FRIENDS OF THE SANTA MARGARITA LIBRARY BYLAWS

ARTICLE I: NAME

The name of this association shall be Friends of the Santa Margarita Library.

ARTICLE II: PURPOSE

The purpose of this association shall be to maintain an association of persons interested in books and libraries; to focus attention on library services, facilities, and needs; and to stimulate gifts of books, magazines, desirable collections, endowments, and bequests.

ARTICLE III: LIMITATIONS

Any property, monies, or other items of value belonging to this association or hereafter acquired is and shall be irrevocably dedicated to the herein described purposes, and no individual shall be entitled at any time, including dissolution, to receive any benefits from the property or accounts of the association.  In the event of dissolution or the impossibility of performing the purposes herein described, the assets will be distributed to an organization which is exempt under Section 23701D of the California Revenue and Taxation Code, or Section 501(c)(3) of the Internal Revenue Code.

ARTICLE IV: MEMBERSHIP & DUES

SECTION 1. Membership in this association shall be open to all individuals in sympathy with its purposes, and to organizations and clubs when representation in the association is desired, in which case dues shall be paid by the organization.

SECTION 2. The annual dues shall be as determined by the Board of Directors.

SECTION 3. Each organization and individual shall be entitled to one vote.

SECTION 4. The fiscal year shall start July 1 and end June 30.

ARTICLE V: OFFICERS & COMMITTEES

SECTION 1. The Board of Directors shall consist of the Officers and no less than two and no more than four* Members-at- Large and shall serve as the governing body of this association.

                  Section 1.1. Board President Job Description

1.      Is a member of the Board.

2.     Serves as the Chief Volunteer of the association.

3.     Is a partner with the chief Librarian in achieving the association’s mission.

4.     Provides leadership with the Board of Directors as they set policy, and to whom the Librarian is accountable.

5.     Chairs meetings of the Board after developing the agenda with the Librarian and other Board members.

6.     Encourages Board’s role in strategic planning.

7.     Appoints the chairpersons of committees, in consultation with other Board members.

8.     Serves ex officio as a member of committees and attends their meetings when invited.

9.     Discusses issues confronting the association with the Librarian.

10.  Helps guide and mediate Board actions with respect to associational priorities and governance concerns.

11.   Monitors financial planning and financial reports.

12.  Supports fundraising activities.

      13.  Evaluates annually the performance of the association in achieving its mission.

      Section 1.2. Board Secretary Job Description

1.     Is a member of the Board.

2.     Maintains records of the Board and ensures effective management of the association’s records.

3.     Manages minutes of Board meetings.

4.     Ensures minutes are distributed to members shortly after each meeting.

5.     Is sufficiently familiar with legal documents (by-laws, letters, etc.) to note applicability during meetings.

Section 1.3. Board Treasurer Job Description

1.     Is a member of the Board.

2.     Manages the finances of the association.

3.     Maintains financial records and prepares reports for Board meetings.

4.     Administrates fiscal matters of the association.

5.     Provides annual budget to the Board for members’ approval.

6.     Ensures development and Board review of financial policies and procedures.

Section 1.4. General Board Member Job Description

1.     Is a member of the Board.

2.     Regularly attends Board meetings and important related meetings.

3.     Makes serious commitment to participate actively in committee work.

4.     Volunteers for and willingly accepts assignments and completes them thoroughly and on time.

5.     Stays informed about committee matters, prepares themselves well for meetings and reviews and comments on minutes and reports.

6.     Gets to know other committee members and builds a collegial working relationship that contributes to consensus.

7.     Is an active participant in the committee’s annual evaluation and planning efforts.

8.     Supports fundraising for the association.

SECTION 2. The Officers shall be President, Secretary, and Treasurer.  They shall be elected by the general membership at          the  annual meeting.  The terms of office shall be one year.  The President shall be ex-officio member of the Board the year following.

Section 2.1. Nomination for the Board of Directors positions will open six weeks before the annual meeting is held.  Nominations will close two weeks before the annual meeting.  All members of Friends of Santa Margarita Library will be notified via the Spring newsletter of the election and when the nominations will close. No write-in candidates at the annual meeting will be allowed.

Section 2.2. The election will be completed by secret ballot at the beginning of the annual meeting.

Section 2.3. If there is only one person nominated for a particular position, then no election need take place for that position.  The board shall declare that person elected at the annual meeting.

Section 2.4. Terms of office shall begin at the first Board of Directors meeting in the fiscal year. New directors shall be trained in the duties of their position by the outgoing board member(s) before beginning the new term.

SECTION 3. The Board of Directors shall meet at the call of the President or by petition of three or more Board members.  The Board shall meet not fewer than four times each fiscal year.  A majority of this Board shall constitute a quorum for the transaction of business.

SECTION 4. Special committees as may be necessary from time to time shall be appointed by the President, subject to the approval of the Board.

      SECTION 5. The President shall be an ex-officio member of all committees, with the exception of the Nominating Committee.

SECTION 6. The Nominating Committee Chair shall be a member of the Board. The members shall be appointed by the previous Nominating Committee and be approved by the Board of Directors at its first meeting after each annual meeting.  This Committee will propose candidates to the Board to fill vacancies to complete unexpired terms as they may occur and shall present to the membership nominations for Officers and Members-at-Large at the following annual meeting.

ARTICLE VI: MEETINGS

SECTION 1. The association shall hold its annual meeting on a date selected from April through June for the purpose of electing Officers, Members-at-Large, and Chairs of the Standing Committees; to receive various reports and to transact any other business.  A written notice shall be sent to members two weeks prior to the meeting.

SECTION 2. Special meetings may be held as directed by the President.  A written notice shall be sent to members two weeks prior to the meeting.

SECTION 3. At the annual meeting, a majority of those present is sufficient to transact business, except for the purpose of adopting amendments to the bylaws.

ARTICLE VII: AMENDMENTS

The bylaws may be amended at any regular or special meeting of the association by two-thirds majority of the members present.  However, the intention to amend bylaws must be given by written notice to the members two weeks prior to the meeting at which they are to be presents for consideration.

ARTICLE VIII: FUNDS

SECTION 1. Adequate books of accounts shall be maintained by the Treasurer who shall be responsible therefore.

SECTION 2. No funds or properties shall be disbursed without written authority of the President and the Treasurer.

SECTION 3. The Board shall appoint an auditor, not an Officer, to audit the Treasurer’s books prior to the annual meeting.

ARTICLE IX: PARLIAMENTARY AUTHORITY

All meetings shall be conducted according to Robert’s Rules of Order Revised, except when in conflict with the bylaws of this association or with the laws of the State of California.