Article
I. Name The name of this organization shall be Friends
of the Mott Library (herein after referred to as “Friends”).
Article II. Mission
Friends of the Mott Library is
an association of persons with an interest in promoting the services,
improving the facilities, and responding to the needs of the Mott
Community College Library.
Article III. Membership and Dues
Section 1. Person(s) may become a member upon payment/payroll
pledge of annual dues in one of the following categories:
Gift
Membership
$ 10
Pearl
$ 25
Opal
$ 50
Emerald
$ 75
Sapphire
$ 100
Ruby
$ 250
Diamond
Section 2. Each member shall be entitled to one vote.
Article IV. Election of Officers and Board of Directors
Section 1. The officers shall be President, Vice-President and Recording Secretary, elected as hereinafter provided. Non-elected officers include Ex officio [Library Director] and Secretary-Treasurer [Administrative Assistant] which are held by library personnel, and Past President held by previous Friends President.
Section 2. Nominations for officer and director vacancies shall be presented by a special nominating committee of at least three, to be appointed by the President. Nominations from the floor will be invited; no one shall be nominated without their consent.
Section 3. Officers and directors shall be elected by majority vote of those present at the annual meeting for a term of one year.
Section 4. President shall appoint a current Board member to fill an officer vacancy. Such appointments shall be approved at a regular meeting of the Board.
Section 5: All elected Officers and Board of Directors must be dues paying members.
Article V. Duties of Officers
Section 1. President: Preside over meetings, create and appoint
all committees and be an Ex officio member thereof, except as limited
herein.
Section 2. Vice-President: Perform the duties of the President
in the absence or resignation of the President.
Section 3. Recording Secretary: Record and take minutes at the
meetings of the Board, the Executive Board, and the general membership.
Section 4. Secretary-Treasurer [Library Secretary]: Responsible
for maintaining: financial records; membership directory; and notifying
members of the meeting time and place. Also responsible for the
correspondence of the organization.
Article VI. Board of Directors
Section 1: In addition to the Executive Officers, the Board shall consist of not less than 9, nor more than 15, members. (This number does not include the positions of Ex officio and Secretary/ Treasurer, which are held by library personnel, and Past President.) At any time during the year, should Board membership numbers fall below 9, the President may make an interim appointment for the remainder of that term. In all other cases, recruitment will take place annually as stipulated in Article IV.
Section 2. A majority of the members who are present shall constitute
a quorum for the transaction of business.
Section 3. Meetings of the Board shall be held at least twice a year. Special meetings may be called by the President, by petition of the Library Director, or by a majority of the Board. Issues of immediate importance may be discussed and/or voted on via telephone or email.
Section 4. The Board shall have the authority to request creation
of committees consistent with the purpose of this organization.
Section 5. Meeting cancellations shall be made in a timely fashion.
Article VII. General Membership Meetings
Section 1. An annual membership meeting shall be held in the month
of May on a date to be determined by the Board President. Members
shall be notified in writing at least two weeks prior to the date
of the meeting.
Section 2. A special meeting of this organization may be called
at any time by the President, by petition of the Library Director,
or by a majority of the Board.
Section 3. Meeting cancellations shall be posted in the library
no later than 24 hours prior to such meeting.
Article VIII. Funds
Section 1. All Friends of the Mott Library funds shall beheldby the Foundation for Mott Community College in a fiduciary capacity.
Section 2. The Finance Committee shall provide a budget which
will include projected annual revenue and expenditures for approval.
Section 3. Funds shall be disbursed by the Secretary-Treasurer
with the approval of the Library Director and Board President.
Section. 4. The Secretary-Treasurer shall provide a financial
report at Board and general membership meetings.
Section 5. In between regular Board meetings, officers of the
Board may approve unanticipated library expenditures of up to $500.00.
A majority vote prevails.
Article IX. Amendments
Section 1. Bylaws amendments and meeting notification shall be
mailed to the general membership at least two weeks prior to the
meeting. A two thirds vote of those present is required for approval.
