Bylaws for the
West End Neighborhood Council
(changes for 2018 are underlined and in italics)
PURPOSE AND INTENT
Section 1. The
West End Neighborhood Council is an independent non-profit
corporation formed to address issues and concerns at the neighborhood level and
work cooperatively with neighborhood groups towards the attainment of
neighborhood goals. The Neighborhood Council seeks to encourage the
participation of all citizens in the governmental process and to maximize their
use of human resources through the concept of self-help, group organization and
available funding sources.
Section 2. This Neighborhood
Council complies with Tacoma City Council Resolution 31888 and Ordinance 25188
which created Neighborhood Councils to increase and assure effective citizen
participation in the decisions of government. This Neighborhood Council will
foster a partnership of open communication between the City and its
• enhance the environment in
which citizens are afforded an opportunity to participate in government
decisions in an advisory role;
• foster cooperation and
consensus among diverse interests;
• assist the City and
neighborhoods in developing solutions, to mutual problems;
• develop in the citizens a
sense of personal pride and responsibility for their neighborhood and their
This two-way communication and
citizen review of those
concerning the health, safety and welfare of their neighborhoods will aid in
sound decision making by the
Council and City Departments, thus promoting the general health, safety and
welfare of the citizens of Tacoma.
Section 3. This
Neighborhood Council recognizes that the basic building
blocks of citizen participation in City government are the various neighborhood
groups, e.g., neighborhood improvement organizations, block watch groups, safe
street groups, advisory boards, etc. While these groups are independent, they
have demonstrated an interest in their neighborhood communities and the City of
Tacoma and it is
expected they will take an active part in the Neighborhood Council.
Section 4. ‘Citizens retain
all duties and obligations
participate in existing processes for legislative enactment, policy
formulation, quasi-judicial decision-making or administrative practices.
Participation in the Neighborhood Council program does not limit such duties
Office Location -- The principal
offices of the Neighborhood Council shall be located at such place as the
Neighborhood Council Board shall designate. The organization may have such
other offices as the Board may designate from time to time.
Section 2. Mailing Address --
Council shall provide the Neighborhood Council Program Staff with the names and
addresses of two individuals who will receive all notices and other mailings
from the City. The Neighborhood Council shall notify the Neighborhood Council Program Staff of any change.
Section 1. All residents,
business owners and employees within the Neighborhood Council boundaries are members of the
Neighborhood Council. All members of the Neighborhood Council
may actively participate in its activities. However, members must be 16 years
of age to vote.
MEETINGS AND NOTIFICATION
Section 1. General –
All meetings of the
Neighborhood Council or its board shall
be open to the public.
Regular Meetings — The
Neighborhood Council or its board may hold as many meetings as desired, but the
Neighborhood Council shall hold at least four meetings each year for which it
gives adequate written notice to all residents, property owners, and business
West End Neighborhood Council
shall hold monthly meetings of the general membership, dates and locations
designated by the Board.
Section 3. Special Meetings
— Special meetings of
the membership or Board of Directors may be called by a majority of the Board
of Directors. In the Case of a special meeting, telephone notice at least
twenty-four hours in advance will serve as notice in lieu of the notification specified
Annual Meeting — An annual meeting of the membership shall be held in the
month of January each year. The annual meeting shall be for the purpose of
nominating and electing members of the board of Directors and for the
transaction of such other business as may properly come before the meeting.
Section 5. Meeting Notification
— Mail, delivered
handbills or posting of a number of prominent signs are examples of adequate
notice. Such notice is required for the 4 meetings required under §2 above and
for any meeting at which an election is held.
POWERS, DUTIES AND FUNCTIONS
Section 1. The Neighborhood
Council will directly
advise City government on matters concerning the general health, safety and
welfare of the neighborhood. The actions of the Neighborhood Council should
reflect the needs and wants of the neighborhood. The powers, duties, and
functions of the Neighborhood Council shall include, but not be limited to the
A. Develop an organization that will maintain
itself, further the purpose and
intent of this chapter, and meet the minimum
‘standards set forth in Chapter
1.45.050 of the Code of the City of Tacoma.
B. Make a good faith effort to recruit a
diverse and representative group of residents, property owners, business owners
and employees to participate in the Neighborhood Council program.
C. Take the initiative in selecting activities
and establishing priorities among them.
D. Set goals and objectives which reflect the
growth needs of the neighborhood and state its priorities.
E. Provide effective citizen participation in
government by articulating, defining, and addressing neighborhood problems; by
advising, consulting with, and cooperating with the various offices,
departments, commissions, boards, committees, and council on local matters
affecting their respective neighborhoods, and by notifying and relaying
information to residents, property owners, business owners and employees.
