Below are the responsibilities for the various Bellevue Friends of the Library board positions, and other chair and coordinator positions:

• Arrange and preside over Executive Board meetings, assist Executive Board and committee members to fulfill their responsibilities.
• Schedule and preside over annual meeting
• Appoint two members at large to serve on the Finance Committee with the President, Past President and Treasurer
• Attend monthly Bellevue Library Advisory Board meetings
• Serve as an ex-officio member on the Corner Book Shop Committee and attend meetings
• Appoint committees as needed
• Appoint a replacement to the Executive Board with the assistance of the Past President if a member cannot complete a term of office
• Serve as the BFOL information source to KCLS, media and the community
• Serve as a liaison between KCLS, KCLS/BFOL Liaison and BFOL
• Receive and implement directives from the BFOL/KCLS Liaison
• Update the Executive Board Book yearly
• Supply the Newsletter Chair with an article for each issue
• Co-sign checks and appoint member to audit treasurer's monthly report to match bank statement

• Accept responsibility for projects as requested by the President
• Serve in an advisory capacity to the President
• Assume leadership in the absence of the President
• Be responsible for planning the Holiday Tea, Joint Boards Luncheon, and Annual Meeting
• Serve as a substitute at the Bellevue Advisory Board Meeting and the Corner Book Shop Committee meeting if the President is unable to attend
• Co-sign checks
• Attend BFOL Board meetings

• Record minutes of each meeting of the Executive Board and annual BFOL meeting, and retain records of all meetings
• Send a copy of the previous minutes to the Executive Board
• Read all papers and correspondence when called upon at the meetings
• Prepare a roster of BFOL Board
• Update Board folders in the Stock Room
• Send special occasion cards and acknowledgment of donation cards

• Report on BFOL financial status at Executive Board meetings
• Prepare an annual report of finances for the general membership
• Notify President of money donations
• Receive all money belonging to BFOL
• Pick up and distribute mail
• Oversee money and securities for the Corporation, arrange for bonding, arrange for preparation and filing of tax returns
• Disburse all funds as designated by the Executive Board
• Keep up-to-date financial records in an orderly manner and retain for seven (7) years
• Serve as the Chairman of the Finance Committee
• Serve on the Corner Book Shop Committee and attend the Committee's monthly meeting, giving the financial report including a breakdown of the Corner Book Shop results
• Oversee matching funds accounts
• Maintain the safe and cash register
• Appoint an Assistant Treasurer

 

• Pick up daily receipt envelopes from the Corner Book Shop on a weekly basis
• Verify the daily receipt total with actual cash received and cash register tape
• Record daily receipt totals and forward to the Treasurer with appropriate backup materials
• Compile bank deposit from daily receipts, membership dues and donations. Make bank deposit.
• Keep monthly record of daily receipts and deposits
• Notify Treasurer and Volunteer Coordinator of specific problems with daily receipts
• Confirm biweekly that correct amounts are available in the change bag, and replenish as needed

 

• Serve on the Finance Committee
• Preside over the Nominating Committee
• Serve in an advisory capacity to the President
• Attend Executive Board meetings
• Chair Emeritus Committee

 

• Coordinate the Book Discussion Group and the Shakespeare Group sessions with the designated adult librarians as to room location, setup and information for publicity flyers
• Coordinate payment of meeting moderators
• Mail information flyers, and manage member participation and procedure at the individual sessions
• Serve refreshments at fall and spring sessions of the Shakespeare Group
• Attend Executive Board meetings

 

• Disburse book donations at Lake Hills Library to storage bookcases
• Fill bookcase in lobby as needed
• Request additional stock as needed, and send overage of donations to Stock Room Coordinators
• Attend Executive Board meetings
• Facilitate programs and projects initiated by Lake Hills Library Manager

 

• Send notices to Executive Board members to advise about publication deadlines for their news items
• Determine Newsletter content
• Work with Web Coordinator to post Newsletter content to the website
• Edit and send the Newsletter's copy-ready materials with Librarian's Request Form to KCLS for layout and printing
• Select a committee to help with mailing of newsletters (optional)
• Keep a file of past newsletters
• Obtain photo use permissions
• Attend Executive Board meetings

Member At Large

• Maintain the history of the BFOL
• Add press clippings, photos and other memorabilia to the archives
• Audit the Treasurer's Report monthly
• Contact the families of a deceased BFOL member to advise them that books will be purchased by the BFOL and donated to BFOL book club members in his or her memory
• Yearly, send names of deceased BFOL members to Newsletter Chair for publication in the newsletter and to Web Coordination for including on the In Memoriam web page
• Appoint a substitute who is trained in these duties in case of absence
• Attend Executive Board meetings

