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HVCC Bylaws - rev 16 Mar 2009 |
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Written by HVCC
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Monday, 16 March 2009 |
Homestead Valley Community Council By-laws Page 1 of 5
Adopted 11/17/1997 Revised 3-16-2009
By-laws for the
Homestead Valley Community Council
Adopted 11/17/97, Revised 12/18/00, 10/20/08, 3/16/09
Article I
NAME
The Organization heretofore known as the Tri-Community Council Inc. shall from this time
on be known as the Homestead Valley Community Council, Inc., and will hereinafter be
referred to as Council.
Article II
PURPOSE
Sec 1 The purpose of the Homestead Valley Community Council will be to support and promote
projects of benefit to the collective interests, safety and security of all residents in the
areas that are represented by its member organizations.
Sec 2 The Council will function as the Homestead Valley communities' representative to
the office of the County Supervisor and to any other County, State or Federal admin-
istrative body on matters effecting and benefiting the well being of said communities.
Article III
MEMBERSHIP
Sec 1 Member organizations to this Council will be the Flamingo Heights Community
Association, the Johnson Valley Improvement Association, the Landers Association
and the Yucca Mesa Improvement Association. These institutions will hereinafter be
referred to as Organization(s), member organization(s) or parent organization(s).
Sec 2 Members of this Council will consist of a group of representatives from each
Organization, hereinafter referred to as Delegation.
A. Each Organization shall select up to four (4) of its paid-up, active, interested, able, capable
members in good standing to be their Delegates to the Council. Two (2) additional
Delegates may also be appointed to serve as Stand-by Alternates. All should have
been members for a minimum of one (1) year at the time of appointment.
B. Initial Delegate selection will be by action of the Board of Directors of each parent
Organization. Organization will be responsible for notifying such Delegate(s) of their
appointments as and when they occur.
C. Each Delegation will elect one of its own to be the Delegate Spokesperson/Courier for
the Council at meetings of his/her parent organization and conversely, for his/her
parent organization at meetings of the Council.
D. Each Delegate will serve on the Council indefinitely or until such time as said
Delegate tenders his/her letter of resignation from the Council in person.
Article IV
DELEGATE ATTENDANCE
Sec 1 To remain a Delegate in good standing, each must personally attend no fewer than
seven (7) out of the Council's ten (12) monthly meetings each year.
Homestead Valley Community Council By-laws Page 2 of 5
Adopted 11/17/1997 Revised 3-16-2009
A. A Delegate's absence will be considered excused only if said Delegate notifies the
Council's Vice-president (Keeper of the Records) of the anticipated absence (or
absences if they are to be multiple and consecutive) no later than 24 hours prior to
the single absence or to the first of the multiple absences.
B. In the event of an excused absence for a given meeting or meetings, a Delegate is
obliged to ask a Stand-by Alternate to function as a voting stand-in at said meeting(s).
C. Delegate's status of good standing will be subject to Council review upon said
Delegate's accumulation of three (3) consecutive unexcused absences.
D. Any action to dismiss must be by a majority vote of the Council. Upon approval to
dismiss, the Vice-president (Keeper of Records) wilt request a replacement Delegate
from such Delegate's parent organization.
E. Delegate replacement will be by action of that parent organization's Board of
Directors as soon as possible following the meeting at which the given Delegate's has
been removed from the Council and after parent organization has been notified.
Article V
VOTING PRIVILEGES
Sec 1 All member organizations are entitled to no more than four (4) votes (one per appointed
delegate) on any issue coming before the Council for approval.
A. A Quorum of Delegates to the Council will be required to approve a motion.
B. Stand-by Alternates will be permitted to vote only on those occasions when asked to
do so by the Delegate who has asked said Stand-by Alternate to do so.
C. The results of all issues requiring approval by the Council will be documented by the
process of roll call vote. An affirmative vote by all of Delegates in attendance will
negate the necessity for roll call and will constitute approval.
D. In the event of a tie vote, the President shall cast the tie-breaking vote. The President
will always abstain from voting unless a tie breaking vote is required.
Article VI
LIMITS OF AUTHORITY
Sec 1 The Council, and its Delegates will function in a manner that is subservient to and
respectful of the autonomy of its member Organizations.
A. All projects of special or local interest to a member organization will be the
business of that organization and will involve participation in nature and degree
by the Council only upon invitation by that Organization and upon approval by a
majority vote of the Council.
