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By-laws

These By-laws in PDF format can be found here.

March 26, 2015

I. Name
The name of this organization is the Montclair Safety and Improvement Council ("MSIC", "NCPC" or "Council"). For the purposes of these By-laws, the Montclair Neighborhood consists of the Oakland community Police Beat "13Z" (See map). As a Neighborhood Crime Prevention Council (NCPC), MSIC complies with Section 4 of Oakland City Council Resolution No. 79325.

II. Purpose
The purpose of MSIC is to help prevent crime, promote public safety, and enhance the quality of life in the Montclair Neighborhood and the City of Oakland.

III. Membership
Open to all Montclair Neighborhood residents and community organizations, including but not limited to, neighborhood groups, merchant associations, neighborhood watch groups, school and parent-teacher associations, and religious organizations.

IV. Steering Committee
The Steering Committee ("Committee") shall have at least 7 and not more than 15 members and will be composed of the Officers of the Committee, Community Representatives and Community Organization Representatives. The Steering Committee is responsible for Council governance, policy development and conducting all meetings. Decisions will be made by majority vote of voting Steering Committee members present.

No Endorsements
MSIC is a non-partisan organization that does not endorse candidates or ballot measures. Personal political and ballot endorsements by MSIC Steering Committee members may not include references to MSIC in their endorsements.

Steering Committee Meetings
The Steering Committee will meet at least six times a year. The Steering Committee may call other meetings as required, provided Steering Committee members have at least one week's notice. Council Members wishing to attend a Steering Committee Meeting may make a formal request by email to the Chair.

Quorum
At least 50% of, or five (whichever is greater), Steering Committee members must be present to conduct business at a Steering Committee meeting.

V. Officers
The Council will have a Chair, Vice Chair, Secretary and Treasurer

Chair
The Chair will run Council Meetings and Steering Committee Meetings. The Chair will also represent the NCPC in other community meetings. The Chair may delegate specific areas of responsibility to the other Steering Committee members.

Vice Chair
The Vice Chair will assist with Chair duties as requested, in particular; running and attending meetings in the absence of the Chair.

Secretary
The Secretary will keep records of the proceedings of both Council Meetings and Steering Committee meetings, and will also maintain records of attendance and membership in the Council and Steering Committee.

Treasurer
The Treasurer will collect and record money due to and received by MSIC and will be custodian of such funds. If necessary, the Treasurer will maintain a bank account associated with MSIC.

VI. Subcommittees
Subcommittees may be created by a majority vote of the Steering Committee. The Chair may also establish such subcommittees. Subcommittees will be chaired by a Steering Committee member and may contain Steering Committee members, Council Members, and/ or Community Organization Representatives. The Steering Committee may appoint or replace subcommittee chairs and members as necessary.

VII. Council Meetings
The Steering Committee will schedule at least four Council Meetings per year which shall be open to all Council Members. The Steering Committee may schedule other Council Meetings throughout the year.

Agendas
Agendas for Council Meetings will be provided on the MSIC Website and sent out via the MSIC yahoo group, at least one week prior to Council Meetings. Council Meeting minutes will be posted to an archive on the MSIC Website after review by the Steering Committee. Council Meetings may be recorded via audio and/or video and posted to the Council Website, http://www.montclairsic.org ("Website").

Quorum
At least 50% of, or five (whichever is greater), Steering Committee members in addition to 15 Council members must be present to conduct a vote at a Council Meeting.

VIII. Meeting Conduct
Council and Steering Committee Meetings shall be conducted by the Chair or his or her designee in a manner consistent with the adopted By-laws of the MSIC.

All MSIC meetings shall be guided by the Agenda. All business to be voted upon at Council Meetings shall be brought by the Steering Committee. In order to vote at a Council Meeting an individual must meet the Membership requirements in Section III.

A Public Comment Period will be scheduled at the start of Council Meetings. Additional Public Comment periods may be included during the meeting for Agenda items.

The Chair shall preside over the conduct of the meeting. To facilitate orderly and courteous discussion, the following policy shall be respected.

Non-Agenda Items
Attendees that wish to address the Council concerning items not included on the agenda but related to the Council's business shall have an opportunity to address the Council during the Public Comment Period. The length of attendees' address shall be decided by the Chair based on the amount of meeting time remaining and the number of people who wish to speak.

The Chair may challenge the appropriateness of a topic. If the topic would be more suitably addressed at a later time, the Chair may indicate the time when it should be presented. The Chair may decline to receive comments on a topic previously considered, unless information about that topic has substantially changed since the Council heard the topic.

