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Agenda 09/23/2008 Item #16D 5Item # 16D5 September 23, 2008 Page 1 of 8 EXECUTIVE SUMMARY Report to the Board on policy for scheduling Library Meeting Room use by the Public. OBJECTIVE: Provide information to the Board on direction to revise Library Meeting Room Policies to better accommodate groups booking Library space. CONSIDERATIONS: Mr. Don Beach appeared before the Board at the January 29, 2008 regular meeting. He requested assistance in changing library policy to make it easier for groups, including the group he represents PC -Bug, to plan meetings and reserve Library space for their monthly meetings. The Board directed the Library and Library Advisory Board to change the meeting room sign -up policy to enable a `quarterly rolling schedule'. The Library Advisory Board approved the changed policy at their February 27, 2008 meeting. The policy has also been approved for legal sufficiency by the County Attorney's office. FISCAL IMPACT: None GROWTH MANAGEMENT IMPACT: None. LEGAL IMPACT: This policy has been reviewed and approved by the County Attorney's Office. -JAK RECOMMENDATION: Staff recommends that the Board accept the revised Library Meeting Room Policy. Prepared by: Marilyn Matthes, Director Report to the Board on policy for scheduling Library Meeting Room use by the Public. Prepared By: Department Date Library 8/20/2008 3:53:23 PM Approved By: Department Approval Date Public Services Approved 9/9/2008 11:30 AM Approved By: Department Approval Date County Attorney Approved 9/9/2008 1:56 PM Approved By: Department Approval Office of Management Approved and Budget Approved By: Department Approval County Approved Manager's Office ATTACHMENTS: Date 9/11/2008 12:55 PM Date 9/13/2008 11:55 AM Item # 16D5 September 23, 2008 Page 2 of 8 Name: Description: Type: ❑ meeting. esum.doc Esum Executive Summary ❑ meeting room policies signed w lines Library Meeting Room Policy Backup Material Meeting Room Policies/Procedures February 27, 2008 PURPOSE Item # 16D5 September 23, 2008 Page 3 of 8 The purpose of this policy is to maximize usage of Library spaces to include meeting rooms and outdoor areas at all Collier County Public Libraries and to establish equitable fees and charges to be collected from users of such Library spaces. The primary function of Library spaces is for Library activities, including programs presented by Library Staff, Friends of the Library and other organizations affiliated with the Library. The public may utilize meeting room spaces when they are not required for Library programming, with such usage being on a fast come, first served basis. The Library reserves the right to reschedule confirmed meeting room reservations to accommodate Library- sponsored programs and events. No person may be excluded from this aspect of Library service because of race, color, nationality, age, sex, disabilities or social, religious or political views. The fact that an organization is permitted to meet at the Library does not constitute an endorsement of the organization's beliefs by the Collier County Public Library, its administration, staff, advisory board or the Collier County Board of County Commissioners. The following organizations are exempt from paying fees for the use of Library meeting rooms: Collier County Public Library Southwest Florida Library Network Friends of the Library of Collier County, Inc. Friends of the Library of Marco Island, Inc. State Library of Florida Any official Scouting organization in which Collier County residents constitute its primary membership and that is affiliated with National Scouting Organizations Literacy Organizations that use volunteer tutors R. LIMITATIONS The Library Director, or designee, may waive enforcement or application of any aspect of these regulations or restrictions with respect to any Library space, provided such waiver does not interfere with public safety or enjoyment. The Board of County Commissioners establishes, and from time -to -time amends, fees and charges for Library facilities and programs. Consistent with Collier County's policy of ensuring all citizens equal opportunity to participate in programs, any resident requesting special consideration must provide to the Library Director proof of need for the requested special consideration. No information provided is confidential but will be used by staff only for the purpose of establishing reduced or waived program fees. Rates and charges can be modified on a case -by -case basis if approved in writing by the Library Director or designee. The Library reserves the right to deny use of the Library and meeting rooms to any group should the use conflict with Library service. Persons attending programs are subject to all Library rules and regulations. The Director or designee has the authority to summarily revoke any permission to use the meeting room or other parts of the Library