Approved by Board of Library Trustees September 23, 2003, amended November 24, 2008
Approved by Town Counsel August 28, 2003

Cary Memorial Library offers the use of its meeting rooms to civic, cultural, intellectual, charitable and educational groups and organizations engaging in activities consistent with the library's mission to provide the Lexington community with materials, resources and services that promote lifelong learning and cultural enrichment. Meeting rooms are not available for the use of private individuals or for-profit organizations.

Public use of meeting rooms is not a primary mission of the library, and must always be subordinate to the paramount need to provide a safe, peaceful, and respectful environment in which to read and study. No use of meeting rooms will be allowed that is likely to disturb library patrons in their customary use of library facilities, impede library staff in the performance of their duties, or endanger patrons, staff or the library building or collections.

Exceptions to this policy may be made at the discretion of the library's Director in consultation with the Board of Trustees as they deem in the best interest of the library and the community.

This policy and the rules here set forth may be amended by a majority vote at a duly called meeting of the Board of Trustees.

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Room Reservations

Priorities for using the library's meeting rooms have been established in keeping with the library's mission and service goals. In scheduling the use of these rooms, the library may grant permission for use of rooms to, in order of priority:

1. library-sponsored programs.
2. groups and organizations affiliated with the library.
3. Town of Lexington departments.
4. Town of Lexington committees.
5. non-profit neighborhood and community-based groups and non-profit organizations from the town.
6. other non-profit groups serving the needs of the community.

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Available Rooms

Cary Memorial Library provides the following meeting rooms:

• Large Meeting Room - Lower Level
  • Seating up to 80 people
  • Equipped with kitchen, audio/visual, digital presentation, data network, and assistive-hearing capabilities. See "Use of Library-Owned Audio/Visual and Electronic Equipment," below, for equipment list.
• Learning Center - Lower Level
  • Seating up to 20 people
  • Equipped with data network capabilities (both wired and wireless), audio/visual and digital presentation equipment.
• The library's Oval Room, Lexington Room and Genealogy Room may not be reserved for group or individual use.

Library meeting rooms are not equipped with fax machines. A conference telephone may be borrowed from the library for use during a meeting. A public telephone is available in the Mass. Avenue lobby.

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Room Fees

• Hourly fees for the Large Meeting Room and the Learning Center will be charged as indicated below:
  • Groups and organizations affiliated with the library, Town Departments and committees- no charge
  • Non-profit groups during regular library hours - no charge
  • Non-profit groups beyond regular library hours - charged for custodial services

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Hours of Availability

• Meeting rooms are available only on those days that the library is regularly scheduled to be open.
• The Large Meeting Room and the Learning Center may be reserved as indicated below:
  • Monday-Thursday: during regular library hours and up to two hours after closing.
  • Friday and Saturday during regular library hours and extended hours dependent upon custodial availability.

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Applications, Reservations and Scheduling

• Any group wishing to reserve library meeting rooms must first submit an application for room use approval. The library will notify the applicant group within one week of receiving the application of room use approval. Once approved, groups may then submit reservation forms for the rooms.
• Applications for room use approval and reservation requests may be made by:
  • Using the online forms (room use approval form - reservation request form) on the Cary Memorial Library web site
  • Filling out a printed form available at the library, and submitting it to the library's administrattive office or reference desk.
• Reservation requests must be made by adults (18 years or older).
• Reservations must be made no more than six months and no less than 3 weekdays in advance of the event.
• Reservations shall be considered, subject to the provisions of this policy, in the order received.
• Custodial fees will be billed. Fees may be paid by check made out to Cary Memorial Library.
• Cancellations must be received at least 3 days in advance of the scheduled meeting. Groups that repeatedly cancel without proper notice or fail to use a reserved meeting room may lose their room use privileges for three months.
• Library staff shall have the right to cancel, re-schedule or transfer meeting room locations or dates that conflict with library sponsored programs and/or special events. In such cases, the library will make its best effort to give advance notice.
• In case of an unscheduled library closing, a group may reschedule another meeting time.

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Use of Library-Owned Audiovisual and Electronic Equipment

• Audiovisual and electronic equipment available in the Large Meeting Room include:
  • LCD video projector
  • Power screen
  • Whiteboard / Smartboard (Library supplies markers)
  • Multimedia lectern containing:
    • DVD player
    • Gooseneck microphone
    • Clip-on microphone
    • RF assistive listening system with four receivers
    • Document projector
    • Audio and video connectors for laptop (Please supply laptop/PC and all Ethernet and power cords.)
  • Conference Telephone

• Audiovisual and electronic equipment available in the Learning Center include:
  • LCD video projector
  • Projection screen
  • Whiteboard (Library supplies markers)
  • Multimedia lectern containing:
    • DVD/VCR player
    • Audio and video connectors for laptop (Please supply laptop/PC and all Ethernet and power cords.)
  • Conference Telephone

• Any person operating library equipment
  • Must be 18 years old or older.
  • Must supply power strips or power cords, laptop or PC, and Ethernet cable.
  • Assumes responsibility for the equipment during the duration of the meeting or event.
  • Must receive training from library staff prior to the scheduled meeting or event.
• Please be aware that there may not be library staff available to assist with the equipment during a meeting or event.
• Groups are responsible for paying for the replacement or repair, at the library's discretion, of lost, stolen, or damaged equipment.

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Rules for Use

The following rules shall be observed in the use of library meeting rooms:

• All meetings must be open to the public.
• No outside group, organization or individual using a library meeting room shall:
  • Charge an admission fee or solicit donations.
  • Sell or promote any material or service for private profit or gain.
  • Engage in fundraising activities, excepting those groups that have arranged with the library to do so in support of library or Town of Lexington programs and activities, at the discretion of the Library Director.
• Groups using meeting rooms may arrange the available tables and chairs as they choose, provided that all pieces of furniture are returned to their original positions at the close of the meeting. Furniture may not be moved into or out of either of the meeting rooms.
• All food and drink must be confined to the Large Meeting Room and adjoining kitchen or the Learning Center. Groups are responsible for cleaning up after use.
• State law prohibits smoking or use of alcohol or illegal substances in public buildings.
• Posting or mounting materials on walls, doors or equipment is prohibited.
• Groups are responsible for paying for the replacement or repair, at the library's discretion, of lost, stolen or damaged equipment and furnishings.
• Groups shall, at their own expense, procure any license or permit necessary for the conduct of their meetings.
• If, in the opinion of the Director, the presence of a police officer is advisable, the group using the facilities will hire one (or more) at its own expense.
• An appropriate number of adult sponsors must accompany groups of high school age and younger children.
• The name, address and/or phone number of Cary Memorial Library may not be used as the official address or headquarters of organizations using library meeting rooms. In issuing posters, press releases or other publicity, groups may not state nor imply that their programs are sponsored, co-sponsored or approved by Cary Memorial Library.
• The Town of Lexington, Cary Memorial Library, its Board of Trustees, the Library Director or employees assume no responsibility for the loss, theft or damage of any property of any group, individual or organization using library facilities.
• Groups using meeting rooms shall ensure that the maximum capacity of each meeting room used is not exceeded.
• Groups using meeting rooms agree to indemnify and hold harmless the Town of Lexington, Cary Memorial Library, and their employees, officers, agents and representatives, from any and all suits, actions, claims, or demands of any nature arising out of or brought on account of any injuries or damages sustained by any person as a consequence or result of the use of the room, its furnishings or its equipment.
• Groups reserving meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.

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