TOBACCO FREE PARTNERSHIP of HILLSBOROUGH COUNTY PARTNERSHIP BY-LAWS. TOBACCO FREE PARTNERSHIP of Hillsborough County

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1 PARTNERSHIP BY-LAWS TOBACCO FREE PARTNERSHIP of Hillsborough County February

2 OUR MISSION The Tobacco Free Partnership of Hillsborough County helps to improve the health of Hillsborough County residents and all Floridians, by reducing tobacco use, preventing the initiation of tobacco use among youth, reducing exposure to second-hand smoke, educating the public on all issues as they relate to tobacco, and advocating for positive tobacco reform. Hillsborough County Anti-Drug Alliance Tobacco Prevention and Control Program 2815 E Henry Ave. Suite B1 Tampa, FL

3 TABLE of CONTENTS ARTICLE I Name, Location, Seal Page Section I Organization Name.. 4 Section II Principal Location... 4 Section III Seal... 4 Section IIII , Web Address and Facebook... 4 ARTICLE II Mission and Purpose Section I Mission Statement... 4 Section II Purpose 4 ARTICLE III Membership Section I Authority. 4 Section II Composition. 4 Section III Roles and Responsibilities.. 4 Section IV Conflict of Interest. 5 ARTICLE IV Board of Directors Section I General Powers.. 5 Section II Composition. 5 ARTICLE V Ad. Hoc Committees Section I Ad. Hoc. 5 Section II The Executive Committee 6 Section III Duties and Terms... 6 Section IV Elections. 6 Section V - Resignations and Vacancies. 6 ARTICLE VI Voting Section I Notice Requirement for Elections... 6 Section II - Voting Privileges... 7 ARTICLE VII Meetings Section I Regular Meetings. 7 Section II - Notice, Quorum, and Minutes. 7 ARTICLE VIII Amendments and Certification Section I Amendment of By-Laws.. 7 Section II Certification of By-Laws.. 8 3

4 ARTICLE I Name, Location, Seal Section I Organization Name The Tobacco Free Partnership of Hillsborough County Section II Principal Location 2815 E. Henry Avenue, Suite B-1. Tampa, FL Section III Seal The Partnership shall have a common seal consisting of the logo affixed herein and including the words, Tobacco Free Partnership of Hillsborough County. Section IV , Web Address and Facebook Ebublitz@hcada.com Web Address: BTFF Web Address: Facebook: ARTICLE II Mission and Purpose Section I Mission Statement The Tobacco Free Partnership of Hillsborough County aims to improve the health of Hillsborough County residents and all Floridians, by reducing tobacco use, preventing the initiation of tobacco use among youth, reducing exposure to second-hand smoke, educating the public on all issues as they relate to tobacco, and advocating for positive tobacco reform. Section II Purpose The Tobacco Free Partnership of Hillsborough County assists the community with tobacco related matters, including prevention, cessation, second-hand smoke, advocacy, and Students Working Against Tobacco, also known as SWAT. ARTICLE III Membership Section I Authority The Tobacco Free Partnership of Hillsborough County shall be established as an educational and advisory organization. Section II Composition Membership of the Tobacco Free Partnership of Hillsborough County, herein called the Partnership, shall be voluntary and open. It shall consist of representatives from interested organizations, associations, agencies, and individuals who share the values and support the 4

5 mission of the partnership. Youth and young adult membership is encouraged and defined as ages 11 up to 17 years of age for youth and young adults 18 to 24 years of age. Section III Roles and Responsibilities Individuals who desire to join as a member of the Partnership, shall complete a membership application. This application is subject to renewal yearly. Members of the Partnership shall effectively manage the business of the organization and work within the mission, goals, objectives, and principles of the Partnership. Members shall assume leadership in regards to tobacco control education, prevention and advocacy, information exchange, policy development, and decision-making. Members shall regularly attend Partnership meetings, webinar/conference calls and sign the attendance sheet at each in-person meeting. Section IV Conflict of Interest All members shall identify to the Board, refrain from discussion of, and abstain from voting on any issue or motion that could result in either a direct or indirect financial benefit to them or those whom they have (a) business, (b) family, or (c) other similar ties. Members shall also identify to the Board, refrain from discussion of, and abstain from voting on any issue or motion relative to a business or other endeavor in which they have a (1) fiduciary interest, (2) some contractual arrangement, (3) any credit interest, or (4) an employment interest. Individuals who have monetary gain through tobacco companies, or through the tobacco industry, shall be considered a conflict of interest. ARTICLE IV - Board of Directors Section I General Powers All corporate powers and business affairs of the Partnership shall be exercised by or managed under the authority of the Board of Directors. Section II Composition The Board of Directors shall be composed of the Chair, Vice Chair, Secretary and Treasurer. ARTICLE IV Ad. Hoc Committees Section I Ad. Hoc The Partnership may create Committees or Workgroups as needed. Committees provide ongoing work to the Partnership, such as Membership, Youth, and Legislative Advocacy Committees. Workgroups serve as short-term collaborations to achieve a specific activity or specific event or project. The Chair shall appoint all Committee and Workgroup chairs. Section II The Executive Committee The Executive Committee shall consist of the four (4) Officers of the Board. The duties of the 5

