Loading...
HomeMy WebLinkAboutR-09-32RESOLUTION NO. R -09 -32 A JOINT RESOLUTION BY AND BETWEEN THE CITY OF FORT PIERCE, THE CITY OF PORT ST. LUCIE, THE CITY OF STUART, THE CITY OF FELLSMERE, THE CITY OF VERO BEACH, THE CITY OF SEBASTIAN, THE CITY OF OKEECHOBEE, THE TOWN OF SEWALL'S POINT, THE TOWN OF INDIAN RIVER SHORES, THE TOWN OF JUPITER ISLAND, THE TOWN OF ST. LUCIE VILLAGE, FLORIDA MUNICIPAL CORPORATIONS; INDIAN RIVER COUNTY, MARTIN COUNTY, OKEECHOBEE COUNTY AND ST. LUCIE COUNTY, POLITICAL SUBDIVISIONS OF THE STATE OF FLORIDA; THE SCHOOL DISTRICT OF INDIAN RIVER COUNTY, MARTIN COUNTY SCHOOL DISTRICT, OKEECHOBEE COUNTY SCHOOLS AND ST. LUCIE COUNTY SCHOOL BOARD, AMENDING RESOLUTION 03 -126; AMENDING THE ARTICLES OF INCORPORATION FOR THE TREASURE COAST COUNCIL OF LOCAL GOVERNMENTS, INC. WHEREAS, the residents of the area surrounding and proximate to the Treasure Coast are served by separate governmental entities (collectively "Governments and, WHEREAS, the Governments incorporated the Treasure Coast Council of Local Governments, Inc. May 13th, 2003; and, WHEREAS, the Governments now desire to amend their articles of incorporation to include the School Boards of Indian River, Martin, Okeechobee and St. Lucie Counties. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Indian River County, the Board of County Commissioners of Martin County, the Board of County Commissioners of St. Lucie County, and the Board of County Commissioners of Okeechobee County, the City Commission of Fort Pierce, the City Commission of Okeechobee, the City Commission of Port St. Lucie, the City Commission of Stuart, the City Commission of Vero Beach, the City Commission of Sebastian, the City Commission of Fellsmere, the Town Council of the Town of St. Lucie Village, the Town Council of Sewall's Point, the Town Council of Indian River Shores, and the Town Council of Jupiter Island, the School District of Indian River County, Martin County School District, Okeechobee County Schools, and the St. Lucie County Board, that: Section 1. Amendment The Articles of Incorporation be amended as set forth in Exhibit "A which is attached hereto. Section 2. Effective Date This Resolution shall become effective upon passage by each of the parties herein provided. The foregoing Resolution was moved for adoption by Sebastian City Council member Hill The motion was seconded by Councilmember Coy and, upon being put to a vote, the vote was as follows: The Mayor thereupon declared this Resolution duly passed and adopted this 9th day of September, 2009. CITY OF SEBASTIAN, FLORIDA •A'€ Mayor Richard Gillmor ATT T: Sally A. Ma}6, MMC Approved as to Form and Legality for Reliance by the City of Sebastian only. Robert A. Ginsburg, C ttorney Mayor Richard H. Gillmor aye Vice -Mayor Jim Hill aye Councilmember Dale I. Simchick aye Councilmember Andrea B. Coy aye Councilmember Eugene Wolf nay COUNTIES Indian River Martin Okeechobee St. Lucie CITIES Fellsmere Fort Pierce Okeechobee Port St. Lucie Sebastian Stuart Vero Beach TOWNS SCHOOL BOARDS Jupiter Island Indian River Shores Sewall's Point St. Lucie Village Indian River County St. Lucie County Okeechobee County Martin County February 5, 2010 TREASURE COAST COUNCIL of LOCAL GOVERNMENTS Treasure Coast Council of Local Govemments RE: Amended By -Laws At the February 3rd meeting, the Board unanimously approved the amendments to the By -Laws of the TCCLG, Enclosed is your file copy. Should you have any questions or need further information, please do not hesitate to call me at 772 288 -5306. tfully, erie White, MMC City Clerk TCCLG Board Secretary Enc. r c� BYLAWS OF THE TREASURE COAST COUNCIL OF LOCAL GOVERNMENTS, INC. PREAMBLE The Treasure Coast Council of Local Governments, Inc. (Hereinafter "TCCLG is created by Resolution as a not for profit corporation established by agreement among its members pursuant to Section 163.02, Florida Statutes. The TCCLG is organized to establish a forum for discussion and study of area problems of mutual interest and concern to the cities, towns and counties of the Treasure Coast area. ARTICLE I. PURPOSES The purposes of the TCCLG shall be to study such area governmental problems as it deems appropriate, including but not limited to matters affecting health, safety, welfare, education, economic conditions, and area development; promote cooperative arrangements and coordinate action among its members; and make recommendations for review and action to the members and other public agencies that perform local functions and services within the area. ARTICLE II. FUNCTIONS The functions of the TCCLG shall include: A. Review of Governmental Proposals. The review of proposals for the Treasure Coast area as defined herein or regional governmental units or agencies within the said area and the making of appropriate policy or action recommendations. B. Study of Treasure Coast Area Problems. The identification and study of problems, functions, and services in the