Date: Saturday, April 26/03, 10:15 a.m.

Place: Board Room at VPL’s Central Library, Vancouver

Mission: Mel Hundert, Ted Sawasy
North Vanc’r District: Brian Casidy, Wayne MacCallum, David Potter
Richmond: Alison Cormack, Margaret Ikegami, Debby Newton
Sechelt: Al Livsey, Sue Thomson, Bob Tween, Chris Tween
Squamish: Marjorie Buchanan, Morgan
Vancouver: Howard Greaves, Lucca Hallex, Donna Hossack, Jocelyn MacNiel, Sonja Marchlewitz, Cherry Sullivan
West Vanc’r Memorial: Sophia Weremchuk

Regrets:  Delta: Lillah Martin

Chair: Jocelyn MacNiel, BC Representative FOCAL
Secretary: Cherry Sullivan, Friends of the VPL

Community Involvement – an organized Friends group is living proof of the library’s value to the community.
Public Relations – each Friend is a walking public relations vehicle for the library.
Money – Friends groups have traditionally raised funds for project or acquisitions in excess of the general library budget.
Services – assisting with library programs such as Summer Reading Clubs and Author Readings.
Advocacy – an informed, active citizens lobby can be the strongest advocate a library has.

• West Vancouver Friends founded the Library but it is now operated by a Foundation, the Friends now involved with fund raising and library events.
• At Vancouver Public Library (VPL), Friends is a registered society and operates under a Letter Understanding with the Library;
• One Friends organization is a community formed group which fund raises and helps with services at the library.

• Friends shelve books in libraries without unionized staff
• In some libraries, all Friends are volunteers; in other ‘Silent Supporters’ (non-volunteers) are welcome.
• A discussion about fees showed varying rates from $3 (single) to $20 (Family), with discounts for seniors and students.
• Membership fees – are they necessary? Do they need to cover the cost of benefits such as newsletters and mailings?
• emailing to members is worth trying.

Relationship with the Library:

• Can vary; one group said they felt that the Friends group was resented by the library. Communication with library director and staff needs to be addressed.
• Others felt appreciated – VPL Board gives its Friends 5 minutes at monthly Board meetings to promote Friends’ activities. VPL Library Board has an appointed Liaison member; also one from Administration Staff, who attend the Friends monthly Board meetings which helps to keep communication lines open.

Membership Recruiting:

It can be difficult to recruit new members but continuing public exposure seems to help.

Methods tried to attract new members include:

• Going to the branch libraries; sending information letters out annually
• Having tables at events at libraries and elsewhere displaying and giving out Friends’ information
• discount for members at Friends’ shops
• Walking through one’s own neighborhood and soliciting members

• The big question often asked is ‘why join Friends?’ Friends’ groups needs to create Friends’ information for the public.

• Most groups have a solid core of faithful members.
• Try to get new members to be active because active members seem more likely to stay.
• Some enjoy volunteering at particular activities such as author readings.
• Benefits for Friends’ members may help:
  1. Members have the chance to preview the annual/major book sale (huge in the U.S.A.)
  2. In some libraries people join just to get into the preview book sale
  3. One library charges $5 to get into the book sale preview
• A newsletter can bridge the gap between members, both active and silent. It is often an untapped resource. Articles should talk about what is coming up, not just what has been done. Use photographs.
• Sometimes the Library has a newsletter but the Friends don’t. Can a Friends’ column be added to the library newsletter?

As a lover of libraries, volunteering is its own reward. Altruism is surely the greatest motivator. However, it is important that the library, as well as the Friends organization, recognizes the effort of the volunteers. Recognition shouldn’t have to cost a lot, after all, volunteers are raising money for the library, not a party. However, with a little ingenuity, a little recognition goes a long way.

• Annual (high) tea or potluck dinner to honour volunteers. May be put on by the Friends group or the Library
• Column in local newspaper saying thanks to volunteers
• Personal ‘thank you’s’ to helpers at events are important
• Friends at VPL has volunteer award program: two years (leather bookmarks), three years (bookplate in new library books), five years (pins), volunteer of the year (pin), given out annually at its AGM and a special lifetime membership (scroll).

• Link on website.
• Wine and cheese event.
• Luncheon with the AGM. Used to be a dinner but time changed to suit group.
• One group uses napkins at library and Friends’ events printed with Friends of the Library logo.
• Sign board in the library for posting Friends’ notices.
• Plates to newborns in the community
• Kindergarten evening at Squamish.
• One Friends’ group applied to Starbucks’ literacy program and received $10,000 toward the local program.
• ‘Riot of Reading’ event in Mission – put out bookmark
• Coverage in local newspaper.
• Decorating a Christmas tree in a local contest – theme was ‘reading through the ages’.
• Display a plaque in library recognizing the Friends.
• Richmond Friends gives a portion of money raised to the Vancouver Foundation.

What are the features of the perfect project for Friends groups? It is not possible to include all the factors when choosing a project, but the following should be taken into consideration:

• Does this project actually help the library? Does the library staff want us to do it?
• Does this project make sense for the available volunteers (ie. car rally might raise funds for the VPL. But would our members be interested in such an event?)
• Would this project increase awareness of Friends/the library and/or result in new members?
• Do we have volunteers ready and willing to take on this project?

• Important to dispose of surplus in a sensitive manner. Possible donation to third world countries, local groups such as Care Homes, Seamen’s Club, or at least to recycling.
• Storage space is a big issue for book sales.
• Cloth book bag sale – at book sale, bags sell for $15 (normally priced a $10 and can be filled in the last hour of the sale.
• Pre Sale events – books are selected for good quality. Sold for $2. Sign on display advertising upcoming book sale.

• Gift Store – some Friends groups have shelves in the library for displaying bags, cards, coffee mugs for sale. Other gift merchandise are sold by the library itself. Friends of VPL operates a gift store at the Central library.
• Home Baking Sales – usually have a pretty good return.
• Short story contest – Friends puts up the money and collects a fee from the children participating.
• Festival of the Arts
• Food for the Soul – samples
• Dessert auction
• Mystery Night Event at the library
• Xmas tree- lease to companies to decorate, draw for best
• Antique Roadshow – entry fee covers appraisal by expert
• Quilt raffle – check with BC Gaming Office re licence
• Retired employee Grant – can apply for match
• Matching Grants
• Travelling puppet show
• Book Ball at VPL – invitations are sent out inviting recipients to ‘Stay at Home and Read a Book’ on a particular evening and send what they would have spent to go to a ball to the Friends as a tax free donation.

• One library ‘sold’ library shelves – in this case money was raised toward purchasing specific hardware for the library.

• Large amount of money raised to spend on specific projects ex. renovation to or building of new libraries. Campaign managed by Friends or Library Board.

• Organizations formed to raise a set amount of capital, usually a significant sum. Only the interest from the capital is used.

Meeting adjourned at 12.30.