Meeting Room Policy (to be rescinded 1/3/2023)

St. Charles City-County Library District offers a variety of public meeting spaces in its branches, including multi-purpose rooms, small group and study rooms, and the Houck Professional Rooms at the Spencer Road Branch. The purpose of this policy is to insure an orderly, peaceful and efficient use of all library meeting rooms to accommodate and provide equal access for library customers.

Meeting Rooms are designed to support the community by providing businesses, nonprofit organizations, community groups, and individuals with access to semiprivate common use work space. Personal events, including but not limited to birthday parties, play groups, wedding receptions, and reunions are not considered appropriate use of Library District Meeting Rooms.

A valid library card in good standing is required for the reservation of Library meeting rooms.

The Library District reserves the right to adjust room assignments based on scheduling needs. Library District sponsored programs shall receive priority in the event of a scheduling conflict.

Customers using the meeting facilities will hold harmless the Library District, and its partner agencies, for injuries and accidents as a result of carelessness.

Due to the public nature of Meeting Rooms, reservation requests shall not be protected as Library User Records, as described in Library Policy C280, but treated as public documents.

Library staff reserves the right to enter all meetings held in Library District facilities.

Unless specifically outlined above, all Library District policies shall apply to the use of the Meeting Rooms.

When conflicts arise from the proposed use of the Library District’s Meeting Rooms, the Board of Trustees of the St. Charles City-County Library District shall have the final authority in granting or refusing permission for use of the rooms.

To aid in the implementation of this policy, meeting room rules and procedures governing the use of meeting rooms will be maintained by Library District administrators.

(Approved 12/12/2011; Revised 5/14/2013; Revised 9/8/2015 (effective 10/1/2015); Revised 1/14/2020 (effective 7/1/2020)

Acceptable Use - Electronic Information Systems

Acceptable Use - Electronic Information Systems

Customer Responsibility

  1. Customers are responsible for being aware of and observing District Internet policies and local, state and federal laws as they apply to individual use of electronic systems, and are solely responsible for violations they or their legal dependents commit.
  2.  Acts contrary to local, state and federal law shall be considered a violation of District Internet Policy and be subject to suspension of library privileges and appropriate penalty under law.
  3. Public display or printing of offensive materials is a violation of Policy C184, Inappropriate Customer Behavior.
  4. Customers assume all responsibilities for honoring copyright law. Violations of copyright may be subject to legal action.
  5. Customers may not employ Library systems for the purpose of libel, slander, or any form of harassment.
  6. Customers who use District computers for illegal activity or who destroy or attempt to destroy hardware or software may be suspended from using the library and shall be liable for civil and/or criminal legal action.
  7. Customers may not install or activate hardware or software on public computers, with the exception of storage or listening devices for personal use.
  8. Although the District respects the confidentiality of Internet use within the limit of its own policies and local, state, and federal statutes, it may investigate and suspend individuals suspected of misuse and take appropriate disciplinary and/or legal action.
  9. Customers agree to INDEMNIFY AND HOLD HARMLESS the District, its employees and agents from any claim, demand, liability, cause of action, suit, judgement, or expense, (including attorney’s fees), arising out of any breach of this policy statement.
  10. The District will not install or support any hardware or software on staff or public computers that is, in the opinion of the IT staff, limited in scope or audience, is a potential threat to the security or stability of District hardware or software, requires an excessive amount of funds or staff time to install or maintain, or is not beneficial or appropriate for use on a shared computer.
  11. Customers shall be responsible for printing costs.

Parental Responsibility
Parents or guardians are responsible for their children’s use of the internet.

District Responsibility 

  1. The St. Charles City-County Library District provides access to the Internet as an integral component of information delivery. The Library District assumes no responsibility for the content of websites made available through District computers.
  2. The Library District may limit individual session times based on demand, and shall establish appropriate procedures for Internet use.
  3. The District makes every effort to provide continuity of service but is not responsible for any disruptions.
  4. Transaction logs, email and other information which could be used to identify users with specific materials or subject matter are considered by the Library to be confidential, and will not be divulged to anyone other than the user. All users are advised that such records shall not be made available to any agency of local, state or federal government except pursuant to such process, order or subpoena as may be authorized under the authority of, and pursuant to, federal, state or local law relating to criminal, civil, or administrative discovery procedures or legislative investigatory power.

