Purpose

The facilities of the Seldovia Public Library are available for public gatherings of a non–profit, cultural or educational character when the Library is not being used for its primary purpose: library-related activities. Use of the Library must take place in a responsible manner, without cost to the Library or its Board of Directors, and without interference with Library activity.

Use

1. All meetings must be free. No admission fees may be charged or donations in lieu of admission collected.
2. All meetings must be open to the public. Members of the public must be invited and encouraged to attend by the sponsoring agency. Organizations that may wish to restrict or limit public comments during all or part of their meetings or programs should announce these restrictions at the beginning of the meeting and should in no way interfere with the public’s ability to attend, observe or listen to the program.
3. Fund raising events are not permitted unless participated in by the Library.
4. Meetings planned by a company or individual to promote, advertise or lead to the sale of a product or service are not permitted, nor are employee orientation, union, or training programs.
5. Reservations will be accepted from groups expecting an attendance of no more than 25.
6. Groups of children are welcome to use the room, but application must be made by an adult and adult supervision of the group must be maintained at all times. The Library does not endorse the suitability of any event for any child, and the Library encourages parents to make such determinations and so instruct their children.
7. The Library Board of Directors reserves the right to review any or all applications and may demand sufficient time to make proper investigation before granting approval.
8. Use of Library facilities may be denied any groups or individuals who damage Library furnishings or materials, or who disrupt Library services.

Examples

The following types of events are permitted in the Library:

• Public education programs sponsored by a government agency or non–profit organization
• Programs of special interest, such as collectors or hobbyists

The following types of events are NOT permitted in the Library:

• Private social events such as family reunions or wedding receptions
• Religious and partisan political activities, to avoid the appearance of an endorsement by the Library
• Meetings that are not open to public attendance.

Fees and Liabilities

1. The Library charges no fees for use of the meeting room; however, groups with fifteen or more attendees may be assessed a $20.00 refundable deposit.
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. The Library is not liable for injuries to people or damage to property of organizations using the room.

Guidelines for Library Use

1. Library programs take precedence over other activities.
2. Only light refreshments and no alcoholic beverages may be served. Library must be left free of crumbs, waste, etc. The Library provides no equipment or services for the serving of refreshments.
3. Smoking is prohibited in all areas of the building.
4. Building restrooms are the responsibility of the City of Seldovia and their use is subject to any restrictions the city might place upon them. The Library does not grant the use of the restrooms as part of its Library use permission.
5. The Library does not provide building front door keys to meeting organizers. Keys to the building, other than to the Library door, must be obtained from the City of Seldovia and use of those keys will be in accordance with city policies.
6. The Library does not provide seating or other furniture in excess of what is already in the Library. Event organizers are responsible for providing and removing at the meeting conclusion any additional furniture or seating brought into the Library.
7. Each group using the Library is responsible for setting up the room and returning it to its original condition. This includes returning the furniture to the arrangement found and replacing any displays moved for the meeting. Use of the Library computers is subject to the standard Library policy and any computers used must be turned off before the Library is closed. The Library must be reimbursed for any copying or printing done at the standard $.10 per page and those machines must be turned off before the Library is closed. No computers, phones or other equipment may be plugged into the Library network, and neither phone nor network connections may be moved or altered for the meeting. The Library does not provide phone access for non-Library calls other than calls placed directly to 911.
8. Lights inside and outside the Library are to be turned off at the conclusion of the meeting.
9. The room is to be vacated by 10:00 p.m.
10. The Library is unable to provide storage space for groups using the room; therefore, any food, beverages or personal items left in the meeting room on the day following a meeting will be discarded.
11. Library keys used for meetings will be returned to the Library Director within one week of the meeting date.

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 and filed with the Library.
2. Requests for the use of the room may be made to the Library Director at least two weeks prior to the meeting but no more than six months prior to the meeting date.
3. Requests will be considered on first come, first served basis.
4. Applicants will receive confirmation by email verifying date, time and acceptance of denial of request.
5. The Library reserves the right to cancel prior meeting room reservations without notice in the event of emergency, such as snow closings or unsafe building conditions, or any conflict with the Library services schedule.
6. Library staff should be notified as soon as possible if a meeting scheduled for the Library has been canceled.

Publicity

1. The name, address or phone number of the Seldovia Public Library may not be used as the official address or headquarters of an organization.
2. 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.
3. Copies of all publicity of events to be held in the meeting room should be made available to the Library.