The mission of the Fremont Area District Library is “to provide quality library service, enhancing community learning, growth, and enjoyment.”  The Library provides meeting rooms to the public as a service to support the cultural, educational and informational needs and interests of the community.  The public meeting rooms are available to public groups as a limited public forum with the following guidelines set by the Library Board. 

Meeting Room FAQ's

What facilities are available?
Who may use the public meeting rooms?
How may public meeting rooms be used?
Are refreshments permitted?
When may meeting rooms be reserved?
How are meeting rooms reserved/scheduled?

Regulations

What facilities are available?

The Merrill Community Room with a capacity of 125

The Butterick Conference Room in the upper level with a capacity of 15.

The Training Room in the upper level (includes computers) with a capacity of 10.

·        Community groups may use the public meeting rooms.   Persons reserving the public meeting rooms will be required to provide a written statement of the program and objectives of the group.

·        The meeting room shall not be used for political rallies, partisan events, religious services, showers, receptions, or parties.

·        No attendance or entry fee may be charged. 

·        Only the Library (or a library group) may sponsor a fund-raising or purely social event and meetings for the exclusive purpose of fund raising by other groups are prohibited.

·        Organizations may collect ordinary annual dues or donations or sell miscellaneous items (such as organizations calendar, etc), provided that such activity is incidental to the purpose of the meeting and not a requirement to participate. A fee for supplies may be charged in conjunction with a workshop. 

·        Commercial sales and promotions of businesses are prohibited.

·        Library sponsored or co-sponsored programs always take priority.  The Library reserves the right to change or cancel reservations to accommodate Library programs within a reasonable time.

·        Use of the public meeting rooms does not imply Library endorsement, and no announcement, press release, flyer or other promotion should state or imply Library endorsement or sponsorship of the event or the organization.  Groups may not use the Library’s name or address as their own address or headquarters location or store their property at the Library between meetings.

·        Groups using the public meeting rooms agree to indemnify and hold harmless the Fremont Area District Library, Fremont Public Schools, City of Fremont, Dayton Township, Charter Township of Sheridan, and Sherman Township, its agents and representatives, from any and all suits, actions, claims, or demands of nature arising out of or brought on account of any injuries or damages sustained by any person as a consequence or result of the use of the room, its furnishings or equipment.

·        Individual groups or organizations reserving the public meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.

·        Meeting room use must not interfere with the normal operation of the Library.

·        Library facilities will be left in a clean and orderly condition.  The person reserving the room will be responsible for the condition of the room and any equipment used.  Users will be billed for the repair of any damage to facilities or equipment (library maintenance staff will inspect meeting rooms after each use and report any damage to the Library Director)

·        Groups are responsible for set up and clean up after the meeting (see attached checklist).

·        Handouts, pamphlets or other materials may be distributed only to those attending the meeting and may not be placed outside the public meeting rooms for general distribution or left in the Library at the conclusion of the meeting.

·        Adults bringing children to a meeting must keep the children with them in the assigned meeting room.  Children may not sit or play in the corridors or be left unsupervised in the Children’s Library.

·        Persons attending meetings are subject to all city ordinances, state or federal laws and library policies.

·        Light refreshments may be served in the Merrill Community Room and the Butterick Conference Room (juice, coffee, rolls, cookies, fruit, pop, appetizers, desserts, etc).  Each public meeting room has a small adjacent kitchen, which is equipped with a full-sized refrigerator (with icemaker) and a microwave oven.  Only meals that have been prepared off-site (catered, potluck) may be served in the public meeting rooms. No food or drink is allowed in the Training Room.

·        Alcoholic beverages are not permitted.

·        Smoking is not permitted anywhere in the library building.

·    Meeting rooms may be used during Library Hours free-of charge. The Upper Level Conference Room and Training Room may only be used Monday-Friday and must be vacated by 5:30 pm regardless of library closing time.  Public meeting rooms are not available on Sunday.

 ·   Use of the meeting rooms outside of public library hours requires the approval of the library director. Since use outside regular library hours requires a staff member to either provide access or secure the building, the group using a meeting room will be charged a $25.00 fee.  A group using a room that requires staff to both open and close the Library would result in a $50.00 fee.

 ·   All groups who have not vacated the building at library closing will be charged a $25.00 fee for closing.

            ·        Library events always take precedence.

·        Reservations will be taken on a first come, first served basis by the Administrative Assistant.  Groups may reserve a meeting room up to 12 months in advance.   Reservations must be made in writing on standard Library form at least 2 days prior to the meeting date.

·        The public meeting room calendar is posted on the Library’s   webpage at http://www.fremontlibrary.net.

·        The Library must be notified of cancellations 2 working days before the meeting date for the organization to remain in good standing. Cancellations within 48 hours of the date/time will be charged a $25.00 fee.

·        If the Community Room is used when the Library is closed, group access shall be limited to the Community Room and public restrooms.

·        All equipment requests must be made in writing on the standard library form at the time of making the reservation. Groups are responsible for setting up the room for themselves and cleaning up after the meeting.

 Approved: October 8, 2002