Village Board Meetings

CLOSED to the public for now. Ralph C. Norman Community Room Use Policy - contact the Library for updates. 

 

The policies governing the use of the Ralph C. Norman Community Room (RCNCR) of the Williamsfield Public Library District are based on Article 5 of the Library Bill of Rights: “As an institution of education for democratic living, the library should welcome the use of its community room for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equal terms to all groups in the service area regardless of the beliefs and affiliations of their members.”

The Williamsfield Public Library District Board of Trustees, in allowing a group or individual the use of the RCNCR, does not endorse or advocate any position taken by that group. 

The Williamsfield Public Library District Board of Trustees offers use of the RCNCR for cultural, educational, civic, or social purposes.

Use of the RCNCR is subject to the following conditions:

Priority for Use

1. Library related meetings or programs of Williamsfield Public Library District

2. Not-for-Profit educational, cultural, civic or social meetings/gatherings

3. For-Profit Meetings

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Availability
The RCNCR may be reserved by residents of Williamsfield Public Library District. Requests for Library Community Room must be made to the library staff up to 90 days in advance but at least with a week’s notice. Requests will generally be honored in order of application. An application for the community room use must be on file at the library.

Conditions
Persons and organizations may use the RCNCR only when all of the following conditions are met:

1. Maximum occupancy of the RCNCR, at any time, is 25.​

2. The RCNCR is available on a first come, first served basis.

3. Access is only to the RCNCR, adjoining hallway and rest room areas. Whether locked or unlocked, all other library areas are off limits to organizations using the Community Room outside of business hours.

4. To reserve the RCNCR, an individual/group representative must reside in the library district and must schedule the event in person at the library. This person shall be known as the “responsible party.”

5. The individual or group representative must read this RCNCR Policy, and complete a Reservation Form, be at least 18 years of age, and in good standing with the library.

6. The person who signs the Reservation Form now becomes the “responsible person” and is liable for all policy violations.

7. The meeting cannot disrupt the ability of the library to conduct its business in a normal, quiet, and orderly manner.

8. For building security purposes, there is a $25.00 donation for meetings beginning outside of regular library hours. Non-profit and community groups are exempt from paying this. Donations must be paid in advance.

9. The Library District reserves the right to revise any meeting arrangements scheduled if necessary and to preempt an established reservation upon reasonable notification.

10. In the event of a building emergency or weather-related emergency, meetings may be cancelled by the library staff or Board.

General Community Room Rules

• Anyone using the RCNCR will supervise children at all times and ensure they remain in the Community Room area, as outlined above.

• Food and beverages are allowed in the RCNCR. The kitchen is for warming and serving already prepared foods, there will be no cooking in the Room. No smoking or alcoholic beverages are allowed anywhere on library property.

• Decorations or other materials are not permitted on the walls.

• The responsible party using the room is also responsible for clean-up after their event. Tables and floor areas will be clean of food and debris. All chairs and tables will be returned to their original place. Failure to do this will result in a $75 charge to the responsible party.

• Trash in excess of what will fit in the provided Community Room trash can must be removed from the premises by the responsible party.

• The responsible party will be held liable for reimbursing the library for any damage to the room, furnishings, fixtures, equipment, and/or cleaning supplies needed. Library staff will inspect the room after each use. The Library Director/Program Director will make the final decision as to the condition of the room after use.

• Refreshment supplies such as paper plates, table service, and food or beverages are not provided by the library. The responsible party must bring all supplies necessary for their event.

• The responsible party should pick up the key if using the room after library hours. The library is not responsible if the key is not picked up during regular library hours. If a key is lost or not returned, the responsible party is expected to pay the costs of re-keying the building.

• Anyone using the room is expected to leave the key on the kitchen counter before exiting the building.

• No publicity for the meeting will involve the library in any way other than as a venue for the meeting. Advertisements or announcements implying such endorsements are not permitted.

• No signs, posters, or announcements may be placed anywhere in the building without the express permission of the Library Director/Program Director.

• Groups using the community room must comply with all applicable State and Federal laws and Regulations – such as hiring an interpreter or providing auxiliary aids required under the Americans with Disability Act when requested by the public.

• Groups using the community room may not discriminate on the basis of race, sex, color, creed, national origin, age, religious belief, or handicap, against any person requesting admission to the meeting.

• The group agrees to indemnify and hold the Library District harmless from any and all claims, suits, damages, costs, losses, and expenses in any manner resulting from or arising out of the group’s use of the room.

• Groups younger than 18 years old must have an adult responsible party, who assumes all responsibility for the group’s activities and for the care of the Library property and facilities.

• The Library is not responsible for lost or damaged items used or left in the building by the group. No items may be stored at the library.

• Equipment available in the community room: Projector, screen, white board, Wi-Fi, refrigerator, and microwave. Library staff is not available to operate this equipment.

• Future use of the room may be restricted or denied for any violation of these rules.

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Review Process
If a person or group is denied use of the Community Room by the Library Director and/or Program Director, the person responsible may appeal to the Board of Trustees for a reversal, using these steps, within 10 days of the denial:

1. Address the complaint, in writing, to the Board President, explaining the circumstances. (This can be done by leaving the letter at the Library or Emailing it to director@wpld.org.)

2. The Board shall respond to the complaint at its next Board meeting (regular or special), in writing, to the denied responsible person.

3. Notice shall be deemed given when the person requesting Community Room use receives a written response. Such response will be final.