Cuyahoga County Citizen Corps Council By-Laws

Transcription

1 Cuyahoga County Citizen Corps Council By-Laws Article I Name of Organization The name of the organization will be Cuyahoga County Citizen Corps Council, hereinafter referred to as "the Council." Article II Mission, Purpose, and Goals Mission The Council will be the local component of the USA Freedom Corps. It encompasses public education, training, and volunteer opportunities to engage all citizens in making their communities safer, stronger, and better prepared for preventing, preparing for, responding to, and recovering from emergencies and disasters of all types, including nautral and technological disasters and acts of terrorism. Purpose The purpose of the Council is to have all decision makers at the table to manage existing volunteer resources, to leverage mutually supportive endeavors among the represented groups, and to direct the overall local plans to implement Citizen Corps in the community. Goals The goals of the Council will be to: a. Promote and strengthen the Citizen Corps programs at the community level, such as Volunteers in Police Service programs, CERT programs, Medical Reserve Corps units, and Neighborhood Watch groups to provide assistance to government agencies that request volunteer services; b. Provide opportunities for special skills and interests; c. Develop targeted outreach for the community, including special needs groups; d. Provide opportunities for training in first aid and emergency preparedness; e. Organize special projects and community events; f. Encourage cooperation and collaboration among community leaders; g. Capture smart practices and report accomplishments; and h. Create opportunities for all residents to participate. Article III Organization Non-profit The Council will not conduct for-profit activities, and no part of grants, gifts, or monies will go to the benefit of any member, director, officer, or other private person. 1

2 The Council will not disseminate propaganda or attempt to influence legislation or referendum before the public. This includes any statements or publications that it may distribute. Non-partisan The Council will not participate in, or intervene in, any political campaign on behalf of, or in opposition to, any legislation, referendum, or candidate for political office, including publication or distribution of statements. Policies and Procedures The Council will review and vote on a set of policies for all training and operational procedures. The Council will accept or reject said set of policies with a simple majority vote. Section 4 Authority to Incur Debts or Obligations No member of the Council will have authority to incur debts or obligations on behalf of the Council. Section 5 Official Year and Annual Meeting The Council's official year will begin on the first day of January and end on the last day of December. The annual meeting for the Council will be the first meeting of the official year. Article IV Council Membership Composition The Council will consist of emergency management and the first responder community; volunteer, community service, faith- and community-based organizations; educational institutions; medical facilities; business and industry; and the community s neighborhood networks. Application and Registration Each government agency, voluntary organization, or business that desires to join the Council must submit a Cuyahoga County Citizen Corps Council Member Application. The Application will be reviewed by the Executive Board and will be submitted to the Council for approval. Upon an affirmative vote by a simple majority of the Council, applicants will become registered members of the Council and will remain registered members until such time as they are removed or resign. Official Member Representatives Upon application each member will declare an individual to be its official representative. The representative's name, address, address, and telephone number will be 2

3 maintained by the Council Secretary, and any changes must be reported by the member to the Secretary before the next meeting of the Council. Section 4 Ad Hoc Participants At its discretion, the Council may invite non-members to attend Council meetings to assist and consult as needed (i.e., ad hoc participants). Ad hoc participants may not vote. Section 5 Attendance All members will send a representative to at least three (3) meetings per year. Section 6 Resigning from Membership Members may resign by submitting a letter of resignation to the Council Chair. Members that resign their membership may re-apply. Section 7 Vacating Membership Members that do not attend at least three (3) meetings per year and maintain current contact information with the Council will be considered to have vacated their membership unless they can show good cause for their inactivity. The Secretary will send a notice to the last known contact person at his/her last known address verifying that their membership has been vacated. Members that vacate their membership may re-apply. Section 8 Removal Members may be removed from the Council for good cause by a supermajority vote at any regular or special meeting of the Council, when in the Council's judgment the best interests of the Council will be served thereby. Member representatives may be removed from the Council for good cause by a supermajority vote at any regular or special meeting of the Council, when in the Council's judgment the best interests of the Council will be served thereby. Upon removal of member representatives, members must appoint a replacement and report the name, address, address, and telephone number to the Council Secretary before the next meeting of the Council. Members and/or member representatives who are removed are not eligible for reinstatement. Section 8 Member Autonomy The Council does not intend to regulate the daily workings of any member organization but will promote collaboration among members by establishing direction, encouraging 3

