HomeMy WebLinkAbout1999-12-07; City Council; 15533; Library Meeting Facility Use Policies & Procedures/’ . .
AB# 4Z.j3
MTG. 12107199
DEPT. LIB
- - ii-3 CITY OF CARLSBAD -AGENDA BILL
TITLE: APPROVAL OF LIBRARY MEETING FACILITY USE
POLICIES AND PROCEDURES AND FACILITY USE FEE
SCHEDULE l CITY ATTY.
CITY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. 94-5~~ approving the Library Meeting Facility Use Policies and
Procedures and Facility Use Fee Schedue.
ITEM EXPLANATION:
Library staff has developed a meeting facility policy to be used for booking by the public of
the main library auditorium and meeting room and the conference room at the Cole Library.
The Library Meeting Facility Use Policies and Procedures is consistent with current City
policy and emulates the facility policy of the Community Services / Recreation Division.
Facility use fees are also consistent with current City fees and are based on a review of
those fees as well as a survey of fees charged by other libraries in the area and by the
private sector.
The Library Board of Trustees approved the policies and procedures at its meeting of
October 20, 1999, and the facility use fees at its meeting of November 17, 1999.
FISCAL IMPACT:
The Library has not had meeting facilities for many years. Without a history of meeting
room use, it is difficult to forecast the revenue that may be generated from use of the new
meeting facilities. Because of public interest that has been expressed about the use of the
meeting facilities, it is anticipated that there will be considerable use made of the facilities by
organizations, both not-for-profit and business and commercial organizations.
EXHIBITS:
1. Resolution No. @?-5.% approving the Library Meeting Facility Use Policies and
Procedures and Facility Use Fee Schedule.
2. Carlsbad City Library Facility Use Policies and Procedures and Facility Use Fee
Schedule.
3. Meeting Facility Use Fee Schedule
RESOLUTION NO. 99-524
1 A RESOLUTION OF THE CITY OF CARLSBAD, CALIFORNIA,
2 APPROVING THE LIBRARY MEETING FACILITY USE POLICIES
AND PROCEDURES AND FACILITY USE FEE SCHEDULE
3
4 WHEREAS, Library staff has developed a meeting facility policy to be used by
the public for booking the main library auditorium and meeting room and the
5 conference room at the Cole Library; and
6 WHEREAS, the Library Meeting Facility Use Policies and Procedures and the
7 Facility Use Fee Schedule are consistent with current City policy; and
0 WHEREAS, the Library Board of Trustees approved the policies and
9 procedures at their regular meeting of October 20 1999; and the fee schedule at their
10 regular meeting of November 17, 1999; and
WHEREAS, the City Council of the City of Carlsbad has the authority to 11 establish fees for City services; and
12 WHEREAS, from time to time said fees are reviewed and.evaluated to maintain
13 an adequate fee structure recovering costs for City services; and
14 WHEREAS, the City Council has determined the cost of providing general
15 services and finds it necessary to recover the costs for City services.
16 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, 17 1. That the above recitations are true and correct.
18 2. That the City Council approves the Library Meeting Facility Use Policies
19 and Procedures (Exhibit A) and the Facility Use fee schedule (Exhibit B).
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3. This resolution shall become effective on January 15, 2000 for the
Library Meeting Facility Policies and Procedures and Facility Use fees.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City
Council of the City o?Carlsbad, California, at a regular meeting held on the 14th day
of DECEMBER , 1999, by the following vote, to wit:
AYES: Council Members Lewis, Hal
NOES: None
ABSENT: None
(SEAL) KAREN R. KUNDTZ, Assistant City Clerk
F -
EXHIBIT #2
CARLSBAD CITY LIBRARY
MEETING FACILITY USE POLICIES AND PROCEDURES
Meeting Facilities
1. Public Meetinp Facilities Policy Statement
2. Description of Meetinp Facilities
Reservation Procedures
3. Reservation and Cancellation Procedures
4. Application Procedures
5. Classification of Applicants
6. Liabilitv Insurance Requirements
Rules
7.
