Library Policies: Meeting Room Regulations

When not in use for library functions, the meeting rooms may be used by organizations or groups of citizens in accordance with the following rules.  Exceptions can be made for Keokuk Public Library Board of Trustees, Keokuk Public Library Foundation, Keokuk Art Center, and other groups at the discretion of the library director.  The library meets ADA requirements.

  1. Meeting rooms at the Keokuk Public Library can be used only for meetings of a civic, cultural or educational character, with all meetings open to the general public, and are available to local nonprofit organizations and committees whose headquarters are in, or who provide services to residents of Lee County.  Rooms are not available for the benefit of private individuals holding events not open to the general public, nor for commercial purposes.  The room should not be used for any performances or meetings that, because of sound levels or the nature of the meeting, would interfere with the ability of people to use other areas of the library.

  2. Use of meeting rooms in no way implies library endorsement of ideas expressed in the meeting or of the aims and goals of the organizations using the facilities.  In case a question is raised as to the objective and activities of any organization, group, or individual requesting use of the meeting rooms, the Library Board shall be the final authority in granting or refusing permission for the use of the rooms.  These regulations are in accordance with Article VI of the American Library Association’s Library Bill of Rights, which states that such facilities should be made available to the public “on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.”

  3. The library is a designated polling place and elections take priority over all existing reservations.

  4. There is a maximum of two meeting reservations in a 30-day period.  Any organization may request additional meeting space from the library director.

  5. Reservations should be made with the library preferably a week or more in advance of use.  The room will be assigned to groups in order of receipt of application.  No reservations will be accepted more than a year in advance.  The library retains the right to cancel a reservation with at least 24-hour notice when rooms are needed for library functions.

  6. The name of the organization, the person in charge, a telephone number, the size of the group, and the time of meeting must be given when making a reservation.

  7. No admission fee may be charged for using the rooms without permission from the board.

  8. The Round Room has a capacity of 75, the Lower Level Meeting Room has a capacity of 60, and the ICN/Small Conference Room has a capacity of 15.  Room capacities do not take tables and equipment into consideration.  Rooms may be re-assigned at the director’s discretion if necessary.  Staff areas are not to be used for public meeting space.

  9. Organizations holding meetings assume responsibility for any damage to the rooms and their contents.   Use of the Round Room and the Lower Level Meeting Room may include use of the adjoining kitchens.  Food and non-alcoholic beverages are allowed in the meeting rooms.  All refreshments (including coffee and condiments) are to be provided by the user.  Groups wishing to serve wine/beer must have prior approval of the Keokuk Public Library Board, and alcohol must be served in compliance with state and local laws.  All rooms must be left in good order or the group may be denied further use.

  10. Meetings are scheduled during regular library hours.  Groups can apply for extended hours if they would like to end a meeting after closing time in the Round Room and/or the Lower Level Meeting Room.  Application must be made at least one week in advance with the library director.  Upon approval, designated group members will be trained in closing procedures.  Meetings are not to extend past 10:00 PM.

  11. Audiovisual and other equipment is available and is listed on the library website.  Equipment should be reserved at least one week in advance, preferably at the time the room is reserved.  The library cannot provide operators for this equipment.  If instruction is required for equipment operation, it is suggested that a representative of the group set up an appointment with the appropriate staff member in advance.  The library reserves the right to deny use of audiovisual equipment to anyone who cannot demonstrate due competence and proper care in the use of the equipment.  The party will be billed for any damage requiring repair or replacement.

  12. If library equipment is not functioning properly during a meeting, the librarian, or a library supervisor, will be contacted.  If the problem cannot be corrected by staff in-house, the librarian may call for technical support.  Any calls for outside support or repair not placed by the librarian will be billed to the organization using the equipment.

  13. At the time of booking, patrons planning to bring in their own equipment must inform library staff of the nature of the equipment that will be brought in.  Library staff will not be available to assist patrons with the operation of non-library equipment.  The library assumes no responsibility for any equipment, supplies or materials brought to the library by any group or individual attending a meeting; nor does it assume any liability for groups or individuals attending a meeting in the library.

  14. Any person or group using a meeting room shall agree to indemnify and hold harmless the Keokuk Public Library and its representatives from and against any and all claims, demands, judgments, settlements, damages, actions, causes of actions, injuries, administrative orders, consent agreements and orders, liabilities, penalties, costs and expenses of any kind whatsoever, which may arise or be asserted, directly or indirectly, with regard to the use of the room.

 

ICN/Small Conference Room:

 

  1. Primary use of the small conference room is for library and community activities and meetings.  When the room is not being used for library purposes, it may be available to any authorized ICN user on a first come, first serve basis through the ICN scheduling process.  The library reserves the right to cancel any scheduled activity if circumstances require it.

  2. The ICN is a limited access network and cannot be used for profit-making.  The user may not resell time on the network.  The general public is not always eligible to attend ICN meetings.

  3. The ICN room is open during normal library hours only.

  4. The authorized user is financially responsible for all ICN telecommunication charges incurred for the use of the room.

  5. ICN room requests should be submitted at least 72 hours in advance through the ICN scheduling system to avoid being billed.

  6. Use of the ICN equipment may require training.  Training should be scheduled with library staff prior to the ICN session.

  7. All groups using the library’s ICN meeting room must comply with the “Americans with Disabilities Act” and are responsible for providing qualified interpreters or auxiliary aids if requested.

  8. The authorized user is financially responsible for any damage to library property.  Misconduct or damage to the property are grounds to refuse any user and may result in the immediate termination of the meeting.

  9. Granting permission to hold a meeting via the ICN does not imply approval or disapproval of the purposes or expressions of the ICN users by the library, its board or staff.

  10. Food or drink is allowed at the discretion of supervisory staff.  The library is a smoke-free building.

  11. Use or transmission of copyrighted materials without prior approval of the copyright holders is prohibited.  Appropriate use of copyrighted material is the responsibility of the authorized user, not the library.


Revised 6/21/1986
Revised 6/18/1990
Revised 5/15/2000
Revised 9/19/2005
Revised 10/16/2006
Revised 6/21/2010
Revised 5/16/2011
Revised 9/17/2012
Revised 6/15/2015

Keokuk Public Library

210 N. 5th Street

Keokuk, IA 52632

319-524-1483

keokukpl@keokuk.lib.ia.us

keokuklibrary.org

Library Hours:

Monday - Thursday (June - August): 9:00 am - 7:00 pm

Monday - Thursday (September - May): 9:00 am - 8:00 pm

Friday: 9:00 am - 5:00 pm

Saturday: 9:00 am - 3:00 pm

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