Purpose

1. Reserve Fund refers to the difference between assets and liabilities in governmental funds. The reserve fund serves as a measure of the financial resources available to a government agency. The Manitowoc Public Library Board of Trustees has approved a Reserve Fund Policy that establishes a range at which the General Reserve Fund balance should be maintained.
2. This policy is established to provide financial stability, cash flow for operations, and the assurance that the Library will be able to respond to emergencies with fiscal strength.

Definitions

The five categories of reserve fund, as established by Governmental Accounting Standards Board Statement No. 54, are as follows:

1. Nonspendable – amounts that cannot be spent because they are not in spendable form (e.g., principle portion of permanent fund, inventory).
2. Restricted – amounts not available for expenditure due to external restrictions, including grant restrictions, laws, or regulations.
3. Committed – amounts that are designated for specific purposes by formal action of the Library Board. (The Library Board may reverse this action if it is later determined the funds are needed for another purpose.)
4. Assigned – amounts management (i.e., Executive Director) intends to use for specific purposes.
5. Unassigned – refers to amounts available for any purpose.

Unrestricted reserve fund refers to the total amount of committed, assigned, and unassigned fund balances.

Note: The Library will spend the most restricted dollars before the less restricted, in the following order: restricted, committed, assigned, unassigned.

Level of Unrestricted Reserve Fund

It is the goal of the Manitowoc Public Library Board of Trustees to maintain no less than 10% and no more than 15% of operating expenses in the General Reserve Fund.

Should the General Reserve Fund fall below 10% of General Reserve Fund revenues a plan for regaining compliance with the policy shall be submitted to the Library Board of Trustees. In the event the General Reserve Fund Balance is above 15%, the difference must be used for property tax relief and/or one-time capital expenditures, which do not increase ongoing Library costs.

Restricted Fund Balances

Funds that are provided by a specific line item in the annual property tax levy are legally restricted to the purpose of that fund.

Monitoring Targets

The Executive Director in conjunction with the Manitowoc Public Library Board of Trustees will monitor revenue collections, expenditures, and availability of cash by reviewing monthly financial reports. The Executive Director shall advise the Board whenever revenue projections suggest that revenue will fall short of expectations, unexpected expenditures will exceed budget, or fund target(s) may not be met by the end of the fiscal year.

Reserve fund balances may fall occasionally outside of the target ranges because of special projects, construction, emergencies, other extenuating circumstances, and/or levy restrictions.

This Reserve Fund Policy will be reviewed on an annual basis by the Manitowoc Public Library Board of Trustees.

Board Approved April 27, 2021

Policy:

The Manitowoc Public Library Board recognizes that a gift to the library is a gift to the community. Therefore, monetary and material gifts are both welcomed and encouraged.

According to the Wisconsin State Statues. 43.58 (Powers and Duties), the library board shall have exclusive control of the expenditure of all moneys collected, donated or appropriated for the library fund.

Implementation:

Monetary Gifts

Monies gifted to the library in the form of cash, stocks, bonds, etc. may be used for special projects, programs and services as the Board of Trustees may determine to enhance the Library’s ability to provide the best possible services to the community it serves.

Unrestricted bequests and gifts made to the Manitowoc Public Library may be assigned by the Manitowoc Public Library Board of Trustees to the Manitowoc Public Library Foundation and treated as if the bequest was made to the Foundation.

Other Donations

Donations of art objects, portraits, antiques and other museum objects are accepted or rejected on the basis of suitability to the library’s mission, décor and availability of space, as well as the understanding that the Library Board of Trustees has the authority to make whatever disposition is deemed advisable which may include the sale or transfer to another agency.

Requirement of special housing or special handling of any item proposed as a gift may render it unacceptable.

Materials

Materials gifted to the library in all formats are subject to the Manitowoc Public Library Collection Development Policy. Any items not added to the collection will be given to the Friends of Manitowoc Public Library. Friends of MPL will either make those items available for sale at its ongoing or special event sales, or dispose of the items, as they see fit.  The library staff with provide an acknowledgement of the material donation but this will not include a value of the material.

The following items are useful to the Friends of Manitowoc Public Library:

• Hardcover editions of works by popular authors
• New paperbacks (under a year old), particularly romances that are in great condition

The following items are not useful and can incur a recycling cost to the library:

• Encyclopedias
• Textbooks
• National Geographic magazines
• Other magazines

Memorial Donations

Manitowoc Public Library accepts and encourages donations to be made in memory of the deceased or for other significant life events, like the birth of a child or anniversaries.  Memorial donations for books will be acknowledged with a bookplate; In Memory of (Honoree’s Name) by (Donor’s Name (s).

