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CF-Cozby Library-CS 930225 Bylaws of the Friends of the W. T. Cozby Public Library Adopted February 25, 1993 BYLAW PAGE Article I. Name Section I. Name ...................................................................... 1 Article II. Object Section I. Object ...................................................................... 1 Article II1. Membership Section I. Prerequisites .......................................................... 1 Section I1. Types ..................................................................... 1 Section Ill. Dues ..................................................................... 1 Section IV, Term ...................................................................... 2 Article IV. Officers Section I. Positions .................................................................. 2 Section II. Duties of th~; F'r.=sident .......................................... 2 Section II1. Duties of the Vice-President of Membership ......... 2 Section IV. Duties of the Vice-President of Programs ............. 2 Section V. Duties of the Secretary .......................................... 2 Section VI. Duties of the Treasurer ........................................ 2 Section Vii. Duties of the Immediate Past-President .............. 2 Section VIII. Election of Cfficers .............................................. 3 Section iX. Election ................................................................. 3 Section X. Method of Election ................................................. 3 Section XI. Beginning of Term. ................................................ 3 Section XII. Responsibilities of Outgoing Officers ................... 3 Section Xlll. Resignation and Removal of Officers ................. 3 Article V. Executive Board Section I. Members ................................................................ 3 Section I1. Duties ...................................................................... 3 Section Ill. Meetings. ................................................................ 3 Section IV. Vacancies of Offices ............................................. 4 Section V. Creation of Committees ......................................... 4 Article VI. Committees Section I. Appointment ............................................................ 4 Section I1. Duties .................................................................... 4 Section Ill. Duties of Chairpersons .......................................... 4 Section IV. Prerequisites for Service ....................................... 4 Article VII. Meetings Section I. Number .................................................................. 4 Section I1. Schedule ................................................................. 4 Section II1. Annual Meeting ...................................................... 4 Section IV. Special Meetings .................................................. 5 Section V. Notice ..................................................................... 5 Article VIII. Quorum Section L Executive Board Meeting ........................................ 5 Section I1. Membership Meetings ................................ · ........... 5 Article IX. Parliamentary Authority Section I. Governing Rules. ..................................................... 5 Article X. Fiscal Year Section I, Term ........................................................................ 5 Article Xl. Funds Section I. Acceptance .............................................................. 5 Section I1. Expenditure ............................................................ 5 Section IlL Finandal Records ................................................ 5 Article XlI. Amendments Section I. Amendments ........................................................... 6 Article Xlll. Cooperation and Assistance Section I. Cooperation and AssJstance ................................... 6 Article XlV. Dissolution of the Friends Section I. Dissolution ............................................................... 6 Bylaws of the Friends of the W. T. Cozby Public Library Article I. Name Section I. Name The organization shall be known as the Friends of the W. T. Cozby Public Library, hereafter referred to as the Fdends. The W. T. Cozby Public Library shall hereafter be referred to as the Library. Article II. Object Section I. Object The Friends shall be a non-profit, non-policy making organization. The object of the Fdends shall be to promote the interest and welfare of the Library as a cultural and educational asset to the City of Coppell, Texas. Article III. Membership Section I. Prerequisites Any person interested in the welfare, development, and use of the Library may become a member upon paying the dues specified in the Bylaws and by completing and returning an application as required by the Friends. Only those persons who have paid current dues shall be considered members and eligible to vote or hold office. Section II. Types Types of membership are as follows: a. Individual, 16 years or older, with the privilege of voting upon payment of dues. b. Family, with the privilege of voting extended to all members of the immediate family (parents and children 16 years or older residing at the same home) upon payment of dues. c. Life-Individual, 16 years or older, with the privilege of voting, extended to individuals upon payment of dues. d. Life-Family, with the privilege of voting, extended to all members of the immediate family (parents and children 16 years or older residing at the same home) upon payment of dues. e. Sponsoring, extended to corporate and business supporters, without the privilege of voting. e. The Library manager of the Library is welcome at all meetings as an ex-officio Member. f. The Liaison Officer of the Library Board is welcome at all meetings as an