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About the Library > Library Associates

 

 

The Legacy

Beginning in 1911 with a room in Gilbreath Hall and the intent to offer a space in which one could discover good books, the University Library has expanded both its physical and conceptual resources. The Library currently serves as the repository for books, journals, archival manuscripts, photographs, microforms, government documents, video and sound recordings, electronic media and databases. Professional and support personnel provide critical services to students and regional residents alike. The Library also provides networked access to an ever-broadening range of digital information resources, evolving truly into a library without walls. From this legacy the new Sherrod Library opened in 1999 at ETSU, renewing the commitment to provide information and knowledge to people throughout the region.

Your Role in Renewing the Legacy

We'd like you to be a part of the continuing legacy, to share in the exciting journey and help the library by being a Library Associate. The ETSU Library Associates bring together those in the ETSU community and region who share the desire to support a library that preserves and makes available our collective memory using the technology and tools of the future.

Membership Benefits

As a member of the ETSU Library Associates you receive Associates and University Library publications, invitations to the annual meeting and to special lecture and receptions sponsored by the Library and the university. Library Associates are also eligible to receive a courtesy card with borrowing privileges and access to all of the resources of the Sherrod Library including regional collections and Internet access.

Membership Activities

Associates' activities include participation in workshops covering subjects such as using the Internet and the Library's own online system, sponsorship of library speakers, reading discussion groups, awards ceremonies, and other activities developed by the organization's membership in cooperation with the University Library.

How to Become a Library Associate

Easy! You may become a member of the ETSU Library Associates by making a personal or corporate annual contribution. The following categories of annual membership are available:

Contributor/Student $10- 24
Member(s)/Family $25-49
Sponsor $50-99
Patron $100-249
Benefactor $250-499
Grand Benefactor $500-999
Philanthropist $1,000- 2,499
Sustaining Member $2,500-10,000

ETSU Library Associate Membership Application Form (Adobe Acrobat .pdf file) Please print, fill out, remit membership fee, and mail to: ETSU Library Associates, Box 70665, Johnson City, TN 37614-0665.

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Officers & Board Members

The membership meeting on Monday, September 20, 2004 at 5:30 p.m. in the Quillen Exhibit area on the 4th floor of Sherrod Library will recommend the following slate of officers:

President: Judy Barrett
Secretary/Treasurer: Ruth Sharp
Board Members: Jim Odom, Judy Odom & Cate Strain
Continuing Board Members: Ches Sharp, Linda Gordon, & Joan Coogan

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Committees

Membership
Solicitation and Gifts
Programs/Events
Publications and Publicity
Acquisitions
Budget and Finance
Nominating

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Meetings

The annual membership meeting and board election is Monday, September 20, 2004 at 5:30 p.m. in the Quillen Exhibit area on the 4th floor of Sherrod Library. Refreshments will be served.

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Mission Statement

The ETSU Library Associates brings together those who are dedicated to the library's continued growth and who share an appreciation of books and other library media. The purpose of the ETSU Library Associates is to:

  1. maintain an organization of persons interested in improving library resources and programs;
  2. assist in bringing to the library budget funds for special needs;
  3. build individual and community support for the library;
  4. encourage gifts that help support the university's curriculum and research needs; and,
  5. cooperate with the Dean of Libraries and the University Library Committee ULAM) in the development of resources, services and programs for the library.

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Reading & Discussion Groups

The Library Associates Reading & Discussion Group meets the second Monday of each month in the Quillen Conference Room on the 4th Floor of the Sherrod Library at 5:30 p.m. Light refreshments are served.

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Annual Used Book & Media Sale

The sale was discontinued after Fall 2012.

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ETSU Celebration of Books

The ETSU Celebration of Books & Authors occurs every two years in spring beginning in 2006.

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Other Library Friends Organizations

Friends of the Goucher Library College Library

Friends of Kansas State University Libraries

Friends of the Oklahoma State University Libraries

Friends of the San Diego State University Library

Friends of the Spring Hill College Library

Library Friends of the University of Illinois Urbana-Champaign

Miami University Friends of the Libraries

Friends of the Maureen and Mike Mansfield Library (University of Montana)

University of Pennsylvania Library Alumni & Friends Portal

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Bylaws

Adopted 30 September 1997

The Library Associates of East Tennessee State University shall be governed by the following by-laws in the conduct of its business.

ARTICLE I: NAME

The name of this organization shall be the ETSU Library Associates.

ARTICLE II: PURPOSE

The ETSU Library Associates brings together those who are dedicated to the appreciation of books and other library media. The purpose of the ETSU Library Associates is to:

  1. maintain an organization of persons interested in improving library resources and programs;
  2. assist in bringing to the library budget funds for special needs;
  3. build individual and community support for the library;
  4. encourage gifts that help support the university's curriculum and research needs, and;
  5. cooperate with the Dean of Libraries and the University Library Committee (ULAM) in the development of resources, services, and programs for the library.

