By-Laws

Jones County Safe & Healthy Youth Coalition By-Laws

Article I:  Name of Organization

The name of this organization shall be “Jones County Safe and Healthy Youth Coalition” hereafter 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:

  • To educate and inform Jones County citizens about the extent of the alcohol and drug abuse problem in Jones County.
  • To perform regular and necessary assessments with in Jones County
  • To foster the coordination of existing community resources in effectively addressing the problem.
  • To collaborate with other community organizations to fill the gaps in the community’s alcohol and drug abuse prevention efforts, as available.
  • To provide advice, advocacy, coordination, information, research and evaluation, technical support, and training as needed to accomplish these objectives.
  • To secure funding through grants, contributions and/or fundraisers as appropriate.

 

Article IV:  General Membership and Voting Rights

Section 1:  Membership

The Coalition desires to have a diverse membership; including but not limited to schools, businesses, governmental units, service agencies, civic groups, religious institutions, or special interest groups serving those who live or work in Jones County.   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.

 

 

Section 2:  Voting Rights

  1. 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.

 

  1. 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.

 

 

 

 

  1. 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:

  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 ad hoc 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.

 

  1. D.     Coalition Proxy Email Voting

1)      The Jones County Safe and Healthy Youth Coalition recognizes that on occasion decisions will need to be made by the Coalition within a short period of time.

2)      The Coalition further recognizes that due to time constraints it may not be practical or possible to hold a special meeting so as to cast a vote in person.

3)       In consideration of the above statements, the Coalition shall have the authority, and in limited situations, to conduct proxy voting by email under the following conditions:

a)      The issue underlying the vote shall be of a nature that cannot be postponed until the next regular coalition meeting.

b)      The proxy email vote shall be approved by a majority of the Executive Board prior to the initiation of the vote pursuant to Section C.

c)      The proxy email vote shall only be initiated by the Project Coordinator or the President.

d)      The relevant information pertaining to the vote must be provided to all registered coalition members 24 hours prior to the votes being requested.  Non-registered members will be unable to cast a proxy email vote.

e)      All email votes must be emailed directly to the requesting party within 24 hours of the request.  Email votes cast after 24 hours of the vote request will not be considered.  Email votes sent to another person other than the requesting party will not be considered.

f)       In the event someone does not have access to email, they may contact the requesting party by phone to cast their proxy vote.

 

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.

 

Section 5:  Resignation

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 30.

 

Section 2 Regular Meetings

The Coalition shall hold at least 11 monthly meetings.

 

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 24 hours 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

  1. A quorum for the regular and annual meetings of the Coalition shall consist of those voting members in good standing present and voting.
  2. A quorum of the executive committee shall consist of more than 50% of current members of the executive committee, and it must include either the president or vice president.
  3. A quorum for a committee meeting shall consist of those committee members present and voting.

 

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.

 

Section 2:  Duties of Officers

  1. Duties of the President

 

  1. Serve as chairperson of the executive committee.
  2. Serve as chairperson of the Coalition and preside at any and all of its meetings.
  3. Approve agenda for all meetings of the Coalition in collaboration with the Project Coordinator.
  4. Direct preparation of and submit an annual report on Coalition activities in collaboration with the Secretary and Project Coordinator to the Coalition membership.
  5. Negotiate, sign, and execute contracts and other documents on behalf of the Coalition, with the consent of the executive committee.

 

  1. Duties of Vice President
    1. Serve as a member of the executive committee.
    2. Preside at meetings of the Coalition in the temporary absence of the president.
    3. Assume the duties of the president in the event of that person’s prolonged absence, resignation, or death.

4.  May assume the duties of the president for the year following the vice presidential term.

 

 

 

  1. Duties of the Immediate Past President
  2. Serve as a member of the executive committee.
  3. Serve as chairperson for recruitment of future officers.
  4. Serve as parliamentarian.
  5. Advise the current president as appropriate.
  6. After serving as immediate past president, this member can be re-elected to an open position on the Executive Committee.

 

  1. Duties of the Secretary
  2. Serve as a member of the executive committee.
  3. Conduct correspondence of the Coalition with the approval of the executive committee as needed.
  4. Record and distribute minutes of all meetings.
  5. Send copies of correspondence to appropriate Coalition members.
  6. Maintain an up-to-date directory of Coalition members.
  7. Maintain a permanent file of business meetings and records to be turned over to the next secretary.

