Friends Bylaws

FRIENDS OF KINGSTOWNE LIBRARY

CONSTITUTION AND BYLAWS

ARTICLE 1—NAME

The name of this organization is FRIENDS OF KINGSTOWNE LIBRARY (“Friends”).

ARTICLE II—PURPOSE

The purpose of this organization includes supporting, improving, and promoting the Kingstowne Library (“Library”) and more specifically,

Section 1. To increase community awareness and use of the Library.

Section 2. To provide financial assistance to the Library.

Section 3. To assist the Library staff in finding volunteers.

Section 4. To provide and encourage donations and contributions, endowments, and bequests to the Kingstowne Library and/or the Fairfax County Public Library System.

Section 5. To arrange programs of general interest to the community.

ARTICLE III—MEMBERSHIP

Section 1. Membership in the Friends is open to individuals, families, corporate sponsors, and community organizations.

Section 2. Each class of membership is entitled to one vote.

Section 3. The branch manager and assistant branch manager of the Library are ex-officio members of the Friends.  Ex-officio members may participate in discussions but not vote.

ARTICLE IV—MEETINGS OF THE MEMBERSHIP

Section 1. The Friends hold an annual meeting.  The annual report of each officer, standing committee chair, and the Audit Committee is submitted for consideration by the membership at this meeting.

Section 2. Meetings are scheduled as necessary, but they are held at least twice a year, in addition to the annual meeting.

Section 3. With two weeks’ notice to the membership, special meetings of the Friends may be called by the President or by written request of one-third of the membership.

Section 4. All meetings are publicized by written notification to the membership and a posting in the Library.

Section 5. A quorum consists of members present.

ARTICLE V—OFFICERS AND BOARD OF DIRECTORS

Section 1. The officers of the organization are the President, Vice President, Secretary, Treasurer, and Historian.

Section 2. Officers are nominated by a nominating committee of three members, one of whom is an officer, appointed by the President with the concurrence of the Board of Directors (“Board”), or from the floor.  The consent of each nominee must be obtained.

Section 3. The election of officers is by ballot and is held at an annual meeting.  A majority vote of those present and voting is necessary to elect.  Election may also be made by acclamation in cases where there is a single nominee for an office.  Officers assume their duties immediately and serve until the next election.

Section 4. All officers are elected for a term of two years and are eligible to serve, if re-elected, for an additional consecutive term in the same office.

Section 5. Any vacancies occurring in offices between elections are filled by appointment by the President, with the concurrence of the Board.

Section 6. The officers and chairs of standing committees comprise the Board.  The branch manager of the Library (or designee) serves as an ex-officio Board member.

ARTICLE VI—DUTIES OF THE OFFICERS AND BOARD OF DIRECTORS

Section 1. The President serves as chair of the Board and membership at large.  The President coordinates the activities of the Friends, conducts meetings, and keeps the Library staff informed on Friends’ activities and plans.  The President performs other duties as necessary or as prescribed by the Board.

Section 2. The Vice President assists the President and acts in the President’s capacity when necessary.  The Vice President also functions as membership chair, maintaining records of Friends’ members and soliciting payment of dues, if charged.  Additional duties may be delegated to the Vice President by the President or the Board.

Section 3.  The Secretary maintains the official records of the organization, records and publishes minutes of meetings, prepares correspondence, and keeps records of Friends’ activities.  The Secretary also carries out other duties assigned by the President or the Board.

Section 4. The Treasurer is responsible for the funds of the organization, collects and records receipts and other payments, pays bills, and obligations of the organization, maintains bank accounts and investments for Friends’ funds, follows good accounting practices, and provides periodic financial reports at Board and full membership meetings.  In the event of the dissolution of the Friends, the treasurer ensures all organizational funds are disposed with in accordance with Article XII.  Additional duties may be assigned to the Treasurer by the President or Board. 

Section 5. The Historian is responsible for noting and recording the history of Kingstowne Library as it unfolds.  Additional duties may be assigned to the Historian by the President or Board.

Section 6. The Board is the governing body of the organization and supervises, controls, and directs of the affairs of the organization, its committees, and its publications.  The Board determines the policies of the Friends, pursues the objectives stated in Article II, and authorizes the disbursement of funds.

Section 7.  At any meeting of the Board, members of the Board present constitute a quorum for the conduct of business.

Section 8.  Vacancies on the Board are filled by appointment by the President, with concurrence of the Board members.  The Board, in its discretion and by vote of the majority of its members, may remove any Board member with or without cause.

ARTICLE VII—DUES

Dues are charged at the discretion of the Board for each class of membership.

ARTICLE VIII—FUNDS AND TAX STATUS

Section 1. The Friends will apply to be categorized as a tax-exempt, Section 501(c)(3) organization.

Section 2. The Friends’ fiscal year is July 1 to June 30.

Section 3.  The President, with concurrence of the Board, will appoint an Audit Committee of two members who are not members of the Board to review accounts of the organization and report at each annual meeting.

Section 4.  All checks over $500.00 issued by the Friends will be signed by the Treasurer and one other officer.  The Board may alter this amount at its discretion and with notification to the membership.

Section 5.  Friends’ funds may be invested in an interest-bearing money market fund, and instrument insured by the FDIC, or in an instrument backed by the U.S. Government.

ARTICLE IX—COMMITTEES

Section 1. The standing committees of the Friends are Membership and any other standing committees required at the discretion of the Board.  The President, with concurrence of the Board, may create or disband ad hoc committees as needed.

Section 2. Chairs of the committees are appointed by the President with the concurrence of the Board.  The President is an ex officio member of all committees, with the exception of the Nominating Committee.

ARTICLE X—AMENDMENTS

The Constitution and Bylaws of the Friends of Kingstowne Library may be amended by two-thirds vote at any meeting of the general membership where a quorum is present, provided that each member has been notified of all proposed amendments at least two weeks prior to the meeting and by a posting in the Library.

ARTICLE XI—PARLIAMENTARY AUTHORITY

In all matters not specifically covered by these bylaws, Robert’s Rules of Order, current edition, will prevail.

ARTICLE XII—DISSOLUTION

In the event of dissolution of the Friends, all remaining assets and property of the organization, after necessary expenses are met and obligations paid, w will be distributed to the Fairfax County Public Library System and shall be used solely for the use and benefit of the Kingstowne Library.

ARTICLE XIII__ADOPTION OF ARTICLES

Adopted at Kingstowne, Virginia, on May 31, 2000.

[Signatures of the five elected officers.]

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