The Asian Division Friends Society By-Laws

ARTICLE I: NAME

Section 1. The name of this organization shall be the Asian Division Friends Society, the Library of Congress.

ARTICLE II: PURPOSE

Section 1. The purpose of the Asian Division Friends Society shall be to maintain an association of persons interested in the collections and services of the Asian Division, whose goals are to strengthen the services, enhance the collections, promote their use, and preserve the knowledge and creativity of the Asian people.

Section 2. The Asian Division Friends Society may help the Asian Division in its outreach programs and fund-raising activities.

Section 3. The Asian Division Friends Society may act as an advisory organization to the Chief of the Asian Division.

ARTICLE III: MEMBERSHIP

Section 1. The membership year shall be from January 1 to December 31.

Section 2. Any individual, business, or corporate body interested in the purposes of the Friends Society may become a member upon payment of a contribution prescribed by the Board of Directors as suitable for the following categories:

a. Individual ($50 annually)
b. Family (two persons or more from the same family) ($75 annually)
c. Senior (aged 62 and above) ($30 annually or $50 for two persons from the same family)
d. Contributing ($100 annually)
e. Supporting (including business or corporate membership) ($500 annually)
f. Patron ($1,000 annually)
g. Benefactor (A $10,000 contribution to become a Life Member)

Section 3. Membership will be extended for in-kind gifts such as collections or volunteering work in lieu of monetary contributions.

Section 4. Any single gift in the amount of $50,000 or more may be established as an endowment to be named by the donor with the approval of the Librarian of the Congress. Proceeds from each endowment may be designated for a specific purpose for support of the Asian Division within the jurisdiction of the Chief of the Asian Division.

Section 5. Honorary membership may be conferred by unanimous vote of the Board of Directors for extraordinary gifts of money, equipment, books, collections, or other library material; or for unusual service to the Libraries.

Section 6. Except for life members and honorary members, a member who has not made a contribution in two years shall be classified as inactive.

Section 7. All members joined the Society in 2003 and the first thee months of 2004 are founding members as long as they remain to be active members.

ARTICLE IV: PRIVILEGES

Section 1. All active members have the right to attend meetings and to participate in the activities of the Friends Society.

Section 2. Members may receive publications from time to time prepared and sent under the jurisdiction of the Board of Directors.

Section 3. Members may be invited to special events organized by the Library or sponsored by the Division.

ARTICLE V: BOARD OF DIRECTORS

Section 1. There shall be a Board of Directors consisting of fifteen members. The Chief of the Asian Division and the Executive Secretary shall serve as non-voting members of the Board.

Section 2. After the initial formation period, Board Directors will be nominated by the Chief of the Asian Division and be approved by a majority vote of the Board Directors.

Section 3. Board Directors will each serve a three-year term. There will be no limit on the number of terms each may serve.

Section 4. The Board of Directors shall elect a President and a Vice President. The term of the President and Vice President is for two years. The Vice President shall succeed the President in the event a vacancy occurs. The position of Vice President shall then be filled through majority vote of the Board Directors.

Section 5. The Board of Directors shall manage the affairs of the Society and establish policies and guidelines for its operations

Section 6. The Board of Directors shall meet at least twice a year once in April or May and once in September or October. Other meetings may be called by the President, the Executive Secretary, or at the request of any three members of the Board. A simple majority of voting members of the Board, with either the President or Vice President presiding, shall constitute a quorum.

Section 7. The Board of Directors is empowered to fill by appointment the remaining portion of any term vacated by a Director.

Section 8. Directors are expected to become dues paying members of the Society during their respective terms of service.

ARTICLE VI: EXECUTIVE SECRETARY

Section 1. The Executive Secretary shall be appointed by the Chief of the Asian Division from a staff member to coordinate the programs and activities of the Society and to provide support services to the President, Vice President, and Board Directors.

Section 2. The Executive Secretary shall maintain official records and membership lists, prepare the annual report, send out mailings, act as secretary of the Board of Directors, and perform such other duties as the Board of Directors shall deem appropriate and necessary.

Section 3. The Executive Secretary shall serve as Treasurer of the Society, keep up-to-date financial records, and provide annual financial reports to the Board of Directors.

ARTICLE VII: COMMITTEES

Section 1. The Society shall have an Executive Committee chaired by the President and consisting of the Vice President, the Executive Secretary, and the Division Chief.

Section 2. The Society shall have a structure of standing and ad hoc committees determined by the Executive Committee. The chair of each committee shall be appointed by the Executive Committee. The Executive Secretary shall be a non-voting member of all standing committees.

Section 5. Committees shall report and make recommendations to the Executive Committee and the Board of Directors as required.

ARTICLE VIII: MEETINGS

Section 1. The annual membership meeting of the Society shall be held each spring, the time and place to be determined by the Executive Committee in consultation with the Board of Directors.

Section 2. Special meetings of the Society may be called at any time by the President and the Executive Secretary, or by a majority of the Directors.

Section 3. Ten members present, in addition to a quorum of the Board of Directors, shall constitute a quorum, and every member shall be entitled to vote on all matters brought before the Society. All decisions shall be by majority vote.

ARTICLE IX: FUNDS AND LIABILITY

Section 1. Funds designated to the Friends Society shall be directed to and deposited through the Library of Congress. All such funds are considered as a directly support for the official activities of the Asian Division, including activities of the Friends Society. Direct disbursement of said funds shall be authorized by the Division Chief following the guidelines established by the Board of Directors. Contributions made as provided herein are deductible to the extent allowable by law, in accordance with the Internal Revenue Service Code and regulations.

Section 2. No member of this Society shall be liable except for unpaid contributions; and no personal liability shall in any event be attached to any member of this Society in connection with any of its undertakings.

ARTICLE X: PARLIAMENTARY AUTHORITY

Section 1. The rules contained in Roberts' Rules of Order Revised (current edition) shall govern this organization in all cases in which they are applicable, and in which they are not inconsistent with these By-Laws.

ARTICLE XI: AMENDMENT

Section 1. These By-Laws may be amended at any annual or special meeting of the Society by a two-thirds vote of members present, provided notice was given at the previous meeting or by mail at least thirty days in advance of the meeting.