B. Any Council initiated project effecting the interests of its member organizations must
meet with the approval of such organizations. Approval or disapproval will be
obtained from the Council's member organizations by their Delegates to the Council.
Sec 2 The Council will in no way participate in matters pertaining to the interests of local
business establishments unless specifically requested to do so by the Local Chamber of
Commerce. Such actions must be approved by a majority vote of Delegates to the
Council.
Article VII
FISCAL YEAR
The Fiscal Year of the Council shall be from July 1 to June 30 of the following year
Homestead Valley Community Council By-laws Page 3 of 5
Adopted 11/17/1997 Revised 3-16-2009
Article VIII
OFFICERS
Officers of the Council shall include a President, Vice President, Secretary, and a
Treasurer. The duties and responsibilities of each are as defined below.
Sec 1 Duties of the President. The President will:
A. Serve as administrative officer of the Council.
B. Prepare and distribute meeting agendas.
C. Preside at all meetings of the Council.
D. Function as the primary correspondent for the Council unless and except when the
secretary is directed to do so.
E. Serve ex-officio on all committees except the nominating committee.
F. Appoint all committee chairpersons.
G. Perform such duties as usually pertain to the office of President.
H. Be responsible for News Briefs distribution to the newsletter editors of all member
Associations
I. Co-sign checks with the Treasurer.
J. Function as the Council representative to any and all other organizations that may
have a need to coordinate with the Council - or the reverse thereof.
K. Arrange for the Vice-President to preside in the event of President's absence.
L. Familiarize his/her successor President with the duties of the Office.
Sec 2 Duties of the Vice-president. The Vice-president will:
A. Conduct meetings of the Council in the absence of the President.
B. Report directly to the President and assist with the standing committees of the
Council, as assigned by the President.
C. Be the Attendance Record Keeper for all meetings of the Council.
D. Keep and maintain the Council's voting record.
E. Be an alternate co-signer of the Council's bank checks.
F. Familiarize his/her successor Vice-president with the duties of the Office.
Sec 3 Duties of the Secretary. The Secretary will:
A. Keep an accurate record of proceedings of all meetings.
B. Take care of all correspondences at the direction of the President.
C. Be an alternate co-signer of the Council's bank checks.
D. Familiarize his/her successor Secretary with the duties of the Office.
Sec 4 Duties of the Treasurer. The Treasurer will:
A. Be the chief financial officer of the Council and keep accurate records of all of the
Council's financial affairs.
B. Present a summary financial report at each regular meeting and provide a formal
financial report to the Audit Committee at the end of each Fiscal Year.
C. Be responsible for the safeguard of all financial assets of the Council.
D. Insure the prompt transport and deposit of all funds received or collected by the
Council to the designated bank.
E. Initiate the issuance of checks to pay Debts.
F. Co-sign checks with the President.
G. Honor State and Federal fee requirements.
H. Arrange for a substitute Treasurer in the event of his/her absence.
I. Familiarize his/her successor Treasurer with the duties of the Office.
Homestead Valley Community Council By-laws Page 4 of 5
Adopted 11/17/1997 Revised 3-16-2009
Article IX
ELECTIONS AND TERMS OF OFFICE
Sec 1 Officers of the Council will be elected for a term of one (1) year, with re-election possible
for an indefinite number of terms.
Sec 2 The slate of Officer candidates will be presented by the Nominating Committee at
the Council's May meeting.
Sec 3 Officers of the Council will be elected by a majority vote of the Delegates in attendance at
the Council's June meeting at which time nominations will be accepted from the floor.
Upon a vote by the Council, installation of the newly elected officers will be immediate.
Article X
MEETINGS
Sec 1 Regular Council meetings will be held on the third Monday of each month at the annually
announced and publicized time and place.
Sec 2 All meetings of the Council will be open to the public.
Sec 3 Special meetings of the Council may be called by the President; by two (2) officers or at
written request of six (6) members of the Council.
Sec 4 The chain of command within the Council will be as follows:
A. The Vice-President will preside in the absence of the President
B. The Treasurer will preside in the absence of the President and the Vice-president.
C. The Secretary will appoint a President Pro-Tern in order for a meeting to proceed
when the President, vice-president and Treasurer are absent and when a quorum is
present.
