Meeting Room Policy

The Glenview Public Library’s Maynard Room and Conference Room are for the programming needs of the Library and are available for cultural, educational and civic functions of the community. Such outside use is limited to groups which are classified as not-for-profit.

Types of Meetings

Priority for meeting room use will be assigned in the following manner:

1. Library sponsored programs and meetings
2. Educational, informational, cultural and civic programs sponsored or co-sponsored by the Library and related to its collections and services
3. Meetings of Glenview organizations whose purposes are educational, cultural or civic in nature (a Glenview organization is defined as one that draws at least 50% of its members from Glenview)
4. Other meetings which are appropriate to the missions and facilities of the library.
5. The meeting rooms shall not be available for parties or social gatherings.

Reservations/Use of the Rooms

1. Written application for use of a meeting room must be made in advance on the Application Form provided by the library by a qualified officer or designated representative of the group or organization. The Application must be completed in its entirety and returned to the library's Business Office before the meeting will be placed on the library’s meeting calendar. The Application contains an agreement by the group that it will comply will all applicable rules, policies and conditions for the use of the room.
2. The individual that makes the reservation for the meeting room is required to have a valid Glenview Public Library card in good standing, or must be a presenter of a program sponsored by the library. Notice of approval or denial of the request will be given to the person who signed the meeting room application.
   
3. (3) Reservations for a series of meetings must be requested at least 30 days in advance of the first meeting; reservations for a series of meetings may be made for a maximum of six months in advance, for the period January 1st through June 30th and for July 1st through December 31st. The library reserves the right to cancel the reservation for any meeting that has been scheduled and where circumstances permit will provide the group thirty (30) days’ notice.
   
4. Reservations for single meetings should be requested as far in advance as possible.
   
5. Reservations will be made in order of priority as indicated by type of meeting(above), and by date of request.
   
6. The library's Business Office should be given twenty-four hours’ prior notification of any cancellations by the group that has requested the meeting space.
7. If a group is denied the use of a meeting room by the Business Office, it can appeal that denial in writing to the Executive Librarian, and then to the Library Board by written appeal submitted to the President of the Library Board of Trustees.
8. If, on the advice of law enforcement professionals, the Library staff or Board determines that a reasonable possibility of threat to the safety of Library staff, patrons or members of the public might occur, based upon prior experience of the group or speaker at this Library or at other occasions where the group has held a meeting which has been disruptive or had a potential for violence, the following shall be required: the individual or group reserving the room shall be required to pay in advance by cashier’s check the reasonably estimated cost of any special security measures needed to be taken for the meeting; and the individual or group reserving the meeting room shall place a bond for $1,000,000.00 for injury or damage to property occurring at the meeting.
9. No group shall reassign or transfer its room reservation (time or date) to any other group or organization.
10. If the meeting room is to be used by a children’s group, the application must be signed by an adult who shall assume responsibility as outlined above. Children/youths under eighteen years of age must be under adequate and proper adult supervision at all times.
    
    

Days and Hours of Meetings

Meetings may be held Monday through Friday, 9:00 am to 9:00 pm, Saturday, 9:00 am to 4:30 pm, and Sunday, 1:00 pm to 4:30 pm. The meeting rooms are not available to the public on holidays or other days when the library is closed.

Fees

No charge shall be made for the use of the library’s meeting rooms if the meetings are scheduled within the hours listed above. If a group wishes to use the meeting rooms beyond these hours, there is a fee to help defray the cost of personnel to secure the library after hours. If a group requires the use of the video projection equipment or any other of the Library’s audio-visual equipment, there is also a fee for staff to operate the equipment. These fees are subject to change and are assessed at the current rate.

Equal Opportunity

All activities taking place in the Meeting Rooms must be open to all citizens, regardless of age, sex, race, religion, national origin or disabilities.

Compliance With The ADA (Americans With Disabilities Act)

The Glenview Public Library complies with the Americans with Disabilities Act, and all groups or organizations are responsible for the ADA compliance of their respective meeting or activity when using the Library’s meeting rooms.

The person signing the Application Form assumes responsibility, on behalf of the organization, for making any special accommodation(s) necessary for persons with disabilities, e.g., arranging for a signer for the hearing impaired. The group or organization also assumes responsibility for any additional costs incurred in making a special accommodation.

When setting up the chairs, the group must arrange them in such a manner that the setup will accommodate wheelchair participants.