ARTICLE III: MEMBERSHIP

All persons interested in the purpose and programs of the ETSU Library Associates shall be eligible for membership.

Section A. Categories and Dues

Admission to membership is conferred by the Advisory Council of the ETSU Library Associates upon receipt of membership form and annual payment for membership in one of the following categories:

The following membership year shall coincide with the academic year of East Tennessee State University (September to the following August)

Section B. Privileges

  1. All members shall be eligible to attend meetings , hold elective office, vote, and fully participate in programs and activities of the organization. All members will receive library and Associates publications and a membership card with accompanying rights and privileges. Other privileges appropriate to specific categories of membership may be established by the Advisory Council.
  2. Honorary membership may be conferred by a unanimous vote of the Advisory Council and those who have provided distinguished service to the library and/or university. Honorary members shall be entitled to all of the privileges of the organization except the right to hold office.

Section C. Meetings

  1. The Annual Meeting of the general membership shall be held in September or October of each year on a date and time to be determined by the Advisory Council. At least ten (10) days written notice of the Annual Meeting shall be given the membership. Notice of any meeting shall be deemed duly given if mailed to the member at the address as it appears on the records of the Associates. After such proper notification the members shall constitute a quorum. The purpose of the general membership meeting shall be as follows:
    • to elect new Advisory Council members
    • to approve the budget of the organization
    • to hear the report of the Advisory Council
    • to provide an opportunity for special presentations
  2. Special meetings of the general membership shall be called upon the request of two members of the Advisory Council or on written petition by ten general members.
  3. The Advisory Council shall meet as provided in the rules governing the Council.
  4. Committees appointed by the Advisory Council and/or other membership shall meet as needed.

ARTICLE IV: ADVISORY COUNCIL

Section A. Function

The Advisory Council shall serve as the Associates directing body. The Advisory Council shall determine the policies, budget, programs, activities, and governing rules of the organization. At all times the Advisory Council will act in accordance with the policies and objectives of the Tennessee Board of Regents, East Tennessee State University, and the University Libraries.

Section B. Membership

  1. Composition. The Advisory Council shall consist of no more than nine Councilor at-Large. The ETSU Dean of Libraries shall be an additional and ex-officio member of the council.
  2. The organizer of the ETSU Library Associates shall comprise its initial Advisory Council. Upon approval of these bylaws, the Advisory Council shall, by lot, assign one-third of its members to three-year terms, one-third of members to two-year terms, and one-third of its members to one-year terms. Upon expiration of these assigned terms, new councilors shall be elected for three-year terms as provided in these bylaws.
  3. Qualifications
    a. Councilors at-large must be current members of the Library Associates.
    b. An ex-officio member shall qualify by virtue of current appointed position at ETSU.
    c. Members shall be willing to attend meetings regularly, to serve on committees, and to participate in activities undertaken by the ETSU Library Associates.
  4. Privileges
    a. Councilors at-large shall have the following privileges:
    1) voice and vote
    2) opportunity to serve as officers
    b. An ex-officio member shall have voice by no vote and shall note be eligible to serve as an officer.
  5. Terms of Office
    a. Councilors at-large shall serve for three years commencing with date of election. Councilors may be elected for a maximum of two consecutive terms.
    b. An ex-officio member shall serve as long as that person remains in the appointed position as head of the library program, and is ineligible for election as a Councilor at-large.
  6. Election
    a. Terms of Advisory Committee shall be staggered so that one-third shall be elected for a term of three years at the membership meeting.
    b. No later than thirty days prior to the annual meeting, the Advisory Council President shall appoint a nominating committee of three (3), of whom at least one member shall be from the general membership of the Associates.
    1) The nominating committee shall confer with ten (10) days after their appointment and select three nominees for the Advisory Council. This slate shall appear on a ballot which shall contain space for up to three write-in votes by the general membership.
    2) This ballot shall be mailed to current members no later than fifteen (15) days prior to the date of the annual meeting. Ballots must be returned by mail or delivered in person no later than the day of the annual meeting.
    3) Ballots shall be counted by a committee of three members present at the annual meeting and appointed by the President. The three names receiving the highest number of votes shall be councilors-at-large. In the case of tie votes, the competing names shall be drawn at random to determine the outcome.
  7. Vacancy.Any vacancy on the Advisory Council due to any reason shall be filled by appointment by the remaining councilors; the person elected shall serve the term remaining.
  8. Meetings
    a. The Advisory Council shall meet at least three times during the membership year, at a time and place to be established by the President, to transact the normal business of the ETSU Library Associates.

