BYLAWS OF THE COALITION OF
City of Albuquerque, New Mexico
Name, Boundaries, and Purpose
1. NAME: The name of this organization is the Coalition of Neighborhood Associations, District 4.
2. BOUNDARIES: The boundaries of the Coalition shall be the boundaries of City Council District 4 of the City of Albuquerque.
3. PURPOSE AND MISSION: The purpose of the Coalition shall be to facilitate communication among the councilor representing District 4, city, county, state, and federal officials, and Coalition members; and to provide a united voice on important issues. A member may petition the Coalition for assistance on any governmental entity-related issue by providing a copy of the minutes of the meeting of or a copy of a resolution duly passed and executed by the member association requesting the assistance or support of the Coalition.
While the Coalition may be involved in a discussion of issues, which may be political in nature, the Coalition shall not participate in or intervene in any political campaign or endorse any candidate for public office. The Coalition is prohibited from the publication or distribution of any political candidate’s campaign literature. The Coalition, however, may publish and distribute materials for educational purposes.
No public funds or donations shall be accepted by the Coalition unless the public donor entity certifies in writing that the use of the public funds are consistent with pertinent provisions of the New Mexico State Constitution and New Mexico Statutes adopted thereunder.
1. MEMBERSHIP: Any neighborhood or homeowners association, which has at least one boundary within District 4, is registered with the Office of Neighborhood Coordination, has stated in writing that it wishes to be a member, and has paid the required membership dues, shall be a member of the Coalition and entitled to one vote.
2. ASSOCIATE MEMBER: Any neighborhood or homeowners association adjacent to the boundaries of District 4, is registered with the Office of Neighborhood Coordination, has stated in writing that it wishes to be a member, and has paid the required membership dues, is eligible to participate with the Coalition as a non-voting associate member.
1. REPRESENTATION: The Coalition shall be composed of one representative from each member association.
a. Representatives shall be elected or appointed by each member association for a term to be determined by the association. There is no limit to the number of terms a representative may serve.
Each member association shall notify the Coalition in writing if there is a change in its representation. Such written notification shall be sent prior to the first meeting at which the new representative will act as a voting member.
- Each member association may also have an alternate representative attend meetings. The alternate may vote on issues in the absence of the designated representative. Designation of an alternate must be made in writing prior to the first meeting at which the new alternate will vote.
c. When both the representative and alternate from a member association are unable to attend a meeting, written notification indicating the party who is the authorized
official representative for the meeting must be given to the Coalition secretary prior to the start of the meeting. The affected member association is responsible for getting the proposed agenda, past minutes, and other materials to the delegate in a timely manner.
2. MEETINGS: The Annual meeting of the Coalition shall be in January of each year. Regular meetings of the Coalition shall be held at least once each calendar quarter. The date, time, and place of each meeting shall be set by the officers.
Notice of the annual or any regular meeting, a proposed agenda, and minutes of the previous meetings shall be provided to the district councilor, member association representatives, and the Office of Neighborhood Coordination at least five (5) days prior to the meeting.
Special meetings of the Coalition may be called by the president, any three Coalition representatives, or the city councilor. The date, time, place, and purpose of the meeting shall be set by the individual(s) calling the meeting.
The District 4 councilor, the Office of Neighborhood Coordination, and either the representative, alternate, or president of each member association shall be notified at least forty-eight (48) hours before any special meeting.
4. QUORUM: Representatives from forty percent (40%) of the current member associations, rounded up to the nearest whole number, will constitute a quorum at Coalition meetings. A quorum is necessary to conduct business, and once attained, continues until adjournment.
A simple majority vote of member representatives present is necessary on all matters requiring Coalition action except as otherwise provided in these bylaws.
1. Every neighborhood association is autonomous. Membership in this Coalition does not preclude a member association from individually supporting or opposing an issue it deems appropriate and in the best interest of its members.
2. Generally, if the Coalition is petitioned by a member association to support or otherwise endorse a certain issue or proposal, the Coalition may, by a simple majority decide its position on the member association’s request. In all instances, the Coalition may remain neutral on the member association’s petition.
1. NUMBERS, DUTIES, ELECTION, TERMS: The officers of the Coalition shall be president, vice president, secretary, and treasurer. The officers will be elected by the Coalition from its membership at its January Annual Meeting. If necessary, the offices of secretary and treasurer may be combined. Vacancies shall be filled by the Coalition from its representative or alternate members, and the new officer shall perform in that capacity for the remainder of the term. Officers shall perform the duties and have the powers and authority as provided by these bylaws and shall constitute the Coalition’s Executive Committee. A Nominating Committee, to be established no later than the regular October Meeting, will present its recommendations at the January Annual Meeting, at which time elections will be held. Members eligible to vote and/or serve will be members in good standing as established by dues and membership renewal paid in full by the January Annual Meeting. At each Annual Meeting, member representatives and officers will receive a current copy of the Coalition bylaws.
