Operational Documents

POLICIES AND PROCEDURES

Friends and Volunteers of the Ocean City Free Public Library

I. MEMBERSHIP

  1. Prospective members shall attend one meeting as a guest. On the second meeting he/she will be considered as a member and will be given a New Member Packet.
  2. To remain a member in good standing, a member is expected to attend meetings, in person or virtually, serve on a committee, and help with a project. Chairpersons shall keep track of all participants and forward those names to Membership to enable them to keep accurate records of all participation and attendance.
  3. In January, the Membership Committee shall call any member who has not attended a meeting, served on a committee, or helped with a project during the previous year to see if they are still interested in being an active member.

II. COMMITTEES

  1. A committee chairperson shall have served on that committee’s projects for at least one year before becoming the chairperson.
  2. The term of a committee chairperson shall be two years and limited to no more than four consecutive years, with the exception of the Book Room Chair (or Chairs) whose term shall be for one year and limited to no more than two years.
  3. An outgoing chairperson should be available as an advisor to the new chairperson during the transition period.
  4. Duties of the committee shall be outlined and given to each new committee chairperson by the outgoing chairperson.
  5. Committee chairpersons shall determine the number of members needed for the committee.
  6. Only the committee chairperson shall maintain control of the committee expenses and submit them to the Treasurer.

III. BOARD

  1. The December Board meeting shall include the officers and all committee chairpersons.
  2. When new officers are elected, the President will inform the Library Board of Trustees of the new slate of officers.
  3. A budget will be prepared at the December Board meeting and presented to the membership in January for approval.

IV. MISCELLANEOUS

  1. If a member in good standing dies, a book in memoriam will be added to the Ocean City Free Public Library collection.
  2. If a member in good standing is ill, the Corresponding Secretary will send a card.
  3. All major printing will be done in the library.

Approved June 12, 2023

Cathy Schilling, Chris Wilson, Elaine Wilson, Kathleen Woodring

BY LAWS

Friends & Volunteers of the Ocean City Free Public Library – June 12, 2023

ARTICLE I – NAME

The name of this organization shall be FRIENDS AND VOLUNTEERS OF THE OCEAN CITY FREE PUBLIC LIBRARY.

ARTICLE II – PURPOSE

Section 1 – The purpose of this organization shall be to maintain an association of persons interested in the Ocean City Free Public Library, to focus public attention on the library, to stimulate the use of the library’s resources and services, to encourage financial support of the library’s projects, to support and cooperate with the library’s services and facilities, and to promote literacy throughout the community.

Section 2 – Said organization is organized exclusively for the charitable and educational purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future tax code.

ARTICLE III – MEMBERSHIP

Section 1 – Membership in this organization shall be open to all individuals who support its purpose. Membership shall consist of active members who are Ocean City area residents.

Section 2 – Each active member shall be entitled to one vote at both the general meeting and the biennial meeting, either in person or virtually.

ARTICLE IV – BOARD OF DIRECTORS

Section 1 – The management of the affairs of this organization is vested in the Board of Directors which shall consist of the President, Vice President, Treasurer, Recording Secretary, Corresponding Secretary, and two (2) Directors at Large. Members of the Board of Directors are elected at the biennial meeting.

Section 2 – The Board of Directors may create and delete offices as it deems necessary.

ARTICLE V – ELECTIONS

Section 1 – A Nominating Committee of three (3) persons shall be appointed by the President two (2) months prior to the biennial meeting. The Nominating Committee shall report its nominees to the general meeting one (1) month prior to the biennial meeting. No nomination shall be made without securing the consent of the nominee. Additional nominations may be made from the floor at the biennial meeting with the consent of the nominee.

Section 2 – Officers shall be elected for a two (2) year term by a majority of those present at the biennial meeting. An officer is elected for one term without the right of succession in the same office.

Section 3 – To be eligible for office, a member must be a resident of the Ocean City area and a member of the organization for a minimum of one (1) year.

Section 4 – In the event that an officer cannot complete the term of office, a Nominating Committee shall present a name to the general membership for vote. If a committee chairperson cannot fulfill a term, the President shall appoint a replacement.

ARTICLE VI – DUTIES OF OFFICERS

Section 1 – President – To preside over and conduct all meetings, to appoint all committees, and to be an ex-officio member of each; to represent or appoint a representative to the Library Board; to give leadership and direction to the organization; and to be the official representative of the organization.

Section 2 – Vice President – To perform the duties of the President in the absence of the President and other duties assigned by the President.

Section 3 – Treasurer – To keep and maintain the financial records of the organization and make reports as required by the Board of Directors. To dispense monies as approved in accordance with the purpose of the organization.

Section 4 – Recording Secretary – To record the minutes of the Board of Directors and general meetings.

Section 5 – Corresponding Secretary – To present incoming correspondence to the Board of Directors and conduct such outgoing correspondence as instructed by the Board.

Section 6 – Directors at Large – Shall serve as Parliamentarians and may be assigned other duties by the President.

ARTICLE VII – FINANCES

Section 1 – The Board of Directors shall prepare a budget in December for all on-going programs, delineating the monetary requirements of each program. The budget shall be presented to the general membership for a vote at the January meeting.

Section 2 – On-going programs may not be expended in scope or expense without the approval of the Board and the general membership.

Section 3 – All requests beyond budgeted funds exceeding $200 must be submitted to the Board of Directors for approval before dispersal. Requests beyond budgeted funds under $200 require verbal approval by the President.

Section 4 – Two (2) signatures are required on all checks. Authorized signatories are the President, Vice President, and Treasurer.

Section 5 – Notwithstanding any other provisions of these articles, these purposes are limited to those described in Section 501 (c) (3) of the Internal Revenue Code of 1954 or any other corresponding provision of any future provision of any future United States Internal Revenue law.

ARTICLE VIII – AUDIT

Section 1 – An audit by a qualified non-member shall be conducted at the end of the fiscal year following the biennial meeting.

Section 2 – Results are to be announced at the February general membership meeting following the biennial meeting.

ARTICLE IX – MEETINGS

Section 1 – Meetings of the Board of Directors shall be called by the President each month. A majority of four (4) members shall constitute a quorum.

Section 2 – General membership meetings shall be held at 10:00 AM on the second Monday of each month unless otherwise noted. One fourth of the current membership shall constitute a quorum.

Section 3 – The biennial meeting of the general membership shall be held in November of even numbered years.

Section 4 – The Director and Assistant Director of the Library shall serve as ex officio members of the organization.

ARTICLE X – AMENDMENTS

Section 1 – Amendments to these By Laws may be proposed at any meeting of the general membership. A copy of the proposed amendment shall be provided to each member at least two weeks before the meeting when voting is to take place.

Section 2 – A two-thirds vote of those present is required for ratification.

ARTICLE XI – PARLIAMENTARY PROCEDURE

Robert’s Rules of Order, most recently revised, when not in conflict with these By Laws shall govern the proceedings of the organization.

ARTICLE XII – DISOLUTION

Section 1 – Upon the dissolution of the organization, assets shall be distributed to one or more exempt purposes within the meaning of section (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 a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principle office of the organization is then located, exclusively for such purpose or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purpose.

Approved June 12, 2023

Cathy Schilling, Chris Wilson, Elaine Wilson, Kathleen Woodring