in the full fee being applied. There are no discounts on Sundays for bookings outside the Library s regular hours of opening. Related Policies Alcohol Management Policy Smoking By-Law AMENDMENTS/REVIEW DATE Date (yyyy-mm-dd) Section # Amended Comment