LIBRARY OF CONGRESS
collections and services of the Asian Division of the Library of Congress encompass
Asian-language materials from China, Japan, Korea, Mongolia, Southeast Asia,
and the South Asian subcontinent. These collections are the most comprehensive
source of Asian language materials outside of Asia – with manuscripts and other
unique historical materials, current electronic media, and millions of Asian books,
periodicals and newspapers.
Asian-related materials in Western languages, materials originating outside of
Asia, materials in special formats (such as films and maps), and Asian legal
materials, the Asian Division coordinates with the Law Library of Congress and
other Library divisions where such materials are curated and served.
name of this organization shall be the Library of Congress Asian Division
Friends Society (ADFS).
The purpose of the ADFS shall be to maintain an association of persons
interested in the collections and services of the Asian Division of the Library
of Congress and to offer the perspective of such individuals to the Library of
The ADFS works to enhance the Asian Division collections and promote their use,
and to strengthen the division’s services, thereby helping preserve the
knowledge and creativity of the peoples of Asia.
3. Services and Outreach. The ADFS works to help strengthen
Asian Division services by helping in division outreach programs and in fundraising
for programs and initiatives approved by the Library.
Any individual, organization, institution or business interested in the
purposes of the ADFS may become a member.
2. Member Types
Members who make an annual contribution to the Library of Congress for the
benefit of the Asian Division shall be active members.
All members who joined the ADFS in 2003 and during the first three months of
2004 shall be founding members, as long as they remain active members.
With the approval of the Chief of the Asian Division, the Board of Directors
may recognize individuals who provide exemplary service to the Asian Division
or make significant contributions to the division as life members.
The Chief of the Asian Division may designate honorary members.
Except for life members and honorary members, a member who has not made a
contribution in two consecutive years shall become an inactive member.
The Chief of the Asian Division shall be a non-voting member, ex officio.
Current employees of the Asian Division of the Library of Congress may be
non-voting members, ex officio.
3. Membership Year. The membership year shall be from January 1
through December 31.
4. Members Not Liable. A member of the ADFS is not, as such,
personally liable for the debts, obligations, acts or omissions of the ADFS.
5. Termination of Membership. After consultation with the Board of
Directors, the Chief of the Asian Division shall have the power to remove
members from the ADFS.
1. Meetings; Voting; ADFS Activities. All active members have the
right to attend and vote at membership meetings and to participate in the
programs and activities of the ADFS.
2. Publications. All members may receive publications that the
ADFS or the Asian Division may, from time to time, prepare.
3. Special Events. All members may be invited to special events
sponsored by the Asian Division.
1. Annual Contributions. To support the purposes of the ADFS,
members are encouraged to make an annual contribution to the Library of
Congress for the benefit of the Asian Division. Annual contribution is not,
however, a requirement of membership in the ADFS.
of Congress Gift Fund. Member’s annual contributions shall be deposited
into the Asian Division Friends Society Gift Fund at the Library of Congress. The
fund is under the direction of the Chief of the Asian Division who shall use it
for the purposes set forth in the instrument of gift that established the fund
of Suggested Contributions. The Board of Directors, in consultation with the
Chief of the Asian Division, shall establish a schedule of suggested annual
2. Additional Contributions and Endowments. Members may
make additional contributions to the Library of Congress for the benefit of the
Asian Division. With the approval of the Librarian of Congress and Library of
Congress Trust Fund Board, a contribution of $25,000 or more may be established
as an endowment and named by the donor, with income used to support the Asian
Division as specified in the donor’s instrument of gift.
3. Contributions to the Library of Congress; Tax Deductions. Donations of
money, securities or property for the benefit of the Library of Congress, its
collections, and its service are authorized under 2 U.S.C. §§ 131, 156 and
160. As contributions to the U.S. Government that will be used for exclusively
public purposes, donations to the Library qualify as “charitable contributions”
under section 170(c)(1) of the Internal Revenue Code. Accordingly, they are
tax deductible to the extent provided by law and Internal Revenue Service
VI BOARD OF DIRECTORS
There shall be a Board of Directors consisting of fifteen to twenty members. The
Chief of the Asian Division and the Secretary shall serve as non-voting members
of the Board.
2. Appointment; Eligibility; Vacancies. Directors shall be nominated by the
Chief of the Asian Division, in coordination with the Executive Committee, and approved
by a majority vote of the directors. Members who have made an annual contribution to the Library of Congress per Article V section 1.B. shall be eligible to serve on the Board. In the event of a vacancy, the Chief of
the Asian Division may, with the approval of the Board, appoint a member to
serve the remainder of the director’s term.
