The following are the revised By-Laws under consideration by the Board of Directors of the Friends of the Ormond Beach Library. The final vote to adopt these By-Laws will be held at our annual meeting on May 13 at 2:00pm. We hope you will attend.
Name and Purpose
SECTION 1. NameThe name of the corporation shall be Friends of the Ormond Beach Regional Library, Inc. (hereinafter referred to as the Corporation)
SECTION 2. PurposeThe purpose of the Corporation shall be to maintain the association of persons interested in libraries: to focus public attention on the Ormond Beach Regional Library; to encourage continued use of library resources and services; to receive and promote gifts, endowments and bequests to the Library; to encourage interested persons to support and cooperate with library personnel in developing Library services and facilities for the community. To carry out said purpose, the Corporation shall operate in accordance with the requirements of these By-Laws.
Membership and Voting
SECTION 1. Paid MembershipThere shall be five classes of dues-paying members, all of whom shall have voting privileges: a. Individual b. Family c. Contributing d. Corporate e. Life
SECTION 2. Library Staff MembershipA. Library staff members who choose to pay dues shall fall into one of the classes listed in Section 1 above and shall have voting privileges.
B. Library staff members who choose not to pay dues shall have no voting privileges.
SECTION 3. Honorary MembersAll persons suggested for Honorary Membership shall have their names presented to the Board. Honorary Membership shall be for a period of one year with an option for renewal of additional years. Honorary Members shall have no voting privileges.
SECTION 4. Voting MembersEach dues-paying member shall be entitled to a single vote with the exception of Family Members who shall be entitled to two votes.
Officers, Nominating Committee and Elections
SECTION 1. Officers
The elected officers shall be President, Vice-President, Treasurer, Assistant Treasurer, Recording Secretary, and Corresponding Secretary. A candidate for President shall have been a member of the Board for at least two years.SECTION 2. Terms of Office
All officers shall be elected for a term of two years or until a successor is elected. No officer shall be eligible to serve for more than two consecutive terms in the same office except the Treasurer, Assistant Treasurer. At elections in even numbered years the President, Vice-President and Assistant Treasurer shall be elected. In odd numbered years the Treasurer, Recording Secretary and Corresponding Secretary shall be elected.
SECTION 3. Nominating CommitteeThe Board of Directors shall select the Nominating Committee in January of each year. It shall be composed of one member of the Board of Directors, one member from the general membership, and one member of the Library staff. The member from the Board of Directors shall be the temporary Chair in order to set a meeting date, at which time a permanent Chair shall be elected.
A. The Committee shall select a slate of officers from the dues-paying members. This slate shall be presented at the Annual Meeting.
B. Nominations may be made from the floor or presented in writing provided the consent of the nominee is obtained before the election.
SECTION 4. Election shall be by a majority of members present at the Annual Meeting. If there shall be a single nominee, the Recording Secretary shall be instructed to cast a single ballot. The term of office for those elected shall begin at the close of the Annual Meeting in which they have been elected.ARTICLE IV
Duties of Officers
SECTION 1. PresidentThe President shall preside over and conduct meetings of the Executive Committee, the Board of Directors and the Annual Meeting; shall appoint the Committee Chairs, the Parliamentarian, and any other positions as designated by the Board of Directors; shall serve as ex-officio member of all committees except the Nominating Committee; and perform such other duties incident to the office. The President or designee shall be a signatory on all bank accounts.
SECTION 2. Vice-PresidentThe Vice-President shall preside at meetings in the absence or disability of the President; act for the President in the absence or disability of the President; shall be a signatory on all bank accounts, and shall perform such other duties as requested by the President of the Board of Directors.
SECTION 3. Recording SecretaryThe Recording Secretary shall keep accurate minutes of all meetings of the Executive Committee, the Board of Directors and General Meetings, and shall determine the presence of a quorum. The Recording Secretary shall keep a file and inventory of all important documents, and shall preside at meetings in the absence or disability of the President, and in the absence or disability of the Vice-President for the purpose of calling for an election of a Chair-Pro-Tem.
SECTION 4. Corresponding SecretaryThe Corresponding Secretary shall be responsible for correspondence delegated by the President or Board of Directors, and shall keep a record of all communications received or sent.
SECTION 5. TreasurerThe Treasurer shall have custody of the funds and financial records of the Corporation; shall deposit such funds in a bank or banks determined by the Board; pay all bills approved by the Board of Directors and be a signatory on all bank accounts. The Treasurer shall provide a financial report at all meetings of the Board of Directors and General Membership. With the consent of the Board of Directors, the Treasurer shall secure an auditor for the report due at the Annual meeting
SECTION 6. Assistant TreasurerThe Assistant Treasurer shall perform all duties of the Treasurer in the absence or disability of the Treasurer. The Assistant Treasurer shall confer with the Treasurer on a bi-monthly basis; shall assume duties assigned by the Treasurer; shall be available if questions pertaining to the annual audit should arise.
Executive CommitteeSECTION 1.
