HHWNC Bylaws & Standing Rules

Hollywood Hills West Neighborhood Council HHWNC

HOLLYWOOD HILLS WEST NEIGHBORHOOD COUNCIL BYLAWS / STANDING RULES
September 2012
 

Table of Contents
Section 1: Boundary Description
Section 2: Internal Boundaries
Section 1: Composition
Section 2: Quorum
Section 3: Official Actions
Section 4: Terms and Term Limits
Section 5: Duties and Powers
Section 6: Vacancies
Section 7: Absences
Section 8: Censure
Section 9: Removal
Section 10: Resignation
Section 11: Community Outreach
Section 1: Officers of the Board
Section 2: Duties and Powers
Section 3: Selection of Officers
Section 4: Officer Terms
Section 1: Standing
Section 2: Ad Hoc
Section 3: Committee Creation and Authorization
Section 1: Meeting Time and Place
Section 2: Agenda Setting
Section 3: Notifications/Postings
Section 4: Reconsideration
Section 1: Administration of Election
Section 2: Governing Board Structure and Voting
Section 3: Minimum Voting Age
Section 4: Method of Verifying Stakeholder Status
Section 5: Restrictions on Candidates Running for Multiple Seats
Section 6: Other Election Related Language
Section 1: Code of Civility
Section 2: Training
Section 3: Self Assessment
Purpose of Standing Rules
Committee Meetings
Conduct of Meetings
Required Meetings
Meeting Cost Guidelines
Motions Forwarded to HHWNC Board
Planning, Land Use Management Committee (PLUM)
Purpose of PLUM Committee
Membership
Committee Structure (Chair/Vice Chair)
Other Standing Rules
Voluntary Tasks
Eligibility to Act as a Board Member


HOLLYWOOD HILLS WEST NEIGHBORHOOD COUNCIL BYLAWS
September 2012

ARTICLE I - NAME
The name of this organization shall be the Hollywood Hills West Neighborhood Council (HHWNC).



ARTICLE II - PURPOSE

The purpose of the HHWNC is to:

• Create a more livable community and City by establishing open lines of communication between the HHWNC and the government including other Neighboring Councils.
• Develop in the stakeholders a sense of personal pride and responsibility for their neighborhood and their City.
• Promote stakeholder participation in the government’s decision making process.
• Assist the City and other neighborhoods in finding solutions to common problems.
• Provide an open process by which all stakeholders of the HHWNC may involve themselves in the affairs of the community.
• Educate stakeholders so they can make informed decisions about the quality and condition of their communities.
• Promote the well being of each and every neighborhood within the HHWNC boundaries.



ARTICLE III - BOUNDARIES. Download HHWNC Boundary Map PDF
Section 1: Boundary Description - The HHWNC will include the geographic area described as follows:

A. Northern Boundary: South bank of Los Angeles River to Lankershim Blvd., continue to the western side of Lankershim to include that 2-acre parcel owned by Universal Studios (known as Lots 1, 2 and 3 of Tract 25507 and portion of lot 279, of Lankershim Ranch Land and Water Company), then return to Lankershim Blvd. and continue south to the 101 Hollywood Freeway but only including the parcels owned by Universal Studios within these borders that are part of the City of Los Angeles continue on Lankershim to Lankershim Boulevard's southern end at Fredonia Drive, continue south on the 90068/91604 zip code line to Mulholland Drive, Mulholland Drive west to Laurel Canyon Blvd. The Universal City Metro Rail Station is a shared site with the Studio City Neighborhood Council (both Neighborhood Councils' boundaries overlap.) Universal Studios is included with the boundaries of HHWNC.

B. Western Boundary: East side of Laurel Canyon Blvd. from Mulholland Drive south to City of West Hollywood northern border.

C. Southern Boundary: West Hollywood northern border to La Brea Ave., La Brea north to Hollywood Blvd., and Hollywood Blvd east to Cahuenga Blvd.

D. Eastern Boundary: Cahuenga Blvd, north on Cahuenga to Cahuenga Terrace, from the intersection of Cahuenga, Cahuenga East and Cahuenga Ter. a line to Mt. Lee, from the peak of Mt. Lee, a line to the 90068/90027 zip code line, north on the 90068/90027 zip code line to the south bank of the Los Angeles River.

