AMERICAN FORK LIBRARY

MEETING AND STUDY ROOM

POLICIES

Adopted by the American Fork City Council

on May 23, 2000 and amended thereby on

September 13, 2005, May 27, 2008, and

January 27, 2009*

*This policy (i.e., the American Fork Library Meeting and

Study Room Policies, as revised/amended), was approved by

the American Fork Library Board of Trustees, in a duly-called, open

meeting of the same, on February 3, 2000; and was

recommended to the City Council of American Fork City

for adoption, as an official policy of the City, to be effective

immediately upon adoption by said Council.

Review/amendment and approval by the American Fork Library Board

of Trustees in a duly-called, open meeting of the same,

on September 1, 2005, May 14, 2008, and

November 12, 2008.

AMERICAN FORK LIBRARY

MEETING AND STUDY ROOM

POLICIES

GENERAL POLICY
1. In keeping with its mission, the American Fork Library offers the use of its meeting rooms for social and cultural activities and for discussions of issues and matters of public interest. These rooms are available to all groups, provided the meetings are open to the public and the purposes and actions are legal and do not interfere with the activities of the library.

 2. Use of the meeting rooms does not constitute endorsement by the library and American Fork City of points-of-view expressed by participants in a program.

 3. Commercial groups, political organizations, unions, educational, civic, cultural, other not-for-profit and for-profit groups may reserve the rooms during regular library hours to conduct meetings, subject to the following:

               A. Payment, in full, in advance of scheduled use, of the applicable hourly rental fee:

                                Meeting Room105 (capacity 10)                                                  $10.00
                        Conference Room (Room 128) (capacity 20)                             $15.00
                        Gardner Community Room (Room 131) 
                                         With or without use of Kitchen (seating capacity 60, $25.00
                                                                      max. capacity 100)

                     This payment will confirm the room reservation. The full rental fee will be forfeited if no reservation cancellation has been made at least two (2) working days prior to the reserved date.

              B. Payment, on the day of scheduled use, of the applicable deposit.

                                                                                                                                                               Long Term
                         Meeting Rooms 105                                                       $50.00                                   $75
                        Conference Room (Room 128)                                      $50.00                                   $75
                        Gardner Community Room (Room 131) 
                                        with or without use of Kitchen                          $50.00                                    $75

                         The amount of the deposit – less any deductions therefrom for damage to or uncleanliness of the rooms upon  termination of their use, or other damages suffered by the library as a result of any rules or policy violations(s) as provided herein (e.g., smoking in the library, etc.), – will be refunded upon check out with and inspection by library staff (which, so far as practicable, will occur immediately following the use of the room). The full deposit will be forfeited if the inspection checkout is not completed.

              C. Use of any room beyond the paid scheduled reservation time will be deducted from the deposit.

               D. A signed and dated Acknowledgment and Agreement form will accompany the payment of the fee.

 5. Reserved rooms (whether or not a rental fee is assessed) shall be left in as clean and tidy a condition as existed when the room users first took occupancy thereof. Sponsor/Applicant shall be assessed and charged for any damage (beyond reasonable wear and tear) to the rooms they use, as well as for the reasonable costs of any repairs, replacements, and/or unnecessary cleaning/tidying of the rooms occasioned by their use.

 6. The name and/or address of the library may not be used as the official address or headquarters of an unaffiliated organization meeting in the library.

 7. Children of people attending the meeting must be supervised at all times by an adult.

 8. Groups of youth and children – high school age and under – must be sponsored and must be supervised by an adult. There should be 1 adult per 5 children or youth.

 9. Reservations will include the name of the organization, time desired, number of persons expected, and name, address and telephone number of the person responsible.

 10. Reservable rooms/facilities in the library are available for use by American Fork City, its departments, and committees, during or after regular business hours, without fee or deposit. Such use shall be reasonable and should be reserved in advance.

11. Study rooms (rooms 116 and 219) will be made available, for reasonable periods of time, at no cost to any individual or group for study purposes. The Library will make every effort to see student study needs are met.

