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District 5 United Bylaws
 

District 5 United Bylaws

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    District 5 United Bylaws District 5 United Bylaws Document Transcript

    • District 5 United Bylaws Page 1 of 6 DISTRICT 5 UNITED BYLAWSARTICLE I NAME & BOUNDARIES 1. Name The name of this group shall be District 5 United, also doing business as District 5 Leadership Group, which is located in the City of San José, County of Santa Clara, and State of California. 2. Boundaries The boundaries of the organization are those of San José Council District 5. This includes the incorporated and unincorporated areas that are within the identified boundaries. 3. Description District 5 United fosters communication between the District’s residents, elected officials, community based organizations and businesses while working to improve the quality of life in East San Jose. It strives to provide a united voice for our neighborhoods and all are welcome.ARTICLE II VISION & MISSION The Vision, Mission, Strategy, Goals and Objectives of District 5 United are determined by the Steering Committee as described in Article VI. 1. Vision To foster communication between elected officials, City Hall, residents, community based organizations and businesses while working to improve the quality of life in East San Jose. 2. Mission The mission of District 5 United is to promote the policies, agendas, and interests of district residents, to support neighborhood development, and to develop leaders and leadership skills. District 5 United shall strive to provide a united voice that includes existing groups in East San Jose. All neighborhood businesses, community based organizations and community members are invited to join.ARTICLE III STRATEGY & GOALS 1. Strategy District 5 United’s strategy to achieve its Goals and accomplish its Mission is three-fold. A. Leverage the organization’s reach across District 5’s neighborhoods, businesses, individuals, community groups, elected and civil leadership. B. Advance the common interests and goals that serve to improve the quality of life within the district. C. Actively champion specific causes and goals as approved by District 5 United Steering Committee. 2. Goals G1 Facilitate communication between local government and residents within District 5 United boundaries. G2 Provide a community voice to advise city and county (and state and federal as needed) officials and staff, school personnel, and the community at large about the implementation of services, community needs, events and concerns.
    • G3 Engage and promote community awareness and involvement in services, functions, meetings, and community events and activities within the District 5 United boundaries. G4 Help establish and organize neighborhood associations. G5 Directly participate in a minimum of three (3) and a maximum of six (6) ongoing focus areas and causes by establishing a District 5 United subcommittee to focus on each area. The method for selecting areas, causes and subcommittee Chairs shall be determined by the Steering Committee. G6 Directly participate in non-recurring or short-term key focus areas and causes by establishing a District 5 United subcommittee if the area or cause does not fit within the purview of an existing subcommittee. The method for selecting area, causes and subcommittee Chairs shall be determined by the Steering Committee G7 Help develop neighborhood leaders and leadership skills by sharing best practices with emerging leaders and groups, engaging new leaders, and providing for leadership training opportunities. G8 Provide a vehicle to raise funds for the purpose of providing and supporting activities that will assist in improving the quality of life within the District 5 United boundaries through the methods and scope specified in Article IX.ARTICLE IV MEMBERSHIP 1. Organization Membership A. District 5 United is open to any community based organization, neighborhood association, neighborhood group, or business group that is inclusive. B. Each neighborhood association, neighborhood group, community based organization, or business group can appoint up to two (2) members with two (2) alternates to represent their organization. C. Each individual may only represent one organization. 2. Individual Membership District 5 United is open to any individual with an interest in participating in District 5 United activities. 3. Active Members “Active Members” are those individuals that have been in attendance of at least three (3) District 5 United public meetings within the previous twelve (12) monthsARTICLE V LEADERSHIP & ELECTIONS 1. Officers A. The Officers of District 5 United shall be the President, Vice-President, Secretary, and Treasurer. B. The officers shall be elected. C. No member may hold more than one office at one time. 2. Steering Committee A. The Steering Committee shall be composed of: 1. The Officers of District 5 United. 2. Four (4) elected Steering Committee members.
