Library network group rules

These are rules, not guidelines. Anyone who breaks these rules will be removed from the group and the map with immediate effect.
Your admins are: Eleanor Barnes, Eilidh MacLeod Pollard, Steph Mills, Lucie Oakey and Hayley Everton Williams
Please contact them in the first instance with any queries. If you are unsure about anything, you can also ask in the group.

1. ROLLCALL
All libraries MUST respond to roll call posts twice a year using the JotForm that will be provided when roll call is announced. One member can account for everyone in their library (separate JotForms for each branch within a library) but if a library does not respond they will be removed from the group and the map (we will tag twice before removal)

2.CHANGES TO YOUR CURRENT LISTING
If anything changes that requires any information in your library listing to be updated, e.g. location, change in volunteers, website or Facebook group name change, please complete the JotForm
To add a person to this group, they must be added to your listing BEFORE they are approved by admin. The network group is aimed at those involved in giving out nappy information and advice. For this reason, please only add people who fit into this category to the group. If you have volunteers within your nappy library that perform other roles, such as general admin or events organising, they should not be added to the group, or library listing.

3. NEW LIBRARIES
In order to be added to the network and map as a new library, you must contact an admin through the website http://www.uknappynetwork.org/join-us.html

4. CLOSING DOWN A LIBRARY
If you decide to close your library down, email uknappylibraries@gmail.com quoting your library number.
If your library shuts down, you need to consider where nappies and funds will go. It helps to have a clear donation policy or constitution drawn up that takes this into account. If the library still owes you money you can repay yourself, but if the library is breaking even, nappies and/or funds from nappies sold cannot be kept by you, the library operator. Acceptable options would be to pass these on to nearby nappy libraries or donate to relatedcauses.

5. MEMBER CONDUCT
Respect all members’ opinions, even if your own differ; within a group this big, not everybody will agree on everything. If you think that anyone has posted inappropriate content, please refrain from responding and instead contact an admin; the quickest way to get the attention of admin is to report the post to admin (not to Facebook)
Admin reserve the right to switch off comments or delete threads that have gone off topic, contain personal attacks or libellous accusations, or that are discussing group members who are blocked by the poster and therefore unable to see the post. If admin feel that a group member has caused upset or offence to another member, we may ask the individual to issue an apology to the member in question.
Blocking admin will result in removal from the group and the map with immediate effect.

6.TRADING & SELLING LIBRARY NAPPIES
Libraries in this group will NOT sell, trade or give away ANY nappies or nappy related items given to the library without permission from the person or company, or organisation, who gave them. (See also Rules 7-12)

7. UKNN SELLING GROUP
Once you are in the network group, you can also join the UKNN selling group
Please read the pinned post of the group when joining.

8. UKNN DONATIONS GROUP
Once you are in the network group, you can also join the UKNN donations group, where members of the public are able to donate nappies to nappy libraries that are part of the network.
Please read the pinned post of the group when joining.
In order to submit a request for donations, please complete the JotForm
This will need to be updated every time your donation requirements change.
Local members of the public may decide to donate you personally. They are donating the nappies to the library, and you can ask them if the library can sell, trade or pass on any nappies that are no longer needed, as long as funds go back into the library. Be aware of any tax implications and inform HMRC if required.

9. FREE NAPPIES
Members of the group are NOT to ask for free nappies from retailers.
We also ask that you do not ask for free nappies from the public in general.
If a retailer/distributor/manufacturer or WAHM donates nappies or related items for use by your library, it is safest to assume that it is ON LOAN to the library by that provider. The library must not sell, trade or give away any nappies or other items that has been given by the above without their express permission; if in doubt, ask. If the WAHM/retailer etc cannot be contacted for whatever reason, do not assume that means you can do as you like with the item, ask in the group. If you do not, and we find that an item has been traded, sold or given away, admin reserve the right to remove you from the group and remove your library from the map.

10.PERSONAL PROFIT
If you operate as a retailer, nappy agent or guru, or other scheme that generates a personal income from the sale of nappies and related products (as opposed to discounts for the nappy library) please ensure that your listing clearly states whether you operate for (personal) profit, or whether your income is invested back into the nappy library (not-for-profit). Ensure yourwebsite and Facebook pages also clearly state whether your nappy library operates for your personal profit or not-for-profit (profit reinvested into the library)

11. LOANING OUT YOUR OWN NAPPIES
If you are hiring out your own nappies through the library, then these are ON LOAN from you to the library. You need to keep a record of all nappies that belong to you, and all nappies that belong to the library. Buying and selling nappies that belong to you is fine, but if you buy and sell any that belong to the library (e.g. bought with grant money, passed on from previous library owner as library nappies, etc) then you need to be aware of any tax implications and inform HMRC if required. Your library as an organisation should not be ‘trading’ (and as far as we are aware this would include ‘swapping’) without declaring the tax.

12. DISCOUNTS FOR NAPPY LIBRARIES
Many retailers offer discount codes for nappy libraries to use when purchasing nappies FOR LIBRARY USE ONLY. These nappies are always the property of the library, not the library operator, regardless of where the funds to pay for the nappies came from.
The library MUST NOT sell, trade or give away any nappies or other items that have been bought using the library discount code without the express permission of the retailer. If in doubt, ask. If the WAHM/retailer etc cannot be contacted for whatever reason, do not assume that means you can do as you like with the item, ask in the group. If you do not, and we find that an item has been traded, sold or given away, admin reserve the right to remove you from the group and remove your library from the map.
If a nappy you have bought with a nappy library discount is discontinued and you would like to sell it on to recoup costs and buy the latest version, you must contact the retailer before doing so. Funds obtained in this way belong to the library, not the library operator, regardless of how the nappy was paid for. (For this reason, it is always useful to make sure the library pays back any loans from you as soon as possible!)

13.RECORD KEEPING
Accurate paperwork and record keeping is a must. You do not want to be accused of selling or trading nappies that have been donated or loaned to the library for personal gain. HMRC recommend a spreadsheet to record income and outgoings alongside copies of receipts and invoices.

(Version7, 17.02.2018)

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