| By-Laws |
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Article I – Organization
Section 1.1 Name: The name of the coalition will be the “Aroostook Substance Abuse Prevention Coalition” (ASAP).
This collaborative group seeks to prevent substance abuse by working together to create an environment in Aroostook County that will foster health and well being in the individual, community and environment. This goal is to be accomplished through cooperative efforts of all interested parties, (individuals, community groups, organizations, and agencies), with enhancement of existing efforts, development of new efforts as needed, and avoidance of duplication of services.
Communities without substance abuse. To foster a healthy, safe and productive county through the reduction of substance abuse. Article II – Membership Section 2.1 Advisory Board Composition The Advisory Board shall consist of a representative from each of the following community agencies or sectors: Fiscal Agent, CADET, parents, schools, clergy, media, businesses, youth organizations, law enforcement, civic groups, health care, legislators, district attorney, probation, judiciary, and treatment. New Advisory Board members shall be recommended to the general membership by any member, and upon approval by majority vote, shall be accepted. There shall only be one representative from each of the sectors described above. No more than 50% of Advisory Board members can be ASAP Coalition members. The Advisory Board can develop Ad Hoc Committees as needed. Resignation from the Advisory Board must be in writing and received by the Project Director. An Advisory Board member shall be dropped for excessive absences if he has 2 or more unexcused absences from scheduled meetings in one year. The Advisory Board will handle each case independently depending on the circumstances of absence. Advisory Board meetings will be held four (4) times per year at an agreed upon time and place. The Advisory Board Chair may call additional meetings as needed. Notice of each meeting shall be given to members, not less than ten days before the meeting. Members will be expected to attend meetings, send an alternate representative, or notify the Chair if no one is able to attend. Attendance via conference call, ITV or similar communication equipment is permitted in lieu of in person attendance. A quorum of at least 30 percent of Advisory Board members must be reached before business can be transacted or motions made or passed. Advisory Board members will: A. meet quarterly; B. attend 50% of Advisory Board meetings either in person, by phone, ITV, or similar communication equipment or send an alternate representative; C. serve on the Advisory Board until another representative is appointed (there are no limits on terms of service to the Advisory Board); and D. participate in Ad Hoc Committees as needed. When a vacancy on the Advisory Board exists, nominations for new members from the appropriate community sector may be received from present Coalition members by the Recorder two weeks in advance of a Coalition meeting. These nominations shall be sent out to Coalition members with the regular Coalition meeting announcement, to be voted upon at the next Coalition meeting.
Coalition Section 2.6 Coalition Composition and Expectations Any community organization can become a member or partner of the ASAP Coalition. Partnership is open to both individual community members and community organizations. Both members and partners will be eligible for the member/partner benefits listed in the Aroostook Substance Abuse Prevention Coalition Member and Partner Policy and will be expected to comply with the expectations specified in the Policy. A. Member: Community organizations with member status maintain a high level of involvement in ASAP Coalition activities throughout the year. Organizations with member status will: 1. attend (by phone, ITV or in person) 75% of ASAP meetings or send an appointed alternate; 2. notify the Coalition Chair if they cannot attend a Coalition meeting; 3. renew membership annually, when requested by ASAP Staff, if they want to maintain member status; and 4. have voting privileges: votes count if present at meetings in any of the modes noted above. Resignation from the Coalition must be in writing and received by the Recorder. Members who do not attend the minimum number of Coalition meetings will be moved from member to partner status and will receive notification of the change in writing. Coalition meetings will be held four (4) times per year at an agreed upon time and place. The Chair may call additional meetings as needed. Notice of each meeting shall be given to members, not less than ten days before the meeting. Youth Advisory Councils Section 2.9 Youth Advisory Council Composition The ASAP Coalition will maintain two Youth Advisory Councils (YAC), one in the Southern half of the County and one in the Northern half of the County. YACs must have youth representative of the geographic and cultural diversity of Each YAC will develop its own meeting schedule and policies and practices. YAC members will be expected to attend all meetings. The ASAP Coalition will provide travel reimbursement to YAC members for the cost of travel to and from meetings. Staff Section 2.13 Staff Composition The ASAP Coalition Staff will consist of no less than a full-time Project Director and half-time Project Assistant. Staff will report to both the fiscal agent and the Coalition. The Project Director will direct and coordinate project activities, including training, coalition communications, coalition workgroups, community mobilizing, and data collection, review of research literature, planning and dissemination of information and will be responsible for grant writing. The Director will provide supervision for the Project Coordinator and Social Work Interns. The Project Director will be responsible for