8.
9.
10.
11.
12.
Admission and Sales
User Conduct
Kitchen Use, Food and Beverage Service
Set-up, Break-down, Clean-up and Load-out
Hours of Use
Fees for Use of Meetiw Facilities
CARLSBAD CITY LIBRARY ,-
MEETING FACILITY USE POLICIES < ,<OCEDURES
-
1. Library Meeting; Facility Policy Statement
The Carlsbad City Library upholds the following policy outlined by the American Library
Association “Library Bill of Rights,” concerning meeting rooms:
‘<Libraries which make meeting rooms available to the public they
serve should make such facilities available on an equitable basis,
regardless of the beliefs or affiliations of the individuals or groups
requesting their use. ”
Use of the public meeting facilities does not constitute Library endorsement of the programs. No
advertisement or announcement implying such endorsement will be permitted. No organization
meeting at the Library shall use the Library as its official address. Storage of goods by
organizations using the public meeting facilities will not be permitted.
2. Description of Meeting Facilities
Ruby G. Scbulman Auditorium
Location: Carlsbad City Library, 1775 Dove Lane
Audience Area: 52’ x 42’ - 2,184 square feet
Seating: 221 fixed seats (continental style) on sloped floor, capable of 4
wheelchair spaces
Lighting: Ten 575-watt ellipsoidal stage lights, and dimming house lights
Sound: JBL Speakers (Model SP2 15-9) with Crown Amplifiers
Stage Platform: 15’ x 26’
The Ruby G. Schulman Auditorium is a multiple-use facility designed for a wide range of programs
and presentations. The facility is used predominantly for individual speakers and panel group
presentations. Other uses include small-scale performances; play readings, dance, and music
programs. In addition to being outfitted for voice amplification and media presentation, the
Auditorium is equipped for the staff production and editing of video and audio programs.
The Auditorium features a 10’ wide motorized rear projection screen and DILA projector to display
videocassette recordings, satellite educational and cable television programs, 35mm slides, DVD,
document camera graphics, data, and Internet presentations using the room’s permanent computer
or a portable laptop. Audio teleconferencing is possible using portable stage microphones and
wireless audience mikes. Audio from media equipment, cassette and compact disc players is
delivered through three high-powered speakers mounted above the stage. All AV equipment is
controlled from the stage area or production room using an active-matrix color LCD touch panel.
The panel also controls screen operation and pre-selected lighting scenes. A portable lectern is
available for connection at various stage positions. The lectern is equipped with a gooseneck mike,
laptop, control panel plug-ins and an LCD panel display that replicates the projected image.
Assisted listening is available for the hearing-impaired.
r 31
1 >- -
~A~BAD cm LIBRARY -
MEETING FACILITY USE POLICIES L .<OCEDUFtES
h
George & Patricia Gowland Meeting Room
Location: Carlsbad City Library, 1775 Dove Lane
Dimensions: 24’ x 43’, 1,032 square feet
Seating: 67 person posted capacity
Lighting: Adjustable fluorescent lighting
Sound: Ceiling- mounted speakers
Other: A kitchenette is available for preparing simple refreshments.
(See 9. Kitchen Use and Food Service.)
The George & Patricia Gowland Meeting Room offers a flexible furniture layout to accommodate
different room configurations such as: lecture or panel discussion with classroom-style seating, and
various meeting table arrangements. A portable lectern, equipped to handle laptop plug-in, sound
system with mounted microphone and VCR player, is available for media presentations.
The Meeting Room features a ceiling-mounted projector that displays video and data images on a
front-projection screen. Voice amplification is provided via a lectern gooseneck microphone and a
portable table mike and is distributed through ceiling speakers. Overhead transparencies and 35mm
slides can also be projected on the drop-down screen. Control of the equipment is accomplished via
a wireless 32-button control panel.
Conference Room
Location: Cole Library, 1250 Carlsbad Village Dr.
