Policies

Top of Page

Adult Patron Conduct Policy

Adult Programs/Events Policy

Art Show Policy

Child Safety Policy

Collection Development Policy

Meeting Room and Small Conference Room Use Policy

 


Registration       

Cards are issued free of charge to people over the age of 8 who are residents of Massachusetts in certified library communities, year-round residents of Chilmark, immediate family members (spouse, minor children) of taxpayers in Chilmark. Children under the age of 8 may use cards of parents or guardians.

All others 18+ will pay a one-time $10 fee. 

Circulation

In order to check out materials, you must present your card. Each person shall have only one valid card issued in their name.

All materials circulate for two weeks, except DVDs. DVDs circulate for one week.

The current week's newspapers do not circulate.

The limit is 10 videos or DVDs per cardholder.

Renewals           

All materials may be renewed in person, by email or by phone if they have not been reserved. If materials are renewed on or before the next day the library is open, there will be no fine. You may renew on the phone answering machine when the library is closed or through the CLAMS website. If there are no holds on an item, it will automatically renew up to 3 times.

Reserves            

Materials may be reserved through the CLAMS website, in person at the desk, on the phone, or through email. You will be contacted by email or telephone. Reserve materials will be held for one week.

Fines and fees for overdue materials    

The Martha’s Vineyard Libraries do not charge fines for late items. If you checkout an item for an off-island library, you may be charged late fees through them.

Responsibility for lost materials

Lost or damaged materials must be paid for at replacement cost.

Each adult is responsible for materials charged to their card.

Parents or legal guardians are responsible for replacement of materials charged to their children's cards.

Access to materials and basic services   

All materials and basic services are available to all users, in keeping with the policies of the American Library Association. The library supports the Intellectual Freedom Act.

Confidentiality of circulation records      

In compliance with state laws, library patron circulation status and personal information is confidential, available to library personnel and card holder only.


Adult Patron Conduct Policy

Rationale

The Chilmark Free Public Library encourages all people to visit the Library. The Chilmark Board of Library Trustees has adopted the following code of conduct to provide a safe, comfortable, and enjoyable library facility.

Scope

Library patrons shall respect the rights of all other people using the library. Patrons shall not interfere with the ability of others to use the library or hinder library employees’ performing their duties. Everyone using this facility will receive impartial, helpful, and friendly customer service.

Expected patron behavior:

  • Treat other patrons and staff with courtesy.
  • Treat public property with care.
  • Take responsibility for personal possessions.

The designated children’s area is reserved for use by children and their caregivers, and adults interested in children’s literature while they are retrieving material from the collection. The designated teen space is reserved for teens and those who accompany them, and adults interested in teen literature while they are retrieving material from the collection.

For youth under the age of 17 years old, refer to the library’s Child Safety Policy.

Certain activities are inconsistent with the mission of the library and will not be tolerated. The library will make patrons aware of acceptable behavior through digital, print, and verbal communications.

Definition of Unacceptable Behavior

Unacceptable behavior is any behavior that either consciously or unconsciously violates or restricts the rights of others to use the library; prevents library employees from doing their jobs; or jeopardizes the safety of library users, staff, and/or property.

Unacceptable Behaviors

The following actions are examples of conduct not allowed on library property. This list is not exhaustive:

  • Loud talking or using audio equipment or cell phones that disturbs or could disturb others
  • Physical or verbal harassment or assault; including willfully annoying, harassing, or threatening others through use of abusive or intimidating language or gestures
  • Disorderly, disruptive, or threatening conduct
  • Carrying firearms and dangerous weapons of any type (except by law enforcement officers) in the library or outdoor seating areas
  • Use of headsets or cell phones that are audible to others
  • Consumption of tobacco products, marijuana, alcohol, e-cigarettes, and illegal substances in the library and on library property, including meeting rooms, staff areas, and the library patio
  • Sleeping
  • Inappropriate use of library materials, furnishings, or facilities
  • Vandalism or deliberate destruction of library materials or personal property of other patrons and staff
  • Theft of library materials or personal property of other patrons and staff
  • Soliciting of any kind and/or asking for signatures on petitions except approved nomination papers for town offices that are left at the circulation desk
  • Monopolizing library resources or staff time
  • Use of the library telephone for personal business, unless in an emergency or a request for transportation
  • Use of wheeled recreation devices (e.g., skateboards) inside the library or on library property
  • Having hygiene-related offensive body odor or perfume that disrupts others’ use of the library
  • Entering the library building without appropriate clothing covering
  • Failing to provide adequate supervision of a person or group to whom the patron has a duty of care
  • Violation of any local, state, or federal law

