The organization shall be known as "Friends of the Grand Valley Public Library". It shall function independently but co-operatively with the Grand Valley Public Library Board and the Chief Executive Officer of the Grand Valley Public Library, hereinafter referred to as the Friends, the Board, the CEO and the Library, respectively.

Section I The Friends, in consultation with the Board and the CEO, may provide additional funds for services, programs and/or equipment that are not part of the Board’s operating budget. The Friends may provide for the start-up costs of new services, programs and/or equipment.

Section II The Friends shall strive to improve and promote community awareness of the Library’s services and programmes and to increase the use of Library services and facilities by all citizens within the catchment area.

Section III The Friends’ activities shall parallel the Board’s goals and policies and shall respect the role and duties of the Board and the Library staff.

Section IV In the event that this organization should for any reason be dissolved, all assets shall become available to the Board after satisfaction of all liabilities including cost of dissolution.

Any person interested in the Friends may become a member by paying the fees specified at the Annual Meeting. Membership shall be renewable annually. Fees are payable on or before the Annual General Meeting.

Any adjustment to the fee schedule shall be approved by the membership at the Annual General Meeting, and shall become effective the following year.

Members may withdraw from membership by writing to the Executive through the Secretary. Membership dues are not refundable, nor are they pro-rated.

All members, regardless of designation, must attend three (3) of the four general meetings annually in order to retain voting privileges.

Student - $5.00

This member is enrolled full-time in an accredited academic programme and enjoys all the benefits of active membership.

b) Active - $10.00

This member wishes to participate in the Friends’ activities.

c) Patron - $30.00

This member wishes to contribute financially to the Friends. (S)he enjoys all the benefits of active membership.

This member also wishes to contribute financially to the Friends. (S)he enjoys all the benefits of active membership.

e) Life - $300.00

A member may at any time become a life member by the payment of the required fee. (S)he enjoys all the benefits of active membership.

A member may be honoured by the Executive Committee for outstanding service. An honorary member enjoys all the benefits of active membership.

A permanent register will be kept of Patrons, Benefactors and Honorary Members, and their names will be included in the annual brochure.

 

The Executive Committee of the Friends of the Grand Valley Public Library shall consist of the following officers:

Chair

Vice-Chair

Past-Chair

Secretary

Treasurer

Fundraising Coordinator

Public Relations Coordinator

one of whom shall be a member of the Board; and

CEO (ex-officio).

No remuneration shall be paid to the members of the Executive Committee or other members of the Friends.

The Chair shall:

· prepare agendas for all general and executive meetings

· preside at all meetings of the Friends

· be an ex-officio member of all committees of the Friends, except the nominating committee

                               The Vice-Chair shall:

· assist the Chair in preparing agendas

· undertake any duties assigned by the Chair of the Executive Committee,

· in order of succession, perform the duties of the Chair in his or her absence.

            The Past Chair shall:

· act as mentor/advisor to all members of the Executive Committee

· participate as a member of the Nominating Committee

          The Secretary shall:

keep accurate minutes of all meetings

make copies of minutes available to all members as required in a timely fashion

retain and distribute, as required, copies of all correspondence

respond to such correspondence in concert with the Chair

assist the Chair in preparing the annual report

        The Treasurer shall:

collect all fees and have charge of all monies

disburse the funds by order of the Executive Committee and obtain receipts for all cheques sent

present a detailed monthly statement to the Executive Committee and a detailed statement to each General Meeting

prepare records for financial review

present financial report to the Annual Meeting

The Public Relations Co-ordinator shall:

publicize the work of the Friends as requested by the Executive Committee

arrange for printing and distribution of the newsletter, after consultation with the Chair and the Secretary

 

The Fundraising Co-ordinator shall:

receive and consider suggestions regarding possible fundraising events

bring suggestions to the membership for approval as a fundraiser

co-ordinate approved fundraising events

be responsible for funds for designated events and keep an accurate financial record of these funds

present the proceeds of all fund-raising activities to the Treasurer in a timely fashion

All Members of the Executive Committee shall:

maintain accurate records for presentation to his/her successor

A minimum of four (4) members of the Executive Committee shall form a quorum.

Section III – Election of Officers

A Nominating Committee shall be formed at the June Executive Committee meeting.

The Nominating Committee shall be composed of the Past Chair and three (3) members from the general membership. One member of the Nominating Committee will be appointed Chair and shall circulate a proposed slate of officers to the membership six (6) weeks prior to the Annual Meeting.

Any further nominations must be sent in writing to the Nominating Committee no later than four (4) weeks prior to the Annual Meeting and must be verified.

Nominations will also be accepted from the floor of the Annual Meeting provided the nominee is present or has provided the nominator with written permission to put forward his/her name.

All nominees must be members in good standing with the Friends.

No member of the Executive Committee may be elected to the same office for more than two (2) consecutive years without approval of the General Membership.

The election of the Executive Committee shall be held at the Annual Meeting and shall be by acclamation or secret ballot depending upon the number of candidates for each particular position.

Vacancies occurring in the Executive Committee shall be filled by appointment by the Executive Committee for the remainder of the term.

Sub-committees will be appointed as required by the Executive Committee and will report to the appropriate Executive member(s).

The members of the Friends shall hold a minimum of four (4) General Meetings during the year. Such meetings shall be held quarterly, in September, December, March and June.

The General Meeting called for September shall be designated as the Annual General Meeting. It shall be held for the purpose of electing officers, receiving reports from the officers and committees, approving the Annual Financial Plan and for any other business that may arise. A quorum for the Annual General Meeting shall consist of two-thirds (2/3) of the general membership. Should a quorum not be present at the Annual General Meeting, all motions shall be ratified at the next General Meeting.

An extraordinary meeting of the general membership may be called at the written request of five (5) members in good standing.

The Executive Committee shall meet at the call of the Chair.

Section I – Fiscal Year

The fiscal year shall begin September 1 and end August 31.

Section II – Annual Financial Plan

The Executive Committee shall prepare an Annual Financial Plan for approval at the Annual General Meeting.

Section III - Disbursement

Funds generated by the Friends of the Library shall be used solely for the betterment of the Library and its activities.

All such expenditures must be approved by a committee consisting of the CEO, one member of the Board and the Executive Committee of the Friends.

Funds may also be used for the regular expenses of the Friends as approved in the Annual Financial Plan.

All cheques issued or accepted by the Friends shall be signed by two (2) of the following:

Chair

Treasurer

Vice-Chair

All expenses over one hundred dollars ($100), not included in the Annual Financial Plan, shall be approved by the general membership.

One member who is not a member of the Executive and one person who is not a member of the Friends group shall be appointed to review the financial records and report to the membership at the December Meeting.

In all matters not provided for by these by-laws "Roberts Rules of Order – Newly Revised" shall be the parliamentary authority for the Friends.

The Constitution and By-Laws may be amended by a two-thirds (2/3) majority vote of members present at any General Meeting or Annual Meeting.

A written copy of the proposed amendment, signed by two members, must be submitted to the Executive Committee for due consideration. Any such proposed amendment must then be approved by a majority of the members of the Executive Committee prior to presentation to the Friends membership.

Following approval by the Executive Committee, the Secretary or designate will circulate the proposed amendment to the entire membership two (2) weeks prior to the meeting at which the proposed amendment is to be presented.