Section 2: Internal Boundaries – There are nine (9) areas within the HHWNC boundaries:

A. Hollywood Knolls/Manor/Lake Hollywood/Forest Lawn
B. Cahuenga Pass/Universal City
C. Yucca Corridor/Whitley Heights/Cahuenga East
D. Hollywood Heights/Hollywood Blvd
E. Outpost/ Cahuenga West
F. Nichols Canyon/Runyon Canyon/Wattles Park
G. Spaulding Square/Hollywood-Sunset Flats
H. Mt. Olympus/Laurel Canyon Road
I. Briar Summit/Woodrow Wilson/Mulholland Drive

The boundaries of the HHWNC are set forth on the Find Your Area page.



ARTICLE IV - STAKEHOLDER
Neighborhood Council membership is open to all Stakeholders. "Stakeholders" shall be defined as those who live, work, or own property in the neighborhood and also those who declare a stake in the neighborhood and affirm the factual basis for it.



ARTICLE V - GOVERNING BOARD
The Board of Directors (hereinafter "the Board") shall be the Governing Body of the HHWNC within the meaning of that term as set forth in the Plan for a Citywide System of Neighborhood Councils (“Plan”).

Section 1: Composition - The Board will consist of twenty-three (23) Board members: five (5) Officers elected by the general membership, nine (9) Issue Committee Chairs elected by the general membership, and nine (9) Area Committee Chairs elected by stakeholders in each area. No stakeholder can occupy more than one (1) seat on the Board. To the extent possible, the Board will reflect the diversity of the HHWNC's community stakeholders.

Section 2: Quorum - A quorum for a Board is twelve (12) Board members.

Section 3: Official Actions - In order for the HHWNC to take an official action, a majority vote is required. A majority shall be one half (1/2) of those present plus one (1) for the purpose of voting. Any abstaining member shall not reduce the number of votes required to establish a majority.

Section 4: Terms and Term Limits - Board members shall serve a two (2) year term. There are no term limits.

Section5: Duties and Powers - The primary duties of the Board shall be to govern the HHWNC and to carry out its purposes as stated in Article II.

No individual member of the Board shall speak for the Board or otherwise publicly represent a Board position unless authorized to do so by official action of the Board. The Board may, by official action, delegate to any individual the authority to present before any public body a standing HHWNC position previously adopted by the Board or a statement that the HHWNC has had insufficient time to develop a position or recommendation on a matter before that body. Such authority may be revoked at any time by the Board.

Section 6: Vacancies - A vacancy on the Board shall be filled by the following procedure:

A. Any Stakeholder interested in filling a vacant seat on the Board shall submit a written application(s) to the President.

B. The President shall then ensure that the matter is placed on the agenda for the next regular meeting of the Board.

C. If only one (1) Stakeholder has made application for a vacant seat (after thirty (30) days notice), then a vote of the Board shall be taken and the applicant installed by majority vote of the Board. If more than one (1) Stakeholder has made application for an empty seat, then an open and fair vote shall be taken at the next regular meeting (with seventy-two (72) hours notice posting) by all Stakeholders present. When a vacant seat is filled by the aforementioned process, that seat shall be filled only until the next election is held to fill all seats on the Board. If a HHWNC Board member or Officer is elected to any Los Angeles City political office, such action shall be considered a vacancy.

Section 7: Absences - Absences are addressed in the HHWNC Standing Rules.

Section 8: Censure - Intentionally Left Blank.

Section 9: Removal of Governing Board Members - The HHWNC shall consult with the
Office of the City Attorney throughout any Board removal process. A Board member may be removed by the submission of a written petition, which (1) identifies the Board member to be removed, (2) describes in detail the reason for removal, and (3) includes the signature of twenty-five (25) stakeholders. The Secretary shall then have the matter placed on the agenda for a vote of the Board at the next regular meeting of the Board. A vote of "No Confidence" by two-thirds (2/3) of the Board members present shall be necessary to remove the identified Board member forthwith. The Board member who is the subject of the removal action shall not take part in the vote on this matter but will be allowed to speak at the meeting to the Board prior to the vote. If twelve (12) Board members are not present to take a vote on removal, the matter shall be placed on the agenda for the next regular meeting, and every meeting thereafter, until such time as a vote is taken. If the Board Member removed is a Committee Chair, he/she is also removed as that committee's chair.