Library staff reserves the right to ask the patron to leave the library for any of the reasons listed above or for other kinds of behavior they deem inappropriate.

Computer Use Policy

Computer and internet access is available on public computers for all users of the Library. Wireless internet access is also available for patrons who have their own compatible devices.

The Catalog Computer may only be used to search the online catalog. This does not require a library card.

The Standing Computer may be used for up to 15 minutes at a time. The Standing Computer may also be used for scanning. This does not require a library card.

Computers may be checked out with a library card for 30 minutes at a time. If there is no wait, patrons may use the computer for an additional 30 minutes.

All users of the Library’s computers are expected to do so in a responsible, lawful, and ethical manner consistent with the information and educational purposes for which the Library provides them. Unacceptable uses include, but are not limited to: sending, receiving, or displaying material that is obscene, pornographic, or harmful to minors; harassing, libeling, or slandering others; destruction of or damage to equipment, software, or hardware; disruption or unauthorized monitoring of electronic communications; or unauthorized copying of copyright-protected materials.

The Library’s computer workstations are located in public areas that are shared by patrons of all ages. Internet users are asked to refrain from accessing potentially offensive information or images. It is the user’s responsibility to exercise good judgement when accessing the Internet and to be alert to any information or images that could be considered offensive to others in a Library environment.

Food Consumption

Meal consumption is limited to the meeting room when not in use for library programs. Food and drink may be enjoyed on the library patio. Beverages and snacks are allowed in a considerate and responsible manner in other areas.

  • No alcoholic beverages are allowed in the library or on library property
  • No food deliveries are allowed
  • Food and drinks are not allowed while using the Vineyard room, library computers, photocopiers, or other electrical equipment
  • If your food or beverage is disturbing others, staff will ask you to remove it from the library
  • Immediately report spills to staff
  • Discard food and drink refuse in trash containers
  • Leave all areas clean for use by others

Unattended Personal Belongings

Patrons are responsible for personal belongings at all times and must not leave them unattended. Personal belongings including books, laptops, book bags, backpacks, briefcases, cell phones, tablets, clothing, and other items left unattended are at risk of being stolen or may prevent other patrons from accessing library services and resources.

When leaving the library or seat, all belongings must be removed. Library staff retains the right to place unattended personal items in the Library “Lost and Found,” located at the Circulation Desk. The Library is not responsible for loss or damage to personal items.

Service Animals

Under the federal Americans with Disabilities Act (ADA) and the Massachusetts Service Animal Law, the Library allows service animals to accompany patrons with disabilities in all places where the public is permitted to go. The ADA defines a service animal as “a dog that has been individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the dog must be directly related to the person’s disability.”

Emotional support, therapy, comfort, and companion animals are not considered service animals under the ADA and as such, are not permitted inside the library.

Service animals must be under the handler’s control at all times. Unless it interferes with the service animal’s work or the person’s disability, the animal must be harnessed, leashed, or tethered while on library property. Service animals must be housebroken. Service animals are not allowed to sit on furniture meant for patrons.

Under the handler’s control also means that the service animal is not allowed to bark repeatedly on library property; if this is the case, staff will ask the patron to control their animal and find alternative ways to support their library experience.

Enforcement

The Chilmark Board of Library Trustees is empowered to make these rules under Massachusetts General Laws, Chapter 272, Section 41, in order to protect all library users’ right of access to library facilities, to insure the safety of users and staff, and to protect library resources and facilities from damage.

The Library Director and other staff members have the responsibility for enforcing responsible library behavior and determining when behavior is inappropriate.

