LIVERPOOL CITY COUNCIL CENTRAL LIBRARY MEETING ROOMS USAGE POLICY

Transcription

1 LIVERPOOL CITY COUNCIL CENTRAL LIBRARY MEETING ROOMS USAGE POLICY PRINCIPLES OF USE: The Library has meeting rooms available for use by the community, which is the subject of this policy. These rooms are primarily for hire by community groups and organisations within the Liverpool Local Government Area. Priority will be given to activities that are compatible with and complimentary to the Library s role and objectives. DESCRIPTION OF ROOMS: 1. The ORANGE room (Activities room), located at the ground floor of the Library, can seat up to 60 people in concert-style or up to 35 people seated at tables. There is access to tea-making facilities. This room has full disabled access. 2. The PURPLE and PINK rooms, located at the first floor of the Library, can each seat up to 60 people in concert-style or 35 people seated at tables. 3. The PURPLE and PINK rooms can be combined by opening the operable wall between them to form a room that will seat up to 120 people concert-style or 70 people seated at tables. 4. The GOLD room, located in the Newspaper Reading Room, can seat up to 70 people in concert-style or 45 people seated at tables. 5. The SILVER room, located in the Newspaper Reading Room, can seat up to 30 people in concert-style or 20 people seated at tables. 6. The GREEN room, located in the quiet zone of the Library, has a fixed seating arrangement for up to 10 people. CONDITIONS OF USE: 1. Activities in the rooms must be compatible with the in-library location and not contravene the Theatres and Public Halls Act. 2. Library and Council activities have first preference over any other requests. 3. All hirers must be 18 years of age or over and are required to submit an application for hire and sign the appropriate declaration. The Library Administration Coordinator will take bookings and issue necessary information to the nominated contact person. 4. No booking will commence prior to 9:30am. HIRING PROCESS: 1. To make a booking, hirers may contact Liverpool City Library Management Services on or visit the Library at 170 George Street, Liverpool. 2. Meeting rooms may be viewed prior to making a booking during Monday to Friday 9:30am to 4:00pm, by appointment only. 3. Hirers are assessed and placed into the following categories:

2 CATEGORY A B DESCRIPTION Commercial business organisations e.g. sales promotions, product launches, luncheons, etc. Self employed persons for the purpose of providing services to the public for personal profit; Individual, social groups or special interest groups for social functions; State/Federal and Local Government (except Liverpool City Council). C D Self employed persons for the purpose of providing services to the community on a cost recovery basis only; Community bodies with means. Liverpool Local Government Area Community Bodies without means (supportive documentation to be presented); Delegated authority is vested in the Manager, Library Services to determine appropriate category in special and unusual circumstances. 4. Regular bookings may be made and will be considered on their merits. However individuals or groups will not be able to monopolise the rooms or prevent equitable access by casual applicants. 5. Regular yearly bookings need to be re-booked annually in writing no later than November of each year. There is no guarantee that the same days/times/room will be available the following year. 6. Liverpool Library reserves the right to refuse bookings at its discretion. FEES AND CHARGES 1. The hirer will pay for each booking the correct hire fee and damage deposit as set out in Council s Annual Fees and Charges: Library Facilities. The hire fee and damage deposit must be paid prior to use of the facility. If fees are not paid, booking may be cancelled and the room can be re-booked to other hirers. 2. A minimum of 2-hour charge applies to both the hire of meeting rooms and the hire of audiovisual equipment (for use in Library meeting rooms). PAYMENTS/DAMAGE DEPOSIT/CANCELLATION/CHANGES TO BOOKINGS 1. Payments can be made as follows: a) by telephone if paying by credit card b) in person at Liverpool City Library; acceptable types of payments are cash, eftpos, cheque, credit card c) by mail with if paying by cheque

