Community Room Application Policy

Pennsauken Free Public Library Rendle S. Willgoos Community Room Application Policy

The Library's mission is to provide optimum service to our community. One of the best ways to provide such service is to have a representative and easily accessible collection of materials, which meet the informational, educational, cultural and recreational needs of the community. the library provides a meeting room to accommodate the community's need for a place to assemble. Community use of the room must meet the qualifications for use as listed in this policy.

1. The Pennsauken Library meeting room is available for use by the community for any public function of an educational or civic nature. The library does not charge any fees for use of the meeting room. Anyone using the library meeting room as set forth above, shall be prohibited from charging any fee for admission, from soliciting donations, or from selling any items for profit or charity at any activity in the Meeting Room. The Friends of the Pennsauken Library are the only group that may use the room for an activity to raise funds that will directly benefit the library. The meeting room is for use of nonprofit organizations. Profit-making organizations are not eligible to use the meeting room. It is understood that all meetings held in the meeting room will be open to the public should anyone wish to attend.

2. The Pennsauken Library shall not attempt to judge the objectives of any group or program not sponsored by the library. The library will consider requests to use the meeting room providing that the purposes to use the room are either educational or civic in nature. Use of the meeting room may be made by any library group or association; by Pennsauken Township group; by any group or association formally organized within the township for cultural purposes or any group containing one or more Pennsauken residents; specifically excluding those the nature of whose activities makes the room unsuitable for their purposes.

   2a. In the event of a conflict of scheduling, the following priorities shall apply: (a) library sponsored programs; (b) library-related groups; (c) educational programs; (d) cultural/civic programs.

3. A Pennsauken resident must make requests for the use of the meeting room on a meeting room application form. Applications will be approved or denied by the Secretary, or the Director in the Secretary's absence. Groups who plan to use the room on a monthly basis may schedule use of the room for one year, but will only be guaranteed use of the room on a month-to-month basis. However, use of the room on a more frequent basis should be referred to the Director for consideration. Any group denied use of the meeting room may present a request to the Board of Trustees at the next regularly scheduled meeting. The Secretary or Director will return a copy of the approved form to the group by mail or in person within forty-eight (48) hours receipt of the application request. The Library Director will refer questionable applications to the Trustees for interpretation or exception as the occasion arises. Applications for use shall be made at least seven (7) working days prior to the date of the proposed meeting.

4. No smoking or alcoholic beverages are permitted. No refreshments may be served without advance permission of the Library Director or Secretary.

5. Any group using the meeting room shall be held liable for damages to library property that results from use of these facilities.

6. At least one adult (21 or over) must be present at all times for all activities in the meeting room and/or in the library for every fifteen (15) children.

7. The library is not responsible for lost or stolen articles.

8. No group or organization using the meeting room will discriminate on the basis of race, color, national origin, sex, religion, age or handicapped status in the provision of service.

9. Any organization or group using the meeting room will be responsible for setting up the rooms according to its own needs. The library staff will bear no responsibility. The group or organization using the room must restore the furniture and the room to the order in which it was found. The library will provide a limited number of tables and chairs, as are available in the room. The library can provide a VCR and screen for viewing. The library can also provide an overhead projector and reading magnification machine. Applicants for use of the room should indicate that they need the VRC or other equipment on the application form.

10. No tacks, nails, or scotch tape are to be placed on doors, walls, or furniture in the meeting room.

11. Maximum capacity of the meeting room is one-hundred thirty (130) persons (standing and seated.)

12. In the event that two groups need the room at the same time, the folding curtain will separate the room if both groups are small.

13. Room use will be approved in the given year. For groups that use the room annually, the Secretary will contact each group in late December/ early January to ascertain use of the room for the next year. However, if no response is received, the room will be considered open for use.

14. If groups decide to cancel use of the room, they need to notify the Secretary in order to open the room for use by other groups. The library reserves the right to deny the meeting room to organizations that fail to notify the library of cancellations or frequently cancel meetings.

15. The library reserves the right to cancel a meeting with two (2) weeks advance notice for the purpose of a library program.

16. No printed materials may be distributed in the meeting room or on library property without permission of the Library Director or Secretary. Requests for permission to display exhibits or literature must be made to the Reference Librarian in advance (using the application form for displays.)

17. The meeting room must be vacated and straightened up at least fifteen (15) minutes before library closing. Meetings may not be scheduled before/after library hours.

18. All publicity must carry the name of the organization sponsoring the event. The library may not be identified as a sponsor or be responsible for publicity about the program. Neither the name nor the address of the Pennsauken Free Public Library may be used as the address for groups or organizations using the meeting room.

19. Organizations are subject to copyright law in the use of film, video, music and other media and are also responsible for observing the admission policies associated with Motion Picture Association of America (MPAA) guidelines when showing rated films in the meeting room.

20. The meeting room may not be used for any unlawful activity.

21. The meeting room may not be used for any meeting that has noise or physical activities that disturb other people in the library. All groups using the meeting room must abide by the library's Code of Conduct as posted in the library.

22. Please attach a 'Certificate of Insurance' with the Pennsauken Free Public Library listed on said document if non-profit organization is in possession of such a document. Otherwise, the non-profit organization will have agreed to the 'Hold Harmless Agreement' provision, which is included in the text of this application form.

Waiver of Regulations

Exceptions from specific regulations of the policy may be authorized in writing for the Friends of the Pennsauken Free Public Library, all Boards and agencies of the Township of Pennsauken and on behalf of the Township of Pennsauken, the Pennsauken Township Board of Education, and the Pennsauken Free Public Library Staff.