Meeting Room Policies

Mable Murphy Meeting Room Policy

To request use of the Meeting Room, the online application must be submitted by an individual 18
years or older with a valid Homewood Library Card.

The Library provides the use of its Meeting Room as an additional service to groups and
organizations under the conditions established by the Board of Trustees.
The Meeting Room is available for use by all groups and organizations, except for-profit
organizations. A for-profit organization is one whose primary purpose is the sale of property or
services for monetary gain. The Meeting Room is not available for use by individuals.

Reviewed: June 18, 2014
Adopted: July 16, 2014
Effective: July 16, 2014

Section 16.01 Restricted use

The Meeting Room may not be used by any group or organization for the following types of
functions:

A. Commercial ventures

A commercial venture is defined as an activity whose purpose is to promote or cause the sale
of property or services for monetary gain or to raise funds (except fund raising for the
Library).

B. Private social functions

A private social function is one designed for entertainment through companionship with
friends and associates.

C. Political Activity

“Political activity” means any activity in support of or in connection with any campaign for
elective office or any political organization. “Political organization” means a party, committee,
association, fund, or other organization (whether or not incorporated) that is required to file a
statement of organization with the State Board of Elections or a county clerk under Section 9-3
of the Election Code (10 ILCS 5/9-3), but only with regard to those activities that require filing
with the State Board of Elections or a county clerk. General informational meetings on political
topics and non-partisan sponsored debates or forums, not constituting political activity, may
be held.

D. Other

Any other activity which would materially and substantially interfere with proper functions of
the Library, such as excessive noise, a significant safety hazard or a significant security risk.

Reviewed: June 18, 2014
Adopted: July 16, 2014
Effective: July 16, 2014

Section 16.02 Priority

Use of the Meeting Room will be prioritized as follows:

  1. Library-sponsored meetings or programs, including meetings of the Board of Trustees.
  2. Meetings of the Friends of the Homewood Library and other Library-related groups.
  3. Meetings or programs of nonprofit groups/organizations located within the Library District. 

Reviewed: June 18, 2014
Adopted: July 16, 2014
Effective: July 16, 2014

Section 16.03 Use limitations

  • No organization may use the Meeting Room more than four times in a calendar year.
  • The Library reserves the right to set a reasonable time limit for use of the Meeting Room.
  • A group or organization which has been denied permission to use the Meeting Room by the Administrative Librarian may appeal such denial to the Board of Trustees at the Board’s next regularly scheduled meeting.
  • Applications may not be submitted more than three months prior to the use date.

Reviewed: June 18, 2014
Adopted: July 16, 2014
Effective: July 16, 2014

Section 16.04 Damage

A Library staff member will check the Meeting Room before and after each scheduled use and the
Administrative Librarian will notify in writing the person who applied to use the room of any
violations of the Meeting Room regulations. The Administrative Librarian will also notify the Board
of Trustees, which may consider suspending the privilege of using the Meeting Room to that group
or organization. The Board of Trustees, after giving proper notification and due process to that group
or organization, may suspend the group or organization’s Meeting Room privileges.

Reviewed: June 18, 2014
Adopted: July 16, 2014
Effective: July 16, 2014

Section 16.05 Regulations

The following regulations apply to Meeting Room use:

  1. It is the responsibility of the group or organization to insure compliance with fire-code restrictions related to the Meeting Room occupancy limits.
  2. The applicant must be present at the entire meeting, since he or she is one of the responsible parties.
  3. When a group or organization finds it necessary to cancel a meeting, notice should be given to the Library.
  4. Set-up of the room is the responsibility of the group unless a set up/dismantle charge of $30.00 per meeting is paid in advance.
  5. No group or organization may charge an admission fee to the Meeting Room, except for Library sponsored programs for which fees may be charged to defray expenses.
  6. State law prohibits alcohol on library premises.
  7. Meetings may be scheduled only at times when the Library is open.
  8. Permission to use a meeting room does not constitute endorsement of the subject matter of the meeting, or the group’s or organization’s beliefs and policies. As a result, publicity on non-library sponsored meetings must in no way imply Library sponsorship.
  9. Groups or organizations using the Meeting Room may not use the Library as their mailing address or telephone number. 
  10. Signs or posters pertaining to a non-Library-sponsored meeting may be placed in the Library only in accordance with the sign and public notice policy.
  11. No group or organization may store equipment or materials in the Library, except on a temporary basis with the Administrative Librarian’s permission.
  12. The Library is not responsible for personal injury or the loss of/or damage to any equipment or materials owned or rented by a group or organization meeting in the Library.
  13. At the conclusion of the meeting, the group or organization is responsible for placing the room in the condition existing before the meeting commenced.
  14. Nothing may be attached to the walls of the Meeting Room.

Reviewed: June 18, 2014
Adopted: July 16, 2014
Effective: July 16, 2014