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c252

C252

Multipurpose Meeting Rooms


Multipurpose Meeting Rooms are designed to support a broad array of community interests and needs by providing businesses, nonprofit organizations, and community groups with access to semiprivate open format meeting space.

Applications for the use of a Multipurpose Meeting Room may be made online through the Library District’s website or by contacting the branch where the requested meeting room is located.  The Library District requires a seventy-two (72) hour lead time for the processing of online applications.  Library customers applying the use of a meeting room within seventy-two (72) hours or less of the meeting time should contact library staff directly.  Early notification of cancellations is encouraged.

In addition to Library Policy C250, Library District staff shall manage the Multipurpose Meeting Room reservations in accordance with the following regulations:

  1. A Responsible Party must be a minimum eighteen (18) years of age or older to book a meeting in a Multipurpose Meeting Room.  A Responsible Party, eighteen (18) years or older, must be present at all times during the use of the room.
  2. Multipurpose Meeting Rooms may only be reserved for meetings which have an anticipated attendance of 4 or more persons.
  3. Individuals and small groups may make walk-in use of meeting rooms as scheduling and availability permit, provided all other provisions of this policy are met.
  4. Multipurpose Meeting Rooms may be reserved for use during the current month and/or the following month and may not be booked more than one time in a twenty-eight (28) day period for the same group or entity.
  5. Library customers shall pay, prior to use of the room, a cost-recovery fee to the Library District, established in accordance with Library Policy C251 Meeting Room Fee Schedule.
  6. All meetings held in a Multipurpose Meeting Room shall be open to the public, except that a public governmental body may hold a closed session pursuant to the provisions of RSMo 610.
  7. Normally fees or collections for admission may not be charged.  Educational programs, including those conducted by the Library District and its partner agencies, may assess cost recovery fees.
  8. Multipurpose Meeting Rooms may not be used for commercial purposes, (i.e., sale of goods or services, executing fee-for-service agreements, or securing contracts of commitment to services provided elsewhere).  Commercial programs listed or presented as informational, educational, or instructional must remain so, and presenters shall make no direct solicitation of attendees to secure clients or customers for their commercial purpose.
  9. Multipurpose Meeting Rooms may only be used during hours when the staff are regularly on duty, and must be concluded in time to vacate the building at the regularly scheduled closing.  The use of meeting rooms as polling places during public elections shall be exempt from this provision.
  10. Multipurpose Meeting Rooms are not available for use on Sundays (see Library Policy C286 Sunday Library Service).
  11. Library District multimedia hardware is not available for public use in the Multipurpose Meeting Rooms.
  12. Meeting Room set up/break down is the responsibility of the group using the room.  The Responsible Party of the reserving group shall insure that the Multipurpose Meeting Room is left in a clean and orderly manner as specified at the Library District location (e.g. the wet sink area and conference tables are clean, the coffee pot is cleaned and unplugged, and chairs tables are returned to the specified positions).

When conflicts arise between the proposed use of the Library District’s Meeting Rooms and regulations presented in this policy, the Board of Trustees of the St. Charles City-County Library District shall have the final authority in granting or refusing permission for use of the rooms.

 (Approved 12/12/2011)