The Friends of the Mott Library organization was established in 1989 and became a part of the Foundation for Mott Community College, operating under the Foundation’s adopted by-laws. The Friends work together to promote the Mott Library on campus and in the community, assist the library by volunteering time and talents, provide funds for special projects, purchase new equipment and books, strengthen the commitment to life-long learning, and enhance library services for students and community patrons.
The group is made up of students, alumni, faculty, staff, retirees, campus groups, community individuals and organizations. A Board of Directors, including the Director of the Library, works to fund unmet needs of the library and develops fundraising activities and special projects to meet those needs. Along with the library staff, the Friends have been instrumental in keeping the library a vibrant, service-oriented destination for students and the campus community.
In 2006, the Friends of the Mott Library endorsed the creation of a Friends Endowment fund that is maintained by the Foundation for Mott Community College. An initial $10,000 was invested with the Foundation. Aimed at creating a long-term endowment funding base for supporting library initiatives, the endowment has provided a learning experience for the Board and the Friends members.
The name of this organization shall be Friends of the Mott Library (herein after referred to as “Friends”).
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.
Section 1. Person(s) may become a member upon payment/payroll pledge of annual dues in one of the following categories:
Section 2. Each member shall be entitled to one vote.
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. Board officers and directors shall be elected by a majority vote of those present at the annual meeting every two years. Re-election of officers every two years; to be at most a four-year executive term. With the ability to apply for re-election after a two-year hiatus.
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.
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.
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.
Section 6: Two Board Development events will be planned annually, and attendance is highly encouraged. These are not counted as bi-monthly 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. We request you attend the Annual Membership Meeting/Luncheon . This is not counted as a bi-monthly meeting.
Section 2: Board Members can attend all meetings virtually or in person. A Zoom meeting room will be created for all meetings.
Section 3. 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 4. Meeting cancellations shall be posted in the library no later than 24 hours prior to such meeting.
Section 5: Ticketed events, fundraisers, pledge drives, etcetera, are highly encouraged.
Section 1: Please prioritize four out of six meetings, virtual or in-person attendance. Six bi-monthly meetings are held annually.
Section 2: If you need to report an absence, please contact the Recording Secretary and Treasurer. Attendance at one event or outreach per year is highly encouraged.
Section 3: Attendance at one outreach event annually (i.e., Fall Rally, Friend-raising) is highly encouraged. Participating at other tables and events like the Fall Rally is agreeable.
Section 1: Maximum of two interns each semester
Section 2: Must be a registered /active college student
Section 3: Must be taking a minimum of six credit hours
Section 4: Must reapply each semester,
Section 5: The Attendance Policy is similar to Board Members
Section 1. All Friends of the Mott Library funds shall be held by 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.
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.
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:
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 every two years - not to exceed a four 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 DirectorRESPONSIBILITIES AND POWERS OF THE BOARD PRESIDENT:
Reports to: Library Director and Board PresidentResponsibilities:
REQUIREMENTS: Must be a member of the Executive Board
REPORTS TO: Executive BoardRESPONSIBILITIES:
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 ChairRESPONSIBILITIES:
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:
Requirements: Must be a member of the Friends of the Mott Library Board
Reports to: Board President and Executive CommitteeResponsibilities: