You can download a copy of the Meeting Room Application here.

The meeting room of the Frankfort Public Library District is available to community groups and organizations whose objectives are cultural, educational or civic in character. The meeting room is not available for use by for-profit organizations. A for-profit organization is one whose primary purpose is the sale of property or services for monetary gain. Use of the meeting room does not constitute sponsorship or endorsement by the Frankfort Public Library District or Board of the user or of the user's beliefs. The Library will not discriminate in making its premises available for use on the basis of race, national origin, religion, sex, sexual orientation, age, political affiliation or physical limitation. Use of
the meeting room must follow conditions established by the Board of Trustees. The following conditions and regulations apply:

A. PRIORITIES

Priority for the use of the meeting room will be given in the following order:

1. Frankfort Public Library District and library related groups.

2. Official agencies and local governments serving the Frankfort Public Library District.

3. Educational, cultural, or civic groups and organizations based within the boundaries of the Frankfort Public Library District.

4. Educational, cultural, or civic groups and organizations sponsored by Frankfort Public Library District cardholders.

5. All others.

B. MEETING ROOM ACCESS

1. Meetings or programs of all non-Library related programming may not exceed 25 people. Users must conform to all fire and safety regulations.

2. Programs in the meeting room are to be open to the general public. This does not apply to Library related groups.

3. The meeting room shall be available only during open Library hours and terminate no later than 15 minutes prior to the Library's closing time.

4. Users may not charge admission nor request donations for attendance or participation. Exception: Fees may be charged for any Library sponsored programs.

5. Users must comply with applicable Americans with Disabilities Act (ADA) requirements when using the meeting room. ADA compliance requires that any publicity announcing a meeting or program must contain a public notice accommodation statement such as:

INDIVIDUALS WITH DISABILITIES WHO PLAN TO ATTEND (INSERT TITLE) MEETINGS AND WHO REQUIRE CERTAIN ACCOMMODATIONS TO PARTICIPATE ARE REQUESTED TO CALL (INSERT NAME AND NUMBER) TEN TO FOURTEEN WORKING DAYS IN ADVANCE OF THE MEETING DATE.

Users are then responsible for providing, and if necessary paying for, qualified interpreters or auxiliary aids, upon request, to individuals who require certain accommodations that would enable them to observe and/or participate in the meeting. Users are also requested to notify the Library of any such accommodations during regular business hours and at least five working days prior to the event.

C. GENERAL RULES AND REGULATIONS

1. Use of the meeting room may not interfere with the normal operation of the Library.

2. Chairs and tables are available for use and need to be set up by the group. Groups using the meeting room are responsible for returning all Library furniture back to its proper location. Library staff will not be made available to change the room arrangement or to provide support services such as carrying equipment or materials into or around the Library, operating audio-visual equipment, making photocopies or handling attendee registrations for a scheduled meeting.

3. Crafts are not allowed.

4. Smoking is not permitted.

5. Alcoholic beverages are prohibited.

6. No cooking or burning of candles will be allowed in the meeting room.

7. No food preparation is allowed.

8. Refreshments may be served in the meeting room only upon approval by the Administrative Librarian. Clean-up as well as garbage disposal will be required by the group.

9. The meeting room should be left in a clean and orderly condition. All refuse and debris should be placed in the disposal containers provided.

10. The Library will only furnish a projection screen. All other equipment must be provided by the group making the application.

11. The Library is not responsible for equipment, supplies, materials, or personal possessions owned by those sponsoring or attending a meeting or activity.

12. The Library will not provide storage for equipment or supplies for groups using the meeting room.

13. The person signing the application form and the persons using the meeting room shall be responsible for the willful or accidental damage of the Library building, grounds, or equipment. The person signing the application form and the organization using the meeting room is responsible for the prompt reimbursement to the Library for any damage to Library furniture, equipment or materials.

14. The person signing the application and any group or persons using the meeting room must indemnify and hold harmless the Frankfort Public Library District, its Board of Trustees and all Library staff for any and all accidents which may occur on Library premises.