In the case of a minor disruption, the library staff shall provide up to two warnings. If the behavior continues, library staff may ask the patron to leave the library for any stated period of suspension.

In the case of any misconduct that, in the judgement of a staff member, is extreme, library staff may, but need not, give the offender only one warning, or may order them to leave the library immediately for any stated period of suspension, and/or call the police.

Permanent Ban

Patrons who engage in repeated disruptive behaviors that interfere with others’ use of the library or the general operation of the library or engage in behaviors that violate the law may be permanently banned from the Chilmark Free Public Library by the Director. A written notice of permanent ban may be given to the patron. A written appeal of the Library Director’s decision may be made to the Library Board within 30 days, whose decision will be final.

Adult Patron Conduct Policy adopted by the Chilmark Library Trustees on February 10, 2022

Top of Page


Adult Programs/Events Policy

Purpose

Programming is an integral component of Library service that expands the Library’s role as a community resource, introduces patrons and non-users to Library resources, provides opportunities for lifelong learning and entertainment, expands the visibility of the Library, and brings the community together and supports the library’s mission. The Library is dedicated to connecting people with ideas and information through programs that facilitate life-long learning, entertain, and provide opportunities to engage with others.

The Library’s philosophy of open access to information and ideas extends to Library programming. The library does not knowingly discriminate through its programming. We are committed to diversity, equality, and the free and open exchange of ideas. Library sponsorship of a program does not constitute an endorsement of the content of the program or the views expressed by participants or speakers.

Responsibility for Program Development

Responsibility for program development rests with the Library Director, who operates within the framework of policies determined by the Library Board of Trustees. Program planning and facilitating may be delegated to staff members based on their job responsibilities and areas of expertise. Programming librarians are guided by this policy and utilize professional skills, collections, equipment, facilities, and feedback from the community in planning and delivering library programs. The Library Director shall consult with the Library Board of Trustees and keep it informed during the process of compiling program schedules.

Criteria

The Library’s staff uses the following criteria as guidelines in making decisions about program topics, speakers, and accompanying resources:

  • Program content and treatment of content for intended audience
  • Community needs and interests, including feedback and suggestions from Chilmark patrons
  • Relevance to the Library’s mission and service goals
  • Budget and cost of program
  • Space requirements for program
  • Staff time required for program
  • Historical, cultural or educational significance
  • Relation to Library and/or community collections, resources, exhibits, and other programs
  • Presenter background/qualifications in content area, presentation quality and compliance with library policies
  • Safety and security of patrons and staff

Other Considerations

Programs are free to the public. Programs may not be used for commercial, religious or partisan purposes, or the solicitation of business. Authors may sell books as part of a library program provided they handle all transactions themselves. Library staff will not participate in the sale.

The Library draws upon other community resources in developing programs and actively partners with other community agencies, organizations, educational and cultural institutions, and individuals in order to develop and present public programs. The Library seeks feedback from the community concerning programming. Patrons are welcome to contact chil_mail@clamsnet.org to offer program feedback or suggestions.

Persons interested in presenting a program may submit a proposal to library staff via email that will be reviewed according to the above criteria and scheduling availability in the upcoming programming season. Selection of a program and/or speaker during a particular year does not set a precedent for a reoccurrence at the library.

We affirm the values set forth in the American Library Association’s Library Bill of Rights.

Adult Program Policy adopted by the Chilmark Library Trustees on April 20, 2023

Top of Page


Art Show Policy

Exhibition Policy

The Chilmark Free Public Library is pleased to offer individuals, groups, or organizations the opportunity to display their art exhibits. This policy is intended to encourage equitable access to local artists.

Goals of the exhibits in the library include:

  • Supporting community cultural and artistic activities
  • Encouraging individuals to contribute to the appreciation of the arts
  • Broadening horizons by presenting a wide range of art, collections, or displays
  • Nourishing intellectual, aesthetic, and creative growth
  • Reaching non-traditional library patrons

Criteria

Exhibition space in the Program/Meeting room is available for interested members of the public wishing to hang art pieces.

