THE FRIENDS OF THE XXXXX LIBRARY SOCIETY
BYLAWS
Library Name
Library Address
Library Telephone Number
CONSTITUTION AND BYLAWS
OF THE
FRIENDS OF THE XXX LIBRARY SOCIETY
PURPOSES AND OBJECTS OF FRIENDS OF THE XXX LIBRARY SOCIETY
To provide books, digital, or audio-visual materials, computers, equipment and furnishings to the
XXXX Library.
ARTICLE I - NAME
The name of the organization shall be FRIENDS OF THE XXX LIBRARY SOCIETY, which
shall be referred to as “the Friends”.
ARTICLE II - DEFINITIONS
The XXX Public Library Board shall be referred to as “the Board”.
The Library Manager of the XXX Public Library shall be referred to as “the Librarian”.
ARTICLE III - MEMBERSHIPS AND DUES
1. Membership in The Friends shall be open to all persons interested in the Library.
2. Each membership shall be entitled to one vote.
3. The membership shall have the option to sponsor a Junior Friends Group involving
young people up to the age of consent.
4. Dues are payable on or before the annual meeting. The membership year shall be from
September of one year to September of the following year. The dues rates may be
changed at any annual meeting.
5. Annual membership dues shall be $1.00 per person.
6. Any member wishing to withdraw from membership may do so upon a notice in writing
to the Executive Board through the Secretary.
7. Any member, upon a two-thirds vote of all members in good standing, may be expelled
from membership for any cause which the Friends may deem reasonable.
ARTICLE IV - OFFICERS AND EXECUTIVE BOARD
The officers shall be President, Vice-President, Treasurer, and Secretary.
The Executive Board shall include: all society officers, and the immediate Past President.
Officers shall be elected at the Annual General Meeting.
1. Officers shall be elected by a majority of those members present.
a) Officers shall be nominated by a nominating committee selected by the President or
nominated from the floor.
b) Officers shall be elected for the term of one (1) year.
2. Committees shall consist of Committees of the Whole.
3. Any Officer or Member of the Executive Board, upon a two-thirds vote of all members in
good standing, may be expelled from office for any cause which the Friends may deem
reasonable.
ARTICLE V - DUTIES OF OFFICERS
1. The President shall:
a)
b)
c)
d)
Preside at all meetings
Be the liaison between the friends and the librarian and the friends and the board
Have signing authority
Represent the friends before any group requesting the presence of the friends or delegate
a representative
e) Prepare and present an annual report to the membership
2. The Vice-President shall, in the absence of the President:
a) Preside at meetings
b) Perform the other duties of the President
3. The Treasurer shall:
a)
b)
c)
d)
e)
Keep and maintain the financial records of the Friends
Deposit monies received to the Bank designated by the Friends
Make all authorized disbursements
Have signing authority
Ensure an annual review is performed by two (2) members of the Friends in good
standing prior to the annual general meeting
f)
Prepare and present an annual fiscal report to the membership
4. The Secretary shall:
a)
b)
c)
d)
e)
Keep the minutes of all executive and general meetings
Keep a list of the membership complete with addresses and telephone numbers
Conduct the correspondence of the friends as directed by the president
Maintain the records of the friends
Have signing authority
5. The Past President shall:
a) Attend executive and general meetings in an advisory capacity to the current elected
executive
No remuneration shall be paid to members of the Executive Board; however, upon the approval
of the executive quorum, officers may be reimbursed for reasonable expenses incurred in
carrying out their duties as executive members.
ARTICLE VI - MEETINGS
1. A general membership meeting shall be held during a calendar year.
a. An annual general meeting shall be held during the month of September and shall
include, but not be restricted to, as agenda items:
i. an activity update presented by the President or delegate.
ii. a reviewed financial statement presented by the Treasurer to the yearend
of August 31.
iii. a proposed annual budget for the period September of the current year
through to August of the following year.
iv. election of officers
b. A special general meeting may be called by the President. The meeting shall deal only
with matters for which the meeting was called. The notice of the meeting must state the
reason for the meeting.
c. A quorum at general membership meetings shall be twenty per cent (20%) of paid
membership.
d. Members shall be notified of general membership meetings in writing (mailed or emailed) to each member at least (2) weeks in advance of meeting date.
e. All general membership meetings shall be open to the public. General notification to be
made through such avenues as community calendars, posted notices and the Town web
site.
2. The Executive Board meetings shall be held bi-monthly or as called by the President.
a. The months of July and August may be excepted upon the decision of the Executive
Board at the meeting immediately preceding the first of July.
b. Between each general membership meeting, the Executive Board has the governance of
the Friends. It will receive reports as deemed appropriate from the Secretary, Treasurer,
Vice-President, President or other persons. The Executive Board will decide and act upon
such matters as it deems to be in the general interest of the Friends.
c. A majority of executive officers shall constitute a quorum.
ARTICLE VII - PUBLIC RELATIONS
All projects and fund raising appeals must have full knowledge and approval of the Board and
Librarian.
Information/inquires of Friends activities shall be presented by the President or delegate to the
Board at regular or specially called Board meetings.
Board information/requests concerning the Friends shall be presented to the Friends.
Public relations work by the Friends on behalf of the Library shall be coordinated through the
Librarian and the Board.
ARTICLE VIII - FINANCES
1. Monies received from memberships, projects, gifts and materials shall be used to further
the purpose of this organization in support of the Library to the benefit of the general
public.
2. All expenditures shall be approved the Executive Board.
3. The fiscal year shall be from September 1of one year to August 31 of the following year.
4. All cheques will be signed by two (2) of the following officers: President, Treasurer, and
Secretary.
5. Payment for capital items purchased on behalf of the Library by the Friends shall be paid
directly by the Friends.
6. In order to carry out the Purpose, the Friends may borrow, raise, or secure the payment of
money in such manner as it thinks fit. This power shall be exercised only by a special
resolution of the Friends.
7. The books, accounts, and records of the Friends shall be reviewed each year by two (2)
members of the Friends in good standing selected for that purpose at the annual general
meeting. A complete and proper financial statement for the previous year shall be
submitted by the Treasurer at the annual general meeting of the Friends.
8. The books and records of the Friends may be inspected by any member of the Friends at
the annual general meeting or at any time by giving reasonable notice and arranging a
time satisfactory to the Treasurer. Each member of the Executive Board shall at all times
have access to such books and records.
ARTICLE IX - AMENDMENTS
1. These Bylaws shall not be altered, amended, varied or added to except by Special
Resolution of the members.
2. Such Special Resolution of the members shall be submitted in writing to the Executive
Board one (1) month prior to a general membership meeting at which meeting the notice
shall be discussed and given consideration.
a. Such notice shall detail the alternation, amendment, variation or addition and shall
be signed by the member present such motion.
b. Members shall be notified in writing (mail or e-mail) of the Notice of Motion two
(2) weeks prior to the general membership meeting.
ARTICLE X - DISSOLUTION
Upon dissolution of the Friends, after satisfaction of all liabilities, including costs of dissolution,
any assets of the Friends shall become available to the Library.
ARTICLE XI - INCORPORATION
The Friends of the XXX Library is seeking Incorporation under the Alberta Societies Act. The
Friends of the XXX Library do not possess a corporate seal.
***
A copy of these bylaws and/or amendments shall be filed with the Library after presentation to
the Board.
Certified to be a true and correct copy of the Bylaws of the Friends of the XXX Library Society
presented by the Executive Board and approved by the General Membership at the ___ day of
_____________, 20___.
First Reading:____________________
Second Reading:__________________
Third Reading:___________________
___________________________
__________________________
President
Vice-President