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Meeting Room Policy

Putnam County Library

The meeting rooms of the Putnam County Library are available to individuals and groups, and established local non-profit organizations of a public, civic, educational, corporate, professional, recreational, religious, or cultural nature and to agencies of the local, county, state, and federal government.

The Putnam County Library subscribes to the Library Bill of Rights, adopted and amended by the American Library Association which states “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.” Granting use of Library facilities does not imply endorsement by the Library of the group, the meeting, or the ideas presented at the meeting.

Applicants using meeting rooms may not discriminate on the basis of race, sex, color, creed, national origin, religious belief or disability, against any person requesting admission to the meeting.

All individuals, groups, or organizations shall indemnify, defend and hold harmless the Putnam County Library, the City of Cookeville, and the Putnam County Commission, their officers, directors, agents and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from any negligent act, omission or error of the individual, group, or organization resulting in or relating to personal injuries or property damage arising from the individual/group/organization’s use of the Library meeting room.

The Library Board remains the final authority regarding the use of library facilities. The Library Board may revoke meeting room privileges at any time. The Library Board reserves the right to amend these policies as it may deem appropriate.

The needs of Putnam County Library take precedence over other groups requesting use of the meeting rooms. The Library reserves the right to withdraw permission for meeting room use when conditions warrant such action. Should the Library close due to an emergency or inclement weather, all meetings will be cancelled.

General Rules

1.  All meetings held must be open to the general public and news media.
2.  No admission fees may be charged. However, a fee may be charged to cover the costs of using the meeting room,
  or for materials or handouts.
3.  All meetings must occur within regular library hours. An exception is granted for activities and meetings sponsored by   the Putnam County Library or the city and county governments.
4.  Applicants are held responsible for the preservation of order by those in attendance.
5.  All federal, state, and local ordinances, as well as rules of the Police and Fire Departments relating to public assemblies   must bestrictly obeyed.
6.  The Putnam County Library prohibits the following uses of / activities in the meeting rooms:
   a.) Illegal activities
   b.) The use of alcoholic beverages, tobacco, and illegal drugs
   c.) Gambling in any form
   d.) The promotion of activities and materials that are obscene
   e.) Use of flammable, combustible, and hazardous materials
   f.) Any activity that could result in damage to furniture, equipment, or facilities
   g.) Social functions, whether private or public, such as dances, parties, showers, and family reunions
   h.) Storage of property for anyone using the meeting room on a recurring basis
   i.) Conduct would interfere with the proper functioning of the Library
7.  Publicity, such as posters, press releases or other material, and interviews may not imply that events are sponsored,
  cosponsored, or approved by the Putnam County Library. Inquiries from the public concerning specific programs will be
  referred to the sponsoring organization. Neither the name nor the address of the Putnam County Library may be used as
  the official address or headquarters of an organization.
8.  Library activities which require the use of the meeting room take precedence over other activities.
9.  If, in the opinion of the Library Director, the presence of a police officer is necessary or advisable, the group using the
  meeting room will hire one or more at their own expense.

Reserving a Meeting Room

1.  Meeting rooms may be booked up to one year in advance.
2.  Requests for use of library meeting rooms must be made by completing the Application for Use of Meeting Rooms.
  If approved, a copy of the application form signed by library management will be returned to the individual who has
  signed the application.
3.  Meeting rooms may be reserved by adults only. Youth organizations must have an adult sponsor.

Set-Up and Use of the Meeting Room

1.  The Putnam County Library cannot provide janitorial assistance/service for moving equipment to and from meeting
  rooms, setting up, or cleaning the rooms following meetings. The Library staff is not available to assist in rearranging
  seating, carrying supplies, operating equipment, serving food, or cleaning up.
2.  The individual/group/organization using the meeting room is responsible leaving the room in a neat and orderly condition.

  Failure to leave the meeting room in an orderly condition will result in the loss of meeting room privileges.
3.  Only light refreshment may be served. Groups serving refreshments are solely responsible for the wholesomeness and
  quality of food or beverages served in the meeting room and for providing their own cups, plates, and utensils.
4.  Children under the age of ten accompanying an adult to a meeting must remain with the adult at all times. Meetings of
  groups whose members are under the age of eleven (11) must be supervised and attended by a legally responsible adult
  named on the application form.
  No child is to be left unsupervised while the responsible adult is attending a meeting. All meeting involving children must
  comply with the Library’s Unattended Children Policy.
5.  The Putnam County Library does not discriminate on the basis of disability in its programs and services, and
  organizations must comply with the applicable Americans with Disabilities Act requirements by reasonably
  accommodating persons with disabilities. Accommodations for disabilities are available through the Putnam County
  Library; however, applicants must notify the library at least five (5) days in advance of the meeting or event in order to
  prepare the necessary arrangements.

The Meeting Room in the Monterey Branch of the Putnam County Library

1.  All above rules and prohibitions apply to the Monterey Branch Library’s meeting room.
2.  The temporary walls at the Monterey Branch Library’s meeting room may not be moved.