- The Librarian, the library board, and small group of interested community volunteers should meet to identify the reasons and needs for forming a Friends organization. Read ALA’s Working Together: Roles and Responsibilities Guidelines and FoKL’s Top Reasons for Having a Friends Group.
- If you decided to go for it, create a core committee of interested persons (5-8) to establish the structure of the new Friends organization. Appoint a temporary acting chair, secretary, and treasurer.
- You may want to identify an attorney or accountant in your community who would be willing to donate services to assist with tax exempt status and other legal matters. At any point, you may also contact FoKL and ask for assistance from our experienced board members. Your Friends organization is encouraged to join FoKL, making you eligible to apply for a Start Up Grant.
- Decide on the name for your Friends group.
- Establish By-Laws (see sample here).
- Apply for a tax-identification number from the IRS. This number is needed before establishing a checking account and if your group wishes to apply for tax exempt status.
- Establish a checking account with at least two signers.
- Explore 501(c)(3) tax exempt status, which would allow donations to your group to be tax deductible. Visit the IRS information page for application form 1023-EZ and the Kansas Secretary of State’s guidance on: starting a non profit organization and operating a non profit organization
- Determine dues and membership categories.
- Develop an overall membership campaign and design a brochure. Your campaign may be in the form of a direct mailing, social media blitz, a table at the library or community event, or a traditional media campaign through newspapers, radio, and posters. Be sure to include community officials, leaders, and organizations.
- Use your membership campaign to promote your first “all member” evening or weekend event. Plan an interesting program to attract attendees and serve light refreshments. At the event, hold a brief business meeting to elect officers for their first full terms. You may also wish to invite a FoKL Board member to speak, and your core committee should share your vision for the group, along with the benefits of forming a Friends organization. Have membership brochures and pens available and the acting treasurer ready to accept dues.
- Schedule a board meeting as soon as possible to plan first year activities, and to develop both short and long range plans and projects for the organization.
- Once projects have been selected, appoint or elect a chairperson for each one. Friends projects may enhance existing or add new services for the library, such as purchasing new materials for the collection; providing children’s programs; purchasing library furnishings, computers and other equipment; funding renovations or additions to the existing library building; raising money for a new library building.
- Encourage the members of your new Friends organization to attend FoKL’s First Friday with Friends events on Zoom to connect with Friends groups across the state. You might also consider attending the annual Kansas Library Conference to gain a larger understanding of library issues and advocacy.
Sources for “Starting a New Friends Group” include publications from American Library Association, United for Libraries, and Friends of Tennessee Libraries. Find links to these and many other helpful publications at Resources by Topic.