Countdown to a Friends Group

Countdown to a Friends Group: From Concept to Reality

Month Activities

 The library administration recognizes the need and wants a Friends group. Six Months  Recruit a core group of supporters: faithful, energetic volunteers; devoted patrons. Out The core group should reflect the diversity of the community.  Start talking to everyone: “We’re going to have a Friends group.”  Begin reading up on Friends groups and potential roles and activities using print and online resources list from “Getting Started” Workshop

 Consult Handbook for Connecticut Library Friends, pg. 8-9 for planning steps and Five sample agenda for the invitational meeting of the core group of supporters. Months Out  Hold an invitational meeting of the core group and representatives of the library to formally discuss the establishment of a Friends group  Clarify the roles of the Board of Trustees, the library director, and the Friends

People from the invitational meeting, now the “steering or planning committee,” proceed Four with the necessary steps to establish the Friends. Months Out Led by the “interim chairperson,” establish a schedule for the steering committee to:  establish the initial purpose(s)  write a clear mission statement for the Friends  plan the organizational structure needed to carry out this mission (e.g., officers, committees, task forces) and to encourage volunteer engagement  write basic job descriptions  review samples and draft the by-laws  establish membership criteria/categories and a dues structure that will optimize the number of members (e.g., student, family, senior rates)

These steps may continue into “Three Months Out.”

 Develop a simple but professional looking membership brochure – highlight volunteer Three jobs to consider, including leadership positions Months Out  Begin membership recruitment to sign up residents as members of the Friends  Recruit officers

 The library administration, trustees, and potential Friends are in agreement on the Two expectations for the group. Months Out  Establish date and plan the first public meeting  Library administration appoints a staff member as liaison to attend Friends meetings (ex officio = no vote)  If Friends Staff Liaison does not regularly attend meetings of the library’s Board of Trustees, board should appoint a Trustee Liaison to the Friends to attend the Friends meetings  Friends steering committee discusses appointment of Liaison from Friends to the library’s Board of Trustees  Meeting place, time, and purpose is publicized as many ways as possible Month Activities

 Steering committee follows up on offers of volunteer assistance marked on Two membership forms Months Out  Send meeting notice directly to every member currently enrolled (con’t)  Consult Handbook for Connecticut Library Friends, pg. 16-19, for step-by-step instructions to develop the agenda for the first public meeting

 Hold the first public meeting at which the Friends officially become an organization; One Month include a program to attract a higher attendance Out  By-laws are adopted; officers are elected; committee chairpersons set; date/place/time of first Friends Board meeting to be established  President publicizes date/place/time of first Friends Board meeting and circulates agenda to all officers, committee chairs, and Friends Staff Liaison  Liaison from the Friends to the library’s Board of Trustees appointed and makes a report at the next Board of Trustees meeting

 President convenes first Friends of the Library Board meeting First  Friends Staff Liaison attends Friends meeting and reports on library initiatives, Friends of programs, and (if no Trustee Liaison to the Friends) current business before the Board the Library of Trustees Meeting!  Friends discuss work plan and projected events (e.g., programs, book sale dates) looking one year ahead  Officers complete paperwork for Federal Employer Identification Number (EIN)

The relationship between the library and the Friends continues to evolve. The group is  Use social media to broaden your reach: encourage attendance at monthly Friends underway! Board meetings, book sales, program events  Plan an organized membership drive and have membership brochures distributed throughout the community  Once EIN received, Friends officers open bank accounts (checking and savings)  Application made for NYS Exempt Organization Certificate for purchases made by the Friends of the Library  Library director makes a wish list (with staff input) of needs for the coming year.  Both groups establish clear lines of communication.  Consider drafting a written operating agreement (a memorandum of understanding): detail the roles and communications needed among the staff, Board, and Friends  Friends Liaison to the Board of Trustees outlines work plan and projected events (e.g., book sale dates) to trustees and asks for approval.  Consideration given to apply for 501(c)(3) status to receive charitable donations (Friends as fund-raisers) and make dues tax deductible for the donor  Join Friends of Libraries Section/New York Library Association and enroll all elected officers at no additional charge

Sources: “What are the essential steps?” (p. 8, Handbook for Connecticut Library Friends)