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By-Laws of the Rural Virginia United Coalition
ARTICLE I. ORGANIZATION AND PURPOSE
SECTION 1. Organization
The Rural Virginia United Coalition, hereinafter referred to as the "RVUC", serves the Middle Peninsula and Northern Neck region of Virginia which includes Essex, Gloucester, King & Queen, King William, Lancaster, Mathews, Middlesex, Northumberland, Richmond, and Westmoreland Counties. The Coalition was established through the uniting of partners from the public and private sectors; the faith community; and local citizens committed to improving the quality of life in the region.
The authority and responsibility of the Coalition is described herein by the Bylaws.
SECTION 2. Purpose
The primary purpose of the "RVUC" is for the planning, development and evaluation of prevention and early intervention services.
The Coalition shall assist in the establishment of a local prevention council in each county of its catchment area. Each prevention council will be responsible for the planning and implementation of local prevention and early intervention plans. The Coalition shall plan activities to support the development and sustaining of strong local prevention councils.
The Coalition shall conduct public awareness activities regarding community risk factors and community protective factors that impact on problems faced by youth and their families in the region through forums. These forums will serve as a vehicle to discuss community issues, gain citizen input, identify training needs and plan activities, which enhance service delivery to target population in the catchment area.
ARTICLE II. POLICY MAKING BOARD
SECTION 1. Powers
1.a. General Powers The "RVUC" shall be recognized as the policy making Board.
1.b. Review The Coalition shall approve and evaluate its annual goals and objectives. The minutes of the Coalition shall reflect these activities.
The Coalition shall review the Bylaws every two (2) years, or whenever revisions are necessary. The review and amendment, if necessary, of the Bylaws shall be noted in the minutes of the Coalition meetings, and any revisions or amendments approved by the Coalition shall be dated and signed by the Chair.
SECTION 2. Number and Qualification
2.a. The "RVUC" shall be composed of a minimum of ten (10) members consisting of at least one representative from each county.
2.b. Membership consists any person living or working in any of the ten (10) represented counties who possess the characteristics listed under qualifications.
Each member shall complete an official membership application, which assures membership in both their Prevention Council and the RVUC.
2.c. Qualifications It is an honor and a privilege to serve as a member of the "RVUC". Organizational representatives and individuals should be recommended with reference to considerations including but not limited to the following characteristics:
- Commitment to improvement and development of the communityˇ¦s health and welfare;
- Demonstrated competencies that relate to organizational governance;
- Adequate time to serve;
- A sense of cooperation and sensitivity to others;
- Willingness to learn; and
- Loyalty to the mission of the "RVUC".
Efforts should be made to balance various personalities and qualifications, and be a
representative of the community, to provide a socially as well as professionally dynamic
"RVUC".
SECTION 3. Resignation and Removal
3.a. Resignation Any member may resign at any time by tendering written notice to the Chair or Vice-Chair.
3.b Removal Any member may be removed for good cause by a vote of two-thirds of the remaining members, to include, but not be limited to, voting in matters determined to be a conflict of interest; receiving personal financial benefit from serving on the "RVUC" (excluding reimbursement for reasonable and approved expenses).
SECTION 4. Meetings of the Coalition
4.a. Annual Meeting The annual meeting of the "RVUC" shall be held in March of each year at the time and place as may be designated in the notice of such meeting. The annual meeting will be considered the regular meeting.
4.b. Regular Meeting Regular meetings of the "RVUC" shall be held at least quarterly every odd month and at such place and time as may be designated in the notice of such meeting.
4.c. Special Meetings Special meetings of the "RVUC" may be called to be held at any time and place by the Chair or on the written petition of eight (8) members of the "RVUC", or may be held at any time and place without notice by the unanimous written consent of all "RVUC" members, or by the presence of all members at such meeting.
5.d. Notice of every meeting of the "RVUC" stating the time and place thereof shall be given by the Recording Secretary to each member at his last known mailing address, email or fax number, not less than five (5) days before such meeting.
5.e. Quorum A quorum for the transaction of business by the "RVUC" shall consist of (1/3) one third of its active members.
5.f. Voting Unless otherwise specified, the act of the majority of the Coalition present at the meeting at which a quorum is present, shall be the act of the Coalition.
SECTION 7. Minutes
Minutes shall be kept of every meeting of the "RVUC" and shall include, at a minimum, the date of the meeting, the names of attending members, the topics discussed, the decisions reached and actions taken, the dates for the implementation of such actions, and the reports of the local prevention councils and standing committees.
SECTION 8. Task Forces
The Coalition will be encouraged to develop task forces to provide input on the "RVUC" direction and policies.
