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.
ARTICLE I
ARTICLE I
Name and Purpose
SECTION 1. Name
The name of
the corporation shall be Friends of the Ormond Beach Regional Library, Inc.
(hereinafter referred to as the Corporation)
SECTION 2. Purpose
The 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.
ARTICLE II
Membership and Voting
SECTION 1. Paid Membership
There 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 Membership
A.
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 Members
All 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 Members
Each
dues-paying member shall be entitled to a single vote with the exception of
Family Members who shall be entitled to two votes.
ARTICLE III
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 OfficeAll 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 Committee
The 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. President
The
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-President
The
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 Secretary
The
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 Secretary
The
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. Treasurer
The 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 Treasurer
The 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.
ARTICLE V
Executive Committee
SECTION 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. Quorum
Three Executive Committee members shall constitute a quorum.
ARTICLE VI
Board of Directors
SECTION 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 Staff
Members 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.
Supervision
The Board of
Directors shall have general supervision of the affairs of the Corporation.
SECTION 4.
Quorum
A quorum
shall consist of 50% of the board members +one.
SECTION 5.
Resignations
Resignations
must be submitted in writing to the President.
SECTION 6. Absences
Three
consecutive unexcused absences shall be tantamount to resignation unless the
Board of Directors shall make an exception.
ARTICLE VII
Appointment of Committee Chairs
SECTION 1. Committee Chairs
The
President, with the consent of the sitting Board of Directors shall appoint
Committee Chairs. The Committee Chairs
may select Committee members.
ARTICLE VIII
Standing Committees and Duties
SECTION 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 IX
Vacancies 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.
ARTICLE X
Meetings
SECTION 1.
Annual Meeting
The 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 Meeting
Twenty
voting members shall constitute a quorum of any meeting of the general
membership.
SECTION 3.
Board of Directors
The Board of
Directors shall meet monthly September through June of each year.
SECTION 4.
Special Meetings
Three
members of the Board of Directors, or the President, may
call a Special Meeting.
SECTION 5.
Visitors at Meetings
All Board of
Directors meetings shall be open to the general public.
SECTION 6. Application
for Board Membership
Any 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.
ARTICLE XI
Dues
SECTION 1.
Annual Dues
There 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 Members
Life Members
shall make a one-time payment, the amount to be determined by the Board of
Directors.
SECTION 3.
Honorary Members and Library Staff Members
Honorary 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 Notification
The 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 XII
Fiscal Year
Fiscal Year shall be January 1
through December 31, of each year.
ARTICLE XIII
Dissolution of Corporation
In 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 Authority
Roberts 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.
ARTICLE XIV
Amendments
A 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
