Policies
and Procedures Regarding Use of the Bevil Meeting Room
The Bevil Meeting Room was donated by Mary Louise Bevil
McKee and Clyde V. McKee, Jr.
Availability:
The Bevil Meeting Room is available in the Kountze Public Library, a department
of the City of Kountze, primarily to support library programs and functions,
which further the goals of the library. When not being used by the library, the
Bevil Meeting Room is available to established, not-for-profit groups based in
or serving Hardin County—eg. Team Cities, Kountze Woman’s Club, Foundation for
Southeast Texas, etc.
Use of the Bevil Meeting Room is limited to groups engaged in educational,
historical, cultural, intellectual, civic, or other charitable activities.
Proof of identity and a street address and phone number shall be required of all
applicants.
Scheduling and Cancellations of the Bevil Meeting Room:
Except for library and library related programs, groups may not use the meeting
room more than once each month; limited series of weekly or daily meetings may
be scheduled at the discretion of the library director.
The meeting room may be reserved up to 120 days in advance if not hindering any
library programming. Library holidays may disallow use of the meeting room.
Access and Fees of the Bevil Meeting Room:
Permission to use the Bevil Meeting Room includes access to the foyer,
restrooms, and kitchen (for a fee) but not the library itself. Groups using the
Bevil Meeting Room are required to set up for their meeting (please lift chairs
and tables, do not drag), return furniture and equipment to its original
location, check restrooms, empty trash into outside receptacle, vacuum if needed
and generally leave the room clean and in good condition.
No smoking is allowed on City of Kountze property.
Groups are asked to refrain from burning candles in the meeting room.
No physical changes may be made in the facility except for the arrangement of
furniture. No posters or charts may be taped, tacked or otherwise affixed to the
walls of the meeting room.
A $50 deposit is required for use of the kitchen for light refreshments (kitchen
may be used only for light refreshments). “Light refreshments” include such
things as: hot and cold nonalcoholic beverages, snacks and foods not requiring
on site preparation. Red-based punch or Kool-Aid is not allowed. No ice chests
are allowed in the meeting room.
Library personnel will refund the deposit following inspection and return of the
key. The key is to be returned on the next business day following the meeting to
the library staff.
A copy of the applicant’s driver’s license or Texas ID will be attached to the
application. A fee of $25 per hour will be charged for meetings during hours
that the library is closed. Failure to vacate the building at the scheduled time
may mean forfeiture of meeting room privileges.
General maximum seating is 50.
In the event that damage is sustained, a cost estimate will be presented before
that group may use the room again (providing payment of damages has been taken
care of.)
Equipment and Supplies:
Meeting planners are encouraged to provide their own equipment.
The library cannot provide consumable supplies, such as pens and paper.
Equipment such as an overhead projector, slide projector, videocassette recorder
etc. owned by the library can be used with prior permission. However, library
staff will not be made available to run the equipment.
Dry-erase markers must be kept at the podium. Use of permanent markers or
finger-paints anywhere in the meeting room is not allowed.
General Prohibitions:
No admission may be charged for activities, events, or programs in the Bevil
Meeting room.
Users of the Bevil Meeting Room may not solicit purchase of items or take orders
for items.
No for profit or commercial enterprises may use the Bevil Meeting Room.
The Bevil Meeting Room is not available for parties, showers, and wedding
receptions, or for commercial purposes.
No collections may be taken before, during or after the meeting.
Meetings, which would interfere with normal library activities and work because
of noise and other factors, will not be permitted.
The use of a library meeting room is a privilege and not a right and is subject
to the Library’s sole and exclusive discretion. Accordingly, the Library
reserves the right to deny the use of the Bevil Meeting Room to any group.
Any publicity for a meeting that is not library sponsored must not carry the
library’s phone number or imply that it is sponsored by the library or city.
Library staff cannot be expected give details of meetings to be held in the
Bevil Meeting Room by outside users.
Exceptions:
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