Amended by the Board of Trustees 4/12/2022
Meeting Room Policy PDF

Meeting Rooms at the East Greenbush Community Library are available for a variety of social, cultural, and educational activities and discussions of current public questions. Meeting Rooms will be available for public use, when not in use for library-sponsored functions.

The library follows the American Library Association’s (ALA) guidelines regarding access to library facilities. Library meeting areas are made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to use the library facilities and/or grounds does not constitute an endorsement or sponsorship of any group, individual, organization, or event. Permission to use the meeting room is nontransferable. The Library Director or his/her designee has the discretion to review requests on an individual basis, when a request is made, based on the best interest of the library.

General Criteria for All Usage:

  • Number of attendees are limited to specific room occupancy limits.
  • During regular library hours.
  • Advanced reservations limited to 12 times per year, unless specifically approved by the Library Director.
  • Self-serve with minimal staff assistance.
  • Usage shall not interfere with regular library operations.
  • Borrower must have a valid library card, in good standing, from any Upper Hudson Library System Member Library.
  • Users must leave the meeting room clean and ready for the next group. Cleaning supplies are available on request. If staff cleaning is needed, cleaning fees will be assessed.
  • Misuse or damage to library meeting rooms or equipment may result in billing the user for damages and/or refusing any further requests for meeting room use.
  • The library is not responsible for loss or damage to the private property of individuals or organizations using meeting facilities.
  • Meeting rooms must be vacated at the required time. Reservations must include set-up and clean-up time.
  • Failure to follow meeting room policy and/or pay assessed fee(s) may result in loss of privileges to use East Greenbush Community Library meeting rooms by the violating group and/or individual.
  • Food and non-alcoholic beverages may be served if it is noted on the application for use.
  • Some events may be of great interest to the community. By using this room, you give the library permission to photograph/record/broadcast your event.
  • The library reserves the right to photograph users of our meeting rooms during programs for use in library marketing materials.
  • Audiovisual equipment is available for meeting room use. The library cannot provide operators for the audiovisual equipment. Groups are responsible for loss or damage to library equipment.
  • Library personnel must have free access to meeting rooms always. The library retains the right to monitor all meetings conducted on the premises to ensure compliance with the above rules.

Special Notes Regarding the Hurr Education Center:

  • Priority use will be granted to nonprofit education, employment organizations, or individuals for the purposes of instruction, studying, test-taking, interviewing, coaching or training.
  • Available for walk-in use or same-day reservations only.

Use of Library Meeting Room(s)

The facilities are available to the following organizations:

  • Friends of the East Greenbush Community Library.
  • As a polling place for town and county agencies;
  • Meetings/Classes/Trainings held by elected officials or staff of the Town of East Greenbush, East Greenbush Central School District, Literacy Volunteers of Rensselaer County, Questar III BOCES, Capital District Library Council, New York Library Association, or Upper Hudson Library System; Not-for-Profit meetings, open to the public, hosted by a valid Upper Hudson Library System cardholder. Individuals or groups not registered under the Federal Revenue Code may qualify for room use if the purpose of the meeting is educational or of general community interest, and the responsible person does not solicit customers nor derive income associated with the subject of the meeting.

Advance Reservations

  • Reservations may be made up to two months in advance for all meeting rooms except the Hurr Education Center.
  • Reservations are on a first-come, first-served basis. Resident requests will be given priority over non-resident requests.
  • Completion of a Room Reservation Request is required to request a booking.
  • All reservations must be approved and confirmed by the Library Director or designee.
  • Groups are limited to 12 meetings in the previous 12-month period. Standing reservations for meetings are not permitted. Consecutive uses will be approved on a case-by-case basis, as availability allows. More meetings may be allowed if space is available.

Same Day Use

  • If the meeting room is not scheduled for use, drop-in use, for a period of two hours may be requested by reserving a space with library staff. Time may be extended by library staff if room is not in demand.
  • Borrowers must meet all the same requirements listed above; except they are not subject to the “Advance Reservations” criteria.
  • Same day reservations will be held for 15 minutes after start of time, otherwise room reservation will be forfeited, and use will be opened to the public.

Cancellations

  • The library reserves the right to cancel a reservation for a group at any time if the room is needed for Library programs or for meetings of the Library Board of Trustees. The library will try to supply at least 24 hours’ notice should cancellation be unavoidable.
  • The library reserves the right to interrupt, stop, or cancel an event when, in the sole judgment of the East Greenbush Community Library, such an act is necessary in the interests of public safety and/or use is in violation of this policy. User waives any claim for damages or compensation should the event be interrupted, terminated, or cancelled.
  • Please notify the library if you need to cancel your reservation.

