1023 Room Reservations - Meeting & Community Rooms, Study Rooms, Conference Rooms

Policy Number 1023
Effective Date: June 1, 2021
Subject: Room Reservations- Meeting and Community Rooms, Study Rooms, Conference Rooms

Purpose

To ensure Chesapeake Public Library users have equitable opportunity to connect and engage within the library's physical spaces.

Policy

Library sponsored events are given first priority in the use of library spaces.
A library card is required in order to reserve a room at the library. Traditional cards are required for meeting and conference room reservations.
The Library does not provide setup or housekeeping services. Organizations, groups or individuals using library spaces are responsible for returning the room to its original furniture arrangement and cleanliness condition. A dumpster is provided at all locations for disposal of trash. A vacuum cleaner is available at all locations for use in cleaning floors, if needed. Rooms must be cleaned and cleared 15 minutes prior to the closing of the library.
Anyone using library spaces is expected to abide by the library's Behavior Policy/Code of Conduct (#1005). Disruptive behavior on the part of anyone using library space, may result in immediate removal.
The Library is not responsible for any personal belongings brought into the facility.
Rooms are not available before the opening of the Library or after closing, unless prior arrangements have been made with the Library Manager.
City and Library logos and branding cannot be used to convey support or sponsorship of private events. Library information can only be used for directional purposes.
Groups may not exceed room's authorized capacity.
Responsible party must be onsite at all times during the reservation.
Library staff reserve the right to inspect any library space at any time.
Groups exceeding occupancy of any rooms will be asked to leave.

Study Rooms

Study rooms may be reserved at no charge up to 24 hours in advance. Library card holders may book up to 2 study rooms per day.
Rooms will be held for 15 minutes after start of reservation.
Rooms may be reserved for 2 hours. If no one is waiting 30 minutes prior to the end of the reservation, the room reservation may be extended up to 2 hour increments.
Personal items left in a study room after a reservation has expired may be removed by library staff. Library staff are not responsible for items removed or left in rooms unattended. See Lost and Found Policy (#1030) for additional information.

Conference Rooms

Conference rooms may be reserved at no charge up to 180 days in advance with a valid traditional library card.
Rooms will be held for 15 minutes after start of reservation. Customers may call or speak to staff in person to adjust start or end times for their reservation.
No-shows who do not contact us to cancel will have future bookings cancelled. Bookings should be cancelled with 24 hours' notice.
Rooms may be reserved for up to 4 hours.

Meeting / Community Rooms

Rooms may be reserved up to 180 days in advance and are free to City, State and Federal entities as well as library sponsored events.
Patrons must be 18 years of age or older to make a reservation with a valid traditional library card.
Payments not made within 7 business days of request will be canceled. Reservations are not considered complete until payments are made.
Cancellations must be made at least 24 hours prior to reservation date to receive refunds.
Setup and cleanup activities must be completed within the reserved rental time period. Rooms must be cleaned and cleared 15 minutes prior to closing.
Rentals that go beyond the end time will be charged additional fees.
The rental applicant is responsible for obtaining all applicable and required licenses, consents and permits. Reservations that conflict with City of Chesapeake Code of Ordinances will be denied.
Library staff will not take registration fees or sell tickets for non-library sponsored events. Staff are not responsible for providing information about non-library sponsored events.
Meeting room behavior that disturbs other patrons within the library or fails to abide by the Library's Behavior policy (1005) may have their event immediately canceled. It is the responsibility of the rental applicant to ensure proper compliance to all rules and regulations.
Library property may not be removed from any meeting/community room.

Room Décor & Housekeeping Regulations for all Library Spaces

Materials may not be stored in advance.
No open flames are permitted at any time.
No person shall paste, glue, tack or post any sign, placard, banner, advertisement or decorations on any wall or painted surface.
All trash must be picked up and disposed of in trash bags. No trash should be left on the floor or countertops, and no food, drinks, ice bags or other items should be left in the refrigerator or cabinets.
Wipe down tabletops, counters, chairs and appliances.
Sweep and mop, if necessary.
All décor and equipment that the Applicant or guests may bring in for the event must be removed from the premises by the end of the specified rental time.
All cleanup must be completed during the time of rental and 15 minutes prior to library closing. Failure to satisfy all cleanup obligations may result in cancellation of future events or additional charges.
Damage to library property or equipment, intentional or otherwise, including marks on tables, glitter, food or stains on carpets, paint removed through tape, etc. will result in the rental applicant being charged any and all repair fees.

