Jesse M. Smith Memorial Library

Meeting Room Policy

Approved by the Library Board of Trustees 1/8/2009
Click the following link to obtain the official printable .PDF version of this policy: JMS Meeting Room Policy

The Jesse M. Smith Library makes its meeting rooms available, free of charge, for use by non-profit organizations for non-commercial, cultural, educational and civic purposes. Room availability is contingent on there being no conflict with Library programs or meetings and Town programs and meetings, which have first priority at all times.

Each organization requesting use of a meeting room must complete an application before scheduling a meeting at the library. Applications must be completed by an adult (18+) who assumes responsibility for the group’s usage of the room. Upon review of the application, the Library will contact the organization to confirm bookings.

Any extended or multiple bookings of the Library’s meeting rooms are subject to “bumping” for Library programs or meetings and Town programs and meetings, which have first priority at all times.

Permission to any organization to use the meeting room does not constitute endorsement by the Jesse M. Smith Library of that organization’s philosophy or objectives. Decisions as to the use of the meeting rooms by any organization will be made by the Library Director/Board of Trustees. The Library Board of Trustees reserves the right to deny any meeting room application after review.

The meeting rooms are available free of charge during library hours.

• Monday, Tuesday, Wednesday: 10:00 am-8:15 pm.
• Thursday: 1:00 pm-8:15 pm.
• Friday and Saturday: 10:00 am-4:45 pm.

The following rooms are available for meetings:

The Community Room

• Free of charge during library hours.
• Use of the room after library hours will require a $25.00 room use fee and $20.00 per hour for the janitor.  The room use fee and janitor’s fee must be paid at the time the room is scheduled.
• If beverages or food are to be served, arrangements for kitchen use must be made at the time the room is scheduled.

The Small Conference Room

• Available during library hours only.
• No food or drink is allowed in this room.

The Children’s Program Room

• Available during library hours only.
• Prepared food and beverages only are allowed.  Arrangements to serve food must be made prior to the meeting day with the Children’s Librarian.  There is no cooking of any kind allowed in this room.
• Materials and equipment in this room are for use by library staff only and may not be used by those scheduling the room.  Tables and chairs are available for use.
• Siblings of children using the program room must be supervised (in other areas of the library) by an adult if they are under the age of eight.

Guidelines for Meeting Room Use

• All publicity for meetings held in the Library must carry the name and phone number of the organization sponsoring the meeting.  The Library may not be identified as the sponsor.
• Smoking is prohibited by state law.
• Use of alcoholic beverages is prohibited.
• The library has tables and chairs available. The organization is responsible for setting them up and returning them to storage.
• No signs or posters may be affixed to walls or doors.
• All groups are required to leave the room in a neat, clean, orderly condition.
• Organizations are responsible for paying for any breakage, damage to library property, or any inordinate amount of cleaning resulting from the use of a meeting room.

Application for Meeting Room Use

Application Form [PDF format]

Please download the application form and fill it out, then:

• bring it into the library
   
• or mail it to:
  Attn: Director
  Jesse M. Smith Library
  100 Tinkham Lane
  Harrisville, RI 02830
   
• or FAX it to:
  401-710-7772
  Attn: Library Director
   

Upon review of the application, the organization will be contacted by the Library to confirm the booking.

Click the following link to obtain the official printable .PDF version of this policy: JMS Meeting Room Policy