Replies to This Discussion

Permalink Reply by Diane Watkins on December 1, 2011 at 6:42pm

 

Here some initial thoughts and many questions on the first two pages of the bylaws. The coloring format did not hold in the copy paste, but my changes are in red in my copy.

 

Quadrant BY-LAWS

Article 1. Quadrant:

The Quadrant name shall be voted upon by the membership.

Article 2. Sector Membership:

Section A.

Type of Members:Quadrant Residents, Business Owners, Representatives of Neighborhood, Merchant, and Community Organizations.

Every effort shall be made to insure that membership includes a diversity of Stakeholders from various Quadrants. The term diversity includes, but is not limited to:

• Age
• Ethnic Background
• Housing status (owners & renters)
• Businesses owners & Associations
• Community Development Corporations
• Neighborhood Preservation Companies
• Services Providers
• Faith -Based Groups
• Community Organizations

 

Section B.          

Quorum (Number of members present in order to run a meeting):

There needs to be a minimum of 10 Quadrant Members in good standing.

Section C.

Member in good standing:

Members must attend a minimum of 6 meetings in a 12 month period to be considered “in good standing”.

Article 3. Sector Co-Leaders:

Section A. Elections

Each Quadrant shall elect 2 Sector Co- Leaders. (Process???)

Individuals will be nominated by Sector Members and voted upon at a Sector meeting. ( what about self nomination???)

Elections will take place every 4 years. (staggered elections? Transition time???)

 

Section B. Eligibility:

Sector Co-Leaders must be members in good standing. Co-Leaders cannot be part of other organizations within the Quadrant that may present a conflict of interests.

 

Section C. Terms:

The term of the Quadrant Co-Leaders shall not exceed 4 years.

Section D. Responsibilities:

Quadrant Co-Leaders share the responsibilities of overseeing the Quadrant.

• participate on Sector Committees. 
• Recruit Members
• Facilitate Talks
• Promote trust between community members and City employees
• identity neighborhood issues.
• Facilitate group meetings
• Represent the Quadrant
• Ensure community representation (where? Of what?)
• Maintain Quadrant continuity (???)
• Market and promote NBN (new terminology???)
• NBN representative
• Advocate for Quadrant needs to be addressed  in City budget
• Quadrant Liaison
• Promote community mobilization
• Keep track of sub-committees
• Send a copy of Sector meeting minutes and sign in sheets to City (still necessary???)
• Submit Quarterly and Annual Reports to the City (still necessary???)
• Send out Quadrant minutes to the Quadrant Members

Section E. Removal:  Quadrant Co-leader

Quadrant members in good standing can call for the removal of a Sector Co-leader for good reason (who makes the decision on whether or not the reason is good???)  by presenting a motion for consideration at a Quadrant meeting. If the motion is seconded and is carried, then an emergency meeting (with whom in attendance????) , lead by the Co-Leader that is not in question, will be held in 2 weeks time. (how are members to be notified of this emergency meeting?) There must be a quorum at the emergency meeting in order to take the vote for removal to take place.

Section F. Vacancy of Office: (Quadrant Co-leader)

If a Co-leader voluntarily resigns or abandons ( misses 3 consecutives meetings) his or her position, the Quadrant membership will appoint a replacement until an election is held within the next 2 months.

Permalink Reply by Eleanor Coleman on December 14, 2011 at 8:58pm

Thanks for providing suggestions.  I'll use them to draft a new document.  Hope you'll be there tomorrow.

Permalink Reply by Eleanor Coleman on December 14, 2011 at 9:09pm

As of today, Isheka (Neighborhood Service Center) reported that she received no suggested changes to the SWCC By-Laws.  Only Diane Watkins has provided her recommendations (below), which I will make available for everyone at tomorrow's meeting.  It was decided at the last meeting that the bulk of tomorrow's meeting will be focused on updating the By-laws and providing a mechanism for electing new officers.

Permalink Reply by Eleanor Coleman on December 14, 2011 at 10:31pm

Following is a DRAFT of suggested changes to the SW Quadrant By-laws to be discussed at tomorrow's monthly meeting (12/15) at 6 p.m.  I have incorporated Diane Watkins input.  Per Isheka Banks, at the NSC office, no other input was sumbitted:

DRAFT 12/14/11

SW Quadrant BY-LAWS

Article 1.  SW Quadrant Name:

The Quadrant name shall be voted upon by the membership.

 

Article 2.  Sector Membership  

Section A.

Type of Members: Quadrant Residents, Business Owners, Neighborhood Representatives, Merchants, and Community Organizations.

