Friends of Libraries Section Events
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FLS Connections! Current
Previous Minutes and Resources
FLS Regional Workshops
Host an FLS Regional Workshop
FLS Annual Meetings
FLS Webinars Current
Archived
National Friends of Libraries Week (NFOLW)
FLS Programs at the NYLA Annual Conference, including links for Workshop Resources
FLS Friends Group Meet-Ups
Visit the FLS Publications page to view all of our newsletters.
FLS Connections!
FLS Connections! Current
Each FLS Connections! is offered Via Zoom and has a specific topic and invited speakers share informally, followed by open mics where everyone can participate and provide their own groups’ experiences and ideas. These sessions run 75 minutes. They are not archived, but presentation minutes and resources are posted after these events.
FLS Connections! Membership Engagement
Thursday, October 12, at 4 p.m. via Zoom (registration required)
When we asked on the recent FLS survey, “What are some of your Friends group’s current challenges?” 78% selected “attracting members and retaining them.” Close behind, 63% of our respondents said increasing the involvement and active participation of their members, donors, or supporters was also a difficult task.
If you are looking for some tried and true approaches to grow your Friends in a variety of ways, you’ll want to attend the next FLS Connections! when we will tackle the topic of membership engagement. We also felt this subject was timely as a run up to National Friends of Libraries Week when many Friends choose to hold membership drives.
Membership-raising is a combination of efforts: volunteer engagement; incentives to join and perks for Friends supporters; recruitment of volunteers to sustain the group; and volunteer recognition. The Friends of the John C. Hart Memorial Library in the Westchester Library System have a knack for matching volunteer tasks to their members’ skill sets. Join Audrey Sherman, President, and Angela Calderella, Vice President, for our discussion on Thursday, October 12, at 4 p.m.
Please register by sending a message to FLSregister@yahoo.com indicating your intention to attend. Put Connections in the subject line. In the body of the message, please give your first and last name and the Friends group or library you are representing. You will receive a confirmation email with the Zoom access code and any other pertinent information prior to the event. Registration closes on Friday, October 6 at 5 p.m. This session runs 75 minutes and will not be archived.
Save the date: FLS Connections! on Wednesday, February 7, 2024, at 4 p.m. when we’ll discuss “Making the Most of National Friends of Libraries Week” with Jillian Wentworth, Manager of Marketing and Membership for United for Libraries, a division of the American Library Association.
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FLS Connections! Minutes and Resources
FLS is building an online community across the Empire State. This series of conversations was started in 2021. Each FLS Connections! has a specific topic and invited speakers share informally, followed by open mics where everyone can participate and provide their own groups’ experiences and ideas. These sessions are not recorded, but minutes are taken and often resource materials are referenced. Find the minutes and any resources for previous FLS Connections! below.
FLS Connections! Alternative Collections
From May 9, 2023, presented by Grace Frenzel, Director of the Avon Free Library,
Maybe your library loans jigsaw puzzles or board games. Perhaps you have a seed library for budding gardeners. If you're near a body of water, your library might have fishing poles to lend. According to the Public Library Association, more than half of America's libraries loan nontraditional objects.
Some might call this the "Library of Things," lending objects, like popcorn makers, karaoke machines, ukuleles, power tools, and more. Friends can provide financial support for new collections that will reach a wide cross-section of the library's community with materials for early literacy learning, family activities in the out-of-doors, and hands-on science exploration. Learn more about this trend of Alternative Collections.
Session Minutes
Grace's Slie Deck
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FLS Connections! E-Newsletters and Email Marketing
From March 9, 2023
Tony Iovino, Assistant Director of the Oceanside Library, shared how to integrate basic methods to create a marketing culture within your Friends group. Whether you want to grow your membership, increase the number of people actively working in the Friends, or let folks know what activities are being sponsored by the Friends, email is a proven, powerful tool to connect with your audience. Engage your members and enhance your message to your community by using email and email newsletters.
There are easy practices you can implement to improve your communication with your supporters, often at little or no cost. Appointing a team or an individual volunteer to develop and implement a coordinated marketing plan can provide the structure and direction needed to regularly get your message out to the public and grow your Friends membership.
Session Minutes
Tony's Slide Deck
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FLS Connections! Community Outreach
From September 15, 2022
Amy Discenza, Outreach Coordinator for the Monroe County Library System Extension/Outreach Department, talked about some innovative projects that meet needs in the community. Whether stocking a bookshelf of free children’s books in a laundromat or food bank distribution center or delivering materials to patrons who cannot travel to the library, Friends can make a significant difference in their communities. Collaboration with other community organizations might appeal to your Friends members. The conversation included community outreach that Friends coordinate.
Minutes
Resource: DonateNow-The-Donation-Drive-Planning-Kit
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FLS Connections! Organizing a Book Sale Crew
From June 16, 2022
Laura Brecher, Co-Manager of The Corner Bookstore, shared how she uses SignUp.Com to have volunteers staff the store run by the Friends of the Fairport Public Library. SignUp.Com is a free online tool that can be used for any event where you have people working in pre-determined shifts, from set up to tear down. After Laura’s presentation participants had a lively discussion.
Minutes
Resource: FFPL Membership Form
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FLS Connections! Book Sale Leftovers
From February 16, 2022
If you’ve had a book sale, you’ve been there: what to do with the book stock that did not sell? You’ve given books to community charities, teachers, veterans’ groups, Goodwill, and Habitat for Humanity ReStores. Maybe you stock Little Free Library book exchanges.
