Friends of Ridgefield Community Library 

Policies and Procedures

Use of Name

The name of Friends of Ridgefield Community Library (FRCL) shall be used only to further the policies and programs of the FVRL Foundation and FRCL.

Membership

1. New member information and remittance shall be directed to the membership chair, who shall distribute this information to the president and treasurer.

2. A welcome email shall be sent to all new members by the membership chair.

3. New member information shall be entered into the FRCL roster/database, and an updated roster shall be sent to the president and technical support coordinator.

4. New members’ names and email addresses will be added to SignUpGenius, so that they may respond to all volunteer opportunities.

5. If a new member indicates they would like to volunteer, they can indicate their interests on the volunteer preference form.

6. Renewal forms will be sent out to the current members via email by May 1 of each year.  Completed forms, with dues, shall be returned no later than July 31.

7. If a renewal form is not received from a current member within the renewal time period of May 1 to July 31, the membership chair shall contact that person and ask for a clarification of their status and review their options.  Those options may include:

   1. Renewing their dues for full membership

   2. Discontinuing membership

      1. Continuing to receive FRCL information via email for one year, or

      2. Being removed from all communications

8. Dues shall be: Individual     $  15.00

    Family $  25.00

    Lifetime $200.00

Financial

1. The fiscal year for budgeting and financial reporting as prescribed by the FVRL Foundation is July 1 through June 30.

2. The proposed FRCL budget shall be prepared by a committee comprised of the president, treasurer and at least one other Board member, presented at the spring Board meeting for review and input, and then presented for approval by the membership at the annual meeting in June.

3. The Board shall review the budget on a quarterly basis.

4. Any item in the annual budget approved by the membership shall be expended after requests are presented to the Board for approval.

5. All monies collected shall be recorded, receipted, and deposited in the FRCL checking account.

6. A savings account will be established, and monies will be transferred from the checking account when that account balance exceeds $1,000.00.

7. The treasurer shall monitor the FRCL U.S. post office box on a regular basis and disseminate all mail appropriately.

8. The treasurer shall monitor the locked bookstore collection cabinet at the library  on a regular basis.

9. All donations received shall be recorded and information regarding the donation shall be given to the treasurer to be acknowledged, and the membership chair will acknowledge membership payments.

10. The treasurer shall reconcile the checking account bank statement and the savings account statement monthly.

11. The treasurer shall monitor the FRCL PayPal account and the FRCL email account for donations made online and shall record those donations appropriately. 

12. The treasurer shall present a brief financial report at each Board, general, and annual meeting.

13. The organization’s records shall be compiled by the treasurer and submitted to the FVRL Foundation by the date designated by the FVRL Foundation accountant.

1. All bills must be submitted to the treasurer for reimbursement within ten (10) days following the end of an activity or by June 15 each year.

2. The treasurer shall close the books on June 30 for review.

14. All financial transactions over $1,000 shall require the signature of any two (2) of the following: FRCL  president, FRCL vice president, FRCL treasurer, or the FVRL Foundation executive director.

15. Request FVRL Foundation credit card machine through RCL branch manager, when needed for events.

16. If any checks are returned for insufficient funds, the treasurer will contact the issuer to advise of the return, and a fee, determined and approved annually through the budget review process, shall be assessed. 

Board of Directors

1. Any elected or appointed office may be filled by co-officers.

2. In the event the presiding officer of a meeting is unable to perform their duties, an alternate will be designated.

3. The immediate past president shall serve on the Board in an advisory capacity.

4. Job descriptions will be in place for each elected position, standing committee chair, and director-at-large.

5. Any member, who was elected or appointed to a position on the Board and no longer wishes to serve in their capacity, shall submit their intentions in writing to the Board for documentation in the meeting minutes at which the request is reviewed.  If, after resigning, any such member expresses an interest in serving again in any of these positions, they must submit their request in writing to the Board for review and approval, stating the reasons for this request.

Standing Committees/Other Committees/and/or Volunteer Service

1. Committee volunteers may list their top three preferred committee assignments, and the volunteer coordinator, membership chair, and/or the specific committee chair shall contact them within a reasonable amount of time to advise of their assignment.

2. Qualifications and Terms of Chairs and Committee Members

1. Experience and special aptitudes are the primary qualifications for serving on a committee.

2. Committee Chairs shall be members of FRCL.

3. Committee Chairs shall be appointed by the president and approved by the Board.  They shall serve for a term of one year and be eligible for re-appointment with Board approval.

3. Special Committees shall perform duties assigned by the Board.

4. The chair of each committee shall present a brief report regarding current activities to the membership at each monthly general meeting, and a more detailed report regarding goals met/not met and goals for the next year at the annual meeting.

5. In addition to standing committee chairs and other committee chairs, non-Board positions may include corresponding secretary, stewards, liaisons, and coordinators and will be appointed by the president.

6. Any committee chair who no longer wishes to serve in that capacity shall submit their intentions in writing to the Board for documentation in the meeting minutes at which the request is reviewed.  If, after resigning, any such member expresses an interest in serving again as a committee chair, they must submit their request in writing to the Board for review and approval, stating the reasons for this request.

7. FRCL affirms a Standard of Conduct for all its members that is adopted from the one of its parent organization, the Fort Vancouver Regional Library Foundation.  The Standard of Conduct is posted on the FRCL website and at the Ridgefield Community Library.  Copies may be obtained upon request from any Board member.

Nominations

1. A nominating committee shall be established according to FRCL bylaws.

2. Nominations shall be determined in the following manner:

   1. The nominating committee shall meet no later than March 1, and a list of possible candidates for each open position shall be created and prioritized.

   2. Candidates shall be identified for their suitability for the position, as well as any pertinent experience and knowledge they may have acquired.

   3. Committee members shall contact potential candidates, following the prioritized list, to determine if they would be interested and willing to serve.

   4. The first potential candidate from the prioritized list who accepts shall become the nominee for that position.

   5. If all potential candidates decline, the nominating committee shall meet again to create a new list, no later than March 15, following the above procedure.

   6. During this process, no information from the committee will be announced or discussed by members outside the committee.

   7. Nominations shall be completed by April 1, and the slate of candidates will be presented at the May general meeting.

Voting Procedures

1. All FRCL members in good standing will be eligible to vote for officers and proposed changes to the bylaws.

2. Proposals concerning revision of the bylaws should be submitted to the members for consideration at least one month in advance of the vote.

3. The election of officers shall be held at the annual meeting.

4. A majority of the votes cast shall be necessary for election.

5. In special circumstances deemed necessary by the president and majority of the Board, an email vote by the Board shall be acceptable.

Amendments/Revisions to the Policies and Procedures

Any amendments or revisions to the Policies and Procedures may be requested by any Board member and approved by a majority of the Board at any regular or special Board meeting.

FRCL Forms

1. The following forms have been approved for use by FRCL:

1. Membership form

2. Expense reimbursement form

3. Event proposal form

4. Event publicity form

5. Post event report form

6. Volunteer sign-in sheet

7. FRCL Community Cornerstone Society form

Date Approved:

Original:     December 2019

Amended:  June 2021

Amended:  October 2021

Amended:  July 2022