Sun Village Town Council Sun Village, California 93543 BY LAWS ARTICLE I- NAME The name of the organization shall be the “Sun Village Town Council” (Council). ARTICLE I - PURPOSE AND OBJECTIVES Section 1. The Council shall provide an open forum for the members of the community to express their interest, ideas, and issues. To maintain the quality of rural community living; to act as a representative of the community in dealing with outside interests; and to preserve the uniqueness and character of the Sun Village community, and to fulfill the purpose of the council. Section 2. The Objectives /Responsibilities of the council shall be to: a. Assist and serve the Sun Village community, assuring that the plans, programs and objectives of the council are fulfilled. b. To instill in the membership of the Council and appreciation of the history principles and development of the Sun Village Community. ©. Serve as liaison between the Community and outside interest, and Local entities, ensuring communications regarding programs and policies are disseminated timely and adequately; 4. Coordinate, unify and harmonize the work of the council, by receiving, compiling and forwarding reports and channeling information to the Community. ¢. Facilitate the partnering of the Council with the State and Local Government, Community Agencies and resources; {, Develop and maintain cooperative relationships with Local Organizations, and the general public. 8 Develop and implement a public policy advocacy program, and coordinate the advocacy program with the Community h. Develop and monitor annual budget and ensure financial policy is adequate and fair. i. Facilitate the Council’s commitment to work through out the Community, for short term or other assignments related to the growth in a healthy and safe environment. i, Coordinate study programs and related events for the Sun Village Community. k. Develop and conduct leadership training sessions for officers and others in leadership development, and produce related training materials; 1. Develop forums and other sessions to support and strengthen the work of the Couneil, or its areas, and the Community. m, Periodically monitor, review and evaluate programs, initiatives and other work of the Council’s areas, and Local Agencies to assure a healthy and safe environment.Bylaws-Cont. pg.2 n, Propose to the Community, a plan to review, monitor and report on implemented programs and activities and the progress toward meeting the goals of the Sun Village Community, in connection with State and Local Government. . Maintain accurate and adequate records. p. Sponsor special events for the Council, when appropriate. ARTICLE III — JURISDICTION Section 1. The Sun Village Town Council shall preside over the area so known as The Sun Village Community. Section 2. Town Boundary: From the intersection of the city of Palmdale boundary with 70" Street East and Avenue P-8; East on Avenue P-8 to 80" Street East; South on 80" Street East to Avenue Q; East on Avenue Q to 170" Street East; South on 170" Street East to Palmdale Boulevard; East on Palmdale Boulevard to 215" Street East; South on 215" Street East to Avenue T; West on Avenue T to 165" Street East; South on 165 Street East to Avenue T-4; West on Avenue T-4 to 106" Street East; North on 106" Street East to Avenue T; West on Avenue T to 70" Street East; North on 70" Street East following the City of Palmdale boundary northeasterly to the intersection of 70" Street East and Avenue P-8. ARTICLE IV - MEMBERSHIP Section I. Membership of the Council shall be comprised of all residents and property ‘owners of the community 18 years or older in good and regular standing in the Sun Village Community. They will be recognized as the members at large. Anyone, whose name appears on the title of property within the designated boundaries, Section 2. The voting membership of the council shall consist of the (7) elected council members, and (2) alternant /delegate council members. The alternant/delegate vote is counted only in the absence of the elected member they représent. 7 ARTICLE V - OFFICERS Section 1. The Council “Board of Directors” or Executive Board shall consist of the (7) seven elected officers to the SVTC (Council): a. President b. Vice President c. Recording Secretary d. Corresponding Secretary e. Treasurer f. Parliamentarian Section 2. The officers of which may be appointed by the Presidents are: a. Chaplain b. Editor c. HistorianBylaws- Cont. Pg.3 Section 3. The elected officers shall assume office when appointed and swom in by the Supervisor of the 5" District of the County of Los Angeles. ‘Section4. The Supervisor of the 5" District of the County of Los Angeles or his or her designee shall be recognized as a Connectional Officer of the Council, an ex officio member of the General Board, and as a Sun Village Town Council member at large. © The President is the highest office of the Board. The duties of the President are to preside over all regular scheduled Town Council meetings, Board meetings, special “Call meetings”, or Emergency meetings. The President shall also be responsible for such other duties as may be usual and customary to the position and which may be assigned from time to time by the Executive Board and directives approved by the Executive Board. © The President shall appoint chairpersons of all Standing and Ad Hoc Committees. The president is an ex-officio member of all committees except the Nominating Committee and should be advised of time and place for all meetings. © The duties of the Vice President shall be those of the President when the President is not in attendance, or when it has been determined by the Executive Board that the President can no longer perform his/her duties. The Vice President shall coordinate such program as are assigned by the President. © The duties of the Secretary are: 1. To keep a record of all the proceedings of the Council- the minutes. 2. To keep on file all committee reports. 3. To keep the Council’s official membership roll, and are responsible of keeping an accurate attendance record, (unless another officer or staff member has this duty); and to call the roll where it is required. 