To make a memorial donation please use the form on the library’s website www.manitowoclibrary.org or contact the Business Office 920-686-3041.

Board approved 4/8/10

Library Mission: The mission of Manitowoc Public Library (MPL) is to promote a culture of reading and to provide access to information. Through services, we strive to foster an environment that meets the educational, recreational and cultural needs of the community.

Purpose: Manitowoc Public Library's spaces are designed primarily in library-related activities. When they are not needed for programs sponsored by the Library, they will be available for use by other groups, subject to policies established by the Library Board.

Meeting Room Use: The Library welcomes use of its meeting rooms by persons or organizations for informational, educational, recreational, cultural, and civic meetings. Meeting rooms may be used free of charge for programs sponsored by governmental agencies, non-profit educational and cultural organizations, and community service agencies. Use of meeting rooms for social gatherings (parties, showers) and for-profit entities will be charged a fee (see page 3). Priority will be given to library-sponsored programs, followed by city, county, and state agencies; nonprofit, civic and community organizations; and then for-profit and private entities. In cases where a library or library-sponsored use conflicts with an earlier booking, the non-library booking may be cancelled or rescheduled. The Library will make every effort to avoid these conflicts; however, time-sensitive opportunities may present themselves and the Library is obligated to pursue them to fulfill its primary mission. Scheduling of a meeting in the Library does not in any way constitute an endorsement of the group or organization by the Library.

Recurring Meetings

Outside of use for library and library-sponsored functions, meeting rooms should be made available to the widest possible use of the community so long as this outside use does not interfere with the normal functions of the Library.

• If the meeting room is needed by the Library for meetings or special programs, the group using the room on a recurring basis will be contacted and asked to meet in another location.
• The Library reserves the right to refuse meeting room bookings for groups whose recurring use of a room monopolizes that space and interferes with the ability of other groups to meet.

Room Use Guidelines

The Library reserves the right to restrict or revoke access to our meeting rooms for any entity, group, or person that fails to adhere to theses established guidelines. Compliance with these guidelines is essential to ensure the safety, functionality, and integrity of the facilities for all users. Non-compliance may result in the denial of future use privileges without prior notice and at the sole discretion of MPL.

General:

• All meeting room users and activity participants must follow the Library’s Code of Conduct.  
• Meetings or programs which would interfere with the functions of the Library or of patrons using the Library will not be permitted.  Meetings or programs which are approved, but which prove disruptive to Library operations, shall immediately cease those actions upon notification to do so by Library staff.
• No person's right to attend a public meeting will be denied or abridged because of origin, age, race, sex, background, views, sexual orientation, disability, membership or lack of membership in an organization or group, or for any other reason.  
• Non-library sponsored events taking place in meeting rooms may not involve sale of items (with exceptions approved by Library Management), admission charges, fundraising activities, or solicitation of donations.
• Non-library sponsored events must state this disclaimer in all public advertising: “This event is not sponsored by Manitowoc Public Library.”
• A group or individual may only reserve rooms for a maximum of three months in advance.
• Meeting rooms will not be booked for attendance of fewer than three people.
• Occupants may not exceed the stated occupancy for the room and must comply with the capacity for the designated room setup.
• Meetings of individuals under 18 years of age must have an adult sponsor present and remain present throughout the length of the program or activity.
• Repeated cancellation may result in suspension of meeting room privileges.
• Approval of events not included here will be determined by the Library Director, or designee, who is authorized to establish reasonable regulations governing use of the meeting rooms and related fees.

Facility Use and Safety:

• Clean-up is the responsibility of the organization and persons using the room. Waste that does not fit in the regular bins provided must be removed by the organization.
• Light refreshments may be served but cooking is prohibited.  
• The Library does not provide supplies for refreshments.
• Participants may not tape or attach anything to walls.
• Use of any flames is prohibited, including matches, candles, incense, sterno, etc.
• Use of balloons is prohibited due to sprinkler system safety.
• Library does not provide storage space.
• Groups are responsible for any loss or damage to Library property and will be assessed the cost of any necessary repairs or extensive cleanup.

Fee Structure:

Room use fees apply to profit-making organizations and social gatherings. Fees include use of media equipment but not supplies for refreshments. Payment for room use fees must be made prior to or at the time of the meeting.

Room Rates