3 2. Hirers who cancel a booking without giving Liverpool Library 48 hours notice and have not made their payment in the specified time frame as stated on the tax invoice are still required to pay for their meeting room booking. 3. Changes to permanent bookings administrative fee (note up to two changes are allowed at no cost) 4. Users will be responsible to make payment for any damage or loss to the rooms or equipment during the period of their booking. 5. Users will be responsible to make payment for any damage or loss to the rooms or equipment during the period of their booking. 6. Refunds will only be given if 48 hours notice is given. Refund will be by cheque. HIRE OF AUDIO VISUAL EQUIPMENT 1. Audio Visual and other equipment may be hired through the Administration Coordinator for use within the meeting rooms only. The hirer contact person will be responsible for the care of this equipment and return the same to Library counter staff. This equipment must not be taken from the Library building unless approved by the Manager, Library Services. MEETING ROOM FACILITIES AND EQUIPMENT 1. The hirer will be required to set-up their meeting room. The Library will provide sufficient chairs and tables for meeting room set-ups. 2. The hirer is required to ensure that all facility equipment and/or furniture is cleaned and neatly returned to the correct designated area. Failure to do so will mean the hirer being responsible for meeting the cost for non storage of equipment and/or furniture. HIRERS CONDUCT AND RESPONSIBILITIES 1. The nominated contact person responsible for hiring is also responsible for the conduct of people and activities in the rooms and to maintain good order generally. 2. The hirer shall not damage walls or any other surface in any way. No article shall be attached to any wall or door of the meeting room. Pin boards provided should be used for display purposes. 3. Council and/or its representatives shall not be responsible for any damage to any property belonging to the hirer or any person attending the meeting/function. 4. The hirer shall not use the address of the Library as their mailing address except by prior arrangement with Council or the Manager Library Services. 5. Smoking is not permitted in the Library building. 6. The burning of incense and candles is not permitted in Liverpool City Council buildings. 7. The rooms must be left in a clean and tidy state and groups should take with them any large amounts of rubbish. Failure to do so will mean the hirer being

4 responsible for meeting the cost of restoring the rooms to their former state and automatic rejection of any future applications for use. 8. Hot water urns for use within the library meeting rooms are not permitted. This policy has been implemented in order to address occupational health and safety concerns and to avoid any possible injury. Remember, boiling water burns like fire. Furthermore, hot water urns left on can be a potential fire hazard. Alternatively an Air-pot can be used within the Library upon request of the hirer prior to the meeting. For our customers convenience, a coffee shop is also located in the Library Foyer. 9. There should be no excessive noise during the library hours. 10. No storage can be provided in the rooms and regular users are required not to leave any of their belongings on the Library premises. Library / Council will not assume any responsibility for any such belongings left on the premises. LIQUOR LICENSE 1. Licence to consume liquor on the premises must be applied for through the Licensing Sergeant at the local Police Station. Forms can be obtained from the Library and must be authorised by the police. There is no cost involved and a copy of the Licence must be provided 7 days prior to the function. 2. Council reserves the right to refuse a hirer to sell liquor at any of Council s community facilities. If permission is given, a licence to sell liquor on the premises must be applied for through the NSW Office of Liquor, Gaming and Racing (phone: ), Level 6, 323 Castlereagh Street, Sydney for a fee. Written notice must be provided to Council along with a copy of the Licence prior to the function. INSURANCE REQUIREMENTS 1. "The Hirer/User is advised that Council s Public Liability Insurance will not cover the Hirer/User for use of Council s facilities for any injury or damage either accidental or by way of the Hirer/Users negligence. The Hirer by entering into and signing this document acknowledges this advice and hereby agrees to indemnify Liverpool City Council for all and any damage/s, loss, injury and any and all costs incurred by Council including but not limited to repair, investigation, damages, awards, including all legal and administrative costs that may be incurred should any incident occur, and/or where any legal proceedings are commenced joining Council." "Council recommends that all hirers take out and maintain their own Public Liability Insurance for a minimum of $10 million. Failure to do so may leave the person or group entering into this agreement personally liable for any and all costs incurred". Where food or drink may be served it is recommended that the Policy carry a products liability extension. 2. Hirers conducting exercise classes must show proof of insurance cover for their activities

