Use of the Library Building


The Gold Coast Public Library is a community-founded, community-funded and community-focused facility. In a community such as this, which is lacking in a physical center like a village hall, it is particularly important that the library be a place to bring members of the local area together for meetings or programs.

The Gold Coast Public Library maintains a meeting room (Library Annex) to bring together the resources of the Library and the interests and activities of the community. The meeting room is used primarily for programs sponsored or co-sponsored by the Library. At times, when not needed for the Library's own programs, the meeting room will be made available for meetings and programs sponsored by others.


Permitting an organization or individual use of the meeting room does not imply the Library's endorsement of that organization or individual, its aims, policies or program presented. The Library assumes no obligation to present an alternative program at the behest of a member of the community.


Use of the meeting room is granted in accordance with the provisions of the Education Law of the State of New York and in accordance with this policy. Applications are required for meetings and programs. Permission will only be given to individuals or organizations residing or located in the Gold Coast Public Library District.


Use of the meeting room may be denied where there is a likelihood of physical hazard to participants or audiences, or a misuse of premises or equipment. Past misuse of Library property is grounds for denial of applications for future use.


The Board of Trustees of the Library reserves the right to review all applications.




The meeting room may not be used:


a. for meetings at which an admission is charged;


b. for meetings which are not open to the general public;


c. for meetings sponsored by political organizations;


d. by an individual or organization for personal profit, aggrandizement, or advertisement; or


e. for any meeting which is commercial in purpose or at which goods or services are advertised or sold unless there is a valid Library purpose.





The Library Director is authorized to direct specific staff, members and advisory councils to plan and implement performances, exhibitions and programs for community, educational, cultural, and recreational purposes. The Library sponsors and funds such programs of its own devising.




a. Application forms for use of the meeting room must be filled out completely, signed by the applicant and submitted to the Library administrator at least two weeks in advance of the requested date.


b. The applicant must agree to include in all information provided to the public by news releases, posters, written programs, etc., a statement as follows: "The Gold Coast Public Library provides an opportunity for individuals or groups to use its meeting room for public meetings. This does not imply any endorsement on the part of the Library of the programs so presented."


c. The applicant must leave the meeting room and other associated facilities such as bathrooms, if used, in the same condition in which it was found.


d. The applicant must assume full financial responsibility for any misuse of the premises and equipment.


e. Applications for meetings by young people, through senior high school, must be sponsored and signed by an adult who will assume responsibility. At least one adult must be in attendance when the meeting room is being used by such groups.


f. Smoking is prohibited in the Library and its meeting room. It is the responsibility of the applicant to ensure strict enforcement of this regulation.


g. Refreshments may be served at program meetings at the discretion of the Library Administrator. Alcoholic beverages are prohibited.


h. A Library Technician for the projection, sound and special lighting equipment is required when any of this equipment is used in conjunction with a program. Equipment must be operated by Library personnel. (Fees are listed on meeting room application.)


i. Local fire regulations limit occupancy of the meeting room to 49 persons. It is the responsibility of the applicant to ensure strict enforcement of this regulation.

j. Permission to use the room is not transferrable.

k. Applicant must promptly notify the Library of any cancellation. Failure to do so may result in ineligibility to use the room in the future.




Meetings may be scheduled in the meeting room during hours when the Library is open to the public. The Library Administrator may approve meetings that extend beyond the Library's hours of operation, but otherwise, meetings may extend no later than 8:45 p.m. Monday through Thursday, and no later than 5:45 pm. on Friday and Saturday. Meetings may be scheduled on Sundays and on holidays that the Library is open at the discretion of the Library Administrator.  



The application for use of the meeting room contains fee schedules.


Adopted: January 5, 2006

Amended: April 18, 2012

Amended: July 16, 2014

Download the Meeting Room Application Here