Meeting Room Use
The Library has several types of meeting rooms available for public use:
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The Community Room is a larger room capable of accommodating 115 people, and has a separate kitchen available if desired as well. The minimum rental time for this room is 2 hours, with each additional hour priced separately. This room is generally set-up in a theater style seating arrangement; it has folding tables and additional chairs available. The entrance to this room is at the front of the Library off the lobby area.
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The Conference Room is a smaller room capable of accommodating 20 people. The minimum rental time for this room is 4 hours, with each additional hour priced separately. This room is set-up with a large conference table with surrounding chairs; additional chairs along the wall. It has a 'white board' wall at one end. The entrance to this room is at the front of the Library off the lobby area.
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The Group Study Room is located in the main floor area, and can accommodate up to 8 people. It is non-reservable, and is used on a first-come, first-serve basis. There is no charge for the use of this room.
Reservations and available dates and times can be obtained by calling the Library's Administrative Assistant, 512-401-5648.
Fees for the use of the Community and Conference Rooms, and the kitchen area can be found in the Appendix A: Fee Schedule (see below).
Chapter 1 Sec 109.010 of the Code of Ordinances reads as follows:
CEDAR PARK PUBLIC LIBRARY’S PUBLIC RENTAL ROOMS RULES AND REGULATIONS
(a) The Cedar Park Public Library’s Community Room and Conference Room are facilities of the city.
(b) The rooms are available for public meetings and programs on a first-come, first-serve basis and may be reserved up to six months in advance. However, all reservations are subject to the City’s priority status for City uses. The City may, without notice, preempt any reservation of the rooms.
(c) The Community Room is restricted to use by no more than 115 people as established by the fire marshal.
(d) A signed user agreement and a refundable cleaning/damage deposit, as provided for in the fee schedule found in the appendix of this code, shall be required of all groups using the Community Room or Conference Room. The deposit shall be refunded following inspection by City staff, if the room is left in as good condition as when received by such group. The City Manager shall, from time to time, establish and publish a schedule of cleaning and repair charges should the use of the room lead to conditions requiring cleaning and equipment replacement. If security and liability are deemed necessary for any meeting, it will be the responsibility of the reserving group to reimburse the city for any actual cost of the security and liability.
(e) The Community Room is available under the fee schedule found in the appendix of this code.
(f) The Conference Room is restricted to use by no more than 20 people. It is available under the fee found in the appendix of this code
(g) The rate for non-residents who wish to reserve the Community Room or Conference Room shall be calculated at the rates in the fee schedule found in the appendix of this code.
(h) The Community Room shall be available for use from 9:00 a.m. to 11:00 p.m. every weekday and 9:00 a.m. to 5:00 p.m. on weekends except when reserved or in use by the City or election offices. The Conference Room shall be available for use during regular Library operating hours except when reserved or in use by the City or election offices. In addition, the Conference Room shall be available for use after the Library closes to 11:00 p.m. every weekday and 9:00 a.m. to 5:00 p.m. on weekends, except when reserved or in use by the city or election offices. Reservations may be made over the telephone; however, a confirmation agreement must be signed at least 1 week in advance of the use by the individual assuming responsibility for the room. Reservations cannot be confirmed until all fees and deposits are paid and a confirmation agreement is signed.
(i) No decorations may be attached to walls or ceiling in any manner.
(j) No smoking is allowed in any part of the Library building.
(k) No food or drink is allowed without approval of the library.
(l) No part of the Library building is to be reserved for the exclusive use of anyone, nor shall entry or reservation be denied on race, religion, sex, or national origin.
(m) Any damages to the Community Room, Conference Room or Library will be the responsibility of the reserving group that shall reimburse the City for the actual cost of repair.
(n) All fees are due upon reservation. No refunds will be made for any reservation canceled within one week of scheduled use.
(o) No person, association, or corporation shall be allowed to rent the rooms on a continuous basis.
(p) If special equipment is needed by the user (projector, television, films, videos) arrangements shall be made in advance to reserve the equipment. The community room's PA system is for city's use only and will not be rented out to the public. A non-refundable fee, as provided for in the fee schedule in the appendix of this code, will be charged on each piece of equipment. In addition, a refundable damage deposit will be charged according to the fee schedule in the appendix of this code.
Deposits will be returned after inspection of equipment by Library staff if the equipment is returned in as good condition as when it was checked out.
(q) No borrowing of chairs and tables from the Library is allowed. Groups making use of the Community Room or Conference Room must use only those chairs and tables furnished in each room.
(r) The Library reserves the right to re-schedule any meeting in case of emergency. The Library will notify a representative of any previously scheduled meeting event as quickly as possible.
(s) The library does not advocate or endorse the viewpoints of meetings or meeting room users. Any advertising or printed materials or events or programs sponsored by a group must include the following statement: THIS EVENT IS NOT IN ANY WAY AFFILIATED WITH OR SPONSORED BY THE CEDAR PARK PUBLIC LIBRARY. There must also be a return address and contact phone number other than the Library’s for all mail-outs relating to the event. Any costs, including personnel costs, incurred by the Library as a result of the advertising of events or programs or assisting with the events or programs held at the Library will be charged to the sponsoring individual or group.