F. Provide citizen input on the efficiency
and effectiveness of the government’s delivery of services.
G. Make recommendations concerning particular
actions, policies, plans, programs, projects, and other matters affecting the
quality of life to the various offices, departments, commissions, boards,
committees and council. Matters affecting the quality of life include, but are
not limited to, land use, housing, community facilities, human resources,
social and recreational programs, traffic and transportation, environmental
quality, and public safety. The Neighborhood Council should be encouraged to
review and make recommendations on changes occurring city-wide which may affect
the quality of life within its area.
H. Review items for inclusion in the City
budget, make recommendations which reflect the needs of the neighborhood, and
state the priorities thereof.
I. Advocate members’ interests to
departments of City government.
J. Make every effort to communicate with
diverse groups of people.
K. Sponsor studies, hold informational
meetings, and conduct public forums and educational programs.
Provide a forum
for consideration of the
conservation, improvement or development of property within the Neighborhood
M. Conduct educational programs for the
general public regarding the aspect of government’s decision-making processes
important to Neighborhood Council activities and functions.
N. Undertake projects to benefit their
neighborhood as may be deemed appropriate by the Neighborhood Council.
0. Administer any or all contractual
funds, develop a budget, and, as appropriate, operate and staff a neighborhood
with other Neighborhood Councils in developing and operating resource centers
to be located at sites within the neighborhood. Such centers shall be for the
use of all citizens.
a biennial plan and supporting budget which covers services to the City of Tacoma
and forward a
contract of proposed services, in appropriate form, to the City Council for its
NEIGHBORHOOD COUNCIL BOUNDARIES
Section 1. The City Council
boundaries of the Neighborhood Councils and sets those boundaries by
Section 2. The boundaries
of this Neighborhood
Council are delineated on official Neighborhood Boundary Maps maintained up to date by the
appropriate city department.
Section 3. The boundaries
of the Neighborhood
Council may be amended. Such amendment must be proposed by the involved
Neighborhood Councils and reviewed and approved by the City Council.
NEIGHBORHOOD COUNCIL. BOARD
General Duties and
A. The Neighborhood Council shall establish a
democratic decision-making process through an elected board which shall be
responsible for directing the business of the organization.
Set policy to assure the goals of the
Neighborhood Council are met as set forth in Articles I and V.
shall be encouraged to
take a leadership role in serving as board members and officers of the Neighborhood
Section 2. Organization
The Neighborhood Council board shall be
comprised of at least five members elected by majority vote.
B. The Board shall have an uneven number of
members at least eighteen years of age.
Section 3. Qualifications
A majority of the board members
be neighborhood residents. Specific provisions for nonresident board members
may be included in these bylaws.
B.In no case shall any person
serve on more than
one Neighborhood Council board at any one time.
C. Anyone wishing to
be elected to the Board must
show good faith by attending meetings for one year with 50% attendance.
The term of office for board members shall
be two years and shall be staggered such that no more than 60 percent of the
board is elected in any one year.
E. Board members may
indefinitely, if the voters so desire.
Section 4. Compensation — The Neighborhood
Council Board shall serve as volunteers without compensation.
Section 5. Conflict
of Interest — Neither Officers,
Employees nor any member of the Neighborhood Council Board may personally or
financially derive direct or indirect benefit from use of information, material
or services of the Neighborhood Council.
Section 6. Elections —
Rules, procedures and
method of elections shall be as follows:
• Election of Board members shall be held
during the Annual meeting which is usually held in January..
• Election of Officers shall be at the next
scheduled meeting of the Board of Directors.
• Candidates shall be nominated and
announced at least 30 days prior to the Election.
• All votes shall be by secret ballot unless a candidate is running un-
In the event of a tie for the last
available Board seat, and after a recount
has been conducted,
the winner shall
be decided by lot in the presence of
the candidates and witnesses.
Section 1. The board shall elect, at a minimum,
chair, vice-chair and
secretary/treasurer. Additional officers may be elected.
The duties of each shall be those customarily attributed
to them under usual Board practices, and as set forth below.
B. The Officers of the Neighborhood Council
will be elected by the members of the Neighborhood Council Board by nomination
to, and plurality vote of, the sitting Board in an annual election to be held
member of the Board may recommend candidates to the Nominations subcommittee.
D. Any member of the Board may nominate
candidates from the floor.
Section 2. The term of office
shall be one year.
Officers may succeed themselves indefinitely, if the voters so desire.