Treasure Coast area as defined herein, and the making of appropriate policy or action recommendations. C. Study of Problems Affecting Treasure Coast Area. The identification and study of any action arising outside of the Treasure Coast area which, in the opinion of the TCCLG, will have a substantial effect on the Treasure Coast area, and the making of appropriate policy or action recommendations in regard to such outside action. D. Other Functions. Such other municipal or regional functions as the Council shall deem appropriate for the Treasure Coast Council of Local Governments. ARTICLE III. DEFINITIONS A. Treasure Coast Area. For the purposes of the TCCLG, the Treasure Coast area shall be Page 1 of 8 defined as the area including Indian River, Martin, St. Lucie, and Okeechobee Counties. B. Treasure Coast Area Problem. A Treasure Coast area problem must be of mutual interest of two (2) or more members of the TCCLG and be of concern with the public health, safety, welfare, education, economic conditions, or development of the Treasure Coast. C. Official Representative. Official Representative means the appointed representative of each respective member of the General Assembly making up the TCCLG pursuant to these By -laws, the Articles of Incorporation and the Joint Resolution executed by the member government and accepted by the Council. A. Membership. ARTICLE IV. MEMBERSHIP AND MEETINGS Council. The Council shall act as the board of directors and shall be composed of the official representatives from the following local governments: Board of County Commissioners of Indian River County Board of County Commissioners of Martin County Board of County Commissioners of Okeechobee County Board of County Commissioners of St. Lucie County City of Fellsmere City of Fort Pierce City of Okeechobee City of Port St. Lucie City of Sebastian City of Stuart City of Vero Beach The School District of Indian River County Martin County School District Okeechobee County Schools St. Lucie County School Board Town of Indian River Shores Town of Jupiter Island Town of Sewall's Point 2. General Assembly. The General Assembly shall be composed of all the elected officials, including the official representatives, from the following local governments: Board of County Commissioners of Indian River County Board of County Commissioners of Martin County Page 2 of 8 Board of County Commissioners of Okeechobee County Board of County Commissioners of St. Lucie County City of Fellsmere City of Fort Pierce City of Okeechobee City of Port St. Lucie City of Sebastian City of Stuart City of Vero Beach The School District of Indian River County Martin County School District Okeechobee County Schools St. Lucie County School Board Town of Indian River Shores Town of Jupiter Island Town of Sewall's Point 3. Powers. The Council shall have the authority and power to perform those tasks and make those decisions necessary for the daily operation of the TCCLG. 4. Membership Criteria. Membership for the Council and the General Assembly shall be contingent upon the following: a. Approval by the governing body of the applicant of a resolution accepting the terms and conditions of the Articles of Incorporation and these By -laws. b. Payment of the membership fee, as established from time to time by the Council. c. Membership with the Florida Association of Counties, the Florida League of Cities, except for the Indian River, Martin, Okeechobee, or St. Lucie County School Board. d. Approval by the Council of the TCCLG e. By accepting membership, the applicant agrees to pay any and all annual or special assessments which the TCCLG may establish from time to time. 5. Reinstatement. Any local governing body which withdraws from membership may have its membership reinstated by paying all assessments owed by it as established by these By -laws. B. Meetings. 1. Regular Meetings. Regular meetings of the Council shall be held as determined Page 3 of 8 by the Chairman. All members of the Council, or a designee, shall attend the regular meetings of the TCCLG. The time and location of the regular meetings shall be determined by the Chairman. 2. Annual Meeting. a. On or around the same time each year, the TCCLG shall hold an annual meeting attended by the Council and the General Assembly. The time and location of the annual meeting shall be determined by the Chairman. b. At the annual meeting, the General Assembly shall elect the Chairman, Vice Chairman, Secretary and Treasurer of the Council. 3. Notice and Agendas. Written notice of regular meetings of the Council shall be given to the official representative of each member local government at least ten (10) days prior to each meeting. A tentative agenda for the meeting shall follow, or be sent simultaneously with, the notice. If the official representative is unable to attend any meeting, the official representative may select an alternate from his governmental body to attend in his place. 