7.  Prepare the annual Coalition report, in cooperation with the President and Project Coordinator.

 

  1. Duties of the Treasurer
  2. Serve as a member of the executive committee.
  3. Annually provide the executive committee with a budget of estimated expenditures required to conduct business and activities.  In partnership with the fiscal agent, the treasurer shall do the following remaining duties:
  4. Allocate and disperse expense funds.
  5. Maintain accurate records of expenses and income.
  6. Submit records and reports to funding sources and appropriate government agencies as required.
  7. Present an annual financial report to the executive committee and an annual financial summary to the membership.

 

  1. Duties of At-Large Member of the Executive Committee
  2. Represent the general membership of the Coalition at executive committee meetings.
  3. Attend executive committee meetings.

 

  1. Duties of the Project Coordinator
  2. Serve as an ex officio member of the executive committee.
  3. Facilitate the activities of the Coalition.
  4. Supervise the comprehensive needs assessment.
  5. Coordinate the process for developing a self-sustaining, multifaceted prevention program.
  6. Disseminate information about the Coalition.
  7. Network with federal, state, and local prevention organizations and agencies.
  8. Manage the Coalition officers
  9. Track legislation and make recommendations regarding legislative issues.
  10. Identify and contract with outside services.

10.  Assist with establishing and conducting program evaluation.

11.  Prepare and submit reports to funding sources and appropriate government agencies, as required.

 

  1. Duties of the Project Director

1.  Supervise the accomplishment of grant requirements by the Coalition.

2.  Oversee and assist with grant documentation and reporting.

3.  Provide budget management for grant expenditures as identified in the annual coalition   budget.

4.  Assist with resource development and management for coalition funding sources.

5.  Provide oversight for collection and reporting of in kind contributions.

6.  Ensure fiscal responsibilities for existing funding are fulfilled

 

  1. Ex-officio members

1. Ex-officio members may be appointed to Executive Committee by the Executive Committee.

 

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 member-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

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 will 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

Section 1:  Nomination and Election Process

A nominating committee shall be appointed in June by the president.  The purpose of the nominating committee is to generate a slate of candidates for election.  Nominations for Coalition elected officers and members-at-large shall take place in August.  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 August meeting.  Election of officers and members-at-large will take place in September at the regular monthly meeting of the Coalition.  Election shall result from a majority of those present and voting.

 

Section 2:  Vacancies

In the event of resignation, death, prolonged absence or any condition that creates a vacancy in 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.

 

Article VIII:  Executive Committee

Section 1:  Members of the Executive Committee

The executive committee shall consist of the past president, president, vice president, secretary, treasurer and one at-large member of the Coalition elected on a rotating basis, one per year.  The Project Coordinator is an ex officio, nonvoting member of the executive committee.

 

Section 2:  Duties of the Executive Committee

The duties of the executive committee are:

  1. To streamline the decision making of the Coalition by reviewing issues, prioritizing relevant points of information related to the issue, and by making a recommendation or recommendations for decision making by the larger Coalition membership within the context of the policies of the organization.
  2. To transact orderly and routine business between regular Coalition membership meetings.
  3. To serve as a supervisory group for the Coalition paid staff person.
  4. To encourage participation in a meaningful way by nonvoting Coalition members.
  5. To ensure that the larger Coalition membership remains on task in meeting its goals and objectives on a consistent basis.
  6. To present an annual plan of action, budget and submission of any funding grants, to be considered and voted on by the membership.
  7. To oversee the work of standing and ad hoc committees.
  8. To monitor and evaluate the work of the professional staff.

 

Article IX:  Standing Committees/Ad Hoc Committees

 

Section 1:   Standing Committees

The following committees are appointed by the president with the approval of the executive committee:

  1. Marketing
  2. Planning
  3. Assessment
  4. Outreach
  5. Special Events
  6. Fundraising
  7. Policy
  8. Youth Advisory

 

Section 2:  Duties of Standing Committees

Under the direction of the executive committee are the following committees:

  1. Marketing Committee:  responsible for creating social marketing campaigns for the community for Alcohol, Tobacco, Marijuana and Prescription Drugs.  Also, educating the community of the coalition and its purpose.

 

  1. Planning Committee:  responsible for creating the logic model and community intervention that guides the coalition in regard to Alcohol, Marijuana, Tobacco and Prescription Drugs.

