Friends Group Policy
The following policy applies to the Friends of the Meriden Library and the Friends of Philip Read Memorial Library.
As a non-profit, 501(c)(3) organization, each Friends group is a legally distinct entity and is not a part of the Plainfield Public Libraries (Libraries). The purpose of each distinct Friends Group (Friends) is to provide support and awareness for its respective community library.
- Leadership Roles
- There will be no overlapping of Board members between the Library and Friends. Past members of the Library Board of Trustees may serve on the Friends Board and vice versa.
- Library Trustees are encouraged to become “Friends” as non-voting members.
- Communication between Library Trustees and Friends
- The Friends Group may appoint a liaison to the Board of Trustees.
- At all Trustee meetings, the Friends liaison (or a designee) will have an opportunity on the agenda to update the Board of Trustees on Friends’ activities.
- The Library Trustees will appoint a Trustee liaison to each Friends Group who is encouraged to attend Friend’s meetings as a non-voting member of the group.
- The Library Director will have discretion in choosing how much support to provide to the Friends. Support to the Friends may include, but is not limited to, the use of library space for meetings, use of equipment (computer, printer, etc.), and use of Library space for display of a Friend’s brochure or other materials.
- Fundraising and Gifts from Friends
- Fundraising by the Friends is done with the knowledge of the Library Trustees and in coordination with the Library Director.
- Friend’s funds supplement their respective Library’s operating budget to provide materials, programs, and building improvements that enhance the service of their respective Library.
- Friend’s funds do not replace money that is normally provided by the Town of Plainfield for the Libraries’ operations.
- The Library Director, in coordination with the Trustees, provides a wish list to the Friend’s group about potential purchases and priority level. Gifts from the Friends to their respective Library may include but are not limited to, furniture, equipment, funding for special events or programs, special collection items, and funds toward renovations or improvements.
- For any gifts from the Friends to the Libraries valued at $1,000 or less, Friends may purchase items directly and donate the items to the Library, or Friends may donate the funds to the Library for direct purchase. The ownership of any items purchased directly by or donated to the Friends group for the Library’s use must be transferred to their respective Library.
- For any gifts from the Friends to the Libraries over $1,000, Friends must transfer the funds to the Library Trustees, and the Trustees will make the purchases directly for that Library.
- Any and all funds that are transferred from the Friends to their respective Library will be restricted to purchases authorized by the Friends.
- The Library Director and/or Library Trustees may accept or refuse any gifts made to the Libraries by the Friends.