KC Comp Plan
|Growth Management Committee|
Includes all amendments through September 12, 2016. Bylaws document (rtf) here
ContentsArticle I — Name and Purposes
Article II — Composition and Membership
Article III — Elections and Surveys
Article IV — Officers
Article V — Committees
Article VI — Meetings
Article VII — Rules of Operation
Article VIII — Amendments
Illustrations and Examples
Article I — Name and Purposes
Section A. Name
The name of the organization shall be "Greater Maple Valley Unincorporated Area Council" and is referred to herein as "GMVUAC" or the "Council". The GMVUAC is organized under the laws of the State of Washington as a nonprofit corporation. GMVUAC is not a charitable organization under any part of 26 U.S.C. Section 501.
Section B. Purposes
The purposes of the Council are:
1. To contribute to the orderly development of greater Maple Valley, while maintaining the historic rural character. Greater Maple Valley is defined by the area of the Tahoma School District No. 409, excluding any portions, which are or become incorporated;
2. To make and publish studies which promote and improve the community;
3. To act as liaison for the community in providing area representation, comments, and recommendations to county, state, and federal agencies;
4. To exercise all powers necessary or convenient and within its authority to affect any of these purposes.
Section C. Definitions
Undefined words and terms will have their usual and customary meanings as defined in a standard English language dictionary, including as may be appropriate the most recent edition of Black's Law Dictionary. Terms related to gender will apply equally to male and female, and singular will include plural where necessary and appropriate to fairly interpret and apply these Bylaws. The laws and statutes of the State of Washington will apply to interpret and enforce these Bylaws. As used hereinafter, the following words are specially defined as follows:
1. "Shall" and "Must" are words of command and connote a required, mandatory, or imperative action or conduct.
2. "Will" connotes an expected or required action or conduct to be undertaken (i.e., controlling future action or conduct).
3. "May" and "Should" are permissive terms and connote discretion and such action or conduct will not be challenged and overturned unless the exercise thereof was abused by being unreasonable or based on untenable grounds or reasons.
4. "Quorum" – a simple majority of all members in good standing of the GMVUAC or the Executive Committee constitutes a quorum for that body. A quorum is the smallest number of members in good standing who must be present in person or by designated alternate member (not by proxy) in order for the Council or the Executive Committee to proceed with a meeting at which business may be transacted and any decisions made. E.g., if there are a total of 15 members in good standing in the GMVUAC, there must be at least 8 members present in person or by designated alternate member to constitute a quorum and conduct a valid meeting. Committees other than the Executive Committee are not required to have a quorum present in order to meet and conduct any of their business. 5. "Regular Meeting" is that meeting of the entire Council membership held once per month at a designated time and place (see Art VI, Sec A).
6. "Proxy" generally means a person who is authorized to represent and act for another. Under the GMVUAC Bylaws, a member of the Council in good standing may, subject to certain limitations and requirements, designate another member who will be present in person at the meeting to represent and act on behalf of him/her, including and not limited to casting votes for him/her on any matter before the Council. See Article II, Section E.
7. "Focal Point" is a position/responsibility as may be designated from time to time by the Council Chairperson upon recommendation of any member, other Committee, or the Council, and assigned to monitor a particular government function or agency and report to the Council for possible future action. Members may volunteer to serve as a Focal Point and, thus, assume the responsibilities thereof assigned by the Council Chairperson.
8. "Ad Hoc Committee" is a short term work group as may be designated from time to time by the Council Chairperson upon recommendation of any member, other Committee, or the Council, and assigned special projects outside the jurisdiction of any existing Standing Committee and report to the Council its recommendation(s) for possible future action. Members may volunteer to serve on an Ad Hoc Committee and, thus, assume the responsibilities thereof assigned by the Council Chairperson. Section D. Illustrations and Examples of Bylaws
At the conclusion of these Bylaws there are presented illustrations and examples of the application of certain provisions of these Bylaws as an aid for members.
