The Affiliates Program
Friends of the Library of Hawai‘i (FLH) acts as the statewide umbrella organization for the affiliated local Friends groups at many of the State of Hawai‘i’s public libraries. There exists an Affiliates Committee of the FLH Board of Directors whose dictate is to direct the Affiliates Coordinator in order to
“. . . promote the organization of Friends’ of the Library groups at the several libraries within the Hawai‘i State Public Library System.”
An Affiliates Coordinator staff position assists in accomplishing this end and to manage Affiliate matters.
The mission of the Affiliates Program is to coordinate a statewide network of library support where FLH supports the entire statewide library system and each library branch receives local and community based support from their local affiliate Friends group. There is no fee to belong to the network. Rather, FLH focuses on directing resources to local Friends groups to ensure local branch support. The Affiliates Committee directs resources to the Affiliates in the form of:
For reporting purposes, FLH compiles network wide information and works to ensure the financial health of the affiliated groups as required by the HRS. All Affiliates are requested to submit an Annual Financial Report to FLH by September 15th of each year.
Not yet an Affiliate? Find out about the application process here: Affiliate Application
The FLH staff are a resource to the all-volunteer affiliate Friends group members. FLH staff remind affiliate groups of government filings and reports, share best practices, and work to provide resources to make Friends support of their public library branch easier and more efficient.
Taxes to the State of Hawai‘i
Taxes to the Federal Government – IRS
Report to the Department of Commerce & Consumer Affairs (DCCA)
Report to the Attorney General
- Annual Financial Report (or Exemption) to the Office of the Attorney General – Charities Division
Each Affiliate must submit a year-end annual financial report. The Hawai‘i State Legislature requires that FLH submit a compiled financial report annually. This report must include specific financial information for all Affiliates of funds raised at State Library Facilities as required in HRS 312-3.8.
FLH compiles this financial information for our own purposes to confirm the financial health of groups using our Federal 501(c)(3) group exemption. It is also useful in gaining a network wide statistic on total Affiliate income, total Friends assistance to Hawa‘i’s Public Libraries, and understanding where the funds are expended so that we can all work together putting our raised funds to work most effectively – where they are needed most.
These Annual Financial Reports are also necessary for the Affiliates Committee to award Affiliates Matching-Grants, where “need” is one criterion taken into account when deciding how to disburse these limited funds.
Affiliate Report Due to FLH: September 15th
Compiled Report Due to State Librarian: September 30th
Affiliates: Please download the MS Excel file here: Affiliate Annual Financial Report – or you may send us your own annual report given that it gives at least as much detail as the template. Please fill out and send the form to us whichever method is most convenient for you.
To return the Affiliates Annual Financial Report to FLH, you may find our fax and address on the Contact Us page. . .
OR you may fill out the template form and upload your document (link to the MS Excel document template found above) to FLH using this webform: Affiliates Annual Financial Report Submission.
The FLH Affiliates Committee has worked to produce Guidelines for Affiliates. These Guidelines are meant to provide a reference for Affiliate groups to understand their responsibilities to Government agencies, the Library System, and to FLH in maintaining the 501(c)(3) exemption.
Please find the PDF document here: Affiliate Guidelines
Affiliate By-laws Template
Please download the MS Word document here: Affiliate By-laws Template
Affiliate Articles of Incorporation Templates and Instructions
Every Friends group must file Articles of Incorporation with the State of Hawai‘i. Articles of Incorporation are filed with the Department of Commerce and Consumer Affairs (DCCA).
Please use the Articles of Incorporation Instructions PDF to find the template and filing that is necessary for your group. Follow the links (click on the blue links) in the PDF to download the appropriate template and to find the appropriate forms.
To view the list of organizations registered with the DCCA, click here: DCCA Business Entity & Documents Search. You can type in the the name of your organization and search. Please pay attention to the “Status” column.
FLH is pleased to provide Affiliates-Matching Grants to the Friends groups who are “affiliated” or members of the FLH network. These matching funds are used for a variety of purposes including programs at the local library, projects to improve branch operations, and the acquisition of books and materials for that library. These are programs and projects that the Hawai‘i State Public Library System is not otherwise able to fund.
Projects/Programs that have recently been co-sponsored by Friends of the Library of Hawai‘i through the Matching Grants program:
- Green Library/Green Chairs (chair re-finishing for the new Manoa Public Library) with: Friends of Manoa Library
- “Friendly Bus” program by: Friends of the Libraries, Kona
- Bookmobile Pergola construction for: Friends of the Library – Waikoloa Region
How to Apply: Please download the: Affiliate Matching Grant Guidelines PDF to learn more about the procedure, mission, eligibility, and restrictions.
Please click here: Affiliates Matching-Grant Application to fill out the Application.
Who is eligible to become an FLH Affiliate? Any group whose declared purpose is to support any public library within the State of Hawai’i is eligible for the status of “affiliate” with Friends of the Library of Hawai’i. FLH shares its 501(c)(3) tax-exempt status with its affiliates if the group does not already have Exempt Organization status with the IRS. FLH affiliates with ONE group at each branch library.
If your group is interested in affiliating with Friends of the Library of Hawai‘i, please first make sure that no other group is currently affiliated with your library branch. You may view our current affiliates using the Affiliates Map below.
To receive more information regarding the FLH Affiliates Program or assistance with your Affiliate Application, please contact us via this webform: Affiliates Program Information Request
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