CONSTITUTION AND BYLAWS
CONSTITUTION AND BYLAWS
LANE COUNTY UTILITIES COORDINATING COUNCIL
NAME OF ORGANIZATION
Lane Utilities Coordinating Council
The registered address of the council shall be Post Office Box 71944, Springfield, Oregon, 97475.
SCOPE OF ACTIVITIES
To encourage coordination of all proposed construction and planning of the various utilities, public agencies and contractors in public rights-of-way and franchised areas, within Lane County, in an endeavor to prevent conflicts and damage to existing structures, whether above ground or underground.
To promote all activities intended to assist in maintaining continuity of utility service and public safety.
To cooperate with all concerned, and to coordinate all construction and maintenance activities of all facilities with this organization.
To communicate with and educate, not only the various departments of utility organizations, but also any and all organizations involved in excavations or construction of any type, and the public.
To engage in any lawful activity, provided that none of the activities of this Council shall be for profit.
Official voting membership: Each membership present shall be entitled to one (1) vote. Utilities’ groups providing more than one public service shall be entitled to one (1) vote for each service rendered. (i.e., water, electric, steam = 3 votes). Voting membership will include but not be limited in any way to the following organizational types:
Municipal Public Works Departments Utilities (Private and Public)
County Department of Transportation
State Department of Transportation, Highway Division Regulatory Agencies
Non-Voting Membership: Affiliated Members, Contractors, Answering Service,
Private Engineers and Land Surveyors, Insurance Adjustors
Applications for membership shall be presented to the Board for approval, and shall be voted on by the members of the Council. A simple majority vote by the voting members present being required for new member acceptance.
Section 1 – The business and affairs of this council shall be managed and controlled by the Board of Directors (Executive Council).
Section 2 – A majority of the Directors of record shall constitute a quorum for a Board meeting and a majority vote of the Directors present at a Board meeting shall determine any issue except as otherwise provided with the ByLaws.
Section 3 – Officers of the Board of Directors (Executive Committee) shall be the same as the officers of this Council.
Section 4 – The Vice President shall in the event of absence of the Chairman of the Board of Directors, preside over any meeting and assume the responsibilities of the Chairman.
Section 5 – A vacancy in any office for any cause shall be filled by the Board of Directors at the first meeting following the occurrence of such vacancy.
Section 6 – Meetings of the Board of Directors shall be called by the Secretary of the Board of Directors on the request of the Chairman, or by any four (4) members of the Board of Directors, by giving not less than five (5) days notice to each director.
Section 7 – Any officer in this council may be removed for just cause by majority vote of the membership.
Section 8 – An officer to fill a vacancy in any office, for any cause, will be selected by a vote of the Board of Directors for the unexpired term.
Section 1 – PRESIDENT
A. The President of this council shall be the chief executive officer and head of the council, and shall, subject to the council of the Board of Directors, have the general and active management of its business and affairs.
B. Shall preside at all meetings of the members unless otherwise ordered by the Board.
C. Shall represent this Council at the President’s meeting of the Oregon Utilities Coordinating Council, or be represented by his designator who shall have equal voting rights, and;
D. May sign checks as authorized by the Board of Directors, and;
E. Shall be a member of the Board of Directors.
Section 2 – VICE PRESIDENT
A. The Vice President of this Council shall assist the President in the activities of the Council and shall conduct regular meetings in their absence.
B. Shall choose a topic from the Standards Manual and/or a topic relating to the Standards Manual for review and discussion at the regular meetings.
C. Shall assist the President in the annual report of the affairs of the Council and make recommendations to the President.
D. Shall attend and represent the Council at the President’s meeting of the Oregon Utilities Coordinating Council in absence of the President.
E. Shall be a candidate for election for President at the end of the term year.
F. In the event of resignation of the President, the Vice President shall assume his duties and a new Vice President shall be elected at the next regular meeting.
Section 3 – SECRETARY
A. The Secretary shall keep a fair and accurate record of all meetings of the Council, and;
B. Shall be responsible for maintaining appropriate records of all minutes and other documents relating to the meeting, and;
C. Shall be a member of the Board of Directors.
Section 4 – TREASURER
A. Shall keep accurate accounts of all receipts and disbursements and shall render a report at the regular meetings as to the financial condition of the council and shall prepare such other reports, and;
B. Shall perform such other duties in connection with the administration of the financial affairs of the council as the Board of Directors may direct, and;
C. May sign checks as authorized by the Board of Directors, and;
D. Shall be a member of the Board of Directors.
TERM OF OFFICE
The elective officials shall serve a term of one (1) year. Nominations of officers will take place in October. Election of officers will take place at the November meeting. The new officers will be approved in the December meeting and will assume the duties of the respective offices on January 1st of the following year.
All committee chairpersons shall be nominated by the Board of Directors at the October meeting. Election of committee chairpersons will take place at the November meeting. The new committee chairpersons will be approved in the December meeting and will assume the duties of the respective committees on January 1st of the following year. The committee chairpersons shall serve a term of (1) year. Vacated offices are to be filled by the Board of Directors for the remaining unexpired term.
Regular meetings are to be held on the first Thursday of each month except July. All requests for special meetings shall be submitted to the President for approval and general membership notification.
Section 1 – Membership dues shall be $100.00 per year per utility owner/operator. Affiliate membership dues shall be $60.00 per year. The Council may levy and assessment as approved by the Board of Directors and the General Council membership. General Council membership is any paid-up member attending a regular meeting.
Section 2 – All checks shall be signed by the Treasurer and those checks $2,500.00 and over shall be cosigned by the President or Secretary.
Section 1 – These Bylaws may be altered, amended and appealed, and the Bylaws may be adopted by the membership at any regular or special meeting upon the affirmative vote of two-thirds of those voting members present.
Section 2 – Amendments, repeals or new Bylaws shall be submitted to the Board of Directors in writing at least one week prior to the next regularly scheduled meeting of the Lane Utilities Coordinating Council.
Section 3 – All recommendations for change, as presented by the Board of Directors, will be discussed at the next regularly scheduled membership meeting and voted on at the following membership meeting. The Secretary shall publish the recommended change no less than (5) working days prior to voting time.
ROBERTS RULES OF ORDER SHALL GOVERN WHERE OTHERWISE NOT PROVIDED
These Bylaws were adopted by an affirmative vote of two-thirds of those members present and voting at the regular meeting of this Council on this
Day of 2013.
President Vice President