Section 4. Vacancies —
In the event of a vacancy
for an Officer of the Board, the Board shall, within sixty (60) days, appoint a new Officer to serve
for the duration of the term of the Officer who vacated.
Section 5. Chair. —
The Chair shall be the
presiding officer of the Neighborhood Council Board. In the absence of the
Chair, the Vice-Chair shall act as Chair. In the absence of both the Chair and
the Vice-Chair, the Secretary, and in turn the Treasurer shall act as Chair. In
the absence of all officers the Board shall designate the presiding officer as
required to conduct business for that meeting. The Chair shall:
A. serve as the spokesperson and
representative of the Board;
B. open all meetings of the Board at the
appointed hour by taking the Chair and calling The Board to order;
C. call for the approval of the minutes of
the previous meeting;
D. maintain order and decorum;
E. receive and submit all matters properly
brought before the Board in the order prescribed by the rules;
receive all communications and present
them promptly to the Board;
G. appoint all committee chairs, subject to
the majority approval of the Board;
H. authenticate by signature all advisory
actions of the Board;
known all Rules of the Neighborhood Council Board when so requested and to
decide on all questions of order;
make the proper referral of matters brought before the Board to the appropriate
K. perform such other duties as may be
required by law or such as may properly pertain to such office;
take part in Board meetings and exercise
the power to vote;
to appoint a temporary
Recording Secretary in the
absence of the Recording Secretary;
an excused absence of any Board member who has given prior
notice of an
inability to attend a properly noticed meeting of the board,
whether a regular,
special or rescheduled meeting;
such other duties as may be prescribed by the Board from time to time;
P. serve on the Executive Committee; and
his/her term as Chair has expired, preside at the meetings of the Board until
such time as the new Chair has been seated.
Section 6. Vice-Chair — The Vice-Chair
A. perform the duties of the Chair in the
absence of the Chair or in the event of his/her inability or refusal to act.
The Vice-Chair shall and when so acting, shall have the powers of and be
subject to all restrictions upon the Chair;
B. serve with the Chair as the spokesperson
and representative for the Neighborhood Council Board;
C. assist the Chair in formulating
Neighborhood Council Board objectives and programs for consideration by the
D. assist the Chair to anticipate issues and
problems deserving or in need
of special meetings;
E. perform such other duties as from time to
time may be assigned to him/her by the Chair or the Board;
F. serve on the Executive Committee.
Section 7. Secretary — It shall be
the duty of
the Secretary to:
A. exercise all the duties and power of the
Chair in the absence of the Chair and Vice-Chair;
B. keep an accurate journal of proceedings
(proceedings may be tape recorded); assuring that all Board action is printed
or taped, published and indexed or kept on tape. If on tape, tapes must be kept
for 7 years;
C. sign with the Chair, and keep a copy of,
any document the Board has authorized the issuance of by resolution;
D. assist the Chair to anticipate issues and
problems deserving or in need of special meetings;
E. perform such other duties as assigned by
the Neighborhood Council Board;
F. be custodian of the Neighborhood Councils
records, tapes will be kept at the Neighborhood Council office. They may not
be removed from the office:
anyone wishing to listen to the tapes must do so at the office;
G. see that all notices are duly given in
accordance with the provision of these Bylaws and as required by law;
perform all duties
relating to the office of
Secretary and such other duties as may be assigned by the Chair
or Board; and
I. serve on the Executive
Section 8. Treasurer -- The Treasurer shall:
be accountable for funds belonging
to the Neighborhood Council;
current financial records;
a full and proper report of the
financial standing of the Neighborhood Council is given at each Board meeting;
with the President on checks drawn on the Neighborhood Council account;
E. exercise all the duties and power of the
Chair in the absence of the Chair, Vice-Chair, and Secretary;
F. chair and schedule meetings of the Finance
G. serve on the Executive Committee.
Section 1. Resignation
A. If a Neighborhood Council board member or
officer is elected to any City political office, he or she must immediately
resign from the Neighborhood Council board or office.
B. If a board member moves out of his or her
area of representation, the board position becomes vacant.
Board member may resign by submitting a written resignation with the Secretary
of the Neighborhood Council Board.
Section 2. Removal
member of the Neighborhood Council Board may be removed by the Board whenever
in its judgment the best interests of the Neighborhood Council would be served
thereby, including, without limitation, for malfeasance, nonfeasance, or any
other acts deemed detrimental to the good name of the Council.
B. When a board member has an unexcused
absence for three (3) consecutive, properly noticed regular meetings of the
Board, the board shall have the option to declare the seat vacant.
