The Friends of the Mott Library organization was established in 1989 and became a part of the Foundation for Mott Community College, operating under the Foundation’s adopted by-laws. The Friends work together to promote the Mott Library on campus and in the community, assist the library by volunteering time and talents, provide funds for special projects, purchase new equipment and books, strengthen the commitment to life-long learning, and enhance library services for students and community patrons.
The group is made up of students, alumni, faculty, staff, retirees, campus groups, community individuals and organizations. A Board of Directors, including the Director of the Library, works to fund unmet needs of the library and develops fundraising activities and special projects to meet those needs. Along with the library staff, the Friends have been instrumental in keeping the library a vibrant, service-oriented destination for students and the campus community.
In 2006, the Friends of the Mott Library endorsed the creation of a Friends Endowment fund that is maintained by the Foundation for Mott Community College. An initial $10,000 was invested with the Foundation aimed at creating a long-term endowment funding base for supporting library initiatives. Each year, two student board interns receive a monetary award from endowment funds.
The name of this organization shall be Friends of the Mott Library (herein after referred to as “Friends” or “FOML”).
The Friends of the Mott Library is an association of individuals dedicated to promoting the Mott Community College Library by supporting and funding enhanced services, improved facilities, and expanded resources that strengthen the library’s commitment to lifelong learning for students and the broader community.
Individuals may become a Friends Patron supporter by making a minimum annual donation of $25 or, for Mott employees only, by electing payroll deduction. Each fiscal year begins on July 1 and ends on June 30.
All elected Board Officers and Directors are required to pay their annual dues at the beginning of each fiscal year. Voting rights are reserved for those who have fulfilled this requirement.
Dues-paying Board members are entitled to one vote with the exception of Ex-Officio (Library Director) and Secretary/Treasurer (Library Administrative Assistant) as unelected, non-voting members.
The officers shall be the President and Vice-President, elected as hereinafter provided. Non-elected officers shall include the Ex-Officio (Library Director) and the Secretary/Treasurer (Administrative Assistant), positions held by library personnel, and the Past President, a position held by the previous Friends President.
The President shall appoint at least two Board members to identify and evaluate qualified candidates for service on the Board. A slate of one or more nominees for each anticipated vacancy shall be presented for election. Nominations from the floor shall also be accepted; however, no person shall be nominated without their consent.
BBoard officers and directors shall be elected by a majority vote of those present at the May meeting or special call meeting. Re-election of officers shall occur every two years, with a maximum executive term of four years. Officers may apply for re-election after a two-year hiatus.
The President shall appoint a current Board member to fill an officer vacancy or recommend an eligible member to fill a vacancy occurring between elections. Such appointments shall be approved by majority vote of the full Board.
President: Shall preside over meetings, create and appoint any necessary committees, and serve as an ex-officio member thereof, except as limited herein.
Vice-President: Vice-President: Shall perform the duties of the President in the event of the President’s absence or resignation for the duration of the term.
Secretary/Treasurer (Administrative Assistant): Shall be responsible for the maintenance of all financial records and the membership directory; the provision of notice to members regarding meeting times; and the accurate recording of all meetings of the Board. The Secretary/Treasurer shall also be responsible for all official correspondence of the organization.
Ex-officio (Library Director): Serves as counsel to the officers and the Board and disburses funds.
Past President: Serves as counsel to the officers and the Board.
In addition to the two elected officers, the Board shall consist of not less than five, nor more than ten elected directors, including the Student Board Intern(s). [This number does not include the positions of Ex-officio and Secretary/Treasurer, which are held by library personnel, and Past President.] At any time during the year, should Board membership numbers fall below seven elected positions, the President may make an interim appointment for the remainder of that term. In all other cases, recruitment will take place annually as stipulated in Article IV.
The Board shall have the authority to request creation of committees consistent with the purpose of this organization.
Meetings of the Board will be held quarterly. Special meetings may be called by the President, by petition of the Library Director, or by a majority of the Board. All regular meetings will be conducted via Zoom unless otherwise specified with sufficient notice. Issues of immediate importance may be discussed and/or voted on by telephone or email.
For the transaction of business, a quorum shall consist of a majority of the members of the Board. If a quorum is not present at a meeting, the President may authorize voting to be conducted by email. Members shall have seven (7) days from the date the ballot is distributed to cast their votes. Unless otherwise specified, approval shall require a majority of the votes cast by the deadline set forth.
