Rodgers Memorial Library

Community Meeting Room

Purpose

The Community meeting room of the George H. and Ella M. Rodgers Memorial Library is available for public gatherings of a non-profit, civic, cultural or educational character when the room is not being used for library-related activities. Use of meeting room must take place in a responsible manner, without cost to the Library and without interference with library activity.

Application

A library card holder in good standing, 21 years of age or older, who will be in attendance, must complete and sign an application form for use of the meeting room.

Any group not based in Hudson requesting use of a meeting room must show substantial connection to the Town through its stated mission, service area, or membership.

Use

1. All meetings must be open to the public. There will be no commercial use of the meeting room. The meeting room may not be used for social gatherings or fund-raising except for library related events. Political meetings are acceptable for the discussion of issues but not for campaign purposes or party caucuses.
2. Meetings planned by a company or individual to promote, advertise or lead to the sale of a product or service are not permitted. All meetings must be free. No admission fees may be charged or donations collected.
3. Sales of merchandise is strictly prohibited except for library sponsored performers and authors who are allowed, with pre-approval, to sell books, sound recordings, and video related to their performance presentation. Registration fees covering the cost of the materials or speakers are acceptable. Any group wishing to charge a fee may do so only with the permission of the Library Director or Board of Trustees. The proposed fee must be shown to be necessary to cover the costs of the program or class. Fees providing revenue or income for the sponsoring organization will not be approved. Only Library sponsored or co-sponsored meetings (e.g. Friends of the Library) or programs may involve sale of items, fund raising activities or solicitation of donations.
4. Reservations will be accepted from groups with a minimum of eight members. Smaller groups wishing to use the room may do so on an as available basis. Attendance at authorized meetings may not exceed the maximum room capacity of 60 people.
5. Groups of children/teens are welcome to use the room, but application must be made by an adult (21 years or older) sponsor and adult supervision of the group (one for every 15 young people) must be maintained at all times.
6. The Library Board of Trustees/Library Director reserve the right to review any or all applications and may request sufficient time to make proper investigation before granting approval.

Guidelines for Meeting Room Use

1. Library programs take precedence over other meeting room activities.
2. Use of the projection screen or equipment must be approved by the Library Director or Board of Trustees. The applicant/organization is responsible for any breakage or damage to library property.
3. Only light refreshments and non-alcoholic beverages may be served. Catered events may be allowed with approval by Library Director or Board of Trustees at the time of application. Meeting room must be left free of crumbs, waste, stains, etc. Organizations must provide their own equipment or staffing for the serving of refreshments.
4. Nothing may be attached to the walls, ceilings, doors or furniture (tape, nails, tacks, or staples). All cleaning and removal of decorations shall be done immediately after the event.
5. The meeting room is available for use during the library’s normal operating hours. There is no charge for meeting room use during the library’s regular hours of operation. Organizations may stay past regular closing time until 10:00 pm. with prior approval.
6. Activities that occur outside of the Library’s regular hours of operation may be scheduled at the discretion of Library Director and/or Board of Trustees. In these cases the scheduling organization may be assessed a nominal fee to cover additional charges for a custodian to open or close the building.
7. Smoking is prohibited on library property. Burning of any materials, including incense and candles, is prohibited.
8. Each group using the room is responsible for setting up the room and returning it to its original condition. Tables may be left up, but chairs are to be stacked. Lights are to be turned off at the conclusion of the meeting.
9. The library is unable to provide storage space for groups using the room and assumes no responsibility for equipment or personal articles belonging to applicants or their guests. Any food, beverages or personal items left in the meeting room on the day following a meeting will be discarded.

Reservations and Cancellations

1. An application for the use of the meeting room must be made in person, signed by a representative of the group who will be attending the meeting, and filed with the library.
2. Requests for the use of the room may be made at the reference desk at least two weeks prior to the meeting. In fairness to the numerous groups of the community, reservations are taken not more than three months in advance. The library cannot guarantee the space for regular meetings. No group may transfer use of room to another group.
3. Individuals or groups using the meeting room shall secure any necessary performance licenses and indemnify the Library for any failure on their part to do so.
4. A maximum of two meetings per month may be scheduled with a total of twelve per year during evening hours (after 6:00p.m.). The Library Director or the Board of Trustees must approve long term or multiple engagements.
5. Requests will be considered on first come, first served, basis.
6. Applicants will receive confirmation by mail/e-mail verifying date, time and acceptance of denial of request.
7. The Library reserves the right to close due to adverse weather conditions and will attempt to contact the applicant who has reserved the meeting room. The Library is not responsible for any cost incurred by any organization as a result of such closing. The closing will be posted on WMUR-TV and on the Library web page. It is each organization's responsibility to notify those who would be attending the meeting.
8. The Library reserves the right to pre-empt the use of meeting space for library purposes upon two (2) weeks written notice to the organization which had requested that space.
9. Library staff should be notified as soon as possible if a meeting scheduled for the room has been canceled. If a recurring reservation is not used two times consecutively without notice to the Library, all remaining reservations will be canceled and the group so notified.
10. Meetings must be conducted in such a way as not to disturb library operations. Library personnel must have free access to meeting rooms at all times. The Library retains the right to monitor all meetings conducted on the premises to ensure compliance with the above regulations. Infringement of any of the regulations here stated shall be grounds for denial of future use of meeting space.

Fees and Liabilities

There is no charge for use of meeting room by official Town Departments and Committees or by groups presenting programs in which the Library is a sponsor or cooperating agency.

All other group reservations must be accompanied by a completed "Meeting Room Application" and a $50 refundable deposit (check made payable to the Hudson Library Board of Trustees).

1. After the function, the room will be inspected. The deposit will be returned to the applicant after an authorized member of the library staff determines that the room is returned to the original condition and that no damage to property or equipment has occurred.
2. Payment shall be made for any damage to or loss of library property and a fee for janitorial service may be assessed if the room is not left in the condition in which it was found.
3. Organizations approved for meetings outside normal library operating hours will be charged a $100 fee for staff compensation to open or to close the building.
4. The library is not liable for injuries to people or damage to property of organizations using the room

Publicity

The name, address or phone number of the George H. and Ella M. Rodgers Memorial Library may not be used as the official address or headquarters of an organization.

The use of the meeting room by a non-library group shall not be publicized in such a way as to imply library sponsorship of the group’s activities. All publicity must list the name of the organization sponsoring the meeting. Except as a designation or location, the name of the Library may not be used in any publicity relating to use of meeting space

Copies of all publicity of events to be held in the meeting room should be made available to the library in advance before public distribution.

The Community Meeting room policy is determined by the Board of Trustees, and is subject to review and revision at the discretion of the Board. Exceptions may be made at the discretion of the Library Board of Trustees as it deems in the interests of the Library and the community. Appeals to any of these policies may be submitted to the Board of Trustees in writing.