because of violation of rules or ordinances, county need or other valid reason. A minimum of forty -eight (48) hours notice to permittee shall be given if the county requires use of Library space. Item # 16D5 September 23, 2008 Page 4 of 8 III. SPACE DEFMTIONS AND USER CATEGORIES A. Library Space Definitions and Uses 1. Outdoor Areas: Such outdoor areas shall include, but be not limited to, Library courtyards, patios and parking lots. Designation also includes open space or land owned or leased by the Library Department. Outdoor areas shall be used for those purposes designated or implicit in their character. Any deviation from normal, appropriate use shall require express prior written permission from the Library Director or designee. 2. Meeting Rooms: Buildings and dwellings owned or leased by the Library Department. Such facilities include, but are not restricted to, multi- purpose meeting areas and rooms, conference rooms, small -group rooms, the Sugden Theater at Headquarters Regional Library and other areas located within the Library structures. Facilities shall be used for purposes designated or implicit in their character. Any deviation from these intended normal uses shall require express prior written permission from the Library Director, or Designee. 3. Programs: Library or community activities conducted on land or in facilities owned or leased by Collier County. Such activities include, but are not restricted to, instructional, educational and entertainment for preschool, youth, adult, senior and special populations. Any deviation from these intended normal uses shall require express written permission from the Library Director or designee. B. User Categories — Applicable to all indoor and outdoor areas All facility users shall have their fees determined by the category of the entity. 1. Category I —Tax Exempt Entities, Registered Charities, Not - for -Profit Groups. a. Federal Income Tax Exempt Entities Groups that are exempt from taxation under any subsection of Section 501(c) of the Internal Revenue Code. b. Specified Sales Tax Exempt Entities Those entities that are exempt from Florida sales taxes pursuant to Subsection 212.08 (7), Florida Statutes such as a home for the aged, veterans' organizations; schools, colleges or universities; Section 501(c)3 organizations, library cooperatives, nursing home, hospice, or an organization whose primary purpose is to provide special educational, cultural, recreational or social benefits to minors, or is a religious, charitable, scientific, educational or veterans' organization. c. Local Not-for-Profit Groups or Non - Profit Groups Entities, irrespective of tax exempt status, which are not - for - profit corporations, organizations or other not - for -profit entities that are of Collier County origin, have their principal location in Collier County, and of which fifty per cent (50 %) of the group's membership are residents of Collier County, with a primary purpose to provide social services to others or to protect interests outside of the group, such as the environment, endangered animals, disadvantaged persons or some other similar external interest. The primary focus of these groups is outward looking and away from the personal interests of the group's members. d. Other Local Not - for -Profit Groups Those entities, irrespective of tax exempt status, which are not - For -profit corporations, organizations or other not - for -profit entities that are of Collier County origin, have their principal location in Collier County and of which fifty per cent (50 %) of the Item # 161D5 September 23, 2008 Page 5 of 8 group's membership are residents of Collier County, but the group's primary purpose is not to provide social services to individuals who are not bona fide members of the group or is not to protect interests outside of the group. This category includes property owners' associations, political groups and all other special interest oriented teams or clubs such as hobbyists' clubs, chess clubs, radio clubs, hunting and fishing clubs, stamp, coin and other collectors' clubs; garden clubs, car clubs and all other similar clubs, groups or organizations. The primary focus of these groups is inward toward the group's members. e. Civic Associations The following civic associations will not be subject to fees for their one general membership meeting per month: East Naples Civic Association, Golden Gate Estates Civic Association, Golden Gate Civic Association, Immokalee Civic Association and Second District Association. (Should other similar civic associations be formed, they shall also be eligible for this benefit) 2. Category Il - Others Each individual, group, organization or entity that is not within Category I or Category III. 3. Category III - Government Entities Governmental entities are not subject to fees. IV. Category I and II User Fees 1. Facility Rates Facility Type Category I. Non - Profit