Section 8: Access and Use of Facilities
- Section 8.1: Use of Meeting Rooms
- Section 8.2: Exhibits, Displays, Bulletin Boards
- Section 8.3: Distribution of Free Materials
- Section 8.4: Religious Programming and Decorations
- Section 8.5: Partnerships with Other Groups and Organizations
- Section 8.6: Friends of the Library
- Section 8.7: Equipment Usage
- Section 8.8: Use of Public Phone
- Section 8.9: Bicycles, Skateboards, etc.
- Section 8.10: Parking Lot After Hours
- Section 8.11: Lost and Found
- Section 8.12: Charging Electronic Equipment
- Section 8.13: Use of Study Rooms
The Matteson Area Public Library District is a place of quiet reading, study, research and reflection. Meeting Room space is provided to further the informational, cultural and recreational goals for which the Library exists. It is the policy of Library Board of Trustees to provide meeting room space to current residents or property owners of the Matteson Area Public Library District with a valid library card for uses which clearly and unequivocally conform to all policies approved by the Library Board of Trustees.
Availability and Use
Meeting Rooms are available on an equitable basis to community groups regardless of the beliefs or affiliations of the group. Priority for the use of the meeting rooms will be given in the following order:
- Library-sponsored meetings, classes or events.
- Other governmental agencies that serve the residents of the Library’s District.
- Meetings, programs or events sponsored by not-for-profit organizations, with proof of 501 (c) (3) statuses, located in the Matteson Area Public Library District or serving residents of said Library District. Not-for-profit organizations include those engaged in intellectual, charitable, civic, cultural, educational and/or recreational activities.
- Staff meetings and workshops for commercial for-profit organizations.
- Other meetings which are appropriate to the mission of the Library.
- Should space be available, the library will consider requests from non-residents.
Meeting Rooms may not be used for meetings, programs or events (including, but not limited to, workshops and seminars) involving the sale, advertising, solicitation or promotion of commercial products or services immediately or at a future time. Retail sales or fundraising is not allowed with the exception of authors doing book signings or by permission of the Library Director. Educational programs presented by credentialed professionals are permitted only when officially sponsored by the Library. Application to present an educational program must be made to Library program staff members.
Meeting Rooms may not be used for fund raising activities, except for those that result in a direct benefit to the Library and have received prior approval of the Library Director. Library Meeting Rooms may not be used for private social gatherings or parties. Groups composed of members under the age of 18 must have an adult sponsor in attendance at all times during their meetings.
Meetings, programs or events may not disrupt Library users or staff. The Library reserves the right to terminate meetings, programs and events that disrupt or interfere with normal Library operations.
Failure to comply with Library policies, rules and regulations will be grounds for suspension of Meeting Room privileges.
Attendance in meetings, programs or events may not exceed room capacity as posted by the local Fire Department.
The Library is not responsible for the content of meetings, programs or events held on the premises. The use of the meeting room facilities does not constitute Library endorsement of the philosophies, practices or viewpoints of presenters, participants or attendees. The following disclaimer must be included in all written, electronic and broadcast publicity materials about the meeting, program or event:
The Matteson Area Public Library District provides Library Meeting Room space as a community service. The Library neither sponsors nor endorses this event nor the presenting individual(s) or organization(s).
Individuals or groups presenting and attending meetings, programs and events are subject to all Library policies, rules and regulations. By providing their Library card number, applicants agree to: abide by this Meeting Room policy; conform to the use specified in its submitted request; abide by Meeting Room Use guidelines; and, assure participant and attendee compliance with Library policies, rules, and regulations.
Unlawful activity is grounds for suspension of Meeting Room privileges.
The applicant is responsible for Library property, materials, equipment and furnishings during the period of use and until the meeting, program or event is concluded. The Library, its employees and Trustees do not assume responsibility for personal injury or damage or loss of personal property during the applicant’s use of a meeting room. Personal injury, damage or loss of personal property must be reported promptly to Library staff.
All meetings, programs and events must be free of charge and open to the public. Fees may not be charged to participate in activities in Library Meeting Rooms and donations may not be solicited, either immediately or at a future time.
The Library retains the right to monitor all meetings, programs and events conducted on the premises to ensure compliance with Library regulations. Library staff must have free access to Meeting Rooms at all times.
