DRAFT BY-LAWS OF THE FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY REVISED NOVEMBER 12, 2013

Transcription

1 BY-LAWS OF THE FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY REVISED NOVEMBER 12, 2013 ARTICLE I: NAME Section 1: The name of this corporation shall be Friends of the Delta Township District Library Inc., Known herein as FDTDLI. Section 2: FDTDLI is a 501(c) (3) corporation and shall abide by all laws and limitations of non-profit corporations. ARTICLE II: PURPOSE The purpose of this Corporation shall be to maintain a membership of persons interested in books, libraries and cultural activities; to promote an informed interest in FDTDLI and the Delta Township District Library, its services, facilities and needs; and to encourage gifts, endowments and bequests. ARTICLE III: MEMBERSHIP Section 1: Membership in FDTDLI shall be open to any person who supports its purpose. Section 2: The classes of membership shall be: Family Adult (18 years or older) Senior (60 years or older) & Children Lifetime ARTICLE IV: MEMBERSHIIP DUES Section 1: Membership dues shall be determined by the Board. Section 2: Membership dues will not be prorated. Section 3: Membership dues are payable for January through December. Dues paid after October 1 st are good through the following calendar year. Page 1

2 ARTICLE V: DUTIES OF THE BOARD OF DIRECTORS Section 1: The Board of Directors shall consist of no more than fifteen (15) members and no fewer than nine (9) members. Section 2: Members of the Board shall be responsible for the transaction of the necessary business of the FDTDLI; to create an annual calendar; arrange for an annual review of the Treasurer s records; attend all Board meetings and supervise the functioning of the standing and ad hoc committees. Section 3: All Board members shall have voting privileges. A quorum of a simple majority of the members of the Board of Directors is required to conduct business. Section 4: Ex officio members may be the Delta Township District Library Director or his/her designated representative and a representative from the Delta Township Library Board. Section 5: If a member resigns from the Board or cannot fulfill his/her term of office, the Board shall fill this position by appointment until the next election. Section 6: Any Board member who has an unexcused absence of three (3) consecutive meetings may be dismissed by the Board. ARTICLE VI: BOARD OF DIRECTORS OFFICERS Section 1: Officers shall be elected annually by and from within the Board. These officers shall be: President Vice-President Recording Secretary Treasurer Corresponding Secretary Bookstore Director Bookstore Assistant Membership Director Membership Assistant Publicity Director Publicity Assistant The balance of the Board Members shall be assigned by the President to designated positions. Page 2

3 Section 2: Brief job descriptions and responsibilities of these officers shall be: President - To preside at all regular and special meetings of the Board of Directors and the Membership; set the agenda for all Board meetings; give an annual report to the membership, be an ex-officio member of standing and ad-hoc committees; attend the Trustees meetings or designate an alternate from the Board of Directors and perform other duties assigned by the Board of Directors. Vice-President - To conduct the business of the FDTDLI in the absence of the President and assist the President as needed. If the office of President should become vacant, the Vice- President shall become President and a new Vice-President shall be appointed to complete the term. The Board may ask the Vice-President to serve as chair of a committee. Recording Secretary - To record and maintain accurate minutes of all Board and annual meetings and any meetings called for special purposes; distribute the minutes to the Board no later than twenty-one (21) days after said meetings; keep all archival records of the organization designate an alternate; appoint a substitute to record minutes when unable to attend a meeting, and perform other duties assigned by the Board of Directors Treasurer - Shall maintain an insured account with a bank designated by the Board; receive, account for and deposit in the FDTDLI bank account all funds of the FDTDLI; make authorized disbursements by the issuance of checks or electronic transfer; maintain appropriate financial records which shall be open to inspection and audit as directed by the Board; make a financial report at every Board of Directors meeting and the Annual Meeting; and perform other duties assigned by the Board of Directors. Corresponding Secretary To conduct the correspondence of the Corporation and the Board of Directors and perform other duties assigned by the Board of Directors Bookstore Director To oversee the receipt, sorting, shelving and special sales of items in the Bookstore, to maintain a list of shelvers and sorters; coordinate and report book sales to the Board of Directors; and perform other duties assigned by the Board of Directors. Assistant Director - To conduct the business of the Bookstore in the absence of the Bookstore Director and assist the Bookstore Director as needed. If the office of Bookstore Director should become vacant, the Assistant Director shall become Director and a new Assistant Director shall be appointed to complete the term. Bookstore Volunteer Coordinator To train and schedule volunteers for the Bookstore and maintain a list of those volunteers, including a length of service list; and to perform other duties assigned by the Board of Directors. Membership Director To maintain a current mailing list of all members; maintain a permanent list of lifetime members; provide up-to-date information from membership Page 3

