UNION COUNTY PUBLIC LIBRARY DISTRICT

The small meeting room provides conference, meeting or studying space for up to 15 people. Priority for use of the room is given to the following in this order: 1. library department meetings 2. proctored exams 3. government agencies 4. non-profit organizations (civic, educational or cultural) 5. professional or business organizations 6. Individual or small group use for the purpose of studying or discussion 7. other uses may be determined by the UCPL Board of Directors The Library board has approved the following guidelines for the use of the small meeting room:

1. Library use of the room will take priority 2. The room will be available only during regular business hours 3. The room can be booked for a maximum of three hours. Consideration of extra time may be given in special circumstances (proctored exams, etc 4. No admission fees can be charged by groups or individuals using the room 5. The room may not be used by groups or individuals to sell items, or for solicitation of orders for goods or services 6. Reservations will be held for 30 minutes. After that, the room may be available for others. 7. Groups or individuals are responsible for leaving the room as they found it. Those using the room are liable for any damage to the room or its furnishings. 8. No food or drink is allowed in the room, unless pre-approved by the Director. Smoking is prohibited. 9. In order to maximize the availability of the room, it may not be used for a group's regularly scheduled weekly meetings.

Application for Use of Library Meeting Room Must be completed before first use of a meeting room. Please familiarize yourself with our Meeting Room Policy (see attached) to make sure your meeting qualifies to be held at the library.

Organization, Group or Individual Information: Name:

(If Organization or Group) Contact Person:

Date Requested: Time Requested: Purpose of Meeting: Attendance:

Statement of Responsibility and Policy: I have read the Small Meeting Room Policy for the Union County Public Library District and agree to abide by its rules. I understand that our group shall assume financial responsibility for any damages or clean up fees. I understand that the meeting rooms may not be used for sales, solicitation or other commercial purposes. I understand that we will be responsible for our group and its guests while using the library's facilities. I agree to report any injury or accident occurring on the premises. I agree to abide by these and all other terms and conditions as set forth in the Union County Public Library District Small Meeting Room Policy and hereby acknowledge receipt of a copy of the Small Meeting Room Policy. The requesting organization, group or individual hereby agrees to indemnify, defend and hold harmless the Union County Public Library District, its board members, employees and volunteers from any and all liability, claims and damages (including personal injury) as a result of use of the library.

Your reservation will be officially confirmed when the library director approves this form. You will be contacted regarding the confirmation.

Appendices Union County Public Library Rules of Conduct It is the policy of the Union County Public Library District to provide a comfortable environment that is conducive to the use of library materials either by individuals or small groups. The library is designed for the use of all members of the public. Patrons are expected to observe the rights of other patrons and staff members and to use the library for its intended purposes. The Board of Trustees of the Union County Public Library District has adopted the following policy regarding conduct. Any behavior or activity that interferes with legitimate library business will be prohibited. Persons who fail to observe the following guidelines may be asked to leave the library and library grounds or be subject to arrest. Behavior in the library buildings must conform to the laws governing behavior in public facilities as stated in the Kentucky Revised Statutes. (legal definitions of problem behavior terms are appended

The following kinds of behavior will not be allowed in the library or on library grounds: Any behavior that endangers safety or health Violation of any local, state or federal law Vandalism or deliberate destruction of library property or materials Theft of library materials or the personal property of other patrons or staff members. Deliberate disruption of library services Use of abusive language, loud talking or laughing that disrupts or could disrupt other patrons Smoking, eating, drinking in areas not designated for these activities Inappropriate dress-for instance, library users must wear shoes and shirts Panhandling, soliciting and loitering Failure to supervise a child, of whom you are a parent or legal guardian, so that he or she does not disturb other persons in the library or damage library property. These rules are not inclusive of every behavior that will be regulated on library property. The Union County Public Library reserves the right to prohibit any behavior or actions, which we feel, may be inappropriate or disruptive. We appreciate your cooperation in maintaining a pleasant atmosphere in the library. Abuse or misuse of equipment, software or policies will be grounds for revocation of privileges or possible legal action. The first offense will result in a one month suspension. A second offense will result in a six month suspension. A third offense may result in a complete suspension of privileges. Staff guidelines for enforcing this policy are appended. Approved 1/21/98 Revised 6/24/98

Reviewed 4/18/2017 Reviewed 4/18.2018 Reviewed and amended 3/16/2020 Reviewed and amended 12/13/2021 Reviewed Date 05/21/2025