Cambrian Community Council

Bylaws

 

~Your Avenue To A Better Community ~

Last Update 3rd March 2003

 

 

Table of Contents

 

Section Page

 

Preamble 1

 

Article I - Representation 2

 

Article II - Terms of Office 2

 

Article III - Election Procedures 3

 

Article IV - Meetings 4

 

Article V - Amendments to the Bylaws 5

 

Article VI - Parliamentary Authority 6

 

Article VII - Committees 7

 

Appendix A - Council District Map 8

 

 

Preamble Top

The Cambrian Community Council was established in 1983 under the sponsorship of Supervisor Rod Diridon, Senior to preserve and enhance the quality of life in the Cambrian Area. As a Nonpartisan body, we are united in our resolve to provide an open forum for citizen expression. In conjunction with our forum, we are resolved to establish and maintain effective lines of communication among Cambrian residents, Local Businesses, the City of San Jose, County of Santa Clara and State Agencies. Using the vehicle of open dialogue, we hope to ascertain the concerns of our Citizens, gather the best information for analysis of those concerns, and forward our conclusions to government offices and/or other organizations.

 

 

Article I - Representation Top

A. The Cambrian Community Council shall be comprised of a total number of thirteen (13) members of the Community. Council Seats shall be allocated as follows:
Six (6) Members, one from each Geographic District
Seven (7) Community Members, chosen at Large.
B. The six (6) District Representatives shall reside in the districts they represent as depicted on the map attached hereto as Appendix “A”.
C. The seven (7) Community Members at Large shall be designated as Members One (1) through seven (7) and ideally should be reflective of those communities’ interest groups and balanced geographically.
D. The Council Members shall elect one (1) Council Member to serve as Chairperson, and one (1) Council Member to serve as Vice-Chairperson. . The Chairperson shall conduct meetings and otherwise direct and coordinate activities of the Council. The Vice-Chairperson shall perform the duties of the Chairperson when the Chairperson is unable to perform his or her duties. The position of Secretary shall be filled by a volunteer from the Council. The Secretary shall record the minutes of all Council meetings.

 

 

Article II - Terms of Office Top

A. Pursuant to
Article III, Election Procedures
the terms of all council members shall be two (2) calendar years. Representatives of even numbered districts and the even numbered Community Members at Large shall be elected to serve in even numbered years and the Representatives of odd numbered districts and the odd numbered Community Members at Large shall be elected to serve in odd numbered years
B. Upon application and a majority vote of the Council, Council Members may succeed themselves.
C. The Chairperson and Vice-Chairperson shall serve for one (1) calendar year and, by election pursuant to Article III, may succeed themselves.
D. The Chairperson shall declare a vacancy when:

1. A District Representative moves outside of the district represented by the person.

2. A Council member misses three (3) consecutive meetings without notifying the Council as to the cause of absence.

3. A Council member resigns or cannot serve.

E. Upon declaration of a vacancy of a Council Member seat, the Chairperson shall invite applications for the vacant seat and shall direct the Nominating Committee to submit names of people to fill the vacant seat. Upon receiving a majority vote of the council, nominees shall serve the remainder of the vacated term.
F. Upon declaration of a vacancy of the Chairperson, the Vice-Chairperson shall take the position of Chairperson for the remainder of the term of office and shall call for immediate nominations and election of a new Vice-Chairperson to serve the remainder of that term of office.
G. Upon declaration of a vacancy of the Vice-Chairperson, the Chairperson shall call for immediate nominations and election of a Vice-Chairperson to serve the remainder of the term of office.

 

 

Article III - Election Procedures Top

A. Elections shall be made by majority vote and the elections of Council Members, Chairperson and Vice-Chairperson shall be held at the conclusion of old business during the regular meeting in December or following the declaration of a vacancy.
B. At the first regular meeting of the new Council, the Chairperson shall appoint a Nominating Committee consisting of two (2) District Representatives, two (2) Community Members at Large and the Council Chairperson.
C. The Nominating Committee shall announce the calling of the election of Council Members at the regularly scheduled monthly Council meeting at least three (3) months [No later than the September meeting for annual elections] prior to the monthly meeting set for the election.
D. Applicants for Council Member seats shall submit their statements of qualifications and interest to the Chairperson of the Nominating Committee at the monthly meeting two (2) months [No later than the October meeting for annual elections] prior to the monthly meeting set for the election. A call for nominations for candidates from the floor shall also be made at that meeting.
E. The Nominating Committee shall interview the applicants and then submit the names of the applicants to the Council Members at the monthly meeting preceding the meeting set for the election [No later than the November meeting for annual elections].
F. Upon receiving majority approval of the previous Council, the newly elected Council Members shall take their seats at the following January Council meeting. If the seat to which they are elected is vacant, the newly elected Council Members may immediately take their seat following their election.
G. At the December Council meeting following the election of Council Members, the seated Council Members shall, by nominations made by the Seated Council and by the casting of secret ballots, elect a Chairperson and a Vice-Chairperson from members of the currently seated Council. The Chairperson and Vice-Chairperson elected shall take office at the January meeting.