6 Executive Committee will be to advise the Tobacco Free Partnership of Hillsborough on activities of the Partnership to ensure the mission is carried as stated in the Partnership By- Laws and to develop and recommend policy direction for the Board of Directors and to the Partnership. The Executive Committee will meet on an as needed basis, as determined by the Board Chair. Section III Duties and Terms Chair - shall convene regularly scheduled Partnership meetings and preside at each meeting. If the Chair is unable to preside at a meeting, the Chair shall arrange for members of the Executive Board to preside in the following order: Vice Chair/Chair elect, Secretary, Treasurer. Vice Chair - shall Chair committees on special subjects as designated by the Chair and/or voting members of the Partnership. The Vice Chair shall monitor, steer, and report on all advocacy efforts of the Partnership as they relate to the mission and goals of the Partnership. Secretary - shall be responsible for keeping records of the Partnership action, including taking of the minutes at all meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each member, and assure Partnership records are maintained. Treasurer - shall make a report at all regularly scheduled Partnership meetings. The Treasurer shall assist in the preparation of the Partnership budget, help develop fund-raising plans and make financial information available to Partnership members and members of the public. Section IV- Elections There shall be four (4) officers for the Partnership consisting of a Chair, Vice Chair, Secretary, and Treasurer. For the Chair position, nominees must complete a membership application and attend at least three (3) Partnership meetings annually. Voting members of the Partnership shall elect officers during the month of May. Those who are elected shall serve a one (1) year term to commence on July 1 st of the designated fiscal year. It is recommended by the Bureau of Tobacco Free Florida that officers shall not be paid grantee staff members. Section V Resignations and Termination Any Executive Committee member may resign by filing a written resignation to the Board of Directors. An Executive Committee member shall be terminated from the Executive Committee due to excess absences or more than two unexcused absences from the Executive Committee meetings in a year. An Executive Committee member may be removed for other reasons by a three-fourths (3/4) vote of the remaining Executive Committee members. 6

7 Section I Notice Requirement for Elections ARTICLE V Voting Nominations for Executive Committee and proxy votes by members will also be accepted if they are unable to attend the election meeting. Section II Voting Privileges A voting member shall be any individual or entity who has completed a membership application and has attended at least three (3) Partnership meetings annually. Voting requires quorum three-fourths (3/4) eligible members. Voting by Organization Each organization shall be entitled to one vote at any general meeting. No individual may serve as representative for more than one organization, or simultaneously as representative for an organization and as an individual member. Voting by Individual Member Individual members shall be entitled to one vote at a general meeting. Each individual member serving on the Executive Committee shall be entitled to one vote at any Executive Committee meeting. Unless otherwise specified, decisions shall be made upon majority vote of those present at any general meeting. Section I - Meetings ARTICLE VI Meetings The Partnership holds it s meeting on the third Thursday of each month unless deemed unnecessary by the Executive Committee. The Partnership shall meet at in person at least (4) times per year; dates and locations to be determined by the Executive Committee. Section II - Notice, Quorum, and Minutes Meeting and event notices shall be sent out prior five (5) days to each Partnership meeting via . Three (3) members constitute a quorum for conducting business. Minutes shall be prepared and maintained by the Partnership Secretary. Minutes shall reflect meeting attendance, actions taken, Workgroup and/or Committee reports, and a summary of issues discussed. Minutes shall be posted on the Partnership s Bureau of Tobacco Free Florida website ( at least five (5) days prior to the next meeting. 7

8 Section I - Amendments of By-Laws ARTICLE VII Amendments and Certification Any member of the Partnership may propose amendment(s) to the bylaws, Proposed amendments shall be presented to the Executive Committee before a regular scheduled meeting in order to be considered. Amendments must receive a majority vote at the Partnership meeting. Section II - Certificate of Chair I certify that I am the duly appointed and acting Chair of the Tobacco Free Partnership of Hillsborough County and that the preceding By-Laws, consisting of eight (8) pages, are the By- Laws of this Partnership as adopted by the membership. 8