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Laveen Community Council By Laws

Adopted as of October 12th, 2021

 

Vision Statement
The LAVEEN COMMUNITY COUNCIL creates opportunities for a connected community.


Mission Statement
The LAVEEN COMMUNITY COUNCIL creates opportunities by providing:
• Leadership tor a growing and changing community
• Opportunities for collaboration among organizations
• Support to community members and organizations
• Opportunities for the community to be connected and have community spirit


Article 1 - Purpose of Council


The purpose of the LAVEEN COMMUNITY COUNCIL shall be to promote the welfare and assist in the needs of the Laveen community and its youth.


Article 2 - Meeting Place


The meeting place of the LAVEEN COMMUNITY COUNCIL shall be at the Laveen Elementary Education Center or any designated place within the community, as designated by the President of the Community Council. All regular meetings shall be open to the public.


Article 3 - Meeting Day and Time


Meetings shall be held on the first Tuesday of each month at 6:30 pm during September through May. Special meetings can be called by the President or by the Board of Directors as needed.


Article 4 - Notice of Meetings


Secretary or Designee shall notify all members of record at least 24 hours prior to all regular meeting dates.
 


Article 5 - Officers and Directors


There shall be a Board of Directors consisting of 11 (eleven) members: President, Vice-President, Secretary, Treasurer, Auditor, and Six Directors. The Board of Directors members shall be at least 18 years of age. The Board of Directors shall live in the Laveen Elementary Education School boundaries. All officers shall have a two-year term of office with the unilateral option of a second term if they are in good standing with the LAVEEN COMMUNITY COUNCIL. No officer shall remain in any position for longer than four years. All directors shall have a term of three years with a unilateral option of a second term if they are in good standing with the LAVEEN COMMUNITY COUNCIL. No director shall remain in any position for longer than six years. Any officer or director maybe removed from the Council if they have not represented themselves in a professional manner to the LAVEEN COMMUNITY COUNCIL or the Community. See Code of Conduct. All officers and directors whose term is ending must notify the Board of their intent to remain or relinquish their position by or at the January Board Meeting of the same year. The President can extend the term of a Member as needed with a majority vote of the Board of Directors.


PRESIDENT
The President shall be the principal officer of the Community Council and shall in general supervise all business and affairs of the Council. The President shall preside at community member meetings as well as the meetings of the Board of Directors. The President shall also be responsible for completing and filing all forms required by law for the Community Council. The President shall provide a copy to the Secretary for the recording keeping. The President shall be responsible for securing the best available insurance for the Community Council.


VICE PRESIDENT
The Vice President shall assist the President and perform the duties of the President in the Presidents absence. The President shall keep the Vice President informed of all Council plans and activities. The Vice President will provide meeting information and reminders to be posted on social media.


SECRETARY
The Secretary shall maintain attendance records and minutes of all Community Council meetings and at all Board meetings. The Secretary shall keep a current list of member groups, including the representatives and the contact information. The Secretary shall maintain any records or reports provided by the President, Treasurer, and/or Auditor. The Secretary shall send out meeting reminders to the board of directors.


TREASURER
The Treasurer shall be the custodian of funds and receive and acknowledge all monies through correspondence (thank you letters, etc.). The Treasurer shall maintain a full and accurate account of monies including accounts of its assets, liabilities, receipts and disbursements. The Treasurer shall present a Treasurer’s Report at the regular meetings of the LAVEEN COMMUNITY COUNCIL. The Treasurer shall file any and all financial reports to government agencies as required by law and provide a copy to the Secretary for recording keeping.


AUDITOR
The Auditor shall serve as Chairman of the Audit Committee consisting of the outgoing Treasurer, Incoming Treasurer and the Auditor. In the case where the incoming and outgoing Treasurer is the same individual. the Auditor shall appoint a third person to serve on the committee. The Auditor shall complete a full audit of all accounts including assets, liabilities, receipts and disbursements periodically but at least once at the end of each fiscal year. The Auditor shall present all findings at the next regular meeting.


DIRECTORS
Directors shall serve as a voting member of the Council and the Board of Directors. Directors shall also play a key role in chairing events and/or committees, and support and assist in Council events. Directors must chair or co-chair an LCC event each fiscal year, September – May.