4. Special Meetings. a. Special meetings of the Council may be called: 1. By the Chairman 2. By the motion of Council 3. By the Chairman at the request of anyone (1) of its member governments. b. Notice of a special meeting shall be given to the official representative of each member local government. An agenda specifying the subject of the special meeting shall follow the notice. If the official representative is unable to attend the special meeting, the official representative may select an alternate from his governmental body to attend in his place. Only those subjects appearing on the special agenda may be discussed at that called meeting. The date, time, and location of the special meetings shall be determined by the Chairman. 5. Attendance. If the official representative is unable to attend any meeting, the official representative shall select an alternate from his governmental body to attend in his place. The orderly function of the TCCLG depends on the regular attendance of its membership at all regularly scheduled meetings. Therefore, to ensure the timely order of business, the member local government will be notified if their representative is absent from two (2) consecutive regular meetings. Upon a third missed meeting, the member local Page 4 of 8 government will be asked to provide a replacement. 6. Sunshine Law and Public Records. The TCCLG shall comply at all times with the Florida Government in the Sunshine Law and Public Records Act, as required by law. ARTICLE V. VOTING A. Voting Rights. The overall intent of the TCCLG is that issues of concern should be fully discussed by the respective representatives. For actual votes, each local government, through their official representative, shall have one vote; and such representative shall have the obligation of keeping their jurisdiction informed of decisions of the TCCLG where appropriate. B. Quorum. The presence of a'majority of the Council shall be necessary at any general or special meeting to constitute a quorum to transact business. C. Voting Maioritv. Action on any proposal other than an amendment to the Articles of Incorporation shall require an affirmative vote of a majority of those present. Any proposals thus passed shall be considered as action of the TCCLG and not its individual members. Any amendment to the Articles of Incorporation shall require action by the member local governments, as set forth in the Articles of Incorporation. C. Duties. ARTICLE VI. OFFICERS, ELECTIONS, AND VACANCIES A. TCCLG Officers. The officers of the TCCLG shall consist of a Chairman, a Vice Chairman, a Secretary, and a Treasurer. All elected officers must be the official representative of their respective local government and on the Council. There shall be a recording secretary selected by the Chairman and need not be a member of the TCCLG. B. Elections. Election of Chairman, Vice Chairman, Secretary and Treasurer shall be held at the annual meeting of the General Assembly. The Chairman shall appoint a nominating committee for the election of the Chairman, Vice Chairman, Secretary and Treasurer. Nominations may also be made from the floor. This election may be by voice vote. 1. The Chairman shall: a. Preside at all meetings of the TCCLG; b. Be a member of all committees; c. Perform all other duties usually pertaining to the office of Chairman; d. Have the custody of all records including minutes and annual reports; e. Report to the General Assembly summarizing matters completed during Page 5 of 8 the year and any unfinished business; f. Appoint an audit committee of one (1) or more persons from current members and require such committee report its findings annually, no later than May of each year; and g. Arrange and ensure the filing of all appropriate forms for a not for profit corporation with the Department of State. 2. The Vice Chairman shall: a. Preside at all meetings of the TCCLG in the absence of the Chairman; and b. Perform all other such duties usually pertaining to the office of Vice Chairman. 3. The Secretary shall: a. Sign official documents of the TCCLG, when requested by the Chairman; b. Call the meeting to order in the absence of the Chairman or Vice Chairman; and c. Preside over the meeting until the election of a Chairman- protem, which such an election shall occur as the first order of business for that meeting. 4. The Treasurer shall: a. Be the custodian of all funds and securities of the TCCLG; b. Keep a record of the accounts of the Council and report thereon at each meeting; c. Make annual report at annual meeting; d. Deposit all monies of the TCCLG in the name of the TCCLG in bank or banks as selected and designated by the TCCLG; e. Ensure all appropriate financial records are filed with the Department of State, as necessary; and f. Ensure that the financial records are reviewed annually. 