Section10: Resignation - Any Board member or officer may resign by submitting a written resignation to the President.

Section 11: Community Outreach - The HHWNC shall endeavor to inform Stakeholders as to the existence and activities of the HHWNC, including its Board elections, to find future leaders of the HHWNC, and to encourage all Stakeholders to seek leadership positions within the HHWNC.



ARTICLE VI - OFFICERS
Section 1: Officers of the Board - The Officers are as follows: President, Vice President, Secretary, Treasurer and Parliamentarian.

Section 2: Duties and Powers - The duties of the Officers are as follows and also include such additional duties as may be adopted by official action of the Board:

A. The President shall:
• Prepare agendas for and preside at all Board and Executive Committee meetings;
• Serve as spokesperson and representative of the Board's majority position;
• Receive all communications and present them promptly to the Board;
• Lead the delegation to citywide neighborhood council conventions;
• Serve on the Executive Committee.
• Appoint representatives to the HHWNC ad hoc committees and to committees outside of the HHWNC. All appointments are temporary until approved by the Executive Committee.

B. The Vice-President shall:
• Perform the duties of the President in the absence of the President;
• Serve with the President as spokesperson and representative for the HHWNC;
• Assist the President in deciding what issues may deserve a special meeting;
• Serve on the Executive Committee.

C. The Secretary shall:
• Act for the President in the absence of the President and Vice-President;
• Take and keep all minutes and records of the Neighborhood Council;
• Maintain a Stakeholders list and update it quarterly;
• See that all notices are duly given in accordance with the provision of these Bylaws and as required by law;
• Serve on the Executive Committee.

D. The Treasurer shall:
• Be held accountable for all funds belonging to the HHWNC;
• Serve as a liaison with the Department of Neighborhood Empowerment (Department) to process financial transactions;
• Prepare an annual draft budget for Board review and approval;
• Comply with the financial controls and reporting required by the City and these Bylaws;
• Act as President in the absence of the President, Vice-President and Secretary;
• Serve on the Executive Committee;
• Prepare the financial reports as required by the Department.

E. The Parliamentarian shall:
• Clarify and concisely convey all matters of parliamentary procedure;
• Act as President in the absence of the President, Vice-President, Secretary and Treasurer;
• Serve on the Executive Committee.

Section 3: Selection of Officers - Officer positions are elected during the City conducted elections of the HHWNC.

Section 4: Officer Terms – The Officers shall serve two (2) year terms.



ARTICLE VII - COMMITTEES AND THEIR DUTIES
Section 1: Standing Committees -

A. Executive Committee - The Executive Committee consists of the President, Vice- President, Secretary, Treasurer and Parliamentarian. This Committee will assist and advise in the administration of the HHWNC.

B. Planning, Land Use Management Committee (PLUM) - The Planning, Land Use Management Committee will be chaired by the Vice President and consist of five (5) or more Board members. This Committee is addressed in Standing Rules.

C. Area Committees - Each of the nine (9) Area Committees as noted in Article III, Section 2 will be open to all stakeholders within its respective borders.

D. Issue Committees - Each of the nine (9) Issue Committees will be open to all
Stakeholders regardless of area. A stakeholder may be a member of each Issue
Committee. The Issue Committees have been formed to address major issues of
the general membership.

The Issue Committees are as follows:

  1. Traffic, public transportation and parking;
  2. Youth development, education and recreational resources;
  3. Business issues;
  4. Infrastructure;
  5. Housing, Social and Human Services, and Religious and Charitable Organizations;
  6. Emergency services, police and fire;
  7. Environment, beautification, preservation and aesthetics;
  8. Cultural resources, entertainment and public events; and
  9. Outreach.

Section 2: Ad Hoc Committees – The President may create Ad Hoc Committees as needed to deal with temporary issues subject to Board approval.

Section 3: Committee Creation and Authorization – Committee Creation and Authorization is addressed in Standing Rules. An Area or Issue Committee must have five

(5) Stakeholders present for a quorum in order to transact business.



