Constitution and Bylaws

Constitution of The Friends of the Allen Public Library

Article I – Name

The name of the organization shall be Friends of the Allen Public Library.

Article II – Purpose

The Friends of the Allen Public Library is an all-volunteer, non-profit organization dedicated to supporting the Allen Public Library by providing funds and programs that would not otherwise be possible.

Article III – Members

Any person interested in the welfare of the Allen Public Library may become a member upon paying the dues specified in the By-Laws and by filing a completed application card at the library.

Article IV – Officers And Their Election

  1. Section I
    – The officers shall be a President, a Vice President, a Secretary and a Treasurer.
  2. Section II
    – The officers shall be nominated by a committee to be chosen by the Executive Board. Nominations for office may be made from the floor provided the consent of the person nominated has been obtained before the nomination is made.
  3. Section III
    – The officers shall be elected at the Annual Meeting for a term of two years.
  4. Section IV
    – The election shall be by ballot unless there is only one nominee for the office, then the election may be by voice.
  5. Section V
    – A majority vote of those members present and voting shall be necessary for the election of any nominee.
  6. Section VI
    – No officer shall hold more than one elective office at the same time, nor shall any officer serve more than two consecutive terms in the same office.
  7. Section VII
    – The term of officers elected shall begin following the April election.
  8. Section VIII
    – Special meetings shall be held at the call of the President or upon the written request of ten percent of members or upon the request of the Executive Board, provided a notice is given fifteen days previously.
  9. Section IX
    – Notice of all meetings shall be published in the local paper and posted in the Allen Public Library.

Article V – Duties of Committees

Each committee shall perform all the usual acts and duties pertaining to and suggested by the name of the committee to promote the object of the organization.

Article VI – Quorum

A quorum shall consist of the members present at any meeting that has been announced at least three days in advance, and providing that at least two general officers are present.  Two general officers and a majority of the committee chairmen shall constitute a quorum of the Executive Board.

Article VII – Parliamentary Authority

The rules contained in Robert’s Rules of Order, Revised shall govern the organization in all cases to which they are applicable, and in which they are not inconsistent with the Constitution and By-Laws.

Article VIII – Amendments

This Constitution may be amended at any Annual Meeting by a two-thirds vote of the members present and voting, provided a written proposed amendment signed by two members has been submitted to the Executive Board, and in turn posted by the Secretary in the Allen Public Library at least fifteen days prior to any Annual Meeting.

Bylaws of The Friends of the Allen Public Library

Article I – Membership and Dues

Annual Membership dues shall be for a one-year period beginning the month dues were paid.

  1. Section I
    – Dues of  $10.00 or more shall be paid annually for a “Book Worm” Level  Membership.
  2. Section II
    – Dues of $20.00 or more shall be paid annually for a “Book Lover” Level Membership.
  3. Section III
    – Dues of $50.00 or more shall be paid annually for a “Bibliophile” Level Membership.
  4. Section IV
    – Dues of $100.00 or more shall be paid annually for a “Patron” Level Membership.
  5. Section V
    – Dues of $200.00 or more shall be paid annually for a “Benefactor” Level Membership.

Article II – Officers

  1. Section I
    – The President shall preside at all meetings of the membership and of the Executive Board.  The President shall approve all orders on the treasury, appoint committee chairpersons subject to the approval of the officers, and direct the activities of the organization.
  2. Section II
    – The Vice-President shall preside in the absence of the President.  The Vice-President works closely with the President, learning the routine and responsibilities & stepping in as needed. The Vice-President also oversees special committees: recruits a chairman for each and acts as adviser and Board liaison.
  3. Section III
    – The Secretary shall keep the minutes of all meetings of the membership meetings and the meetings of the Executive Board.  The Secretary shall conduct all business correspondence of the organization, as authorized by the President of the Board.
  4. Section IV
    – The Treasurer shall collect dues, keep account of same, hold in trust all funds, deposit all funds in the designated bank, and disburse funds on order of the President.
  5. Section V
    – A member of the Executive Board shall attend each Library Board Meeting on a rotating basis. They shall:
    1.  Represent the Friends of the Allen Public Library.
    2.  Keep the Library Board apprised of the activities of the Friends of the
    Allen Public Library.
    3.  Report to the Friends Executive Board.
  6. Section VI
    – Outgoing officers and standing committee chairmen shall deliver to their successors in office all records and other materials belonging to the office at the close of their term.

Article III – Executive Board

  1. Section I
    – The officers and chairmen of Standing Committees shall constitute the Executive Board of which the President and Secretary shall be Chairman and Secretary, respectively.
  2. Section II
    – The Executive Board shall manage the affairs of the organization in the interval between meetings.
  3. Section III
    – Meetings of this Board shall be held at the call of the Chairman or upon written request of three members of the Board due notice having been given.
  4. Section IV
    – The Executive Board shall fill vacancies in elective offices for the unexpired term.
  5. Section V
    – The Library Director shall be an ex-officio member of the Executive Board.

Article IV – Fiscal Year and Meetings

  1. Section I
    –   General Meetings shall be held in April.
  2. Section II
    – The April Meeting shall be known as the Annual Meeting, and shall be for the purpose of electing officers, receiving reports of officers and committees and for any other business that may arise.
  3. Section III
    – The fiscal year shall be from May 1 through April 30.
    – An audit committee shall be appointed by the Executive Board in April to review the books between April 30 and May 15 each year.  None of those authorized to sign checks may serve on the audit committee.

Article V – Standing Committees

  1. Section I
    – The following Standing Committees shall be appointed by the Executive Committee (elected officers):  Publicity, Newsletter, Fundraising, and other such committees as the Board deems necessary.
  2. Section II
    – Active work of the Friends of the Allen Public Library shall be done through such committees.
  3. Section III
    – The Friends of the Allen Public Library Endowment Fund is a standing committee under the auspices of the Friends of the Allen Public Library. It will be managed by a separate Board that will report periodically to the Friends Executive Board.

Article VI – Funds

  1. Section I
    – This organization shall be authorized to accept funds from any individual, association or corporation to be used for any purpose consistent with the Constitution.
  2. Section II
    – Funds shall be expended in accord with the object of the organization and upon the approval of the Executive Board.
  3. Section III
    – The monies collected by the Friends of the Allen Public Library Endowment Fund are to be considered a “restricted fund” and managed separately from the other monies of the Friends of the APL.  This Fund is still under the auspices of the Friends of the APL, and for tax purposes, all monies will be filed in one report as part of an annual audit, paid for by monies from the Friends of the Library Endowment Fund.

Article VII – Amendments

These Bylaws may be amended at any meeting by a two-thirds vote of the members present and voting, provided a written proposed amendment signed by two members has been submitted to the Executive Board, and in turn posted by the Secretary in the Allen Public Library at least fifteen days prior to any Annual Meeting.

Article VIII – Equipment and Materials

Any equipment and materials acquired by the Friends of the Allen Public Library for the library shall become property of the Allen Public Library.