Non-cardholder use of electronic information systems.
Visitors who show proof of identification may be issued a temporary guest pass to use the public computers.

Penalties for non-compliance with customer responsibility provisions of this policy.

  1. The Library District reserves the right to investigate violations of customer responsibility.
  2. Persons who do not comply with this policy may be suspended under the provisions of Policy C184, Inappropriate Customer Behavior.
  3. The District may suspend use of public computers by customers who are for any reason in Denial of Service status in accordance with Policy C064, Denial of Service.

Statutory Compliance:
The District complies with statutes dealing with internet materials deemed inappropriate for minors. Such procedures are enumerated in Policy C024.4, Acceptable Use - Electronic Information Systems-CIPA Compliance and Policy C024.7, Acceptable Use- Electronic Information Systems-Missouri Statutory Compliance.

Revision Date: 14 February 2017

Code of Conduct

Code of Conduct

Guiding Principle. The St. Charles City-County Library (“the Library”) is a place for everyone, shared by the community, and used by many different people for a variety of reasons. Library users are expected to:

  • Respect the comfort and safety of fellow library users and library staff. If a user’s behavior makes others unsafe or uncomfortable, they will be asked to stop.
  • Comply with requests from library staff. If not, the Library reserves the right to suspend privileges and/or access.
  • Comply with local, state, and federal laws. If a user breaks the law, the Library may prosecute.

Section 1. The Library has adopted this Policy to protect the rights of all individuals to:

  • Use the library without discrimination;
  • Receive friendly, courteous and respectful service;
  • Have free and equal access to information;
  • Have a clean, comfortable and pleasant environment; and
  • Use the library undisturbed without threat of harm, invasion of property, or interference.

Section 2. Library Behavior Guidelines.

Customers are expected to show respect for all other Library users and Library staff. Customers shall comply with all Library policies and instructions given by Library staff and observe the following guidelines in all branches and facilities operated by the Library:

  • Customers shall refrain from engaging in any activity or behavior that violates any federal or state statutes or local ordinances.
  • Customers shall refrain from engaging in any disorderly or disruptive behavior, including but not limited to using profane or threatening language, harassing Library users or staff, damaging Library property, and any behavior which either consciously or unconsciously impedes other Library users’ or staff’s use of the Library.
  • Selling, soliciting, panhandling, and/or loitering on Library property is prohibited.
  • Remaining on Library property outside of business hours is prohibited, except for authorized Library activities or programs.
  • Customers may not enter “Staff Only” areas in Library facilities without permission.
  • Smoking and/or the use of tobacco products is prohibited in all Library facilities and vehicles. For the purpose of this Policy, the term “tobacco product” includes but is not limited to: cigarettes, cigars, chewing tobacco, dissolvables, electronic cigarettes, nicotine or alternative nicotine vapor products, hookah, and any other product containing, made, or derived from tobacco that is intended for human consumption.
  • Customers are prohibited from entering Library facilities while under the influence of drugs or alcohol. Open containers and/or consumption of alcohol are prohibited on Library property, unless permitted in accordance with Library Policy C187, Distribution and Consumption of Alcohol on Library District Grounds.
  • Bringing any animal, other than a service animal, into Library facilities is prohibited, unless authorized by Library staff as part of an authorized Library program. An individual with a disability is permitted to bring a service animal into Library facilities in accordance with Library Policy C283, Service Animals.
  • Children under the age of 10, and persons of any age with mental, physical, or emotional needs that require supervision, must be accompanied and adequately supervised by a parent/guardian or responsible adult caregiver age 18 or older.
  • Customers in the library must be fully dressed.
  • All customers shall maintain acceptable bodily hygiene. If bodily odor or perfume is strong enough such that it is offensive or constitutes a nuisance to others, such individual will not be allowed on Library property.
  • Weapons are prohibited on Library property except as permitted by law.
  • Customers shall refrain from leaving personal possessions unattended in the Library. The Library is unable to guarantee, and shall not be held responsible for, the security or safekeeping of any such items.

Section 3. Consequences for Violations.

Failure to observe this Policy may result in the suspension or revocation of Library privileges, up to and including permanent revocation of Library privileges and/or ban from all Library facilities.