Dimensions: 24’x47’ 1,128 square feet
Seating: 85 person posted capacity
Lighting: Overhead fluorescent lighting
Sound: Portable PA system
Other: A kitchenette is available for preparing simple refreshments.
(See 9. Kitchen Use and Food Service.)
The Cole Conference Room can be used for groups of up to 85 with chairs. Stacking chairs can be
arranged to best suit the needs of the group. Video/data, slide and 16 mm film projection equipment
is available upon request. A podium, microphone and speaker system are also available. The room
is particularly useful for lectures and video/film/slide presentations.
3. Reservation and Cancellation Procedures
Applicants must be age twenty-one (21) or older.
Auditorium and meeting room shall be reserved in advance by completing the required forms, and
submitting them with the necessary fees to the Library Media Division Office. Reservations for the
Cole Library Conference Room are handled through the Library Manager’s office at that location.
The individual signing the Auditorium, Meeting Room and Conference Room Reservation Form
will be held responsible for all fees and damages. Use of the facility is not transferable to another
person or group.
CARLSBAD CITY LIBRARY h
MEETING FACILITY USE POLICIES k ,<OCEDURES
h
Facility reservations will not be approved for any group or individual for use on an ongoing basis.
This is to ensure that rooms will be available to other community groups.
Space may be tentatively reserved without the payment of fees, but all reservations will be canceled
if the fees are not paid at least 30 days in advance of the meeting.
Applications for bookings must be submitted at least ten (10) days in advance. When space is
reserved less than 30 days in advance of meeting date, payment must be made at time of
application.
Cancellation
The Library must be notified of any canceled meetings or programs. Failure to notify the Library of
a cancellation at least two working days in advance will result in a minimum charge of $25, or 10%
of total meeting room fees, whichever is greater.
4. Application Procedures
Applications for use of the Auditorium or meeting room may be made by mail or in person at the
Carlsbad City Library Media Division, located at 1775 Dove Lane. . Conference Room
applications are handled by the Library Manager’s Office at the Cole Library, 1250 Carlsbad
Village Drive. Applications will be accepted Monday through Friday, 9:00 a.m. to 5:00 p.m.,
except holidays
Applications will be accepted for specific dates and times. Time requested must include all set-up,
break-down, clean-up and load-out time. A Certificate of Insurance must be submitted for all
events requiring liability insurance. (See 6. Liability Insurance Requirements.)
Applications will be approved for specific rooms, depending on group size, type of activity and
availability. No activity shall be scheduled for more than room capacity. A $200 refundable
cleaning/damage deposit shall be required upon application approval, except as otherwise stated.
The Library staff may refuse or cancel any application. The Library staff will give written notices
of refusal or cancellation with appropriate explanation. Application for use may be denied for the
following reasons:
a. Applicant has unsatisfactory record of prior use
b. Hazardous condition exists within the facility
c. Non-payment of fees before due date
d. Failure to give proper cancellation notice
e. Civic emergencies
f. False or misleading information from the applicant
An individual, group or organization that has been denied permission to use the rooms may appeal
such denial by submitting written documentation within ten (10) calendar days of denial, to the
Library Director
The Library staff reserves the right to limit the number of uses by any one group in order to ensure
that the entire community may make use of the limited facilities available.
CARLSBAD CITY LIBRARY /?
MEETING FACILITY USE POLICIES ce .<OCEDURES
5. Classification of Applicants
Each application will be reviewed by Library staff and classified into a group depending on the type
of organization and the intended use. The classifications are listed in order of priority with
classification “A” first, classification “B” second, etc. The Library Department’s activities have
first priority for the use of the facilities.
The Library staff will attempt to accommodate all groups; however, a limited amount of public
meeting space exists. Considering that demand often exceeds availability, the following priority
system has been established:
A. Library sponsored activities; co-sponsored activities
Examples: Poetry, Author Talks, Lectures, Quadrant Meetings, City
Council Meetings, Friends Programs, Arts Office Programs
B. Other Carlsbad City Departments
Examples: Community Development, Recreation
C. Carlsbad resident not-for-profit civic, social organizations; any organization sponsoring a
public forum or candidate night;
Examples: Carlsbad Rotary, Optimist Club, C.O.A.L., Carlsbad Business
and Professional Women’s Association, etc.