    • 3. The Chairs of the subcommittees. 4. The Steering Committee can appoint additional Steering Committee members. B. Each member of the Steering Committee shall hold one vote for Steering Committee decisions requiring voting. C. Steering Committee approval is by a majority vote of a quorum of more than 50%. D. Individuals shall not be the chair of more than one subcommittee. E. “Active Steering Committee members” are those who have participated in at least 2 of the previous 4 Steering Committee meetings or whose absences have been approved by the Steering Committee. F. If a Steering Committee member has become inactive, the Steering Committee can deem the member’s position vacated. 3. Term of Office and Elections A. The term of office for Officers shall be two (2) years. B. The term of office for elected Steering Committee members shall be two (2) years. C. No Officer may hold the same position for more than two (2) consecutive terms. D. The Steering Committee, or a Nominating Committee that they appoint, shall approve and announce a slate of nominees for the available seats two weeks prior to the election. E. The election of Officers and elected Steering Committee members shall be held during the first public meeting of the fiscal year. F. Election of Officers and elected Steering Committee members shall be by a simple majority vote of the District 5 United active members present at the general meeting where a quorum is present. G. Elected Officers and elected steering committee members shall assume their responsibilities immediately upon election. 4. Voting Method A. Voting may be done through a show of hands, the use of a ballot, verbal confirmation, or via email for regular agenda items; however, a secret ballot may be used when voting for the slate of officers and elected Steering Committee members.ARTICLE VI DUTIES OF THE OFFICERS & STEERING COMMITTEE 1. The PRESIDENT shall preside at meetings of District 5 United and perform such other duties as the Steering Committee may require. The President may be a member of, or chair, any sub-committee as directed by the Steering Committee. The President will identify Steering Committee members to serve as rotating facilitators for all general meetings. 2. The VICE PRESIDENT shall assume the duties of the President during the President’s absence. If the President’s seat becomes vacant, the Vice-President shall assume the responsibilities of the President until such time as a new President is elected by the vote of the Steering Committee. The Vice President may be a member of, or chair, any sub-committee as directed by the President or the Steering Committee. 3. The SECRETARY shall take roll, keep minutes of all meetings, tally the votes on all matters that come before the General Membership for decision, keep record of District 5 United member attendance, notify all members of meetings and its agenda, keep a list of all active an inactive members, and perform such other duties as the Steering Committee may require. 4. The TREASURER shall keep, and make available, a detailed, itemized accounting of all financial activities and accounts as specified by Article IX. The Treasurer shall co-sign all checks drawn against the funds of District 5 United.
    • 5. The STEERING COMMITTEE shall form subcommittees, appoint or remove sub-committee chairs, preside at meetings of District 5 United, and perform such other duties as the President or Steering Committee may require. 6. THE STEERING COMMITTEE shall, with approval when required as specified by Article VIII: A. Review District 5 United’s Vision at least every 2 years, and adjust as needed. B. Review District 5 United’s Mission at least every 2 years, and adjust as needed. D. Review District 5 United’s Strategies for implementing the Mission and achieving stated Goals at least every 2 years, and adjust as needed. D. Review District 5 United’s current Goals at least annually, and adjust as needed. E. Specify a set of Objectives, each achievable within 1 year, for achieving each Goal. F. Specify measurable criteria and timeline for each Objective. G. Review and assess each Objective by its criteria and timeline on a quarterly basis and adjust as needed to achieve stated Goals.ARTICLE VII MEETINGS 1. General Membership Meetings A. General Membership Meetings shall be held once every other month on odd numbered months. The Secretary will provide meeting agendas to the General Membership at least one (1) full week prior to scheduled meetings. B. The Steering Committee may call special District 5 United meetings by providing one week’s written or email notice and a proposed agenda to the General Membership. C. The Steering Committee may call special Steering Committee meetings by providing one week’s written or email notice and a proposed agenda to the Steering Committee. D. A general meeting quorum shall consist of at least a majority of Steering Committee members (more than 50%) —with at least the President or Vice President being present. 2. General Meeting Agenda A. The Steering Committee will approve agendas for the general membership and Steering Committee meetings. 