Reserve a meeting room

For meeting room use in Myrtle Creek, Reedsport, Sutherlin or Yoncalla contact the branch library.

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FORD COMMUNITY MEETING ROOM POLICY

Who Can Use the Ford Community Library Meeting Rm

The meeting room of the Douglas County Headquarters Library is available for library sponsored and co-sponsored programs and to educational, civic, and cultural groups for public meetings and displays on a non-profit and non-discriminatory basis.

Use of the Douglas County Library System facilities must not interfere with the operations of the library. (Note: exceptions may be made for elections by request of the Election Board). Use of the facility must not require care or service beyond that which is normal and routine for library operations.

 The Douglas County Library System neither approves nor disapproves of the content, topics, subject matter, or points-of-view of individuals or groups using the meeting rooms. Permission to use library facilities may be granted to the following:

►Agencies of federal, state, or other local governments. The Library Director may grant permission for a government agency to hold a non-public meeting.
►Other public, community, non-profit and non-discriminatory organizations whose meetings are open to the public. The Library Director may make the meeting room available to established groups or individuals, even if they are not non-profit, when the OMTA piano is to be used for music recitals.
 
Facilities are available on a first-come, first serve basis. The organization requesting permission to use County facilities must designate a representative who will be responsible for the protection, care and cleanliness of the facility. Reservations must be made in advance with the name, address, and phone number of the responsible person and organization and other information as requested on the application form.

Douglas County Library System reserves the right to use the facilities at any time.

Except for meetings sponsored by the library or official library support groups, the facilities are not available for meetings where an admission is charged or money is raised, nor for any commercial or social activity. The library generally will not schedule the room for regular business meetings. The Library reserves the right to restrict or deny usage of an organization, in order to provide equal access to the use of the meeting room.

Smoking or other use of tobacco is not permitted. No refreshments may be served within the facility without prior authorization. Alcoholic beverages are not allowed. Each organization using the facilities is responsible for setting up the necessary chairs and tables for its own activities and for restoring the room to its original condition at the conclusion of the meeting.

Cancellation or Change in Reservation Status
If a scheduled meeting is not to be held, the applicant must inform the Library Administration as soon as possible in advance of the meeting. If the information changes on the reservation form, the applicant should notify the Library Administration office.
 
Penalties
Violation of these rules and policies, the creation of a disturbance, or willful damage of any property or equipment may cause cancellation of an organization's privilege of using the facilities. Each organization is responsible for the cost of repair/replacement of equipment and facility damages due to negligence. Permission to use the facilities may also be revoked if there appears to be cause to believe violation of these rules or policies may occur. 

September 15, 2009

RESERVATIONS

Call the Administration office (541-440-4311) for room availability before completing a reservation form. Once the reservation has been made the reservation form must be completed, signed by the Responsible Person and returned within 2 business days to hold the room. Fax number (541-957-7798). Any tentative dates on the calendar could be replaced if a completed form comes in for another group.

KEYS
A key is needed for any meeting held in the Ford Community Room on Saturday or Sunday. The key can be picked up from the Library Administration Office on Friday between 10:00 a.m. and 4 p.m.   If the key is not picked up you will not have access to the room.

If your meeting is scheduled Monday through Friday the room will be unlocked and locked according to the room use times on the reservation form.

If someone other than the responsible party will be picking up the key or be in charge of the meeting that person’s name must be noted on the reservation form and the Administration office notified in advance of picking up the key. The key can be returned in the outside book drop. 

PARKING

Please request all attendees to use the public parking lot across Fowler Street to the east of the Library. Let attendees know this ahead of time and be sure to announce it at the beginning of your meeting as a reminder.

MEETING ROOM INFORMATION
Ø       The meeting room is available 7 a.m. to 10 p.m.
Ø       There is an emergency exit located in the Ford Community Room. Use this door only in an emergency as it is alarmed.
Ø       According to the Fire Marshall, room capacity for the Ford Community Room is 150. You are responsible for strictly enforcing this rule.
Ø       The room can be re-arranged, except for the location of the piano. Additional chairs and the microphone are available in the closets. Please use caution in restacking the chairs. Read the sticker on the frame that holds the chairs for proper stacking procedure.
Ø       You many use your own computer to access the internet through the wireless hotspot provided by Douglas FastNet.
Ø       A piano is available by making seperate arrangements with the Oregon Music Teachers Association.
Ø       After hours heating/cooling are supplied by pushing the button located on the thermostat on the wall opposite the windows. Hold button for approximately five seconds and a light will come on indicating activation.

REFRESHMENTS 
Ø       One 60 cup and one 12 cup coffee pot, water pitchers and serving plates are available for use. Please bring your own supplies.
Ø       Open flames are not allowed.

SATURDAY AND SUNDAY MEETINGS

Securing the meeting room and Library front door is the responsibility of the person/group whose name appears on the reservation form.
Ø       To unlock the front doors from outside: turn the key in the lock to undo the lock, enter, and turn the toggle switch to the ON position (located at the upper right corner of the door)

After the meeting:
Ø       Remove trash from the kitchen and meeting room. Place in the dumpster at the east end of the parking lot.
Ø       Lock the piano if used.
Ø       Lock the meeting room door.
Ø       If the library is closed, check restrooms. Turn off restroom lights.
Ø       If the library is closed, lock the front doors. To lock the front doors: Turn the toggle switch to the OFF position, go out the door and use the key to lock the door.
Ø       Place the key in the envelope provided and drop in the book drop on the outside of the building.
Ø       If you cannot lock the doors please call the number at the bottom of this paper. 

      DO NOT LEAVE THE LIBRARY FRONT DOOR UNLOCKED IF THE LIBRARY IS CLOSED!
For care or service beyond normal and routine library operations a $50.00 fee will be charged to the organization.
~ Regarding meeting room emergencies/problems (i.e. - restrooms and room temperature) notify library staff. On weekends when the library is closed please call 440-4471 and the dispatcher will contact the appropriate staff.

You must meet ALL of the following criteria to use the Ford Community Room. 

1. The group must be a non-profit organization.
2. The meeting must be open to the general public.
3. There can not be fundraising, sales or an admission charge, nor any commercial or social activity.
4. Regular business meetings are not scheduled. (ex., weekly or monthly meetings)

Signature:__________________________________________________________

Print Name____________________________________Phone:_____________________________

For Office Use Only:   (Saturday or Sunday meetings)

            Key Picked-Up #________date_________       Key Returned _______date___________

01/12/10bm