By-Laws
BYLAWS
PAMLICO COUNTY DISASTER RECOVERY COALITION
Amended - February 21, 2019
ARTICLE 1 Organizational Name
The name of the organization shall be Pamlico County Disaster Recovery Coalition (PCDRC)
ARTICLE 2 Purpose
Section 1. The PCDRC sets forth these Bylaws to establish and maintain a network within and
on behalf of the faith-based, non-profit, governmental, business, volunteers, and
other organizations and agencies to coordinate disaster recovery
efforts to the residents of Pamlico County, North Carolina, affected by disasters, by
facilitating collaborative resource efforts among public, private, interfaith, and
voluntary organizations and agencies
Section 2. The Mission of the Pamlico County Disaster Recovery Coalition is to strengthen
area wide disaster coordination through information sharing, simplifying the access
to available resources for individuals and families, and together resolving unmet
needs cases to the best of our abilities.
Section 3. PCDRC may provide coordinated management of the long-term recovery process
to residents of Pamlico County, and provide additional long-term assistance to
individuals affected by disasters who do not have adequate personal resources for
basic needs as a result of disasters.
Section 4. PCDRC will attempt to provide spiritual, emotional, physical, and financial
resources to those affected by the disaster to the best of our abilities, regardless
of race, creed, color, gender, sexual orientation, disability, age, or religious
preference.
ARTICLE 3 Structure
The PCDRC will consist of an Executive Committee and a Board of Directors.
ARTICLE 4 Executive Committee
Section 1. The Executive Committee shall be composed of the Officers and each Standing
Committee Chair. The Executive Committee shall provide supervision and direction
of PCDRC’s operational matters.
Section 2. Except as otherwise required by law or these Bylaws, the Executive Committee shall
have full authority of the Board in the management of the PCDRC during such times
as the Board is not meeting and may authorize contracts and agreements as
required. The Executive Committee shall keep minutes of its proceedings and shall
report back to the Board at regular meetings or more often if appropriate.
Section 3. The Executive Committee shall meet at the call of the Chair or Vice-Chair to
perform such actions related to administrative and operational overview of the
affairs of PCDRC, including but not limited to:
1. Engaging and executing contracts, agreements, and policies.
2. Hiring, evaluating, and terminating staff, whether compensated or volunteer.
3. Public relations and communication.
4. Financial controls, accountability, audits, and reports.
Section 4. A simple majority of the executive committee must be present to conduct
business.
ARTICLE 5 Board of Directors and Officers
Number of Members: The number of directors constituting the Board of Directors shall consist of a director representing the interests of people in as many communities in Pamlico County as possible. The number shall include the PCDRC Executive Committee.
Term: The term for each board member shall be as long as he/she is willing to continue taking an active part in representing their community, the functions of the PCDRC, and decisions made during board meetings or he/she may end their term by letter of resignation.
These officers shall be elected from the Board of Directors of the PCDRC:
1. A Chair who shall preside over the meetings, be the Chief Executive Officer of the
Coalition, and perform other functions as deemed necessary by the Executive
Committee.
2. A Vice-Chair who shall preside over the meetings in the absence of the Chair, or
at other times deemed necessary by the Chair, and perform other functions as
deemed necessary by the Executive Committee.
3. A Secretary who shall record and preserve all minutes of PCDRC meetings, and
perform other functions as deemed necessary by the Executive Committee. If
unable to attend a meeting, the presiding officer shall appoint a secretary pro
tem for that meeting. A voice recorder may be used to assist the secretary in
recording accurate minutes.
4. A Treasurer who shall (with the assistance from the PCDRC Fiscal Agent) record
all monetary donations and make bank deposits. The Treasurer shall account for
all financial matters of the PCDRC by maintaining and confirming all checks, cash,
and credit card deposit slips as well as, copies of checks written to disperse funds
and to pay invoices. The Treasurer shall check bank statements provided by the
Fiscal Agent. The Treasurer and fiscal agent shall provide each other with copies
of receipts for all deposits. A check request form will be signed by the Treasurer
and one other Executive Officer and be presented to the Fiscal Agent for release
of funds from the PCDRC bank account. A Treasurer's report provided by the
Fiscal Agent through email will be verified by the treasurer and presented in a
report at each PCDRC meeting. The Treasurer may perform other functions as
deemed necessary by the Executive Committee.