ensuring that activities are completed in accordance with the Action Plan and in a timely manner. The Project Director will also be responsible for monitoring expenses to ensure that monies are spent appropriately. The Director ensure that all funder reporting requirements are met. The Project Assistant will assist the Project Director in implementation of project activities. Tasks will include clerical work in addition to data collection, communications, coordination of events, and on-going review of evidence-based practices. The Project Assistant will also serve as the Coalition Recorder and Treasurer. Article III – Coalition Membership and Officers Section 3.1 Coalition Membership/Partnership Composition The Fiscal Agent shall be a permanent member of the Coalition. All other members shall join the Coalition based on their interest. There shall be three officers of the Coalition consisting of a Chair, Co-Chair, and Recorder/Treasurer. The Chair and Co-Chair of the coalition shall be elected by majority vote of the Coalition membership at the first monthly meeting of the fiscal year, usually September. The Recorder and Treasurer will not be elected, but will be the ASAP Project Assistant. Elected officers shall serve a one year term. They shall be elected from nominations from the floor or by ballot among those agreeing to serve. Elected officers are eligible for re-election and will be elected every year or upon a member’s resignation. Elected officers will be elected by a majority vote of the current members present at the first monthly meeting of the fiscal year, usually September. Section 3.3 Resignation of elected officers Resignation from elected officers must be in writing and received by the Recorder. Replacement for that elected officer shall be appointed by Project Director for the remainder of that officer’s term. Section 4.1 Chair Duties The Chair shall convene and facilitate regularly scheduled meetings and shall either preside at Coalition meetings or arrange for another member of the Coalition Membership/Partnership to preside at each meeting in the following order: Co-Chair, Project Director. Section 4.2 Co-Chair Duties The Co-Chair shall preside over meetings if the Chair is not available and will assist in meeting facilitation as needed. The Recorder shall be responsible for keeping records of ASAP Coalition meetings, including the taking of minutes at all regular Advisory Board and Coalition meetings and forwarding them to the Project Director for distribution within a week of meetings. The Recorder will assure that organizational records are maintained by keeping a book with all minutes, agendas and any other pertinent information. The Recorder will be the Project Assistant. The Treasurer shall maintain all financial records, submit financial reports to funders, and report on budgetary expenditures to the Coalition. The Treasurer will work with the Project Director to ensure spending is in accordance with the budget. The Treasurer will be the Project Assistant. Article V – Other Section 5.1 Special Meetings Special meetings of all Coalition Members/Partners shall be called at the request of the Chair or one-third of Coalition members. The Project Director shall send out notices of special meetings to each Coalition member/partner at least one week in advance. Workgroups shall be established as needed by the general membership to reflect priority areas. The Chair of the ASAP Coalition has the authority to establish workgroups and appoint a chair for each workgroup. The chair of a workgroup must be a member or partner of the Coalition. Workgroup meeting frequency will be determined by workgroup participants. Every member of the Coalition shall have one vote. Action may be taken on issues and motions by a 2/3 vote of the membership. Voting may be accomplished via internet, e-mail, telephone, mail, ITV or other electronic methods. While organizations may have more than one representative as a member, there is one official representative vote per organization. An attachment to the bylaws, which will be updated annually, will list members and who they represent. The vision and mission will be the guiding directive to resolve any conflicts; discussion will be conducted with a show of hands for consensus; majority rules. If consensus can not be reached the motion will be tabled until the next meeting to gather more information and will be put on the next agenda. At the next meeting a vote will be taken on the issue. Roberts Rules of Order shall apply. An agenda will be prepared and distributed one week prior to the meeting. Agenda items will include an opportunity for input from those in attendance. Coalition Minutes shall be prepared and maintained by the Recorder. Minutes shall show attendance, actions taken, workgroup reports, and a summary of issues discussed. The Coalition and Advisory Board shall approve their respective minutes at each subsequent meeting. All members will be listed on the Minutes as either present or absent. Article VI – Amendments Section 6.1 Amending the By-laws These bylaws may be amended at any meeting provided they have been distributed to the membership at least seven days in advance of voting. Adoption will take place by a two-thirds majority of members. Should an appeal arise related to membership or substantive decisions, it shall be brought before the membership at a regular meeting, or a meeting called for that purpose. The decision of the ASAP Coalition Membership will be final. A member or partner shall make it known to the Coalition that a conflict of interest may exist. The Coalition will decide if the member should be disqualified from voting. If found to be in conflict, the Chair shall disqualify said member from voting on the issue. Conflict of interest; e.g., personal or financial benefits could result from outcome of the vote to said member or the organization he represents. |
