Rock Valley College
Rockford, Illinois

Friends of the Library - Bylaws

Bylaws of the Friends of Rock Valley College Library

Name Duties of Officers Amendments
Purpose Meetings Finances
Membership Board of Directors Parliamentary authority
Officers Committees - Duties Dissolution

 

I. Name

The name of the organization shall be “Friends of Rock Valley College Library,” hereinafter referred to as “the Friends.”

Location of principal office – The address of the principal office is: Friends of the Library, Rock Valley College, 3301 North Mulford Rd., Rockford, IL 61114; or such other places as the of Directors may from time to time designate.

II. Purpose

The purpose of the Friends of Rock Valley College Library is to enhance the library’s facilities, resources, and services in order to better meet the College Library’s mission to students, faculty and the community. The Friends will accomplish its purpose by developing an agenda that provides financial and voluntary assistance to improve library resources and services.

The fundraising effort of the Friends of Rock Valley College Library is under the auspices of the Rock Valley College Foundation, a 501(c) (3) tax-exempt organization dedicated to the support of Rock Valley College and its students. As an organization under the Foundation’s auspices, the Friends of Rock Valley College Library is restricted from lobbying and political activity.

All funds received by the Friends of Rock Valley College Library shall be held in a fund designated as the Friends of the Library Fund of Rock Valley College Foundation. These monies can be expended with the approval of the Board of the Friends of Rock Valley College Library.

III. Membership

Membership in the Friends of Rock Valley College Library is open to any person interested in supporting the activities and programs of Rock Valley College Library.

A membership is established by paying annual membership dues during the fiscal year which begins July 1 and ends June 30.

Individual membership entitles the holder to one vote at general meetings.

IV. Officers

The Officers of the Friends of Rock Valley College Library shall consist of a President, Vice President, Secretary, and Treasurer.

Nomination of Officers. The Vice President and two members at large shall present to the Board a slate of candidates who agree to be nominated at the annual meeting. A slate of officers shall be presented to the membership a minimum of two weeks prior to the annual meeting and mailed with the announcement of the meeting and the meeting agenda.

Election, time of election, term of office. The officers shall be elected at the annual meeting to serve two full years or until their successors are elected. The term of the Treasurer may be unlimited.

Vacancies. The President may appoint any member of the Friends to fill any officer vacancy until the next regular election. As necessary, an election will be held at the annual meeting if a position becomes vacant before the officer’s two year term has expired.

V. Duties of Officers

The President shall a) preside at all meetings b) represent the Friends before any group requesting presence of the Friends, or delegate a representative c) be an ex-officio member of all committees except the nominating committee d) prepare a brief annual report to include information on the activities of the past year and announce the agenda for the annual meeting.

The Vice President shall a) preside at meetings and perform the duties of the President in the absence of the President b) chair a nominating committee consisting of two members at large.

The Secretary shall a) keep the minutes of all Board and Annual meetings and distribute them to all Board members and the Library Director b) perform such other duties as are customary of the office of the Secretary

The Treasurer shall a) be the chief financial officer of the Friends b) make regular financial reports to the Board of Directors c) prepare a budget d) collect all dues, maintain a current list of paid members, and regularly inform the Board of the status of the membership e) seek and analyze reports pertaining to membership and financial balances f) perform such other duties as the Board may from time to time prescribe

VI. Meetings

All meetings shall be open to the public.

An annual meeting to which the entire membership is invited shall be held in May at which time Business shall be presented including a) report from President b) slate of officers c) resolutions affecting membership to include increases in dues, recognition of members d) changes to Bylaws

30% of the general members shall constitute a quorum at the annual meeting.

VII. Board of Directors

The Friends of Rock Valley College shall be governed by a Board of Directors that plans and implements activities to advance the mission of the college library.

The Board of Directors shall consist of a President, Vice President, Secretary, Treasurer, and three directors who may also serve as chairpersons of Standing Committees on Membership, Special Events, and Fundraising.

The Library shall provide a liaison. The liaison and director of the Library shall be ex-officio members of the Board and all committees and may vote to break a tie. The Board of Directors shall be increased by three members who shall each serve two year terms, giving the Board six directors and four officers for a total of ten members.

Members of the Board shall be elected for a term of two consecutive years. A slate of nominees shall be presented by the Nominating Committee for vote by members at the annual meeting. Members of the Board of Directors may not succeed themselves in their existing position. All terms of directors shall begin from the adjournment of the meeting at which they are elected.

Seven members of the Board of Directors shall constitute a quorum.

While all Board meetings shall be open to the public, only members of the Board or a designated substitute shall vote.

Meetings of the Board shall be held every other month (September, November, January, March, and May) during the academic year, and as needed.

The Library Director or a delegated representative shall be present at all general meetings and board meetings.

VIII. Duties of Standing Committees

The Membership Committee shall carry out the following: a) Spring membership drive b) develop a Prospect list of persons known to be interested in the mission of the library c) write a recruitment letter and membership brochure.

The Special Events Committee shall: a) initiate special events with approval of, and in cooperation with, other college departments and/or community organizations b) organize project committees c) publicize events

The Fundraising Committee shall: a) research successful fundraising ventures b) develop a plan to involve the membership, library and college staff, and the community in fundraising ventures c) identify college and community leaders to serve as Honorary Chairs for the fundraiser

IX. Amendments

Any members of the Friends may submit a proposal to amend the bylaws to the Board of Directors.

Amendment proposals must be submitted to the general membership for consideration at least two (2) weeks before the annual meeting.

The Bylaws may be amended by the majority of the members present who vote on such an amendment, provided a quorum has been obtained.

 

X. Finances

Monies received from memberships, projects, gifts, and memorials shall be used to further the purposes of the Friends.

All funds of the Friends shall be deposited to the credit of the Friends of Rock Valley College Library.

Any expenditure from these funds over $ 50.00 shall be approved by both the President and the Treasurer. The Treasurer may authorize expenditures under $50.00.

The fiscal year shall be from July 1 through June 30 of each year.

No part of the net earnings of the Friends shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the Friends shall be authorized and empowered to pay reasonable compensation for services rendered.

 

XI. Parliamentary Authority  The rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall govern the Friends in all cases to which they are applicable and in which they are not inconsistent with these Bylaws or any Special Rules of Order the Friends may adopt.

XII. Dissolution  Upon dissolution of the Friends, the Board of Directors, after paying or making provision for the payment of all of the liabilities and obligations of the organization, shall transfer or convey all remaining assets to Rock Valley College Library.

Approved by Board 2-05, Revised 3-31-05; italicized amendments to Section IV. Officers and Section VII. Board of Directors, paragraphs 3 and 6 were approved 5/11/2013.

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