Existing
Bylaws Adopted, February 2005
ARTICLE 4 - STANDING
COMMITTEES
Section 1 - The EXECUTIVE COMMITTEE shall be comprised of the President, the
Vice-President, the Secretary, the Treasurer, and a Member-at-Large approved by
the Executive Board. The Executive
Committee shall have the responsibility and authority to:
1. Monitor and
coordinate the various areas of Citizen Advocacy
-- Prepare, discuss issues for Board
approval
-- Strategic planning and budget proposal
meeting with Executive Director in November.
-- Program meeting with Executive Director
and Program Coordinator in January each year.
-- Govern and supervised board development
2. Personnel
--
Review policies, job descriptions, handle grievance issues
--
Hire and evaluate Executive Director
--
Set salary levels
3. With Executive Director Coordinate Board and committee
activities
--
Obtain minutes of committees
TIME COMMITMENTS:
-- Meetings of approximately (2) hours in November and
January and as deemed necessary by the President.
COMPOSITION:
-- President, Vice-President, Secretary, Treasurer, and one
Member-at-Large approved by the Board and Executive Director ex-officio.
Section 2 – The ADVANCEMENT COMMITTEE shall have the responsibility and authority to:
1. Develop the plans necessary to
raise funds to support the budget.
2. Develop short range and long
range funding sources.
3. Determine and prescribe the
responsibility for each fundraising activity.
4. By October, develop an annual
fund raising plan for the upcoming year that will generate funds needed to meet
budget
requirements to be approved by the Executive Committee at the November meeting.
5. Investigate new fund raising
projects, activities and ideas for possible future use.
6. Develop a file on fund raising
procedures for use by future committees.
7. Annually evaluate it work and
report on this evaluation to the Board at its January meeting.
8. Report to the President of the
Board quarterly.
TIME COMMITMENTS:
-- Quarterly and as necessary.
COMPOSITION:
-- Shall consist of a minimum of three with (1) member from
the Board of Directors, plus Executive Director, ex-officio and members of
Citizen Advocacy and/or community volunteers. The chairman in consultation with
the Executive Director can nominate the committee members.
Section 3 - The NOMINATIONS COMMITTEE shall consist of at least three (3) members,
appointed by the President, and shall include the Past President, if available,
who will act as chair. The
NOMINATIONS COMMITTEE shall have the authority to:
1. Search for and to nominate members of
the Board of Directors.
2. Nominate officer candidates for
election by the Board of Directors.
3. Provide orientation for new members of
the Board of Directors
4. Coordinate periodic seminars,
activities and/or material for board development
5. Brainstorm about new people needed on
the board and contact them about their interest in serving. Prepare slate
with information on
board nominees in time for mailing done for annual dinner. (By late August)
6. Brainstorm and make contacts throughout
the year for current or future vacancies on the board.
7. Contact board members whose terms will
be expiring to find out their interest in running for another two-year term. 8. Talk to present or potential officers
(President, Vice-President, Secretary, Treasurer) about serving one-term. Have
slate ready for
election at board meeting following annual meeting. (October)
Qualifications:
-
Familiar with people in the community
-
Comfortable talking with people about Citizen Advocacy and asking about their
possible involvement.
Time Commitment:
-
Meetings and phone calls as needed to prepare slate for October Annual meeting
and officer slate for November board
meeting.
-
On-going effort for vacancies and year round recruitment
Guidelines about composition of the board:
-
Executive Director ex-officio plus minimum of 3 people Committee shall consist of at
least 1 members,
appointed by
the President, and shall include the
Past President, if available.
Section 4 – The POLICY COMMITTEE
Responsibilities:
1. Review
on an annual basis the Articles of Incorporation, By-laws, Personnel Policies
and Committee Job
Descriptions.
2.
Develop and propose revisions to the Articles of Incorporation, By-laws
Personnel Policies and Committee Job
Descriptions for Board of
Director approval.
Policy
Committee shall consist of one (1) member of the Board of Directors, members of
Citizen Advocacy and/or community volunteers. The member of the Board of
Directors will chair the committee. The Executive Director will be a member
exofficio.
PROPOSE that Article 4 of the
Bylaws be deleted and the following language by added as new Article 4:
ARTICLE 4 – STANDING COMMITTEES
Section 1 – The Strategic Planning Committee shall be comprised of not less than three (3) directors, not
less than one (1) community member and the executive director. All members of
the strategic planning committee shall serve terms of up to three (3)
years. Members of the strategic
planning committee shall be by appointment of the executive director.
Duties
of the strategic planning committee include creating a strategic plan for the
organization, which shall be done not less than once every five (5) years, but
not more than once every two (2) years and shall contain the following
information:
1. Identify the
core competencies of the agency (What is our mission- and how do we achieve
that mission?)
2. Identify the ways in which the mission can best be
accomplished through planning , and report that information to the board
3. Manage the process by which the board reviews the strategic
plan and recommends action steps (annually)
4. Review policies and job descriptions
5. Focus on educational issues
6. Monitor progress of the strategic plan during throughout the
year
7. Design and implement a board retreat
Section 2 – the Board Management Committee shall be comprised of the
executive director and not less than three (3) directors. This committee will
replace the former nominating committee. Responsibilities for the Board
Management Committee include:
1. Board staffing and planning
a. Moving committee members on and off
b. Making a list of potential board members
c. Determining the areas of expertise needed from future board
members
d. Determining community connections needed by the board
e. Decide on the geographic mix of the board
2. Determine the size of the board needed
a. Bylaws should be changed to reflect the size of the board
(can be a range)
b. Determine the criteria for future board members
3. Manage Board Meeting Agenda
a. What educational program will occur at board meetings
b. Is the agenda well-prepared and appropriate
c. Is the agenda manageable
d. What issues can be addressed via consent agenda
4. Develop a schedule for future board meetings
5. Determine whether ad hoc or advisory committees are
necessary
6. Evaluate the efficacy of the meetings
a. After each meeting
b. Annually
7. Make arrangements for a formal annual meeting
8. Write and distribute an annual board survey
9. Evaluate the board including a self-evaluation annually
Section 3 – the Executive Director Management Committee shall consist of not less than three (3) directors
including the president of the board and the board treasurer. The executive
director shall be ex-officio. The responsibilities of this committee shall
include:
1. Creating a job description for the executive director
2. Managing and evaluating the executive director (including
providing feedback to the executive director)
3. Making recommendations with respect to compensation for the
executive director
4. Managing finances on a regular basis through the executive
director
5. Managing the budget process
6. Hiring auditors and meeting with auditors annually
7. Managing executive sessions at board meetings