The Asian Division Friends Society By-Laws

ARTICLE I: NAME

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

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 its services, enhance its collections, promote their usage, 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 through 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. Personal Membership:

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. Student ($10 annually)
d. Contributing ($100 - $499 annually)
e. Supporting (including business or corporate membership) ($500 - $999 annually)
f. Patron ($1,000 - $9,999 annually)
g. Benefactor (A $10,000+ contribution to become a Life Member)
h. Guest/Volunteer (Service-in-kind)

B. Corporate or Organization Membership:

a. Standard ($500 - $999 annually)
b. Silver ($1,000 - $4,999 annually)
c. Gold ($5,000 - $9,999 annually)
d. Platinum ($10,000+ annually)

Section 3. Personal membership will be extended for in-kind gifts such as collections or volunteer 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 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 the Chief of the Asian Division or by the approval of the Board of Directors for extraordinary gifts of money, equipment, books, collections, or other library material; or for unusual service to the Asian Division.

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

Section 7. All members who joined the Society in 2003 and during the first three months of 2004 are founding members as long as they remain active members.

Section 8. The membership fees as cited in Part A (Personal Membership) and Part B (Corporate or Organizational Membership) are subject to change at any time. Changes may be proposed by the Chief of the Asian Division and/or one or more members of the Board of Directors and are subject to the approval of the Board of Directors.

ARTICLE IV: PRIVILEGES

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

Section 2. Members may receive publications from time to time that are prepared and sent out under the jurisdiction of the Executive Committee.

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 to twenty 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, the 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. The members of the 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 up to three Vice Presidents. The term of the President and the Vice Presidents is for three years. The Board of Directors shall appoint one of the Vice Presidents to succeed the President in the event of a vacancy and shall fill the vacant Vice President position through majority vote if the need to fill the vacancy is deemed necessary.

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, May, or June and once in September, October or November. 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 the voting members of the Board, with either the President or a Vice President presiding, shall constitute a quorum.

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

Section 8. The 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, the Vice Presidents, and the Board of Directors. There may be one or two Assistant Executive Secretaries appointed by the Chief to assist the Executive Secretary.

Section 2. The Executive Secretary, with the support of the Assistant Executive Secretaries and appropriate committee chairs, shall maintain official records and membership lists, prepare the annual report, send out mailings, act as the 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 work with the Treasurer of the Society to maintain up-to-date financial records, and provide annual financial reports to the Board of Directors and to the membership of the Society.

ARTICLE VII: COMMITTEES

Section 1. The Society shall have an Executive Committee chaired by the President and consisting of the Vice Presidents, the Executive Secretary, the Assistant Executive Secretaries, the committee chairs, 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 and the Assistant Executive Secretaries shall be non-voting members of all standing committees.

Section 3. The 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 direct support for the official activities of the Asian Division, including the activities of the Friends Society. The 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 tax 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 that notice was given at the previous meeting or by mail or email at least thirty days in advance of the meeting.