Notwithstanding the foregoing, if, in the Library Director’s sole judgment, a customer’s conduct is unacceptably offensive, serious, threatening, or malicious, the Library Director has the discretion to take any appropriate action in response to said conduct up to and including permanent revocation of Library privileges and/or ban from all Library facilities.

Customers who damage or deface Library materials, equipment, or property may be referred to law enforcement. The Library reserves the right to hold parents/guardians liable for damages caused by their minor children.

Section 4. Notification Procedures.

Customers whose Library privileges have been suspended for violation of this Policy for one month or less will be notified verbally. The Library Director, or a designee, will notify customers whose Library privileges have been suspended or revoked for more than one month by means of written correspondence via US Mail to the involved customer's last known address.

Failure to comply with a Library staff member’s request to leave the premises for violation of this Policy may result in referral to law enforcement. Once notification of such suspension or revocation has been communicated to a customer, further visits to any Library facility by the customer will result in an extension of the suspension by a minimum of 30 days.

Section 5. Appeals.

Customers who have been denied library service may appeal this decision in accordance with Library Policy C064, Service Restrictions. Customers may not use any Library facilities during any appeal period.

Effective 3.11.2020
Revised 12.14.2021
Revised 5.10.2022

Collection Management

Collection Management Policy


The St. Charles City-County Library strives to build and maintain a collection of user-focused materials to meet the wide variety of needs and interests of all residents in the community. The Library and its Board of Trustees uphold the democratic right of all Americans to freely express their opinions and support the right of each individual to privately read, listen, and view the full range of published thoughts and ideas.

In support of these ideals, the St. Charles City-County Library offers a diverse and inclusive collection of materials protected by the First Amendment of the United States Constitution. The Library Board endorses the American Library Association’s Library Bill of Rights, the American Library Association’s Freedom to Read StatementFreedom to View, and all interpretations applicable to the selection and use of library materials.


The Library District is committed to providing materials to residents and taxpayers of all ages, backgrounds, and opinions. The District’s collection, taken as a whole, will be unbiased and diverse representing as many viewpoints as possible. Subjects will be covered in sufficient depth and breadth and in various formats to meet anticipated and expressed community needs.

No material will be excluded because of the race, nationality, religion, gender, sexual orientation, political or social views of the creator. Purchase of material by the library does not mean endorsement of the contents or the views expressed in said materials.

The District recognizes that budgets are not unlimited. Selection of material must be consistent with District budget allocations. Resource sharing, electronic resources, and other methods of access are valid and necessary ways of meeting customer needs.


The ultimate responsibility of the collection rests with the Library District Director under the authority of the Library Board of Trustees. Direct selection of materials is delegated to staff members qualified for the duty by education, training, interest, and job classification.  Selectors judge impartially and evaluate critically. Selection is made by use of authoritative reviews, knowledge of the reputation, and the viability of the creator, and selection aids such as but not limited to: bibliographical publication, publisher’s advertising, and requests of library customers. 

Materials are selected according to the needs and demands of the community. Factors considered include:

  • Collection philosophy
  • Collection composition
  • Popular demand, both existing and anticipated
  • Public interest
  • Enduring value
  • Community relevance
  • Diversity of viewpoint

Community Participation

The Library Board of Trustees recognizes the right of individuals to question the inclusion of materials in the library collection. The District will give serious consideration to each customer’s opinion. 

Customers wishing to challenge the inclusion of specific material may do so by filling out a D032.4 form to be reviewed by appropriate staff. Staff will review and discuss the request along with the item in question and a letter with the decision will be sent to the customer via the postal service. 

Purchase suggestions are accepted by any and all customers via the online form on the Library's website.  Each suggestion will be weighed against the selection criteria set forth in this policy.

Donations are accepted at each branch. Items donated may be added to the District’s collection with consideration given to the selection criteria set forth in this policy. Items not added will be given to the Friends of the Library to be sold at Book Fairs. All items donated become the property of the Library District at the time of donation. Receipts for tax purposes are available upon request. Determined value of donated material for tax purposes is the responsibility of the donor. 

Self-published/self-produced materials are subject to the same selection standards as other materials. The District does not accept unsolicited donations of self-published/self-produced material to be added to the collection.  Nor does it accept unsolicited preview/review materials from any source. When the District receives these unsolicited materials, the District considers these donations.

