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HomeMy WebLinkAbout20170619_Chimacum Bylaws 2014 CHIMACUM PREVENTION COALITION BYLAWS Approved 11-12-2014 ARTICLE 1: NAME The name of this organization shall be Chimacum Prevention Coalition. ARTICLE II: PURPOSE The purpose of this coalition is to: 1. Establish a network of community members and agencies from various sectors to act within their own sphere of influence, enlarging the coalition’s ability to create change and implement prevention strategies 2. Address substance abuse risk factors, and help sustain and enhance protective factors. 3. Develop a strategic plan to support the development of healthy youth in Chimacum School District area. 4. Engage in the implementation of the coalition’s Strategic Plan by participating in workgroups and leading/facilitating the implementation of strategies and activities in the Plan. ARTICLE III: MISSION & VISION Mission: uniting kids, families and community organizations in support of healthy youth in *Chimacum (*Chimacum school district area) Vision Statement: Healthy kids, healthy families ARTICLE IV: DUTIES It shall be the duty of the coalition to promote the development of integrated substance abuse prevention activities and services for Chimacum School District students and families by: 1. Reviewing local public health and other pertinent data relating to youth and families in Chimacum School District. 2. Prioritize risk and protective factors to reduce the likelihood of Chimacum youth being at risk of substance abuse and other problem behaviors. 3. Developing long-term community plans to reduce the number of youth at-risk of substance abuse in Chimacum School District. 4. Setting measureable goals and desired project outcomes for all activities and strategies included in Chimacum Coalition’s Strategic Plan. 5. Cooperating with Department of Health and local boards of health to provide data and measure outcomes. 6. Coordinating with anti-drug use efforts and organizations and maintaining a high priority for combating drug use effects for youth and families. ARTICLE V: MEMBERSHIP Membership shall be open to adults and youth in Jefferson County who are interested in supporting Chimacum’s Plan for ensuring healthy youth development in their community. Staff cannot be considered Members of the Coalition and cannot hold leadership positions. Definition: “Active participation” means attendance at Coalition meeting. The Coalition will recruit and maintain membership and participation that includes individuals from the required sectors identified in the Federal Drug Free community Grant. 1. Youth 2. Parent 3. Law Enforcement 4. Civic/Volunteer Groups 5. Business 6. Healthcare Professionals 7. Media 8. School 9. Youth-serving Organizations 10. Religions/Fraternal Organizations 11. State/Local/Tribal Governments 12. Other substance Abuse Prevention Organizations Suggested Optional participation: Chemical Dependency treatment Mental Health Services Representative If a sector representative resigns from the coalition, s/he may recommend a replacement or the coalition will recruit a successor. ARTICLE VI: MEETINGS Meetings will be held monthly. Date, time and the location of the meetings will be arranged according to the needs of the coalition. The coalition may conduct special meetings and emergency meetings when deemed to be in the best interests of the coalition. Public notice shall be properly given for special meetings, whenever a regular meeting is adjourned to another time, or when a regular meeting is to be held at a place other than the location previously scheduled. Notice of Meetings: Notice of regular meetings shall be sent to coalition members, media, and the public not less than seven (7) days prior to such meetings. Minutes: Minutes of all meetings shall be promptly recorded and sent to each coalition member at least seven days prior to the next scheduled meeting. A file of permanent minutes of all board meetings shall be maintained by staff. Records of attendance, reports, and the names of motion makers will be included in the minutes. Voting: All coalition members attending the meeting shall constitute a quorum for the purpose of any action taken at any meeting of the coalition. The Chairperson will vote only in the case of a tie, and to elect officers. Voting shall be conducted by voice or show of hands. Rules of Order: All regular and committee meetings shall be conducted by the chairperson or presiding officer in a manner designed to arrive at consensus. The Board may elect to operate in accordance with Roberts’ Rules of Order Newly Revisited on a specific action item on its agenda by a majority vote of members present. Agenda: The agenda shall indicate the order of coalition business. A majority of coalition members may approve changes to the agenda. Copies of the agenda and relevant supporting materials shall be emailed to coalition members at least three days prior to the meeting. Time shall be scheduled on the regular meeting agenda for public comment. ARTICLE VII: COMMITTEES Ad Hoc Committees/Task Forces: The Executive Committee, with approval of the Coalition, may establish such ad hoc committees/task forces as are deemed necessary by the Coalition, through which specific coalition activities of a limited duration will be carried out. Ad hoc committee/task force members shall have voting authority in committee deliberations. At least one regular member shall be assigned to each ad hoc committee/task force. An ad hoc committee/task force may be charged by the Chairperson to report through a standing committee. Each standing committee may recommend to the Coalition the appointment of special interests members, such as parents and/or members of the professional community, to ad hoc committees/task forces as they deem necessary and appropriate. Executive Committee: The Executive Committee shall be a standing committee composed of the Chairperson, the Vice Chairperson, the Secretary, and the Chair of each standing committee. The Executive Committee shall prepare, for coalition approval, an annual budget to support coalition activities and submit to the full Coalition for approval. The Executive Committee may take action on behalf of the coalition consistent with the general views of the full coalition. All actions of the Executive Committee shall be reported to the full Coalition at its next meeting. ARTICLE VIII: OFFICERS Chairperson: The Chairperson shall be elected by the Coalition and shall serve as principal officer for the Coalition. The Chairperson shall conduct the regular meetings of the full Coalition and serve as Chair of the Executive Committee. The Chairperson shall act as spokesperson for the Coalition or may, under special circumstances, delegate another Coalition member or staff member to serve as spokesperson. Vice Chairperson: The Vice Chairperson shall be elected by the Coalition and shall assume the responsibility and authority of the Chairperson in his/her absence. Secretary: The Secretary will be elected by the Coalition. The Secretary’s responsibilities will be supported by the Department of Behavioral Health and Recovery funded Prevention Coalition Coordinator. Responsibilities include: a. maintaining an accurate and complete record of all coalition proceedings b. taking charge of the coalition’s books and documents c. sending out notices of meetings and other relevant communications to coalition members and the public d. preparing agendas and supplementary documents as authorized by the coalition e. carrying out other duties as directed by the coalition and required by law Treasurer: A treasurer may be elected as needed ARTICLE IX: ELECTIONS Voting: The Chairperson, Vice Chairperson, Secretary, shall be elected by a majority vote from a slate presented by a Nominating Committee and/or nominations from the floor. Nominees must be active members who have consented to serve. All elections shall be by majority vote, either through verbal response or secret ballot. Terms of Office: The terms of coalition officers shall be determined by the coalition membership for one calendar year. Officers may serve for more than one term. Process: Elections shall be held at the meeting prior to the expiration of terms. Removal: An officer may be removed from office by a two-thirds majority vote of the Coalition, provided that fourteen days notice of the pending action has been provided to the Coalition. ARTICLE X: AMENDMENT OF BYLAWS These bylaws may be amended by a majority vote of members, insofar as such amendments do not conflict with pertinent laws and guidelines. Proposed amendments must be provided to members at least fourteen days prior to the meeting at which the amendment is voted on. Bylaws shall be reviewed annually, in June of each fiscal year, to ensure compliance with requirements, and representation of the Chimacum Prevention Coalition goals and mission.