Bylaws and Operating Procedures

ARTICLE I. GENERAL PROVISIONS

Section 1.Name:

The name of the body shall be the Channel Islands Regional GIS Collaborative. The acronym shall be "CIRGIS".  

Section 2.Location:

The principal office of the Collaborative shall be in the offices of [to be determined] that provides support to the Collaborative. 

ARTICLE II. PURPOSE

Section 1.Mission: 

The mission of the Collaborative is: 

To facilitate the development and maintenance of an ongoing public-private partnership for sharing and expanding the use of spatial data to foster informed community decision making, innovative business development, environmental management and education in the Channel Islands Region of California.

The Collaborative is defined as:

A regional collaborative for the collection, preparation and sharing the use of spatial data.

Other definitions used to clarify the work of the Collaborative include the following:

Region: the areas affecting the Channel Islands Region from the Santa Monica Mountains north to the San Luis Obispo region, including the Channel Islands and Ventura, Santa Barbara and San Luis Obispo Counties.

Spatial Data: Data pertaining to the geography of the region. This may include census data, Assessor's parcel records, streets and roads, natural resource data - in short, any data that has some connection to place on the earth.

Collaborative: A round table approach to communicating, planning and documenting the spatial data of the region.

Sharing: The CIRGIS is committed to making spatial data mutually available to its members and keeping them freely usable by the public.

Standards: The CIRGIS, in order to make the data available to the public and members, will work toward a standard way of describing the data and presenting it to the public.

Section 2. Objectives: 

The goals and objectives of the Collaborative include: 

1. Policy: 
   1. To represent the shared interests in geographic information and technology issues for organizations working with and using geographic information in the Channel Islands Region.
   2. To identify high-priority geographic databases and promote the development and maintenance of these.
2. Liaison and Communication: 
   1. "To provide a forum for cooperation and communication in matters related to the use and development of geographic information in the Channel Islands Region. 
   2. To facilitate cost-sharing and collaborative arrangements to develop and maintain geographic data bases. 
   3. To cooperate with other entities and organizations to foster the National Spatial Data Infrastructure.
   4. To set, adopt, apply and adjust as necessary regional standards for spatial data. 
3. Research: 
   1. To study issues affecting the use and sharing of geographic information and develop reports, analyses, and recommendations about these issues for the membership. 
   2. To provide a forum for examining new geographic information and technology issues and ideas. 
4. Education and Public Relations: 
   1. To promote the understanding of geographic information and technology to organizations and the public in the Channel Islands Region. 
   2. To promote education and training curriculums for geographic information for its members.
   3. To promote the dissemination of information to institutions who can make use of the data. 
5. Data Distribution:
   1. To provide data to Collaborative members without fees for acquisition or use of the coverages and spatial data, other than normal transaction costs, including labor and media costs for the copying of data.

ARTICLE III. MEMBERSHIP

Section 1. Membership 

1. The Collaborative is composed of representatives from signatory entities whose term of agreement is current. Each signatory agency will designate one member and one alternate to serve on the Collaborative. Members are authorized, in writing, by their entity's executive to represent their organization in matters related to the mission and objectives of the Collaborative. Signatory organizations and institutions may be represented by any number of delegates for the purpose of advancing the mission and objectives of the Collaborative. 
2. Each signatory agency shall have one (1) vote.

Section 2. Qualifications of Members 

1. Signatory agencies who withdraw from the agreement or fail to renew the agreement within thirty (30) days after the renewal date shall be notified by the Secretary of the Collaborative, and if renewal is not made within the next thirty (30) days, shall, without prior notice, lose all privileges of membership including voting privileges. Members shall be reinstated with privileges upon renewal of the agreement or reinstatement at the approved recommendation of the Collaborative. 
2. The Collaborative is open to membership from any signatory agency. All persons who meet this eligibility requirement, regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, age, religious or political affiliation or sexual orientation, may become members of the Collaborative.  
3. The Collaborative shall make recommendations for new participants. 