5 COMMENCING AND FINISHING TIMES 1. The meeting rooms are available during normal Library trading hours only (ie. 9:30am 7:45pm weekdays, 9:30am 3:45pm Saturday, and 12:00nn 3:45pm Sunday). Meeting rooms are unavailable on Public Holidays. 2. Meeting times are to be strictly adhered to so as not to inconvenience other users or delay the closing of the library. Any variance must be authorised by the Library Management Services Coordinator and a fee may be applicable. There is no free usage of the facilities for set-up and clean-up. Normal hire fees will apply. Hirers should take into consideration set-up and clean-up when making bookings. PROGRAMS INVOLVING CHILDREN 1. Where the activity for the hire of the meeting room involves children, hirer/s should be aware of the provisions of the Child Protection (Prohibited Employment) Act. 2. Children are to be supervised at all times by a responsible adult. In accordance with Council policy failure to comply with the requirements set out in this policy will be regarded as a breach of the agreement giving Council the right to sue for recovery of any amount due in respect of such breach and/or to cancel any future bookings Council retains the right to determine the cost of any damage and/or extra cleaning necessary over and above that normally expected following a meeting/function and to retain all or part of the damage deposit bond to meet such costs if necessary. The Damage Deposit Bond less any deductions shall be refunded by cheque to the hirer within 28 days after the inspection has been completed.

6 CENTRAL LIBRARY MEETING ROOMS HIRE FEE ONLY 2009/2010 FINANCIAL YEAR FEES ARE GST INCLUSIVE 10% GST IS APPLICABLE TO ALL LIBRARY FACILITIES CATEGORY A B C ROOM Pink or Purple P &, P or Gold Orange or Silver Green Pink or Purple P & P or Gold Orange or Silver Green Pink or Purple P & P or Gold Orange or Silver Green DAILY $ $ $ $ $ $ $ $ $ $ $ $ ½ day Full day (09:30am 5:00pm) Per hour (minimum 2 hrs) NIGHT USE 5:00pm 7:45pm close Note: Night use is Monday to Friday only (except public holidays) during normal Library opening hours ** Flat Rate for any block of time between 5:00pm and 7:45pm extra charges will be incurred if required either before/after specified times. Room Legend: Orange Room located on the Ground Floor Purple Room located on the First Floor Pink Room located on the First Floor Green Room, Gold Room & Silver Room located in the Newspaper Reading Room (access: lift or stairs from the First Floor)

7 CENTRAL LIBRARY MEETING ROOMS 2009/2010 FINANCIAL YEAR FEE STRUCTURE DESCRIPTIONS Commercial business organisations e.g. sales promotions, product launches, luncheons, etc. Self employed persons for the purpose of providing services to the public for personal profit; Individual, social groups or special interest groups for social functions; State/Federal and Local Government (except Liverpool City Council). Self employed persons for the purpose of providing services to the community on a cost recovery basis only; Community bodies with means. Liverpool Local Government Area Community Bodies without means (supportive documentation to be presented); Delegated authority is vested in the Manager, Library Services to determine appropriate category in special and unusual circumstances. Category A hirers including casual and permanent pay a refundable damage deposit. Category B hirers including casual and permanent pay a refundable damage deposit. Category C hirers Security Guard - cost plus 20% administration fee (for after hours use) Extra cleaning per hour (or part thereof) Non storage of equipment or furniture. Improper use of safety equipment (per item) Any damage to building, fixtures, fittings and equipment will be charged at replacement cost plus GST Entry to premises outside agreement hours Changes to permanent bookings administrative fee (note: up to two amendments / cancellations are allowed per calendar year at no extra cost) $ $ $ Not Applicable $85.00 $40.00 $ Quotation Necessary Per Hour As Set Out In Fees $26.00 per extra amendment/cancellation