C. A two-thirds (2/3) vote of the total Board membership is required to remove a
member from the Board. Such action shall be effective immediately upon the
Board’s vote to remove.
3. Filling Vacancies
Any vacancy occurring, other than by the
expiration of a term of office, shall be filled within sixty (60) calendar days
after its occurrence. The remaining members of the board shall appoint a
successor of requisite qualifications to fill the vacancy for the unexpired
term, first consideration should be given to the unelected board candidate who
received the greatest number of votes in the previous board election. The
vacancy shall be filled only at a regular meeting of the board after reasonable
notice of intent has been given to all remaining members of the Board.
1. The termination of the
total Neighborhood Council Board
may be initiated by the members of the Neighborhood Council (residents of the
2. The termination of the
Neighborhood Council Board by
members shall be by initiative petition signed by 100 of the members of the
petition shall be filed with the Community Council.
B. Within thirty (30) calendar days of the
receipt of the petition, the remaining Neighborhood Councils, as the Community
Council, shall provide adequate notice and hold a public meeting within the
neighborhood as to whether or not the Neighborhood Board should be terminated.
C. The Neighborhood Council Board shall be
terminated upon an affirmative vote equal to two-thirds (2/3) of the members of
that Neighborhood Council present at the public meeting.
CONDUCT OF BUSINESS
Section 1. The Neighborhood Council Board will
conduct its business and shall operate pursuant to these bylaws, the Rules and
Procedures adopted by the Board and as follows:
A. The act of a majority of the Directors
present at a meeting, at which a quorum is present, shall be the act of the
B. No voting by proxy shall be allowed
by phone or e-mail is acceptable
question of parliamentary procedure, if not provided for in these bylaws, shall
be resolved by reference to Robert’s Rules of Order, Newly Revised Edition.
Section 2. Quorum — Board meetings shall require
a quorum to act. A quorum requires the
presence of a majority of the total number of members to which the board is
Section 3. Voting — A majority vote of the board members
present is required to take any action. With the exception of elections and
A. Elections shall have three
(3) methods of ascertaining the decision of the Neighborhood Council
Board upon any matter: By show of
hands; by the call of roll of the members; and, by unanimous consent. The vote of individual members shall be recorded
and reflected in the minutes of the meeting if a roll call vote is called.
decisions shall require three-quarters (3/4) of total board favoring the
action, and presented to the total membership with a consensus or
three-quarters (3/4) of membership present.
Section 1. Committees --
The board shall be
entitled to form committees as necessary to carry out its function. The
function of such committees shall be to report its findings and to propose
recommendations to the Neighborhood Council Board for appropriate action. No
committee may speak for the Board.
Section 2. Executive Committee
A. Shall consist of the Chair, Vice-Chair,
Secretary and Treasurer.
meet or communicate as necessary, and be responsible for proposing an agenda,
and other functions as set by the Board.
C. Shall act on behalf of the Board between
meetings, as needed, and report decisions and actions to the board at its next
Section 3. Membership Committee
A. Shall consist of a Chairperson and two
members with a term of. office of one year.
B. Shall maintain a list of active members of
the Neighborhood Council.
C. Shall assist the Neighborhood Council
Board in developing active participation of the neighborhood in the activities
of the Neighborhood Council.
Section 4. Bylaws Committee (optional)
consist of a Chairperson and two members appointed by the Board with a term of
office of one year.
B. Shall review amendments submitted by
members for adoption and make recommendations to the Board.
C. Shall review the Bylaws at least annually
and make recommendations to the Board.
Committees -- Permanent or ad hoc committees can be established at the
discretion of the board.
FUNDING, CONTRACTS, CHECKS AND DEPOSITS
Section 1. Contracts — No Contracts shall be entered into on behalf or the Neighborhood
Council and no evidence of indebtedness shall be issued on its name unless
recommended by the Board and authorized by resolution.
Section 2. Checks, Drafts, Etc. -- All checks, drafts, or other
orders for the payment of money, notes or other evidences of indebtedness
issued in the name of the Neighborhood Council shall require a two-party
signature by the Chair and the Treasurer. In the absence of one or both, the
Vice-Chair and/or Secretary may be designated to sign authorized checks.
Section 3. Deposits — All funds of the corporation,
whether acquired by gifts, contracts or any other legitimate means, shall be
deposited to the credit of the Neighborhood Council in such banks, trust
companies, or other depositories as the Board may select.
Section 4. Fiscal Year — The fiscal year shall correspond with the fiscal year for the
City of Tacoma, January 1 to December 3 1.
