| 3.5.4.0.0 | Public Library | ||
| .9.0 | Use of Meeting and Conference Rooms
Meeting and conference rooms of the Kansas City, Kansas Public Library are provided for library-sponsored or co-sponsored programs and activities which meet the informational, educational, cultural, recreational, and civic goals of the library. When not in use for library activities, the conference and meeting rooms may be used by groups and organizations described in policies of the Board and applicable law. The Director of Libraries or his/her designated representative shall be responsible for approval or disapproval of requests for use of meeting/conference rooms in accord with policies of the Board and applicable law. The Board of Education shall be the final authority in granting or refusing permission for the use of the rooms. | ||
| .9.1 | Eligible Organizations
In the consideration of requests for the use of conference and meeting rooms, approval shall be given for activities of such character, type and nature that: | ||
| .9.1.1 | Will not interfere or conflict with regular library programs or activities. | ||
| .9.1.2 | Involve no significant expense to the Library not contemplated in the budget or reimbursed by rental fees. | ||
| .9.1.3 | Are not contrary to the spirit or the letter of relevant laws or ordinances. | ||
| .9.1.4 | Are sponsored by groups or organizations who present sufficient evidence that proper supervision and any required insurance will be supplied. | ||
| .9.1.5 | Are sponsored by groups whose headquarters are in or who provide services to residents of Wyandotte County. | ||
| .9.1.6 | Are sponsored by groups who agree to abide by Board policies governing meeting room and conference room use. | ||
| .9.2 | Room Availability | ||
| .9.2.1 | Meeting rooms accommodating 20 or more persons are designed for changing events open to diverse groups and generally cannot be reserved exclusively for exhibition or display purposes for more than one day. Any exception shall be only by special arrangement and subject to special regulations and requirements. Movement of any equipment owned by the group shall be approved in advance as part of the application for use. | ||
| .9.2.2 | Conference rooms accommodating 5-15 persons are available to any private group or organization for educational or training conferences, workshops, planning sessions, etc. | ||
| .9.3 | Limitations
Specific rules governing the use of meeting and conference rooms shall be established and supervised by the Director of Libraries. | ||
| .9.3.1 | Social Activities
Social activities such as dances, parties and card games shall not be considered within the library's informational, educational, recreational and cultural goals. |
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| .9.3.2 | Individual Usage
Individuals' desiring to provide informational, educational, cultural, recreational, or civic programming in the library's meeting and conference rooms must be sponsored by a local group or organization and meet all other eligibility requirements. | ||
| .9.3.3 | Meeting and conference rooms will not be made available to any private group or organization whose membership is limited by race, creed or national origin. | ||
| .9.3.4 | Scheduled programs must be open to the public. However, educational or training conferences, workshops, planning sessions, etc. scheduled in meeting rooms or conference rooms need not be open to the public. | ||
| .9.4 | Conditions Regarding Use of Facilities
Materials, equipment and furniture belonging to groups or organizations using the auditorium may not be stored on library premises, and the library assumes no responsibility for such material left in library facilities. | ||
| .9.4.1 | Use of Equipment
Organizations desiring to use library-owned equipment in conference and meeting rooms shall request permission for such use when applying for the meeting room. Organizations using library equipment shall assume full responsibility for any damage to equipment while it is in their possession. | ||
| .9.4.2 | If library staff assistance is required for the use of library owned equipment, a fee may be charged for such service at the discretion of the Director of Libraries or his/her designated representative(s). | ||
| .9.5 | Electrical and Heating Controls
No group shall, under any circumstances, tamper with any electrical or heating controls. | ||
| .9.6 | Use of Kitchen Facilities
Simple refreshments may be served in meeting and conference rooms provided the room and kitchen facilities are left in the condition in which they are found. |
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| .9.6.1 | Users must provide their own utensils and supplies. | ||
| .9.6.2 | Actual costs for the replacement of damaged property and/or for custodial services necessary to return the room to its original condition shall be assessed any group failing to leave the room in proper condition. | ||
