drafting the blueprint: building friends for minnesota association of library friends

Drafting the Blueprint

Building Friends

Brought to you by Minnesota Association of Library Friends

2013

Today Morning

9:30-12:00 Part 1: Building Friends:

Break

Part 2. Finding Friends

Afternoon

1-2 Panel Beyond the Book Sale

Break

2:15-3:15 Panel Keeping the Flame Alive

3:15-3:30 Wrap-up

12-1:00 Networking Lunch

Minnesota Association of Library Friends

MALF connects Friends of Library organizations, provides valuable resources to support their work, and is a strong voice for Friends of Library groups and libraries throughout Minnesota.

Background  Image:  Image:  'Where  I  Teach'    h4p://www.flickr.com/photos/47325272@N00/2541408630  Some  rights  reserved  by  Todd  Ehlers  

MALF Offers •  Start-up Support •  Connecting & Sharing

– Social Media – Newsletter – Web site – Board Expertise – Workshops & Training

•  Recognizing Great Practices – Evy Nordley Award for Best Project

BUILDING FRIENDS Part 1.

ALL LIBRARIES ARE DIFFERENT

All Libraries are the same

"Libraries are society's workhorses, making available what is good and worthy and open to all who need information, reassurance or a kick in the imagination. A town without a library is irredeemably impoverished." Bill Peschel, Author

Common Library Features •  Staff

•  Space

•  Organized Collections

•  Cooperation/collaboration with other libraries

•  Programming

Differences •  The community

•  The governance structure

•  System membership

•  Size of staff, collections

•  Diversity

•  Available resources

ALL LIBRARIES WANT TO SERVE THEIR COMMUNITY IN THE BEST WAY POSSIBLE

Key similarity

What makes Minnesota libraries work

•  Local support

•  State support for cooperation

•  System membership

•  Sharing resources

•  Willingness to work as a group to improve services

•  Strong Friends

What’s Ahead for MN Libraries

•  Demographic shifts – Many “seniors” – Many under 15s – Not so many in the middle range

•  Fewer Taxpayers, greater demand

•  Fewer to volunteer, more opportunities

Usage Changes •  Demands for meeting spaces

•  Demands for wireless

•  Demand lessening for access to desktop computers

•  More programming

•  Technology changes mean patron training

Continued Demand •  Resources of all types—print, electronic, new formats

•  More hours

•  Mobile access

•  Trained staff to teach info access

•  Programming

Libraries will need •  To create adaptable tech-friendly spaces.

•  To build for the future.

•  Diverse &nimble staff that can quickly adapt to change.

•  More resources & increased efficiency to meet demands.

Friends Questions •  What will be the impact of more ebooks on book

sales as fundraisers?

•  How will Friends keep up with library trends?

•  What are Friends’ contributions to libraries’ future?

FRIENDS ROLE IN STRONG LIBRARIES

Why Do We Need Friends? •  To help improve the library •  To have organized library supporters •  To promote connections to the community •  To raise money •  To maintain a source of library volunteers •  To meet a specific goal—building, remodel, special

collections…

WHAT IS THE PURPOSE OF FRIENDS?

Advocacy Fundraising Public Relations Volunteers Event Planning & Special Project(s)

Advocacy

Advocacy means communication, as an individual or group, with decision makers and others in support of or opposition to specific issues.

Value of Friends as Advocates

•  You are not paid staff of the library. •  You are strong customers/supporters of the

library. •  You see the public library from the user’s viewpoint. •  You are active in the community, understand the

power structure, & are connected to other local groups and civic organizations.

Friends’ Role as Advocates •  Library advocacy should be tied to the library’s

mission, goals, & ongoing public relations program.

•  Successful advocacy combines lobbying activities with marketing & public relations skills to tell the library’s story.

How To Advocate •  Work with the your director to implement the

library’s advocacy plan.

•  Help identify supporters that can tell the library’s story.

•  Help develop a message that is short but powerful and can be easily remembered and identified with your library.

Where to Advocate •  At every opportunity, talk to people about the library’s

role in the community.

•  Approach decision-makers in person, by telephone, by fax, by letter, or by e-mail asking for his/her support for the library’s program in the community & throughout the library systems.

•  Attend local budget hearings to show support.

•  Attend MLA/MEMO Library Legislative Day.

WORDS TO REMEMBER

Advocacy is year round, not just at budget time or in a crisis.

Fundraising

The process of soliciting and gathering voluntary contributions as money or other resources by requesting donations from individuals businesses, charitable organizations or government agencies.

Friends’ Role •  Fundraise to support library’s mission & vision.

•  Tell the story of why the money is needed.

•  Friends may be able to apply for funds libraries cannot.

•  Decide how to spend money after conferring with Director & Board.

