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Guidelines

1. Purposes:

a) To help branch staff enhance library services by communicating neighborhood needs and preferences.

b) To encourage maximum use of branch libraries by informing citizens about library programs and services.

c) To provide a forum for library personnel and members of branch library advisory committees to discuss issues related to library operations.

2. Requirements:

a) Membership selection must be fair and open.

b) Membership should be broadly representative of neighborhood demographics including its racial and ethnic diversity.

c) Members should be users of the branch or connected with a local business, institution or service provider.

d) While Springfield residency is not a requirement for membership, a majority of members must live in the city.

3. Operating procedures:

a) The committee should maintain a prominently placed bulletin board in its branch library posting the following: a meeting schedule giving day, date and time; an agenda for the next meeting; meeting notes of the immediate past meeting.

b) Meetings of established library advisory committees will be held in a public place, preferably one that provides universal access.

c) Meetings will be publicized in the media and on the library department Web site.

d) Branch library advisory committees should endeavor to reach consensus on all issues they consider.

e) Any branch library advisory committee fundraising efforts, however modest, require approval by the Library Director and the Library Commission.

 

Procedures for Fundraising

• Before planning any fundraising activity, the library advisory committee should consult with the appropriate branch or Central Library manager to ascertain whether or not funds are available in the library department’s operating budget to accomplish the goals of the proposed project.
  
• If there are no funds in the library department’s operating budget, library advisory committees must submit an application to the Library Director prior to initiating any fundraising.
  
• The Library Director will review the application to ensure that the proposed project is consistent with the library department’s current goals, objectives and annual action plan.
  
• It is expected that branch-specific fundraising efforts will be neighborhood-based. In-kind donations will be strongly encouraged.
  
• All requests to fundraise will be presented to the Library Commission, with the recommendation by the Library Director, at its next scheduled Commission meeting following submission of the application.
  
• Approval or denial of any library advisory committee fundraising application will be provided in writing within one month of receipt.
  
• Library Commission responses to applications will provide comments regarding the appropriateness of any proposed fundraising efforts and may suggest changes in fundraising approaches.
  
• All funds raised by the library advisory committee must be promptly submitted to the Library Director’s Office for deposit into the library department’s donation account.
  
• Deposited funds will be restricted to the purpose for which they were raised.

 

Approved by the Springfield Library Commission February 6, 2007