The term of a director shall be three years. Directors may serve more than one
4. Officers. The
Board shall elect a President and up to three Vice Presidents. The terms of
the President and the Vice Presidents shall be three years. In the event of a
vacancy in the office of the President, the Board shall appoint one of the Vice
Presidents to assume the office of President for the remainder of the vacant term,
and, as necessary, may elect a new Vice President.
5. Duties. The
Board shall manage the affairs of the ADFS and establish policies and
guidelines for its operations. ADFS decisions, policies and guidelines cannot
commit the resources of the Library of Congress or the Asian Division.
A. Approvals. All proposed
ADFS policies, guidelines, and decisions, and all programs, outreach, website,
publications, and other public-facing activities of the ADFS are subject to the
prior approval of the Chief of the Asian Division.
of the Library’s Name. In accordance with Library of Congress regulation
110, “Policy on the Authorized Use of the Library Name, Seal, or Logo,” any ADFS
use of the name or logos of the Library of Congress or the Asian Division
requires the additional prior approval of the Library of Congress Director of
Communications. Such approvals shall be coordinated by the Secretary.
6. Board Meetings. The Board shall meet at least twice a year: once
in April, May, or June and once in September, October or November. Other
meetings may be called by the Chief of the Asian Division or, with the approval
of the Chief of the Asian Division, by the President or at the request of any
three members of the Board. A simple majority of the voting members of the
Board, with either the President or a Vice President presiding, shall
constitute a quorum.
VII EXECUTIVE SECRETARIAT
1. Executive Secretariat. Within available resources, the
Asian Division will serve as the executive secretariat for the ADFS –
coordinating the programs and activities of the ADFS and supporting the
President, the Vice Presidents, and the Board of Directors in performance of
their ADFS duties. All Asian Division staff members involved with the ADFS are
first and foremost Library of Congress employees and are supervised and
directed by the Chief of the Asian Division, not by the ADFS. Asian Division
staff members are subject to Library of Congress Regulations (including ethics
regulations.) The Chief will determine the extent to which the Division
provides support to the ADFS and the extent to which staff members may
participate with the ADFS.
2. Secretary. The Chief of the Asian Division shall appoint a Library employee to serve as Secretary
to the ADFS. The Secretary, with the support of any Assistant Secretaries and ADFS
committee chairs, shall serve as the secretary to the Board of Directors, shall
maintain official ADFS records and membership lists, prepare an annual report, and
send out mailings. The Secretary shall maintain up-to-date records of ADFS
member contributions to the Asian Division and provide the Chief of the Asian
Division and the Board of Directors with an annual financial report on the
Library of Congress Asian Division Friends Society Gift Fund.
3. Assistant Secretaries. As needed, the Chief may appoint Assistant
1. Executive Committee. The ADFS shall have an Executive
Committee chaired by the President and consisting of the Vice Presidents and the
ADFS committee chairs. The Chief of the Asian Division, the Secretary and any Assistant
Secretaries shall be non-voting members of the Executive Committee.
2. Standing and Ad Hoc Committees. The ADFS shall have such standing
and ad hoc committees as may be established by the Executive Committee. The
chair of each committee shall be appointed by the Executive Committee. The Chief
of the Asian Division and the Secretary shall be non-voting members of all
3. Committee Reports. The Committees shall report and make
recommendations to the Executive Committee and the Board of Directors as
IX MEMBERSHIP MEETINGS
1. Annual Meeting. The annual membership meeting of the ADFS shall
be held each spring, with the time and place to be determined by the Executive
Committee in consultation with the Board of Directors and the Chief of the
2. Special Meetings. Special meetings of the ADFS may be called at
any time by the Chief of the Asian Division, or, with the approval of the Chief
of the Asian Division, by the President or by a majority of the Directors.
3. Quorum; Voting. Ten members present, in addition to a quorum of
the Board of Directors, shall constitute a quorum, and every member shall be
entitled to vote on all matters brought before the ADFS. All decisions shall
be by majority vote. Voting may be conducted in person, by mail, or
X PARLIAMENTARY AUTHORITY
rules contained in Roberts’ Rules of Order Revised (current edition) shall
govern the ADFS in all cases in which they are applicable, and in which they
are not inconsistent with these Bylaws.
Bylaws may be amended at any annual or special meeting of the ADFS by a
two-thirds vote of members present and the approval of the Chief of the Asian
Division, provided that notice is given at the previous meeting or by mail or
electronic means at least thirty days in advance of the meeting.