Subject: Policy on Petitioning, Picketing & Expressive Activity at the Chesapeake Public Library

Effective July 14, 2023

The Chesapeake Public Library(Library) seeks to fulfill its fundamental purpose and mission and encourage and permit expressive activities by members of the public to the extent compatible within the mission and purposes of the Library. This policy regarding expressive activities on public library properties is formulated with the following considerations in mind:

The Library's fundamental purpose and mission is to serve Chesapeake's residents and provide access to resources and services for literacy and education for those needing or wanting access. To accomplish this goal, the City is dedicated to providing access to resources, programming, and written (or electronic) materials; spaces dedicated to reading, studying, or research; and City-sponsored programs in an atmosphere free of unnecessary disruption or distraction caused by activities not related to library business.
Customers of the Library have the right to access library facilities in the areas open to the public, as well as the right to privacy and confidentiality, as they use the services in the facility during normal hours of operation.
To be consistent with the fundamental purpose and mission stated above, the Library shall prioritize access for Chesapeake residents and Chesapeake businesses.
There is relatively limited space around the entrance of each public library building in Chesapeake. Entry and exit to library facilities must be regulated to protect public safety in this restricted space.

For purposes of this policy, expressive activity is defined as non-commercial canvassing, leafleting, petitioning, or similar activity with the primary purpose of exercise of the rights of assembly and free speech as guaranteed by the First Amendment of the Constitution of the United States. This policy does not authorize the sale of goods or services of any kind or soliciting orders for goods and services for future delivery. Any such activity must be pre-approved by the City Manager (such as the existing farmers' market) and consistent with the Chesapeake Zoning Ordinance.

Petitioning, picketing, carrying or erecting signs or banners, conducting surveys or signature petitions, and similar expressive activities are not permitted inside library facilities. This prohibition does not prevent political or religious activities inside any meeting room, or other area as may be determined by the City Attorney to be a designated public forum, reserved for exclusive use by a group or organization and scheduled and conducted in accordance with the Meeting Rooms Policy (Policy Number 1023) or other applicable policy. Notwithstanding the foregoing, or any contrary policy of the Chesapeake Public Library Board (whether in effect now or later adopted), no meeting room or other indoor area may be reserved or used for any manner of event unless all of the following criteria are met:

Residency. At least one organizer of the event is a resident of the City of Chesapeake.
Indoor events.Notwithstanding anything in this policy to the contrary, the City Manager or designee may review requests to hold certain types of indoor events to determine if the event is likely to pose a threat to the health, safety, or welfare of any person or any City property, or otherwise disrupt the normal business operations of Library or other City facilities. This review may be conducted for events of the following nature:
- Any event where alcoholic beverages or cannabis products would be sold, served, or consumed; provided that this provision shall not be interpreted to allow alcoholic beverages at any facility in which it is prohibited.
- Any event which entails or promotes illegal activities.
- Any event that, without adequate public safety measures in place, presents a reasonable likelihood of disrupting the usual and customary operation of Library facilities.
- Any event organized by a campaign for a candidate seeking local, state, or federal elected office, or any event organized by a local, state, or national political party.
- Any event the primary purpose of which is to sell or purchase any goods or services, or to solicit or place future orders for any goods or services.
- Any event organized by an individual or organization with a demonstrated history within the City of Chesapeake of causing, promoting, or suffering violence, illegal activity, or noncompliance with permit requirements or other prior restraints lawfully imposed upon a public or private event. For such an event, the organizer shall execute a certification, on a form approved by the City Manager, swearing under penalty of perjury that at least 75% of the participants using the facility for the approved request will be residents of the City of Chesapeake. Public service meetings, which include those meetings organized by public officials or governmental agencies, shall be exempt from this certification requirement.
- Any event for which attendance is reasonably expected to exceed 150 attendees or otherwise exceed the maximum lawful occupancy of the requested facility.
Public safety review.Prior to any proposed indoor event in a meeting room or other area of any Library facility, the City Manager or his designee may review any application or reservation for the event, and, in their sole discretion, may restrict, reschedule, or cancel the event upon a determination that the event and the security measures provided therefor will, or are likely to, pose a threat to the health, safety, or welfare of any person or any City property, or otherwise disrupt the normal business operations of the Library. The City Manager or their designee shall coordinate with the event requester to devise a security plan for the event that would adequately mitigate any such threat to the health, safety, or welfare of any person or City property, or such disruption to normal Library operations, if such a security plan is possible. The organizers of the event shall, at their own expense, provide all security measures necessary to ensure that the event does not pose a threat to the health, safety, or welfare of any person or of any City property, or otherwise disrupt the normal business operations of the Library. The organizer of the event shall execute a certification, on a form approved by the City Manager, swearing under penalty of perjury that at least 75% of the participants using the facility for the approved request will be residents of the City of Chesapeake. Public service meetings, which include those meetings organized by public officials or governmental agencies, shall be exempt from this certification requirement. In determining whether an event and the security plan proposed therefor will pose a threat to the public or disrupt Library operations, the City Manager may consider the following factors:
- the nature of the proposed event,
- the date and time of the proposed event,
- the duration of the proposed event,
- historical antecedents associated with the proposed event, a similar event, or other events conducted by the organizers,
- the members of the public expected to attend the event, including (i) the expected number of attendees, (ii) the likelihood that the activity will attract persons not interested in the activity, (iii) the presence of other groups using that library facility or nearby facilities at that time, and
any other factors that are unique to the proposed event.
If an event is determined to require security measures to protect the public health, safety, or welfare of any person or any City property, the organizer of the event shall also be responsible for maintaining an official roster listing the names and addresses of members, which must be kept current and may be requested by the City at any time during the use of the City facilities; as long as such request is in the interest of ensuring the safety of citizens or any other legitimate governmental purpose. Public service meetings, which include those meetings organized by public officials or governmental agencies, shall be exempt from the aforementioned roster requirement.
If, during any scheduled event, the City Manager or his designee determines, in their sole discretion, that the event poses a threat to the health, safety, or welfare of any person or any City property, or interferes with the normal business operations of the Library, the City Manager or his designee may take action to restrict, reschedule, or cancel the event.