Guests, Speakers, and the Chair may respond to statements made or questions posed about items not appearing on the agenda.

Disruptive Behavior
The Chair shall not permit disruptive behavior during a Council meeting. Persistent disruption by an individual or group may be grounds for the Chair to suspend the individual or group's opportunity to address the Council. Persistent disruptive conduct is grounds for removal of disruptive individuals or an order the room be cleared if necessary. When such disruptive conduct occurs, the Chair or designee may contact local law enforcement. Individuals not participating in such disturbances may be allowed to remain at the discretion of the Chair. When the room is ordered cleared due to a disturbance, further proceedings shall concern only matters appearing on the agenda. The Chair may terminate the proceedings for the remainder of the day.

Disruptive Behavior Defined
Personal conduct, whether verbal or physical, that negatively affects the ability of people to participate in the meeting constitutes disruptive behavior. This includes, but is not limited to:

A. Verbal attacks against a fellow participant that are personal, irrelevant, defamatory, and/or exceed professional standards of conduct.

B. Non-constructive criticism addressed to its recipient in such a way as to intimidate, undermine confidence, offend, belittle or imply incompetence.

C. Sexual, racial, and any other harassment.

D. Chronic interruption of other speakers or a refusal to respect the general order.

E. Yelling, heckling, cursing, swearing, booing, or obscene language.

F. Physical touching and aggressive or threatening body language.

G. Refusal to comply with a request from the chair concerning order of a meeting.

Documentation of Disruptive Behavior
The Secretary shall document disruptive behavior. The documentation shall include:

A. Name of the participant(s) involved.

B. Date and time of questionable behavior.

C. Statement of whether the behavior affected or involved another participant in any way and, if so, in what way.

D. Circumstances which precipitated the situation.

E. Description of questionable behavior limited to factual, objective language as much as possible.

F. The consequences, if any, of the disruptive behavior as it relates to participants or meeting order.

G. A record of any actions taken in response to the behavior to remedy the consequences of the behavior including the date, time, place, action, and name(s) of those interceding.

IX. Election of Community Representatives and Officers
Election of Officers and Community Representatives to the Steering Committee shall be held annually at the Second Quarter Public Meeting. Votes shall be cast using paper ballots by those Council and Steering Committee Members present at the Second Quarter Public Meeting, Results shall be determined by majority vote, unless there are 3 or more candidates for a position, in which case range voting will be used. The terms of Officers shall be one year. The terms of Community Representatives shall be one year. If no such election is held, current Community Representatives and Officers will carryover until an election is held. New Steering Committee Members and Officers will take office at the Steering Committee Meeting following their ratification. Terms for Officers shall not exceed the length of the member's remaining term as a Community or Community Organization Representative.

Interim Elections and Appointments
If an Office becomes vacant between annual elections, an Interim Officer may be appointed from the existing Steering Committee Members by a majority vote of the Steering Committee at a Steering Committee meeting. Interim Officers will serve until the next annual election, at which time they will be able to stand for election to a regular term.

Interim Steering Committee Members may be elected by majority vote of the Steering Committee. Interim Members must meet the same qualifications as annual candidates and submit an application to the Steering Committee 30 days prior to standing for election.

Interim Steering Committee Officers and Members will serve until the next annual election, at which time they will be able to stand for election to a regular term.

Interim Steering Committee Officers and Members will take office at the next Steering Committee or Council Meeting, whichever occurs first.

X. Steering Committee Membership Eligibility
In order to be eligible for candidacy for Steering Committee Membership an individual must meet the Membership requirements in Section III above and have participated in at least two MSIC Council Meetings within the past year. All those interested in serving on the Steering Committee must submit a completed application to the Steering Committee no less than 30 days prior to the regularly scheduled second quarter (Spring) Council Meeting.

Community Organization Representatives are selected by their respective organizations to serve for a one year term. Community Organization Representatives must include an official letter, signed by the Chair of their organization along with their application affirming their interest in becoming a Community Organization Representative.

Steering Committee Members make a commitment to serve our community. Failure to attend a minimum of half of the regularly scheduled Council Meetings and half of the regularly scheduled Steering Committee Meetings in a Steering Committee Member's term will result in ineligibility for candidacy for the following term.

If you are interested in serving on the MSIC Steering Committee, please refer to the Steering Committee Elections information.

XI. Removal from Office
A Committee Member may be removed from Office and/or from the Steering Committee by the vote of a majority of the Steering Committee, provided notice shall be given in writing to the Committee Member at least thirty days in advance of such action being voted upon.


Updated Mar 11, 2016

By-laws