Every effort shall be made to insure that membership includes a diversity of Stakeholders from various parts of the community.  The term diversity includes, but is not limited to:

• Age
• Ethnic Background
• Housing Status (owners & renters)
• Businesses Owners & Associations
• Community Development Corporations
• Neighborhood Preservation Companies
• Service Providers
• Faith-Based Groups
• Community Organizations

Section B.

Amount of Members:

There needs to be a minimum of 10 Quadrant Representatives present to run a meeting.

Member in good standing:

Members must attend a minimum of 6 meetings in a 12-month period to be considered “in good standing.”

Article 3. Quadrant Co-Leaders:

Section A.

Neighborhood Association representatives and other members in good standing shall elect 2 Quadrant Co-Leaders.

    Section B. Eligibility:

Quadrant Co-Leaders cannot be part of other organizations within the Quadrant that might cause conflict of interests (e.g., paid City of Rochester staff).  They must be active Quadrant Members in good standing.

Section C. Terms:

The term of the Quadrant Co-Leaders should not exceed 4 years.

Section D. Responsibilities:

SW Quadrant Co-Leaders share the responsibilities of overseeing the SW Quadrant monthly meetings.

• Participate on Quadrant Committees (is this necessary?)
• Recruit new Members
• Promote trust between community members and City employees
• Work with Quadrant members to identify neighborhood issues
• Facilitate group meetings and discussions
• Represent the Quadrant (Liaison?)
• Ensure community representation (where? Of what?)
• Maintain Quadrant continuity (???)
• Advocate for Quadrant needs to be addressed  in City budget
• Promote community mobilization
• Keep track of sub-committees
• Send out Quadrant minutes to the Quadrant Members

     Section E. Election:  Quadrant Co-Leaders

Elections will take place 4 years after an individual is elected to a position.

              Section F. Nomination:  Quadrant Co-Leaders

Individuals will be nominated by Quadrant Members in good standing and voted upon at a Quadrant meeting.

Section G. Removal:  Quadrant Co-leader

Quadrant members in good standing can call for the removal of a Sector Co-leader for good reason (who makes the decision on whether or not the reason is good???)  by presenting a motion for consideration at a Quadrant meeting.  If the motion is seconded and is carried, then an emergency meeting (with whom in attendance????) , lead by the Co-Leader that is not in question, will be held in 2 weeks time. (how are members to be notified of this emergency meeting?) There must be a quorum at the emergency meeting in order to take the vote for removal to take place.

              

               Section H.  Vacancy of Office:  Quadrant Co-leader

If a Co-leader voluntarily resigns, vacates, or abandons (misses 3 consecutive meetings) his or her position, the Quadrant Members in good standing will appoint a replacement until an election is held within the next 2 months.  

 

Article 4.  Quadrant Voting:

Section 1. Members:

Individuals who are Quadrant Members in good standing will be allowed to vote. Each member will get one vote.

Section 2.  City Staff Voting:

Individuals who are members of the City staff will not have voting rights.

Section 3.  By-Laws:

By-laws can be proposed by Co-Leaders and made open to vote by Quadrant Members who are in good standing. The proposed By-laws must be presented at the meeting prior to the expected voting date and be made available to Quadrant Members who are in good standing.

Article 5.  Quadrant Meetings:

    Section 1.  Member Representation:

There should be a cross representation of Community Stakeholders as referred in the Quadrant Membership section of these By-laws.

 

Section 2.  Quadrant Meetings:

The Quadrant should meet on a regular basis.  There should be a minimum of 10 Quadrant meetings per year.

 

Section 3.  Quadrant Meetings Location:

Meetings shall be held in the Conference Room at the SW Community Center.  Quadrant Members will be notified, in advance when and where the Quadrant meetings will be held.  They will be notified primarily by emails and postings on www.location19.org.  A copy of the Quadrant Meeting location should be provided to the City.

 

Section 4.  Calling of Meetings:

Quadrant Co-Leaders can call a meeting with at least a 10-day notice.  They will need to notify Quadrant Members about the meeting using various means not limited to emails, phone calls, mailings, flyers, and personal visits.

 

Permalink Reply by Joan Roby-Davison on December 15, 2011 at 7:48am

Elections should take place every two years.  NOTE:  I know of no other neighborhood based organization that has more than a two year term.  Frankly, a one year term for chair or president is more typical, with limits on how many times a person can be re-elected to that post.

My recommendation is that that section reflect that the elections should take place every two years.

I'm finding it very confusing to call these the "Sector 4 By-laws" - I've known this group as the South West Common Council for several years.  The by-laws need to reflect that, and also to indicate what other SW neighborhoods are considered members (or eligible for membership), e.g., SBA, Corn Hill, Downtown, Lower Dutchtown.

Thanks for your work on this!  My apologies for getting it to you so late.