Meeting Room Use Policy

Meeting Room Use Policy

The Library is dedicated to the support and advancement of the educational and cultural growth of the community and will make its meeting room available to non-library sponsored organizations for meetings as a public service to the community.  The Ritzville Library District #2 Board is responsible for establishing the policies and rules governing the use of the meeting room.  The Director and paid staff members have the authority to accept, renew, or reject requests for the use of the room under the established policies and rules.  If permission for use of the meeting room is denied, the applicant may appeal to the Library Board.

Organizations:  The meeting room will be made available to non-profit, public or private organizations or persons.

Reservations:  Reservations will be requested of the Director or any paid staff member.  Requests should include 1) name of the organization or person; 2) date and time of the meeting; 3) name, address, and phone number of the responsible party; 4) objective of the meeting (to determine if a profit or non-profit function); and 5) expected attendance.

Meetings:  Library-sponsored or oriented groups will be given preference.  Groups may have to forfeit use of the room to allow for library programs, but only when absolutely necessary.  Due to library programming, the Library may place limitations on recurrent meetings.

Fees:  The Library will not charge a rental fee to a non-profit group using the meeting room.  Kitchen usage will cost $5.00/day.  For-profit groups will be charged $20.00/day, which includes use of the kitchen.  A damage charge will be made if the room or furnishings are damaged during use.

Disturbances:  The use of the meeting room will not interfere with the use of the library by its patrons

Other Library Facilities:  Before or after regular library hours, the upstairs Library facilities are not available.

Access: If the meeting will not coincide with regular library hours, it is the users’ responsibility to make arrangements with the Director or paid library staff to obtain a key.

Cancellations: If a meeting must be cancelled, the Library will be notified as quickly as possible so that the meeting room can be made available to another group.

Clean Up:  Each group using the meeting room, kitchen, and restroom is responsible for clean-up and restoring each room to its original condition before leaving.  Tables and chairs are to be left in their original positions. The rug must be vacuumed before leaving and garbage and wastepaper removed.  Windows must be closed and locked, all lights turned off and the door locked.  If the room(s) are not left in order, the group will be billed for the cost of restoring the room(s) and the Director has the authority to refuse future use of the room(s) to the offending group.

Adopted: 5/12/04
Revised: 7/9/10