All exhibits submitted for approval by the Art Advisory Committee, which is appointed by the director,  will be considered via the criteria listed below:

  • Artist’s original work
  • Collaboration with a cross-disciplined program or performance
  • Historical, local, or regional relevance
  • Artist expression
  • Appropriateness to special events, anniversaries, holidays, etc.
  • Representation of a minority group, influential movement, genre, trend, or national culture
  • Suitability for public display
  • Ease of installation in Program Room

Exhibitions typically run for 3 weeks in the summer and 1 month during the rest of the year. The summer is defined as June, July, and August.

Application and Approval

Artists who have not shown at the library before are given preference. The Art Advisory Committee strives to present a variety of styles and mediums. Requests to show art work will be accepted starting October for the following year. Artists who have exhibited their work at the Chilmark Free Public Library must wait 3 calendar years before applying to have another exhibition. There is no guarantee that an artist, who waits 3 years between exhibition and application, will receive another show.

Responsibility for exhibit selection resides with the Art Advisory Committee. All potential exhibitors must complete the Art Show Application (see Appendix A).

All pieces proposed for exhibit must be submitted for review by the Art Advisory Committee. Granting permission to display materials does not imply Library endorsement of content or points of view.

Library and Artist Responsibilities

Neither the Town of Chilmark nor the Chilmark Free Public Library will be responsible for any damage or loss that may occur during setup and removal, or during the time the exhibit is displayed. Costs incurred by the Chilmark Library for dismantling and/or storage of exhibits will be borne by the artist/exhibitor.

The Library does not accept responsibility for ensuring that all points of view are represented by art exhibits. The Library is not an art gallery and cannot offer traditional gallery services.

After an artist’s work has been accepted for exhibition and in order to hang their work, they must fill out and return a copy of the Artist’s Waiver (see Appendix B).

Presentation

Artwork will be hung by the artists using a cable and hook system provided by the library. Absolutely no tape, gum, or adhesive may be used on the walls to attach art work, prices, or labels. No nails may be driven into the wall and no wall gum may be used to hang art work. Any hardware on the back of art work should be taped to avoid marking the wall. Library staff will not assist with hanging or dismantling artwork. The Chilmark Library does not have adequate equipment to exhibit sculpture. Artwork should be attractively and protectively displayed.

The artist must provide name, title, medium and contact information. Prices may be added if desired. Library personnel are not involved in any sale transaction between artist and buyer and no sales shall be made in the library. In the event of a sale, the artist must keep the sold work in place until the end of the show if possible, or replace the sold work with a different work.

The library will not publish advertisements in the newspapers on behalf of artists; artists are welcome to publish advertisements themselves. The library will announce the show in the monthly newsletter and via social media.

Reception

When possible and appropriate, receptions will be held to allow the community to meet the artist/exhibitors. Arrangements must be made in advance with the Art Advisory Committee for a reception. Alcoholic beverages are not permitted at receptions; food consisting of light snacks is permitted except during special circumstances. The artist is responsible for cleanup after the reception. The reception must end 30 minutes before the library closes.

Art Show Policy adopted by the Chilmark Library Trustees on March 10, 2022 and amended on November 28, 2023

Top of Page


Child Safety Policy

Unattended Children and Child Safety Policy

The Chilmark Free Public Library has a responsibility to provide an environment that is safe and comfortable for every patron who is appropriately using its services and facilities. For the safety of staff and other patrons, please do not bring children who are exhibiting signs of illness – including but not limited to cough, fever, headache, sore throat, congestion, nausea, and/or diarrhea – to the library.

The library board and staff consider service to children to be an important part of the library’s mission. The library is free and open to unaccompanied children who are 10 years of age and older. Children who are at least eight years of age may sign up for a library card. Children between the ages of 0 and 10 must have a responsible caregiver present in the building. If a child is not able to leave the library without a responsible caregiver, they should not be in the library.

Responsibilities

Children younger than 10 years of age must be accompanied and supervised by a responsible caregiver at all times.