Article II — Composition and Membership
Section A. Community Areas
1. The greater Maple Valley community represented by the Council shall be comprised of four community areas.
2. All residents in the above areas are members of the greater Maple Valley community represented by this Council.
Section B. Community Area Boundaries
1. At least once every four years the Council's Public Relations Committee may review each community area and precincts and make recommended changes to the Council.
2. The Council by majority vote shall approve changes to the precincts that define boundaries of the community areas.
3. The precincts, or portions of precincts, which define each of the community areas are set forth in Attachment #1.
Section C. Membership
1. The membership of the Council shall be comprised of representatives from the community areas.
2. Each community area shall be entitled to four representatives.
3. Each representative shall occupy a position with a term of four years, unless modified by Article III, Section G.
4. The terms of the positions in each community are staggered; in every odd year the terms of two positions in each area shall expire on December 31 and begin on January 1 of the following year.
Section D. Qualifications and Residence Requirements
1. A member is qualified to serve on the Council if he/she is a registered voter in and a resident of the community area from which he/she is elected.
2. Whenever a member in the first year of a term moves from their community area to another community area, the member may complete the first year of the term, after which the position shall be considered vacated.
3. Whenever a member moves after the first year of an elected term from the community area that he/she represents to another community area, the member may complete the balance of the term.
4. The membership of any representative moving outside the boundaries of the Tahoma School District, or into an incorporated area, shall terminate automatically upon such a move, and the position held by the member shall be considered vacated.
5. Changes in community area boundaries made after a Council election or appointment of a member shall not disqualify that member during the remainder of his or her elected or appointed term.
Section E. Attendance Requirements
1. Subject to those limitations set forth below in Sections (E)(2) through E(9), inclusive, a member will be considered present for any meeting of the Council if that member (a) is timely (i.e., is no more than 1 hour tardy) and present in person; (b) has properly designated a proxy; (c) has properly designated an alternate member; or (d) has been properly excused.
2. Unless otherwise formally excused by and at the discretion of the Chairperson with notice given to and ratification by the Council, if a member has been absent from two Regular Meetings within a 12-month period and is not present and has failed to designate an alternate member (designation of a proxy is not an available substitute) for roll call at a third meeting within the same 12-month period, the Chairperson or acting Chairperson shall declare the absent member's position to be vacated and notify that member of such action, unless the absent member has expressed an unequivocal desire to continue serving on the Council and has good cause for their absence, which shall be determined by a simple majority of the members present at that Regular Meeting.
3. For the purpose of meeting attendance requirements, a member who, at the request of the Council or its Chairperson, is attending another meeting shall be considered present for the Council meeting, if the scheduled time of the other meeting makes it impractical for the member to attend both meetings. If the conflict in times is in doubt, the Chairperson, subject to review by the entire Council, shall rule on the question.
4. A member whose position is declared vacated for failing to meet attendance requirements may apply for re-appointment.
5. Whenever a member cannot attend a Regular Meeting of the Council, that member may designate another member of the Council as his/her proxy in writing. It is the responsibility of the member designating a proxy to make certain the recipient of the proxy is aware of and accepts the member's request. E-mail communication (to the Chairperson) satisfies the proxy requirement; however, the proxy shall be shown to the Chairperson before any vote is taken in which a member intends to cast a proxy vote.
6. Whenever a member cannot attend a Regular Meeting of the Council, and if that member chooses not to designate a proxy, that member may designate another resident of the same community area who is a registered voter to be an alternate member to represent the area. The regular member shall make this designation in writing to the Chairperson before or during the call to order of the meeting.
7. Subject to the included exception, for the purpose of meeting attendance requirements, a member who properly designates an alternate or proxy for a Regular Meeting will not be considered absent. However, if a member designates an alternate member or a proxy for two consecutive Regular Meetings, it will be counted as an absence. Furthermore, to encourage personal, physical participation in Regular Meetings, members may only designate a proxy three times in a 12-month period without affecting their attendance – any further use of a proxy will count as an absence. See Illustrations and Examples "G". 8. Alternate members may participate in all discussions and they may vote and count towards quorum requirements.
9. The Recording Secretary shall record a member absent if the member does not appear to the Recording Secretary at the meeting place within one hour of the call of the roll, or before adjournment, whichever comes first.
