Organization and Governance Guidelines

• 1. Name and Mission
  1. The name of this organization will be Friends of the UNC [University of Northern Colorado] Libraries (hereafter referred to as Friends or the Friends).
  2. The Mission of UNC Libraries is to partner with the Bears community through diverse collections, innovative services, and welcoming spaces to promote curiosity, learning, teaching, and engaged global citizenship.
  3. The Mission of the Friends is to serve as a network of engaged alumni, faculty, staff, students, and community members promoting and supporting the Libraries’ services, collections, space, and programming through advocacy and fundraising efforts. All such efforts intentionally reflect the values of access, collaboration, innovation, professional development and growth, social justice, and stewardship as described in the University Libraries Strategic Priorities 2021-2024.
• 2. Objectives
  1. Promote the outreach and positive impact of the University Libraries.
  2. Increase the community’s interest in developing and accessing library resources unique to the area and the State of Colorado.
  3. Sponsor exhibits, programs, brochures, and other displays and communications.
• 3. Membership
  1. Membership is open to anyone interested in advocating for and supporting the UNC Libraries.
  2. Membership is renewable each year (July 1-June 30).
  3. Members who are Colorado residents will have Community Borrower access to the UNC Libraries
  4. Members will be notified of special events sponsored by the UNC Libraries and/or the Friends.
• 4. Membership Fees
  1. Current Students/Recent Alumni (1-5 years out): $25
  2. Community Friend: $50
  3. Contributing Friend: $100
  4. Invested Friend: $250
• 5. Board of Advisors
  1. Role: The Board of Advisors for the Friends of UNC Libraries is composed of volunteers who dedicate themselves to advocacy and outreach for the UNC Libraries. The Board aspires to support efforts by the Libraries to engage with the Northern Colorado community and develop university-community connections (as set forth in the University Libraries Strategic Plan 2021-2024 (Priority 1: Foster teaching and holistic programming to the campus and community). Board members appreciate the Dean’s responsibility for guiding the overall direction of their work and value the trust invested in their autonomy with initiatives.

  
  b. Benefits

  1. The opportunity to help to fulfill the lifelong curiosity and learning needs of students, faculty, staff, and the community.
  2. Ongoing engagement in creating and sustaining the services, collections, and programs of the UNC Libraries.
  3. Participation in a network of alumni, faculty, staff, students, and community members with a shared interest in promoting the Libraries’ services, collections, space, and programming through advocacy and fundraising efforts.

  
  c. Scope of Responsibility

  1. Manage the affairs of the Friends between annual general meetings and direct the disbursement of Friends’ funds.
  2. Arrive at decisions by majority vote or consensus after full discussion.
  3. Request volunteers to the Board and for events as necessary.

  
  d. Duties

  1. Attend two Board meetings annually (Fall and Spring).
  2. Participate in occasional meetings with the Dean and/or other Board members to plan the work of the group and/or advise on fundraising and related matters.
  3. Attend UNC Libraries functions, exhibits, receptions, and special events according to interest and availability.
  4. Assist in identifying and bringing other external funds to the Libraries through personal contacts.
  5. Identify prospective Board members.
  6. Serve on task forces or committees.
  7. Engage in personal gift support to level of ability.

  
  e. Criteria

  1. Demonstrate interest in and enthusiastic support for UNC Libraries.
  2. Demonstrate ability and commitment to contribute time and resources to the UNC Libraries for a 2-year term.

  
  f.   Code of Conduct

  1. Serve with respect, concern, courtesy, and responsiveness.
  2. Demonstrate the highest standards of personal integrity, truthfulness, honesty, and to inspire confidence and trust in their activities.
  3. Avoid any interest or activity that is in conflict with the conduct of their official duties.

  
  g.   Structure and Terms

  1. The Board of Advisors will consist of no more than 9 members, as described here:
     (A)  Seven (7) elected from the general membership, each serving a two- year term, and including a Chair, a Vice Chair, a Secretary, and four (4) At-Large. Their respective duties appear in Appendix A of this document.
     (B)  Two (2) ex-officio, each serving in conjunction with their respective terms of employment): the Dean of UNC Libraries or designee and a UNC Libraries Administrative Professional appointed by the Dean.
  2. Candidates for election will be nominated by the general membership prior to the annual meeting and voted upon at that meeting; if a vacancy occurs prior to the end of a Board member’s term, the Board will appoint a general member to complete that term, and that member may stand for election at the next annual meeting.
  3. An elected Board member may serve two consecutive terms and may accept nomination to stand for election for additional term(s) whenever a year or more has elapsed since that member last served on the Board.