 RESERVATIONS
1. Only adults can make room reservations.

 2. Long term reservations for monthly meetings may be made for three (3) months at a time and up to three (3) months in advance. Exception may be made for City agencies which are required to announce annual meeting notice. Deposits for long term reservations will be deposited with American Fork City and the amount of the deposit - less any deductions - will be refunded by American Fork City, 3 to 4 weeks after the long term rental.

 3. Rooms will be assigned in order of receipt of paid reservation – whether by mail, or in person to a library building scheduler present at the library.

 FURNITURE AND CLEANUP
1. Moving tables, chairs and other furniture/equipment from one room to another must be authorized by library personnel.

 2. The library will not provide storage, even temporarily, for the property of organizations meeting in the library building.

 3. To ensure no damage shall occur to the library, all decorations must be pre-approved by the library director or designee.

 4. The sponsor of the meeting must be responsible for setting up and taking down the room and returning the room used to the condition in which it was found when the meeting began. Kitchen facilities, if used, must also be cleaned.

 5. A piano is provided in the community room for community use. It may be moved out of the room only with library approval, but must remain in the building. Groups scheduling private recitals will be assessed a $10.00 user fee to help defray the costs and expenses associated with keeping the piano properly tuned

6. Any furniture or equipment (except projectors and screens), other than that furnished by the library, may only be used with library approval.

 FOOD AND SMOKING
1. Smoking is not allowed in any area of the library.

 2. Light refreshments or catered meals may be served in the Gardner Community Room (Room 131) and rotunda. Light refreshments may be served in the Conference Room (Room 128). Refreshments will not be served in other meeting rooms and cannot be taken from rooms where they are served.

 3. Punch or drinks made from a base containing a dye (e.g., red, green, etc) will not be allowed in the meeting rooms, as the stains cannot be removed even commercially.

 4. American Fork City fire safety regulations must be observed in all meeting rooms.

 HOURS
1. Scheduled group meetings will comply with the library’s public service hours.

 2. Check-in must be at the Circulation Desk to receive instructions and arrange to have the door unlocked. Payment of the deposit is due at this time.

 TELEPHONE
1. Incoming messages will be accepted for persons attending meetings.

 2. Outgoing calls may be placed from the public phone in the foyer.

 ROOM CAPACITIES
Capacities below are maximum for each room as prescribed by the American Fork City Fire Marshal. Attendance must not exceed maximum capacity. The Library will ask for compliance with the room capacities and reserves the right to terminate the use of the room and require forfeiture of the deposit for non-compliance with the library’s request.

                Meeting Room 105                                          max. capacity 10 persons
            Conference Room (128)                                 max. capacity 20 persons
            Gardner Community Room (131)                  seating capacity 60 persons
                                                                                       max. capacity 100 persons

ACKNOWLEDGMENT AND AGREEMENT

I hereby acknowledge and declare:

 1. That I am the sponsor or the authorized agent of the sponsor of the meeting to be held in  Room__________________________on ______________________from ______________
to ___________.

 2. That I have read the rules and conditions set forth in the American Fork Library Meeting and Study Room Policies.

 3. That I understand and hereby agree to comply with those rules and conditions and to ensure their compliance by those who shall use the above-referenced room(s) during the date time period set forth.

 4. That – to confirm my room reservation – I have enclosed herewith the applicable room fee(s) (as provided in the American Fork Library Meeting and Study Room Policies) and returned the same to the American Fork Library, located at 64 South 100 East, American Fork, Utah 84003.

_________________________ ________________________

Organization’s Name Signature

_________________________ ________________________

Mailing Address City and Zip

 _______________________ _________________________

Date Name (Printed/Typed)

PRIVACY AND CONFIDENTIALITY OF LIBRARY RECORDS

This policy protects the privacy of those who borrow materials and request information from the American Fork Library.   The Library also protects the privacy of those who use its Web sites and other electronic services.

( c ) records of publicly funded libraries that when examined alone or with other records identify a patron.

