Bayliss Public Library's public meeting
room is used for programs sponsored by the Library, the Library Board
of Trustees, the Friends of the Library, and other non-profit
educational, cultural, or civic organizations. The meeting room is
intended to further the library's mission through enriching lives and
encouraging self-education. Public meeting room use does not constitute
library endorsement of the beliefs or ideas expressed by organizations
or individuals using the space. When library activities are not
occupying the room, groups may use the room for lawful, non-commercial
purposes. The library may rent the room to businesses for educational
Groups wishing to use the meeting room
must complete and have an approved Meeting Room Application Form.
Scheduling will be limited when necessary to ensure equitable access to
the facilities for other groups. Booking of the meeting room is on a
first come, first served basis and library use takes precedence. A Hold
Harmless Agreement must be signed by the person responsible for the
The library reserves the right to cancel
permission to use the meeting room and/or to substitute facilities. The
library will notify the group if the library is closed due to inclement
weather or other reasons. It is the responsibility of the group to
notify the library if their meeting is cancelled.
These library facilities may not be used
for any religious worship or instruction, or the support of any
religious establishment. The meeting room is not available for
partisan, sectarian, or political uses, nor will it be available for
private social parties.
The library does not assume liability
for injury or damage to personal property, which occurs as a result of
the actions of the sponsors or participants in meetings scheduled at
The room will be booked only to adults.
Youth groups may use the room if a responsible adult is present at all
Meetings must be free and open to the
public. Meetings will not be publicized in a manner, which suggests
library sponsorship or affiliation.
The meeting room is available for free
during the library's normal hours of operation. Users must vacate the
meeting room 15 minutes prior to closing.
Meetings that interfere with normal
library functions will not be permitted.
- Each group shall designate an adult who will be
responsible for the behavior of participants.
- Chairs and tables will be provided, but must be set
up by each group.
- Library staff is not available to change the room
arrangement or provide support services, such as carrying equipment or
materials or making photocopies.
- Normal operation of the library is not to be
disrupted by users of the meeting room.
- Materials are not to be attached to walls, windows,
doors, or furnishings except at the direction of authorized staff.
- Users are responsible for returning furniture and
equipment to the proper locations within the room.
- Tobacco, drugs, and alcoholic beverages are not
- Users are responsible for cleaning up after
- Users are responsible for any damage resulting from
- Users should notify staff of their imminent
departure so that the room may be checked prior to their departure from
Refreshments may be served. Groups will
furnish their own equipment and leave the area clean. All trash must be
removed from the building by the user.
Audio visual equipment may be used in
the meeting room. Users must supply their own equipment, unless
arrangements have been made to have a library staff member available to
operate the library's equipment.
City of Sault Ste. Marie posted
occupancy limits will be observed at all times.
The Director (or designee) is
responsible for the administration of this policy, for establishing
administrative procedures for its implementation, and for making it
available to the public.
Adopted February 29, 2008
Reaffirmed October 28, 2010
Revised January 24, 2013 (room rental)