Policy for Community Meeting Rooms at the Dayton Metro Library

Community Relations Dept.
Phone: 496-8901

Dayton Metro Library meeting rooms are available free of charge during regularly scheduled hours of operation to nonprofit community groups. (The organization sponsoring the meeting must be nonprofit.) Library-related activities and other events sponsored or co-sponsored by the library will receive priority in scheduling the use of the meeting rooms.

Groups may be asked to furnish a copy of their 501(C)3 statement verifying nonprofit status.

The fact that a group is permitted to meet at the library does not in any way constitute an endorsement of the group's beliefs or policies by the library board or staff.

If there is any question of a group's eligibility, the library Board of Trustees reserves the right to review any or all requests and may require sufficient time to make proper investigation before granting approval.

The library reserves the right to discontinue the use of rooms by any group which disturbs the usual operations and procedures of the library.

LIMITS ON USE

Rooms may not be used by: for-profit organizations, partisan political groups, instructors conducting classes for profit, groups promoting future courses or services entailing fees.

Rooms may not be used for: commercial activities, religious services, or events promoting the doctrine of one church or religious faith.

Groups using the library's meeting rooms may not charge admission, take up a collection, or use such devices as selling tickets marked "donation."

GENERAL RULES

1. All meetings must be open to the public and news media. This means that anyone may sit in on any meeting at the library. If, however, a person is disturbing the meeting, please notify a guard or staff member.

2. Food and beverage are permitted in Main Library meeting rooms, but all trash must be properly disposed of, and rooms must be left in the condition in which they were found. Food and beverage are not permitted in branch library meeting rooms.

3. Neither the name nor address of the Dayton Metro Library may be used as the contact address or headquarters of an organization.

4. To promote access to as many community groups as possible, no groups may schedule more than 12 hours a month during regular library hours. No meetings may be held when the library is not open.

5. Children are to be supervised and remain the responsibility of the individual who brought them to the library.

6. Children's and youth groups may use the library meeting rooms provided they are supervised and accompanied by one or more responsible adults (21 years of age or older). Please, at least one adult for every 10 children under the age of 18.

7. At the Main Library, the maintenance staff will generally arrange tables and chairs as requested, if notified at least one week in advance. However, at times when staff are unable to arrange the room due to vacation, illness or other reason, groups may have to arrange tables and chairs themselves. It may be wise to arrive at least 15 minutes prior to the scheduled time, if possible, in order to prepare the room.

8. Those using a meeting room are responsible for leaving it in a neat, orderly condition. Groups are responsible for any damage to the furniture or facilities. A member of the group will be required to sign an "Acceptance of Responsibility" form for any claims of damage to library equipment or furnishings before using any of the meeting rooms. At the Main Library, forms may be picked up at the Information Desk. At branch libraries, forms are available at the circulation desk. If any problems are noticed upon entering the room, please notify a guard or staff member.

9. All rooms must be vacated 15 minutes prior to library closing time.

ALCOHOLIC BEVERAGES, ILLEGAL DRUGS AND SMOKING ARE PROHIBITED IN ALL LIBRARIES.

Failure to follow these rules may result in loss of meeting room privileges.

RESERVING A MEETING ROOM

When scheduling a room, please be prepared to state the name of the group, the purpose of the meeting, the number of persons expected to attend, and the dates and time of day you would like to hold your meetings. Please provide a contact name and phone number which the library can give out to the public for referrals to your organization.

Groups meeting monthly may schedule three meetings at a time. Call before the last scheduled meeting to reserve three more dates. Groups meeting weekly must renew room requests each month. Rooms should be reserved no later than one week in advance of the date you wish to meet. No group may schedule more than 12 hours per month.

Rooms at the Main Library

When your group wishes to use a meeting room, a person designated by your group should call the library's Community Relations Department at 496-8901 during business hours (Monday - Friday, 9:00 a.m. - 5:00 p.m.) at least one week in advance. Any special arrangements (see SPECIAL ARRANGEMENTS) for the Main Library meeting rooms must be requested in advance.

If requested, Community Relations can mail a confirmation to the person making the reservation. This confirmation should be read carefully. Please call 496-8901 if you have any questions or changes in your confirmation notice.

There are no parking facilities provided at the Main Library building. Metered parking is available on nearby streets and commercial parking lots are also nearby. (Parking at meters is free of charge after 6:00 p.m. weekdays and all day Sunday.)

The Auditorium at the Main Library usually has a publicized exhibit on display. To allow the public to see these exhibits, the Auditorium is not generally reserved for any meeting of less than 30 people. Since all meetings scheduled at the library must be open to the public, people wishing to view the exhibits during a scheduled meeting are permitted to do so, provided they do not disturb the group.

Rooms at Branch Libraries

Please contact the branch directly. The above procedure should be followed.

SPECIAL ARRANGEMENTS

Use of Kitchen (Main Library only): Use of the service kitchen must be requested when scheduling the room. The kitchen may be used to prepare coffee or to warm food, but at no time may food be prepared in the kitchen. If the kitchen is used, groups must clean it up and throw out trash afterward. Groups must provide their own equipment.

Use of Library Equipment for Meetings: VCR and monitors are available at Main Library and most branches with meeting rooms. Main Library also has overhead projector, screen, projector stand, lectern, and microphone. This equipment is available at no charge and must be requested when scheduling the room. The library does not provide 16mm film projectors or slide projectors. Groups may choose to bring their own audio-visual equipment and run it themselves. The library will not accept responsibility for this equipment, nor can it supply storage.

* Main Library VCR and monitor donated for use by the Inventors Council of Dayton, Inc.

MEETING CANCELLATIONS

Occasionally, groups must cancel their meetings. When this occurs, please notify Community Relations (for meetings at Main) or the branch library as soon as possible. Failure to notify the appropriate office/branch that a meeting has been canceled may result in loss of meeting room privileges.

Should the library close due to an emergency or inclement weather, all meetings will be canceled. All unscheduled closings are broadcast on local radio and television stations.

Main Library Meeting Rooms:

Auditorium - occupancy 105 max. Direct access to service kitchen.
Meeting Room - occupancy 25 max. Direct access to service kitchen.
Tutor Room #1 - 2 people max.
Tutor Room #2 - 2 people max.
Tutor Room #3 - 6 people max.

Branch Library Meeting Rooms:
Contact branch directly to reserve meeting room space there.

Belmont, 496-8920, 1041 Watervliet Ave.
Occupancy 50 max.
Brookville, 496-8922, 425 Rona Pkwy Dr.
Occupancy 40 max.
East, 496-8930, 2008 Wyoming St.
Occupancy 75 max.
Huber Heights, 496-8934, 6160 Chambersburg Rd.
Occupancy 90 max.
Kettering-Moraine, 496-8938, 3496 Far Hills Ave.
Occupancy 60 max.
Madden Hills, 496-8942, 2542 Germantown St.
Occupancy 75 max.
Miamisburg, 496-8946, 35 S. Fifth St.
Occupancy 50 max.
New Lebanon, 496-8948, 715 W. Main St.
Occupancy 70 max.
Trotwood, 496-8958, 651 E. Main St.
Occupancy 80 max.
Westwood, 496-8964, 3207 Hoover Ave.
Occupancy 25 max.
Wilmington-Stroop, 496-8966, 3980 Wilmington Pk.
Occupancy 50 max.

Board Approved 6/93
updated 2/99