Chapter: Services
Policy Number: 3.06
Original Effective Date: 12/1/18
Revision History: 8/18/21, 7/17/24
Meeting Spaces
The primary purpose of the Library’s meeting spaces is for Library activities and programs which take precedence over all other use of the spaces. The Library makes its meeting spaces available for use by the public when not in use by the Library or the Village of Menomonee Falls. Designated rooms in the Library may be reserved by the public during the Library’s open hours at no charge subject to the criteria outlined this policy.
The Library Director is responsible for determining eligible spaces, procedures regarding meeting room requests, and regulations for how often a meeting space may be reserved by groups or organizations, dependent on demand.
Priority of Use
- Library or Library affiliate groups
- Village of Menomonee Falls events
- Government entities
- Community groups, non-profit organizations, or for-profit agencies engaging in civic, educational, fraternal, cultural, intellectual, or charitable activities regardless of the beliefs or affiliations of the group or for-profit agency
Allowable and Prohibited Use
Programs must be free and open to the public. Examples of programs include informational talks and seminars. Meetings with a restricted invitation list may be held in Library meeting spaces. Examples of meetings include board or administrative meetings, book clubs, or neighborhood watch group gatherings.
| Allowable Use | Prohibited Use |
|---|---|
| Meetings of or programs by organizations engaging in civic, educational, fraternal, cultural, intellectual, or charitable activities regardless of the beliefs or affiliations of the group or non-profit | Programs whose purpose is the sale, advertising, or promotion of products or services or includes selling a product or service |
| Meetings of or programs by government agencies | Collection of free-will offerings* |
| Meetings of for-profit agencies for staff training or other activities which do not lead to any monetary gain | Events where admission is charged in any way (including paying to attend or being asked to donate in order to attend)* |
| Private social functions (birthday parties, baby showers, company parties, etc.) | |
| Use intended, directly or indirectly, to obtain clients/customers for a for-profit organization | |
| Meetings or programs which fit the criteria listed under Denial of Service |
Reservations
Reservation requests must be made by an authorized representative of the group (“Applicant”). The Applicant must:
- Have a valid Library or Resource card at any Bridges Library System member Library
- Be 18 years of age or older
- Be present during the entire reservation period and must check in with staff to gain access to the space
- Be the last person to leave the space and be responsible for alerting Library staff when vacating the space
- Be personally responsible for the conduct at the meeting and for any damages to the facility. Use of the meeting spaces may not be disruptive, violate any Library policies or rules, or interfere with the normal use of the Library, including behavior or activity that may be unreasonably disruptive to regular Library functions or any activity that may pose a risk of injury, disruption, danger, or liability to the Library or the Village of Menomonee Falls, their elected or appointed officials, officers, employees, authorized representatives, volunteers, or patrons. In the event of misconduct, the meeting space reservation may be terminated immediately by Library staff.
Failure to provide notice of cancellation may result in denial of future requests. The Library reserves the right to change the requested space or cancel the reservation, even if the space usage request has already been approved.
No organization or group may assign its reservation to another person or group. Cancellations will be accepted by the original Applicant only.
Use of Library-Owned Audiovisual Equipment
Patron-owned multimedia equipment may be used in any meeting space during the meeting room user’s reservation time.
If using Library-owned audiovisual equipment (i.e. screen, projector, microphones), a person from the group or organization must be trained on the use of the equipment by Library staff at least two weeks prior to the reservation. The trained person must have a valid Library or Resource card via Bridges Library System and must be in attendance for the entire room reservation timeframe.
All technical support is the responsibility of the Applicant booking the space. Library staff will not provide training during a room reservation and cannot guarantee technical support.
Meeting Space Facilities Regulations
- Participants must adhere to all Library rules, regulations, and policies.
- Chairs and tables are available for groups to set up to meet their individual needs. Library staff are unable to assist with the moving of any furniture. When the meeting is concluded, the space must be cleaned and all furniture returned to its original arrangement and condition.
- If additional custodial assistance is required to clean or repair the facility after the reservation, a fee may be charged to the Applicant.
- The Library reserves the right to enforce fire codes, Americans with Disabilities Act compliance, noise limitations, or any other rule or policy approved by the Library Board.