Article X. Parliamentary Procedure
Section 1. Robert's Rules of Order, Revised,
when not in conflict with these bylaws, shall govern the proceedings
of this organization.
ROLE: To
determine policies, procedures and regulations for the conduct
of the organization; to raise funds to finance the organization
and its programs; and to monitor organizational performance.
TERM: A member will serve as long as
they maintain active status and wish to continue serving.
MEETING ATTENDANCE: Attend all regularly
scheduled meetings of the general board; standing committees; and
special events hosted by the Friends of Mott Library. Provide written
notice to Board Secretary when unable to attend.
RESPONSIBLE TO: Board President
RESPONSIBILITIES AND POWERS OF BOARD MEMBER:
Establish policies for administering the program and services
which are in harmony with the purpose of the organization.
Elect officers and identify new members with the ability and
skills needed to support the organization
Embrace and promote the Friends of Mott Library Mission through
leadership, community contacts and monetary (dues) contribution
Secure funds required for current expenses by mobilizing the
entire volunteer and staff forces for active participation in
funding efforts
Ensure that the financial affairs of the agency are conducted
on a responsible basis in accordance with established policies
Be informed about the Mott Library functions, programs and
services and who they serve
Be prepared for meetings and informed about the organizations
policies, procedures and by-laws
Make all decisions and take all actions based on the principles
of reasonable prudence and acting in good faith in matters of
board operations
ROLE: To provide leadership to the board
and committees on policies, procedures and regulations for the conduct
of the board; to raise funds to support the Mott Library services
and program; and to monitor board performance.
TERM: Re-election on a yearly basis -
not to exceed a three year consecutive term
MEETING ATTENDANCE: Attend all regularly
scheduled meetings of the general board; executive board; and sub-committee
meetings at the request of the committee chair. Attend special events
hosted by the Friends of Mott Library.
RESPONSIBLE TO: Board of Directors and
Mott Library Director
RESPONSIBILITIES AND POWERS OF THE BOARD PRESIDENT:
To preside over and conduct meetings and to appoint all committees
and be an ex officio member thereof as stipulated in the by-laws
and consistent with goals and mission of the board
Embrace and promote the Friends of Mott Library Mission through
leadership, community contacts and monetary (dues) contribution
Support and provide leadership to the board with fundraising
and marketing efforts
Require timely reports from all committee meetings from the
committee chairs
Contribute knowledge and express points of view based on experience
Consider other points of view, make constructive suggestions
and help the board make group decisions which reflect the thinking
of the total group
Be informed about the Mott Library functions, programs and
services and who they serve
Be prepared for meetings
Make all decisions and take all actions based on the principles
of reasonable prudence and acting in good faith
Requirements: Hold Position of Library Secretary.
