BYLAWS OF THE WILLOW CANYON COMMUNITY COUNCIL
ARTICLE I - NAME
The name of this organization shall be the Willow Canyon Community Council.
ARTICLE II - BOUNDARIES
The Willow Canyon Community Council, ("Council") shall represent the residents and property owners within the following described district that shall be known as the Willow Canyon Community District. ("District"): approximate boundaries include lands not in Sandy City bounded by 1300 East, 9400 South, 2000 East, and 9800 South and the parcel directly Southeast of the intersection of 1700 East and 9800 South.
ARTICLE III - AUTHORITY
The Council shall operate as a volunteer citizen organization under the authority of Chapter 2.56 of the Salt Lake County Code of Ordinances.
ARTICLE IV – PURPOSE
The purpose of the Council is to formulate and present recommendations to the County Commission, Planning Commission other county agencies and state entities concerning actions which affect the property and residents within the District and to take any other actions which will be for the benefit and welfare of the residents and property within the District.
ARTICLE V – MEMBERSHIP
Section 1. ELIGIBILITY. Any resident or property owner within the District having reached the age off eighteen (18) years old and registered to vote within the district may be elected or appointed a member of the Council.
Section 2. NUMBER AND TERM. The Council shall consist of seven (7) members. The members shall consist of the following, four (4) officers as defined below in Article VII, section 1 and representatives from 3 areas of the Community defined as North, South, and East. Representatives must reside in the area represented. North shall be the area north of and on the north side of Eastpoint Drive. South shall be the area south of and on the south side of Eastpoint Drive. East shall be the area East of 1700 South. Except for the terms of the initial Council members, the terms of Council members shall be two (2) years. The initial term of the North representative shall be 4 years. The initial term of the South and East representative shall be 2 years.
Section 3. COMPENSATION. Council members shall serve without compensation. However, expenses incurred by Council members in carrying out Council business shall be paid to or reimbursed to Council members as long as such expense was approved during a meeting of the Council prior to the expense being incurred.
Section 4, RESIGNATION. Any member of the Council may withdraw from office by submitting a formal written notice to the secretary of the council.
Section 5, NEGLECT OR ABSENCE When a member of the council neglects his or her duties, is absent from three consecutive meetings without excuse, or jeopardizes the council, his or her resignation may be requested. If the council member refuses or makes no response by the next meeting, he or she shall automatically be considered to have resigned. Any unexcused member missing one-half of the regular meetings of the council in any one calendar year, shall be treated as having submitted a resignation.
Section 6. REMOVAL. Any Council member may be removed by a two-thirds (2/3) vote of the Council members present at any regular meeting where the removal proceeding is included on the agenda. A Council member may be removed for failure to attend meetings or to carry out the responsibilities and duties of membership on the Council or for malfeasance. Such action shall be initiated by a written resolution setting forth the grounds for removal made and seconded at a regular meeting, but the vote for removal shall not be called for until the following regular meeting. The secretary shall mail a copy of the resolution to the affected member at least ten days prior to the meeting at which the resolution is to be voted upon. The community shall also be notified of the resolution at least ten days prior to the meeting at which the resolution is to be voted on. Prior to voting on the resolution, the Council shall receive any relevant evidence relating to the allegations in the resolution. The community shall also have an opportunity to provide input or evidence relating to the resolution prior to the council voting on the resolution.
ARTICLE VI - ELECTIONS
Section 1. PROCEDURE. Election of Council members and officers shall be by secret ballot. Elections for community council representatives shall comply with Salt Lake County Ordinance, 2.56.070, on the first Tuesday after the first Monday of November every even number year. See Addendum 1. County ordinance is part of the Bylaws. Location shall be the County Clerks designated polling location for Precinct 4726. Any eligible resident or property owner; see Art V, Section 1; may run a council position. In order to be nominated to run for election to the Council, a candidate must have submitted a letter to the Council indicating a willingness to serve on the Council. At least 60 days prior to the election, citizens will be notified via flyers and posting of the request for candidates and the nomination procedures. At least 30 days prior to the election, citizens will be notified via flyers and posting of the candidates and offices for election. The notice will also include the time, date and polling place location of the election. Write in candidates are permitted. Vacancies will be elected by the remaining members of the council. The election shall be to fill the remainder of the original term only. In order to be nominated to run for election to the vacant position, a candidate must have submitted a letter indicating a willingness to serve on the Council. The voting shall be by secret ballot by the remaining Council members at the next regularly scheduled Council meeting.
Section 2. ELECTORATE. The electorate shall be comprised of any resident or property owner within the District who is a registered voter within the District.
ARTICLE VII - OFFICERS
Section 1. OFFICERS. The officers of the Council shall consist of a Chair, a Vice Chair, a Secretary and a Treasurer.
Section 2. ELECTION OF OFFICERS. Officers shall be elected by the electorate at the election defined above in Article VI, section 1. Any eligible resident or property owner; see Art V, Section 1; member of the District or the Council may run an officer position. In order to be nominated to run for an officer position on the Council, a candidate must have submitted a letter to the Council indicating a willingness to serve as an officer on the Council. Office vacancies will be elected by the remaining members of the council. The election shall be to fill the remainder of the original term only. Any member of the Electorate or the council may run for the vacated office. In order to be nominated to run for election to the vacant office, a candidate must have submitted a letter indicating a willingness to serve in the vacated office. The voting shall be by secret ballot by the remaining Council members at the next regularly scheduled Council meeting.
Section 3. TERM. Officers shall serve a term of (2) years in their respective office or, in the case of an office vacancy, until the end of the term of the vacated office. No Council member may serve more than two consecutive terms in the same office. The term of the initial Officers shall be as follows: Chair 4 years, Vice chair 2 year, Secretary 2 year, and Treasurer 4 years.
