USE OF THE LIBRARY’S PROGRAM ROOM AND FACILITIES POLICY

POLICY STATEMENT:  The Library will make its program room and facilities available for use by persons, entities and organizations from outside of the Library, subject to availability.  The use of the Program Room for Library purposes shall have priority over all other uses or applications for its use.

APPLICATION:  This Policy governs the rights and responsibilities of parties outside of the Library wishing to use the Library’s program room and facilities.

PROCEDURES FOR IMPLEMENTATION:

Rentals During Regular Hours of Operation –The use of the Program Room, and consequent fee structure, falls into 3 categories:

Category 1: Committees, Boards and divisions of Livingston Public Library, The Township of Livingston, Livingston Board of Education and affiliated non-profit organizations. - No fee.

Category 2: Meetings, functions or activities (collectively, “events”) sponsored by a person or an organization engaged in educational, cultural, civic, intellectual, charitable or other appropriate not-for-profit activities, as well as public service programs deemed appropriate by the Director -  Rental Fee, Custodial Fee, and other fees as applicable.

 Category 3: After Hours Rentals- Rental Fee, Custodial Fee, AV Operator Fee, and other fees as applicable. 

For purposes of this Policy, all persons, entities and organizations outside of the Library seeking and/or approved to use the Library’s program room and/or facilities shall be referred to collectively as a “renter” regardless of whether required to pay any Rental, Custodial or other fee.

Any prospective renter must submit to the Library Director, or his/her designee, an application for use of the Program Room, signed by a Livingston resident, or a duly elected or appointed officer or representative of the applicant, who shall be a resident of the Township of Livingston.  The Library’s program room and facilities are intended to be used only for special events, but not for an organization’s regular periodic meetings.  An application can include a maximum of three (3) event dates.  If a renter wants to request additional dates for additional event(s), a new application may be submitted after all the previously requested events have been held or the application is denied. The Library may make a specific exception for an organization, which the Library Board sees as supporting the Library’s mission, and which requires extended use of the Program Room.  An example is Livingston High School’s use of the facilities for Advanced Placement testing.

For all Category 2 and 3 events, professional custodial staff must clean, set up and restore the room and/or facilities to order each day.  In the case of the Livingston public schools, the school custodians may be used. In all other cases, the Library’s custodial service must be used and the renter must pay the custodial fee to reimburse the Library for the cost of such services, in an amount as the Library shall determine.  Applications must be submitted at least (two) 2 weeks in advance of the requested event date.  An application shall not be deemed granted until approved and signed by the Director or his/her designee.

Fees and Expenses - When a fee is required for use of the facilities, the renter must pay the fee at least 10 days prior to the date of the approved event.   When a fee is required for custodial services, an initial deposit of at least 10% must be paid at least 10 days prior to the date of the event. The Library reserves the right to require the renter to pay an additional amount if the actual cost for custodial services exceeds the initial deposit, based on the condition of the facilities following the event and the time required to return the facilities to normal conditions.  The Library will maintain a written fee schedule (attached), which the Library may modify at any time at its sole discretion.

All events allowed under this policy must be open to the public.  The renter must post notice in the Library of the event at least 10 days prior to the date of the event.  Renters using the Library’s facilities are responsible for their own publicity; the Library is not responsible for advertising.

Renters may not solicit or charge any fees, dues, or donations for any event held in the Library’s program room or facilities; attendance at all such events must be free of charge.  An exception to this rule applies to events sponsored by the Library, including Friends of the Library sponsored events, where fund raising is permitted.

Renters’ Rights and Requirements - The Library reserves the right to limit the use of its facilities as it deems appropriate.

The Library and the Board of Trustees do not advocate or endorse the viewpoints of any renters and/or events held in/using the Library’s the program room and/or facilities.

Any person seeking admission to programs, functions or activities shall be admitted thereto, providing the room capacity is not exceeded. The maximum capacity of the entire Program room is 250 people.  The Local History Room also may be available for small events; it has a maximum capacity of 15 people.

For purposes of this section, all events held in the Library’s program room and/or facilities must begin and end within regular Library hours.

Renters must include requests to use the facilities, and any other equipment, supplies, apparatus, or tools (e.g., kitchen, AV, piano) at the time of application.  If AV equipment is required, Category 3 renters must pay an additional fee to cover the cost of the operator.  Requests to conduct rehearsals or to use any other rooms also must be specified in the same application.

