MONTCLAIR NEIGHBORHOOD COUNCIL (MNC) BY-LAWS
Section I - Name and Location
The official name of the organization is the Montclair Neighborhood Council (MNC). The organization is formerly known as, and commonly referred to as, the Montclair Safety and Improvement Council (MSIC). The organization operates in accordance with the provisions of City of Oakland Resolution Number 79235. The organization consists of the geographic area in the Montclair Neighborhood, Oakland Police Beat 13z.
Section II - Purpose
The purpose of the MNC is to help prevent crime, promote public safety and awareness, manage improvements and beautification, and enhance the quality of life in the Montclair Neighborhood, Police Beat 13z, and the City of Oakland.
Section III - Membership Eligibility
Participation in the MNC is open to all residents, businesses and merchant associations, community organizations, and neighborhood groups (e.g., CORE
and Neighborhood Watch) in Beat 13z. They shall have the opportunity to attend all Council meetings, participate in MNC activities, and vote on MNC matters of interest
as specifically defined in these bylaws.
Although membership in the MNC is limited as explained above, the MNC invites all interested parties outside Beat 13z to collaborate and partner with it in safety and improvement related efforts for Beat 13z and for the City of Oakland.
Section IV - The MNC Steering Committee
The MNC Steering Committee will have no more than 15 members. The Steering Committee is composed of the Officers (defined as the Chairperson, Vice Chairperson, Treasurer, and Secretary), Community Representatives, and Community Organization Representatives. The Steering Committee is responsible for MNC administration, planning of MNC meetings and events, and sponsoring activities that promote safety and civic betterment in Beat 13z and for the City of Oakland.
Section V - Officer Duties
Chairperson - The Chairperson will preside over all MNC meetings. The Chairperson will also represent the MNC in public settings with authorization beforehand from the Steering Committee. The Chairperson may delegate areas of responsibility to the other Steering Committee members as needed.
Vice Chairperson - The Vice Chairperson will assist the Chairperson as needed, or as delegated, and preside over MNC meetings in the Chairperson’s absence.
Treasurer - The Treasurer will collect and record money due to and received by the MNC and will be custodian of such funds. The Treasurer will maintain the bank account associated with the MNC.
Secretary - The Secretary will record and keep records of MNC meetings, including attendance at such meetings.
Section VI - Duties of Community Representatives and Community Organization Representatives
Community Representatives –The Community Representatives solicit guidance and feedback from members as defined in Section III above and utilize it at MNC meetings to support safety and community betterment decision-making and problem-solving.
Community Organization Representatives – The Community Organization Representatives solicit guidance and feedback from members of their respective organization and utilize it at MNC meetings to support safety and community betterment decision-making and problem-solving.
Section VII - MNC Meetings
The MNC holds two types of meetings: Steering Committee Meetings, and Community Meetings.
Steering Committee Meetings - Steering Committee Meetings are held to enable Steering Committee Members to discuss and decide on administrative issues related to MNC, and to plan and conduct MNC activities and events. The MNC will schedule and hold at least six Steering Committee meetings a year. The Steering Committee may conduct other Steering Committee meetings as required. The Chairperson will solicit feedback on agenda items from Steering Committee Members to establish meeting agendas. The final meeting agenda and related agenda materials will be issued to all Steering Committee Members at least one week prior to the meeting. The agenda will also be issued publicly to the membership one week prior to the meeting via the MNC Yahoo! Group and/or other media sources to allow members to attend and observe such meetings. At least 50 percent of, or five (whichever is greater), Steering Committee members must be present at a Steering Committee meeting to conduct business and decision-making. All decisions must be ratified by a majority vote of Steering Committee Members present at the meeting.
The Steering Committee may establish subcommittees as it sees fit, and those subcommittees must include participation or feedback from the membership.
The Chairperson may also establish subcommittees on an Ad Hoc or temporary basis. Meeting minutes will be developed and then posted to the MNC website after review and approval by the Steering Committee.
Steering Committee Members make a commitment to serve the Montclair community. Missing more than three consecutive MNC meetings, or a total of five MNC meetings
in a calendar year, may result in removal from the Steering Committee.
Meetings of the Steering Committee by e-mail will only be conducted for urgent or
time-sensitive matters. The meeting will be documented in the same manner as a regular Steering Committee Meeting, including an explanation of the exigency for
the e-mail meeting.
The Steering Committee will also appoint a Steering Committee member, or a community member, to help maintain the MNC website and the accuracy of the information contained on the website.
