Meeting Rooms

The Board of Trustees has adopted the following policy to govern use of the library meeting rooms.

Thomas Public Library (Fort Valley) has facilities for 75 people with kitchenette, and Byron Public Library (Byron) has facilities for 40 people with kitchenette.

  • Meeting rooms are available to groups for civic, religious, educational or cultural activities. Rooms can also be used for church, showers, birthday, or other special occasions. No admission shall be charged, no funds raised, no direct selling or similar activities occur, and no donations or gifts be solicited. No monies may be transacted except for dues and expenses. Registration is to cover expenses.

  • In all instances, use of the meeting rooms for library purposes takes precedence over the other use. However, if the room is not reserved for library activities at a specific time, it can be reserved for public use at that time.

  • Meeting rooms are available to the entire community. A request for use by those under legal age (18 years) must be submitted by a sponsoring adult. A sponsoring adult is considered an individual who is 18 years or older. The sponsoring adult must remain on the premises and is responsible for all activities of the group.

  • Permission to use the meeting room does not extend to other areas of the library. Those who use the meeting room are expected to maintain decorum on the library premises and not engage in any disruptive behavior. Those not able to maintain decorum are asked to leave. Again, the sponsor is responsible for any activity.

  • No meals or foods may be served other than light refreshments (coffee, sandwiches, finger foods, etc.) Refreshments must be confined to the meeting room.

  • Smoking and alcoholic beverages are prohibited on the library premises.

  • The meeting room may be reserved for use by only one group after library hours. Meetings shall not extend beyond 11 p.m. Meeting rooms are unavailable on holidays.

  • Organizations that meet regularly may not reserve the meeting room for more than one meeting at a time.

  • Neither the meeting rooms nor the libraries shall be used as the mailing address of any organization.

  • There will be no charge for the use of the meeting rooms. The person reserving the room is responsible for any damage.

  • The library will not be responsible for equipment, supplies, materials or other items belonging to those who use the rooms. However, if the organization uses library equipment, they are responsible for it.

  • Users must be responsible for arranging the chairs, et cetera, prior to the meeting, and must leave the room clean, neat and orderly. All bags of trash and left over food must be disposed of properly.

  • To have use of the meeting rooms, one must:
    • Request and confirm it
    • Pick up key during regular library hours
    • Sign out key
    • Return Key in the book drop box
    • Bring supplies such as trash bags to take out trash when leaving
    • Turn out lights, and close and lock doors

  • In the event permission is refused, an appeal may be made to the Board of Trustees. The appeal must be in writing and state the reason for the refusal.

  • If group/individual abuses property, et cetera, they will be denied future use of the room. Person signing for key assumes responsibility.
Adopted April 16, 1985
Revised February 17, 2004