Withdrawal of Materials

The Board of Trustees recognizes that withdrawing materials from the collection is an important part of maintaining the library collection. Ultimate responsibility for withdrawal of material lies with the Library Director who may authorize qualified staff to assist. The District shall withdraw material based on the same factors as the selection policy. The District does not sanction removal of library material based upon any controversy.


The Library and its Board of Trustees consider reading, listening, and viewing to be individual, private matters. Full, confidential, and unrestricted access to information is essential for customers to exercise their constitutional rights. Libraries have a public and professional obligation to provide equal access to all library resources for all library users. While anyone is free to select or reject materials for themselves or for those that are legally under their care, it is important for library users to understand that the Library does not stand in place of the parents (in loco parentis) when it comes to access to library materials. 

The Library collection is organized and maintained to help people find the materials they are looking for. Any labeling, seclusion, or alteration of materials because of controversy surrounding the creator or subject matter will not be sanctioned, in standing with the American Library Association’s Library Bill of Rights.

Policy Review

This Collection Management Policy will be periodically reviewed by the Library Board to be revised or reaffirmed as needed.

Revised 4-9-2013



The St. Charles City-County Library District will accept gifts of either materials or financial endowments. Financial endowment gifts may be made either directly to an individual library branch or to the St. Charles City-County Library District. Financial gifts which are intended for the purchase of specific items, subject areas or are in other ways designated should be negotiated through the appropriate branch manager or other upper level library administration personnel following the established procedural outline.

Gifts of specific items such as books, audio-visual materials, periodicals and other materials shall be accepted by the St. Charles City-County Library District. These materials shall be subject to the same procedural consideration that is utilized when considering an item for purchase. Specific donations shall be considered with the explicit understanding that such factors as physical condition of the material, duplication of material, lack of community interest, processing costs or inadequate space may prevent the addition or permanent retention of an item in the collection. The St. Charles City-County Library District accepts material donations with the understanding that any material that the library cannot use may be discarded following accepted practices and established procedures.

While it is generally not the practice of the St. Charles City-County Library District to accept any material with externally imposed conditions, the library does recognize that certain instances may arise which might warrant the inclusion of materials with some negotiated conditions. Any such conditions must be negotiated with the appropriate administrative staff of the Library as outlined in the written collection management procedures of the St. Charles City-County Library District.

The St. Charles City-County Library District accepts the Association of College and Research Libraries’ "Statement on Appraisal of Gifts" (approved 1973) as a policy basis concerning appraisals. The district is also governed by all applicable federal and state legislation related to appraisal and title of gifts.

(Revised 11/10/86)

Interlibrary Loan

Interlibrary Loan

St. Charles City-County Library participates in an interlibrary loan network which allows libraries to supplement their collections by borrowing materials from and loaning materials to other library systems. Each library participating in the Interlibrary Loan (ILL) program develops guidelines governing the use of its own ILL system. The Library’s policies, outlined below, are governed by the National Interlibrary Loan Code.

Borrowers will be responsible for any charges made by the lending library for ILL items,including copying fees.

Materials published within the last year should be submitted as a purchase request. Customers requesting items that are not selected for purchase will be asked if they would like the request forwarded to ILL.

ILL requests for genealogical materials may include books, photocopies, and microfilm.Photocopies of specific pages from non-circulating books may be requested as well as microfilm not available in the Library.

The Library accepts requests for the material types it circulates (e.g. DVDs, video games, audio books, etc.).

Students of local educational institutions must use the resources of their respective institutions for educational ILL services.

Reciprocal cardholders must use their own public libraries for ILL services. The Library will provide ILL services for non-resident cardholders.

Cardholders must be at least 16 years of age to use interlibrary loan services. The Library may enact limits on the number of ILL requests.

The Library will not accept subject requests; specific titles must be requested.

ILL due dates are specific for each transaction and restrictions are determined by the lending library. Materials may be renewed depending on the loan rules of the lending library.

ILL privileges may be suspended if the borrower fails to pick up a requested item, returns an item late, or loses an item. Repeated abuses may result in permanent denial of ILL services.

Failure to return a borrowed ILL item will result in a processing charge plus the cost of the item as determined by the lender.

Items overdue in excess of 60 days will constitute failure to return. Service Restrictions, Policy #C064, will be in effect for failure to return items on time.

