Southside Wellness Coalition Bylaws

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Bylaws

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Article I: Name
The name of this coalition shall be the Southside Wellness Coalition, hereinafter referred to as SWC or Coalition.

Article II: Purpose
Vision: The SWC is committed to a safe, secure, healthy, prosperous and drug free community.

Mission: Collaborating with local resources and partnerships to foster wellness and a drug-free community for our youth, adults and families.

Article III: Offices
The principal office for the SWC shall be located within the SWC service region.

Article IV: Coalition Membership
The members of the SWC shall consist of public and private sector representatives, community members and youth of the counties of Brunswick, Halifax and Mecklenburg, Virginia who agree with the purpose of the Coalition as described in Article II and contribute to the Coalition as outlined in the Coalition Membership Agreement.

The Coalition will not discriminate, or otherwise base any matter regarding employment, appointment, election as an officer, or membership on the basis of race, color, national origin, disability, age, gender, religion, sexual orientation, or political affiliation.

Southside Wellness Coalition (SWC) members are defined as individuals who have completed and submitted an SWC Membership Agreement.

Members may represent themselves as concerned citizens, organization representative(s), or particular community sector(s) representatives, or any combination of these categories. SWC members will re-commit to SWC membership and update their SWC Membership Agreements at least annually. SWC Membership Agreements may be submitted/reconfirmed through paper or electronic process throughout the year.

Section 1. Coalition Leadership
The Leadership Team of SWC shall consist of up to eight elected members and a designated representative of the Fiscal Agent.

Coalition members shall elect half of the Leadership Team, except the designated fiscal agent representative, at the annual January meeting.

If the election of the Leadership Team Members is not held at such meeting, such election shall be held as soon thereafter as is convenient.

Each Leadership Team member shall hold office for a two-year term or until his or her successor has been duly elected/appointed.

Fiscal Agent is a permanent non-elected member of the Leadership Team.

Vacancies on the Leadership Team will be appointed by and approved by the Leadership Team from SWC membership to fill the unexpired term.

Section 2. Organizational Structure
Officers will be appointed by and voted upon by the Leadership Team following the results of the yearly elections. Positions appointed will be at the discretion of the Leadership Team based on the needs of the Coalition and the communities served.

Leadership Team Officer positions and associated duties (as needed) are as follows:

A. Chair:

  1. Preside at the monthly meetings of SWC.
  2. Work with the SWC Leadership Team in organizing an agenda for monthly and special event planning meetings, workshops and/or conferences.
  3. Work with the Leadership Team of the SWC in oversight, development and implementation of best practices and evidence-based strategies.
  4. Represent SWC, as needed, at various local agency functions.
  5. When possible, make presentations concerning SWC activities and business to local organizations.
  6. When possible, attend conferences, workshops, and trainings required by funding sponsors. If unable to attend these events, ensure that a representative of SWC is present.
  7. Provide signature, as a Leadership Team member of SWC, for necessary documents.

B. Vice-Chair:

  1. Preside over monthly meetings of SWC in the event the Chair is not present.
  2. Work with the Leadership team of SWC in oversight, development and implementation of best practices and evidence-based strategies.
  3. Represent SWC, as needed, at various local agency functions.
  4. When possible, attend conferences, workshops, and trainings required by funding sponsors. If unable to attend these events, ensure that a representative of SWC is present.
  5. Provide signature, as a Leadership Team member of SWC, for necessary documents.

C. Co-Chairs (Chair and Vice Chair may serve as Co-Chairs instead of holding separate positions):

  1. Preside or Co-Preside at the monthly meetings of SWC.
  2. Work with the SWC Leadership Team in organizing an agenda for monthly and special event planning meetings, workshops and/or conferences.
  3. Work with the Leadership Team of the SWC in oversight, development and implementation of best practices and evidence-based strategies.
  4. Represent SWC, as needed, at various local agency functions.
  5. When possible, make presentations concerning SWC activities and business to local organizations.
  6. When possible, attend conferences, workshops, and trainings required by funding sponsors. If unable to attend these events, ensure that a representative of SWC is present.
  7. Provide signature, as a Leadership Team member of SWC, for necessary documents.
  8. Work closely with each other in fulfillment of Co-Chair responsibilities.

D. Secretary:

  1. Work with the Leadership team of SWC in oversight, development and implementation of best practices and evidence-based strategies.
  2. Work with the Fiscal Agent to keep written records of meetings and distribute coalition meeting minutes to active coalition membership.
  3. Assist the Fiscal Agent in notifying active coalition membership regarding upcoming coalition meetings.
  4. Assist in keeping SWC By-Laws and other related governance documents (i.e. Coalition Involvement Agreements and Financial Reports) accessible at SWC meetings.
  5. Represent SWC, as needed, at various local agency functions.
  6. When possible, attend conferences, workshops, and trainings required by funding sponsors. If unable to attend these events, ensure that a representative of SWC is present.
  7. Provide signature, as a Leadership Team member of SWC, for necessary documents.

