Grundy Safe Communities Coalition
Section 1: Name
The name of the organization shall be Grundy Safe Communities Coalition
Section 2: Mission
the mission of the Grundy Safe Communities Coalition is “United to establish a safe, caring, and drug free community that supports youth and families”
Section 3: Purpose
the purpose of the Grundy Safe Communities Coalition is
To create, support, and maintain a safe, healthy and drug-free community
To connect multiple sectors of the community to gain a well-rounded and well-informed
understanding of our community's problems
To support and conduct non-partisan research, education, and evidenced based prevention
Section 4: Legal Status
This coalition has no independent legal status. For the purpose of entering into contract agreements, Grundy Safe Communities uses the services of a local community agency that is a non-for-profit exempt organization as defined in Federal Internal Revenue Code Section 501(c)(3).
Section I: Eligibility for membership
Membership is open to any organization, business, agency, governmental entity, or individual supporting the coalition's mission and purpose as stated in ARTICLE I. Active members are those who have signed a current Coalition Involvement Agreement Involvement (CIA) and have attended and participated in Coalition planned activities, including scheduled meetings.
Section 2: Responsibilities of Members
· participate in determining the direction of the coalition;
· serve as the liaison to the member's organization and/or community sector;
· promote the Coalition's common interest in prevention and harm reduction as it
relates to substance abuse;
· will attend at least 70% of scheduled general meetings in the past twelve (12) months; and sign a current MOA to be considered an active/voting member
· serve on at least one (1) working committee of the coalition ;
· participate in community prevention & education activities and events sponsored by
coalition and, as time permits, those of member organizations;
· further fellowship and relationships among members of the coalition and community;
· sponsor qualified organizations and/or individuals for Coalition membership
· promote, encourage, and support prevention services at the local, state, and national level;
· foster education, training, knowledge, and community involvement among members;
· conduct themselves in a professional and courteous manner at all times
· support the provisions of these By-Laws.
Section 3: Rights of membership
· each Active member is entitled to one vote on each matter that is submitted to a vote of the members
· members have the right to receive Coalition materials and publications
· members have a right to attend and speak at Steering Committee meetings
· active members are eligible for nomination and service in any elective office of the Coalition.
Section 4: Resignation and Termination
· any member may resign by filing a written resignation with the Secretary.
· Membership is voluntary, therefore there are no terminations
· if a resigning member is currently involved in organizational tasks all materials and properties that belong to the Coalition are to be returned the day of resignation
Section 5: Non-Voting membership:
· members that are considered in- active will not have voting authority
Section 1: Regular Meetings
regular meetings of the members shall be held no less than one time per quarter, at a time and place designated by the Chair and/or Coalition Coordinator.
Section 2: Annual Meetings
an annual meeting of the members shall take place in the month of January, the specific date, time, and location of which will be designated by the Chair and/or Coalition Coordinator. At the annual meeting the membership shall elect officers for all open positions due to terms ending or resignation, receive reports on the activities of the Coalition, and determine the direction of the Coalition for the coming year.
Section 3: Special Meetings
Special meetings may be called by the Chair or the Coalition Coordinator, or a simple majority of the Steering Committee. A special called meeting may be called at any time provided that notice including the agenda is given at least 48 hours prior to the meeting.
Section 4: Meeting Notification
notice of a regular meeting will be given at least 10 days prior to the scheduled day citing date, time, and location of the meeting, the last meetings minutes and the current agenda. Notice of scheduled regular meeting will be posted on web site as well as sent by email to active members who have furnished an email address
Notice of a regular meeting will be given at least 10 days prior to the scheduled day citing date, time, and location of the meeting, the last meetings minutes and the current agenda.
Section 5: Quorum
the members present at a properly announced meeting shall constituent a quorum
Section 6: Voting
Grundy Safe Communities Coalition will strive to achieve consensus on all issues: however, on those occasions when voting becomes necessary, each active member must write their own vote on a voting sheet . For voting purposes, each organization, agency, business, etc will have only one designated voting members
Section 7: Parliamentary Procedure
Robert's Rules of Order shall be used as parliamentary procedure in all meetings in which unresolved procedural issues arise.
Section 8: Books and Records
Names, email addresses, and phone numbers of each member will be maintained at the Coordinator's office and/or Secretary. Financial records will be kept and maintained at the office of the Coordinator, and/or treasurer, and its fiscal agent
the Secretary and/or Coalition staff will keep minutes of the proceedings of the Grundy Safe Communities Coalition Steering Committee meetings, general meetings, and committee meetings. Minutes and other coalition records will be retained at the coalition's office
Steering Committee and Working Committees
Section 1: Composition of the Steering Committee
the Steering Committee shall be composed of at least 4 and no more than 12 active members elected by the general membership, a representative of the fiscal agent and at the discretion of the non-voting Coalition Coordinator to provide information and support. All active members are eligible for election to the Steering Committee. Diversity in sector representation is desired so no more than two members from the same sector may serve on the Steering Committee simultaneously. These sectors include but are not limited to the following:
1. Addiction Treatment Agencies
2. Faith based organizations
3. Law enforcement
4. Grundy County Adult Court
5. Grundy County Juvenile Court
6. City Government
7. County Government
9. Corporations, Local and Small Business
10. Health Care Providers
11. Social Service Agencies
12. Concerned Citizens of Grundy County
the Steering Committee Board of the Grundy Safe Communities Coalition shall be composed of four officers, including Chair, Secretary, Treasurer, and Member Advocate, in addition to the Past Chair in an advisory, non-voting capacity
Section 2: Terms
Steering Committee members are elected annually in January at a general meeting of the membership.
