Coalition Bylaws

Article I: Name

Section 1.1:
The body shall be known as the Coalition for a Drug-Free Clermont County, hereinafter referred to as the Coalition.

Article II: Mission

Section 2.1:
The Coalition for a Drug Free Clermont County promotes drug free environments for youth by providing education to the community about the risk of alcohol and drug use. Every youth in our community grows up in an environment that is purposefully drug-free.

Section 2.2:
The Clermont Coalition is part of the larger Coalition for a Drug Free Greater Cincinnati. The Coalition for a Drug Free Greater Cincinnati partners with 23 neighborhood coalitions in order to achieve the following goals:

Delay the age at which youth begin to use alcohol, tobacco and other drugs.
Decrease the number of youth who are using alcohol, tobacco and other drugs
Increase youth perception of personal harms associated with using alcohol, tobacco and other drugs
Increase the frequency of youth and parents who express their disapproval of youth alcohol, tobacco and other drug use

Section 2.3:
The Coalition will work to develop strategies which:

Seek to engage every section of the participating communities;
Include an assessment of needs and available services;
Reflects the mission of the Coalition;
Enable the coordination and collaboration of prevention and early intervention of ATOD, Tobacco, and Other Drug Abuse resources and systems in the region.

Article III: Geographic Area

Section 3.1:
The area to be served by the Coalition shall include all of Clermont County.

Article IV: Coalition Standards

Section 4.1: Membership
Coalition representation shall consist of a broad range of members and will not be limited by number so as to include as diverse a representation of Clermont County as possible.

Section 4.2: Composition
The Coalition shall be comprised of a comprehensive reflection of regional demographics. The Coalition shall seek to have representation from the following community sectors:

ATOD Organization
Business
Education
Faith-based
Fraternal Organization
Government
Health Care
Law Enforcement
Media
Parents
Senior Citizens
Service Organizations
Social Services
Youth – High School
Youth – 18-25 year olds
Youth Serving Organization

Section 4.3: Nominations and Appointments
Coalition representation shall not exceed 30% per category of the total Coalition. (See subsection 4.2)

Section 4.4: Terms of Appointment
The term of Coalition members shall not expire. Coalition members are encouraged to attend all meetings and are invited to maintain membership and communicate opinions and wishes via virtual communications through e-mail.

Section 4.5:
There are three levels of participation membership:

Active members attend meetings regularly and are involved in the day-to-day work of the Coalition.
Supporting members are not able to attend all meetings regularly, but are familiar with the work of the Coalition and support prevention efforts.
Extended members are not necessarily aware of the day-to-day work of the Coalition, but are community leaders who may need to be contacted occasionally regarding specific prevention issues and for specific tasks.

Section 4.6:
Coalition requirements include:

Maintaining a written description on how members are defined (See Subsection 4.5);
Maintaining a written description on how officers are selected (See Subsection 5.7 and 5.8) ;
Written by-laws;
An organizational chart (See Attachment II);
A written description of the responsibilities of officers (See Subsections 5.2 through 5.5);
A written description of procedures for decision-making (See Subsection 7.4);
Establishment of meeting times at regular time and date (See Section 7.1);
Preparation of a written agenda for each meeting (See Section 5.2);
Provision of a standard orientation for all new members;
Distribution of meeting minutes to members prior to each meeting (See Section 5.4);
A written description of procedures for dispute resolutions (See Attachment I);
Selection of a fiscal agent that receives funding from state or federal government.

Article V: Organization

Section 5.1:
The officers of the Coalition shall include the Chair, Vice-Chair, Secretary, and Treasurer. They will be aided in their endeavors by a Director, who has no vote.

Section 5.2:
The chair of the Coalition for a Drug-Free Clermont County shall serve a one-year term. The chair shall lead the strategic planning and ongoing planning and implementation of prevention initiatives designed to ensure every youth in our community grows up in an environment that is purposefully drug-free. The chair shall oversee all committees and workgroups of the Coalition.

Duties:

Lead all full Coalition meetings and activities.
Oversee the work of all of the committees and work groups formed by the Coalition.
Responsible for setting meetings, preparing written agendas and shaping the specific work of the full coalition in relation to the broad mission of the coalition with the assistance of the Coalition Director.
Notify the Coalition of meetings one week prior to the meeting.
Appoint Ad Hoc committees as needed.
Act as the spokesperson for the Coalition as required.
Become knowledgeable about the coalition and the issues surrounding underage alcohol, tobacco and other drug use.
Come to full Coalition meetings well-prepared and well-informed about issues on the agenda.
Consider others point of view, make constructive suggestions and help the full Coalition make decisions that benefit those the coalition serves.
Represent the Coalition to individuals, the public and other organizations.
Serve as an ambassador to the community.
Lead the on-going process of recruitment of new Coalition members and community partners.