D. Non-resident not-for-profit educational, civic and social organizations; resident religious
and political groups.
Examples: Mira Costa College, AA
E. Resident commercial, business, for-profit organizations
Examples: Carlsbad Inn
F. Non-resident commercial, business, political, for-profit and religious organizations
Examples: Trade shows, company training, meeting, seminars
IN ORDER TO QUALIFY AS CLASSIFICATION “C” NON-PROFIT USER, THE
ORGANIZATION MUST MEET ALL OF THE FOLLOWING CRITERIA:
1. The organization must be registered as a non-profit corporation with the State of California,
or, if not registered with the State, must be a Carlsbad Chapter and have a constitution or
by-laws which clearly state that the objectives of the organization are of a non-profit, non-
commercial nature.
2. The organization must be comprised of volunteers, and 70% of its membership and
participants must be Carlsbad residents. Verification of residency may be required. Official
membership list complete with city of residence addresses may be required with
applications. Such lists shall be maintained by the Library staff and shall remain
confidential. Y--i,
CARLSBAD CITY LIBRARY Y-
MEETING FACILITY USE POLICIES Lr ,<OCEDLJRES
3. The organization may be required to submit the following:
a. If incorporated, submit State incorporation papers; if not incorporated, submit
constitution.
b. Financial verification of organization’s exemption from income tax. (Department of the
Treasury Form 990 may be used.)
6. Liability Insurance Requirements
The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in
connection with any of its facilities. Depending upon the risk factor, the City may require liability
insurance in an amount up to $5,000,000. Liability insurance is subject to approval by the Risk
Manager and must include, but not be limited to, the following parameters: name the City of
Carlsbad, its officers and employees as an additional insured and insurance company must be rated
as per Council Resolution No. 91-403 or better by Best’s Key Rating Guide. Applicants can also
obtain special event liability insurance through the City. Athletic activities will require athletic
participant coverage. If alcohol is served at an event, liquor liability coverage must be obtained.
(Carlsbad City C ouncil Policy Statement 28/93)
7. Admission and Sales
Charging of admission is left up to the discretion of the hosting organization. The Library will not
take a percentage of the sales. Organizations using meeting facilities will be permitted to make
sales under the following circumstances:
a. Sales must be confined to the Auditorium, Meeting room and Conference Room and their
immediate areas.
b. No effort shall be made to solicit other Library patrons.
c. Groups selling alcohol (beer, wine and champagne only) must obtain “Daily On-Sale
License” from the Alcoholic Beverage Control Board and meet the aforementioned liability
insurance requirements.
8. User Conduct
No activity will be permitted which is in violation of local, state or federal statutes. Applicants
must adhere to all City policies and fire codes during their use of the facility.
All groups must be under the direction and supervision of their own leadership. There must be at
least one adult present and responsible for each ten (10) minors at all times.
Groups are responsible for controlling noise that could be disturbing to other activities in the
Library.
The Library reserves the right to ml1 access of all activities in order to ensure that all rules and
regulations are being observed. Usage may be terminated for misrepresentation or engagement in
any activities that jeopardize participants’ safety and welfare.
CARLSBAD CITY LIBRARY A
MEETING FACILITY USE POLICIES h ,<OCEDURES
9. Kitchen Use, Food and Beverage Service
Food or drinks will not be allowed in the Auditorium.
The Meeting Room kitchen is not intended for cooking, but rather to provide convenient space for
the preparation of ready-to-serve items.
The Library does not provide supplies such as cups, containers, paper goods, tea and coffee.
Refreshments may not be taken from the meeting facilities to other areas of the Library. Groups
using the kitchen are expected to leave it in the condition they found it; failure to do so will result
in a clean-up charge.
Alcoholic beverages are restricted to beer, wine and champagne. Serving of alcoholic beverages
must adhere to City of Carlsbad liability insurance requirements. (See 6. Liability Insurance
Requirements.)