Section F. Vacancies
1. If a position is due to be vacated at the end of the year, or a member declares in writing before September 1 of an election year, that he/she will vacate a position between October 1 and December 31 of that year, the position, or unexpired term of the position, shall be filled at the next regular election.
2. When a vacancy occurs under conditions other than Section F(1) above, the Council, at its next Regular Meeting, shall vote whether or not to fill the position before the next election. If it is decided to fill the position before the next regular election, the Chairperson shall direct the Public Relations Committee to immediately advertise the vacancy in the Voice of the Valley or other suitable means of giving public notice.
3. Candidates for a vacancy shall apply in writing or by e-mail during a period determined by the Chairperson and according to any other terms approved by the Council.
4. The Council shall vote to fill any vacancy:
a. If no candidate for appointment to the Council receives a majority vote, the candidates receiving no votes and the candidate receiving the least number of votes (but at least one vote) shall be eliminated from consideration and the Council shall choose from the remaining candidates.
b. The procedure of eliminating one candidate at a time from consideration shall be repeated until one candidate has a majority vote.
c. The Chairperson shall break any tie votes in this appointment procedure. d. The Council shall only consider applicants from the community area that the vacated position represents, unless there are no candidates from that community area.
e. If there are no candidates from the community area, which is represented by the vacated position, candidates from all other community areas may be considered.
5. Membership on the Council by appointment is effective upon the candidate's receiving a majority vote of the Council, and the appointee shall be sworn in before any other business.
6. Appointed members shall serve the remainders of the unexpired terms of the positions to which they have been appointed so long as they are qualified to represent the community area that the positions represent.
7. Otherwise qualified appointed members who are not residents of the community areas, which their positions represent, shall serve out the remainder of the calendar year after which the position shall be considered vacated again.
Section G. Membership Duties
Each member is expected to participate and to contribute in a responsible way and, among other responsibilities:
1. To participate on at least one major subject-matter committee (Economic Development, Environment, Growth Management, or Transportation) and at least one other standing or ad hoc committee, or focal point;
2. To maintain communication with residents of his or her community area;
3. Where appropriate, to serve as a representative of the Council when participating in other community organizations. Council members often appear at meetings with government officials or attend meetings of other organizations. When acting as representatives of the Council, members may only describe those policies and decisions that have been agreed to by the full Council. They must make clear they are not authorized to make commitments unless the full Council has already authorized such a commitment. Finally, should they decide to speak as individual citizens, they must first state they are doing so and, thus, are not presenting Council positions;
4. To maintain a file of all relevant materials on Council matters, such as minutes of Council and committee meetings; and
5. To exercise diligence in protecting the Council against charges of conflict of interest or appearance of conflict of interest. In meeting this objective a member shall abstain from any Council deliberations or votes out of which such charges should reasonably arise. If a member believes that another member may be subject to such a charge, he/she may state that belief as a point of order.
6. A conflict of interest exists when a member accepts, directly or indirectly, anything of value, which is given for the purpose of obtaining special consideration in the Council's activities; or whenever a member, business associate of the member, or someone in the member's household has a financial interest in an issue, and the person with that interest could benefit differently than other Council members or the public.
7. Council members shall make it clear when they as members of the Council are expressing their own opinions and when they are speaking or writing in behalf of the Council. The Chairperson and the Corresponding Secretary are the usual Council spokespersons; however, any member when authorized by the Council to do so, may speak or write on its behalf.
Article III — Elections and Surveys
Section A. Ballot and Frequency of Elections
At each regular election the Vice-Chairperson shall place on the ballot for each community area the name of any person who is eligible to be a member of the Council and who has met the filing requirements. At least 60 days prior to an election, the Public Relations Committee will submit a summary of the eligibility requirements to be published in a newspaper/publication of general circulation in the GMVUAC represented area. At the discretion and motion of the Chairperson and passed by the Council, elections may be held in any calendar year in which the total membership of the Council is fewer than seven (7) members in good standing. Concurrent with regularly scheduled elections the Council may include therewith an opinion survey for the voters to complete comprised of various subjects of interest to the Council and the general population.
