EAST END AREA COUNCIL
Proposed Revisions to the existing CONSTITUTION AND BY-LAWS
Revision No. 12, 3 January 2011
ARTICLE I. Name:
The name of this organization shall be: THE EAST END AREA COUNCIL OF CINCINNATI, OHIO.
ARTICLE II. Boundaries:
The East End Area is bounded on the west by the center line of Kemper Lane extended to the Ohio River. The northern boundary is the center line of Columbia Parkway beginning at Kemper Lane and extending to Delta Avenue, then north along the center line of Delta Avenue to Kroger Avenue, then easterly to the intersection of Eastern /avenue and Wortman Avenue south to the mouth of the Little Miami River at the Ohio River, which is the southern boundary of The East End Area.
ARTICLE III. Purpose:
This Council is an organization through which individuals residents, neighborhood groups, businessmen, business owners and others interested in the East End Area may plan and promote actions and activities to address community needs, services and growth.
The purpose is:
• To promote better relationships between neighbors among residents living in the entire East End Area.
• To develop and promote a feeling of group cooperation in the community.
• To stimulate interest in address the social welfare needs for of the community.
• To promote discussion of, and action on, matters of community interest and importance.
• To bring educational, economic, and cultural opportunities to the citizens residents of the community and to encourage and facilitate participation in these activities.
ARTICLE IV. Membership
Membership is open to any person over eighteen (18) years of age living, working, or owning property who is a resident, business owner, or property owner in the East End Area with an interest in the purpose of the organization.
SECTION 1. Voting Members
Each voting member shall have a membership card on file with the Executive Board of the East End Area Council. The membership card will indicate name, relationship to the East End Area Council (resident, property owner, or place of employment), and contact information in order to confirm, if necessary, the stated relationship. By signing the membership card, the member indicates his commitment to uphold the Purpose and By-Laws of the East End Area Council.
Voting privileges will be extended to all members effective after attending 3 two (2) formal meetings of the East End Area Council within a 12 month period. The Secretary will be responsible for retaining the member sign-in sheets for each formal meeting as proof of attendance.
SECTION 2. Suspension of Voting Privileges
Resident members who are voting members may at any time by a two thirds majority with at least five members voting in favor of the suspension suspend the voting privileges of non- resident voting members.
ARTICLE V. OFFICERS AND DUTIES:
Any member, eighteen years of age or older, is eligible to hold office or chair a Council committee. All officers and Committee chairs must be members in good standing of the East End Area Council.
The officers of this organization shall be: President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Parliamentarian, and two Trustees. and the NSP Program Manager.
SECTION 1. Officers
President: The president shall preside at all Council meetings, regular or called, shall serve as ex-officio member of all committees (except the Nominating and Election committee), shall appoint all committee chairpersons (except the Nominating and Election Committee, the Community Relations Committee, and the Community Development Committee), shall call all Executive Board Meetings, shall delegate tasks to other officers and committees, shall compile and oversee the meeting agendas, and shall interpret and see that the By-Laws and Robert’s Rules of Order are followed.
Vice President: The Vice President shall serve in the capacity of the President in the President’s absence. In the event of the President’s impeachment, death or resignation, the Vice President shall automatically become President. The Vice President shall contact meeting speakers at the President’s request.
Recording Secretary: The Recording Secretary shall take minutes of all East End Area Council meetings and Executive Board meetings and shall be responsible for all records of Council business, membership sign-in records, committee reports and other important records. and shall have membership cards at all meetings. Council minutes shall be recorded and read or distributed for approval at the next meeting.
Corresponding Secretary: The Corresponding Secretary shall manage mail for the East End Area Council and ensure that it is handed to the appropriate member of the Executive Board. In addition, the Corresponding Secretary shall carry on correspondence as directed by the President. All verbal and written correspondence must first be approved by the President. The Corresponding Secretary shall keep all incoming and out-going correspondence.
Treasurer: The Treasurer shall be responsible for all incoming monies directed to the East End Area Council and their deposit into the appropriate East End Area Council account. In addition, the Treasurer is responsible for the issuance of all checks for duly authorized obligations of the Council as set forth in the budget. All records shall be kept in a ledger available for review by the Executive Board for a yearly audit by the Executive board or any designee of the Executive board who will be required to provide a written report to the East End Area Council. The treasurer shall provide the NSP Chair Program Manager with copies of all invoices and checks related to NSP reimbursable funds for their report to the NSP.
