Lenox Library Association Public Meeting and Exhibit Spaces Policies and Procedures

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1 1 Lenox Library Association Public Meeting and Exhibit Spaces Policies and Procedures Overview The Lenox Courthouse building has been a center for arts and cultural events for over one hundred fifty years. As a community gathering place, the Lenox Library Association (the Library ) today continues to make the Courthouse and Roche Reading Park available for people to come together to exchange ideas and information. Making public space available supports the Library s mission to satisfy the intellectual, cultural, and recreational needs of the community. The public s use of the Library s public meeting and exhibit spaces is protected by the First Amendment. Any meeting space open to the public is designated as a limited public forum for expressive activity. This requires that its use not be restricted on the basis of the content or viewpoint of the group s speech. However, permission to use a Library meeting or exhibit space does not constitute or imply the Library s co-sponsorship of the event, or its endorsement of any group s policies, beliefs, statements, or programs. Definitions The Library s meeting spaces are multi-purpose areas designed for varied educational and cultural activities, and can be adapted for uses such as lectures, workshops, meetings, exhibits, or performances. For the purpose of this policy, the library s multi-purpose rooms are referred to as meeting spaces, the group activities occurring in these rooms are referred to as meetings, visual media displays are referred to as exhibits, and organizations or individuals using the Library s meeting rooms, regardless of their legal status or organizational structure, are referred to as presenters. Presenters are considered temporary sub-lessees of the building. Lenox Library Association is authorized to enter into contracts with presenters through its 2007 agreement with the Town of Lenox, the owner of the courthouse building and Roche Reading Park. General Information This policy is designed to make our meeting room spaces available to the public on a fair and equitable basis. Adhering to our policies helps keep costs down and makes the library a pleasant place for all. Meeting room presenters must adhere to the following regulations: 1. Lenox Library Association reserves the right to immediately terminate, without notice to the presenter, its contract with any presenter that the Library deems, in its sole discretion, (i) to have not abided by the rules and regulations described herein, or (ii) if the presenter should conduct any illegal activity on Library property. 2. Smoking is not permitted in the building or on the grounds.

2 2 3. Organizations and individuals in whose names the meeting spaces were registered shall be financially responsible for any damage done to the meeting spaces, their furnishings or equipment during the term of the contract. No tacks, nails, glue, or adhesive tape should be used to attach materials to Library property without permission. 4. Attendance is limited to the capacity of the individual spaces as set by local and state safety codes. Any furnishings added to the meeting space or outside the space must be cleared with the Library. Any furnishings, equipment, materials, or trash brought to the meeting space should be removed promptly upon ending the meeting, or a fee will be charged for its removal. Trash may be discarded in the Library dumpster at the rear parking lot if there is room. 5. The Library is not responsible for the supervision of children while adults attend a meeting or exhibit. 6. As a non-profit organization that receives tax-deductible donations under 501(c)(3) of the Internal Revenue Code, we are mindful not to promote any political candidate. Therefore, though we encourage discussions of a historic or political nature, we do not allow partisan fundraising activities or political candidate promotional events. 7. Lenox Library Association receives tax money from the Town of Lenox and the State of Massachusetts, and is mindful of not using those monies in the promotion of a particular religion. Therefore, although we encourage discussion of religion, we do not allow religious worship services. 8. Use of the meeting spaces should not disturb the use of the library by other patrons or disrupt Library operations without prior written authorization from the Library. 9. If fees are assessed for use of the meeting rooms, payment and billing arrangements must be made at the time of reservation. Payment shall be received in full before the meeting or exhibit begins. 10. Distribution of fliers related to the program may identify the Library as the meeting location, and provide the Library s address, but may not give out the Library s phone or fax number, or address, nor invite attendees to contact the Library for further information. 11. The presenter, not the Library, is responsible for obtaining all rights regarding the copying, performance, display, or distribution of materials for the event. 12. Meeting space setups should be agreed upon in advance. Please indicate your needs on the application form. 13. The Library is not responsible for furniture or equipment malfunction. Presenters are responsible for the operation of any furniture or equipment borrowed from the Library, and shall be liable for its repair.