10.
11.
12.
Set-up, Break-down, Clean-up and Load-out
Set-up, break-down, clean-up and load-out must be accomplished within the time period for
which the room is rented. Storage of goods by organizations using the rooms will not be
permitted. Failure to thoroughly clean the room will result in the forfeiture of the cleaning
deposit. On the day of the event, the user must initially inspect the premises with a staff person
and fill out a “Condition of Facility Report,” a check list to confirm the condition of the room and
ensure there is no negligence on behalf of either party (Library or user).
Hours of Use
Use of the Library facilities shall not be scheduled to begin before the Library’s regular public
hours, except for Groups A and B which are exempt). Failure to vacate the room promptly at
regular Library closing times will result in a minimum of one hour additional usage fee.
However, if arrangements are made two weeks in advance, the Auditorium, Meeting Room and
Conference Room may be used for up to two hours after the Library’s regular closing time at the
standard hourly fee based on the user classification rates. Users remaining past regular closing
time will be charged an additional $17 per hour for the necessary staff coverage. Groups
arbitrarily staying beyond the agreed-upon hours can be denied future room use privileges.
Fees for Use of Meeting Rooms
Tape, nails, staples, etc., will not be permitted on any walls outside of the designated “tackable”
surfaces in the Meeting Room.
Fees are based on user classification and defined in the attached schedule. (See 5.
Classification of Applicants.)
All fees must be paid at the location of the meeting facility. . Checks or money orders must
made payable to the “CITY OF CARLSBAD.”
CARLSBAD CITY LIBRARY e
MEETING FACILITY USE POLICIES L- kOCEDURES
There is a four-hour minimum for the use of the Auditorium, Meeting Room and Conference
Room.
Fees are based on four-hour increments and will not be pro-rated.
EXHIBIT #3
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CARLSBAD CITY LIBRARY
MEETING FACILITY USE POLICIES AND PROCEDURES
Meeting Facilities
1. Public Meeting Facilities Policv Statement
2. Description of Meeting Facilities
Reservation Procedures
3. Reservation and Cancellation Procedures
4. Application Procedures
5. Classification of Applicants
6. Liabilitv Insurance Requirements
Rules
7.
8.
9.
10.
11.
12.
Admission and Sales
User Conduct
Kitchen Use, Food and Beverape Service
Set-up, Break-down, Clean-up and Load-out
Hours of Use
Fees for Use of Meeting: Facilities
0 \ 3
’ CARLSBAD CITY LIBRARY -
MEETING FACILITY USE POLICIE: ‘ROCEDURES
1. Library Meeting: Facility Policy Statement
The Carlsbad City Library upholds the following policy outlined by the American Library
Association “Library Bill of Rights,” concerning meeting rooms:
‘Zibraries which make meeting rooms available to the public they
serve should make such facilities available on an equitable basis,
regardless of the beliefs or affiliations of the individuals or groups
requesting their use. ”
Use of the public meeting facilities does not constitute Library endorsement of the programs. No
advertisement or announcement implying such endorsement will be permitted. No organization
meeting at the Library shall use the Library as its official address. Storage of goods by
organizations using the public meeting facilities will not be permitted.
2. Description of Meeting Facilities
Ruby G. Schulman Auditorium
Location: Carlsbad City Library, 1775 Dove Lane
Audience Area: 52’ x 42’ - 2,184 square feet
Seating: 221 fixed seats (continental style) on sloped floor, capable of 4
wheelchair spaces
Lighting: Ten 575-watt ellipsoidal stage lights, and dimming house lights
Sound: JBL Speakers (Model SP215-9) with Crown Amplifiers
Stage Platform: 15’ x 26’
The Ruby G. Schulman Auditorium is a multiple-use facility designed for a wide range of programs
and presentations. The facility is used predominantly for individual speakers and panel group
presentations. Other uses include small-scale performances; play readings, dance, and music
programs. In addition to being outfitted for voice amplification and media presentation, the
Auditorium is equipped for the staff production and editing of video and audio programs.