The Library will lend materials to other libraries under the same conditions and terms as those libraries will lend to us.

The Library will charge reciprocal fees based on the lending policies of the borrowing library, including lending fees and fees charged to replace lost items.

At the discretion of the Library, some individual items may not be loaned.

Effective August 11, 2020

Loan Periods

Loan Periods

The St. Charles City-County Library shall have a standard checkout period of two weeks for all circulating materials with the following exceptions:

  • Interlibrary loan due dates are specific for each transaction and restrictions are determined by the lending library.
  • Checkout periods may be adjusted for high demand items.
  • Electronic and or downloadable materials may have varying checkout periods based on vendor/supplier requirements.

Checkout periods may be extended to accommodate the needs of the customer. Loan periods will not be extended for items that are on hold.

Revised 2.10.15; 12/11/18

Petitions, Surveys & Electioneering

Petitions, Surveys & Electioneering

The St. Charles City-County Library District allows the circulation of petitions and conducting of surveys outside of its facilities as long as these activities do not interfere with the conduct of business or impede the free access of the public to Library buildings and resources. Specifically, individuals or organizations gathering petition signatures or conducting surveys may stand on the Library's sidewalks adjacent to its buildings as long as they maintain a distance of at least 25 feet away from any entrance and/or exit and do not block pedestrian traffic.

Neither petitioners nor survey takers may set up tables, chairs and other furniture or personal items or otherwise impede ingress or egress out of the Library, interfere with patrons seeking to use the Library, or otherwise disrupt Library patrons or activities. Petitioners and survey takers are not guaranteed the use of an area protected from sun, heat, or inclement weather. Petitioners and survey takers may not confront patrons in the parking lot or follow patrons to or from their vehicles. Petitioners and survey takers may not obstruct a patron, intimidate a patron into signing a petition, or harass a patron after he or she informs the person gathering signatures or conducting surveys that he or she is not interested.

Signs promoting petitions or surveys may not be placed on Library property and petitioners must in no way affiliate themselves with the Library, either through written publicity, signage, or verbal statements. Petitioners and survey takers are required to register at the Library's Service Desk prior to gathering signatures or conducting surveys. Nothing in this policy regulates the use of sidewalks that are on the perimeter of Library property and indistinguishable from adjacent municipal or other public sidewalks.

Petitioning and conducting surveys inside Library buildings is prohibited. Petitioners and survey takers refusing to comply with this policy will be asked to leave Library property.

Electioneering, including the distribution of election literature and the posting of signs on buildings or grounds rented or owned by the St. Charles City-County Library District, is permitted only on election days; however, any such activity is prohibited within 25 feet of polling places. (Missouri State Statute (RSMo § 115.637(18)). Noncompliance may result in a conviction for a class four election offense punishable by fine and/or imprisonment.

(Revised, 4/10/16, 5/10/16, 2/13/18)

Photography & Recording

Photography and Recording

Section 1. Purpose.

The St. Charles City-County Library District (the “Library”) strives to provide and maintain an environment in which patrons are able to use the Library's resources, services and programs as effectively as possible. A photography and recording policy has been established to govern photography and the use of recording devices by Library staff and the public in order to ensure that this activity does not interfere with the provision of Library services and that personal privacy is maintained.

Section 2. Photography and Recording by the Library.

The Library reserves the right to document its services and the public's use of its facilities by taking photographs and making video or audio recordings of its classes, events, activities and their participants for use on its website and social media accounts and in Library District publications, including but not limited to, brochures, flyers, news releases, and other promotional materials.

To ensure the privacy of all individuals, including children, images will not be identified using full names without written approval from the photographed subject or parent/guardian, if the subject is a minor. A patron's first name may be included with a photograph or other recording, unless the individual or the individual's parent/guardian instructs the Library that this is not acceptable. Those wishing not to be photographed or recorded should inform the photographer or Library staff.

This Policy extends to photographs and recordings taken by Library staff at events of the St. Charles City-County Library Foundation and/or Friends of the St. Charles City-County Library.

Section 3. Others' Photography and Recording.

All other photography or recording inside Library facilities requires the prior permission of Library staff. Permission to photograph or record individuals must be granted by those individuals or their parents/guardians. Any person taking such photographs or recordings is responsible for arranging all necessary releases and permissions from persons who will appear in or be the subject of the photograph or other recording.