Section B. Filing Requirements
Eligible candidates shall file for election to the Council by notifying the Vice- Chairperson in writing (including e-mail) on, or before the first Monday in October preceding the election.
Section C. Time and Notice of Elections
Elections shall be held every odd year. At least 30 days before the election, the Public Relations Committee will be responsible for publishing the election rules.
Section D. Voter Eligibility
All registered voters in each community area are eligible as voters within that community area.
Section E. Conduct of Elections and Surveys
Unless otherwise decided and passed by a two-thirds vote of the Council at a Regular Meeting, the provisions in Article III, Section A, and the following general guidelines will govern the Council's conduct of elections and surveys, all of which fall under the jurisdiction of the Public Relations Committee:
1. Reasonable notice of GMVUAC member elections and citizen opinion surveys will be given to each family of registered voter(s) in the Community Areas represented by the Council.
2. Online voting will be the preferred method of conducting elections and surveys.
3. Notice of the GMVUAC election and survey should be published in the Voice of the Valley, and other suitable newspaper of general circulation in the GMVUAC represented area.
4. Each registered voter in a household is entitled to cast a ballot for the membership election and also to complete the survey. The online ballot and survey may be completed and submitted at no cost to the voter. Reasonable means should be employed to ensure that each voter casts only a single vote and/or completes a single survey.
5. The results of each member election and opinion survey will be summarized and published as soon as possible in the Voice of the Valley, or other suitable newspaper of general circulation in the GMVUAC represented area.
6. Depending on member representation for the respective Community Areas, the Council may decide to assign an elected member to represent a Community Area in which such member does not reside in order to retain members or to balance representation. So long as each Council member resides within the Community Service Area represented by the GMVUAC, a member does not have to reside within the particular Community Area he/she is designated to represent.
Section E. Counting Votes
1. Where there are more candidates than vacancies, the candidates getting the most votes shall be elected. Election shall be by majority vote. Tie votes shall be decided by a coin toss. 2. Write-in votes shall be counted for candidates not listed on the ballot if the candidates are otherwise eligible to serve on the Council.
3. Whenever there are two or more vacancies in a community area in addition to the four year positions normally being filled, the candidates receiving the most votes shall be elected to the positions with full terms of four years; the candidate with the third highest number of votes shall fill the position with the longest unexpired term; and the candidate with the fourth highest number of votes shall fill any remaining position.
4. At each election, the Vice-Chairperson shall appoint members or alternates, to count the votes. No members shall count the votes in their own precinct. Section F. Election Challenges
1. The result of an election to the Council may not be challenged unless, within 15 days of the publication of the results of the election, an eligible voter provides written notice of the challenge to any officer of the Council.
2. The Vice-Chairperson shall investigate all election challenges.
3. As promptly as is practical, the Council shall notify in writing any person being challenged of the existence of the challenge. The Council shall promptly notify in writing the person being challenged and the person making the challenge of the results of any investigation.
Section G. Postponement or Suspension of Elections
The Council can postpone or suspend elections by a majority vote, in which case any experienced member in a Council position with his/her consent may continue to represent his/her area until the next election is held.
Article IV — Officers
Section A. Composition
Council officers are: Chairperson, Vice-Chairperson, Recording Secretary, Corresponding Secretary, and Treasurer.
Section B. Election of Officers
As its first order of business at the first Regular Meeting in the calendar year, after the swearing in of newly elected Council members, the Council shall elect its officers from among its members by majority vote. Election challenges shall be decided before the election of officers. Section C. Nominations
1. The Chairperson of the Council shall, at the December meeting, appoint a nominating committee. Such nominating committee shall be composed of one member from each of the Districts that make up the Council, where possible, and further that no member indicating intention to run for office shall be a part of the committee. Such intention shall be determined by show of hands at the direction of the Chairperson, of those wishing to seek office for the next year, before the nominating committee is formed.
2. Each duly elected and sworn member may run for any office with the exception of the Chairperson. Chairperson nominees shall have served a minimum of one full year on the Council.