15. If children are present they must be under adequate and proper supervision at all times. One (1) adult must be present for each ten (10) children in attendance.

16. Nothing may be attached or applied to the walls or ceiling of the meeting room. Modifications of electrical units or any substantial changes to the Library building or grounds are not permitted.

D. PROHIBITED USES AND ACTIVITIES

The meeting room will not be available to any group for the following:

1. Commercial ventures for which admission is charged, or at which a collection is taken, sales made or funds raised. This does not apply to Library related groups.

2. Gambling activities.

3. Employee recruitment.

4. Instructors conducting classes for profit and groups promoting future courses or services entailing fees.

5. Any activity which would materially and substantially interfere with proper functions of the Library, such as excessive noise, a safety hazard or a security risk.

6. Benefits for private individuals.

E. APPLICATION FOR USE - Download a copy of the Meeting Room Application

1. Written application for the use of the meeting room shall be made on the approved form of the Frankfort Public Library District by a qualified officer or representative of the group, who is over the age of 18. The applicant must be present at the meeting as the party responsible for the group.

2. The Administrative Librarian will have complete administrative responsibility for approval of applications and scheduling of programs.

3. Meetings may be scheduled for six (6) months in advance. Groups planning a series of meetings must present a schedule of meetings at the time of application. A separate application must be completed for each date. No group may use the meeting room more that four (4) days per month with the exception of Library related groups.

4. Only a projection screen is available.

5. Applicants must provide a contact name and phone number that the Library can give out to the public for referrals.

6. The use of the meeting room shall be scheduled in order of priority and then by date of application.

7. The Library reserves the right to require any group to change its approved schedule to another date. Notice will be given to the person signing the application.

8. Authorization to use the meeting room is not transferable to another organization.

9. The Administrative office must be notified immediately if a meeting is canceled.

10. In the event of an emergency closing of the Library, all reservations are automatically canceled. Library staff will attempt to inform the contact person of the closing. Applicants may also call the Library to hear a recorded message announcing an unexpected closing.

F. MEETING ROOM FEES & DEPOSITS

1. Use of the meeting room is free of charge.

2. A refundable deposit of twenty-five dollars ($25.00) must be made at the time of application by those groups requesting permission to serve refreshments. The deposit is required for confirmation of the reservation date. Clean-up is the responsibility of the person signing the
application. The deposit will be returned if the meeting room is determined to be clean after inspection by a Library staff member; otherwise the deposit is forfeited.

3. The Library welcomes and appreciates monetary donations for the use of the meeting room.

G. PUBLICITY

1. Individuals and organizations reserving use of the meeting room are responsible for their own publicity.

2. All advertisements, announcements, press releases, flyers, etc. relating to meetings must clearly state that the meeting is not sponsored by the Frankfort Public Library District. Copies of the aforementioned must be sent to the Administrative Librarian at least seven (7) days prior to the meeting.

3. The location of the Library should be publicized, but the Library's telephone number may not be used for any purpose.

4. The Library is not to be included as a source of further information.

5. The Library will not handle attendee registrations or take messages for non-Library sponsored program participants.

6. All promotional materials to be posted or distributed at the Library must be submitted to the Administrative Librarian for approval.

H. NON-COMPLIANCE

1. Users who fail to follow the regulations for use of the meeting room may be denied access to the meeting room.

2. Notification of users being denied use of the meeting room will be made as soon as possible after receipt of the application.

3. Users who have been denied permission to use the meeting room may appeal such denial to the Board of Trustees at the Board's next regularly scheduled meeting. Written notice of that appeal and all written documentation supporting that appeal must be delivered to the Library
at least five (5) business days before the Board meeting. This policy is not all-inclusive: approval of individual meeting situations not described here will be determined by the Administrative Librarian. Waiver of any prohibitions in this policy may be requested by written application directed to the Library Board of Trustees. The Board of Trustees of the Frankfort Public Library District will review the Meeting Room Policy and regulations periodically and reserves the right to amend them at any time.

Download a copy of the Meeting Room Application

Adopted by the Board of Trustees: December 11, 2003