Goals of Friends’ Fundraising

•  Capital campaigns for building, remodeling •  Supplement library’s budget •  Collection development •  Programming •  Equipment •  Special projects

Ways to Fundraise • Membership dues • Memorials •  Special events • Grants from foundations, government

agencies, other sources • Corporate sponsorship

WORDS TO REMEMBER

Donors don’t give to institutions. They invest in ideas and people in whom they believe. Successful fundraising speaks to an identified need in the community.

Public Relations

Increase public awareness of the library and its services.

Friends’ Role in PR •  Tell the library’s story to family, neighbors, others.

•  Partner with the library at various events, such as displays or with conjunction with other organizations.

•  Keep library & Friends in public eye with Facebook, Twitter, Pinterest, or other social media.

•  Represent library at other groups you belong to.

How to Represent the Library

•  Know what’s going on at the Library.

•  Keep Friends social media up-to-date.

•  Have a library success story or two to tell.

•  Promote library programming.

WORDS TO REMEMBER

Friends who tell the library’s story keep people thinking about the library in positive ways.

Volunteers

A person who freely offers to take part in an enterprise or to undertake a task without seeking any rewards.

Friends’ Role •  Volunteer in the organization as officer or board

member.

•  Volunteer at library events.

•  Volunteer at community events as library representative.

•  Recruit other volunteers of all ages for Friends & library.

Recruitment & Retention •  Clearly define volunteers’ roles.

•  Be clear about what volunteers can & cannot do.

•  Keep volunteers informed & active.

•  Provide feedback.

Volunteer Success •  Have specific event in mind, let them know exactly

how they can help, how much time their task will take.

•  Plan well in advance.

•  Thank your volunteers in the library’s newsletter and at your Friends meeting.

WORDS TO REMEMBER

Volunteers don't get paid, not because they're worthless, but because they're priceless. Make sure yours know they are appreciated.

Event Planning & Special Projects

Event planning is the process of creating a festival, ceremony, competition, party, or other special event. Event planning includes identifying all the elements of the event, creating a budget, & implementing the plan to meet its goals.

Friends’ Role •  Determine goals of event in keeping with the Library’s

goals & mission.

•  Create the “Plan”.

•  Find collaborators.

•  Day-of work battle plan

•  Follow-up.

Types of Events •  Book Sale

•  Literary Festival

•  Author Readings

•  Auctions—Silent or otherwise

•  Legacy Programming

Successful Events •  Plan events well ahead of time.

•  Be ambitious , but realistic about what volunteers can handle.

•  Use relationships with other groups to find volunteers & attendees.

WORDS TO REMEMBER

The first step to planning an event is determining its purpose.

The Ten Commandments

for building a successful Friends Group

1. Library Support •  Library Director must be in favor of a Friends group.

•  Library staff must be willing to work with Friends.

•  The Board or other governing body must recognize the Friends.

2. Understand the Partners’ Roles

•  Each partner must understand its role – Director/Staff – Board – Friends

•  Be sure new members & staff understand the roles.

•  Evaluate roles as things move forward.

2. Stay Organized •  A committed core group is needed to start things &

keep them going.

•  Have mission/vision statements, by-laws, meeting schedule, committees, officers.

•  Have plan for officer succession, committee management, & other pieces.

•  Hold regular Board meetings to keep business on track.

4. Manage Resources •  Friends must have resources to support its

activities.

•  The Library must agree on which of its resources the Friends can use.

•  Friends have separate accounting & finances should be audited regularly.

5. Communicate •  Friends must communicate their plans & activities to

Director & Board.

•  Library must keep Friends informed of its plans, too.

•  Both keep the community informed via social media, newsletters, web, flyers…

6. Manage Time Commitment

•  Time matters: Everyone must understand the time commitment involved.

•  Plan & hold effective meetings.

•  It takes time to be a success.

7. Nurture Relationships •  A good relationship should be established between

the Friends Board & the Library Board.

•  Work to develop relationships with other community organizations.

•  Work with other Friends groups in the region.

8. Focus on the Volunteers

•  Have job descriptions for all jobs big & small.

•  Write policies.

•  Be welcoming to everyone and value people’s ideas.

•  Show appreciation informally & formally.

9. Be Willing to Learn & Share

•  Attend trainings for Friends.

•  Be active in larger Friends community.

•  Share what you have learned.

•  Apply for the Evy Nordley award!

10. Evaluate & Evolve •  Evaluate success of events.

•  Evaluate the Friends organization.

•  Evolve & change as needed for continued growth.

11. Stay Informed About Libraries

•  OCLC Research Reports –  http://www.oclc.org/en-US/reports.html

•  From Awareness to Funding: A study of library support in America –  http://www.oclc.org/en-US/reports/funding.html

•  Libraries in the U.S.: A Snapshot of Priorities & Perspectives –  http://www.oclc.org/content/dam/oclc/reports/us-libraries/214758usb-A-Snapshot-of-Priorities-and-

Perspectives.pdf

•  Perceptions of Libraries, 2010: Context and Community •  http://www.oclc.org/en-US/reports/2010perceptions.html

Bonus!

