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2nd Revision 09/21/2011 DANNY L. KOLHA GE CLERK OF THE CIRCUIT COURT DATE: December 5, 2011 TO: Norma Kula, Director Monroe County Libraries FROM: Pamela G. Hanes. D.C. At the September 21, 2011, Board of County Commissioner's meeting the Board granted approval and authorized execution of Item C2 a revised Cooperative Agreement between the Monroe County Board of County Commissioners and the Board of Trustees of the Florida Keys Community College to provide for reciprocal Library services for the faculty and students of the Florida Keys Community College and the citizens of Monroe County. Enclosed is a duplicate original of the above - mentioned for your handling. Should you have any questions, please do not hesitate to contact our office. cc: County Attorney Finance File✓ MEMORANDUM OF UNDERSTANDING Agreement between the Monroe County Board of County Commissioners and the Board of Trustees of the Florida Keys Community College to provide for reciprocal library services for the faculty and students of the Florida Keys Community College and the citizens of Monroe County. This is a revision of a cooperative agreement in which the Monroe County Board of County Commissioners and the Board of Trustees of the Florida Keys Community College ( FKCCBOT) agree to provide reciprocal library services to the faculty, staff and the students enrolled at the Florida Keys Community College and to the residents of Monroe County. For these purposes the participant libraries are called The Southernmost Florida Library and Information Cooperative. Reciprocal library services will include reciprocal borrowing privileges, the sharing of print and audio visual resources, the presentation of staff development workshops and other mutually agreed -upon joint projects. The general terms described below will form the base for this agreement which originally commenced September 1, 1996. The parties will regularly review and evaluate the agreement for continuation. 1. ELIGIBLE USERS: The patrons of the Monroe County Public Library System (MCPLS) with current and valid library cards and currently enrolled Florida Keys Community College students and faculty and staff who have valid identification are eligible to use and borrow materials from both the Monroe County Public Library System (MCPLS) libraries and the Florida Keys Community College Learning Resources Center (FKCCLRC) according to each entity's policies and procedures. The above named parties will validate eligibility at the request of either party. FKCCLRC and MCPLS will honor both parties' library cards and will create a membership account with their library management system. MCPLS and FKCCLRC will establish procedures to assure compliance with existing practices as are in place at both institutions, such as fines and dealing with overdue materials. 2. LIBRARY RESOURCES: FKCCBOT AND MCBOCC agree to the sharing of informational resources as policy and availability will permit. This may include reference services, electronic resources, not including state college databases, general collection materials and resource sharing / interlibrary loan. The agreement, at this time, does not include the sharing of equipment. FKCCBOT AND MCBOCC will be responsible to each other through their respective libraries for any costs incurred as a result of the sharing of informational resources and will reimburse those costs. 3. COURSE RESERVES: MCPL will make agreed -upon shelf space available at the Big Pine, Marathon, Islamorada, and Key Largo branches for FKCC course materials which may include textbooks. FKCC students will be able to check out the course materials to be used in the library only. 4. INTERLIBRARY LOANS: FKCC will provide interlibrary loan services for the patrons of the Monroe County Public Library System (MCPLS) who have established membership with the FKCC Library. Requests may be submitted electronically through the FKCC Library website or by visiting the library. Article requests can be delivered directly to the patron's valid email on file. Print materials will be delivered via courier to the patron's library. It is the patron's responsibility to return all materials promptly back to the FKCC Library by the requested due date and pay all accrued fees and fines. Responsibility for lost or damaged materials belongs to the borrowing institution in accordance with their circulation policies. 5. COURIER SERVICE: MCPLS and FKCCLRC will deliver library materials to each other on an as needed basis. Procedures will be established to implement this delivery system. 6. INTERNET ACCESS: Wireless internet access is available to patrons at MCPLS and FKCCLRC. Patrons must follow the policies and procedures of each library. 7. STAFF DEVELOPMENT: In an effort to maintain effective library staff capability FKCCLRC and MCPLS agree to cooperate in the development and presentation of personnel workshops, seminars and other staff development projects. Each staff development project will be discussed and agreed upon on an individual basis, including mutual need, locations, and cost sharing. Prior to the implementation of any staff development project, the instructional policies and procedures will be met and both parties will be in agreement as to all conditions and / or requirements for project implementation. 8. JOINT PROJECTS: There may be occasions whereby, for the mutual benefit of both FKCCLRC and MCPLS, and their users, both parties agree to jointly develop and implement a project for informational services or agree to cooperate as a single entity for membership in a bibliographic cooperative. As the need arises and as institutional policies and procedures permit, FKCCLRC and MCPLS will cooperate in planning, development and implementation of such mutually agreed -upon informational service projects and/ or cooperative memberships. 9. MEMBERSHIP: At the time of this revision of the cooperative agreement, the parties to the agreement will be the Florida Keys Community College Board of Trustees and the Monroe County Board of County Commissioners. There may be, in the future, other institutional entities within the county who would seek membership in this informational cooperative. All additional membership candidates will be mutually agreed upon by FKCCBOT AND MCBOCC for inclusion in the cooperative subject to the institutional policies and procedures of both parties. 10. FEES AND OTHER ASSOCIATED COSTS: Although no such fees or other associated costs are established by this current cooperative agreement revision, the need for such may arise. If such is the case, any and all fees associated with this cooperative will be shared equally among the membership. Such fees and associated costs may include, but are not limited to, cooperative membership fees, the cooperative's membership in a larger bibliographic network entity and administrative costs. Any and all future establishment of fees and other associated costs will be mutually agreed upon by member libraries, their administrative heads and policy making boards. In addition, such decisions to establish fees and other associated costs are subject to the institutional policies and procedures of all member entities. 11. ADMINSTRATION: To ensure the protection and enrichment of the best interests of all parties to this cooperative agreement, the directors of FKCCLRC and MCPLS will hold regularly scheduled discussions regarding the cooperative's progress, policies and procedures and requirements. The directors jointly will develop and regularly review policies and procedures to meet the needs of their patrons. The directors will routinely inform their administrations of the cooperative's progress and needs. Major issues, such as significant policy changes, staffing requirements and budget requests will be submitted to and be approved by those administrations prior to implementation. 12. HOURS OF OPERATION: MCPLS AND FKCCLRC will maintain their respective hours of operation which will be advertised on their individual websites. 13. DURATION OF AGREEMENT: This agreement shall remain in effect unless sixty (60) days notice of cancellation is received by certified mail from the other party. The library administrators of both parties will meet annually to review and amend this agreement. Any amendments will be approved by Monroe County Board of County Commissioners and the Board of Trustees of the Florida Keys Community College. 14. TERMINATION: This agreement is subject to termination at the decision of either the Monroe County Board of County Commissioners and/ or the Florida Keys Community College Board of Trustees. A decision to terminate the agreement will require a minimum of sixty (60) days notification, in writing, sent by certified mail by the party initiating termination to the other party. Approved: 9/ agb/ Juana Careaga, Director of LRC F • Ji!!C�� I � • • Brittan yder, Provost, FK�C zz 0 t S. Chair of FKCC BOT Norma Kula, Director of Libraries, Monroe County 9/zi /Ii Mayor, Heather Carruthers, for the Monroe County Board of County N -'1 C= O r*1 C7 1 � Ln m n .. :J Ca �;u N C) Deputy Clerk