4 cards to the Board of Directors; arrange representation at all events to promote and accept membership in the organization; and perform other duties assigned by the Board of Directors. Membership Assistant Director - To conduct the business of the Membership Director in his/her absence and assist the Membership Director as needed. If the office of Membership Director should become vacant, the Assistant Director shall become Membership Director and a new Assistant Director shall be appointed to complete the term. Publicity Director To provide information to the news media regarding sales, events and projects; arrange for posters, fliers, signs, mailings and any other promotional materials deemed necessary by the Board. Assistant Publicity Director - To conduct the business of the Publicity Director in his/her absence and assist the Publicity Director as needed. If the office of Publicity Director should become vacant, the Assistant Director shall become Publicity Director and a new Assistant Director shall be appointed to complete the term. ARTICLE VII: MEETINGS Section 1: The Board of Directors shall meet monthly. Section 2: An Annual Business Meeting of the FDTDLI membership shall be held in January at a time and place to be designated by the Board of Directors. Notice of said meeting shall be made in writing not less than two weeks prior to the meeting date. Section 3: Special membership meetings of the FDTDLI may be called by the President, as needed, or must be called by the President upon request of 20% of the voting members. At least two (2) weeks written notice of such a special meeting shall be given, and only business specified in the call may be transacted at the meeting. Section 4: A general meeting of the FDTDLI membership without restriction of agenda may be called at the discretion of the Board of Directors. At least two (2) weeks written notice of such a meeting shall be given. Section 5: There shall be one vote per active membership. Members must be eighteen (18) years old to vote. Page 4

5 ARTICLE VIII: ELECTION OF THE BOARD OF DIRECTORS Section 1: The Board of Directors shall be elected at the annual meeting by a majority vote of eligible voters present. Board members shall serve a term of two(2) years beginning at the end of the annual meeting. ARTICLE IX: FINANCES Section 1: The fiscal year shall be from January 1 st to December 31 st Section 2: No funds of FDTDLI shall be distributed to its members, officers, or any other persons, except when FDTDLI shall be authorized and empowered to pay reasonable compensation for services rendered or goods received. Section 3: Expenditures over $50.00 must have prior board approval. Section 4: A receipt is required for all expense reimbursements. Section 5: No funds from this organization may be dispersed to any political group or its representatives. Section 6: Funds shall be deposited into an insured account of the FDTDLI and disbursed by the Treasurer or President as authorized by the Board of Directors. ARTICLE X: COMMITTEES Section 1: Ad Hoc Committees shall be appointed by the board as necessary to aid in carrying out the purpose of the FDTDLI. ARTICLE XI: AMENDMENTS Section 1: The by-laws and/or standing rules of the FDTDLI may be amended at a regular or special meeting of the general membership called for that purpose by 2/3 vote of eligible voting members present, provided that the proposed amendments shall have been submitted in writing to the membership at least two (2) weeks before the meeting. Page 5

6 ARTICLE XII: MOTIONS Section 1: motions are acceptable when decisions must be made before the next meeting. Following proposal any discussion must be directed back to sender within a specific timeline set by originator. An affirmative vote of more than half the number of serving board members shall be required to approve a proposed measure. All motions will be reported and recorded at the first board meeting following the motion. ARTICLE XIII: LIMITATION OF PERSONAL LIABILITY No part of the net earnings of the FDTDLI shall benefit any member, official or individual. Board members shall not be held personally responsible for any financial debt, legal actions or other legal concerns brought against FDTDLI. In accordance with the rules of 501(c) (3), non-profit organizations, FDTDLI may not participate in any political activities as a representative of said group. ARTICLE XIV: DISSOLUTION Section 1: FDTDLI may be dissolved any time with a two-thirds (2/3) vote of the membership present at a special meeting called by the Board for that purpose, with the intent to dissolve having been submitted in writing to the membership one month prior to the vote. Section 2: In the event of dissolution of the FDTDLI, all monies, books, furniture, equipment and assets shall be distributed and transferred to the Delta Township District Library or to an eligible 501(c)(3), to be decided by a 2/3 vote of the membership present at above said special meeting. ARTICLE XV: PARLIAMENTARY PROCEDURE Roberts Rules of Order, Revised shall govern the proceedings of this Corporation. STANDING RULES: 1. Chairs of committees shall keep a record of the plans and actions of their committee. Page 6