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By Laws/Constitution
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Article I: Name of Organization
The name of this organization shall be "Jones County Safe
and Healthy Youth Coalition" here after
known as the Coalition. |
Article II: Description of
Organization
The Coalition is a nonprofit organization dedicated to
improving the quality of life for all who live or
work in Jones County, by promoting a lifestyle free from the
abuse of alcohol, tobacco, and other drugs. |
Article III: Purposes
The Coalition's purposes are: |
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To education and inform Jones County citizens about the
extent of the alcohol and drug abuse problem in Jones
County. |
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To perform regular and necessary assessments within Jones
County. |
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To foster the coordination of existing community resources
in effectively addressing the problem. |
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To collaborate with other community organizations to fill
the gaps in the community's alcohol and drug abuse
prevention efforts, as available. |
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To provide advice, advocacy, coordination, information,
research and evaluation, technical support, and training as
needed to accomplish these objectives. |
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To secure funding through grants, contributions and/or
fundraisers as appropriate. |
Article IV: General Membership and Voting Rights |
Section 1: Membership
Any organization such as a school, business, governmental
unit, service agency, civic group, religious institution, or
special interest group serving those who live or work in
Jones County shall be eligible to appoint an individual to
serve as a voting member of the Coalition. In addition, any
person living or working in Jones County is eligible for
membership. Persons or organizations interested in being a
member of the Coalition must adhere to the purposes of the
Coalition. |
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Section 2: Voting Rights |
A. Organizational Voting Rights
Each member organization is entitled to one vote. An
organization wishing voting rights on the Coalition must
complete a membership form and designate an official
representative. Designees of organizations must attend two
consecutive Coalition meetings prior to first voting. Voting
rights are conveyed following initial attendance at two
consecutive meetings. Reassignment of voting rights may be
made only to another designee of a member organization with
notification to the executive committee. The Coalition staff
does not vote. |
B. Individual Voting Rights
Individuals wishing voting rights on the Coalition must
complete a membership form to participate, and must attend
two consecutive Coalition meetings prior to first voting.
Voting rights are conveyed following initial attendance at
two consecutive meetings. |
C. Committee Voting Rights
Voting during a committee meeting shall be limited to
members of that committee. Voting during an executive
committee meeting shall be limited to members of the
executive committee. |
Section 3: Duties
All members of the Coalition shall: |
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1.
Maintain a close relationship with Coalition officers,
staff, and committee heads in order to fulfill the
responsibilities of committee membership.
2. Serve, if feasible, on standing
committees and adhoc committees of the Coalition.
3.
Cooperate with Coalition officers, staff, and committee
heads in developing Coalition reports, papers,
and projects.
4.
Respond promptly to correspondence in order to aid ongoing
committee activities.
5. Make
suggestions to Coalition officers, staff and committee heads
regarding Coalition projects and
programs.
6.
Encourage interested organizations of the community to apply
for membership in the
Coalition.
7.
Keep the Coalition secretary informed of address changes,
and other relevant contact information.
8.
Attend all meetings of the Coalition if possible. |
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Section 4: Termination of Membership |
Members may be terminated from membership by action of two
thirds of the Coalition
members present and voting. All voting members, including
the member in question, must be notified in writing at least
seven days before such a vote is taken. |
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Section 5: Resignation |
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A Coalition member may resign at any time by submitting a
letter of resignation to the executive committee. |
Article V: Meetings |
Section 1: Annual Meeting
The Coalition shall hold an annual
meeting in the month of September. The fiscal year shall
begin September 1.
Section
2: Regular Meetings
The Coalition shall hold a meeting each month with the
exception of July.
Section 3: Executive Committee Meetings
Executive committee meetings shall be held monthly prior to
the Coalition meeting.
Section 4: Special Meetings
Special meetings may be set at a regular meeting or may be
called by the executive committee. Notice of special
meetings shall be given to Coalition members at least five
days prior to special meetings.
Section 5: Attendance and Participation of Community Members
Any community member is welcome to attend any regular
meeting of the Coalition.
Section 6: Quorum |
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1.
2.
3. |
A quorum for the regular and annual meetings of the
Coalition shall consist of those voting members in good
standing present and voting.
A quorum of the executive committee shall consist of four
members of the executive committee and it must include either the president or vice
president.
