The purpose of this policy is to assure that the Library grounds shall continue to be used and maintained in a manner which protects and is consistent with their traditional and customary use, and in a manner which supports the primary Library functions of providing materials and collections for the quiet use and enjoyment of the borrowing and reading public.
The grounds are maintained as a landscaped and gardened area of quiet and beauty, for reading, for quiet conversations, for rest and respite in the center of a busy downtown area, and for access to and from the Library building. For these reasons, the Library grounds are generally not available for use for meetings, rallies, or other events which are likely to attract a large number of people or to create substantial noise. Such events are inappropriate to the Library, and they may more appropriately be held at other locations which exist in the surrounding city and county.
The Library also wishes to cooperate with community efforts to stimulate cultural, educational and informational activities, to the fullest extent possible where such expression is also consistent with the customary and traditional uses of the Library building and grounds. Therefore this Policy will govern the use of the Library grounds for planned events not of an individual or incidental nature.
Granting an organization permission to use the Library grounds shall not be interpreted to constitute endorsement by the Howell Carnegie District Library of the policies and beliefs of any group using its facilities.
- An Application for Use of Library Grounds must be completed and signed by an individual with authority from an eligible sponsor. Eligible sponsors are groups and organizations with individual members who reside within the library district or businesses that maintain an address within the district.
- The use of the library grounds requires approval of the Library Board of Trustees.
- Applications for the use of the library grounds are taken on a first-come basis.
- Activities planned for use of the library grounds shall be limited to those which do not exceed 200 people.
- Amplified or excessive sound shall not be permitted during the hours that the library is open.
- Solicitation of library patrons and other passers-by is prohibited except in those cases where the proceeds of the sale of any items on the library grounds shall benefit the library.
- Sponsors are required to cooperate to help assure compliance with the library’s Rules of Conduct. (See attached.)
- All activities must be open to the public. The sponsor must provide necessary and reasonable auxiliary aids/ services to accommodate the disabled for programs if someone requests such aids or services seven (7) business days prior to the activity to comply with the Americans with Disabilities Act.
- No sale or distribution of refreshments are permitted on the library grounds.
- No animals or motorized vehicles are permitted on the library grounds as part of an activity except for those used for people with disabilities or for landscape maintenance.
- Nothing shall be placed on the grounds that could be harmful to grass, trees or flowers.
- Ropes, barricades or stakes will be placed so that there is not a hazard or damage to the underground irrigation system. The building and lawns are not to be enclosed or roped off. Placement of any equipment must be approved during the pre-event meeting with the library’s administrative staff as described in #4 under “Procedures” below.
- A certificate of liability insurance demonstrating that the Howell Carnegie District Library is named as an additional insured party for at least $500 or a security deposit of $500 will be required. If there are no claims, incidents or damage to the library equipment, building or grounds reported as a result of the activity filed within 30 days after event, then the security deposit will be refunded with the next set of bills approved for payment by the Library Board of Trustees.
- Requests for use of the library grounds must be made no less than 35 days to no more than 90 days before the event or activity.
- All organizations, groups or businesses agree to hold the Library harmless from any loss, damage, liability, costs and/or expense that may arise during or to be caused in any way by such use of the Library facilities or grounds.
- In the event of cancellation by the Library of the use of the grounds in case of emergencies, the Library is not obligated to provide an alternate meeting space.
- A group using the grounds agrees to leave the grounds in the same condition it was prior to its activity. Extra custodial costs or costs of damages incurred as a result of the activity shall be paid by the applicant.
- Adult supervision (over the age of 21) is required for all youth groups.
Application Procedures for Use of Library Grounds
- Obtain an Application and General Regulations (this document) from the library administration office.
- Complete the application and turn into the Administration Office one week or more before the board meeting (second Tuesday each month, 7:00 p.m.).
- Have a representative present at the Library Board of Trustees meeting when the application will be considered for clarification of the activity.
- If the use of the Library grounds is approved by the Library Board, a pre-event meeting with the Administrative Staff of the library will take place. Placement of any equipment must be designated during this meeting.