Section 5.3:
The designated vice-chair of the Coalition for a Drug-Free Clermont County shall serve a one-year term in the appointed position and then move up to the chair position in the subsequent year. The vice-chair shall assist the chair in leading the strategic planning and ongoing planning and implementation of prevention initiatives designed ensure every youth in our community grows up in an environment that is purposefully drug-free. The vice-chair shall also assist the chair with overseeing all committees and workgroups of the Coalition.

Duties:

The vice-chair shall assume the duties of the chair in his/her absence to lead the full Coalition meetings and activities.
Support the coalition chair to oversee the work of all of the committees and work groups formed by the Coalition.
Support the Coalition chair with setting meetings, preparing agendas and shaping the specific work of the full Coalition in relation to the broad mission of the coalition.
Act as the spokesperson for the Coalition as required.
Become knowledgeable about the Coalition and the issues surrounding underage alcohol, tobacco and other drug use.
Come to full Coalition meetings well-prepared and well-informed about issues on the agenda.
Consider others’ point of view, make constructive suggestions and help the full Coalition make decisions that benefit those the coalition serves.
Represent the Coalition to individuals, the public and other organizations.
Serve as an ambassador to the community.
Support the on-going process of recruitment of new Coalition members and community partners.

Section 5.4:
The designated secretary of the Coalition for a Drug-Free Clermont County shall serve a one-year term. The secretary shall participate in the strategic planning and ongoing planning and implementation of prevention initiatives designed to ensure every youth in our community grows up in an environment that is purposefully drug free. The secretary is responsible for all documentation pertaining to the Coalition.

Duties:

Record all full Coalition meeting minutes.
Distribute all full coalition meeting minutes at least one week prior to the full Coalition meeting.
Maintaining all coalition records, including a current membership roster.
Support the Coalition chair with setting meetings and preparing agendas. and shaping the specific work of the full coalition in relation to the broad mission of the coalition.
Act as the spokesperson for the Coalition as required.
Become knowledgeable about the Coalition and the issues surrounding underage alcohol, tobacco and other drug use.
Come to full coalition meetings well-prepared and well-informed about issues on the agenda.
Consider others’ point of view, make constructive suggestions and help the full Coalition make decisions that benefit those the coalition serves.
Represent the Coalition to individuals, the public and other organizations.
Serve as an ambassador to the community.
Support the on-going process of recruitment of new coalition members and community partners.

Section 5.5:
The designated treasurer of the Coalition for a Drug-Free Clermont County shall serve a one-year term. The treasurer shall participate in the strategic planning and ongoing planning and implementation of prevention initiatives designed to ensure every youth in our community grows up in an environment that is purposefully drug-free. The treasurer is responsible for all financial records pertaining to the coalition.

Duties:

Prepare a monthly report on the bank account status for each full Coalition meeting.
Pay all bills for the Coalition.
Support the Coalition chair with setting meetings and preparing agendas. and shaping the specific work of the full coalition in relation to the broad mission of the Coalition.
Act as the spokesperson for the Coalition as required.
Become knowledgeable about the coalition and the issues surrounding underage alcohol, tobacco and other drug use.
Come to full coalition meetings well-prepared and well-informed about issues on the agenda.
Consider others’ point of view, make constructive suggestions and help the full Coalition make decisions that benefit those the coalition serves.
Represent the Coalition to individuals, the public and other organizations.
Serve as an ambassador to the community.
Support the on-going process of recruitment of new Coalition members and community partners.

Section 5.6:
The Coalition may employ needed personnel, or contract for any and all administrative and technical assistance necessary to develop and implement programs, plans, or grants; maintain the minutes of the regularly scheduled meetings; send meeting notices; prepare written meeting agendas; distribute minutes before the meeting; provide an orientation to newly elected Coalition Members; and provide other administrative assistance to the Coalition and all committees as needed and assigned by the Coalition. This will be done in accordance with the policies and procedures of the fiscal agent and any contractual requirements imposed by the funding source.

Section 5.7:
Officers shall be elected or appointed for a term of one year. Officers will be able to serve additional years upon reelection.

Section 5.8:
At a regular coalition meeting, nominations will be entertained by the Chairperson for each officer position. Nominated candidates must be current Coalition members. Voting shall be by members present using a paper voting process. Election of officers shall begin with the chair, then the vice-chair, followed by the secretary and then the treasurer.

Article VI: Committees

Section 6.1:
The Executive Committee shall be composed of the Coalition Officers, and one Coalition member appointed by the Coalition, and the Director. The Executive Committee shall meet upon call of the Chairperson. The minutes of its meetings shall be provided to the full Coalition at the next regular meeting. All actions of the Executive Committee are subject to review and ratification by the Coalition.