5. Recording Secretary a. Record the minutes of all meetings; b. Give notice of meetings; c. Carry on correspondence of the TCCLG; d. Note the roll call and absences at meetings; e. Provide the minutes of the past two meetings to any new members; and f Perform such other duties as may be delegated by the TCCLG. D. Term of Office. The Chairman, Vice Chairman, Secretary and Treasurer shall hold their respective office for one year, or until a replacement is elected. Page 6 of 8 E. Vacancy., If a vacancy should occur due to the expiration of term of one of the officers in his own jurisdiction or for any other reason, an acting officer can be appointed by the TCCLG to serve until the next annual meeting. ARTICLE VII. FINANCE A. Fiscal Year. The fiscal year of the TCCLG shall commence on October 1. B. Budget. The Treasurer, after consulting with the Chairman, shall submit the annual budget on or before May. This budget shall be adopted by the TCCLG on or before August. C. Funding. In addition to other funding provided herein or as may be deemed appropriate by the Council from time to time, the TCCLG may accept funds, grants, gifts, and services from the State of Florida, from any other governmental unit, whether participating in the TCCLG or not, from the government of the United States, and from private civic sources. D. Yearly Membership Assessment. Each year, upon adoption of the annual budget, TCCLG shall fix membership assessments for all members of the TCCLG in amounts sufficient to provide the funds required by the budget. The membership assessment shall not exceed $500.00 per year. Any member local government whose annual assessment has not been paid by the time of the annual meeting shall not be entitled to vote at such meeting. The yearly membership assessment shall be equal for each member. E. Special Assessment. The Council may approve, by a majority vote pursuant to Article V.C., a special assessment. Following approval by the Council, such assessment must be separately considered by each member government and each member government must authorize the payment of the special assessment. F. Bank Account. The TCCLG shall establish a bank account for the deposit of assessments and the payment of expenses. Payment of expenses shall be made by the Chairman or Treasurer. ARTICLE VIII. ANNUAL REPORT A. Council Reports. Each Council member shall have the duty to regularly report Council matters to the representative's member government. B. TCCLG Report. The Council shall make an annual public report of its activities to each of the member local governments and shall have its accounts audited annually. ARTICLE IX. COMMITTEES Page 7 of 8 Standing committees and special committees may be appointed by the Chairman whenever necessary to serve the needs of the TCCLG. Any TCCLG committee shall meet on the call of the TCCLG, their Chairman, and /or upon request of any two member governments. Committee Chairman shall maintain records of their proceedings and submit these to the Chairman each September for inclusion, if deemed appropriate by the Chairman, in the TCLG's annual report. ARTICLE X. APPOINTEES Consultants and specialists, as deemed necessary to conduct the business of the TCCLG, may be appointed by the TCCLG. ARTICLE XI. RULES OF ORDER "Robert's Rules of Order" shall be the parliamentary authority for all matters of procedure not covered by these By -laws. Amendments to these By -laws may be proposed by any member and shall become effective upon affirmative vote of the Council, pursuant to Article V.C. Revised as of February 3, 2010 ames A. Christie, Jr. Chairman ARTICLE XII. AMENDMENTS Amended and Approved by the Council at its meeting of February 3, 2010 Page 8 of 8 ARTICLES OF AMENDMENT TO ARTICLES OF INCORPORATION OF TREASURE COAST COUNCIL OF LOCAL GOVERNMENTS, INC. (Present Name) Pursuant to the provisions of section 617.1006, Florida Statutes, the undersigned Florida nonprofit corporation adopts the following articles of amendment to its articles of incorporation. FIRST: Amendment adopted: NO3000009730 (Document Number of Incorporation) Article VIII, Members, hereby amended to read as follows: The Corporation shall have two sets of members: the Council and the General Assembly. The Council shall constitute the Board of Directors and shall be made up of an appointed representative from each member local government. Any qualifications to be a member of the Council shall be set forth in the By -Laws. The second set of members shall be the General Assembly. The General Assembly shall be made up of the elected city, town, county and school board officials from the local governments whom, now or in the future, are accepted as members of the Corporation. Any qualifications to be a member of the General Assembly shall be set forth in the By -Laws. SECOND: The date of adoption of the amendment was: THIRD: Adoption of the Amendment (check one) The amendment was adopted by the members and the number of votes cast for the amendment was sufficient for approval. There are no members or members entitled to vote on the