Expressive activities conducted in an orderly manner shall be permitted on the paved walkways between the parking lots and the library buildings or on the grass areas adjacent to these sidewalks, subject to the following conditions:

No voice, music or sound amplifying devices will be utilized.
Any sign, poster, banner, etc. shall be hand-held and not staked or placed on the ground nor fastened to trees, fences, or other structures.
No stand, display rack, measuring or testing devices, shelters, parasol, or awning shall be placed or erected on Library premises. A table not to exceed 30 inches by 72 inches and no more chairs than may be placed around such table may be placed on library premises for the purpose of activities regulated by this policy. Said table and chairs may not impede access and must not be located within sidewalks, parking areas, garden beds, or public right-of-way.
The conditions enumerated above may be modified by activities on municipal property subject to an outdoor special event permit, and reasonable accommodations may be granted to persons with a disability upon written application to the City Manager at least 3 working days prior to the proposed activity.
Persons while engaged in expressive activities may not occupy the area within five feet of any of the library facilities' entrances or ingress/egress to accessibility ramps. Pedestrians on other walkways shall not be blocked or impeded in any way.
Persons engaged in expressive activities in the vicinity of a library shall coincide such activity with the operating hours of that library, including any extended hours for special events or meetings.

For purposes of this policy, and to the extent allowed by applicable law, orderly is defined as civil discourse or display which should not delay, interrupt, or unreasonably interfere with customers of the Library or library programs/activities.

A person in violation of any provision of this policy will be specifically advised of these restrictions and given the opportunity to comply. If the violation continues or an individual knowingly reengages in a violation on another occasion, the librarian or designee will request that that individual leave the premises. If the individual fails to comply with this request, a police officer will be summoned and the individual may be charged with trespassing.

A non-exhaustive list of other potentially applicable laws and regulations is as follows:

No loitering or obstructing the free passage of others (City Code Section 46-13)
No depositing of handbills or other materials on the streets, sidewalks or public parking lots (City Code Section 46-1)
No illegal dumping (City Code Section 74-30) and no damage of public facilities (City Code Section 46-131.1)
No parades, processions, or public assemblies on public streets or sidewalks that have a tendency to interfere with the normal flow or regulation of pedestrian or vehicular traffic without a permit from the City Manager (City Code Section 74-21)
No distribution of campaign materials may be made on election day within 40 feet of an entrance to a polling place (Virginia Code Section 24.2-310)
Carrying concealed weapons of the types prohibited by law (City Code Section 46- 41 ; Virginia Code Section 18.2-308.1)

This policy shall apply absent any contrary provisions of applicable law and regulations (including any contrary provisions of an administratively issued outdoor special event or parade permit). In the event any provision of this policy is determined by a court of competent jurisdiction to be invalid and unenforceable, then such provision shall survive and remain valid and enforceable.