Meeting Room Policy

Purpose:  The meeting room in the lower level of the Sauk City Public Library is available for use by community groups for presentation of informational, educational or recreational meetings and programs in keeping with the mission of the Sauk City Public Library

Policy:  Meeting room facilities will be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.  Meetings are scheduled on a first come - first served basis.

         1. Rooms may be used for: 

2. Rooms may not be used for:

3. No admission fee, registration fee, nor donations may be sought from meeting attendees, except by local non-profit educational, social service or cultural organizations with the specific permission of the Library Director.  This guideline is waived for library fundraising activities.

4.  A representative from all organizations must sign an Indemnification and Hold Harmless Agreement before their first meeting.

5.  No charge will be made by the library for the use of the meeting rooms.

6.  Users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to the building and/or equipment beyond normal wear.

7.  Users of the meeting room will follow the guidelines regarding meeting room use.  These guidelines will be made available to all those users booking the rooms.

8.  Use of the library meeting rooms does not imply endorsement by the library staff or Trustees of the viewpoints presented.

Meeting Room Guidelines

Responsibilties of Organizations: The presiding officer or chairman shall be responsible for locking the side entrance and back entrance doors and the door at the foot of the stairway. Additionally,

  1. All lights must be turned off in lower level and windows must be closed.
  2. Smoking is not permitted in the meeting rooms.
  3. Chairs and tables must be returned to storage.
  4. Trash must be placed in garbage can on the side entry porch.
  5. There are no facilities for storage of equipment.
  6. Damages to the building, equipment, or furniture, etc. shall be reimbursed by the group causing the damage.
  7. When the Library is open, meeting attendees are encouraged to use the parking lot behind the building to provide library users easy access to the building.
  8. No alcoholic beverages or tobacco products are allowed in the building.

Limitations

Library projects or meetings shall take precedence over any other group meetings. When the library is not open, groups will not be allowed to schedule meetings unless a library staff or Board member is in attendance. The Library Board reserves the right to exclude any organization from using the meeting rooms if they do not abide by the above responsibilities.

Hold Harmless and Indemnification Agreement

An officer from all organizations using the meeting room will be required to sign the Hold Harmless and Indemnification agreements before the use of the meeting room.

Liability

The Library Board and staff assume no liability for groups or individuals attending a meeting in the Library. The Library Board and staff assume no liability for any equipment, supplies, materials, clothing or other items brought into the library.

Contact

Any organization requesting use of meeting rooms shall contact the Library staff during regular library hours. If you have any questions or need help when the library is closed, please contact one of the Library Board and staff members listed below:

Chuck Hall 643-3335
James Staff 643-5203

Peggy Heidenreich 643-4437


Policy Information

Title: Policies for groups using meeting room
Effective date: July 12, 2010
Authorized by: Library Board of Trustees
Date of last review: April 10, 2006
Amended & approved: James Staff