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HCPC Bylaws

  1. Article I - Name
  2. Article II - Vision and mission
  3. Article III - Location
  4. Article IV - Membership
  5. Article V - Organizational structure
  6. Article VI - Officers
  7. Article VII - Election and terms of office for officers and advisory council members
  8. Article VIII - Grants and contracts
  9. Article IX - Conflict of interest
  10. Article X - Debt obligations and personal liability
  11. Article XI - Reimbursement of expenses
  12. Article XII - Confidentiality
  13. Article XIII - Gifts and bequests
  14. Article XIV - Nondiscrimination
  15. Article XV - Parliamentary Authority
  16. Article XVI - Amendments
  17. Article XVII - Effective Date

ARTICLE I – NAME

The name of the organization shall be the Holmes County Prevention Coalition.

ARTICLE II – VISION AND MISSION

Our Vision: A Substance Abuse-Free Holmes County

Our Mission: We will work together to create the conditions in Holmes County that help local youth and adults make healthy choices regarding alcohol, tobacco, and other drugs.

ARTICLE III – LOCATION

The geographic area served is Holmes County, Ohio.

ARTICLE IV – MEMBERSHIP

Section 1: Membership

The general membership of this Coalition is open to those individuals, agencies, organizations, or government entities that support the mission and goals of the Coalition. Membership is without regard to gender, race, color, age, religion, national origin, sexual orientation, or disability in order to reflect the diverse interests, populations, and geographic areas of Holmes County.

Membership will include representation from the community that mirrors the demographics of Holmes County. Membership shall include, but not be limited to the following community sectors:

Youth; Schools; Higher education; Law enforcement agencies; Parents; Youth serving organizations; Religious/fraternal organizations; Business; Civic and volunteer groups; Health care professionals; Media; State, Local and/or Tribal government agencies; Other organizations involved in reducing substance abuse, and Any other organizations and individuals with an interest in achieving a substance abuse-free county.

The role of the General Membership is to elect officers to the Advisory Council, participate in Committees that provide information and guidance to the Advisory Council, identify priorities for funding, and plan for the implementation of Coalition initiatives.

Section 2:  Representation

The Holmes County Prevention Coalition is comprised of individuals and agencies. Coalition member agencies may have unlimited representation on the General Membership of the Coalition. In the case of a conflict of interest, members are expected to recuse themselves as outlined in Article IX.

ARTICLE V – ORGANIZATIONAL STRUCTURE

Section 1:  General Management

The Coalition consists of three types of groups: the Advisory Council, the Project Committees and the General Membership. Membership in the Holmes County Prevention Coalition shall reflect the diverse interests, populations, and geographic districts of Holmes County.

The Coalition Coordinator will report to the Advisory Council. The Coalition Chair and Coordinator shall be ex officio members of all committees.

Section 2:  Advisory Council

The Advisory Council will be comprised of no less than seven and no more than twelve members drawn from the Coalition’s membership. Officers will be the Chair and Vice-Chair of the coalition. All issues related to fiscal, personnel, and oversight will be brought to the attention of the fiscal agent. The Advisory Council will meet as needed to conduct necessary business.

The Purpose of the Advisory Council is to advance the goals of the coalition and shall act on behalf of the coalition. This will be done by:

  1. Setting policy regarding the direction of the Coalition.
  2. Recommending policy relating to prevention, treatment, and recovery issues in Holmes County.
  3. Identifying community needs and establish priorities to address prevention, treatment, and recovery.
  4. Pursuing funding sources to support planned priorities.
  5. Recommending allocation of resources to priorities.
  6. Referring items to Project Committees.
  7. Developing and reviewing the Coalition’s Strategic Plan
  8. Recommending necessary research and evaluation activities to ensure initiatives are being effectively addressed.

Section 3:  Committees

The Advisory Council may create, modify and conclude Project Committees and delegate to those committees such functions and powers as it deems necessary. Members of such committees may be selected from the General Membership, although non-members of the Coalition may be appointed to serve on any project or special committee. Composition of each Project Committee will be diverse and adequate to meet the tasks assigned. Each of the Committees receives direction from the Advisory Council, makes decisions by group consensus, forwards its recommendations to the general membership for formal action, and implements actions approved by the Coalition. The terms of all committee members shall be one year. Committee members shall be appointed by the Coalition Chair. There shall be no limit to the number of terms a member may serve on any one committee.

