TOWN OF ESOPUS LIBRARY

FRIENDS OF THE LIBRARY

CONSTITUTION OF THE FRIENDS OF THE TOWN OF ESOPUS LIBRARY
Approved by the Membership March 2004

ARTICLE I – NAME
The name of this association shall be: THE FRIENDS OF THE TOWN OF ESOPUS LIBRARY, henceforth referred to as the Friends Group.

ARTICLE II – PURPOSE
The purpose of this association shall be to support and cooperate with the Board of Trustees, Library Director, Staff, and Library Volunteers.

• A. To stimulate increased community awareness and resulting use of the Library.
• B. To communicate the needs of the community to the Library staff and trustees.
• C. To engage in fund raising efforts to meet specific needs of the Library and provide additional financial support enhancing library funded programs.
• D. To sponsor and/or support Library and community activities.
• E. To promote special Library programs and events.
• F. To encourage volunteer participation in Library activities.

ARTICLE III - MEMBERSHIP
All persons who are interested in promoting the purposes of this association are eligible for membership.

• A. Membership is open to all, regardless of age or place of residence. The organization operates in cooperation with the Town of Esopus Library Board of Trustees and the staff of the Library.
• B. Funds raised by the Friends shall be used to purchase specific needs of the Library or donated to the library for its use, excepting some funds to be used for expenses of the group. Friends activities shall be funded through the use of annual membership dues or, if needed, by the use of donations to the Friends, book sale receipts, or other funds earned by the group.
• C. DUES – Dues shall be payable annually on the first day of October, and will cover the administrative costs for the association as well as memberships in State and National Friends of Library organizations.
• D. TYPES OF MEMBERSHIP
  • Junior Friends FREE
  • 1. Individual (active) Member $10.00
  • 2. Family 15.00
  • 3. Patron Member 25.00
  • 4. Benefriend 100.00 and up
• E. VOTING - Each adult member in good standing is entitled to one vote on all business matters at a regular meeting.
• F. A member is in good standing when the current year’s membership fee is paid. A member will be removed from the mailing list when their membership dues are two (2) years in arrears.

ARTICLE IV – OFFICERS
The officers of the association shall be a Chairman, Secretary and Treasurer.

• A. Nominations – A slate of officers of this association shall be presented by the nominating committee to the general membership at the(October) September meeting.
• B. Elections – Officers shall be elected by a majority vote of those present at the Annual meeting to be held in October.
  
• C. Term of Office – The term of office shall be for one year, and shall begin immediately following the Annual meeting.
  
  • 2. Vacancies shall be filled by appointment of the Executive Committee to serve until the next regular election.
• D. Duties of Officers
  
  • 1. Chairman shall:
    • • Preside at all meetings
    • • Ensure that officers and members perform their duties.
    • • Appoint committees in consultation with the Executive Committee and be an EX-OFFICIO member of
    • • Be chairman of the Executive Committee and preside at all meetings of this committee.
    • • (The immediate Past Chairman shall be a member of the Executive Committee if he/she desires in an advisory capacity.)
  • 2. Secretary shall:
    • • Record the minutes of the general membership and Executive Committee meetings.
    • • Attend to the official correspondence of the association
  • 3. Treasurer shall:
    • • Receive and keep account of all monies.
    • • Prepare a Treasurer’s Report for all meetings and year-end accounting including preparing necessary Tax forms.
    • • Deposit monies in the association’s bank account
    • • Write checks as authorized by Executive Committee.
    
    
• E. Resignation of Officer(s) • Shall be made to the Executive committee in writing 15 days prior to their next scheduled meeting.• Then the position shall be considered open and a successor appointed in accordance with this constitution.

ARTICLE V – MEETINGS
The Friends general membership will meet on the during the months of March, May, October and November.
The Executive Committee will meet additionally during the months of April, August, September, and November or as deemed necessary by the Chairman of the Friends.
The Annual Meeting will be held in October.

ARTICLE VI – LIAISON WITH BOARD OF TRUSTEES
One member in good standing shall be appointed by the Executive Committee as Friend’s representative to the Board of Trustees, and shall present a Friend’s report at the Board meetings and prepare a Board report to present to the Friends Group at the next meeting. The Friends Liaison to the Board will be a member of the Executive Committee.

ARTICLE VII – COMMITTEES
The committees of this association shall be comprised of the Executive Committee and Special Committees.

• A. THE EXECUTIVE COMMITTEE shall consist of the three officers and the Membership Chair, Book Sale Manager, Book Cellar Manager, and Friends Liaison to the Board of Trustees. This committee to maintain seven (7) members, if a vacancy occurs a substitute shall be appointed from the general membership. The Executive Committee shall have general supervision and control of all the activities of the Friends. A quorum at an executive meeting shall be a simple majority of those in attendance.
  
• B. STANDING COMMITTEES
  • 1. The MEMBERSHIP COMMITTEE shall have a chair who is responsible for :
    
    • • Maintaining Membership list, together with their addresses and dues record
    • • Receive new membership applications
    • • Notify members of the time and place of meetings
    • • The annual membership drive to be held in October. The duties to include: recruit and appoint an honorary chair, prepare and send the Friend’s membership letter for renewal of current members and recruitment of new members.
  • 2. The BOOK SALE COMMITTEE shall have a manager to oversee
    
    • • sorting, storing and disposal of library discards and donations of books, tapes and videos.
    • • recruit and organize the book sale volunteers
    • • chair the book sale events
    • • promote online sales.
  • 3. The BOOK CELLAR COMMITTEE shall have a manager to oversee
    • • stocking and sorting the materials for sale in the Book Cellar
    • • to prepare all promotional materials,
    • • to maintain order and cleanliness of that area
    • • to advise staff of any changes or special events that may occur.
  • 4. The NOMINATING COMMITTEE is a temporary committee, appointed in August, responsible to choose a slate of proposed candidates for the offices of Chairman, Secretary, and Treasurer to be presented for election at the October annual meeting.
  
  
• C. AD HOC COMMITTEES
  • 2. The VIDEO COMMITTEE is a temporary committee responsible for producing videotapes for public airing. The committee will produce the Library Show, a public access cablevision show. A committee member will meet the criteria to hold the access key for station equipment for the Public Access Commission, prepare a mission statement, maintain all records pertaining to the general format and content of the shows and report to the Executive Committee. The Chair of this committee will be appointed by that committee and approved by the Executive Committee. The Friends will assume financial responsibility for the production of the Library Show and expenditures will be approved by the Executive Committee.
  • 3. Other AD-HOC COMMITTEES will be appointed by the Executive Committee as needed to carry out specific projects of the organization.

ARTICLE VIII – AMENDMENTS
Amendments to the Friends of the Town of Esopus Library Constitution shall be approved by the Executive Committee, voted upon by the membership and approved by a 2/3 (two-thirds) vote of those present.

ARTICLE IX – DISSOLUTION
If for any reason, the organization is dissolved, custodianship of all assets shall revert to the Town of Esopus Library. Dissolution of the organization shall commence:

• • A proposal by the Executive Committee
• • Written notice to the general membership with a thirty (30) day notice of a meeting to vote upon dissolution. Votes in writing will be accepted by members in good standing.
• • Upon a vote for dissolution, the Chairman and Treasurer will notify the IRS to dissolve the 501C3.
• • Upon payment of all fees and debts occurred by the organization, the Treasurer will turn over any monies to the Town of Esopus Library.