WACO Bylaws (2006 edition)
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Contents
BYLAWS OF THE WILLOW AREA COMMUNITY ORGANIZATION
The organization shall be known as the Willow Area Community
Organization ( WACO ), and the mailing address
shall be P.O. Box 1027 , Willow,
Alaska 99688.
The term of the organization shall be perpetual.
The purpose of the Willow Area Community Organization shall be
as follows:
- Provide a local forum for discussion, participation and
comment in matters of concern to the community;
- Promote the social, cultural and economic welfare of the
Willow area in general;
- Promote, sponsor and conduct an annual State Winter
Carnival at Willow, Alaska, in particular;
- Maintain and operate community public facilities.
Membership in WACO shall be open to all
residents of the Willow area. For purposes of participation,
"resident" shall be defined as a person whose primary habitation
is fixed within WACO boundaries, and to which,
whenever absent, the person has the intention to return and/or is
a real property owner within the WACO boundaries
and must be 18 years of age or older. Each member
shall be entitled to one vote.
Boundaries shall be as recognized by the Matanuska-Susitna
Borough Assembly upon request for such recognition by
WACO. (See Attachments 1 & 2).
WACO shall be operated by a board of elected
officers, elected area representatives, and community
organization representatives.
- Elected officers shall consist of the following officers:
Chairperson, Vice Chairperson, Secretary, Treasurer and four
Area Representatives and their Alternates.
- The Area Representatives or their Alternates are on the
Board of Directors and shall be elected for two-year terms as
follows: SW and NE during even
numbered years, and SE and NW
during odd numbered years. They shall be elected from areas
shown on the official community council area map. The area
boundaries shall be drawn and approved by the Board. They
should be periodically reviewed and adjusted if necessary (See
Attachment 3). The Alternate shall act in the absence of the
representative. Alternates may not be community organization
representatives.
- Community Organization Representatives. Each
Board-recognized participating community organization shall
have the right to designate one board director with full voting
rights on the Board. It is the responsibility of the Board to
review applications from community-service organizations within
the community, and grant approval to those it deems
appropriate, to appoint a member to the Board. Organizations
must notify the Board in writing of their appointed member and
make every effort in the interest of continuity to see that the
same representative or the designated alternative attends each
meeting. For purposes of determining a quorum, these members
are not considered elected Board members.
- Immediate Past Chairperson. The immediate past chairperson
of WACO shall automatically become a full voting
member of the Board and shall count as an elected board member
for purposes of a quorum. This person shall serve from the end
of his/her term of office as Chairperson until the succeeding
chairperson replaces him/her. If a chairperson is removed under
provisions of Article VIII Sec.
2A, he/she is not eligible for this
position.
- Parliamentarian. A Parliamentarian shall be appointed to
the Board by the Chairperson and shall serve at the pleasure of
the Chairperson. Duties of the Parliamentarian are as follows:
- Advise the presiding officer on agenda and organization
of meetings.
- Advise the presiding officer on questions of
procedure.
- Serve as a non-voting Board member.
- CHAIRPERSON. The Chairperson of WACO shall
be elected at the annual meeting occurring in even numbered
years. He/she shall be the chief executive officer of
WACO and the Board. The duties of the
Chairperson shall be as follows:
- Determine the agenda, order of business, preside over
and conduct the meetings of the organization in accordance
with its Bylaws;
- Serve as principle contact of the organization and
direct its activities;
- Serve as Chairperson of the Governmental Affairs and
Public Functions Committee, as defined in the Bylaws;
- Determine necessity of special meetings of the Board of
WACO at large and make proper public
notification of the date, time, place and purpose of the
meetings;
- Assign Board and WACO directives and
programs to standing committees, or create special
committees;
- Assign membership to all standing and special
committees not otherwise provided for in the Bylaws and, in
general, perform all duties as may be prescribed by the
Board of Directors of Willow Area Community Organization as
a whole; and
- Appoint to the Board a non-voting Sergeant-at-Arms from
the general membership to maintain orderly meetings.
- Appoint to the Board a non-voting Parliamentarian from
the general membership to advise the presiding officer on
issues of parliamentary law.
- VICE CHAIRPERSON. The Vice Chairperson of
WACO shall be elected at the annual meeting
occurring in odd numbered years. He/she shall assist the
Chairperson in execution of his/her duties and perform other
duties as follows:
- Perform the duties of the Chairperson in the absence of
the Chairperson at a meeting or in case the office becomes
vacant;
- Chair the Planning and Facility Operations Committee,
as defined in these Bylaws;
- Perform such other duties as may be prescribed by the
Chairperson, the Board, or WACO .
- SECRETARY. The Secretary of WACO shall be
elected at the annual meeting occurring in even numbered years.