3. General Meeting Procedures A. An Attendance Roster shall be completed at each District 5 United meeting. B. Minutes shall be kept of each meeting by the Secretary or designated member. C. Copies of the previous meeting’s minutes will be made available at the next meeting.ARTICLE VIII AMENDMENTS TO THE BYLAWS 1. Proposed amendments to the Bylaws may be made at District 5 United general meetings. Copies of the proposed amendment(s) must be submitted to the President and Secretary. The Steering Committee shall decide whether to place the proposed amendments on an agenda. Proposed amendments will be provided to the General Membership 30 days prior to the meeting where they will be considered. 2. Amendment(s) to the Bylaws will be approved by a simple majority vote of the District 5 United active members present at the general meeting where a quorum is present.ARTICLE IX FINANCIAL PROCESSES 1. Execution of Instruments
    • The Steering Committee may authorize any officer or agent of the organization to enter into any contract or execute and deliver any instrument in the name of and on behalf of the organization. Any such authority may be general or confined to specific instances. Unless so authorized, no officer or agent shall have any power or authority to bind the organization to any contract or agreement, or to pledge its credit or render it liable monetarily for any purpose or in any amount.2. Deposits All funds of the organization shall be deposited to the credit of the organization in a single account in the bank specified as the Steering Committee may select.3. Bank Account Signature Authority The Treasurer and two other Officers shall have signature authority on the bank account.4. Checks and Notes Except as otherwise specifically determined by resolution of the Steering Committee, or as otherwise required by law or grant agreement, checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the organization shall be signed by the Treasurer and one other Officer. The Steering Committee, shall authorize the use of the District 5 United debit card for a specific purchase.5. Accounts Payable A. The Steering Committee shall approve all expenditures. Prior approval of the Steering Committee is required for guaranteed reimbursement of expenditures. B. Payment shall only be made directly to a vendor or as reimbursement based on the submission of eligible receipts.6. Gifts The Steering Committee shall approve acceptance on behalf of the organization any contribution, gift, bequest, or device for the charitable public purpose of the organization. Such gift must be designated to the credit of the organization and not to any one individual. All gifts must be acknowledged in writing.7. Accounting A. The fiscal year of the organization shall begin on the first day of July and end the last day of June in each year. The Steering Committee is responsible for the approval of the annual budget and the oversight of that budget. The Treasurer is responsible for reporting regularly to the Steering Committee. B. The Steering Committee shall appoint a Steering Committee member, not the Treasurer, as Financial Auditor responsible for ensuring District 5 United’s financial activities follow appropriate financial processes and that the accounting records are accurately maintained in a timely fashion as specified in Article IX. C. The Treasurer shall provide an itemized accounting of all funds received and all funds expended fiscal year-to-date, and the most recent statement(s) from all banking institutions to the Steering Committee at, or immediately prior to, each regular Steering Committee meeting. These reports may be made available electronically. An itemized accounting of all funds received shall be published on the District 5 United web site. D. The Treasurer shall provide, or make available, an itemized accounting of all funds received, all funds expended, and all statement(s) from all banking institutions for any fiscal year(s) to the Steering Committee within 10 calendar days upon the request of the Steering Committee. These financial documents may be made available electronically other than any original paper forms that the Steering Committee requests maintained in paper form and requests in paper form. E. The Treasurer shall provide a fiscal year summary of District 5 United’s financial activities to the general membership of District 5 United within 60 days of the close of the fiscal year.
    • F. Upon approval of the Steering Committee, any or all of District 5 United’s financial accounting records must be made available to specified non-District 5 United members.ARTICLE X DISSOLUTION OF ASSETS 1. The property of District 5 United is irrevocably dedicated to community education, prevention, intervention, preservation, maintenance and enhancement of the community. No part of District 5 United income shall ever be used to benefit of any Steering Committee member or general member. 2. Upon dissolution or decline of District 5 United, its assets remaining after payment of its debts and liabilities shall be distributed to a nonprofit fund, a foundation, community group, or a corporation organized exclusively for the purposes and goals established by District 5 United. This task will be accomplished after the Steering Committee has identified several entities for consideration and voted on distribution of assets.