foprl bylaws

BY-LAWS OF FRIENDS OF HE POINT ROBERTS LIBRARY
A Non-Profit Organization Incorporated in the State of Washington on April 1, 2013 - UBI No. 603-281-646

ARTICLE 1 - NAME

The name of the organization shall be: Friends of the Point Roberts Library, also known as FOPRL

ARTICLE 2: PURPOSES AND ACTIVITIES

The purpose of this organization shall be to establish and maintain an association of persons interested in enhancing, supporting, and promoting Whatcom County Library System’s branch library located in Point Roberts, WA.  The activities of the organization may include the raising of funds for materials, equipment, construction or renovation, and other needs of the Library that are beyond the scope of Whatcom County Library System; and the sponsoring of informative and culturally enriching community programs, such as lectures, exhibits, films story hours, etc; all open to the public and based on the conviction that good library services and facilities are essential the the quality of life of the community.

In the event of the dissolution of this organization, all assets shall go to the Whatcom County Library Foundation for the sole benefit of the Point Roberts Library.

ARTICLE 3: MEMBERSHIP & DUES

Membership in this organization shall be open to all individuals in support of its purpose and activities.

Annual dues may be established by vote of the membership at the annual membership meeting.

ARTICLE IV: OFFICERS AND BOARD OF DIRECTORS

Section 1.  The officers of this organization shall be President, Vice President, Secretary, and Treasurer.  The offices of Secretary and Treasurer may be held by either a single individual or two individuals.  These officers plus one member of the library staff, selected by Whatcom County Library System and one Commissioner of the Point Roberts Park and recreation District, selected by their board of commissioners, shall also constitute a Board of Directors.  Addition member, such as committee chairs, may be appointed by the Board to serve as directors.  All of the above will be full voting members of the Board of Directors.

Section 2.  Committees will be created and committee chairs selected as needed.

Section 3.  Officers shall be elected at the organization’s annual membership meeting.  The slate of officers shall be presented to the membership by the Board of Directors.  Nominations also may be made from the floor at the annual membership meeting, with the consent of the nominee.

Section 4.  Officers shall be elected for a term of one year by majority vote of those present at the annual meeting.

Section 5.  Vacancies of any office shall be filled by majority vote of the existing Board of Directors.  Such appointees shall serve until the next regular election of officers.

ARTICLE V: DUTIES OF OFFICERS AND OTHER AUTHORITY OR OBLIGATIONS OF THE BOARD OF DIRECTORS

Section 1.  The officers shall have such duties as are prescribed by the Board of Directors:

 The duties of the President shall be to prepare an agenda and preside over Board and membership meetings.

The Vice President shall act as President when the President is unable to do so and shall perform such other duties as the Board may from time to time designate.

C.  The duties of the Secretary shall be to take accurate minutes of all Board and membership meetings, maintain an archive of meeting minutes, and report on minutes of meetings and write letters as directed by the Board of Directors.

D. The duties of the Treasurer shall be to keep accurate records of Friends of the Point Roberts Library finances, prepare a financial report for the Board and Annual General Meetings, pay expenses as directed by the Board, receive and deposit receipts from donations, fund raising projects, fees; issue receipts for donations and other funds received; and track expenditures.  All funds collected shall be turned over to the Treasurer and duly recorded and accounted for in a timely manner.  In addition, the Treasurer shall maintain the organization’s incorporation and charitable organization status with the State of Washington and tax exempt status with the Internal Revenue Service, through timely renewals and tax returns or other required submissions.  The Treasurer shall oversee the audit requirement described below in Section 3 of this article.

Section 2.  The Board of Directors shall have the authority to change the assigned duties of the officers.

Section 3.  The corporation shall conduct an independent financial audit of its books every second year, beginning with the two year period ending March 31, 2015, provided that revenue was equal to or more than $50,000 in either of those two years.

Section 4.  The Board of Directors shall adopt a Conflict of Interest Policy in order to assure the integrity, transparency, and accountability of the organization and to protect any tax-exempt status enjoyed by the organization.  All directors and members of committees with Broad of Directors delegated authority shall be required annually to sign a statement, to be kept on file by the Secretary, certifying that they have received, read and understood the Policy and agree to comply fully.

ARTICLE VI: MEETINGS

Section 1.  The direction of the affairs of the organization shall rest with the Board of Directors.  A majority of the members of this Board shall constitute a quorum for the transaction of business.

Section 2.  The Board of Directors shall meet as needed.  A meeting may be called by the President or by at least two members of the Board of Directors with at least 24 hours notice.

Section 3.  An Annual General Meeting (AGM) of the membership of the organization shall be held each spring, at a time decided by the Board of Directors.  Announcement of this meeting will be posted in the Point Roberts Library and at other public bulletin boards in Point Roberts. The AGM is open to the general public.  Only FOPRL members can vote.  In addition, special meetings of the membership may be called by the Board of Directors to transact organizational business as needed. At last 24 hours notice of such meetings will be given by announcements posted in the Point Roberts Library and at other public bulletin boards in Point Roberts.  There will be no quorum requirement for transacting business at duly scheduled Membership Meetings.  A majority of those members present may decide on all matters taken under consideration, except in the case of amendments to the organization’s Articles of Incorporation approval by at least two thirds of members resent shall be required.

