PHPL Meeting Rooms - Frequently Asked Questions

Pauline Haass Public Library Meeting Room FAQ

			FREQUENTLY ASKED QUESTIONS This is not a comprehensive list of all procedures and/or policies. Please read the Meeting Room Policy for more complete information and a downloadable policy/application form in PDF format. Who may apply? When may I apply? What time may my meeting start/end? What may the rooms be used for? How often may the room be used? What is the cost? What equipment is available? How many people can the rooms accommodate? What about kitchen facilities? Do I need to clean up afterwards? Regulations Who may apply? The applicant must represent a not-for-profit club, organization or business based in Waukesha County, or a for-profit organization based in Sussex or Lisbon. Individuals may not reserve the meeting rooms. The Library has a 6-person study room that individuals can use. Please ask at the Reference Desk. The application must be signed by an authorized adult representative of the group who shall attend the meeting and be personally responsible for the conduct of the meeting and for any damages. A group which lacks a sponsoring adult in attendance at meeting time will not be allowed to use the room unless a waiver has been granted by the Library Board in advance. When may I apply? Applications must be submitted at least seven days in advance of the requested date to allow sufficient time for processing. Groups wishing to use the meeting rooms may apply for dates up to six months in advance. An application is not a guarantee of use of the room. The Library regrets that because of its growing need to use the rooms for its own programming, which may not be planned that far in advance, confirmation of a date may not be available until 6 weeks in advance of the requested date. The Library’s meeting rooms may therefore be unsuitable for groups with a need to plan more than six weeks into the future. What time may my meeting start/end? Meeting setup may be scheduled to begin after the Library opens to the public on any day. Allow time for setup and cleanup in addition to the program time when scheduling a meeting. There is no access to the building for setup or meeting activities before 9:30 a.m. on weekdays and Saturday, and before 1 p.m. on those school-year Sundays during which the library has open hours. Groups whose meetings will extend beyond closing hours must notify the Library by checking the box on the application form. The Library closing times are: Monday through Thursday at 8 p.m. Friday at 5 p.m. Saturdays during the school year at 4 p.m. Summer Saturdays at 1 p.m. Sundays during the school year at 4 p.m. What may the rooms be used for? Meeting rooms may not be used by any organization for commercial purposes or by an individual for private social events. Meetings by for-profit groups may not be open to the public or to invited potential customers. These meetings may be attended only by employees or business associates of the organization, for conferences, staff training or evaluation purposes. Meeting rooms may not be used for any purpose which, in the opinion of the Director and/or the Library Board, may interfere with the normal use of the Library. Use of the meeting rooms does not constitute an endorsement of the views of the user of the room by the Library. Groups using the meeting rooms are not permitted to charge registration fees or to require the purchase of an item as a condition of attending a meeting. Membership dues and voluntary incidental donations (such as coffee money or the recovery of photocopy costs) may be collected. Membership dues may be collected provided no one is excluded from attending if not a member. How often may the room be used? In order to make the meeting rooms accessible to as many groups as possible, the following limitations on frequency apply. Quad/Graphics Room: use by an organization is limited to one open public meeting a month for non-profits and one non-public meeting a month for for-profit organizations. Small meeting room: an organization may use this room for one open or private meeting per week. With special permission, a group may use a room two days consecutively or for two non-consecutive days a month for related meetings or presentations. A parent organization and its sub-groups will be considered as separate entities if this is specified at the time of application. What is the cost? Rooms are available for use without charge by Waukesha County non-profit community groups. In cases where a non-profit designation is not readily apparent, proof of tax-exempt status may be required to establish eligibility to use the rooms without a fee. The fee for use by Sussex or Lisbon for-profit groups using either room is $50 per date, payable with the application for use. What equipment is available? Quad/Graphics Room: A VCR, DVD player and large screen TV, an overhead projector, a wall mounted screen and an easel, a podium, sixteen 18” x 72” tables, and 100 chairs are available for use by groups who have specified their use in their application. Intent to use any equipment must be indicated on the application form, and the person signing the application form assumes personal responsibility for any damage. Library staff is not available to assist with equipment. Small meeting room: This room contains a table and twelve chairs. It will not accommodate any equipment other than an easel. A group may have not more than 12 people in attendance in the small meeting room. How many people can the rooms accommodate? A group may have no more than 100 people in attendance in the Quad/Graphics Room. Groups using the small meeting room may have not more than 12 people in attendance. What about kitchen facilities? There is a kitchen that is accessible from both meeting rooms. Access to the kitchen must be requested on the application form. The kitchen is to be used for staging and serving, not for meal preparation. Staff and members of a group using the