Public Meeting Rooms at the Main Library
The Montgomery County-Norristown Public Library makes four rooms available to the public. The Community Room has seating arrangements for 100 people but may accommodate as many as 175 people. The Board room accommodates up to 25 people seated around a large table. The Children’s Learning Center accommodates 25 individuals and the Computer Lab accommodates 16 people. The rooms may be booked with optional services, such as use of audiovisual equipment. These Public Meeting Rooms may be reserved for a fee of $25 for any non-profit educational, civic or cultural organization which does not charge for attendance and which provides documentation of their tax status. Any for-profit organization that desires to use a Public Meeting Room for educational or civic purposes may be permitted to do so for a $75.00 fee. Please contact Lynn Keily, Administrative Assistant at (610) 278-5100 ext.140 if you would like more information or would like to reserve a room.
RULES FOR USE OF PUBLIC MEETING ROOMS
(PLEASE NOTE, BELOW, THAT THE TABLE IN THE BOARDROOM
IS NOT TO BE MOVED UNDER ANY CIRCUMSTANCES.)
The Board of Directors of Montgomery County-Norristown Public Library (MC-NPL) welcomes the use of the Public Meeting Rooms (Community Room, Board Room, Conputer Lab and Children’s Learning Center) by community organizations subject to the following rules:
1. Regardless of tax status, no organization using the Public Meeting Rooms, with the exception of the Friends of Montgomery District Library Center, is permitted to charge those who attend the function for which the room is reserved. This includes such charges as those for attendance, participation or for tangible goods related to the event.
2. When a Public Meeting Room has been reserved by an organization, there shall be no fundraising activity conducted during the meeting, with the exception of the Friends of Montgomery District Library Center, and MC-NPL-related organizations having obtained the written permission of the Executive Director of the library.
3. The Public Meeting Rooms may be reserved at the prevailing fee (see Fee Schedule) by any educational, religious, civic or cultural organization which is tax-exempt. However, MC-NPL requires any such organization, desiring to use the rooms on a tax-exempt basis, to provide written proof that the organization has been determined to be an organization exempt from taxation by a) the Internal Revenue Service; b) the PA Department of Revenue; or, c) any County Board of Assessment. Written proof can include an IRS Exempt Organization Determination Letter, a PA State Department of Revenue Sales Tax Exemption Determination, an assessment board statement of exemption from real estate taxes, or any like document which clearly defines tax-exempt status.
4. Any organization which is NOT tax-exempt will be charged the prevailing room rental fee for use of the Public Meeting Rooms (see Fee Schedule).
5. For a separate fee, an organization reserving the Community Room may also use the kitchen facility attached to that location. The organization is responsible for bringing its own coffee pot, food, supplies, and any equipment necessary for serving food.
6. When any of the Public Meeting Rooms is rented, it must be left in the same condition as first found; if not, an additional fee will be charged.
7. The Board of Directors of MC-NPL reserves the right to limit the use of the Public Meeting Rooms to those organizations whose activities do not directly or indirectly interfere with library operations, adversely affect public safety, or cause public disturbances. Organizations using any Public Meeting Room must observe public accommodation provisions of the PA Human Relations Act, under which it is “unlawful to discriminate against any person on the basis of race, color, religion, sex, ancestry, national origin, handicap or disability, use of guide or support animal (due to sight impairment), deafness, or physical handicap or because the user is a handler
or trainer of such animals.”
8. “Application for Use” forms will be supplied by MC-NPL, and upon completion shall be submitted to the Administrative Assistant of MC-NPL. Each applicant shall designate a responsible person who shall be present during the function for which the application is being
submitted. This person shall give their name, address, and telephone number, along with a brief description of the program or meeting to be held. This person shall sign the Application committing themselves to be present during the event, and to be responsible for the condition of the room. The applicant is responsible for notifying the library of cancellation at least two weeks in advance of the date reserved.
9. Reservations should be made at least two weeks in advance, but may not be made more than six months in advance. Payment of any applicable fees must be received a minimum of one week in advance, but preferably at the time the reservation is confirmed. Fees are non-refundable.
10. In the Community Room, the number of attendees is limited to 125. When this room is set-up with tables in addition to chairs, 100 people can be accommodated. In the second-floor Boardroom, attendance is limited to 25 people, and NO REARRANGEMENT OF ROOM
FURNISHINGS IS PERMITTED. THE PROJECTION SCREEN IS NOT TO BE MOVED, AND NO ITEM IS TO BE HUNG FROM THE CEILING OF THE BOARDROOM. The capacity of the Children’s Learning Center is 25 people and capacity of the Computer Lab is 16 individuals.
11. Smoking and consumption of alcoholic beverages are strictly prohibited in the entire building.
12. Library equipment (projectors, DVD players, televisions, extension cords, sound system, podium, and microphone, etc.) may not be used absent permission from the Executive Director of the library. The organization using the equipment, in conjunction with a room reservation, assumes responsibility for any damage to said equipment. Damages will be directly billed to the sponsoring organization.
13. MC-NPL assumes no responsibility for any property left behind by an organization which has reserved a room.
14. Meetings and room clean-up must be concluded at least fifteen minutes prior to the library’s closing time.
15. Publicity for a meeting in any of the library’s Public Meeting Rooms must clearly state that the organization is the SPONSOR of the meeting, and that the library is the LOCATION. The Board of Directors of MC-NPL does not encourage, endorse, or promulgate the objective of any organization utilizing the public rooms.
16. MC-NPL will not be liable for any direct or consequential loss or damage which results from any delay, late receipt of (or missing) materials or equipment related to the meeting for which room is reserved, nor liable for electrical failures, Acts of God, circumstances beyond the library’s control, or for any cause or reason whatsoever. Parties using the library’s Public Meeting Rooms shall hold the library harmless from any liability of any type arising from the use of such rooms.
17. Organizations reserving the Community Room may, by providing advance notice, request a special set-up of chairs and/or tables for their meeting, subject to limitations of existing furnishings and overall room dimensions. MC-NPL will make every attempt to satisfy requests for special set-ups, but reserves the right to refuse requests which it judges it cannot effect, due to aforementioned limitations, time constraints, staffing level, or to any other impediment to such requests. MC-NPL WILL MAKE EVERY ATTEMPT TO HONOR ROOM SET-UP REQUESTS, BUT CANNOT PROMISE THESE WILL BE ACHIEVED.
18. The Board of Directors of Montgomery County-Norristown Public Library reserves the right to change this policy; the right to disallow or revoke permission granted to an organization for room use if the organization has, on an occasion of previous use, violated these rules, or if it interferes with library operations, adversely affects public safety, or causes public disturbances.
Amended Policy approved by the Board of Directors on March 16, 2009
Amended 2-27-12 by the Board of Directors
Amended 3-18-13 by the Board of Directors