 

 

Article IV - Meetings Top

A. Regular meetings shall be held monthly unless change is designated by the Council.
B. Special meetings may be called by the Chair.
C. All meetings shall be open to the public and publicly noticed by available means.
D. A quorum shall consist of one half (1/2) of the seated members, plus one.
E. A majority vote shall consist of at least one half (1/2) of the seated members, plus one.
F. A seated member is defined as an elected Member in good standing.
G. The Council must have a minimum of six (6) elected seated Members in good standing to act in the name of the Cambrian Community Council. In the event the number of seated Members in good standing falls to less than six (6), the Chair will declare a six-month period in which the Council may act with less than six (6) and all Council Members will concentrate on filling vacancies. If the minimum number of seats are not filled within the six-month period, all action of the Council shall be suspended except recruitment and elections until seats can be filled.
H. Absentee Voting: When there is an urgent matter before the Council that requires a vote and a seated Member in good standing cannot for good reason personally attend the meeting, (eg. a member is required to be at multiple meetings on the same time ) the absent member in good standing may provide a written absentee vote.
I. “Time of The Essence” Special Meetings: Upon a showing that “time is of the essence” because a matter cannot wait until the next regularly scheduled meeting of the Council, a Special Meeting may be called by a Member in good standing and such member shall have the responsibility to communicate with all seated Council members by whatever means convenient. The calling Member shall state the nature of emergency that causes the matter to require “time of the essence” action and give a full disclosure of the issue requiring action. Council members may cast their vote at that time.
The calling member shall report the final vote to the Chair or Vice-chair before action. Such “Time of The Essence” Special Meeting shall be reported at the next regular Council meeting and shall be ratified by a vote of the Council before the public.
J. The business at all meetings of the Cambrian Community Council shall include the following:

1. Call to order and salute to the American flag.

2. Roll call and introductions

3. Approval of minutes

4. Comments for the Good of Cambrian not on the Agenda

5. City, County Updates not on the Agenda

6. Unfinished Business

7. New Business

8. Council Member & Committee Reports

9. Future Agenda Items

10. Adjournment

 

 

 

Article V - Amendments to the Bylaws Top

A. Proposed Amendments to the By-Laws shall be circulated to the Council Members at the meeting in advance of the date of the meeting at which they are to be voted on.
B. Passage of Amendments to the By-Laws requires a two-thirds (2/3) vote of the seated Council Members.
C. By-laws may not be changed during the six month “vacancy” period declared by the chair in Article IV, Section 6.

 

 

Article VI - Parliamentary Authority Top

A. Roberts Rules of Order, Revised shall be the Parliamentary authority for the Cambrian Community Council in all cases where they are applicable and not inconsistent with these By-laws, the By-Laws taking precedence.
B. Position statements and/or correspondences that are issued based upon approval by a majority of the Council Members shall be furnished to all Members and be available to the public.

 

 

Article VII - Committees Top

A. Committees of the Cambrian Community Council may be formed at the direction of the Chairperson to assist the Council in addressing or focusing on a specific problem or issue of concern. All committees are advisory groups to the Council and consequently may not represent or act on behalf of the Council without its approval by majority vote.
B. Committees will be chaired or co-chaired by a current Cambrian Community Council member in good standing.
C. Committees will consist of at least two members of the Cambrian Community Council and may include one or more members of interested community volunteers.
D. There will be an odd number of committee members whenever possible.
E. A committee may be dissolved at the direction of the Chairperson of the Council with the approval by majority vote of a quorum of the Council.
F. The Chairperson of the Council is an ex-officio member of all committees of which he/she is not already a committee member.
G. The Committee Chairperson or Co-Chairperson(s) will report on the committee’s activities and significant events connected to the problem or concern for which the committee was formed at each Council meeting. The committee Chairperson or Co-Chairpersons will inform the Council Chairperson and Members on a timely basis of these activities and significant events occurring between Council meetings.
H. Committee meetings will be open to the general public.
Special ‘working sessions’ and/or emergency sessions and meetings may occur as needed and be closed without notification to the public, but with notification to the Chairperson.

 

 

Appendix A - Council District Map Top