4 members to maintain consistency of purpose, and promoting communication and exchange of ideas. Article V Officers Chair The Chair will have the following powers and duties: a. Preside at meetings of the Council. b. Manage and direct the routine daily operation of the Council with the assistance of such consultants and advisers as may be necessary, including but not limited to other officers and members of the Executive Board. c. The Chair will exercise such other powers and perform such other duties as from time to time may be assigned by the Council. d. Actively recruit appropriate members for the Council and assist others in recruiting members and sustaining member activity. Co-chair The Co-chair will have the following powers and duties: a. Such powers and duties as may be from time to time assigned by the Council or the Chair. b. At the request of or in the absence or disability of the Chair, the Co-chair may perform all duties of the Chair, and when so acting, will have all the powers of and be subject to all the restrictions upon the Chair. c. Be responsible for contacting and maintaining an active relationship with the chairs of the member organizations that are part of the Council. d. Actively recruit appropriate members for the Organization and assist others in recruiting members and sustaining member activity. Secretary The Secretary will have the following duties and powers: a. Keep a record of all meetings, including all minutes or records rquired by law. Publicly post and forward a copy of the minutes to each Council member. b. Maintain the attendance records for the Council and all related subsidiary records. 4

5 c. Be responsible for the notice of meetings to be given as required by law or these Bylaws. d. Be responsible for the proper maintenance and filing of all books, reports, statements, certificates, and other documents. e. Ensure that all minutes, books, and records are open to the public. f. Perform all duties of the Secretary and such other duties as are given by these Bylaws or from time to time may be assigned by the Council or the Chair. g. Confirm all arrangements for places of meetings and for support materials and supplies. h. Actively recruit appropriate members for the Council and assist others in recruiting members and sustaining member activity. Section 4 Election Officers will be elected by an affirmative vote of a simple majority at the annual meeting of the Council. Section 5 Terms of Office The term of office for the Officers will be two (2) years, except for the Chair and Secretary, who will be elected to one term of three (3) years at the inaugural meeting of the Council. Thereafter, the terms of all Executive Board members will be two (2) years with no limit on the number of terms. Section 6 Vacancies If the office of Chair becomes vacant before the the expiration of the term, the office will be filled by the Co-chair until a new Chair will be elected by the general membership of the Council at the next meeting. If any other office becomes vacant, the remaining officers will appoint a replacement who will serve for the remainder of the vacated term. Section 7 Removal from Office An Officer may be removed from office for good cause by a supermajority vote at any regular or special meeting of the Council, when in the Council's judgment the best interest of the Council will be served thereby. An Officer who is removed is not eligible for re-instatement. 5

6 Article VI Executive Board Members The Executive Board will consist of the Officers of the Council, the Cuyahoga County Emergency Manager, an Urban Area Working Group representative, a Cuyahoga County Board of Health representative, and any other members as deemed appropriate by the Council membership. In the event of insufficient membership, any one person may hold two or more Executive Board offices with the exception of the Chair. No person holding two or more offices will act in or execute any instrument in the capacity of more than one office. Purpose The purpose of the Executive Board will be to monitor the ongoing needs of the Council's members and public constituencies, propose changes to the Council's structure and policies, and for any other purpose that will provide advice or assistance to Cuyahoga County Emergency Management. Article VII Committees Standing Committees The Council will have committees to assist in meeting its Mission, Purpose, and Goals. The recommended standing committees include Training and Education, Credentialing, Community Outreach/Public Relations, and Information Technology. Ad Hoc Committees Special committees may be appointed by the Chair from time to time to study areas of special interest. Such committees will serve until the completion of the work for which they were appointed. Committee Chairs and Members The Chair of the Executive Board will appoint the chairs and members for the standing and ad hoc committees. Committee chairs and members will serve at the discretion of the Executive Board Chair. If a committee chair or member position becomes vacant, the Executive Board Chair will designate a replacement. Article VIII Meetings Regular Meetings The Council will hold at least six (6) regular meetings per year in alternate months beginning in January. The dates and times will be determined at the last meeting of the 6

