515. Community Facility Use Policy and Procedures for Application
The primary purpose of the Karl Junginger Memorial Library meeting rooms is to enable the library to extend its programs to the Waterloo community. As a further service, the library offers the use of its meeting rooms, when available, to qualifying groups. Library-sponsored activities are given the highest priority when considering the use of these facilities.
Meeting room use requires an application and a deposit/fee when applicable. Library staff will review and approve the application, which may require approval from the library director.
The Karl Junginger Memorial Library does not advocate or endorse the viewpoints of meetings or meeting room users. Informational flyers, advertisements, or any other publications issued by the group must explicitly state: “The Karl Junginger Memorial Library and its Board of Trustees do not endorse or sponsor this event.”
Use of facilities must comply with library policies and all federal, state, and local laws; ADA, safety standards, and building-code requirements. To meet eligibility, the library, at its discretion, may require groups to provide proof of insurance, residency, and/or tax exemption.
Hours of Availability, Capacity, and Equipment
Junginger Community Room:
- Available Monday through Sunday 7:00 a.m. – 9:30 p.m.
- When the event occurs while the library is closed, a door code to unlock the outside door during the event will be assigned and given when the room is paid for in full.
- When the library is closed, the group will have access to the hallway and the public restrooms. Upon departure, the group is responsible for ensuring the area is cleared of all occupants and secured. Restrooms should be tidy, all lights in the building should be off, and doors should be locked and shut.
- Capacity: 150 persons
- 10 large tables
- Kitchen facilities: oven/stovetop, microwave, refrigerator, dishwasher, and sink.
- Other equipment: podium, projection screen, projector
Hyer Conference Room: No Application is needed. This room is not reservable but is used on a first-come, first-served basis. It may be occupied for up to 3 hours at a time per person/group
- Available during the library’s hours of operation only.
- Meetings shall conclude at least 15 minutes before the library closes.
- Capacity: 15 persons
- 1 fixed conference table
- No kitchen facilities
- Equipment: fixed whiteboard
Application
All applications must be completed in full, signed, and submitted by the authorized adult representative of the group who will be attending the event. Applicant accepts responsibility for the conduct of the event and for any damages incurred. Applications may be obtained in person from the front desk or the Library’s website. Completed applications may be returned in person, by regular mail, or by email to: roomreservations@waterloo.lib.wi.us
Fee Payment (if applicable)
- The Library accepts cash or checks made out to Karl Junginger Memorial Library or KJM Library.
- The library staff reserves the right to determine what rental fees your group should be paying.
- Rental fees are due no later than the day of the event during library open hours. All rental fees include setup and clean-up times. The event may not enter the room until the rental fee is paid in full.
- Cancellations should be made a minimum of 7 days before the event date; exceptions will be made in cases of inclement weather.
- If your event begins later or ends earlier than anticipated, no refunds will be given.
- Deposits (if applicable) are required at the time of application. The event will not be scheduled on the room reservation calendar until the application is filled out and the deposit is paid (if applicable). Deposits must be separate from all rental fees. Deposits paid by check will be kept for one (1) business day after the event and then shredded if there are no extra required fees. Deposits paid by cash may be picked up by the event applicant one (1) business day after the event, provided there are no additional fees. If the cash deposit is not claimed within 5 business days after the event, the library will consider it a donation.
The Karl Junginger Memorial Library will keep the rental deposit if the fire alarm is pulled. Additional Fire/EMS fees may be incurred up to $200.00 or more.
If the library facility has sustained damage through the use of the facility, if lights are left on, or if library personnel must clean the facility after such use, all of the deposit will be retained by the library to cover costs. Damage costs above the deposit will be assessed and billed.
A key access code to open the outside meeting room door will be assigned if an event takes place before the opening/or after the closing of the library. When making the final payment for the room rental, the library staff will train the renter on how to open the door using the keypad system. Staff may not be contacted at home for any reason.
Deposit Group Rental Fee
None City of Waterloo/Gov’t Agency None
None Schools None
None MATC Negotiated
$50 Non-profit organization None
$50 Waterloo Groups or businesses mtg. for not-for-profit None
$50 Groups or businesses mtg for not-for-profit $30 per hour
$50 Private gathering $30 per hour
$50 Programs with the sole purpose of sales or profit $40 per hour
General Information and Overview of Room Use
Anyone using the meeting room(s) must adhere to the following regulations. If a group violates any of the rules listed herein, the Library Director or designee has the authority to immediately discontinue the use of the meeting room and /or suspend future privileges.
- Participants must adhere to the Library’s Code of Conduct, rules, regulations, and policies.
- Programs or meetings may not interfere with the normal use of the library.
- Minors (under 18 years of age) using the meeting spaces must have a designated adult responsible for the reservation. This designated adult is also responsible for chaperoning the group while using the meeting space.
- Smoking, use of tobacco products, and use of alcoholic beverages are prohibited anywhere in the building and grounds. Fire and safety laws must be observed.
- Candles/open flames are prohibited.
- Chairs and tables must be cleaned and returned to the standard configuration. Trash and recyclables need to be taken to the library’s outdoor garbage area. Users must vacuum and mop the floor as necessary. Kitchen counters should be wiped down, and the refrigerator should be left empty of items that the users brought with them. There is a laminated Cleanup Checklist to be completed and a laminated map of the room setup located by the Kitchen window. If the room is not set to acceptable standards, a clean-up fee may be assessed.
- If the library is closed during the event or closes before the event has ended, check that all lights are off and that all external doors used are locked and secure. Please check that restrooms are tidy and that lights are turned off. The $50 deposit will be retained by the library if the lights are left on or the doors are left open/unlocked.
- Recurring reservations must be resubmitted for each new calendar year with a new reservation form and deposit when applicable. Should such a group’s reservation 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 previous infringement of the rules or policies governing facility use.
- 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 library to close, 24 hours’ notice may not be possible. It is recommended that all organizations contact the library or access the library website or social media if inclement weather threatens.
- For a non-emergency situation, please contact local police at 920-478-2343. DO NOT contact any library staff at home.
Amended: 05/19/2015, 6/21/2016, 07/12/2016, 02/15/2017, 10/23/2018, 02/11/2020, 02/09/2021, 01/11/2022, 10/22/2024, 01/22/2025, 09/24/2025
Reviewed: 02/28/2023