1. The meeting rooms shall not
be used for commercial purposes. Exceptions may be made for such events
as art exhibits where price tags may be displayed on exhibited items.
The Library has the right to ask for verification of tax exempt status.
No employee of the Library or member of the Library Board shall participate
in any financial transactions involving exhibited items.
Businesses located in Vineland
may reserve the meeting rooms for employee training or community service
programs. Businesses may not distribute self-promoting material when
conducting community service programs (addendum January, 2004
Board of Trustees meeting).
2. Application for usage shall
be made to the Library Director or Community Relations Coordinator
on forms to be provided by the Library. The meeting rooms must be
used only for the purposes set forth in the application. Established
fees for a reserved room are as follows:
Doris Tripp Room (capacity 90) $25.00/$50.00
Community Event Room (capacity 90) $25.00/$50.00
Children's Event Room $25.00/$50.00
Computer Lab (capacity 16) $25.00/$50.00
If refreshments are to be served there is a $50. cleaning deposit
required. Food and beverages may not be brought into the computer
The application shall be made
prior to the date requested, and the fee must be paid upon approval
of the application and in advance of the requested date.
There should be no charge to library-sponsored
or library related organizations. No gratuities may be paid to any
Library employee for utilization of the meeting room.
3. Meeting rooms are only available
during regular library hours. All meetings must adjourn at least 30
minutes before the Library’s closing time. Permission must be
granted by the Board of Trustees for after hour events.
4. The individual signing the
application for a meeting room must be over 18 years of age and must
agree to be individually legally responsible for all damage to any
property of the Library resulting from the negligence, carelessness,
or willful acts of any member, officer, employee, agent or of any
of the invitees utilizing the room during the hours reserved on the
5. Meeting rooms may not be reserved
for regularly scheduled meetings by any organization or business.
The limit is three meetings per year. The Library reserves the right
6. There shall be at least one
adult in attendance during the time reserved for the use of the room
for every 15 children present.
7. All groups shall abide by the
Fire Regulations of the City of Vineland and the requirements of the
American’s With Disabilities Act. (shortened from original #7)
8. The Library shall be responsible
for the setting up and taking down of any chairs to be utilized in
the meeting rooms if chair and table arrangements have been indicated
on the application. Privately supplied furniture may be utilized by
any group using the room providing that it is delivered and removed
from the meeting rooms during the hours for which the room is reserved,
and that no damage will be done to any Library property by their utilization.
9. No items of any nature may
be attached to the walls, doors, ceiling, etc. unless approved by
the Library Director or designee.
10. Smoking is not allowed in
11. No alcoholic beverages may
be served. Simple refreshments may be served provided that those conducting
the meeting take full responsibility for cleaning afterwards. No refreshments
may be served without the prior written approval of the Library Director
or designee. There is a cleaning deposit of $50. required when refreshment
12. The Vineland Public Library,
the City of Vineland, and the employees and Trustees of the Vineland
Public Library shall not be responsible for any accidents, loss of
personal property, etc., occurring as a result of the utilization
of the meeting rooms.
13. Until the parking situation
is resolved, simultaneous programs will be booked at the discretion
of the Library Director or designee. If a conflict shall arise in
the scheduling of the meeting rooms, the following priority shall
be used in order to determine which group shall obtain the use of
the meeting rooms:
1. Library programs
2. Library-sponsored programs, including Friends of the Library
3. Vineland Municipal agencies
4. School-related groups
5. Service clubs and groups
6. Miscellaneous clubs (garden, women’s, etc.)
7. Civic and taxpayers’ associations
Granting of permission to use
the Library’s meeting rooms does not imply endorsement of the
aims, policies or programs of any group or organization. Publicity
for meetings must not give the impression that the program is sponsored,
co-sponsored or approved by the Library.
14. If these rules and regulations
are violated by any group, the group is subject to the revocation
of its privileges for future meeting room use at the discretion of
the Library Board of Trustees.
15. Any changes in the policy
or regulations set forth above shall be by resolution of the Board
of Trustees in conformity with the By-laws of the Board of Trustees.