Library Community Room Use Policy

Purpose of Policy:

The purpose of this Library Community Room Use Policy (“Policy”) is to establish clear guidelines for the use of the Library Community Room (“Community Room”). The Policy ensures the Community Room is primarily available for Library Programming, Library-Sponsored Programming, City Programming, and City-Sponsored Programming in a manner consistent with the Community Room’s function as a nonpublic forum. The Policy also defines City staff responsibilities, Community Room hours of operation, and approval procedures to maintain safe, fair, efficient, and viewpoint-neutral use of the Community Room consistent with this Policy.

Scope:

This Policy applies to all requests for use of the Community Room.

Definitions:

  • City Programming: Programming organized and conducted by City staff.
  • City-Sponsored Programming: Programming organized and/or paid for by City departments.
  • City Staff Supervision: The presence of a City staff member to unlock, set up, and lock the Community Room, as necessary.
  • Library Programming: Programming organized and conducted by City Library staff.
  • Library-Sponsored Programming: Programming organized and/or paid for by City Library staff.
  • Non-City Programming: Programming or activities that are not organized, conducted, sponsored, or co-sponsored by the City.
  • Normal Business Hours: Standard Library operating hours during which City staff are regularly scheduled to work.

Allowed Uses and Prioritization of Requests:

The Community Room is intended to serve the needs of the City by providing a nonpublic forum for Library Programming, Library-Sponsored Programming, City Programming, and City-Sponsored Programming. The Community Room is not available for Non-City Programming or for general public reservation. Use of the Community Room shall be prioritized as follows:

  1. Library Programming
  2. Library-Sponsored Programming
  3. City Programming
  4. City-Sponsored Programming

Within each priority category above, requests will be processed on a first-come, first-served basis to the extent reasonably practicable. The City shall retain discretion to accommodate and prioritize lower priority programming where necessary, and reserves the right to deny, reschedule, cancel, or revoke approval of any use to accommodate higher-priority City use, emergency operations, facility maintenance, staffing limitations, safety concerns, security concerns, or operational necessity. When feasible, prompt notice of any such denial, rescheduling, cancellation, or revocation will be provided. Approval of use does not constitute City endorsement of any organization, activity, or viewpoint. Any approval granted under this Policy is a revocable license only and does not create a property interest or any right to future use of the Community Room.

Prohibited Uses:

The following uses are prohibited:

  • Non-City Programming
  • Commercial promotion, sales activities, and fundraisers for private profit
  • Charging admission to attendees
  • Private social events not open to the public
  • Unlawful discrimination in violation of applicable federal, state, or local law

Procedures:

Use of the Community Room must comply with the following procedures:

  1. Submit Request for Use of Community Room. All requests for use of the Community Room must be submitted using the City’s “Request for Use of Library Community Room” form available on the City’s website or in hardcopy at the City library. All requests must be made at least two weeks in advance of the requested date. The City may require applicants to provide supplemental information reasonably necessary to evaluate the request, including information regarding the proposed activity, expected attendance, room setup, equipment needs, and the identity of any sponsoring department or participating organization.
  2. Approval. The City Manager or designee shall review all requests for use of the Community Room and may approve, conditionally approve, or deny requests based on consistency with this Policy, staffing availability, operational capacity, facility availability, safety considerations, and other applicable City requirements. This Policy shall be administered in a reasonable and viewpoint-neutral manner consistent with the purpose of the Community Room as a nonpublic forum. The City shall communicate its decision to approve or deny a complete request within ten (10) business days after receipt. Approval may be conditioned on compliance with facility rules, occupancy limits, setup and cleanup requirements, supervision requirements, payment of any applicable fees or deposits, compliance with applicable law, and any other reasonable conditions necessary to protect City operations and property. When deemed reasonably necessary by the City Manager or designee based on the nature of the proposed use, approval may also be conditioned on execution of a facility use agreement, proof of insurance, indemnification, and reimbursement for City costs.
  3. Staffing. Unless pre-approved by the City Manager, all activities and programming in the Community Room shall occur during Normal Business Hours or at times when City staff are available to provide supervision without incurring overtime expenses. All approved uses occurring outside of Normal Business Hours require City staff supervision at all times. The supervising City staff member is responsible for required setup, breakdown, and securing of the Community Room. Approval of use outside Normal Business Hours does not create a right to future approval of similar uses.
  4. Responsibility for Use; Damage and Cleanup. The applicant and any sponsoring organization are responsible for the conduct of participants and invitees during the approved use period and for compliance with this Policy, Facility Rules and Code of Conduct, and any conditions of approval. The Community Room must be left in a clean, orderly, and secure condition and returned to the same condition in which it was provided, reasonable wear and tear excepted. The applicant and any sponsoring organization may be held responsible for damage to City property, extraordinary cleaning costs, loss of City property, or other costs incurred by the City arising from the approved use.
  5. Insurance and Indemnification. When required by the City Manager or designee based on the nature of the proposed use and the risks presented, the applicant and/or sponsoring organization shall provide proof of insurance in types and amounts acceptable to the City and shall execute an indemnification and hold harmless agreement in a form approved by the City. Failure to timely provide required insurance or an executed agreement may result in denial or revocation of approval.
  6. Occupancy, Fire and Life Safety; Alcohol. All approved uses shall comply with posted occupancy limits, applicable building, fire, and life-safety requirements, and all lawful directions of City staff, fire personnel, and law enforcement. Aisles, exits, exit access, fire protection equipment, and accessibility features shall remain unobstructed at all times. The possession, service, or consumption of alcoholic beverages is prohibited.
  7. Compliance With All Applicable Laws. All activities must comply with all applicable federal, state, and local laws, safety regulations, this Policy, the Facility Rules and Code of Conduct, and lawful directions of City staff. Failure to comply may result in denial, suspension, or revocation of use privileges.
  8. Grounds for Denial or Revocation. Requests may be denied, and previously granted approvals may be revoked, if the requested use does not qualify under this Policy; the application is incomplete, inaccurate, or untimely; the use would conflict with higher-priority City use; staffing is unavailable; the proposed use raises safety, security, occupancy, or maintenance concerns; the applicant or sponsoring organization has previously violated this Policy or facility rules; or the proposed use would violate applicable law or City policy.