South Kingstown Public Library/Peace Dale Meeting Room Procedures

 

1. Any individual or non-profit group (hereafter referred to as user) wishing to use the Meeting Room must complete the application form and return or fax it to the Meeting Room Coordinator at least one week before the scheduled date. Exceptions for less than one week's notice may be made at the discretion of the Meeting Room Coordinator.

 

2. After reviewing the application, the Meeting Room Coordinator will notify the applicant as to the availability of the room. The Meeting Room cannot be used without prior approval.

 

3. If for any reason the user needs to cancel a meeting, the Meeting Room Coordinator is to be notified as soon as possible.

 

4. Smoking is not allowed in the building at any time. Open flames, flame devices, candles or theatrical smoke are not permitted.

 

5. Room capacity, as determined by the Fire Marshal, will be observed at all times.

 

6. Due to the size of the Library parking lot, users of the Meeting Room who meet while the Library is open must park outside the lot in the spaces available on Kingstown Road. The only exception is for those requiring Handicapped access. Users who meet when the library is closed may park in the parking lot.

 

7. The user of the Meeting Room is responsible for setting up the room as well as returning the room to its original condition. This includes the discarding of all cups, cans and food in the trashcan, which is located inside the Meeting Room. Alcoholic beverages are prohibited.

 

8. The user is responsible for paying for any breakage or damage to library property that may occur while using the room.  

 

9. If a meeting is scheduled to begin after the library is closed, then the user must come into the library during regular business hours on the day of the meeting to pick up the key. If the room is scheduled on a day the library is closed, then the key must be picked up before closing time on the previous business day.

 

10. If the meeting is scheduled to end after the library is closed, then the user is responsible for the following:

*Ensuring all meeting attendants have vacated the building.

*Turning off the lights in the Meeting Room, stairwell and main lobby, as well as the kitchen, lower-level hallway, and lavatory lights.

Lowering the room's thermostat to 60 degrees.

*Locking the Meeting Room and main entrance doors. The kitchen and lavatory doors lock automatically.

*Giving the outside door a tug to be sure it has locked.

 

11. The user must return the keys by placing them in the Book Drop upon exiting the building.

 

12. The Library is not responsible for equipment, clothing or other items left on its premises at the close of a meeting.

 

Revised December 2004