E. Treasurer:

  1. Oversee the financial affairs of SWC for funds outside the fiscal agent’s responsibility.
  2. Work closely with the fiscal agent so that fiscal reporting is easily combined and inclusive of the Coalition’s fiscal needs and responsibilities as it pertains to overall funding.
  3. Establish and operate, for use of SWC, a separate bank account not overseen by the fiscal agent or assist the fiscal agent with maintaining a separate budget fund for outside funding.
  4. Disburse funds from the Account outside the fiscal agent’s responsibility at the request of SWC after the Coalition has provided a written disbursement request signed by two
    authorized Leadership Team Members of the Coalition.
  5. Prepare and submit a SWC monthly statement of revenue and disbursements, as well as prospective funds due but pending outside the fiscal agent’s responsibility. Provide an end-of-the-grant statement, if applicable.
  6. Prepare financial documentation for required grant reporting outside of the fiscal agent’s responsibility.

F. Leadership Team Members:

  1. Work with the Leadership team of SWC in oversight, development and implementation of best practices and evidence-based strategies.
  2. Represent SWC, as needed, at various local agency functions.
  3. When possible, attend conferences, workshops, and trainings required by funding sponsors. If unable to attend these events, ensure that a representative of SWC is present.

G. Fiscal Agent:

  1. Acknowledge that SWC is an independent entity and has responsibility to develop its own policies, programs, resource development plan, and services.
  2. Designate a representative to attend SWC meetings.
  3. Prepare and submit a SWC monthly statement of revenue and disbursements as well as prospective funds due but pending. Provide an end-of-the-grant statement, if
    applicable.
  4. Establish and operate, for use of SWC, a separate bank account or designated account segregated on the Fiscal Agent’s books.
  5. Ensure SWC funds are not co-mingled with the Fiscal Agent’s operating funds.
  6. Maintain financial records according to generally accepted accounting principles (Standards of Accounting and Fiscal Reporting of the American Institute of Certified Public Accountants) and track multiple funding sources. Retain records as long as required for annual audit and as long as Internal Revenue Service (IRS) regulations require.
  7. Disburse funds from the Account at the request of SWC after the Coalition has provided a written disbursement request signed by two authorized Leadership Team Members of the Coalition.
  8. Work closely with the treasurer so that fiscal reporting is easily combined and inclusive of the Coalition’s fiscal needs and responsibilities as it pertains to overall funding.

Each Leadership Team Member shall have such powers and shall perform such duties as may from time to time be specified in resolution or other directives of the Coalition membership. In the absence of such specification, each Leadership Team Member shall have the powers and authority and shall perform and discharge the duties of Officers of the same title serving in nonprofit Coalitions having the same or similar general purposes and objectives as SWC.

Removal/Vacancy of Leadership Team Member:
Through a 2/3 majority vote by the Leadership Team, any Leadership Team Member may be brought before the SWC for a removal vote whenever in its judgement the best interests of the Coalition would be served thereby. A simple Coalition majority (50% plus (1) one) would be required.

Removal could be for lack of appropriate representation, lack of attendance/participation, misrepresenting the Coalition or engaging in unethical or illegal behavior.

A vacancy in the Leadership Team because of death, resignation, removal, disqualification or otherwise shall be filled by nomination and appointment by the Leadership Team to serve the remaining portion of the vacated term.

Article V: Decision Making

SWC decisions shall be made by voting as described in the next paragraph and elsewhere in this document for specific circumstances. Otherwise SWC Leadership Team and General Membership decisions will be made by consensus, meaning a decision following discussion of options and consideration of all expressed viewpoints, financial constraints, and the SWC vision and mission.

Article VI: Voting

Voting of SWC shall consist of a simple majority (fifty percent plus one) of SWC members with a current SWC Membership Agreement on record. Proxy votes are not allowed.

Each member of SWC shall have one vote. A simple majority vote (50% plus (1) one) of those voting, either in person, via teleconference or other electronic means, shall be
sufficient on any proposition presented and acted upon, except as may be otherwise provided by these By-laws. Electronic Voting must be facilitated by the Fiscal Agent.

The Leadership Team shall make vote results available to SWC members. In the event of a tie vote, the Chair/Co-Chair will make a motion to reconsider the vote. If a tie vote persists, the fiscal agent shall vote to break the tie.

Article VII: Work Groups
The SWC Leadership Team will establish SWC Work Groups to encompass and support SWC strategic plans that advance the SWC vision and mission. SWC Work Groups will be organized as needed; changed as needed; and named according to function as Work Groups, Special Activity Teams, Steering Committees, or other descriptive names. Work Groups will address Coalition priorities that also meet community needs such as, but not limited to: administration / infrastructure; finance / resource development; membership expansion; media / public relations; outreach to target populations; and special events / activities.

At a minimum, each SWC Work Group will include a chair, a recorder, and at least one additional SWC member.

Additional operational procedures will be established by the Leadership Team to facilitate Work Group decision making and communications to the Leadership Team and SWC members.

Article VIII: Records
SWC shall keep correct and complete minutes of the proceedings of its Coalition meetings.

Article IX: Fiscal Year

The fiscal year of the SWC shall be January 1 through December 31.

Article X: Waiver of Notice

Whenever any notice is required to be given under the provisions of the laws of Virginia, or under the provisions of the By-Laws of the Coalition, a waiver thereof in writing signed by the person or persons entitled to such notice whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.

Article XI: Amendment of By-Laws
These By-Laws may be altered, amended, or repealed, and new ByLaws may be adopted by a majority vote of members per Article V of these By-Laws. At least three business days written notice of intention to alter, amend, appeal, or to adopt new By-Laws will be provided to current members.