Community Use of Meeting Spaces -

TPL-SER-01_Community Use of Meeting Spaces

1.0 Purpose

The primary purpose of the Library’s meeting rooms and facilities is to provide space for Library programs or services that are aligned with our values and goals, delivered by library staff or in partnership with individuals and organizations. A secondary purpose is to provide accessible and affordable meeting spaces for use by individuals and groups whose primary purpose is the promotion of cultural, educational and community activities, or for the conducting of meetings. Rooms may be available for other purposes at the discretion of the Library CEO.

The terms and conditions of use outlined below have been developed to ensure consistent and fair use of the spaces. All rentals are subject to the terms defined by this policy.

2.0 Definitions

Non-profit organization: a group whose purpose is service to the community rather than financial gain, including registered charities and community groups.

Examples:

Cultural organizations
Public educational institutions
Governments and government agencies (provincial, federal)
Multicultural groups and associations
Churches and religious groups
Registered political parties
Residents / Taxpayers associations
Service clubs and organizations
Youth groups

Commercial organization: a person or group whose purpose is to conduct its operations in order to realize financial profit.

3.0 Bookings

Rooms are generally booked for a half day or full day. A half day is defined as a booking of 4 hours or less. The full day rate applies to bookings of more than 4 hours. Bookings are available up to four (4) months in advance. The user will complete and sign the Timmins Public Library Room Rental Contract acknowledging acceptance of the terms and conditions of this policy.

The rooms are available for rentals during regular library hours, excluding closed days and holidays. Early entry is possible on most days; please enquire at the time of booking. Bookings should allow sufficient time for set-up and take-down by the users. Please conclude your activity at least 15 minutes prior to closing time.

The Timmins Public Library has the sole authority to approve or amend requests to book rooms. The Library also reserves the right to refuse reservations, limit frequency of use, and cancel bookings.

4.0 Conditions of Use

a) Permission to use the facility does not imply any endorsement of the aims, policies or activities of any group or individual. Promotional material must not imply or suggest that the Library is endorsing the program and cannot display the library logo. The Library should appear only as the location of the meeting, and the organization must clearly indicate their names and provide contact information.
b) No games of chance, including bingo and lotteries, are permitted.
c) Charitable fundraising is not permitted on Library property unless authorized by the Library CEO.
d) Library personnel must have access to facilities at all times and may attend any event, meeting or course held on Library premises for the purpose of auditing or reviewing compliance with Board policies.
e) Birthday parties, receptions, weddings, religious services, family gatherings and similar social events are not permitted.
f) Sales of goods are not permitted unless authorized by the Library CEO except for books sold at author readings or book signings.
g) No smoking, vaping, lighting of candles or burning of any other materials is permitted in the Library or its meeting rooms.
h) Only light refreshments or luncheons may be served. Drinks with secure lids are permitted. Food and drink are not allowed in the Computer Lab. Alcoholic beverages are not permitted on the Library premises, unless special permission is granted by the Library Board.
i) All proposed changes to the existing seating arrangement are to be approved by the Library.

5.0 Equipment

a) Two of the rooms are equipped with an overhead projector and screen.
b) Additional equipment such as an easel, flipchart, Smart TV, speakers and telephone, may be available. (See Appendix B)
c) Videoconferencing equipment is not provided.
d) Users are welcome to bring their own equipment.

6.0 Films and music

In accordance with the Canadian Copyright Act any viewing or exhibition of films must have Public Performance Rights. Films may be shown if a license has been purchased by the organizer from a rights holder such as Audio Cine Films or Criterion Pictures. The Library assumes no responsibility if a film is shown in non-compliance with the licensing requirements.

Where music is publicly performed or played, a SOCAN (Society of Composers, Authors and Music Publishers of Canada) license fee must be paid for by the organizer. For pre-recorded music, a Re:Sound license fee may also be required. The Library assumes no responsibility if music is publicly performed or played in non-compliance with the licensing requirements.