(Not an elected office)
Reports to:
Library Director and Board President
Responsibilities:
To be responsible for keeping the records of the organization
including financial, memberships, fundraising events and other
activities
To conduct correspondence of the organization, including generating
supporting material for meetings and activities
Work with each committee chairperson in order to accomplish
functions with which the committee is responsible. Provide chairpersons
with necessary data and information
Supports Friends of the Mott Library and acts as liaison between
departments of the college and outside agencies
Perform purchasing function for the Friends of the Mott Library
Coordinates meetings as needed and prepares appropriate accommodations
Prepares program for the Spring and Winter Receptions for the
books purchased in honor of MCC Retirees
Maintains and distributes the Peggy Brown Can-Do Booklist
Board Development
Committee Chairperson(print
pdf)
REQUIREMENTS: Must be a member of the
Executive Board
REPORTS TO: Executive Board
RESPONSIBILITIES:
Meet all responsibilities of a Board Member of the Friends of
Mott Library Board
Work with the Executive Board and Mott Library Director to determine
committee tasks and priorities
Periodically review the committee commission and work with the
Executive Board to revise as needed
Determine qualifications and recruit qualified, capable committee
members
Work with library staff to carry out tasks as needed
Prepare and annual calendar of major committee activities
and meeting dates
Schedule and give notice of committee meetings, to be held as
often as is necessary to accomplish the business of the committee,
but at least quarterly
Prepare agendas for all committee meetings, and distribute
one week prior to meeting date, along with reports and/or other
materials pertinent to the upcoming meeting
Chair all committee meetings
Encourage the active participation and involvement of all members
in the committee's meetings and ongoing activities
Prepare minutes of all committee meetings and distribute to
the committee membership and to the Executive Board
Facilitate committee work in planning objectives and timelines
in accordance with the organization's goals and strategic planning
practices
Act as liaison between the Board of Directors and the committee
Make regular reports to the Board on the activities and progress
of the committee
COMMISSION: To provide consistent oversight,
guidance and management concerning all aspects of the membership
function for the Executive Board and for the good of Friends of
Mott Library
REPORTS TO: Committee Chair
RESPONSIBILITIES:
Meet all responsibilities of a Board Member of the Friends of
Mott Library Board
Develop, recommend to the Board and periodically review policies
(By Laws) related to Board operations and membership
Develop and periodically review criteria for Board Membership
including specific expectations for Board member participation and
contributions
Annually assess the skill, experience and other qualifications
most needed in new Board members and make recommendations to Membership
Board
Develop and present a thorough orientation program for new Board
members, including a Board manual
Analyze the need for, develop and present ongoing training and
development activities for all Board members
Conduct a Board self-assessment program at least once very three
years (ideally on a yearly basis)
Develop and implement recognition events and activities, which
will sincerely, acknowledge the contributions of individual Board
members
Monitor and keep record of attendance at all Board and Committee
meetings
Encourage active Board members participation on standing and ad
hoc committees
Contribute financially to the organization
TOOLS:
Strong Chair
Orientation Manual
Term limits
Attendance records (minutes from all committee meetings)
Requirements: Committee member must be
a member of the Board of Directors. It is recommended that the committee
chair be an elected officer.
Reports to: Membership Committee Chair
reports to Executive Board. Membership Committee member reports
to Membership Chair.
Responsibilities:
Prepare and implement an annual membership drive with the assistance
of the Library staff
Serve as Nominating Committee for new board members for annual
meeting
Responsible for preparing a quarterly newsletter to the membership,
with the assistance of Library staff
Responsible for encouraging the active participation of the
membership on standing committees, friend and fundraising efforts
and special events
Responsible for encouraging the Board in dues participation
Chair is responsible for submitting a plan (with calendar) of
Membership Committee activities per annum
Chair is responsible for submitting committee updates/reports
to the Executive Board on a regular basis, and at the minimum
at every regularly scheduled business meeting
Requirements: Must be a member of the
Friends of the Mott Library Board
Reports to: Board President and Executive
Committee
Responsibilities:
Act as a liaison between
the Officers of the Board and the fundraising committee
Work with
the Board President to determine qualifications for fundraising
committee members, and to identify, recruit qualified, capable committee
members
Work with the Board President and the Director of the Library
to determine fundraising tasks and priorities for the coming year
Prepare annual calendar of fundraising events and activities
Chair
all fundraising committee meetings
Schedule and give notice of fundraising
committee meetings, to be held as deemed necessary
Prepare agendas
for all fundraising committee meetings and distribute to committee
members at least one week prior to meeting along with all other
materials pertinent to meeting, if possible
Prepare minutes of all
fundraising committee meetings and distribute to all committee members
and Board President in a timely manner
Encourage the active participation
and involvement of all members of the committee at meetings and
at all fundraising events and activities
Facilitate and oversee
committee work in planning and coordinating fundraising events and
activities
Work with appropriate library staff persons when coordinating
fundraising events and activities
Make regular reports to the Board
on the activities and progress of the fundraising committee