ex-officio Member. Section II1. Dues Dues for the different membership classifications are:. a. Dues of $5 shall be paid annually for Individual Membership. b. Dues of $10 shall be paid annually for Family Membership. c. Dues of $50 shall be paid for Life-Individual Membership. d. Dues of $100 shall be paid for Life-Family Membership. e. Dues of $25 shall be paid annually for Sponsoring Membership. Section IV. Term Annual Membership dues shall run concurrent with the calendar year. Article IV. Officers Section I. Positions The officers of the Friends shall be a President, a Vice-President of Membership, a Vice-President of Programs, a Secretary, a Treasurer, and an Immediate Past-President. Section II. President The duties of the President shall be to appoint committees subject to the approval of the Executive Board; preside at all meetings; prepare an agenda for ali business before the Friends; to state and put all questions before the Fdends; to preserve decorum; decide all questions of order; and to perform other such duties as assigned by the Executive Board. Section III. Vice-President of Membership The duties of the Vice-President of Membership shall be to assume the duties of the President in the event of the President's absence, resignation, removal, or disability; serve as Chairperson of the Membership Committee; and perform other such duties as assigned by the President and the Executive Board. Section IV. Vice-President of Programs The duties of the Vice-President of Programs shall be to pedorm such duties as assigned by the President and the Executive Board; and serve as Chairperson of the Programs Committee. In the event the President and the Vice-President of Membership are unable or unwilling to preside at any meeting of the Fdends, the Vice-President of Programs shall preside at such meetings. Section V. Secretary The duties of the Secretary shall be to have charge of keeping the minutes of the Executive Board meetings, the Annual Meeting, General Meetings, and Special Meetings; execute the general correspondence of the Fdends; attest the signatures of the officers of the Fdends; maintain a duplicate set of records for safe-keeping in the Library; and pedorm such duties as assigned by the President and the Executive Board. Section VI. Treasurer The duties of the Treasurer shall be to account for the funds of the Friends, monitor the deposit and expenditure of funds in accordance with the approved budget, see that full and accurate records are kept; publish a report at the Annual Meeting; maintain a duplicate set of records for safe-keeping in the Library; file all required reports with governmental authorities; and pedorm other such duties as assigned by the President and the Executive Board. Section VII. Immediate Past. President The duties of the Immediate Past-President shall be to advise and consult with the President; serve on the Executive Board; and perform other such.duties as assigned by the President and the Executive Board. Section VIII. Election of Officers The officers shall be nominated by a committee to be chosen by the Executive Board. Nominations for office may be made from the floor, provided the consent of the person nominated has been obtained before the nomination is made. Before a person shall be eligible for election as an officer of the Friends, they should have been a member for at least six months or have attended two meetings as a member. Section IX, Election The officers shall be elected at the annual meeting for a term of one (1) year or until their successors are elected. No officer shall hold more than one elective office at the same time. Section X. Method of Election The election shall be by ballot unless there is only one nominee for the office, then the election may be by voice. A majority vote of those present and voting shall be necessary for the election of any nominee. Section Xl. Beginning of Term The term of officers elected shall begin at the conclusion of the annual meeting at which they are elected. Section Xll. Responsibilities of Outgoing Officers At the close of their term, outgoing officers shall deliver to their successors in office all records and other materials belonging to their office or the Friends. Section Xlll. Resignation and Removal of Officers Any officer may be removed from office by the affirmative vote of two-thirds of the members of the Executive Board then in office. Any officer may resign at any time by delivering a written resignation to the President or the Secretary of the Executive Board. Unless otherwise specified therein, such resignations shall take effect upon receipt thereof. An officer's position shall be deemed vacated upon missing three consecutive Executive Board meetings without an excused absence. Article V. Executive Board Section I. Members The officers, including the Immediate Past-President, shall constitute the Executive Board, of which the President and Secretary shall be Chairperson and Secretary, respectively. The Liaison Officer of the Library Board and the Library ma,3ager shall be ex-officio non-voting members of the Executive Board and shall not be considered for purposes of a quorum, unless otherwise serving as an officer of the Executive Board. Section II. Duties The Executive Board shall manage the affairs of the organization in the interval between meetings. Section III. Meetings Meetings of the Executive Board shall be held at the call of the President or upon the written request of three members of the Board with at least ten (10) days advance notice having been given to all Executive Board members. Meetings of the Executive Board may be held by telephone conterence if all members of the Executive Board present are able to hear and be heard. In lieu of a meeting, the Executive Board may take action on behalf of the Friends by means of a unanimous written consent. 