3. The Nominating committee shall elect one of their number as Chairperson of the committee and one of their number as Secretary of the committee. It shall be the job of the Nominating committee to determine which members of the Council are intending to seek office. They shall make note of such intention and shall at the January meeting of the Council, report the slate of candidates to the current Chairperson, who shall run the election of officers.
4. Any member may make nominations from the floor, and on acceptance of the nomination by the nominated person his/her name shall be added to the list of candidates for that office, for purposes of balloting.
5. Election of the Chairperson shall be conducted first. On election of the Chairperson, the elected Chairperson shall conduct the remaining elections for officers.
6. All balloting shall be by secret ballot except that where there is only one candidate for office, the election may be by acclamation, after proper motion and second from the floor. Passage of the motion shall be deemed election of that candidate to office. Section D. Vacancies
In case of the resignation, disqualification, or removal of an officer a special election shall be held at the next Regular Meeting of the Council to fill the vacancy.
Section E. Duties of the Officers
1. The Chairperson shall oversee all activities of the Council; execute all instruments on its behalf; prepare the agenda; preside at all meetings of the Council and of the Executive Committee; call Emergency Meetings, other than the Regular Meetings of the Council; assign issues or other matters to the appropriate Committee for discussion and recommendations to the Council; and perform other duties usually inherent in such an office.
2. The Vice-Chairperson shall serve in the absence of the Chairperson and perform other duties as the Chairperson, or the Council, shall direct. He/she administers the election of members and shall Chair the Public Relations Committee. 3. The Recording Secretary distributes the agenda of each Regular Meeting of the Council and prepares and distributes the minutes of the prior meeting. Committee reports from the prior meeting should also be included with the minutes. The Recording Secretary also schedules rooms for Regular Meetings. The Recording Secretary shall keep all records of the Council, except those of the Corresponding Secretary and the Treasurer, and shall perform such other acts as the Chairperson shall direct.
4. The Corresponding Secretary shall prepare and transmit all correspondence from the Council, monitor Council website, and shall perform other duties as the Chairperson shall direct.
5. The Treasurer shall receive and be accountable for all funds belonging to the Council; maintain bank accounts in depositories designated by the Executive Committee; render annual financial reports for the prior year at the February meeting; and pay all obligations as deemed necessary and with Council prior approval; and, with the approval and signature of one other officer, all obligations over $250. The Chairperson is also authorized to sign checks in absence of the Treasurer.
6. The Executive Committee consists of the five officers and the past Chairperson, if he/she is still a member of the Council. In addition to any other specific powers set forth in these Bylaws, the Executive Committee manages the general corporate affairs of the GMVUAC. At the discretion of the Executive Committee, meetings may be held, up to once per month to review active business of the Council, to set the agenda for the upcoming Council meeting, etc. The meetings are open to all Council members. Three members constitute a quorum of the Executive committee for the transaction of official business.
Article V — Committees
Section A. Standing Committees
1. The Council may establish a standing committee by a majority vote.
2. Each standing committee shall have: a name, a description of its area of oversight, no more than 14 members, and at least three and no more than seven Council members, one of whom shall serve as Chairperson of the committee. The Committee shall select a Chairperson and a Vice-Chairperson, who will serve in the Chairperson's absence.
3. The Council Chairperson shall appoint a temporary Chairperson for each standing committee whose members can then select a permanent Chairperson.
4. Subject to the provisions of Article II, Section G, membership on all committees, except the Executive Committee, shall be voluntary unless the Council decides otherwise.
5. Non-members of the Council may be members of standing committees subject to confirmation of the Council.
6. The Executive Committee is a permanent standing committee as described in Article IV, Section E(6).
Section B. Ad Hoc Committees and Focal Points
Upon proper recommendation, the Council Chairperson may form ad hoc committees and focal points for any purpose. Persons serving on such need not be members of the Council. The Council Chairperson shall determine the size and duration of ad hoc committees and focal points. Subject to Article II, Section G(1), service on any particular ad hoc committee or focal point is voluntary. The Council Chairperson shall appoint the initial Chairperson of each ad hoc committee and focal point unless the Council determines otherwise.
