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)

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Meeting Room Policy