Supporting Non-Profits of Brownell Library Policy

Supporting Non-Profits of Brownell Library Policy

Purpose

The Brownell Library Board of Trustees ("Library Trustees") welcomes and encourages community support for the Brownell Library ("Library"). This policy sets expectations for any nonprofit organization that raises funds, recruits volunteers, sponsors programs, or otherwise represents itself as supporting the Library. The goals are to align support with the Library's mission, protect public trust and viewpoint neutrality, and define appropriate use of Library resources.

Authority

This policy is adopted under the Trustees' authority to manage the Library and adopt policies governing its operation. See, 22 V.S.A. §§ 67, 105, and 143. Under 22 V.S.A. § 67(b), a public library may use library resources as a community center and may cooperate with community groups to provide these services. Vermont law requires libraries to adopt policies that comply with the First Amendment and applicable civil rights and antidiscrimination laws. 22 V.S.A. § 67(c). Vermont law also protects the confidentiality of patron records. 22 V.S.A. § 172. This policy is intended to be consistent with the Memorandum of Understanding by and between the City of Essex Junction City Council and the Brownell Library Board of Trustees, dated February 18, 2025 / March 12, 2025 ("City MOU"), including its recognition that the Library is a City department, Library staff are City employees, and City financial and personnel policies apply.

Definitions

1. Supporting nonprofit: Any nonprofit or charitable organization that represents itself as supporting the Library, uses the Library's name or identity, or solicits funds, donations, sponsorships, volunteer services, or bequests for Library purposes.

2. Recognized supporting nonprofit: A supporting nonprofit formally recognized by the Library Trustees under this policy and operating under an executed memorandum of understanding with the Library ("Supporting MOU").

3. Library resources: Public assets or goodwill belonging to the Library or the City, including Library staff time, facilities/meeting rooms, equipment, the Library's website and social media, email systems, the Library's mailing address and mail handling, patron and donor information, and the Library's name and logo.

4. Library Director: The Director of the Brownell Library (or designee).

Scope

This policy applies to any current or future organization seeking to operate as a supporting nonprofit for the Library, including (at present) the Friends of Brownell Library and the Brownell Library Foundation, each with an independent board and bylaws.

Core Principles and Boundaries

A. Separate entities; no agency. Supporting nonprofits are independent legal entities. They are not City departments and are not authorized to bind the Library or the City.

B. Public resources. Library resources are public resources. Supporting nonprofits may use them only when permitted by Library policy and the Supporting MOU; routine nonprofit administration belongs to the supporting nonprofit unless expressly agreed.

C. Library operations remain with the Library. Supporting nonprofits may not direct or supervise Library employees, and may not determine Library policies, staffing, collections, or services.

D. Compliance and neutrality. Supporting nonprofit activities must be consistent with the Library's obligations under 22 V.S.A. § 67(c) and applicable City and Library policies.

E. Supplement, not supplant. Funds raised in the Library's name must be used for Library purposes and are intended to supplement public funding, consistent with the City MOU.

F. Stewardship and transparency. Recognized supporting nonprofits must meet reasonable stewardship, reporting, and coordination expectations described below and in the Supporting MOU.

Recognition Requirements

A supporting nonprofit may be recognized only if it:

1. is a nonprofit entity in good standing and, where applicable, maintains current federal tax-exempt status;

2. maintains current governance documents (articles and bylaws) and adopts a conflict-of-interest policy;

3. provides current officers/directors and identifies points of contact for coordination with the Library Director and Trustees;

4. agrees in writing to comply with this policy and to follow applicable City and Library policies, as well as the City of Essex Junction Municipal Code of Ethics, when using Library resources; and

5. executes a Supporting MOU, approved by the Library Trustees, addressing communications protocols, permitted use of Library resources, fundraising and gift-handling practices, purchasing/procurement coordination, reporting, and dispute resolution.

Supporting Activities

Supporting non-profits of the Brownell Library may focus on activities such as:

Increase community awareness and use of the Library;
Work for library legislation or appropriations;
Encourage gifts, endowments, and memorials for the Library;
Provide direct financial assistance to enhance library services;
Raise money and campaign for a new building, renovation, or expansion;
Sponsor programs designed to add to the cultural life of the community; and
Perform volunteer work in the library on specific projects as designated by the Library Director.

Use of Library Name, Logo, and Communications

A. Permission and disclaimers. Use of the Library's name, logo, or related branding is permitted only as authorized in the Supporting MOU and subject to review by the Library Director (or designee). Supporting nonprofit materials must state that the nonprofit is independent from the Library and the City and may not imply official endorsement or authority.

B. Coordination on Library-related messaging. Recognized supporting nonprofits will coordinate with the Library Director on announcements that reference Library operations, policies, staffing, incidents, or controversies.

Fundraising, Donations, and Spending

A. Donor intent and gift handling. Recognized supporting nonprofits may solicit and accept donations intended for Library purposes. Restricted or earmarked gifts must be documented and managed to honor donor intent. The Supporting MOU will describe how restrictions, memorials, and acknowledgments are handled.

B. Requests for support. The Library Director, or designee, may submit requests for funding of Library programs, materials, equipment, and other Library purposes. Recognized supporting nonprofits will respond in a timely manner and document approvals/denials.

C. Library purposes only; procurement coordination. Funds raised in the Library's name must be used only for Library purposes. Purchases for the Library using supporting nonprofit funds must be coordinated through the Library Director and follow the City Purchasing Policy when applicable.

D. Stewardship. Recognized supporting nonprofits must timely acknowledge donations and maintain accurate financial records, including records sufficient to show stewardship of restricted or earmarked gifts.

Confidentiality and Records

A. Patron records. Supporting nonprofits shall not access patron registration records or patron transaction records and may not request or use such information. 22 V.S.A. § 172.

B. Donor and contact lists. Library-held donor and contact lists may not be used or disclosed except as expressly authorized in the Supporting MOU and consistent with privacy expectations.

C. Public records. Materials provided to the Library may become Library records subject to public records requirements.

Use of Space, Staff Time, and Volunteers

A. Space. The Library may provide space, as available, for recognized supporting nonprofit meetings or activities that directly support the Library, subject to Library policies and scheduling priorities.

B. Staff time. Library staff may assist recognized supporting nonprofits only when the assistance is directly related to Library operations and approved by the Library Director. Routine nonprofit administration (including internal mail handling) remains the responsibility of the supporting nonprofit unless expressly agreed in the Supporting MOU.

C. Volunteers. Volunteers working in the Library must comply with Library policies and will be directed by the Library Director or designee while on Library premises.

Reporting, Suspension/Revocation, and Review

A. Annual reporting. Each recognized supporting nonprofit shall provide at least annually: (1) a written report summarizing fundraising and expenditures for Library purposes, major activities, and plans for the coming year; and (2) a current roster of officers and directors. The Supporting MOU may require additional periodic financial statements.

B. Suspension or revocation. The Library Trustees may suspend or revoke recognition for material violations of this policy or the Supporting MOU, unauthorized use of Library resources, failure to report, or conduct undermining public trust. Notice and an opportunity to be heard will be provided unless immediate action is necessary to protect Library operations, safety, or legal compliance.

C. Policy review. This policy is reviewed periodically by the Library Director (or designee), who makes recommendations for updates to the Library Trustees. Supporting nonprofit recognition and each Supporting MOU should also be reviewed periodically.

This policy was approved by the Board of Trustees of the Brownell Library, February 17. 2026