Memorandum of Understanding Between Providence Public Library and the Rhode Island Center for the Book

This document, a Memorandum of Understanding (MU), defines the responsibilities of the Providence Public Library as the host and fiscal agent for the RI Center for the Book for the period of July 1, 2008 through June 30, 2011. During this period the Center shall be known as The Rhode Island Center for the Book at Providence Public Library.

The Providence Public Library agrees to the following:

1. To act as the fiscal agent for the RI Center for the Book to fulfill the obligations as outlined in Article X of the bylaws of the RI Center for the Book, as amended on August 15, 2006.

These duties include working with the Advisory Board to develop an annual budget and sound policies assuring fiscal integrity, and to support the Center as it strives to raise sufficient funds to provide for the accomplishment of the Center’s mission;

2. To provide staff support for the period of this memorandum to perform the work of the Center, as described in the bylaws;

3. To provide office space within the library, storage for any materials collected and space for meetings if requested;

4. To maintain the virtual Center: www.ribook.org, working in cooperation with the Board and its committees;

5. To assist with marketing and promoting Center activities and events.

The RI Center for the Book agrees to acknowledge the contributions and support of the Providence Public Library for the Center on the website as well as on print material and/or press releases by using the title The Rhode Island Center for the Book at Providence Public Library.

This agreement will be reviewed annually for compliance and/or revisions by both the library and the RI Center for the Book Board.

ADDENDUM TO MOU of July 1, 2008 - June 30, 2011:

Statement of the Relationship between Providence Public Library
and RI Center for the Book at Providence Public Library

Providence Public Library (PPL) and R.I. Center for the Book @ Providence Public Library (RICfB@PPL) are seeking a closer relationship that will mutually benefit both organizations.

The PPL is an independent public library which receives no funding from its host city. As such, PPL must look strategically at all of its programs and services to assess revenue-generating possibilities in order to plan for survival and growth as a statewide anchor institution in R.I. and a cornerstone in the education process. PPL is committed to the mission of the R.I. Center for the Book @PPL, but is no longer in a position to support an organization that functions as a completely separate entity from its overall program of service and mission.

RICfB@PPL is seeking greater stability and continuity as it moves forward, as well as increased visibility throughout the state.

This addendum will foster a closer alignment between PPL and RICfB@PPL, resulting in a higher degree of visibility and organizational stability for the RICfB@PPL, as well as strengthening the position of PPL as an organization dedicated to the support of lifelong education. This alignment will allow both organizations to become more effective advocates for the reading, writing, making, and sharing of books.

With this Memorandum of Understanding, both PPL and the RICfB@PPL agree to:

• Develop a mutually beneficial co-identity that allows both the RICfB@PPL and the PPL to seamlessly support their closely-aligned missions.

• Brand the book and author programs of PPL as R.I. Center for the Book @ PPL programs.

PPL agrees to:

• Establish the position of full-time Director for the Rhode Island Center for the Book @ Providence Public Library. *This position will remain 100 % funded by PPL.

• Increase PPL’s provision of staff support and public relations while continuing support for hosting the web page and fiscal management, as covered under the current MOU. This will include cross postings for events and the expectation that PPL will make every reasonable effort to keep the RICfB@PPL webpage current.

• Collaborate with the Board members of RICfB @ PPL on suggestions for book & author programs that would provide fundraising opportunities for both PPL and the Center.

• Continue to support the signature RICfB@PPL events as outlined in the current MOU.

• Hold no expectation of RICfB@PPL volunteers at PPL book & author programs except for joint fundraising events or other co-planned programs.

• Continue to maintain separate fiscal accounts for the RICfB@PPL and Reading Across RI (RARI).

• Partner with RICfB@PPL Board to host two joint fundraising events annually, with a percentage of said funds raised to benefit RICfB@PPL directly. These fundraisers may be proposed by either entity but must be mutually agreed upon.

• Give assurance that the RICfB@PPL committees: Nominating, Program, Marketing, Membership and any ad hoc committees will continue to operate under the direction of the RICfB@PPL Board.

• Raise no objections to the RICfB@PPL engaging other organizations in partnerships using RICfB@PPL funds and resources.

• Attend two meetings annually for the purpose of planning and evaluating, the planning meeting to include the Director of PPL and the RICfB@PPL Executive Board, and the evaluation meeting to include the RICfB@PPL Board President, the Director of PPL, the RICfB@PPL President-elect, the OLIS representative, and the PPL representative should that be someone other than the Director of PPL.

RICfB@PPL agrees to:

• Participate in any mutually agreed upon joint fundraising events.

• Host the Annual Meeting of the RICfB@PPL at Providence Public Library.

• Continue to design, implement, and support the Center’s signature events: Reading Across R.I., Letters About Literature, and an annual Book Arts program.

• Ensure that the work of the committees is handled in large measure by the committee members themselves.

These measures will provide the RICfB@PPL with a higher profile, present opportunities to partner on more book & author events, and to benefit from occasional fundraising programs. It will also allow the PPL to use the identity of the RICfB@PPL as the “brand” under which it will present enhanced and frequent book & author programs.

This one year agreement is an addendum to the existing MOU. As such, both PPL and RICfB@PPL may chose to officially ratify this document, or consider it official by initialing and appending to the existing MOU. In either case, this will provide a template for the next Memorandum of Understanding.

*currently filled by Louise Moulton