ARTICLE III. OFFICERS AND STAFF
SECTION 1. Officers
The Officers of the "RVUC" shall consist of a Chair; a Vice-Chair; Secretary and a Treasurer.
SECTION 2. Election and Tenure
The Coalition shall elect at its first official and subsequent annual meeting the Officers for a term of two (2) years from a slate presented by the Nominating Committee.
SECTION 3. Resignation and Removal
3.a. Resignation Any Officer may resign by tendering written notice to the Chair or Vice-Chair.
3.b. Removal Any Officer may be removed with our without cause, at any time whenever the Coalition, in its absolute discretion, shall consider that the best interests of the Coalition shall be served thereby. A vote of two-thirds of the entire Coalition shall be required to remove an Officer.
SECTION 4. Vacancies
Any vacancy in an office of the "RVUC", as a result of the death, resignation or removal of an officer, shall be filled by election of the "RVUC" at any regular or special meeting. Such newly elected Officer shall serve for the remainder of the unexpired term.
SECTION 5. Duties of the Officers
5.a. Chair The Chair shall preside at all meetings of the "RVUC"; shall appoint the chairs of all standing committees, except the Nominating Committee; shall be a member, ex-officio, with a vote, of all standing committees except the Nominating Committee; shall make reports at the "RVUC" meetings; and shall perform all such other duties as are incident to his/her office or are properly required by the "RVUC".
5.b. Vice-Chair In the absence of the Chair, the Vice-Chair shall preside at all meetings of the Coalition. The Vice-Chair shall also perform such other duties as shall be delegated to him/her by the Chair, or as are properly required of him/her by the "RVUC".
5.c. Secretary shall handle all correspondence for the "RVUC" as assigned at regularly scheduled ˇ§RVUCˇ¨ meetings and record and distribute the minutes of all meetings of the "RVUC" and shall sign all approved minutes and file the approved minutes for audit.
5.d. Treasurer The Treasurer is responsible for submitting financial reports on the "RVUC", to include, but not be limited to, a minimum of quarterly financial statements, drafts of the annual budget and the annual audit statements and findings. The Treasurer must attend the exit interview of all audits.
ARTICLE IV. STANDING COMMITTEES
SECTION 1. Executive Committee
The Executive Committee shall be comprised of the officers of the "RVUC", the Chairs of all Prevention Councils and standing committees and any advisor or consultant the officers feel necessary, including, but not limited to, Middle Peninsula-Northern Neck Community Services Board representative and resource development advisor. The Executive Committee shall meet bi-annually to conduct the "RVUC" business necessary between the regular meetings of the "RVUC". All action taken by a quorum of the Executive Committee is subject to full "RVUC" approval at its next regularly scheduled meeting.
SECTION 2. Nominating Committee
At least sixty days prior to the annual meeting, the "RVUC" shall establish a Nominating Committee, comprised of a minimum of three members. The Nominating Committee is responsible for preparing and reporting to the "RVUC", at least thirty days before the annual meeting, a slate of officers to be voted upon at the annual meeting. The Nominating Committee shall also assist the "RVUC" with the selection of members to fill unexpired terms.
SECTION 3. Prevention Councils
The Prevention Councils shall be ten (10) and comprised of individuals and representatives from civic, community and grassroots organizations. Each Prevention Council shall have a Chair and/or co-chair appointed by the RVUC Chair as recommended by the members of the Prevention Council.
ARTICLE VI. AUDIT
The financial records of the "RVUC" shall be audited annually by a Certified Public Accountant appointed by the "RVUC". The "RVUC" will appoint an auditor through a request for proposal process that specifies the type of audit to be conducted and the dates for beginning and completing the audit. The audit shall be filed with the records of the "RVUC". The Treasurer must attend the audit exit interview and present a summary of the report to the "RVUC" at its next scheduled meeting.
ARTICLE VII. ADOPTION AND AMENDMENT OF BYLAWS
The "RVUC" shall, after consideration and review, adopt these Bylaws, together with any revisions or amendments as it shall in its discretion consider necessary, by an affirmative vote of a majority of members present at its initial meeting. Thereafter, these Bylaws may be amended, repealed or altered, in whole or in part, by an affirmative vote of a majority of members present at any meeting, regular or special, where such action has been announced in the call and notice of such meeting, and where the proposed amendments or actions have been circulated to the "RVUC" along with the notice of said meeting.
ARTICLE VIII. ROBERTS RULES OF ORDER
All meetings of the "RVUC" shall be conducted under, and governed by, the latest edition of Roberts Rules of Order. The "RVUC" Chair may appoint a member to serve as the "RVUC" Parliamentarian.
ADOPTED: 3/20/03
UPDATED: 4/7/03
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