Policy for public use of the library meeting room is determined by the Ogden Farmers' Library Board of Trustees and administered by the Library Director or the Director's designee.
The meeting room is intended primarily for use by Ogden Farmers' Library sponsored activities. When the room is not in use for library programs, non-profit organizations may request its use for their educational, cultural and civic activities. Frequency of meetings may be limited by the Ogden Farmers' Library Board of Trustees or its’ designee.
Weekly or otherwise regularly scheduled use of the room is limited to Ogden groups only and may be granted at the discretion of the Director.
The Director has the right to supersede a previous reservation of the room by an outside group for a library program.
Applications for use of the Meeting Room will be considered in order of request. Ogden organizations are given priority over other groups. Permission to use the room for non-library functions in no way constitutes the library's endorsement of the group or its activities.
The meeting room may not be used for religious services, sales promotion, social meetings or for the benefit of private individuals or commercial concerns engaged in marketing. Political meetings are acceptable for the discussion of issues but not for campaign purposes, party caucuses, and the like.
The room is available during normal library working hours, which are Monday-Thursday 9:00 am to 9:00 pm, and Friday-Saturday 9:00 am to 5:00 pm. The library is closed Saturdays in June, July and August and therefore the room is not available on that day during those months. The room will be closed when the library is closed because of weather or other emergency. The Library Director must be notified promptly of cancellations. Meetings must be finished and the room vacant by library closing time. Groups should start picking up and getting ready to leave 5 minutes before the library closes. Failure to abide by this rule may result in the organization being refused future use of the room.
Smoking is not permitted.
Alcoholic beverages may not be consumed on the premises.
Use of the room must not interfere with the convenience of Ogden Farmers' Library patrons.
Open flames are not permitted.
The library is not responsible for articles left in any part of the building.
The group using the room is responsible for setting up and taking the equipment, including tables and chairs. Adequate time should be reserved by the group to accomplish both of these tasks. White topped tables should be arranged in a square in the center of the room and chairs should be placed around the tables. Extra chairs should be returned to the closet at the south end of the room.
The group using the room is also responsible for leaving the room clean. Any group conducting craft projects or any other project involving glue, paint, etc. is required to protect the tables using newspaper provided in a box near the entrance of the room. Groups must vacuum the room if their activities have left material or trash on the floor. All trash must be disposed of in the trash cans provided in the room. If a group knows they will be generating a great deal of trash, they should bring their own full-size trash bag and dispose of the trash off library premises.
Refreshments may be served in the meeting room only with the approval of the Library Director. If refreshments are approved, the group is responsible for cleaning up afterwards, and that involves wiping down the tables and vacuuming the room. There is a vacuum located in the closet at the south end of the room.
Groups leaving the room messy will be issued a written warning. If a second infraction occurs, the group may be denied future use of the room.
Reservations may be made only through Roberta Voelkl or Anne Strang, and can be made in person or by phone. A written confirmation will be sent to the contact person along with a copy of this policy.
The person requesting the use of the meeting room assumes responsibility on behalf of the group. The person must be eighteen years of age or older. Cost of repairing any damage to the meeting room and/or its contents will be charged to this person. The library reserves the right to require organizations to present proof of insurance prior to use. Policy for public use of the library meeting room is determined by the Ogden Farmers' Library Board of Trustees and administered by the Library Director or the Director's designee.
Approved September 1, 1992, Updated March 16, 2000, Updated March 18, 2006
Ogden Farmers' Library | 269 Ogden Center Road, Spencerport, NY 14559 | 585.617.6181 | FAX: 585.352.3406