All groups must provide notice of cancellations and no individual or group may assign its reservation to another individual or group. The Library reserves the right to change or cancel Meeting Room reservations.
Audiovisual equipment, computers, and other items are available for use in the Meeting Rooms.
Requests for equipment must be made at the time of application.
Basic refreshments may be served. Food and uncovered beverages may not be taken into other areas of the Library.
If, on the advice of law enforcement officials, the Library staff or Trustees determines that a reasonable possibility of a threat to the safety of Library staff, Library users or members of the public might occur, based on prior experience of the group or speaker at this Library or at other occasions where the group has held meetings which have been disruptive or had a potential for violence, the following shall be required: The Individual or group reserving the Meeting Room shall be required to pay in advance by cashier’s check the reasonably estimated cost of any special security measures need to be taken for the meeting; and the individual or group reserving the meeting room shall obtain a special event liability policy for $1,000,000 for injury or damage to property occurring at the meeting, program or event.
Approved by the Matteson Area Public Library District Board of Trustees
(Date)___October 11, 2016_______
Meeting Room Guidelines
Application for use
- Applications for the use of meeting rooms at the Matteson Area Public Library must be made by an adult (18 years or older) and identification may be requested.
- Applications for use of a meeting room must be submitted at least two weeks in advance; but, no more than 2 months in advance.
- All users are responsible for complying with the provisions of the Americans with Disabilities Act which requires that a meeting or materials at a meeting be provided in an accessible format in response to a request.
- Equipment must be requested at the time of the meeting room application.
- Setup arrangements must be requested at the time of the meeting room application. Tables and chairs will be provided but it is the users responsibility for setup and cleanup.
- The date and/or time of an existing meeting room reservation cannot be modified. Groups wishing to change the date or time of a meeting program or event must first cancel their original reservation and then submit a new application for meeting room use.
- Reservations are limited to one per seven-day period. This includes different chapters, subcommittees, divisions, etc. of one organization.
- No group can book consecutive Saturdays or consecutive Sundays.
- Meeting rooms are available for use during Library open hours only and must be vacated 30 minutes before the library closes.
- The Library reserves the right to change or cancel meeting room reservations..
- Upon arrival, the individual who signed the application form must check in at the front desk. This same individual must notify Library staff when the meeting, program or event is finished to arrange for an inspection of the space and their signature on the application form.
- Library staff will set up the requested equipment and provide basic use instructions. Library staff will not be present to operate equipment during meetings, programs or events. The Library will not provide equipment that has not been requested at least 4 days in advance of use.
- The applicant is responsible for ensuring that any film viewed in a Library meeting room has public performance rights.
- Only Library staff may raise or lower the ceiling-mounted viewing screens. Groups may be charged for damage caused by attempting to raise or lower the screens.
- Only minor adjustments to the room setup will be made by Library staff at the time of the event. Groups may not rearrange Library furniture or move tables, chairs or other furnishings to or from other parts of the Library. Requests for additional seating must be directed to the front desk.
- The applicant is responsible for announcing the location of emergency exits at the beginning of the meeting, program or event.
- Meeting rooms are to be left as they are found. Waste must be placed in appropriate garbage and/or recycling receptacles; and all tables should be wiped clean.
- Basic refreshments may be served (non-alcoholic beverages and finger foods) in Library meeting rooms. Alcoholic beverages may not be served. Food and uncovered beverages may not be taken into other areas of the library.
- Signs and decorations may not be taped or stapled to walls or doors. Only dry erase markers may be used on the white boards/walls.
- Use of glue, crayons, paint, markers, tape, and other craft supplies is prohibited unless applicants also provide table and floor coverings.
- Library staff must have free access to meeting rooms at all times. Groups may not cover windows or block or lock meeting room doors.
- Only Library owned extension cords and power strips may be used. Hazardous materials and/or weapons, including, but not limited to, paints, solvents and explosives are prohibited.
- No group may use the Library as a mailing address. The Library does not provide storage for any group.
- The Library reserves the right to terminate meetings, programs or events that are disruptive to normal Library operations.