A quorum for a committee meeting shall consist of those
committee members present and voting. |
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Article VI: Officers |
Section 1: Officers
Officers of the Coalition shall be President, Vice
President, Secretary, Treasurer, and
Immediate Past President. The Project Coordinator is an ex
officio, nonvoting officer.
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Section 2: Duties of Officers |
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A. |
Duties of the President |
1.
2.
3.
4.
5.
6. |
Serve as chair person of the executive committee.
Serve as chair person of the Coalition and preside at any
and all of its meetings.
Prepare agenda for all meetings of the Coalition.
Direct preparation of and submit an annual report on
Coalition activities to the Coalition membership and
advisory board.
Act as liaison to the advisory board.
Negotiate, sign, and execute contracts and other documents
on behalf of the Coalition, with the consent of the
executive committee.
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B. |
Duties of Vice President |
1.
2.
3.
4. |
Serve as a member of the executive committee.
Preside at meetings of the Coalition in the temporary
absence of the president.
Assume the duties of the president in the event of that
person's prolonged absence, resignation,
or death.
May assume the duties of the president for the year
following the vice presidential term. |
C. |
Duties of the Immediate Past President |
1.
2.
3.
4. |
Serve as a member of the executive committee.
Serve as chairperson of the nominating committee.
Serve as parliamentarian.
Advise the current president as appropriate. |
D. |
Duties of the Secretary |
1.
2.
3.
4.
5.
6.
7. |
Serve as a member of the executive committee.
Conduct correspondence of the Coalition with the approval of
the executive committee as needed.
Record and distribute minutes of all meetings.
Send copies of correspondence to appropriate Coalition
members.
Maintain an up to date directory of Coalition members.
Maintain a permanent file of business meetings and records
to be turned over to the next secretary.
Prepare the annual Coalition report, in cooperation with the
president.
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E. |
Duties of the Treasurer |
1.
2.
3.
4.
5.
6. |
Serve as a member of the executive committee.
Annually provide the executive committee with a budget of
estimated expenditures required to conduct business and
activities.
Allocate and disperse expense funds.
Maintain accurate records of expenses and income.
Submit records and reports to funding sources and
appropriate government agencies as required.
Present an annual financial report to the executive
committee and an annual financial summary to the membership. |
F.. |
Duties of At Large Members of the Executive Committee |
1.
2.
3. |
Represent the general membership of the Coalition at
executive committee meetings.
Attend
executive committee meetings.
Function as liaison between standing and ad hoc committees
and the executive committee.
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G. |
Duties of the Project Coordinator |
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13. |
Serve as an ex officio member of the executive committee.
Facilitate the activities of the Coalition.
Supervise the comprehensive needs assessment.
Coordinate the process for developing a self sustaining,
multifaceted prevention
program.
Plan, develop, and conduct a public awareness campaign with
the public information committee; prepare and deliver
community presentations.
Disseminate information about the Coalition.
Network with federal, state, and local prevention
organizations and agencies.
Manage the Coalition officers.
Plan, develop, and conduct educational programs for parents,
senior citizens, employers, and
Coalition members with the education/training committee.
Track legislation and make recommendations regarding
legislative issues.
Identify and contract without side services.
Assist with establishing and conducting program evaluation.
Prepare and submit reports to funding sources and
appropriate government agencies, as required.
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H.. |
Duties of the Project Director |
1.
2.
3.
4.
5.
6.
7. |
Serve as an ex officio member of the executive committee.
Supervise the accomplishment of grant requirements by the
Coalition.
Oversee and assist with grant documentation and reporting.
Provide budget management and final approval for grant
expenditures as identified in the annual coalition budget.
Assist with resource development and management for
coalition funding sources .
Provide over sight for collection and reporting of in kind
contributions.
Ensure fiscal responsibilities for existing funding are
fulfilled. |
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Section 3: Terms of Office |
The president, vice president and immediate past president
shall serve one
year terms.
The vice president may assume the office of president
following the vice presidential term.
The secretary, treasurer, and members at large shall serve
two year terms.
The secretary and treasurer shall be
elected on alternate
years. |
Section 4: Removal of Officers and
Members At Large |
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Any member of the executive committee may be asked to vacate
his/her position on the committee if he/she has three(3)
absences from regularly scheduled meetings during a
twelve month period. Any member may petition the executive
committee for removal of an officer or member at large.