(t) Users shall indemnify and hold harmless the city, its elected officials, directors, officials, agents, and employees from all claims, demands, loss, damages, or expenses including, but not limited to, those for death, for personal or bodily injuries, or for property damages arising out of or in connection with the use of the premises or the Library’s Community Room or Conference Room by users, their employees, agents, representative, customers, guests, or invitees. Upon request, users may be required to give proof of liability insurance in amounts and companies acceptable to the City.
(u) Failure to comply with the above rules will result in forfeiting the right to use the Community Room or Conference Room and all fees paid.
(Ordinance CO48-06-09-14-4E adopted 9/14/06)
Appendix A: Fee Schedule
Article 5.000
LIBRARY FEES
Sec 5.100
Community room and conference room
(a)
Community room Fees
(1)
Cleaning/damage deposit $150.00
(2)
Use fees
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(A)
Youth oriented and senior
groups. Chartered
organizations (examples: Boy
Scouts, Girls Scouts, 4-H,
AARP, Family Eldercare, etc.)
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Minimum $10.00 for up to two consecutive
hours plus an additional $5.00 per hour
for each additional consecutive hour or
part thereof of use on the same day. In
addition, such a group shall pay a fee of
$20.00 if use is made of kitchen.
Adequate adult supervision is required for
children that are present. The
cleaning/damage and equipment deposits
must be paid in cash or in a check separate
from the rental fee. |
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(B)
Civic and community oriented.
Chartered organizations non-
commercail or nonprofit with
tax exemption certificate
(example: service
organizations, churches)
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Minimum $50.00 for up to two consecutive
hours plus an additional $25.00 per hour
for each additional consecutive hour or
part thereof of use on the same day. In
addition, such group shall pay a fee of
$20.00 if use is made of the kitchen. Rates
apply to any organization with a tax
exemption certificate that can
satisfactorily show its primary purpose is
civic and community oriented. The
cleaning/damage and equipment deposits
must be paid in cash or in a check separate
from the rental fee.
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C) Noncommercial and
commercial oriented groups or
individuals. (examples: private
lesson groups, private
educational institutions, or any
individual, organization or
business which stands to
receive personal or corporate
gain from use of the facility)
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Minimum$100.00 for up to two consecutive
hours plus $50.00 per hour for each
additional consecutive hour of part thereof
of use on the same day. In addition, such
groups shall pay a minimum of $20.00
if use is made of the kitchen. Rates apply
to any individual or group without tax
exemption certificate and/or those who
charge fees for services or instruction to
individuals or groups. In certain cases
where admission is being charged, the city
reserves the right to charge the larger of
either 10% of the gross gate receipt or the
schedule fee. The cleaning/damage and
equipment deposits must be paid in cash
or in a check separate from the rental fee.
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(b)
Conference room fees
(1)
Cleaning/damage deposit $150.00
(2)
Use fees
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(A)
Youth oriented and senior
groups. Chartered
organizations (examples: Boy
Scouts, Girls Scouts, 4-H,
AARP, Family Eldercare, etc.)
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Minimum $10.00 for up to four consecutive
hours plus and additional $10.00 for each
additional consecutive four hour block of
time or part thereof on the same day.
Adequate adult supervision is required for
children that are present. The
cleaning/damage and equipment deposits
must be paid in cash or in a check seperate
from the rental fee.
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(B)
Civic and community oriented.
Chartered organizations non-
commercail or nonprofit with
tax exemption certificate
(example: service
organizations, churches)
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Minimum $20.00 for up to four consecutive
hours plus an additional $20.00 for each
additional four hour block of time or part
thereof on the same day. Rates applt to any
organization with a tax exemption
certificate that can satisfactorily show its
primary purpose is civic and community
oriented. The cleaning/damage and
equipment deposits must be paod on cash or
on a check seperate from the rental fee. |
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C) Noncommercial and
commercial oriented groups or
individuals. (examples: private
lesson groups, private
educational institutions, or any
individual, organization or
business which stands to
receive personal or corporate
gain from use of the facility)
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Minimum $40.00 for up to four consecutive
hours plus an additional $40.00 per each
additional consecutive four hour block of
time or part thereof on the same day. Rates
apply to any individual or group without
tax exemption certificateand/or those who
charge fees for services or instruction to
individuals or groups. In certain cases
where admission is being charged the larger of
either 10% of the gross gate receipt or the
schedule fee. The cleaning/damage and
equipment deposits must be paid in cash or
in a check seperate from the rental fee.
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(c) The rate for nonresidents who wish to reserve the community room or the conference room shall be calculated at the rates listed above in subsections (a) throughj (b) plus an additional 20%.
Sec 5.200 Special equipment use
If special equipment is needed by the user (projector, television, films, videos) arrangements shall
be made in advance to reserve the equipment. The community room's PA system is for the city's use
only and will not be rented out to the public. A $20.00 nonrefundable fee will be charged on each
piece of equipment. In addition, a refundable damage deposit will be charged accoding to the
following schedule.
| (1) TV/VCR |
$100.00 |
| (2) Overhead Projector |
$100.00 |
| (3) LCD projector |
$100.00 |
| (4) Movie Screen |
$50.00 |
(Ordinance CO48-06-06-14-4E adopted 9/14/06)