Chase Community Council Bylaws
Article I: Name
The name of this organization shall be the Chase Community Council.
Article II: Object
The object and purpose of this organization shall be to provide a direct and continuing means of citizen participation in government and local affairs as defined in the Matanuska-Susitna Borough Code MSB 2.76 and the Chase Area Comprehensive Plan, and to create a channel for communication between groups and individuals both within and outside the community by providing:
A method by which community members can work together for expression and discussion of their opinions, needs and desires in a manner that will have an impact on the development of services in the Chase Community Council area.
A method for governmental agencies to be informed of the opinions, needs, desires and recommendations of residents in the Chase Community Council area; and
An improved basis for decision making and assignment of priorities by local governing bodies for all capital improvements and governmental programs affecting the development and well being of the community of Chase.
Article III: Membership/Responsibilities
Section 1. Membership
The membership of the Chase Community Council shall consist of all residents of legal voting age whose primary residence is within the Chase Community Council boundaries. Primary residence will be determined by address as given on their voter’s registration. (See Alaska State Statutes – AS 15.05.020)
Section 2. Boundaries
The Chase Community Council boundaries are identical with the Chase Community Planning
Area boundaries depicted in Figure 1 of the Chase Comprehensive Plan as adopted by Matanuska-Susitna Borough Ordinance No. 93-071AM.
Section 3. Dues:
Dues are not required for full voting membership. Funds may be raised by donations, grants or fund-raising activities. Voluntary donations are not to exceed $50.00 per member per fiscal year. Funds will be used to offset operating expenses.
Section 4. Rights:
Open Votes. Any member of the Chase Community Council may call for an open vote on any current issue. The call for a vote must be made in the form of a motion. The motion must receive a second from the membership. If a majority of board members present approve the call, the issue shall be immediately tabled without debate until the next Regular meeting. The issue will be on the agenda for a closed ballot open vote at the next regular meeting. In the event of time sensitive issues, special meetings are permitted with not less than 3 days notice and in compliance with the Council notification conditions (all board members be notified and the community at large is notified of the special meeting and issue to be discussed via at least 2 places such as radio announcement, poster at the PO and a message on the web site). The Board of Directors at their discretion may deem the issue inconsequential and vote on the issue at the present meeting and there by claim that the issue was approved by the Board of Directors and not the entire community council members at large. The Board of Directors is not liable for any decision made by open vote unless the decision is made by only board members.
Section 5. Assets:
In the event of dissolution of the Chase Community Council all assets will be distributed to one or more nonprofit organizations in our area whose mission best conforms to those of the Chase Community Council.
Article IV: Chase Community Council Board and Officers
Section 1. Board of Directors
The Chase Community Council Board of Directors shall consist of five members elected at large from the general membership of the Council. The Officers of the Board shall be a Chairperson, Co-chairperson and Secretary. A Treasurer may be added as needed. Board members elect the Board Officers from among themselves at the end of business during the Annual meeting in January; Board members using secret ballots (if amicable agreement cannot be reached among board members) shall elect the officers of the Board. The term of office for Officers is one years and shall begin immediately after the January election meeting.
Section 2. Election of Board Members.
At the regular Fall Chase Community Council meeting in October, the Board shall select a Nominating Committee. The duty of this committee is to solicit for nominations for candidates for the Board of Directors to be elected at the Annual Community Council election meeting in January.
The nominating committee shall advertise at no less than two locations of general public access such as via the Chase web site, radio and notices posted at the PO and library for potential board member candidates. Nominations from the floor shall be permitted at the October meeting. The nomination committee shall also make up the ballots and advertise the place and time of the upcoming election (the January annual elections meeting). Absentee voting shall be conducted at the Talkeetna Library at least 4 days prior to the election. An advisory vote on critical issues may be included on the ballot if the Board so desires. The nominating committee appointed by the Board shall count ballots. In the event of a tie, a toss of the coin shall decide.
Section 3. Term of Office
A. The term of office for Chase Community Council Board members shall be 2 years.
On alternating years two or three members shall be elected to fill 2-year terms,
establishing a pattern of rotating terms of Board members.
B. Terms of office shall begin at the end of business at the Annual meeting in
January no Board member shall be eligible to serve more than two consecutive
elected terms of office.
Section 4. Board Vacancies
A. If a board member moves out of the council area or passes away the board position shall immediately become vacant. A vacancy may also occur through resignation or by action of any Board member who has more than three consecutive unexcused absences at regular Council meetings or more than three unexcused absences without notifying the Chairperson in a term year.
B. In the event of a vacancy of a Board position, nominations for candidates to fill that position will be accepted beginning at the current regular quarterly council meeting and until the start of business at the succeeding regular meeting. At that time the remaining Board members will elect a new interim Board member by secret ballot. The new board members term becomes effective immediately and will continue until the start of business at the next Annual election meeting in January.
