April 26, 2005
SUBJECT: Agreement between City of Sunnyvale and the Friends of the Sunnyvale Public Library for 2005-2008
REPORT IN BRIEF
This report reviews the proposed agreement between the City of Sunnyvale and the Friends of the Sunnyvale Public Library, a non-profit organization which raises money through book sales and other means, primarily for materials, equipment/furniture and programs to benefit the Sunnyvale community through contributions that supplement the public library’s budget.
BACKGROUND
An agreement between the City of Sunnyvale and the Friends of the Sunnyvale Public Library was first put into effect on 6/14/04 for 2004-05. Previous to that agreement, the Friends of the Sunnyvale Public Library had been a co-sponsored group of the City and contributor to the library for more than 20 years. The group has tax exempt status under Section 501 (c) (3) of the Internal Revenue Service code. The Friends organization, for many years, has received books and other materials, donated to the Sunnyvale Public Library and discarded by the Library, to sort, price and sell at book sales and for an on-going table sale in the Library. Profits from the sales are contributed primarily for Library materials, equipment/furniture, programs and other needs as requested by Library staff, to supplement the operating budget. The Friends also serve as advocates for the Library and assist with programs for the public and other events as requested by staff.
Partnering with groups in the community to provide assistance for the Library, library services, programs and materials to serve the public is supported by the following City goals and policies:
Sunnyvale General Plan, Library Sub-Element (adopted by City Council on 4/8/03):
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Goal 6.2A: |
Provide a broad and diverse collection of books and other library materials to meet the varied interests and needs of the community |
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Goal 6.2C: |
Provide library programs and publications to educate, enrich and enlighten library users. |
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Sunnyvale Legislative Policy:
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Policy 7.2.6 |
Relationships with Outside Groups Policy |
DISCUSSION
The Relationships with Outside Groups Policy structure and operational design facilitates the provision of programs by outside groups that supplement City programs and encourage volunteerism and citizen participation in municipal government:
Groups and/or independent organizations providing support under the Relationships with Outside Groups Policy shall:
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A. |
Provide a community service, or promote an informed interest in the City’s objectives, services, facilities and programs for the benefit of its residents and businesses, and/or have as its purpose the raising of funds and provision of financial support for the City’s programs, and
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Comply with the First Amendment, pertinent federal and state laws as well as City ordinances. |
The staff, with the agreement of the Friends of the Sunnyvale Public Library officers, proposes the continuation of the 2004-05 Relationship Agreement between the City and the Friends of the Sunnyvale Public Library with no changes for a three year period, 2005-08. The Friends of the Sunnyvale Public Library contributes at least 90% of its donations each year to the Sunnyvale Public Library for special equipment/furniture, programs, materials and services, and other library needs as requested by Library staff. In return, the City provides space to collect, sort and store books and other donated and discarded print and non-print materials for the Friends of the Sunnyvale Public Library sales, as feasible. The City also provides space for on-going book sales within the Library and space for periodic sales yearly, as space allows. For the 2005-06 fiscal year, the Friends organization has committed to donate $50,000 to the Library from money earned during Friends’ activities.
FISCAL IMPACT
The Friends of the Sunnyvale Public Library currently raise money, primarily for the Library. For fiscal year 2005-06, the Friends organization has allocated $50,000 for additional library programs, equipment/furniture and materials, not provided for in the City budget. The Agreement between the Friends and the City states that the Friends will give at least 90% of the total donations it makes in any given year to the Sunnyvale Public Library.
PUBLIC CONTACT
Public contact was made through posting of the Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s Web page, and the availability of the report in the Library and City Clerk’s Office. The agreement was discussed at the Friends February 14, 2005 officers’ meeting. The Friends Board of Directors approved replicating the June 2004 agreement with the City for a period extending until June 2008. On April 4, 2005, the Board of Library Trustees held a public hearing on this matter.
ALTERNATIVES
1. Approve the three year agreement between the Friends of the Sunnyvale Public Library and the City and authorize the City Manager to enter into the Agreement by June 30, 2005.
2. Other action as determined by Council.
RECOMMENDATION
At their April 4, 2005 Board of Library Trustees meeting, the Board voted unanimously to recommend to City Council Alternative #1 which approves the three year agreement between the Friends of the Sunnyvale Public Library and the City and authorizes the City Manager to enter into the Agreement by June 30, 2005.
Staff recommends Alternative #1.
Reviewed by:
Deborah L. Barrow, Director, Libraries
Prepared by: Susan W. Denniston, Administrative Librarian
Approved by:
Amy Chan
City Manager
Attachments
A. Agreement between the City of Sunnyvale and the Friends of the Sunnyvale Public Library for 2005-2008. (.doc format)
B. Draft Board of Library Trustees Meeting Minutes of 4/4/05.