Community Room Policy

Tillamook County Library supports and endorses the American Library Association's Library Bill of Rights, which states:

"Libraries which maintain meeting spaces, exhibit space or other facilities open to the public should make them available on equal terms to all persons, regardless of their beliefs or affiliations."

The community rooms provide a facility for meetings on a wide variety of topics. The community rooms are reserved in accordance with the following priorities:

1. Library sponsored or related programs.
2. Educational, civic, charitable, and cultural programs sponsored by local non-profit agencies, organizations or government agencies located within Tillamook County.
3. Commercial and private use.

COMMUNITY ROOM CAPACITY

The Copeland and Hatfield Rooms each seat 100 people. The 2 rooms together will seat 200 people.

AUTHORIZATION FOR FACILITY AND MEETING ROOM USE

The Library Director is responsible for managing all library facilities, including the community rooms. The Tillamook County Library Director or a duly authorized designee shall implement the policies outlined in this document.

The fact that an organization is permitted to meet at the library does not constitute an endorsement of the organization's beliefs by the library, its staff, its advisory board or the Tillamook County Board of Commissioners.

The rooms will not be available for use on recognized holidays observed by Tillamook County or any other time during which the Tillamook County Library is closed unless approved by the Tillamook County Library Director.

POLICIES GUIDING THE USE OF THE COMMUNITY ROOMS

The community rooms shall not be used for any purpose that would prevent, discourage or interfere with the use of the Tillamook County Library for purposes of research, reading and study.

1. Users of the community rooms may be asked to leave if use is deemed disruptive or in any way contrary to library policy.
2. The person that applies for the room must have a current Tillamook County Library card.
3. Library staff may enter and remain in a meeting room at any time during a scheduled meeting.
4. No admission fees may be charged or solicited. No donations of money or other property may be solicited or collected from the audience. No promotions or sales of services, products, merchandise, materials or other items are allowed. The Constitution of Oregon, Article XI, Section 9, precludes a government agency like the library from providing financial aid to private enterprise absent a clear public purpose.
5. Meetings booked by other government agencies do not need to be open to the public.
6. Sales of services, products, merchandise, materials or items or solicitations for donations authorized pursuant to a library-sponsored program or event, or on behalf of the Friends of the Library or The Library Foundation, are permitted.
7. As described in number 4 above, commercial use of library meeting rooms is generally not permitted. However, a commercial entity or professional practitioner may use a library meeting room to provide an educational program open to the general public related to his or her field of expertise. In such a case, an educational opportunity offered by an expert provides benefit to the public. During such a program, no attempt may be made to sell, at the time of the program or in the future, a specific product or service offered by the entity or practitioner or any other commercial interest. Therefore, the individual or entity offering the program may not hand out business cards or brochures promoting any business, product or service and may not solicit personal information (names, addresses, phone numbers, etc.) from the program participants, either as part of a pre-registration process or during the program itself.
8. Community rooms may not be reserved for quiet study rooms.
9. Activities for minors, age 17 and under, must be supervised by responsible adults.
10. Permission to use the meeting room is not transferable by any individual or group whose application is approved.
11. Smoking is not allowed in the Library.
12. Alcoholic beverages are not allowed in or around the Library.
13. No tape or pushpins can be used on walls.
14. No open flames allowed.
15. Each group is responsible for ensuring that attendance at its meeting does not exceed the maximum occupancy for the meeting room as set by the Fire Marshall.
16. In publicizing a meeting to be held in a library meeting room, the sponsoring group must be clearly identified. Groups must not imply library sponsorship of their program or organization in their publicity.
17. Meeting rooms are available during hours when the library is open. Meetings must adjourn 15 minutes before closing time unless approved by the Tillamook County Library Director.
18. The applicant shall hold the Tillamook County Library, its employees, and agents harmless from any claim, loss, or liability arising out of or related to the applicant's use of the premises,or from any condition of the used premises, including any such claim, loss or liability which may be caused by or contributed to in whole or in part by Tillamook County.The applicant shall indemnify the Tillamook County Library,
    1. for any damage to the Tillamook County Library's property occurring during the use thereof, whether or not the applicant is responsible therefore and
    2. for expenses and costs, including attorney's fees, incurred by the Tillamook County Library or its employees and agents, in defending against any claims or demands for losses or liability arising from or related to the applicant's use of the premises.

COMMUNITY ROOM USER RESPONSIBILITIES

1. The sponsoring organization or individual is responsible for providing any refreshments served, for keeping food and drink within the designated meeting space, for cleaning up afterwards, and for returning the room to its original condition.The Tillamook County Library may assess charges for damage or cleaning.
2. Time for setting up the meeting and cleaning up afterwards should be included in the meeting time requested.
3. It is the responsibility of the person signing as authorized representative of the group to remain on the premises throughout the period for which it is reserved, to ensure the safety and security of attendees and the Tillamook County Library facility and to further ensure that attendees observe the policies governing the publicuse of Tillamook County Library facilities and meeting rooms.
4. Library facilities and meeting room users agree to pay for any and all damages to library property including, but not limited to walls, floors, grounds and furniture while the applicant is using a meeting room.

APPLYING FOR USE OF THE COMMUNITY ROOMS

1. Applications for use of the rooms may be obtained at the Tillamook County Library or from the website.
2. A signed application must be received in the Tillamook County Library up to 12 months ahead and no later than 72 hours prior to the meeting time requested.
3. The use of chairs and tables may be reserved, subject to availability.(No audio-visual equipment is available.)An indication of these requirements must be made on the application form. Important: The persons using the room will be responsible for putting away tables and chairs, removing garbage and leaving the room as they found it.
4. The Tillamook County Library Director, or designee, will approve/deny the application.
5. Cancellations should be made at least 72 hours in advance.

The Library has a preemptive right to use the community room with a minimum of 10 days notice to a previously scheduled group.

All groups, clubs, entities or individuals using a library meeting room must comply with these rules and with the Behavior Rules Governing the Use of Tillamook County Library. Failure to comply with the rules may lead to immediate termination of the meeting, exclusion of individuals from library premises pursuant to the rules, and/or loss of future meeting room use privileges.