Standing Rules
Section I: General. These Standing Rules set forth policies, procedures, and processes to supplement and implement the Bylaws of the East Gateway Coalition of Neighborhood Associations (hereinafter Coalition). These rules are subordinate to the Bylaws, Robert’s Rules of Order, City Ordinances, and other approved legislation; where there are conflicts, those shall prevail. These rules are intended to promote democratic principles, candid interaction within the Coalition, and inclusion of member groups and the public in matters of concern to the Coalition.
Section II: Authorities. Regular Member and Associate Member Representatives are entitled by right to participate in internal debate concerning Coalition matters. Only Officers and Regular Member Representatives may cast votes reflecting their judgment on issues brought before the Coalition. Because the right of every citizen to do as he or she pleases may become incompatible with the collective interest of the Coalition, there must be some rules that restrain the individual for the betterment of the Coalition—these are the parliamentary standards published in Robert’s Rules of Order Newly Revised.
Section III. Duties and Responsibilities. Duties of the elected Officers and the Past President are summarized in the Bylaws. Those are described in more detail below.
President. (To be determined)
Vice President. (To be determined)
Secretary. (To be determined)
Treasurer. (To be determined)
Past President. (To be determined)
Representatives. (To be determined)
Section IV. Meetings. The President shall chair a quarterly meeting of the Coalition, unless exigencies preclude a specific meeting, on the second Thursday of January, April, July, and October at a place to be arranged for by the Secretary. Special meetings may be called as provided in the Bylaws. The President and the Secretary shall, prior to each meeting, prepare and distribute an agenda to Coalition representatives including: (1) guest speakers (if any); (2) Unfinished Business, including the Treasurer’s Report, Minutes of the last meeting, and Committee Reports (if any); and (3) New Business.
The Secretary shall take careful note of participants and all actions taken (not a record of discussions), compile those into Draft Minutes within a reasonable time after the meeting, forward the draft Minutes to the President for review, and distribute Minutes to members of the Coalition and such others as approved by the Coalition on a timely basis.
Section V. Business Procedures. Normal business of the Coalition shall be referred to the responsible Officer or Committee for consideration when it arises for action. If the contemplated action would require review or approval by the Coalition, the responsible Officer or Committee Chair shall inform the President with a summary of the situation and a recommendation for appropriate action.
Any Officer or Regular Member Representative may identify cases in which the need for action cannot await the next meeting of the Coalition and request consideration by the Coalition. The President may request approval by a majority of the Officers and Regular Member Representatives concerning proposed actions in these urgent cases. Alternatively, the President may refer urgent matters to the responsible Officer or Committee Chair. In either case, the responsible individual shall distribute a concise explanation of the situation and proposed action to all of the other Coalition Officers and Regular Member Representatives.
Actions may be moved and voted on in a virtual meeting initiated by the President or responsible Officer or Committee Chair (e.g., e-mail notice, phone or e-mail discussion, recording of votes given by phone or e-mail, archiving of e-mail messages and notes of phone calls with votes). A reasonable time for response shall be set, and a phone and/or e-vote shall be taken by that time. No action shall be taken without approval of a majority of the Officers and Regular Member Representatives.
Section VI. Policies
The Coalition shall not interfere with any Member Association’s actions, execution of association responsibilities, or individual’s rights or responsibilities. For example, the Coalition shall not act in any manner concerning enforcement of Covenants, disagreements between or among Member Associations, or other matters of concern only to a Member Association.
The Coalition shall… (To be determined)
The Coalition shall not… (To be determined)
Section VII. Financial Approvals. The Treasurer may approve reasonable and documented reimbursements of expenditures up to $XX so long as only one expenditure applies—expenses exceeding that amount, even if divided or split, shall require additional review and approval. The President is authorized to approve (a) reasonable and documented reimbursements and expenditures up to $YY, within the conditions above, and (b) all legal expenses (if any). The Treasurer and the President may refer individual invoices or other bills to the Coalition for consideration. The Coalition reserves the authority to approve reimbursements and expenditures in excess of $YY, except for legal fees.
Section VIII. Committees. Committees shall be authorized by the Coalition. The President shall appoint committee chairs and members. Committees shall not act for or in the name of the Coalition unless specifically approved at the time of creation of the committee; normally, committee recommendations shall be submitted to the Coalition for approval or other action.
Section IX. Web Site and e-Mail. The Coalition shall maintain a public access web site to publish information (e.g., Bylaws, organization with links to contact officers, newsletters, most recent agenda, meeting minutes, summary of each current challenge/issue, links to government sites) relevant to the Coalition. The President shall appoint a web master and approve all postings. The appointed web master shall be responsible for the general appearance and functioning of the web site. Each Officer shall be listed by name, with a link provided for users of the site to send e-mail messages to any Officer. Except for that provision, e-mail addresses of Officers and Members shall be protected in such a manner as to preserve the privacy of their addresses from others (e.g., by using the bcc: function to hide addresses) unless individuals waive their privacy to provide access to Members, government officials, or other interested parties.
Section X. Suspension, Amendment, or Revision. Any provision of the Standing Rules may be temporarily suspended, amended, or rescinded by a majority vote of officers and regular member representatives.