  1. Sustainability Committee
    The Sustainability Committee is responsible for developing a long-term business plan for the Coalition to become a community-based, non-profit organization; inventorying the Coalition’s current resources; identifying its future resource needs; identifying potential funding sources (both grant and non-grant funds); recruiting members with expertise in financial planning and investment; and establishing a fund reserve capable of supporting the Coalition.
  2. The Underage Drinking Committee
    The Underage Drinking Committee is responsible for implementing activities to reduce underage drinking.
  3. The Tobacco Committee
    The Tobacco Committee is responsible for implementing activities to reduce local tobacco usage.
  4. The Youth-led Initiatives Committee
    The Youth-led Initiatives Committee develops and implements strategies that address substance abuse issues of greatest concern and interest to teens. The Committee’s members will primarily be youth with one or two adult members/advisors.
  5. By-Laws Committee
    A By-Laws Committee comprised of the Vice-Chairperson, an Advisory Council member, and at least one (but no more than three) coalition members shall meet at least annually or when requested by the Advisory Council to review and maintain the by-laws, policies, and procedures of the Coalition.
  6. Nominating Committee
    The Coalition Chair shall appoint a Nominating Committee as needed.

Special Committees
The Chairperson, with the approval of the Advisory Council, may appoint such other special or ad hoc committees, task forces, or workgroups as may be deemed necessary or appropriate to carry out the purpose and activities of the Coalition. Such committees, task forces, and workgroups shall confine their work to the charge given and shall report to the Coalition. They shall not have the power of action unless it is specifically granted in the charge.

Duties of Committee Chairpersons:
The Committee Chairperson is responsible for scheduling meetings, drafting the agenda, management of the committee work plan submitted to the Advisory Council, and p monthly basis.

ARTICLE VI – OFFICERS

Section 1: Chairperson

The Chairperson shall:

  1. Provide overall leadership to the Advisory Council and its committees.
  2. Preside at all meetings of the Advisory Council and full coalition meetings.
  3. Work with the Coalition Coordinator to set agendas for the Advisory Council, ensuring that significant policy related matters are addressed.
  4. Serve as a liaison between the Advisory Council and the Coalition Coordinator.
  5. Review with the Coalition Coordinator any issues of concern to the Advisory Council.
  6. Monitor fiscal management.
  7. Appoint administrative committees, as deemed necessary, to carry out the work of the coalition.

Section 2:  Vice-Chairperson

The Vice-Chairperson shall:

  1. Oversee Advisory Council meetings in the absence of the Chairperson.
  2. Assume the functions of the Chairperson in the event of a vacancy until a new Chairperson is elected.
  3. Communicate regularly with the Chairperson and the Coalition Coordinator.
  4. Assist the Chairperson in providing overall leadership to the Advisory Council and its committees.

Section 3: Secretary and Treasurer

The duties of the secretary shall be vested in coalition staff or from among the general membership and the duties of the Treasurer shall be vested in the Coalition’s fiscal agent. Those duties are:

The Treasurer shall:

  1. Ascertain the accurate and efficient accounting of all funds entrusted to Holmes County Prevention Coalition.
  2. Present regular reports to the Advisory Council on the financial condition of the Coalition.
  3. Exercise such other duties as may be assigned by the Chairperson of the Advisory Council.
  4. Participate on Sustainability Committee

The Secretary shall:

  1. Serve as Chairperson of the Advisory Council’s Nominating Committee.
  2. Maintain a current roster of the membership of the Advisory Council.
  3. Review, sign and distribute meeting minutes.
  4. Exercise such other duties as may be assigned by the Chairperson of the Advisory Council.

ARTICLE VII – ELECTION AND TERMS OF OFFICE FOR OFFICERS AND ADVISORY COUNCIL MEMBERS

Section 1:  Election of Officers and Advisory Council Members

The Nominating Committee, appointed by the Chairperson, will present a slate of candidates, recommended by the Advisory Council and the General Membership, at a fall Coalition meeting. A simple majority shall be necessary to vote in the election.

The Chair and Vice-Chair of the Advisory Council shall be elected from the general membership of the coalition membership. A simple majority of the members of the Advisory Council shall constitute a quorum necessary to conduct official business of the Advisory Council, including election of Advisory Council members.

Section 2:  Terms of Officers and Advisory Council Members

The Chairperson, Vice-Chairperson, Treasurer, and Secretary shall be elected for terms of two years. An officer may only hold the same office for two consecutive terms. The new officers shall assume their positions on January 1st of the New Year.

Advisory Council members shall serve for a three-year period and may be re-elected for a consecutive three-year term. Absence of one year is required before subsequent re-election to the Advisory Council. Youth Advisory Council member terms will be one year. Youth Advisory Council members may be re-elected for one additional term. The new Advisory Council members will assume their positions on January 1st of the New Year.

Section 3:  Removal and resignation of Officers and Advisory Council members

Any officer or Advisory Council members may resign at any time upon written notice to the Advisory Council, and no acceptance of a resignation shall be necessary to make it effective. Should a vacancy occur during the year, the Chairperson (or Advisory Council, in the event the office of the Chairperson becomes vacant) will appoint someone from the general membership of the Coalition to fill the position on an interim basis until the next general election held by the Coalition. Removal of an officer or Advisory Council member occurs upon approval of two-thirds of the membership of the Advisory Council. Conviction of a felony by a Coalition officer or Advisory Council member will be grounds for immediate removal from that individual’s position.

