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List:       publib
Subject:    [PubLib] Policy question responses compiled
From:       Lisa Prolman <lprolman () GREENFIELD-MA ! GOV>
Date:       2017-10-26 17:32:05
Message-ID: 0263432496856242.WA.lprolmangreenfieldma.gov () listserv ! oclclists ! org
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Thanks to all who shared their policies or suggestions.  Here is the compilation of \
responses:

We don't have a policy, per se, but over the last year, staff here at Chapel Hill \
Public Library have created a proposal form and a review process for both straight up \
library programs and co-sponsored ones.  It's made a huge impact and really helps to \
closely align our programming with our mission and our business plan.    
https://chapelhillpubliclibrary.org/propose-a-program/
 
 
If you want to know more, just get in touch - and I can connect you with the staff \
that lead this work.  They are happy to talk about it - they presented at NCLA \
conference last week to rave reviews and lots of questions about this work.   
Susan

*****

Here is our policy.  We also have an internal working document we use to go along \
with this policy.  
https://www.bcpl.org/docs/library/approved-partnership-sponsorship-policy.pdf
-- 
Carrie A. Herrmann
Director
Boone County Public Library
1786 Burlington Pike
Burlington, KY  41005
859-292-3387 (Phone)
859-689-0435 (Fax)

*****

We don't have a formal policy, but we do have an informal policy that if another \
group in town, the Historical Society or the Council on Aging for example, is doing a \
program at the library that is free and open to the public we'll consider it \
co-sponsored by the library. We don't necessarily share the presenter fee, but we \
share the publicity so it's better advertised and then we get programming credit for \
ARIS, so it works out well. Likewise, if we're hosting a program that we think would \
be of interest to another group in town, say a concert for seniors, we'll reach out \
to them to see if they're interested in co-sponsoring with us for the same mutual \
benefit.  
Hope that helps.
Jodi
Pelham, MA Library

*****

I am involved with the Friends of the Erving Library and as a Friends group, we have \
sponsored programs with other organizations in town. I know that my group does not \
have a policy in place at this time when working with other groups. As far as I know, \
none of the organizations we worked with had a policy since they never produced one \
to show us. You question has now raised some questions in my mind since what would \
have happened if things hadn't turned out as well as they had. So I am very \
interested in hearing other library group responses. I am writing about my experience \
working with other organizations. I have to tell you that there are approximately 4 \
other organizations in town.  
We co-sponsored a Beatles Tribute Band Concert for the community with the town's \
recreation committee. The concert was free and the cost was split between the 2 \
groups. Since the recreation commission receives town funding, they could not fund \
raise so they let the Friends sponsor a bake sale with all proceeds going to the \
Friends. We also co-sponsored a magic show together this past summer with the cost \
divided between the 2 groups. Both events were held at the elementary school and the \
school staff worked with us without difficulty. In advance of the events, I met with \
the school principal to discuss concerns regarding custodial concerns and parking \
concerns. Both groups took responsibility for setting up and cleaning up but there \
were some custodial fees(mopping the bathrooms and cafeteria floor)  that we paid so \
it would not come out of the school budget.  
The Friends also co-sponsored a face painter with the recreation committee and the \
Usher Re-Use Committee for the grand opening of a park in Erving Center this past \
summer. The Friends participated in the activity with an informational booth and \
activities for the community but we also assisted the other organizations with tasks \
they needed volunteer assistance with such as passing out a free raffle ticket to \
participants and scooping ice cream.  
The elementary school was hosting/sponsoring a 4-6 week story telling workshop for \
families. The Friends provided a free supper for the participants prior to the event \
at one of the weekly sessions.  
At this time I am in the beginning process of working with 3 other organizations to \
get an evening and afternoon school  performance for an Historical Perfomance by an \
actress that has a one women show where she performs as an historical female figure. \
At this time I have contacted the school librarian and she is interested in such a \
performance. She will contact the school's Parent Teacher group to discuss working \
together to bring this show to Erving. I plan to contact the historical commission \
and the recreational commission to discuss this proposal with them.  
I did have one incident when working with one organization where the Friends group \
reserved the  use of a town building for an event and there was a challenging \
problem.  On the evening of the event, the organization housed in the building took \
over the lobby to sell raffle tickets. Then, when people came to the room where the \
event was held,  they did not purchase raffle tickets which the Friends were selling. \
Some stated they thought the tickets they purchased were for our group. I have to say \
that I did inform the person selling tickets that we had raffle items and requested \
that we be allowed to set up in the lobby as well. We were refused access to the \
lobby for ticket selling and told that we were to have everything in one room. Now \
that I have more experience, if we use the building again and plan to hold a raffle, \
I will make it clear prior to the event and request that we have use of the lobby as \
well. Needless to say, I did not foresee this problem since I believed I had use of \
the room and the lobby.   
I would be very interested to hear other responses to the question you proposed. \
Thank you in advance for your time.  
Sincerely,
Rebecca Hubbard 

*****
 
Library Sponsored and Co-Sponsored Programs in the Library
Guidelines
 
Guidelines
To ensure that Rochester Hills Public Library staff who facilitate library sponsored \
and co-sponsored programs adhere to library and personnel policies, the following \
procedures are given.