Publicity

  • Publicity for a meeting is the responsibility of the organizer. No flyers, banners, or other type of advertisement may be posted in the windows, hallways, or outside the building advertising events within the library.
  • All press releases, promotional materials and other forms of publicity must contain the following statement: “This is not a Library-sponsored program.” Failure to comply may result in cancellation of reservation.
  • Promotional materials must clearly state the sponsor of the event and include a local contact telephone number. The library may not be named as a contact point for information about, or registration for the event.
  • Sales or solicitation of any nature is prohibited.
  • Permission to use Library facilities and/or grounds does not constitute an endorsement or sponsorship of any group, individual, organization, or event.

Policy History

  • Service Committee Review: March 6, 2018, April 3, 2018, June 6, 2018, July 11, 2018, September 11, 2018
  • Board of Trustees Reading #1: July 17, 2018
  • Board of Trustees Reading #2: September 18, 2018
  • Adopted, Library Board of Trustees September 18, 2018
  • Presented to Service Committee for discussion: April 4, 2022
  • Adopted, Library Board of Trustees” April 12, 2022
Subject East Greenbush Card UHLS Card UHLS MyCard
Library Card Registration Free to any individual who resides or pays taxes in the East Greenbush Community Library taxing district or Town of Schodack. Cards expire and must be renewed every three years.

Free to any individual who volunteers or works at the EGRN Library. Cards expire and must be renewed yearly.

Free to partner educational agencies with verified employment. Cards expire and must be renewed yearly.

Those that live outside the UHLS area may purchase a temporary card at the price established by our Table of Fines and Fees. Cards expire and must be renewed yearly.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

Free to residents residing in a community served by a UHLS library.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

UHLS library cards expire and must be renewed every three years.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

The UHLS MyCard is a fine-free, limited-access library card for youth. It is intended to address multiple barriers to serving youth and families, including:

  • Barriers to access related to fines (e.g. computer access, checking out materials)
  • Parents not present for a child’s library card registration
  • Previous fines on a child’s card

Free for youth residing in a community served by a UHLS library.Applicants 18 and under who are applying for a limited use, UHLS Youth Only MyCard, need to provide name, address, and date of birth.UHLS library cards expire and must be renewed every three years.Youth ages birth to 18 can register unaccompanied, or with the help of a caregiver or relative who is not the child’s parent/guardian.This card may be used at all UHLS Libraries except for the Colonie Town Library.

Card blocked at $10 or more in replacement costs.

No fines for late items

Limits on # of Materials Borrowed Unlimited checkouts Unlimited checkouts Limited total items: Can only have 3 items checked out on their card at a time
Types of Items All eligible item types. All eligible item types except Museum Passes, ILL, and Hot off the Press. Active paid members of the Friends of the East Greenbush Community Library have access to all lending collections. Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Databases/Digital Content EGRN and UHLS subscription databases and digital content UHLS subscription databases and digital content Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Interlibrary Loan Nationwide UHLS Libraries UHLS Libraries
Program Registration Unlimited except by limited program capacity Preference given to resident cardholders Preference given to resident cardholders

Notary

A notary is available during some of the hours the library is open. Please call ahead to ensure availability.

Accessibility Services

Vision

Large print books and audiobooks are available for those who find conventional print too small to read easily.

Low-vision equipment is available for magnification of print materials. Inquire at the Reference Desk.

The NYS Library maintains a free Talking Book and Braille Library service for qualified patrons.

Hearing

Assistive listening devices are available upon request for events held in the large meeting room.

Printing

Printing costs 15¢ per page for single-sided black & white, 30¢ per page for double-sided black & white and 50¢ per page for color. Wireless printing is also available in or to the library from any location, using any device. More info

Copy/Scan/Fax

A self-service color photocopier is available for public use, located outside the children’s room. The charge is $.15 per side for black & white copies and $.50 per side for color copies. Duplexing (double-sided) is available for both color and B&W.

The copier also has the ability to scan color or black & white to an email account. There is no charge to scan documents.

Sending a fax costs $1 per page.

Drive-thru

All materials, excluding “Stories to Go” kits, Library of Things items, and technology items, may be returned in the drive-thru book drop any time. Did you know you can set the drive-thru or checkout desk as your default pickup location?  Find out more