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Meeting Room Information/Policy

The meeting rooms of the Glendale Public Library are available to individuals and groups in the community as a public service. Eligibility, fees, procedures and standards of behavior are determined by the Library. The Director of Libraries has final authority in determining the acceptability of all applications.

ELIGIBILITY

Meetings and sponsoring individuals and organizations cannot use the facilities to promote, oppose, perform or conduct religious activities and must be politically non-partisan in nature.

Individuals, commercial organizations, and non-profit organizations charging admission or restricting admission on the basis of membership may rent the facilities according to the Library's Schedule of Fees and Facilities included in this policy.

Glendale residents, businesses, and organizations may use the facilities at a reduced rate.

Non-profit groups (IRS exemption 501(c) may use the facilities at a reduced fee if taxpayer ID number and proof of non-profit status are provided.

Users of the facilities must agree to maintain safety standards and building security, not to disturb Library patrons or interfere with the regular duties of Library staff, and to follow all instructions of the staff in charge of monitoring the event.

It is the responsibility of the person signing as an individual or the authorized representative of the group to remain on the premises throughout the period for which it is reserved, to insure the safety and security of attendees and the facility and to further insure that all provisions of the contract are followed.

If a Glendale non-profit group wishes to book the Auditorium at Central Library after hours, the next highest fee schedule, "Glendale Individuals and Commercial Organizations," shall apply.

If a non profit group (non-Glendale) wishes to book the Auditorium at Central Library after hours, the next highest fee schedule, "Individuals and Commercial Organizations," shall apply.

If an unusual level of noise is anticipated (such as music being played or performed) bookings at Central Library will be made for such events only on Sundays or after hours on Saturdays.

Fees are waived only upon aproval by the Director of Libraries or by a Library Services Administrator.

MEETING ROOM BOOKING PROCEDURES

MAKING RESERVATIONS

1. Booking is transacted directly with the site (Central Library or Branch Library) of the meeting room.

2. Meeting Rooms may be booked no more than three months in advance (booking for January begins on the first of October, etc.). Booking is on a first come, first served basis. We cannot book further ahead because of cancellations and administrative needs which may arise.

3. Reservations may be made either in person or on the telephone.

4. If reservation is made on the telephone, renter may pick up the contract or have it mailed to them.

5. Hours when reservations may be made at each site are listed in the Schedule of Fees and Facilities. Reservations may be made at other times that staff consider workable.

4. When contract has been completed, two copies are mailed or given to the renter with instructions to sign and return both copies.

5. Contracts must be signed and payment made within one week to hold the reservation.

6. Renters must prove Glendale residency and non-profit status to qualify for rates as indicated. Organizations must have letterhead, printed business cards or some other form of business identification showing Glendale address. Non-profit organizations must show proof of IRS exemption as a 501(c) organization. All problems concerning proof of status should be referred to Library Administration.

SIGNED CONTRACT

1. Any changes must be made in writing on the contract by the renter. If changes are acceptable to the Library site they will be approved and entered on the Library's calendar.

2. If contract is properly signed and payment received, the contract will be dated and initialed on both copies.

3. The original contract and receipt will be mailed to the renter.

CHANGES IN BOOKINGS; CANCELLATIONS

1. Renters have up until 30 calendar days prior to the event to make changes in the booking.

2. If the renter wishes to change dates or specifics of the event, these changes will be made in writing on the contract and on the Library calendar.

3. If an event is cancelled, the cancelled contract will be kept on file for one year.

REFUNDS

1. Refund policy and procedures are governed by the Glendale Municipal Code (section 5-7 et seq). The Code provides that refunds will be made, less "administration and clerical cost entailed by the transaction."

2. The procedure for refunds is as follows:

Requests for refund will be handled by the office of the City Clerk (x2090).
The City Clerk issues the form for claim of refund (Form K-152, copy attached).
Handling of claims is described in GMC (Section 5-9) as follows:
When a claim is filed with the City Clerk, it shall be transmitted to the head of the Department or section which collected or received the money and then it will be reviewed by the City Manager. If the City Manager is satisfied that one of the conditions specified in the preceding sections exists, he shall approve such claim for payment.
There shall be deducted from each refund submitted a sum equal to the administration and clerical cost entailed by the transaction as estimated by the director of finance, provided that such deduction shall not be more than twenty-five percent of the amount otherwise refundable or less than $2.00.

3. Questions about refunds should be directed to the City Clerk.

4. If an event is cancelled less than 30 calendar days prior to the event, no refund is made because of additional administrative and clerical costs incurred and the loss of potential revenue to the City for a rental date which is booked and unavailable to other renters.

5. There is no set charge for cancellations prior to 30 days before the event. Each case is reviewed individually.

PUBLICITY

1. Meetings open to the public and scheduled and paid for in advance may be considered for listing in the Library Events of the Month. All other publicity is the responsibility of the renter.

