What if you need a “Waiver”?

Do you think your library will not meet one or more of the Standards for being a library that receives state aid? See the current Standards in an easy-to-checklist format here: State Aid Standards Tables Revised 02-2010

Below are some tips for writing a “Request for Waiver of Standards”:

TIPS TO WRITING A GOOD REQUEST for a Waiver of Standards:
-Seek input and guidance from the district library consultant in your district and the Office of Commonwealth Libraries advisors.
-Involve the Library Board. According to Section 103 of the Library Code, “The application for a waiver shall be adopted by a resolution of the board of directors at a regularly scheduled meeting of the board. Prior to the board of directors adopting policies or procedures for which a waiver is being sought, approval of the department (i.e. Office of Commonwealth Libraries) shall be required.”
-Clearly state what standard(s) the request is for.
-Include as much data and documentation as possible to support your request.
-Date your letter.
-Allow sufficient time for your request to be received, processed and responded to by the Office of Commonwealth Libraries.
-Each library’s situation is unique and is taken into account when requests are reviewed.

Here is an example of Waiver Documentation. You can do anything you want in your letter, but the headings suggested in this listing are good to keep your request organized and clear so it can be reviewed effectively.

________ (Library Name applying for Waiver)

Waiver(s) needed:
1. Weekly hours open
2. Collection Expenditures
3. Director’s education level
4. Decrease in LFE

Measures taken to produce needed revenue:
1 . A board member attends meeting of municipality to outline the services
provided by the library and the funds needed.
2 . Have held 3 fund raising events in 2009 and will probably do more in 2010.
3.

Financial distress:
1 . Income from ______ was cut by ____ (amount or percent) on _____ (effective date.)
2 . State Aid for 2010 dropped by ______ (percent) for total loss of _________ (amount).
3 . Income from Endowment fund has dropped noticeably plus gifts & donations are about _____% less than 2008.
4.
5.

Reduction in proportion to financial deficit:
1. Financial losses are over $______ while the budget was cut $_______
2.

Steps to meet library needs of community with reduced services:
1. Hours cut were based on documented library usage
2. Library continues to be open evenings and weekends for students and those who work.
3.

Reduction of library support by county, school district or local municipality is proportional over all programs and/or departments funded by that source:
1. All departments funded by ____ Borough/County were cut by 10%.