4, To make the minutes and records available to members upon request. 5. To notify officers, committee members, and delegates of their election or appointment, to furnish committees with what ever documents are required for the performance of their duties, and to have on hand at each meeting a list of all existing committees and their members. 6. To furnish all Council Board Members with credentials. 7. To sign all certified copies of acts of the Council, unless otherwise specified by bylaws. 8. To maintain record book(s) in which the bylaws, special rules of order, standing rules, and minutes are entered, with any amendments to those documents properly recorded, and to have the current record book(s) on hand at every meeting. 9. To conduct the general correspondence that is not a function proper to other offices or to committees. 10. To prepare prior to each meeting, an order of business for the use of the presiding officer, showing in their exact order, under the correct headings, all matters known in advance that are due to come up, and shall prepare for the presiding officer a Statement of unfinished business to come before the meeting, and a report of the executive board and if applicable, the times for which they are set,Bylaws-Cont. Pg.4 11. In the absence of the President, and the Vice President, the secretary shall call the meeting to order and preside until the immediate election of a chairman Pro-tem. In the absence of the Secretary, a secretary pro tem should be elected; the corresponding, financial, or executive secretary office is not an automatic replacement. Read all official correspondence, of official character, that is normally read by the recording secretary and not by the corresponding secretary. 12. The Secretary shall hold the bond, of the Treasurer and the Financial Secretary. ARTICLE V I— QUALIFICATIONS OF OFFICERS AND MEMBERS ‘Section 1. Al Officers of the Sun Village Town Council shall be in good and regular standing. The President of the Council shall possess such qualifications and fitness as shall entitle and qualify him/her to sit on the board as a member of the Sun Village Town Council. ‘Section 2. All Candidates seeking an office on the Sun Village Town Council board must be registered and have attended (1) yr of prior meetings. Section 3. All persons seeking an elected office must submit a “Letter of Intent” with qualifications signed by the Executive Board of the SVTC. The letter must be sent by certified mail and postmarked by the designated deadline date. The deadline date will constitute the close of all nominations submitted to the Nominating Committee. Section 4. All qualifications are subject to verifications. All verifications must be received prior to placing an individual’s name of the voting ballot. Section 5. Any candidate seeking the office of Recording Secretary, Assistant Recording Secretary, and/or Corresponding Secretary must be literate in basic computer technology. A working knowledge in current word processing applications is essential. Section 6. Any candidate seeking the office of Treasurer or Financial Secretary must have experience in financial management, including but not limited to, the areas of accounting, bookkeeping, finance or economics, or equivalent training and/or experience. ARTICLE VII —- ELECTION OF OFFICERS ‘Section 1. The Chair of the commissioned nominating committee or his or her designee shall conduct the election. Section 2. Notice of filling a vacancy must be given to the members of the body that will elect the person to fill it. Section 3. The Board of Directors/Executive Board shall make a public slate of the candidates running for office on the Sun Village Town Council in the month of March for the scheduled election. Section 4. All elected officers shall be elected by ballot and a majority vote shall elect. Any other method other than by ballot shall be declared null and void by the Council. Section 5. Elections shall be held every (2) two years. Ballots are made public at the Sun Village Town Council elections in the month of March. Section 6. The Sun Village Town Council Officers “shall hold office for a term of (3) year(s), or until their successors are elected.Bylaws-Cont. Pg.5 ‘Section 7. For the purpose of determining eligibility to continue in a office under such provision, an officer who has served more that half a term is considered to have served a fall term in that office. Section 8. Nominees seeking election to the Sun Village Town Council board, must be members of good and regular attendance, and must be a resident of (2) two years and live in the Sun village Town Council boundaries. Section 9. Nominations for the elected office on the SVTC may be taken from the floor at the Town Council Meeting prior to the close of nominations, or they may be sent to the Secretary of the Executive Board at any time prior to the close of nominations in the month of February. Section 10. If the nominee seeking election for a Board Office on the Sun Village Town Council is a member, or a Board officer of any other Town Council, and or holds any other public office, there must have be a cooling off period of (1) one year after resignation or removal from the previous council before becoming eligible to be elected to the Sun Village Town Council Board. ARTICLE VIII — MEETINGS ‘Section I. The “Council” shall hold regular monthly meetings on the (4" fourth Monday of the month. The meeting date may be changed with a 2/3 two-third of the Council’s vote. Section 2. The Executive Board shall hold at least (1) annual meeting. The President will schedule the meeting. The board shall hold election of officers, make annual reports, and plan future direction of the Council. ‘Section3. Special meetings of the Board may be Called at anytime by the President upon written notification at least (10) days prior to such meeting. Section 4. The President along with (4) four Executive Board officers may call an Emergency Community Meeting to conduct emergency business of the community. ‘Section 5. There shall be no