Bylaws of the Friends of EKU Libraries
The name of this society shall be the Friends of EKU Libraries, hereinafter referred to as “Friends.”
The Friends of EKU Libraries exist to raise awareness of and build financial support for Library collections, facilities, services and programming which enhance the learning experience of students and enrich the University and EKU community through gifts and endowments.
Section 1 – Membership/Recognition Levels
All students, staff, faculty, alumni, friends and members of the Eastern Kentucky University community are eligible for membership to this organization. The following recognition levels shall prevail:
Circle of Opportunity Levels
Students and Young Alumni-$25
All memberships are based on annual gifts to EKU Libraries. All active Friends shall have the right to participate fully in the activities of the organization. Friends at every recognition level enjoy special library borrowing privileges. Donors at the Fellow level and above are also considered members of Eastern's Circle of Opportunity for that fiscal year.
Section 2 – Honorary Members
The “Friends” may have honorary members selected for life in recognition of outstanding contributions to the purposes of the organization. The honorary members shall be nominated by the Executive Board and elected by the general membership at the annual meeting.
Section 3 – Membership Year
With the exception of Life Friends (those contributing $1,000 or more prior to June 2012 as well as honorary members), Friends contributing at any recognition level shall be considered members for the next year. A member who has not made a contribution in two years shall be classified as inactive.
Section 1 – Elections
The officers of the society shall be a president, a vice-president/president-elect, secretary and treasurer. The vice-president/president elect and secretary shall be nominated by the nominating committee and elected by the general membership at the annual meeting. Election shall be by voice vote unless there is more than one candidate for an office in which case election may be by ballot. The term of office shall begin at the conclusion of the meeting at which the election takes place. Officers shall serve two year terms. The Treasurer role will be filled by the Director of Library Advancement.
Section 2 – President
The president shall have the usual duties and powers of the office. The President presides over the meetings of the society; conducts the business of the society in cooperation with the Executive Board; affixes an official signature to society documents; represents the Friends in an official capacity; appoints all committees and ensures all Executive Board members contribute at the membership/recognition level of their choice.
Section 3 – Vice President/President Elect
The vice-president/president-elect shall perform the duties of the President in his or her absence and shall succeed to the presidency should a vacancy occur in that office. The Vice-President/President-Elect will also assist the President in the fulfillment of his/her duties.
Section 5 – Secretary
The secretary and/or library designee shall perform the usual duties of the office, including keeping the minutes of the meetings; conducting official correspondence; notifying members of meetings; assisting with annual solicitations; and maintaining the organization’s history.
Section 6 – Treasurer
The treasurer certifies the accuracy of all requests for expenditure of funds; delivers reports of income and expenses at Executive Board meetings; and delivers a complete annual report at the Annual Meeting of the Friends each fall. The Treasurer role will be filled by the Director of Library Advancement. This position will be an ex-officio member of the Executive Board.
Section 1 - Annual Meeting
The annual meeting of the “Friends” shall be held in the fall.
Section 2 – General Membership Meetings
Special meetings of the membership may be called by the President or a majority of the Executive Board. Twelve members shall constitute a quorum at all meetings of the general membership.
Section 1 - Executive Board
The Executive Board shall consist of the President, the Vice-President/President-Elect, the Secretary and six to eight members-at-large. The Dean of Libraries and the Director of Library Advancement shall be ex-officio members of the Executive Board. Five members of the Executive Board shall constitute a quorum.
Section 2 – Members-at-Large
Executive Board officers and members-at-large will be selected by the nominating committee and elected by the general membership at the annual meeting. The members-at-large shall be selected from the general membership of the Friends and shall serve two-year terms on the Executive Board.
Section 3 – Vacancies
Unless otherwise provided for in these bylaws, vacancies on the Executive Board shall be filled by the Executive Board at a regular or special meeting.
Section 4 - Funds
The Executive Board shall manage the affairs of the organization and guide the use of funds. The Executive Board may receive special gifts which will be processed through the Library Advancement Office.
Section 5 – Meetings
The Executive Board will meet periodically throughout the year. Meetings of the board may be called by the president, the vice-president, secretary or Dean of Libraries, provided sufficient notice is given. A majority of the Executive Board will constitute a quorum.
Section 6 – Terms
Members of the Executive Board may serve up to three two year terms consecutively after which they may not serve again for a period of one year. No members shall hold more than one office at a time.
Section 7 – Emeritus Status
Members of the Executive Board whose term(s) have expired can be granted Emeritus status by the Board President. As an Emeritus Friends Board Member, one may attend board meetings in an ex-officio role.
Section 1 - Presidential Appointments
The president shall appoint all committees. All members of the Friends organization shall be eligible to serve on these committees. Committee appointments are for two year terms. Each committee shall appoint a Chair. The President has the right to call a meeting of the Chairs.
Section 2 - Committees
The President shall appoint a Nominating Committee of three with a minimum of two Executive Board members. The Nominating Committee will spearhead board member recruitment initiatives and will present nominees for the positions of the vice-president/president-elect, secretary, and members-at-large of the Executive Board at the annual fall meeting or when vacancies exist. The Nominating Committee will also enhance the success of the board as a working body by overseeing new, existing and outgoing member procedures.
The Membership Committee will assist in the building of financial support for EKU Libraries by raising awareness of the Friends organization and of EKU Libraries. The committee will work in tandem with the Director of Library Advancement to ensure all efforts are consistent with University Development policies. The Director of Library Advancement will be an ex-officio member of this committee.
Programs and Events Committee
The Programs and Events Committee develops and plans the Friends’ Annual Program and other relevant programming opportunities. The Director of Library Advancement will be an ex-officio member of this committee.
Section 1 – Funds Use
Funds gathered by the Friends shall be used for support for the Libraries and for the general benefit of the organization.
Section 2 - Dean of Libraries
The Dean of Libraries shall have the authority to make nominal expenditure of funds. All other disbursements of funds shall be by action of the Executive Board.
The rules contained in the latest edition of Robert’s Rules of Order Newly Revised shall govern this society in all cases in which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the society may adopt.
These bylaws may be amended by 2/3 vote at a regularly scheduled meeting of the Executive Board.
Approved by the Membership, October 28, 1995
Revised on September 14, 2007
Revised on October 3, 2007 per suggestions at Board Meeting on September 18, 2007
Approved by Executive Board, January 29, 2008
Revised by Executive Board, January 20, 2009
Approved by Executive Board, May 5, 2009
Revised on January 21, 2010
Revised May 8, 2012
Approved by the Executive Board, September 18, 2012