The Rules and By-Laws Committee
This Committee considers changes to Community Board 7’s by-laws. Additionally, the committee deals with issues concerning procedures and member’s actions and activities. The committee meets on an as needed basis. Last amended on 04/2014.
- The Board shall consist of not more than fifty persons appointed by the Borough President in accordance with applicable provisions of the City Charter.
- Members of the Board shall serve without compensation.
- All members shall serve on the Board in their capacities as private citizens only. Their actions shall not be instructed by, or responsible to, any other organizations with which they may be affiliated.
- Any members participating in the Board’s consideration of a matter involving self-serving or conflicting interest shall state the nature of the conflict in speaking to the issue, recuse from voting on such matters and such recusal shall be so recorded.
- Any member appearing before a government body and making a statement which conflicts with positions adopted by the Board shall first, before making such statement, identify herself/himself as a member of Bronx Community Board #7,and clearly state that the position being taken is not the position of the Board. No member shall represent the Board’s position before any City or other government agency or authority unless designated to do so by the Board Chair.
- Each Board member shall serve on one or more Standing Committees to which he/she is appointed by the Board Chair except that no member shall be required to serve on more than two committees.
- Each board member shall serve on two Standing Committees except that upon request of the member, and taking into consideration of the needs of the board and its committees as well as the member’s other contributions to the board and the community, the Chair may allow a member to serve on one Standing Committee only.
- Each board member shall regularly attend meetings of the full board and all committees on which he/she serves. A Board member shall not be deemed present at a meeting unless he/she is in attendance during substantially all of the meeting.
- Each board member must give proper notification whenever he/she will be unable to attend a meeting
- The Board Chair may, after consultation with the Executive Committee, recommend to the Borough President the removal of a board member for cause, which may include unsatisfactory attendance at full board and/or committee meetings.
- Membership on the Board shall as much as possible have such diversity of interest as shall be representative of the community.
OFFICERS OF THE BOARD
The officers of the Board shall be Chairperson, First Vice Chairperson, Second Vice Chairperson, Secretary, Assistant Secretary, and Treasurer and such other officers designated by the Board. Each officer shall perform such duties as are incident to the office in accordance with generally accepted rules of parliamentary procedure, including:
DUTIES OF THE CHAIR
- To perform all duties as prescribed in the City Charter and any other duties prescribed under law; to receive Calendars and notices of meeting of all City Agencies required to refer matters to the Community Boards pursuant to the City Charter and to inform the Board members of such Calendars and notices; to attend any meetings required by the Mayor and/or the Borough President pursuant to the City Charter or to designate his/her representative or representatives to attend.
- To open regular monthly meetings at the time and date at which the Board is to meet, by taking the chair and calling members to order; announce the business before the Board according to the agenda; to state and put to a vote all questions or resolutions which are to be moved or which necessarily arise in the course of the Board’s business and to announce the result of the vote
- To interpret and enforce Robert’s Rules of Order, except as otherwise provided by these bylaws or the City Charter; to decide all questions of order; to represent and stand for the Board and perform all necessary functions according to the decisions duly made by the Board, including communicating with government agencies. Such communications shall be sent directly to the appropriate Government agency with a copy of the same simultaneously forwarded to the Borough President’s office, and any other pertinent City, State or Federal office or elected official’s office.
- To authenticate all acts, orders and proceedings of the Board including the countersigning of all letters and documents of whatever nature going out from the Board, unless otherwise authorized, and to be the sole spokesman for the Board in relation to the news media, agencies of government and the public at large, except as he/she shall otherwise specifically authorize.
- To call to order and adjourn regular monthly meetings; in consultation with the Executive Committee, to create new committees, working groups, and task forces of the Board including Standing Committees and to disband such committees as may exist; to appoint, suspend or remove Chairs of the Standing Committees of the Board and to establish and appoint, suspend or remove the Chairs of such special committees as may from time to time be deemed necessary for the best performance of the Board’s function
- In consultation with Committee Chairs, to appoint members to all committees or to remove members from such committees; to appoint representatives of the board to Business Improvement Districts and other governmental, non-profit, community based, or other organizations, as appropriate.
- To prepare and deliver the Chair’s report; because of the possibility the Vice Chairs having to act in the absence of the Chair as hereinafter provided, to keep the Vice Chairs informed of all information, orders, directives, and other matters coming to the Chair’s attention.
- Appointees of the Chair to any position may be removed from such position at any time by the Chair and the term of all such appointees shall terminate upon commencement of a new Chair’s term.
- The term “Chair” is used in these by-laws to describe the presiding officer of the Board. Any individual elected to that office may not style himself/herself by other terms. This rule shall also apply to the First Vice Chair and the Second Vice Chair; the Chair may appoint a parliamentarian if he/she chooses.
