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Meeting Room Policy

1.      The Kolvoord Community Room shall be available to groups or individuals for participation in activities of an educational, cultural, intellectual or charitable nature.  This room is available to the people of the community on an equitable basis, regardless of beliefs or affiliations of the individuals or groups requesting its use.

2.      The Library does not advocate or endorse the viewpoints expressed by community room users.  Procedures for use of the Kolvoord Community Room are in the Kolvoord Community Room Reservation Book at the Circulation Desk. Any publicity for non-Library sponsored events must include “this is not a Brownell Library sponsored event” in the publicity.

3.      The following regulations govern the use of the Kolvoord Community Room:

a)     The room may be used by any member of the community as a meeting space for any lawful activity appropriate to the size and nature of the room. The first priority for its use is for any programs sponsored by the Brownell Library; second priority is Local Government use. Permission to use the room will then be granted on a first come, first served basis. Only not-for- profit programs/presentations will be permitted. The Library Director reserves the right to cancel any prescheduled use of the conference room due to unforeseen circumstances.

b)     Reservations may be made at the Circulation Desk on first-come, first- served basis. Groups may only use the room once per month. Reservations shall be allowed up to three months in advance, and must include set up and break down time. A representative of any group, organization or any individual using the room must sign an Acceptance of Responsibility Form at the time of any reservation.

c)      All events must be free and open to the public; however, charges to cover the cost of materials may be levied if the person or group has the permission of the Library Director in advance.

d)     Alcohol and nicotine products are not permitted

e)     All activities must be completed by 10:30 p.m.

f)        Groups must set up in advance and take down the room at the end of an event, putting chairs and equipment back where they found them.

g)     Individuals or groups shall be responsible for any damage occurring during the use of the room.

h)  A refundable deposit of $10.00 will be required to make a reservation for use of the room.  The key may be picked up on the day prior to the event, when the library is open, and returned in the book drop at the south entrance after the event.  The patron shall pick up the deposit within two weeks.  Any deposit not picked up within two weeks will be considered a donation to the library.

i)        The Village of Essex Junction and the Brownell Library Board of Trustees are not responsible for any accident, injury, or loss of individual property while the room is in use.

j)  Groups must provide their own computer or audiovisual equipment when using the room for non-Library sponsored events.

This policy was approved by the Board of Trustees of the Brownell Library, September 21, 2004 and revised December 19, 2017.