Organizations Rate Per Hour Category H. All Other Organizations, including For Profit Library Meeting Rooms $ 10.00 $ 25.00 Additional charge if food is served $ 20.00 $ 20.00 Naples Regional Rees Meeting Room $10.00 $ 25.00 With speakers and microphone $15.00 $ 30.00 With speakers, microphone & projector $25.00 $ 40.00 Additional charge if food is served $20.00 $ 20.00 Su den Theater H w/ esker & microphone $75.00 $ 100.00 With speakers, microphone & projector $90.00 $ 125.00 Additional charge if food is served $20.00 $ 20.00 Courtyard H $75.00 $ 125.00 Chairs each $1.00 $ 1.00 Stage Lighting (per event $25.00 i-40.00 With speakers and microphone (per event $25.00 $ 40.00 Additional charge is food is served $20.00 $ 20.00 Small Group Study Rooms $5.00 $ 10.00 Small group rooms for Literacy Tutors or individuals needing a quiet study space. No charge not applicable to Profit Or anizations Estates Branch Computer Lab (Includes use of 10 $50.00 (Plus 52512er hour to $100.00 (Plus $25 mr hour to computers connected to Internet. Should special software be reouired an additional install charge of $25 per hour Library Staff time will apply. Installation install software on lab installs (ware on lab requires legal license to install on all computers used. Computers, ifnmAd.) mmpulers. dneeded) 2 -week notice for installation r uired. Item # 16D5 September 23, 2008 Page 6 of 8 1. All rates are charged in one (1) hour increments. 2. Category I Organizations that are not tax - exempt are required to pay sales tax. 3. Category II Organizations are required to pay sales tax. 4. Verification of non -profit tax exempt status may be required. 5. All libraries shall remain open to the public for normal library activities and hours when facilities are used by outside groups. V. Refund Policy 1. Refunds will be given for reservations cancelled by groups within forty-eight (48) hours of the scheduled reservation, given that the Library is informed within this time period. Fee is forfeited if Library receives notice of cancellation less than forty-eight (48) hours in advance of reservation or if the group does not show for scheduled reservation. 2. Refunds will be given to reservations cancelled by the Library due to Library- related activities, county programs or Library closings due to inclement weather or other circumstances. 3. Refunds will not be given for equipment or chairs rented but not used by group. 4. Any group asked to leave Library premises for failure to abide by Library rules and regulations will not be entitled to any refund. Vl. General Guidelines and Regulations for Use of Library Spaces 1. General a. All county and city ordinances and Collier County Public Library rules must be adhered to at all times while using Library spaces. b. Failure to comply with Library space guidelines and Library rules and regulations may result in loss of meeting room rental privileges. c. Meeting rooms are available during business hours only. Meeting room use must end 15 minutes prior to the Library's closing time. d. The group or individual(s) to whom a contract is issued shall be liable for any loss, damage, negligence or injury sustained by other person(s) in their party. e. The name, address or telephone number of Collier County Public Library may not be used as the official address or headquarters of any organization other than those affiliated with the library. f. No notices, press releases, posters, flyers or other materials promoting or announcing events held in Library spaces may be distributed without written approval of the Library Director. Upon such approval, the Library, at its discretion, may require that any notices, flyers or any type of verbal or written announcements using the Library's name and location must include a disclaimer stating that the Library does not sponsor or endorse the group. g. Group attendance must not exceed capacity limits set by the Fire Marshall for each location. h. The group or individual(s) to whom the contract is issued agrees to indemnify and hold bamtless Collier County, the Collier County Public Library, and any employee of Collier County against any and all claims by or on behalf of any person or legal entity arising from Applicant's use of premises, the conduct of Applicant's business or from any activity permitted by the Applicant in or around the premises, and will further indemnify and hold harmless the County, its Departments and Employees, against performance of any agreements Item # 161D5 September 23, 2008 Page 7 of 8 on the Applicant's part, or arising from any act of negligence of the Applicant, or any of the Applicant's agents, contractors, employees or licenses, and from and against all costs, attorney's fees, expenses, and liabilities incurred in or about any claim or preceding brought thereon, all to the extent of the County's liability under general law. 2. Application Guidelines a. Meeting room