Clark Public Library

Meeting room policy

Governmental or non-profit groups, and for-profit groups or businesses located in Clark Township are invited to use the library’s meeting rooms. The library reserves the right to schedule and make room assignments according to the library’s needs. Additionally, the library reserves the right to alter the meeting room schedules according to the library’s needs. In general, the library allows groups to reserve meeting rooms on a first-come, first-served basis, or (in case of conflict) according to the following order of priority:

• Library Programs and Meetings—which involve efforts of library staff, Library Board, Friends of the Library or Library Associations and Groups of which the library is a member.

• Local Government Meetings/Programs—official meetings or programs of Clark Township, Union County, or State of New Jersey agencies/departments.

• Meetings or Programs of Nonprofit Educational, Cultural, Civic or Social Organizations—open to the public. Priority will be given to Clark Township organizations. A Clark Township organization has 60% or greater of its members residing in the township.

• Activities of For-Profit Organizations/Businesses—classes, workshops, and meetings, excluding activities that result in direct profit, promotion, sales solicitations, or requiring a fee to attend. Only businesses located in Clark Township may use the rooms. Any advertisement for the meeting or program must include the following disclaimer: “The Clark Public Library is not sponsoring or endorsing this program or any goods or services offered.”

Meeting Room Fees: The use of meeting rooms is free of charge to non-profit civic, social, cultural, educational, and government organizations, as long as the meetings or programs they hold are open to the public, are free of charge, and are not held with the intention of generating revenue. The fee assessed to for-profit groups or businesses located in Clark Township using or reserving the meeting room is $100.00 per hour for the Ayers room. The use of the Board room is $40.00 per hour and $150 per hour for the computer lab. Groups using the computer lab cannot install any software on library computers.

For-profits presenting educational seminars are subject to meeting room rental fees unless the program is being presented at the direct invitation of the township, Library, its boards and committees.

A group may be required to provide documentation of non-profit status prior to any confirmation of room booking.

Payment or a billing arrangement must be made at the time of reservation. Any group that fails to pay their bill within thirty calendar days of being billed will be denied meeting room use privileges until its account is cleared, and will be required to pay when booking the room for any future use of the meeting room. Clean Up and Damage: The sponsoring group or individual making application for use of facilities assumes all responsibility for damage to library property and for leaving the premises in the condition in which it was found, including the arrangement of furnishings and the cleanup of trash. A minimum fee of $25.00 will be assessed for excessive cleanup. Damage to the facility will be billed to the group or individual responsible for the room and could result in restriction from further use. A $20.00 charge will be assessed if a room is not vacated by the scheduled time.

The library assumes no responsibility for room set up. Audio visual equipment is available from the library, but arrangements for such equipment must be made when booking the room.

In allowing a group to use a meeting room, the Board of Library Trustees and library staff does not imply any endorsement of the group’s beliefs, policies or program. No group shall in any of its publicity state or suggest that the Clark Library, the Board of Library Trustees, the Clark Township or the library staff sponsors or endorses the meeting, the group or any particular set of ideas.

Groups may identify the library and provide its address in their publicity for the meeting, but may not give out the library’s telephone number or invite potential attendees to contact the library.

Adequate adult supervision must be present at all time when a group which consists of minor age children use the room. Groups will limit their use of library facilities to the areas of the library booked for their use.

Each group will assume responsibility for any theft, damage and/or personal injury resulting in the use of the facilities and will sign a hold harmless agreement. Group members are responsible for making themselves aware of emergency exits and safety equipment such as fire extinguishers.

Light refreshments may be served. No alcoholic beverages or smoking is allowed in the library.

Reservations may be made up to 3 months in advance and cannot exceed (12) meetings annually. Reservations shall be accepted, subject to the provisions of this policy, in the order received

The Library will be notified not less than 24 hours in advance of any cancellation of a meeting. Failure to notify the Library may result in denial of future access to the rooms. In the case of inclement weather, please verify that the Library is open. It is the Group’s responsibility to notify their members of any changes to meeting schedule.

All applications to use the room must be approved by the Library Director or their designee. A copy of the approved application will be given to the group making application for the room.

Approved by Board of Trustees, Clark Public Library RES.2007.18
 

In consideration of the use of meeting space, we agree to pay for any damage to any property of the Township of Clark resulting directly or indirectly from the conduct of any member, officer, employee or agent of the group or anyone in attendance.

We have read and agree to abide by the Clark Public Library’s policies governing the use of the Library’s Meeting Areas. We also agree to defend and hold harmless and indemnify the city/county and any of its employees or agents from any claims, suits, or other actions arising from, caused by, or which are the result of any alleged act or omission of any organization, corporation, guest, invitee, licensee, visitor or other person present on the Library premises for the purpose of participating in, organizing, assisting, enjoying, supervising or in any other way furthering the activity to be held (as described above) on the date(s) listed above. The undersigned is authorized to execute this agreement on behalf of this organization.

Signature of Applicant: ______________________________________________________________________

Name (Print) ___________________________________________________________

Date_______________

Title___________________________________________________________________