ARTICLE 6 Members
Any individual, organization, or volunteer that has an interest in the mission of the PCDRC may attend the Board of Directors meetings except for a closed session.
ARTICLE 7 Voting
PCDRC Board of Directors in attendance are entitled to make motions and are entitled to one vote. All motions will be decided upon by a simple majority vote of those board members in attendance where a quorum is present.
ARTICLE 8 Quorum
A quorum for transaction of business shall consist of at least five Board of Directors members.
ARTICLE 9 Meetings
Meetings will be held within an hour time limit as is possible. Meetings will be at least quarterly or as needed at the call of the Chair, Vice-Chair, or two officers. A minimum of seven days' notice will be given unless a special meeting is necessary.
The Annual Meeting of the PCDRC shall be held in January on the last Thursday of the month for the purpose of electing Officers and Board of Directors, and for the transaction of such other business as may come before a meeting.
Special Meetings shall be called by the Chair or any two officers with a minimum of 48 hours notice. Only business specified in the call for the special meeting shall be conducted.
Closed Session Meetings may be called by the Chair, Vice-Chair, or two officers at the end of a regularly scheduled meeting, with only the Executive Committee and Board of Directors present, to decide the amount of money spent in any individual household on a case by case basis as presented by the caseworker when possible. At least 48 hours notice will be given when a closed session is scheduled.
If necessary, a special called e-mail vote shall consist of at least five Board member responses. In the event of a tie, the Chair shall cast the deciding vote. A verification email with the decision and a listing of each responding member's vote shall be sent within 24 hours by the Chair, Vice-Chair, or Secretary to all Board members. A copy of the email request and decision of the board shall be recorded in the Secretary's minutes of the next meeting,
ARTICLE 10 Committees
Section 1. The PCDRC may create such temporary or permanent committees or
subcommittees consist of the Board of Directors or other persons as agreed upon.
These shall have such authority as the PCDRC directs.
Section 2. These proposed committees are considered Standing Committees of PCDRC:
1. Finance Committee: Donations, Fundraising, and Accounting) - Works to secure
grants, donations and other resources for PCDRC and coordinates with other
entities (manufacturers, suppliers, etc.) to secure donations and funding. They
are responsible for the financial controls and accounting of PCDRC.
2. Construction Committee: Oversees the coordination and scheduling of all
rebuilding projects for cases approved by the PCDRC process - a project
manager function.
3. Case Management Committee: Coordinates Disaster Case Management (DCM)
activities between participating Disaster Case Managers. Develops a “resource
guide” in order to assist other referrals. Holds “Case Reviews” so that Disaster
Case Managers can have their cases vetted prior to presenting them to the
“Unmet Needs Table.
4. Unmet Needs Committee: Receives and acts on referrals from Case
Management Committee. Consists of members and non-members bringing
money (cash financial support), materials (donations, equipment, supplies,
furniture, appliances, etc.), or muscle (volunteer labor crews and expertise) to
meet the needs of individuals who have been served by the case management
process.
5. Communications Committee: Coordinates external outreach, press releases,
and messaging on behalf of the PCDRC. The committee is tasked with
coordinating unified talking points for the PCDRC. All communications must be
approved by the Executive Committee.
.
ARTICLE 11 Nomination and Election of Officers
Nominations from the Board of Directors will be accepted each year. Anyone can be nominated, but preference should be given to those who are familiar with the workings of the PCDRC and whom are actively engaged in the work of the PCDRC. The Executive Committee will appoint a five-person nominating committee to handle the nominations and present a slate of officers to the Board of Directors at its November or October quarterly meeting. Officers shall take office at the next official meeting following the annual meeting. Their term of office shall coincide with the PCDRC annual meeting.