Section 5. Books and Records
Neighborhood Council shall keep correct and complete books (tapes) and records
B. These books and records shall be
maintained at its principal office or a place deemed by the Board.
C. The Neighborhood Council shall maintain
all records for funding and shall review each disbursement of funds to assure
the expenditures are consistent with requirements of law and any guidelines set
forth by the Tacoma City Council or other
D. A record giving the names and addresses of the
Board members entitled to vote must be maintained for at least three years
after the closing of each fiscal year.
E.. All books and records of the corporation
may be inspected by any member of the Neighborhood Council, his agent or
attorney for any proper process at any reasonable time or place.
Section 6. Audit of Books — The books and financial
records of the Neighborhood Council shall be open for inspection, subject to
audit by the Director of Finance (City of Tacoma
or other funding source) and the State Auditor, and maintained in such a
fashion that they can be audited.
Section 7. Bonding — All officers (and
of the Neighborhood Council who are charged with handling money on behalf of
the Neighborhood Council shall be bonded in case of misappropriation or
misconduct. These individuals shall be bonded in an amount fixed by the Board
Section 8. Financial Reports — A Treasurer’s
report on the financial status of the Neighborhood Council shall be provided at
each board and regular membership meeting.
BYLAW REVIEW AND AMENDMENT
Section 1. Review -- These Bylaws shall be reviewed at least annually.
Section 2. Amendments -- Upon two weeks’ notice to Board members, amendments to these
Bylaws may be accepted for adoption at the next scheduled meeting of the Board
of Directors, and their recommendation goes to the general membership at the
next scheduled meeting.
3. Conflict in Bylaws --
These Bylaws and each and every provision
thereof shall be consistent with the
Neighborhood Council’s Articles of Incorporation; the general purpose and
mission of the Neighborhood Council; and Chapter 1.45 of the Code of the City
of Tacoma. In the event any provision
or portion of these Bylaws shall be
determined to be inconsistent with same then:
A. such provision or portion shall be deemed
B. the rest of the Bylaws shall remain in
full force and effect;
soon as reasonably practicable, the Neighborhood Council Board of Directors
shall modify the affected portion or section of the Bylaws to make it
consistent with the Articles of Incorporation and the purpose and mission of
the United Neighborhoods of Tacoma.
Section 4. Effective Date -- These Bylaws will become effective as of the date of adoption
by the general membership of the Neighborhood Council.
Section 1. Annual Reports
— The Neighborhood
Council shall prepare a written report of its activities annually. Such report
shall be submitted to the City Council and filed with the Community Relations
Section 2. Periodic Reports
— Additional periodic
reports regarding issues concerning the Neighborhood Council’s purpose and
responsibilities may be submitted to the City Council and filed with the
Community Relations Division.
Section 3. A copy of each
such report shall be
filed with the City Clerk’s office and the Community Council.
Any person (and the
heirs, executors and
administrators of such person) made or threatened to be made a party to any action,
suit or proceeding by reason of the
fact that he/she is or was a Director or Officer of the Corporation shall be
indemnified by the Corporation. Indemnification shall be against any and all
liability and the reasonable expenses, including attorney’s fees and
disbursements, incurred by him/her (or such heirs, executors or administrators)
in connection with the defense or settlement of such action, suit or
proceeding, or in connection with any appearance therein, except in relation to
matters as to which it shall be a
action, suit or proceeding
that such Director or
Officer is liable for negligence or misconduct in the performance of his/her
duties. Such right or indemnification shall not be deemed exclusive of any
other rights to which such Director
or Officer (or such heirs,
executors or administrators) -may be entitled apart from this Article.
DISSOLUTION OR TERMINATION
Section 1. Dissolution — The Neighborhood Council may be dissolved by a
two-thirds (2/3) vote of the general Neighborhood Council members at a special
meeting called for that purpose.
Section 2. Disposition of Assets — In the event of dissolution or termination
of the Neighborhood Council,
assets shall be transferred to the Community Council or other non-profit organization filed with the
Internal Revenue Service under section 501-(C3) of the Internal Revenue Service.
Section 3. The dissolution and disposition of assets should be
ratified by the Community Council.
& Revised March 2005
Reviewed January 2016
Reviewed January 4, 2017
Reviewed January 2, 2018
Reviewed and amended April 18, 2018 with
each change made by motion, seconded and passed unanimously by verbal vote.
Reviewed and amended May 16, 2018 with a
new section under Article VII, Section 6- Elections. Amendment seconded and passed unanimously by verbal vote. The entire
Bylaws were discussed by the entire group, motion to accept revised Bylaws, seconded and passed unanimously by verbal vote.