  • Accompanied is defined as “within sight.”
  • A responsible caregiver is defined as an individual over the age of 16 who is entrusted with the care of the minor child.
  • A legal guardian is defined as a parent, grandparent, family member, or other individual who has custody of a child. A legal guardian can also be a responsible caregiver.
  • A child under the age of 10 should always be accompanied by a responsible caregiver.
    • An unaccompanied child is defined as a child who is in the library alone, or
    • A child whose caregiver is in the library but inadequately supervising that child. This may occur when the caregiver and child are in separate areas of the building, or when the caregiver is using library materials or electronic devices and is not supervising the child.

Children over the age of 10 do not need to be accompanied by a caregiver while they use the library facilities. All patrons must be aware of the following:

  • Children may use the library unattended for no more than two hours within any calendar day, unless given explicit permission from a librarian.
  • All patrons should familiarize themselves with current library hours and children cannot be left at the library before opening hours or after closing hours.

Caregivers should be aware that the library is a public building open to all individuals. It is not the library staff’s function or purpose to provide supervision or to care for children while caregivers are using library services, or while caregivers are outside the library. Staff will not monitor children entering or exiting the building. Legal guardians assume all liability for damage done by their children to the library facility, equipment, and materials. Legal guardians should also realize that even in their absence they are legally responsible for their children’s behavior.

Emergency and After Hours

In case of a medical emergency, when a caregiver is not with the child, staff will contact emergency services and then the legal guardian, in that order.

If a child under the age of 10 is left alone at the library during operating hours, library staff will attempt to call a legal guardian. If staff cannot reach a guardian, and a period of thirty of minutes has elapsed, the staff member in charge will call the police to assume responsibility of the child.

If a child under the age of 10 is alone within the library building at closing, library staff will attempt to call a legal guardian. Two staff members will remain with the child inside the building until a guardian or police arrive. When a guardian arrives, staff will explain the Child Safety Policy and provide a written copy. Under no circumstances will library staff transport or take a child away from the library building.

Computer/Internet Use

A valid library card provides computer privileges which allow access to the internet. All patrons should know that the Chilmark Free Public Library does not employ internet filtering software on its public internet access computers.

All patrons must be aware of the following:

  • It is the responsibility of the legal guardian to ensure that their child does not access sites that may be inappropriate or potentially harmful to the child.
  • Children are permitted to use the computers for no more than two one-hour sessions per calendar day.
  • Children under the age of 10 need a responsible caregiver or legal guardian present to use computers.

Adult patrons are not permitted to use computers in the children’s room or in the young adult area.

Behavior Guidelines for Minors

The legal guardian is responsible for ensuring the appropriate behavior of their children in the library, whether they are present with their child or not. Disruptive behavior is behavior that is inappropriate in a library setting. Disruptive behavior (beyond the bounds of typical developmental ability) that is unacceptable in the library includes, but is not limited to:

  • Running, chasing, horseplay
  • Inappropriate language
  • Screaming or shouting
  • Eating or drinking in non-designated areas
  • Frequent loud talking while using computers
  • Pushing, hitting, fighting, biting
  • Bullying or bothering other people
  • Prolonged crying or temper tantrums

Library staff will approach disruptive children in the following manner:

  1. Give a verbal warning to the child indicating that such behavior is unacceptable.
    1. In the case of a minor under the age of 10, library staff will approach the caregiver with the same warning.
  2. If the behavior continues, give the child and/or caregiver a second warning.
  3. If the disruptive behavior persists, library staff will ask the caregiver to escort the child from library premises. Unattended disruptive children may be asked to leave the library after two warnings. In such instances, legal guardians will be contacted, and if unavailable, police assistance will be utilized.

Group Visits

Please talk to the Children’s Library or Director to organize a group visit that is special, meaningful, and fun. Adults accompanying a summer camp, daycare, class, supervised visit, home school, or other visiting group represent legal guardians while using the library. Please see Responsibilities for specifics. Child to adult ratio should be adequate to ensure that each child can meet expected behavior guidelines.

Unaccompanied Adults

Patrons 14 years of age and older who are not accompanied by children may not loiter in the Children’s room.

Taking pictures, video recordings, or audio recordings of children in the library is prohibited. A caregiver, legal guardian designated library staff, or invited media may take photos when authorized by the director.