reservations will be considered confirmed once application and payment is submitted to and approved by the Library. Payment must be received within one (1) week of reservation request, or request will be considered cancelled. Once reservation is confirmed, the group will receive a confirmation email via the online registration system, given that the group has provided a valid email address during the registration process. b. All applications shall be submitted to the Building Manager of the Library where Library space is requested. c. All applications and payments must be submitted during normal business hours (Monday through Friday 9:OOa.m. to 5:00 p.m.). Applications made on -line via Evanced may be submitted at any time. d. All bookings will be dene an a quanefly basis. The basking pefieds am: Deeember (sehadule e. Applications for use of library space must be submitted by a person who is at least 18 years of age and who shall be solely responsible for the group. A minimum ratio of one (1) adult for each 15 children is required. E The Library Director reserves the right to approve or disapprove all applications. Groups may appeal the Library Director's decision to the Library Advisory Board, g. Groups may meet no more than one time per week during the hours of 9 a.m. to 5 p.m. Only one meeting per month, per group may be scheduled for evening hours (after 5:00 p.m). 3. Use of Library Spaces a. Library space must be left in a clean and adequate condition as determined by a pre - rental/post- rental inspection checklist. The library reserves the right to collect money for damages and/or revoke library space rental privileges. b. It is the group's responsibility to set the room up to meet its unique requirements. This includes moving tables and chairs. Library Staff is not available to assist in moving tables and chairs. Groups using library spaces shall remove all items from the space and leave the space in the same condition as it existed prior to the meeting, as noted on the inspection checklist. One warning will be given if group does not leave the library space in the same condition as it existed prior to the meeting. If group fails to return space to original condition on a future occasion, library space rental privileges will be revoked. C. The Library cannot supply storage space. Materials left after the end of the meeting will be discarded. d. If refreshments are served, the using group is responsible for complete clean-up. This includes ,_. the removal of trash from Library property. All set-up and clean-up is to occur within the Item # 16D5 September 23, 2008 Page 8 of 8 allotted reservation time. If Library Staff is required to clean, the library reserves the right to charge for cleaning. e. The library makes every effort to ensure that equipment is in good working condition and performs regular equipment checks to ensure working condition. Equipment is rented as is. No refunds will be given on equipment rented but unused by group. If damage occurs to equipment, replacement of equipment or full reimbursement of cost associated with repairing or replacing equipment must be remitted. If a group refuses to relinquish library space by end of allotted reservation time or by library closing time, one warning will be given. If group refuses to relinquish library space by library closing time on a future occasion, the group will not be allowed to rent library space for a period of three (3) months. The Library reserves the right to charge $25.00 per 15 minutes if Staff is required to remain past library closing time to accommodate meeting groups. In addition, a group will be charged according to the fee schedule for any additional time spent occupying library spaces beyond the allotted reservation time but during library business hours. D. Room Capacities Maximum capacity for meeting rooms is determined in accordance with Fire Marshal regulations. The meeting room reserved must be appropriate to size of group expected. The anticipated audience should be at least 50% of the room capacity. Those who violate the maximum room capacity will be asked to leave the room. Capacities are as follows: Branch/Meeting Room Maximum capacity Equipment Available East Naples Branch Meeting Room 60 None Estates Branch Lar a Meeting Room 50 None Estates Branch Small Meeting Room to None Computers connected to Estates Branch Computer Lab 20 w/2 per computer) .Internet Microphone, Speakers, Headquarters Regional Su den Theater 94 Projector Microphone, Speakers, Headquarters Regional Courtyard 250 Chairs, Lights Immokalee Branch Meeting Room 65 None Immokalee Branch Meeting Room A 30 None Immokalee Branch Meeting Room B 30 None ''.. Microphone, Speakers, Naples Regional Rees Meeting Room 100 Projector Naples Regional Small Meeting Room 12 None Approved as to form and legal sufficiency: 0Q&AU-* (A A*Yri or Deputy Scott Teach A&91,C7W ^'l" erl 1 " Deputy County Attorney