There are two meeting rooms:
The Community Meeting Room with a capacity of 35
- The Local History Room with a capacity of 10
Groups using the facilities must abide by the following rules:
1. Reservations for use of a meeting room must be made by a responsible adult member of the organization requesting use of the room. This person is responsible for seeing that all library rules are followed.
2. Reservations for use of a meeting room must be made on the Library’s application form and submitted in person to the Library staff. Reservations will not be allowed unless an application form is signed and submitted at least 48 hours in advance of the scheduled function. In order to assure that outside use will not interfere with Library services, no reservation will be accepted more than 60 (sixty) days prior to a scheduled event. Library-related events take precedence in scheduling. The Library Trustees reserve the right to cancel reservations because of potential conflict with Library-related functions. The Trustees reserve the right to collect a security deposit if it is deemed appropriate. Deposits will be returned after the function. Groups will forfeit such deposit if damage occurs or if the room is not left in the same condition in which it was prior to the meeting. Library staff reserve the right to request a reference or reference if the party seeking to use a meeting room is unknown to the staff.
3. In order to allow availability to all interested organizations, use of the meeting rooms will not be regularly scheduled at the same time for more than 3 (three) consecutive months not to exceed 6 (six) meetings during the 3 month period.
4. Verbal or written cancellation of a meeting room reservation is required in advance. Failure to notify the library of a cancellation of a meeting room reservation may result in the denial of future requests made by the organization.
5. Regular Library service must take precedence over all other activities and the use of the meeting room (excessive noise, for example) must not interfere with the operation of the library.
6. Limited on-street parking is available along North Main and Spring Streets and at the rear of the library. Handicapped parking is located at the rear of the library. Additional parking is available in the lot of the Congregational Church located opposite the library on North Main St.
7. Group activities must not exceed the maximum capacity of the meeting rooms as noted above.
8. Groups using a meeting room when the Library is closed must sign out a key for the lower level door at the Library Circulation Desk on the day of the meeting or on the last available day that the Library is open prior to the day of the meeting. Keys must be returned on the day following the meeting or the next available day the Library is open, whichever comes first. Keys must be signed back in when returning. Keys should not be left in the Book Return box. If a group does not return a key promptly, any future reservation requests by the organization may not be allowed. Groups that lose a key understand that they may be required to pay for lock replacement.
9. No group may charge an admission fee to any event at the Library without specific permission from the Library Trustees.
10. No smoking or alcoholic beverages are allowed in the building or on the grounds of the Haston Free Public Library.
11. Groups using the facilities must assume responsibility for any loss or damage to Library property and must leave the facilities in proper order. Nothing may be hung on the walls of the meeting rooms, entry area, or bathroom corridor.
12. Each group is responsible for setting up the meeting room (including arranging chairs and tables, etc.) for each event. Tables and chairs should be placed in the original location after use.
13. The Library is not responsible for materials, supplies, or equipment owned by others and used in the Library.
14. Only light refreshments may be served in the Community Meeting Room (generally drinks and snacks, no meals). No utensils (cups, plates, silverware, coffee urns, etc.) are provided. Such items must be supplied by the user group. Use of the kitchenette area in the Community Meeting Room is permitted. Groups using this area must clean the area, remove all leftover food/drinks, and remove trash before leaving. No food or beverages are permitted in the Local History Room.
15. The Library telephone and fax machines are not available for public use. Library staff will not be responsible for relaying messages to individuals using the meeting space.
16. The Library Trustees reserve the right to refuse the use of the Library meeting spaces or cancel any reservation when the Trustees deem the action to be in the best interest of the Library and/or Town.
17. Library meeting spaces may not be available for use due to emergency conditions or inclement weather.
Use of the meeting spaces by any group in no way constitutes endorsement of that group’s policies or activities by the Library, its staff, Board of Trustees, or the Town of North Brookfield.
7 November 2007
Amendments approved by the Board of Trustees
3 December 2008