ARTICLE VIII - MEETINGS

All meetings, as defined by the Ralph M. Brown Act (California Government Code Section
54950.5 et seq.), shall be noticed and conducted in accordance with the Act and all other applicable laws and governmental policy.

Section 1: Meeting Time and Place - All meetings shall be held within the HHWNC boundaries at a location, date and time set by the President or, in case of committee meetings, by the Committee Chair. A calendar of regular meetings shall be established by the President and the Board at its first regular meeting of each calendar year.

A. Regular Meetings - All HHWNC Board of Directors and Committee meetings shall be open to the public. The HHWNC Board of Directors and Committees must hold at least four (4) meetings each year (one (1) each quarter) and may hold as many additional meetings as the Board and/or Committee Chairs desire.

B. Special Meetings – Special Stakeholders, Committee, or Board Meetings may be called by the President or a group of five (5) of the Board members. In the case of a special meeting, notice shall be given in the following manner: as soon as the meeting is called but not fewer than twenty-four (24) hours prior to the meeting, notices shall be posted as per the requirements of the Ralph M. Brown Act.

Section 2: Agenda Setting - The President shall set the agenda for each HHWNC Board meeting after soliciting agenda items from all Board members. If the President declines to add an item to the agenda, the Committee Chair may appeal that decision to the Executive Committee. The Executive Committee may direct the President to place the item on the agenda for the next Board meeting.

Section 3: Notifications/Postings - HHWNC will comply with the Ralph M. Brown Act and Department requirements for posting notices.

Section4: Reconsideration - The Board may reconsider and amend its action on items listed on the agenda if that reconsideration takes place immediately following the original action or at the next regular meeting. The Board, on either of these two (2) days, shall: (1) Make a Motion for Reconsideration and, if approved, (2) hear the matter and Take an Action. If the motion to reconsider an action is to be scheduled at the next meeting following the original action, then two (2) items shall be placed on the agenda for that meeting: (1) A Motion for Reconsideration on the described matter and (2) a Proposed Action should the motion to reconsider be approved. A motion for reconsideration can only be made by a Board member who has previously voted on the prevailing side of the original action taken. If a motion for reconsideration is not made on the date the action was taken, then a Board member on the prevailing side of the action must submit a memorandum to the Secretary identifying the matter to be reconsidered and a brief description of the reason(s) for requesting reconsideration at the next regular meeting. The aforesaid shall all be in compliance with the Ralph M. Brown Act.



ARTICLE IX - FINANCES

The HHWNC will comply with all applicable local, state, and federal laws including any and all provisions of (i) generally accepted accounting principles and (ii) the Department. Financial reports will be prepared for each Board meeting. The books and records of HHWNC will be open to any HHWNC Stakeholder who wishes to review them. A written request to review the books and records shall be presented to the Treasurer, the Executive Committee or the Board. Within thirty (30) days of that request, the Treasurer shall make the books available at a reasonable time and location. Accounting journals, records, reports and supporting data for each year will be maintained for six (6) years.



ARTICLE X - ELECTIONS

Section 1: Administration of Election - The HHWNC's election will be conducted pursuant to any and all City ordinances, policies and procedures pertaining to Neighborhood Council elections.

Section 2: Governing Board Structure and Voting - The number of Board seats, the eligibility requirements for holding any specific Board seats, and which stakeholders may vote for the Board seats are noted in Attachment B.

Section 3: Minimum Voting Age – All community stakeholders aged eighteen (18) and above shall be entitled to vote in the HHWNC elections.

Section 4: Method of Verifying Stakeholder Status – Voters will verify their Stakeholder status through written self-affirmation. Stakeholder status may also be established by means of declaring a stake (or interest) in the neighborhood and providing the facts to support that declaration.

Section 5: Restrictions on Candidates Running for Multiple Seats – A candidate shall declare their candidacy for no more than one (1) position on the Council Board during a single election cycle.

