Bylaws of the Neighborhood Leaders Council

Revised as of September 2015

Article I: Name

The name of the organization will be the Neighborhood Leaders Council.

Article II: Purpose

The purposes of the Neighborhood Leaders Council will be the following:

Section 1: To assist the Neighborhood Associations in responding to their common issues and challenges and in improving their neighborhoods.

Section 2: To exchange information and provide a forum for issues of mutual concern to neighborhoods, and to provide coordination where desired.

Section 3: Through its neighborhood representatives, to maintain effective communication with the people in the Neighborhoods so that as many as possible are aware of Neighborhood and citywide concerns and can participate in their resolution.

Section 4: To work with City staff, elected and appointed officials, and neighborhood associations  seeking and implementing solutions to neighborhood problems.

Section 5: To provide informed, effective and relevant advocacy on issues of concern to the neighborhoods, before the City Council, Planning Commission, and other City boards, Commissions, departments, officials, and other decision-making bodies.

Section 6: To encourage and support neighborhood organizations in developing recommendations for new refinement plans and refinement plan amendments. The NLC will also review such plans with respect to their potential impact on other neighborhoods.

Article III: Membership

Section 1: The membership will consist of one authorized representative for each officially recognized Neighborhood Association within the Eugene urban services boundary, plus a representative from Neighborhood Services. Neighborhood representatives must be determined by a Neighborhood Association that is operating consistent with the provisions of their City adopted charter.

Section 2: A Neighborhood representative may authorize an alternate as need arises, but if more than one person from an Association attends a meeting, the Association has only one seat at the table and one vote to cast.

Section 3: The official representative of Neighborhood Services is a non-voting but otherwise fully participating member of the NLC.

Section 4: Representatives are expected to attend the monthly meetings, bring forward concerns from their neighborhood, and communicate back to their neighborhood information received and measures taken by the NLC.

Section 5: If a person serving as NLC co-chair ceases to be the authorized representative of their neighborhood association, the NLC will determine by a majority vote whether the person should continue as NLC co-chair.

Article IV: Officers and Duties

Section 1: The Co-Chairs will:

  1. Coordinate and supervise the business and activities of the NLC.
  1. Preside at all meetings of the NLC.
  1. Serve as contact persons for the news media.
  1. Work with the City’s Representative from Neighborhood Services to ensure that proper financial records are maintained, and make them available to the NLC upon request.
  1. Take minutes for Executive Committee meetings.
  1. Prepare position papers.
  1. Prepare correspondence.
  1. Work with the City’s Representative from Neighborhood Services to ensure that the minutes will be recorded. A copy of the minutes will be delivered to each NLC member.
  1. Work with the City’s Representative from Neighborhood Services to acquire appropriate meeting space for NLC meetings, and provide agendas to NLC members.
  1. Ensure that a working list of all NLC members is maintained, along with their mailing addresses, e-mail addresses and telephone numbers, and make a current list available to NLC members. Neighborhood Organizations should give the NLC Co-Chairs the above mentioned information about their representatives, and update that information when necessary.
  1. Work with the City’s Representative from Neighborhood Services to ensure that an information conduit to/from all city departments, other committees, and the City Council is maintained.
  1. Work with the City’s Representative from Neighborhood Services to ensure that the NLC is informed of all issues before the city policy makers that pertain to the neighborhoods.
  1. Co-Chairs, together with the Representative from Neighborhood Services, will constitute an Executive Committee to expedite items 1 through 12 above.

Article V: Elections

Section 1: The two NLC Co-Chairs will be elected by a majority vote of the voting members present at the meeting. Notice of the election must be published in the meeting agenda.

Section 2: The Co-Chairs will be selected from the NLC’s official voting membership.

Section 3: Co-Chairs will serve a two-year term and may be re-elected after being out of office for two years.

Section 4: The terms of the two Co-Chairs will be staggered so that one position is elected annually.

Section 5: A sitting Co-Chair is not eligible to run for the other Co-Chair position.

Section 6: Once elected, Co-Chairs continue in office until expiration of their term, subject to Article V, Section 7.

Section 7: A Nominating Committee comprised of the Co-Chair whose term is not up for election and at least one other NLC representative approved by the Council will solicit nominations for the position of Co-Chair. The Nominating Committee shall notify all neighborhood associations of the election, shall recommend a slate to the Council and publish notice in the February meeting agenda. Nominations may also be made from the floor.

Section 8: Vacancy

  1. A vacancy will exist if a member of the Executive Committee resigns or fails to actively serve. Failure to actively serve is determined by a two-thirds vote of the voting members present at a scheduled meeting of the NLC. Notice of this vote must be published in the meeting agenda.
  1. A vacancy will be filled by a majority vote of the voting NLC members present at a meeting. Notice of this vote must be published in the agenda of the meeting.
  1. These two votes may not be held at the same meeting.

Section 9: Elections will be held at the normally scheduled February meeting. Notice must be published on the meeting agenda.