Section 4. DUTIES OF CHAIR. The Chair shall preside at all meetings of the Council. He or she shall call special meetings when needed, shall give a report of the Council activities for the previous year at the annual meeting and have all duties usually imposed upon this office and duties as required by the bylaws and the parliamentary authority.
Section 5. DUTIES OF VICE-CHAIR. In the absence of the chair, or in the event of his or her inability or refusal to act, the vice-chair shall perform the duties of the chair and when so acting, shall have the powers and be subject to all the restrictions upon the chair. The vice-chair shall perform such other duties as may be assigned by the chair or by the Council itself including all duties usually imposed upon this office and duties as required by the bylaws and the parliamentary authority.
Section 6. DUTIES OF SECRETARY. The Secretary shall call all meetings to order in the absence of the Chair and Vice Chair and proceed to elect a Chairman pro tem. He or she shall keep complete and accurate minutes of all the proceedings in any meeting of the Council and make such minutes available to Council members at the next regular meeting or to the public upon request. He or she shall keep copies of all correspondence of the Council, shall write such letters as the Council directs, and shall have personal charge of all records and correspondence of the Council. He or she shall have all duties usually imposed upon this office and duties as required by the bylaws and the parliamentary authority.
Section 7. DUTIES OF THE TREASURER. He or she shall collect, deposit, and keep an accurate record of all money due the Council and all money disbursed by the Council. It may be desirable to bond the Treasurer. He or she shall have all duties usually imposed upon this office and duties as required by the bylaws and the parliamentary authority. He or she shall make a written financial report as part of the Chair’s annual report and present it orally during the annual meeting. The Treasurer shall also meet all county financial reporting required by ordinance, approved first by the Council.
ARTICLE VIII - BUDGET
Section 1, REPORTING. The Treasurer will submit a budget and other financial reports as required by the county in accordance with county ordinance and approved by the council.
Section 2, FISCAL YEAR The council fiscal year shall coincide with the county fiscal year, which begins January 1.
Section 3. SIGNING OF DOCUMENTS. All checks and other instruments executed by the Council shall be signed by two (2) of the four (4) officers. The accounting of all moneys shall be kept by the treasurer and open to public inspection at any time upon prior request. Funds shall only be disbursed by check and only upon prior approval of the Council.
ARTICLE IX - MEETINGS
Section 1. REGULAR MEETINGS. Regular meetings of the Council shall be held every month on the same day and time unless changed by a majority vote of the Community Council. Oral or written notice of any change in the regular meeting schedule shall be given to each member of the Council at least ten (10) days before the next scheduled regular meeting.
Section 2. SPECIAL MEETINGS. Special meetings may be called by the chair or a majority of the other members of the Council whenever such a meeting is deemed necessary or desirable. Notice of any special meeting shall be given to each member of the Council at least twenty-four (24) hours in advance of the meeting.
Section 3. AGENDA. A written agenda shall be prepared for all meetings of the Council. Copies of the agenda shall be given to each member of the Council prior to the meeting.
Section 4. MEETINGS OPEN TO THE PUBLIC. All meetings of the Council shall be open to the public.
Section 5. QUORUM. A quorum shall consist of a majority of the total members of the Council. A quorum is necessary to conduct any meeting of the Council.
Section 6. VOTING. All elected members of the Council may vote on any issue before the Council. Unless otherwise provided in these bylaws, a majority vote of the voting members present at a meeting is necessary to decide any matter before the Council.
Section 7. CONDUCT OF MEETINGS. All meetings shall be conducted in accordance with Roberts Rules of Order Newly Revised. Discussion shall be limited to the business of the Council. A person must be recognized by the chair in order to be heard and shall be given sufficient time to express his or her opinion on any matter before the Council. In the interest of conserving meeting time, groups desiring to be heard on agenda items should request recognition before the start of the meeting and should be represented by a spokesperson if possible. An amount of time shall be designated at each meeting for public comments. During this time, anyone can be recognized from the floor without prior request. The chair should give wide latitude to the discussion of business, but shall not allow individuals or groups to engage in personal arguments. If this should occur, the chair has the discretion to declare such persons out of order and, if necessary, to ask such persons to leave the meeting. The chair may also establish a time limit for discussion or comments from the floor.
Section 8. ANNUAL MEETING. The annual meeting of the Council shall be held in the month following the community councils’ elections. The annual meeting shall be conducted by the outgoing executive officers. Newly elected members shall begin their term at the first regular Council meeting following the annual meeting. At the annual meeting, the chair, or his or her designee, shall give a report of Council activities during the year and announce the results of the election of Council members.
ARTICLE X - COMMITTEES
The Council may designate and appoint one or more committees for whatever reason the Council deems necessary. The committees shall have the power and authority established by the Council and shall report to the Council during meetings thereof. Such power and authority shall not supersede any of these bylaws and shall not relieve the Council of any responsibility imposed herein. The chair of each committee must be a member of the Council, but other members may be any resident or property owner within the District. All committee members shall serve at the pleasure of the Council.
ARTICLE XI - PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised (RONR) shall govern the Council in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Council may adopt.
ARTICLE XII - AMENDMENTS
Amendments to these bylaws may be proposed in writing by any Council member at any regular meeting. A proposed amendment shall be adopted upon the affirmative vote of at least two-thirds (2/3) of the Council members present at the next regular meeting following the meeting at which the amendment was proposed. A copy of the proposed amendment shall be mailed to each Council member at least ten (10) days prior to the meeting at which the amendment is considered for adoption.