 

  1. Assessment Committee:  responsible for researching, creating, maintaining and organizing a variety of data to understand the issues that exist in Jones County regarding Alcohol, Tobacco, Marijuana and Prescription Drugs.

 

  1. Outreach Committee:  responsible for recruiting potential members and conducting new member orientation.  Ensure members are actively engaged and sustained in the coalition.

 

  1. Special Events Committee:  responsible for maintaining a calendar of community events and having a presence at each event through documentation and coalition members.

 

  1. Fundraising:  responsible for obtaining donations to support coalition activities.

 

  1. Policy Committee:  responsible for educating the public about the implementation of community policies, ordinances, and laws that prevent substance abuse and promote a healthy Jones County.

 

  1. 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.

 

 

Section 3:  Ad Hoc Committees

Ad hoc 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 X:  Adoption of By-Laws

These by-laws shall go into effect immediately after they are approved by a majority vote of the Coalition members.

 

Article XI:  Amendment of By-Laws

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.

 

Article XII:  Rules of Governance

Meetings shall be conducted under the guidelines set forth in Robert’s Rules of Order.

 

Article XIII:  Contributions

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 XIV:  Dissolution Clause

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 501 c (3) of the Internal Revenue code as the executive committee shall determine.

 

Article XV:  Campaigning at Meetings

 

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 XVI:  Financial Management

Section 1.  Fiscal Agent

 

  1. 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 a new fiscal agent for additional funds.  This can be done through a majority vote using approved voting procedures as identified within these by-laws.
  2. The Area Substance Abuse Council will oversee and ensure all funding decisions made by the coalition in order to meet all Federal guidelines for administration of grant funds.  Only allowable expenses directly related to and consistent with the mission, vision and approved action plan and budget for the Drug Free Communities Grant will be approved.
  3. The Area Substance Abuse Council will administer all funding of the grant in accordance with the most current version of the budget which 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 line items must by 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.  Fluctuation of budget line items must remain consistent with the purpose, approved action plan and allowable expenses of the DFC grant.
  4. 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 supplies, coalition member travel and training, and contracted services.  The executive committee may approve up to $500 in expenditures not specifically listed in the budget but within the approved budget line items or within approved carryover requests without a vote by the Coalition.

 

Section 2.  Use of grant funds

 

  1. Upon coalition approval of activities and expenses related to the DFC grant, the coalition will submit a request to the Fiscal Agent for these purchases.  Requests will reviewed and approved if appropriate, by both the DFC Grant Project Director and the Fiscal Agent Executive Director.  If approved, payment will be processed.
  2. In the event that the fiscal agent requires additional information from the coalition prior to approving an expense, the Project Director will request such information from the Executive Committee.  Feedback and clarification will be needed before the expense can be approved.
  3. In the event that the fiscal agent requires additional approval from the DFC project officer, such approval will be requested by the Project Director.  Expenses will not be approved until the Project Director receives notification from the DFC Project Officer.
  4. Requests for purchases must be submitted to the Project Director by the treasurer or Project Coordinator a minimum of 30 days prior to the date which payment is to be made.

 

 

Article XVII: Conflict of Interest Policy

Section 1: Purpose

The purpose of the conflict of interest policy is to protect this tax-exempt organization’s (The Jones County Safe and Healthy Youth Coalition) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

 

Section 2: Definitions

A. Interested person:  Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

B. Financial interest: A person has a financial interest if the person has, directly, through business, investment, or family:

1. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,

2. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or

3. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement.

 

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

 

A financial interest is not necessarily a conflict of interest.  Under Section 3, B, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.

 

Section 3: Procedures

A. Duty to Disclose:

In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and member of committees with governing board delegated powers considering the proposed transaction or arrangement.

B. Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

C. Procedures for Addressing the Conflict of Interest

1. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

2. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

3. After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

4. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

D. Violations of the Conflict of Interest Policy

1. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

2. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

 

Section 4: Records of Proceedings

The minutes of the governing board and all committees with board delegated powers shall contain:

A. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.

 

B. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

 

Section 5: Compensation

A. A voting member of the governing board who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation.

B. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation.

C. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

 

Section 6: Annual Statements

Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:

 

A. Has received a copy of the conflicts of interest policy,

B. Has read and understands the policy,

C. Has agreed to comply with the policy, and

D. Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

 

Section 7: Periodic Reviews

To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

 

A. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.

B. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

 

Section 8: Use of Outside Experts

When conducting the periodic reviews as provided for in Section 7, the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.