Section C. Committee Chairpersons
At each Regular Council Meeting, the Committee Chairperson or Vice-Chairperson shall report on all pertinent matters subject to his or her committee, which have occurred during the previous month, including recommendations on issues or matters assigned to it under its jurisdiction.
Article VI — Meetings
Section A. Regular Meetings
1. The Council shall hold Regular Meetings on a consistent day and hour each month.
2. The Council may change the date or the hour of any or all Regular Meetings by majority vote, provided that reasonable efforts are made to notify all members of any change at least ten days in advance of any meeting affected by the change. 3. The Chairperson may cancel or postpone a Regular Meeting in case of serious emergency provided that all reasonable efforts are made to notify all members of the change.
4. The first Regular Meeting in each calendar year is considered to be the annual meeting of the Council.
Section B. Special and Emergency Meetings
1. The Council may hold Special Meetings for any purpose in addition to the Regular Meetings.
2. The Council Chairperson shall notify all members at least 7 days in advance of the time, place, and purpose of a Special Meeting.
3. The Council may hold Emergency Meetings for any emergency purpose provided that reasonable efforts are made to notify all members of the time, place, and purpose of the meeting.
4. In all Special or Emergency Meetings, the Council may transact business only on those matters, which are relevant to the announced purpose of the meeting.
Section C. Open Meetings
All Council and Committee meetings shall be open to interested members of the community. Written notice of each Council Regular Meeting shall be provided to the news media in time to permit publication prior to each meeting (or election).
Section D. Communication to Outside Organizations
Except as otherwise provided in Sections F and G below, all actions (products or reports) of all Council committee meetings and sub-committee meetings are preliminary only and not binding on the Council, and shall first be reported to the soonest Council Regular Meeting, or Special or Emergency Meeting called for its consideration and discussion, before it is finalized and sent to the Local, County, State, or Federal government or agency it seeks to influence.
Section E. Quorum and Rules of Order
1. The rules contained in the current edition of Robert's Rules of Order shall govern the Council whenever they are applicable and when they do not conflict with these Bylaws or any other rule that the Council adopts.
2. To pass any motion or any measure, a simple majority of all members in good standing who are present at a Council or Executive Committee meeting either in person or by designated alternate, and including any additional absent members who do not designate an alternate but who do designate a member present as his/her proxy for the purpose of voting, is required to cast their vote in favor thereof. Should any member or alternate present, and including any additional absent members who do not designate an alternate but who do designate a member present as his/her proxy for the purpose of voting, abstain from casting either a vote in favor of or against any motion or measure, such an abstention is neutral. See Illustrations and Examples.
3. The Chairperson can at his or her discretion at any time call the question on any motion thereby causing an immediate vote on said motion.
Section F. Action by the Executive Committee
1. When the Executive Committee determines that Council action is required before the next Regular Meeting of the Council, the Executive Committee must first call a Special or Emergency Meeting of the Council, whichever is appropriate under the circumstances.
2. A Special Meeting is any meeting other than a Regular Meeting for which at least 7 days advance notice may be given to members by e-mail or by other appropriate means intended to give reasonable notice (e.g., by mail, by personal contact, or by telephone). Notice of the issue(s) to be discussed at such Special Meeting must be included in the notice, and no other business may be transacted or discussed thereat.
3. An Emergency Meeting is any meeting other than a Regular or Special Meeting that is time critical and for which at least 7 days advance notice cannot be given. Notice of an Emergency Meeting may be by e-mail or by other appropriate means intended to give reasonable notice (e.g., by mail, by personal contact, or by telephone). Notice of the issue(s) to be discussed at such Emergency Meeting must be included in the notice, and no other business may be transacted or discussed thereat.
4. If a quorum (a simple majority of all members of the Council) does not exist at any Special or Emergency Meeting, there is no Special or Emergency Meeting and such meeting must be cancelled immediately and no vote taken or issue discussed thereat.