Parliamentarian: The Parliamentarian shall assist the President during meetings, shall interpret and see that the By-Laws and Robert’s Rules of Order are followed, and shall perform such tasks as the President of the Council may direct.
Trustees: The East End Area Council shall have two members-at-large elected to the office of Trustee. Trustee responsibilities include full participation as voting members in the business of the East End Area Council, full participation in the business of the Executive Board and specific duties assigned by the President.
NSP Support Program: The Neighborhood Support Program (NSP) may be a committee of one called the NSP Program Manager. This committee shall supervise project work falling under NSP funding, shall facilitate and coordinate proposals for next year’s NSP monies, shall attend training sessions when available, and shall provide periodic written progress reports to the East End Area Council.
SECTION 2. Guidelines for Holding Office
Guidelines for holding office include:
• Any officer may run for re-election to office.
• No officer can hold more than one office.
SECTION 3. Impeachment
If a quorum of the Executive Board rules by a two-thirds vote that any officer is to acting in the best interest of the Council, said officer shall be impeached (falsification and misrepresentation are two such examples). Any officer of Committee Chairperson who has been impeached by the Board shall not be eligible to hold office or committee chairmanship for a full three (3) years.
SECTION 4. Resignation
Resignation from any office or committee chair shall be presented to the Recording Secretary in writing – all books and material shall be turned into the Recording Secretary at that time.
ARTICLE VI. MEETINGS
SECTION 1. Regular Meetings
Regular meetings will be held on the first Monday of each month at 7:00 pm at a location designated by the President at the previous meeting. Should the first Monday fall on a holiday weekend, the meeting will be held the following Monday.
SECTION 2. Special Meetings
Special meetings may be called at the discretion of the President or by the direction of three members of the Executive Board. Notification must be provided with as much advance notice possible and every good faith effort made to inform all voting members of the special meeting.
SECTION 3. Quorum
Seven (7) A simple majority of voting members present at an East End Area Council Meeting shall constitute a quorum for such meetings.
Five (5) A simple majority of voting members present shall constitute a quorum for an Executive Board Meeting with a minimum of three (3) members present.
ARTICLE VII. EXECUTIVE BOARD
The Executive Board shall consist of elected officers, trustees, and chairpersons for all standing committees.
SECTION 1. Responsibilities
The Executive Board shall recommend policy to the Council, shall have general supervision of the affairs of the Council between its regular meetings, and shall propose a budget in November to be presented to the East End Area Council for consideration and revision, and to then be voted on in December. In addition, the Executive Board shall identify and oversee fund-raising and community-wide efforts to improve the quality of life and appearance of the East End. It is subject to the orders of the Council and none of its acts shall conflict with action taken by the Council.
SECTION 2. Vacancies
Vacancies in any elective office shall be filled by the Executive Board for the interval until the next annual election.
SECTION 3. Meetings
The Executive Board shall meet as needed by the demands of the East End Area Council business. Members missing three (3) meetings during a twelve (12) month period may be removed from the Executive Board.
ARTICLE VIII. COMMITTEES AND THEIR DUTIES
There shall be the following standing committees which are required to give written monthly progress reports. One copy shall be submitted to the Recording Secretary at the Executive Board Meeting and a second copy kept for the committee file to be turned in at the end of each year. The standing committees will coordinate their efforts and activities as directed by the Executive Board.
Welfare and Emergency Help Committee: This Committee shall investigate and report on all matters pertaining to Welfare and Emergency Help for area residents.
NSP: The Neighborhood Support Program Committee may be a committee of one as appointed by the Executive Council. This Committee shall supervise project work falling under NSP funding, shall work on proposals for next year’s NSP monies, shall attend training sessions when available, and shall provide periodic progress reports to the East End Area Council.
Community Relations: The Community Relations Committee shall be responsible for publication and distribution of the community newsletter. The East Ender. The newsletter shall be mailed to all members who order The East Ender and are willing to bear the cost of handling and mailing. Copies will be made available to residents and members through area businesses. In addition, the Community Relations Chair committee will be responsible for any social activities, outreach and educational programs carried out on behalf of the East End Area Council in the neighborhood it serves.
