5.2. SR 11-05-2007REQUEST FOR ACTION
To Item Number
Ci Council 5.2.
Agenda Section Meeting Date Prepared by
Administration November 5, 2007 Mick Stoffers, Branch Librarian, Great
River Re Tonal Libra
Item Description Reviewed by
Consider Revised Library Community Room Use Policy Bill Maertz, Parks and Recreation
Director
Reviewed by
Lori ohnson, Ci Administrator
Action Requested
Approval of revised Elk River Library community room policy
Background/Discussion
The Community Room policies had not been changed in several years and the library was running into
problems. People were not turning in the keys. The security system was being set off because people were
not paying attention to the lock up procedures. Groups were planning family birthday parties, reunions,
and other events that were disruptive to the public.
The board decided to review the rules of the room before the library moved to the new building. After
reviewing regulations from several libraries in the state, library staff presented the library board a revised
policy fox review. Changes and additions were made and then it was submitted to the city attorney for
review. At the October 23, 2007, Library Board meeting, the Library Board voted unanimously to
recommend approval of the revised policy.
Financial Impact
Requires users to submit refundable $50 deposit.
Attachments
Revised Community Room Policy
Deposit Form
Action Motion by Second by Vote
Follow Up
C:\Documents and Settings\jmiller\Local Settings\Temporary Internet Files\OLK3E\5 2 Library CR Use Memo.doc
COMMUNITY ROOM REGULATIONS
- The Elk River Public Library has a meeting room operated by the city of Elk
River that can accommodate 40 people. Chairs and tables for 40 are available on
site.
- The meeting room is available; free of charge, for use by community members or
groups for non-religious, non-commercial meetings, which are open to the public.
It is not intended for use by groups, which meet on a regular basis and or restrict
attendance to members.
o A single reservation maybe made no more than three months in advance.
o No group may consider the library its permanent meeting place.
o At the end of your meeting talk to someone at the desk about availability
for your next meeting date.
o Reservations must be made a minimum of three days in advance
- Hours of Use: Monday, Wednesday 10:00 - 8:00 Tuesday, Thursday 12:00 -
8:00, Friday 10:00 - 5:00, Saturday 9:00 - 2:00.
o Meetings must end on time so that the room can be cleared and the room
vacated 10 minutes before building closing time.
- You must submit a Use Application (available at the library) to book the room.
Submit the application and $50.00 deposit to the Elk River Public Library. The
deposit must be in the form of money order, cash, check or credit card
information. The deposit will be refunded after inspection of the room.
Upon receipt of the application the library will verify the availability of the
facility
- The city reserves the right to deny or cancel a permit if the regulations are
violated.
- Applications may not be transferred to anyone other than the person/organization
making the application.
- You agree to the following rules:
o You will supervise the conduct of the members of your group the entire
time participants are in the building or surrounding grounds and use only
the space approved for use.
o The usage may not be for prayer or other worship purposes
o Light refreshments maybe served, provided proper care is given to clean
up after the meeting. Alcoholic beverages may not be served or consumed
on library property. The entire building is smoke-free.
o Leave the space in a clean, orderly fashion, including replacing items used
to their original position
o Comply with all City ordinances, Minnesota State Statues, Federal laws
and the established rules for use.
o Use of candles or any open flame is prohibited
o The permit holder assumes full responsibility for any unlawful act
committed in the exercise of the permit.
o Items may not be attached to walls or ceiling and no items are to be left in
the room after the use is over.
o Violation of these rules may result in forfeiture of all deposit money, the
termination of the event, and the loss of opportunity to use the facility in
the future
o First priority is given to library sponsored or endorsed organizations
including the city of Elk River and the Friends of the Elk River Library.
o You must submit a new contract at the beginning of each year.
o Not available for personal, company or family parties
o Not available for programs involving the sale, advertising, solicitation or
promotion of memberships, classes or services. The room is not available
for money raising events and no admission fee maybe charged nor may a
collection be taken. Presentations may not be for the direct commercial
gain of the presenter and no solicitation or promotion of products or
services of a particular business will be allowed.
o The number attending a meeting at one time may not exceed the capacity
of the room (40) by order of the fire marshal.
LIABILITY AND INDEMNIFICATION
The group, individual or organization using the community room at the Elk River Public
Library shall agree to compensate the City of Elk River for all damages to facilities,
equipment or other property owned by the City, to compensate an employee for damage
to personal property by any person attending the event, and further assumes all liability
for any personal injuries, including death caused by participants in the scheduled event.
The permit holder will be responsible for reimbursement of damages, including those in
excess of the deposit. The permit holder shall be wholly and solely liable and responsible
for any and all acts of every kind and nature of any member, agent, employee or guest of
the permit holder. The permit holder further agrees to indemnify the City, defend the
hold it harmless from any and all claims for damages (and claims of each and every
nature) which might arise out of the use of the Premises during the term hereof (or)
occasioned by the act or acts of any of permit holders member, agents, employees or
guests on the Premises.
IN NO EVENT SHALL THE CITY BE LIABLE FOR ANY INDIRECT,
INCIDENTAL, SPECIAL, PUNITIVE OR OTHER CONSEQUENTIAL DAMAGES
WHETHER OR NOT FORESEEABLE INCLUDING, WITHOUT LIMITATION,
DAMAGES FOR THE LOSS OF GOODWILL OR PROFITS) ARISING OUT OF OR
IN RELATION TO THIS AGREEMENT EVEN IF ADVISED BEFOREHAND OF
THE POSSIBILITY OF SUCH LIABILTIY.
APPLICATION FOR ELK RIVER PUBLIC LIBRARY COMMUNITY ROOM
Application are to be submitted to the Elk River Public Library, 13020 Orono Parkway at
least 3 days prior to the date requested in order to allow processing time. Some requests
may require additional time for review.
By signing this application, I acknowledge receipt of and agree to follow the Use Policy.
I understand that a portion or all of my deposit may not be returned if these policies are
not followed. I authorize that you can bill be for additional charges if the deposit I have
given does not cover damages or cleaning needs required from my use of this facility. I
understand I will be the first one in the building and the last one to leave from my group
and I must be present during the entire event.
Signature
Date
The Library Board meets the Fourth Tuesday of each month at 6:30 p.m.
APPLICATION FOR ELK RIVER PUBLIC LIBRARY COMMUNITY ROOM
Application is to be submitted to the Elk River Public Library, 13020 Orono Parkway, Elk River,
MN 55330, no more than 3 months in advance and at least 3 days prior to the date requested.
Organization Name
Contact Name
Address City Zip
Phone Email
Activity
Date Requested Number of People Expected
Start Time End Time (including cleanup)
By signing this application, I acknowledge receipt of and agree to follow the Elk River Public
Library Community Room use policy. I understand that a portion on all of my deposit may not
be returned or my credit card charged if this policy is not followed.
Signature
Date
Date deposit received
Date deposit returned _
Fo~~ Office ['se O~zl1~
Payment O Cash O Check #
Signature
(Individual acc
return
CREDIT CARD INFORMATION
VISA/Mastercard # - - - Expires
Name as it appears on card
O Credit Card