The Cheatham County Public Library is a community resource for life long learning, public education, democratic dialogue, and the improvement of the quality of life for our citizens. The public library encourages the community to consider the community room a location for small conferences and for training programs. The public library offers the use of its community room to all segments of the community for cultural activities, intellectual discourse, professional programs, training seminars, academic classes, the discussion of social issues, and any other type of meeting that is of benefit to our community.

The following are guidelines for its use:

1. It is available on equal terms to all community groups or individuals regardless of their beliefs or the affiliations of their members on a first serve basis. However, the chairperson of the board of trustees or the Library Director may authorize the use of the room to conduct city or county business during emergency conditions and such use must have priority over previously scheduled public meetings.
    
2. Regularly scheduled religious services may not be held in the community room. However, committees affiliated with a church or religious group, such as a board of trustees, may conduct a business meeting as long as a religious service is not presented in the community room.
    
3. The room may not be used for private or organizational social functions, receptions, or parties. The room is not available for political campaigns or for the use of political parties, except by community forums for the open debate and discussion of issues.
    
4. The Library offers the room to be used for conducting non-profit and non-commercial meetings. All groups must fill out a "request form". On this form, they must clearly define their proposed use of the room to the satisfaction of the Library Director before approval will be granted. If a fee is to be charged, the fee must be detailed on the request form.
    
5. Any unusual expense incurred by the Library as a result of the meeting will be charged to the group for collection, payable upon presentation of the expense.
    
6. Applications for room use must be made by a representative of the group using the request form. All groups must understand that Library programs and functions have priority when scheduling any events for the room, and all scheduling is made at the discretion of the Director.
    
7. Reservations will be considered in the order of their receipt, first come, first serve. Recurring reservations will be accepted for a period of three months under normal conditions. The Library always reserves the right to cancel recurring reservation. The Library reserves the right to limit access to the room if any single group begins to dominate the scheduling at the expense of open access by other requesting groups. The Library seeks to offer the community a balance of services, and no group shall use the room to the exclusion of other qualifying groups.
    
8. The room is to be left in an orderly condition. Furniture or equipment moved for the convenience of the gathering must be replaced in its original position. Any Library materials stored in the room are not to be disturbed by members of the group. All trash must be properly disposed of and all tables wiped clean. Debris shall not be left on the floor.
    
9. Tobacco use, alcoholic beverages or illegal drugs will not be allowed , dispensed, or consumed in any part of the Library or on Library property including the meeting room.
    
10. Light refreshments may be served. Groups are responsible for providing plates, cups, utensils, and consumables such as coffee, sugar, tea, etc.. The kitchen area may be used upon written request, as stated in the request form.
     
11. The Library's audio visual equipment is available upon request. Damage to the equipment by a group will be billed to the responsible party.
     
12. The person completing the request form will act as the group's contact for the purpose of answering all questions concerning upcoming meetings.
     
13. The use of the room in no way constitutes an endorsement of the organization, their beliefs or policies by the Library or its personnel.
     
14. The scheduled use of the room by the public may not at anytime conflict or disrupt library activities, needs, or facility access. The Library may maintain material within the room , which from time to time, must by accessed by the staff, and the group must permit access to these materials during their meeting if the need arises.
     
15. The group using the room is responsible for securing the lock up keys in the event the meeting goes past Library operating hours.
     
16. The room may not be used for any illegal purposes during meetings or to plan such.
     
17. The Library Director reserves the right not to schedule the room for a group, not to approve a certain date for a group, to cancel a previously scheduled meeting by a group, or to stop a meeting once it is in progress.
     
18. A copy of this policy will be distributed to the person signing the meeting room request form.

The following liability release statement must be signed by the individual representing the group.

The undersigned assumes all and exclusive responsibility for the reservation of the meeting room. The undersigned assumes all legal liability sole and exclusive, for any injury of persons, and damage to , or loss of property, that may result from the use of the meeting room. The undersigned assumes all and exclusive responsibility for the strict observance of all stated policies and procedures here outlined by the board of trustees of the Cheatham County Public Library. The undersigned acknowledges the receipt of, has read, and understands the policy and procedures regarding the fair and open community access to the community meeting room.

I am the representative of the organization requesting the Library's meeting room. I have read the policy and procedures. I have made arrangements for the prompt payment of any required fee connected with the organization's use of the facilities. I understand that charges for damages to the facility, furnishings, or equipment will be billed to the organization.

 Copyright © 2009 Cheatham County Public Library