Community Room Use

Use of Stengel Community Room

The Stengel Room at the Mt. Morris Public Library is to function as a benefit to the community. Since this means the Stengel Room will be open to all types of groups, the Library does not necessarily endorse the philosophies or practices of all those using the meeting room. The facilities will be made available on an equitable basis to all groups in the community subject to compliance with the following regulations, the approval of the Library Board, and according to the guidelines outlined in Article VI of the Library Bill of Rights.

Library related activities, Library Foundation related activities, and Village Board related activities all have priority in the use of the room. No fee will be charged to any of these groups.

Other groups may use the room according to the following regulations.

Reservations

1. For each quarter (Jan., Apr., July, Oct.) reservations will be made in the order they are received. Beginning with the first Monday of each quarter the Library will make Stengel Room reservations for the rest of that quarter.

2. Reservations must be made by completing the application form (attached) and submitting the necessary fee along with a $25 deposit. This should be done by the person from the group who will be responsible for seeing that the group involved follows these rules and regulations. An adult must make the reservation for meetings of groups whose members are high school age or younger and the adult must be present at the meeting. The deposit will be refunded providing the room was left in good condition. All or a portion of the deposit will be kept if clean-up is required by library staff.

3. If the library accepts the reservation application and fee for the requested date, the group concerned can consider that the reservation is confirmed. The key to the Stengel Room can be picked up 24 hours before the date of the reservation and must be returned in the mailbox immediately after the meeting. (See the section below concerning Key.)

Fees

1. All community groups, clubs, organizations, and businesses within the Mt. Morris area may reserve the use of the Stengel Room free of charge. All reservations must be made quarterly on a first come, first served basis. If, during any given year, a community group uses the Stengel Room four or more times, a donation to the Library from the group to help defray custodial and maintenance costs will be appreciated.

Groups have the option of paying a small additional fee for coffee bar supplies. (See section below concerning Coffee Bar.)

2. Private groups in the community may reserve the use of the room at a rate of $10.00 per hour. Private groups may also have the option of paying an additional fee for coffee bar supplies.

3. Not-for-profit groups will be allowed to hold fund raising activities in the Stengel Room

if profits are to be used for library related projects. Private groups or individuals may not use the Stengel Room for profit-making projects.

Key

1. A key to the north (Front St.) door that allows access to the Stengel Room and the adjacent restroom should be picked up during library hours not more than 24 hours before the scheduled meeting date.

2. The key must be returned in the mailbox at the conclusion of the meeting. The deposit will not be refunded if the key is not returned promptly.

Coffee Bar

1. Refreshments in the Stengel Room should be limited to coffee, tea, cold drinks, and finger food. Special permission from the Library Director must be secured if more elaborate refreshments are to be served.

2. The coffee bar is equipped with a coffee maker, an electric tea kettle, three beverage servers, two pitchers, and two trays.

3. Groups will have the option of paying an additional $5.00 for a refreshment package for 12 people that will include pre-measured coffee, assorted tea bags, creamer and sugar packets, paper liners for coffee cup holders, small paper plates, and napkins.

Clean-Up

1. The group using the room is responsible for clean-up (except vacuuming). The room must be left in the same condition in which it was found. (See Clean-Up check list.) Clubs or other organizations may not store their equipment at the Library.

2. Users must pay the cost for repair of damages to the room or any equipment therein.

3. The Library will not be responsible for materials or equipment left in the building by the users. No equipment or products belonging to specific groups may be stored at the Library.

4. Once a meeting is over, the users are responsible for turning off the coffee maker, turning off all lights, and locking all doors.

A-V Equipment

Groups using the Stengel Room may use the following A-V equipment:

Projector, Overhead Projector, Projection Screen, Presentation Cabinet, 36” TV/Monitor, VCR Player, DVD Player.

The Mt. Morris Public Library is a tobacco, drug, and alcohol free environment.

Meetings in the Stengel Room must in no way disturb the peace or take away from the normal functioning of the Library.

24 is the maximum number of people that can be accommodated in the Stengel room.

All activities must conclude and the room must be vacated by 11:00 p.m.

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Meeting Room Application	76 KB

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| Last updated July 27, 2009

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Community Room Use