Dear
Friends: Two and a half years ago while we were involved with the
County's attempts to "audit" the Friends Groups I drafted a updated
version of the MOU many of us were operating under at that time (and
continue under today). There were several key points I tried to
capture, which I believe are as pertinent now as they were then.
1. Each Friends Group is an independent 501 (c) 3 organization with its own relationship with the Branch it serves.
2. We work closely WITH the County (through its libraries), but we don't work FOR the County.
3.
Our goal - a strong healthy Library system that serves the whole
community and provides a essential service in educating, informing and
entertaining all residents of Fairfax County - is identical to the
stated goals of the Trustees and the County Administration.
4.
The Friends are certainly willing to discuss any issues concerning the
MOUs we operate under, but as with any contract between two parties,
both parties must be involved from the beginning of such discussions.
5.
As 501 (c) 3 organizations, each Friends group is in full compliance
with all State and Federal laws and regulations and produce regular
financial reports which are public documents. There has never been an
issue of mishandling of funds by the Friends.
6.
It is our desire to continue to work closely with the Trustees and the
Library Administration to support the Libraries. We can best do this if
our contributions are recognized and appreciated.
Anyway,
as a recovering bureaucrat I know the importance of getting the first,
best piece of paper into circulation. It will be much better if the
coming discussions start from our proposal rather than the County's.
(Yes, I know it technically will be the Trustees proposal, but our
understanding is that this is coming from the County, specially the
County Attorney's Office)
I
have updated the draft of two years ago, specifically incorporating
some of the "best practices" pulled from the examples of other
jurisdictions' MOUs. This includes the Trustees keeping the Friends
informed of their strategic vision and giving the Friends an opportunity
to speak at their monthly meetings, like the Library Employee
Association does.
I
should stress the attached reflects just my thoughts at the moment.
Please read this over and let me know if I have forgotten or misstated
anything. There probably are more details we could include, but I think
there is an advantage in keeping it short and somewhat "fuzzy". The
key issue, however, is the independence of each group. I don't believe
we can compromise an inch on that.
Ideally,
if we reach agreement on the language here we would send this to the
Trustees (and maybe the Supervisors) prior to the 30th.
Thoughts? Comments? Objections?
Very best regards, Dennis Hays
Fairfax Library Advocates
Memorandum of Understanding
Between the
Fairfax County Library Board of Trustees and
The Friends of the ____________ Library
The
Friends
of the Library provide important financial and volunteer support to the library
branches and departments of Fairfax County, adding substantially to the limited
resources available from the County budget.
It is therefore the policy of the Library
Board of Trustees (the Board) to encourage and support Friends of the Library
organizations. “Friends of the Library” are civic-minded individuals who know
that quality library service is important to the community and who organize
into groups to support, improve, and promote the library.
The roles of the Trustees, Librarians, and
Friends are related but distinct. Trustees represent citizen
control and governance of the library. The Library Director
represents the administration and management of the library. Friends
of the Library represent citizen participation and assistance to
the library.
In order to achieve countywide consistency
and fiscal accountability, all Friends of the Library groups shall conduct
their fiscal affairs through non-profit, non-stock 501(c)(3) tax exempt corporations and in accordance
with all State and Federal laws. Each organized group should be
structured through articles of incorporation and bylaws to support, assist and
promote the activities of a Library branch or department.
Friends are organized with one or more of the
following objectives:
a.
To increase community awareness of and
use of the library;
b.
To provide direct financial assistance
to purchase goods and services to promote the mission of the library;
c.
To educate officials on the crucial
role libraries play in the health of the community;
d.
To encourage gifts, endowments, and
memorials for the library;
e.
To sponsor programs designed to add to
the cultural life of the community; and
f.
To volunteer on specific projects
proposed by the Branch Manager.
The
Friends endorse and will comply with Fairfax County’s policy of Open Meetings,
Open Records, Affirmative Action, and general code of Ethics.
Each
Friend’s Group will develop with its respective Branch Manager a statement of
purpose outlining expected program activities and related utilization of
Library facilities, personnel, utilities and equipment.
Each
Friend’s Group will designate a coordinator or liaison with the respective
Branch Manager. The Branch Manager or
designated representative shall be an ex officio member of the Friends Board
and shall have authority to administer this agreement on behalf of the Fairfax
County Public Library. Friends Groups will receive appropriate staff
support.
Each Branch with a
Friends Group will provide public display space for Friends membership
brochures and promotional materials. The Library will also provide adequate
space for book storage and sorting, book sales, and office needs.
Funds raised through
various Friends initiatives will be used to support the Fairfax Library System,
the Library of Virginia and Library based educational and cultural
programs.
Branch Managers will
periodically present “wish lists” (budget requests) for Friends
consideration. The Friends Board will
discuss and vote on these requests.
The Library Board
will include the Friends in the long-term planning process to ensure the
Friends are aware of the goals and direction of the Library, and are involved
in the preparation of major efforts in community and public relations. The
Library Board will invite a representative of the Friends to speak at the
Board's monthly meeting.
Friends'
gifts to the system will be considered in accordance with the policy stated in
the Policy Manual, Section M, " Policy Regarding Gifts to and Alliances with the Library System." As independent 501 © 3 organizations, Friends
Groups have authority to solicit, retain, and expend funds they determine are
appropriate to their program goals.
With
respect to the donation of library materials to Friends organizations:
In
accordance with the Virginia Code 15.2-953-B, the Library Board will donate
library materials to Friends organizations for sale to the public. Revenues
from such sales will be used to support the programs and services outlined
above. When a sale is coordinated and
operated by the Friends organization, all proceeds accrue to the sponsoring
Friends organization.
If the sale is an "on-going" event, i. e.,
sale of donated books by the staff on a continuous basis, the proceeds are
divided with 40% retained by the library system and 60% retained by the Friends
organization. Branches with Friends
organizations will provide space for the display of on-going sales items.
This
Memorandum of Understanding will be in force unless and until modified by
mutual agreement.
The
Library Board and the Friends believe the Fairfax Library System to be a
cornerstone of our community that provides a vital and essential service to
help educate, inform, empower and entertain all of our citizens, whatever their
situation.