amendment. The amendment was adopted by the board of directors. Signature of Chairman, Vice Chairman, President or other officer Typed or printed name Title Date BYLAWS OF THE TREASURE COAST COUNCIL OF LOCAL GOVERNMENTS, INC. PREAMBLE The Treasure Coast Council of Local Governments, Inc. (Hereinafter "TCCLG is created by Resolution as a not for profit corporation established by agreement among its members pursuant to Section 163.02, Florida Statutes. The TCCLG is organized to establish a forum for discussion and study of area problems of mutual interest and concern to the cities, towns and counties of the Treasure Coast area. ARTICLE I. PURPOSES The purposes of the TCCLG shall be to study such area governmental problems as it deems appropriate, including but not limited to matters affecting health, safety, welfare, education, economic conditions, and area development; promote cooperative arrangements and coordinate action among its members; and make recommendations for review and action to the members and other public agencies that perform local functions and services within the area. ARTICLE II. FUNCTIONS The functions of the TCCLG shall include: A. Review of Governmental Proposals. The review of proposals for the Treasure Coast area as defined herein or regional governmental units or agencies within the said area and the making of appropriate policy or action recommendations. B. Study of Treasure Coast Area Problems. The identification and study of problems, functions, and services in the Treasure Coast area as defined herein, and the making of appropriate policy or action recommendations. C. Study of Problems Affecting Treasure Coast Area. The identification and study of any action arising outside of the Treasure Coast area which, in the opinion of the TCCLG, will have a substantial effect on the Treasure Coast area, and the making of appropriate policy or action recommendations in regard to such outside action. D. Other Functions. Such other municipal or regional functions as the Council shall deem appropriate for the Treasure Coast Council of Local Governments. ARTICLE III. DEFINITIONS A. Treasure Coast Area. For the purposes of the TCCLG, the Treasure Coast area shall be defined as the area including Indian River, Martin, St. Lucie, and Okeechobee Counties. B. Treasure Coast Area Problem. A Treasure Coast area problem must be of mutual interest of two (2) or more members of the TCCLG and be of concern with the public health, safety, welfare, education, economic conditions, or development of the Treasure Coast. C. Official Representative. Official Representative means the appointed representative of each respective member of the General Assembly making up the TCCLG pursuant to these By -laws, the Articles of Incorporation and the Joint Resolution executed by the member government and accepted by the Council. A. Membership. ARTICLE IV. MEMBERSHIP AND MEETINGS 1. Council. The Council shall act as the board of directors and shall be composed of the official representatives from the following local governments: Board of County Commissioners of Indian River County Board of County Commissioners of Martin County Board of County Commissioners of Okeechobee County Board of County Commissioners of St. Lucie County City of Fellsmere City of Fort Pierce City of Okeechobee City of Port St. Lucie City of Sebastian City of Stuart City of Vero Beach The School District of Indian River County Martin County School District Okeechobee County Schools St. Lucie County School Board Town of Indian River Shores Town of Jupiter Island Town of Sewall's Point 2. General Assembly. The General Assembly shall be composed of all the elected officials, including the official representatives, from the following local governments: Board of County Commissioners of Indian River County Board of County Commissioners of Martin County Board of County Commissioners of Okeechobee County Board of County Commissioners of St. Lucie County City of Fellsmere City of Fort Pierce B. Meetings. 2. Annual Meeting. City of Okeechobee City of Port St. Lucie City of Sebastian City of Stuart City of Vero Beach The School District of Indian River County Martin County School District Okeechobee County Schools St. Lucie County School Board Town of Indian River Shores Town of Jupiter Island Town of Sewall's Point 3. Powers. The Council shall have the authority and power to perform those tasks and make those decisions necessary for the daily operation of the TCCLG. 