Meeting Room Policy

The primary purpose of the Library’s meeting room is to serve as a venue for Library sponsored services, programs, and activities.  Library services, programs, and activities shall have priority over all other activities.  The Library reserves the right to revoke a meeting room use permit or to reschedule a meeting should there be a conflict with Library-related services, programs, or activities; or in the case of an emergency.

Permission to use the Library’s meeting room may be granted to community groups, organizations, and individuals whose aims are library connected; educational; cultural; and/or civic.  Use of the Library’s meeting room is subject to all applicable federal, state, and local laws and regulations as well as policies promulgated by the Library’s Board of Trustees.  Scheduling availability is to be solely determined by the Library.  Such use shall be non-exclusive and shall be open to the general public.  Preference shall be given to Library District based organizations and organizations whose membership is primarily comprised of Library District residents.

The room is not to be used as a place of religious worship or to proselytize for memberships in a given sect or religion.  Further, the room may not be utilized by political parties or representatives of political parties when the purpose of such is to advance a political agenda.  In addition, the room is not to be utilized for the advancement of commercial or profit-making enterprises.

Application to use the Library’s meeting room must be made in writing by an adult on the form provided for this purpose at least two weeks in advance of the intended use and no earlier than sixty days in advance.  Forms are available in the office of the Library Director, or other locations designated by the Director.  The meeting room use application form must be signed by a Library District resident.  No application shall be considered officially approved until it is signed by the Library Director or his/her designee and returned to the applicant.  By executing the application, the applicant agrees to the release of the applicant’s name and telephone number to any person requesting information concerning an organization’s activities or program.  Room reservations by community groups, organizations, and individuals are limited to twice per month unless otherwise arranged with the Library Director or her designee.

Use of Library facilities does not imply endorsement of the positions or credo of an organization by the Library or anyone connected with the Library.  All publicity and/or media coverage for events in the Library, whatever the source, must be approved by the Library Director prior to issuance or coverage.  The Library may only be cited as a location, not as the sponsor of an event nor as the headquarters of an organization, in all announcements or publicity relating to a meeting room event.  The Library’s telephone number may not be given to obtain further information regarding a non-Library sponsored event.  Any literature or other items to be distributed at a meeting must be submitted to the Library Director at least 48 hours prior to intended distribution.  If items intended for distribution are in violation of law or regulation, distribution of same is prohibited.

The applicant must certify that the meeting room shall be used only for the specific activity stated on the application and for no other purpose.  No activity may disrupt Library operations.

The responsibility for the maintenance of public order and safety at a meeting is that of the applicant.  Accountable and responsible adult supervision shall be provided by the applicant.  Groups whose membership include minors must be supervised by responsible adults in a ratio to be determined by the Library Director.

The Library Director, or designee, is authorized to order the termination of any meeting or activity making use of Library facilities in violation of any law or use regulation or endangering persons or property.  The determination by the Library official is final.  The Library Director, or designated representative, is authorized to call upon appropriate law enforcement agencies to enforce such action if, in the opinion of the Library official, circumstances warrant such an action.  Further permission to use the meeting room may be denied to any group which proves to be disorderly, or which violates any law or regulation or library directive.

The meeting room must be left in a neat and orderly fashion.  If not, a written notice will be provided to the applicant stating that a repeat offense will result in denial of further meeting room use. No food or drink may be served without prior permission of the Library Director.

Whenever the Library is used, there is the possibility that persons may be injured and may bring legal action against the Library Board of Trustees, Library employees, and/or the contracting organization, group, or individual for personal liability.  It is possible that organizations, groups or individuals using the property may be sued for personal injury.  Each organization, group, or individual should, therefore, protect itself by processing an insurance policy indemnifying it against such legal action.  The Center Moriches Free Public Library is to be named as an additional insured on all insurance policies obtained by the organization utilizing the Library. The signature of the applicant on the meeting room use application is acknowledgement by the organization, group, or individual that it recognizes this responsibility.

The applicant is to execute a hold-harmless/indemnification agreement in favor of the Library, its Board of Trustees and its employees from any liability or claim, action or loss arising from the applicant’s use of the meeting room to include the cost of legal fees, costs, or expenses incurred by the Library in connection with defending any claim arising from the applicant’s use and any judgement awarded against the Library and/or Board, Administration or staff.  The signature of the applicant on the meeting room use application is acceptance by the organization, group, or individual of the indemnification responsibility.

No admission fees may be charged and admission is to be permitted to the public-at-large; no donations may be solicited or accepted; nor may any items be sold.  Use of the facilities will not be granted for fund-raising purposes, except as may be permissible under law to benefit the Library, and with the explicit consent of the Library Board of Trustees.

The Library is not responsible for the safeguarding of any supplies, equipment, or other items owned by the applicant or by persons attending the applicant’s activity.  The Library will not store materials for any applicant.  Items left in the Library will be considered abandoned property and will be disposed of in accordance with standard practice.

The final and sole interpretation of this policy rests with the Library’s Board of Trustees.  Implementation and enforcement are delegated to the Library Director.

Revised by Board of Trustees on 7/10/23