Casual amateur, non-flash photography and recording is permitted at Library programs and events for personal use, not for publication or broadcast, provided that it is not disruptive. Further, any use of identifiable likenesses of other individuals requires their permission, and taking photographs or recordings at Library events remains subject to the wishes of the individual conducting the program or event (i.e. authors, performers, presenters, speakers, etc.).

The Library welcomes news media photographers and reporters documenting stories or projects that directly involve the Library and its programs, resources and services, provided that advance notice is given, patron use of the Library is not impeded, and the provisions of this Policy are followed.

No commercial photography or recording in Library District facilities is permissible without the express written permission of the Library’s Director & CEO or the Director & CEO's designee, which shall set forth the conditions under which the photography or recording may take place and address rights to ownership of the photographs or recordings. The Library requires credit, in print, in any finished product when photographs or recordings are used for commercial purposes.

Community organizations holding scheduled events or meetings in the Library study or meeting rooms may arrange for their own photography or video recording of their event. Such photography and video recording must be for personal use, not for publication or broadcast and is restricted to the space reserved by the group.

Any authorization granted pursuant to this Policy to permit photography or recording may be revoked at any time upon failure to comply with the terms of this Policy or other rules and regulations of the Library.

Approved October 9, 2018

Postings and Signs

Postings and Signs

The St. Charles City-County Library District offers space for community flyers and brochures as part of its mission to serve the information needs of the community.

Depending on available space, the Library District may offer bulletin boards, display tables or racks for community information. Postings may be of a civic, educational or cultural nature with other information being posted as space allows.

Bulletin boards, tables and racks may be cleared on a regular basis to conserve space. Clearing schedules shall be determined by the branch manager at each location.

The Library District does not pre-approve postings, but may remove any deemed unsuitable. The Library District assumes no responsibility for any inappropriate use of posted information.

Yard signs advertising community events may be posted on library property between the sidewalk and the street at the discretion of the branch manager. Such signs may not block sight lines at entrances and exits, and all municipal ordinances apply. Signs advertising commercial businesses or for-profit events are prohibited on library property.

Political signs are addressed in Policy C264, Petitions, Surveys and Electioneering.

(Revised 3/9/98, 10/10/17, 2/13/18)

Privacy of Library Circulation Records

Privacy of Library Circulation Records

  1. The Library User Records of the St. Charles City-County library District are confidential, per RSMo 182.817.
  2. Library User Records shall not be made available to anyone except pursuant to such process, order, or subpoena as may be authorized by law, or in response to a written request of the person identified in that record, or as otherwise permitted by law.
  3. Upon receipt of such process, order or subpoena, consultation shall be made with the Library District’s attorney to determine if such process, order, or subpoena is in good form and if there is a showing of good cause for its issuance.
  4. If the process, order, or subpoena is not in proper form or if good cause has not been shown, insistence shall be made that such defects be cured before any records are released.
  5. Any threats or unauthorized demands, (i.e., those not supported by a process, order or subpoena) concerning Library User Records shall be reported to the Director of the Library District and to the Board of Trustees of the District.
  6. Any problems relating to the privacy of Library User Records which are not provided for in the above five paragraphs are to be referred to the Director or Assistant Director of the Library District.
  7. For purposes of this Policy, “Library User Records” is defined as any document, record, or other method of storing information retained, received or generated by a library that identifies a person or persons as having requested, used, or borrowed library material, and all other records identifying the names of library users. The term "Library User Records" does not include nonidentifying material that may be retained for the purpose of studying or evaluating the circulation of library material in general.
  8. The Library District may provide Library user contact information (name, address, phone number and email address), in compliance with RSMo 182.187, to a third party contractor for the purpose of analyzing library user statistics and the development of more effective services upon a majority affirmative vote of the Library Districts’ Board of Trustees. The Board will vote each time a contact list is requested.

 (Adopted 9/14/81, Revised 4/11/2011, Revised: 10/14/2014)

Room Reservation & Usage

Room Reservation & Usage

To further its mission, vision, and values, the St. Charles City-County Library provides public access to event rooms, meeting rooms, study rooms, and conference rooms for use by individuals, community
groups, and organizations.