3 3 14. If alcohol is to be served at your event or a tent raised in Roche Reading Park, licenses shall be procured from the Town of Lenox. You may find the forms at: Additional Exhibit Regulations The presenter is responsible for staffing the exhibit whenever it is open to the public. There must be a Library staff person in the building any time the exhibit is open. Our hours are Tuesday, 11:00-8:00 and Wednesday-Saturday, 11:00-5:00 (summer hours are Tuesday-Saturday, 11:00-5:00 from Memorial Day to Labor Day). If you would like additional hours or days, a staff person could be hired at $25/hour. There is no charge if staff will be on hand for other library business. Presenter shall obtain commercial general liability insurance covering the Library and the Town of Lenox for claims arising out of liability for bodily injury, death, personal injury, and property damage occurring in and about the Library and otherwise resulting from any acts and operations of presenter, its agents and employees. Such insurance shall have limits no less than $1,000,000. The presenter shall obtain a certificate of insurance naming the Library and the Town as additional insureds. Such certificate shall show evidence that the insurance is not cancelable except on at least ten days written notice to the Library. In the event of such cancellation, the meeting reservation shall be canceled unless the group substitutes a new insurance certificate meeting this policy s requirements. Lenox Library is a destination for children of all ages. The Library reserves the right to isolate the exhibit from the easy view of children (e.g., ask that the library door to the Gallery remain closed), if the content of the exhibit is not in keeping with community standards for family viewing. Scheduling Priorities The Library reserves the right to cancel or rearrange room reservations if needed for Library purposes. In general, the Library allows presenters to reserve meeting rooms on a first-come, first-served basis or, in cases of conflict, according to the following order of priority: Reservations Lenox Library Association Town of Lenox Nonprofit educational, cultural, civic, or social groups For-profit groups and businesses The presenter in whose name the reservation has been confirmed shall be the same presenter

4 4 using the space for which the application is made. Adults 18 years or older may reserve a meeting space. Individuals supervising the use of a meeting space shall be at least 18 years old. All presenters wishing to use library meeting spaces shall complete and submit an application for such. By signing the application form, the presenter agrees, on his/her own behalf as well as on behalf of any organization the applicant is representing in making such application, to abide by the terms and conditions of this Public Meeting and Exhibit Spaces Policies and Procedures. Meeting space reservations are made through the Library Director or her designee. No presenter may reserve or use a meeting room unless it complies in all respects with the provisions of this policy and submits a completed application and the indemnification agreement called for in the policy, and any insurance certificates requested are received and approved. Any false, misleading, or incomplete statement on the application is grounds to deny use of meeting rooms by the presenter. The Library reserves the right to reject a reservation request if the anticipated use is likely to be: Unreasonably disruptive to library users or operations Too large for the applicable meeting room capacity Dangerous to persons or property, or In any other way inconsistent with or in conflict with any of the terms and conditions of this policy. In determining whether such likelihood exists, the Library will take into consideration the content of the application form, the history of the presenter s meeting room use in the Library, the history of the presenter s use of meeting room facilities elsewhere, and any such other information that may be deemed appropriate. The Library reserves the right to determine, in its sole discretion, whether any proposed use of a meeting room will require a police detail or other extraordinary police protection and, if so, the anticipated cost. In making this determination, the Library may take into consideration the factors listed above. The Library may consult with the Lenox Chief of Police or his/her designee to make this determination. If the Library concludes that such police protection is reasonably necessary, the Library will notify the presenter of the responsibility to reimburse the police department for its costs. Failure to notify the Library of cancellations may result in forfeiture of future bookings.

5 5 Indemnification and Release All presenters using the Library hereby agree to indemnify and hold harmless the Town of Lenox, the Library, and all Library staff and volunteer from any and all costs (including attorneys fees and expenses), damages, injuries, losses, claims, and expenses incurred, directly or indirectly, as a result of the presenter s use of the Library. Such costs, damages, injuries, losses, claims, and expenses shall include, without limitation, any damage to the meeting room and its contents or to any other part of the library building, grounds, or collection; the cost of employees overtime, if required by the use of the meeting room; the cost of police protection if required by the Library; and any claim asserted by any third person against the Town of Lenox, the Library, or any library staff or volunteer on account of any alleged injury together with defense costs, including reasonable attorneys fees. All presenters (including any organization and all of its members) using the Library hereby agree to remise, release, and forever discharge the Library, its staff and volunteers and the Town of Lenox from any and all debts, demands, actions, causes of action, suits, accounts, covenants, contracts, agreements, damages, and any and all claims, demands and liability whatsoever of every name and nature, both in LAW and in EQUITY, regarding their use of the Library.

