Section 8-206.2-22 - Procedures for use of library facility or audiovisual equipment; charges(a) Reservations shall be required for the use of a library facility or audiovisual equipment. The reservation shall be made by an authorized individual or representative with a library manager, either by telephone or in person, no more than twelve calendar months in advance of the date of use.(b) The authorized individual or representative shall apply for use of the library facility or audiovisual equipment in writing to the library manager on a form supplied by the system and substantially similar to the form which is located at the end of this chapter as Exhibit 3, entitled "Request to Use Library Facilities", dated February 2009.(c) The library facility key shall be picked up by the authorized individual or representative during normal operating hours prior to use of the library facility. Duplication of any key is strictly forbidden.(d) Payment for use of the library facility and audiovisual equipment shall be made when the key is picked up. Acceptable methods of payment are cash, check, certified check, or money order.(e) The authorized individual or representative shall be responsible for the following tasks before closing and leaving the library facility: equipment, lights, and air-conditioners to be turned off; doors and windows to be locked; facility to be left as found when entering; kitchen to be clean; trash to be removed from the premises; and, return the library facility key to the library by dropping the key in the library's book drop.(f) The authorized individual or representative shall immediately notify the library manager either in writing or by telephone of any cancellation prior to use of the library facility. If the key has already been picked up and the enhanced service fee to use the library facility has been paid, the enhanced service fee shall be refunded, provided the key is returned before the scheduled date of use. The amount refunded may reflect any deduction arising from any cost incurred by the public library to reserve the library facility, including the cost to provide security guard(s) or custodian(s) or both.(g) If the library facility is not properly secured upon completion of use of the facility and library personnel are required to return and secure the facility, the authorized individual or representative shall be assessed the labor and material cost incurred by the library personnel to return and secure the facility. The labor and material costs shall be determined by the system.(h) If library personnel are requested to return and re-open the facility after it has been secured, the authorized individual or representative shall be assessed the labor and material cost incurred by the library personnel to return and re-open the facility. The labor and material costs shall be determined by the system.(i) The authorized individual or representative shall be assessed a service fee for any dishonored check in accordance with section 40-35.5, HRS.(j) The authorized individual or representative shall comply with state laws and county ordinances and state and county rules including, but not limited to: (2) Police protection rules; and(3) Rules of the state department of health.(k) The authorized individual or representative shall release the State of Hawaii from any responsibility or claim arising out of injuries or damages, or both, incurred during the use of buildings, facilities, or grounds.(l) The authorized individual or representative agrees to assume the cost of repairs for damages incurred to buildings, grounds, and equipment whether accidental or otherwise at the time of use.(m) The authorized individual or representative shall secure all necessary performance licenses prior to use of the facilities and shall indemnify the library and system for any failure on their part to do so.(n) Use of the facility means that HSPLS is merely allowing the authorized individual or representative the use of the facility and not endorsing or affiliated with any events or activities that take place in the facility during such use.(o) The authorized individual, representative, organization, or company shall not deny anyone admittance or access on the basis of race, religion, color, national origin, sex, including gender identity or expression, sexual orientation, age, disability, ancestry, or marital status, in compliance with state and federal laws.Haw. Code R. § 8-206.2-22
[Eff 1/2/96; am and comp 1/7/99; am and comp 05/24/2010] (Auth: HRS §§ 302A-1120, 312-1) (Imp: HRS § 312-1)