Community Room Policy Statement

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Community Room Rental Application

The Ardsley Public Library is to be used primarily for programs sponsored or co-sponsored by the Library or the Friends of the Library.  When not needed for library programs, the community room may be used by groups sanctioned and approved by the Library’s Board of Trustees.  The use will be based on a first-come, first-served basis for public meetings of civic, educational, or cultural nature.  It may not be used for regularly scheduled meetings of civic, private, or social groups.

Conditions of Use:

1. Granting permission to use the community room is not an endorsement of a group’s policies.
2. The Ardsley Public Library assumes no responsibility whatever for any property placed in the library in connection with the program.  The applicant organization agrees that the library is expressly released and discharged from any and all liability for any loss, injury, or damage to persons or property which may be sustained during or by reason of a program held on the library’s premises.
3. The sponsor of any group meeting in the library shall be liable for any damage to or loss of library property.
4. The application for use of the community room must be submitted thirty days before the requested meeting date.  
5.  The Library Board of Trustees reserves the right to review all applications for use of the library and will provide interpretation of this policy and its enforcement.
6. Fee Structure.

The fee for the use of the community room by a non-profit group is thirty dollars ($30.00).

Proper certification [IRS 501(c) 3] of non-profit status must be provided.  The fee for all other applicants is one hundred dollars ($100).

Fees are payable at the time of approval of the application and non-refundable except in the case of library closing due to inclement weather.  The room must be left in a neat and orderly condition, and the group is responsible for set-up and breakdown of table and chairs.  A custodial fee will be added if this condition is not met, and the Library Board of Trustees reserves the right to deny future use of the room to a group disregarding these provisions.

1. The Board of Trustees reserves the right to waive the fee for groups whose activities provide a direct financial benefit to the library.
2.  Library-related activities have priority.
3. Room use is limited to a maximum of three hours, including set-up and clean-up, and in all cases no usage shall start later than 8 PM or end later than 11 PM. If a meeting ends after 8PM a caregiver fee will be collected.
4. Limited use of kitchen facilities is allowed, but the stove and oven may not be used.
5. Alcohol is not to be brought to or consumed on library property.
6. For reason of fire safety, no group of more than fifty seated or one hundred standing shall use the community room.  Capacity has been dictated by the Lift Safety Code Handbook of the Ardsley Fire Department.
7. Groups using the library may not charge an admission fee, and no contributions or endorsements may be solicited. 
8. Copies of these guidelines are available for distribution.