Pew Internet & American Life Project: Libraries

– Younger Americans’ Reading & Library Habithttp://libraries.pewinternet.org/2012/10/23/younger-americans-reading-and-library-habits/

– Library Services in the Digital Age http://libraries.pewinternet.org/2013/01/22/library-services/

– The rise of e-reading –  http://libraries.pewinternet.org/2012/04/04/the-rise-of-e-reading/

– More –  http://libraries.pewinternet.org/

MetroBriefs •  Aimed at Twin Cities library staff

•  News & information about all types of libraries

•  MN, National, & International

•  Every other Monday via e-mail

Marks of Success •  Great support from your Library Board & staff

•  Willing volunteers

•  Attendance at events

•  A feeling of accomplishment

•  Recognition in the community

WORDS TO REMEMBER

The most successful groups are those where everyone feels their contribution is important to the group’s success.

BREAK

Part 2. Finding New

Friends

Who are the Friends Now?

Silent Generation born between 1925-1945

•  Range of lifestyles from fully engaged to deep retirement.

•  Values: loyalty, self-sacrifice, faith in institutions & institutions.

•  Engagement is motivated by – Tradition – Loyalty to key issue or group – Joint work ethic

Boomers born between 1946-1962

•  Fully engaged. Carrying most of the social, economic, & political responsibility.

•  Values: entitlement, skepticism about authority/institutions, youthfulness.

•  Engagement is motivated by – Sense of making a difference – Change the world – Be part of the action

The Recruits

Generation X born between 1963-1980

•  Early-mid-career, family responsibilities, beginning to take leadership roles

•  Values: independence, self-reliance, informality, fun. Little loyalty to institutions or organizations

•  Engagement motivated by – Want to be valued by the organization for independent

thinking & individual contribution – Maintain work/life balance

Gen Y or Millennials born between 1981-2002

•  Just starting out. “Emerging adults” starting jobs. Politically active.

•  Values: Work/life balance, confidence, social commitment, “connected”, networking/collaboration, tolerant

•  Motivation – Make a difference with their peers – Recognition for new ideas & expertise – Opportunities for civic engagement & collaboration

Even Younger Teens/Tweens

Generation Z or Net Generation •  Hyper-connected •  24/7 approach to life •  Global •  Likely to have diverse friends •  Realistic about the future •  Not “joiners”

WHAT ELSE IS GOING ON?

Take a Look

Friends •  Growing? •  Shrinking? •  Turnover? •  Same old activities?

At the Library •  Same for the Library? •  More users? Fewer? •  Who are the users? •  New services? •  New staff?

Your Town •  Growing in population? People moving away?

•  Demographic changes? New Americans? Lots of kids? Lots of seniors?

•  Industry shifts? •  More service organizations?

GET READY TO RECRUIT

Hard Questions •  Why do you want new people to join?

•  Why would new people want to join your Friends?

•  If new people did join, would they actually be/feel welcome?

Why •  New ideas for programming

•  Need specific skills

•  Revitalize a dormant group

•  Aging out of current membership

•  Need more volunteers

•  Changes in library &/or town

Why the Friends? •  Support an organization they use

•  Support an organization they believe in

•  Fun events

•  Easy to understand what is needed

Are they welcome? •  Only long-time members with fixed ideas?

•  Up-to-date ideas visible to potential members?

•  Programming that appeals to younger community members?

WORDS TO REMEMBER

You may need to revitalize how you operate and how your members think in order to get young adults involved.

Develop a Plan •  Who is on the Recruitment Committee?

– Experienced members? – Younger members? – Community members? – Library staff?

What do we want? •  How many new members?

•  Any specific skills or abilities we need?

•  Financial support?

•  Event volunteers?

Target Groups •  Young Professionals

•  Young Parents

•  Newcomers to town

•  Singles

•  Non-users

•  Who else?

Finding Recruits •  Begin with the obvious—your own relatives &

neighbors

•  Talk to staff

•  College/University

•  Other service groups

•  HS with service requirement

Recruit at Events •  Book clubs

•  Programming

•  Social gatherings

•  Go where they go

Know what you are selling •  Civic engagement

•  Fun events/service opportunities

•  Leadership opportunities

•  Group participation

•  What else?