ARTICLE IV. MEETINGS OF THE CHANNEL ISLANDS GIS COLLABORATIVE 

Section 1. Regular Meetings: 

The Channel Islands GIS Collaborative will meet quarterly; more frequent meetings may be held upon agreement of a majority of voting members of the Collaborative. The first meeting in a calendar year shall be designated as the annual meeting at which time election of members of the Executive Board shall take place. The Secretary for the Collaborative shall notice the meetings, by surface or electronic mail, at least twenty (20) days before the meeting. 

Section 2. Location of Meetings: 

Meeting locations shall vary and shall be in appropriate sites within the Channel Islands Region.

Section 3. Special Meetings: 

Special meetings of the Collaborative may be called by the Chair, or at the written request of thirty-three percent (33%) of the members of the Collaborative, with at least forty-eight (48) hours notice, to discuss and take action on issues that are critical and need immediate resolution. Special meetings may be conducted by telephone conference so long as all other conditions of the meeting protocol are met. 

Section 4. Quorum: 

A quorum for the meetings shall be fifty-one percent (51%) of the members registered at a meeting. In case there is less than fifty-one percent (51%), the presiding officer may adjourn the meeting temporarily until a quorum is reestablished or meet as a Collaborative of the whole. 

Section 5. Voting: 

Decisions at the annual, regular and special meetings of the Collaborative shall be by majority vote cast at the meeting. Each Member shall have one (1) vote.  

Section 6. Meeting Notice and Parliamentary Procedure: 

Meetings of the Collaborative shall be conducted and posted as provided for by Sec. 11120 et. seq. of the California Government Code. A record of proceedings from general and special meetings shall be available for members of the Collaborative within ninety (90) days from conclusion of the meeting.  Meetings may be conducted in an informal manner by the Chair, but the usual parliamentary rules as laid down in Robert's Rules of Order shall govern all deliberations of the Collaborative, when not in conflict with these bylaws. 

Section 7. Order of Business 

The order of business at the meetings of the Collaborative shall be as follows:

1. Call to order
2. Roll call.
3. Reading of the minutes of the previous meeting
4. Reports of the Sub-Committees
   1. Standing Committees
   2. Special Committees
5. New Business
6. Setting of Next Meeting and Adjournment

ARTICLE V. OFFICERS AND TERMS OF OFFICE: 

Section 1. Officers. The Collaborative shall have three officers: a Chair, a Vice Chair and a Secretary.

Section 2. Terms of Office.

The term of Chair and Vice Chair shall be for one (1) year. The Secretary's position shall be filled the[to be determined]on an ongoing basis. 

Section 3. Elections: 

Annually the Members shall elect a Chair and the Vice Chair for the Collaborative. At the completion of the term of the Chair, the Vice Chair shall cede to the Chair position. Any Member shall be eligible for these positions. Elections shall be by secret ballot and may either be conducted by mail or at an annual meeting of the Collaborative. 

Section 4. Nominations: 

1. Nominations for the Chair and Vice Chair of the Collaborative shall come forth from any member in good standing from the Collaborative. The offices of Chair and Vice Chair shall be elected at-large from the membership of the Collaborative.
2. Upon receipt of nominees for Chair and Vice Chair, the Secretary shall prepare a ballot:
3. All nominees must agree to serve prior to placement of their names on the ballot. 

Section 5. Duties of the Officers: 

