CONTENTS

4th Annual Friends Day at CLA

MINUTES OF THE ANNUAL GENERAL MEETING
SAT. 19TH JUNE, 1999 – TORONTO

1) Welcome – President Val Marshall
2) Grace and Toast to the Queen
3) Introduction of  FOCAL Executive – Vice-President, Jami van Haaften, Treasurer, Tom Foulkes and Directors Nancy Goodman, Diane Nietzel, Nicholas Spillios, Lea Teal, Sylvia Teasdale and Yvonne Le Blanc.   Absent with regrets: Secretary, Ken Sparling and Directors Gary Archibald and Michael Burris.  Resigned: Eric Moore, Central Canada.
4) Introduction of Presenters  - Monica Olenroot, Greg Kelner, Joanne Kaattari, Elaine Watkinson and Jami van Haaften.  Convenors – Pat Robertson, Sylvia Teasdale and Nicholas Spillios.
5) Introduction of Sponsors – Elaine Watkinson – The Library Depot,  Random House, David Harvie – Southern Ontario Library Service. George Watters – Watters Marketing.
 Absent with regrets – Maureen Deery – McClelland & Stewart, Jim Mitchell – Packaging Alternatives, Orland Kirkness – Grolier Educational.
6) Lunch
7) The Minutes of the Inaugural Meeting of 28th June, 1998, at CLA in Victoria.  Moved by Geoff Nie, Ajax Public Library, seconded by Barbara Dubrule, Oakville Friends.  Carried.
8) Presidents Report. In addition to the Presidents report contained in the May/June issue of FOCAL, Val Marshall reported that membership was over 100 – including our first member from the Province of Quebec.  Val also spoke of her visits and contacts made with Friends Groups in Nova Scotia and the United Kingdom and the agreement of reciprocal membership with both FRIENDS OF LIBRARIES USA and FRIENDS OF LIBRARIES AUSTRALIA.

Val looked ahead to the 2000 CLA Conference in Edmonton with the involvement of the Friends of the Edmonton Public Library.  Future plans for 2003 would be a joint ALA/CLA Conference.  She also thanked those involved in the planning of this year’s conference and emphasized the need for help in programming and other work of the association.
9) Vice-Presidents Report – Jami van Haaften.  Jami spoke of the work in developing the web page and introduced David Harvie, systems Librarian at SOLS and thanked him for his help in setting of the new www.friendsoflibraries.ca domain and listserv.  She reiterated Val’s call for volunteers and indicated help was needed in several sections of the web site and on the listserv.
10) Treasurers Report – Tom Foulkes.  Tom moved the report as recorded in the May/June issue of FOCAL be accepted.  Seconded by Nicholas.  Carried.  Tom moved that the proposed 1999/2000 budget as recorded in the May/June issue of FOCAL be accepted.  Seconded by Diane Neitzel. Carried.
Tom reminded members that the proposed changes to FOCAL’s by-laws required by Industry Canada had been circulated to members through FOCAL POINT and posted on the web site in December, as six months notice was required. A motion to accept the proposed changes to the bylaws was carried.
The application to obtain charitable status with Revenue Canada was submitted over a year ago and a number of changes are required to the Constitution.
Article V11 – Dissolution.  Upon dissolution of Friends of Canadian Libraries or winding up of its affairs, the assets shall be applied and distributed as follows: after payment of obligations, all remaining assets shall be transferred or conveyed to the Friends of Canadian Libraries charter members (as of June 30, 1998) on an equal basis.
Tom moved that Article V11 be revised to read remaining assets be transferred to the  Canadian Library Association as a registered charitable organization.  Seconded by Elaine Watkinson. Carried.

Another revision is required to state that the organization be carried on without purpose of gain for its members and any profit or other accretions to the organization shall be used solely to promote the objectives.

Tom was asked why the proposed budget or the OLA conference is two and a half times the CLA Conference budget.  Val explained that it relates to the way in which conference expenses are billed.  For LA our sponsor, Random House, is billed direct;  for OLA, FOCAL will be billed and Random House will provide a donation to reimburse those expenses.

