March 08 Friends’ survey and questions from library directors or Friends Presidents:
Who handles memorials and thank you acknowledgments for donations?
ATHENS:
• FOL (friends of the library) secretary handles all donations to the FOL.
• My administrative assistant handles the material donations. (I don’t mix donations with FOL gifts since they are handled differently.)
March 08 Friends’ survey and questions from library directors or Friends Presidents:
Who handles memorials and thank you acknowledgments for donations?
ATHENS:
• FOL (friends of the library) secretary handles all donations to the FOL.
• My administrative assistant handles the material donations. (I don’t mix donations with FOL gifts since they are handled differently.)
• So we have set up a mailbox for the FOL and the treasurer and the secretary check in regularly. I will say that most memorials come directly to the library rather than to the FOL…and we handle buying things for these types of gifts.
COBB COUNTY (Marietta):
• Library handles all donations
CONYERS-ROCKDALE:
• We take memorials straight to the library and administrative asst. sends letters.
COLUMBUS:
• Memorials and donations come directly to the library (or Foundation) and thank you notes come from the admin. Office (or foundation).
• Any donations directly to the FOL are acknowledged by the FOL president
TROUP-HARRIS (LaGrange):
• Library admin. Office handles and acknowledges donations
WEST GA (Carrollton):
• Our FOL matches cash donations given to the library, so the Special Projects Lib writes acknowledgements to donors and honorees, submits bills to the FOL for the match payment, and submits material orders to Acquisitions
• For donations of books, magazines, and other items the office mgr. sends a generic letter thanking the donor for the donation
RODENBERRY (Cairo):
• The library staff handles memorials and donations
THREE RIVERS REG. (Brunswick):
• FOL handles donations and memorials
HENRY CO.:
• Lib. looks at the books and they choose any good ones for the collection and then the remainder is given to the FOL.
• FOL handles donations and memorials
PIEDMONT REG. (Braselton):
• If donations come through the FOL then FOL President writes a note, if they come directly to the library then the library manager writes a note
HOUSTON COUNTY (Warner Robins):
• Any memorials and special donations are sent a note by the FOL President
SARA HIGHTOWER (Rome):
• Donations come to the library and either go into collection, into book store, boxed up for FOL book sale or into recycling
Who handles the filing of the Federal and State tax forms for the group?
ATHENS:
• A retired accounting professor on the FOL board
BARTRAM TRAIL (Washington):
• FOL file tax forms
COBB COUNTY (Marietta):
• President and treasurer handle tax filings and Treasurer handles all other money
CONYERS-ROCKDALE:
• FOL treasurer handles tax submittal
COLUMBUS:
• Memorials and donations come directly to the library (or Foundation) and thank you notes come from the admin. Office (or foundation). FOL Treasurer files tax forms.
TROUP-HARRIS (LaGrange):
• No state or federal forms are filed because they use the lib. FEIN #
WEST GA (Carrollton):
• Treasurer prepares financial data but an accountant donates time to prepare tax returns
RODENBERRY (Cairo):
• Not a 501 (c) 3 but Lib. handles the treasury with Quicken
THREE RIVERS REG. (Brunswick):
• FOL keeps books and handles taxes
HENRY CO.:
• FOL keeps books and handles taxes
PIEDMONT REG. (Braselton):
• An accountant works with treasurer and they file the federal and state tax forms
HOUSTON COUNTY (Warner Robins):
• Treasurer is handling this with other officers and handles all expenses and deposits.
• Treasurer is also responsible for all money matters connected with the book sale
SARA HIGHTOWER (Rome):
• FOL Treasurer or Executive Dir. file them
What are the officers responsibilities?
ATHENS:
• Fairly standard, committees handle the book sale, Café au Libris, and Family Fun Day Events
BARTRAM TRAIL (Washington):
• [No specific answer]
COBB COUNTY (Marietta):
• President and treasurer handle tax filings, President and VP handle meetings, Secretary types minutes, Treasurer handles money, and Program chair books the FOL programs
CONYERS-ROCKDALE:
• [In constitution and bylaws]
COLUMBUS:
• [No specific answer]
TROUP-HARRIS (LaGrange):
• Normal officers and duties, Lib. Director serves as Treasurer
WEST GA (Carrollton):
• President, VP, Secretary, Treasurer and Newsletter Editor
RODENBERRY (Cairo):
• Generic officer’s responsibilities
THREE RIVERS REG. (Brunswick):
• [No specific answer]
HENRY CO.:
• [No specific answer]
PIEDMONT REG. (Braselton):
• VP handles all adult-focused programs, Children’s program chair, a volunteer coordinator who supplies volunteers for the gift shop, store and café chair who buys supplies and keeps track of store items. Treasurer handles book keeping for gift store and café. A Project Chairperson handles book sales, fundraisers, etc.
HOUSTON COUNTY (Warner Robins):
• The President conducts all monthly meetings and signs all contracts with the FOL, VP is in charge of he annual book sale, treasurer handles all expenses and deposits and the file keeping involved with any financial matters and the book sale, and Secretary keeps minutes.
SARA HIGHTOWER (Rome):
• Listed in FOL Constitution and By-Laws
If you have a gift shop, who handles the book-keeping, purchasing and
staffing of that shop?
ATHENS:
• Library handles gift shop and employs a F-T manager who schedules volunteers. Manager does all purchasing and display. Library business office does accounting.
BARTRAM TRAIL (Washington):
• Friends handle book store at library
COBB COUNTY (Marietta):
• [No gift shop]
CONYERS-ROCKDALE:
• [No gift shop]
COLUMBUS:
• FOL store that is run by a P-T paid manager who handles all record keeping, records inventory and buys items
TROUP-HARRIS (LaGrange):
• [No gift shop]
WEST GA (Carrollton):
• The Treasurer handles all the book keeping, purchasing and staffing of the gift shop
RODENBERRY (Cairo):
• The library staff operates the gift shop from the Circ. desk. The library orders the items it sells.
THREE RIVERS REG. (Brunswick):
• [No gift shop]
HENRY CO.:
• [No gift shop]
PIEDMONT REG. (Braselton):
• Treasurer handles book keeping for gift store and café.
HOUSTON COUNTY (Warner Robins):
• [No gift shop]
SARA HIGHTOWER (Rome)
• FOL handles purchasing, staffing and buying
•
Where are the Friends listed on your system organizational chart?
ATHENS:
• [Not on organizational chart]
BARTRAM TRAIL (Washington):
• [Not on organizational chart]
COBB COUNTY (Marietta):
• [Not on organizational chart]
CONYERS-ROCKDALE:
• [Not on organizational chart]
COLUMBUS:
• [Not on organizational chart]
TROUP-HARRIS (LaGrange):
• [Not on organizational chart]
WEST GA (Carrollton):
• [Not on organizational chart]
RODENBERRY (Cairo):
• [Not on organizational chart]
THREE RIVERS REG. (Brunswick):
• [Not on organizational chart]
HENRY CO.:
• [Not on organizational chart]
PIEDMONT REG. (Braselton):
• [Not on organizational chart]
HOUSTON COUNTY (Warner Robins):
• [Not on organizational chart]
SARA HIGHTOWER (Rome):
• Were listed coming off of the library director, then removed, then listed again and will be removed again
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