MEETING ROOM POLICY AND PROCEDURES

The Altadena Library District has complete meeting room accommodations for community groups and organizations. It has a lectern, audio-visual equipment, tables, and facilities for exhibiting paintings, a piano, and a kitchenette. It seats up to 96 and has a standing room capacity of 144. It is available from 10:15 a.m. – 9:00 p.m. Monday and Tuesday, from 10:15 a.m. – 6:00 p.m. Wednesday through Saturday and 1:15 p.m. – 5:00 p.m. on Sunday.

The community room is available to community groups after the needs of the library have been met.

Limited use for individual or commercial purposes is permitted if such use does not interfere with library operations or preclude use by community groups.

Contact the library administrative secretary from 9:00 a.m. to 2:00 p.m. Monday through Friday. All reservations must be made in writing. Applications are available here and in person at the library.

I. Charges and Time of Use for Non-Profit Groups:

• There will be no charge to non-profit groups for use of the community room during periods when the library is open to the public or when no staff call-back is required.

• Community room use requiring staff call-back (starting more than one-half hour before opening or one-half hour after closing, or on days the library is not open) will be charged $20 per hour or fraction thereof with a minimum charge of three hours.

• Payment should be made two weeks in advance of the scheduled event. Checks shall be made payable to the Altadena Library District and mailed or brought to: Office of the District Director, Altadena Library District, 600 East Mariposa Street, Altadena, CA 91001

Non-profit groups wishing to hold a closed meeting, or raise funds or to take donations must do so in conformance with policies set forth in Section II. C., including payment of fees.

II. Charges and Time of Use for Private, Commercial, Profit-Making Groups:

• Community room use by private, commercial or profit-making groups or individuals may be granted at the discretion of the Board of Library Trustees.

• Admission to such meetings may be restricted by the sponsor.

• Community room use for such purposes shall be charged $35 per hour or fraction thereof with a minimum charge of three hours. These charges apply for all dates and times. (see Section I. C. above for payment information)

III. General Rules

• Groups using the community room are responsible for maintaining order and are liable for any damage to library property. All room set-ups are to be done by the sponsoring organization. The community room is to be returned to its original configuration at the conclusion of each meeting.

• Groups anticipating 40 or more persons in attendance are requested to park on Mariposa Street or Santa Rosa Avenue.

• The kitchenette must be cleaned thoroughly after use. Smoking and the consumption of alcoholic beverages will not be permitted.

• Juvenile groups must be supervised by adults.

• Only experienced operators may use the audio-visual equipment. The library must be notified at least one day in advance if library equipment is to be used; if not, the library reserves the right to deny use.

• Long term use of the community room for regularly scheduled meetings of organizations must be approved by the Library Board of Trustees. Such approval is subject to revocation with two months notice to the organization.

• All requests for use of the community room shall be processed on a first come first served basis.

• Library sponsored activities have priority and a group may be required to reschedule a meeting if it is in the library’s best interest. The library will do its utmost not to interfere with scheduled meetings and adequate advance notice shall be given.

• Allowing the use of the community room does not denote sponsorship of the event or the organization by the Altadena Library District. Publication of misleading notices and advertisements will be considered a violation of these rules.

• Any violation of this policy may result in denial of the applicant’s future use of the room.