HomeMy WebLinkAboutNorth San Diego County Genealogical Society; 2017-01-10;\.
MEMORANDUM OF UNDERSTANDING
between
City of Carlsbad, a municipal corporation
and the
North San Diego County Genealogical Society
The Memorandum of Understanding ("Agreement") is made and entered into between the City of
Carlsbad, a municipal corporation ("City"), and the North San Diego County Genealogical Society
("NSDCGS"), a non-profit registered 50l(c)3 organization.
A. PURPOSE: It is the intent of this agreement to clarify the policies governing this ongoing
relationship between the City and its public library and the NSDCGS, and further define the
responsibilities of the parties. The parties have had a cooperative relationship existing since the mid
1970s, when NSDCGS donated its private library to the City of Carlsbad for its library ("Library"), and
the Library accepted the gift subject to a Policy Statement, dated February 14, 1977 (a copy of which is
attached and made an addendum to this Agreement).
The parties have had a continuing and mutually beneficial relationship to date. The parties recognize that
the genealogy collection is well-recognized for its value to local patrons, and in attracting patrons from
out of the area. The parties agree to the following policies concerning their partnership:
1. The Library recognizes that the purpose of the NSDCGS is to support genealogical research
through providing programs and resources for the community.
2. NSDCGS shall continue to purchase genealogical and local history related books, acceptable
research materials, and periodicals, which will then be donated to the Library.
3. NSDCGS has established, and shall maintain a Book Committee to ensure that all materials
to be donated to the City of Carlsbad for the Library meet the criteria for a genealogical
collection according to the Scope Statement, developed as part of the Collection
Development Policy established by the Library.
4. The Library shall accept, catalog, and provide adequate shelving for the material selected by
the Book Committee and donated by the NSDCGS. The Library shall also be responsible for
any binding required.
5. All reductions in existing genealogy material in the possession of the Library shall be done by
library staff familiar with the genealogy collection and its purposes. Any material donated by
the NSDCGS deemed unusable, inappropriate, duplicative, or outside the scope of the
Genealogy collection by the Library, shall be returned to NSDCGS to use as it sees fit.
Likewise, genealogy materials discarded from the Genealogy collection may be donated to
NSDCGS, a 501c3, for fundraising.
6. The Library shall continue to make space available to NSDCGS for file cabinets and
approved storage, as long as space is available.
7. The Library shall continue to be responsible for purchase, placement, and maintenance of all
furniture and fixtures in the Genealogy area.
1
8. NSDCGS may occasionally make gifts to the City of Carlsbad for its library for the purpose
of purchasing equipment or electronic resources useful for the pursuit of genealogical
research, upon agreement between the parties that such equipment may be housed in the
public genealogy area, will be made available to the public, and with the understanding that
the City assumes ownership and will maintain such equipment in the Library for use by
patrons consistent with this Agreement.
9. The Library and NSDCGS recognize that NSDCGS is a partner and support organization of
the City of Carlsbad public library, and as such may use physical facilities of the City of
Carlsbad and the Library for partnership programs and NSDCGS Board meetings without
cost to NSDCGS, subject to availability.
10. The California Library Services Act, within the California Code of Regulations, promotes the
ideal that "information services of public libraries be provided free of charge." In support of
that statement, the City of Carlsbad and its Library considers only those events hosted by the
NSDCGS that are free and open to the public to be partnership programs and as such, the
Library will support these programs through the complimentary use of approved City
facilities, the contribution of staff resources to reserve event space, assistance with set up and
take down for meetings and events, the reproduction of publicity and content materials, and
access and instruction on the use of equipment owned by the City of Carlsbad, subject to the
availability of resources.
11. The Library shall continue to be responsible for staffing and management of the Genealogy
area but may make use ofNSDCGS volunteers at the Library's discretion and upon
availability.
North San Diego County Genealogical Society
By· ~
City of Carlsbad, a municipal corporation
By:
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APPROVED AS TO FORM:
2
Policy Statement
The Carlsbad City Library will administer the collection of genea-
logical books transferred to it by the North San Diego County Genealogical
Society in accordance with the following policy:
1. The Society's gifts will be shelved with the Library's genealogical
collection in an area designated by the Carlsbad Library.
2. The Library will catalog and classify the Society's gifts and will
provide a card file of genealogical material.
3. The Library will provide shelving for the gift collection. When pos-
sible this shelving will consist of cases that can be locked. When
locked cases are used, a key will be available to the public at the
discretion of the Library.
4. The Society's gifts will consist only of books, periodicals, and
papers related directly to genealogy or local history. The Library
requests the Society establish a board or committee to screen gifts
so that they meet this provision. 1be Library will not add materials
to the genealogical collection that duplicate collections located
elsewhere in the Library.
5. The North San Diego County Genealogical Society may maintain a filing
cabinet for a pamphlet file, a desk for their librarian's use, and
a locked case for their materials in the area near the genealogical
collection, as long as space is available for this equipment.
6. It is the intention of the Carlsbad City Library to continue to pro-
vide a meeting place for the North San Diego County Genealogical
Society in the Library conference room, subject to the availability
of this space for public use.
The Board of Library Trust<~es of the City of Carlsbad thts date
accepts for the Carlsbad City Library the transfer of a collection of
genealogical books from the North San DiE-!gO County Genl'alogical Society.
Within the limits of the Board's power and authority, they will attempt
to administer the gift in a mamwr described in the attached policy
statement.
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President
Board of Library Trustees
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Authorized repn•s(~ntativ<.~,
North San Diego County
Genealogical Society