meetings closed to the Public. ARTICLE [IX — EXECUTIVE BOARD Section 1. The Executive Board/Board of Directors is comprised of the (7) seven elected officers of the Sun Village Town Council, and the appointed Chairman of the Standing Committee. (Article V, Sec.1) Section 2. The Executive Board shall hold at least (1) annual mecting. The President will schedule the meeting. The election of officers for the Board shall be held at the annual meeting, and make annual reports, and plan future direction of the Council. ‘Section 3. The Executive Board or Board of Directors shall be empowered to act for the community when necessary between its regular meetings, and in some cases to have complete control over certain phases of the Council’s business. Section 4. The Executive Board shall conduct, manage and direct the affairs of the Council; make rules, regulations and judgments, necessary for the operation of the Council with community input.Bylaws-Cont. Pg.6 Section 5. A Quorum shall consist of (4) four elected members of the board present. ‘Section 6. The elected officers of the Sun Village Town Council Board shall serve no more than (6) consecutive years in the same Executive Board office. The newly elected officers shall assume the duties of their office upon installation. The transitional period to reconcile files, records, and check inventories before transferring them to the incoming officers shall not exceed a period of sixty (60) calendar days. Section 7. The records of all board officers handling finances shall be audited by an intemal auditing entity, which shall report its findings to the Executive Board during the annual meeting of the Executive Board. Section 8. Any officer seeking the office of Recording Secretary, Assistant Recording Secretary, and/or Corresponding Secretary must be literate in basic computer technology. A working knowledge in current word processing applications is essential. Section 9. Any officer seeking the office of Treasurer or Financial Secretary must have experience in financial management, including but not limited to, the areas of accounting, bookkeeping, finance or economics, or equivalent training and/or experience. ARTICLE X- COMMITTEES ‘SectionI. All Committees shall be appointed by the President and approved by the Executive Board. Section 2. The President of the Sun Village Town Council may appoint Ad Hoc Committee, however, when Ad Hoc Committee is appointed, its function must be specified and procedures established for its functioning. Section 3. The Finance Committee of the Sun Village Town Council must submit annual report at the annual Executive Board meeting, after the audit of financial records. ARTICLE XI-— CONDUCT AND ORDER OF BUSINESS ‘Section 1. The Order of Business shall be followed by an AGENDA. Section 2. The members of the Sun Village Town Council, and or participants shall conform to all the rules and regulations of the council; any member(s) or quest guilty of an infraction of the rules, or for conduct or decorum unbecoming of a member, may be moved from membership herein. ion 3. The order of business hereinbefore may be changed by a majority vote of the Executive Board. m 4. All reports of Presidents and other Officers shall be in writing and submitted in triplicate copies- one to be left with the President, one to be left with the Secretary of e council, and one to be retained by the Officer making the report. Poon 5. Any Officer failing to perform his/her official duties shall be accountable to the Executive Board. ~~ Section 6. No Offficer, nor Standing or Special Committee, shall incur any obligation which shall be binding unless such section was authorized in its subsequently ratified and approved unanimously by the Sun Village Town Council Officers. Section 7. All elected officers and chairpersons of all Standing Committees, shall attend the Annual Executive Board Meeting.Bylaws- Cont, Pg.7 Section 8. All elected Officers and Standing Committee Chairpersons shall not miss three (3) consecutive meetings without reasonable cause. This applies to Annual Meetings and Executive Board meetings. Officers failing to attend meetings shall be removed from office by a majority of the Executive Board and a report of their actions shall be made to the body stating the reasons for said actions. Section 9. The President shall fill any/all vacancies with the approval of the Executive Board within sixty (60) days of said vacancy. Section 10. The Election Committee shall be responsible for preparing all ballots for any duly authorized election of officers to the Sun Village Town Council. Names of persons shall be submitted to this Committee no later than (30) days prior to the time of such elections. Section 11. Quarterly Financial reports should reflect year-to-date receipts and dist jent information. ‘Section 12. The Finance Committee should prepare a line item budget for consideration of the Annual Meeting of the Sun Village Town Council Executive Board. Section 13. The Standing Committees of the Sun Village Town Council shall be: a. Constitution & Bylaws b.__ Executive Board c. Budget Committee id. Audit e. Policy & Procedures (unofficial) Section 14, Any provision or condition not expressly covered in either the Charter or Bylaws of the Sun Village Town Council shall be interpreted and constructed in keeping with the long-established discipline of “Roberts Rules of Order,” revised edition. ARTICLE XII —- PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert’s Rules of Order Newly Revised, shall govern the Council in all cases to which they are applicable and in which they are not inconsistent with The Sun Village Town Council. “Let all things be done decently and in order.” ARTICLE XII - AMENDMENT OF BYLAWS ‘These Bylaws may be amended at the Annual Meeting of the Executive Board by two- thirds (2/3) vote, provided that the amendment bas been submitted in writing at the previous regular meeting, at least (30) days before the amendment of Bylaws is to be considered, subject to the approval of the Council. Coistitution & Bylaws of the Sun Village Town Council Modified 6//15/09