MEETING ROOMS

The meeting rooms at the Winfield Public Library are available for cultural, educational or civic purposes to non-profit organizations located in the Winfield community.

Meeting Rooms are made available without regard to the political, religious or social views of the groups meeting therein. The Winfield Public Library, by granting permission for the use of its Meeting Rooms, does not imply endorsement of the room’s user(s) or of the user(s) beliefs, methods or goals.

The meeting rooms are not available for commercial purposes, or for private, personal social gatherings. For the purpose of this policy, “commercial” means the exchange, buying, selling or promotion of services with the intent of financial gain. Political meetings are acceptable for the discussion of issues but not for fundraising, party caucuses or meetings closed to the public.

Activities that are either illegal, not suitable to the library’s physical facilities, present a clear and present danger to the welfare of participants, attendees, library staff and patrons or that materially interfere with the function, purpose and mission of the library are prohibited.

Reservations

Library sponsored programs and Library-related groups, e.g. The Friends of the Winfield Public Library or the WPL Foundation shall always receive first priority in scheduling. The Library retains the right to pre-empt scheduled meetings for special Library programming events. Appropriate notice will be given. The Library Director or the Library Board reserves the right to review any or all requests for the use of the Library’s meeting rooms.

Application for the use of the meeting rooms must be made in advance. Reservations may be scheduled six months in advance. Groups are encouraged to notify the library at least two days in advance if any cancellation is necessary. The individual requesting the room whose name appears in the reservation as the contact person assumes all legal and financial responsibility for any damage that might occur to library meeting rooms, and/or equipment. Cleaning costs may also be incurred if the room is not cleaned up by the group and returned to its original condition.

Attendance at meetings may not exceed the maximum number of people certified by the fire department.

Groups normally are limited to once per month use of Library meeting rooms except for Library-sponsored programs. Exceptions may be considered if, e.g., the group’s Board needs to meet separately from the general body meeting of the group and there is a room available.

General Guidelines

All group meetings held at the Winfield Public Library must be open to the general public. Exceptions, such as the lawful administrative meetings of the library staff and the lawful executive sessions of the Library Board, must comply with both the letter and spirit of the federal and state Freedom of Information laws.

Groups using the meeting rooms agree to comply with the provisions of the Americans with Disabilities Act, providing the meeting and materials in accessible format in response to a request.

Groups or organizations using the meeting rooms may not charge an admission fee, sell materials, goods or services, or solicit donations. Exceptions are Library and Library-related activities and organizations. All fundraising activities, with the exception of those of the Library or Library related organizations such as The Friends of the Library and the WPL Library Foundation, are strictly prohibited.

Organizations may collect dues but cannot make payment of dues a requirement for attendance.

Meetings must be held during the hours the library is open, should adjourn before the library closes, and should not interfere with the normal operation of the Library.

The Winfield Public Library shall not be used by any non-Library sanctioned group or individual for a mailing address, a mail drop, a telephone answering service, or a business office.

Any publicity distributed by scheduled groups must clearly state the sponsoring group’s name with an address and phone number for contacts. Winfield Public Library should be included only as the location for the event. Any attempt to portray Winfield Public Library as sponsor or co-sponsor of the event will void the meeting room scheduling agreement.

Groups of persons under eighteen must have accompanied by a responsible adult over 21 years of age, present during the entire meeting.

The Library is not responsible for items left on the premises.