1. Chairperson:

1.1: Presides over all meetings of the Friends, Executive Committee, and Executive Council.

1.2: Plans the agenda for the meetings in 1.1, and keeps the meetings on topic and time.

1.3: In consultation with the Executive Council, plans the Friends’ year, allocates time and resources, and supports projects.

1.4: In liaison with the Treasurer, monitors Friends’ spending and the monetary viability of the Friends.

1.5: Is a Signing Officer for the Friends.

1.6: Prepares reports for Friends’ publications, and provides an annual report to the Recording Secretary.

1.7: Is accountable to see that the annual reports are prepared in a proper and timely manner, and submitted to the Recording Secretary.

1.8: Is responsible to the democratic will of the Friends’ membership.

1.9: Surrenders all documents, records, and property of the Friends, to his/her successor, on termination of , or resignation from, office.

2. Vice-Chairperson:

2.1: Is elected on the understanding that he/she shall succeed the current Chairperson.

2.2: Presides over all meetings of the Friends in the absence of the Chairperson.

2.3: Carries out other Friends’ duties, as assigned by the Chairperson.

2.4: Surrenders all documents, records, and property of the Friends, to his/her successor, on
termination of office, or to the Chairperson on resignation from office.

3. Recording Secretary:

3.1: Records the minutes for all meetings of the Friends.

3.2: As requested, reads the minutes of the Friends’ meetings at subsequent meetings, makes corrections as necessary, moves the adoption of the minutes, and has them signed by the Chairperson.

3.3: Assembles and publishes the annual reports of the Friends’ committees, for presentation at the Annual General Meeting.

3.4: Maintains a file of minutes, annual reports, financial statements, other documents, and correspondence, for eventual transfer to the Archivist.

3.5: Records the minutes of the Friends’ Annual General Meeting, reads the minutes at the next Annual General Meeting, moves their adoption, and has them signed by the Chairperson.

3.6: Packages Friends’ correspondence, minutes, reports etc., over three years of age, and gives them into the keeping of the Archivist.

3.7: Is a Signing Officer for the Friends.

3.8: Surrenders all documents, records, and property of the Friends, to his/her successor, on
termination of office, or to the Chairperson on resignation from office.

4. Treasurer:

4.1: Maintains the Friends’ bank account, and manages the financial affairs of the Friends.

4.2: Is a Signing Officer for the Friends.

4.3: Maintains a proper record of Friends’ receipts and disbursements.

4.4 In consultation with the Executive Council, prepares and submits, for approval by the membership, a budget for the Friends’ operating year.

4.5: Prepares financial statements for review and submission.

4.6: Prepares and delivers periodic financial reports to the membership at meetings.

4.7: Provides a copy of the reviewed year end financial statement to the Secretary, for inclusion in the general file, and to the Newsletter Co-ordinator for inclusion in the upcoming newsletter.

4.8: Surrenders all documents, records, and property of the Friends, to his/her successor, on
termination of office, or to the Chairperson on resignation from office.

5. Past Chairperson:

5.1: Is a member of the Executive Committee.

5.2: Chairs the Nominating Committee.

5.3: Chairs Friends’ meetings, in the absence of  the Chairperson and Vice-Chairperson.

5.4: Surrenders all documents, records, and property of the Friends, to his/her successor, on
termination of office, or to the Chairperson on resignation from office.

The above five positions are the Executive Committee.
 

6. Corresponding Secretary:

6.1: Collects the mail on a regular basis.

6.2: Distributes mail to the Executive Council members.

6.3: In consultation with the Executive Council, answers correspondence as directed.

6.4: Prints (or has printed), and maintains a stock of Friends’ publications.

6.5: Surrenders all documents, records, and property of the Friends, to his/her successor on
termination of office, or to the Chairperson on resignation from office.

7. Fund Raising Co-ordinator:

7.1: Presents to the Executive Council a list of proposed projects for their discussion, selection and approval.

7.2: Is responsible, in consultation with the Executive Council, for planning and executing approved fund raising projects.

7.3: Recruits assistance from the membership, as necessary, to assist with any aspect of a fund raising project.

 7.4: Prepares an annual report and submits it to the Recording Secretary.

7.5: Surrenders all documents, records, and property of the Friends, to his/her successor on
termination of office, or to the Chairperson on resignation from office.

8. Newsletter Co-ordinator:

8.1: Is responsible for the publication and mailing of Newsletters, including gathering and preparation of material, preparing the layout, arranging for printing and mailing.

8.2: Recruits any assistance deemed necessary, to help in any aspect of  Newsletter production and delivery.

8.3: Advises the Membership Secretary of Newsletter publication dates, to allow for the timely preparation of mailing labels.

8.4: In the Newsletter following the Friends’ Annual General Meeting, publishes the Chairperson’s annual report, the year end financial statements, and other appropriate year end information.

8.5: Prepares an annual report, and submits it to the Recording Secretary.

8.6: Surrenders all documents, records, and property of the Friends, to his/her successor, on
termination of office, or to the Chairperson on resignation from office.
 

9. Social Convenor:

9.1: Makes arrangements for refreshments at the Friends’ meetings.

9.2: Takes part in the planning of social functions and gatherings outside of Friends’ meetings.

9.3: Recruits and supervises helpers, as required.

9.4: Prepares an annual report and submits it to the Recording Secretary.

9.5: Surrenders all documents, records, and property of the Friends, to his/her successor, on
termination from office, or to the Chairperson on resignation from office.

10. Publicity Co-ordinator:

10.1: Notifies the local media of Friends’ meetings.

10.2: Arranges publicity with the local media for all events of the Friends, e.g. fund-raising projects, programs.

10.3: Recruits any assistance deemed necessary to help in any aspect of publicity.

10.4: Prepares an annual report and submits it to the Recording Secretary.

10.5: Surrenders all documents, records, and property of the Friends, to his/her successor on
termination of office, or to the Chairperson on resignation from office.

11. Membership Secretary:

11.1: Develops a program, to create awareness in the community of the Friends, and increase membership.

11.2: Maintains an up-to-date database of the membership.

11.3: Prepares and issues membership cards.

11.4: Supplies mailing labels for the membership to the Newsletter Co-ordinator.

11.5: Maintains a supply of materials needed to carry out responsibilities.

11.6: Is responsible to see that a record of attendance is maintained and that nametags are prepared and available at meetings.

11.7: Prepares an annual report and submits it to the Recording Secretary.

11.8:Surrenders all documents, records, and property of the Friends, to his/her successor, on
termination of office, or to the Chairperson on resignation from office.
 
 

12. Program Co-ordinator:

12.1: Is responsible for arranging programs of interest to the Friends, Library patrons, and members of the public.

12.2: Recruits any assistance deemed necessary to help in any aspect of arranging programs.

12.3: Prepares an annual report and submits it to the Recording Secretary.

12.4: Surrenders all documents, records, and property of the Friends, to his/her successor on
termination of office, or to the Chairperson on resignation from office.

13. Archivist:

13.1: Receives from the Recording Secretary, takes into custody, stores, and maintains a record of all correspondence, minutes, reports, etc., over three years of age.

13.2: Surrenders all documents, records, and property of the Friends, to his/her successor on
termination of office, or to the Chairperson on resignation from office.
 
 

Approved at the Friends meeting this __23rd_______ day of _February, 2000
 

Chairperson:_Diane Lansdell _____
  signature
 

Recording Secretary:_Denham Dingle
   signature