Meeting cancellations shall be made in a timely fashion.
Meetings will be conducted using Robert’s Rules of Order procedures.
Missed meetings are highly discouraged. Missing three consecutive meetings, may be grounds for Board removal. If you need to report an absence, please contact the Secretary/Treasurer.
A Board member may be subject to corrective action or removal for one or more of the following:
The Secretary, or another individual designated by the Board, shall provide written notice describing the alleged noncompliance. The notice shall identify the applicable bylaw provisions and provide the Board member a reasonable opportunity to respond before further action is taken.
Unless the alleged violation involves misconduct requiring immediate action, the individual shall have up to thirty (30) days to correct the noncompliance or provide a written explanation acceptable to the Board.
If the Board determines that the noncompliance has not been corrected or that the violation warrants removal, the Board may remove said Board member by a majority vote of the full Board, provided the individual received advance written notice that removal would be considered.
Any vacancy created by removal shall be filled in accordance with the provisions of these Bylaws governing Board vacancies.
The Friends of the Mott Library Foundation will select a Student Board Intern through an annual application process to serve on the Friends Board of Directors for one academic term; defined as fall, winter, and summer semesters. Upon satisfactorily fulfilling the service requirements outlined for each semester, the selected student will receive a monetary award, paid by check, to be used at the student's discretion.
Refer to the Student Board Intern Endowment Scholarship Guidelines for the current application process, eligibility requirements, and award criteria.
All Friends of the Mott Library funds shall be held by the Foundation for Mott Community College in a fiduciary capacity.
Board officers shall provide a fiscal budget, including projected and annual revenue and expenditures, to Board directors for approval. A majority vote of the full Board is required.
Funds shall be disbursed by the Secretary/Treasurer with the approval of the Library Director and Board President.
The Secretary/Treasurer shall provide a financial report at all general Board meetings.
In between regular Board meetings, officers of the Board may approve unanticipated library expenditures of up to $200. A majority vote prevails.
Bylaws amendments shall be emailed to the Board for approval, with a one-week period for open discussion, followed by a one-week voting period. A majority of the full Board shall prevail.
Robert’s Rules of Order, when not in conflict with these bylaws, shall govern the proceedings of this organization.
Because the Friends of the Mott Library operate under the sponsorship and tax-exempt status of the Foundation for Mott Community College, the Board acknowledges that any dissolution, termination, or transfer of the Friends shall be conducted in accordance with the governing documents, policies, and written agreements established by the Foundation and applicable law.
The Board may recommend that the Friends cease operations upon a majority vote of the full board then in office when it determines that the organization can no longer fulfill its charitable mission or maintain effective operations.
Upon approval of a recommendation for dissolution, the Board shall promptly notify the Foundation in writing and provide all documentation supporting its recommendation.
The Board shall cooperate with the Foundation in completing outstanding obligations, preserving organizational records, notifying stakeholders, and transferring responsibilities as directed by the Foundation.
All funds and records held on behalf of the Friends shall remain the property of, or be transferred to, the Foundation or another qualified organization as determined by the Foundation and applicable law.
The Organization shall be considered terminated only after all requirements of the Foundation and applicable law have been satisfied.
Adopted: 3/15/90
Revised: 5/29/98, 1/16/03, 5/15/03, 5/20/04, 5/19/05, 5/20/10, 1/2020, 05/2023,
08/2024
08/2025, 6/25/26
To determine policies, procedures and regulations for the conduct of the organization; to raise funds to finance the organization and its programs; and to monitor organizational performance.
A member will serve as long as they maintain active status and wish to continue serving.
Attend all regularly scheduled meetings of the general board; standing committees; and special events hosted by the Friends of Mott Library. Provide written notice to Board Secretary when unable to attend.
Board President
To provide leadership to the board and committees on policies, procedures and regulations for the conduct of the board; to raise funds to support the Mott Library services and program; and to monitor board performance.
Re-election every two years - not to exceed a four year consecutive term.
Attend all regularly scheduled meetings of the general board; executive board; and sub-committee meetings at the request of the committee chair. Attend special events hosted by the Friends of Mott Library.
Board of Directors and Mott Library Director
Hold Position of Library Secretary. (Not an elected office)
Library Director and Board President