 
 
Procedures
 
Staff will coordinate sponsored and co-sponsored programs with a library department \
head, the library director or the community relations specialist at least three weeks \
in advance. The library community relations specialist will negotiate and settle \
terms of payment in advance if guest speaker compensation is required. Questions of \
policy and regulation compliance for programs, products, printed information, \
services and any fees associated with a sponsored or co-sponsored program should be \
directed to the community relations specialist or the library director. Library \
literature or supply needs for a program will be made to the appropriate library \
staff no less than three weeks in advance. The community relations specialist is \
responsible to coordinate, schedule, promote and detail room setup for all library \
sponsored or co-sponsored programs. Each department is responsible for its own \
program registration with support from the community relations specialist as needed. \
Library staff will publicly acknowledge any financial support or donation made to \
defray the cost of the program. Library staff will publicly acknowledge program \
co-sponsors. Statistics of library sponsored or co-sponsored program attendance will \
be reported as required by library staff.  

Implemented: May 13, 2008
 
Library Sponsored and Co-Sponsored Programs in the Library Policy
 
Policy Statement
The Rochester Hills Public Library sponsors and co-sponsors planned public activities \
in the library for civic, cultural or educational purposes.

 
 
Regulations
 
1.    A program can be, but is not limited to, a presentation on library services, \
storytime, lecture, workshop, discussion group, performance, reading, book talk, \
puppet show, demonstration, guided facility tour or panel discussion and is provided \
for adults, young adults and/or children in groups of two or more.

2.    Library staff determines and approves topics, speakers, frequency and resource \
materials for library sponsored programs based on the interests and information needs \
of the community.

3.    Library co-sponsored programs may be conducted in cooperation with government \
agencies, educational institutions, civic organizations, Friends of the Library and \
other organizations approved by the library director, community relations specialist \
or department head.

4.    Presentations may be conducted by library staff, trustees or other authorized \
representatives, authors and performers, but shall not include speakers representing \
for-profit or commercial businesses unless approved by the library director.

5.    Registration may be required for a program depending upon its nature and supply \
needs. The minimum or maximum number of attendees will be determined by library staff \
in cooperation with any co-sponsoring organization.

6.    The community relations specialist is responsible for scheduling, promoting and \
detailing any required room setup for all library sponsored programs and for \
coordinating these same needs with a co-sponsor.

7.    Guided Facility Tours

A.     Group presentations or tours are available to organizations in Rochester, \
Rochester Hills or Oakland Township.

B.     Individual groups or classes may request no more than one tour a year.

C.     Tour requests may be made by contacting any member of the library staff.

D.    Tour requests must be approved by a library department head or the library \
director.

E.     Arrangements must be made at least three weeks in advance.

8.    Sale or distribution of products, printed information or services at library \
programs is limited to the following items as approved by the library director.

 .                    Copies of a featured author or performer's work.

A.                 Supplies for programs, printed information and items for sale by \
the library or Friends of the Library.

B.                 Learning materials, course credits or food services offered by a \
non-profit group and not intended as a fund-raiser.

C.                 Any exceptions to these limits must be requested in writing and \
approved in advance by the library director.

9.    The library may accept financial support or donations of goods or services to \
help defray the cost of library programs as long as the program complies with all \
library policies and practices. Such contributions will be publicly recognized.

10.No tipping or other payment or compensation to library personnel is permitted.

11.The library board of trustees endorses the American Library Association's (ALA) \
Library Initiated Programs as a Resource: An Interpretation of the Library Bill of \
Rights as adopted by the ALA Council.

12.The library board of trustees does not necessarily endorse the views presented in \
any library sponsored or co-sponsored program.  Nothing connected with the \
presentation may imply or explicitly state RHPL endorsement of the presentation or \
host organization.  

13.Concerns, questions or complaints about library sponsored or co-sponsored programs \
will be processed in accordance with library policies and regulations that govern use \
of other library resources.

 

 

Approved:  May 12, 2008
Rochester Hills Public Library Board of Trustees

Christine Lind Hage
Director, Rochester Hills Public Library
Division Councilor, United for Libraries
500 Olde Towne Road
Rochester, MI 48307-2043
248/650-7122
 
***** 

Lisa Prolman
Assistant Library Director
Greenfield Public Library
402 Main Street
Greenfield, MA 01301
413-772-1544
lisa.prolman@greenfield-ma.gov

The major difference between a thing that might go wrong and a thing that cannot \
possibly go wrong is that when a thing that cannot possibly go wrong goes wrong it \
usually turns out to be impossible to get at and repair. -- Douglas Adams

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