Bylaws for the Friends of the J. K. Boyer
Boyertown Community Library
ARTICLE I: MEMBERSHIP
Membership in the Friends of the J. K. Boyer Boyertown Community Library (the “Friends”) shall be open
to anyone interested in supporting its purposes. Each membership shall be entitled to one vote at official
meetings of the organization. Membership categories, dues, and objectives are as specified in the
Friends Membership Application Form.
ARTICLE II: OFFICERS AND EXECUTIVE BOARD
A. The Executive Board shall be comprised of the elected officers of the organization and the appointed
chairpersons of the standing committees.
B. The officers of the organization shall be elected by and from the membership of the Friends at the
Annual Meeting and shall consist of a President, Vice-President, Secretary, and Treasurer. Officers
shall assume office immediately upon election.
C. The term of office of officers shall be for one (1) year, except that any officer shall serve until his/her
successor has been elected or appointed. No officer shall serve more than two (2) consecutive
terms.
D. The President, with the advice and consent of the Executive Board, shall appoint a member of the
organization to fill any vacancy on the Executive Board. The appointed person shall serve until the
next Annual Meeting.
E. Immediately upon leaving office, all officers shall deliver to his/her successor all records and property
in his/her possession or under his/her control that belong to the organization. In the absence of such
successor, he/she shall deliver the same to the President.
ARTICLE III: DUTIES OF OFFICERS
A. The President shall:
1. Preside at all meetings.
2. Appoint all committee chairpersons.
3. Represent the organization before other organizations or associations, or delegate a
representative.
4. Be an ex-officio member of all committees except the nominating committee.
5. Prepare an annual report to include information on the activities of the past year for the
Annual Meeting.
6. Act as a liaison between the Friends organization and the J. K. Boyer Boyertown Community
Library (the “Library”) and its Board of Trustees, or delegate a representative.
B. The Vice-President shall:
1. Preside at meetings and perform the duties of the President in the absence of the President.
2. Serve as chairman of any standing committee as designated by the President.
C. The Secretary shall:
1. Keep the minutes of all official meetings of the Friends and make them available to the
Friends, to the Library Board of Trustees, and to the Library Director.
2. Post notice in the library of the organization’s meetings.
3. Assist the President in conducting the organization’s correspondence.
4. Maintain membership rolls, files, and historical records of the organization.
5. Perform other duties as are customary of the office of Secretary, including mailing of
membership renewals.
D. The Treasurer shall:
1. Be the chief financial officer of the Friends, a Pennsylvania non-profit organization.
2. Make written financial reports at regular meetings and at the organization’s Annual Meeting.
3. Keep an account of all money received and spent by the organization. Deposit all receipts in
the designated financial institution.
4. Pay all bills and make disbursements as approved by the membership.
5. Collect all dues and any other monies due to the Friends and maintain a current list of paid
members. Provide that list to the Secretary.
The Friends of the J. K. Boyer Boyertown Community Library
Bylaws Adopted as Amended at the Annual Meeting March 17, 2003
6. Advise, via the President’s liaison, the Library Board of Trustees of the Friends’ financial
records for the Trustees direct oversight in ensuring that the Friends organization is in
compliance with any Library rules and regulations that may pertain to the Friends
organization.
7. Keep all books, records, financial documents, and property of the Friends in a secure location
approved by the Executive Board.
8. Obtain an external, certified audit of all Treasurer’s accounts annually and as otherwise may
be deemed necessary as determined by the Executive Board.
ARTICLE IV: MEETINGS
A. The regular meetings shall be held throughout the year on the third Monday of odd numbered
months.
B. The Annual Meeting shall be held in March. Notice of such meeting shall be posted in the library at
least two (2) weeks prior to the meeting, and it shall be open to the public.
C. Special meetings may be called by the President. Special meetings may also be called by the
Secretary on the written request of no fewer than three (3) active members of the Friends. Notice of
time, place, and purpose of special meetings shall be posted in the library at least three (3) days prior
to the meeting.
D. A majority of the members present shall constitute a quorum for the transaction of organizational
business at all official meetings of the Friends.
E. Either the President or the Vice-President shall be present at all meetings.
ARTICLE V: AMENDMENTS
The Bylaws may be amended at any Annual Meeting by a majority of the members present.
ARTICLE VI: FINANCES
A. Monies may be received from membership dues and projects and shall be used to further the
purposes of this organization.
B. All funds of the organization shall be deposited in the designated financial institution and credited to
the Friends.
C. Expenditures from these funds shall be approved by a majority of members present at a meeting,
except that the Treasurer shall be given check-signing authority up to <see hardcopy for actual
amount> for organizational bills and expenses. Amounts that exceed <see hardcopy for actual
amount> shall require the signature of both the President and the Treasurer.
D. The fiscal year shall be from January 1 to December 31 of each year.
E. No funds of the organization shall be used for the benefit of, nor be distributed to its members or
officers, except that the organization shall be empowered to pay reasonable compensation for
services rendered and to reimburse necessary expenses incurred on behalf of the organization when
authorized by the Executive Board.
ARTICLE VII: DUES STRUCTURE
Dues shall be payable annually, and any changes in the amounts thereof shall be proposed by the
Executive Board and ratified by the membership at the Annual Meeting.
ARTICLE VIII: PARLIAMENTARY AUTHORITY
All meetings shall be conducted according to the most recent edition of Robert’s Rules of Order, except
when such rules are in conflict with these Bylaws.
ARTICLE IX: DISSOLUTION
Upon dissolution of the organization, the Executive Board, after paying or making provisions for the
payment of any liabilities and obligations of the organization, shall transfer all remaining assets of the
organization to the Library. If the Library no longer exists or is unable or unwilling to receive the assets,
the remaining assets shall be distributed to an organization which, at the time, qualifies as an exempt
organization under Section 501(c)(3) of the Internal Revenue Code, or to a governmental unit for a public
purpose.
The Friends of the J. K. Boyer Boyertown Community Library
Bylaws Adopted as Amended at the Annual Meeting March 17, 2003