SWNI Committee Standing Rules
Revised May 26, 1999
The SWNI Bylaws establishes no more than four standing committees and any number of special committees, as it deems necessary. The committees shall be responsible for the coordination of activities, implementing their adopted action plan, for research and review of issues and proposals, and for recommending actions to be taken by the SWNI board.
Committee Structure:
Each neighborhood association and business association shall have one authorized representative with the right to vote on each standing or special committee. Qualifications for authorized representatives shall be determined by the neighborhood or business. The representative must be a member of their neighborhood association or business association. The chair of the committee shall not count as the representative from his/her neighborhood association.
Any member of a southwest neighborhood association or business association may serve on the committees, but without the right to vote unless they are an authorized representative of their neighborhood.
Each committee shall submit a current list of its membership at the October meeting of the Board of Directors. This list, containing contact information for each committee member shall be on file in the SWNI office.
Powers of the committee shall include presiding over meetings, facilitating discussion and decision-making, preparing the agenda, and ensuring procedures and process are followed. The chair will serve one year from July 1st to June 30th submitting a resignation by May 30th. The committee will elect or recommend the name of a chairman to the new SWNI president for appointment by May 30th. Chairs names are submitted for SWNI board approval in June.
A vice chairman and secretary may be elected by the committee or appointed by the chair.
Standing committees have the authority to establish working groups for special purposes, such as research. They must report back to their standing committee on their findings. They do not have decision-making abilities. Additional staff and dollar resources for working groups would need board approval.
Meetings:
Committees shall meet a least quarterly and at the call of its chair or the SWNI president. Meetings shall be open to the public and are subject to the Public Meetings and Open Records Laws.
Minutes will be taken at each meeting and printed copies will be on file in the SWNI office.
Each committee shall conduct its business in public according to Robert’s Rules of Order Newly Revised.
A majority, for voting purposes, is a simple majority of those committee members present.
Committees shall provide that minority reports be heard as requested by committee members.
Committee Responsibilities:
Committees shall develop an action plan with short and long term goals each year as part of the SWNI contract by May 15th and must make due effort to see that it is fully implemented and make a timely annual report by July 1st the following year.
Every committee is encouraged to maintain a supportive and/or cooperative stance in relation to the activities, projects, and/or proposals for every other committee. Committee chairs are encouraged to coordinate activities with each other and resolve any differences together to their mutual satisfaction.
Each committee shall submit a written report of activities to the SWNI Board of Directors on a monthly basis.
Each standing committee is permitted to take autonomous action if it acts in conformity with criteria previously approved by the SWNI board.
Criteria for Autonomous Action by Standing Committees:
The action falls within the board approved action plan for the committee.
A letter will be sent in June to each neighborhood association and business association informing them of the ability of the committee to take autonomous action and the importance of appointing or electing a representative and/or alternate to serve on these committees, and to inform the SWNI office of those representatives.
A quorum is required to take autonomous action. A quorum would be considered nine appointed or elected representatives. Those present must be from a minimum of nine neighborhoods and appointed or elected by the neighborhood.
Amendments:
Amendments or additions may be made to these Standing Rules at any SWNI board meeting provided there has been advance written notice of the proposed change.
July 10, 1998