ARTICLE 12 General Provisions
Section 1. Requesting Funds from Fiduciary Agent
All check request forms must be signed by two Executive Officers and presented to
the fiduciary agent for dispersion of PCDRC funds. If an emergency or quick release
of funds is needed, a check request may be signed by one Executive Officer with an
email and phone call to the fiduciary agent from a second Executive Officer.
A copy of all checks dispersed, on behalf of the PCDRC by the fiscal agent, shall be
emailed to the PCDRC Treasurer for the records.
A credit card with a maximum limit of $200 may be requested for quick purchases
as deemed necessary by the Executive Officers. All credit card receipts and invoices
shall be turned over to the fiduciary agent. Copies of those receipts and invoices
shall be maintained by the PCDRC Treasurer.
Section 2. Deposits
All funds of the PCDRC shall be deposited to the credit of the Pamlico County
Disaster Recovery Coalition in the FDIC insured bank chosen by the fiduciary agent.
The fiduciary agent shall provide the PCDRC Treasurer with copies of all monetary
deposits to the account and a copy of all bank statements.
Section 3. Calendar Year
The fiscal year of the PCDRC shall adhere to the calendar year.
Section 4. Auditing of Financial Records
An annual audit of all finances of the PCDRC shall occur not less than once per
calendar year by an independent public accountant as engaged by the PCDRC fiscal
agent. A copy of the audit shall be presented to the Board by the fiscal agent at the
next scheduled meeting and be filed in the Secretary's Record Book.
Section 5. Financial Support for Disaster Survivors
1. Funds may be used immediately by the Treasurer with consent of one other
Executive Officer via check request to the fiduciary agent to set up $20 - $40
vouchers at the laundry mat for survivors to wash flooded clothing quickly after
a disaster.
2. Funds may be requested by the Treasurer and one other Executive Officer via
check request to the fiduciary agent to set up $200 vouchers, with preference to
support Pamlico County businesses for building materials when a case worker
determines that amount will help complete a home repair or at least a room.
This a one-time disbursement per household.
3. A request for additional money above and beyond the $200 may be brought
before the Board of Directors by the case worker in a closed meeting session on
a case by case basis.
ARTICLE 13 Amendments
Proposed Bylaws amendments presented by a Bylaws Committee must be distributed to the Board of Directors at least thirty (30) days prior to the date of the meeting at which they are to be considered and presented for adoption.
Any amendments to these bylaws must be approved by two-thirds (2/3) of the voting Board Members present at any scheduled meeting where it was announced thirty (30) days in advance that a vote on the amendments would occur.
ARTICLE 14 Completion of the Disaster Response by the PCDRC
In the event of completion of the disaster response by the PCDRC, at least one annual meeting shall be held. Disaster Training meetings shall be scheduled prior to hurricane season when possible or as deemed necessary to keep Board of Directors and volunteers knowledgeable on disaster preparedness for themselves, their communities, and how to perform damage assessments and case management. Volunteer contact lists, forms, and resource lists will be updated.
Once case workers determine that disaster survivors in Pamlico County have been helped as much as is possible from all funding sources available, any funds left in the PCDRC account shall be paid, at the discretion of the Board of Directors, to a nonprofit organization continuing rebuilding efforts in Pamlico County or a nonprofit organization that benefits a large number of county residents.
ARTICLE 15 Rules of Order
The latest edition of Robert's Rules of Order will govern any rules of Parliamentary Procedure not covered by these Bylaws.
APPROVED: PCDRC Board of Directors
DATE APPROVED: _________________________
SIGNATURES: _________________________________________ DATE: ______________
Chair, Pamlico County Disaster Recovery Coalition
_________________________________________ DATE: ______________
Vice-Chair, Pamlico County Disaster Recovery Coalition
_________________________________________ DATE: ______________
Treasurer, Pamlico County Disaster Recovery Coalition