Bylaws of the Friends of the Library

I. Name

The name of the organization shall be the Friends of the UT Arlington Library, hereinafter sometimes referred to as the Friends.



II. Purpose

Section 1. Mission.

The purpose of the Friends is to foster community awareness, support and enrichment of the resources and services of the UT Arlington Library, and provide a forum for sharing interest and enthusiasm for the world of letters.


Section 2. Objectives.

The Friends shall aid the UT Arlington Library in building collections, automating services, and enhancing outreach programs in order to serve the needs of UT Arlington, its scholarly community, and the public at large and shall, in coordination with the Dean of the Library, pursue the following objectives:

a. Stimulate interest in and focus attention on the needs of the Library, including acquisition of and preservation of books, manuscripts, special collections and other materials, and

b. Solicit financial support and encourage donation of collections to enrich and strengthen the holdings of the Library and to promote the exhibition of special collections.



III. Membership

Section 1. Composition

Membership shall be open to any person interested in the purpose of the organization upon payment of dues.


Section 2. Classification and Privileges

The classes of membership and library privileges shall be in accordance with dues categories of financial support designated by the Advisory Council for the following: Students, Friends, Patrons, Benefactors, Library Circle, Life, 1895 Society, and Corporate Partners. In addition, honorary membership may be conferred by the organization upon recommendation of the Advisory Council. Each dues paid member shall be entitled to one vote on any matter presented for membership decision and shall be eligible to serve on the Advisory Council and to hold office.



IV. Officers and Executive Committee

Section 1. Composition and Powers

The elected officers of the organization shall be President, First Vice-President, Second Vice-President, Secretary, and Treasurer who shall perform the duties prescribed by these bylaws and by the parliamentary authority herein adopted. The elected officers and the Past President appointed as Parliamentarian shall constitute the Executive Committee who shall have the authority to act on behalf of the Advisory Council between meetings. Any action taken by this committee shall be submitted for ratification at the next meeting of the Council. A majority of the elected officers shall constitute a quorum.


Section 2. Nomination and Election

A Nominating Committee shall be appointed by the President prior to the Annual Meeting who shall perform the duties prescribed by these bylaws. The election of officers shall be conducted at the annual meeting, and nominations shall be permitted from the floor in accordance with parliamentary procedure. Officers shall be elected for one year terms by a majority voice vote except in the unusual necessity of a vote by mail which may be authorized by the Advisory Council who shall specify the process for this alternative.


Section 3. Terms and Vacancies

Officers shall assume their duties at the beginning of the fiscal year and shall serve for a term of one (1) year or until their successors are elected and installed. Members shall not be eligible to serve more than two (2) consecutive terms in the same office. In the event of a vacancy in office, the Advisory Council shall appoint one of its members to fill the position for the remainder of the unexpired term.


Section 4. Duties

a. President: The President shall preside at all meetings of the general membership, the Advisory Council, and the Executive Committee. (S)He shall perform all duties pertaining to the office, appoint members of committees, and serve as a non-voting ex-officio member of all committees except the Nominating Committee.

b. First Vice-President, Membership: The First Vice-President shall serve as President-Elect and shall assist the President, assuming the duties of President in his/her absence. (S)He shall serve as Chair of the Membership Recruitment Committee and shall, in cooperation with library staff, maintain a current list of members.

c. Second Vice-President, Programs: The Second Vice-President shall serve as Chair of the Program Committee and shall, in cooperation with library staff, coordinate speakers and events approved by the Advisory Council.

d. Secretary, Public Relations: The Secretary shall, in coordination with library staff, maintain a record of the business transacted by the organization, notify members of the time and place of meetings and events, and conduct such correspondence as may be required and shall serve as Chair of the Public Relations Committee.

e. Treasurer, Development: The Treasurer shall, in cooperation with library staff, be responsible for funds and financial records and reports of the organization. (S)He shall notify members of financial obligations in arrears, acknowledge money and gifts received and shall serve as Chair of the Development Committee.

f. Past President, Parliamentarian: The Past President shall advise the President of parliamentary procedure and shall serve as a member of the Executive Committee.



V. Meetings

Section 1: Regular and Special Meetings

A minimum of four (4) regular informational meetings or events of the organization shall be held as called by the Advisory Council who shall make provision for notice to the membership of the time and place prior to the activity. Special meetings may be called by the President or the Advisory Council.


Section 2: Annual Meeting

The last meeting of the fiscal year shall be known as the Annual Meeting for the purpose of electing officers and Advisory Council members, receiving annual reports, and transacting other such business as may properly come before the membership.


Section 3: Quorum.

One-tenth (1/10) of the members shall constitute a quorum for the transaction of business at any meeting of the general membership.



VI. Advisory Council

Section 1. Personnel

The Advisory Council shall be composed of the elected officers, the Past President, and up to twelve (12) members-at-large. Council members shall serve rotating two‑year terms with approximately one-half (1/2) of the positions elected annually from a slate of candidates prepared by the Nominating Committee and elected and installed in accordance with procedures as outlined for officers of the organization. Council members shall not be eligible to serve more than three (3) consecutive terms. In the event of a vacancy, the Executive Committee may appoint a member to fill the position for the remainder of the unexpired term.


Section 2. Powers

The Advisory Council shall have general supervision of the affairs of the organization. They shall fix the hour and place of meetings, make recommendations to the Dean of the Library, and perform other such duties as specified in these bylaws and in harmony with the mission and objectives of the Friends and the UT Arlington Library.  One‑half (1/2) of the members shall constitute a quorum.



VII. Committees

Section 1. Standing Committees

Standing committees constituted to perform the continuing functions of the Friends shall be as follows:

a. Development: The function of this committee shall be to work with library staff to prepare and oversee the organization's annual budget and actively promote and coordinate the organization's fund development and solicitation activities approved by the Advisory Council.

b. Membership Recruitment: The function of this committee shall be to recruit new members and facilitate membership growth in all classes of membership.

c. Program: The function of this committee shall be to compile and maintain a current listing of program resources and coordinate speakers and events approved by the Advisory Council.

d. Public Relations: The function of this committee shall be to build good public relations for the organization, making use of appropriate media to publicize the mission, programs and events of the Friends and foster support and understanding of the Library's resources and needs.


Section 2. Nominating Committee

A Nominating Committee shall be appointed by the President prior to the Annual Meeting and shall be composed of four members as follows: two (2) from the Advisory Council, one (1) from the general membership, and one (1) staff liaison designated by the Dean of the Library. The function of this committee shall be to prepare a proposed slate of candidates for the Advisory Council and the elected offices of the organization which shall be presented for consideration of the membership at the Annual Meeting.


Section 3. Special Committees

Special committees may be appointed by the President who shall designate the terms and duties of each with the approval of the Advisory Council.



VIII. Parliamentary Authority

The most current version of Robert's Rules of Order Newly Revised shall be the parliamentary authority on all matters of procedure not specifically covered by the bylaws or additional rules, policies, and procedures that may be adopted by the organization.



IX. Amendments

These bylaws may be amended at any properly called meeting of the Advisory Council by a two-thirds (2/3) vote, provided that the proposed amendment has been submitted in writing to the Council at least two weeks prior to the meeting.





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