11) Report from The West – Nicholas Spillios.  Nicholas reported the Edmonton Friends are looking forward to welcoming FOCAL to the 2000 CLA Conference. “We’ll have a Western digout for you”, he promised delegates.  He provided a survey of Friends developments in the West:
-Winnipeg Public Library’s Friends group has 60 members.
- Friends of the Saskatoon Public Library raised and donated $15,000 for a new library branch and has an annual folk fest.
- Calgary Public Library has no Friends Group but has 350 volunteers who donated 15 – 16,000 hours of time.  A foundation is being established.
- Edmonton – Nicholas provided a copy of an advocacy campaign handout undertaken by the Friends during a municipal election and described how the Friends Group successfully represented the library in a presentation to City Council.  A Heritage Week including a rare book auction and a casino are fundraising events.  Nicholas concluded by saying he was honoured to represent the Prairies and looks forward to hosting Friends Day at CLA next year.

12) Report from the East – Gary Archibald.  In the absence of Gary, who as President of CLTA was presiding over their luncheon next door, Val reported briefly on the development of Friends Groups in Nova Scotia and her recent visit.

13) New Business – Diane Neitzel and Nancy Goodman presented the “What, Why and How” of a proposed national Friends Group Award.  The listserve and web page could be used to distribute entry rules, nomination forms and rating criteria to members.  There was some discussion of the ranking criteria point system.
14) Question period and Discussion.
Nancy Krygsman moved for adjournment at 2.00.p.m.
***Annual General Meeting was followed by a meeting of the Executive and Directors.

Friends' Day program
 

FRIENDS DAY PROGRAM SAT. 24TH JUNE – EDMONTON
Hosted by Friends of the Edmonton Public Library

9.a.m. – 10.15.a.m. – “Strengthening Board Performance or Friends and Trustees” - Toni Lashbrook.

10.45. – 12 noon – “Friends, Trustees and the Library Director – A Marriage Made in Heaven” – Gary Archibald, Don Mills and Val Marshal
LUNCH & KEYNOTE SPEAKER
Jon Hall, Executive Director, Edmonton Volunteer Centre
************
“RANDOM HOUSE FRIEND OF THE YEAR AWARD”
Presented by Gabriele Schreiber, Random House of Canada
****************

ANNUAL GENERAL MEETING

1) Welcome – President, Val Marshall – Introduction of Executive
2) Minutes of the AGM – Sat. 19th June, 1999
2) Business Arising from the Minutes
3) Presidents Report
4) Vice-Presidents Report
5) Treasurer’s Report and Budget
6) Directors Reports – Western, Prairies, Central and Atlantic
7) Confirmation of Executive
8) Incoming President – Jami Van Haaften
9) Other Business

*****Following this meeting, there will be a Meeting of the New Executive.

****************

PRESIDENT'S REPORT – 1999-2000

As Friends groups have continued to spring up all over Canada, the membership in FOCAL has flourished along with the public awareness of our organization. Individual success stories abound – Advocacy in
Action from the Oshawa Friends; Ajax Friends half-way with their million dollar fundraiser for a new main library; tiny Atikokan amazing their community with their march to the Council Chambers in support of better funding.  Friends groups are working hard in their communities to enhance their libraries..  Volunteers are running book sales, selling raffle tickets, running and sponsoring events, enjoying authors visits, reading groups, organizing childrens’ programs and, most importantly having fun and celebrating their successes.

They are not alone!  Supported by the library trustees and administration, Friends Groups make sure that they are “all singing from the same hymn book”  with the same goals and commitment to their community.

Thanks to your Executive, our sponsors and the members, FOCAL has become International.  We now have reciprocal membership with Friends of Libraries USA and Friends of Australian Libraries and we exchange newsletters with Friends of the British Library in London.  Plans are underway to form a Federation of friends in the United Kingdom.  40 people attended a Friends Meeting at the “Library and Information Show 2000 and a steering group has now been formed. Plans are also underway with FOLUSA to present an International Friends Day.

My year has been  blessed by the opportunity of talking and meeting with many friends across Canada – Ontario, Quebec and Nova Scotia.  Both information and encouragement has been provided to fledgling Friends Groups by the Executive.