Restrictions

1. The use of the library’s meeting rooms is limited to non-profit groups.
2. All meetings must be open to the public. Access cannot be denied to those who may not be members of the group or organization using the room.
3. No fees may be charged in connection with the use of the library’s meeting rooms.
4. Collections may not be taken prior to, during or after the meeting.
5. Groups may not charge a registration fee or a tuition charge at any meeting held in the library.
6. Groups may accept donations toward the cost of refreshments or materials, but no fee may be mandated.
7. Organizations may collect dues at a meeting but may not make payment of dues a requirement for attendance at a meeting.
8. Organizations that meet in the library may not use the library as a mailing address. Exceptions to this must be approved by the Executive Librarian.
9. LIBRARY PERSONNEL IS NOT AVAILABLE TO ASSIST ANY GROUP OR TO REARRANGE THE SEATING, TO CARRY SUPPLIES TO AND FROM THE MEETING ROOM, TO RUN THE PROJECTOR, ETC. Each group must rely on its own personnel for the performance of any of these tasks. The library shall only be responsible for furnishing the meeting space and the seating. A group must make arrangements with the Business Office at least thirty (30) days in advance for staff assistance in operating any of the library’s audio-visual equipment. There is a fee of $15 for this service.
10. Meetings which would interfere with normal library activities because of noise or other factors will not be permitted, and any meeting that interferes with the work of the staff or the use of the Library by its patrons, or disturbs the neighborhood, will not be allowed to continue. Meetings or classes involving the use of hazardous or potentially damaging materials or equipment are not permitted.
11. The library will not provide storage for the property of any organizations which meet in the library building. The library will not be responsible for the security or storage of any items owned by or in the possession of groups using the Library.
12. Smoking is not permitted in the meeting rooms or in any other areas of the library in accordance with the Illinois Clean Air Act.
13. Light refreshments may be served in the meeting rooms.
14. Alcoholic beverages are NOT permitted on the premises at any time.
15. The use of a library meeting room is a privilege and not a right and is subject to the Library's sole and exclusive discretion. Accordingly, the Library reserves the right to deny the use of any meeting room to any group. “No shows” may forfeit future meeting room reservations if they do not cancel a minimum of twenty-four (24) hours in advance of the start time of the meeting. After the second “no show,” and all subsequent “no shows,” a fee of $25.00 shall be assessed for each occurrence.
16. Publicity is the responsibility of the group reserving the meeting room. If requested, the library will post suitable publicity on the library's lobby bulletin board. The library reserves the right to judge the suitability of the poster or notice. The sponsoring group must be identified on all publicity displayed or published. Publicity may not carry the library's logo or the library’s telephone number.
17. Use of the Meeting Room does not constitute Library endorsement of viewpoints expressed by participants in any program. No advertisement or announcement implying such endorsement will be permitted.

User Responsibilities

1. The group must select one individual who will take responsibility to ensure that the group has abided by the library's meeting room policies and procedures. This individual will also be responsible for acting as the liaison with the library.
2. All persons attending a meeting at the library MUST abide by the library’s parking restrictions. If the meeting or program is expected to last more than two (2) hours, the liaison or representative from the group must notify staff at the Circulation Desk, so that cars belonging to attendees will not be considered to be in violation of library parking policies. Program attendees may NOT leave their cars in the library lot while going out to lunch or while taking care of business that does not involve use of the library facilities.
3. Organizations using the meeting room are responsible for reimbursing the library for any damage that may occur to the library building or equipment, and for any unusual costs resulting from their use of Library facilities.
4. The stove must be turned off and any electrical appliances unplugged when finished.
5. Lights in the meeting room must be turned off before leaving.
6. All dishes and kitchen utensils must be washed and replaced where found.
7. The group must furnish its own soap, towels, etc. in the washing and cleaning of kitchen utensils.
8. The group must provide its own coffee, sugar, refreshments, etc.
9. Any difficulties or problems with library property and/or appliances should be reported to the Business Office or to the Librarian in Charge.
10. The meeting room must be left in a neat and orderly condition, and garbage must be disposed of in the containers provided.
11. Violation of these policies may result in suspension or revocation of the groups' meeting room privileges.

Maynard Room Equipment

1. The maximum seating capacity in the Maynard Room is ninety (90) persons. Stacking chairs are available.
2. Lectern
3. Limited kitchen facilities
4. 14 - Eight foot tables
5. One (1) 50-cup coffee pot
6. 6 card tables
7. Chalkboard and tackboard
8. Movie screen
9. The following equipment may be reserved through the business office for use in the Maynard Room:
   • Opaque projector
   • Overhead projector
   • Slide projector
10. The following equipment is installed in the projection booth and may be used through advance arrangements with the Business Office:
    • Public Address System
    • Video Projector and Videocassette Player
      
      
    NOTE: Only library staff are authorized to operate equipment in the projection room. Upon advance notice, the Business Office staff will arrange for qualified library operators who will run the projectors and/or set up the sound system at the curreny hourly rate. Unless advance notice is given, library staff are not available for Technical Support for use of equipment, whether owned by the individual or the Library.
    
    

Conference Room Equipment

1. Conference table and twelve (12) chairs, eight (8) additional chairs upon request
2. Coffee maker (12 cups)
3. Blackboard, tackboard and screen
   
   

Withdrawl of Privileges If the foregoing rules and regulations are not adhered to by any group or organization, the Board of Trustees of the Glenview Public Library reserves the right to rescind privileges for use of the meeting rooms for any future meetings. Approved and adopted by the Glenview Public Library Board of Trustees
December 18, 1991
Revised July 21, 1993
Revised March 20, 2002
Revised January 18, 2007