1. The Chair shall be the principal officer of the Collaborative, shall preside at all meetings of the Collaborative and shall be responsible for implementing the decisions and actions taken by the Collaborative. The Chair shall serve as the Collaborative's representative on or before other organizations having missions and objectives common with those of the Collaborative and shall represent the Collaborative before other bodies and organizations on issues relevant to the Collaborative's purposes, objectives, and mission. The Chair may authorize or appoint other members to represent the Collaborative with other organizations upon approval of the Collaborative. The Chair shall be a member, with right to vote, of the Collaborative and may serve on all Committees created by the Collaborative other than the nominations and elections Collaborative. 
2. The Vice Chair will assist the Chair in the discharge of the Chair's duties as requested by the Chair or Collaborative. In the absence or inability of the Chair to perform the duties of the Chair, the Vice Chair shall assume all duties of the Chair. The Vice Chair shall be a non-voting member of the Collaborative and may serve on all Committees created by the Council other than the nominations and elections Committees. 
3. The Secretary position shall be filled by the [to be determined]. The Secretary shall give notice of and attend all meetings of the Council, keep a record of the proceedings, keep a record of the last known address of members, cause the records of proceedings to be distributed to the members, attest to documents of the Council, and perform such other duties that are usual for such office or as may be duly assigned. 

Section 6. Legal Advisor: 

The Council may obtain legal counsel to advise the Collaborative on issues that may affect the MOA or the Collaborative. Legal counsel shall be obtained through the good offices of the [to be determined] or other signatories to the MOA as decided by the Collaborative. 

Section 7. Resignation and Removal: 

Any member may resign at any time by giving written notice to the policy board of the represented agency, who must then designate a replacement. Such resignation and designation shall take effect at the time specified therein or at the time of acceptance if no such time is specified. Any Member may be recommended for removal for reasonable cause by a two-thirds (2/3) vote of the Collaborative at any regular or special meeting at which a quorum is present; that recommendation will be forwarded to the appropriate policy board for action. 

Section 8. Vacancies: 

Any vacancies that may occur on the Collaborative by reason of death, resignation, removal, or otherwise, may be filled by the relevant policy board, commission, or administrative officer for the unexpired term. In the event that neither the Chair nor the Vice Chair are able to discharge their respective duties, the Collaborative shall select a Member in good standing to fill the position of Chair for the remaining term of the office. 

ARTICLE VI. SUB-COLLABORATIVES. 

Section 1. Committees: 

The Collaborative may establish Committees and appoint members to serve on such Committees as deemed necessary to carry out the purposes of the CIRGIS. The Collaborative shall appoint at least one (1) member from the Collaborative to serve as advisor for each Collaborative it creates. 

Section 2. Standing Sub-Committees: 

The Collaborative may have standing Committeesas it deems necessary. 

Section 3. Operations of Sub-Committees: 

Each sub-Committees created by the Collaborative shall select a chairperson. The sub-Committees chair shall be responsible for organizing the affairs of the sub-Committee and representing the sub-Committee before the CIRGIS. Sub-Committees shall keep a record of all proceedings and provide a copy to the Secretary. Sub-Committees shall meet, discuss, study, and resolve assigned issues as needed to carry out the business of the CIRGIS. Sub-Committees shall meet at least quarterly, and may be connected with general Collaborative meetings. If physical presence is infeasible, then written, facsimile, electronic or telephone communications shall substitute for a group meeting. Reports of each sub-Committee will be made at each meeting of the full Collaborative. 

ARTICLE VII. STAFFING 

Section 1. Staff Personnel: 

Staffing to the Channel Islands Regional GIS Collaborative will be provided by the [to be determined]. 

ARTICLE VIII. DISSOLUTION 

Section 1. Dissolution:

In the event the Collaborative is dissolved, the [to be determined] shall be responsible for the books, records, and distribution of any other assets to the Signatory Members of the Collaborative, as soon as practical, except that [to be determined] shall retain from any liquid assets costs associated with the Collaborative's dissolution, subject to approval of its [to be determined]. 

ARTICLE IX. AMENDMENTS 

Section 1. Amendments to Bylaws: 

Upon proposal by the Collaborative or any member of the Collaborative, these bylaws may be amended, repealed, or altered, in whole or in part, by a two-thirds (2/3) vote of the votes cast by the Collaborative. 

Section 2. Amendments to Memorandum of Agreement: 

Upon recommendation by the Channel Islands Regional GIS Collaborative, the Memorandum of Agreement (MOA) may be amended by a 51% vote of the members present.