All circulation records and other records identifying the names of library users are to be held confidential. Information contained in a patron record may only be released under the following limited circumstances as described in Section 63-2-202 (1) of the Utah Code:

(1)     Upon request, a governmental entity shall disclose a private record to:

    ( a ) the subject of the record;

    ( b ) the parent or legal guardian of an unemancipated minor who is the subject of the record;

    ( c )   the legal guardian of a legally incapacitated individual who is the subject of the record;

    ( d ) any other individual who:

       ( i )   has a power of attorney from the subject of record;

       ( ii )  submits a notarized release from the subject of the record or his legal representative dated no more than 90 days before the date the request is made; or

       ( iii ) if the record is a medical record described in Subsection 63-2-302 (1) (b), is a health care provider, as defined in Section 26-33a-102, if releasing the record or information in the record is consistent with normal professional practice and medical ethics; or

    ( e ) any person to whom the record must be provided pursuant to court order as provided in Subsection (7) or a legislative subpoena as provided in Title 36, Chapter 14.

(3) If there is more than one subject of a private or controlled record, the portion of the record that pertains to another subject shall be segregated from the portion that the requester is entitled to inspect.       

American Fork Library will maintain the Utah Code in providing privacy and confidentiality.  Under supervision privacy audits may be conducted by library personnel to ensure that all library programs and services comply with this Privacy Policy.  Patrons who have questions, concerns, or complaints regarding the library's handling of their privacy and confidentiality rights should file written comments with the Library Director.

Adopted by the American Fork Library Board

Third Party and Law Enforcement Requests for Library Records and User Information

The Library Director may designate one or more library employees to serve as persons responsible for responding to any request for library records or information about a library user when the Library Director is absent or unavailable.

The circulation and registration records of the American Fork Library shall not be made available to any third party nor any law enforcement agency of a local, state, or federal government except when a court order in proper form, issued by a court of competent jurisdiction after a showing of good cause, is presented by the law enforcement agency or person seeking the records.

No library employee or volunteer may release library records or reveal information about a library user to any third party or law enforcement agent unless authorized to do so by the Library Director or the Library Director's designated alternate. In all circumstances, without exception, employees and volunteers shall follow the procedures set forth in American Fork Library Staff Procedures, "Guidelines for Responding to Requests for Library Records and User Information."

Adopted by the American Fork Library Board

Information will be forthcoming.

$                   Computer Equipment and Software:

$                   Only computer equipment and software owned and installed by the American Fork Library may be used on library computers.  Adding, deleting, or modifying the installed hardware or software is expressly prohibited.  Ask the Library staff for assistance if you are experiencing difficulty with the equipment or software.  Intentionally damaging software or equipment may result in prosecution.

$                   Laptop computers may be used in the library at your own risk, provided the cords do not interfere with walkways and/or the use of the laptop does not alter the setup of any library equipment.

$                   Outside disks, portable hard drives, and zip drives will be allowed.   The library will not be responsible for storing patron disks and drives.

$                   Users must read and accept  the Library=s Internet and Computer Use Policy online to access the Internet.

$                   Children under the age of 18 are required to present a current American Fork Library Internet User card.

$                   To obtain a card, parent(s) or legal guardian(s) and the child must read the American Fork Library Internet and Online Access Policy Procedures and Guidelines together.

$                   Parents or legal guardians must decide if the child will be able to access the Internet only with parent(s) or legal guardian(s) in attendance or if the child will be able to access the Internet without parent(s) or legal guardian(s) participation.

$                   In order to access the Internet each time, the minor is required to Aaccept@ the Internet and Online Access Policy online after entering a PIN.

$                   This policy applies to all users, public and staff, of the American Fork Library computers or networks.

$                   Patrons wishing to comment, ask a question, or make a complaint about the Library=s Internet and Online Access Policy, its enforcement, and/or any observed patron behavior, are invited to contact one of the librarians and/or fill out one of the Library=s Patron Input forms that are available upon request.