Any group who wishes to reserve a meeting room must submit an application to the Director of Libraries or a designated staff member. Click here to access the online fillable form. Reservations may be requested by phone or fax, but an Application Form must still be completed or on file with the library. Applicant will be notified of approval or rejection at the contact number they provide.
Reservations shall be considered, subject to the provisions of this policy, in the order received.
Library staff shall have the right to cancel or re-schedule dates that conflict with library sponsored programs and/or special events. The library will give as much notice as possible if this occurs.
In order to allow as many groups as possible to use the meeting rooms, reservations may be requested up to 90 days in advance and no more than twice per month.
Revised and approved by the Board of Library Trustees 8.8.2023.
After Hours Use of North Branch Meeting Rooms
After Hours Use
With prior approval, meetings may be held after hours at the North Branch Library in the Suzanne E. McDonald Community Room (capacity 120) or Small Meeting Room (capacity 6). The rooms are available seven days a week, including hours when the building is closed. After-hours access includes the Suzanne E. McDonald Community Room, the Small Meeting Room, a kitchen adjacent to these rooms and the public restrooms. The rest of the library is closed off by a gate when the library is not open to the public.
If the meeting begins after hours, the person designated responsible for after hours building use gains access to the building with an entry fob. The entry fob is borrowed by checking it out on a library card and if lost incurs a fee. Additionally, the meeting organizer provides a copy of their photo ID and signs this agreement.
Upon entering the building, the doors remain locked from the outside, with the doors opened from inside or by propping it open. If the meeting begins prior to the library’s closing time, the meeting organizer does not need the entry fob and only needs to make sure the door locks behind them when leaving.
All first-time, after-hour meeting room users must schedule a one-time building opening/closing training session to learn how to unlock/lock the building’s entrances.
An authorized representative of the group reserving the meeting room must remain on the premises throughout the period for which it is reserved, or until the meeting ends. At least one adult must be present at any meeting of youth under 18 years of age. The authorized representative is responsible for ensuring that the North Branch is secured and locked before leaving the library premises. Failure to secure the library following an after-hours meeting will result in loss of the privilege of using meeting rooms in the future.