Article 6 - Classes of Members


Member organizations shall be non-profit and shall consist of Laveen based civic and cultural organizations, schools and churches which are actively interested in the promotion of all civic and educational undertakings in the Laveen Community. Organizations shall be selected for membership by vote of the Council.
Expectations of Group Members consist of community service in the Laveen area. Communicating with their group members regarding the benefits of volunteering within the community and for the LAVEEN COMMUNITY COUNCIL (i.e. BBQ, Egg Hunt, and Graffiti Removal). Members shall also be required to attend monthly meetings of the LAVEEN COMMUNITY COUNCIL. Each organization selected for membership in the LAVEEN COMMUNITY COUNCIL shall submit Form 002 with up to two representatives from among its own membership to serve on the Council. These representatives must be of school age or older. These representatives shall not be a representative for another organization. The names of these individuals shall be submitted in writing to the Secretary at the beginning of each year (September). Any changes in these representatives to the year shall be submitted in writing to the Secretary. Any organization that does not submit at least one representative to the Secretary by October 31 of each year shall be moved to an inactive status and shall not be a voting member. To be removed from inactive status you must attend three (3) consecutive meetings and provide in writing the names and information for the representatives.
A new organization requesting membership may do so at any regular meeting in writing using LAVEEN COMMUNITY COUNCIL Form 002. Should a new organization receive approval by the vote of the Council, which will take place at the next regular meeting, the new organization shall submit up to two representatives as required above within 60 days. Failure to do so will result in removal as a member. Until such time that the new organization submits the name(s) of their representative(s), that organization shall not be a voting member.


Article 7 - Voting Rights


Each Board member and member organization in good standing shall be entitled to one vote on each matter submitted to a vote of the membership. In good standing is defined as less than three absences during the fiscal year, September – May.


Article 8 - Quorum


A majority of the Board of Directors and representatives present at a meeting shall constitute a quorum to transact all business at that meeting. A majority of any committee shall constitute a quorum for the transaction of the committee's business.

 


Article 9 - Business


Motions and nominations may come from the floor by a member of the Council. Voting rights are limited to eligible members of the Council and proxies are not permitted. Each regular meeting shall include a call to the Public. Requests for unobligated funds should be submitted, in writing on LCC Form 001, to the President at least five (5) business days prior to the meeting so they can be placed on the agenda for discussion by the Board of Directors. The final decision will be made at the next regular meeting. Request for funds of an urgent nature or totaling $200 or less may be acted on immediately. Funding requests will be accepted beginning July of each fiscal year. Non-urgent requests will be voted on by the Board of Directors beginning in September and if approved will be moved forward to the next scheduled monthly meeting, provided unobligated funding is available. All disbursements of funds will be made by check. Any three (3) of the following shall be authorized by the council to sign checks: President, Vice President, Secretary or Treasurer. All checks over $500 shall require two signatures. Any of the three (3) signatories may not be related in any manner or living in the same household. The Fiscal Year shall be July through June for each year.


Article 10 - Vacancies


Any vacancy occurring among the Directors shall be filled through appointment by the President to complete the term. The Council shall confirm this appointment at the next regular meeting. A vacancy in an officer position shall be filled by a special election of the Council. Candidates can be selected by nomination or may be volunteers from the floor. The individual elected will complete the term of their predecessor.


Article 11 - Committees


Nominating Committee
The nominating committee shall be as follows: One (1) Officer, one (1) Director and three (3) members of the community council. The Officer and Director shall be appointed by the President. The three (3) members of the community shall be nominated and confirmed by the membership of the Council.
The nominating committee shall recommend candidates for each Officer and open Director position. These candidates will be screened by the Nominating Committee for their desire to serve in the position for which they are being nominated. The nominating committee shall, in its recruitment of candidates, explain the job description of each office and length of service and time normally required. The nominating committee shall give priority to Council members in good standing.

Eligibility for office is restricted to residents of Laveen and the immediate surrounding community consisting of 27th Avenue to the East, Salt River bed to the North, South Mountain to the South and the Indian Community to the West and South. The nominating committee shall be appointed and elected at the January meeting. The recommendations of the nominating committee shall be presented at the March meeting. The request for nominations from the floor shall be at the March meeting. The nominating committee shall be responsible for publishing names on the http://www.laveen.org/ web page of those nominated tor office prior to the April meeting and provide information regarding the April election process.
Election of officers is to be held at the April meeting with write-in space provided on the ballots. All members in good standing of the Laveen Community Council (Board Members, Member Groups, and residents) are eligible to vote at this election and are entitled to one vote. Proxies are not permitted.
Elected officers will take office at the end of the May meeting.


Budget Committee
The Budget Committee shall be comprised of the current President, Vice President, Secretary, and Treasurer as well as the incoming President, Vice President, Secretary, and Treasurer plus two or three volunteer representatives of the Council. The Budget Committee shall be named at the April meeting. They will meet in June and prepare a budget for the upcoming year and present it to the membership for discussion and approval at the September meeting to the community.