Article XI
ACTION COMMITTEES
Council projects and activities shall be by Committee, the chairpersons of which shall be
appointed by the President no later than the February Council meeting each year.
Appointments will be from the body of Council Delegates with additional members for any
committee being recruited from any of the Member Organizations at the discretion of each
committee Chairperson.
Sec 1 Ad hoc committees appointed annually to conduct internal affairs of Council will be
and will function as follows.
A. The Audit Committee
This Committee will insure that each monthly statement for each stated bank account
is accurately posted and maintained in proper sequence and that every check
issued is properly accounted for. This committee will prepare its report at the
Council's September meeting.
B. The Nominating Committee
At the Council's May meeting, this Committee will present a list of officer candidates
for the following year. Candidates will be selected only from the body of current
Delegates to the Council. The Council will vote on the submitted slate of officers at
the June meeting.
Homestead Valley Community Council By-laws Page 5 of 5
Adopted 11/17/1997 Revised 3-16-2009
Article XII
ANNUAL AUDIT
A committee appointed by the President at the June meeting of the Council shall audit the
financial records of the Treasurer. Said Committee shall be made up of the Committee
chairperson and no fewer than one (1) other Council member. The completed audit will be
presented to the Council at the Council's September meeting.
Article XIII
AMENDMENTS TO THE BYLAWS
Sec 1 These By-laws may be altered or amended by a majority vote of the Delegates in
attendance at any regular or special meeting.
Sec 2 Any member may present the proposed addition or change in written form to the
Delegates at any regular meeting of the Council.
Sec 3 The written change will be read to the Council by the Secretary at the next regular
meeting, at which time the vote will be taken to either accept or reject the addition or
change.
Article XIV
PARLIAMENTARY AUTHORITY
Any business not covered by these By-laws will be conducted in accordance with
Robert's Rules of Order.
Article XV
DEFINITIONS
Based on the given fact that the total Delegates to the Council can be the number
16 (four Delegates from each of 4 member Organizations), the following definitions shall apply:
QUORUM Will be seven (7) Delegates by number.
MAJORITY Will be any number greater than one half of the Delegates present.
Votes by a Majority will require Roll Call verification and recording.
UNANIMOUS Will be the entire delegation of 16 or a quorum of Delegates.
Unanimous votes will not require Roll Call verification.
Homestead Valley Community Council By-laws Page 1 of 5
Adopted 11/17/1997 Revised 3-16-2009
By-laws for the
Homestead Valley Community Council
Adopted 11/17/97, Revised 12/18/00, 10/20/08, 3/16/09
Article I
NAME
The Organization heretofore known as the Tri-Community Council Inc. shall from this time
on be known as the Homestead Valley Community Council, Inc., and will hereinafter be
referred to as Council.
Article II
PURPOSE
Sec 1 The purpose of the Homestead Valley Community Council will be to support and promote
projects of benefit to the collective interests, safety and security of all residents in the
areas that are represented by its member organizations.
Sec 2 The Council will function as the Homestead Valley communities' representative to
the office of the County Supervisor and to any other County, State or Federal admin-
istrative body on matters effecting and benefiting the well being of said communities.
Article III
MEMBERSHIP
Sec 1 Member organizations to this Council will be the Flamingo Heights Community
Association, the Johnson Valley Improvement Association, the Landers Association
and the Yucca Mesa Improvement Association. These institutions will hereinafter be
referred to as Organization(s), member organization(s) or parent organization(s).
Sec 2 Members of this Council will consist of a group of representatives from each
Organization, hereinafter referred to as Delegation.
A. Each Organization shall select up to four (4) of its paid-up, active, interested, able, capable
members in good standing to be their Delegates to the Council. Two (2) additional
Delegates may also be appointed to serve as Stand-by Alternates. All should have
been members for a minimum of one (1) year at the time of appointment.
B. Initial Delegate selection will be by action of the Board of Directors of each parent
Organization. Organization will be responsible for notifying such Delegate(s) of their
appointments as and when they occur.
C. Each Delegation will elect one of its own to be the Delegate Spokesperson/Courier for
the Council at meetings of his/her parent organization and conversely, for his/her
parent organization at meetings of the Council.
D. Each Delegate will serve on the Council indefinitely or until such time as said
Delegate tenders his/her letter of resignation from the Council in person.
Article IV
DELEGATE ATTENDANCE
Sec 1 To remain a Delegate in good standing, each must personally attend no fewer than
seven (7) out of the Council's ten (12) monthly meetings each year.
