LINCOLN TRAIL LIBRARIES SYSTEM

AFFILIATE INFORMATION AGENCY POLICY

Approved February 22, 1993

Revised:

The Lincoln Trail Libraries System Long Range Strategic Plan for Library Services and Development includes a goal to promote cooperation and communication between libraries and the broadest range of information, community and government agencies and organizations strategic direction to expand and optimize core information services through partnerships with public and private agencies. Partnerships with public and private agencies are essential in todayπs society to meet information and educational needs. To accomplish this strategic direction, LTLS has adopted an To this end and to more formally recognize and define special cooperative relationships between Lincoln Trail Libraries System, its members, and other agencies, the Membership Committee recommends the initiation of an "Affiliate Agency" designation., effective immediately.

An Affiliate Agency is defined as any agency that offers resources, content, or services that can be collaboratively shared to benefit residents or library staff. Affiliate Agency examples include libraries that do not qualify for membership in Lincoln Trail, government organizations that do not have a library, museums, virtual content providers, or local community groups.

The purpose of this such designation would be is to identify unique cooperative ventures which would that benefit the System and its members, as well as to further the goals of a specific affiliate each agency through partnerships. by means of cooperative planning, service provision, and/or regular communication The System's relationship with each Affiliate Agency, by the nature of this policy's intent, will be is determined on a case by case basis somewhat unique.

Examples of potential cooperative activities between Affiliates and the System include, but are not limited to, the following:

Ä Shareing newsletters, membership lists directories, publications, web-based information, and member rates, and staff expertise ;

Ä Publicizeing appropriate events and services to each others' members;

Ä Co-sponsoring continuing education events and/or negotiateing discounts for attendance at each others' conferences, etc.;

Ä Work with affiliates to organize or archive content and made that content accessible to outside users;

Ä Identifying and offering designated services at member fees. and/or identifying one special service of common interest and developing that service fully to the benefit of LTLS members and the Information Affiliate Agency (e.g., libraries hosting a traveling exhibit from an art museum; developing a joint Cooperative Extension Service/library community information database; entering into a special educational film cooperative resource sharing agreement; co-sponsoring literacy awareness events; contracting for specialized delivery service).

ÄDevelop a special service of common interest to benefit both LTLS members and the Affiliate Agency.

Agencies that wish to apply To qualify for Affiliate Agency designation shall, agencies must:

Ä Be willing to designate Submit the name of a primary contact person for Affiliate Agency communication and interaction with the System;

Ä Provide information that identifies the organizationπs governing authority and describes the mission of the agency as well as its scope of activities and the population served by these activities;

ÄIndicate possible areas of collaboration and cooperation.

Agencies that are accepted for the Affiliate Agency designation shall:

Ä Sign, in cooperation with LTLS, an annual "letter of cooperation" a document outlining the intent and scope of specific jointly-agreed upon cooperative activities unique to the Agency and the System. This document will be reviewed every 5 years by the System and the agency to determine if the Affiliate Agency designation should continue.

Ä Be willing to share appropriate communications as agreed upon with the System, and agree to attend at least one informal planning meeting or event annually in order to facilitate cooperation with LTLS and/or other Affiliate Agencies as appropriate Annually to update Affiliate Agency information. yearly through an Affiliate Agency annual checklist.

Lincoln Trail Libraries System will agrees to:

Ä Ddesignate a staff person as primary contact for each Affiliate Agency.

Ä Sign, in cooperation with each Affiliate Agency , an annual "letter principles of cooperation" outlining intent and scope of specific jointly-agreed upon cooperative activities unique to the Agency and the System.

Ä Share appropriate communications as agreed upon with the Affiliate Agency, and to organize at least one informal planning meeting or event annually in order to facilitate cooperation with Affiliate Information Agencies;

Ä Offer cost-recovery design and print shop services to Affiliate Agencies.

Affiliate Agency status does not qualify an agency or institution for:

Ä Illinois Library and Information Network (ILLINET) membership privileges;

Ä extensive LTLS staff consulting on library development issues;

Ä regular System van delivery service.

Any current member of Lincoln Trail Libraries System which does not meet minimum System membership eligibility requirements (as outlined in the LTLS Plan of Service signed by all members in 1989) by July 1, 1993 may be considered for Affiliate Information Agency status in accordance with the above guidelines.