Wilma Jozwiak and Lanna Langlois of the Used Book Sale Team for the Friends of the Clifton Park – Halfmoon Public Library, will share their group’s experiences with their “Teacher and Nonprofit Free Book Grab” program at the conclusion of their book sales.
Jamie Hurst, National Library Account Manager for the ThriftBooks library program, will explain how Friends can use their excess books to advantage by partnering with ThriftBooks. https://www.thriftbooks.com/library/ Find new homes for your books via resale or charitable donation, generating additional revenue from your discarded and donated books.
Minutes
Resource: Book Sale Donations
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FLS Connections! Membership Recruitment, Engagement, and Retention
From Spetember 13, 2021
We look forward to hearing from the Cambria Heights Library Friends, a chapter of the Friends of the Queens Public Library, where some family gardening programs have helped raise awareness and grow the Friends. Nearly a quarter of our members have told us they need assistance with expanding their membership and keeping members engaged in the important work they do.
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FLS Connections! Fundraising
From July 15, 2021
What fundraising has your Friends group tried during the past year? What did you learn? What initiatives and programs are you underwriting now? Members of the Friends of the Onondaga Free Library in Syracuse and the Friends of the Hastings Public Library in Westchester County will give brief presentations on their membership appeals and other fundraising activities.
Minutes
Resources
FOFL Membership Brochure
FOL Membership Letter
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FLS Connections! Pandemic Pivots and More
From May 12, 2021
Join with members of the FLS Executive Board on Zoom for the first FLS Connections! Come discuss how Friends embraced change, pivoted, and rose to the challenge this past year, to continue to support their libraries. How has your Friends group stayed active during the pandemic and library closures? We are interested to learn about anything your group did to turn your projects around.
Karen Ash, Chair of the Friends of the Angelica Free Library, will share informally about their use of social media to keep the community engaged. Mary Ann Marrero, President of the Friends of the Moffat Library in Washingtonville, will talk about adult programs via Zoom and the Friends home delivery service. Discussion will then be open for everyone to participate, sharing experiences and plans for future activities.
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FLS Sponsored Workshops
Getting Started: Creating and Supporting a Friends Group for Your Library
FLS is pleased to bring Getting Started: Creating and Supporting a Friends Group for Your Library to the Four County Library System (4CLS) and its neighbors on Monday, September 18 at the Guernsey Memorial Library in Norwich from 10 a.m. until noon.
The training session is appropriate for library managers or directors, library trustees, and community volunteers who want to explore the possibilities of starting a Friends group. The workshop is appropriate for mid-size libraries as well as small and rural libraries. Both active Friends groups and those working to revitalize their organizations have also found this workshop useful as a review of their current practices and to glean ideas for expanding their membership base.
At the workshop, discussion will focus on the benefits of gathering community volunteers to support your library’s programs and services. We’ll utilize a checklist to develop a Friends of the Library group step-by-step including recruiting helpers to serve on a steering committee. Once the Friends’ mission has been determined, the focus will switch to volunteer engagement, expanding the base of supporters for both new and established groups, and ultimately, working with volunteers to develop the leadership corps that will successfully maintain an active organization.
The workshop is free of charge and is open to any interested participants, not just member libraries of the Four County Library System. Registration is limited to 30 people, so sign up soon! Participants may request two hours of continuing education (CE) credit from Four County Library System. Please complete the Google Form to register no later than Monday, September 11 at 5 p.m.: https://tinyurl.com/4clsgettingstarted.
Questions can be directed to Circe McKenney, 4CLS Professional Development Coordinator, at cmckenney@4cls.org or (607) 723-8236, ext. 335. We hope you’ll join us!
Keep It Growing! Strengthening Your Friends of the Library Group
No regional workshops are scheduled at this time.
Host an FLS Regional Workshop
FLS has developed two in-person workshops that Friends organizations, libraries, or library systems can sponsor in their region.
Getting Started: Creating and Supporting a Friends Group for Your Library
Is your library thinking about starting a Friends of the Library group and you are unsure where to begin? Does your system want to encourage member libraries to establish Friends groups to expand their advocacy base? Learn the benefits of gathering community volunteers to support your library’s programs and services. We’ll utilize a checklist to develop your group: recruiting helpers for a steering committee, determining the Friends’ mission, expanding membership, and growing the leadership to maintain an active organization.
Keep It Growing! Strengthening Your Friends of the Library Group
Continuing to develop your library’s Friends group is vital to sustaining the organization
long-term. Get tips on membership recruitment and volunteer engagement. Networking within your community and constantly sharing your message will revitalize your core supporters and help to maintain the group’s crucial advocacy work for the library.
The workshops can be hosted by an individual library, Friends of the library group, or library system that is a member of NYLA and FLS. Sessions can be co-hosted with a regional Friends support group.
Each workshop is two-hours long and includes the presentation, a question and answer segment, and sharing among the participants.
Click here for detailed information on hosting an FLS workshop.
FLS Annual Membership Meetings
2022 2021 2020 2019
FLS 2022 Annual Membership Meeting
The Annual Membership Meeting of the Friends of Libraries Section (FLS) of the New York Library Association was held virtually on Wednesday, November 16, 2022 via Zoom. Click the thumbnail to watch the meeting. (This will take you to YouTube in a new tab.)
This was the third virtual annual meeting. Take a look to get an overview of the last year with FLS including a recap of the FLS 30th Anniversary celebration, remarks from the 2022 FLS Daniel W. Casey Library Advocacy Award recipient Jane Harkinson, and the installation of the 22-23 FLS Executive Board. FLS President Kerstin Cruger passed the gavel to herself as she will again serve in that role this year.