Section C. Officers

  1. The officers of the Advisory Council shall be the Chair, Vice-Chair, the Secretary, and the Treasurer. The officers shall be voting members of the Advisory Council.
  2. Duties
    a. Chair: The Chair shall preside at all regular and called meetings of the ETSU Library Associates and the Advisory Council. The Chair shall also perform general administrative duties which include coordinating and expediting business with other officers and serving as the parliamentarian of the organization.
    b. Vice-Chair: The Vice-Chair shall serve in the absence of the Chair and provide assistance to the Chair concerning administration of the organization. The Vice-Chair, who shall succeed the Chair, shall be considered an understudy for that office.
    c. Secretary: The Secretary shall monitor the official membership roll, keep minutes of all regular and special meetings of the ETSU Library Associates and of the Advisory Council and make these available to the member of those bodies, and shall handle all correspondence for these bodies.
    d. Treasurer: The Treasurer shall arrange that all funds received by the ETSU Library Associates are promptly deposited to the proper account, and that all disbursements are properly authorized. The Treasurers shall also provide current financial statements to all regular and called meetings of the ETSU Library Associates and of the Advisory Council.

    Electionof Officers
    a. An election shall be held annually by the Councilors-at-Large at their first meeting of the academic year. The Vice-Chair shall be elected annually and become the Chair in the second year in office. The Secretary shall be elected in odd-numbered years and servers for two years. The Treasurers shall be elected in even-numbered years and serves for two years.
    b. All officers of the Advisory Council shall hold office until their successors have been elected.
    c. No officer may hold an office for more than two consecutive years.

ARTICLE V-COMMITTEES

  1. At the beginning of each new Chairperson's term of office with the concurrence of the Advisory Council, the Chair may appoint such standing committees from the general membership as deemed necessary or advisable, or as the Council shall direct,including any or all of the following
    a. Membership
    b. Solicitation and Gifts
    c. Program/Events
    d. Publications and Publicity
    e. Acquisitions
    f. Budget and Finance
    g. Nominating
  2. The chair may appoint and discontinue from time to time such special, as hoc, or task committees as deemed desirable with a majority of the Council concurring.


ARTICLE VI- FUNDS AND LIABILITY

Financial resources of the ETSU Library Associates shall consist of the annual membership dues and other gifts.

Section A. Funds

  1. All membership dues and other funds received by the organization shall be considered contributions to the East Tennessee State University Library Foundation, thus fully tax-deductible. Al funds shall be deposited in a special restricted account for the ETSU Library Associates established by the Comptroller of East Tennessee State University, and shall be budgeted to contribute to the purposes as stated in Article II.
  2. All funds shall be distributed through the Comptroller of East Tennessee State University at the direction of the Treasurer with he approval of a majority of the Advisory Council.
  3. No member of the organization shall be liable except for unpaid dues; and no personal liability shall in any event attach any member of this organization in connection with any of its undertakings. All liabilities of the organization shall be limited to the common funds and assets. Neither the Advisory Council nor its officers shall have the authority to borrow money or incur indebtedness or liability in the name of or on behalf of the ETSU Library Associates.

Section B. Other Gifts

  1. Other gifts shall be accepted by the ETSU Library Associates in accordance with ETSU policy. Both restricted and unrestricted gifts shall be received and shall be deposited with the Foundation for purposes as stated in Article II.

Section C. Budget Procedures

  1. The ETSU Foundation will manage the ETSU Library Associates funds on a fiscal year basis and the organization's budget shall be authorized for the academic year (September to the following August).
  2. Budget allocation shall be based upon membership dues collected during the previous fiscal year plus unspent funds from the prior year.
  3. The Treasurer shall prepare a budget on the basis of input from the Advisory Council of the ETSU Library Associates.
  4. The proposed budget shall be presented to the Advisory Council for approval.
  5. The Advisory Council shall present the proposed budget to the general membership at each annual meeting for approval.

ARTICLE VII-RATIFICATION AND AMENDMENTS

  1. These bylaws shall take effect upon ratification by two-thirds of the members of the initial Advisory Council who shall be considered to be the official organizers of the ETSU Library Associates.
  2. Amendments to these bylaws may be enacted by the general membership upon approval of the Advisory Council. A quorum being present, amendments shall require a three-fourth vote of those voting Proposed amendments shall be appended to the notice of the meeting at which the vote shall be taken.

ARTICLE VIII-RULES OF ORDER

Robert's Rules of Order, newly revised edition, shall govern the proceedings of all meetings of the organization and its constituent parts except as provided by these bylaws.

ARTICLE X - DISSOLUTION

In the event the purpose of the ETSU Library Associates Foundation fund shall become inoperative or inactive for three fiscal years, the entire assets deposited in the fund shall be reassigned to another purpose that shall support the ETSU Library with the written agreement from the following: 1) the Advisory Council Chair; 2)the Dean of Libraries; and 3) the ETSU Foundation Executive Director.

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