Central Library MOU from CFL

Central Library Memorandum of Understanding from Cortland Free Library (CFL) to Finger Lakes Library System (FLLS)

Draft

Document 26.27

Proposed topics:

  1. Quarterly check-in for the first year to assess:
    a. Impact on CFL staff time/resources
    b. Impact on CFL financial resources
    c. Whether an amendment to the Central Library Plan of operation is needed due to items (a) and (b)
  2. An understanding that for the first three years of the Plan all ordering, purchasing and cataloging of Central Library collection materials is the responsibility of the FLLS staff and Central Library Services Aid (CLSA) will be used for this purpose. That at the three-year mark, this arrangement will be reviewed to assess moving these responsibilities to CFL including control of the grant monies designated for this purpose.
  3. Weeding of the CFL collection and shelving of Central Library collection will be done by CFL staff, with the assistance of FLLS staff, as needed. Weeding of the Central Library collection and relocation of that collection will be done by FLLS staff.
  4. In the event that non-discardable (obsolete) items must be removed from the CFL collection to make room for the Central Library collection, FLLS will assist with storage of those items with a goal of reintegrating them (as practical) back into the CFL collection through natural attrition of Central Library items due to more reliance on digital rather than physical resources.
  5. FLLS will check to see if CLSA funds might be available to assist in the purchasing of new shelving to accommodate the anticipated receipt of 13,000 items contained in the Central Library collection.
  6. FLLS will commit to hiring an additional staff member at CFL, dedicated solely to maintaining and working with the Central Library collection, if deemed necessary and appropriate based upon the quarterly reviews outlined in #1 above.
  7. FLLS staff will provide resources and staff dedicated to initial and ongoing training for CFL staff in managing the Central Library collection.
  8. FLLS and CFL will work together to ensure that IT infrastructure, servers and technical support is adequate at CFL to meet Central Library needs and commit to technical upgrades and modifications, as necessary, to be covered by CLSA funds to the extent permitted under current guidelines and restrictions.
  9. FLLS will review CLSA grant restrictions to determine if funds are available for CFL desk modifications and upgrades to accommodate Central Library activities.
  10. A commitment between FLLS and CFL to cooperate with financial reporting responsibilities as required by New York State.
  11. A commitment to meet accountability requirements through a collaborative relationship with a goal toward strengthening services to smaller libraries that may lack professional staff depth including:
    a. Joint staff meetings at least twice per year.
    b. A joint meeting of both boards at least once per year.
    c. Ongoing communications regarding system-wide initiatives.
  12. A commitment by the boards and staff of FLLS and CFL to a cooperative model that emphasizes partnership, leadership and shared responsibility rather than oversight, or compliance driven control.
  13. FLLS will commit to being a resource for CFL in terms of policy development through best practices and regulatory requirements. CFL will commit to a schedule of policy review and development in order to fulfill a role as a leader in this area for other FLLS member libraries.
  14. FLLS and CFL will each commit to leadership roles in program development and creation for the benefit of all FLLS member libraries.
  15. An acknowledgement that the relationship between FLLS and CFL is initially for 5 years, but with a long-term goal going forward that it will be a permanent relationship based upon mutual respect, equity, and trust.
  16. That the elements of the current plan of service that are in effect with another library will be incorporated into a new plan of service to commence January 10, 2027 including collection development, professional development, and communication.

Dated: March 30, 2026