BACKGROUND INFORMATION

Hershey Public Library Mission Statement: The Hershey Public Library is a community center focusing on open access to materials, programs, information, and services that fulfill the community’s educational and enrichment needs. The Library actively promotes and supports reading, literacy, information technology, and lifelong learning.

Statement of Principles:

• The Hershey Public Library provides meeting room space for library programs and for other meetings and programs of an informational, educational, cultural, or civic nature.

• The Hershey Public Library subscribes to the principles set forth in the American Library Association’s “Library Bill of Rights” as amended January 23, 1980.

• The library provides this space as a public service, but does not endorse the views or opinions of groups utilizing these facilities.

• Meetings held at the library are considered public meetings and open to all wishing to attend, subject to health and safety requirements of the Pennsylvania Department of Labor and Industry for public gatherings.

Meeting Room Privileges: Organizations not fulfilling their obligations as enumerated in this list of policies and procedures may be denied use of the library’s meeting room facilities.

Questions: Questions regarding policies and procedures about meeting room use may be resolved by the Library Director or Circulation Services Coordinator. The Hershey Public Library Board of Directors shall be the final authority in granting or refusing permission for the use of library facilities.

Advertisements: Advertisementsfor meetings or programs must include the following disclaimer: “The Hershey Public Library is not sponsoring or endorsing this program or any goods or services offered.”

Meeting Rooms: The library has two meeting rooms created by a moveable wall in the middle of the multi-purpose meeting room. Each room accommodates approximately 60 people.

Room #1 has direct access to restrooms as well as a counter area with a sink.

Room #2 is accessed through a hallway at the front entrance of the library. It does not have direct access to rest rooms, although there are public facilities in the building.

Users wishing to accommodate larger groups of more than 60 people must request use of BOTH Meeting Rooms #1 & 2. The wall will be retracted to create a larger meeting space.

Eligible Meeting Room Users:

The library reserves the right to schedule and make room assignments according to the library’s needs. In general, the library allows groups to reserve meeting rooms on a first-come, first-served basis, or (in case of conflict) according to the following order of priority:

• Library Programs and Meetings – which involve efforts of library staff, Library Board, Friends of the Hershey Public Library or Hershey Public Library Endowment Trust.
• Local Government Meetings/Programs – official meetings or programs of Derry Township, Dauphin County, or Commonwealth of Pennsylvania agencies/departments.
• Civic Nonprofit Groups and Organizations – engaged in educational, cultural, intellectual or charitable activities. Priority will be given to Derry Township organizations. A Derry Township organization must have 60%, or greater, of its members residing in the township. A non-profit tax exempt number is requested on the application as proof of non-profit status.
• Other Nonprofit Groups or Organizations – engaged in meetings/activities that do not benefit or interest the community at large. Examples: Home Owner’s Associations Meetings, Board Meetings, Planning Committees.
• Activities of For-Profit Organizations/Businesses –may hold classes, workshops, and meetings, excluding activities that result in direct profit, promotion, sales solicitations, or requiring a fee to attend. Only businesses located in Derry Township may use the rooms.

Meeting rooms may not be used for any activity that interferes with the Library environment or its operations. Meeting rooms can not be used for personal activities such as private parties

Scheduling/Canceling Meeting Rooms

Scheduling: Rooms cannot be reserved without a completed application. Applications are available at the front desk or by contacting the Circulation Services Coordinator via phone or email.

Meetings may be scheduled on the following basis:

• Beginning Nov. 1 – to schedule from January through May
• Beginning April 1 – to schedule from June through August
• Beginning July 1 – to schedule for September through December

Applications will be prioritized and approved or disapproved according to the previously stated list of prioritized users.

To allow all members of the community the opportunity to use the library’s meeting room facilities, repeated use of meeting rooms may occur on a semi-monthly basis. A group or individual that wishes to use the facilities with greater frequency, or for a number of consecutive days, shall request written permission from the Library Director or the Circulation Services Coordinator.

Meeting Room Fees: The use of meeting rooms is free of charge to non-profit civic, social, cultural, educational, and government organizations. These meetings or programs must be open to the public, free of charge, and not held with the intention of generating revenue.

For-profit groups located in Derry Township will be assessed $50.00 per hour for Meeting Rooms #1 or #2. For-profit groups wishing to use both meeting rooms as a larger meeting space will be assessed $100.00 per hour.

For-profits presenting educational seminars are subject to meeting room rental fees unless the program is being presented at the direct invitation of the township, Library, or its boards and committees.

A deposit, amounting to payment for the first hour of use,must be made to confirm a reservation. Payment in full is to be made on the date scheduled for meeting room use.

Cancellations: Cancellations must be made 1 (one) week before the scheduled meeting date to receive a refund of the deposit. In the event that a scheduled meeting is cancelled, the group or individual shall notify the library as soon as possible so that the space may be made available to others. If the library must cancel the use of a meeting room, the library staff will notify the group or individual as soon as possible. In the event of inclement weather, when the library may have to close, call the library for the recorded message about library closings.

USING THE MEETING ROOMS

Meeting Hours: The time of scheduled meetings shall correspond to the hours the library is open to the public. Users must vacate the meeting room 10 minutes before the library’s closing time. Failure to comply will result in restriction from further use of the library’s meeting rooms.

Furniture Arrangement: Requested chairs and tables will be placed in the reserved meeting room. The organization/group shall handle its own room setup and furniture arrangement, as long as the furnishings are not at risk of damage. Walls may not be used for mounting or hanging pictures, displays, posters, etc.

Equipment, materials, or furniture belonging to any group will not be stored in the library. The library will not assume responsibility for any items left on the premises.

Audiovisual Equipment: Limited equipment, consisting of a TV/VCR player, standard size screen, and overhead projector is available for use. Requests for use of stated equipment must be made with the Circulation Services Coordinator, when room reservations are confirmed. Equipment may not be requested the day of the meeting. Organizations or individuals are responsible for returning equipment in the condition it was received. Any damage will be charged to that organization. Users must provide their own supplies, materials, refreshments, or equipment other than the items listed above.

Check-out: A representative of the organization must record the number of attendees in the Meeting Room Log located at the front desk along with the time and date of arrival and departure. Failure to record the information before departure may result in suspension of user privileges.

Clean Up and Damage: The sponsoring group or individual making application for use of facilities assumes all responsibility for damage to library property and for leaving the premises in the condition in which it was found, including the arrangement of furnishings and the cleanup of trash. A minimum fee of $25.00 will be assessed for excessive cleanup. Damage to the facility will be billed to the group or individual responsible for the room and will result in restriction from further use.

Smoking and Alcoholic Beverages: Use of tobacco in any form is not permitted in the library. The consumption of alcoholic beverages or drugs is not permitted in the library or on the library property.

Accidents: Report any accident or injuries to staff on duty.

Passed 1/21/97; Revised 4/15/97; Revised 7/28/00; Revised 9/19/00. Revised 5/17/2005

Revised & Approved by Library Board 9/18/07