5. Before the Executive Committee may take any action by itself on behalf of the Council, either a Special Meeting or an Emergency Meeting (depending on time constraints) of the Council must be called and notice given by e-mail or by other appropriate means intended to give reasonable notice (e.g., by mail, by personal contact, or by telephone). Only where a quorum at such Special or Emergency Meeting does not exist may the Executive Committee take an action by itself on behalf of the Council. Any action taken by the Executive Committee by itself on behalf of the Council must be accompanied by inclusion of the following notice and is subject to ratification by the Council at the next Regular Meeting: "Please take note that this (action, motion, letter, etc.) is (taken, submitted, recommended, etc.) solely by the Executive Committee of the GMVUAC on behalf of the Council in accordance with our organization's Bylaws, and is subject to ratification or rejection by the Council at its next Regular Meeting. Written notice of the results thereof will be promptly given to the recipient(s) of this (action, motion, letter, etc.)."
6. The Executive Committee cannot overrule or countermand any action taken or decision made by the Council at a Regular, Special, or Emergency Meeting.
Section G. Notices and Votes by E-mail
Notwithstanding any provision in these Bylaws or in Robert's Rules to the contrary, the following Rules shall govern the limited use of e-mail to give notice of Special, Emergency, and/or Committee Meetings; and for members to engage in discussion of issues and cast votes thereon related to Council business:
1. Notice of Special and Emergency Meetings may be given by e-mail or by other appropriate means intended to give reasonable notice (e.g., by mail, by personal contact, or by telephone). It's up to each member to subscribe to an appropriate e-mail service.
2. Notice of Committee Meetings may be given by e-mail or by other appropriate means intended to give reasonable notice (e.g., by mail, by personal contact, or by telephone).
3. Notice of any and all Meetings of the Council and Committees may be given to the news media (Voice of the Valley) by e-mail and posted promptly on the GMVUAC website at any time prior to the date and time of the Meeting.
4. All votes conducted by the Council at Regular Meetings, at Special and/or Emergency Meetings, are in person by members, including votes cast by properly designated alternate members and proxies.
5. Business conducted, including discussion of issues, by any Committee may be by e-mail or by other reasonable and appropriate means of communication (e.g., by personal contact, or by telephone).
6. Voting by the Council and/or the Executive Committee must comply with the quorum requirements of the Bylaws.
7. Final decisions made and actions taken by the Council shall be summarized in the meeting minutes that are posted on the GMVUAC website.
Article VII — Rules of Operation
Section A. Offices
The place of business of the Council is the home of the Recording Secretary but using the Council's official mailing address. The Public Relations Committee will obtain and maintain an official Internet website and e-mail account for the GMVUAC.
Section B. Non-Discrimination
The Council, or any individual or committees acting on behalf of the Council, shall not discriminate in any of its activities, deliberations, or communications with regard to race, sex, religion, ethnicity, disability, sexual orientation, gender identity, national origin, income, age, or political affiliation.
Section C. Contracts
The Council may authorize any officer of the Council to enter into any contract or execute and deliver any instrument in the name of and on behalf of the GMVUAC.
Section D. Negotiable Instruments
The Treasurer shall sign all checks, drafts, or orders for the payment of money, notes, or other evidence of indebtedness issued in the name of the GMVUAC. Two officers shall sign all checks over $250.00. Section E. Depositories
All funds of the GMVUAC shall be deposited in a timely manner to the credit of the GMVUAC in such banks, trust companies, or other depositories as the officers may select.
Section F. Gifts
The officers shall accept on behalf of the GMVUAC any contribution, gift, bequest, or device for any purpose of the GMVUAC.
Section G. Compensation
All members and officers of the Council shall serve without compensation.
Section H. Audits and Dissolution
The Executive Committee shall audit the financial records before the first Regular Meeting of the calendar year and copies of the results shall be made available at the first Regular Meeting. Upon dissolution of the Council by action taken voluntarily by the Council or involuntarily by the Secretary of State or a court of law, all business and affairs will be wrapped up and all Council assets shall be accounted for and disbursed in strict accordance with the laws of the State of Washington applicable to nonprofit corporations.
Section I. Removals
1. An officer or member may be removed for cause from office or membership by a two-thirds vote of the members voting in favor of a motion stating the cause for removal. This requirement does not apply to vacancies created by a member's becoming ineligible to serve in his or her position on the Council.