The Auditorium features a 10’ wide motorized rear projection screen and DILA projector to display
videocassette recordings, satellite educational and cable television programs, 35mm slides, DVD,
document camera graphics, data, and Internet presentations using the room’s permanent computer
or a portable laptop. Audio teleconferencing is possible using portable stage microphones and
wireless audience mikes. Audio from media equipment, cassette and compact disc players is
delivered through three high-powered speakers mounted above the stage. All AV equipment is
controlled from the stage area or production room using an active-matrix color LCD touch panel.
The panel also controls screen operation and pre-selected lighting scenes. A portable lectern is
available for connection at various stage positions. The lectern is equipped with a gooseneck mike,
laptop, control panel plug-ins and an LCD panel display that replicates the projected image.
Assisted listening is available for the hearing-impaired. /
‘CARLSBAD CITY LIBRARY -
MEETING FACILITY USE POLICIE: ROCEDURES
George & Patricia Gowland Meeting Room
Location: Carlsbad City Library, 1775 Dove Lane
Dimensions: 24’ x 43’, 1,032 square feet
Seating: 67 person posted capacity
Lighting: Adjustable fluorescent lighting
Sound: Ceiling- mounted speakers
Other: A kitchenette is available for preparing simple refreshments.
(See 9. Kitchen Use and Food Service.)
The George & Patricia Gowland Meeting Room offers a flexible furniture layout to accommodate
different room configurations such as: lecture or panel discussion with classroom-style seating, and
various meeting table arrangements. A portable lectern, equipped to handle laptop plug-in, sound
system with mounted microphone and VCR player, is available for media presentations.
The Meeting Room features a ceiling-mounted projector that displays video and data images on a
front-projection screen. Voice amplification is provided via a lectern gooseneck microphone and a
portable table mike and is distributed through ceiling speakers. Overhead transparencies and 35mm
slides can also be projected on the drop-down screen. Control of the equipment is accomplished via
a wireless 32-button control panel.
Conference Room
Location: Cole Library, 1250 Carlsbad Village Dr.
Dimensions: 24’x47’ 1,128 square feet
Seating: 85 person posted capacity
Lighting: Overhead fluorescent lighting
Sound: Portable PA system
Other: A kitchenette is available for preparing simple refreshments.
(See 9. Kitchen Use and Food Service.)
The Cole Conference Room can be used for groups of up to 85 with chairs. Stacking chairs can be
arranged to best suit the needs of the group. Video/data, slide and 16 mm film projection equipment
is available upon request. A podium, microphone and speaker system are also available. The room
is particularly useful for lectures and video/film/slide presentations.
3. Reservation and Cancellation Procedures
Applicants must be age twenty-one (21) or older.
Auditorium and meeting room shall be reserved in advance by completing the required forms, and
submitting them with the necessary fees to the Library Media Division Office. Reservations for the
Cole Library Conference Room are handled through the Library Manager’s office at that location.
The individual signing the Auditorium, Meeting Room and Conference Room Reservation Form
will be held responsible for all fees and damages. Use of the facility is not transferable to another
person or group.
CARLSBAD CITY LIBRARY -
MEETING FACILITY USE POLICIES ROCEDURES
Facility reservations will not be approved for any group or individual for use on an ongoing basis.
This is to ensure that rooms will be available to other community groups.
Space may be tentatively reserved without the payment of fees, but all reservations will be canceled
if the fees are not paid at least 30 days in advance of the meeting.
Applications for bookings must be submitted at least ten (10) days in advance. When space is
reserved less than 30 days in advance of meeting date, payment must be made at time of
application.
Cancellation
The Library must be notified of any canceled meetings or programs. Failure to notify the Library of
a cancellation at least two working days in advance will result in a minimum charge of $25, or 10%
of total meeting room fees, whichever is greater.
