Friends of Lancashire libraries constitution and terms of reference

Title

1.1 The organisation will be called “Friends of insert library name Library” (Fo…L), or an appropriate derivative thereof

Objectives

2.1 To promote the library service within the community.

2.2 To work in cooperation with Lancashire County Council and other partner agencies and service providers to achieve our aims and objectives.

2.3 To foster understanding of how the library service is run and funded.

2.4 To provide a channel for feedback from library users.

2.5 To actively engage / consult with the local community and users to identify what activities they would like to see provided at the library

2.6 To contribute to decisions which affect the library and library users, where possible.

2.7 To raise funds and apply for grants and external funding.

2.8 To foster and promote the inclusion of community groups in their use of library service facilities.

Membership

3.1 Membership is open to any individual, group or corporate body interested in the objectives of the group.

3.2 It is recommended that members pay an annual membership fee of £5. However, membership fees should be discussed, reviewed and set at each Annual General Meeting and a variation of the recommended fee may be set if agreed by majority vote.

3.3 Where there are specific library forums in existence in the library, each forum will provide at least one person to represent their interest within the group.

3.4 The group will ensure that all individuals are given an opportunity to participate fully and equally in accordance with the Equality Act 2010. The group will be non-political.

Governance and meeting arrangements

4.1 The members of the group shall each year elect a Chair, Vice Chair, Treasurer and Secretary.

4.2 A person appointed may at any time resign his/her office.

4.3 On resignation, roles may be replaced by another member.

4.4 In the absence of Chair and Vice Chair, a Chair will be elected.

4.5 The Chair will have casting vote.

4.6 The group shall hold an AGM and additional meetings.

4.7 Quorum not less than 5 members.

4.8 Decisions by majority vote.

4.9 LCC officers attend but non‑voting.

4.91 Records of meetings must be kept.

4.92 Secretary distributes agendas and records 1 week prior.

Finance

5.1 Group can raise money by grants, donations, fees.

5.2 Treasurer may open bank account; 3 signatories.

5.3 Money paid into bank same day or asap.

5.4 Treasurer can pay agreed expenses.

5.5 Treasurer presents report to AGM.

5.6 If grant funding, auditor appointed.

Lancashire libraries – controls and support

6.1 LCC may recommend variations.

6.2 Group projects affecting building must be approved.

6.3 Furniture/resources must meet council specifications.

6.4 LCC may recommend funding sources.

6.5 Grant applications must be discussed with LCC.

6.6 Donation form kept for each accepted item.

6.7 Group activity must comply with LCC policy.

6.8 Events outside opening hours require agreement.

Insurance and safeguards

7.1 Approved activities covered by LCC insurance.

7.2 LCC cannot indemnify fraudulent activity.

7.3 Group must have safeguarding measures.

7.4 Risk assessments must be carried out.

Winding up

8.1 Group can be dissolved at AGM by majority.

8.2 If committee proposes dissolution, audit then SGM.

8.3 Dissolution effective after debts paid.

8.4 If group inactive 12 months, considered wound up.

8.5 If group no longer exists, money from external funders returned; equipment given to similar groups.