Community Meetings - Community Meetings are held to provide the public with useful and essential information about safety and improvement related issues and initiatives. These meetings are also held to give the membership an opportunity to vote on key matters related to MNC operations (e.g., bylaws, annual elections) and ratify positions or requests for action on controversial safety issues and other concerns as proposed by the MNC Steering Committee. The Steering Committee will schedule and hold at least four Community Meetings per year. The Steering Committee may schedule and hold other Community Meetings throughout the year. The Chairperson will solicit feedback on agenda items from Steering Committee Members to establish meeting agendas. The final meeting agenda will be issued to all Steering Committee Members and to the membership at least one week prior to the meeting via the MNC Yahoo Groups and/or other media sources. At least 50 percent of, or five (whichever is greater), Steering Committee members, and at least ten community members, must be present at a Community Meeting to vote on agenda item requiring a vote. In order to vote at a
Community Meeting, an individual must meet the membership requirements in Section III above.
A membership comment period will be scheduled at all Community Meetings, usually at the end of the meeting. Membership comment periods will also be included for action items on the agenda prior to any voting on them. Members will be limited to a comment period of no more than two minutes in length. The Chairperson may reduce the period for individual member comments to one minute each based on the number of people who wish to speak and meeting time constraints. Community Meeting minutes will be posted to the MNC website for public review and comment, and thereafter approval by the Steering Committee at a subsequent Community Meeting.
The Chairperson will not permit disruptive behavior or verbal attacks during any MNC meeting. Disruption or verbal attacks by an individual or group may be grounds for the Chairperson to suspend or cancel meetings, and/or initiate other corrective actions.
The MNC is a non-partisan organization and does not endorse candidates running for public office or ballot measures. Personal political and ballot endorsements by MNC Steering Committee Members may not include references to the MNC in their endorsements.
Section VIII - Steering Committee Membership Eligibility
In order to be eligible for a Steering Committee position in either a permanent or temporary capacity, an individual must first meet the membership requirements in Section III above.
Section IX - Election of Steering Committee Members
The term of service for all Steering Committee positions is one year. Elections for all positions are conducted annually at the Second Quarter Public Meeting in May.
No less than 30 calendar days before the Second Quarter Public Meeting in May,
the MNC Steering Committee will issue a public announcement regarding Steering Committee elections and ask the membership to consider applying for those positions. The public announcement will include contact information for the MNC. Those who are interested in serving on the MNC Steering Committee should submit an e-mail or letter of interest to the Steering Committee prior to the date of the May Meeting. Nominations will also be accepted from the floor at the May Meeting but those nominations must be seconded by a member eligible to vote other than the nominee. All applicants will be given an opportunity to briefly introduce themselves at the May meeting before the elections are conducted.
The Steering Committee will determine the method for conducting annual elections in advance of the election. Successful candidates must receive a majority vote of eligible members present at the Meeting.
Candidates for Community Organization Representative should include a letter or e-mail signed by the Chairperson of their organization along with their e-mail or letter of interest. They should provide such documentation within 30 calendar days of election to the Steering Committee.
If no elections are held in May due to extenuating circumstances, the current Steering Committee Members will carryover for a period not to exceed 90 calendar days until an election is held. New Steering Committee Members and Officers will take office at the Steering Committee Meeting following the election.
Section X - Appointment of Interim Steering Committee Members
If an Officer position becomes vacant between annual elections, an interim appointment may be made by the Steering Committee from existing Steering Committee Members by a majority vote of Steering Committee members present at a meeting. Interim Officers will serve until the next annual election, at which time they will be able to stand for election to a regular term.
If a Community Representative or Community Organization Representative position becomes vacant between annual elections, an interim appointment may be made by
a majority vote of Steering Committee members present at a meeting. Candidates for Community Organization Representative should include an official letter, signed by the Chairperson of their organization along with their e-mail or letter of interest. They must provide such a letter within 30 calendar days of election to the Steering Committee.
Interim Officers and Members will take office immediately after the Steering Committee has approved the interim appointment.
Section XI - Removal from Steering Committee Positions
A Steering Committee Member may be removed from the Steering Committee for just cause by a majority vote of Steering Committee members present at a meeting, provided written notice is given to the Steering Committee Member at least 30 calendar days in advance of the removal date with an opportunity to provide a written statement to the Steering Committee prior effecting the removal.
Just cause may constitute a violation of these bylaws, conduct that adversely impacts the public trust in the MNC or the operation of the MNC, or failure to attend MNC meetings (as defined in Section VII above) without extenuating reasons for missing them.