Meeting Room Policy and Instructions
Reservation and use of library meeting rooms.
MEETING ROOM POLICY INSTRUCTIONS FOR VOLUNTEERS
- One agreement form will be assigned to each responsible party for each reservation or booking. This means if a responsible party is asking to reserve the meeting room for three consecutive weeks on a weekly basis they need to write down those dates and times on the upper right hand box on the first page of the meeting room policy and initial it.
- The responsible party must read and sign the form prior to using the meeting room and only if they agree to the terms and conditions therein. They are responsible for those terms and conditions for each reservation or booking.
- If the responsible party is reserving the meeting room for more than one day or time, make them a copy so they will have the agreement with them.
- The key is located in the boiler room on the right hand wall underneath the telephone circuit board and is attached to a large key bob. Only give them the key if the agreement has been read and signed and no other meeting has been scheduled prior to their meeting. Place the signed agreement in meeting room folder until the key is returned and the meeting room has been left in satisfactory order, then date and initial this same form to indicate return of key. Leave completed form in the Meeting Room Folder.
- If a meeting room applicant disagrees with the policy, they must submit a letter in writing to the library board. The desk volunteer will grant NO EXCEPTIONS.
- If there are any problems refer the person to Sylvia Martinez. If they are not available, another board member can be called.
- If you have any suggestions as to how to streamline this process, please let us know.
THANK YOU FOR ALL YOUR HARD WORK
