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 Dedicatory plaque in Paul Siegmund Meeting Room, Beaufort Branch Library |
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Meeting Room Policy Adopted September 11 , 2002 (Amended April 26, 2004) |
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PURPOSE:
The meeting rooms
of the Beaufort County Library are available for the following uses:
1) Library sponsored or co-sponsored programs;
2) Friends of the Library events;
3) County and other governmental agency meetings and programs;
4) Non-profit community groups with a cultural, educational, or community
welfare emphasis.
5) Pursuant to S.C. Code Title 8-13-765 (Supp. 2001), public facilities
for political meetings and other campaign-related purposes as further
defined in the Definitions
section of this policy will not be allowed. Public facilities may
not be used by "candidates" and "committees."
DISCLAIMER:
The Library does
not advocate or endorse viewpoints of meetings or meeting room users.
RESERVATIONS:
1) Meeting rooms
may be reserved during regular business hours, Monday -Friday, up to one
year in advance of the desired date, by a responsible adult on a first
come, first served basis.
2) An application form is completed when the reservation is made. The
person who will be responsible for the room must make an appointment to
come to the library and have an orientation tour at the time of the first
reservation.
3) At least one week's notice is preferred for reservations. Last
minute requests will be considered based on a 24-hour notice, as well
as time and space availability.
4) Standing appointments are not permitted except for Library and Friends
of the Library events.
5) Open-ended series will not be permitted. Other groups may make up to
two reservations at one time; no additional reservations may be
made until after the dates of the initial reservations have passed.
Reservations may be made for a limited series of events with the Library
Manager's approval.
6) Reservations are not transferable and immediate notification should
be made of any cancellations. After 30 minutes, a group may forfeit its
reservation if it fails to appear as scheduled.
1) There is no
fee for use of the meeting rooms.
2) Meetings must be free of charge and open to the public and news media.
Library
facilities may not be used for commercial purposes; no fund raising activities
may be held, except by the Library and Friends of the Library.
2a) Arrangements may be made for programs held by the Library and Friends
of the Library, which feature an author. The author's works may be sold
and book signings held.
3) Publicity concerning meetings should state the correct name and address
of the library and make it clear that the Library is not the sponsor.
4) Meeting rooms may be used during regular operating hours of the library
only.
Meetings must terminate at least 15 minutes before closing
time.
Reservation times need to include set-up, breakdown and clean up of the
room.
A $50.00 fine will be assessed to violators, with the person reserving
the room becoming responsible for the fine.
Any exceptions are by special arrangement with the library staff and with
approval of the Director.
5) Provisions for adequate protection of exhibits should be made by the
exhibitor.
The Library cannot be responsible for the security of an exhibit nor provide
staff to attend such exhibits.
6) SMOKING IS NOT ALLOWED ANYWHERE IN THE BUILDINGS.
7) Light refreshments only are permitted in the meeting rooms.
8) Alcoholic beverages are not permitted on the premises except by approval
of the Library Board of Trustees for special library-sponsored occasions.
9) The libraries are accessible to the disabled.
10) Paging service is not available.
11) Telephone service is not available. Beaufort has a courtesy phone
in the lobby. Hilton Head has a pay phone in the lobby. Cell phones must
be used outside of
the building.
12) No tape or adhesive of any kind may be posted directly on the walls
of the meeting
space or in the halls.
13) Equipment,
supplies, or personal effects cannot be stored or left in the Library
meeting space before or after use.
14) This area is a work area. Please be considerate of others: close doors,
no loud noises.
CARE AND USE OF THE FACILITES:
1) There are no
employees available for moving furniture or for unloading and
loading equipment.
1A. Any furniture
and/or equipment moved within the room must be returned to its original
location.
1B. Furniture, equipment and library materials may not be brought from
other areas of the library
without permission of the library staff.
2) Some audiovisual equipment will be available to groups using the rooms.
A list
for each facility is available upon request. The organization must provide
a
qualified operator and assume the responsibility for damages. Requests
for AV
equipment must be made at the time of reserving the room.
3) Refreshment preparation facilities, with limited equipment, are available
in some
facilities. Supplies, such as coffee, napkins, etc are not provided.
4) Room cleanup:
4A.
Paper and litter should be put in a large covered trash can;
4B. If food is served, the following clean-up is required:
4B1. Excess food removed from the premises;
4B2. Liquid poured into sinks;
4B3. All garbage and trash placed in covered trashcans;
4B4. Sinks and counters cleaned;
4B5. Kitchen floor cleaned of any spills;
4B6. Carpeted area vacuumed.
5) Prior to vacating a meeting space, a responsible member of the group
must complete and turn in to a staff member the checklist provided with
the application. It is important that this slip be returned so that your
are not held responsible for damage done by others.
6) Noncompliance with these requirements may result in denial of future
request for use of meeting spaces.
For purposes of
this policy, a "candidate" and a "committee" have
the following meanings as provided by S.C. Code §8-13-1300(4) &
(6) (Supp. 2001):
"Candidate" means a person who seeks appointment, nomination
for election, or election to a statewide or local office, or authorizes
or knowingly permits the collection or disbursement of money for the promotion
of his candidacy or election. It also means a person on whose behalf write-in
votes are solicited if the person has knowledge of such solicitation.
"Committee" means an association, a club, an organization, or
a group of persons which, to
influence the outcome of an elective office or a ballot measure, receives
contributions or makes expenditures in excess of five hundred dollars
in the aggregate during an election cycle. It also means an individual
who, to influence the outcome of an elective office or a ballot measure,
makes contributions aggregating at least fifty thousand dollars during
an election cycle to, or at the request of, a candidate or a committee,
or a combination of them. "Committee" includes a party committee,
a legislative caucus committee, a noncandidate committee, or a committee
that is not a campaign committee for a candidate but that is organized
for the purpose of influencing an election.
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Noncompliance with these requirements may result in denial
of future request for use of meeting spaces.
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Beaufort
County Library, 311 Scott Street, Beaufort, SC 29902 || Telephone:
(843) 470-6504
Fax: (843) 470-6542 |
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