Rooms are available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Use of the rooms does not imply the Library’s sponsorship or
endorsement of the subject matter to be discussed or the ideas for which the group advocates.

This policy is not all-inclusive. Room requests that do not clearly fall into categories or situations as outlined in this policy will be reviewed by Library Administration.

Types of Rooms
There are a variety of types of rooms available at Library locations, each of which has specific functions and parameters. Not all room types are available at every location. Guidelines for each
room follow under the section titled Guidelines.

  1. Event Rooms - Rooms that can be used for public or private events. Should be reserved in advance and may be subject to room set-up and cleaning fees.
  2. Meeting Rooms - Rooms with tables and chairs that can be moved by groups using the rooms. Some technology and equipment may be available.
  3. Conference Rooms - Rooms furnished with a conference table and chairs. Room set-up cannot be changed.
  4. Study Rooms - Rooms designed for individuals or small groups for quiet work and study sessions.

The Library reserves the right to revise any scheduled meeting arrangements and to preempt established reservations on reasonable notice to the applicant. When such conflicts arise, the order of
prioritization will be:

  1. Library classes and events
  2. Polling locations on election days
  3. Library Friends and Foundation events
  4. General public

Conduct & Liability
To ensure the safety of participants, staff, and property these guidelines must be followed during all room reservations at the Library:

  1. The Library is not responsible for injuries and/or accidents that result from carelessness, nor is the Library responsible for customer’s personal property. By agreeing to these guidelines, customers hold the Library harmless in these circumstances.
  2. Use of the Library’s rooms must not disrupt the orderly conduct of the Library, its programs, or activities. All Library policies shall apply to the use of Library rooms.
  3. Groups must comply with the room capacity as set by the Library.
  4. The unauthorized use of open flames such as canned heat, gel fuels, candles, gas grills, and torches, etc. is strictly prohibited.
  5. The use of confetti, glitter, bird seed, or other similar materials is prohibited except when used in designated Library events.
  6. Any planned usage fees must be paid in advance.
  7. Fees may be assessed to compensate for rooms not being reset to the standard set up, left with large messes, or for any damages to Library property or equipment.
  8. Individuals, groups, and organizations using Library rooms agree to indemnify and hold harmless the Library, its Board of Trustees, staff, and agents, from and against any and all liabilities, losses, damages, costs, and expenses of any kind which may be suffered by, incurred by, or threatened against the Library, the Board of Trustees, or any of its staff or other agents on account of or resulting from injury, or claim of injury, to person or property arising out of the organization’s use of the Library, including but not limited to damaged or missing equipment and fixtures, and any and all structural interior or exterior damage to the Library.
  9. The Board of Trustees of the St. Charles City-County Library is the final authority in granting or refusing permission for the use of the facilities.

The Library prescribes guidelines to ensure the responsible, safe, and orderly use of its meeting rooms. Some guidelines apply to all rooms and each type has its own additional guidelines as well. These guidelines apply when reserving any type of room at a Library location:

  1. Applications for the use of the event rooms can be made online through the Library’s room reservation system or by calling the Library.
  2. A valid Library card in good standing is required to reserve any room at the Library.
  3. Room bookings may not conflict with events or classes sponsored by the Library, the Friends, or the Foundation; in the event of such a conflict, the Library, Friends, or Foundation event or class will receive priority. The Library reserves the right to cancel, reschedule or move confirmed room reservations to accommodate events and classes sponsored by the Library, the Friends, or the Foundation.
  4. Use of the Library’s logo, contact information, or branding to indicate sponsorship is prohibited unless expressly approved in writing by the Library.
  5. Financial transactions may not take place before or during functions held on Library property, including but not limited to charging for admission, selling products or services, or securing contracts of commitment to services provided elsewhere. Exceptions may be made for events and classes sponsored by the Library, the Friends, or the Foundation.