4. Application Procedures
Applications for use of the Auditorium or meeting room may be made by mail or in person at the
Carlsbad City Library Media Division, located at 1775 Dove Lane. . Conference Room
applications are handled by the Library Manager’s Office at the Cole Library, 1250 Carlsbad
Village Drive. Applications will be accepted Monday through Friday, 9:00 a.m. to 5:00 p.m.,
except holidays
Applications will be accepted for specific dates and times. Time requested must include all set-up,
break-down, clean-up and load-out time. A Certificate of Insurance must be submitted for all
events requiring liability insurance. (See 6. Liability Insurance Requirements.)
Applications will be approved for specific rooms, depending on group size, type of activity and
availability. No activity shall be scheduled for more than room capacity. A $200 refundable
cleaning/damage deposit shall be required upon application approval, except as otherwise stated.
The Library staff may refuse or cancel any application. The Library staff will give written notices
of refusal or cancellation with appropriate explanation. Application for use may be denied for the
following reasons:
a. Applicant has unsatisfactory record of prior use
b. Hazardous condition exists within the facility
c. Non-payment of fees before due date
d. Failure to give proper cancellation notice
e. Civic emergencies
f. False or misleading information from the applicant
An individual, group or organization that has been denied permission to use the rooms may appeal
such denial by submitting written documentation within ten (10) calendar days of denial, to the
Library Director
The Library staff reserves the right to limit the number of uses by any one group in order to ensure
that the entire community may make use of the limited facilities available.
CARLSBADCITYLIBRARY -
MEETINGFACILIT(USEPOLICIES ,IOCEDURES
5. Classification of Applicants
Each application will be reviewed by Library staff and classified into a group depending on the type
of organization and the intended use. The classifications are listed in order of priority with
classification “A” first, classification “B” second, etc. The Library Department’s activities have
first priority for the use of the facilities.
The Library staff will attempt to accommodate all groups; however, a limited amount of public
meeting space exists. Considering that demand often exceeds availability, the following priority
system has been established:
A. Library sponsored activities; co-sponsored activities
Examples: Poetry, Author Talks, Lectures, Quadrant Meetings, City
Council Meetings, Friends Programs, Arts Office Programs
B. Other Carlsbad City Departments
Examples: Community Development, Recreation
C. Carlsbad resident not-for-profit civic, social organizations; any organization sponsoring a
public forum or candidate night;
Examples: Carlsbad Rotary, Optimist Club, C.O.A.L., Carlsbad Business
and Professional Women’s Association, etc.
D. Non-resident not-for-profit educational, civic and social organizations; resident religious
and political groups.
Examples: Mira Costa College, AA
E. Resident commercial, business, for-profit organizations
Examples: Carlsbad Inn
F. Non-resident commercial, business, political, for-profit and religious organizations
Examples: Trade shows, company training, meeting, seminars
IN ORDER TO QUALIFY AS CLASSIFICATION “C” NON-PROFIT USER, THE
ORGANIZATION MUST MEET ALL OF THE FOLLOWING CRITERIA:
1. The organization must be registered as a non-profit corporation with the State of California,
or, if not registered with the State, must be a Carlsbad Chapter and have a constitution or
by-laws which clearly state that the objectives of the organization are of a non-profit, non-
commercial nature.
2. The organization must be comprised of volunteers, and 70% of its membership and
participants must be Carlsbad residents. Verification of residency may be required. Official
membership list complete with city of residence addresses may be required with
applications. Such lists shall be maintained by the Library staff and shall remain
confidential. /----.
‘CARLSBAD CITY LIBRARY - -
MEETING FACILITY USE POLICIE!. ROCEDURES
3. The organization may be required to submit the following:
a. If incorporated, submit State incorporation papers; if not incorporated, submit
constitution.
b. Financial verification of organization’s exemption from income tax. (Department of the
Treasury Form 990 may be used.)
6. Liability Insurance Requirements
The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in
connection with any of its facilities. Depending upon the risk factor, the City may require liability
insurance in an amount up to $S,OOO,OOO. Liability insurance is subject to approval by the Risk
Manager and must include, but not be limited to, the following parameters: name the City of
Carlsbad, its officers and employees as an additional insured and insurance company must be rated
as per Council Resolution No. 91-403 or better by Best’s Key Rating Guide. Applicants can also
obtain special event liability insurance through the City. Athletic activities will require athletic
participant coverage. If alcohol is served at an event, liquor liability coverage must be obtained.
