TDL has various spaces available for reservation (“Meeting Area(s)”). Such Meeting Areas shall be grouped into two (2) separate categories based upon their intended use as identified below: Indoor Meeting Room(s) and Outdoor Pavilion. The Indoor Meeting Rooms shall include the Tamarack Room, Genealogy Room, and Study Rooms. Groups or individuals may reserve any of these Meeting Areas by requesting a date and time through the Director or their designee. Such reservations shall occur no more than one (1X) time per calendar month and may be made up to three (3) months in advance, except for the Tamarack Room which may not be reserved more than ten (10) calendar days in advance. Reservations occurring more than once a month can only be made thirty (30) days in advance. All reservations are first come first serve, with library programs receiving first priority. Final acceptance or rejection of requests to use the Meeting Areas shall rest solely with the Director according to the above policies, or in consultation with the Board if special cases not covered by the above rules should arise. Any users reserving the Tamarack Room or Outdoor Pavilion shall sign a Use Agreement and pay the applicable deposit. Such users must be at least 18 years old or have a parent or guardian sign on their behalf.
The following rules of use shall apply to any individual or group reserving TDL’s Meeting Areas:
INDOOR MEETING ROOMS RULES OF USE:
- Users of the facility assume responsibility for setup and cleanup which shall occur during TDL’s normal business hours. Such cleanup, shall include, but not be limited to:
- Trash shall be removed and taken to the designated trash cans. If such a user hosts an event within the Tamarack Room, then the user shall remove the trash from inside the library and place it inside the outdoor trash cans located at the northwest corner of the parking lot.
- Tables, chairs, counters, and floors must be cleaned and returned to their normal setup (See Diagram on freezer door of the refrigerator). In the event, that such cleaning includes wiping surfaces of spilled food or drink, cleaning suppliers shall be provided by TDL.
- Any and all damages shall be the responsibility of the individual or group reserving the applicable rooms, costs incurred shall be invoiced to the entity responsible and payment shall be made to TDL within ten (10) calendar days of the invoice date.
- TDL is not responsible for any equipment, supplies, materials, clothing, or any other items brought to TDL or transported to TDL property by any group or individual attending a meeting in TDL.
- The Board and Staff do not assume any liability for groups or individuals attending a meeting at TDL.
- Alcoholic beverages nor tobacco/nicotine products are NOT permitted anywhere on TDL’s property.
- Refreshments (i.e., coffee, soft drinks, tea, cookies, etc.) may be served in the Meeting Rooms and any food served must be prepared off-site. The refrigerator located within the Tamarack Room is available for use during the reservation period, however, all user’s supplies must be removed after use. Items found or stored within the Meeting Rooms, including items in the refrigerator, cupboards, freezer, etc. are the property of TDL and are not for public use.
- If cleaning fees are necessary due to the use of the Meeting Room, costs incurred shall be invoiced to the entity responsible and payment shall be made to TDL within ten (10) calendar days of the invoice date.
- Organizations using the meeting rooms shall provide all equipment and service utensils, except as otherwise arranged at the time of reservation and approved by the Director or designee.
- No entry fee shall be charged and no selling of goods or services in any of the meeting rooms unless prior approval from the Director.
- Items found within the Meeting Rooms shall not be taken outside the library, unless they are allowed to be checked out and such user follows TDL’s applicable policies for such item.
If an event exceeds the maximum occupancy of the Meeting Room, such users will be asked to reduce the number of participants or vacate the premises. Maximum occupancies for each Meeting Room shall be identified below.
MAXIMUM OCCUPANCY:
Tamarack room: 134
Maxwell room: 9
Study room: 6
OUTDOOR PAVILION RULES OF USE:
- Users of the facility assume responsibility for setup and cleanup of the area. Such cleanup shall include, but not be limited to:
- All trash is to be removed from the Pavilion after use and put within the trash cans located at the northwest corner of the parking lot.
- Tables and chairs must be cleaned and returned to their normal setup (See Diagram inside the supply room door). In the event, such cleaning includes wiping surfaces of spilled food or drink, cleaning suppliers shall be provided by TDL.
- Any and all damages shall be the responsibility of the individual or group reserving the Pavilion, costs incurred shall be invoiced to the entity responsible and payment shall be made to TDL within ten (10) calendar days of the invoice date.
- TDL is not responsible for any equipment, supplies, materials, clothing, or any other items brought to TDL or transported to TDL property by any group or individual attending a meeting in TDL.
- The Board and Staff do not assume any liability for groups or individuals and their guests using the Pavilion.
- Alcoholic beverages nor tobacco/nicotine products are NOT permitted anywhere on TDL’s property.
- Refreshments (i.e., coffee, soft drinks, tea, cookies, etc.) may be served, however any food served must be prepared off-site.
- Supplies may not be stored in the Pavilion supply room for future use without prior agreement from the Director. The supply room must be locked prior to the user leaving. The key may be returned to staff or put in book dropbox located on the south side of the building.
- Items from the Pavilion and Pavilion supply room may not be taken off the library property.
- No entry fee shall be charged and no selling of goods or services unless prior approval from the Director.