Read the 2022 FLS Annual Report to the Membership
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FLS 2021 Annual Membership Meeting - November 18
Thanks to everyone who attended and participated in the FLS Annual Membership Meeting on Thursday, November 18, 2021. The meeting included recognition of the 2021 recipients of the FLS Randall Enos Conference Scholarship and the FLS Daniel W. Casey Library Advocacy Award and the installation of the 2021-22 Executive Board, including our auxiliary volunteers.
Following the business portion, Karen Ash, President of the Friends of the Angelica Free Library, shared Friends on Facebook: Five Ways Social Media Can Help You Meet your Goals. It was a very informative talk. Thank you Karen for sharing your expertise and highlighting the success of your group in their efforts to support the library.
Read the FLS 2021 Annual Report to the Membership.
Review the minutes from the 2021 FLS Annual Membership Meeting here.
View Friends on Facebook: Five Ways Social Media Can Help You Meet your Goals PowerPoint
Click on the thumbnails above to watch the entire meeting and program presentation or just the program. (This will take you to a YouTube page in a new tab.)
l - r; Karen Sperrazza, outgoing FLS President and Kerstin Cruger, incoming FLS President
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FLS Virtual Membership Meeting - November 17, 2020
This year's FLS Annual Meeting for the Membership was like no other that we have had before. COVID-19 changed so many things this year - including the NYLA Annual Conference being offered as a virtual event and hence the FLS Annual Membership Meeting happening in the same way. But the positive side of this development was the time to really explore all that FLS has accomplished in the past year, as well as having representatives from the TWO Friends of the Library Groups that received the 2020 FLS Daniel W. Casey Library Advocacy Award in attendance. The new FLS long-range plan Frontiers for Friends 2021-2023 was unveiled, along with some background information, and a review of the FLS Membership Survey conducted earlier this year.
Lisa Wemett gaveled the meeting to order, completing her second consecutive term as FLS President. During the meeting she "passed the gavel" virtually to incoming President Karen Sperrazza who concluded the meeting and gaveled us out.
The meeting, which used the GoToMeeting platform, was recorded and is available for viewing.
Watch the meeting.
Read the minutes.
You can read more about the recipients of the FLS Casey Award, The Friends of the Clifton-Park Halfmoon Public Library and the Friends of the Olean Public Library, in the August September issue of the Friends News and Notes newsletter.
2019-2020 FLS Annual Report
FLS Long-Range Plan: Frontiers for Friends 2021-2023 and the Executive Summary
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FLS 2019 Annual Membership Meeting - November 15
FLS held its Annual Membership Meeting and Friendly Café Meet-Up on Friday, November 15 during the 2019 NYLA Annual Conference. After welcoming remarks from Rebecca Fuss to 25 enthusiastic Friends, President Lisa Wemett led the Membership Meeting with highlights from our annual report, “FLS Year in Review.” Our Section had an excellent year! Membership and fund balances are strong, leadership is secure, and FLS is offering more programs, workshops, webinars and communications to members than ever before. We were privileged to have both of our FLS Randall Enos Conference Scholarship recipients, and Randall Enos himself, at the meeting. We were also honored o have this year’s FLS Daniel W. Casey Library Advocacy Award recipient with us. The September newsletter highlighted the achievements of Marianne, Meg, and Helen, and it was a joy to meet three of our greatest library champions in person and recognize them publicly for their significant achievements with their local Friends groups.
President Lisa C. Wemett passed the gavel to ... herself, as she will serve a second consecutive year as Section President for FLS!
2019 FLS Annual Report to the Membership
Read the Annual Report from the FLS Annual Membership Meeting held on November 15, 2019 in Saratoga Springs, NY
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National Friends of Libraries Week, October 15-21, 2023
National Friends of Libraries Week (NFOLW) is an annual event each October. Thanks to United for Libraries, Association of Library Trustees, Advocates, Friends and Foundations, an affiliate of the American Library Association, Friends of Libraries groups have their very own national week of celebration. Read more here.
FLS Sponsored Webinars
Current:
No FLS Webinars are scheduled at this time.
Archived:
Partners in Planning: A Strategic Planning Approach for Friends Groups
Presented: October 6, 2022
Program Description: How can partner organizations such as the Friends of the Library support the library’s planning process? This overview of the Strategic Planning Process will focus on the methods in Strategic Planning for Public Libraries as it applies to one of the library’s key collaborators, the Friends of the Library.
Utilizing the approach outlined in her recent book, planning specialist Joy L. Fuller will provide a framework of specific and actionable best practices for how Friends organizations can cooperate with their libraries in the development of strategic plans.
Friends groups have a role in the library’s planning as recommended in the Handbook for Library Trustees of NYS. The Friends ability to put their own proposed projects into action depends on developing and sustaining the capacity of the organization over time, helping to ensure the success of their library in meeting community needs. Library civic leaders, both Friends volunteers and trustees, can partner in the development of the library’s strategic plan by engaging in and supporting the planning framework. Involving partner organizations in various stages of the planning process can drive mutually beneficial outcomes that better support the libraries that they serve and their communities.
Our speaker is Joy L. Fuller, author of Strategic Planning for Public Libraries (Public Library Association, 2021). Currently, Joy works in strategy and operations for Google. She holds an undergraduate degree from Harvard University and an MBA from Wake Forest University. Joy has more than a decade of experience guiding organizations—both public and private—through the strategic planning and implementation process. With a focus on the end-to-end strategic planning lifecycle, Joy has helped global nonprofits and institutions of higher education develop actionable plans that positively impact the communities they serve. Joy has facilitated trainings for PLA’s Inclusive Internship Initiative and presented as a keynote speaker during the Public Library Association’s conference in 2020.
