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FRANKLIN PUBLIC LIBRARY
MEETING ROOMS POLICY
I. Availability
· The meeting rooms at the Franklin Public Library are first intended to be used for the library’s own programs. They are also available for use by Community and other groups for programs of informational, educational, cultural, or civic nature. The Library believes that the provision of a safe and quiet environment is necessary to fulfill this purpose. Furthermore, the Library serves as an important educational facility for children and youth, and its rules must be applied in a manner that takes particular account of their safety and welfare, as well as the needs of other patrons. Public use of meeting rooms is not the primary purpose of the Library, and should not be allowed to disrupt the Library’s primary purpose. All meetings are to be open to the public except for those paying a room rental fee.
· Use of the facilities for Library, Library affiliated or Library-sponsored/cosponsored meetings or programs shall have priority over all other requests. Thereafter, requests are considered in the following order:
Community non-profit cultural or civic organizations;
City of Franklin governmental units
County of Milwaukee, state and federal units
All other uses, including organizations or groups whose primary purpose is religious, businesses and for profit entities.
Franklin businesses and Franklin for profit groups will be charged $25.00 as a room rental fee. If more than 4 hours are reserved, for a particular day, $5.00 will be charged for each additional hour.
Businesses and for profit groups outside of Franklin will be charged $75.00 as a room rental fee. If more than 4 hours are reserved, for a particular day, $10.00 will be charged for each additional hour.
Payment must be received one week in advance
See Section IV Fees and Admissions for further charges
II. Description of Rooms
· Fadrow Meeting Rooms A or B or A&B
EAST ROOM 38' - 1" X 35' - 7" FADROW ROOM A
Assembly or lecture hall seating (All Chairs) 193 People
Banquet Hall (Table and Chairs) 135 People
WEST ROOM 31' - 1" X 37' - 7" FADROW ROOM B
Assembly or lecture hall seating (All Chairs) 158 People
Banquet Hall (Tables and Chairs) 111 People
Full or Combined Rooms FADROW ROOMS A&B
Assembly or lecture hall seating (All Chairs) 352 People
Banquet Hall (Tables and Chairs) 246 People
· Sievert Conference Room 20 People
· Children’s Activity Room 85 People
NOTE: The library only has 175 chairs and 30 tables for the Fadrow Room
III. Reservation Process
· Applications may be obtained at the Reference Desk of the Franklin Public Library or online at the library website.
· Preference will be given to Library and library related events and programs
· Other groups will be accommodated, as space is available.
· Meetings may be scheduled up to four months in advance.
· Groups may not reserve the rooms more than 12 times per calendar year.
· Applications will be considered confirmed once the written application has been approved.
· Meetings will be held during the Franklin Public Library hours except at the discretion of the Library Director.
· Private parties are not permitted, such as anniversaries, showers, graduation, retirement and any other type of private party.
IV. Fees and Admission Charges
· Groups using the meeting rooms may not charge admission. Selling or sales promotions are prohibited except for Library- related or Friends groups.
· Groups using the meeting rooms may not collect money on site.
· The Library reserves the right to monitor all meetings held on its premises.
· Library staff shall have the right to cancel, re-schedule or transfer meeting room locations or dates that conflict with library sponsored programs and/or special events. For the purpose of the policy, the Franklin Public Library, the Friends of Franklin Public Library, The Franklin Public Library Foundation, all City of Franklin advisory boards will be given first priority and may be exempted from any or all of these restrictions and conditions, upon approval of the Library Director.
· Library cancellation of scheduled meetings or programs. The Library reserves the right to cancel a scheduled and confirmed booking of all or part of the Fadrow meeting room(s) upon seven (7) day’s notice. The Library may cancel a scheduled and confirmed booking of the Sievert Conference Room upon twenty four (24) hours notice.
· After twelve total uses in a calendar year a group will be charged $25.00 per walk in use.
V Use of Facilities and Equipment
· The group is responsible for setting up the room(s) and cleaning up after the activity. The room(s) should be left as originally found.
· A named adult shall be directly responsible for each group.
· A room condition and equipment checklist will be given to each group just prior to meeting room occupancy. That checklist is to be returned to the Reference Desk 15 minutes prior to the library closing. The users must certify that the room(s) is returned to its original state, floors cleaned up and everything picked up.
· If the room(s) are not left in neat order, there will be a charge for clean-up and/or the organization may be denied future use of library facilities.
· Damage to library property shall be reported as soon as possible to the librarian on duty. Repair of damage will be charged to the particular group concerned.
· Kitchen facilities are available off the Fadrow Meeting Rooms. Food and beverages may be brought in and their use is confined to the Fadrow meeting rooms A & B. The group is responsible for any clean up.
· Only water may be served in the Sievert Conference room.
· Available equipment is listed on the application sheet.
· The Reference Desk must be notified at the completion of the meeting so that an inspection may be made and rooms locked.
· Fadrow Meeting Room A has a tackable wall surface. This is the east wall of the Fadrow Meeting room. This is the only meeting room surface to which items may be tacked or taped. Afterwards the group must take down their items.
· Phone messages will not be relayed to meeting participants, unless it is an emergency.
VI Additional Considerations
· The Franklin Public Library is a smoke-free building. The sale or consumption of alcoholic beverages is not permitted unless authorized by the Library Board and all applicable state and municipal licensing has been obtained. Only the library, library affiliated or library sponsored/co-sponsored groups may participate in raffles or bingo as permitted by law, with adherence to all required state and municipal licensing requirements.
· Permission to use the library facilities shall not be issued to any group whose purpose is to advocate treason, insurrection or unlawful resistance.
· All advisements, announcements, press releases, fliers, etc. relating to a meeting must clearly state the meeting is not sponsored by the Franklin Public Library. Copies of the aforementioned must be sent to the Reference Department at least seven (7) days prior to the meeting.
· If anyone has been found to be misrepresenting themselves or their group, they may be denied future access to the meeting rooms upon determination of the Library Director and/or Franklin Public Library Board of Trustees.
Adopted July 2002 Revised July 24, 2006 Revised December 17, 2007
Due to increase programming the Children’s Activity Room must be reserved through the Children’s Department. Effective December 17, 2007.
FYI : Meetings may not be cancelled by any group online. Please call the Franklin Public Library at 414 425-8214 to cancel a meeting.