Community Room Policy

 

Meeting Room Application

The primary purpose of the North Adams Public Library Community Room is for the Library’s own programs. When the room is not needed for library programs, it is available for use as a meeting room by civic, educational, governmental, cultural groups and non-profit organizations. The Community Room may also be used by commercial or private parties for a fee. The Community Room may not be used for religious worship or political fundraising activities.

All must agree in writing to follow all the rules established for the use of the room. If an organization wishes to serve refreshments, a $10 nonrefundable fee will be charged. All organizations must have an open membership policy and may not discriminate on the basis of race, color, religious creed, national origin, sex, sexual orientation, genetic information, ancestry, age, or handicaps.

In allowing use of the Community Room, neither the library nor its Board of Trustees endorses any position expressed by any group using the room.

RESERVATIONS

NAPL and the Friends of the NAPL programs have priority over other groups’ programs. Use of the meeting room is scheduled on a first come first served basis.

Application for use of a meeting room must be made in advance on an application form provided by the library or on this website. The application form should be returned to the Director’s Office at least one week prior to the meeting and any fees should be paid at this time.
Use of the Community Meeting Room is generally limited to one scheduled day per month, unless approved by the Director. Space for a series of regular monthly meetings should be requested as far in advance as possible. The library reserves the right to cancel the reservations for any meetings. The Library Director should be notified whenever a scheduled meeting is cancelled.

RESTRICTIONS

Neither the name nor the address of the library may be used as the official address or headquarters of any organization except for the Friends of the NAPL.

Meetings that would interfere with normal library activities and work will not be permitted.
The library will not provide storage for the property of any organization that meets in the library building except for the Friends of the NAPL. Please remember, smoking is not permitted in the library or on library grounds.  A sign to indicate the location of a meeting may be posted at the front door of the library and the door of the meeting room the day of the meeting. Notice of the meeting may also be posted on the community bulletin board.
Use of the Community Meeting Room is a privilege and not a right, and is subject to NAPL’s sole and exclusive discretion. Accordingly, NAPL reserves the right to deny the use of the meeting room to any organization.

DAYS AND HOURS OF MEETINGS

Meetings are to be held during regular library hours. Meetings must be finished and clean-up complete 15 minutes before the library closes for the day. When scheduling a room, time for set-up and clean up must be included in the reserved time period.

FEES

Donations are always welcome to help with the cost of maintaining the meeting room facility and equipment.  For non-profits or organizations that make in-kind donations regularly to benefit the City, there will be no charge for use of the Community Room.
For all others the fee for the Community Meeting Room is $20 per hour payable in advance of the meeting. If refreshments are served there will be a nonrefundable fee of $10. All fees are due when the room is reserved using the Meeting Room Application form.

GROUP RESPONSIBILITIES

The person completing the application is responsible for ensuring that the organization abides by the library Meeting Room Policy. Organizations which do not follow Meeting Room Policy may have their privileges revoked. The NAPL complies with the Americans with Disabilities Act (ADA) and organizations using the library meeting room must provide accommodations for persons with disabilities.

Organizations using meeting rooms are responsible for their own set-up and general clean up. Rooms should be left neat and clean and ready for the next scheduled group meeting.

An additional fee will be charged if the room is not left clean. Organizations using the meeting room are responsible for reimbursing the library for any damages that may occur to the library building or equipment.

Any difficulties or problems should be reported to the Library Director at 413-662-3133.

The following equipment is available for an additional charge: 54 folding chairs, Tables, Screen, Overhead projector, Slide projector, Television and DVD player (located in the smaller conference room), LCD Projector and laptop computer. Please contact the Library Director for additional information.

Approved by Library Trustees September 12, 2016