Section 10: Postponing Elections

  1. The majority of the voting members present at a meeting during which notice of an election has been given in the agenda may instead vote to postpone the election to a future date.
  1.  In the event that a quorum is not present for a meeting in which an election is scheduled, the election is postponed until the next scheduled meeting. Notice of the election must be published in the agenda for that meeting.
  1.  In the event that a new chairperson is not elected at the February meeting, the chairperson to be replaced shall continue in office for a period not to exceed two regular monthly meetings. After two regular monthly meetings the position shall be declared vacant until a new chairperson is elected. The term of the person to be elected shall not be extended beyond the time scheduled for regular elections.
  1. The option in Article V, Section 10, subsection 1 may only be exercised twice.

Article VI: Meeting Agenda

Section 1: The NLC will hold regular meetings on the fourth Tuesday of each month, unless otherwise agreed upon at a prior meeting.

Section 2: The meeting agenda will be set by the Co-Chairs with consultation with the City’s Representative from Neighborhood Services. A printed copy of this agenda will be sent to all NLC members, voting and non-voting, at least one week in advance of the scheduled meeting.

Section 3: The second item on the agenda will be changes to the agenda.

  1. Changes to the agenda may be made by a majority.
  1. All persons attending an NLC meeting may request that items be placed on the agenda, and may enter the discussion of all agenda items.

Section 4: The second-to-last item on the agenda will be recommendations of agenda items for the next or future meetings.

Section 5: Any changes to the printed agenda, made after it is distributed but before it is subjected to adjustment by members, must be approved by the Co-Chair who will be presiding at the meeting.

Section 6: The Co-Chairs may call special meetings of the NLC when deemed necessary. Each neighborhood will be notified in a timely manner.

Article VII: Actions by the Neighborhood Leaders Council

Section 1: Quorum

  1. A quorum must be present at a meeting for the NLC to take any binding action, take a formal position on an issue, or conduct elections. A quorum is deemed present when representatives of one-half of the NLC participating neighborhoods with voting privileges plus one are present.
  1. A quorum will never be less than one-quarter the total number of neighborhoods as defined in Article III, Section 1
  1. In the event that a quorum is not present, the presiding Co-Chair may, in consultation with the Executive Committee, speakers on the agenda and members present, continue the meeting as an information session. The NLC may not take any form of action binding, or otherwise, during an information session, other than receiving information from scheduled speakers.
  1. If, during an information session which results from the failure of the NLC to have a quorum present for a scheduled meeting, a quorum should become present, the presiding Co-Chair may call the meeting to order.

Section 2: NLC Participating Neighborhoods

  1. For purposes of quorum determination only, neighborhoods which have missed three consecutive meetings shall not be counted in the meeting’s determination of a quorum.
  1. Attendance at any meeting reestablishes the neighborhood’s status of a neighborhood to be counted in quorum determination.

Section 3: The NLC may also take formal action by an electronic vote. Any member as defined in Article III may make a motion for formal action by communicating electronically to all current members whose email address is on record with the NLC. The motion must then be seconded by another member in the same manner. Upon being seconded, one of the NLC Co-Chairs shall determine if a vote on the motion can wait until the next regularly scheduled NLC meeting. If it is determined that a vote cannot be so postponed, the Co-Chair shall follow NLC adopted procedures for conducting the vote electronically. The motion shall be considered adopted as soon as it has been approved by a simple majority of current NLC voting members by a communication to the NLC Co-Chair conducting the vote.

Section 4: At a regularly scheduled meeting at which a quorum is present the NLC shall adopt procedures for electronic voting, and may amend those procedures as necessary, by a simple majority vote. At a minimum, these procedures shall conform to Section 3 above and specify the following: voting eligibility, how NLC members not available electronically are to be included in the vote, acceptable methods of voting, voting time window, whether amendments are permissible, record keeping and any other rules necessary to insure the integrity of the vote.

Section 5: The NLC may take formal action by a simple majority vote of those eligible to vote at that meeting.

Section 6: The NLC position will be made known to the neighborhoods and to policy makers in a timely fashion by the Executive Committee.

Section 7: Meetings will be conducted according to Robert’s Rules of Order Newly Revised.

Article VIII: Committee

Section 1: The NLC may use committees to assist in its work and assist neighborhood associations. Each committee shall be approved by the NLC with a charge, which shall be reviewed annually. Committee members may be volunteers or appointed.

Section 2: A Committee of the NLC must include at least one NLC representative but may also include non-NLC members.

Section 3: Committees can meet in person or electronically.

Section 4: Committees shall report back to the NLC at least twice a year.

Section 5: A Committee cannot commit the NLC to a policy or position without a vote on the matter by the NLC itself.

Article IX: Bylaws Changes

Section 1: These Bylaws may be changed by a two-thirds vote of the NLC members present at the meeting.

Section 2: Proposed by-law changes must be presented at a previous NLC meeting, and the text published with the agenda for the next meeting before a vote can be taken.