- Library staff cannot take care of the young children of those attending a meeting, program or event. Sometimes young children who are left unattended in the library during meetings become frightened and confused. Children under 10 years old must be directly supervised at all times by a responsible adult age 16 or older while in the library. To protect the child and promote child safety, staff will return unattended children to their parent or caregiver in the meeting, program or event. Although Library staff makes the library as safe as possible for everyone who uses it, there is always the possibility of danger to unattended children.
Schedule of Fees
- Time-slots available: Mornings Monday – Saturday from 9:30 – 12:30; every afternoon from 1:30 – 4:30; and Monday – Thursday Evenings from 5:30 – 8:30. The full fee applies to all or any part of a timeslot. Consecutive timeslots are expected to flow from one timeslot directly into another; and, carry a fee equal to 50% of the initial timeslot.
- Rental Fees
501 (c) (3) Non-Profits and HOAs $25 for a three-hour block of time. $15 for each additional consecutive three-hour block of time on the same day. Matteson Businesses and all other Matteson residents $75 for a three-hour block of time. $35 for each additional consecutive three-hour block of time on the same day. Non-resident businesses $150 per three hours Non-resident, non-profit 501 (c) (3) status $75 for a three-hour block of time. $35 for each additional consecutive three-hour block of time on the same day.
- Miscellaneous Equipment
VCR/DVD TV $25 Overhead Projector $15 Computer Projectors $25 Laptops $15 each or $100 for 10 and the cart
Fees may not be charged previously, immediately or at a future time to participate in meetings, programs or events. Donations may not be solicited. Library meeting rooms may not be used for meetings, programs or events involving the sale, advertising, solicitation or promotion of
commercial products or services immediately or at a future time.
Attendance and Cancellations
- Groups must provide a reasonably accurate estimate of expected meeting attendance. Groups may be denied use of a meeting room if the estimated attendance is not appropriate for the room capacity.
- Meeting room capacity has been established to ensure the safety of participants. The Library will terminate meetings, programs or events with attendance that exceeds room capacity.
- Groups will receive two warnings for attendance that is 50% or less of the estimated attendance or results in a total attendance of fewer than 10 participants. The third occurrence will result in the suspension of the group’s meeting room privileges for a period of one year.
- Groups must cancel meeting room reservations at least 24 hours prior to the scheduled use.
- Failure to provide 24 hours’ notice of a cancellation will be grounds for suspension of meeting room privileges.
- No person or group may assign its reservation to another person or group.
- No refunds will be given.
Failure to Comply
Individuals or groups presenting and attending meetings, programs and events are subject to all Library policies, rules and regulations. Failure to comply with Library policies, rules and regulations (including these guidelines) will be grounds for suspension of meeting room privileges. Individuals or groups will receive one warning. A second occurrence will result in a one year suspension of meeting room privileges. Repeated violations may result in a longer suspension.
Approved: October 11, 2016
Display and exhibit space may be available within the MAPLD for sharing educational, artistic, and cultural materials that promote interest in the use of books, Library resources, and information, or that share information about local art and cultural organizations. The Library staff has the primary responsibility for developing displays and exhibits using Library resources. However, exhibits that are related to public events and timely topics may be scheduled and displayed if space allows. Preference for exhibit and display space is given to local nonprofit organizations. Exhibits that are solely for commercial purposes, including the sale of goods and services, will not be considered.
Exhibits and displays may not contain dangerous or hazardous materials, including but not limited to explosives, biological, or chemical material, any device that creates noise while on display, firearms, or perishable materials. Although the Library supports free speech and the First Amendment, exhibits may not include speech that is not constitutionally protected or material that would violate election laws should the Library ever be used as a polling site. The Library Director may also exclude other items if they are determined to be illegal or would pose a health hazard to Library patrons. The Library Director will consult with appropriate public agencies as part of the decision process.
Displays should be arranged in a neat and attractive manner with printed labels that are legible. No prices may be displayed on items that are available for purchase, although a card (not to exceed 3” x 5” in size) may provide contact information for sales after the exhibit or display has been dismantled.
The Library will take reasonable care to ensure the safety and security of items displayed, however the Library has no insurance to cover loss, damage, or theft. Exhibitors are encouraged to obtain insurance for items of value and will be required to sign a form releasing the Library from liability. Items must be removed from exhibit areas as scheduled. Items not removed as scheduled will be removed by staff and secured for 30 days. After 30 days, unclaimed items may be disposed of in accordance with local ordinance.
