Jericho Underhill Library District
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Meeting Room Use Policy and Procedures
The Deborah Rawson Memorial Library encourages a love of reading and lifelong learning by providing diverse selections of classic and current
books, multimedia materials, unique local collections, and programming for all ages in an inviting space fostering community interaction and public
Deborah Rawson Memorial Library
8 River Road
Jericho, Vermont 05462
The Jericho Underhill Library District is a municipality in the State of Vermont.
The Library offers free use of the meeting room for non-commercial purposes. We welcome non-profit, non-commercial groups who wish to use the
Deborah Rawson Memorial Library as a place of connection, education, and community involvement.
The Meeting Room
The Meeting Room at the Deborah Rawson Memorial Library is available free of charge to nonprofit and noncommercial groups and organizations
for meetings and activities of an educational, cultural, intellectual and/or charitable nature. No buying, selling, trading of products or services
or products will be allowed except in support of the Library. Programs and meetings conducted at the Library may not be used to promote any private
commercial interests or products.
All meetings must be free of charge and open to the public.
Library programs will take precedence over all other scheduled meeting room events. The Library reserves the right to change or to cancel meeting
room reservations when necessary.
The Library does not advocate or endorse the viewpoints of meetings or program room users.
1. To Reserve the Room: call or stop by the Library to find out if the room is available. In advance of the meeting, the official representative
of the organization must sign the Library Acceptance of Responsibility form/application in order to agree to follow all meeting room regulations
This person must be 21 years of age.
- Limiting the number of people occupying the room to 22 (the number posed by the Fire Marshall) and,
- To accept full responsibility for any infraction of the regulations and any damage to library property incurred in connection with
the proposed meeting. (see below)
2. The Room is reserved on a first come, first served basis. The Library Director and staff shall keep the room reservation calendar and file.
Starting after September 1, applications may be made for the new calendar year.
3. The Room must be reserved with a Library staff member in advance, at which time the Acceptance of Responsibility form will be signed and
arrangements will be made to pick up and return the key. The use of the room is at the discretion of the Library Director.
4. Key - The Library is designed so that the Meeting Room can be secured separately from the rest of the facility.
- Therefore the Meeting Room Door Key is made available for group meetings when Library is closed.
- A refundable security deposit of $25.00 is required for anyone borrowing the Meeting Room key. The group representative will sign out the key
one to three days before the meeting is scheduled. The key must be returned to the Library by 4:00pm the day following the use.
(key in labeled envelope left in the library book-drop is ok or it may be left in the room after the meeting in the designated envelope)
5. Series of Meetings - Applications for series of meetings in the next calendar year will be taken after September 1st of the current
year. (Application for a single meeting will not be taken more that 12 (twelve) months in advance of the meeting date.) In the interest of
serving as many groups as possible, use of the Meeting Room by any one group is limited to twice a month.
6. Publicity - Any publicity prepared by an organization about its meeting must carry the name of the organization sponsoring the meeting. The
Library may not be identified as a sponsor.
7. At least one person, 21 years of age or older must be present.
8. Room capacity: Limit of 22 people per Fire Marshall.
9. Smoking, alcoholic beverages, and open flames are prohibited.
10. Refreshments are permitted. However, the Library does not provide coffeepots, cookware, or paper products. The stove is not available.
Clean up is the responsibility of the group. Failure to so may result in loss of meeting room privileges.
11. The person signing the application is responsible for any and all damage, and maintenance, including regular cleaning, after the use of the
room. The Room will be left in the same condition it was at the beginning of the meeting.
12. Services - The Library does not provide any office service or equipment except as available to regular patron use.
13. The Jericho Underhill Library District and the Jericho Underhill Library District Board of Trustees are not responsible for
accident, injury, or loss of individual property while the room is in use.
Please, read this information and share it with the members of your group.
Acceptance of Responsibility Form (Microsoft Word Format)