Standing Rules of Order

Adopted by the Board January 21, 2003; amended by the Board February 18, 2003, March 21, 2006.

I. Association Membership

A. It is the policy of the Association to encourage membership. Association membership shall confer the following basic benefits, regardless of the amount of the annual donation:

• The opportunity to serve on the Board of Directors and its committees
• The right to vote at Association meetings
• Receipt of the Library newsletter
• Participation in the Garden Tour.

B. An annual Association membership will be offered to all donors to the Library who meet the requirements of Article II, Section 2 of the by-laws (e.g. who subscribe to the objects and basic policies of the Association). The membership will expire twelve months after the last donation. Life membership will be available for donations of $1,000 or more, which may include cumulative donations.

C. The Association, through the Board of Directors, may conduct giving campaigns to help fund Library operations from time to time. Such campaigns may include incentive levels, which may vary from campaign to campaign. The giving campaigns will be coordinated between the Development Committee and Library staff.

II. Standing Committees

Standing Committees are established on a permanent basis. The Standing Committees serve these four primary purposes:

• To divide the workload of the Association.
• To expedite the work by removing routine tasks from monthly Board consideration.
• To utilize the specific talents and knowledge of Board Members, all of whom are expected to participate actively on Standing Committees and in Association events.
• To permit broader participation.

Committee members meet apart from the entire Board to work in the area assigned to them. Committee meetings are attended by its members only. Other members of the Board or Association should be given reasonable opportunities to express their views to the committee at the invitation of the committee.

Standing Committees should be chaired by a member of the Board. Each committee should have a minimum of three Association Members who are not on the Library staff. Library staff members who participate on committees will not have voting rights. The Executive Director shall be an ex-officio member of each Standing Committee.

Committee members shall be identified by the second regularly-scheduled Board meeting after each annual Association meeting. In order to promote participation by a broad base of volunteers, committees will be reappointed annually. At least one-third of each committee shall consist of volunteers who have not previously served on the same committee.

Standing Committee reports should be submitted to the Board in writing. Pertinent facts to be included in the minutes. Each Standing Committee shall submit a proposed budget to the Finance Committee by March 30.

A. Community Relations Committee

Works with Library staff and the Development Committee to coordinate public relations, community awareness, and community activities.

B. Development Committee

• Works with the Development Manager to develop and implement membership and giving campaigns.
• Oversees a donor recognition and appreciation program and a membership renewal program with the support of the Development Manager.
• Acts as a liaison between the Board and the Development Manager for grant and endowment development efforts.
• The Development Manager shall maintain a current and accurate list of Members and donations and shall make this information available to the Development Committee upon request.
• Oversees the Garden Tour for Members.

C. Second Edition Committee

• Works with the Second Edition Store Coordinator to develop and implement resale shop operating policies, including but not limited to pricing, product selection, merchandising, marketing, promotions, operating hours, and recruitment and oversight of volunteers.
• Oversees resale shop income and expenses to provide maximum financial support to the Association, and develops annual revenue target and budget proposal for Board review and approval.
• This committee will be chaired by a Board member and the Store Coordinator will be a staff representative on the committee.

Direct supervision of the Store Coordinator will be the responsibility of the Executive Director (or Association Executive Director). The committee will advise the Executive Director regarding the performance of the staff person; the Director will carry out performance reviews.

D. Finance Committee

• This committee will be chaired by the Treasurer; the Business Manager will be a staff representative.
• Reviews the annual budget draft prepared by staff, and presents it to the Board for initial review at the May Board meeting and final review and approval at the June Board meeting.
• Develops and maintains an investment policy statement; oversees staff adherence to investment policies
• Develops fund reserve recommendations
  Works with staff to make recommendations and preparations

E. Nominating Committee

• Continually seeks out new potential candidates for positions on the Board of Directors and Standing Committees, and maintains records of potential candidates who were previously identified.
• Identifies the types of people that will strengthen the Board, the skills and expertise needed and seeks out individuals with these qualifications.
• Makes specific recommendations for open Board positions by the March Board meeting.

F. Personnel Committee

This committee will be chaired by the Vice President; the Executive Director or a staff delegate will be a staff representative. This committee reviews personnel policies and procedures annually and recommends any changes; it also serves as grievance committee for staff and volunteers. The Chair and the President shall jointly evaluate the Executive Director’s job performance with input from the members of the Board.

III. Other Committees

Other committees shall be appointed by Board action as may become necessary.

IV. Order of Business

The order of business for Board meetings shall include:

Call to order - President’s Report
Approval of minutes
Decision Items
Discussion Items
Treasurer’s report
Executive Director’s report
Reports of standing committees
Special reports
Audience time
Communications/Announcements
Adjournment

V. Agenda

An agenda shall be prepared by the President with consultation from the Executive Director for each meeting. The agenda shall be posted by Library staff in the Library and copies distributed to each Board member at least seven days prior to a regularly scheduled meeting. Recommendations for action by the Board of Directors, by Committees or the Executive Director, and supportive materials shall be submitted to the President or Executive Director in time to be included in and with the agenda.

VI. Motions

Motions of more than ten words should be submitted in writing.

VII. Minutes

Minutes should be posted in the Library and submitted to Executive Director within ten days following the meeting. Distribution of minutes to Board Members shall accompany the Agenda

VIII. Use of Library Facilities

The Board shall review and approve policies prepared by the Library staff regarding use of the Library for educational meetings and similar purposes by community groups.

Page Updated February 8, 2007