Display or exhibit of items in the Library does not indicate endorsement of the issues, events, items or services promoted by the displayed materials. Organizations that are denied the use of exhibit areas or display cases or that disagree with the director’s decision regarding items to be displayed may appeal the decision to the Board of Library Trustees.
Revised: October 11, 2016
Items that publicize or promote community organizations and local events further the role of the Library as the central source for civic, cultural, educational, and recreational information.
Display space is available for community organizations engaged in educational, cultural, intellectual, or charitable activities to disseminate information. Bulletin boards may not be used for personal or commercial advertisements. Posters and flyers displayed on bulletin boards may be no longer than 8.5 inches by 14 inches. Once approved by the Library administration, items may be displayed for a maximum period of one month. The person posting the item must write the posting date on the lower right-hand corner of the item. Library staff will remove items that are no longer current or that have been posted for one month. Items removed will be discarded; Library staff cannot return posters and flyers that have been displayed.
Community organizations engaged in educational, cultural, intellectual, or charitable activities may distribute informational brochures through information racks or on public information distribution shelving provided there is space for them. Items that may be distributed in the information racks and distribution areas include flyers, brochures, leaflets, newspapers, and pamphlets that provide information about nonprofit civic, educational, cultural, or recreational organizations and events. Materials that promote programs or projects of a personal or commercial nature may not be distributed in the Library. Items may be distributed for as long as they are valid. If space becomes limited, preference will be given to items of a timely nature and to organizations or groups that have not recently distributed items. Literature related to political campaigns, including issues, non-Library referenda or candidates will not be accepted.
Distribution or posting of items by the Library does not indicate endorsement of the issues, events, or services promoted by those materials. Items left or posted that do not meet the criteria outlined in this policy will be removed and discarded. Questions about the policy and its application can be addressed to the Library Director.
Revised: March 10, 2014
As part of the Library’s service priority, Celebrate Diversity, the Library may present programs on a variety of topics, including holiday celebrations representing the diversity of world religions and cultures. Whenever possible, publicity will include details about the program so that parents can make decisions about attendance for themselves and their children. Decorations in the Library, except at nonpublic staff desks, will be limited to secular seasonal or patriotic items, such as winter greenery, spring flowers, autumn harvest, and/or American flags. The Library does not determine the content of programs presented by persons using the meeting rooms, and information presented or opinions expressed by outside speakers does not necessarily represent the views or opinions of the Library.
Revised: March 10, 2014
The MAPLD welcomes the opportunity to partner with private and public agencies and organizations to the extent permitted by law when doing so benefits the Library and the community we serve. Partnerships are considered to be long-term relationships with specific responsibilities and outcomes assigned to each partner. Sponsorships are considered as a means for agencies and organizations to support specific Library projects, services, or programs and are short-term.
Each opportunity will be evaluated by the Library Director to determine the short- and long-term costs (including staff time) and benefits. Based on the scope of the partnership or sponsorship, the Director will determine whether a formal agreement or contract is required. The Library Director may enter into formal agreements or memos of understanding. Contracts for more elaborate partnerships or sponsorships require approval of the Board of Library Trustees.
The mission and policies of potential partners and sponsors must be compatible with the policies, vision, mission, and goals of the Library. Partners and sponsors agree to act in ways that are mutually beneficial and adhere to oral or written agreements. Priority will be given to organizations, agencies and businesses that help the Library extend or enhance services to the community.
The Library will develop each relationship individually, documenting the terms and conditions. The Director will assign a staff member to be the primary liaison for the relationship and expects the partner or sponsor to do the same. The Library may terminate a partnership or sponsorship at any time if the partner or sponsor uses the Library’s name without prior consent or if the nature of the partner’s or sponsor’s mission changes substantially or in a manner that becomes inappropriate with the Library’s mission and image.
Revised: March 10, 2014
The Board of Library Trustees of the MAPLD looks upon the establishment of the Friends of the MAPLD as a worthwhile community endeavor which will benefit the Library.
Complete advance information regarding all Friends of the Library projects and programs shall be provided to the Library Director and the Board of Library Trustees of the MAPLD. The Board of Library Trustees acknowledges that it does not supervise the activities of the Friends of the Library, but the Board reserves the right to decline participation in any Friends projects where the Board does not believe the best interest of the Library is being served.
