District 1 Community Council
June 25, 2018 Battle Creek Rec Center Meeting Minutes Present: Stella Alcantara, Paul Sawyer, Patty McDonald, Melissa Wenzel, Matthew Barrett, Lee Vue, Timothy Turner, Phil Fuehrer, Jamillah Shabazz Absent: Excused Members – Bonnie Watkins, Chai Lee, Aisha Mohamud, Hafsa Mohamud, Unexcused Members: Amina Samatar, Tony Parish Staff Present: Betsy Mowry Voss Call to Order: 7:16 by Council President Stella Alcantara Guest Speakers Gold Line, Community Outreach and Engagement Hally Turner and Elizabeth Jones Discussion. Questions asked and answered. Of note: Management of the project has shifted from county-led to state-led. Key Impact: distribution (email) lists did not shift with the management of the project due to legal / privacy requirements. If you wish to receive future communications regarding the project be sure to visit the state-led project site (search for Metro Transit and Gold Line) and subscribe for updates. Quorum achieved and meeting called to order at time noted above. Approval of Minutes Motion by Paul S Seconded by Phil F Approval by voice vote Approval of Agenda Motion by Paul S Seconded by Matt B Approval by voice vote Board Business: Financial Reports Discussion. Questions Asked and Answered. Informational only, no votes required this month. By-Laws Review and Updates Discussion. Questions Asked and Answered. By-Law Amendment #1 (see addendum) Motion by Paul S Seconded by Phil F All voiced approval By-Law Amendment #2 (see addendum) Motion by Paul S Seconded by Timothy T All voiced approval By-Law Amendment #3 (see addendum) Motion by Paul S Seconded by Phil F All voiced approval By-Law Amendment #4 (see addendum) Motion by Patty M Seconded by Paul S All voiced approval Committee Reports Betsy Mowry Voss, Executive Director (in place of COSCo chair Chai Lee) Overview of recent committee activities including distribution of draft communication plan to committee members for review. Discussion. Questions asked and answered. Of note: reminder of upcoming Peace Celebration event on Saturday July 21st. Paul Sawyer, Chair, Land Use Overview of recent committee activities. Discussion. Questions asked and answered. Of note: upcoming conversations regarding once a decade City Planning process (2040 Comprehensive Plan) District 1 Activity Report Betsy Mowry Voss, Executive Director Updates on recent staff activities. Discussion. Questions asked and answered. Some brief stats on the City Wide Clean-Up Event:
By-Laws (continued) Paul Sawyer, Chair, Land Use Notice given that at the July meeting we will consider by-laws changes, as we ran out of time to consider all changes at this June meeting. Discussion. Questions asked and answered. Meeting adjourned by Council President Stella Alcantara at 8:46 Minutes submitted by: Matthew J. Barrett Minutes to be approved at next board meeting Addendum re: by-laws Amendment #1 (Grammatical changes) The Bylaws shall be amended to effect the following grammatical principles: All the following terms shall be capitalized throughout: “Board” and “Board of Directors”; “President,” “Vice President,” “Secretary,” and “Treasurer”; “Executive Committee”; “Officer” and “Director,” along with their respective plural terms; and “Executive Director.” All the following terms shall not be capitalized throughout: “Chair” and “Chairs”; “Affairs”; “Monies”; “Meeting” and “Meetings,” except in the term “Annual Meeting” which shall be capitalized; “Member” and “Members”; “Committee,” except in the full name of committees; and “District,” except in the terms “District 1” and “District Council”. “Chairperson” shall be changed to “chair,” along with their respective plural terms. Amendment #2 (Removing references to specific contracts) Article IX, Section 3 of the Bylaws is amended to read: Section 3 Execution of the Organization's dDocuments. Such documents include, but are not limited to contracts or leases with outside entities or employees, checks or drafts. Except where otherwise provided in these bylaws, Tthe Board of Directors authorizes the President, Vice President, Treasurer and Executive Director to act as signatories on all contracts (e.g., City of St. Paul, Eureka Recycling, staff or contractors) or on checks written on the organization's accounts. Any contracts exceeding 1% of the amount listed in the annual budget for the contract must be approved by the Board of Directors. Addendum re: by-laws Amendment #3 (Clarifying Director elections, amending process for filling vacancies) Article IV, Section 1 of the Bylaws is amended to read: Section 1 – Members a) The District 1 Community Council shall be governed by a Board of Directors consisting of four elected officers, 11 fifteen Directorsmembers elected at-large, four of whom shall be Officers elected by the Board, and, for one year after completion of his or her term, the immediate past President. b) Board members must be at least 18 years of age and either a resident of District 1 or a designated representative of a business located within the boundaries of District 1. Article IV, Section 2 of the Bylaws is amended to read: Section 2 -- Method of Election a) The members of the Board of Directors shall be elected at an Annual Mmeeting of eligible voters. All members are elected at-large for 2two year terms. Eight at-large members shall be elected in evenodd-numbered years and seven at-large members shall be elected in oddeven-numbered years. b) Officers shall be elected at the first meeting following the Annual Mmeeting by the duly elected members of the bBoard. The sSecretary and tTreasurer shall be elected for two year terms in odd-numbered years. The pPresident and vVice pPresident shall be elected for two year terms in even-numbered years. All Officers must be current members of the Board. c) If a director position has been vacated mid-term, an appointment to the position can be made up until December 31 of the year in which the position is vacated. If the position is vacated after December 31, the position shall remain vacant until the next Annual meeting. At the next election, voters at the Annual meeting shall elect a replacement to serve to the completion of the vacated term. d) If an officer position other than President is vacated mid-term, board members can appoint or elect a replacement