MEETING ROOMS
RESERVE A MEETING ROOM
MEETING ROOM POLICY
The Board of Trustees of the San Miguel County Public Library District #1 adopts and makes public the following written policies:
The Wilkinson Public Library welcomes the use of its Meeting Rooms for civic, cultural, and educational activities. Meeting Rooms are open to all groups regardless of the beliefs and affiliations of their members, provided that the meetings are open to the public and run within the Colorado Open Meetings Law. Such groups may include local governments, schools, religious organizations, political parties, public service organizations, non-profit educational, charitable, and artistic organizations.
Permission granted to use library meeting rooms in no way constitutes endorsement of the policies or beliefs of any group or organization. Groups using library meeting rooms must not use advertising and publicity which imply that their programs are sponsored, co-sponsored or approved by the library, unless written permission to do so has been previously given by the Library Director. Organizations may not use the library’s name or address as their own address or headquarters location.
Because of the library district’s position as a community tax supported entity, the library restricts for- profit activities within its meeting rooms.
Businesses and for-profit groups are not permitted to use the library’s meeting rooms for profit making activities. No admission may be charged; no products or services may be advertised, solicited or sold.
Non-profit 501(C) 3 organizations, organizations that fall under the umbrella of a 501(C)3 organization, governmental units and educational institutions may use the library’s meeting rooms for fundraising activities.
Meeting Rooms may be used for political candidate forums under the following conditions:
- all candidates are invited to attend
- the forum is sponsored by a non-partisan group.
Each Meeting Room has limitations subject to circumstances and purpose of event. The library garage is not considered meeting space, however due to a prior long standing agreement with KOTO, the garage may be used for KOTO’s annual ski swap or other KOTO event, subject to annual approval. Attendance must not exceed posted limitations established by the Library District and the Fire Marshal.
Priority of Use:
Library sponsored events are given priority for use of the Meeting Rooms. Thereafter, rooms are reserved on a first come, first served basis.
Reserving a Room:
Meeting Room reservations can be made via the library’s web site or by contacting the library directly. The person reserving the room n and the sponsoring organization, if any, will be held responsible for any damages incurred while using the room The Library Board of Trustees reserves the right to review any and all reservations and may reject in its sole discretion reservations that do not comply with this policy.
Reservation Limitations:
Meeting Rooms may be reserved up to six months in advance. The library encourages groups to limit their use of the Meeting Rooms to one day per month. To promote the accessibility of the meeting rooms to a wide variety of community groups, the library may limit the number of meetings scheduled by any particular organization.
Hours of Use:
Meeting Rooms, with the exception of the Program Room, are available for use during library hours only. The Program Room may be reserved for use prior to library opening, pending prior arrangements. The library reserves the right to deny a reservation based on availability of staff. No reservations may be made for use of the Program Room on library-observed holidays. The library hours as of January 1, 2008 are:
Monday-Thursday - 10:00 a.m.-8:00 p.m.
Friday & Saturday - 10:00 a.m.-6:00 p.m.
Sunday - Noon-5:00 p.m.
Library hours are subject to change without notice.
Meeting Room Use Fees:
There is no fee for using the library Meeting Rooms during library hours, except for the Program Room. Use of the Program Room when the library is closed incurs a fee of $50.00/hour. The total fee for off-hours use must be paid prior to use of the room.
Equipment Available For Use:
Equipment must be reserved in advance to ensure availability. Applicants using any of the equipment are responsible for its condition and operation. The following equipment is available for use in the library free of charge:
Projection Screen (in Program Room only)
Digital Projector
VCR/DVD Player
TV/VCR
Overhead Projector
Conference phone.
Meeting room users should make prior arrangements for instructions on equipment use. Library staff may not be available at the time of program for equipment support. Calls using the library’s conference phone must be local calls. No long distance calls will be permitted.
Web Conferencing
The library offers Ready Talk web conferencing software at the rate of $50 per hour with a minimum charge of $50. Individuals or groups wishing to use this service must arrange one week in advance for session setup with the library’s Programs and Public Information Coordinator.
Set-up and Clean-up:
The group using a Meeting Room is responsible for all set-up and clean-up, which must take place during the time frame for which the room is reserved. The group using the room must return it to the same condition in which it was found before leaving. Nothing may be attached or mounted to the outside of the library building or placed in the room windows facing the street unless it is related to a library sponsored event. Nothing may be attached or mounted to Meeting Room walls without prior permission in writing from the Library Director. Signage to be posted in the library for events in meeting rooms must be approved by the Library Director. Trash removal is the responsibility of the group using the Meeting Room.
Food and Beverage Policy:
Covered beverages are allowed throughout the library. Food is allowed in the Program Room and on the Garden Terrace only unless part of a library sponsored event.
Any person or organization wishing to serve alcohol must obtain necessary approvals required by the Town of Telluride and/or the State of Colorado Department of Revenue. In addition, organizations may be required to execute additional indemnification or related agreements deemed necessary by the Library Director. Smoking is prohibited in library facilities and within 50 feet of the library building.
Damages and Liability:
The person or organization using a Meeting Room accepts full liability for any losses or damage beyond normal wear that may occur to library facilities or equipment while in use by said person or organization. The person or organization fully releases and discharges the library district and its directors, employees, and agents from any and all claims for injuries, including death, and/or property damage and any other damages or losses which may arise or which may be alleged to have arisen out of, or in connection with the meeting.
This policy is subject to change without notice.