The following rules and regulations were enacted by the Huntington Beach Coordinating Council in 1969 to provide a framework for its operation and management.    The current Bylaws reflect amendments made in 2010.

HUNTINGTON BEACH COORDINATING COUNCIL

BYLAWS

ARTICLE I

NAME

The name of this organization shall be the HUNTINGTON BEACH COORDINATING COUNCIL.

ARTICLE II

OBJECT

The object of this organization shall be to share information concerning the needs and services of the community and with the consent of the members to engage in community action for the improvement of the City of Huntington Beach.  Our primary mission is communication.

ARTICLE Ill

MEMBERS

Section 1. The membership shall be open to those Individuals and organizations whose interest lies in the improvement of Huntington Beach.

Section 2. Active membership is open to public, private, profit, and nonprofit organizations. One delegate shall represent each organization. The delegate and the alternate shall be appointed by the community organization they represent, and verified by a letter to the COORDINATING COUNCIL giving the names of the delegate and alternate.

Section 3. Dues shall be in the amount established by the membership as $15.00 annually in October.

ARTICLE IV

OFFICERS

Section 1 The officers of this organization shall be a President, President-elect, Vice President (Program Chairman), Vice President (Membership Chairman), Secretary, and Treasurer. Only members of the Coordinating Council shall serve as officers. The term of office shall be one year.

Section 2. It shall be the duty of the President to preside at all meetings of the organization and the Executive Board, and to coordinate the functions of the officers and committees. The President shall appoint the Parliamentarian, Historian, and the Chairmen of the Standing Committees. The elected officers at the first meeting of the Executive Board shall ratify all appointments. The President shall be an ex-officio member, with a vote, of all committees except the Nominating Committee; and may call special meetings and appoint such other committees as deemed necessary.

Section 3.  It shall be the duty of the President-elect to assist the President and to preside at delegate or board meetings in the absence of the President, or at the request of the President.

Section 4. It shall be the duty of the Vice-President –Programs to schedule speakers and to introduce the Delegate Meeting programs.

Section 5. It shall be the duty of the Vice-President –Membership to promote membership in the Huntington Beach Coordinating Council, welcome new organizations, and maintain a file of all member organizations.    

Section 6. It shall be the duty of the Secretary to record the minutes of the meetings of the Council and of the Executive Board, to notify members of the meetings and to carry on the general correspondence plus other businesses directed by the Executive Board, and to always have a copy of the Bylaws.

Section 7. It shall be the duty of the Treasurer to receive and deposit all moneys as directed by the Executive Board, and to keep an accurate record of same; to pay bills as authorized by Executive Board or by the Council; to prepare and present an annual budget at the first business meeting of the Council, and financial report at each Executive and Council meeting; and to have all books ready for audit at the end of the annual term.

Section 8. No member shall hold more than one office at a time.

Section 9. The Parliamentarian shall act an advisor to the President and members on question of parliamentary procedure upon request. The Parliamentarian sits as an advisor to the Nominating Committee; The Parliamentarian has a vote if he/she is a member of the Council. Attendance at all meetings is required.

Section 10. The Historian shall keep a record of all-council publicity and pictures that show the Councils part in the development of Huntington Beach. The Historian is directly responsible to the President and need not attend board meetings.

ARTICLE V

NOMINATIONS AND ELECTIONS

Section 1.  At the regular Council meetings In March, a Nominating Committee of five members and two alternates shall be selected. This committee shall report at the April Council meeting. At this meeting and at the Annual meeting In May, further nominations may be made from the floor, provided the consent of the nominee has been given.

Section 2. Officers shall be elected at the May meeting of the Council and shall serve for one year or until there successors are elected. They shall be installed at the June meeting, and their term of office shall begin at the close of the Installation Meeting.

Section 3.  No member shall hold more than one office at a time. No President or Vice President shall serve more than two consecutive terms in the same office. The Secretary and Treasurer may serve additional terms.

Section 4. In the event of the resignation of the President, the President-elect will assume the role of President.  Any other vacancy on the Executive Board shall be filled by appointment of the President with approval of the Executive Board.

ARTICLE VI

MEETINGS

Section 1. The regular meetings of the Council shall be held once a month from October to June inclusive, unless otherwise ordered by the membership or by the Executive Board.

Section 2. The regular meeting of the Council In May shall be known as the Annual Meeting and shall be for the purpose of electing officers, and for any other business that may arise.

Section 3. Special meetings can be called by the President or by the Executive Board and shall be called upon the written request of two members of the Council. The purpose of these meetings shall be stated In the Call, Except In the cases of emergency, at least three day’s notice shall be given.

Section 4. A quorum of the Council Is 20% of the active members.

ARTICLE VII

EXECUTIVE BOARD

Section 1. The elected officers and the appointed Standing Committee Chairmen shall constitute The Executive Board. The Parliamentarian may attend all Board and Council meetings.

Section 2. The Executive Board shall have general supervision of the affairs of the Council between its business meetings, fix the hour and place of the meetings, make recommendations to the Council, approve committee Chairman, authorize the payment of all bills. It shall set the times of its own meetings. It shall approve the appointment to fill any vacancy which occurs on the Board except that of the President.

Section 3. Absence of any member from three (3) consecutive meetings of the Executive Board, without reasonable excuse, shall constitute a voluntary resignation by majority vote of the Executive Board. The position shall be declared vacant and the vacancy filled in the regular manner.

Section 4. Four (4) Board members shall constitute a quorum.

ARTICLE VIII

COMMlTTEES

Section 1. The Finance Committee is under the Treasurer and shall be responsible for preparing the budget.

Section 2. Public Information, which Includes Publicity, shall be responsible for the Image of the Council.

Section 3. Hospitality shall be responsible for the luncheon arrangements for each meeting.

Section 4. Such other committees, Standing or Special, shall be appointed by the President, as the Council or the Executive Board from time to time deem necessary, to carry on the work of the Council. The President shall be ex-officio member of all committees except the Nominating Committee.

ARTICLE IX

PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern the Council in all cases in which they are applicable and In which they are not inconsistent with these Bylaws and special rules of order the Council may adopt.

ARTICLE X

AMENDMENT OF BYLAWS

These bylaws can be amended at any regular meeting of the Council by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting.

STANDING RULES FOR THE HUNTINGTON BEACH COORDINATING COUNCIL

1. An Annual Audit of the Treasurer’s accounts shall be conducted after the close of the June meeting and the report given at the October meeting. The outgoing President with the Board’s approval shall appoint the auditor.
2. Each Chairman Is responsible for sending appropriate thank you notes.
3. Officers and Committee Chairman shall present Itemized bills and receipts for expenses relating to their duties for reimbursement.
4. The President does not pay for his/her lunch nor does the guest speaker.
5. The Community Service Department will be requested to waive the rental fee annually when the reservation for Murdy Park is made. A letter will be kept on file with the Treasure and the Community Service Department.
6. The President-elect shall be responsible for the gift or plaque.
7. The elected President shall be consulted as to his/her choice of installing officer.
8. If an organization delegate cannot attend a meeting then an alternative may be sent to report (according to ARTICLE III, Section 2). 
9. The length of a program shall not exceed 20 minutes and may Include 5 to 7 minutes additional minutes for questions.  The Cost of the luncheon is $4 per person.  The organization providing the lunch will receive $100 to cover costs.

Revised: May 2010

Signed: ____Mike Heywood__ President

              ___Maureen Sloan____ Secretary      

The mission of the Huntington Beach Coordinating Council shall be to foster cooperation, communication and collaboration to maximize the effectiveness of member organizations that provide valuable services for the needy of our Community