The Halton Hills Public Library Board determines how spaces within the facilities operated by the Board will be used and shared. The library primarily uses its meeting rooms for library-related activities, including Board and committee meetings and public programs.

To address community needs, the Board welcomes the use of its meeting rooms by community, cultural, educational, and commercial groups. Permission to use the library’s meeting rooms is granted at the discretion of the Chief Librarian and CEO and the Library Board.

The Board has set the following priorities for community use of the meeting rooms:

1. Meetings or programs co-sponsored by the library

2. Community-based volunteer or not-for-profit groups

3. Other groups

Conditions of Use:

Access to meeting rooms may be denied in cases where there is the likelihood of physical harm to participants, misuse of the facilities or equipment, instances of misrepresentation of a group’s intentions or a history of previous misuse of the facilities.

Granting permission to use the meeting rooms does not imply endorsement by the Board of the group’s goals, policies or activities.

Booking the Meeting Room:

Groups or individuals wishing to book any meeting room may do so during the library’s regular business hours. A rental agreement must be completed and signed by an individual or authorized representative of the organization booking the room. Payment in full must be made at the time of booking.

Rates and Fees:

Room rental rates and fees are reviewed annually to ensure they align with Town of Halton Hills room rental rates and support the operation and maintenance of the facility. Fees are outlined in Appendix 1 Schedule of Fines and Fees.

Equipment and Other Facilities:

Chairs, tables and access to public washrooms are provided. Limited spaces offer sink and counter access. Upon request, users can access a screen and data projector or equivalent. Meeting room set up is not provided. Users are responsible for cleaning if food is served.

Publicity:

The library only advertises meetings or programs when it co-sponsors them. If the library is not a co-sponsor, groups using any meeting room must avoid suggesting in their advertising or publicity that the library or Board endorses the group’s meeting goals, policies or activities. The library should only be mentioned as the location of the meeting.

Organizations or individuals must clearly state their names in all advertisements for meetings at library facilities. Additionally, they should include contact information, including a phone number, for further information, listing the organization or individual representative as the contact.

Conditions after Use:

After use, meeting rooms must be returned to their original condition. This includes stacking and storing chairs and tables, removing any refuse and ensuring the surfaces and floors are clean and free of debris.

Maximum Attendance:

Room capacity varies based on the chosen layout. The maximum capacity of the library meetings rooms are:

• Acton Branch Community Room is 65 people.

• Acton Branch Partner Room is 6 people.

• Georgetown Branch Homecoming Room is 10 people.

• Georgetown Branch Partners’ Rooms is 4 people.

• Georgetown Branch Board Room is 15 people.

Cancellation:

To cancel a rental, written notice to the Halton Hills Public Library must be provided at least fourteen (14) business days in advance. With 14 days written notice, a refund of up to 75 per cent, minus any non-refundable deposits or administration fees charged, will be given. Cancellations requested after the required notification deadline will not qualify for refunds. In the event of an emergency, such as a snowstorm or loss of electrical power that necessitates the closure of facilitates and the cancellation of meetings, no fees will be charged.

Insurance Coverage:

Any group, organization or individual renting a meeting room must have and provide proof of valid liability insurance coverage of at least 2 million dollars, with the Town of Halton Hills listed as an Additional Insured. Otherwise, an additional fee will be added to the room rate.

General Regulations:

• Smoking is not allowed in the library or any meeting rooms.

• Alcoholic beverages may be served at events sponsored or co-sponsored by the library and must comply with all legal requirements.

• The library is not responsible for any equipment or personal belongings of individuals or groups using library meeting rooms or attending programs or meetings.

• Groups or individuals booking a library meeting room are responsible for any charges resulting from damage or loss of furniture, building or equipment.

• Nothing should be attached to the walls that will damage them or remove paint.

• Corridors must be kept clear for ease of passage in case of emergency.

• Library personnel must be permitted access to the meeting rooms at all times.

• The applicant must agree to take responsibility for all claims, costs and damages that may arise from their application for and use of the facilities by themselves and all attendees, including but not limited to property damage, personal injury, infringement of royalty rights, defamation, or public disturbance.