Meeting Room Policy

Dothan Houston County Library System (DHCLS) welcomes the use of its public meeting room facilities for cultural, civic, educational and informational meetings of interest to the citizens of Dothan and Houston County.

1. Meeting rooms are primarily designed for DHCLS programs and use. Meeting rooms and libraries may be used as voting sites and polling places. The Library reserves the right to cancel a reservation with no less than 48 hours’ notice, if the space is required for use by the Library or a library-related organization.
2. The meeting rooms of DHCLS are accessible to people with disabilities in accordance with the Americans with Disabilities Act.
3. Meeting attendance shall not exceed the fire code allowance for the spaces

• Main Library: Community Room, 100 people; Board Room, 20 people
• Westgate Library: 50 people

4. When not in use by the Library, meeting rooms can be used by non-profit community groups and organizations of at least ten people (minimum of 5 for the Main Library’s Board Room). All meetings must be free and open to the general public and the media. Library staff or representatives may enter the premises at any time and on any occasion.
5. No admission fees may be charged or solicited. No donations of money or other property may be solicited or collected from the audience. No promotions or sales of services, products, merchandise, materials or other items are allowed. Sales of services, products, merchandise, materials or items, or solicitations for donations authorized pursuant to a library-sponsored program or event, or on behalf of the Friends of the Library, are permitted.
6. Library property may not be used for birthday and anniversary parties, weddings, funerals, or other personal celebrations or events. Rooms may not be used for practice or performance of any kind.
7. Meeting rooms are available during hours when the Library is open. Meetings (including pre-meeting set-up) may not begin prior to the Library’s opening, and all meetings must adjourn 15 minutes before closing time.
8. Use of the premises may be terminated at any time if the conduct of the group, or any member of the group, is disruptive to Library service, abusive or dangerous to the building, Library materials, exhibits, furnishings or individuals in the building. Meeting room programs must not interfere with library operations. The Library reserves the right to deny usage to any organization, group or individual which it believes to have been or potentially to be destructive or disruptive to the use of the library or otherwise in violation of the policies of DHCLS and/or applicable law.
9. Rooms may only be reserved by patrons with a valid DHCLS card in good standing, and the responsible party must be 19 years or above. An adult age 21 or older must be present when youth groups use the meeting rooms. There must be one adult per seven (7) minors while the room is in use.
10. If the name or contact information of the responsible party for an organization changes after a reservation is approved, this information should be updated to reflect these changes. The group’s reservation will be considered public information – the Library will not advertise groups using the meeting room, but they will be identified to interested parties, as all meetings are to be open to the public.
11. In publicizing a meeting to be held in a library meeting room, the sponsoring group must be clearly identified. Groups must not imply library sponsorship of their program or organization in their publicity. Use of the Library’s meeting rooms does not constitute Library or DHCLS Board endorsement of viewpoints expressed by participants in the program.
12. The completed meeting room request will include a brief description of the nature of the meeting and the name of the applicant, who will be responsible for the conduct of the group and for the clean-up of the room.
13. Light refreshments may be served, but groups may not prepare food on library property. No alcoholic beverages or smoking of any kind are allowed in the library.
14. Tables and chairs are available at each location. No other equipment is provided. The group is responsible for setting up, rearranging, and taking down tables and chairs. Meeting rooms must be left clean, in good repair, and in the same condition as found (e.g., chairs stacked or arranged as before the meeting began). Nothing may be affixed or mounted to the walls in any way.
15. Damage or failure to properly clean the room after use will result in fees being assessed to the account of the user who reserved the room. These charges may vary depending on the extent of damage or the degree of uncleanliness. Any group that damages library property will be liable for costs incurred in connection with such damage and may lose the privilege of using meeting rooms in the future.
16. Groups and organizations planning to use their own special equipment must schedule additional time to accept the delivery of such equipment. This equipment can only be delivered the day of the meeting and must not be left behind past the close of the scheduled time. A representative of the group or organization must be present to accept delivery of the equipment. The Library is not responsible for outside equipment, nor does the Library provide technical support for outside equipment.
17. All unresolved meeting room disputes will be reviewed by the Dothan Houston County Library System Board. This body shall be the final authority in these matters.