The purpose of this policy is to define the roles and responsibilities of Friends groups within the Huron County Library System.
Friends of the Library groups within the Huron County Library are non-profit organizations of volunteers who aim to assist and support the goals of the Library. Friends of the Library may exist in support of a particular branch library. In this case, they may be known as Friends of the [name of Branch] Library.
For the purposes of this policy, the Friends of the Library may also be referred to as The Friends.
Responsibility for Implementation
The responsibility for the implementation of this policy lies with the County Librarian, acting according to the general policy established by the Board. This authority may be delegated to other staff by the County Librarian.
1. General Principles
1.1. Friends of the Library groups within the Huron County Library are non-profit organizations of volunteers who aim to:
a. Assist and support the goals of the Library
b. Establish closer ties between the Library and its community
c. Promote knowledge of, and interest in the functions and resources of the Library and;
d. Assist in raising funds for special projects beyond the scope of the Library budget.
1.2. The Board acknowledges the importance of the volunteer service provided by such organizations as each Friends of the Library group in Huron County.
1.3. The goals and objectives of Friends organizations shall not conflict with those of the Huron County Library Board as established under the Public Libraries Act, R.S.O. 1990.
1.4. Friends of the Library groups will abide by all Board policies.
1.5. Friends of the Library groups will recognize the Board’s right to govern and the management’s responsibility to deliver library service.
2.1. Friends of the Library fundraising projects shall be taken on with the prior knowledge of the relevant branch manager, and the applicable library administration staff.
2.2. Friends of the Library organizations recognized by the Board must secure the approval of staff prior to conducting a book sale at a branch location. Book sales must be staffed by Friends of the Library Volunteers.
2.3. All funds raised by the Friends of the Library, and all items purchased with these funds, are the property of the Huron County Library. Funds may be used to enhance the services at the branches represented by The Friends.
2.4. All money from fundraising efforts, such as book sales and membership drives will be handled by Friends of the Library Volunteers. Staff cannot collect or keep money on behalf of the volunteers, except when a Branch Manager has been designated as treasurer as a last resort. Approval must be received by the Managers’ immediate supervisor prior to them being designated Treasurer of the group.
2.5. Membership timelines and dues may be set by individual Friends of the Library groups. Membership dues raised can be used to support their own organization.
3. Ongoing Responsibilities
3.1. Friends of the Library groups are required to meet at least once a year.
3.2. An annual report shall be forwarded to the Huron County Library Board. It shall include a list of the executive of the Friends of the Library as well as a financial statement. This report should be submitted shortly after each year end.
3.3. The executive of each Friends of the Library will ensure that all necessary reports and statements are prepared and filed in a timely fashion.
3.4. Friends my set their own terms of reference, goals and objectives so long as they do not conflict with those of the Huron County Library Board as established under the Public Libraries Act, R.S.O. 1990.
3.5. Friends must have a minimum of four active members within their group. This includes a Chair and a Treasurer that is not a library staff member. This condition must be met within a 6 month period of conception of friends group.
4. Library Responsibilities
4.1. Meeting space for Friends’ meetings and special events will be provided subject to space availability.
4.2. Staff time and administrative support will be provided as deemed appropriate by the County Librarian or delegated staff member.
5.1. If a Friends Group cannot fulfill the policy requirements and/or the decision to disband is reached by the group, then the group may disband.
5.2. In order to disband, groups need to send a Letter of Intent to the County Librarian, submit financial documents for the previous year and transfer assets to the Huron County Library.
5.3. The group must show proof to the Library that the Friends’ account is no longer active.
5.4. The Huron County Library Board has the right to require a Friends group to disband at any time should they be found in contravention of the policies and procedures of the Huron County Library or Corporation of the County of Huron.
Public Libraries Act, R.S.O. 1990, Chap. P 44 Section 23 (4)
Book Sale Policy
Approved January 23, 2013