314 McLeod Street Big Timber, MT
406.932.5608
Hours: 10am - 6pm Tuesday - Saturday

Carnegie Public Library

Community Room Policy

Meeting Room Policy Statement

The Library Board of Trustees welcomes the use of the Library Community Room (CMR) to non-profit organizations engaged in educational, cultural, intellectual or charitable activities. All programs and meetings in the CMR are to be free and open to the public. Usage of the library by any group does not constitute or imply the Library or its Staff’s co-sponsorship of the event, or its endorsement of any group’s policies, beliefs, or programs.

Meeting Room Description

The Carnegie Public Library CMR is fully handicapped accessible. The room occupancy is 75 people. Chairs, tables and a kitchen are available. A Smart Board is available for presentations. Two public restrooms are located across the hall adjacent to the meeting room.

A local telephone is available in the CMR. Long distance calling is available using a credit or calling card.

Each group is responsible for the furniture arrangements needed for their meeting.

Clean-up and arrangement of the room to initial configuration is the responsibility of the group using the meeting room.

Reservations

Requests for use of the CMR may be made in person or by phone. The CMR may be reserved up to three months in advance. All meeting room requests are recorded on an events calendar. At the time of booking the Library will need to know:

  • Name and size of the group
  • Name and phone number of contact person
  • The date and times the group plan to use the meeting room

The Library shall respond to a room request within two working days to confirm booking.

If there is a need to cancel a room reservation, contact the Library as soon as possible.

A responsible party must check in with a librarian prior to the event or meeting and fill out an Agreement For Use of Library Meeting Room form.

Scheduling Priorities

Library meetings and programs (including Friends of the Library and Women’s Club) have scheduling priority over all other types of gatherings. Local community organizations take priority over users outside the community.

Room Use During Closed Hours

No meetings will be held, except Garden Club and Women’s Club, during library closed days, which are Sunday and Monday or library closed hours unless a Librarian, Library Board Member or City/County Official is present to take responsibility for building security. Any meetings taking place outside of regular Library hours must be approved by a librarian. The Library is open Tuesday through Saturday from 10am to 6pm.

Costs

As of December 1, 2010 a room fee will be charged for the use of the CMR to help defray electrical/ heating expenses. The fee is $10.00 for use of three hours or less and $25.00 for use of more than three hours.

All Big Timber City, County, and Public School related meetings are exempt from fees, as well as pre-approved nonprofit groups listed separately as per the Library Board and/or Director.

A fee of $30.00 will be charged to the visiting organization if the room must be cleaned after a meeting. A cleaning bill will be sent to the presiding person of the visiting organization within 30 days after use.

Regulations and Restrictions

The Library Board shall have the authority to deny a meeting if it is deemed inappropriate the mission of the Library or breach the Library’s Code of Conduct, as advised by the Library Director. Examples of what could be considered inappropriate:

  • Activities which could be harmful or dangerous to the health and safety of presenters, participants, attendees, library patrons and staff
  • Activities that might cause harm to the building and/or its contents
  • Activities that could be harmful to minors, if minors are allowed to participate
  • Disorderly behaviors or noise levels that could be disruptive
  • Illegal activities
  • Activities that for any reason may interfere with the regular operations of the library
  • Activities that for any reason require too much space or too much security beyond the ability of the library to provide

Groups using the CMR may not:

  • Collect or solicit fees or monetary donations for admission from attendees
  • Solicit a patron of the library for any purpose nor distribute any material to those not attending the meeting
  • Engage in direct profit, promote a product or service, or solicit sales, except in conjunction with a library program by agreement with the Library
  • Hold private social meetings or events (e.g. birthday parties, family reunions) or fund-raising activities, except in conjunction with a library program

Meetings held in the Library are subject to fire codes and occupancy load restrictions. The Library reserves the right to require insurance for any group that may pose a liability risk.

Smoking and Alcohol

Smoking is not permitted in the meeting room or within the Library building. Alcohol is not permitted anywhere within the Library building or on the premises except for events sponsored by the Library.

Refreshments

Refreshments are permitted in the CMR and kitchen only. Although the kitchen is fully equipped the CMR area was not designed as a banquet room due to limited ventilation which would allow the escape of heavy cooking smells or air-borne cooking oils. More appropriate foods include: food cooked elsewhere, potluck, sandwiches, desserts or snacks. The kitchen has a stove, microwave, refrigerator, and dishwasher. Clean-up is the responsibility of the group.

Any damage, breakage or spillage by the organization using the facilities, including the kitchen, must be compensated for within 30 days at replacement cost, labor cost, or both. A bill will be sent to the group’s responsible party or to the person who registered to use the room.

Storage and Personal Property

The Library does not provide storage for the property of organizations or individuals meeting in the CMR and does not accept responsibility for materials that are lost or damaged.

Disclaimer

Misuse of Library property could result in immediate suspension of privileges to hold further meetings. Violators may be charged a damage fee in addition to suspension privileges. The Library Board of Trustees has given the Library Director the authority to supervise the use of the CMR and interpret this policy. The Director shall have the right to waive the regulations whenever it is in the best interest of the library or the community and to cancel further use of the library facilities for any organization that does not follow the above regulations.