If the petition for removal is approved by a majority vote
of the executive committee, a membership vote shall be taken
at a regularly scheduled meeting of the Coalition . A two
thirds majority vote of those present and voting is required
for removal. Members must be notified of the vote a minimum
of seven days in advance or given notice at a monthly
general membership meeting that such a vote wil l take place
at the next monthly general membership meeting. The person
in question may attend and vote in the removal proceedings. |
Article VII: Nominations and Elections |
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Section 1: Nomination and Election Process |
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Nominations for Coalition elected officers and members at
large shall take place in
September. Nominations shall be accepted from the floor.
The nominee must consent to being considered for the elected
position. Written agreement or acceptance shall suffice if nominee (s)
is not in attendance at the September meeting. Election
shall result from a majority of those present and voting. |
Section 2: Vacancies |
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In the event of resignation, death, prolonged absence or any
condition that creates a vacancy i n the office of
president, the vice president shall serve as president for
the remainder of that term. In the case of a vacancy in the
office of vice president, secretary, treasurer, or member at
large, a special election shall be held at the next regular
Coalition meeting and the vacancy filled by election. All
vacancies shall be filled for the remainder of the
respective term A vacancy in the office of past president
shall be filled by a fourth at large member elected by the
Coalition. A vice president who assumes the presidential
vacancy shall not serve for more than 24 months. The
nominating committee that served for the June election shall
secure nominees for special elections. |
Article IX: Executive Committee |
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Section 1: Members of the Executive Committee |
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The executive committee shall consist of the past president,
president, vice president, secretary, treasurer and a
maximum of three at large members of the Coalition elected
on a rotating basis, one per year. The Project Coordinator
and Project Director are ex officio, nonvoting members of
the executive committee. |
Section 2: Duties of the Executive Committee
The duties of the executive committee are: |
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2.
3.
4.
5.
6.
7.
8.
9. |
To streamline the
decision making of the Coalition by reviewing issues,
prioritizing relevant points of information related to the
issue, and by making are commendation or recommendations for
decision making by the larger Coalition membership within
the context of the policies of the organization.
To
transact orderly and routine business between regular
Coalition membership meetings.
To serve as a supervisory group for the Coalition paid staff
person.
To encourage participation in a meaningful way by nonvoting
Coalition members.
To ensure that the larger Coalition membership remains on
task in meeting its goals and objectives on a consistent
basis.
To present an annual plan of action, budget and submission
of any funding grants, to be considered and voted on by the
membership.
To oversee the work of standing and adhoc committees.
To monitor and evaluate the work of the professional staff.
To provide at least five in kind hours above and beyond the
executive board meetings. |
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Article X: Standing Committees/AdHoc Committees |
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Section 1: Standing Committees |
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following committees are appointed by the president with the
approval of the executive committee: |
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1.
2.
3.
4.
5,
6.
7.
8. |
Marketing
Planning
Assessment
Membership
Special Events
Fundraising
Policy
Youth Advisory |
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Section 2: Duties of Standing Committees
Under the direction of the executive committee are the
following committees:
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2.
3.
4.
5.
6.
7.
8. |
Marketing Committee:
responsible for creating social marketing campaigns for the
community for Alcohol, Marijuana, Tobacco and Prescription
Drug. Also, educating the community of the coalition and its
purpose.
Planning Committee:
responsible for creating the logic model and community
intervention that guide the coalitions in regard to Alcohol,
Marijuana, Tobacco and Prescription Drugs.
Assessment Committee:
responsible for researching, creating, maintaining and
organizing a variety of data to understand the issues that
exist in Jones County regarding Alcohol, Marijuana, Tobacco
and Prescription Drugs.
Membership Committee:
responsible for recruiting potential members and conduct new
member orientation. Ensure member are actively engaged and
sustained in the coalition.
Special Events Committee:
responsible for maintaining a calendar of community events
activities and having a presence at each event through
documentation and coalition members.
Fundraising:
responsible for obtaining donations to support coalition
activities.
Policy Committee:
responsible for promoting and supporting the establishment
and implementation of community policies, ordinances and
laws that prevent substance abuse and promote a healthy
Jones County.
Youth Advisory Board:
responsible for developing youth advocacy groups and
activities. Work and advise coalition of youth trends in the
community. Assist in developing the coalition’s strategic
plan. |
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Section 3: AdHoc Committees |
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Adhoc committees shall be appointed by the executive
committee as needed to fulfill time limited objectives.
