Meeting Room Use
Two rooms are available for use by organizations or groups for meetings or events:
- Program Room — a first-floor space that can accommodate groups of up to 25 people.
- Community Room — a large area for programs and events for up to 50 people that is equipped with a kitchenette and rest room.
HOURS OF USE
Meeting rooms are available for scheduling whenever the Library is open. Special arrangements may be made to use the meeting room outside of regular hours.
RESERVATIONS
Reservations for use of the meeting rooms are made in order of request, and applications must be made in writing. No reservations will be scheduled until a duly authorized officer or agent of the group has signed the Application Form.
FREQUENCY OF USE
To encourage the broadest use possible by many agencies and organizations, no group may meet more than three times per year in the Library’s meeting rooms unless special application is made to and approved by the Board of Trustees. All requests for a series of meetings or use of the building must be made in writing and brought before the Board.
APPLICATIONS
Application for room use should be made at least thirty days in advance. Donation, if applicable, must accompany application.
Organizations should submit 501(c)(3) credentials, if applicable, and Tax ID with the application.
A Certificate of Insurance for Liability must be provided with the application.
FEES
Room Fee
- There is no charge for meetings of nonprofit, civic or service organizations scheduled during regular Library hours.
- A fee of $150.00 for use of the Community Room for up to three hours will apply to any approved commercial group or organization that is not government, nonprofit, civic or service.
Custodial Fee
- Charges to offset the costs of custodial services and utilities outside Library hours are $35.00 for non-profit organizations and $100.00 for commercial seminars (three hours maximum).
Equipment Rental
- Audio-visual equipment, $10.00. Groups may bring their own audio-visual equipment. A screen is available on-site.
- Kitchenette, which includes sink and microwave oven, $10.00. All other refreshment equipment is to be provided by the group renting the facilities.
ROOM USE DONATIONS
Any additional contributions toward the Library’s continued services will be gratefully accepted.
LIMITATIONS
No organization may use the Community Room on a regular basis or refer to the Library as their permanent meeting place.
No group may list the address or phone number of the Richard A. Mola Public Library as its own.
There shall be no fund-raising, selling of goods, auctioning, raffles, or other financial transactions other than the paying of regular dues to the organization.
The Board of Trustees and Library Director or their representatives reserve the right to visit any meeting held on Library property.
Rooms must be left neat and orderly.
No activity that interferes with the normal, quiet use of the Library will be permitted.
No alcoholic beverages may be used on the premises.
USE OF MEETING ROOMS
The Board of Trustees will not rent its rooms nor give space for exhibits or posters to individuals or organizations of which the objective is to promote a political or partisan point of view which is, or may be reasonably construed as, offensive to other groups.
The Library Board of Trustees manages the Library and is responsible for all policies and rules and regulations governing the use of the Community Room.
The Richard A. Mola Public Library Board of Trustees reserves the right to limit, control and determine the conditions of and all uses of the Community Room by nonlibrary organizations. These regulations may be changed at any time subject to legal limitations.
The Board of Trustees also reserves the right to cancel any event if a conflict arises with the Library’s need for use of the Community Room.
Library related programs sponsored or hosted directly by the Library take precedence over all others. No use of the Community Room is permitted that interferes with the effective use of the Library by the general public or the regular operation of the Library.
Elmwood Park groups will get preference.
Priority for use of the Community Room is in the following order:
- Library business, Library-sponsored programs or activities
- Library related organizations
- Elmwood Park nonprofit, civic or service organizations
All meetings must be open to the general public, including the Library staff and Library Board members, although the public may be excluded from meetings or portions of meetings under relevant provisions of the N.J. Open Public Meetings Act.
The Community Room is to be used for the purpose announced and/or intended. Any change of use must be provided in writing and approved in advance by the Board of Trustees. Programs can be canceled for non-compliance.