My special thanks to the Executive, Directors and Association Representatives for  their enthusiasm and support.  Both  the Canadian Library Association and the Ontario Library Association have fully supported our efforts.  Southern Ontario Library Service have committed their expertise to our cause and our sponsors have proved to be wonderful assets.  Our conference speakers have always given freely of their expertise and our convenors have cheerfully taken on their tasks – thanks  again.

New this year at Friends Day in Edmonton with be our first annual  “Random House of Canada Friend of the Year Award”.   $500 worth of books for the winning library.  The winner will be announced at our special luncheon.

Edmonton Friends of the Library – lead by Nicholas Spillios and Gail de Vos – are our hosts for Friends Day  2000 at the CLA.  Thanks to their efforts, we’re looking forward to another great Friends get-together in the West. In 2001, Friends Day will be in Winnipeg and the Winnipeg Friends of the Library have already offered to host the event.

I am delighted to be turning over the Presidency to Jami van Haaften and her Vice-President, Nancy Goodman.  They have been an intregal part of FOCAL right from it’s beginnings and their joint expertise will push our organization to even greater heights. Val Marshall, President.
 

VICE-PRESIDENT’S REPORT 1999-2000
JAMI VAN HAAFTEN

The second year of my term seems to have duplicated activities undertaken during the first year – conference programming, web page development and networking through meetings and e-mail.

Last year at this time, we announced the sponsorship of our website and listserv by SOLS – Southern Ontario Library Service, an agency of Ontario’s Ministry of Citizenship, Culture and Recreation.  Their support and endorsement o our association’s mandate has also been evident in their participation in conference programming at OLA and in their professional efforts on our behalf.  The idea to develop an “Amalgamation Toolkit” is a perfect case in point, a document which will be launched at the OLA Friends Day in 2001.

The newsletter, web pages and listserv are all effective tools for communication only if we continue to share news and ideas.  We welcome your ideas and suggestion.  Please use the e-mail addresses found on the website to send items and articles you have written for the interest of other Friends’ groups.

We can list more volunteer needs, in additional to news and communication.  In fact I have started to draft a job description for the position of “Past President” - and I am only partly  joking! I have started to see the need for an Archivist to keep the records of our fledgling association in order and preserved for future executives.

A “Policy and Procedures” manual is also needed, and for those who have ever written one, you know it is never done.  It tends to take on a life of its own.  However, there are several predictable steps taken in getting ready for conference, choosing topics, finding speakers, arranging exhibits and so on.  In the case of CLA, having willing local representatives who take on the job of hosts makes our job that much easier.

The key to our success, as individual Friends’ groups, and as members of a larger association, is this type of networking.  I have been fortunate to meet many Friends delegates at the Your Library Depot exhibit area and at the OLS-North conferences in Sudbury and Sault Ste. Marie.

The next two years will continue to be formative years for FOCAL.  We will continue to build membership; communicate and network; provide professional development opportunities for members and the library community; lobby on issues affecting the ability of Friend’s groups to function as charitable organizations; identify interested sponsors and partners who share our interests; and exchange fundraising and programming ideas.

Financial statement/Proposed budget
 

FINANCIAL STATEMENT  April 1, 1999 – March 31, 2000

Opening Balance—————————————————————————$ 1877.48

REVENUE

                                     Membership Dues                                 $ 2195.00
                                     Donations (1)                                           1162.00
                                     Product Sales                                              487.55
                                     Bank Interest                                                25.24
                                     TOTAL REVENUE                              $ 3869.79

EXPENDITURES

                                     Production/Distribution
                                     FOCAL POINT                                    $   722.04
                                     Travel Expenses (2)                             $   408.00
                                     FOCAL Flyer                                        $   115.99
                                     CLA-June 1999                                    $   180.00
                                     Administration (3)                               $     87.24
                                     TOTAL EXPENDITURES                  $  1513.27

                                     NET SURPLUS (Loss) ————————————–$ 2356.52
                                     CLOSING BALANCE————————————  $ 4234.00

Auditors Report: A review of the accounting procedures to include bank account, income and expenditure journals and other documents considered necessary was conducted by the undersigned on April 198th, 200 and found to be in order for the fiscal year ending March 31st, 2000.  Rod W. Fowler.
NOTES:  (1) Random House of Canada, Library Depot.
                (2) OLA Conference –gasoline purchases for guest speaker –Thunder Bay/Toronto return
                (3) Audit, Copying, Industry Canada
                (4) Random House of Canada paid CLA directly for their sponsorship.  This was a significant contribution for which we are most grateful.
               (5)  Grolier sponsored an additional 1,000 Friends pins; Packaging Alternatives sponsored canvas Friends Bags; Watters Marketing sponsored Friends bookmarks; McClelland & Stewart sponsored Trivia Games.