4. Membership Criteria. Membership for the Council and the General Assembly shall be contingent upon the following: a. Approval by the governing body of the applicant of a resolution accepting the terms and conditions of the Articles of Incorporation and these By -laws. b. Payment of the membership fee, as established from time to time by the Council. c. Membership with the Florida Association of Counties, the Florida League of Cities, except for the Indian River, Martin, Okeechobee, or St. Lucie County School Board. d. Approval by the Council of the TCCLG e. By accepting membership, the applicant agrees to pay any and all annual or special assessments which the TCCLG may establish from time to time. 5. Reinstatement. Any local governing body which withdraws from membership may have its membership reinstated by paying all assessments owed by it as established by these By- laws. 1. Regular Meetings. Regular meetings of the Council shall be held as determined by the Chairman. All members of the Council, or a designee, shall attend the regular meetings of the TCCLG. The time and location of the regular meetings shall be determined by the Chairman. a. On or around the same time each year, the TCCLG shall hold an annual 4. Special Meetings. meeting attended by the Council and the General Assembly. The time and location of the annual meeting shall be determined by the Chairman. b. At the annual meeting, the General Assembly shall elect the Chairman, Vice Chairman, Secretary and Treasurer of the Council. 3. Notice and Agendas. Written notice of regular meetings of the Council shall be given to the official representative of each member local government at least ten (10) days prior to each meeting. A tentative agenda for the meeting shall follow, or be sent simultaneously with, the notice. If the official representative is unable to attend any meeting, the official representative may select an alternate from his governmental body to attend in his place. a. Special meetings of the Council maybe called: 1. By the Chairman 2. By the motion of Council 3. By the Chairman at the request of any one (1) of its member governments. b. Notice of a special meeting shall be given to the official representative of each member local government. An agenda specifying the subject of the special meeting shall follow the notice. If the official representative is unable to attend the special meeting, the official representative may select an alternate from his governmental body to attend in his place. Only those subjects appearing on the special agenda may be discussed at that called meeting. The date, time, and location of the special meetings shall be determined by the Chairman. 5. Attendance. If the official representative is unable to attend any meeting, the official representative shall select an alternate from his governmental body to attend in his place. The orderly function of the TCCLG depends on the regular attendance of its membership at all regularly scheduled meetings. Therefore, to ensure the timely order of business, the member local government will be notified if their representative is absent from two (2) consecutive regular meetings. Upon a third missed meeting, the member local government will be asked to provide a replacement. 6. Sunshine Law and Public Records. The TCCLG shall comply at all times with the Florida Government in the Sunshine Law and Public Records Act, as required by law. ARTICLE V. VOTING A. Voting Rights. The overall intent of the TCCLG is that issues of concern should be fully discussed by the respective representatives. For actual votes, each local government, through their official representative, shall have one vote; and such representative shall have the obligation of keeping their jurisdiction informed of decisions of the TCCLG where appropriate. B. Quorum. The presence of a majority of the Council shall be necessary at any general or special meeting to constitute a quorum to transact business. C. Voting Majority. Action on any proposal other than an amendment to the Articles of Incorporation shall require an affirmative vote of a majority of those present. Any proposals thus passed shall be considered as action of the TCCLG and not its individual members. Any amendment to the Articles of Incorporation shall require action by the member local governments, as set forth in the Articles of Incorporation. C. Duties. ARTICLE VI. OFFICERS, ELECTIONS, AND VACANCIES A. TCCLG Officers. The officers of the TCCLG shall consist of a Chairman, a Vice Chairman, a Secretary, and a Treasurer. All elected officers must be the official representative of their respective local government and on the Council. There shall be a recording secretary selected by the Chairman and need not be a member of the TCCLG. B. Elections. Election of Chairman, Vice Chairman, Secretary and Treasurer shall be held at the annual meeting of the General Assembly. The Chairman shall appoint a nominating committee for the election of the Chairman, Vice Chairman, Secretary and Treasurer. Nominations may also be made from the floor. This election may be by voice vote. 1. The Chairman shall: a. Preside at all meetings of the TCCLG; b. Be a member of all committees; c. Perform all other duties usually pertaining to the office of Chairman; d. Have the custody of all records including minutes and annual reports; e. Report to the General Assembly summarizing matters completed during the year and any unfinished business; f. Appoint an audit committee of one (1) or more persons from current members and require such committee report its findings annually, no later than May of each year; and g. Arrange and ensure the filing of all appropriate forms for a not for profit corporation with the Department of State. 