  
  h. Sub-committee

  1. Fundraising and Development, which will devise and propose to the Board fundraising and development activities to be carried out in collaboration with the Dean and Dean’s staff, within the parameters set by the University’s Office of Advancement.
  2. Membership and Recruitment, which will review and propose revisions of existing member recruitment and information materials (e.g., the brochure and website) in collaboration with the Dean and Dean’s staff; devise and propose new recruitment initiatives when requested by the Board; and draft new materials for new recruitment initiatives for approval by the Board.
  3. Community Engagement, which will collaborate with UNC Libraries faculty and staff to propose and plan programs and events that advance UNC Libraries’ outreach and engagement with the community (e.g., public lectures on literary topics and student-oriented workshops, utilizing UNC Libraries spaces when feasible and suitable for outreach to intended audiences) and will identify volunteer opportunities for the Friends in conjunction with such programs and events.

  
  i. Administrative Support: The Office of the Dean of University Libraries will provide support for list management, mailings, copying, document production, web and social media presence, accounting, budget review and analysis, and liaison with other UNC offices as needed to conduct the business of the Friends.

• 6. Fiscal Matters
  1. The fiscal year for this organization will be July 1 to June 30.
  2. Dues for membership will be recommended by the Board of Advisors and presented for approval by the general membership at their annual meeting.
  3. Dues of new members paid during the fourth quarter (April-June) of the fiscal year will be credited to the following fiscal year.
  4. The UNC Libraries Administration will administer and annually review the funds of the Friends in collaboration with the Friends Chair and Secretary.
  5. The UNC Foundation will administer a Friends of the UNC Libraries Endowment Fund.
  6. In the event of the discontinuation of the organization known as Friends of the UNC Libraries, remaining funds raised or contributed by them shall revert to a University Libraries Foundation Account to be used at the discretion of the Dean of the University Libraries or designee to support University Libraries activities.
• 7. Meetings
  1. The Board will convene one annual spring meeting of the general membership.
  2. Other meetings may be called at the discretion of the Board of Advisors.
  3. All members will be notified two weeks prior to the annual or other called meeting, and those members present shall constitute a quorum.
• 8. Amendments
  1. All members of the Friends will be apprised of proposed changes to the Guidelines in the notification of the annual general meeting.
  2. Proposed changes to the Guidelines will be acted upon by those members in attendance at the annual general meeting.

Appendix A
Friends of UNC Libraries Board of Advisors
Duties Specific to Office

• Chair

  In addition to duties described in 5.d. of the Organization and Governance Guidelines. . .

  1. Create, in collaboration with the Dean and other members of the Board, an agenda for each regular or special meeting of the Board or General Membership.
  2. Preside at all regular or special meetings of the Board or General Membership.
  3. Serve on the Sub-committee for Fundraising and Development.
  4. Compose and distribute fall and spring letters to the General Membership.
  5. Represent the Friends at events sponsored by the Friends, and by the UNC Libraries if requested.
  6. Solicit and encourage giving to the Friends Endowment Fund and other gifts supporting the UNC Libraries, as appropriate to the UNC Libraries’ annual and special giving campaign goals.
  7. Attend the annual UNC Libraries Employee Appreciation event.
• Vice Chair

  In addition to duties described in 5.d. of the Organization and Governance Guidelines . . .

  1. In the Chair’s absence, fulfill duties of the Chair.
  2. Assist Chair with Chair’s duties when requested and as able.
  3. Serve on the Subcommittee for Community Engagement.
  4. Represent the Friends at events sponsored by the Friends, and by the UNC Libraries if requested.
  5. Organize, oversee, and attend the annual UNC Libraries Employee Appreciation event.
• Secretary

  In addition to duties described in 5.d. of the Organization and Governance Guidelines . . .

  1. Take and type the minutes of all meetings of the Board and General Membership.
  2. Submit minutes to Board members for review and editing.
  3. Email the edited minutes to Board members prior to the next meeting.
  4. Archive all official documents, communications, memorabilia and other items of interest of the Friends of the UNC Libraries by placing them with UNC Libraries Archives & Special Collections.
  5. Work with The University Libraries Administration designated staff member to review Friends’ membership.
  6. Serve on the Subcommittee for Membership and Recruitment.
  7. Represent the Friends at events sponsored by the Friends, and by the UNC Libraries if requested.
  8. Attend the annual UNC Libraries Employee Appreciation event.
• At-Large

  In addition to duties described in 5.d. of the Organization and Governance Guidelines . . .

  1. Represent the Friends at events sponsored by the Friends, and by the UNC Libraries if requested.
  2. Attend the annual UNC Libraries Employee Appreciation event.
  3. Serve on one of the sub-committees of the Friends if possible

Last updated May 2023