During the COVID-19 pandemic, there are special guidelines for Meeting Room Use based on the Board of Trustees’ Pandemic Meeting Room Use Policy, copied below. Contact email@example.com to inquire about scheduling a meeting.
To reserve a room, please contact the library for an application, or download one here: Pandemic Meeting Room Use Application. As of October 14, 2020, all organizations who wish to use the library’s meeting room need to fill out a new application.
Bring completed application to the library, mail to: Cook Memorial Library, 93 Main St., Tamworth, NH 03886, or email to: firstname.lastname@example.org. For recurring meetings, one application is sufficient.
Here is a handout for meeting organizers to share with attendees about the guidelines for meeting room use: https://tamworthlibrary.org/wp-content/uploads/CMLMeetingRoomPandemicguidelines.pdf
To check if a particular date and time is available, call the library at 323-8510, or see our Meeting Room calendar.
Pandemic Meeting Room Use Policy (Adopted 10/12/2020)
The following regulations are in addition to and/or replace regulations of the Meeting Room Use Policy during the COVID-19 pandemic and will take effect on Tuesday, October 13, 2020. This policy will remain in place until the Board of Trustees votes to lift all of the library’s COVID-19 restrictions and policies. If at any point there is a library closure due to current conditions of the pandemic (see Pandemic Policy), the meeting room will not be available for use, and scheduled meetings will be cancelled.
Rules and guidelines for meeting room use
- The only meeting room available for public meetings is the large downstairs meeting room
- Maximum 10 people allowed at a meeting
- No food or drink to be served (participants can bring their own water bottles)
- Masks must be worn during meetings
- A minimum of six feet social distance shall be observed; chairs should be spaced accordingly (floor tiles are one foot square and can serve as a guide)
- All meeting room attendees must answer “NO” to each of the following health screening questions (also used for screening library staff and volunteers) before entering the library for a meeting:
- Have you been in close contact with a confirmed or suspected case of COVID-19?
- Have you traveled in the past 14 days: internationally; by cruise ship; or domestically outside of New England?
- Have you had a fever or felt feverish in the last 72 hours?
- Are you experiencing any respiratory symptoms including a runny nose, sore throat, cough, or shortness of breath?
- Are you experiencing any new muscle aches or chills, or severe fatigue?
- Are you experiencing any GI symptoms such as nausea, vomiting, or diarrhea?
- Have you experienced any new change in your sense of taste or smell?
In addition, we ask that:
- Meetings are scheduled during library hours
- Attendees enter through the main door of the library; there is a lift available for those who need it
- If furniture other than chairs is to be moved, that meeting organizer checks with Library Director or staff member first
- If group will need to use library equipment like the projector or conference camera, meeting organizer will let Library Director or staff member know ahead of time, as well as if assistance will be needed to set it up
- If window is opened, that it is closed and secured before group leaves the building; ask for staff assistance if necessary
- Meeting organizers maintain a list of attendees in case it will be needed for contact tracing purposes
Meeting organizers are asked to provide the following information to Library Director before their meeting:
- Number expected to attend
- That these meeting room use rules and guidelines have been or will be shared with all attendees ahead of time
Information to share with meeting attendees:
- Rules and guidelines listed above (available as a handout or email attachment)
- Include on meeting attendee handout: Remember as you are leaving the meeting that the upstairs library may be at capacity due to pandemic-related restrictions. Please check in with a librarian after your meeting before staying to visit the upstairs library.
- The library’s restrooms are equipped with sanitizing wipes and touchless soap dispensers
- The meeting room is equipped with an air purifier that exchanges the air in the room 5 times per hour