3 Section IV. Vacancies of Offices The Executive Board shall appoint individuals to fill vacancies in elective offices for the remainder of the unexpired term. Section V. Creation of Committees The Executive Board shall create Committees for ongoing programs of the Friends. The President shall appoint chairpersons and members of those committees with the approval of the Executive Board. Article VI. Committees Section I. Appointment The active work of the Friends shall be done through Committees. The following Committees shall be appointed: Membership, Programs, and other Committees as may be approved by the Executive Board. Section II. Duties Committees are expected to pedorm the duties for which they were created and report to the Executive Board on the activities they are expected to perform. Secticn III. Duties of Chairpersons Chairpersons of Committees shall pedorm those duties specified by the Executive Board to carry out the objectives of the Friends; confer promptly with the Committee members on work assignments; and shall provide regular updates to the Executive Board on the progress and status of their Committees. Section IV. Prerequisites for Service Members of any membership class may be appointed to serve on committees. Non-members may be appoir, ted in an advisory, non-voting capacity. Article VII. Meetings Section I. Number There shall be at least two (2) General Meetings a year and one Annual Meeting. These meetings shall be open to the public. Section II. Schedule General Meetings shall be held in May and October unless a different month is specified by the Executive Board. All members of the Friends shall be given at least ten (10) days advance notice o! General Meetings. Section III. Aitnual Meeting An Annual Meeting shall be held in January of each year, and shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise. All members of the Friends shall be given at least ten (10) days advance notice of the Annual Meeting. 4 Section IV. Special Meetings Special meetings shall be held at the call of the. President or upon the request of the Executive Board or within thirty (30) days upon the written request of ten (10) members of the Friends, provided all members of the Friends are given at least ten (10) days advance notice of Special Meetings. Section V. Notice In addition to the notice sent to each member of the Friends, notice of all meetings shall be published in the local papers and posted in the Library at least ten (10) days in advance of the meeting. Article VIII. Quorum Section I. Executive Board Meeting A majority of the Executive Board shall constitute a quorum of the Executive Board. A majority vote at any duly called meeting at which there is a quorum shall constitute action of the Executive Board. Section II. Membership Meetings Ten (10) members of the Friends voting membership shall constitute a quorum of the Friends. Article IX. Parliamentary Authority Section I. Governing Rules The rules contained in Robert's Rules of Order, Revised shall govern the meetings of the Friends and the Executive Board in all cases to which they are applicable and in which they are not inconsistent with these Bylaws. Notwithstanding this requirement, inadvertent failures to follow Robert's Rules of Order shall not invalidate any action of the Friends or the Executive Board. Article X. Fiscal Year Section I. Year The fiscal year shall be from January 1 through December 31. Article XI. Funds Section I. Acceptance The Friends shall be authorized to accept funds from any individual, association, or corporation to be used for any purpose consistent with the object of the Friends. Section I1. Expenditure Funds shall be expended in accordance with the object of the Friends and upon the approval of the Executive Board. Any disbursement of funds in an amount overS100 must have approval of the Executive Board. All officers shall be authorized signators on the Friends' bank accounts and the signatures of two officers shall be required for all checks and withdrawals from the accounts; provided that the signature of either the President or the Treasurer shall be required on all checks. Section III. Financial Records The Friends shall maintain accurate books and records consistent with applicable law. Article XIt. Amendments Section I. Amendments These Bylaws may be amended at an~ Annual or General Meeting by a two- thirds vote of those present and voting who are members, provided a written proposed amendment signed by two members has first been submitted to the Executive Board, and in turn posted by the Secretary in the Library, and notice is given to all members at least ten (10) days prior to any meeting. Article Xlll. Cooperation and Assistance Section I. Cooperation and Assistance The Friends shall cooperate with tha City Council, the Library manager, the Library Board, city officials of the City of Coppell, Texas, with other Friends groups in North Central Texas, with other libraries in the area, with the Friends of Texas Libraries Association, with the Texas State Library, and with all other individuals, groups, or organizations ~vhich may seek to promote libraries generally. Active cooperation and assistance in projects of mutual interest is to be encouraged. Article XlV. Dissolution of the Friends Section I. Dissolution Upon the dissolution of the Friends, the Executive Board shall, after paying or making provision for the payment of all of the liabilities of the Friends, dispose of all of the assets of the Friends to the City of Coppell to be used for the Library. If upon the dissolution of the Friends the Library is not in existence, the Executive Board shall dispose of all of the assets of the Friends exclusively for the purposes of the Friends in such manr, er, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under section 501 (c)(3) of the Internal Revenue Code of 1954 or any succeeding statutory provisions. 6