Bylaws of Bibliotheca Alexandrina
Article I: Name and Purpose
Section 1: The name of the organization shall be Bibliotheca Alexandrina Incorporated.
Section 2: The Bibliotheca Alexandrina Incorporated is organized exclusively for charitable, scientific and educational purposes, more specifically to publish devotional anthologies dedicated to promoting the revival and preservation of traditional polytheistic religions, to the donation of these materials to other charitable causes, and to financial donations generated by the sale of these materials to worthy causes around the world.
Section 3: A Conflict of Interest policy shall ensure that there is no self-dealing between Bibliotheca Alexandrina Incorporated and its main contributors.
Section 4: Bibliotheca Alexandrina Incorporated shall not engage in excessive holdings in private businesses, nor engage in investments or spending which implicitly or explicitly violate or fail to promote its stated purposes.
ARTICLE II: MEMBERSHIP
Section 1: Membership shall consist of anyone who actively joins the Neos Alexandria discussion list. Membership is open, free, and nonbinding.
ARTICLE III: MEETINGS
Section 1: The email discussion list shall be the primary platform for meetings among members. Secondary discussions may also take place among members through various social media, including but not limited to FaceBook, Tumblr, Flickr, et cetera.
Section 2: Special Meetings. Special meetings may be called by any member as needed, the purpose of which shall be announced in advance to the membership as a whole.
ARTICLE IV: BOARD OF DIRECTORS
[Amended per majority vote of the membership in March 2018; position of Press Secretary was added to the Board, and duties of the Board members were clarified.]
Section 1: Board Role, Size, Compensation. The Board is responsible for overall policy and direction of the Bibliotheca Alexandrina. The Board shall have up to ten and not fewer than three members. The board receives no compensation other than reasonable expenses.
Section 2: Meetings. The Board shall meet as needed, either in the email discussion list with the rest of the membership, or privately. On those occasions when a private meeting is warranted, the events at the meeting shall be disclosed to the rest of the membership within a reasonable period of time.
Section 3: Board Elections. New members of the board shall be voted into their positions by a majority of the membership as needed. The positions are voluntary, with no term limit. Board members may step down at any time, with reasonable advance notice to the membership.
Section 4. Officers and Duties. There shall be a minimum of five positions on the Board, consisting of the President, Editor-in-Chief, Secretary, Treasurer, And Press Secretary. More positions may be appointed as the membership sees fit. Their duties are as follows:
The President shall preside over monthly Board meetings, maintain duplicate copies of all logins, passwords, and other important files as necessary, and assist with the maintenance of the Bibliotheca Alexandrina website, and perform other duties as necessary.
The Editor-in-Chief shall be responsible for quality control and publication of all devotional anthologies and other materials, and shall assist the editors of the individual volumes as needed.
The Secretary shall be responsible for keeping records of Board actions, sending out meeting announcements, distributing the agenda to each Board members, and assuring that corporate records are maintained.
The Treasurer shall make a monthly report to the membership as to the organization’s finances, and an annual report at the end of the year. The Treasurer shall also make and keep records of all charitable donations, and report those donations in a timely manner to the membership. [Addendum: per a resolution of the board on 15 August 2012, the Treasurer shall make financial reports on a quarterly basis, rather than monthly, beginning with the end of the third quarter of 2012.] Any individual who wishes to fill the role of Treasurer must have already held one other position on the Board for a minimum of one year.
The Press Secretary shall be responsible for posting announcements about Bibliotheca Alexandrina, including but not limited to calls for submissions, new releases, elections and election results; shall keep abreast of appearances by and references to Bibliotheca Alexandrina in social media and other outlets; and shall inform the Board of any relevant news items. Additionally, if an official statement from Bibliotheca Alexandrina in needed on any matter, the Press Secretary shall consult with the Board and release the agreed upon statement.
If there shall not be enough individuals so that each position on the Board is filled, Board members may fill more than one position, but no one person shall fill more than two roles.
Section 5: Vacancies. When a vacancy on the Board exists, nominations for new members may be made on the discussion list, to be voted upon in a timely manner. These vacancies will be filled until the Board member opts to vacate the position.
Section 6: Resignation, Termination and Absences. Resignation from the Board must be in writing and received by the Secretary. In the absence of the Secretary, the resignation must be received by the President. A Board member may be removed by a majority vote of the remaining directors in cases of failure to fulfill their duties, egregiously disruptive behavior, or association with other organizations whose principles are in direct conflict with those of Bibliotheca Alexandrina.
Section 7: Special Meetings. Special meetings of the Board shall be called upon the request of any Board member, or member of the organization at large.
ARTICLE V: COMMITTEES
Section 1: The Board may create committees as needed, such as fundraising, publishing, finance, travel, etc. The Secretary appoints all committee chairs.
Section 2: Finance Committee. The Treasurer is chair of the Finance Committee, which includes at least one other Board member. The Finance Committee is responsible for developing and reviewing fiscal procedures, a fundraising plan, and annual budget with staff and other Board members. The Board must approve the budget, and all expenditures must be within the budget. Any major change in the budget must be approved by the membership of the organization. The fiscal year shall be the calendar year. Annual reports are required to be submitted to the membership showing income, expenditures and pending income. The financial records of the organization are public information and shall be made available to the membership, Board members and the public.
ARTICLE VI: AMENDMENTS
Section 1: These Bylaws may be amended when necessary by a majority vote of the membership. Proposed amendments must be submitted to the Secretary to be sent out to the discussion list and other social media.
These Bylaws were approved at a meeting of the Board of Directors of Bibliotheca Alexandrina Incorporated on 1 June 2012.