Meeting Type: BCC Regular Meeting
Meeting Date: 2/3/2026
Item Status: Addendum
From: Roger H. Rendleman, County Administrator
Submitted by: Anu Gary, Administrative Services Manager
______________________________________________________________________
ITEM TITLE
Title
Replacement of Intergovernmental Agreements with Memorandums of Understanding Related to Courier Service Provided by the Baldwin County Commission for Participating Municipal Public Libraries in Baldwin County
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STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Adopt Resolution #2026-051 terminating the Intergovernmental Agreements for Public Library Access System to provide shared services in Baldwin County, Alabama, and approving Memorandums of Understanding between the County Commission and participating municipal public libraries; and
2) Authorize the Chairman to execute a Memorandum of Understanding with the Baldwin County Commission and participating municipal public libraries in Baldwin County to establish a cooperative framework for the operation of a countywide library courier system that facilitates the sharing and delivery of library materials among participating libraries, thereby expanding access to library resources for residents of Baldwin County, including those in unincorporated areas.
This MOU supersedes and makes null and void the previous Intergovernmental Agreement between the County Commission and the municipal library boards, approved on November 19, 2024.
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BACKGROUND INFORMATION
Background: In late 2023, it was determined that a previous Baldwin County Library Cooperative (BCLC) Board created a 501c3 nonprofit without proper legislative authority. Consequently, early in 2024 various options were explored how to continue the services provided by the BCLC once the 501c3 was dissolved.
On May 22, 2024, the BCLC Director falsely informed the Board that the County Commission planned to terminate all BCLC employees without severance pay at the June 4th meeting. On the same day, the BCLC Director falsely informed the Board that the County Commission planned to terminate all BCLC employees without severance pay at the June 4th meeting. The director recommended severance payouts totaling slightly more than a full year's salary for four employees, with the fifth employee receiving approximately $2,400 less than his annual salary, leaving only $800 in the organization's bank accounts.
The action taken by the Board left the County and the twelve libraries scrambling to maintain the shared services provided by BCLC. We had two primary goals moving forward: Investigating the action of the board and maintaining the system of sharing collections among the libraries, which was the key factor in all citizens throughout the county having access to library services.
At the conclusion of the investigation, a formal report of a possible violation of the Alabama Ethics Law was submitted to the Alabama Ethics Commission, with corresponding findings provided to the Baldwin County District Attorney’s Office.
We created an agreement with the library boards and the County Commission using the existing BCLC agreements as a framework to maintain consistent resource sharing among the libraries and citizen access throughout the county. Considering BCLC had been keeping approximately $143,420 of state aid before any funds were distributed to the libraries and charging an additional 15% fee on the portion that each library was receiving in state aid, it was believed that the County would need some of the $171,035 being used by BCLC for operations. For this reason, the requirement for the libraries to continue to meet the requirements in Chapter 520-2-2 of the Alabama Administrative Code to remain eligible to receive the State Aid Allocation was included in the agreements.
Over the last year and a half, we have seen a more cooperative and communicative environment between libraries, far surpassing the previous BCLC structure. Of the four shared services under the agreement, three are now fully managed and funded by the libraries, leaving only the courier service requiring the County Commission’s support.
The County Commission has never needed the state aid funds; the $171,000+ in state aid funds have been directed straight to the libraries, enhancing services for the citizens. The County Commission was previously appropriating $144,000 to BCLC; however, the courier service only costs approximately $65,000 for the County to operate. The county and libraries have achieved approximately $250,000 in annual operational efficiency, with the bookmobile being the only service eliminated. The agreements approved after the abrupt ceasing of operations by the BCLC are essentially obsolete as there was never a need for the use of state aid funds for the shared services. The only necessary service from the County Commission is the courier service among the libraries.
The County Commission’s primary concern is the access to library services for all citizens, especially those in the unincorporated areas of Baldwin County. The letter from the Alabama Public Library Service Board officially notifying the Fairhope Public Library failing to meet the requirements set forth in Chapter 520-2-2 of the Alabama Administrative Code stated, “the determination is not about banning books or restricting access”. Having the entire Fairhope Public Library collection unavailable to the other libraries, especially in the smaller municipalities, is restricting access.
The existing library agreements should be replaced with a new Memorandum of Understanding (MOU) to maintain county-wide access. Considering that communities throughout Baldwin County have unique characteristics and varied views, the MOU should incorporate these three terms:
1. Baldwin County Commission will provide a courier service among the participating libraries of the integrated library management system in Baldwin County, as long as:
2. The library allows utilization of library services by all citizens of Baldwin County, and
3. Any library materials requested and received by a library through the courier system, and that are outside of the receiving library’s owned or permanent collection, may only be checked out by (a) an adult using an adult access library card or (b) a minor acting with express permission from a parent or guardian.
Previous Commission action/date:
November 19, 2024 - Revised Intergovernmental Agreement approved removing the 15% charge of state aid, allowing each library to receive 100% of their state aid.
June 4, 2024 - Intergovernmental Agreement with municipal public libraries approved to maintain consistent resource sharing and citizen access throughout the county.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Yes, to be reviewed by County Attorney.
Reviewed/approved by: Approved by County Attorney 01/30/2026 akg
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration Department
Action required (list contact persons/addresses if documents are to be mailed or emailed): Add signature page to MOU. Mail correspondence and original MOU to all member libraries:
Bay Minette Public Library
ATTN: Ms. Joanna Bailey, Director
205 West 2nd Street
Bay Minette, Alabama 36507
Daphne Public Library
ATTN: Ms. Emmie Powell, Director
Post Office Box 1225
Daphne, Alabama 36526
Elberta Public Library
ATTN: Ms. Betty Wood, Director
13052 Main Street
Elberta, Alabama 36860
Fairhope Public Library
ATTN: Mr. Rob Gourlay, Director
501 Fairhope Avenue
Fairhope, Alabama 36532
Foley Public Library
ATTN: Ms. Kate Norris, Director
319 East Laurel Avenue
Foley, Alabama 36535
Gulf Shores Thomas B. Norton Public Library
ATTN: Ms. Deanne Fincher, Director
Post Office Box 299
Gulf Shores, Alabama 36542
Loxley Public Library
ATTN: Ms. Ashton Wilson, Director
Post Office Box 527
Loxley, Alabama 36551
Orange Beach Public Library
ATTN: Ms. Meagan Bing, Director
26267 Canal Road
Orange Beach, Alabama 36561
Robertsdale Public Library
ATTN: Ms. Cynthia A. Nall, Director
Post Office Box 429
Robertsdale, Alabama 36567
Silverhill Oscar Johnson Memorial Library
ATTN: Ms. Shirley Stephens, Librarian
Post Office Box 309
Silverhill, Alabama 36576
Spanish Fort Public Library
ATTN: Ms. Shanavia Reed, Director
7361 Spanish Fort Boulevard
Spanish Fort, Alabama 36527
Summerdale Marjorie Younce Snook Public Library
ATTN: Ms. Cindy Suggs, Director
Post Office Box 128
Summerdale, Alabama 36580
Additional instructions/notes: Tickler; email fully executed MOU to each library.