Community Meeting Room Policy

The Napa County Library complies with the Napa County Board of Supervisors' policy on meeting room use (Resolution 88-35) and endorses the American Library Association Interpretation of the Library Bill of Rights concerning Meeting Rooms (included in section 6 of this policy manual).

Purpose

The Napa County Library location Meeting Rooms (hereinafter referred to as “Rooms”) are available for library sponsored events and for public gatherings of an intellectual, civic, cultural and/or educational nature. The Library Director may waive specific provisions of this policy and/or establish specific requirements upon written request of the applicant if the request is reasonable and does not endanger person or property.

Policy

Conditions Regarding Use:

  1. The Rooms may be scheduled for use by individuals or organizations upon written application, payment of any fees and approval in advance by library administration no more than 90 days before the event.
  2. The use of library facilities for programs is a privilege not a right. The Library Director or designee has the authority to restrict the use of the Rooms for library purposes or deny an applicant use of the Rooms based upon an applicant’s prior violation(s) of the conditions for use, conditions on activities and/or restrictions under this policy.
  3. The Rooms may only be used for meetings that are open to the public and are free of charge, unless otherwise approved in writing by the Library Director or the group has rented the Rooms at the “For Profit” rate.
  4. County Departments are exempt from the requirement that meetings be open to the public, and are exempt from hourly rates, regardless of meeting type. They are subject to maximum use of six times per year or are subject to non-profit reservation rates.
  5. The Napa Library Community Meeting Room is available for use during the following hours:
    • Monday-Thursday: 8:30 a.m. – 7:45 p.m.
    • Friday: 8:30 a.m. – 5:45 p.m.
    • Saturday: 10:00 a.m. – 5:45 p.m.
    • Sunday: Available at Director’s discretion
  6. The American Canyon Library Community Room is available for use during the following hours:
    • Monday, Tuesday, Thursday, Friday, Saturday: 10:00 a.m. – 5:45 p.m.
    • Wednesday: 1 p.m. – 7:45 p.m.
    • Saturday: 10:00 a.m. – 5:45 p.m.
  7. The premises must be vacated promptly on schedule.
  8. The group using the Rooms must restack the chairs in the Rooms per posted instructions.
  9. Attendance may not exceed the posted capacity of the Rooms.
  10. No individual or group may use the Rooms more than once per month, with a maximum of six times per year, with the exception of library-sponsored activities.
  11. Cancellations of scheduled meetings should be made as far in advance as possible. Refunds may not be made for meetings cancelled less than one week prior to the reserved meeting time.

Conditions Regarding Activities:

  1. Approved Room use does not imply that the library supports or endorses the group or the program taking place in the Rooms.
  2. Any publicity about the scheduled meeting must carry the name and phone number of the organization sponsoring the meeting. Publicity for the meeting must clearly indicate that the library is not the sponsor of the meeting. The library address and phone number shall not be used as a contact for meeting information.
  3. No signs, stickers, posters or any other information about the meeting may be displayed on County property outside of the Rooms, other than on the designated space on the door. Sales, proselytizing or petitioning outside of the Rooms on County property is not allowed.
  4. Arrangements for use of library equipment must be made in advance of the scheduled meeting. Individuals signing up to use library equipment must know how to operate it properly and must accept full financial responsibility for damage that may occur to it while in use by them.
  5. Library Staff is not responsible for setting up or cleaning up the Rooms. Room set-up and clean-up are the responsibility of the applicant and must be done within the scheduled booking time. Individuals signing up to use the Rooms must accept full financial responsibility for damage that may occur to it while in use by them.
  6. No individual or group may store items in the library or in the Rooms. The library is not liable for items left in the Rooms unattended.

Restrictions:

  1. The Rooms may not be used for:
    • Any purpose that may interfere with the regular operation of the library, both inside and outside the building.
    • Personal, company or family parties.
    • Any meeting that advocates any illegal activity.
    • Programs which solicit donations, charge admission or derive a profit as a result of the meeting taking place unless the group has the written approval of the Library Director or has rented the room at the “For Profit” rate. e.
    • Youth groups (ages 18 and under), unless sponsored and supervised by adults.
  2. The following activities are not permitted in the room:
    • Smoking
    • Serving alcoholic beverages, except the serving of wine or beer as described in the following section entitled "Serving of Wine and Beer”.
    • Animals (service animals excepted).
    • Use of candles.
    • Noise that disturbs patrons using other parts of the library.

Serving of Beer and Wine

Beer and wine may be served at adult programs held during non-business hours of the library with the approval of the Library Director. Beer and wine education programs held in the Rooms during business hours may serve a limited number of small samples of wine for the purpose of education. All other alcoholic beverages are prohibited.

Any non-County person or organization that proposes, and is approved, to serve wine and/or beer must furnish to the Library Director a Certificate of Insurance indicating liquor liability or host liquor liability as part of their general liability policy with a minimum coverage of Two Million Dollars. Said certificate must name Napa County, its officers, agents and employees as additional insured.

Parking

The Napa Library’s main parking lot has a 3-hour limit between 8:00 a.m. and 6:00 p.m. Monday through Friday. Violators are ticketed.

Terrace

The Library Use Policy applies to the library's terrace with the exception that food and non-alcoholic beverages are allowed.

Rental Fees

Rental fees are established by the Napa County Board of Supervisors. Applicable fees are to be paid upon application, preferably no less than two weeks before the scheduled event.

These fees may include: hourly rate, equipment use fee, and insurance fees. Missing or damaged equipment will be charged at cost to repair or replace. Programs for which fees have not been paid by one week before the scheduled program may be canceled and the meeting time made available for other groups.

Calistoga Library

The Calistoga location does not have a separate meeting space for community use. However, the Friends of the Library may use library space upon Library Director’s approval. In accordance with County policy, a library staff person is required to be on duty whenever the library space is utilized by the Calistoga Friends.

Yountville Library

The Yountville location does not have a separate meeting space for community use. The library is made available to the Friends of the Yountville Library and may use library space upon Library Director’s approval. In accordance with County policy, a library staff person is required to be on duty whenever the library space is utilized by the Yountville Friends.

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