Section 6: Other Election Related Language – Not Applicable



ARTICLE XI - GRIEVANCE PROCESS

Any grievance by a Stakeholder must be submitted in writing to the Board. The Executive Committee shall then refer the matter to an ad hoc grievance panel comprised of three (3) Board members who are not named as parties or involved in the matter. If three (3) board members are unavailable to serve on such a panel, then the Executive Committee shall ask prior Board members who are not named as parties or involved in the matter to serve with current Board members who can and are willing to serve on the panel. Otherwise, the Executive Committee may refer the matter to the Department. Stakeholders also may file copies of their grievances with the Department. The Secretary will coordinate a time and a place for the panel to meet promptly with the person(s) submitting a grievance, investigate the grievance, and to discuss ways in which the grievance/dispute may be resolved.

Thereafter, a panel member shall promptly prepare a written report to be forwarded by the Secretary to the Board outlining the panel’s collective recommendations for resolving the grievance. The Board may receive a copy of the panel's report and recommendations prior to any meeting by the Board, but the matter shall not be discussed among the Board members until the matter is heard at the next regular meeting of the Board pursuant to the Ralph M. Brown Act.

This formal grievance process is not intended to apply to Stakeholders who simply disagree with a position or action taken by the Board at one of its meetings. Those grievances can be aired at Board meetings. This grievance process is intended to address matters involving procedural disputes, e.g., the Board's failure to comply with Board Rules or these Bylaws. In the event that a grievance cannot be resolved through this grievance process, then the matter may be referred to the Department for consideration or dispute resolution in accordance with the Plan.



ARTICLE XII - PARLIAMENTARY AUTHORITY

The current edition of Robert's Rules of Order Revised shall supplement these Bylaws and govern this organization in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and special rules and resolutions authorized by these Bylaws.



ARTICLE XIII - AMENDMENTS

The Bylaws may be amended, altered, or repealed by a two-thirds (2/3) vote at any special Stakeholders meeting called with a thirty (30) day notice emailed to the Stakeholders and posted per the Ralph M. Brown Act, provided that the exact wording of the proposed change(s) is included in the agenda of the required notice of the meeting. To become effective, any amendment to the Bylaws will require the submission of a Bylaws Amendment Application to the Department. If the Department determines that the bylaw amendment affects the ability of HHWNC to comply with the criteria for responsible and inclusive community representation, the amendment will not become effective.



ARTICLE XIV - COMPLIANCE

The HHWNC, its representatives, and all Stakeholders shall comply with these Bylaws and with any additional Standing Rules or Procedures as may be adopted by the Board of Directors as well as all local, county, state and federal laws, including, without limitation, the Plan, the City Code of Conduct, the City Governmental Ethics Ordinance (Los Angeles Municipal Code Section 49.5.1), the Ralph M. Brown Act (California Government Code Section 54950.5 et seq.), the Public Records Act, the American Disabilities Act, and all laws and governmental policies pertaining to Conflicts of Interest.

Section 1: Code of Civility – While respecting all applicable laws of federal, state, and local government, leaders and Stakeholders of the HHWNC will endeavor to conduct HHWNC business in a professional and respectful manner, will refrain from violating Board Rules and shall abide by the Plan. The HHWNC leaders and Stakeholders will demonstrate the highest standards of personal integrity, truthfulness, honesty, and fortitude in all of our public activities in order to inspire confidence and trust in this Council.

Section 2: Training – All Board members shall take training in the fundamentals of Neighborhood Council, including, but not limited to, ethics and funding trainings provided by the City within forty-five (45) days of being seated, or they will lose their HHWNC voting rights.

Section 3: Self Assessment – Every year, the Council shall conduct a self assessment pursuant to Article VI, Section 1 of the Plan.


HOLLYWOOD HILLS WEST NEIGHBORHOOD COUNCIL

Standing Rules

Adopted by HHWNC Board: June 18, 2014

Purpose of Standing Rules

The Purposes of any Standing Rules are to provide rules and to establish procedures for the conduct of HHWNC’s business when rules and procedures are not provided in HHWNC’s Bylaws.

Committee Meetings

These general guidelines for committee meetings apply to Area Committees, Issue Committees, the Planning, Land Use Management (PLUM) Committee and Ad Hoc Committees.

Conduct of Meetings. HHWNC Board members shall try to conduct the Council’s business in a respectful and courteous manner. They shall conduct meetings in a manner that encourages stakeholder involvement and free expression regarding public issues.