Due to a technical difficulty, this webinar was not recorded as anticipated, however, there is a good recap in the January 2023 issue of Friends News and Notes, the FLS newsletter. For further reading, see Jill Hurst-Wahl’s Digitization 101 blog post with her summary. (scroll down the page to find her notes on the webinar)
Fishing for Friends: How to Reel in Midlife Adults with Programs
View the webinar here. (Presentation date: April 6th, 2022)
NEW: You will need your NYLA login and password to view the recording of this webinar.
The recording is not yet availalble. We apologize for the inconveience.
Speaker: Dr. Reneé K. Bennett-Kapusniak, author of Public Library Programs and Services for Midlife and Beyond.
Examines the considerations when planning, marketing, and implementing adult programs that will engage adults 50+ with the library and the Friends. Highlights examples of outreach, diverse formal and informal lifelong learning opportunities, and creative community collaborations that can be replicated in your community.
Information page on Fishing for Friends: How to Reel in Midlife Adults with Programs
Before Friends Become Frienemies
View the webinar here. (Presentation date: September 30, 2021)
NEW: You will need your NYLA login and password to view the recording of this webinar.
See the resource materials for this presentation.
Speakers: Lisa C. Wemett, Past President of the Friends of Libraries Section, and Melissa Tacke, Director of the Castleton Public Library in the Upper Hudson Library System.
Conflicts about money and other matters outside of the financial realm often cause the once-friendly relationships between volunteer support organizations and their library’s Board of Trustees and library administrators to sour. This 90-minute webinar examines conflict behavior and conflict resolution, how to develop a standardized document to guide financial contributions from the Friends, and the basics of operating agreements (also called a Memorandum of Understanding or MOU).
Resources for this webinar:
Before Friends Become Frienemies PDF of PowerPoint slides
Approaches to Conflict: the Thomas-Kilman Conflict Mode Instrument
Working Together: Roles and Responsibilities Guidelines
Keepin’ It Friendly: Communication Tips for Library Staff, Trustees, and Friends of the Library
A Primer on Friends Operating Agreements
Annotated By-Laws: What Should Be Included in By-Laws for Friends Organizations?
Guidelines for Expenditures of Funds Raised by the Friends of the Idyllic Public Library
Friendly Scenarios – How Specific Approaches to Conflict Can Help Avoid “Frienemies”
FLS Focus on Friends Webinar Series
The Friends of Libraries Section sponsored a three-part webinar series, Focus on Friends, to supplement its offerings for the 2020 NYLA Virtual Conference. Each one-hour professional development session covers a topic of interest to all library civic leaders (library trustees, officers of Friends groups and library foundations, and volunteer advocates) as well as library administrators and staff members. Guest speakers present on a specific topic followed by a question and answer session.
The series includes:
Friendly Partnerships Strengthen Communities (Presentation date: March 11, 2021)
Children’s librarian Jason Poole’s summer “BookBox for Kids and Teens” initiative brings books to readers unable to visit the Webster Public Library. Helen Rados, member of the Friends of Ethelbert B. Crawford Public Library, along with youth services librarian Cheryl Shelton Jones have increased public awareness of the library, engaged volunteers, and increased Friends memberships through their networking.
Effective, Efficient Boards and Board Meetings (Presentation date:January 12, 2021)
Speaker: Judy Siegel, Esq., of the Pro Bono Partnership.
Improve your skills and learn the specific accountabilities the officers and directors must meet for nonprofit organizations.
Engaging Millennials as Friends Volunteers (Presentation date:September 23, 2020)
Speakers: Tess Wilson, Community Engagement Coordinator for the National Network of Libraries of Medicine – Middle Atlantic Region, and Madeline Jarvis, Adult and Information Services Manager at the Marion (Iowa) Public Library, authors of All Ages Welcome: Recruiting and Retaining Younger Generations for Library Boards, Friends Groups, and Foundations, a toolkit for libraries on engaging Millennials. (ALA Editions, 2020. https://www.alastore.ala.org/unitedaaw).
Friends organizations can coordinate, collaborate, and promote opportunities for young adults that are both social and make a difference in the community. Get suggestions on how to target and connect with these potential volunteers who are motivated to make their community a better place by using their skills and expertise to meet the needs of 21st century library patrons.
Charitable Planned Giving as a Fund-raising Tool
View the webinar and accompanying resource material here. (Presentation date: June 9, 2020)
Scroll down the page to read the description and learning objectives, view the webinar, see the presenter bios, and access handouts.
Speaker: Maria Bucci, Development Specialist at Wood Library, Canandaigua.
Taxes, annual appeal campaigns, and fundraising events are all important parts of a library’s overall fundraising plan. But every library has a gap between annual projected income and the actual cost of daily operations. A frequently untapped source of long-term funding is charitable planned gifts. These special legacy gifts are realized when a donor names the library as a beneficiary in their estate plans, helping to build an endowment fund to provide sustained income for the library over time.
Connecting With Today's Volunteers to Transform the Friends of the Library:
Expectations, Engagement, and Impact
View the webinar and accompanying resource material here. (Presentation date: September 25, 2019)
Scroll down the page to read the description and learning objectives, view the webinar, see the presenter bios, and access handouts.
Speaker: Carla Lehn, author of From Library Volunteer to Library Advocate: Tapping into the Power of Community Engagement.
