515. Community Facility Use Policy & Procedures
Checks for deposits must be separate from checks for rental fees. Deposits and a self-addressed stamped envelope are due with the submission of the reservation form. The deposit check will be returned to the group within 5 working days of the event and following inspection of the facility after its use. Rental fees are due no later than the day of the reservation. All checks should be made payable to Karl Junginger Memorial Library. Groups renting the facilities should ask about availability of AV equipment.
Deposit Group Rental Fee
None City of Waterloo/Gov’t Agency None
None Schools None
None MATC Negotiated
$50 Non-profit organization None
$50 Groups or businesses mtg for not-for-profit None
$50 Private gathering $10 per hour
$50 Programs with the sole purpose of sales or profit $20 per hour
Fees apply to both the Junginger Community Room and Hyer Conference Room, where applicable.
The following rules shall govern the reservation and use of both rooms.
• Deposits are payable at the time of application. Users must include a self-addressed stamped envelope with the deposit. The application is not official until a completed application is received by library personnel with the required deposit, if any.
• All rental fees, if any, are due no later than the date of use by the organization.
• Deposits must be paid by check, separate from rental fee checks. If there are no charges for damaging or cleaning the facility after use, the deposit check will be returned to the organization within 5 working days of the event.
• If a key is needed to access the facility, it must be signed out during library hours just before the event. If the key is not checked out prior to the event, the $50 deposit will be forfeited automatically. Staff may not be contacted at home for any reason.
• If the library facility has sustained damages through an organization’s use of the facility, or if library personnel must clean the facility after such use, all or any portion of the deposit will be retained by the library to cover costs. Organizations will be billed for any damages in excess of the deposit. Any remaining deposit funds after dismissing damages or cleaning will be refunded by the City of Waterloo within 60 days.
• Cancellations should be made a minimum of 48 hours in advance, except in cases of inclement weather.
• All reservation applications must be signed by an adult at least 18 years of age. An adult, age 18 or older, must be in attendance during the entire reservation time and until all participants have left the building.
• No use of alcohol or tobacco is allowed in any area of the building. Fire and safety laws must be observed. Alcohol is not permitted in any area of the building, except alcohol will be allowed during specifically approved library functions and Friends of the Library events when the FOL organization obtains a picnic license from the city of Waterloo.
• Users should complete, sign, and date the Cleanup Checklist.
• If the room is not clean and/or the furniture has not been returned to the proper arrangement, the $50 deposit will be forfeited.
• Users should leave the Cleanup Checklist on the kitchen counter in the Junginger Community Room or on the conference table in the Hyer Conference Room. In addition to the cleanup checklist, tables and chairs must be returned to their proper arrangement (refer to the laminated green cleanup checklist and room arrangement map).
• If library keys for the facility were borrowed, they should be returned in the outside book drop, after the door has been locked, if library is closed or at the front desk if the library is still open.
• If the library is closed during the event, or closes before the event has ended, users should make absolutely certain that all lights are off and that all external doors used by the group are locked and secure.
• Any emergency occurring within the group using the library’s facility must be reported to the Library Director, Assistant Director, their designate or local police.
• The reservation of any room or facility within the library does not constitute endorsement of the users of said rooms or their beliefs by the Library Board, library staff or the City of Waterloo. The Library Board and library staff will not discriminate on the basis of gender, ethnic group, age, religious beliefs, or sexual preferences, against any group wishing to use the facilities, as long as said group adheres to these policies.
• Recurring reservations by non-profit, non-governmental groups must be resubmitted for each new calendar year. Should such a group’s reservations also cease at the end of a school year, a new reservation form will be required when the group recommences its meetings.
• The Library Board reserves the right to review and/or refuse future use of any library facility for a group’s previous infringement of the rules or policies governing facility use.
• Meetings and parties occurring within the facilities must not disrupt the use of the library by others.
• In the event a dispute arises regarding the use of any facility, the final decision rests with the Library Director.
• The clean-up checklist provided each group, for each reserved date, must be completed by the authorized representative of the organization using the facility.
• Should a key to the library be issued to an authorized representative of an organization using the facility, this key must be returned in the book deposit at the end of the rental. The organization will be responsible for any attendant costs if the library’s key is lost (e.g. changing the library’s locks) while still signed out to that organization.
• The library reserves the right to cancel a scheduled reservation due to unforeseen circumstances. Notification of such cancellation will be given a minimum of 24 hours in advance. However, should inclement weather force the closing of the library, 24 hours’ notice may not be possible. It is recommended that all organizations contact the library if inclement weather threatens.