Section 4:  Meetings:

  1. Coalition meetings:
    The Coalition shall meet at such frequency as determined by the membership, but no less than quarterly. The first meeting of the calendar year shall be known as the annual meeting. Meetings shall be held at a time and place designated by the Chairperson. All meetings are open to the public.
  2. Special Meetings:
    Special meetings of the Coalition may be called by the Chairperson or the Advisory Council. Not less than five days written notice stating the purpose of the meeting shall be provided to all members for any special meeting.
  3. Consensus Voting:
    Coalition members utilize consensus decision making, a mutual agreement among Coalition members that dictate all legitimate concerns of individuals have been addressed by the group and everyone agrees to support the decision. In the event consensus is not reached, a majority vote shall be instituted. Each member of the Coalition shall have one vote and must be present to vote.
  4. Notice of Meetings:
    All general members will be notified of Coalition meetings not less than one month in advance (30 days) and of all special meetings not less than five days in advance. Notice thereof stating the purpose shall be given by mail, fax, or email.
  5. Recording of Meetings:
    The Coalition Coordinator shall maintain records of all Coalition meetings, special meetings, meetings of the Advisory Council, and Committees’ regular, standard and ad hoc meetings through minutes or proceedings and a register of attendance. All records are open to inspection. Minutes of the Coalition meeting, special meetings, and meetings of the Advisory Council shall be posted on the Coalition’s website.
  6. Unexcused Absences:
    The unexcused absence from three consecutive meetings of the Coalition shall be considered to be a resignation from the Coalition.

ARTICLE VIII – GRANTS AND CONTRACTS

Section 1:  Fiscal management

The Coalition will partner with a fiduciary agent for managing grants.

Section 2:  Sub-Contracting Services

The Coalition may designate one or more local agencies or organizations to sub-contract grant funding in pursuit of Coalition initiatives. The Advisory Council will function on behalf of the Coalition to make recommendations to the designated sub-contracting agencies concerning regulations and priorities governing provisions and administration for grants and contracts.

The Advisory Council will establish written agreements with funded agencies outlining the scope and responsibilities of funding and acknowledge that it is acting on behalf and on the authority of the Coalition, as indicated by the signature of the Coalition Chair and Coordinator's on each agreement.

ARTICLE IX – CONFLICT OF INTEREST

No member of the Coalition, or any of its committees, shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation with the Holmes County Prevention Coalition. Each individual shall disclose to the Coalition any personal interest, which she or he may have in any matter pending before the Coalition and shall refrain from participation in any decision on such matter.

ARTICLE X – DEBT OBLIGATIONS AND PERSONAL LIABILITY

No member, officer, or employee of the Coalition shall be personally liable for the debts or obligations of this Coalition of any nature whatsoever, nor shall any of the property of the members, officers, or employees be subject to payment of the debts or obligations of this Coalition.

ARTICLE XI – REIMBURSEMENT OF EXPENSES

Reimbursement of expenses incurred by members of the Coalition in performance of duties for the Coalition may be made in accordance with policy and procedures established by the Coalition.

ARTICLE XII – CONFIDENTIALITY

All members of the Coalition shall protect the confidentiality of any information that is protected under law, rule, or regulation.

ARTICLE XIII – GIFTS AND BEQUESTS

The Holmes County Prevention Coalition may accept or reject gifts, bequests, and donations (money or property) from any source to be used as designated by the donor and/or determined by the Coalition.

ARTICLE XIV – NONDISCRIMINATION

The Holmes County Prevention Coalition shall not condone or permit any discriminatory policy or practice with respect to age, race, religion, gender, national origin, sexual orientation, or disability in fulfilling its stated purpose.

ARTICLE XV – PARLIAMENTARY AUTHORITY

The parliamentary authority for all meetings of The Coalition, the Advisory Council, and committees shall be the most recent edition of Robert’s Rules of Order.

ARTICLE XVI – AMENDMENTS

Notice of any proposed amendment to these Bylaws shall be given in writing to all members of the Coalition at least thirty days prior to the date of the meeting at which a vote is to be taken on the proposed amendment. Except for agreed upon minor editorial changes, no change may be made to a proposed amendment after notice is given and prior to the vote on the amendment.

Any proposed amendment to these Bylaws shall be approved by a two-thirds vote of the voting members of the Coalition. Unless specified differently in a resolution proposing the amendment, any amendment approved by the Coalition shall become effective immediately upon its adoption.

ARTICLE XVII – EFFECTIVE DATE

These Bylaws shall become effective immediately upon adoption and shall replace any previously adopted guidelines.

Adopted: 3/26/09