The content focuses on recruitment methods, including use of online volunteer sites. Retention efforts involve being realistic in recruitment pitches, careful planning of job descriptions, and one-on-one training for volunteers. Handouts include a volunteer job description template, examples of job descriptions, and a targeted recruitment plan.
Administrative Teams: A New Approach for Friends Leadership
View the webinar and accompanying resource material here. (Presentation date: March 19, 2019)
Scroll down the page to read the description and learning objectives, view the webinar, see the presenter bios, and access handouts.
Presenters: the co-presidents of the Friends of the Clifton Park – Halfmoon Public Library.
They talk about their journey from a standard officer structure to a team approach. Handouts include the by-laws of the CPHL Friends, their annual report and an issue of their newsletter “Book Friendly,” and samples of the group’s recruitment posters to engage community volunteers in the work of the Friends. You’ll also find an additional handout, “Planning for Smooth Transitions: Tips for Friends Preparing for Leadership Succession,” developed by Lisa C. Wemett.
Best Practices for Management of Friends Boards
View the webinar and accompanying resource material here. (Presentation date: March 20, 2018)
This was the first webinar sponsored by FLS.
Scroll down the page to read the description and learning objectives, view the webinar, see the presenter bios, and access handouts.
Speaker: Courtney Darts, Esq., of the Pro Bono Partnership.
Regardless of the size of a Friends group, if the organization has achieved 501(c)(3) status, there are specific accountabilities the Friends officers must meet to keep the organization legally viable. This review of nonprofit boards’ legal and fiduciary duties explains ways to provide the best oversight possible for the organization, keeping Friends groups functioning effectively and using their charitable resources appropriately in support of their library.
FLS Programs at the NYLA Annual Conference
2022 2021 2020 2019 2018 2017 2016 2015 2014
NYLA 2022 Annual Conference Back to the Future!
November 2 - 5, Saratoga Springs, NY
See the FLS 2022 Conference Centerfold including program descriptions in the Friends News and Notes August 2022 Newsletter.
FLS Sponsored Programs
Trivia, Literati, and Wildly Successful Community Fundraising
Sponsor: FLS; Co-sponsor: PLS, LTAS, PCRT, RLRT
Kerry A. Barnes, Executive Director, Tompkins County Public Library Foundation
Trivia, Literati, and Wildly Successful Community Fundraising Slide Deck PDF
Keeping it Friendly: Connecting Staff & Friends
Sponsor: FLS; Co-sponsor: LAMS
Jim Foster, Assistant Director, Clifton Park – Halfmoon Public Library
Cheryl Shelton Jones, Director, Mamakating Library (Wurtsboro)
Lisa C. Wemett, FLS First Vice President and Professional Development Coordinator
Keeping it Friendly: Connecting Staff & Friends Slide Deck PDF
Field Trip to a Friends-Operated Bookstore
Jeff Budge, The Book Shop’s Manager
This program was an in-person version of the virtual presentation from the 2020 conference.
See the extensive resources provided by Jeff for that online presentation.
Updated materials to supplement those from 2020:
NEW! Volunteer Code of Conduct 2022
NEW! Timesheet Book Shop Manager (3/2021)
NEW! Manager’s Monthly Report
Keep It Growing! Strengthening Friends Groups Part 1 and Part 2
Lisa C. Wemett, FLS First Vice President and Professional Development Coordinator
Joyce R. Laiosa, FLS Executive Board
The Outline of the Workshop includes hotlinks to many resources cited during the presentation including the list of handouts below..
These handouts from the workshop are also posted on the FLS/NYLA webpage Resources for Friends Groups Supporting Small and Rural Libraries under various subject headings.
Part I:
Where Can I Learn More About Friends Groups? Resources about Friends of Libraries
Guidelines for Volunteer Programs Coordinated by the Friends of the Library
Volunteer Job Description Template
Sample Volunteer Job Description: Book Sale Sorter and Assistant
Working Together—Roles and Responsibilities Guidelines
Keepin’ It Friendly! Communications Tips for Library Staff, Trustees, and Friends of the Library
A Primer on Friends Operating Agreements/Sample Memorandum of Understanding
Guidelines for Expenditures of Funds Raised by the Friends of the Idyllic Public Library
Planning for Smooth Transitions: Tips for Friends Preparing for Leadership Succession
Part II:
“Membership-Raising” - Tips about Memberships for Friends Organizations
FLS Co-sponsored Programs
Helping Rural Friends Groups Survive and Thrive
Sponsor: RLRT; Co-sponsor: FLS, LTAS
Lynne Madden, Chair, FLS/NYLA Task Force on Friends and Rural Libraries
Lisa C. Wemett, FLS First Vice-President and Professional Development Coordinator
In 2020, the Executive Board of the Friends of Libraries Section established a Task Force on Friends and Rural Libraries. In 2020-2022 the Task Force worked to increase the Section’s support to Friends groups of all sizes, but especially Friends that serve small and rural libraries. The Task Force surveyed groups and library staff to find out what the challenges were to their organizations.
Helping Rural Friends Survive and Thrive PDF Slide Deck
Handout: Beyond Younger Volunteers: What Rural Friends Groups Need to Thrive
FLS has developed a webpage that has an incredible array of resources. Whether you want to start a Friends group or revitalize supporters with new ideas for fundraising, you’ll find help under Resources for Friends Groups Supporting Small and Rural Libraries collected in various subject headings. See the supplemental materials posted with Beyond Younger Volunteers: White Paper on What Rural Friends Groups Need to Thrive for the 2021 Survey and the data summary.