2. No vote may be taken on a removal motion until the Council has made reasonable efforts to notify the member of the motion and to provide an opportunity for the member to respond to the motion. A member may not delay the vote by refusing to respond in a timely manner.
Section J. Minority Reports
When four or more members of the Council object or disagree with the conclusions in full or in part of a committee or subcommittee report or product they shall have the right to construct the objections or disagreement into a written document delineating those objections or disagreements and such report shall be a product of the committee or subcommittee. This document (minority report) shall be attached to the full committee report and given to the full council without editing or comment unless agreed to by the dissenters and will be transmitted with the committee report to the Council and be a part of the documents transmitted to the Local, County, State, or Federal government or agency for which they are intended. The names of all members in the dissenting opinion must be included in the report.
Article VIII — Amendments
Section A. Required Votes
1. The Council may amend these Bylaws by a two-thirds vote of the Council.
2. A proposed amendment (or amendments if more than one change is proposed) shall be read at one meeting of the Council and acted upon at the next Regular Meeting. In lieu of reading the text of any amendment(s) at the Council's Regular Meeting, the draft amended Bylaws may be e-mailed or otherwise provided to the Council members at least seven (7) calendar days prior to the Council's Regular Meeting.
Community Area Descriptions as of January 5, 2015
Names of Community Areas serving the residents of the Unincorporated Tahoma School District 409 are: FRANCIS, HOBART, RIVER HEIGHTS, RAVENSDALE.
ILLUSTRATIONS AND EXAMPLES
Article VI, Section E
A. If GMVUAC has a total of 15 members in good standing, a quorum is equal to 8 members who are present at a Council meeting. Presence of a member for determining a quorum is (1) where the member in good standing is physically present at the meeting; or (2) where a member in good standing designates an alternate and such other person is physically present at the meeting. Proxy designations do NOT count as physical presence for the purpose of determining whether there exists a quorum. If a quorum does not exist, there is no meeting and no business of any kind may be transacted. At the discretion of the Chairperson, a suitable time period may be given for tardy members to arrive in order to achieve a quorum. Under such a circumstance, however, at any subsequent time a member may move to adjourn that, if seconded and passed, will immediately terminate the assembly.
B. If a quorum exists and there are 9 members who are present at a Council meeting, and there are no proxy designations, a simple majority to pass any motion or measure is equal to 5 votes in favor.
C. If a quorum exists and there are 9 members physically present and three (3) members who are absent but who have designated a proxy for the purpose of voting, a simple majority to pass any motion or measure is now equal to 7 votes in favor.
D. If a quorum exists and there are 9 members physically present and three (3) members who are absent but who have designated a proxy for the purpose of voting, and four members who are physically present vote against the motion or measure and two (2) proxy votes are cast against the motion or measure, the motion or measure FAILS -- 6 for and 6 against.
E. If a quorum exists and there are 9 members physically present and three (3) members who are absent but who have designated a proxy for the purpose of voting, and three members who are physically present vote against the motion or measure, one member who is physically present abstains, and two (2) absent members by proxy abstain, the motion or measure FAILS -- 6 for, 3 affirmatively against, 1 member present who abstained (neutral), and 2 absent members who by proxy abstained (neutral). Final tally is 6 for, 3 against, and 3 neutral.
Article IV, Section E(6)
F. The Executive Committee has a total of 5 members. A quorum is equal to 3 members in order for it to take any official action. IF all 5 members are present and 2 members abstain, the other 3 members must all vote in favor of the motion or measure in order for it to pass. IF all 5 members are present and 2 members abstain and 1 member votes against the motion or measure, the motion or measure FAILS. IF only 3 members are present, then 2 of the 3 members present must vote in favor of the motion or measure in order for it to pass.
Article II, Section E
G. To illustrate the member attendance requirements, after giving a proxy vote for four consecutive Regular Meetings, or for five non-consecutive Regular Meetings, a member must show up in person or designate an alternate to retain their position on the Council -- designating an alternate for two consecutive meetings after that will count as a third absence and trigger the vacancy proviso in Article II, Section E(2).