RE 05-10-88.1 A RESOLUTION OF THE CITY OF COPPELL, TEXAS
RESOLUTION NO. 051088.1
A RESOLUTION OF THE CITY OF COPPELL, TEXAS, APPROVING A POLICY FOR
THE OPERATION OF THE LIBRARY MEETING ROOM AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the Library Board has approved the attached policy concerning use
of the Library Meeting Room; and
WHEREAS, the City Council of the City of Coppel] desires to approve such policy.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF TIlE CITY
OF COPPELL, TEXAS:
Section 1
That the Library Meeting Room Policy attached hereto as Exhibit "A" be and
the same is hereby approved.
Section 2
This resolution shall become effective upon its passage as the law in such eases
provides.
DULY P/~F~SED by the City Council of the City of Coppell, Texas, on the
day of '-~/JF'f~ , 1988.
/d
ATTEST:
Ci.t~ Attorney - ' ~ -- '
CR88-0318
LIBRARY MEETING ROO~i POLICY
The meeting room of the W. T. Cozby Public Library is
used primarily for library programs and conferences related
to its ca--,' ~,.
~l~o However, ~hen not being used by the library,
i% may, upen proper application and approval, be made
available to Coppell groups and organizations of a cultural,
edueational, or political nature. Public use of the meeting
room by s[loh groups and organization,s shall conform to the
following policy;
GENERAL:
1. The meeting room may be made available, free of
charge, for pllblic gatherings and/er meetings of a
civic, cultural, eduoational/inf3rmat, ional nature
when not being required by the library service
pregram. Any such t'equested use, however, must
compatible with and not disruptive of library patron
research, library reference use of other
municipal activities.
2. No admission charges, collections, dues or sales
shall be made in connection with or required for
participation in any such meeting or function held
in the library meeting reom. E>~ceptions to this
~ertaln programs sponsored
provision may b~ made for
by the library.
The library shall not accept standing reservations
for the library meeting room.
4. The library shall not handle any publicity, If a
request is approved, a news release announcing the
meeting with its topic and speaker should be sent
the newspapers and a copy of i% furnished to the
library so %hat it may be posted,
5. Religious programs and social functiens such as
showers, parties, etc. shall not be permitted.
Folitieal organizations with local resident
sponscrship ~nd/or national organiza6ions with a
Coppell chapter may make applieation for use cf the
meeLing room in accordance wit, h exi~sting
7. Distribution of partisan campaign literature shall
be limited to the meeting room in accordance with
existing ~iiuies,
0~ga~at~3n._ or groups using the llDra~.~y s meeting
room shall not %~ttach post~rs, newsprint, etc. to
the wall:s of the building. Ail displays mt~st be
removed at the ooncl,~sion of the meeti~g.
Organizations or groups conducting or sponsoring
meetings shall assume total responsi~ility for any
and all damages to the room, and contents utilized
during the course of the meeting/functior:. The
person making the reservation shall attend the
meeting or designate an alternate prior to use of
the room.
10. No kitchen facilities are available and only non--
alcoholic light re~resk~er~ts may be served.
11. Any reservation is subject ~o cancellation if
Cit}' Administration or library requires the use of
the meeting room at the time it has been reserved.
In such a case, the library will notify the
applicant as early as possible.
lt. Approval of requests will be made by the Library
Director or the appropriate staff person acting for
the Library Director. The Library Director may
forward any request for reservation to the Library
Beard of Trustees for a finding as to whether any
proposed use of the meet. in~ room falls within or
without the permitted guidelines established herein.
Any applicant may appeal the decision of the Library
Director to the Board of Trustees. Pursuant to the
Coppell Home Rule Charter, Section 8:04B, any
applicant may appeal the decision of the Library
Board of Trustees to the City Council.
tS. Permission to use the meeting room shall not,
any way, co~tstitute an endorsement of any group,
its policies, or activities by the library or the
City.
14. The library system reserves the right to have a
staff member present at any meeting held in the
library facility.
15. Library personnel shall not be responsible,
shall they be available for setting up or clearing
the meeting room.
16. Furniture and equipment provided by the library is
limit~d. A list of any additional non--library
~quipment required shall be submitted at the time
the reservati,_~n request is made and considered for
appro~-al ~
17. Room arrangement prior to the meeting as well as
clearing the room of any non library equipment,
removin~ brash and personal belongings following use
of the room shall be the sole responsibility ef the
person and/or group requesting bhe meeting room.
Smoking i~ the library and meeting room is
prohibited.
APPLICATION:
1. Application for reservabion of the meeting room shall
be made no more than thirty (30) days in advance, nor
less than three (3) working days (seve~ty two (72)
working-day hours) prior tc prcposed use. In
addition, the meeting room z-eser'~ation request
with required information shall be completed and
signed by a responsible adult at least two (2)
working days prior to the r,~om use. Failure to
complete this requirement shall render the
reservation subject to being cancelled.
2. Reservation shall be accepted only from adults.
A short, statement describh~g the program to be
conducted in the meeting room must be submitted with
the application.
4 A deposit, made by check, in the sum off Twenty-five
Dollars ($25,00) will be required at the time
application is made. Such deposit will be returned by
mail if the key to the meeting room is returned by
12:00 noon on the first operational day following the
meeting or as directed by stafi, and the m~seting room
has been inspected and deemed to be in satisfactory
condition by the Library Director. or the appointed
representative. The applicant shall be responsible
for return of the meeting room key, and any damage to
the ronm or its contents and all or part of the
deposit may be retained by the City to offset any
such loss.
5 Failure to comply with the regulations listed in this
policy may result in the loss of future use of the
meeting room and any ether action deemed necessary
by the City or the Library Board.
William T. Cozby Public Library Meeting Room Reservation
Date:
Name or
Organization:
Name of Individual Ass~ning
Responsibility:
Program to be held:
Add/ess: Telephone:
Date
Requested: Time:
Deposit: Date Paid: Receipt #
Date Refunded: If no refund given, write the reason why.
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Set up and arrangement, as well as clearing the room, is the responsibility
of the person making the reservation. The room must be left exactly as
you found it.
Charges will be levied for any failure to follow the rules or for any
d~mages based upon actual repair or replacement charges.
I have read the above and the rules and regulations for the William T.
Cozby Pulic Library Meeting Room and acknowledge that the statement
listed are to my complete understanding.
Date:
Signature:
Staff: