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Friends of Boatwright Memorial Libraries Bylaws

Amended October, 2017 

Article I. Name

Section 1.1.   The name of this organization shall be the Friends of Boatwright Memorial Libraries of the University of Richmond, which also encompasses the Parson’s Music Library and Curriculum Materials Center (CMC), and may be referred to in this text as “Friends” or “The Friends.”

Section 1.2.   The Friends of Boatwright Memorial Libraries is an official organization of the University of Richmond. 

Article II. Purpose 

The purpose of this organization shall be:

Section 2.1.   To encourage understanding and appreciation of the work Boatwright Memorial Library and its importance to the University, faculty, students, alumni, and the community; and to initiate activities as appropriate in support of the libraries.

Section 2.2.   To serve the Friends as a medium through which they may share their enjoyment of the library resources at lectures, receptions, exhibits, trips, and other special events; and

Section 2.3.   To encourage gifts and bequests of books, manuscripts, monies, gifts-in-kind, and other materials to the Library. 

Article III. Membership

Section 3.1.   Membership shall be open to those in agreement with the purposes stated in Article II.

Section 3.2.   There shall be the following categories of membership:

Individual
Family
Life

The Board of Directors is empowered to create additional categories of membership and to set or modify the dues structure. Because the Friends operates on a fiscal year of July 1 through June 30, all changes in the structure and membership will take effect on the first day of the fiscal year unless the Board of Directors agree to make an exception. All dues will be requested at the beginning of the fiscal year. If a member joins more than 6 months into the fiscal year, dues will be pro-rated by 50%.

Section 3.3.   Each member shall be entitled to one vote.

Article IV. Officers and the Board of Directors 

Section 4.1.   The Officers of the Friends shall be:

Chairman
Vice-Chairman
Treasurer, who shall be the University Librarian.
Secretary, who shall be the Administrative Coordinator

Section 4.2.   There shall be a Board of Directors consisting of five (5) elected members. Board members shall be elected by a majority vote of Friends members who chose to participate in the vote. Elected Board of Directors members shall serve a term of one (1) year. Once elected, the Board will determine who will serve as Chairman and Vice-Chairman. Appointed officers are not eligible to serve as Chairman or Vice-Chairman.  

Section 4.3.   If, in the course of the year, a Board Member is unwilling or unable to complete their term, the Board may select a representative to act as interim to fill the unexpired term.

Section 4.4.   At the time of election, all members nominated for the Board of Directors shall be members in good standing of the Friends and must so remain during their time in office.

Section 4.5.   The officers and Board members shall assume office immediately upon election.

Article V. Duties of Officers and the Executive Council

Section 5.1.   The Chairman shall preside at all meetings, appoint all committees, and perform other duties connected with the office.

Section 5.2.   The Vice-Chairman shall assist the Chairman as may be necessary and, in their absence, perform the duties of Chairman.

Section 5.3    The Treasurer shall keep proper books of accounting in which shall be recorded all transactions of the Friends. 

Section 5.4.   The Secretary- shall record the attendance and minutes of the proceedings of all Board of Directors meetings; minutes of the Annual Meeting; The Secretary shall be responsible for maintaining an up-to-date list of current Friends and the category of their membership as well as the status of Board of Directors members.

Section 5.5.   The Board of Directors shall direct the affairs of the Friends between Annual Meetings.

  1. It shall hold no fewer than three meetings between Annual Meetings.
  2. In the event that a proposal requires action before the next scheduled meeting of the Board of Directors, the Chairman may call for a vote by e-mail or some similar means and the decision of the majority shall have the same authority as if the vote had been taken at a regularly scheduled meeting of the Board.
  3. The Board shall develop and must approve an annual budget. 
  4. The Board of Directors shall fill, by appointment, an interim vacancy occurring in any office. The Board of Directors may also fill any vacancies on the Board which may occur between Annual Meetings.
  5. Board of Directors members are expected to attend all meetings of the Board of Directors. If a member is unable to attend a meeting, they should inform the Secretary of that fact in advance of the meeting. 

Section 5.6.   Neither the Board members nor any officer of the Friends shall have authority to borrow money; to incur indebtedness or liability in the name of the Board of Directors; or to act as, or be deemed to be, an agent of the Friends. Neither the Board nor any officer of the Friends shall act as, or be deemed to be, an agent of Boatwright Memorial Library or the University of Richmond. No obligations shall be incurred beyond the amount of funds on hand after deducting therefrom, or providing for, the total of all unpaid accounts and outstanding obligations and liabilities.

Article VI. Committees  

Section 6.1    The Board of Directors is empowered to establish Committees from time to time as may be needed to carry out the purposes of the Friends. 

Section 6.2    The Committee chairs will serve for one (1) year, and the terms will normally be concurrent with the Chairman’s term. However, they are eligible for re-appointment by the next Chairman if they meet all of the requirements for Board of Directors membership.

Article VII. Meetings 

Section 7.1.   There shall be an Annual Meeting or Special Meeting of the membership for the purpose of electing the Board of Directors members and the transacting of other business at a time and place to be determined by the Board.

Section 7.2.   The membership of the Friends shall be notified in writing or by an acceptable alternative, such as e-mail, of the date, time, and place of the Annual Meeting. 

Section 7.3:   The business of the Friends may be conducted at any other called general meeting of the organization’s members. 

Article VIII. Amendments 

Section 8.1    These bylaws may be amended at the Annual Meeting of the Friends by a two-thirds vote of the members present, provided that notice of such proposed amendments shall have been communicated to all members at least ten days before said meeting.