Question:

What are the rental spaces policies and procedures?

Answer:

https://staffweb.mysapl.org/guides/libguides/


 

Policy

The San Antonio Public Library offers use of rental spaces.  Use of rental spaces exclude the quiet rooms.  Grounds, pavilions, or other spaces are used for special events.    

  • All rental space users are required to have or to obtain a Library card and complete a Rental Spaces Agreement. 
  • If user is out of district (county), they would need to pay the fee for the library card or obtain a TexShare Card from their home library and then open a SAPL TexShare Account.
  • Staff must ensure that all sections of the agreement are completed and the form is signed.  
  • The Library does not sponsor or endorse the views of any group using a rental space. 
  • Any rental space fees collected will be recorded on the Meeting Room template and the Weekly Cash Report located on the FiscalBranches drive. 
  • Original contracts will be kept at designated Branch Location or saved to a branch shared file for a period of 3 years. 
  • Branch staff will scan the original document and email to Fiscal accountant and Client if they do not wish to have a hard copy. 
  • Rental space refunds are handled in accordance with the Library refund policy.

Definitions:

Branch Rental Spaces

                                                                                                                                                                                                                                                                                                                                                                                                                                        
Bazan Cortez Johnston McCreless Semmes
Brook Hollow Encino Igo Memorial Thousand Oaks
Carver Forest Hills Landa Mission Tobin 
Cody Great Northwest Las Palmas Pan American Westfall
Collins Garden Guerra Maverick Parman  

 

Central Rental Spaces: None Available

Event Spaces

  • Central Library Auditorium, Foyer, and Gallery (Rentals handled by Communications department)
  • Landa Branch Library Grounds/Pavilion

 

Procedures

Branch Rental Spaces process

 

  1. Rental requests are handled in-person at branch location or via email. Payments may be made through the ILS. A rental is not finalized until an agreement is completed and payment is made.
  2. All questions related to the rental space or completion of an agreement should be directed to the respective Branch Manager or Person-In-Charge 
  3. Rental space refunds are handled in accordance with the Library refund policy.

 

Event Spaces

Rental request must be handled in-person 

All questions related to the room rental or completion of an agreement should be directed to the SAPL Communications Department

 

  1.  Access ILS - enter as a Manual Charge and then marked paid.
  2.  Enter in Cash Register as Meeting Room
  3.  Access the branch template Weekly Cash Report located on the fiscal branches drive.  Complete the information on the third tab, labeled Meeting Room, for each contract you recei   
  4. There must be a contract for each entry on the template. 
  5. The total at the bottom of the form is formulated to sum all entries.  It must balance to the line below it (Weekly Cash/CC Report Total) which is also linked to the spreadsheets for your convenience. The balance/difference should be zero. 
  6. Scan original contract to Fiscal Accountant and customer.

 

Original contracts will be stored at your location for a period of 3 years.

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