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NYLA 2021 Conference Libraries: We’re All In
Virtual - October 28 and 29
In-Person November 3 - 6, Syracuse, NY
Pre-Conference FLS Continuing Education Workshop
Financial FAQs for Nonprofits
- What forms must be filed with the IRS?
- What are the restrictions for fundraisers?
- How should the organization handle sales tax?
- What are the rules concerning audits?
Looking for those elusive answers to nonprofit financial questions? Accountants from the John C. Parcell IV Accounting Firm will explain these and other accounting concerns relevant to Friends organizations and public libraries, including the fiduciary duties of board members.
Some Friends have nearly jeopardized their nonprofit status by failing to meet regulations that govern charity operations. If you are unsure of how to be compliant and properly manage the assets of your group or library, our speakers will provide advice on how to implement policies needed by the NYS Nonprofit Revitalization Act of 2013, develop procedures for acknowledging donations, and handle reporting practices for 501(c)(3) organizations.
Financial FAQs for Nonprofits PowerPoint presentation PDF presentation slide deck
In-Person Conference
Friendly Relationships, Working Together for the Library
Friends of the Library can be valuable members of the library team. Trustees provide governance, library directors manage the operations of the library, and a Friends group provides an opportunity for citizen volunteers to give support and financial assistance. All parties in this alliance need to understand their well-defined responsibilities and the limits of their roles. Frequent, clear, and open communication is the key to a successful partnership, along with joint planning sessions and establishing an operating agreement to address the needs and expectations of all. Robust, positive relationships between these key players will impact customer satisfaction and achievelong-term goals, helping libraries to be strong and resilient. Our panelists from the Hamilton Public Library will share ways their Friends, director, and trustees work together successfully.
Friendly Relationships, Working Together for the Library PowerPoint presentation PDF presentation slide deck
Additonal Resources:
Working Together: Roles & Responsibilities Guidelines
A Primer on Friends Operating Agreements; A Sample Memorandum of Understanding
Virtual Conference OnDemand
Fundraising Without Book Sales
2020 challenged Friends groups to take a fresh look at raising funds to support their libraries’ needs. This involved reimagining current programs as well as developing new ideas, but the mission of the Friends always remained the same. From Hampton Bays near the tip of Long Island to Monticello in Sullivan County to Olean in Western NY these groups have all created successful projects that challenge the typical fundraiser. Learn how three unique Friends groups have redefined fundraising through partnerships and creative collaborations that support the library, benefit their community, and create lasting, beneficial relationships. Please join us to consider one of these projects that may provide better returns on your group's time and efforts.
Fundraising Without Book Sales PDF presentation slide deck
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2020 - NYLA Virtual Conference
November 5th - 6th, 2020
Best Practices for a Friends Operated Bookstore
Sponsored by the Friends of Libraries Section and co-sponsored by the Library Trustees Association Section.
Both seasonal and ongoing book sales run by volunteers continue to be the #1 fundraiser to support libraries' extra needs. But what about a year-round retail shop or materials sold online? Don't think your Friends group could scale up to this kind of in-library bookstore? The Book Shop's longtime manager will share his best strategies for gathering and processing donations. You will also hear how SSPL Friends report accomplishments within the organization that will help your own book sale efforts improve over time. Find out how to organize teams to sort, price, and manage the physical inventory for your book sale operations, whatever their size.
Program speaker Jeff Budge, Manager of The Book Bag Shop (operated by the Friends of the SSPL) at the Saratoga Springs Public Library
A PDF file of PowerPoint slides for Best Practices for a Friends Operated Bookstore is available here.
Mr. Budge provided the following materials referenced during his pre-recorded session (three separate packets).
Volunteer Forms
NEW! Volunteer Code of Conduct 2022 (not included in packet)
Volunteer Application 2018 (3 pages)
Background Check
Consent Form for Background Check (Volunteer Application Part 2) (11 pages)
Welcome Letter 2019
Volunteer Code of Conduct & Guidelines (3 pages)
No Volunteer Openings Letter
No Longer a Volunteer Letter
Time Sheet Friends Bookshop Manager
Volunteer Work Report
Volunteer Training Materials and Position Descriptions
Friends Bookshop Desk Manual 2020 (11 pages)
Friends Bookshop Sorting Room & Shop Duties Manual (9 pages)
Volunteer Duties – Cashier
Volunteer Duties – Sorting Room
Book Store Operations, Sales Tax, and Donations
NEW! Timesheet Book Shop Manager (3/2021) (not included in packet)
NEW! Manager’s Monthly Report (not included in packet)
25 cent Sale & Shop Volunteer Sign-Up Sheet
25 cent Sale Customer Count Sheet
25 cent Accounting
Amazon Return address labels
Bookmark: Remaining 2018 Sales
Close-Out Sheet (cash register)
Daily COVID Questionnaire
Daily Transaction & XFlash Sheet
Dealer Slip 2012
Reserve Book Form
Weekly Deposit Report Sheet
Sales Tax: April Monthly Tax Sheet
Sales Tax: Blank Monthly Tax Sheet
Donations Receipt
Donation Schedule Sheet
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2019 NYLA Annual Conference
November 13 - 16, Saratoga Springs, NY
Click here for the three pages of the FLS June issue of Friends News and Notes with details on these offerings and registration information specific to Friends.