If an elected official resigns, the remaining committee members will prepare a candidate roster for a special election to be held at the next general meeting of the coalition when the vote was scheduled per published agenda
any elected officer may be removed by Grundy Safe Communities Coalition's active members with a majority of the members present at a meeting when the vote was scheduled per published agenda.
Section 3: Meetings and Notice
The Steering Committee will meet monthly as called by the Chair and/or Coalition Coordinator at an agreed upon time and place with notice of at least seven days
Section 4: Quorum
Three quarters (75%) of Steering Committee members constitutes a quorum. A quorum of members must be present for the transaction of coalition business.
Section 5: Elected Officers and Duties
there shall be four officers of the Steering Committee, consisting of a Chair, Secretary, Treasurer, and Member Advocate. Their duties are as follows:
The Chair shall convene and preside over scheduled meetings or arrange for another officer to preside if necessary; shall be the chair of the Assessment and Planning Committee; shall issue an Annual report to the membership; shall suggest actions which may promote the welfare and increase the usefulness of the Coalition; hall represent the Coalition at public and/or media events or designate an appropriate individual; shall cause funds to be disbursed in payment of debts when such payment instrument is presented by the Coalition Coordinator, co-signed by the Treasurer, and presented to the fiscal agent for payment via a purchase order
The Secretary shall be responsible for keeping records of the steering committee actions, general meetings, sending out meeting announcements, distributing copies of minutes and agenda and assuring organizational records are maintained; shall oversee the Coalition's policies, procedures, reports, and records as are necessary for the office or as may be requested by contract as a shared responsibility of the Coalition Coordinator. The Secretary shall be the Chairperson of ad hoc committees established by the Coalition
The Treasurer shall act as Chair for the Funding Development Committee; shall be responsible for liaison with the fiscal agent for funding accountability; shall develop regular monthly reports for Coalition funds; shall work in tandem with Coalition staff and/or fiscal agent to ensure adequate funds to be disbursed in payment of debts when such payment instrument is presented to the designated fiscal agent and signed by the Treasurer.
The Member Advocate shall coordinate efforts to establish additional membership and linkages to local, state, and national organizations, shall be responsible for developing a slate of candidates for election to coalition officers, shall be responsible for identifying members with the necessary skills to accomplish the tasks of working committee and shall serve as chair of the Membership Committee and Funding Development Committee
Section 6: Vacancies
when an elected officer's vacancy occurs during mid-term, the secretary must receive nominations from the general membership two weeks in advance of a scheduled meeting. At the next scheduled meeting, nominations will be made and a vote cast in order to fill the term until January.
Section 7: Resignation, terminations, and absences:
resignation from the Steering Committee must be in writing and received by the Secretary. A member of the Steering Committee shall be terminated from the Steering Committee due to excessive absences (50%) of scheduled Committee meetings within the last 12 months or 3 consecutive absences.
Section 8: Special meetings:
special meeting of the Steering Committee shall be called by the request of the Chair or simple majority of the Steering Committee, as well as the Coalition Coordinator. Notice of the special meetings shall be sent out by the secretary to each Steering Committee member at least 48 hours in advance
Section 9: Votes
each Steering Committee shall posses one vote in matters coming before the committee. Three quarters (75%) of Steering Committee members constitutes a quorum. A quorum of members must be present for the transaction of coalition business.
Section 10: Standing Committees
the coalition shall have three standing committees:
Assessment and Planning Committee,
Membership Committee and Funding Development Committee.
Other committees may be adopted for the duration of special needs and/or projects. Each committee will have at least one member of the Steering Committee. The Steering Committee may create committees as needed, such as fund raising, public relations, data collection, ect. The board chair appoints all committee chairs.
Section 1: Description
At the direction of the Steering Committee, including a representative from the fiscal agent, and in accordance with an approved budget, the Committee will hire the paid Coalition Coordinator. The paid Coordinator will carry out job responsibilities under the direction of the Steering Committee in accordance with established policies and procedures and position requirements
Finance and Record Keeping
Section 1: Compensation
no part of the income or profit of the coalition may be for benefit of its individual members or officers. No coalition member can act as paid staff or as a paid consultant to the coalition
Section 2: Budget
the Steering Committee, along with the Coalition Coordinator, shall propose an annual operating budget prepared by the Treasurer for review by the membership. The final approved budget must cover all planned activities of the coalition and may include no more than 9% of the total budget for administration. The accounts of the Coalition's designated fiscal agency shall be audited accordingly. At the end of the fiscal year, the Treasurer shall report the audited finances to the general membership.
Section 3: Records
the minutes of the proceedings of the Steering Committee, general member meetings, and working committee meetings shall be maintained by the secretary and open to the membership for review.
Section 1: Amendments
these by-laws may be amended when necessary by three fourths majority of the Steering Committee. Proposed amendments will be sent out to general membership for review two weeks prior to voting
These bylaws were approved at a meeting of the Steering Committee by a three-fourth majority vote
on November 5, 2013.
Member Advocate Date