Library Board of Trustees Agenda and Packet 2020 03 12

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Memo Library Board of Trustees Thursday, March 12 RE: Proposed Policy for the Use and Reservation Policy for Space at the Louisville Public Library Library staff has been approached by several individuals and groups that request variances to the current Meeting Room policy for use of the meeting spaces in the library. In order to address these requests and increase the community's ability to use these spaces the Library staff is proposing a new Use and Reservation policy. • The current policy does not allow individuals or community groups to use the Meeting Room and Board Room. These spaces are currently restricted to Organized 501(c)(3) Non -Profits and For -Profit Businesses. By allowing individuals and community groups to use these spaces we are better serving our community and increasing the use of underutilized space. • The current policy limits the use of the Meeting Room and Board Room to 4 hours per meeting. Library staff is often are asked to make exceptions for longer meeting times. • The Board Room has a 30% occupancy rate for the last year. • The current policy limits the frequency of bookings in the Meeting Room or Board Room to 1 per month, by allowing up to 3 reservations in the Board Room (no change to the Meeting Room) each month, we are able to accommodate groups that meet bi-weekly in this space. • The current policy does not allow for -profit businesses outside of Louisville or Superior to book the Meeting Room or Board Room. This policy proposes allowing those groups to use the space at an increased fee. Louisville is often a central meeting place between Denver and Boulder and staff often get requests from businesses outside of Louisville or Superior.