Colorado Public Libraries standards for acquisition – retention – display – utilization – reconsideration of library resources – use of library facilities.
The District is governed in this policy by Colorado Revised Statute 24-90-122, Library Law:
(2) Standards.
(h) For a Public Library that provides facilities to the public, the Library shall make the facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use; and
(i) A Public Library shall prohibit discrimination based on age, background, political or religious views, origin, disability, race, color, sex, sexual orientation, gender identity, gender expression, marital status, national origin, or ancestry in the selection, retention, display, use or reconsideration of Library Resources and public meeting spaces.
There are two primary purposes for the meeting spaces of the library:
1. To provide space for library-sponsored activities of interest to the public.
2. As a support of the First Amendment “right of the people to peaceably assemble”, a community meeting place for the presentation, discussion, and exchange of information on a wide variety of ideas. Toward this end, the District rooms are intended to be used without cost.
Library-sponsored activities have priority over meetings booked by the public. It is rare, but it may be necessary to revoke a reservation when the room is needed for library purposes.
All library-sponsored activities are free and open to the public. On occasion, a library-sponsored event may collect funds to cover the cost of materials used, especially when the materials are given to a patron for their use. Library programs are sometimes targeted toward age-appropriate or other specific audiences, such as storytimes.
There is no such requirement for meetings initiated by the public. A meeting can be restricted to select individuals.
There is no fee to use the rooms. There are some finance-related issues to be aware of when reserving and using the rooms.
Meeting rooms are available for booking by the general public during normal library hours provided they are not scheduled for library events.
Alcohol use is not permitted. Alcohol may on occasion be allowed at events when expressly pre-approved by the Executive Director or the Board of Trustees. See also Alcohol at Events policy.
A meeting organizer may charge a fee to attend their event. Soliciting or peddling to participants is allowed in the meeting rooms, but not outside the meeting rooms.
Signing of petitions is permitted within meeting room spaces but not outside the meeting rooms. It is also permitted outside of the library, provided it does not impede use of the library. See also the Soliciting, Free Speech and Fundraising Activities policy.
A sign on the door or wall outside the meeting room, indicating the name of the meeting, is allowed; however, directional signs about the event elsewhere within the library, are not.
Interfering with the ability of patrons and staff to use the library is prohibited. This would include, for example, approaching patrons to persuade them to come to a meeting or having a sandwich board advertising the event outside the meeting room.
The library reserves the right to cancel or refuse use of the rooms at any time.
The District does not operate or manage Youth Related or other Activities on its premises when a third-party reserves and uses the library or library space for its own activity. The District does not sponsor, endorse, operate or manage events and activities promoted or engaged in by those who reserve and utilize library spaces and the sponsoring entity is responsible for all supervisions, operations and management of such events.
Individuals who do not reside within the High Plains Library District boundaries can reserve and use District meeting spaces.
An adult (age 18 and over) must be present while the meeting room is in use.
There is no age restriction on who may reserve a meeting space.
Study rooms are available to all ages.
Consult the HPLD Policy Manual for full Meeting Space policies.
The person/party reserving this space for an event is fully responsible for operating and managing the event within the rules of the library’s use of the space and any other local, state, or federal laws or regulations.
There is no fee to use the rooms. There are some finance-related issues to be aware of when reserving and using the rooms:
Donations: A meeting organizer may charge a fee or sell products at their event. However, the District requests that 15% of the receipts be donated to the High Plains Library District Foundation, which is used to support programs and services of the District.
Deposits: A $50 deposit is placed on the patron library account at the time they check in to use a meeting room. This is to ensure that the room is cleaned and returned to the original condition. If these conditions are met upon inspection, the deposit is removed at check out.
Insurance: If the patron is reserving the meeting room for a program that has some physical risk (yoga for example), the patron should secure their own insurance. That insurance needs to identify the High Plains Library District as an additional insured. Patron needs to provide that and a Waiver of Subrogation to the District.
Account Fines and Fees: A patron is not restricted from reserving and using a meeting space if they have excessive fines and fees on their account or based on their type of card.
Meeting space reservations can be made by patrons who: (1) have a High Plains Library District library card, and (2) have an email account.
Patrons can make a reservation by calling the District’s Virtual Library at 1-888-861-7323 or on the District’s website. If the patron does not have a library card when reserving a meeting room, they need to get a library card when they come in for their meeting; a library card is not required to reserve a study room.
To assist library staff in responding to questions about the event, the patron should include the name of the sponsoring organization and contact information.
The person reserving a meeting room is required to check in at the service desk with their library card prior to the start of their meeting.
If another person in the group wishes to assume the reservation, they must present a valid library card and be willing to accept responsibility for the room deposit.
Persons without their library card must present a photo ID or be able to establish that they have a valid library account.
A room reservation will not be held beyond 30 minutes of the scheduled start time.
Occasionally, the library district must cancel room reservations because of inclement weather or road conditions. The District will make a reasonable effort to notify the patron about the cancellation using the information they provided.
Room can be requested up to 45 days prior to the event.
A patron or organization may have up to 10 active reservations within the 45-day period.
A patron or organization may have 1 reservation per day.
Rooms may not be scheduled for any ongoing, regularly scheduled meetings/events, except for a series of sessions that are part of one event.
Library staff will place tables, chairs, and equipment in the meeting room. Room set up is done by the group using the room and must be returned to its original condition when the meeting is over.
Library staff can provide some level of support and answer questions about how to use the equipment. Patrons are expected to have some level of familiarity with how to use computers and projection equipment.
The library provides cleaning items such as trash bags, cleaning solution and a vacuum. All other supplies (coffee, cups, napkins, flatware, etc.) must be provided by the organization or individuals using the room.
When cancelling a meeting, the patron should contact the library immediately, so that other patrons can reserve the room. Patrons may call Virtual Library for assistance at 1-888-861-7323.
Any publicity concerning the event/meeting should include the name of the sponsoring organization and a contact person, so that staff can direct questions to the appropriate person.
Study rooms are available on a first-come, first-served basis during regular library hours.
Study rooms must be vacated before the library closes.
Reservable study rooms can be reserved for a maximum of two hours. If no one is waiting to use it, the time can be extended.
Deposits are not required to use a Study Room.
Library cards are not required to use a Study Room.
For Fort Lupton Public School and Library Meeting Room Policies, please follow this link.
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