Homestead Valley Community Council By-laws Page 2 of 5
Adopted 11/17/1997 Revised 3-16-2009
A. A Delegate's absence will be considered excused only if said Delegate notifies the
Council's Vice-president (Keeper of the Records) of the anticipated absence (or
absences if they are to be multiple and consecutive) no later than 24 hours prior to
the single absence or to the first of the multiple absences.
B. In the event of an excused absence for a given meeting or meetings, a Delegate is
obliged to ask a Stand-by Alternate to function as a voting stand-in at said meeting(s).
C. Delegate's status of good standing will be subject to Council review upon said
Delegate's accumulation of three (3) consecutive unexcused absences.
D. Any action to dismiss must be by a majority vote of the Council. Upon approval to
dismiss, the Vice-president (Keeper of Records) wilt request a replacement Delegate
from such Delegate's parent organization.
E. Delegate replacement will be by action of that parent organization's Board of
Directors as soon as possible following the meeting at which the given Delegate's has
been removed from the Council and after parent organization has been notified.
Article V
VOTING PRIVILEGES
Sec 1 All member organizations are entitled to no more than four (4) votes (one per appointed
delegate) on any issue coming before the Council for approval.
A. A Quorum of Delegates to the Council will be required to approve a motion.
B. Stand-by Alternates will be permitted to vote only on those occasions when asked to
do so by the Delegate who has asked said Stand-by Alternate to do so.
C. The results of all issues requiring approval by the Council will be documented by the
process of roll call vote. An affirmative vote by all of Delegates in attendance will
negate the necessity for roll call and will constitute approval.
D. In the event of a tie vote, the President shall cast the tie-breaking vote. The President
will always abstain from voting unless a tie breaking vote is required.
Article VI
LIMITS OF AUTHORITY
Sec 1 The Council, and its Delegates will function in a manner that is subservient to and
respectful of the autonomy of its member Organizations.
A. All projects of special or local interest to a member organization will be the
business of that organization and will involve participation in nature and degree
by the Council only upon invitation by that Organization and upon approval by a
majority vote of the Council.
B. Any Council initiated project effecting the interests of its member organizations must
meet with the approval of such organizations. Approval or disapproval will be
obtained from the Council's member organizations by their Delegates to the Council.
Sec 2 The Council will in no way participate in matters pertaining to the interests of local
business establishments unless specifically requested to do so by the Local Chamber of
Commerce. Such actions must be approved by a majority vote of Delegates to the
Council.
Article VII
FISCAL YEAR
The Fiscal Year of the Council shall be from July 1 to June 30 of the following year
Homestead Valley Community Council By-laws Page 3 of 5
Adopted 11/17/1997 Revised 3-16-2009
Article VIII
OFFICERS
Officers of the Council shall include a President, Vice President, Secretary, and a
Treasurer. The duties and responsibilities of each are as defined below.
Sec 1 Duties of the President. The President will:
A. Serve as administrative officer of the Council.
B. Prepare and distribute meeting agendas.
C. Preside at all meetings of the Council.
D. Function as the primary correspondent for the Council unless and except when the
secretary is directed to do so.
E. Serve ex-officio on all committees except the nominating committee.
F. Appoint all committee chairpersons.
G. Perform such duties as usually pertain to the office of President.
H. Be responsible for News Briefs distribution to the newsletter editors of all member
Associations
I. Co-sign checks with the Treasurer.
J. Function as the Council representative to any and all other organizations that may
have a need to coordinate with the Council - or the reverse thereof.
K. Arrange for the Vice-President to preside in the event of President's absence.
L. Familiarize his/her successor President with the duties of the Office.
Sec 2 Duties of the Vice-president. The Vice-president will:
A. Conduct meetings of the Council in the absence of the President.
B. Report directly to the President and assist with the standing committees of the
Council, as assigned by the President.
C. Be the Attendance Record Keeper for all meetings of the Council.
D. Keep and maintain the Council's voting record.
E. Be an alternate co-signer of the Council's bank checks.
F. Familiarize his/her successor Vice-president with the duties of the Office.
Sec 3 Duties of the Secretary. The Secretary will:
A. Keep an accurate record of proceedings of all meetings.
B. Take care of all correspondences at the direction of the President.
C. Be an alternate co-signer of the Council's bank checks.
D. Familiarize his/her successor Secretary with the duties of the Office.
Sec 4 Duties of the Treasurer. The Treasurer will:
A. Be the chief financial officer of the Council and keep accurate records of all of the
Council's financial affairs.
