Alcohol, Tobacco, and Other Drugs Coalition of Lawrence County
By-laws
Article I – Name
The name of this coalition shall be the Alcohol, Tobacco and Other Drugs Coalition of Lawrence County, hereafter referred to as the “Coalition.”
Article II – Vision
To promote safe and healthy lifestyle choices and environments to residents of Lawrence County.
Article III – Mission
To facilitate communication among community partners for collaboration on prevention, educational programs, and activities for the purpose of awareness, eliminating risky behaviors, and establishing healthy lifestyle outcomes in Lawrence County.
Article IV – Membership
Membership in the coalition consists of representatives from various sectors of the population. The members shall work to promote the mission, vision, programs, and services of the coalition. In order to preserve the strength of the coalition, a self assessment will be performed yearly to evaluate the membership of the coalition and to ensure that the membership is broad based but not overpowered by a particular interest group.
A. Membership Responsibilities
1. Be familiar with the coalition’s mission, vision, tenets, guiding principles, by-laws, and policies
2. Attend and actively participate in the coalition meetings
3. Adhere to the coalition work plan by undertaking special assignments
4. Serve the community as a whole rather than any special interest group.
5. Avoid appearances of conflict of interest that might negatively affect the coalition.
6. Disclose any possible conflicts to the coalition in a timely fashion
7. Participate in a least one working committee
8. Maintain appropriate levels of confidentiality
9. Be willing to increase skills and knowledge through training or independent study.
B. Active/Inactive Membership
1. All members attend coalition meetings to remain active membership. Those who miss three consecutive coalition meetings shall be listed as inactive members and remain inactive until such time the member shall attend three consecutive coalition meetings.
2. Only active members shall have the right to vote in elections on special projects.
3. Members may terminate their membership by giving notice in writing to the chair or project director with a copy to the secretary or by email.
4. New members shall become active by attending three consecutive meetings.
C. Voting
1. Each member shall have one vote.
2. The chair shall vote only to break a tie.
3. Decision making shall be by majority voting of the active membership.
4. Voting by proxy shall NOT be allowed.
5. Attendance at the regular scheduled meetings shall constitute a quorum.
6. Amendments to by-laws shall have a two thirds (2/3) vote of attending members.
Article V – Organization
I. Executive Committee
The executive committee is the coordinating entity of the coalition consisting of the coalition chair, vice chair, secretary, project director/ certified prevention specialist, healthcare coalition liaison, historian, and two members at large.
A. Overall Responsibilities
1. Model leadership role in the community on behave of the coalition
2. Foster cooperation among members of the coalition
3. Coordinate and facilitate the activities of the coalition
4. Annually review the coalition’s membership to ensure appropriate representation from the various sectors of the community
5. Evaluate the coalition’s progress
6. Facilitate the planning process of the coalition as it works to meet the mission and goals decided on by the membership
7. Decision-making, should conflict or disputes arise within the coalition
8. Review projects of standing committees to ensure compliance with coalition goals and submit to coalition for approval
9. Make operational decisions as needed
B. Chair
1. Set the coalition meeting agendas.
2. Participate in briefing on the agenda with support staff, committee chairs and facilitators prior to meeting.
3. Preside and facilitate at coalition meetings.
4. Act as media spokesperson.
5. Receive agenda items from members.
6. Model and enforce ground rules during meetings.
7. Assure proper meeting procedures are followed using the coalition’s policy and procedures as a guide.
8. Addresses any necessary communications and conduct business that requires attention between meetings
9. Review meeting summary notes and approve correspondence before dissemination.
10. Facilitate informal dispute resolution process.
11. Embrace all other duties described in the by-laws or assigned by resolution of the coalition.
12. Organize tasks and establish operating guidelines, policies, and procedures for operational activities.
13. Develop, direct and coordinate the implementation of grant programs, developing goals and objectives and writing narratives to ensure compliance with laws and regulations.