Chairpersons shall be appointed by the executive committee
and report to the executive committee for the duration of
the appointment. |
Article XI: Adoption of By Laws |
These by laws shall go in to effect immediately after they
are approved by a majority vote of the
Coalition members. |
Article XII: Amendment of By Laws |
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Any member may propose an amendment to the by laws by
proposing the change in writing to the executive committee.
If the proposed amendment is approved by a majority vote of
the executive committee, a membership vote shall be taken at
a regularly scheduled meeting of the Coalition. A two thirds
majority vote of those present and voting is required for
adoption of the amendment. Members must be notified of the
vote a minimum of seven (7) days in advance or given notice
at a monthly general membership meeting that such a vote
will take place at the next monthly general membership
meeting. |
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Article XIII: Rules of
Governance
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Meetings shall be conducted under the guide lines set forth
in
Robert's Rules of Order. |
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Article XIV: Contributions
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The Coalition shall accept contributions from organizations
and individuals that are in support of the mission, goals
and objectives of the Coalition in accordance with the
policies of the Coalition. The Coalition shall not accept
contributions from the alcohol/tobacco industries or their
wholesalers, or any other organization whose mission is
contrary to the Coalition’s mission or stated goals and
objectives. |
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Article XV: Constitution
Review
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An adhoc committee shall be appointed to review the
constitution when necessary. |
Article XVI: Dissolution Clause |
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In the event of the dissolution of the Coalition, its assets
remaining after payment of, or provision for payment, of all
debts and liabilities shall be distributed to such
corporations as are organized and operated exclusively for
charitable purposes and which have established this tax
exempt status under Section 501c(3) of the Internal Revenue
code as the executive committee shall determine. |
Article XVII: Public Policy |
Promote and support the establishment and implementation of
community policies and practices that prevent substance
abuse.
The mission of the Public Policy Committee: |
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To identify and initiate policies in the business community
that promote substance abuse prevention; |
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To identify and initiate policies in schools, colleges, and
universities that promote substance abuse prevention;
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To identify legislation and law enforcement practices that
promote substance abuse prevention; |
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To identify and initiate policies in the religious community
that promote substance abuse prevention; |
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To identify and initiate policies that promotes substance
abuse prevention while recognizing cultural diversity.
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Article XVIII: Campaigning at Meetings |
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Since the Coalition is a non partisan organization, members
and guests are restricted from campaigning at Coalition
meetings. Comments beyond identifying a person as a
candidate for political office or current office holder will
not be permitted. |
Article XIV: Contributions |
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The Coalition shall accept contributions from organizations
and individuals that are in support of the mission, goals
and objectives of the Coalition in accordance with the
policies of the Coalition. The Coalition shall not accept
contributions from the alcohol/tobacco industries or their
wholesalers, or any other organization whose mission is
contrary to the Coalition's mission or stated goals and
objectives. |
Article XV: Financial Management |
Section 1.
Fiscal Agent A. Funding for coalition projects
may come from a variety of sources within the parameters of
Article XIV, Contributions. The Area Substance Abuse Council
will serve as the fiscal agent for all funding given to the
coalition unless the coalition approves an new fiscal agent
for additional funds. This can be done through a majority
vote using approved voting procedures as identified within
these by laws.
B.
The Area Substance Abuse Council will oversee and
approve all funding decisions made by the coalition in order
to ensure compliance with all Federal guidelines for
administration of Drug Free Community grant funds. Only
allowable
expenses directly related to and consistent with the
mission, vision and approved action plan for the Drug Free
Communities Grant will be approved.
C. The Area Substance Abuse Council will administer all
funding of the grant in accordance with the most current
version of the budget that will be approved by both the DFC
Project Officer and the Coalition. Any requests from the
coalition or from ASAC for variance from the approved budget
must be approved by both the Coalition and ASAC. Any
variance over 10% of the overall grant budget must be pre
approved by the DFC Project Officer prior to approval of
that expense.
D. The Area Substance Abuse Council will be responsible for
the identification and implementation of all budget line
items specific to personnel costs, fringe benefits, staff
travel, agency/office costs for administration of funds,
staff training and certification, and liability insurance.
The coalition will be responsible for the identification and
implementation of all other budget line items specific to
project implementation, including but not limited to
coalition marketing, project |
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© 2010 Jones County Safe and Healthy Youth Coalition |
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