Bylaws of Texas Tech Friends of the Libraries
(including the University Library, the Southwest Collection/Special Collections Library and the Architecture Library)
ARTICLE I. NAME
The name of this organization is Texas Tech Friends of the Libraries.
ARTICLE II. PREAMBLE
The mission of Texas Tech Friends of the Libraries is to support the services, collections, facilities, and activities of the Libraries by encouraging financial gifts, endowments, and the donation of appropriate materials for library collections. The mission also includes sponsoring activities that promote knowledge of and interest in the University Libraries. Providing programs and events of interest to the Friends and the community will strengthen the relationship between the university, its students, alumni, and the community.
ARTICLE III. GOVERNANCE
Section 1. Board of Directors
The Board of Directors will meet bi-monthly on the 2nd Monday of odd numbered months. The fiscal year of Texas Tech Friends of the Libraries is September through August. Chairs of standing committees may be included in these meetings.
Section 2. Duties of Directors
The Board of Directors will have the following powers and duties:
- Direct and supervise the business and affairs of the organization.
- Hold such interim meetings during the year as may be called by the President or the Board of Directors.
- Adopt regulations for the receipt and disbursal of funds of the organization, for custody of its property, and for protection of its interest.
- Publish or authorize publication of promotional and other types of literature to be used in performance of the functions of the organization.
Members of the Board of Directors who fail to attend three consecutive meetings without sufficient reason will be asked to reconsider their board membership.
Section 3. Board Members (maximum of 16 positions)
Terms should be three years and one can serve two consecutive terms.
Section 4: Ex- Officio Members
The Dean of the Texas Tech University Libraries, the Director of Development, the Treasurer, the Secretary, the immediate past president, and a Texas Tech Libraries Communications & Marketing representative
Section 5. Board Members Emeritus
Past Board Members elected to the Board Member Emeritus status will be honored for their continued support of Texas Tech Friends of the Libraries.
- Board Members Emeritus will have served at least two terms as a member of Texas Tech Friends of the Libraries Board of Directors.
- Board Members Emeritus will be exempt from specific committee and attendance requirements but may choose to volunteer their services for other duties in support of Texas Tech Friends of the Libraries.
The Nominating Committee will present a slate of candidates eligible for Board Member Emeritus status. Board of Directors will then vote on the slate of candidates, officially recording the action in Board minutes.
Section 6. Vacancies
Vacancies occurring on the Board of Directors shall be filled by the President with the approval of the Board at the next meeting following such occurrence. Directors so selected shall serve out the term of the vacating Director.
ARTICLE IV: OFFICERS
The officers of Texas Tech Friends of the Libraries will be elected annually and will report and be responsible to the Dean of Libraries. The office of Secretary, Treasurer, and the Marketing representative will be ex-officio positions. These positions may serve consecutive terms and will be reviewed annually. The Secretary will be determined by the Dean of the University Libraries. The Treasurer will be the Business Manager of the University Libraries. The Marketing representative will be an employee of the University Libraries' Office of Communications & Marketing. All other offices (President, First Vice-President, Second Vice-President, and Board Members) may serve no more than two consecutive terms in any single office. All terms of office begin September 1and end August 31 of the following year.
Section 1. President
The President will be the official active head of the organization and the chief executive officer. The President will preside at all regular and special meetings of the Board of Directors. In case of a tie in any voting process, the President will cast the deciding vote. In conducting the meetings, the President will govern by Robert's Rules of Order (revised), and the laws and customs of this organization. In addition to the duties herein specified, the President will have all the other duties and power ordinarily incumbent upon the executive officer. The President may appoint all ad hoc committees and designate the chair of each committee. The President will have the authority to call special meetings, given due notice to the membership, at any time.
Section 2. First Vice-President
The First Vice-President will act for the President in case of temporary absence and shall succeed him/her in the event of resignation. The First Vice-President will have the responsibility of events. The First Vice-President will be the Chair of the Event Committee and is responsible for membership within that committee. The First-Vice President will serve one or two years at this office and may become President the following year.
Section 3. Second Vice-President
The Second Vice-President will have the responsibility of membership development. The Second Vice-President will be the Chair of the Membership Committee and is responsible for membership within that committee.
Section 4. Secretary
The Secretary will act in the ex-officio capacity of recording officer. He/she will keep a permanent record of the proceedings and minutes of the organization. He/she will also acknowledge in writing all gifts and memberships.
Section 5. Treasurer (Business Manager)
The business manager will maintain a record of all financial activity of Texas Tech Friends of the Libraries. He/she will report to the Board of Directors concerning the financial condition of the organization. This is an ex-officio position.
ARTICLE V: MEETINGS
Section 1. Annual Meeting
An annual meeting of the organization will be held at such time and place as may be determined by the Board of Directors.
Section 2. Special Meetings
Special meetings of the membership may be held when called by the President or a majority of the Board of Directors at such a place and for such purpose as may be determined by the Board of Directors.
Section 3. Quorum
One-third (1/3) of the membership of the Board of Directors will constitute a quorum for the transaction of business.
ARTICLE VI. MEMBERSHIP
Section 1. Membership
Membership shall be open to all persons and to representatives of organizations, companies, and clubs who express a desire to join and who pay dues. Membership will be based on the fiscal year, September 1 – August 31.
Section 2. Dues
Membership dues are annual and shall be paid in accordance with regulations and schedules prescribed by the Board of Directors. Such regulations and schedules may be changed by the Board of Directors from time to time. Dues are paid September 1 and covers membership through August 31.
Section 3. Classification
The Board of Directors may classify memberships in such forms, as it may deem appropriate. Such classifications may be based on amount of dues paid, gifts made, or other contributions to the purposes and objectives of the organization.
ARTICLE VII. COMMITTEES
Section 1. Standing Committees
The standing committees will be:
- Nominating – This committee will meet and present to the Board Members a slate of prospective members and officers for election by the Membership. The committee will be made of the Dean of the University Libraries, and up to five members of the Board of Directors.
- Events – This committee will meet as necessary to discuss, schedule, and coordinate special events. This committee will be chaired by the First Vice-President who will oversee its membership.
- Membership – This committee shall be responsible for updating membership and invitation lists annually. This committee will be chaired by the Second Vice-President who will be in charge of its membership.
Section 2. Other Committees
The President may appoint additional committees as needed.