Val Marshall, President                                                                                            T.A. Foulkes, Treasurer

PROPOSED BUDGET – April 1, 2000 to March 31, 2001
Balance forwarded————————————————————————————————$ 4234.00
REVENUE
                                         Membership Dues                                                   $ 2000.00
                                         Donations-Corporate Sponsors                               $ 2000.00
                                         Sales                                                                       $   500.00
                                         PROJECTED REVENUE                                       $ 4500.00
EXPENDITURES

                                         FOCAL POINT                                               $1200.00
                                         Travel Expenses                                                      $1800.00
                                         Administration                                                         $ 300.00
                                         CLA Edmonton                                                       $ 500.00
                                         OLA Toronto                                                          $  500.00
                                          PROJECTED EXPENDITURES                            $4300.00

Projected Balance at March 31, 2001————————————————————————–$ 4434.00
 

Jami Van Haaften. President                                                                         T.A. Foulkes – Treasurer
 
“Advocacy, Fundraising, Volunteerism and Membership Development”
PLAN TO ATTEND!!!

FRIENDS NEWS FORUM….

Congratulations to the Friends of the Thunder Bay Public Library, Ontario who donated $31, 651 to their library in 1999.  Their AGM in May included a “Volunteer of the Year Award”  to Debbie Metzler.  Friends held a Silent Auction of rare and collectible books at the Arts Fair in October.

Hanover Public Library Friends, Ontario completed five years as a support group as of the end of March 2000.  They have 34 members.  Their June event “Tea and Talk” features well-known local author, Ruth Cathcart, who has written two excellent books on the historic homes in their area.

Always innovative, Friends of Yarmouth, Nova Scotia, have a new e-mail address <yarmouthfriends@goplay.com>.  They are planning a Library Lovers Calendar for the year 2001, which would focus on local events. They are also building bookshelves for the ongoing book sale in the library.

Dundas, Ontario, Friends are “Helping the Library to Bloom”.  Thanks to Ben Veldhouse Greenhouses, $1 will be donated to the Friends for every flat of annuals purchased.

Friends of the Peterborough Library, Ontario, had a prosperous year with their library benefiting by $26,000.  Their acquisition librarian presented her “wish list” and friends made their choices for purchases.  They sold books at the Barbara Rooke Fund lectures sponsored by Trent University and raised $350 at a Silent Auction during the Intermission of author, Charlotte Gray reading from her latest book, Sisters in the Wilderness.  Their Fall Book Sale will be 20th and 21st October.

 Five years of Friends of Libraries Australia was celebrated at a function for Friends and Sponsors in Melbourne on 3rd December, 1999. They also presented “Best of Friends Awards” in February at an Antiquarian Bookshop.  To hold book sales in Victoria it is necessary to obtain permission from the Office of Fair Trading and Business Affairs.  Their 3rd Biennial Friends of Libraries Australia Conference will be held in Canberra, 20th – 22nd October, 2000. By the way, their national membership stands at 160.

“ I Love to Read” was a “Reading Corner” created by Cobourg, Ontario Friends at their local Mall with the help of generous donors.  The raffle for the corner creation raised funds, while the “Celebrity Readers” both at the Mall the Library raised the community awareness!  A great double-play!

“First Annual Writing Contest” was a resounding success for the Brampton, Ontario, Friends, with 281 participants from Grades 1 through 8.  All entrants were invited to attend a reception, receive certificates from the library, and hear the announcement of the 8 winners, runners up and honourable mention.  Prizes of Gift Certificates were donated By Chapters Book Store, Grand and Toy, Precidio Inc., and Friends of the Library.  Two children’s authors and two teachers chose the 16 best stories, which were then published  in a special book now available at each Library Branch.  Each winner received a copy as a memento, had their names emblazoned on a special plaque, displayed on the Library’s Web Site, and
published the next day in The Brampton Guardian. Library Board Member, Marian Heinke, was he force behind the contest created in celebration of Brampton’s 25th Anniversary and to promote reading and writing among children.  Plans are underway for next year’s contest.