| .9.7 | Admission Charge for Meetings Prohibited
Events scheduled in meeting rooms must generally be open to the public and groups using the rooms may not charge admission except under special authorization made a part of the use authorization. | ||
| .9.8 | Permit Subject to Cancellation
Authorization to use library facilities is subject to cancellation by the Director of Libraries without time limitations when organizational use conflicts with the needs and activities of the Library or is found to be in violation of the policies of the Board. In general, advance reservations will not be cancelled less than five weeks prior to the scheduled date except for emergency situations as determined by the Director of Libraries. | ||
| .9.8.1 | Cancelled Meetings
In the event a scheduled meeting is cancelled by the person or organization to whom building use has been authorized, proper notification of such cancellation shall be given to the Director of Library Services or his designated representative(s). | ||
| .9.9 | Smoking and Alcoholic Beverages Prohibited
Smoking is not allowed in library facilities, including the lobby areas, meeting rooms, and restrooms. No alcoholic beverages shall be served under any circumstances. | ||
| .9.10 | Application and Approval
All applications for use of library facilities must be submitted on official request forms. Detailed procedures for the application process shall be established by the Director of Libraries. | ||
| .9.11 | Hours of Building Use | ||
| .9.11.1 | Time Schedules Stipulated
Time schedules for any library facility use shall be stipulated at the time requests are made and permission granted. | ||
| .9.12 | Library Hours
Argentine
Branch Monday-Thursday 8:30 a.m.-8:30 p.m. | ||
| .9.13 | Sundays and Legal Holidays
Buildings shall not be used by outside groups on Sundays the Library is closed or on legal holidays except in unusual circumstances and as authorized by the Board. | ||
| .9.14 | Fee Schedule for Use of Facilities
Generally, there is no fee for the use of library conference or meeting rooms during hours the facility is regularly scheduled to be open for service. In the event it is necessary to charge a fee, such fees will be charged to preserve tax funds levied for the provision of library services to the residents of Kansas City, Kansas and are set to finance direct costs associated with such use. Costs generally include utilities, custodial and/or other employee services, security services, equipment maintenance, supplies and other cost directly applicable to the group or type of activity involved. | ||
| .9.14.1 | Fees for Meeting Room Use Outside Normal Service Hours
Groups and organizations who wish to schedule meetings before or after normal library service hours shall be charged an hourly fee for each hour or any portion of an hour outside normal library hours. | ||
| .9.14.2 | Fee Determination
Determination of charges shall be based on all factors and needs involved in use of the facility and shall be agreed upon prior to approval of the request for room use. Final determination of fees shall be by the Superintendent of Schools and the Director of Libraries. | ||
| .9.14.3 | Fees Payable in Advance
Fees for the use of library rooms by groups or organizations before or after library hours are to be paid via a check made payable to Kansas City, Kansas Public Library. Such payment is to accompany a use request form when submitted to the administrative office of a library. The funds will be deposited with the USD 500 business office upon approval of the use request. | ||
| .9.14.4 | Fee Schedule
There shall be a $50.00 charge per hour or any portion of an hour for use of meeting or conference rooms by outside groups during hours the library is closed for public service. | ||
| .9.15 | Gratuities Prohibited
No payment, gratuity, gift, or other compensation shall be made directly or indirectly to any custodian or other employee or officer of the library or USD #500 by an individual or group using school facilities. | ||
| .9.16 | Damages and Excess Wear and Tear
All damages or excess wear and tear on the facilities or equipment shall be paid by the group to whom the permit is issued. Future use may be denied any group which fails to exercise proper care of facilities. | ||
| .9.17 | Certificate of Insurance
The Superintendent of Schools or his designated agent may require any group or organization seeking use of library facilities to furnish a certificate of insurance covering liability for personal injury to participants or spectators or damage to property. The Board of Education shall not be responsible for accidents, injury or loss of individual property while using the meeting or conference room. | ||
| Approved by the Board of Education 2/15/94 |
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