Facilities and Room Use Policy
I. FACILITIES USE
General
- The Cybrarium is to be the community’s information center, providing free and equal access to a full variety of resources and innovative technologies to enhance the quality of life and meet the informational, educational, and cultural interests of the entire community. The following policy, governing the use of Cybrarium facilities, reflects this mission.
- “Cybrarium facilities” refers to Cybrarium lobby, common area, and meeting rooms.
- The Cybrarium makes available Cybrarium facilities, as defined in this policy and limited herein, on an equitable basis, regardless of the beliefs of individuals or groups. Cybrarium facility use does not constitute the Cybrarium’s endorsement of the beliefs, ideas, or policies expressed by organizations or individuals using the space.
- Cybrarium-sponsored programs and activities take precedence over other activities. Use of Cybrarium facilities by outside organizations or groups may not interfere with regular Cybrarium operations or services.
- Facility users and Cybrarium patrons must comply with the Cybrarium Rules of Conduct and all applicable laws, and the City Code of Ordinances.
- The Director or designee reserves the right to refuse groups the use of Cybrarium facilities whenever the use does not conform to this policy.
- Groups or individuals using Cybrarium facilities may not approach patrons while using Cybrarium facilities.
- Communication between group representatives and the public is permitted when initiated by the public.
- No donations may be required or solicited by these groups or individuals.
- There is no charge for the use of Cybrarium facilities by government, educational, and non-profit organizations. The Director or designee must give advance permission for any use of Cybrarium facilities. Fees for business or for-profit organizations can be found in the fines and fees schedule.
- The name, address, and phone number of the Cybrarium may not be used as the official address of any organization using Cybrarium facilities, nor may any non-Cybrarium group using Cybrarium facilities publicize its activities in such a way as to imply Cybrarium sponsorship.
- Neither the City nor the Cybrarium are liable for damages caused to the user or their property while using Cybrarium facilities, the City, and the Cybrarium will be held harmless from any liability to third parties for injury caused by the group, or any persons or groups, while using Cybrarium facilities.
II. LOBBIES AND COMMON AREAS
In order to maintain a welcoming environment and ensure free and unimpeded access to the Cybrarium and its services, the use of Cybrarium lobbies and common areas will be limited to Cybrarium-sponsored programs or events.
The Director or designee must approve in advance all activities held in common areas. The individuals or group partnering with the Cybrarium must provide the purpose of the activity, as well as the dates and times the activity will take place, when requesting approval.
III. USE OF CYBRARIUM MEETING ROOMS BY THIRD PARTY ORGANIZATIONS
The Cybrarium meeting rooms can be reserved up to sixty (60) days in advance and are available during normal operating hours. The primary purpose of the meeting rooms is for conducting Cybrarium programs and services, which will have first priority in scheduling. The secondary purpose of the meeting rooms is to provide community meeting spaces for programming that aligns with the Cybrarium mission.
Meeting Room Use by Governmental Entities (County and local, state, and federal agencies) and Educational Institutions
- It is understood that accommodating governmental and educational entities requesting use of the Cybrarium to provide free information and to deliver free services to the public is a core civic responsibility of public libraries and central to the Cybrarium mission.
- The Cybrarium does not require fees or charges for governmental or educational entity use of meeting rooms. Events must be free and open to the public.
- Governmental or educational entity requests for a recurring, permanent, or semi-permanent time and date-certain use of the Cybrarium, should be forwarded to the Director or designee for review. These requests will be reviewed based on this Policy.
Approval for Use by Nonprofit Entities
- It is the Cybrarium policy to encourage uses by nonprofit entities that serve to supplement Cybrarium services by providing free and open seminars, services, information, etc., in the areas of recreation, learning, education, and literacy for people of all ages.
- The Cybrarium does not require fees or charges for nonprofit use of the Cybrarium meeting rooms. Events must be free and open to the public.
- Nonprofit entities requesting a recurring, permanent, or semi-permanent time and date- certain use of a Cybrarium meeting room, should be forwarded to the Director or designee. These requests will be reviewed based on this Policy.
- Nonprofit entity must provide reasonable evidence that the organization is classified as a 501(c)3 or equivalent designation for a nonprofit community group or educational institution. Such evidence may include a tax-exempt letter, website, common knowledge (i.e., AAA, AARP, Early Learning Coalition, etc.), which may be provided by the Requestor or obtained by the Approver (i.e., through the State of Florida Division of Corporations website)
Approval for Use by For-Profit Entities or Individuals/Groups
For-profit entities or individuals/groups are entitled to use the Cybrarium meeting rooms subject to the use fees outlined in the fee schedule, attached as Addendum B. It is understood that such uses may be for a private purpose and not open to the public. However, the Requestor may not charge admission fees or collect money from Cybrarium patrons.
General Criteria
- Private, for-profit organizations or individuals are prohibited from selling their services, distributing promotional materials/advertisements for their organizations or making referrals to a private, for-profit entity.
- A valid Cybrarium card is required to reserve any meeting room.
- Organizations or individuals may reserve meeting rooms once per month, in order to provide fair access to the entire community. However, if the meeting room is not reserved, same day reservations may be permitted, given reasonable time for review and approval by the Director or designee, regardless of prior usage within the month.
- Cancellations must be reported to the Cybrarium 48 hours in advance of scheduled reservations. Failure to cancel with sufficient notice, twice, may lead to cancellation of all remaining reservations.
- Maximum time frame for single use of meeting rooms is four (4) hours.
- Meetings must end fifteen (15) minutes prior to the Cybrarium’s closing time. Time limits must be adhered to. Meeting preparations and break down must be made within the overall meeting room availability timeframes. The meeting rooms are to be left in the same condition as they were found. The person or group using the room agrees to reimburse the Cybrarium for any and all costs for repair or any special cleaning that may be required and all damage that may be caused directly or indirectly to the Meeting Room or facilities by such use. Such costs will be charged to the contact person’s Cybrarium card account.
All Requestors for use of Cybrarium meeting rooms shall be required to complete a reservation request, which shall require the following information:
- Name of Applicant and Organization
- Applicant Contact Information (e.g., phone, e-mail, address)
- Date(s) and Time Requested
- Description of the Use
- Setup and equipment needs, if applicable
- Additional Requirements based on type of requestor
The Director or designee shall review, checking for consistency with this Policy and ensuring that the dates requested are not in conflict with other approved or pending requests. If conflicts exist with the requested date(s), the Director or designee shall make all efforts to offer and accommodate the Requestor on other dates, times.
Within three (3) business days from the receipt of a Cybrarium Use Request and/or Cybrarium Use Reservation Form, notice of the decision to approve or deny a request shall be provided to the Requestor.
IV. STUDY ROOMS
Three (3) study rooms are available for community members to use on a first come, first served basis. Limitations on the reservation length and use may be imposed by the Cybrarium Director or designee. Study rooms are free of any charge and are not considered “meeting rooms.”
V. CYBRARIUM BUILDING
Signs, emblems, banners, pennants, etc. may not be posted or displayed on Cybrarium building exteriors, except by the Cybrarium, Cybrarium support groups, or the City.
All petition activity must be conducted outside Cybrarium building at a minimum distance of 50 feet from building entrances.
VI. DISPLAYS AND EXHIBITS
Display cases and exhibit areas are used for Cybrarium-sponsored displays, which inform the public of the wide range of issues, events, and interests within the community.
The posting or distribution of a particular item does not indicate that the Cybrarium endorses any organization, cause, or activity.
Adopted: January 12, 2021