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Edwardsville Public Library Meeting Room Policy
The library provides the use of its meeting room facilities as an additional service to groups/organizations under conditions established by the Board of Trustees. The library has two meeting rooms; one, the public meeting room (capacity 80), and two, the Conference Room (capacity 12). The following conditions and regulations for meeting room use apply equally to both of these rooms.
The meeting rooms are available for use by all groups/organizations, except for-profit organizations. A for-profit organization is one whose primary purpose is the sale of property or services for monetary gain. The meeting rooms are not available for use by individuals.
Priority for use of the meeting rooms will be given in the following order:
The Edwardsville Public Library sponsored meetings or programs, including meetings of the Board of Trustees.
Meetings of the Friends of the Library and other library related groups.
Meetings or programs of all other groups/organizations based within the library service area.
Meetings or programs of all other non-service area groups/organizations.
A group/organization will be considered to be within the library service area if 50% or more of its regular membership are residents of the City of Edwardsville.
The meeting rooms may not be used by any group/organization for the following types of functions:
Commercial ventures. A commercial venture is defined as an activity whose purpose is to promote or cause the sale of property or services for monetary gain or to raise funds (except fund raising for the library).
Purely social events.
Any other activity which would materially and substantially interfere with the proper functions of the library, such as excessive noise, a significant safety hazard or a significant security risk.
Please read the Meeting Room Rules. These provide additional guidelines for use of the meeting rooms.
Obtaining permission to use one of the meeting rooms requires submission of a Meeting Room Application to the Librarian-Director. These applications may be obtained from the library or this web site. Applications must be submitted at least 14 days prior to the meeting date requested. The Librarian-Director will endeavor to communicate a decision to the applicant within 5 working days. Application may only be made for meeting dates in a maximum of three months, which which are consecutive. In ascertaining whether a group/organization is locally based, the Librarian-Director may request a list of the names and addresses of the regular membership of the group/organization. If the group/organization fails to provide such a list upon request, it will automatically be considered non-locally based and denied usage.
A group/organization which has been denied permission to use the meeting rooms by the Librarian-Director may appeal such denial to the Library's Board of Trustees at the Boards' next regularly scheduled meeting. However, written notice of said appeal and all written documentation supporting the appeal are to be delivered to the Librarian-Director at least five business days before such Board meeting. At this Board meeting the applicant may be granted up to five minutes for a presentation that would support reversal of the Librarian-Director's denial. The Board of Trustees will deliberate on the appeal in open session and will attempt to complete its findings of fact and to reach a decision at that meeting, unless additional information is deemed necessary.
A library staff member will check the meeting room before and after each scheduled use, and the Librarian-Director will notify in writing the person who applied to use the room of any violations of the meeting room regulations. The Librarian-Director will also notify the Board of Trustees which may consider suspending the privilege of using the meeting room by that group/organization. The Board of Trustees, after giving proper notification and due process to that group/organization, may suspend the group/organization's meeting room privileges.
The Board of Trustees of the Edwardsville Public Library will review the Meeting Room Policy and regulations periodically and reserves the right to amend them at any time.
To request use of the meeting room, fill out the necessary application and submit it to the Librarian-Director in person, or by fax (618.692.9566).