- No exit or entry doors may be locked or barred.
- The Library does not provide storage space before or after meetings or programs.
- Displays, signs, banners, flags or decoration should not be taped or fixed to any walls, doors, ceilings, or windows within the Library or on Library property.
- Candles or other open flames are prohibited.
- Non-alcoholic beverages may be served. Alcoholic beverages are prohibited. Food may be served with respect to the cleanliness of the space. The Library does not provide any serving equipment. The Applicant is responsible for all setup and cleanup and removal of excess trash and recyclables that do not fit within receptacles in the room.
- Spaces must be vacated at least 30 minutes before the Library closes.
- The Library may impose additional reasonable conditions for the use of its spaces to ensure that public or private property is not damaged through use of its facilities, and to ensure that the comfort, convenience, safety, or welfare of the public is not disturbed. The Library, at its discretion, may require the group or organization using the meeting space to provide adequate security services and/or insurance.
Advertisement and Public Records Law
- The fact that a group is permitted to use a Library meeting space does not, in any way, constitute an endorsement of the group’s policies or beliefs.
- Announcements, press releases, flyers, etc., should clearly indicate the Library is a meeting location only and not the permanent address of the organization.
- A group may not use the Library’s phone number or e-mail as a contact for program or meeting information.
- The Library may not be listed as a sponsor of an event without prior approval from the Library Director.
- Announcements must include the following statement: Permission to use a Library space does not imply Library endorsement of the aims, views, policies, or activities of any group or organization.
- The application and scheduling records maintained by the Library are public records for the purpose of Wisconsin’s Public Records Law in subchapter II of Chapter 19 of the Wisconsin State Statutes.
Denial of Service
The Library reserves the right to deny or cancel use of a meeting space for reasons including, but not limited to:
- Space is required for Library or Village use
- Any purpose which, in the opinion of the Library Director, interferes with the normal use of the Library, including those that may likely be unreasonably disruptive to regular Library functions
- Events that may pose a risk of injury, disruption, danger, or liability to the Library or the Village of Menomonee Falls, their elected or appointed officials, officers, employees, authorized representatives, volunteers, or patrons
- Events that may in any way be inconsistent with or in violation of any of the terms and conditions of this policy or other Library policies
- The group has previously abused or damaged the facility, violated a policy, or has misrepresented the purpose of the organization or meeting to be held at the Library
Appeals
For the purposes of this section, pursuant to Wisconsin State Statutes Section 68.16, Menomonee Falls Public Library is specifically electing not to be governed by Chapter 68 of the Wisconsin State Statutes.
The Library Director or designee shall notify applicants whose applications are denied or cancelled and the reasons for such denial or cancellation via email within a week of receipt of the application, barring extenuating circumstances. Within 30 days of the notification of denial or cancellation, the applicant may appeal the denial or cancellation to the Library Director by submitting in writing the basis for the appeal.
Within seven days of receiving the appeal, barring extenuating circumstances, the Library Director shall review the request and send a written response to the appellant with a decision. The response will also inform the appellant that, if desired, the appeal will be forwarded to the Library Board. The Library Director also has the option to immediately forward the appeal to the Library Board for review.
If a Library Board review is requested, the Board shall consider the appeal at a duly noticed meeting and shall notify the appellant of its decision in written form.
Indemnification
Any person or group reserving a meeting room space shall be responsible, jointly and severally, for reasonable care of the space and its furnishings and equipment and shall pay for any damage caused or inflicted by an organization, its members, affiliated persons, guests, invitees, or anyone attending the event. In addition to any other penalty or remedy, if any organization refuses to pay for damage, the matter will be referred to the Village Attorney for legal action.
Any person or group reserving a meeting room space shall indemnify, defend and hold harmless the Village of Menomonee Falls and Menomonee Falls Public Library and its representatives, including staff and trustees, against any demands, claims or legal proceedings (including attorney’s fees) related in any way to the person or group’s reservation or use of the Library’s meeting spaces unless caused by the willful misconduct of the Village of Menomonee Falls and/or Menomonee Falls Public Library or its representatives. Any legal expenses or costs incurred by the Village of Menomonee Falls related to the enforcement of any provision of this policy shall be reimbursed by the person or group against whom the policy is enforced.