GLENDALE PUBLIC LIBRARY FACILITIES RESERVATION REQUEST & AGREEMENT

All groups, organizations or individuals who are given approval to use any of the Glendale Public Library meeting facilities must agree to the following:

1. All instructions of the staff must be followed.

2. Meetings and sponsoring individuals and organizations cannot use the facilities to promote, oppose, perform, or conduct religious activities and must be politically non-partisan in nature.

3. The authorized representative signing the contract must remain on the premises, throughout the period for which it is reserved, to insure the safety and security of attendees and the facility and that the Library's standards of behavior are observed.

4. The maximum number of attendees will not exceed seating capacity as stated on the Library's Fees and Facilities schedule.

5. During events held while the Library is open to the public, quiet must be observed. Meeting Room doors must be closed. If the Library is closed, there is no access to that portion of the building.

6. Library business telephones may not be used by renters.

7. All damage or theft that occurs while Library facilities and equipment are being used is the responsibility of the authorized representative signing the contract.

8. No disturbance, change or removal of exhibits is allowed.

9. No pictures, displays, signs, instructions or other materials may be hung or affixed to the walls.

10. Doors, desks and aisles must be kept free from obstructions.

11. Any changes in the arrangement of furniture and equipment must be made by the renter and must be returned to the former setup before leaving the Library.

12. All technical arrangements regarding lighting, equipment, seating, etc. must be pre-arranged by signed contract. No changes can be made at time of the event.

13. No electrical, computer, film or audio equipment may be brought into the Library unless pre-approved in writing by the librarian-in-charge.

14. Storage of personal property is not permitted.

15. Library facilities must be left in a good and clean condition after meetings.

16. No smoking is allowed at any time in Library meeting rooms or buildings.

17. No food or beverages may be served on the premises, unless prearranged by contract and deposit.

18. Library staff use of kitchen facilities may not be obstructed.

19. Pianos at the Central and Brand libraries may not be moved from the stage under any circumstances. No other piano is allowed in the room. The City maintains a regular schedule of tuning for the pianos. Any additional tuning will be at the user's expense and only the City's contract tuner may be used. One rehearsal period of 1� hours can be scheduled without charge for each contract. If tuning or rehearsal time is required, please call (818) 548-2030 (for the Central Library) or (818) 548-2052 (for Brand Library) to make arrangements.

20. The Library may not be used as a mailing address for organizations meeting at the Library.

21. The Library assumes no responsibility for publicity and promotion of events.

22. All persons, groups, or organizations using City facilities under permit take the premises "as is" and assume all risks of injury, including death, to members of the group, organization, event participants, and event spectators (which might arise out of activities or out of conditions present on the City facilities and grounds).

a. Every person, group, or organization shall inspect the City facilities for unsafe or dangerous condition prior to use. Any discovered unsafe condition must be reported to City Staff for repair, in writing. Prior to using under permit, it is permitted to reopen the facility to see that the dangerous condition is corrected or barricaded, or an appropriate and effective warning posted by permittee.
b. Every person, group, or organization using City facilities under permit shall indemnify, hold harmless and defend City, its City Council, officers and employees from any and all liability or financial loss, costs, or expenses (including attorney's fees and costs) resulting from any suits, claims, losses or actions brought against the City, its Council, officers and/or employees which results directly or indirectly from the wrongful or negligent actions of permittee (including its sponsor, spectators, participants, members, officers, directors or agents).
Wrongful or negligent actions include failure to adequately inspect, discover, and remedy or warn of defects in the premises or grounds.
c. Every person, group, or organization using City facilities under permit shall procure and maintain, in full force and effect, during the period of permitted use, a policy of insurance satisfactory to City which shall insure City against any liability of whatsoever nature on account of bodily injury (including death) or property damage arising out of or in connection with the event or activity or the use of said premises by permittee (including sponsor, participants, spectators, officers, directors, partners, or agents), including all costs of defending any claim arising as a result thereof. The insurance policies required herein shall be in an amount and on forms approved by the City. City, at City's sole option, may waive all or part of the foregoing requirements regarding indemnity and insurance, or require the user to obtain similar insurance coverage, either through the City or by other arrangement approved by the City, and user shall be required to reimburse City for the cost of any insurance provided pursuant hereto.

23. All rules and regulations not contained in this list, including those found in the laws of the State of California, City of Glendale Charter and Municipal Codes, and any lawful order of law enforcement officials, Library staff, fire officials, or duly authorized employee of the City, must be adhered to. All provisions of the Glendale Municipal Code are incorporated by reference herein as if fully set forth. Copies of the City Charter and Municipal Codes are available in the office of the City Clerk and at all Glendale libraries.

24. The Glendale Public Library reserves the right to deny use of these facilities to any group, organization or individual that may cause disruption to the ordinary and usual operations of the Library facility.

25. Any changes in scheduling must be made no later than 30 days prior to the event. Fees for reservations which are cancelled 30 or more days prior to the event will be refunded as provided in Glendale Municipal Code, Section 5-7 et seq. No refund will be given for cancellations made less than 30 days prior to the event (GMC, section 5-7 et seq.).