6 6 Meeting and Exhibit Spaces Policy Rental Fees Schedule The purpose of the fee schedule is to allow for fair usage of our meeting spaces by a variety of presenters, whether by individuals who seek a forum with the public, nonprofits looking for a low-cost venue for a workshop, or a small business looking for a training facility outside of the office. We encourage free information sharing with the public, in keeping with the role of public libraries. A secondary purpose of the fee schedule is to contribute to the upkeep of the building and its furnishings, collections, and library programs. As a non-profit organization providing a public library for the Town of Lenox, we must supply a significant percentage of our operating budget from fees and donations. Fees are charged for all or part of an hour for which the space is reserved. Presenters are billed for their setup time as part of the time reserved. Basic furniture setup is included. Equipment is available at no additional charge upon request (see Equipment List), and is self-serve, with no guarantee against breakdown. Legacy Room Non-profits and individuals, no fee charged to participants: Four times per fiscal year (July-June) free for up to 2 hours, then $15 each additional hour After four times -- $40 for up to 2 hours, $15 each additional hour For-profits and non-profits charging a fee to participants: $40 for up to 2 hours, then $15 each additional hour Welles Gallery (exhibit) Non-profits, for-profits, and individuals: $800 per month, September to May $1,000 per month, June to August $2,500 per summer, June to August $200 per week, September to May $300 per week, June to August $100 per day, year round Welles Gallery (meeting) Non-profits and individuals, no fee charged to participants: Four times per fiscal year (July-June) free for up to 2 hours, then $25 each additional hour After four times -- $75 for up to 2 hours, $25 each additional hour For-profits and non-profits charging a fee to participants: $75 for up to 2 hours, then $25 each additional hour

7 7 Sedgwick Reading Room Non-profits and individuals, no fee charged to participants: Four times per fiscal year (July-June) free for up to 2 hours, then $50 each additional hour After four times -- $100 for up to 2 hours, $50 each additional hour For-profits and non-profits charging a fee to participants: $100 for up to 2 hours, then $50 each additional hour Exclusive use of the building (subject to availability at the Library s discretion): Non-profits, for-profits, and individuals: $2,500 for five hours, $100 each additional hour $25 per hour for a staff member on site the use of the space must comply with the general policy for meeting spaces, and should not unduly rearrange the structure or operation of the library

8 8 Meeting and Exhibit Spaces Policy Equipment List Available equipment, all spaces: Chairs: up to 100 black wooden folding chairs (18 orange padded metal chairs are already in place in the Legacy Room) Folding Tables: two 4-foot; six 6-foot; four 2 x 8-foot tables Other tables: 2 large banquet tables, 30 x15 Trash Cans: two 30-gallon cans with lids Projection Screens: one normal size, one appr. 10 x14 (only fits in Reading Room and Reference Room) LCD Projector (hookups for computer/laptop and DVD player are with projector. Library does not own a DVD player or laptop. We suggest you not depend upon an Internet connection for your presentation.) Television and VHS player. For Your Use: Welles Gallery presenters may use the pantry - has sink and countertop (no refrigerator, no microwave, no stove) Welles Gallery outdoor banner hookup is available for a 30 x 15 banner, securing at the four corners Trash disposal - trash may be thrown in the library s dumpsters (located at the rear parking lot) if they are not full. Website calendar please send a short description of your event to shawkes@lenoxlib.org for inclusion in our website calendar and Facebook page. Restrooms Men s room and women s room located near the Welles Gallery entrance and on 2nd floor near the balcony. A unisex bathroom is on first floor near the Youth Services wing. All bathrooms are handicapped accessible. Building is handicapped accessible throughout.