Friends Governance Document

I. Mission

The Friends of the University Libraries (UL), hereinafter referred to as The Friends, exists to support the strategic initiatives of the UL, coordinate Board-sponsored programs and awards, and promote the UL and its collections and services to the local and regional communities. The Friends plan, coordinate, and participate in various activities and are dedicated to the enhancement of library services, resources, collections, programs, and facilities.

II. Goals

  1. To organize, promote and sponsor events, awards, and programs that generate funds and/or reflect and support the mission of the UL.
  2. To recommend the allocation and distribution of funding to support the UL needs for awards, equipment, materials, special projects, and events in alignment with UL strategic priorities.

III. Control of Gifts

Money raised by The Friends shall be administered by the Dean and shall be deposited into the Bowling Green State University Foundation pending disbursement. The Dean, in consultation with The Friends Board, shall authorize disbursement of funds. The Friends Board shall consider funding unique requests beyond those normally funded by existing budget lines (e.g., operating, personnel, travel, technology, marketing, and professional development funds). Funding normally shall be awarded for one-time, one-of-a-kind requests, unless the requestor provides compelling justification for ongoing support. Make a Friends fund request.

IV. Board Membership

  1. Composition. The Friends Board’s ideal membership goal is between eleven (11) and fifteen (15) members or sufficient membership to carry out the work of The Friends in support of the UL’s strategic initiatives. Friends members are selected to represent a range of constituencies in northwest Ohio including the Dean of the UL, the Director of Programs and Facilities, who normally shall act as Treasurer of The Friends, and a representative of Wood County District Public Library.
  2. Selection. The Dean of the UL, who may solicit the recommendations of The Friends Board and other appropriate bodies, shall appoint Board members.
  3. Terms of Appointment. The Dean and Director of Programs and Facilities have permanent appointments. Other Board members normally shall serve three-year terms. The Dean of the UL has the discretion to appoint Board members to terms shorter than three years. Members are eligible for reappointment by the Dean. Terms shall be staggered to assure continuity.
  4. Officers.
    1. The President of the Board shall be elected from within the Board for a two-year term or for the remainder of a two-year term, whichever is applicable, by April 30 each year. The President, or the President’s designee, shall preside over all Board meetings and set meeting agendas in consultation with the Dean.
    2. The UL Director of Programs and Facilities shall serve as the Treasurer and shall present a proposed budget and meeting calendar annually during the first meeting of the Board and shall update and present financial reports during regularly scheduled meetings of the Board.
    3. The Secretary shall be elected from within the Board for a two-year term or for the remainder of a two-year term, whichever is applicable, by April 30 each year, and shall perform duties that may include drafting agendas, recording meeting minutes, and dissemination of documents as indicated by the Dean and/or President of The Friends.
  5. Committees and Initiatives. The work of The Friends Board shall be conducted in part through two committees and two initiatives with the support of the UL Administrative Office:
    1. Committees
      • Nominating Committees. Prepares and submits a slate of candidates for vacant or expiring officer positions, listing one nomination per position. The President shall appoint this committee with three members composed of two current board members and the Dean. The Dean has the option to appoint a designee. Members of the nominating committee may be nominated for officer positions. The committee will present a slate of officer candidates to the Board prior to the last meeting of the academic year.
      • Special Committees. May be appointed/convened at the discretion of the Friends Board for a specific purpose. The president shall appoint this committee with three members composed of two current board members and the Dean. The Dean has the option to appoint a designee. The Special Committee shall make recommendations to the Board regarding the assigned purpose. Once the Board approves the recommendations of the Committee, the Committee is discharged.
    2. Supporting Initiatives
      • Events. The UL Administrative Office typically plans and coordinates events, and Friends Board members are invited to participate and attend annual and ad hoc events and programs.
      • Outreach. The Dean, collaborating with the UL Development Director and the UL Director of Programs and Facilities, develops and executes an annual Friends fundraising plan and solicits private donations to support Friends activities. Board members may be asked to communicate or promote initiatives with constituents, as well as contribute to one or more UL initiatives on an annual or ongoing basis.

V. Awards

The Friends Board currently has several awards. The Friends Board may choose to make additional awards or reduce the number of awards in any given year. Furthermore, The Friends Board may choose to select multiple awards in the same category in any given year. Awards shall be decided by the action of the whole Board upon recommendation of the Awards and Recognition Committee. Financial awards may be increased or decreased at the discretion of the board.

  1. The Friends Award. This award is granted annually to honor a faculty or staff member (external to the UL), student, member of the community, or institution who/that has contributed substantially to the growth and development of the UL.
  2. The Friends Employee Award. This is an award granted annually to honor an UL staff member (administrative, classified, or faculty) who has made exceptionally valuable contributions to the growth and development of the UL. This award is valued at $500. Applicants must be an employee of the library for a minimum of three years. UL employees are eligible to receive this award once.
  3. The Friends Undergraduate and Graduate Student Employee Awards. The Friends annually recognizes an undergraduate and a graduate student employee who have made exceptionally valuable contributions in serving patrons and/or to the growth and development of UL. Both awards are valued at $500.
  4. The Friends Professional Development Award. This $500 award is presented annually to a University Libraries employee who wishes to undertake a program of professional development that will improve effectiveness on the job. Preference will be given to new applicants. One year after receiving the award, past recipients are eligible to apply for the award for a second time.
  5. The Friends Master of Library Science Award. This $500 award is awarded to a University Libraries employee who is enrolled in or has been accepted to a Master of Library Science or Information Science degree program. Preference will be given to new applicants, but when appropriate, past recipients may apply again for the award. This award may be given a maximum of two times to the same recipient.
  6. The Friends Student Development Award. Funds shall be distributed annually as reimbursement up to $500 to a UL student employee who wishes to undertake a program of professional development to pursue a career in Library Science or Information Science. Appropriate expenses may include travel expenses, conference fees, Master of Library Science /Information Science degree application fees or other fees as approved by The Friends. An individual is eligible to receive this award one time only.

Approved by the Friends of the Library Board 4/23/2025

Updated: 09/16/2025 02:47PM