Additional guidelines for Event Rooms

  1. The rooms can be reserved three months in advance and can be used once during a 30-day period.
  2. Events held in the event rooms may be private in nature, including celebrations. The Library reserves the right to enter any events held in its facilities.
  3. The responsible party must be eighteen years of age or older to reserve an event room and the card holder that reserved the room must be present for the duration of the reservation.
  4. Groups reserving an event room may be required to pay, prior to the use of the room, a cost recovery fee to the Library.
  5. All groups serving food and/or beverages in the Event Rooms will be assessed a cost recovery fee for the general cleaning of the rooms.
  6. A preferred caterer must be used for all food services with the exception of light snacks and baked goods. The Library maintains a list of preferred caterers in support of this function.
  7. In accordance with the Library policy on Distribution and Consumption of Alcohol on Library District Grounds, any alcohol provided at an event:
    a. Will only be permitted at events authorized by the CEO
    b. May only be served by third party vendors that are licensed and insured to serve alcohol in the state of Missouri, and are acting in compliance with all applicable county and city ordinances and regulations governing the sale or distribution of alcohol
  8. Groups that need to cancel their reservation are required to notify the Library two weeks in advance of their event. Groups who do not arrive or contact the Library within 10 minutes of the scheduled start of their reservation will forfeit their reservation and may face restricted access to room use in the future.

Additional guidelines for Meeting & Conference Rooms

  1. The responsible party must be sixteen years of age or older to reserve a meeting or conference room and the card holder that reserved the room must be present for the duration of the reservation.
  2. The rooms can be reserved 45 days in advance and can be used by a group once during a 30-day period.
  3. Reservations must be open to the public and the public must be permitted to participate. The Library reserves the right to attend any event or meeting held in its facilities (except lawful executive sessions of government bodies). Due to the public nature of Meeting Rooms, reservation requests shall not be protected as Library User Records, as described in Privacy of Library Circulation Records, but treated as public domain.
  4. Set-up and take-down of tables and chairs are the responsibility of the reserving group and must be accounted for within the reservation time. At the end of a reservation, the room must be left in the same condition as it was found, including resetting the room’s tables and chairs to the original layout.
  5. Rooms will only be scheduled for use during regular Library hours and groups must be finished in sufficient time to vacate the building by the time the Library is scheduled to close.
  6. Light refreshments may be served, but groups may not prepare food on Library property. Groups are responsible for providing their own supplies and for all clean up.
  7. Groups that need to cancel their reservation are required to notify the Library twenty-four hours in advance of their reservation. Groups who do not arrive or contact the Library within 10 minutes of the scheduled start of their reservation will forfeit their reservation. Repeat no show reservations may face restricted access to room usage in the future.

Additional Guidelines for Study Rooms

  1. Customers 16 years of age and over with a valid Library card may make a reservation to use a study room, or use an available study room in the Library without a reservation. Customers 12 years of age and over may use an available study room in the Library without a reservation. Customers under 12 years of age can use study rooms with an adult present in the study room.
  2. At the end of a study room reservation, the room must be left in the same condition as it was found.
  3. Study rooms will only be scheduled for use during regular Library hours and use must be completed in sufficient time to vacate the building by the time the Library is scheduled to close.
  4. Customers who do not arrive or contact the Library within 10 minutes of the scheduled start of their reservation will forfeit their reservation and the study room will be opened for use by others. Repeat no show reservations may face restricted access to room usage in the future.

Service Animals

Service Animals

The St. Charles City-County Library (the “Library”) recognizes that some customers with disabilities may have service animals which are trained to assist or accommodate a person’s disability and to perform
tasks for the benefit of a person with a disability. The Library follows federal and state laws regarding the use of service animals.

No pets or animals other than service animals (as hereinafter defined) or animals used by the Library in conjunction with Library events or services are permitted at any Library facilities. Federal law defines “service animal” as “only a dog or miniature horse that is individually trained to do work or perform tasks for the benefit of an individual with a physical, sensory, psychiatric, intellectual, or other mental disability.”

Individuals with disabilities may bring their service animals into all areas of the Library where members of the public are normally allowed to go. All service animals must be under the full custody and control of their handler or owner at all times. Handlers and owners of service animals are solely responsible for the supervision and care of the service animals. Therefore, handlers and owners must keep the service animal directly with them at all times.

A person may be asked to remove their service animal from a Library facility if the service animal behaves in a way that poses a direct threat to the health or safety of other customers, has a history of such behavior, or is not under the control of the handler or owner. In such a case, the individual will still have the option to access Library services without having the service animal on the premises. Fear of allergies, fear of animals, and annoyance on the part of other customers or staff are not valid reasons for denying entry of service animals.

Effective 3.11.2020