Knowledge Base: Library Help

Below are 3 different approaches libraries can take to allow community members to host programs/services in library spaces. Your library may choose to pursue one or more approaches, depending on your needs.

1. The library can contract a service provider (an organization, individual, or business) to provide programming on behalf of the library.

• Selection Process: There should be a process for identifying the programming you need, criteria for who/what would meet those needs, and a standard for reimbursement.
• Promotion: This programming would be advertised as partner-led library programming and can be counted toward library service statistics.
• Fee: 
  • The provider could charge the library for this service, or not.
  • The library could decide whether to charge a fee to participants to attend, or not.
  • Money would not pass from the participant directly to the service provider.
• Documentation: A contract/agreement should be signed by both parties. (See this Knowledge Base article on partnership agreements).
• Example: A library could contract a non-for-profit organization, individual or business to run a ‘Learn Cree’ class. The library could pay the provider a fee and make the class free for participants or change them an amount to attend. The class could be promoted to the public as a library program delivered by a community partner.

2. The library can contract with a service provider to operate their business/activities out of the library.

• Selection Process:
  • This opportunity needs to be open to anyone to apply.
  • There should be a clear and consistent process for a business applying to operate out of the library, e.g. an application form.
  • Activities could take place in a separate room (e.g. like a room booking), or on the floor in the library’s public space.
• Promotion: These services would not be advertised as library services/programs by the library. They could be listed as services available geographically on-site. They could also be advertised by the service provider as being located at the library.
• Fee:
  • The service provider could charge clients a fee directly.
  • The library could charge the service provider a set amount to be able to do business on library property.
• Documentation:
  • A contract/agreement should be signed by both parties.
  • There should be consistent standards/policy on acceptable activities in the space and the cost of using the library space. Limits should be set, e.g. on things like the business not disturbing/interfering with library activities.
• Examples: 1) A library could contract with a local baker to operate a mini-café in the corner in the library OR 2) the Library could contract with a local psychologist to offer counseling in the library program room on Wednesdays. In both cases the library can charge the service provider for this opportunity. The library wouldn’t promote these services as library services but could list them as being available geographically on site. The service provider would change customers/clients directly.

3. The library can include in their Bylaws or a Library Use Policy the ability for anyone to do business out of the library space and charge clients directly for their services.

• Selection Process: Essentially, none. Anyone could operate in the space so long as they adhered to the policy.
• Promotion: These services/programs would not be advertised as library services/programs
• Fee:
  • External services could bill clients directly for their services.
  • The library could elect to charge a set fee for (e.g. per client, or per hour) to anyone doing business on library policy. They could, alternatively, outline a suggested donation amount.
• Documentation: Your library would create a policy that outlines the parameters around acceptable activities (E.g. that it would not interfere with or disturb library activities) and any fees for doing business on library property.
• Example: If a library had this policy, an individual could enter the library during open hours and conduct business on the floor. For instance, a tutor could meet with their clients in the library and charge them for services directly. These would not be advertised as library services and local policy would likely limit the service provider from soliciting patrons and conducting their business in a way that interfered with library services or disturbed other patrons. The library could extend this privilege to service providers for free or opt to charge them a set fee.
   

A note on Library Board members as service providers/businesses

The reality of small towns is that everyone is connected. Conflicts of interest will occur. It is good practice to be very transparent about these instances and the Board’s decision-making process. The library should be especially careful to avoid situations where it appears that the Board is paying itself. Policies that outline rules for business practices at the library can help.

Library policy should ensure Board Members disclose any potential conflict of interest when decisions are made, and incorporate practices where members recuse themselves from any decision/discussion that involves their business/personal interests.

PLSB can be a good resource for the Library, for advice on avoiding/addressing Conflict of Interest concerns. Libraries can reach out to libraries@gov.ab.ca with questions or requests for support.