The Constitution of the
Friends of the Saugerties Library _____________________________________
Article I – Name
The name of the organization will be the Friends of the Saugerties Public Library.
Article II – Purpose
The purpose of this organization is as follows:
1) to establish closer relations between the Saugerties Public Library and the people it serves;
2) to promote informed interest in its function, resources, services and needs;
3) to confer with the Board of Trustees and the staff of the Library on matters relating to the welfare of the institution;
4) to stimulate and receive gifts, endowments, and bequests for the benefit of the library; and
5) to support the development of a program for the extension and improvement of the library’s services and resources.
Article III – Governance
Section 1 The Board of Directors, consisting of the officers of the organization, will be the means of governing the organization. It shall be selected by the membership.
Section 2 Officers of the organization shall be the President, First Vice President, Second Vice President, Secretary, Treasurer and such officers as the Board of Directors may appoint, all of whom shall be members of the Board. The committees of the organization shall be the Executive Committee, which shall consist of the officers of this organization, and such other committees as may be appointed by the President.
Section 3 The Director of the Saugerties Public Library shall serve as an ex-officio member, without voting rights, of the Board of Directors.
Section 4 Vacancies The Board of Directors may choose any member of the organization to fill any officer vacancy until the next regular election.
Section 5 Terms of Office Officers of the organization shall serve for terms of two years, except the First Vice President, Second Vice President and Secretary chosen at the very first “Friends” organizational meeting, whose initial terms shall be one year. The subsequent terms of the First Vice President, Second Vice President and Secretary shall be for two years.
Section 6 No elected officer shall serve for more than two successive two-year terms in any capacity unless they are authorized to serve additional term(s) by a majority vote of the Board of Directors (amended 1/12/00).
Section 7 Compensation No Board member shall receive remuneration for service on the Board. When authorized by the Board, reimbursement may be made for travel and other out-of-pocket expenses in discharging official duties.
Article IV – Meetings
Section 1 Annual Meeting The annual meeting of the Friends of the Saugerties Library shall be held before June 30 (ammended 1/12/00) each year at a time and place designated by the Board of Directors.
Section 2 Board Meeting The Board shall meet at least once every quarter at a time and place designated by the Board of Directors.
Section 3 Special Meetings Notice
(a) Special meetings of the members may be called upon the request of ten or more members and held within three weeks of the date of receipt by the President of such request. Special meetings of the members may also be called by a majority vote of the Board of Directors and held within thirty days of the date of the vote.
(b) Special board meetings may be called by the President or by any two members of the Board of Directors.
Section 4
(a) Notice of each annual meeting of the organization shall be mailed at least fourteen days before the meeting.
(b) Notice of each special meeting of the members shall be mailed at least seven days before the meeting.
Section 5 Official Periodical The Friends of the Saugerties Public Library shall have at its discretion the authority to establish a periodical that may act as the official means of communication with the members of the organization.
Section 6 Proxy Members of the Board shall be entitled to vote by proxy at Board meetings.
Article V – Amendments
This Constitution and its Bylaws may be amended by a majority of the Board Members following 30 days notice in writing of such proposed changes.
Article VI – Dissolution
Upon dissolution of the Friends of the Saugerties Public Library, the assets remaining after all outstanding liabilities and obligations of the organization are paid, satisfied, and discharged shall become the property of the Saugerties Public Library.
Bylaws
Article I – Membership
Section 1 Classes There shall be such categories of membership as the Board may from time to time determine.
Section 2 Dues Membership dues shall be set by the Board of Directors
Section 3 Fiscal Year The fiscal y;ear shall be from January 1 to December 31. the membership year shall be from May 1 to April 30. If a member joins after May 1 and before January 1 in any given year, their membership will be valid only until April 30 of the following year. If a member joins after January 1, their membership is only valid until April 30 of that year.
Section 4 Resignation any member may resign by filing a written resignation with the Secretary at any time.
Section 5 Transfer Roll rights Membership is not transferable or assignable.
Section 6 Each member is entitled to one vote on each matter submitted to a vote. In the case of an organization, or a corporation, the vote shall be cast by the chief executive of that organization, or by whomever that group chooses to delegate responsibility.
Article II – Meetings
Section 1 Quorum At least ten members of the organization, including a majority of the Board of Directors, must be present to constitute a quorum at any regular or special meeting.
Section 2 A majority of the Board of Directors must be present, either in person or by proxy, to provide for the transaction of business at any Board meeting.
Article III – Officers
The officers of the organization shall be a president, first vice president, second vice president, secretary, treasurer and other such officers as the Board of Directors shall appoint. All officers shall be elected every two years by a majority vote – except the First Vice President, Second Vice President and Secretary chosen at the Friends first organizational meeting, whose initial term shall be for one year and two years thereafter – of the members present at the annual meeting and preside until the next election. In addition to the powers and duties set forth in these By-laws, each officer shall have such additional powers and duties as the Board may determine.
Article IV – Duties of Officers
Section 1 President: to preside over and conduct all meetings of the members and the Board of Directors; to appoint committees and to be an ex-officio member of all committees, except the nominating committee, in the event one is created.
Section 2 First Vice President: to perform the duties of the president in the absence of the president and to assist the president as requested.
Section 3 Second Vice President: to be responsible for planning and coordination of the annual meeting; to perform the duties of the First Vice President in the absence of the First Vice President and to assist the President as requested.
Section 4 Secretary: to take attendance and minutes at all meetings of the members and the Board of Directors; to maintain membership files and records; to notify members of meeting dates and issue publicity releases and to conduct the correspondence of the organization.
Section 5 Treasurer: to keep and maintain the financial records of the organization; make and keep a permanent record of all monies of the organization and all transactions involving money of the organization; report the financial affairs of the organization as required by the Board of Directors, but not less than annually; to deposit all monies of the organization in bank account(s) or other investments(s) authorized by the Board of Directors and to notify the Secretary of members delinquent with their dues.
Article V – Honors
Section 1. The Board of Directors may from time to time appoint honorary officers to act in an advisory capacity only.
Section 2. The Board may from time to time establish certificates or other awards which may be awarded as the Board of Directors shall elect.
Article VI – Meeting Procedures
Except as otherwise stated in the Constitution or Bylaws, all proceedings of this organization shall be governed by Robert’s Rules of Order, Revised.
Article VII – Committees
Section 1 Committees The president may appoint committees to conduct activities of the organization, or to assist the Board of Directors.
Section 2 Dissolution A committee shall be considered dissolved upon completion of its task and acceptance of its report by the Board.