The Secretary shall maintain the seal of the organization,
officially record its activities, and perform other duties
incident to the office of Secretary, including but not limited
to:
- Keep minutes of all Board of Directors and
WACO meetings;
- Serve as permanent Chairperson of the Communications
Committee as defined by these Bylaws;
- Serve as custodian of all records, documents and
correspondence;
- Maintain a current set of the Articles of Incorporation
and Bylaws of WACO available to all;
- Post the agenda for each meeting a week before said
meeting at the following locations: one at each entrance of
the Post Office and one at the Community Center.
- Post the unapproved minutes of each meeting within
7 days of the meeting at the above
locations.
- Keep a log of Board attendance.
- Attach the sign-in sheet for each meeting with the
minutes.
- Perform such other duties as may be prescribed by the
Chairperson, the Board, or WACO .
- TREASURER. The Treasurer shall be elected at the annual
meeting occurring in odd numbered years and shall be the
financial officer of the organization and perform such other
duties as are incidental to the office of Treasurer, including
but not limited to:
- Charge and custody of all accounts, receipts, and
financial assets of WACO , collection and
disbursements of such funds as required in keeping with
prudent financial practices and policies established by the
Board of Directors or WACO as a whole;
- Maintain bookkeeping and records of such accounts and
release them to the Audit Committee upon request.
- Serve as a permanent Chairperson of the Ways and Means
Committee as defined in these Bylaws.
There will be six permanent standing committees of WACO
. Each chairperson will recruit his/her own members or
may ask the Chairperson for assistance.
- GOVERNMENTAL AFFAIRS AND PUBLIC FUNCTIONS COMMITTEE:
- Shall consist of the Chairperson and not less than two
members;
- Shall be chaired by the Chairperson of the Board or
his/her designee;
- Shall maintain liason with, and address community needs
needs before local, state and federal jurisdictions and bureaucracies as needed
before and appropriate.
- PLANNING AND FACILITY OPERATIONS COMMITTEE:
- Shall consist of the Vice Chairperson and no less than
two members;
- Shall be chaired by the Vice Chairperson of the Board
or his/her designee;
- Shall assist the Chairperson to identify, define and
address community needs as expressed through local public
comment, and as defined by the Board and
WACO as a whole;
- Shall oversee scheduling and use, maintenance and
operation of local public facilities.
- COMMUNICATIONS COMMITTEE:
- Shall consist of the Secretary and no less than two
members;
- Shall be chaired by the Secretary or his/her
designee;
- Shall take actions necessary to keep membership
informed of WACO and WACO
Board activates by mail-out of the monthly newsletter to
all postal patrons, postings of public notices, supervision
of bulletin board, and such other methods of dissemination
of information as can be developed to maximize public
knowledge and understanding of community issues, programs
and activities;
- Shall supervise and conduct elections and all special
votes of WACO and WACO Board
by ballot if necessary, as determined by the
Chairperson;
- WAYS AND MEANS COMMITTEE:
- Shall be chaired by the Treasurer or his/her
designee;
- Shall consist of the Treasurer and no less than two
members;
- Shall assist the Treasurer in maintaining the record
and accounts and general financial integrity of the
organization;
- Shall, in concert with the Chairperson, the Board, and
other committees, plan, organize and oversee fundraising
activities of WACO ;
- Shall prepare an annual budget by April to be approved
by the Board in the May meeting;
- COMMUNITY DEVELOPMENT COMMITTEE:
- Shall consist of representatives of the following:
Willow Trails Committee; Willow Emergency Services;
WACO Vice Chairperson; Willow Chamber of
Commerce; Willow PTA; Willow Road Service Area Board;
Willow Lions Club; Willow Seniors; Willow Library
Association and such other persons as may be appointed by
the WACO Chairperson and four members at
large(enone from each of the four Willow area but not the
Area Representatives;
- The WACO Chairperson shall designate a
committee chair from the members.
- The WACO Community Development Committee
gathers developmental proposals from individuals,
organizations and agencies, which impact the Willow area.
CDC will suggest and review projects for the
Willow area and present them to WACO .
Representatives will work with State Representatives and
Borough Representatives in support or opposition to issues
of concern as directed by WACO .
CDC Representatives will be given their
direction by vote of the WACO Board and
WACO membership;
- After approval by the Board, the committee shall
present its priority project list to the Borough and the
State.
- CDC will be responsible to complete and
update the Willow area action plan as directed by
WACO .
- STATE WINTER CARNIVAL COMMITTEE:
- Shall consist of WACO board members,
including the elected officers, all area reps., and
alternates, and all community organization representatives
to the WACO board and volunteers from the
general membership;
- Shall be chaired by a member nominated by the committee
and approved by the committee;
- Shall exist for the purpose of planning and directing a
winter carnival for the benefit of WACO
.
- Shall submit a budget and request for funds to
WACO and provide monthly progress reports to
WACO .
An audit committee of three persons, with at least one person
having a financial background, shall be appointed annually in
March by the Chairperson with the consent of the Board to review
the books and records of the organization. No members of the Ways
and Means Committee may serve on the Audit Committee.
- A group of individuals organized for a common purpose which
lies within the purpose of the Willow Area Community
Organization as stated in Article III of the
Bylaws may, with the approval of the Board of Directors, be
designated a special standing committee of WACO
.
