A) Accepted Use Cases of Meeting Rooms
The Washington County Library System grants the use of the conference rooms at Jonesborough and Gray to community groups and organizations whose aims are educational, cultural, or for the civic betterment
Conference rooms are NOT available for…
Social occasions
Partisan political meetings
Religious services
Sales or commercial purposes
Any purpose that is prohibited by law
Any event that an admission fee is charged
In all instances, if in the judgement of the Board of Trustees, normal library usage would be compromised, usage may be denied.
B) Fees For Usage, Damage, and Cleaning
A fee of $10.00 will be charged for each use of the conference rooms for from one to six hours. More than six hours use will be charged at the rate of $15.00 per day.
If food and beverages are served or consumed, there is a refundable fee of $10.00. Payment should be made in advance. Fees are subject to change without notice. Provided the room, equipment and/or furnishings are left in good order and no cleaning is required beyond the library's normal custodial service, the $10.00 deposit will be returned. Should the room require extra cleaning services above and beyond standard cleaning, the library will retain the $10.00 fee.
If the room, equipment, and/or furnishings are damaged or if cleaning requirement is beyond what the custodial staff can provide, users will be assessed the additional cleaning costs, damage repair costs and/or replacement of equipment or furnishings costs.
C) Usage Priority
When more than one applicant requests the use of the facility for the same time, permission will be granted in the following order or priority:
Library Functions
Groups directly related to the library
Uses and organizations indirectly related to the library
Departments or agencies of the county government
Other governmental agencies
Community organizations formed for educational, cultural, civic, or other purposes as identified in the policy and approved by the Director and Branch Managers.
D) Rules Governing Use
An application for use of the Meeting Room shall require that the applicant agree to the following rules and regulations:
Upon request, applicant or user shall provide evidence the the purpose of the meeting meets Board policy.
An applicant or user shall hold harmless the Washington County Library System, its officials, agents, and employees; and Washington County-TN, its officials, agents, and employees from any liability for personal injury and/or property damage incurred while using the facility. The Washington County Library System and Washington County are not responsible for equipment, supplies, materials, or other items owned or used by any applicant or user in the library.
An applicant or user shall comply with all statutes, ordinances and rules of the library. Failure to comply with these regulations or the directive of a designated representative of the library will cancel further use of library facilities.
An applicant or user shall maintain order during the use of the conference room and shall be responsible for the conduct of those attending the meeting.
An applicant or user shall be responsible for setting up the room with the tables and chairs available for use in the room. Users must restore the facility to its proper condition immediately following use. Any display materials must be installed and removed by the member of the group.
An applicant or user shall not be permitted to crowd library facilities with more persons than are allowed by local police and fire agencies as posted in the meeting facilities.
