G.E.M. Bylaws
ARTICLE I
Name, Purpose and Mission Statement
Section 1 The name of this organization will be GEM - A Pacific Northwest Interagency Cooperative, a non-profit organization, referred to as GEM (acronym for Grounds, Equipment & Maintenance).
Section 2 The primary purpose of GEM will be to foster communication among all public agencies to the mutual benefit of all constituents. It will also be the purpose of GEM to promote closer cooperation between this organization and all other public agencies and associations engaged in the betterment of maintenance and operations of grounds, equipment, and roads & streets.
Section 3 The mission statement of GEM will be "Stretching Taxpayer Dollars by Sharing Resources.
ARTICLE II
Membership
Section 1 Regular Membership - Any public agency can become a regular member with full voting privileges and able to hold office upon submission of dues.
Section 2 Affiliate Membership - Non-voting affiliate memberships will be available to anyone that is interested in the work and objectives of this organization and is approved for membership by the Executive Board.
Section 3 All memberships are renewable annually.
ARTICLE III
Finances
Section 1 The financial posture of the organization will be the responsibility of the Executive Board and the amount of the dues, or any necessary assessments, will be determined by that body as demanded by the budget.
Section 2 All dues and/or assessments are due and payable upon receipt of billing by the Secretary/Treasurer. The Executive Board shall prepare a budget and the budget shall be approved by a simple majority of regular member agencies attending the fall general meeting. All checks shall have a co-signature. One by the Chair and one by another executive board officer. Bank statements will be reconciled by the Secretary/Treasurer who will also prepare a treasury report for each general meeting.
Section 3 Any agency approved for regular membership, up to and including July 31, will be required to pay full dues. New members accepted after that date will be required to pay one-half of the yearly dues.
Section 4 Necessary assessments and increases in annual dues will require a simple majority vote of the regular member agencies in attendance for approval.
ARTICLE IV
Executive Board
Section 1 The business and affairs of this organization will be managed and controlled by an Executive Board consisting of 5 regular members who will be the Chairperson, Vice-Chairperson, Secretary/Treasurer, Immediate past Chairperson, and a member at large from a regular member agency.
ARTICLE V
Article V (a) Elections
Section 1 Elected positions are as follows: Chairperson, Vice-Chairperson, Secretary/Treasurer and Executive Board member "at large". Elections will take place at the last general meeting of the calendar year. All positions are for a period of two years, commencing January 1st.
Section 2 No position may serve consecutive terms. In case of a position being vacated, the Executive Board will appoint a replacement to complete the unexpired term.
Section 3 Voting ø Any regular member agency wishing to vote in an election, may hand their proxy vote to another regular member agency, upon notification to the Secretary/Treasurer.
Article V (b) ø Officers
Section 1 The following officers will be elected from, and by the voting members of the organization:
- Chairperson ø will conduct, or delegate the responsibility to conduct, all General and Executive Board meetings, appoint committee chairs, make an annual report showing the condition and affairs of the organization, making such recommendations as thought proper and will assume the duties of the Vice-Chairperson in his or her absence.
- Vice-Chairperson ø will assume all duties of the Chairperson in his or her absence, will chair the Executive Board meetings, and will be an ex-official member of all committees and will supervise the actions of the committees.
- Secretary/Treasurer - will keep fair and accurate records of the organization and maintain files of all meeting minutes and other documents or correspondence relating to the organization. Will put a budget together and account for all funds and provide reports as requested. Will arrange for accommodations for all general meetings.
- Executive Board member "at large" will attend all Executive Board meetings as required, and meet the expectations of the Executive Board as described in Article IV. Section 1.
ARTICLE VI
Committees
Section 1 There will be as many standing, or other, committees performing such functions as the Executive Board determines are necessary to accomplish the objectives of this organization.
Section 2 Special projects may be handled through additional committees.
Section 3 Committee Chairpersons will make verbal reports as required at all general meetings, and attend meetings of the Executive Board as deemed necessary.
Section 4 The organization will establish, at a minimum, three (3) standing committees of Grounds (Parks & Structures), Equipment (Fleet Management and Maintenance) and Maintenance (all Right-of-Way related issues).
ARTICLE VII
Meetings
Section 1 There will be at least four (4) general meetings held each year; with other meetings scheduled as deemed necessary.
Section 2 Special meetings may be called by the Chairperson, as deemed necessary, at the request of the membership.
Section 3 Any acts or business (other than liquidation and special assessments) voted upon and approved by a majority of the regular member agencies present at the meeting will be binding equally upon all regular member agencies.
ARTICLE VIII
Amendments of the By-Laws
Section 1 Proposed amendments to the By-Laws can be submitted to the Executive Board by regular members at large.
Section 2 A By-Laws Committee will be established and submit to the Executive Board within twenty (20) days their recommended action on the proposed amendment.
Section 3 After receipt of any proposed amendment, the Executive Board will cause the amendment to be submitted to the membership for consideration at the next general meeting.
Section 4 Proposed amendments to the By-Laws will be furnished in writing to the membership prior to the meeting at which the vote will be taken.
Section 5 Amendments will be approved by vote of a majority of the regular members present at the general meeting.
ARTICLE IX
Liquidation
Section 1 This organization may be liquidated at any regular or special meeting. A vote for liquidation must be a written vote and must carry a majority of 2/3 of the voting membership agencies in attendance. All regular members must be notified in writing by the Secretary/Treasurer at least thirty (30) days prior to a liquidation vote.
Section 2 Upon liquidation, all assets and/or liabilities will be shared (prorated) by all regular member agencies.
Bruce Cross, Chairperson Amended: October 16, 2002
Brenda Snell, Administrative Assistant ø Amended 1/25/05 ø name change.
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