The Board of Library Trustees acknowledges that the Friends of the Library are an organization separate and apart from the MAPLD, and that the Friends of the Library has its own Board and its own goals and purposes.
The Friends of the MAPLD is distinct and separate from the Library and neither the Friends of the Library as an organization nor any member or participant thereof may assume any liability or take or authorize any act on behalf of the MAPLD.
Because the Friends of the MAPLD is an organization comprised solely of volunteers distinct and separate from Library personnel, no Library personnel shall perform any duty or take any act on behalf of the Friends of the Library, except Library staff members may act in an advisory capacity for Friends activities.
Operating expenses of the MAPLD are provided through allocation of tax monies which are audited by an independent auditor. Friends’ funds and Library funds shall not be commingled or integrated, except that gifts from friends may be accepted by the Library, whereupon said gifts shall become solely the funds of the Library but shall be expended for the specific purpose for which the gift or donation has been made by the Friends. In the event the MAPLD becomes the custodian of any Friends funds, those funds shall be kept as separate “funds” for audit and bookkeeping purposes.
Revised: October 11, 2016
Various pieces of Library owned equipment are available for use by members of the public. Some equipment may be used within the confines of the Library only; and, some may be checked out for use for a given period of time.
In all cases, the person using the Library owned equipment is responsible for its proper use. Failure to follow the instructions associated with the equipment will result in financial liability to the person responsible should the equipment need repair. The exception will be light bulbs that have reached the end of their useful life.
Library owned equipment must be properly checked out to an individual. Responsibility for the use of Library owned equipment checked out to an individual lies with that individual. Circulation of Library owned equipment will follow the general circulation guidelines of the Library and will be designed to allow a reasonable period of time to utilize the equipment needed. The Library Director must approve any extension of time to use Library owned equipment.
Users of Library owned equipment that can be associated with items under copyright are advised that there are restrictions on the use of copyrighted materials. Any copyright violation is the responsibility of the equipment user. At the present time, this applies primarily to users of photocopy machines, video game players, projectors, DVD players, and computer programs, but is not exclusive to these uses.
Photocopiers are available in the Library at a cost of $ .10 per page. Fax transmissions are available at a cost of $1.00 per page. Only Library staff may send a fax on behalf of someone not employed by the Library. Computer printers are also available at a cost of $ .25 per page for black & white and color copies. There is no charge to use a public computer in the Library, but reasonable time limits will be imposed as provided in the Internet/Computer Use Policy. Wireless access is available in the Library but all established policies for Internet access apply to the use of the Library’s wireless access.
There is no charge to check out some Library equipment; however, failure to return the equipment in good working order will have charges imposed based on the fine, damage and replacement policy of the Library.
Some items such as tents and awnings are charged at $50.00 for a 3-day checkout. Use of equipment in the meeting room is $25.00 per day.
For any Library owned equipment that is leaving the Library premises, the people checking it out must have advanced approval from the Library Director.
Revised: March 10, 2014
Library telephones may be used by Library patrons only in emergency situations.
While MAPLD encourages patrons to restrict their cell phone uses to the front entrance area, cell phone use is allowed as long as its use is non-disruptive to other patrons.
For patrons needing to call for a ride home, there is a public telephone for calls within the 708 area code, with a two minute limit.
Revised: March 10, 2014
Recreational use of bicycles, skateboards, roller skates, roller blades or any similar recreational apparatus is strictly prohibited on Library property. These items may not be brought into the Library. The Library does provide bicycle parking both inside and outside of the courtyard wall.
Bicycles left at the front door will be moved to the bicycle rack. Bicycles left in the rack should be chained and locked.
The Library is not responsible for personal property left unattended and unsecured.
Revised: March 10, 2014
Parking spaces are provided for the convenience of Library patrons during hours of service and for Library staff members when they are working. Handicapped parking spaces are provided for the exclusive use of those who show the proper state-issued identification. A Library parking lot is not to be used by the public when the Library is closed. No overnight parking is allowed in the Library parking lot without the approval of the Library Administration.
The Library shall post signs, at least eighteen inches by twenty-four inches in size, visible from all entrances to the property stating that the Library parking lot is a private tow-away zone and that vehicles not authorized to park on the property will be towed away.