C. The vacated Board position shall be filled by ballot of the general membership at the next Chase Community Council election in January. If the term of the vacated seat(s) would normally have extended for another year past the election, the candidates will be listed in order of the votes received. After all the other seats for which the terms of office had expired have been filled, the candidate(s) with the next highest number of votes shall fill the vacated seat(s) for the duration of the unexpired term.
Section 5. Duties and Responsibilities of Board Member
The Chase Community Council Board shall manage the affairs of the Chase
Community Council and shall act for and represent members of the council.
The Board, upon written request of three or more Council members,
may bring up any council decision to the Board for reconsideration.
An accurate record of all Chase Community Council meetings shall be maintained and recorded with the Borough. A permanent record of all correspondence received (as deemed relevant to council matters by the board) or issued by the Board will be kept. Such correspondence received or issued shall be kept either in the official council folder or as an attachment on the council web site. The Board of Director’s Secretary shall perform correspondence, recording of minutes and shall be responsible for mailing or e-mailing the final signed copy of the minutes and a copy of the meeting’s agenda to the borough employees responsible for maintaining and recording said minutes and agendas. If the secretary is absent a council member shall be solicited to perform the secretary duties.
An accounting of the financial status of the Chase Community Council shall be maintained. Financial reports shall be made as necessary at regular quarterly meetings.
The Board must approve all official Chase Community Council statements written or oral.
The Chairperson shall preside at all meetings of the Chase Community Council and shall exercise general supervision and guidance over the affairs of the council. The Chairperson shall also ensure that the business of the Council is conducted in accordance with these Bylaws. The Co-Chairperson shall assume the duties of the Chairperson in the Chairperson’s absence or upon the Chairperson’s request. In the event of the absence of both the Chairperson and Co-chairperson a Board member selected by the Board members present shall call the meeting to order and preside over said meeting. Other persons may be elected or appointed by the Board as needed for record keeping.
Article V: Meetings
Section 1. Meetings and Notification
A quorum of at least Three Board members must be present to conduct business at any meeting of the Chase Community Council. A roster of all attendees at any meeting of the Council shall be maintained and an opportunity for public input shall be included on the agenda.
Each Council member is entitled to vote on all voting matters of the Chase Community Council if their physical address as listed on their voters registration lies within the Chase Community Councils boundaries and adheres to Alaska State Statute AS 15.05.020.
The regular quarterly meetings of the Chase Community Council shall be held on the third week of the month or as otherwise ordered by the Board. The regular meeting in January shall be known as the Annual meeting and will be for the purpose of electing Board members and officers, receiving reports of officers and committees, and for any other business that requires attention. Notice of regularly scheduled meetings will be posted at no less than two locations of general public access.
A brief agenda will be posted on the web site and at the bottom of the meeting announcements that are posted at the Talkeetna PO and library at least 5 days prior to the regular quarterly Council meeting.
The Chairperson or any two members of the Chase Community Council Board may call special meetings. Special meetings may be called by written request of at least three citizens of the general membership. The purpose of the meeting will be stated in the Call, no other business shall be transacted during the special meeting. Notice of all special meetings will be posted at least 5 days prior to the meeting in no less than two locations of general public access. Each Council Board member must be notified by telephone or electronic mail. In the event of time sensitive issues, special meetings are permitted with not less than 3 days notice and in compliance with above mentioned notification conditions.
Article VI: Voting
Section 1. Voting
Each Council member is entitled to one vote on all open voting matters brought before the Chase Community Council. One vote for each Board member to be elected and one vote for each issue requiring a general membership vote. In order to cast a vote, the voter’s physical address as listed on their voters registration must lie within the Chase Community Councils boundaries and adheres to Alaska State Statute AS 15.05.020.
Absentee Voting. Absentee votes are to be sealed in an envelope and delivered by a second party to a Board member or brought to the meeting at which the issue(s) is being voted on. Absentee votes shall be on an official ballot that shall be available at the designated absentee voting location, the Talkeetna library. Absentee votes must be accompanied by a proof of residency statement which also will be available at the library. No absentee votes shall be tallied after the vote has been counted. Absentee votes must be kept on record for 1year after the vote has taken place.
Remote Voting. Personal participation and voting is preferred whenever possible, Chase Community Council Members not able to vote in person may also cast their vote on Council issues at the Talkeetna library 1-4 days prior to the vote (minimum requirement).
Proxy Votes. Proxy Vote will not be accepted.
Article VII: Committees
A. Committees will be established and dissolved by the Chase Community Council Board as deemed necessary. The yearly nominations committee is an example.
B. Membership in committees will be open to any interested council member. Any one of the 5 Chase Community Council Board members may be a member of all committees except the Nominating Committee.
Article VIII: Parliamentary Authority
The rules contained in the current edition of Robert’s Rule of Order, newly revised will govern the Chase Community Council in all cases to which they are applicable, and in which they are consistent with the Bylaws as well as special rules of order the Council may adopt.
Article IX: Conflict of Interest Policy