Section I: General. These Standing Rules set forth policies, procedures, and processes to supplement and implement the Bylaws of the East Gateway Coalition of Neighborhood Associations (hereinafter Coalition). These rules are subordinate to the Bylaws, Robert’s Rules of Order, City Ordinances, and other approved legislation; where there are conflicts, those shall prevail. These rules are intended to promote democratic principles, candid interaction within the Coalition, and inclusion of member groups and the public in matters of concern to the Coalition.
Section II: Authorities. Regular Member and Associate Member Representatives are entitled by right to participate in internal debate concerning Coalition matters. Only Officers and Regular Member Representatives may cast votes reflecting their judgment on issues brought before the Coalition. Because the right of every citizen to do as he or she pleases may become incompatible with the collective interest of the Coalition, there must be some rules that restrain the individual for the betterment of the Coalition—these are the parliamentary standards published in Robert’s Rules of Order Newly Revised.
Section III. Duties and Responsibilities. Duties of the elected Officers and the Past President are summarized in the Bylaws. Those are described in more detail below.
President. (To be determined)
Vice President. (To be determined)
Secretary. (To be determined)
Treasurer. (To be determined)
Past President. (To be determined)
Representatives. (To be determined)
Section IV. Meetings. The President shall chair a quarterly meeting of the Coalition, unless exigencies preclude a specific meeting, on the second Thursday of January, April, July, and October at a place to be arranged for by the Secretary. Special meetings may be called as provided in the Bylaws. The President and the Secretary shall, prior to each meeting, prepare and distribute an agenda to Coalition representatives including: (1) guest speakers (if any); (2) Unfinished Business, including the Treasurer’s Report, Minutes of the last meeting, and Committee Reports (if any); and (3) New Business.
The Secretary shall take careful note of participants and all actions taken (not a record of discussions), compile those into Draft Minutes within a reasonable time after the meeting, forward the draft Minutes to the President for review, and distribute Minutes to members of the Coalition and such others as approved by the Coalition on a timely basis.
Section V. Business Procedures. Normal business of the Coalition shall be referred to the responsible Officer or Committee for consideration when it arises for action. If the contemplated action would require review or approval by the Coalition, the responsible Officer or Committee Chair shall inform the President with a summary of the situation and a recommendation for appropriate action.
Any Officer or Regular Member Representative may identify cases in which the need for action cannot await the next meeting of the Coalition and request consideration by the Coalition. The President may request approval by a majority of the Officers and Regular Member Representatives concerning proposed actions in these urgent cases. Alternatively, the President may refer urgent matters to the responsible Officer or Committee Chair. In either case, the responsible individual shall distribute a concise explanation of the situation and proposed action to all of the other Coalition Officers and Regular Member Representatives.
Actions may be moved and voted on in a virtual meeting initiated by the President or responsible Officer or Committee Chair (e.g., e-mail notice, phone or e-mail discussion, recording of votes given by phone or e-mail, archiving of e-mail messages and notes of phone calls with votes). A reasonable time for response shall be set, and a phone and/or e-vote shall be taken by that time. No action shall be taken without approval of a majority of the Officers and Regular Member Representatives.
Section VI. Policies
The Coalition shall not interfere with any Member Association’s actions, execution of association responsibilities, or individual’s rights or responsibilities. For example, the Coalition shall not act in any manner concerning enforcement of Covenants, disagreements between or among Member Associations, or other matters of concern only to a Member Association.
The Coalition shall… (To be determined)
The Coalition shall not… (To be determined)
Section VII. Financial Approvals. The Treasurer may approve reasonable and documented reimbursements of expenditures up to $XX so long as only one expenditure applies—expenses exceeding that amount, even if divided or split, shall require additional review and approval. The President is authorized to approve (a) reasonable and documented reimbursements and expenditures up to $YY, within the conditions above, and (b) all legal expenses (if any). The Treasurer and the President may refer individual invoices or other bills to the Coalition for consideration. The Coalition reserves the authority to approve reimbursements and expenditures in excess of $YY, except for legal fees.
Section VIII. Committees. Committees shall be authorized by the Coalition. The President shall appoint committee chairs and members. Committees shall not act for or in the name of the Coalition unless specifically approved at the time of creation of the committee; normally, committee recommendations shall be submitted to the Coalition for approval or other action.
Section IX. Web Site and e-Mail. The Coalition shall maintain a public access web site to publish information (e.g., Bylaws, organization with links to contact officers, newsletters, most recent agenda, meeting minutes, summary of each current challenge/issue, links to government sites) relevant to the Coalition. The President shall appoint a web master and approve all postings. The appointed web master shall be responsible for the general appearance and functioning of the web site. Each Officer shall be listed by name, with a link provided for users of the site to send e-mail messages to any Officer. Except for that provision, e-mail addresses of Officers and Members shall be protected in such a manner as to preserve the privacy of their addresses from others (e.g., by using the bcc: function to hide addresses) unless individuals waive their privacy to provide access to Members, government officials, or other interested parties.
Section X. Suspension, Amendment, or Revision. Any provision of the Standing Rules may be temporarily suspended, amended, or rescinded by a majority vote of officers and regular member representatives.
East Gateway Coalition Standing Rules
Revised: March 7, 2007