DUTIES OF THE VICE CHAIRS
- The First Vice Chair shall preside at the regular monthly meeting in the place of the Chair when the Chair is absent or when the Chair requests. In the absence of the First Vice Chair, the Second Vice Chair shall preside at the meeting. The First Vice Chair and the Second Vice Chair shall assist the Chair as needed.
- If the Chair can no longer serve or is unable to serve as Chair before his/her term has expired, the First Vice Chair shall succeed the Chair for the balance of the term for which the Chair was elected. If both the Chair and the First Vice Chair can no longer serve or are unable to serve, the Second Vice Chair shall succeed the Chair for the balance of the term for which the Chair was elected. If the Second Vice Chair can no longer serve or is unable to serve, the Secretary shall convene and chair a meeting of the Executive Committee prior to the upcoming full board monthly meeting to establish a process by which the Board shall elect new officers.
DUTIES OF THE SECRETARY
- The Secretary shall be the recording officer of the Board taking the minutes of the regular monthly meetings and shall be assisted in the compilation and typing of such minutes by the Board staff. The final version of the minutes as submitted by the Secretary and approved by the Chair shall be distributed, and copies forwarded to the Borough President and the offices of City, State, and Federal elected officials representing the Board.
- If both the Chair and the First and Second Vice Chairs are absent from an Executive Committee or Board meeting, then the Secretary shall assume the duties of Chair for that meeting only.
- Because of the possibility of the Assistant Secretary having to act in the absence of the Secretary, as herein provided, the Secretary shall keep the Assistant Secretary informed of all information, orders, directives and other matters coming to the Secretary’s attention.
DUTIES OF THE ASSISTANT SECRETARY
- The Assistant Secretary shall act as Secretary and record and report the minutes if the Secretary is not present at the regular monthly meeting. He/she shall also, if the Secretary is present, aid the Secretary in any manner deemed necessary and also take the minutes of the Monthly Executive Committee Meeting, to be submitted to the Board Office and Chair.
DUTIES OF THE TREASURER
- The Treasurer shall oversee the bookkeeping procedures of the Board and shall be responsible for all fiscal matters pertaining to the Board’s Operating Budget. He/she shall present to the Board annual reports of current allocations, prorated expenditures, and proposed operating budgets.
- Regular Meetings.
- There shall be at least one regular, monthly meeting of the Board per month, except in August at such time and place as shall be designated by the Chair in the notice of the meeting sent to the Board members as hereinafter provided.
- Special Meetings.
- A Special Meeting of the Board shall be a meeting other than the regular monthly meeting.
- A Special Meeting shall be called by the Board Chair (a) at the Board Chair’s own volition, (b) at the Borough President’s request, (c) upon resolution adopted by the Board, or (d) upon written notice signed by at least one third of the Board members and presented to the Board Chair.
- A special meeting shall be called upon five day’s notice, in writing, with specification of the purpose of the meeting and a delineation of the agenda of such meeting, and such meeting shall be governed by the same procedures as a regular Board meeting.
- Emergency Meetings.
- An emergency meeting shall be a meeting in the manner of a special meeting but in circumstances where time is of the essence and decisions are required immediately. Where five days’ notice cannot be given, at least 48 hours notice must be given.
- Notice for an emergency meeting may include telephone and/or email.
An agenda shall be drafted by the Board Chair with the assistance of the Executive Committee and District Manager at least 1 business day before each regular meeting. The agenda should outline the Board Chair’s suggestion of business to be transacted at the meeting. The notice of time and place of the meeting shall be published at least three days before the regular monthly meeting of the Board.
- Opening of meeting and adoption of agenda
- Public Session. There shall be a Public Session at each regular monthly meeting, in two parts.
Public Session. There shall be a Public Session at each regular monthly meeting, in two parts.
- The first part shall be that period during which any person with an interest in the district shall be afforded an opportunity to bring to the attention of the Board any matter not on the agenda that is of general interest to the community and the Board.
- The second part shall be that period during which any person shall be afforded an opportunity to speak regarding any item on the agenda.
- In the interest of affording the maximum opportunity to all persons to be heard, each speaker shall be limited to a period of no more than two minutes unless otherwise permitted by the Board Chair.
Executive Session. There shall be an Executive Session embracing all items on the Agenda listed below.
- The Executive Session shall be that portion of the Board meeting where only members of the Board may debate the issues and vote on such issues.
- The public is invited to be present as observers of the Board’s proceedings except on matters pertaining to personnel or disciplinary issues.
- A person in attendance who is not a Board member, upon request of the Board Chair, may respond to questions in the Executive Session.