2. PRESIDENT: The president shall propose agendas, conduct meetings, respond to all correspondence as necessary, and create special or standing committees with specific tasks assigned thereto. The creation of committees requires the confirmation by Coalition members. The president shall sign, along with the Coalition treasurer, all bank disbursements over $100. The president may appoint a parliamentarian. If that person is a member, his/her representative duty shall not be restricted.
3. VICE PRESIDENT: The vice president shall perform the duties of the president in his or her absence or upon the request of the president.
4. SECRETARY: The secretary shall send notices of all meetings and keep official minutes of all meetings. Minutes shall consist of official actions and decisions made at such meetings, a record of the name and subject of guest speakers, and committee reports that are ordered by the Coalition to be included or attached. Other submitted reports shall be maintained in a book made available upon request. The secretary shall distribute copies of meeting minutes and other records, either by e-mail or hard copy, in accordance with Article III, Section 2. All communications, minutes, and other records shall be passed on to the succeeding secretary. In event of the secretary’s absence at a meeting, the meeting will be taped for later transcription of the minutes. The secretary will maintain a current copy of Robert’s Rules of Order Newly Revised, which will passed on to the succeeding secretary.
5. TREASURER: The treasurer shall collect, protect, and disburse Coalition funds, and shall, along with the president, sign any bank check in the amount over $100 for the distribution of funds. A written report must be given at each annual and regular meeting. All financial and bank account records shall be passed on to each succeeding treasurer. The treasurer will send membership renewal notices to member representatives no later than the end of October.
Committees and Delegations
1. STANDING COMMITTEES: The member representatives shall determine the committees necessary to fulfill the purposes and objectives of the Coalition. Committee chairpersons shall be representatives to the Coalition. All committee chairpersons shall be appointed by the president and confirmed by the member representatives. All committee members must be a member association member and shall be confirmed by the member representatives.
2. SPECIAL COMMITTEES: Special Committees may be created by member representatives for special projects or issues, which have a limited duration.
3. DELEGATIONS: Delegations may be appointed by the president to represent the Coalition. Such delegations shall exercise only those powers specifically vested in them by the president.
4. REPORTS: An oral and/or written report of any activity or recommendation taken by committee or delegation shall be given at the next Coalition meeting. For a report to be ordered into the official minutes of a meeting, it must be presented in writing and given to the secretary at the meeting.
1. COMPENSATION AND PECUNIARY BENEFITS: No part of the funds of the Coalition may inure to the benefit of, or be distributed to officers, representatives, or other private persons, except for properly approved reimbursements for valid expenses. Approval of amounts less than $150 may be authorized by the Coalition’s Executive Committee and reported to the membership at the next meeting.
2. DUES: Dues for each calendar year will be determined by a vote of current member representatives. Associate member dues shall be fifty percent (50%) of member dues.
3. ACCOUNTING YEAR: The accounting year of the Coalition will be the annual year beginning on January 1st and ending on December 31st.
4. FINANCIAL RECORDS AND ANNUAL EXAMINATION: Accounting and financial records of the Coalition will be maintained in good order, with sufficient detail to support an annual examination by Coalition examiners. An annual examination of the records will be performed by two non-office holding representatives of the Coalition, appointed by the president. They will report upon their findings, in writing, not later than the first regular meeting following the annual meeting.
5. DISSOLUTION: In the event of dissolution, the Treasurer will first pay, or provide for the payment of all liabilities of the Coalition. Remaining assets will be distributed to member and associate member associations in good standing, in proportion to their dues collected in the current year.
Removal from Office
An officer of the Coalition may be removed from office for failure to fulfill the duties of said office or for conduct detrimental to the best interest of the Coalition by a two-thirds (⅔) vote of the of the member associations represented at a meeting at which the proposed removal was on the agenda. The officer whose removal is to be considered shall be provided written notice of the meeting at least two weeks prior to the meeting. Any person so removed shall be barred from holding a future office, including a chairmanship. Similar sanctions may be imposed on any member who significantly and negatively impacts the functioning of the Coalition.
Authority to Bind
Without prior authorization from the Coalition, no individual, committee, delegation, or member association shall incur any debt, represent a position, enter into any agreement, or in any way obligate the Coalition.
The current edition of Robert’s Rules of Order Newly Revised shall govern the Coalition when not in conflict with these bylaws.
These bylaws may be amended by a two-thirds (⅔) vote of the member associations represented at a meeting, provided written notice of the proposed amendment has been mailed to the representative and president of each member association at least two weeks prior to the meeting.
Adopted by the Coalition of Neighborhood Associations District 4 on Wednesday, August 20, 1997.
Amended by the Coalition of Neighborhood Associations District 4 on Wednesday, January 20, 1999.
Amended by the Coalition of Neighborhood Associations District 4 on Wednesday, January 17, 2001.
Amended by the Coalition of Neighborhood Associations District 4 on Wednesday, February 16, 2005.
Amended by the Coalition of Neighborhood Associations, District 4 on Wednesday, November 15, 2006.
Signed by: _____________________________ Date: _________________________
Signed by: ______________________________ Date: _________________________