Agenda 10/25/2016 Item #16D12 16.D.12
10/25/2016
EXECUTIVE SUMMARY
Recommendation to approve a Memorandum of Understanding with the Friends of Collier County
Public Library,Inc.to clarify the operating relationship between the Collier County Public Library
and Friends.
OBJECTIVE: To define the joint commitment between the Friends of Collier County Public Library,
Inc. (Friends) and the Collier County Public Library System (Library) to achieve the common goal of
supporting and enriching the services provided by the Library to Collier County citizens and visitors.
CONSIDERATIONS: Both the Library and Friends share a joint commitment to achieve the goal of
supporting and enriching the programs and facilities operated by the Library.
The Friends organization was instrumental in founding the Collier County Public Library in 1957 and has
continued to support and encourage library service and special programs and other endeavors specifically
designed to enhance and improve the quality of life for the Collier County community.
The Friends and the Board of County Commissioners last entered into a Memorandum of Understanding
(MOU) in 1993. Staff and the Friends leadership have recognized the need to update the agreement and as
such, a new agreement more in line with current operations has been developed. Under the terms of the
proposed MOU, The Library will include the Friends in long-term planning processes, provide the
Friends with a priority list of Library needs the Friends might fund, collect and deposit cash from book
sales, and bestow certain benefit on Friends members,as enumerated within the proposed MOU.
The Friends, in turn,will engage in advocacy on behalf of the Library, spend monies raised to support the
Library, make official meeting minutes and financial reports available for public inspection, submit an
annual financial report to the County,and other like best practices.
The proposed MOU has no termination date, may be modified only by the consent of both parties, and
may be terminated by either party with 60 days written notice.
FISCAL IMPACT: Approval of the MOU has no direct fiscal impact. Historically, the Friends have
contributed$100,000 annually to Library operations.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney,is approved as to
form and legality,and requires majority vote for approval. -JAK
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
action.
RECOMMENDATION: That the Board of County Commissioners approves and authorizes the
Chairman to sign the MOU with the Friends to support and enrich programs and facilities operated by the
Library.
Prepared By:Tanya Williams, Interim Library Director
ATTACHMENT(S)
1.Friend of the Library MOU signed (PDF)
Packet Pg. 1576
16.D.12
10/25/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.12
Item Summary: Recommendation to approve a Memorandum of Understanding with the Friends
of Collier County Public Library, Inc. to clarify the operating relationship between the Collier County
Public Library and Friends.
Meeting Date: 10/25/2016
Prepared by:
Title: Administrative Assistant—Library
Name: Karen Tibbetts
09/23/2016 2:56 PM
Submitted by:
Title: Assistant Division Director-Library—Library
Name: Tanya Williams
09/23/2016 2:56 PM
Approved By:
Review:
Library Tanya Williams Level 1 Originator Add Reviewer Completed 09/23/2016 3:31 PM
Public Services Department Hailey Margarita Alonso Level 1 Division Reviewer Completed 09/26/2016 1:59 PM
Public Services Department Amanda O.Townsend Level 1 Sim.Reviewer 1-8 Completed 09/26/2016 4:06 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 10/11/2016 4:56 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/12/2016 9:32 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 10/12/2016 10:25 AM
County Attorney's Office Jeffrey A.Klatzkow Level 3 County Attorney's Office Review Completed 10/17/2016 1:13 PM
County Manager's Office Leo E.Ochs Level 4 County Manager Review Completed 10/18/2016 12:07 PM
Board of County Commissioners MaryJo Brock Meeting Pending 10/25/2016 9:00 AM
Packet Pg. 1577
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Memorandum of Understanding
Between the Friends of Collier County Public Library, Inc.
and the Collier County Board of County Commissioners
on behalf of the Collier County Public Library System
rr THIS MEMORANDUM OF UNDERSTANDING is made and entered into as of this
( �� day of 01',146;46; 2016, between the Friends of Collier County Public Library (Friends) and
the Collier Board of County Commissioners (BCC) on behalf of the Collier County Public
Library System (Library).
The purpose of this Memorandum of Understanding is to clarify and modernize the
operating relationship between the Library and Friends, and to define the joint commitment to
achieving the common goal of supporting and enriching the services provided by the Library.
No entity may speak or act on behalf of any other; however, all pledge a spirit of cooperation in
the pursuit of the best interests of the Collier County Public Library System.
Both the Library and the Friends share a joint commitment to achieve the goal of
supporting and enriching the programs and facilities operated by the Library. The mission
statement of the Collier County Public Library is: To provide and promote Library information
and sustain services Haat enlighten the minds and enrich the lives of community residents and
visitors of all ages. The Library strives to bring the public the highest quality, most relevant and
effective library services possible particularly given the technologically advanced society we live
in today.