Membership Chair

• Maintain a current BFOL membership roster
• Maintain a copy of all new member applications and renewal forms
• Generate labels as needed
• Acknowledge each new member with a packet of BFOL information
• Mail annual and delinquent dues renewal notices as appropriate
• Design and coordinate printing of membership forms and brochures
• Ensure membership forms are available at BFOL events and in the Corner Book Shop
• Coordinate thank you letters with the Secretary for financial contributions
• Submit an annual report for the President and Executive Board
• Attend Executive Board meetings

Web Coordinator

• Serve as liaison between the BFOL website and BFOL board
• Maintain content for website
• Ensure monthly/yearly payments are made for website maintenance and site design services as requested by Executive Board members
• Manage and add weekly content on social media pages
• Attend Executive Board meetings

Corner Book Shop Chair

• Chair Corner Book Shop meetings. Determine date and reserve meeting room.
• Share Executive Board information with the Corner Book Shop Committee
• Attend Executive Board meetings and share Corner Book Shop Committee information
• Develop annual budget for the Corner Book Shop and present it to the Finance Committee
• Oversee the Corner Book Shop and Stock Room
• Oversee special sales at the Corner Book Shop or other locations, coordinating with the Lake Hills/Crossroads Liaison
• Oversee publicity for special sales (signs, articles, etc)
• Revise guidelines and prices with the input of the Corner Book Shop Committee
• Supply the Newsletter Chair with an article for each issue
• Maintain and manage signs and displays
• Create new volunteer ads, as needed
• Serve on Volunteer Day Committee

Corner Book Shop Assistant Chair

• Attend Corner Book Shop monthly meetings and serve as secretary
• Help prepare the Corner Book Shop yearly budget
• Purchase all supplies for the Corner Book Shop and Stock Room within budget constraints
• Establish a list of vendors and resources for purchasing
• Maintain the display case in the Bellevue Library Galleria
• Assume the Corner Book Shop Chair duties in the absence of Shop Chair

Stock Room Coordinator

• Serve on the Corner Book Shop Committee
• Serve on Volunteer Day Committee
• Coordinate with shop personnel to keep inventories at appropriate levels in the shop
• Maintain order in the Stock Room
• Create a monthly Stock Room schedule, coordinating with the shop schedule prior to the Corner Book Shop Committee meeting
• Maintain phone list of Stock Room volunteers
• Follow the "New Volunteer Procedures" to process prospective volunteers, train them for the Stock Room and notify volunteer coordinator
• Monitor progress of new volunteers
• Keep the Corner Book Shop Committee apprised of inventory levels
• Notify Assistant Shop Chair of low supplies, or order as needed
• Prepare shipments of books for special sales events and to ThriftBooks
• Manage storage of books with KCLS

Volunteer Coordinator

• Serve on the Corner Book Shop Committee
• Prior to each shop meeting, create a shop schedule and coordinate with Stock Room schedule
• With the Stock Room chair, coordinate mailing of schedules
• Maintain a phone list of volunteers in the shop and maintain and add new volunteers to the mailing list
• Write a bulletin to be enclosed with schedules if indicated at the monthly meeting
• Have new volunteer letters and registration forms available in the Corner Book Shop
• Train volunteers in the Corner Book Shop after they have worked in the Stock Room successfully and wish to work in the shop as well
• Schedule new volunteers with more experienced workers and review their progress
• Keep volunteers informed of procedures
• Notify the Assistant Corner Book Shop Chair of low supplies

Special Sales Coordinator

• Serve as a voting board member, reporting to the President
• Coordinate sales, advertising, dates and volunteers for sales
• Assist with reservations and book rooms for book sales events  such as the Holiday Sale
• Work with KCLS advertising team to coordinate posters and press events
• Assist with managing on-site production and cleanup for events as necessary
• Keep track of event finances, including check requests, change for cash registers, and tracking sales
• Help to create vintage/rare book guidelines and document the guidelines in a notebook for future use
• Attend monthly shop meetings
• Assist in coordinating storage of vintage/rare books for future sales
• Assist in training volunteers for sales and/or assist people to help train volunteers for sales
• Be responsible for getting money and receipts to BFOL Treasurer after sales events