- Achieving Success for the Friends Through Strategic Planning
- Fund-Raising Without Book Sales
- Sustainable Thinking for Friends
- FLS Annual Meeting and Friendly Café Meet-Up
- Tips for Engaging Friends as Partners
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2018 NYLA Annual Conference
November 7 - 10, Rochester, NY
Engage Your Community by Communicating Your Impact
FFRPL Annual Appeal FINAL (Draft)
Fall Back Comedy Fest Press Release
FLS Annual Membership Meeting and FLS Friend-Raiser Luncheon: Let's Market Our Libraries
Luncheon - Marketing - Joy Testa Cinquino
FLS 2018 Annual Membership Meeting
Agenda Annual Membership Meeting 2018
Friends, Directors, and Trustees Make a Difference Together
Working Together: Roles & Responsibilities Guidelines
A Primer on Friends Operating Agreements; Memorandum of Understanding
Guidelines for Expenditures of Funds
Fundraising Without Book Sales
Fund-Raising Irondequoit Friends
The Friendly Café Meet-Up
Wall Art: Brought to You by the Friends
Read the conference wrao-up in the December 2018 FLS newsletter.
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2017 NYLA Annual Conference
November 8 - 11, Saratoga Springs, NY
Choose Your Local Resources for Successful Fundraisers
Mining Local Resources for Long-term Success
Limericks by H.V.S.
Bringing Friends Back From the Brink
Best Practices for Management of Friends Boards
This program was brought back as an FLS Webinar. View the webinar and accompanying resource material here.
Friends & Trustees Building Community When Disaster Strikes
Friends Choose Their Own Leadership
This program was brought back as an FLS Webinar. View the webinar and accompanying resource material here.
Read the conference wrao-up in the December 2017 FLS newsletter.
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2016 NYLA Annual Conference
November 3 - 5, Saratoga Springs, NY
Friends of Libraries Showcase/Membership Meeting
Read the conference wrao-up in the December 2016 FLS newsletter.
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2015 NYLA Annual Conference
October 21 - 24, Lake Placid, NY
Friends and Foundations, A Merger
Read the conference wrao-up in the December 2015 FLS newsletter.
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2014 NYLA Annual Conference
November 5 - 8, Saratoga Springs, NY
New York Library Association Annual Conference: “Open Libraries, Open Minds”
New in 2014: The Empire Friends Roundtable (now Friends of Libraries Section) provided several joint sessions on nonprofit law and library finances with the Library Trustees Association (www.librarytrustees.org). The Public Libraries Section (PLS) also co-sponsored the nonprofit law session. EFR co-sponsored PLS’s program, “Walk Your Precinct and Activate Your Library Advocates,” with John Chrastka, Executive Director of EveryLibrary (www.everylibrary.org).
See the descriptions below with links to our speakers’ slide presentations and handouts.
Thank you to our fellow Friends, library trustees, and legal professionals who volunteered to share their ideas and best practices, ones that we know you will want to implement back home.
Get By With a Little Legal Help for Your Friends
Speakers: Courtney Darts, Senior Staff Attorney, and Judy Siegel, Staff Attorney
Pro Bono Partnership, www.probonopartner.org. “Volunteer Lawyers Strengthening Nonprofits and Our Communities.” (914) 328-0674. To apply for their services, click on “Request Legal Assistance” on their Web page.
What does it mean to be a nonprofit 501(c)(3) organization? Our speakers from the Pro Bono Partnership provide free legal service to nonprofit groups in New York, New Jersey, and Connecticut. They provided definitions (nomenclature) of New York State law for non-for-profit groups and tax exempt status under the Internal Revenue Code. Discussion points included forming a not-for-profit corporation, qualifying for tax exemptions, fiduciary duties, and the governance and accountability of nonprofit boards. The New York Nonprofit Revitalization Act of 2013 was covered along with charitable registration, fund-raising, documentation of contributions, and managing volunteers. Other online resources are cited in the end of their presentation.
Slide presentation: Get By With a Little Legal Help For Your Friends
Handouts:
Responsibilities of the Board of Directors of a Nonprofit Organization
What Must a Tax-Exempt Organization Do to Acknowledge Donations?
New York State Department of Taxation Publication 843: A Guide to Sales Tax in NYS for Exempt Organizations
Friends-Operated Bookstores
Speakers: Bonnie Shannon, Book Sales Chair for The Friends of the Kinderhook Memorial Library; Bruce Swenson, Bookstore Manager and Vice President of The Friends of Middletown Thrall Library
Our session focused on “brick and mortar” bookstores run completely by volunteers to raise funds to support their libraries’ extra needs. Bonnie discussed the Friends decision to open a storefront operation in 2013 after many years of successful booksales. She covered their considerations, the planning process, and cautionary tips in the start-up of a new store. The Friends of Middletown Thrall Library support the public library situated in the renovated Erie Railroad Station in the heart of downtown. Their used bookstore, started in 1989, is now located in the former freight house just steps from the library’s entrance. Their operation offers donated materials for sale three days a week, earning more than $60,000 annually to support the library’s collections, programs, and equipment needs.
Handout:
Friends of the Kinderhook Memorial Library Book Shop
Joint Offerings with the Library Trustees Association
Both volunteers for the Friends of the Library groups and community members who serve on the library’s Board of Trustees have much in common in helping libraries survive and thrive. The following two programs highlighted the importance of assisting libraries in reaching their long-term goals and objectives with a constant funding stream over time. Together Friends and trustees can become strong allies and advocates for our libraries as they work toward the common goals of financial stability and sustainability.
Fund-raising with Annual Appeals
Speakers: Leah LeFera, former Library Director, Canajoharie Library and Arkell Museum; Kathy Naftaly, Director, and Lynn Shanks, Development Director, Crandall Public Library, Glens Falls.