other meeting room may be using the kitchen at the same time. A sink, microwave oven, half-shelf of a refrigerator, a 10-cup coffeepot, one 30-cup coffeepot, and one 30-cup hot-water pot are available if requested at the time of application, and confirmed by the Library. No supplies are provided. The serving of non-alcoholic beverages and light snacks is allowed in the room, with prior approval as described on the application form. Each group using the kitchen is required to clean and leave it in good order after use. The responsible party will be billed for any extra cleaning required in the meeting room or kitchen as a result of serving food or beverages. Do I need to clean up afterward? Yes. Because of limited staff, the Library cannot assume responsibility for setting up the rooms or for cleaning the rooms after each use. The responsibility for setup and clean up is assumed by the group using a room. The person responsible for a meeting will be given a checklist when a room is unlocked, and must see that the procedures listed for cleaning are carried out. Each group using the kitchen is required to clean and leave it in good order after use. The responsible party will be billed for any extra cleaning required in the meeting room or kitchen as a result of serving food or beverages. Regulations: Organizations that wish to continue using Library facilities must abide by the following regulations. All advertisements, announcements, press releases, flyers, etc. relating to meetings by for-profitgroupsheld at the Library must clearly state that the meetings is not sponsored by the Pauline Haass Public Library. Copies of all promotional materials pertaining to the meeting must be sent or brought to the Library at least 3 days prior to the meeting. This regulation may also be required of non-profit groups. Each group will be admitted to and must vacate the room at the scheduled time. Access prior to scheduled time is not possible. Setup and cleanup time must be included in the scheduled time block. Groups using the meeting rooms are not permitted to charge registration fees or to require the purchase of an item as a condition of attending a meeting. Membership dues and voluntary incidental donations (such as coffee money or the recovery of photocopy costs) may be collected. Membership dues may be collected provided no one is excluded from attending if not a member. The name, address or telephone number of the Pauline Haass Public Library may not be used as the address or headquarters of the group meeting at the Library. Smoking, use of tobacco products, and use of alcohol or malt beverages is prohibited anywhere in the building, with the exception of wine or malt beverages served at functions hosted by the Library Board, Friends of the Library, or PHPL Foundation with prior specific written permission from the Library Board and necessary approval/licensing by the Village of Sussex. Groups using the meeting rooms will comply with the provisions of the Americans with Disabilities Act which require that a meeting or materials at a meeting be provided in accessible format in response to a request. Displays may not be affixed directly to the walls of the meeting rooms without prior approval. Nothing installed or posted by the Library may be removed from the walls. Parents or caregivers who bring children to meetings in the Library must abide by the Library’s Unattended Child policy. Children of any age who cannot conduct themselves appropriately or require repeated staff intervention, may not be left unattended anywhere in the building. When a meeting continues after the Library is closed, children must remain in the same meeting room as their parent or caregiver. Playing in the lobby area, kitchen or restrooms is prohibited. The Library is not responsible for equipment or material owned by a group and used in the Library. Such equipment may not be stored at the Library. The Library does not provide assistance with carrying supplies or equipment, and custodial help and assistance with the operation of equipment are not available. Displays, posters, and literature connected with a meeting in the Library may not be placed anywhere in the Library prior to the meeting, except as allowed by the Posting and Distributions Policy. A small sign announcing the meetingmay be posted on the meeting room doors or on an easel no earlier than one-half hour before the program, meeting, etc. will begin. No other information or displays can be placed outside the meeting room while a meeting is taking place. Because of the special relationship the Library has with the municipalities of Sussex and Lisbon, the Library Board may make special accommodation for their needs. Accommodation may also be made for the needs of the Hamilton and Arrowhead school districts, as state law defines a special relationship between public libraries and public schools, evidenced by the requirement of the appointment of a school district representative to library boards. For and in consideration of the use of the meeting room and Library facilities, any person or group using same hereby agrees to indemnify and hold harmless the Pauline Haass Public Library from any and all actions, suits, relating to its use of such rooms and facilities. Further, such person or group agrees to reimburse the Library for any and all costs for repair of any and all damage as may be caused directly or indirectly to the room and/or facilities by such use thereof. If any organization refuses to pay for the damage the matter may be referred for legal action. Appeals and/or comments on meeting room policies and regulations may be made to the Library Board in writing. Address such communications to: Pauline Haass Public Library Board of Trustees N64 W23820 Main Street Sussex, WI 53089 Phone (262) 246-5180 Fax (262) 246-5236 Return to Meeting Room Information page

Pauline Haass Public Library Meeting Room FAQ

FREQUENTLY ASKED QUESTIONS

Pauline Haass Public Library
Meeting Room FAQ