Renters must remove all materials, furnishings, equipment, rubbish, etc. used or generated during an event from the Program Room and all other areas of the Library. Any such materials, furnishings, equipment, rubbish, etc. not removed following the end of an event will be removed and the renter will be charged the full cost to the Library to remove everything and to return the facilities to their regular condition.

By order of the Fire Division of the Township of Livingston and as a matter of State and municipal law, smoking is prohibited in every part of the Library’s building, terraces and anywhere on Library property. The burning of candles or lighting of any open flame is prohibited.

The consumption of alcoholic beverages in any part of the Library building or terraces is prohibited unless the renter receives written approval from the Library’s Board of Trustees and obtains appropriate permitting prior to the date of the event.

No renter or outside party or organization may use either the name or address of the Livingston Public Library as its official address or headquarters, other than the Friends of Livingston Public Library.

Liability - All renters shall agree to hold harmless, defend and indemnify the Livingston Public Library, the Library Board of Trustees, the Township of Livingston, and all of their respective employees, appointed and elected officials, contractors, agents, volunteers and representatives, from and against any and all claims, loss, liability, damage and expense for property damage or personal injury, including death, which might arise from the renter’s use of the Library’s program room and/or facilities.

Rights Reserved - The Board of Trustees reserves the right, at its sole discretion, to amend, modify, waive or revoke any provision of this policy at any time, and to modify or revoke any permission for use previously approved by the Director or his/her designee.

FEE SCHEDULE- Category 2

Entire room                           $100 per hour           (capacity 250 people)

AV Operator Fee                  $20/Hr.

Custodial Fee                       $20/Hr/Custodian

Use of Piano                         $50. If tuning required, an additional $100.

An additional fee of $50 will be charged for kitchen privileges.

 

Rentals After Regular Hours of Operation - All private events must be held after Library hours.  Events may not begin until at least one (1) hour after the Library closes and must be concluded by no later than midnight the same day.

Renters may not solicit or charge any fees, dues, or donations for any event held in the Library’s program room or facilities; attendance at all such events must be free of charge.  An exception to this rule applies to Library events, including Friends of the Library sponsored events, where fund raising is permitted.

Each renter must obtain liability insurance of at least $1 Million covering the event and the renter, and the insurance must name Livingston Public Library, Livingston Public Library Board of Trustees, and the Township of Livingston as additional insureds for purposes of the event.  Each renter must provide evidence of liability insurance to the Director, or his/her designee, prior to the date of the event.

By order of the Fire Division of the Township of Livingston and as a matter of State and municipal law, smoking is prohibited in every part of the Library’s building, terraces, and anywhere on Library property. The burning of candles or lighting of any open flame is prohibited.

The consumption of alcoholic beverages in any part of the Library building or terraces is prohibited unless the renter receives prior written approval from the Library’s Board of Trustees. If alcoholic beverages are to be served, the renter must obtain a permit.

If an event can be reasonably expected to include dancing, the renter must provide a separate dance floor at the renter’s own expense.

Although not required, the Library may require a renter to employ the services of a security guard at the renters own expense, but even where not required, renters should give careful consideration to the advisability and/or necessity of employing the services of a security guard at the renter’s own expense. 

Prior to each event, all renters must provide the Library with a refundable security deposit prior to the event, to cover potential damage to the Library’s facilities.

Rental of Library facilities is contingent on the availability of Library custodial staff, at least one of whom must be on site during any after-hours rental event under this section of the policy.

The Library reserves the right for final approval of all plans. The Library reserves the right to limit the use of its program facilities and any activities, as it deems appropriate.

Rights Reserved - The Board of Trustees reserves the right, in its sole discretion, to amend, modify, waive or revoke any provision of this policy at any time, and to modify or revoke any permission for use previously granted by the Director or his/her representative.

FEE SCHEDULE- Category 3

Rental Fee                $500 [Includes Custodian Fee]

An additional security deposit of $250 is required. This is a refundable deposit to cover the cost of any potential damage to the Library.

AV Operator              $20/Hr

Use of Piano             $50. If tuning required, an additional $100

An additional fee of $50 will be charged for kitchen privileges.

ENFORCEMENT/IMPLEMENTATION:  The Director is responsible for implementing and enforcing this Policy, in cooperation with the Board of Trustees.

Approved by the Board of Trustees:  March 8, 2011

Revised: 4/12/16