7 previous year. The date, time, and place of all meetings will be posted as prescribed by Ohio's Open Meetings Act. Public Access Meetings are subject to Ohio's Open Meetings Act. Any member of the public will at any public meeting be given the opportunity to present proposals, relevant points of view, or objections during a specific time in the agenda or at a time invited to speak by the Chair; however, only Council members will be empowered to vote on issues before the Council. Special Meetings Special meetings of the Council may be called at such times and places deemed appropriate by the Chair, Co-chair, or simple majority of the Council, provided that reasonable notice is given to the members. Any two members of the Executive Board may call special meetings. The membership will be notified of the date, time, place, and purpose of the Special Meeting at last seven (7) days in advance, either by media, newspapers, web sites, phone, postal mail, and/or . Article IX Order of Business At all meetings of the Council the following will be the order of business: 1. Call to Order 6. Old Business 2. Introduction 7. New Business 3. Approval of Minutes 8. Announcements 4. Communications 9. Adjournment 9. Adjournment Article X Parliamentary Authority Roberts Rules of Order The most recent edition of Robert's Rules of Order will be used in the conduct of Council business. Parliamentarian A parliamentarian to provide guidance on the interpretation of Robert's Rules of Order may be appointed. Article XI Minutes and Agendas Minutes The Secretary will be responsible for taking, transcribing, posting, and forwarding meeting minutes to each Council member prior to the next regular meeting. If the Secretary is 7

8 absent from any meeting, the Chair will appoint a member to assume the secretarial duties for that meeting. Meeting minutes will be approved by a simple majority vote. Agendas The Chair will prepare meeting Agendas with the assistance of the Secretary and distribute them to the members at least seven (7) days in advance of any regularly scheduled meeting. Article XII Voting Consensus Whenever possible, decision will be reached through consensus. When consensus is impossible, a vote will be taken either by a show of hands, a roll call, or a written ballot. If any member requests a roll call or written ballot, the Chair will so order the roll call or written ballot. The Secretary will call the roll of all eligible voters present or collect a written ballot from each eligible voter. The Chair will tabulate the votes, and announce the results. Quorum The minimum number of members needed to conduct the business of the Council at regular or special meetings will be the average number of members that attended the previous four (4) meetings for which records are available. The minimum number of members needed to conduct the business of the Executive Board will be a simple majority. Simple Majority A simple majority is more than half of the members present and voting. Section 4 Supermajority A supermajority (also known as an absolute majority) is more than half the total membership of the Council, including those absent and those present but not voting. Section 5 Eligibility Each member is entitled to one vote. Members that are composed of two or more municipalities (e.g., CERTs) are entitled to only one vote regardless of the number of municipalities in their organization. Section 6 Official Representatives For purposes of voting, individuals may act as an official representative of only one organization at a meeting and cast their vote for that organization only. 8

9 Section 7 Substitute Representatives Official representatives of a member organization may designate a temporary, substitute representative by providing the substitute with written authority to act on their behalf. The substitute will present the written credential to the Secretary at the beginning of the meeting and be recognized by the Chair. The substitution will be reflected in the minutes. Section 8 Abstentions Members may abstain on any vote and are required to abstain on matters that may pose a conflict between their personal interests and the interests of the Council. Members that are ineligible to receive grant funding may not votes on issues regarding grant funding. Representatives will state the reason for their abstentions. If representatives have a conflict, but the members that they represent do not, the Chair may rule that there is no conflict with the vote. An abstention will be considered "not voting," for purposes of establishing a quorum and tabulating a majority vote. Abstentions will be reflected in the minutes. Section 9 Voting in Absentia Representatives who are unable to attend a meeting at which a known vote is to be taken and is unable to send a substitute representative may cast their votes by mail, , or fax to be received by the Chair no later than one (1) day prior to the meeting at which the vote is to be held. Article XIII Amendments Notice Notice of the proposed amendment must be given to all members at least ten (10) days prior to the vote. Votes Required These By-laws may be amended by a supermajority vote. Article XIV Severance Should any portion of these By-laws be declared unconstitutional or otherwise contrary to law, such decision will not affect the validity of the remaining portions of these By-laws. 9

10 We affirm that the foregoing By-laws were adopted by the Citizen Corps Council according to the procedures described herein at a meeting of the Council on the 28th day of March, Nicholas Phillips, Chair Dennis Gerlich, Co-chair Date Date 10