The Friends of the Plainfield Public Library (FOL) is a non-profit 501(c)(3) volunteer organization that brings together individuals interested in the library through volunteer and fiscal endeavors for the betterment of the Plainfield, IL community. The FOL promote public awareness of the library, provides informed community interest in the library and builds long term support for the Plainfield Public Library District.
BYLAWS of the FRIENDS OF THE PLAINFIELD PUBLIC LIBRARY DISTRICT
[adopted by the Executive Board April 26, 2017]
Article I: NAME
The name of this organization shall be FRIENDS OF THE PLAINFIELD PUBLIC LIBRARY DISTRICT. (FOL)
Article II: MISSION STATEMENT & PURPOSE
Section 1: The FOL is a non-profit, volunteer organization that brings together individuals interested in the library through volunteer and fiscal endeavors for the betterment of the Plainfield Library District.
Section 2: The FOL promotes public awareness of the library district, provides informed community interest in the library district, and builds long term support for the PPLD.
Article III: MEMBERSHIP
Section 1: Membership in the FOL shall be open to any individual who elects to fulfill the membership requirements.
Section 2: Requirements of membership are to pay an annual fee to the organization. These individuals are considered Members in Good Standing.
Section 3: Each Member in Good Standing is entitled to one vote, upon verification of membership.
Article IV: OFFICERS
Section 1: The officers of this organization shall be: President, Vice-President, Recording Secretary, and Treasurer.
Section 2: Officers shall be elected by majority vote of those present at the appointed meeting for a term of two years, but not more than two successive terms.
Section 3: Terms of office shall alternate expiration. First with President and Recording Secretary in odd years. Vice-President and Treasurer as the alternate cycle.
Article V: DUTIES OF OFICERS
Section 1: The President shall preside over and conduct the organization’s meetings. This officer shall set and distribute all meeting agendas with Executive Board input. The President shall appoint all Committee Chairs (Members-At-Large), as needed, and be an ex-officio member of these committees. The President is responsible to act as the organization’s leader and assure the Executive Board functions as a team, considering board and committee assignments to make sure the work is effectively delegated for completion. This officer ensures an ongoing planning process for the board’s activities for the year ahead and the organization’s future. The President shall be a signatory of the organization’s financial accounts.
Section 2: The Vice-President shall perform the duties of the absence of the President. The Vice-President shall chair the Communication/Publicity Committee, and perform other duties at the discretion of the Executive Board. This officer shall act as Parliamentarian during meetings of the organization. This officer will preside over Officer Elections at the General Membership meeting, except when this position is due for renewal.
Section 3: The Secretary shall record attendance at all meetings; shall take, keep, distribute and report in a timely manner the minutes of all meetings, filing approved minutes in the Secretary’s Book of Minutes, which will be made available for public view upon written request. The Secretary shall arrange, confirm, and notify the membership of the pertinent information for all meetings. This officer shall keep a current membership list. The Secretary shall conduct and keep all correspondence of the organization. The Secretary shall be a signatory of the organization’s financial accounts.
Section 4: The Treasurer shall have charge of all the funds of the organization and shall keep and maintain all financial records. This officer shall pay all bills as approved by the Executive Board, shall receive all monies, and shall keep account of all receipts and expenditures. The Treasurer will establish the procedures for handling all monies and properties of the organization. The Treasurer shall make a financial report to the Executive Board and membership as directed by meeting agenda. This officer will submit records for audit when directed, and send appropriate financial information to the State and the IRS as required by law. The Treasurer shall be a signatory of the organization’s financial accounts.
Article VI: EXECUTIVE BOARD
Section 1: The Executive Board shall consist of the Officers and no more than seven Members-At-Large. The number of Executive Board must be an odd number. A non-voting, authorized representative of the Library will also serve on the Executive Board.
Section 2: A simple majority of the Executive Board shall constitute a quorum, necessary to conduct the business of the organization.
Article VII: DUTIES OF MEMBERS-AT-LARGE
Section 1: Members-At -Large shall fulfill, but are not limited to, the responsibilities of Fund Raising, Membership, Communication/Publicity (with the Vice-President), Hospitality, Trustees’ Liaison and any other task determined by the President and needs of the organization.
Section 2: Members-At-Large will serve for an appointment of two years, but not more than three years.
Article VIII: VACANCIES
Section 1: Vacancies in Officer positions shall be filled by appointment by the President from the available At-Large members. Failing this, the appointment may be made from the general membership.
Section 2: Vacancies (not an odd number) in At-Large positions on the Executive Board shall be filled by appointment from the general membership; if an odd number, position(s) shall remain vacant until the next annual General Membership meeting.
Article IX: MEETINGS
Section 1: The Executive Board shall meet monthly to conduct the usual business of the organization. Any Member in Good Standing may attend, however they may not vote on action taken by the Executive Board.
Section 2: There will be one General Membership meeting annually. The purpose of this meeting will be to hear the Annual Report and elect Officers as outlined by these By-Laws. Nominations for open positions must be declared by written notice one month prior to the General Meeting.
Section 3: Special meetings may be called at the discretion of the President.
Article X: FUNDS AND LIABILITY
Section 1: All funds shall be deposited into the account of the FOL and be disbursed by the Treasurer with the authorization of the Executive Board.
Section 2: The fiscal year will be January 1 through December 31.
Section 3: The financial records of the organization shall be audited at the end of the fiscal year.
Section 4: No member shall be held personally financially liable about any of the organization’s authorized undertakings.
Section 5: Upon dissolution of the organization, The Executive Board shall, after paying all debts of the organization, dispose of all remaining assets to the Plainfield Public Library District Board of Trustees for incorporation of these assets into the general operating budget of the Library.
Article XI: AMENDMENTS
Section 1: Proposed amendments must be submitted to the general membership no less than thirty days prior to the meeting to amend.
Section 2: These Bylaws may be amended at a special meeting by a two-thirds vote of the eligible members present.