2. The Vice Chairman shall: a. Preside at all meetings of the TCCLG in the absence of the Chairman; and b. Perform all other such duties usually pertaining to the office of Vice Chairman. 3. The Secretary shall: a. Sign official documents of the TCCLG, when requested by the Chairman; b. Call the meeting to order in the absence of the Chairman or Vice Chairman; and c. Preside over the meeting until the election of a Chairman protem, which such an election shall occur as the first order of business for that meeting. 4. The Treasurer shall: a. Be the custodian of all funds and securities of the TCCLG; b. Keep a record of the accounts of the Council and report thereon at each meeting; c. Make annual report at annual meeting; d. Deposit all monies of the TCCLG in the name of the TCCLG in bank or banks as selected and designated by the TCCLG; e. Ensure all appropriate financial records are filed with the Department of State, as necessary; and f. Ensure that the financial records are reviewed annually. 5. Recording Secretary a. Record the minutes of all meetings; b. Give notice of meetings; c. Carry on correspondence of the TCCLG; d. Note the roll call and absences at meetings; e. Provide the minutes of the past two meetings to any new members; and f. Perform such other duties as may be delegated by the TCCLG. D. Term of Office. The Chairman, Vice Chairman, Secretary and Treasurer shall hold their respective office for one year, or until a replacement is elected. E. Vacancy. If a vacancy should occur due to the expiration of term of one of the officers in his own jurisdiction or for any other reason, an acting officer can be appointed by the TCCLG to serve until the next annual meeting. ARTICLE VII. FINANCE A. Fiscal Year. The fiscal year of the TCCLG shall commence on October 1. B. Budget. The Treasurer, after consulting with the Chairman, shall submit the annual budget on or before May. This budget shall be adopted by the TCCLG on or before August. C. Funding. In addition to other funding provided herein or as may be deemed appropriate by the Council from time to time, the TCCLG may accept funds, grants, gifts, and services from the State of Florida, from any other governmental unit, whether participating in the TCCLG or not, from the government of the United States, and from private civic sources. D. Yearly Membership Assessment. Each year, upon adoption of the annual budget, TCCLG shall fix membership assessments for all members of the TCCLG in amounts sufficient to provide the funds required by the budget. The membership assessment shall not exceed $500.00 per year. Any member local government whose annual assessment has not been paid by the time of the annual meeting shall not be entitled to vote at such meeting. The yearly membership assessment shall be equal for each member. E. Special Assessment. The Council may approve, by a majority vote pursuant to Article V.C., a special assessment. Following approval by the Council, such assessment must be separately considered by each member government and each member government must authorize the payment of the special assessment. F. Bank Account. The TCCLG shall establish a bank account for the deposit of assessments and the payment of expenses. Payment of expenses shall be made by the Chairman or Treasurer. ARTICLE VII. ANNUAL REPORT A. Council Reports. Each Council member shall have the duty to regularly report Council matters to the representative's member government. B. TCCLG Report. The Council shall make an annual public report of its activities to each of the member local governments and shall have its accounts audited annually. ARTICLE IX. COMMITTEES Standing committees and special committees may be appointed by the Chairman whenever necessary to serve the needs of the TCCLG. Any TCCLG committee shall meet on the call of the TCCLG, their Chairman, and/or upon request of any two member governments. Committee Chairman shall maintain records of their proceedings and submit these to the Chairman each September for inclusion, if deemed appropriate by the Chairman, in the TCLG's annual report. ARTICLE X. APPOINTEES Consultants and specialists, as deemed necessary to conduct the business of the TCCLG, may be appointed by the TCCLG. ARTICLE XI. RULES OF ORDER "Robert's Rules of Order" shall be the parliamentary authority for all matters of procedure not covered by these By -laws. Revised as of XXXXXXXX. ARTICLE XII. AMENDMENTS Amendments to these By -laws may be proposed by any member and shall become effective upon affirmative vote of the Council, pursuant to Article V.C. Chairman Approved by the Council at its meeting of 2009