ARTICLE VII: AMENDMENTS

Amendments to the by-laws may be made at any meeting of the general membership by a two-thirds vote of FOPRL members present.

ARTICLE VIII: PARLIAMENTARY AUTHORITY

All meetings shall be conducted according to Robert’s Rules of Order, revised, or such other rules of parliamentary procedure as shall but determined by the Board of Directors.

BYLAWS ADOPTED BY VOTE OF THE MEMBERSHIP THIS 26TH DAY OF APRIL 2014.

CERTIFIED: ________________________ ___________________________

President, FOPRL SECRETARY, FOPRL

Revised April 26, 2014, 

revised December 13, 2020

Here is a link to the Grand Openng of the new Point Roberts Library, August 11, 2018.  It last for 30 minutes.  The journey to get here was more like 7 years!

 https://www.youtube.com/watch?v=tOR2VP6RiXI

Park and Recreation District Levy in November Election

I've been told by several people that there is some misunderstanding among the local voting public about the connection between the Park and Recreation District Levy that is on the November ballot and the New Library. 

The levy is to be used solely for the regular maintenance and service work of the Park and Rec District: keeping the Community Center open and available to the public for meetings and events, including Senior Lunches, food bank, etc.; maintaining the Community Center and the Baker Field properties; and hiring a person to oversee all this work so that the Commissioners can better focus their time on longer term plans for the Community Center.

None of the levy funds will be used for the new library.  The new library is funded by private donations gathered by the Friends of the Point Roberts Library.  That money has already been raised; if additional funds for the library are required, then the Friends of the P.R. Library will provide them, not the Park and Rec District.  When the new library is completed and in operation, all operating costs will be paid by the Whatcom County Library Services, not by the Park and Rec District.

I assume that FOPRL members know this, but if you have friends who are unclear or misinformed about this, please clarify it for them. 

Judy Ross, for FOPRL

Construction Ahead!

The title isn't a warning, but it is something of a mayday! call.  Here's where we are now.

Last week, we received 5 bids on the new library construction project.  The bids were somewhat higher than expected, but the two lowest are within our budget, with a big caveat: there are some tasks that need to be completed and that will cost money, but that are not within the contract bids.  We need a new septic tank, some project management, movement of both the water meter and the fire hydrant, landscaping when the job is done, carpets, and maybe water sealing the slab.

The Park and Rec District has agreed to cover the costs of asbestos/hazardous waste removal; Whatcom County Library Services is looking to cover air conditioning, but the other non-contract services need to be funded by the Friends of the Library.  And--this is the mayday! part--we don't have much time, because the bids are valid only until September 23.  By that date, Park and Rec must choose to accept one bid or turn them all down.

What is on our plate right now is the need for $60,000.  That's the bad news.  The good news is that two local residents already have, together, offered to match the first $30,000 donated.  That means the plate needs only $30,000 by September 23.  We think, we hope, we pray that's doable given the substantial support the community has offered over the past years to get this funding together.

We are out talking to individuals, groups, and businesses, asking for their help, but first of all we are talking to you, to the friends of the library: the people who know the kind of difference that a good library makes in a small community.  We have only two choices right now: to raise the $60,000 or to give up on the project but we don't think this community is ready to give up.

If you can join with us and make yet another donation to the new library, please drop your check (made out to FOPRL) off at the library (during open hours) before September 23 or mail it to FOPRL, PO Box 970, Point Roberts, WA 98281.  (If you have questions, ask Rose in the library or call me in Point Roberts, x3180.)

--Judy Ross, for The Friends of the Point Roberts Library

Saturday: Big Book Sale for the Library

Tomorrow, Saturday, May 20, from 10-3 there will be a used book sale at the Community Center.  Since it looks like we're going to get summer, come down and pick up your summer reading at bargain prices!  All proceeds to the library fund.

If you have books to donate, bring them down to the Community Center today around 3 pm when the books will be set up for tomorrow.

It Looks Like We are Done Fundraising for the New Library

BIG NEWS! The new Memo of Understanding was signed March 30, 2017 by the Friends, Whatcom County Library Services, and the P.R. Park and Recreation District. WCLS has offered a contribution of up to $160,000 to complete the building costs (adding to the final $140,000 raised in the last few months by the Friends), and Park and Rec will supervise the construction process. Permitting is almost completed and the construction money is in the bank (and in a few remaining pledges that will arrive in April). Next, the project goes out to bid. Thanks again and always to everyone, every agency, every business, every foundation, every "yes" voter, and, well, just everyone who helped us get to this point. You make this a community that cares about books, reading, libraries, for now and for the foreseeable future! I'm smiling; I hope you are, too. --Judy Ross, for the Friends of the Point Roberts Library, all of them.

Reporting In on Levy Donations

In the midst of a week of too much snow in too many places, we've received about a dozen checks for our 'levy donation' campaign (goes through march). Because we are asking for relatively small donations ($50/$100,000 assessed property value), we're going to need a lot of them, and the first $34,000 dollars will be matched. 

We did receive from a very generous and civic-minded Point Roberts couple the second installment of their earlier $25,000 pledge, which is looking very good in the bank account. 

Remember to drop your 'levy donation' off either at the library or the postoffice (PO Box 970, p.r., 98281). Hope you're back to normal February! --Judy Ross