to serve until the next election following the Annual Meeting. Vacancy of the position of President is subject to the process outlined in Section 6b3 of these bylaws. e) Eligible voters are: a(1) all residents 18 years or older who live within the boundaries described in Article II; and b(2) one representative, regardless of residence, of each business located within the boundaries of District 1. fd) Publicly announced candidates for salaried elected offices and, unless on leave of absence from the positions, salaried elected public officials and persons in their personal employ are not eligible for election or permitted to continue serving on the Board. Board members who publicly announce their candidacy for salaried elected office shall resign immediately. ge) Candidates receiving the highest vote totals shall be elected, up to the number of open seats. If both 1-year and 2-year terms are open for election, the highest vote-getters among the winners shall be elected to 2-year terms and the other winners to 1-year terms. Article IV, Section 5 of the Bylaws is amended to read: Section 5 -- Filling of Vacancies Vacancies on the Board shall be filled by majority vote of the Board, unless the vacancy occurs within three months of the Annual Meeting. Vacancies shall be announced and advertised at least 2 weeks prior to being filled. Persons elected to fill a vacancy shall serve for the remainder of the termuntil the next Annual meeting, at which time the balance of the term shall be filled by general election. Addendum re: by-laws Article IV, Section 6 of the Bylaws is amended to read: Section 6 -- Officers and Executive Committee Executive authority of the Board rests in the Officers and Executive Committee. No oOfficer shall serve more than two consecutive terms in the same office. Only persons who have served at least one full year on the Board are eligible for election as President or Vice- President. If an Officer position is vacated mid-term, the Board of Directors shall elect a replacement to serve the remainder of the term. A. President -- The pPresident shall: 1. preside at all meetings of the Board and serve as chair of the Executive Committee, 2. be responsible for managing all affairs of the District 1 Community Council, but may delegate responsibilities to staff and other bBoard members. 3. implement actions and policies adopted by the Board, 4. recommend appointments of committee members, and chairs, and vice chairs, subject to majority approval by the Board, and 5. be an ex-officio member of all committees except the nominating committee. B. Vice President -- The Vice President shall: 1. Shall assist the pPresident in conducting the business in District 1 as requested. 2. Shall perform the duties of the pPresident in the pPresident's absence, inability, or refusal to act. 3. Shall fill the office of President until a successor is elected if that position becomes vacant mid-term. C. Secretary -- The Secretary shall: 1. Shall record minutes of the monthly District 1 Board meetings. 2. Shall have copies ofensure that the articles of incorporation, bylaws, policies, standing rules, and minutes atof all meetings are approved and signed and filed in the Council office, and provide copies thereof upon request. 3. and shall perform such other duties as usually pertain to that office. 3. Shall ensure that articles of incorporation, bylaws and policies of the Council and minutes of Council, board of directors and executive committee meetings are approved and signed and filed in the Council office. D. Treasurer -- The Treasurer shall: The Treasurer shall 1. be responsible for oversight of the preparation of the proposed annual budget and cause to be kept accurate accounts of all monies received or disbursed by the organization and financial records belonging to the organization. The Treasurer will 2. present to the Board of Directors at their annual meeting a report of the finances of the organization, and will from time to time make such other reports to the Board of Directors as it may require. The Treasurer is 3. be ultimately responsible for seeing that all Federal and State filings are done in a timely manner and are in compliance with regulations. Article VI, Section 1 of the Bylaws is amended to read: Section 1-- Scheduling Addendum re: by-laws to June board minutes (page 4 of 4) The election shall be at the Annual Meeting, which shall be held in March. More than one date in March may be selected for Annual Meetings. Substantially similar business must be conducted at all meeting dates. Article VI, Section 2 of the Bylaws is amended to read: Section 2 -- Agenda Ballots for the first order of business shall be the election of Board members shall be accepted throughout the entire meeting time. A report of the organizational finances will be available for reviewincluded. Additional agenda items may be presentedfollow. Article VI, Section 3 of the Bylaws is amended to read: Section 3 -- Election procedures 1) All eligible voters described in Article IV may vote in elections of Board members. Voters must be present and register to receive ballots. Proof of residence or business representation may be required. No absentee ballots are permitted. 2) Efforts shall be made to recruit bBoard candidates who will represent the geographic, ethnic and economic diversity of the district. Nominations, including self-nomination, will be accepted until a date established by the Board voting begins. Notice of the election shall be given at least two weeks in advance. Notice of the official list of candidates shall be given as soon as practicable after the closing of nominations. Only names accepted during the nomination period and announced in the notice shall be printed on the ballot. 3) Election of Board members shall be by secret ballot, unless the race is not contested. A second ballot shall be taken to break ties. If there is a tie between candidates for the final position being elected, the tie shall be resolved by lotremains after a second ballot, a flip of a coin shall determine the winner. Amendment #4 (Making section headings a consistent format) The Bylaws shall be amended as to format such that all section headings are styled: “Section [number] -- [Title].”
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