Friends of the library

GUIDELINE DOCUMENT ON THE FORMATION OF FRIENDS OF THE LIBRARY

EML Friends - umbrella body of the various "Friends" of each library.

Name : Each library will name its "Friends of the Library" as it deems fit.

OBJECTIVES :

1. Will be an advisory body to the Library in terms of services and needs of the library .

2. Will be a mechanism of networking between the community and the library.

3. To support and foster the library and its role in the community.

4. To help fund raise for special projects/needs outside the allocated budget.

FUNCTIONS :

1. To create and facilitate volunteering programme;

2. To organise and manage "The Friends of the Library";

3. To supervise the Study Hall;

4. To assist in problems of non-return of library materials;

5. To support and help with organising outreach programmes;

6. To assist with community surveys e.g. needs of the community;

7. To encourage the donation of books and other materials to the Library;

8. To market the library by putting out a library newsletter;

9. To provide refreshments for Library activities;

10. To assist with computer and Internet training

11. To assist with library routines e.g. issues, shelving, displays

12. To assist in conduct control.

MEMBERSHIP

1. Membership is free and is open to library members.

2. Recruitment of members is to be continuous to replace volunteers who leave.

3. The membership must be fully representative of the community served by the Library.

4. Committee members will not receive remuneration.

5. Minimum number of members should be 50 (this incorporates the volunteer programme).

MEETINGS

1. An AGM will be held in which an executive committee will be appointed and the following office bearers will be elected : Chairperson, Treasurer, Secretary and Librarian/her rep, Co-ordinator of projects.

2. The committee has power to co-opt members or individuals for projects.

3. A quorum for meetings will be two-thirds of the committee members.

4. Will meet quarterly or frequently if necessary.

5. The Secretary will record and maintain minutes of members and committee meetings and an attendance register.

6. Minutes of meetings to be sent to Director : Libraries and managers of each section, i.e. District Librarians, District Manager, Chief Librarians, Principal Librarians and Senior Librarians.

7. Members failing to attend 3 consecutive meetings will be replaced.

FINANCE 

1. There will be a savings/current account for monies raised through donations and fund-raising..

2. There will be 3 signatories for withdrawing money, two of which will have authority to sign and one of those two will be a Librarian's signature and the other one will be the executive committee member's signature.

3. A financial statement to be tabled by the Treasurer in the AGM.

4. Financial year will run from 1 July to 30 June of each year.

5. Should a decision be taken in the AGM to dissolve the committee, the Librarian in charge together with the Chairman will act as liquidators and settle any debts of the "Friends" and any monies left will be handed to the Librarian to be used for library purposes.

6. Monies raised through donations and fund-raising will be used for the following purposes:

•  resource needs of the library
•  prizes and awards for story-telling activities/competitions and other library outreach projects
•  refreshments for committee meetings
  

SIGNED AT _________ ON THE ______  DAY OF ____  2002

LIBRARIAN IN CHARGE________ CHAIRPERSON_______