Scholarship Committee
The Scholarship Committee shall be comprised of at least one Officer or Director as well as volunteers from the community. Members of the Scholarship Committee may not be related to or write a recommendation on behalf of any applicant.


Event Committees
The Chairperson/Co-Chairperson(s) of an Event Committee shall be a member of the Laveen Community. The Chairperson/Co-Chairperson(s) shall be confirmed by the Board of Directors. The Chairperson/Co-Chairperson(s) shall be responsible to operate within the guidelines established in the budget for that fiscal year. The Chairperson/Co-Chairperson(s) shall report the status at each regular meeting. All accounting for the event shall be submitted to the Treasurer from the Chairperson/Co-Chairperson(s).


Special Committees
The President may establish a committee to address special needs of the Board of Directors or Community upon approval by the Board.


Planning Committee
The Planning Committee shall be comprised of the current President, Vice President, Secretary, and Treasurer as well as the incoming President, Vice President, Secretary, and Treasurer plus two or three volunteer representatives of the Council. The Planning Committee shall be named at the April meeting. They will meet by the end of May, prepare a plan for the upcoming year, and present it to the membership for discussion and approval at the September meeting to the community.


Article 12 - Attendance & Code of Ethics


A review of the attendance of the Officers and Directors be conducted quarterly by the Secretary for inactivity. Absences at more than three (3) meetings during a fiscal year, September through May, that are not previously approved by the President or Vice President, shall constitute inactivity. The Secretary will notify the President for any necessary action within five (5) business days. The Secretary shall notify the Council of any inactivity at the next regular meeting. Inactivity may result in removal from the Council by the President.


The LAVEEN COMMUNITY COUNCIL Code of Ethics is a minimum standard to be held as a base which includes but not limited to:
• Slanderous public statements about the LAVEEN COMMUNITY COUNCIL and/or Board Member(s).
• Negative social media posts.
• Financial fraud or embezzlement.
• Spending funds in a way not benefitting the LAVEEN COMMUNITY COUNCIL or items not approved for the calendar year.
• Not treating other members with respect in a public forum.


Article 13 - Contributions


The Board of Directors may accept on behalf of the Council any contribution. All contributions shall be reported to the Treasurer. The completed donation form and the donation must be turned into the Treasurer within seven (7) days.


Article 14 - Parliamentarian


A Parliamentarian will be selected by the Board of Directors from the Board of Directors. Duties will be to interpret the bylaws when required.


Article 15 - Rules of Order


Roberts Rules of Order Revised shall govern the proceedings of all meetings of this organization and its constituent parts except as otherwise provided in these by-laws.


Article 16 - Changes to By-laws


Any amendment(s) or change(s) to these by-laws must be in writing and distributed at a regular meeting of the Board of Directors. The amendment(s) or change(s) will then be voted on at the next regular meeting of the Council.


Article 17- Insurance


The LAVEEN COMMUNITY COUNCIL shall purchase and maintain liability insurance that includes coverage for all Officers, Directors, and Committee Chairpersons confirmed by the Board. This coverage shall include claim coverage for lawful spouses. Insurance coverage shall also include all Community Council events. The minimum Limit of Liability for all insurance shall be no less than $1,000,000. The Council shall be responsible to pay the premium(s) for this insurance as well as any claim deductible.


Article 18 - Dissolution


Should the LAVEEN COMMUNITY COUNCIL ever in the future be dissolved, any assets remaining after all expenses and obligations have been met, shall be distributed for one or more of the purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code.


Article 19 - Website/Social Media


The President is responsible for updating LCC Form 003. The complete list of all Website, Social Media and related Usernames and Passcodes will be submitted to all Officers on a monthly basis or as the information is updated or changed. Officers that change the information or add additional accounts in the name of the LAVEEN COMMUNITY COUNCIL will be required to share with the President so they can update LCC Form 003 and share accordingly.
The exempt passcodes for the above standard are financial banking accounts. That account information shall be held by the Treasurer and shared with the other two account signers designated and required by the financial institution.


Article 20 - Risk Management, Assets and Inventory


An Accounting of Assets must be prepared listing any and all items owned by the Council. Any items owned, purchased or donated need to be listed in an inventory catalogue.


An Annual Inventory must be taken in May before the Budget Committee meets and turned into Secretary. A Board Member will be assigned as the director for assets and inventory.


Form 001 – Funds request
Form 002 – Member group request
Form 003 – Web/media Accounts