With the Toronto Amalgamation,  North York Friends have a name change.  Their new name will be Friends of Toronto Public Library, North Chapter, while the Toronto Friends will be the South Chapter.  The new constitution will be the one adopted by North York and the executive will be co-chaired from members of both North and South Chapters.  They will meet quarterly to exchange information, discuss items of common interest and ratify decisions.  There will be a shared charitable number.  Each group will maintain their own bank accounts, control their own funds and keep their membership base. Book Ends, their used bookstore reports total sales of over $56,000 for 1999 – over $9200 over the previous year!

Nepean Friends tells us that Volunteering Through Time, a travelling exhibit, began its journey in Ottawa on 3rd April and will visit 16 sites across Canada until April 2001. This travelling museum will encourage Canadians to think about how volunteers contribute to developing a healthier community; promote the achievements of Canadian volunteers; and encourage an exchange of ideas and experiences on volunteering.

FRIENDS REPORT FROM ATLANTIC CANADA
A group of 25 volunteers from Friends of the Library groups in south-western Nova Scotia gathered last June at the Regional Library Headquarters in Yarmouth for their first “Friends of the Library Day”.  Trudy Amirault, director of the W.C.R.L acknowledged the ‘invaluable work “Friends” have carried out on behalf of their local libraries – from fundraising, to advocacy, support of library programs and events, or playing a public relations role’.  Library Board Chair, Gary Archibald, said ‘Nova Scotia is leading Atlantic Canada with the development of Friends Groups and furthermore our region is leading the way for he province’.

Seven groups are active at present, with one in its infancy in Digby. ‘Friends of the Library Day’ provided an opportunity for many library volunteers to meet and exchange ideas and thoughts for future development.  Topics discussed included resources available for Friends, expanding and revitalizing a Friends group, and the respective roles of the board, the regional director, library staff and Friends.  The Second Annual Friends Day is scheduled for 9th September at W.C.R.L. headquarters in
Yarmouth.
Bryon Merrett – Atlantic Canada Representative.

FRIENDS EXECUTIVE – 2000
President – Jami Van Haaften – Tel: 705-523-3415   Email:  jvanhaaf@cyberbeach.net
Vice President – Nancy Goodman – Tel: 613-746-3578 Email: ngoodman@sols.org
Past President – Val Marshall – Tel: 905-428-1328  Email: val.marshall@sympatico.ca
Secretary – Volunteer still needed
Treasurer – Tom Foulkes – Tel: 613-283-2706 Email: pfoulkes@altavista.net

DIRECTORS
Prairies – Nicholas Spillios – Tel: 780-483-5294 Email: nikos@telusplant.net
Central Canada – Margaret Main – Email: mainm@achilles.net
                             Maureen Johnson – Tel: 416-769-0551 Email: mjohnson@pegasuswholesale.com
Atlantic Canada – Bryon Merrett – Tel: 902-742-7387 Email:yarmouthfriends@goplay.com
CLTA Rep: Gary Archibald – Tel: B-902-742-4195  Email: nstn2360@fox.nstn.ca
CAPL Rep: Sylvia Teasdale – Tel: B-613-727-6646  Email: sylvia.teasdale@city.nepean.on.ca
CLARep: Michael Burris – Email: mwburris@yahoo.com

Sponsors

SUPPORT OUR SPONSORS  !!!!
THANKS TO GROLIER-EDU-REFERENCE FOR AGAIN SPONSORING
1000 FRIENDS BUTTONS FOR THE CLA CONFERENCE IN EDMONTON

WATTERS MARKETING FOR OUR WEB-PAGE BOOK MARKS
(order buttons & book marks for your friends <mailto://typo@interlog.net>

PACKAGING ALTERNATIVES FOR OUR GREAT CANVAS BOOK BAGS
(order you bags 1-800-807-7860)
THE LIBRARY DEPOT FOR ANOTHER $500 DONATION
Check out Elaine Watkinson’s web site http://www.lesyourlibrarydepot.com/
for great giftware – and order your Book Lover’s Calendar for 2001