Constitution of the Friends of the Port Jefferson Free Library
The name of this organization shall be Friends of the Port Jefferson Free Library
Article II – Purposes
Section 1. The purpose of this organization shall be:
(a). To maintain an association of persons interested in books and libraries.
(b). To focus public attention on library services, facilities, and needs.
(c). To stimulate gifts and desirable collections as well as endowments and bequests to the Port Jefferson Free Library.
(d). To promote related community cultural activities.
(e). To establish closer relations between the Port Jefferson Free Library and the residents of the community.
(f). To provide financial assistance to the library by purchasing items for the library.
Section 2. This organization shall not operate for profit nor shall it participate or intervene in any political campaign on behalf of any candidate for public office.
Article III – Provisions
Section 1. Non-Inurement Provision. No part of the net earnings of the organization shall inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, officer of the organization or any private individual shall be entitled to share in the distribution of any assets upon dissolution of the organization.
Section 2. Restrictive Purposes and Activities Provision. Notwithstanding any other provision of these articles, the organization will be operated exclusively for one or more of the following purposes: religious, charitable, scientific, testing for public safety, literacy, or educational purposes, or to foster national or international amateur sports competition (but only if no part of its activities involve the provision of athletic facilities or equipment), or for the prevention of cruelty to children or animals, as specified in section 501 (c) (3) of the Internal Revenue Code of 1986, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income tax under section 501 (c) (3) or corresponding provisions of any subsequent Federal tax laws.
Section 1. Membership in this organization shall be open to all. However, only Port Jefferson Free Library cardholders shall be officers.
Section 2. Each individual member shall be entitled to one vote.
Section 3. Honorary membership and ex officio members will be exempted from dues. Honorary membership shall be decided by the Executive Board.
Article V – Officers & Committees
Section 1. The officers shall be a President, Vice-President/President-Elect, Secretary, and Treasurer. The term of office shall be for one year. At the time of their holding office no officer shall be a member of the Board of Education or the Library Board of Trustees.
Section 2. The officers will comprise the Executive Board which shall also include the Library Director (non-voting) who shall serve as ex officio.
Section 3. The direction of affairs of this organization shall rest with the Executive Board, the President serving as Chairperson.
Section 4 The President is an ex officio member of all committees, with the exception of the nominating committee.
Section 5 Nominations for officers shall be presented by a nominating committee of three, to be appointed by the Executive Board. At the Annual Meeting, nominations from the floor will be invited. No one shall be nominated without his/her consent.
Section 6 The officers shall be elected at the Annual Meeting.
Section 7 Vacancies arising on the Executive Board shall be filled by appointment made by the remaining Executive Board members.
Section 1. The Annual Meeting shall be held in January for the purpose of election of officers, to receive various reports, and to enact any other business. A public notice of the meeting shall be given at least two weeks prior to the date of the Annual Meeting by mail or by publication in the library newspaper and/or by notice in the official library public newspaper. The Annual Meeting will be for dues-paid members only. Officers shall be elected by a majority vote of those present at the Annual Meeting. The term of office for officers shall be for one (1) year commencing one (1) month from the date of the Annual Meeting and until their successors are elected. The position of Vice-President shall also be that of President-Elect/Membership Chairperson.
Section 2. A minimum of four meetings of the general membership shall be held per year. The dates of the meetings will be decided by the Executive Board and noticed as in Section 1 hereof.
Section 3. A special meeting can be held at anytime as directed by the President. Such meetings will be noticed as set forth in Section 1 hereof.
Section 4. Half of the members of the Executive Board shall constitute a quorum for meetings of the Executive Board. Two Executive Board members and three members shall constitute a quorum for the transaction of business at any other meeting of this organization.
Article VII – Dues
Section 1. The annual dues shall be established by a majority vote of the Executive Board.
Section 2. The fiscal year of this organization shall begin on January 1 of each year and end on December 31 of the same year.
Article VIII – Funds
Section 1. Adequate books of accounts shall be maintained by the Treasurer, who shall be responsible for them.
Section 2. No funds shall be disbursed without the authority of the President or Treasurer, one of whom must sign all checks for drafts of the organization.
Section 3. The President shall maintain a petty cash fund in an amount determined from time to time by the Executive Board and expenditures shall be recorded for the treasurer’s report.
Section 4. Books of account shall be available to the Library Board and the membership of this organization during normal business hours and upon reasonable advance notice of intent to examine the same.
Section 5. Upon the dissolution of this association, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code (or corresponding section of any future federal tax code, or shall be distributed to the Federal government, or to the Port Jefferson School District, Port Jefferson, New York, or to a state or local government, for a public purpose). Any such assets not so disposed of shall be disposed by the Court of Common Pleas of the county in which the principal office of the association is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposed.
Section 1. The Bylaws are to be reviewed by an appointed committee once a year.
Section 2. The Bylaws may be amended at any regular meeting of this organization by two thirds of the members present. Notice of the proposed amendments and the meeting held thereon shall be given to members in the same manner as required by ARTICLE V Section 1 except that such notice shall include the full text of the proposed amendment.
Article X – Past Presidents
All Past Presidents become honorary members of this organization upon completion of his or her term of office.
Article XI – Prohibition Against Certain Services
No member of this organization shall provide services to the library which are otherwise provided by the paid staff unless specifically authorized by the Executive Board and the Director of the library, such services generally being outside the purpose of the association as expressed in ARTICLE II hereof.
Article XII – Parliamentary Authority
Robert’s Rules of Order, revised, shall determine the proceedings of this organization where not otherwise regulated by these Bylaws.
Adopted: February 24, 1998
Revised: April 7, 1999
Revised: March 24, 2004
Revised: September 3, 2008
Revised: June 17, 2009