Section 6.2:
Standing Committees will be appointed by the Coalition. Each Standing Committee will have a chairperson or co-chairpersons who will give a progress report to the Coalition at the next regular meeting. The members of the Standing Committees will be either Active or Supporting members of the Coalition.

Section 6.3
The chair of the Coalition may appoint ad hoc committees as necessary. Each Ad Hoc Committee will have a chairperson who will give a progress report to the coalition at the next regular meeting. Membership of the committee is not limited to the Coalition members but will have at least two members of the Coalition and may include other interested or knowledgeable parties. The committee shall establish goals toward meeting the specific purpose(s) for which appointed. When the purpose for which the committee was appointed has been completed, the committee shall disband following its final report to the Coalition.

Article VII: Coalition Meetings

Section 7.1:
Meetings of the Coalition shall be monthly at a regularly scheduled time and date.

Section 7.2:
Special meetings shall be set on an as needed basis by the Executive Committee at any time or place by giving sufficient notice to the Coalition. The time and place of special meetings shall be announced not less than one week in advance of such meetings.

Section 7.3:
A quorum for any meeting of the Coalition shall consist of at least three voting members present at a meeting.

Section 7.4:
At all meetings of the Coalition, the members present shall have one (1) vote and all decisions shall require a majority vote of the members present and voting. If the Coalition agrees that an item should have a vote of all active, supporting, and extended members, then the item will be tabled to the next meeting. All Coalition members will be notified two weeks in advance of items that will require a vote and will be requested to send their virtual vote if unable to attend the next coalition meeting. All email votes will be presented to the Coalition and tallied with the votes of those present to determine the outcome of the vote.

Section 7.5:
Any member of the Coalition having direct or indirect interest, beyond being a Coalition member in any issue before the Coalition or any of its committees shall remove himself/herself from discussion of or decision on said issue.

Section 7.6:
In order to provide conflict resolution, any Coalition member may request the use of the Conflict Resolution Policy Statement (see Attachment I) to provide a more systematic and objective means for resolution.

Article VIII: Amendments

Section 8.1:
These By-laws may be amended at any regular meeting of the Coalition, provided all members of the Coalition are notified of proposed changes at least fourteen (14) days prior to the meeting. The Coalition shall approve the proposed amendments by a two-thirds (2/3) majority vote of members submitting a virtual vote or voting at the meeting.

By-Laws Attachment I:

Conflict Resolution Policy
It is the policy of the Coalition for a Drug-Free Clermont County (Coalition) to work cooperatively with schools, faith communities, law enforcement, local government, prevention and treatment specialists, and other organizations, parents, and individuals to address ATOD (Alcohol, Tobacco, and Other Drug) prevention and treatment efforts through the implementation of a community-wide strategy that is fair and beneficial to all parties involved.

Collaboration is vital to the success of the project and its goals. This conflict resolution policy is intended to constructively address differences of opinion and aid the Coalition in reaching fair, effective conclusions to conflict situations. For the purpose of this program, if conflict resolution efforts are unsuccessful, the next step in the process will be mediation. The final step in the conflict resolution process will be arbitration.

A difference of opinion that arises between two or more parties involved with the Coalition that halts the progress and/or goodwill within the program will be subject to the Conflict Resolution Policy outlined below.

Notification
In the case that a conflict arises between two parties, the conflict shall be documented in writing and submitted to the Coalition Executive Committee. The Executive Committee will acknowledge and document all such written conflicts.

Negotiation/Compromise
Within seven days of a conflict notification, the chair of the Coalition shall work with the parties to see if the conflict can be resolved through negotiation or compromise. This meeting will take place outside the regular meeting time and at a neutral location. A volunteer may serve to facilitate the meeting to assist with this process and serve as a neutral party. The meeting should occur between the parties in a quiet, comfortable atmosphere, and all parties involved in the conflict should be present. The facilitator should help ensure that the resolution is realistic and specific and that both parties contribute to the compromise effort. Parties should work to find a solution as a team and not as opponents. Every effort should be made to secure a win-win solution to the conflict without having to progress to the formal mediation stage.

Mediation
If the parties involved in a dispute, question, or disagreement are unable to reach a mutually satisfactory compromise, they will adhere to the following mediation steps to reach resolution. A mediator will be selected by the Executive Committee.

If a resolution is not met at the mediation level, either party involved in the conflict may choose to pursue the matter to the next level. A “Letter of Disagreement” must be submitted to the Executive Committee requesting further action within seven days of the initial meeting. The letter should contain the nature of the disagreement and the date of the occurrence. The Executive Committee will review the Letter of Disagreement and discuss the next options for resolving the conflict. The Executive Committee will work with all involved parties to clearly define goals, making sure that all parties are clear with their requests. Every option will be taken at this level to achieve cooperation and a mutually agreed-upon solution to the conflict. The Executive Committee will render a written opinion on how the conflict should be resolved and present any decisions at the next regular Coalition meeting.