If a vehicle parked in a Library parking lot, because of its size, the way it parked or for any other reason is blocking traffic flow, causing a dangerous situation or in any other way interfering with the legitimate Library business of patrons or staff, then the Library staff will ask the driver (if known) to correct the situation. If the driver cannot be found, then the Library manager on duty, or another staff member designated by the manager on duty, may contact local law enforcement which may be able to contact the driver and/or owner of the vehicle.
If a driver and/or owner of the vehicle cannot be contacted or if the vehicle needs to be immediately towed away, then the manager, or another staff member designated by the manager on duty, shall contact the Director or Assistant Director before any vehicle is towed away.
If a vehicle is parked in a Library parking lot but the driver is not using the Library, then the staff will file an Incident Report including a description of the vehicle and license plate number. The manager may contact the driver, if known, to advise the driver of proper use of the Library parking lot.
If a vehicle is towed away, a note for the driver and/or owner must be left at the Library entrance at closing, stating that the vehicle has been towed. The note shall include the location and telephone number of the service company that towed the vehicle.
In order to assure the safety of our patrons and staff, everyone who uses the Library parking lot must adhere to the following practices:
- Each vehicle may use only one marked parking space
- The parking lot is off limits to heavy trucks and semi trailers unless they are making a delivery
- Stopping, standing or parking is not permitted in the parking lot entrances, the book drop lane, immediately in front of the Library steps or the fire lane, whether the vehicle is attended or unattended.
- The Library’s parking lot cannot be used for the purpose of displaying or advertising a vehicle that is for sale or for any special events.
Approved: March 10, 2014
Patrons should not leave personal belongings unattended. The Library is not responsible for unattended personal belongings. Staff will move personal belongings left unattended for more than fifteen minute to another area to open study space and service areas.
Bicycles, skateboards, etc. cannot be left at the front entrance. Two bicycle racks are provided. Bicycles left near the front door will be moved to the bicycle racks.
Patrons may not leave personal belongings in the Library when they leave the building and must take such items with. Any items left by patrons who are not in the building will be placed in the lost and found.
Parents should make it clear to their children that the Library will not be responsible for unattended personal belongings, including cell phones, school bags, and or purses.
Patrons who leave personal belongings unattended will receive one warning. Upon a second warning the patron must leave the Library for the rest of the day.
One attempt will be made to try to identify the owner of a personal item placed in the lost and found and one attempt will be made to contact the owner of said item, if identified. The item will then be held in the lost and found for two weeks. After two weeks, it will be left in the tub in the entryway.
Perishable or odiferous items will be thrown away.
A driver’s license or item containing personal or private information will be mailed back to the patron.
After one month, items left will be properly disposed of.
Revised: March 10, 2014
While in use, notebook or handheld computers and wireless electronic equipment may be plugged in to certain Library outlets designated for such use by Library staff, when available. Electrical cords must not obstruct walkways, obstruct access to or impede use of Library materials/equipment, or otherwise endanger other Library patrons. The Library is not responsible for any damage to patron electronic equipment resulting from power surges, voltage spikes, or any short duration electrical transients.
Library patrons are responsible for the security of personal possessions, such as personal electronic equipment while in the library. Patrons are cautioned to not leave belongings unattended in the Library.
Revised: March 10, 2014
The library has three enclosed study rooms available for public use. These rooms are first-come, first-served for high school students, adults, or children 15 years old or younger who are accompanied by an adult.
Study Room C is set aside as a Quiet Zone. Three individuals at a time may use the room but absolutely no talking is allowed. Violators will be invited to leave.
Study Rooms A and B are designed for use by 1-6 and 1-2 individuals at a time respectively. Requesting users are required to show an ID and sign in at the Customer Service desk with their name and time. The room will be available for two hours – up to four hours if no one is waiting.
Patrons may utilize outlets to charge personal devices or checkout a laptop at the Adult Services desk. Food is not allowed in the study rooms but bottled water is acceptable.
- Persons using the study rooms are expected to engage in activities associated with the use of a public library and subject to the Matteson Area Public Library’s Patron Behavior policies.
- Study rooms are not intended to be the regular meeting site of any group or organization.
- Buying, selling, advertising, or trading products or services (other than educational services or a paid tutor) are prohibited.
Approved: November 10, 2014
Updated: August 19, 2015