BY-LAWS OF THE PIE TOWN COMMUNITY COUNCIL
The name of the organization shall be "The Pie Town Community Council."
The purpose of the Council is to administer the Pie Town community on behalf of the Commission of Catron County. The Council is volunteers managing resources, including but not limited to the Pie Town Community Center and Jackson Park under the County jurisdiction. The Council shall maintain and improve the community in accordance with all laws, regulations and ordinances set forth by the State of New Mexico and Catron County. The Council shall report to the Commission of Catron County annually at the April regularly scheduled Commission meetings. The Council shall also propose policies and regulations to the Commission for consideration.
- The Council membership shall consist of seven (7) residents of Pie Town, New Mexico. Residency consists of anyone living in the 87827 Zip Code Area. Four members shall constitute a quorum. In an emergency as determined by the Chair, matters may be decided by telephone or written vote from absent Council members. Emergency votes must be recorded and reported by the Council secretary at the next regular meeting.
- The Council shall be elected by the voters of Pie Town in Catron County at the annual meeting called for the purpose of election by nominations from the floor. Voting shall be by secret ballot. This meeting shall be held in conjunction with the annual Council meeting in March.
- All positions on the Council will be individually elective and identified as follows:
5. Council Person
6. Council Person
7. Council Person
- Each member shall be elected for two years to a specific position on the Council. Odd-numbered positions (1,3,5,7) shall be elected on odd-numbered years (2007, 2009, etc.) even numbered positions (2, 4, 6) shall be elected on even-numbered years (2008, 2010, etc.)
- Each member may serve no more than three consecutive terms in any one position, and no more than ten years on the Council without a break.
- If the office of any Council member becomes vacant, the remaining Councilors, though less than a quorum by a majority vote, may appoint any qualified person to fill such vacancy, and to hold office for the unexpired term and until his or her successor shall be duly chosen.
- At all meetings of the Council each Council Member may vote in person or by proxy. All proxies shall be in writing and filed with the Secretary. Every proxy shall be revocable and shall automatically cease upon the expiration of memberís term of office.
- The Council shall have the power to conduct, manage and control the affairs and business of the Pie Town community and to make rules not inconsistent with the laws of the State of New Mexico and Catron County. Such rules shall be subject to review and veto by county Commission. Any revised By-Laws should be forwarded to the County Commissionersí Administrative Assistant.
- Any Council member missing three (3) consecutive Council meetings without excuse, shall be removed. The resulting vacancy shall be filled as described in ďFĒ above.
- Any Council member may be removed from the Council by an affirmative vote of the majority of members present at an official meeting of the Council. Notice of the proposed removal will be given to all members 10 days prior to the meeting. The member involved will be given an opportunity to be present and to be heard at the meeting at which his or her removal is being considered .
- Officers of the organization shall be Chair, Vice-Chair, Treasurer and Secretary.
- Duties of Officers:
- Chair: The Chair shall preside over all regular and special Council meetings. The chair also is the custodian of all community property in Pie Town and is responsible for an annual inventory of such property. It is the responsibility of the Chairman to appoint a Pie Festival Manager. It is the Chairmanís prerogative to occupy this position.
- Vice-Chair: In the absence of the Chair or his/her inability to act, the Vice-Chair shall act as Chair.
- Treasurer: The Treasurer shall receive and safely keep all funds of the Council and deposit same in one bank as may be designated by the Council members. All obligations of the Council shall be paid only with checks of the Council signed by any two authorized officers of the Council.
- Secretary: The Secretary shall keep a complete record of the proceedings of the Council and produce and send any correspondence as assigned by the Chair. Secretary shall also check for messages on the answering machine at the Community Center and respond or pass on messages to appropriate persons.
The privilege of holding office and voting for the officers shall belong equally to all persons who are residents in the Pie Town community, Catron County. Residency consists of anyone living in the 87827 Zip Code Area. Each person shall be entitled to one vote, which shall be by secret ballot. Voters must be present at the annual meeting to vote. (See Article III-D.)
Meetings of the Council
- The Pie Town Community Council shall meet during the month of March each year for the purpose of election of the new Council members, (see Article III-D) and to give a report of the state of the Pie Town community. The Council Chair may call special community meetings as necessary.
- The Council shall meet at least once a month, January through October, on a date and time announced at the previous meeting and posted on the two bulletin boards in Pie Town. Council meetings may be changed with appropriate notification of all Council members.
- Executive meetings may be held privately at the discretion of the Chairman. Business other then that which is confidential cannot be conducted in Executive meetings.
- Any member of the community may contact the Secretary (email@example.com) to request that a topic be added to the agenda for the next meeting of the Community Council.
The Council shall have the authority to raise funds for community improvements, recreational equipment or other items as deemed necessary for the operation of the community. Such funds used for the installation of permanent improvements would require approval of the County Commission. Council funds used for the purchase of non-permanent equipment and expendables would not require commission approval. Any County funds used for the community shall be administered through the County Treasurer and approved on an individual basis by the County Commission. These county funds shall be spent in accordance with State of New Mexico purchasing regulations and vouchers for these funds shall be submitted by the Council to the County Commissionersí Administrative Assistant.
The Council shall raise funds for charitable purposes through legal fund-raising events, contributions, or other means as determined by the Council. Profits from such sources shall be paid out to worthy charities, needy individuals, local organizations involved in civic activities, or scholarships for local students. Ten percent of profits, if available at the end of the fiscal year, shall be retained in a savings account at a legal bank in the Councilís name. To the extent that the needs of the community are less than the profits generated then that surplus shall be carried into the following year and made available for charitable work.
Amendments to the By-Laws may be proposed at any meeting of the community or Council. The Council shall have the power to amend any of the By-Laws with a two-thirds majority vote of the Council members present provided there is a quorum. The amendments must then be approved by the Commissioners of Catron County.
Accounting and Records
The fiscal year for the Council shall be October 1 through September 30 of the following year. Physical inventory of saleable items shall be taken and an annual report presented at the October Council meeting and the books closed at that time. An annual inventory of capital equipment and other tangible property will be completed and reported on by the Chairman at the Annual Meeting in March.
The Secretary and Treasurere shall preserve all minutes, correspondence, and other records of the Council. Records shall be archived for seven years in a depository designated by the Council.
Donations made by the Council up to $250 may be disbursed upon oral majority approval of the Council members without written justification or delay. This will facilitate emergency need. Donations over $250 or civic disbursements of any amount require written justification stating need and intent as well as oral majority approval of the Council members. The required justifications must be signed by the donees.
Any disbursement over $1000 must be approved at a regular meeting of the Council.
Disbursements to conduct normal Council business must be made with receipts attached, with the exception of prepayments. Prepayments are to be settled with receipts within 3 business days.
Revised 9/25/2003: Article III-A, C. D, H; Article IV-B
Revised 12/6/2007 Article III-A, C, D, G; Article IV-A, B; Article V; Article VI-B
Revised 5/19/2010 Article II; Article III-E, F, G, H, I, J; Article IV-B-1; Article VI-C, D, E; Article VII; Article IX
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