(Carlsbad City Council Policy Statement 28/93)
7. Admission and Sales
Charging of admission is left up to the discretion of the hosting organization. The Library will not
take a percentage of the sales. Organizations using meeting facilities will be permitted to make
sales under the following circumstances:
a. Sales must be confined to the Auditorium, Meeting room and Conference Room and their
immediate areas.
b. No effort shall be made to solicit other Library patrons.
c. Groups selling alcohol (beer, wine and champagne only) must obtain “Daily On-Sale
License” from the Alcoholic Beverage Control Board and meet the aforementioned liability
insurance requirements.
8. User Conduct
No activity will be permitted which is in violation of local, state or federal statutes. Applicants
must adhere to all City policies and tire codes during their use of the facility.
All groups must be under the direction and supervision of their own leadership. There must be at
least one adult present and responsible for each ten (10) minors at all times.
Groups are responsible for controlling noise that could be disturbing to other activities in the
Library.
The Library reserves the right to full access of all activities in order to ensure that all rules and
regulations are being observed. Usage may be terminated for misrepresentation or engagement in
any activities that jeopardize participants’ safety and welfare.
‘CARLSBAD CITY LIBRARY -
MEETING FACILITY USE POLICIES ROCEDURES
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9. Kitchen Use, Food and Beverage Service
Food or drinks will not be allowed in the Auditorium.
The Meeting Room kitchen is not intended for cooking, but rather to provide convenient space for
the preparation of ready-to-serve items.
The Library does not provide supplies such as cups, containers, paper goods, tea and coffee.
Refreshments may not be taken from the meeting facilities to other areas of the Library. Groups
using the kitchen are expected to leave it in the condition they found it; failure to do so will result
in a clean-up charge.
Alcoholic beverages are restricted to beer, wine and champagne. Serving of alcoholic beverages
must adhere to City of Carlsbad liability insurance requirements. (See 6. Liability Insurance
Requirements.)
10.
11.
12.
Set-up, Break-down, Clean-up and Load-out
Set-up, break-down, clean-up and load-out must be accomplished within the time period for
which the room is rented. Storage of goods by organizations using the rooms will not be
permitted. Failure to thoroughly clean the room will result in the forfeiture of the cleaning
deposit. On the day of the event, the user must initially inspect the premises with a staff person
and fill out a “Condition of Facility Report,” a check list to confirm the condition of the room and
ensure there is no negligence on behalf of either party (Library or user).
Hours of Use
Use of the Library facilities shall not be scheduled to begin before the Library’s regular public
hours, except for Groups A and B which are exempt). Failure to vacate the room promptly at
regular Library closing times will result in a minimum of one hour additional usage fee.
However, if arrangements are made two weeks in advance, the Auditorium, Meeting Room and
Conference Room may be used for up to two hours after the Library’s regular closing time at the
standard hourly fee based on the user classification rates. Users remaining past regular closing
time will be charged an additional $17 per hour for the necessary staff coverage. Groups
arbitrarily staying beyond the agreed-upon hours can be denied future room use privileges.
Fees for Use of Meeting Rooms
Tape, nails, staples, etc., will not be permitted on any walls outside of the designated “tackable”
surfaces in the Meeting Room.
Fees are based on user classification and defined in the attached schedule. (See 5.
Classification of Applicants.)
All fees must be paid at the location of the meeting facility. . Checks or money orders must be?, ..
made payable to the “CITY OF CARLSBAD.” /’
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‘CARLSBAD CITY LIBRARY - -.
MEETING FACILITY USE POLICIES ROCEDURES
There is a four-hour minimum for the use of the Auditorium, Meeting Room and Conference
Room.
Fees are based on four-hour increments and will not be pro-rated.
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EXHIBIT#B