ELMONT PUBLIC LIBRARY
REGULATIONS GOVERNING USE OF MEETING ROOM FACILITIES

Meeting Room facilities are available at the Elmont Memorial Library (Main Library) only. These facilities are available, free of charge, for public gatherings of a cultural, civic, community or educational nature.

These facilities may not be used for meetings for commercial or fund-raising purposes.

Applications for use of these facilities must be made in writing in duplicate on Form MR-1 APPLICATION FOR USE OF MEETING ROOM, together with a copy of its By-Laws or written guidelines, subject to the approval of the attorney. Organizations requesting use of meeting room facilities at the Elmont Public Library must have a minimum of 75% of its members residing in the Elmont Union Free School District. Groups applying for meeting room space must have a local representative attend a regular meeting of the Library Board of Trustees to answer any pertinent questions before approval is granted.

Any organization renewing its application for use of a Library Meeting Room must have a representative present at the time the renewal applications are considered at the Library Board meeting in July; or, alternatively, must submit a statement signed by at least two authorized representatives or officers of the group or organization certifying that they have read the "Regulations Governing Use of Meeting Room Facilities," agree personally and on behalf of the organization to abide by the same, and that there has been no significant or substantive change in the By-Laws or written guidelines which were last presented to and approved by the Board. If this statement is not received by July 1, then a representative must be present at the next meeting. Failure to so renew will cause revocation and a new application must be made.

It should be clearly understood that only those meeting dates requested in the application and/or those approved by the Library Board will be booked for the approved organization.

It is to be understood that Library needs must take priority. Organizations may be asked to change a meeting date on short notice. The Library will make every effort to avoid such situations, but if a change is necessary the Library will notify the Organization's contact person so that alternative arrangements may be made.

REGULATIONS: The following regulations must be followed in using the Library's
Meeting Room facilities.

I. MEETINGS AND PROGRAMS

1. It is to be understood that all meetings and programs are open to the public.
    No closed meetings are permitted.
2. No admission fee may be charged, nor may funds be solicited.
3. Meetings or programs must end by 10:30 P.M. and all members of the
    Organizations or audience must have left the building by 10:45 P.M.
4. No meetings or programs may be scheduled for Sundays, holidays, or when the
    Library is officially closed.
5. After each meeting the person in charge must complete Form A-3, ORGANIZATIONS
    USING THE LIBRARY, which is provided by the Library. This form must be filled in, giving the     number of people attending the event, signed and left on the table in the Meeting Room.
6. If an Organization must cancel its meeting, the Organization must notify the Library of the     change at least 24 hours in advance. If an Organization wishes to postpone its meeting to     another date, it must reapply not less than 24 hours prior to the originally scheduled date.     Two missed meetings, without prior notice, may result in cancellation of meeting room     privileges.
7. Organizations may not change the dates of their meetings more than three times a year     except for cancellations with 14 days notice. Failure to comply with this or any other rules     governing the use of the meeting rooms may result in cancellation of meeting room     privileges.

II. FIRE REGULATIONS

1. Seating Capacity
A. Meeting Room #1 - 76 persons
B. Meeting Room #2 - 156 persons
C. Meeting Room #3 - 73 persons

III. REFRESHMENTS

Light refreshments (i.e., coffee and cake) may be served. There are no kitchen facilities available for food preparation or storage. Organizations must provide their own equipment and supplies.

IV. CLEAN-UP

Organizations are responsible for cleaning up the meeting room before leaving the building. Failure to observe this rule will result in cancellation of the Organization's Meeting Room privileges.

V. USE OF LIBRARY EQUIPMENT

1. Furniture arrangements needed may be made at the time the Meeting Room is booked, but     must be made at least 48 hours in advance of the event.

2. Organizations may make advance arrangements with the Director for the use of the Library's Audio-Visual equipment for meetings held in the Library's meeting rooms, for which the regular equipment rental fee will be charged. This equipment must be operated only by a competent operator. If the Organization cannot provide a competent operator, the Library may supply one, for which the Organization shall be charged an hourly fee, at the currently posted rate,
which shall include the time required for set-up, operation and break-down of the equipment.

A. Arrangements for use of Library equipment may be made at the time the Meeting Room is booked, but must be made at least 48 hours in advance of the event.

3. Programs in the Library may not be broadcast or televised live or filmed or taped for broadcast or showing to another audience without the permission of the Director.

VI. DAMAGES TO LIBRARY PROPERTY AND/OR EQUIPMENT

1. All Library property and/or equipment made available for Organizational use is carefully checked prior to any loan, and will be loaned only in good working order. Organizations using such property and/or equipment will be held responsible for any damage thereto discovered after their use thereof, and will be assessed for the costs of the repair and/or replacement.

2. Failure to pay for such damages will result in the cancellation of the Organization's Meeting Room privileges.

VII. STAFF SUPERVISION

A custodian is on duty until 11:00 P.M. in case of emergencies. However, all meetings must end by 10:30 P.M. and the building must be vacated by 10:45 P.M.

VIII. USE OF LIBRARY NAME

The name and address of the Elmont Public Library may not be used as the address or
headquarters of any Organization.

IX. STORAGE

There are no facilities in the Library to permit Organizations to store materials or equipment.

X. OTHER REGULATIONS

1. It is understood that absolutely no fire arms, ammunition or weapons of any nature whatsoever shall be permitted under any circumstances on the Library premises or grounds, without the prior express written consent and approval of the Board of Trustees, which approval may only be given by a vote of the Board at a proper Meeting.

2. The Library reserves the right to make any additional Rules and Regulations pertaining to the use of library facilities and equipment that it deems necessary.

3. Special inquiries or questions about Meeting Room use should be directed to the Adult Services Department, Monday through Friday, 10:00 A.M. to 5:00 P.M., 354-5280.

MR - 2 (500) Rev. 2007