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HomeMy WebLinkAboutFourth of July Executive Board - Bylaws - Revised 11/20/2000CITY OF HUNTINGTON BEACH FOURTH OF .TIJLY EXECUTIVE BOARD BYLAWS (Revised November 20, 2000) Section 1. NAME: The official name of this Board shall be the "Fourth of July Executive Board". Section 2. PURPOSE: The purpose of the Board shall be to raise, through corporate and private donations and fund raising activities, the funds required to finance the annual celebration of the Fourth of July. To develop a program of activities for the public and major donors and ensure public awareness and participation in these activities. To assist staff and volunteers with activities related to the Fourth of July celebrations, based on the policies and guidelines established by the Huntington Beach City Council. Section 2A. FISCAL YEAR: The fiscal year shall commence on October 1 and expire on September 30. Section 3. MEMBERSHIP: The Board shall consist of seven members appointed by the City Council for terms to coincide with the appointing Council Member 's term of office and four members appointed by the City Council as a whole (collectively) with four year terms of office to coincide with the fiscal year.. All members of the Board shall be residents of the City of Huntington Beach. In the event a member resigns or is unable to complete his or her term, an appointment by the City Council shall be made to fill the remainder of such members unexpired term. The Board may appoint at -large members to assist it in carrying out its objectives. Section 4. OFFICERS: The Officers of the Board shall be a Chair, Vice -Chair and Treasurer. They shall be elected by majority vote of the Board and shall hold office for a period of one year or until their successors are elected. In the event of a vacancy, a member of the Board shall be elected to fill the unexpired portion of the Officer's term. An election of officers shall be held in October of each year and the elected officers shall assume office at the end of the meeting. Section 5. DUTIES OF OFFICERS: Chair: The Chair shall: (a) Serve as the chief officer of the Fourth of July Executive Board and shall preside at all meetings of the Board. (b) With the advice of the Board, select all committee chairpersons. (c) With the advice of the Board, assign responsibilities subject to approval of the Executive Board. (d) Be the official spokesperson for the Board. Vice Chair. The Vice Chair shall: (a) Serve as an officer of the Fourth of July Executive Board. (b) In the absence or disability of the Chair, to perform all the duties of the Chair and, when so acting, shall have all the powers of and be subject to all the restrictions upon the Chair. The Vice Chair shall have other powers and perform such other duties as may be prescribed from time to time by the Board or these Bylaws. Treasurer. The Treasurer shall present a written financial report monthly at the board meetings and ayear-end report at the end of the fiscal year. As soon as practicable following appointment and election, the Treasurer and an appointed budget committee shall meet and prepare a budget for the year. The budget shall be based upon a proposed program of activities that has been approved by the Fourth of July Executive Board. This budget shall be presented a the next general meeting for adoption. The approved budget must be presented to the City Council for their approval. Section 6. DUTIES OF EXECUTIVE BOARD MEMBERS: Members shall: (a) Attend all meetings unless excused by the Chair. (b) Execute all of the following duties and any other tasks assigned by the City Council. (c) Recommend to Council the removal of any member who has not complied with these Bylaws. PARADE ➢ Provide input into hiring contractor. ➢ Assist contractor in securing bands. ➢ Assist with creation and selection of logo. ➢ Assist contractor with selection of judges for bands, floats, etc. 10/25/00 2 ➢ Assist contractor with production and printing of application. ➢ Assist contractor with purchase of flags, pompoms, and wristbands. ➢ Recruit and assign volunteers. FIREWORKS ➢ Provide input into hiring contractor. ➢ Recommend type and length of entertainment. ➢ Recruit and assign volunteers. RUN/EXPO ➢ Provide input into hiring contractor. ➢ Assist contractor with design of application. ➢ Recommend type of entertainment. ➢ Assist contractor with awards for runners. ➢ Assist contractor with securing announcer for run. ➢ Assist contractor with decorations/balloons. ➢ Recruit and assign volunteers. SPONSORS/FUND-RAISING ➢ Establish mechanism to recognize sponsors of events. ➢ Establish a program for the purpose of raising funds and develop fund raising packages. ➢ Coordination and implementation of event to recognize sponsors and showcase celebrities. ➢ Recruit and assign volunteers. ➢ Recommend list for VIP invitations. ➢ Address invitations. PUBLIC RELATIONS ➢ Provide input into hiring consultant. ➢ Review with the president all print and electronic media. ➢ Assist other board members with printed materials. ➢ Assist staff and public relations company in securing celebrities. ➢ Assist Masons with food, etc. for VIPs and coordinate area near showmobile for VIPs. Organize breakfast in park on morning of parade. 10/25/00 3 MILITARY ➢ Secure representation from all branches of military for parade. Section 7. DUTIES OF COMMITTEE CHAIRPERSONS. Chairpersons shall. (a) Serve as leader of committee. (b) Hold meetings as needed. (c) With approval of committee members, present recommendations to Executive Board for action. (d) Present written year end report to Executive Board at August meeting. Section 8. MEETINGS: All meetings of the Fourth of July Executive Board shall be open and public. Meetings shall be held as needed. One regular Board meeting shall be held each month; May, two (2) meetings; and in June, four (4) meetings. Time and location of said meetings shall be posted at the Huntington Beach City Hall. Section 9. ATTENDAN('E: Regular attendance at meetings is required to enable the Board to discharge its duties. Any member absent from two (2) consecutive meetings without securing the consent of the Chair, or his designee, shall be deemed to have resigned from the Board. Upon majority vote of the Board, the Chair shall notify the Council Member who made the appointment to appoint a new member to fill the unexpired term for the member resigning. All at -large members are encouraged to attend regular meetings so their knowledge and expertise maybe utilized to the fullest and they can keep abreast of the Board's plans and activities. Section 10. UQ ORUM: At any meeting of the Fourth of July Executive Board, a simple majority shall constitute a quorum for the transaction of business. In the event there is no quorum at a meeting, the Chair shall adjourn said meeting or shall adjourn to a date certain. Section 11. PARLIAMENTARY PROCEDURES: The parliamentary rules laid down in Roberts Rules of Order, newly Revised, shall, in general, govern the proceedings of this Board, but the Chair shall decide all questions order, subject to appeal to the Board, and all appeals shall be decided by a majority of the voting members present. The Chair shall vote on all matters coming before the Board whether there is a tie vote or not. No member may vote at a meeting by proxy, or by any method other than being personally present and casting his vote. Any member present who deems himself disqualified for any reasons to vote upon any questions may so declare 10/25/00 0 l himself as disqualified and shall state his reasons for disqualification if called upon by a majority of the quorum present. Any such member who has so disqualified himself shall have the fact shown in the minutes of the meeting and shall not be required to vote upon the question on which he has disqualified himself, and his failure to vote shall be recorded as an abstention. Section 12. CHANGES IN BYLAWS: A majority of all members entitled to vote shall be require to amend these Bylaws. Copies of a proposed amendment shall be given to each member at a regular meeting or shall be mailed at least five (5) days prior to a meeting, and may then be voted on at the next regular meeting. A copy shall be filed with the City Clerk. Section 13. ADOPTION: APPROVED AND ADOPTED as the Bylaws of the Fourth of July Executive Board of the City of Huntington Beach on the 4'h day of October, 2000. AYES: NOES: ABSENT: CHAIR VICE CHAIR 10/25/00 5