Required Meetings. The HHWNC Bylaws require that Area and Issue Committees meet a minimum of four times per calendar year. Each Committee Chair is responsible for preparing meeting agendas and meeting minutes. The Committee Chair is also responsible for having meeting agendas and meeting minutes of all meetings posted on the HHWNC website and sending emails to the Committee stakeholder list to provide notice of any upcoming meetings to those stakeholders.

In the case of meetings held jointly by more than one Committee, each Committee Chair shall be credited for having held a meeting. The Committee Chairs shall decide amongst themselves who will prepare and post the meeting agenda and meeting minutes.

If a Committee Chair organizes a community event involving HHWNC stakeholders, the Committee Chair shall be credited with having held a “meeting” for the purposes of complying with the HHWNC Bylaw requirement to hold at least four meetings per calendar year.

Meeting Cost Guidelines. Committee meetings shall be held within HHWNC’s boundaries in an ADA accessible public location unless the Department permits otherwise. Committee Chairs may purchase and/or be reimbursed for the cost of meetings with a maximum budget of $200 per meeting. This guideline applies to individual or joint Committee meetings. Committee Chairs should strive to hold meetings in locations that do not charge a fee. If a Board member has materials photocopied for a meeting and charges the expense to the HHWNC account at the copy store, they shall inform the Treasurer of the charges by email and shall provide the original receipt for such copy charges to the Treasurer at the next Board meeting.

Motions Forwarded to HHWNC Board. If a Committee passes a motion that is intended to be forwarded to the full Board for action, the Committee Chair shall submit the motion to the President for consideration to be put on the next Board meeting’s agenda. The Committee Chair shall provide a tally of the vote of stakeholders on the motion at the Committee’s meeting, and provide appropriate supporting materials (e.g., location map, description of proposed action, event or activity, amount of funding requested) so that the Board’s members are provided with information about the motion’s specific provisions.

Planning, Land Use Management Committee

Purpose of the PLUM Committee. The role of the Planning, Land Use Management (PLUM) Committee is to review planning and land use matters within the boundaries of the HHWNC and to make a recommendation to the Board with regard to such matters. This includes advising the Board on positions related to all requests for discretionary agency action, which include, but are not limited to, variances, conditional use permits, zone changes, certification of environmental clearances (including exemptions, mitigated negative declarations and environmental impact reports) and development applications.

Membership. All of the PLUM Committee members shall be members of HHWNC’s Board and shall include the Vice President as well as Committee Chairs for:

  • Traffic, Public Transportation & Parking
  • Business Development, Planning & Support
  • Infrastructure, Public & Regulated Resources & Services
  • Housing & Human Services, Religious & Charitable Organizations, Planning & Support

If any of these Committee Chairs choose not to serve on the PLUM Committee, the President may appoint another Committee Chair to serve on the PLUM Committee.

The Area Committee Chairperson(s) representing the area(s) in which any item on the agenda is located, is(are) encouraged to attend the PLUM Committee to present the feelings of the Area Committee stakeholders and shall have a vote on the PLUM Committee for that agenda item.

Committee Structure (Chair/Vice Chair). The Chair of the PLUM Committee shall be the HHWNC Vice President. The PLUM Committee shall elect a Vice Chair, who shall chair the PLUM Committee if the Vice President is absent or unavailable.

OTHER STANDING RULES

Voluntary Tasks

At a newly elected Board's first meeting or at the start of each calendar year, the President shall ask Board members to volunteer for the following duties: (1) Arranging refreshments at Board meetings, (2) Overseeing posting of items on HHWNC's website, (3) Posting of Board meeting agendas on public sites, such as bulletin board, (4) going to HHWNC's mail box to pick up, read, and inform other Board members about the mail which HHWNC receives. At the first meeting of a newly elected Board or at the start of each calendar year, the Board members who have successfully completed the Department's Treasurer training course and who are eligible to serve as a second signatory on Demand Warrants shall also be identified and approved by the Board.

Eligibility to Act as a Board Member

The Parliamentarian shall maintain a list of Board members and the dates of their Ethics and Funding training completion and shall determine Board members’ eligibility to vote at HHWNC Board meetings.

DOWNLOAD PDF OF THESE 2014 BYLAWS & STANDING RULES (221 MB)