14. Participate with the coalition in developing plans, goals, and objective.
C. Vice Chair
1. Presides over coalition in the absence of the chair.
2. All other duties described in the by-laws or assigned by resolution of the coalition
D. Secretary
1. Attend all board meetings and serve on executive committee. Record and keep minutes of coalition meetings.
2. Provide notice of meetings of the board and/or of committee when such notice is required.
3. Keep files of current minutes, correspondence, and communications.
4. Keep record of attendance of coalition meetings.
5. Mail notices to all members as directed by the leader.
6. Handle correspondence as directed by the executive committee.
7. All other duties described in the by-laws or assigned by resolution of the coalition.
E. Healthcare Liaison
1. Represent the Healthcare Coalition.
2. Appointed by Chair of Healthcare Coalition.
3. All other duties described in the by-laws or assigned by resolution of the coalition.
F. Historian
1. Maintain scrapbook of all coalition activities.
2. All other duties described in the by-laws or assigned by resolution of the coalition.
G. Members at Large
1. Two members will be appointed by the chair to serve.
2. All other duties described in the by-laws or assigned by resolution of the coalition.
II. Officers
The coalition shall have a chair, vice chair, secretary and historian. The coalition’s year is defined as July 1 – June 30. Officers will serve for one year. Officers will be elected May of each year and finalized by June.
Article VI – Committees
A. Executive Committees
The executive committee is voluntary. Committee leaders shall report at the regular scheduled meetings. Resignation shall be by written notice to the chair or project director.
B. Standing Committees
Standing committees shall be formed based on the needs identified by the coalition. These committees shall work to implement projects and strategies that promote the coalition’s mission and vision. Committees must serve the community as a whole rather than any special interest group or constituency. Committee leaders shall report at the regular scheduled meetings.
C. Ad Hoc Committees
The coalition may establish as ad hoc (“specific purpose”) committees to meet the coalition’s short-term operational needs. Ad hoc committees shall report at the regularly scheduled coalition meetings.
Article VII – Meetings
Meeting Frequency
The coalition shall meet monthly or more as needed. The executive board shall meet monthly or as needed.
Article VIII – Amendments
The by-laws of the coalition shall be amended by two thirds (2/3) vote of the attending members. Written notice and copies of such proposed changes must be provided to active members at least thirty calendar days prior to said meeting.
Article VIIII – Non Discrimination
No person shall be excluded from participation in the coalition on the grounds of race, health status, creed, religion, age, sex, color, or national origin.
Article X – Parliamentary Authority
The meeting shall remain informal and the by-laws shall govern the parliamentary procedures.
Article XI – Conflict of Interest
1. An interested person may make a presentation at the executive board meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and vote on, the transaction or arrangement involving the possible conflict of interest.
2. The chair of the executive board shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
3. After exercising due diligence, the executive board 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 executive board or committee shall determine by majority vote of the disinterested person as whether the transaction or arrangement is in the coalition’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.
Amendment 1 –
Treasurer position will be added to Article V to be included as part of the executive committee.This will be listed as Section H Treasurer and state 1. Maintain bookkeeping and other financialrecords. 2. All other duties described in the by-laws or assigned by resolution of the coalition.
Article V Section G number 1 – strike the word two and replace with four. Shall read as: Four members will be appointed by the chair to serve.
Update approved 06/27/2020.
Amendment 2 –
Article IV Section B number 1 – add “and coalition activities” to sentence number one. Shallread as: All members attend coalition meetings and coalition activities to remain active membership.
Article IV Section C – add number 7 which shall read as: Voice vote will be required with appropriations of $500 and above.
Article V Section E – strike Healthcare Liaison and subsequent numbers 1, 2, and 3.
Article V Section G number 1 – strike the word four and replace with five. Shall read as: Fivemembers will be appointed by the chair to serve.
Update approved on 07/17/2020.
Statement of Individual
Coalition Members Responsibility
I ________________________________, do herby commit to:
General Expectations
1. Know the coalition’s mission, vision, programs, and services. Continually work to develop and implement strategies, goals, policies and procedures that promote the coalition mission.
2. Work to attract new members who can make significant contribution to the work of the coalition and reflect the diversity of the community.
3. Fulfill commitments made, willingly undertake special assignments and consider serving leadership positions.
4. Stay informed and follow the trends which could impact the mission of the coalition.
5. Professionally reflect my membership on the coalition by my action within the community.
6. Prepare for and participate in meetings and be active in at least one subcommittee.
7. Serve the community as a whole rather than any special interest group or constituency.
8. Never accept or offer favors or gifts from or to anyone who is funded by the coalition or does business with coalition.
Sign________________________________________ Date_______________________
Address____________________________________________________________________
Email Address_______________________________________________________________
Phone Number______________________________________________________________
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