Approved: 03/17/04 Revised: 08/15/07 Approved: 09/19/07 Revised: 06/27/11 Approved: 07/19/11
Vaughn Public Library Meeting Room Policy
The primary use of any area in the Vaughn Public Library (VPL) is for library programs and library sponsored activities. VPL meeting rooms are also available for public use by the greater Ashland area for events such as civic engagement, educational programs, cultural experiences and recreational programs.
The policies governing use of VPL meeting rooms are in accordance with Article Six of the Library Bill of Rights, which states, “as an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equitable terms to all groups in the community regardless of the beliefs and affiliations of their members.”
I. WHO MAY USE/RESERVE
A. The primary use of the VPL rooms is for library programs and library sponsored activities.
B. For use by community and non-profit groups for programs of an informational, educational, cultural, charitable, or civic in nature including public lectures, discussions, and workshops.
C. Programs are permitted which are open to the public that support building community or establishing partnerships to support the community.
D. Political meetings, including candidate forums and listening sessions.
E. Meetings or forums sponsored by Ashland School District.
F. All programs and activities which are sponsored/co-sponsored by the library.
II. WHO MAY NOT USE/RESERVE
A. Programs involving the sale, advertising, solicitation, or promotion of commercial products or services.
B. Programs for which a fee is charged.
C. Any permitted use, done for profit, is prohibited.
D. Meetings for the benefit of private individuals, commercial firms, and other for-profit organizations regardless of purpose.
E. Programs not in keeping with the library goals and objectives, or which would interfere with the library’s operation by causing excessive noise, a safety hazard, security risk, or other interferences with the regular operations of the library.
III. RESERVATIONS FOR ROOMS/HOURS AVAILABLE/FEES
A. Meeting rooms are available on a first come, first serve basis. Rooms may be scheduled no more than three months in advance.
B. Use of library for library and Friends of the VPL-sponsored programs shall have priority over other uses.
C. In order to give the largest possible number of groups an opportunity to use the meeting rooms, the library does not guarantee availability of space to groups on a permanent basis.
D. Meeting rooms are available at all times the library is open. Exits will be locked by library staff at the time of closing.
E. The library staff does not accept calls or relay messages to persons using the meeting rooms except in emergencies.
F. No fee is charged for use of the meeting rooms. However, voluntary donations are appreciated.
G. Groups using meeting rooms are expected to leave the rooms in the same condition in which they found them. Users agree to accept responsibility for damages caused to the building and/or equipment beyond normal wear and tear.
H. No group or organization is permitted to use the VPL’s address as its own.
I. Smoking and consumption of alcoholic beverages is prohibited in the library.
J. Food service is limited to hot and cold beverages and light refreshments which do not require preparation or reheating. Other food service may be permitted at the discretion of the director or designee.
K. Users of the meeting rooms agree to follow the meeting room policy, which is posted inside each meeting room.
L. The scheduling of a meeting room by any organization in the library does not constitute an endorsement of that organization by the VPL, its staff or trustees.
M. Bookings for the room are subject to cancellation if the room is needed for library programming.
N. No admission fee may be charged except for meetings sponsored/co- sponsored by the library or an approved non-profit educational group or institution for short-term classes, institutes, discussion groups, and forums, involving small-fees. Approved groups include the Ashland School District.
O. Exceptions to these rules may be granted provided the library is a co- sponsor of the event(s). Co-sponsorship is subject to the approval by the library board of trustees.
IV. USE OF LIBRARY EQUIPMENT OR RESOURCES
The VPL maintains a variety of equipment and resources for the enjoyment of all patrons. Should your event require library equipment or resources:
A. You must make a note of which equipment or resource(s) you require at the time of your room reservation.
B. All equipment and resource reservations are subject to approval by the library director, or designated staff.
C. Equipment and resource reservations may be canceled without notice should a VPL or VPL co-sponsored program unexpectedly require them.
D. The library does not provide staff to carry supplies to meeting rooms, and custodial help is not available other than for normal maintenance of rooms. The library does not provide staff to operate equipment or assist with meetings.
E. Storage of equipment is permitted only with the permission of the director. Groups that choose to store equipment at the library assume liability for any loss or damage to the equipment.
Vaughn Public Library Use of Public Service Areas for Other than Library Use
From time to time at the discretion of the Director, the Vaughn Public Library may make its public service areas available as sites for the educational, civic, cultural and public information events of Ashland non-profit groups or for the fund-raising events of such groups. The Director shall report all requests for such use and their disposition to the Library Board.
Public service areas of the Library are available for the use specified above at times when the Library is open to the general public and when there areas are not required for the conduct of Library business. The following conditions apply in all cases:
1. The sponsoring organization must agree to hold harmless the Vaughn Public Library and the City of Ashland, their employees, elected and appointed officials and their agents from responsibility and liability for any property damage, property loss, personal injury or death which may occur during use of the library facilities or which may occur subsequent to such use for any reason, including the service or consumption of any food or beverage on Library premises associated with the event.
Event sponsors are responsible for any damage or loss to library property which occurs due to sponsor’s use of the facility. The sponsoring organization must reimburse the Vaughn Public Library for any incurred expenses related to use of the public service area for private purposes, e.g. replacement/removal of library furnishings, additional cleaning, security, etc. The Vaughn Public Library does not provide porter or storage service.
