Use of the Public Meeting Room

Policy

The library's meeting room and related facilities were planned primarily to be used for library sponsored and cosponsored programs and activities. As a tax-supported public institution the library also tries to share these limited facilities with local non-profit community groups and organizations on as widespread and equitable a basis as possible for educational, recreational, cultural, and informational meetings and programs.

Application Procedure

Forms are available in the Director's Office. A completed application must be submitted at least 30 calendar days in advance of the requested date of use. No reservation will be accepted without the filing of a completed application.

Priority

In all cases regular library activities, followed by groups located within the Thrall Public Library District of Middletown & Wallkill, shall precede outside requests. Priority use for outside groups shall be granted on the basis of educational purposes to be followed by the uses for charitable purposes.

Availability

Except for library and library related programs, groups shall not use the rooms for meeting more than once a month.

Supervision

Organizations and groups granted permission for facility usage shall insure that adequate adult supervision is provided at all times.

The presence of a library employee shall be required during the scheduled time of use. It is the responsibility of the library employee to arrange for access to the meeting room, to examine the room before and after use for discovery of possible damage to or loss of property, and to secure the room upon completion of use.

The permit holder shall reimburse the library for the actual costs of such services by library employees if they are provided during times other than when said employees are regularly scheduled for work. Fees for such estimated costs may be collected in advance of the programs.

Liability

Permit holders shall be liable for any damages to library property, furnishings or equipment so assigned and designated for use. It is recommended that any damage to the property, including missing furnishings or equipment, be noted by the permit holder and brought to the attention of library employees on duty. Damages may lead to the organization being barred from any future use of the room. Permit holders shall be fully responsible for the property and possessions of its members brought into the Middletown Thrall Library or on its grounds and will hold the library free of any and all liability for loss or damage to such personal property of the organization or its members as a result of or during use of the library.

Personal Injury

The permit holder shall indemnify and save the Thrall Public Library District of Middletown and Wallkill harmless from any and all personal liability including bodily injury to its attendees arising from the use of library facilities. In all cases of the use of library facilities by outside groups specific liability insurance is required in the following amounts:

$1,000,000 aggregate - $1,000,000 each occurrence

A certificate of insurance must be submitted to the library as proof of the required coverage, naming Thrall Public Library District of Middletown & Wallkill as an additional insured party.

No Smoking/No Alcohol Policy

Smoking and the use of alcohol is prohibited inside the Middletown Thrall Library.

Fees

The schedule of fees for use of the meeting room at times other than regularly scheduled library hours can be obtained from the Director's Office.

Disclaimer

The fact that a group is permitted to meet at the library does not in any way constitute an endorsement of the group's policies or beliefs. The Board of Trustees of the Thrall Public Library District of Middletown & Wallkill at its discretion shall be the final authority regarding the use of the room.

The meeting room may not be used for partisan political events. It cannot be used for an appearance by a government official or individual who has announced a candidacy for re-election or to another elected position during the campaign period. (The campaign period is defined as the time from the candidate's announcement through the date of the election for that position.)

The meeting room cannot be used by any group or individual for religious serivces, or to distribute religious materials.