Environment: The Environment Committee shall identify and oversee projects to improve the environment and appearance of the East End. The committee shall be responsible for projects such as the Keep America Beautiful clean up day, work with the City of Cincinnati for removal or resolution of eyesores in the community, and/or landscaping which improves the appearance of the East End or allows enjoyment of the river view. The scope of work shall be identified by the Environmental Committee and approved by the Executive Board.
Community Development: The Community Development Committee shall monitor and oversee, projects within the purview of development plans endorsed by the East End Area Council, shall in cooperation with the City of Cincinnati Liaison, develop and forward to the East End
Area Council responses to the City of Cincinnati requests for input on development and zoning matters and shall identify and encourage new developments that will enhance the value and quality of living in the East End. In addition, the committee will identify and oversee projects to improve the environment and appearance of the East End. The scope of work planned by the Community Development Committee shall be presented to the Executive Board for approval.
City of Cincinnati Liaison: The City of Cincinnati Liaison may be a committee of one. This committee will remain informed and current on any and all City and area–wide matters affecting the East End including but not limited to zoning, planning, transportation, and development and communicate these matters to the Executive Board as needed but at least monthly.
Columbia-Tusculum Liaison: The Columbia-Tusculum Liaison may be a committee of one. This committee will act as the liaison between the East End Area Council and the Columbia-Tusculum Community Council, working to increase communication and cooperation in activities and goals. This committee shall communicate these matters to the Executive Board as needed but at least monthly.
ARTICLE IX. ELECTIONS
SECTION 1. Nominating and Election Committee
• A Nominating and Election Committee consisting of not fewer than three (3) members of the Council shall be named to nominate candidates for election to office for the ensuing year beginning January next.
• The Nominating and Election Committee shall elect a chairperson from among its members.
• The Nominating and Election Committee shall make diligent effort to nominate one or more qualified Members of the Council for each office and shall obtain the consent and commitment to serve of each person nominated.
SECTION 2. Calendar and Responsibilities for the Nominating Process
August – President appoints Nominating and Election Committee.
November – A Nominating and Election Committee shall submit a written report of nominations to the Council at the regular meeting of the Council. After accepting the report of the Nominating and Election Committee, the President shall ask whether there are additional nominations from the Floor. To be valid, each nomination from the Council must have the acceptance and commitment to serve stated by the nominee orally, if the nominee shall be present, or in a written statement of the nominee, if the nominee shall be absent.
December – The Nominating and Election Committee shall oversee the election of officers and their installation. New officers shall be installed the same night as elections are held. Date, place and time of “transfer of records” meeting shall be announced before the close of the election meeting in December.
New Officers will be sworn in by publicly confirming they will fill their position to the utmost of their abilities in accordance with the By-Laws. The swearing may will be led by the current Parliamentarian President or another current officer if the Parliamentarian President is unavailable.
January – As early as possible, transfer of all books, files, and information from old officers to new officers shall be done at a documented meeting. All old officers and all new officers and all old Committee Chairpersons shall attend this “transfer of records” meeting.
ARTICLE X. ANNUAL AUDIT
There shall be an audit of all financial records of the East End Area Council in the month of January of each year every three years. This audit shall be done by some person outside the Council.
ARTICLE XI. AMENDMENTS OF BY-LAWS AND CONSTITUTION
Amendments of this Constitution and By-Laws may be proposed at any regular meeting of the East End Area Council and passed by a two-thirds (2/3) vote of the quorum established members present and voting at the second following regularly scheduled monthly meeting, notice shall have been published in The East Ender the community newsletter.
ARTICLE XII. CONSTITUION AND BY-LAWS
The Constitution and By-Laws of the East End Area Council shall at no time conflict with the laws of the City of Cincinnati, the State of Ohio or the Constitution of the United States of America.
ARTICLE XIII. ORDER OF BUSINESS
Call to Order
Guest Presentations or Reports
Reports of Standing Committees
Reports of Special Committees
Open Forum Adjournment
ARTICLE XIV. PARLIMENTARY AUTHORITY
This Constitution and By-Laws shall govern the East End Area Council. “Roberts’ Rules of Order” shall govern all areas not covered by the East End Area Council Constitution and By-Laws.