080725 LIBRARY COMMISSION AGENDA PACKET

09/2024 | Page 1 of 4 Applicant’s Initial: LIBRARY MEETING ROOM RESERVATION PROCEDURES AND RULES Please initial on each page 1.Reservation Availability Please call or email Recreation Services (925-931-5340; recreation@cityofpleasantonca.gov) to check for availability. If available, a reservation will be placed for the date requested upon receiving a completed Library Meeting Room Reservation Application and signed Library Meeting Room Reservation Procedures and Rules document. The Library Meeting Room is available for booking except for the following Holiday closures: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Easter Sunday, Memorial Day, Independence Day (July 4th), Labor Day, Veterans Day, Thanksgiving Day, Day following Thanksgiving, Christmas Eve, Christmas Day, and other special closures as determined by the City of Pleasanton. Library Hours: Monday – Thursday 10a – 9p; Friday – Saturday 10a – 5p; Sunday 1p – 5p Reservation Availability: Monday – Thursday 10:15a – 8:45p; Friday – Saturday 10:15a – 4:45p; Sunday 1:15p – 4:45p 2.Responsible Party The Responsible Party is the duly authorized representative of the organization or person responsible for the booking and must sign the completed agreement. Responsible Party and Authorized Persons must be at least eighteen (18) years of age. 3.Reservations Reservations may not be placed more than two (2) calendar months prior to the reservation date and no less than five (5) calendar days before the reservation date. Library-related groups and activities have first priority and are not restricted by the calendar month rule. The application may be renewed every two months. 4.Certificate of Liability Insurancei Each applicant reserving the Library Meeting Room is required to provide the City of Pleasanton with a valid Certificate of Liability Insurance. Such a certificate shall provide General Liability Coverage at a limit of $1,000,000 per occurrence. The Certificate shall name the City of Pleasanton as an Additional Insured Interest in conformance with the Hold Harmless Agreement in the Library Meeting Room Reservation Application. The Endorsements page must be included with the insurance certificate. Suggested carriers: www.hubinternational.com/programs-associations/event-insurance/buy-now/ https://www.theeventhelper.com#cl1wux The Certificate Holder should be listed as: City of Pleasanton 400 Old Bernal Avenue Pleasanton, CA 94566 The Additional Insured should be listed as: The City of Pleasanton, its officers, agents, employees, and volunteers are named as an additional insured. Please email the completed insurance documentation (Certificate Holder and Additional Insured) for approval no later than five (5) business days in advance to recreation@cityofpleasantonca.gov. 5.The City of Pleasanton reserves the right to reschedule, relocate, or deny a previously approved request. In those cases, the applicant will be given as much notice as possible. i In order to provide the public the opportunity to use the Library’s large meeting room at no cost, the City requires that responsible persons both indemnify the City and provide insurance. This protects public resources from damage or claims that can arise based on private parties using the Library’s large meeting room for an activity which is not planned or staffed by the City. Library & Recreation Department Recreation Services: 400 Old Bernal Ave. Pleasanton, CA 94566 (925) 931-5340 recreation@cityofpleasantonca.gov www.cityofpleasantonca.gov Attachment 5 Page 19 of 39