Child Safety Policy adopted by the Chilmark Library Trustees on March 10, 2022

Top of Page


Collection Development Policy

Objectives

The Chilmark Free Public Library strives to be central to the community’s year-round and seasonal needs by providing:

  1. A balanced, professionally-developed collection of materials that are primarily recreational and for all family enjoyment;
  2. Access to materials and information for personal learning and development of all age groups;
  3. Materials and programs to support the studies of the students of the Chilmark School as their public library;
  4. A commons environment for people to meet and interact with others in the community and to participate in public discourse and community issues.

Ultimate responsibility for materials selection rests with the director who works within the framework of policies as established by the Board of Trustees and will be done according to professional standards and established selection and review procedures. The selection of materials is the responsibility of the library staff under the supervision of the library director or department heads.

Collection development decisions are made on the basis of staff judgment and expertise, and by evaluating reviews in library reviewing journals and other library selection tools. These tools include but are not limited to: Booklist, Library Journal, School Library Journal, Horn Book, the New York Review of Books, The New York Times, and The Boston Globe. Suggestions by patrons will be examined in the review sources mentioned above.

This procedure will be followed except in the case of local publications which may not be reviewed or listed nationally.

Selection

A carefully selected, balanced collection for adults and children will be built in accordance with the current American Library Association policies and Intellectual Freedom guidelines (see Appendix A). In the Library Bill of Rights, it is stated (in Article II): “Libraries should provide materials and information presenting all points of view on current and historical issues.” Materials will be selected that are of current interest and permanent value, that are up-to-date, that are responsive to the interests and needs of every segment of the community, and that do not discriminate against any political, religious, economic, or social view or group through deliberate exclusion of their views. Materials will be purchased in print and non-print formats.

In the selection and procurement of materials, the following factors will be taken into consideration:

  1. Contemporary significance or permanent value
  2. Community interest or need
  3. Accuracy of content
  4. Reputation and authority of the author, editor, or illustrator
  5. Literary and/or artistic merit
  6. Availability of funds, space, and acquisition through other sources
  7. Format and ease of use
  8. Attention of critics, reviewers, media, and public
  9. Anticipated or popular demand

Materials published or released in new formats will be considered for the collection when there is evidence that a significant portion of the local population has the required equipment to make use of the format. Availability of items in the format, the cost per item, and the Library’s ability to obtain and circulate the items will also be factors in determining when a new format will be acquired.

For items not available at the library, patrons may utilize the CLAMS system and Inter-library Loan.

Collection Maintenance

In order to maintain a collection which is current, reliable, in good condition, well-used, and which relates to the needs and interests of the users of the Chilmark Public Library, materials are to be withdrawn or “weeded” on a systematic and continuing basis. Materials are discarded when they are judged to be no longer appropriate. Specifically, materials that are worn, damaged, outdated, duplicated, or no longer used, as well as materials that are not of specific local or regional interest, materials that can be found elsewhere in the library consortium or interlibrary loan, and materials that were at one time popular but are no longer.

The criteria used in selection also apply to the process of withdrawing materials from the collection. Materials withdrawn from the library will be disposed of in a manner consistent with their quality and condition.

Requests

Requests from patrons for materials to be included in the collection will be considered using the criteria for selection. If a decision is made not to purchase an item, every effort will be made to secure it through interlibrary loan.

Gifts

Gifts of books and other library materials are accepted with the understanding that they may or may not be added to the collection. If they are not added to the collection, the material will be disposed of as the director sees fit. Gift materials, including titles new to the collection, are subject to the same selection standards as materials purchased by the library. Gifts of local historical interest will be kept if at all possible. Given the limited amount of space and lack of archival facilities, it may not be possible to keep all materials.

The Library reserves the right to determine the use and disposition of all gifts unconditionally. Materials purchased using financial gifts to the library will be subject to the same selection criteria as materials purchased by the library.

The library will not appraise the value of donated materials, though it can provide an acknowledgement of receipt of the items if requested by the donor.