Yearly campaigns that directly solicit funds from the community are a vital part of a library’s financial plan to supplement public funding. Friends groups working alongside the Board of Trustees and staff administrators can reap benefits for all involved. Canajoharie is an association library that is one of the least funded libraries in New York State. The Crandall Public Library raised $32,000 in their 2013 annual appeal. In a combined slide presentation, both libraries covered the “nuts and bolts” of appeals with examples of their mailings, raising funds online, tracking donors, and saying “thank you” in a variety of ways.
Slide presentation: Fund-raising Through Annual Appeals
Handouts:
Annual Appeal: The Nitty Gritty
Crandall Public Library Annual Appeal Letters: 2013; 2012; 2011. Reply Envelope Sample 2013.
Canajoharie Library and Arkell Museum Appeal Letter; Reply Envelope
United for Libraries Fact Sheet #2: Fund-raising Campaigns
United for Libraries Fact Sheet #22: Guidelines for Giving
Library Foundations and Endowments
Speakers: Suzanne Stockman, Fairport Library Foundation, Fairport Public Library; Mary Muller, The Troy Public Library Foundation.
Foundations can assist libraries in reaching their long-term goals and objectives with resources that can provide a constant funding stream over time. Separate organizations with their own boards of trustees, foundations establish endowments and manage large contributions and bequests. Growing funds, managing investments, and marketing the endowment to donors are all crucial for long-term success. The Fairport Library Foundation, established in 2007, is a 501(c)(3) that manages its own funds and has faced several challenges in its efforts to raise money to help renovate the library. The Troy Public Library Foundation is a nonprofit incorporated in 1991 to solicit bequests and gifts to support the library. Troy has recently begun using the services of a regional Community Foundation to manage and grow their endowment.
Handouts:
United for Libraries Fact Sheet #16: How to Organize a Foundation
United for Libraries Fact Sheet #24: Planned Giving: What You Need to Know
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FLS Friends Group Meet-Ups
2019 Meet-up; East Greenbush Community Library, August 2
Minutes, including FLS Active Member Form and FLS Membership Form
FLS Active Member Form
2018
2017
2016
2015 - Vestal Public Library, May 28
FLS Hosts First Annual "Meet-up" for Friends of Libraries Groups
Friends representing libraries from Central NY and the Southern Tier gathered with the FLS Board for a very successful meet-up discussion of "all things Friends!"
standing left to right
Judy Strauss, Jordan Bramley Library (Jordan NY)
Audrey Kearney, Marcellus Free Library
Paulette Quinn, Marcellus Free Library
Virginia Okrasinski, Cady Library (Nichols NY)
seated L-R
Anne Andrianos, Onondaga Free Library
Pauline Satterly, Groton Public Library
Ten representatives of Friends of the Library groups from eight public libraries in three public library systems gathered to talk with the members of the Friends of Libraries Section's Executive Board at the Vestal Public Library on May 28. A total of 22 people brought varying levels of experience to the table where ideas were shared to help strengthen the work of Friends in libraries large and small.
Before the meeting, Friends suggested topics they were interested to discuss with the FLS Board and other Friends groups. Representatives brought handouts from their libraries to share including membership brochures, fliers of regional meetings, bookstore and book sales promotional pieces, and newsletters. One topic raised included suggestions of successful strategies to recruit volunteers who might become Friends officers and ways to broaden the involvement of rank-and-file members in Friends activities which could assist in developing leadership for the group.
Book sales are always a perennial interest of Friends, but the meet-up honed in on new and exciting ideas for publicity which ranged from successes using banners and lawn signs to social media. NYLA's Administrative Support Services for Friends of Libraries Groups was described as an alternative to groups applying for their own 501(c)(3) status. Questions were raised about ways the groups who support association libraries could operate with separate financial accounts from their libraries if they did not have nonprofit status.
National Friends of Libraries Week in October was mentioned as a way to highlight the "good works" of Friends. Friends' support of advocacy efforts on behalf of the library, such as reminder telephone calls for budget votes, is important to all groups. Large scale book sales are a tangible way to involve the community and get the library's message out to library supporters who are willing to volunteer their assistance for the sales.
The Nonprofit Revitalization Act of NYS was referred to in the context of Friends groups needing to review their bylaws, being aware of new restrictions on handling business electronically between scheduled meetings, and adopting necessary policies (e.g., Conflict of Interest). The FLS Board shared the plans for workshops on "Friends Day" at the library association's annual conference in Lake Placid in October, encouraged submissions for the FLS Dan Casey Advocacy Award, and explained the benefits of personal and organizational memberships in the New York Library Association.
The meet-up was a lively exchange of "best practices" and tips to keep Friends groups growing strong to continue their valuable work. If you are interested to have the assistance of the FLS Board in holding a meet-up in your area of New York State, please contact FLS President Lisa Wemett at lisawemett@frontiernet.net. We'd be glad to help.
Thanks to all of you who came to share and learn. We couldn't have done it without you!
Finger Lakes Library System
Apalachin Library Association - Janet Thomas
Cady Library, Nichols - Virginia Okrasinski
Groton Public Library - Pauline Satterly
Four County Library System
Broome County Public Library - Linda Foody
Vestal Public Library - Jim Holley
Onondaga County Public Library
Jordan Bramley Free Library - Judy Strauss
Marcellus Free Library - Paulette Quinn, Audrey Kearney
Onondaga Free Library - Anne Andrianos