2. No intoxicating liquors or fermented malt beverages may be served in the library.
3. Event sponsors may provide catered food and beverage service to members and guests. No food preparation may take place on Library premises.
4. Use is conditional upon receipt of a security deposit in the amount of $100.00 and prepayment of estimated library expenses at least seven days prior to the event.
5. No library services or materials are available during private events in public service areas unless preauthorized by the Library Director or designee.
6. An appropriate number of Library staff members as determined by the Library Director must be present in the building during the event.
Vaughn Public Library Behavior Policy
It is the policy of the Vaughn Public Library to provide a safe, comfortable environment that is conducive to the use of library materials by individuals and small groups. Patrons are expected to observe the rights of others and to use the library for its intended purposes. The following types of behavior are not allowed in the library:
- Behavior that endangers the safety or health of others.
- Violation of any local, state or federal law.
- Vandalism or deliberate destruction of library materials.
- Theft of library materials or the property of others.
- Deliberate disruption of library procedures.
- Use of abusive language.
- Loud noise that disturbs or could disturb others.
- Eating or drinking in areas not designated for those activities, except during special events.
- Use of rollerblades, skateboards, or similar devices.
In most cases, a patron who behaves inappropriately will be asked to discontinue the behavior. If the patron continues to misbehave, he or she will be asked to leave the library.
In cases in which a patron poses a clear danger to him or herself or others, deliberately violates the law, or refuses to leave the library after being asked to by a member of the library staff, the police will be called to handle the situation.
The library director may exclude an individual from use of the library for an extended period of time in case of any violation of items 1 through 4 above, or in case of three instances of dismissal from the library for items 5 through 9 above within a month. In such an event, the following procedure shall be employed and the individual shall be informed of it in writing:
1. A written statement shall be sent by the library director to the individual involved, along with a copy of the Behavior Policy. The statement will contain the reasons for and length of the suspension of library privileges.
2. The individual so suspended from the library shall have the right to a timely and impartial hearing before the Library Board or a committee thereof. Such hearing must be requested by the individual, in writing, within seven days of receipt of notification of the suspension. Failure to make such a timely request shall result in suspension for the time period originally stated.
3. If the hearing is requested in a timely fashion and in writing, it shall be held within seven days after the library’s receipt of notification of the suspension.
4. At such hearing, the individual shall have the right to:
a. Present arguments, either directly or through an attorney.
b. Cross-examine witnesses relied on by the Library Director
5. A written decision of the committee and an explanation of the decision shall be sent to the individual the next business day.
The Library Director shall report to the Library Board all cases in which an individual is suspended from use of the library for a period of time greater than twenty-four hours.
A copy of this Behavior Policy shall be posted in a prominent location in the library.
Vaughn Public Library Internet Access Policy
The mission of the Vaughn Public Library is to enhance the quality of life in our community by fulfilling educational, informational, cultural, and recreational needs. It is within the scope of this mission that the library provides public access to the Internet.
The Vaughn Public Library does not monitor and has no control over the information available through the Internet, and it cannot be held responsible for the content of any site. The Internet is a global entity available to a diverse segment of world society, and patrons use it at their own discretion.
Parents and children are encouraged to read about and discuss appropriate use of the Internet, including "My Rules for Online Safety," copies of which are available free of charge at the Vaughn Public LIbrary. The Internet is equally available to patrons of all ages. Parents and guardians are solely responsible for monitoring the information their children access through the library's Internet workstation.
Because public Internet access is made available to fulfill the Mission of the Vaughn Public Library, the library has certain requirements for those who use it. These include:
- Use for educational, informational, cultural, and recreational purposes only. Commercial use other than for research does not fall within this scope. Use for illegal purposes is prohibited.
- Respect for the intellectual property of others. Only authorized copies of copyrighted or licensed software will be made. Use of the workstation for Internet access only, not for other software.
- Respect for the privacy of others by not misrepresenting oneself as another use; by not seeking unauthorized access to any computer system; by not damaging or altering software or hardware of any network or database.
Failure to follow these requirements may result in suspension of Internet privileges at the discretion of the Library Director and subject to review by the Vaughn Library Board.
To facilitate access to the Internet workstation for all who need it, the Library Director has administrative discretion to monitor and react to the needs of the public and of the library. Such discretion is granted over, but not strictly limited to, the following areas:
- Limits on the length of time one patron may use the workstation
- Limits on the length and number of documents to be printed and determination of any charges for printing
- Use of e-mail
- Use of personal diskettes to download from the Internet
- Use of the workstation to participate in chat groups
Failure to abide by staff direction in such areas may result in suspension of Internet privileges.
Vaughn Public Library Circulation Policy
Materials & Loan Periods
Books, Large Print Books, Audiobooks: Three Weeks
Music on Compact Disk: Two Weeks
Magazines (including children's), Videos: One Week
Books/Audiobooks may be renewed twice, except for those with reserves, which may not be renewed.
Videos (DVD/VHS/Blu-ray) and Music may be renewed once.
You may request renewals in person at the library, over the telephone or renew online via Merlin
Charges for late return of materials:
5 cents per day for books and Audiobooks (CD and cassette)
25 cents per day for all other materials.
Return of books and audiobooks within one week of their due date incur no fine.