Backup Documents 10/25/2016 Item #16D12 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO , ,, L
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Office JAK 11/15/16
4. BCC Office Board of County
Commissioners \/(5/ L 0 lS\1�,
5. Minutes and Records Clerk of Court's Office ("Tir)\
t(INA 3:(spin
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the
addressees above,may need to contact staff for additional or missing information.
Name of Primary Staff Bailey Alonso,Public Services Phone Number 252-8468
Contact/Department
Agenda Date Item was 10/25/16 ® Agenda Item Number 16-D-12
Approved by the BCC
Type of Document MOU—Friends of the Library Number of Original One
Attached Documents Attached
PO number or account n/a
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature JAK
2. Does the document need to be sent to another agency for additional signatures? If yes, JAK
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be JAK
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's JAK
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the JAK
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's JAK
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip JAK
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 10/25/16 and all changes made during JAK
the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by t • J
BCC,all changes directed by the BCC have been made,and the document is ready f• the
Chairman's signature.
I Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
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MEMORANDUM
Date: November 17, 2016
To: Tanya Williams, Library Director
Collier County Public Libraries
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: MOU between Friends of Collier County Public Library, Inc.
and the Collier County Board of County Commissioners on
behalf of the Collier County Public Library System
Attached for your records is a certified copy of the document referenced above,
(Item #16D12) approved by the Board of County Commissioners October 25, 2016.
If you have any questions, please feel free to contact me at 252-8406.
Thank you.
Attachment
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MEMORANDUM
Date: November 17, 2016
To: Hailey Alonso, Operations Analyst
Public Services Department
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: A Memorandum of Understanding between Friends of Collier County
Public Library, Inc. and Collier County Board of County Commissioners
Attached for your records is a copy of the document referenced above, (Item #16D12)
approved by the Board of County Commissioners on Tuesday, October 25, 2016.
The original is being held in the Minutes and Records Department for the Board's
Official Record.
If you need further information, please feel free to contact me at 252-8406.
Thank you.
Attachment
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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
THIS MEMORANDUM OF UNDERSTANDING is made and entered into as of this
t 7 day of {°4` 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 that 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,
and fund raising are conducted at this office.
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; V2 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
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: 11.4.
J•tZoler, resident
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGHT E. BROCK, CLERK COLLI COUNTY, LQRIDA
By: `! Ate. *, ( BY: fr7-1410
Attest as .
+ ' ��+� �►Nlerk onna Fiala, Chairman
signaturinl .
Approved as to form and legality:
Item#
Jeffrey A. latz qw. County Attorney 4
Agenda
Date
Date \,'1
Recd
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.1161111,
Deputy CI. 1