Amended by the Board of Trustees 5/20/2025
Meeting Room Policy (PDF)

The East Greenbush Community Library provides meeting rooms for public use when not reserved for library-sponsored functions. This policy governs their use.

General Policy

  • The Library follows ALA guidelines ensuring equitable access, regardless of beliefs or affiliations.
  • Use of a meeting room does not imply Library endorsement of any group, individual, or event.
  • Permission to use a meeting room is non-transferable.
  • User must comply with all Library policies, including the Code of Conduct and the Photography and Filming Policy.
  • The Library is not responsible for personal property.
  • Unreserved meeting rooms are open for public use.
  • The Library Director or designee has final approval authority over reservations.

User Responsibilities (designated meeting room borrower)

  • Users must supervise setup, cleanup, and restore the room to its original condition (except chairs and tables).
  • Activities must remain within the reserved space and not extend into hallways/other library areas.
  • Users are responsible for damages, with a minimum charge of $50; Non-payment may result in forfeiture of future reservations.
  • The Library may revoke access for violations of this policy and any other applicable library policy violations.

Eligibility – Meeting rooms are available for:

  • Individuals, community groups, organizations, and businesses for educational, cultural, intellectual, or recreational purposes.
  • Workshops, planning sessions, and training conferences (fees may be collected in advance by the sponsoring organization).
  • Non-commercial activities (no private parties).

Prohibited Activities

  • Disruptions to Library operations.
  • Violations of Library policy.
  • Harassment of staff or patrons.
  • Smoking, vaping, drug use, or pyrotechnics.
  • Use of flammable materials or smoke machines.
  • Use of alcohol.
  • Direct sales or solicitations.

Meeting Room Use Guidelines

  • Attendance must not exceed room capacity.
  • Food and non-alcoholic beverages are permitted if noted on the application.
  • Users must operate audiovisual equipment independently and are responsible for any damage.
  • Photography and filming must comply with the Library policy.
  • The Library may record, photograph, or broadcast events.
  • Library personnel may access rooms at any time and monitor for policy compliance.
  • Decorations, signage, or adhesives require prior approval and are prohibited outside reserved meeting space.

Reservations
Advance Reservations

  • A valid library card in good standing from any Upper Hudson Library System member library is required.
  • Users must complete a Room Reservation Request.
  • Reservations must include setup, cleanup, and equipment requests (same day equipment requests are not guaranteed).
  • Reservations to meeting rooms, except for the Hurr Education Center, can be made up to two months in advance.
  • Up to 12 advanced reservations per year, per user.
  • Standing reservations are not permitted.
  • Consecutive use is subject to availability and case-by-case approval.
  • Meeting room use is limited to 2 hours.

Same-Day Reservations

  • If a meeting room is unreserved, a same-day reservation for two hours may be made with library staff.
  • Extensions may be granted if the room remains available.

Cancellations & Library Authority

  • At least 24 hours’ notice will be given for unavoidable cancellations when possible.
  • The Library seeks to honor all approved meeting room reservations; however, the Library reserves the right to cancel reservations for library programs or Board of Trustees meetings in unusual circumstances.
  • Meeting rooms may be closed due to weather or emergencies; users will be notified via the Library website and shall be responsible for communicating with any attendees
  • The Library may interrupt, stop, or cancel events for public safety concerns or policy violations. No damages or compensation will be provided.
  • Library Director has final authority on room use and may grant, refuse, or revoke permission.

User Cancellations

  • Users must provide at least 24 hours’ notice for cancellations or delays.
  • Reservations are forfeited if a group is more than 15 minutes late without notice.
  • Failure to notify may result in suspension of future reservations and/or use of this privilege.

Publicity & Marketing

  • Publicity is the sole responsibility of the organizer.
  • The Library may not be listed as a sponsor or contact for an event.
  • Promotional materials must state: “This event is neither sponsored nor endorsed by the East Greenbush Community Library.”
  • Flyers, banners, or advertisements are prohibited in Library windows, hallways, or outside the building.

Additional Guidelines

  • Reservations are first-come, first-served.
  • Meeting room use must not disrupt Library operations. Organizers are responsible for maintaining order.
  • Self-serve with minimal staff assistance.
  • Users must leave rooms clean. Cleaning fees may be assessed if staff cleaning is required.
  • Misuse or damage may result in fees and/or loss of reservation privileges.
  • The Library provides tables, chairs, and pre-approved equipment; users must supply and remove additional items.
  • Police or fire protection, if required, must be arranged and paid for by the user.
  • Meetings may begin 30 minutes after Library opening and must end 15 minutes before closing.
  • Library personnel must always have access to meeting rooms.

Policy History

Adopted, Library Board of Trustees, January 16, 2001
Amended, Library Board of Trustees, October 21, 2003
Amended, Library Board of Trustees, February 19, 2009
Amended, Library Board of Trustees, July 19, 2011
Amended, Library Board of Trustees, September 18, 2018
Amended, Library Board of Trustees, April 12, 2022
Amended, Library Board of Trustees, September 19, 2023
Amended, Library Board of Trustees, May 20, 2025

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