The mission statement of the Friends of Collier County Public Library is: To support
Collier County Public Library; to obtain greater usefulness or wider use of library; and to
support the literacy and educational needs of the community.
Both parties agree that the Friends is a 501(c)(3) non-profit organization independent of
the Library that supports the mission of the Library and works with the Library to advance its
mission.
The parties to this Memorandum of Understanding hereby agree to the following:
1. Library programs, services and events held in library facilities will be developed and
implemented by the Library. Where appropriate, the Library will seek input and support
from the Library Advisory Board and the Friends. In accordance with the American Library
Association's recommended best practices, services, programs and events sponsored in part
or whole by the Library will be open to the public to register and attend at no charge to the
public.
2. The Friends Organization was instrumental in founding the Collier County Library and
owns the land on which the Naples Regional Library is located. The Friends have an office at
the Naples Regional Library. As compensation for use of the land, the County provides at no
cost the Friends office facilities together with a one dollar a year lease payment. Many
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Friends operations including administration, membership activities, donation solicitations, c,
and fund raising are conducted at this office. n
3. In keeping with County Resolution 2001-255, any programs, events, services, fundraising
activities and associated business conducted by the Friends utilizing County assets or other
County resources should be pre-approved by the Public Services Administrator (Department
Head) or designee. No approval will be required with respect to the Friend's use of their
Offices at the Naples Regional Library.
4. The agreement titled "Agreement for the Collection and Remittance of funds" entered into
between the parties on June 15, 1993, is hereby terminated in its entirety and superseded by
this Memorandum of Understanding.
5. The Library specifically agrees:
a. To include the Friends in the long-term planning process to ensure that the Friends are
aware of the goals and direction of the Library, and openly communicate with the Friends
regarding County and Library decisions which can significantly affect the relationship
between the Library and the Friends.
b. With input from the Library Advisory Board, share with the Friends the Library's
strategic initiatives and discuss with the Friends how their resources and support might
help forward these initiatives.
c. To annually supply the Friends with a consolidated "Library Priority List" to be
considered for purchase for the Library system along with periodic requests to be
considered for supplemental purchases based on Library initiatives and needs that may
arise.
d. To provide public space at all Library branch locations for Friends membership brochures
and promotional materials.
e. To collect and deposit cash received from all book sales in accordance with Collier
County donation, cash handling, asset management, asset disposal policies and
procedures.
f To bestow Benefits of Membership to Friends: including, but not limited to, early
notification of Library programs and events; early access to annual book sale(s);
maximum of two annual "members only" special events; 24 free rentals annually for
"members only" programs; link to Friends website on the Library homepage; '/2 page
publicity space in the Library program brochure; and designated space at teach library for
Friends promotional materials.
6. The Friends specifically agree:
a. To engage in advocacy efforts on behalf of the Library in conjunction with Library
administration and the Library Advisory Board.
b. In keeping with BCC Resolution 2001-255:
1. To spend any and all monies raised, apart from the administrative needs of
Friends (e.g. salaries, postage, printing, fundraising, etc.) exclusively to support
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Library equipment, resources, technology, programs, services and other Library
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defined needs. The amount of money the Friends contribute each year to support the
Library and its programs is solely determined by the Friends. This decision is based
upon: the Friends current financial situation; its administrative requirements; its
marketing and membership-building programs; its Endowment objectives; the needs and
programs of the Library as specified in the "Library's Priority List" and which are
approved by the Friends; Friends initiated programs for the benefit of the Library.
2. That the Friends will make official meeting minutes and financial reports
available for public inspection upon request.
3. To submit an annual financial report and the completed IRS Form 990 for the
preceding fiscal year to the Public Services Department Head when they become
available. Financial records and membership information will be made available
as per the requirements for the Library's Annual State Aid to Libraries Grant
Application and other required reports.
c. To include the Library Director (or his/her delegate) as a non-voting presence at all
Friends' Board Meeting Sessions that are open to the general public and other General
Public Meetings and to allow room on the agenda for a written report from the Library.
d. That the Library administration has the final say in accepting or declining any and all
gifts made to the Library.
e. That the programs and events conducted by the Friends in Library and County facilities
shall be consistent with the needs and objectives of the Library and shall be regularly
reviewed with Library Administration and the Library Advisory Board.
This Memorandum of Understanding shall be effective as of the date first above written.
This Memorandum of Understanding can only be modified by a document signed by both
parties. Either party may terminate this Memorandum of Understanding upon 60 days written
notice to the other.
FRIENDS OF THE LIBRARY OF
COLLIER COUNTY INC.
By:
J Zoler, Kesident
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGHT E. BROCK, CLERK COLLIER COUNTY, FLORIDA
By: By:
, Deputy Clerk Donna Fiala, Chairman
Approved as to form and legality:
Jeffrey A. Klatzkow. County Attorney
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