- Such committees may adopt their own bylaws to the extent
they are not in conflict with WACO's Bylaws; may elect officers
and may keep their own bank account or maintain a separate fund
in WACO 's account.
- Any such bylaws or amendments proposed shall be subject to
review and approval by the Board of Directors prior to
adoption.
- The special standing committee shall file an annual
financial report with WACO and, upon request,
make books and records available to the Audit Committee.
Meetings shall be presided over by the Chairperson or, in
his/her absence, the Vice Chairperson. In absence of both, an
acting Chairperson may be appointed by the Board or the
Chairperson.
- Annual Meeting—Shall be set by the Board in April of
every year for conduct of elections, annual reports, and other
business of the Willow Area Community Organization.
- Regular Meetings—Shall be held in conjunction with
Board meetings except in April at the annual meeting.
- Annual Meeting—A quorum at an annual meeting for
election of officers shall be no less than 25
person.
- Regular Meetings—A quorum shall be the same as for
the annual meeting ( 25 persons).
- Board Meetings—A quorum at a Board meeting for any
business of the Willow Area Community Organization shall be no
less than a majority of the elected Board of Directors.
- Special Meeting—A quorum shall be no less than a
majority of the elected Board of Directors; i.e. five (
5 ) elected members.
- A quorum for each meeting is to be established at the
beginning of each meeting.
- Notice of meetings and agenda for all annual, regular and
board meetings shall be advertised throughout the community
area and posted at least seven days in advance in conspicuous
locations throughout the area.
- For special meetings and public hearings, a public notice
shall be given as in Paragraph A above, with a
description of the purpose of the meeting, and its time and
place, at least two weeks in advance.
- All efforts should be made to contact all elected Board
members.
- Shall be presided over by the Chairperson, or in his
absence, the Vice Chairperson, or a duly appointed Acting
Chairperson.
- Although only members of the Board are allowed to vote at
Board meetings, the public must be given the opportunity to
speak before the Board at any meeting. The public is encouraged
to attend all meetings.
- Meetings shall be conducted under Robert's Rules of Order,
Rev., to the extent that they are not in conflict with these
bylaws.
- The Sergeant-at-Arms may be called upon to take appropriate
action if the Chairperson or presiding officer determines any
person to be out of order at the meeting.
- Any action taken by vote of the general membership shall
not be rescinded or changed unless by subsequent vote of the
general membership.
- At the discretion of the Chairperson and a majority vote of
the WACO Board any motion may be postponed to
the next meeting, one time only.
Terms of office in the Willow Area Community Organization
shall be as follows—
- All elected officers and elected Board members shall be
elected by a simple majority of a quorum of the membership at
large at the annual meeting in April.
- Annual elections shall be conducted by the Secretary with
the assistance of the Communications Committee and shall be by
ballot.
- Term of office for all officers and elected Board members
is two years. Board members may serve consecutively as often as
elected or appointed.
- An officer or Board Member may be removed for due
cause† † i.e: behavior that violates the
aim and purpose of the community council. by a
two-thirds majority vote of the Board of Directors present at
any legal Board meeting;
- An officer or Board Member may be removed for due
cause† at any duly posted special meeting called for
that purpose or during regular meetings of WACO
, if posted two weeks in advance and scheduled on the
agenda, by a two-thirds majority of members present.
- In the event of removal or resignation the Chairperson
shall, subject to Board approval, appoint replacement Board
members or officers until the next scheduled election.
- Three unexcused absences in a year shall be grounds for
removal of any elected officer or Board member. An unexcused
absence is one for which an Officer or Board member has failed
to notify the Chairperson or the Secretary that he/she will be
unable to attend, or for which an Area Representative has no
Alternate present and has failed to notify the Chairperson or
Secretary.
Amendments to the Bylaws shall be made at a regular meeting of
the organization provided that notice has been given as provided
in Article VII , Section 4 .
ATTACHMENT 1: Matanuska-Susitna Borough Resolution 85-163
ATTACHMENT 2: Willow Area Community Organization Boundary Map
ATTACHMENT 3: Elected Area Representative Boundary Map
Bylaws adopted April 9, 1984 by Willow Area Civic Organization
and Willow Community Council in joint annual meeting.
Corrected to meet minor administrative requirements of Borough
Attorney September 11, 1984, and accepted by the
WACO Board.
Amended at annual meeting April 7, 1986
Amended at annual meeting April 4, 1988
Amended at annual meeting October , 1990
Amended at annual meeting April 5, 1993 along with Articles of
Incorporation.
Amended at annual meeting November 3, 1997
Amended at annual meeting October 7, 2002
Amended at annual meeting August 1, 2005
Amended at annual meeting April 3, 2006
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Note: A map of WACO’s boundaries and the areas with representatives may be found here
Willow Area Community Organization
Linda Oxley, Chair
PO Box 1027 • Willow • AK 99688
chair@waco-ak.org