The Executive Committee shall be composed of all elected officers and shall be authorized to transact emergency business between meetings. All transactions shall be presented to the Board of Directors at its next regular meeting.
SECTION 2. QuorumThree Executive Committee members shall constitute a quorum.
Board of DirectorsSECTION 1. Composition
The Board of Directors shall include the elected officers of the Corporation, the Past-Presidents, Chairs of all Standing Committees and members. The Board shall not exceed 16.
SECTION 2. Library StaffMembers of the Library Staff shall not be eligible for Board membership with the exception of the Regional Librarian and the County Library Board Member who shall be an ex-officio members.
SECTION 3. SupervisionThe Board of Directors shall have general supervision of the affairs of the Corporation.
SECTION 4. QuorumA quorum shall consist of 50% of the board members +one.
SECTION 5. ResignationsResignations must be submitted in writing to the President.
SECTION 6. AbsencesThree consecutive unexcused absences shall be tantamount to resignation unless the Board of Directors shall make an exception.
Appointment of Committee Chairs
SECTION 1. Committee ChairsThe President, with the consent of the sitting Board of Directors shall appoint Committee Chairs. The Committee Chairs may select Committee members.
Standing Committees and DutiesSECTION 1. Standing committees may include but are not limited to: Newsletter, Book Sale Room, Program/ Publicity, Membership, Social and Shelf Plate.
SECTION 2. Committee Duties are as follows:A. The Newsletter Chairperson shall coordinate, edit the newsletter and maintain the website to inform members of the forthcoming meetings, programs, elections, projects, and other library related events and activities. The chairperson shall arrange for the printing of mailing labels and the actual mailing of the newsletter.
B. The Book Sale Room Chairperson with the assistance of other volunteers shall be responsible for the operation of the Book Sale Room.
C. The Program Chairperson shall be responsible for programs that the Board sponsors for the community as well as prepare and/or arrange for publicity of library related information and program information.
D. The Membership Chairperson shall develop and implement programs for increasing membership as well as maintain the membership database.
E. The Social Chairperson shall organize hospitality at events and activities within the library supporting the purposes of this organization, and shall work closely with the Program chairperson on programs that are presented.
F. The Shelf Plate Chairperson shall be responsible for collecting the information needed, ordering a shelf plate, and placing it in the library section of the donor’s choice. The Chairperson shall be responsible for inputting the necessary information into the Friends shelf-plate notebook.
ARTICLE IXVacancies of Executive Board
The Board of Directors, upon presentation of a candidate, shall fill a vacancy in an elective position for the unexpired term. In filling a vacancy, a member who has served more than half a term shall be deemed to have served a full term.
SECTION 1. Annual MeetingThe Annual Meeting shall take place in May of each year on a date to be determined by the Board of Directors. A notice of such meeting shall be given to each member of the Corporation no later than ten days prior to the meeting.
SECTION 2. Quorum for Annual MeetingTwenty voting members shall constitute a quorum of any meeting of the general membership.
SECTION 3. Board of DirectorsThe Board of Directors shall meet monthly September through June of each year.
SECTION 4. Special MeetingsThree members of the Board of Directors, or the President, may call a Special Meeting.
SECTION 5. Visitors at MeetingsAll Board of Directors meetings shall be open to the general public.
SECTION 6. Application for Board MembershipAny candidate interested in being considered for Board Membership shall submit a membership application form prior to the next scheduled Board of Directors meeting for discussion by the board.
SECTION 1. Annual DuesThere shall be four levels of annual dues determined by the Board of Directors, corresponding to the first four membership levels as noted in Article II, Section 1 of these By-Laws. All dues shall be payable by January 1 of each year.
SECTION 2. Life MembersLife Members shall make a one-time payment, the amount to be determined by the Board of Directors.
SECTION 3. Honorary Members and Library Staff MembersHonorary and Library Staff Members shall pay no dues unless they also are members of a voting class as noted in Article II, Section 1.
SECTION 4. Dues NotificationThe Friends of the Library Newsletter shall notify all members in November of each year that dues are payable by the first day of the New Year. The Membership Chairperson shall contact all members who are three months in arrears. Those members who remain in arrears an additional month shall be dropped from membership.
ARTICLE XIIFiscal Year
Fiscal Year shall be January 1 through December 31, of each year.
Dissolution of CorporationIn the event that the Corporation shall dissolve or otherwise terminate its corporate existence, all existing assets shall be distributed to the Ormond Beach Regional Library.
Parliamentary AuthorityRoberts Rules of Order, Newly Revised shall govern all proceedings of the Corporation provided they are consistent with any special rules of order adopted by the Corporation.
AmendmentsA majority of members present at the Annual meeting or at a Special Meeting with a full quorum may amend these By-Laws. Notice of proposed changes must be provided to all members at least ten days prior to the Meeting.
Adopted May 17, 1987
Amended May 7, 1989, May 6, 1990, May 5, 1991, May 1, 1993, May 15, 1997, May 10, 2007