MEETING ROOM

In the library’s temporary home, space has been designated where civic, cultural and educational organizations may meet.  Please note that this is not a private room and noises from other parts of the building may interrupt any meeting that is taking place.  This space is available during regular library hours.  If you or your organization is interested in using the community space, please read the policies and regulations that follow.  For scheduling information please call the library’s Administrative Assistant at 334-5279.

Hirsch Community Room Policies and Regulations

The Hirsch Community Room of the Cape Girardeau Public Library has been provided so that the library can provide educational programs to the community and so that civic, cultural, and educational organizations may have ready access to library resources.  The fact that a group is permitted to meet at the public library does not constitute an endorsement of the group’s policies or beliefs.            

The Administrative Librarian or a designee authorizes use of the community room and maintains the schedule.  If a question is raised as to the objectives and activities of any organization or group requesting use of the community room, the Cape Girardeau Library Board of Trustees has the final authority in granting or refusing permission for the use of the Hirsch Community Room.            

The following regulations apply to the use of the community room and any departure therefrom may be made only by the written authorization of the Administrative Librarian. 

I.                    Availability

1. Library programs and library related programs have priority in the use of the community room.
2. The community room is available for use by organizations of a civic, cultural, or educational character, but not for social gatherings, money-raising events or commercial purposes.
3. Children or teenage groups may use the community room provided that they are supervised by an adult.  The adult supervisor will be responsible for any damage.
4. Meetings which may disturb regular library functions shall not be scheduled.

 II.                 Scheduling

1. A completed application is required before a meeting may be scheduled.
2. Application for permission to use the community room shall be made at least a week in advance and not longer than one year prior to the scheduled meeting.  For those organizations that use the community room on a regular monthly basis, the application should be updated annually each January.
3. The community room may be scheduled for meetings beyond regular closing hours when permission from the Administrative Librarian, and a $7 fee per hour or any part of an hour, is received one week in advance.  Permission will be noted on booking calendar.
4. Recurring reservations will be accepted for no more than 9 months at a time.  It is the responsibility of the organization to check on advance registrations. The library reserves the right to refuse recurring reservations during June, July and August.
5. Generally, no group or organization may use the community room more than once a month.  Exceptions may be granted for workshops or educational classes or other reasons with board approval.  No more than 2 exceptions will be granted in a calendar year for any group without approval from the Board of Trustees.

 III.               Use of Kitchen Facilities

1. Organizations may use kitchen facilities to prepare light refreshments or light luncheons which involve no cooking.
2. Alcoholic beverages and those with red dye are not permitted.
3. Organizations are required to leave the meeting room clean and orderly.  Organizations will be charged a minimum cleaning fee of $100 for any carpet stains that will require professional cleaning.  Any stain-causing spills  must be reported to the Administrative Librarian immediately.

 IV.              Responsibility for Equipment and Facility

1. Organizations are responsible for setting up tables and chairs for their own meetings.
2. No signs, displays or exhibits may be attached to the wall in any manner without written permission from the Administrative Librarian or designee.
3. Organizations shall accept responsibility for the repair or replacement of damaged or missing equipment or the building interior.
4. No materials, equipment or furniture belonging to groups or organizations may be stored on the library premises.  The library will not assume responsibility for any items left on the premises.
5. Organizations that plan to work on potentially messy craft projects, must lay tarps down on the designated work area.
6. Organizations are responsible for cleaning library tables and chairs if they have served food or worked on craft projects.  

V.                 General Regulations

1. Neither the name or address of the Cape Girardeau Public Library may be used as the official address or headquarters of an organization, other than the Friends of the Cape Girardeau Public Library Foundation.
2. Admission fees or collections are prohibited.  The only exceptions are in the case of paid registration which is necessary to cover expenses for formal workshops or institutes or a fee to cover actual cost of a library sponsored program and a money raising project involving only organizational members, i.e. Silent Auction.  Solicitation of non-members is prohibited.  Exceptions must be approved one month in advance of scheduled meeting. 
3. The Administrator or designee is authorized to terminate the meeting of any group that becomes disorderly or objectionable and to deny subsequent use of the community room to groups that violate policies and regulations.
4. No additional furniture or equipment other than that furnished by the library is to be used without library approval, excluding projectors and screens.  

Approved by Library Board of Trustees -            April 27, 2000