Reconsideration of Material

Although materials are carefully selected, the library recognizes that some materials may be controversial and that any given item may offend some patron. A Chilmark resident or property owner who wishes the Library to reconsider the acquisition or removal of an item must fill out a “Request for Reconsideration of Material” form (see Appendix B). The request is reviewed by the appropriate department head and the Director. The Director will issue a response. If the complainant is not satisfied, he or she may appeal to the Board of Trustees. The decision of the Board is final. Above all, the Board of Trustees has as its concern the fairness of such a hearing so as to protect the rights of all who are involved.

Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft.

Appendix A

Library Bill of Rights:

http://www.ala.org/advocacy/intfreedom/librarybill

Freedom to Read Statement:

http://www.ala.org/advocacy/intfreedom/freedomreadstatement

The First Amendment:

http://www.ala.org/advocacy/intfreedom/censorship

CREW Manual:

https://www.tsl.state.tx.us/ld/pubs/crew/index.html

This policy replaces one adopted October 20, 2005.

Collection Development Policy adopted by the Chilmark Library Trustees on February 10, 2022. Revised on November 9, 2022.

Top of Page


Meeting Room and Small Conference Room Use Policy

Library Bill of Rights

As an institution of lifelong learning and a community gathering place, the library welcomes the use of its meeting rooms for socially useful and cultural activities, and the discussion of current issues. The library’s meeting room and small conference room are used primarily for library programs, but may be used by local non-profit groups engaged in recreational, cultural, intellectual or civic activities. The
meeting room and conference room are available on equal terms to all groups in the community regardless of the beliefs and affiliations of the individual or groups requesting use. Use of the library’s
meeting areas does not constitute endorsement by the library of the views expressed by users of the meeting areas. Entrance or participation fees will not be charged for events or meetings in the library.
Permission to use the rooms will be denied to any group or individual whose purpose is illegal, potentially hazardous, whose conduct would interfere with the proper functioning of the library, or for
whom local sponsorship is not established.

Meeting Room and Conference Room Scheduling

The meeting room and conference room will be scheduled according to the following priorities:

  1. Library-related meetings or programs,
  2. Municipal or school-related meetings or programs,
  3. Other local non-profit groups,
  4. Other groups or individuals who are not engaged in commerce.

All requests to use the meeting room must be made in advance by a Chilmark resident who is a library patron in good standing and who will take responsibility for the group’s compliance with these policies
and agree to be present during the entire time of use. Groups requesting to use the meeting room will fill out a written application, located at the bottom of this webpage. The conference room may be reserved in advance for periods of time not to exceed two hours.

Guidelines
The fire code maximum for the meeting room is 40 people and for the conference room is 8 people. Groups using the meeting room or conference room will be responsible for any costs incurred by the
library or town as a result of that use.

Recurring or regular use of the meeting room or conference room by any group is limited and must be approved by the Director. The conference room is only available when the library is open for business.
If a meeting is to start or extend beyond the normal hours of operation of the library, permission of the Director must be obtained. A staff member of the library or designee by the Director must be present for
the duration of the event if the meeting room is in use at times other than normal hours of business. Meeting requests will be denied if there is no such appropriate person available.

Groups using a meeting area must clean it up when vacated. Wall hangings and furniture are to be left undisturbed unless arrangements have been made in advance. Only light snacks may be served in the meeting room. No facilities are available for cooking meals. No dishwashing facilities are available. No food is permitted in the conference room. All activities will be confined to the meeting areas, and will not interfere with regular library services. No solicitation or business activities are allowed, with the exception of the library-sponsored author talks. Sponsored authors may offer copies of their books for sale at the end of a lecture. Library staff will not be involved in any transactions. Youth groups will be accompanied by an appropriate number of adult sponsors.

Any exceptions to the guidelines must be approved by the director.

Restrictions

State law prohibits smoking or the use of alcohol in public buildings.

The library shall not be responsible for lost or stolen personal items.

The name and/or address of the library may not be used as the official address or headquarters of an individual or organization using the meeting areas.

In the case of unscheduled closing of the library, a meeting will be rescheduled by the library staff.

Meeting Room and Small Conference Room Use Policy adopted by the Chilmark Library Trustees on April 16, 2014

Top of Page