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Amended by the Board of Trustees 7/19/2011
Meeting Room Policy PDF

East Greenbush Community Library maintains meeting rooms that may be used when not being used for library purposes subject to the regulations below;

  • All meetings must be free and open to the public.  In instances specifically approved by the Library Director a non-profit group may charge a fee to offset the cost of materials for participants.
  • Reservations must be made in advance.  Completion of a Meeting Room Reservation Application is required to confirm any booking request.  All reservations must be pre-approved by the library.  Groups are limited to 12 meetings in a 12-month period. No consecutive days are allowed.
  • Programs that are planned by the library take precedence. The library reserves the right to cancel a reservation for library purposes and will make every effort to find alternative meeting space within the library should a conflict occur.  The library has the right to cancel any scheduled use in an emergency.
  • After the Library requirements, preference will be given to library related organizations, and Community groups.  Reservations are on a first come first serve basis.  These groups may reserve a room up to six (6) months in advance.
  • Public services and organizations wishing to provide programs that are of public or community interest may reserve the room no more than three (3) months in advance.  Reservations are on a first-come-first-serve basis.  The Library reserves the right to determine what is or is not of public or community interest; this decision is at the discretion of the Library Director.
  • Meeting rooms may not be used for private meetings, and/or trainings, commercial or for-profit purposes.  They may not be used for advertising or fundraising purposes.  Information presented by commercial groups must be of an educational nature and may not refer to services provided by that particular institution.  All literature to be distributed is subject to library approval.
  • Meetings rooms are available for use only during the library’s hours of operation. Set-up may not begin before the library’s normal opening time. Please adjust commencement of morning meetings accordingly. All members of the group must vacate the meeting room 15 minutes prior to the library’s normal closing time.
  • Due to the high demand of our library meeting rooms, a minimum advance notice of 24 hours is required for any cancellation.  Failure to inform the library of a cancellation may result in loss of reservation privilege.
  • All groups serving food or beverages, or using the rooms for arts and crafts activities, are required to make a $25 deposit which will be returned if no extra custodial services are required to prepare the room for future activities. Food and beverages must remain in the meeting room.
  • Any damage to library facilities, willful or negligent, will be charged to the sponsoring group.
  • The library is not responsible for loss or damage to the property of either the sponsoring group or persons in attendance.  The library will not store any organization’s property or supplies.
  • When scheduled for use by minors, an adult supervisor must be present at all times who is personally responsible for the conduct of the event.
  • Absent parental authorization, minors are not permitted to attend programs in public meeting rooms.
  • Smoking and alcoholic beverages are not permitted.
  • 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.
  • Publicity for a meeting is the responsibility of the organizer. The library may not be named as a contact point for information about, or registration for the event. The library does not take responsibility for handling inquiries regarding scheduled meetings.  Neither the name nor address of the library may be used as the official address or headquarters of an organization.
  • Meetings must be conducted in such a way as not to disturb library operations.
  • The library reserves the right to order the room cleared and/or bar future meeting room use for infringement of any of the above rules.
  • Use of a meeting room does not necessarily mean endorsement by the East Greenbush Community Library.

Adopted by Board of Trustees January 16, 2001.  Amended October 21, 2003. Amended 2-09. Amended 7/19/2011

 

 

SubjectEast Greenbush CardUHLS CardUHLS MyCard
Library Card RegistrationFree 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 BorrowedUnlimited checkoutsUnlimited checkoutsLimited total items: Can only have 3 items checked out on their card at a time
Types of ItemsAll 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 ContentEGRN and UHLS subscription databases and digital contentUHLS subscription databases and digital contentOnly items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Interlibrary LoanNationwideUHLS LibrariesUHLS Libraries
Program RegistrationUnlimited except by limited program capacityPreference given to resident cardholdersPreference 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