7.0 Denial of use

When making the Library’s meeting rooms available for use, the Library is committed to ensuring the dignity and safety of the public and staff without disruption to Library services, and to maintaining the security of Library property. In addition to compliance with the conditions of use listed above, the Library reserves the right to deny or cancel a booking when it reasonably believes:

use by any individual or group will be for a purpose that is likely to promote, or would have the effect of promoting discrimination, contempt or hatred for any group or person based on the grounds protected under the Ontario Human Rights Code of Ontario;
use by any individual or group will be for a purpose or action that is contrary to the law or any of the Library’s policies or Library Users’ Code of Conduct, including violent, threatening, abusive, harassing, disruptive or intrusive language or conduct;
there is a misrepresentation, a likelihood of physical hazard to participants or audiences or a misuse of premises or equipment. Past misuse or non-payment of fees is sufficient grounds for denial of an application;
use by individuals, clubs, groups and organizations is intended to establish the Library as a permanent location for their activities, including establishing offices in Library meeting spaces;

The Library may deny or cancel a meeting room booking when the Library, in consultation with legal counsel where appropriate, reasonably believes that the proposed use is likely to or will include any of the prohibited activities identified above. If the Library discovers that any prohibited activity is occurring after the event has commenced, they may terminate the event.

8.0 Fees

The fees for the use of rooms are established in Schedule A. Fees charged for room bookings vary according to whether the renting organization/group is non-profit or commercial.

Room rental fees are waived only for:

Library programs, partnerships and co-sponsored programs
Library related groups (such as the Timmins Public Library Board, Genealogy Timmins, Porcupine Prospectors & Developers Association, Culture Days)

Final decisions to waive room rental fees rest with the CEO, or designate.

The user is responsible for leaving the room in the same condition it was in upon rental and will be billed for any cleaning, repair and/or replacement of any damaged property in the room or on the premises.

9.0 Payment options

Cash, cheque, invoice or debit/credit on site are accepted. Make cheques payable to: Timmins Public Library.

10.0 Cancellations

A minimum 24 hour notice is required for all cancellations. Otherwise, the group/individual will be charged the entire rental fee.

11.0 Parking

Metered parking is available in the Library’s parking lot. Free parking is available on weekends and after 5 p.m. on weekdays.

12.0 Study Rooms

Two study rooms, which are equipped with a computer, can be booked free of charge for 4 hour blocks and are primarily intended for individual and group study. Rooms may also be used for small meetings. Tutors/proctors may book these rooms, but may not post, publish or distribute advertisements or letters indicating the library as their place of business or otherwise imply library sponsorship for their activities.

Study rooms will be held for 30 minutes only. Please cancel reservations if you cannot come. Time may be extended, as long as the room remains available.

13.0 Computer Lab

The Computer Lab can be booked free of charge for educational purposes, provided that participants are not charged a fee to attend.

REFERENCES

TPL-SER-12 Library Users’ Code of Conduct

Schedule A – Meeting Room Fees
Description	Capacity	Fee
Tembec Room (Multi-purpose room)*	Boardroom Style: 16 Lecture Style: 54 Max. standing capacity: 80	Non-Profit Rates $40.00 – ½ day (up to 4 hours) $80.00 full day (any time beyond a ½ day) Commercial Rates $60.00 – ½ day (up to 4 hours) $120.00 full day (any time beyond a ½ day)
Board Room*	Max. seating capacity: 16	Non-Profit Rates $35.00 – ½ day (up to 4 hours) $70.00 full day (any time beyond a ½ day) Commercial Rates $50.00 – ½ day (up to 4 hours) $100.00 full day (any time beyond a ½ day)
Study Rooms A & B	Max. seating capacity: 6	FREE
Computer Lab	6 computers available	FREE
Users are responsible for leaving the room in the same condition it was in upon rental and will be billed for any cleaning, repair and/or replacement of any damaged property in the room or on the premises.
City Departments will be charged a fee of $30.00 per occasion for room rentals

*These rooms are equipped with an overhead projector and screen

Schedule B – Additional Requirements
Description	Fee
Tea/Coffee	$25/day
Smart TV	$10 – ½ day (up to 4 hours) (In-Library use only) $20 – full day (any time beyond a ½ day) (In-Library use only)
Multimedia Projector with HDMI	Included with rental fee.
Easel	Included with rental fee, if available.
Flip Chart	Included with rental fee, if available.
Speakers	Included with rental fee, if available.
Teleconference phone	Included with rental fee, if available.

All fees include HST.

Motion 21-15 March 22, 2021