Marketing Strategies •  Word of mouth •  Library publications •  Local media •  Web sites •  Social Media •  Other groups •  Schools

Be Findable Online •  Facebook

•  Twitter

•  Pinterest

•  Tumblr

•  Your web site

•  On library’s web site

•  On town web site

Follow-up

•  Collect email addresses

•  Collect cell phone numbers for text messages

•  Be patient--May take time for people to join

Focus on What Works •  Flexibility in the plan

•  Go where they go

•  Sell to them—what do they want

•  Keep track and report back

•  Live & learn & adjust

Examples from ALA 2013 •  We Are the Champions: 20s-30s Library Advocacy

•  Late Nights at the Library

•  Genre-X

Sacramento Public Library

www.altlibrary.com

Programming for “Hipsters”

•  Started with book club

•  Exercise with catchy titles-Zombie Aerobics

•  Raw Foods

•  Herbal Mixology

•  Speed dating for booklovers

Alt+Library Friends Grew from connections made at programs

•  Focus on fundraising & advocacy •  5 board members •  Meetings at coffee shop •  Alt+Friends ask friends to join

Social Media to Connect •  Meetup to promote/publicize events

–  http://bit.ly/16pY0qb

•  Web site/Blog

–  http://altlibrary.com

•  Facebook

–  https://www.facebook.com/AltLibraryFriends

•  Twitter –  https://twitter.com/altlib_friends

Fundraising •  No book sales

•  Craft event every month

•  Business partnerships

Advocacy •  20-30s care about politics

•  City Council appearance

•  Get “action alerts”

•  Participate in the “Big Friends” political education committee

Why it works •  Enthusiastic staff that are same age as audience

•  Imaginative programming where audience is

•  Major support from library administration & Board

•  Support from big Friends

•  Planning & thoughtful execution

Oak Park Public Library •  Genre-X

•  Late Nights at the Library

Genre-X

genre X is a twenties and thirties book discussion group facilitated by the Oak Park Public Library. The group meets every fourth Tuesday at 8:00 pm at Molly Malone's (Upstairs) on Madison in Forest Park.

h4p://genre-­‐x.com/  

Events

After Hours at the Library

•  Fundraising events

•  Aimed at adults, not families (usually)

•  All ages, but focus on young adults

•  Ticketed events

Programs •  Learning about something

•  Learning how to do something

•  Opportunities to meet people share an experience

•  Opportunities to do something

Why It Works •  Membership development tool

•  Perks for members

•  Changes perceptions of libraries

•  Aimed at young adults

•  Staff

WORDS TO REMEMBER

If they are younger than you & they join, they will do it with enthusiasm and commitment.

But

They won’t do it the way you would or as “it has always been done.”

Get used to it.

What should w

e talk about?

WH  

LUNCH!! • What is one thing you learned?

• How has [something] worked in your Friends Group?

• What works to recruit volunteers?

• Any issues to discuss?

• What is your most successful project?

• What’s the next project?

Panel 1

Beyond the Book Sale

Image:  Friends  of  the  Clearwater  Library  Booksale  2012.      Some  rights  reserved  by  Clearwater  Public  Library  System.  

Strategies that Work •  Most money

•  Most fun

•  Most satisfying

•  Most unusual

•  Other successes

Panel 2

Keeping the Flame Alive Image: '84/365 Chanukah [Explored!]'

http://www.flickr.com/photos/64636777@N03/6559435351 Some rights reserved by martinak15 Some rights reserved by martinak15

Strategies that Work •  Recruitment

•  Retention

•  Volunteer management/ appreciation

•  New programming

•  More

Resources •  Library Friends: Building Relationships, Making Connections. Dr. Charles Hanson,

Kettering University Library.. ALA 2013. http://ala13.ala.org/files/ala13/HansonPresentation%206-28-2013.pdf

•  A Little Help from our Friends. Presentation by Dorothy Macnaughton, President, Friends of Canadian Libraries.

•  Minnesota Library Futures Initiative http://mnlfi2025.org

•  Perceptions of Libraries, 2010. OCLC. –  http://www.oclc.org/content/dam/oclc/reports/2010perceptions/2010perceptions_all.pdf

•  All OCLC Reports http://www.oclc.org/en-US/reports.html

•  Pew Internet & American Life Project: Libraries http://libraries.pewinternet.org/

•  MetroBriefs http://conta.cc/Tm4tYw

•  We Are the Champions: 20s-30s Library Advocacy –  http://altlibrary.com/altlibrary-friends/ –  https://www.facebook.com/AltLibraryFriends –  https://twitter.com/altlib_friends –  http://www.meetup.com/altlibrary/

•  Late nights at the library –  http://genre-x.com –  http://oppl.org/sites/default/files/ALA2013_Late%20Nights.pdf

Ann Walker Smalley •  Slideshare: http://www.slideshare.net/annws •  Twitter @annws •  Pinterest http://pinterest.com/annws/boards/

•  Email annsmalley@mac.com •  612.805.7930

At Work Metronet ann@metronet.lib.mn.us 651.646.0475

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