B. Present a summary financial report at each regular meeting and provide a formal
financial report to the Audit Committee at the end of each Fiscal Year.
C. Be responsible for the safeguard of all financial assets of the Council.
D. Insure the prompt transport and deposit of all funds received or collected by the
Council to the designated bank.
E. Initiate the issuance of checks to pay Debts.
F. Co-sign checks with the President.
G. Honor State and Federal fee requirements.
H. Arrange for a substitute Treasurer in the event of his/her absence.
I. Familiarize his/her successor Treasurer with the duties of the Office.
Homestead Valley Community Council By-laws Page 4 of 5
Adopted 11/17/1997 Revised 3-16-2009
Article IX
ELECTIONS AND TERMS OF OFFICE
Sec 1 Officers of the Council will be elected for a term of one (1) year, with re-election possible
for an indefinite number of terms.
Sec 2 The slate of Officer candidates will be presented by the Nominating Committee at
the Council's May meeting.
Sec 3 Officers of the Council will be elected by a majority vote of the Delegates in attendance at
the Council's June meeting at which time nominations will be accepted from the floor.
Upon a vote by the Council, installation of the newly elected officers will be immediate.
Article X
MEETINGS
Sec 1 Regular Council meetings will be held on the third Monday of each month at the annually
announced and publicized time and place.
Sec 2 All meetings of the Council will be open to the public.
Sec 3 Special meetings of the Council may be called by the President; by two (2) officers or at
written request of six (6) members of the Council.
Sec 4 The chain of command within the Council will be as follows:
A. The Vice-President will preside in the absence of the President
B. The Treasurer will preside in the absence of the President and the Vice-president.
C. The Secretary will appoint a President Pro-Tern in order for a meeting to proceed
when the President, vice-president and Treasurer are absent and when a quorum is
present.
Article XI
ACTION COMMITTEES
Council projects and activities shall be by Committee, the chairpersons of which shall be
appointed by the President no later than the February Council meeting each year.
Appointments will be from the body of Council Delegates with additional members for any
committee being recruited from any of the Member Organizations at the discretion of each
committee Chairperson.
Sec 1 Ad hoc committees appointed annually to conduct internal affairs of Council will be
and will function as follows.
A. The Audit Committee
This Committee will insure that each monthly statement for each stated bank account
is accurately posted and maintained in proper sequence and that every check
issued is properly accounted for. This committee will prepare its report at the
Council's September meeting.
B. The Nominating Committee
At the Council's May meeting, this Committee will present a list of officer candidates
for the following year. Candidates will be selected only from the body of current
Delegates to the Council. The Council will vote on the submitted slate of officers at
the June meeting.
Homestead Valley Community Council By-laws Page 5 of 5
Adopted 11/17/1997 Revised 3-16-2009
Article XII
ANNUAL AUDIT
A committee appointed by the President at the June meeting of the Council shall audit the
financial records of the Treasurer. Said Committee shall be made up of the Committee
chairperson and no fewer than one (1) other Council member. The completed audit will be
presented to the Council at the Council's September meeting.
Article XIII
AMENDMENTS TO THE BYLAWS
Sec 1 These By-laws may be altered or amended by a majority vote of the Delegates in
attendance at any regular or special meeting.
Sec 2 Any member may present the proposed addition or change in written form to the
Delegates at any regular meeting of the Council.
Sec 3 The written change will be read to the Council by the Secretary at the next regular
meeting, at which time the vote will be taken to either accept or reject the addition or
change.
Article XIV
PARLIAMENTARY AUTHORITY
Any business not covered by these By-laws will be conducted in accordance with
Robert's Rules of Order.
Article XV
DEFINITIONS
Based on the given fact that the total Delegates to the Council can be the number
16 (four Delegates from each of 4 member Organizations), the following definitions shall apply:
QUORUM Will be seven (7) Delegates by number.
MAJORITY Will be any number greater than one half of the Delegates present.
Votes by a Majority will require Roll Call verification and recording.
UNANIMOUS Will be the entire delegation of 16 or a quorum of Delegates.
Unanimous votes will not require Roll Call verification.
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