Travis County Youth Substance Abuse Prevention Coalition
— By-Laws (Adopted August 4, 2015)
Article I: Name
This organization shall be known as the Travis County Youth Substance Abuse Prevention Coalition, hereinafter referred to as the “Youth Substance Abuse Prevention Coalition” (YSAP Coalition).
1.2 Fiscal Year
The fiscal year for the organization shall be from September 1 to August 31 of each year.
Article II: Mission and Responsibilities
2.1 Mission
To establish and strengthen collaboration among community partners that support
efforts to prevent or reduce youth substance abuse in Travis County
2.2 Responsibilities
(a) To determine leadership for the Coalition.
(b) To hold regular meetings.
(c) To promote and advocate for alcohol, tobacco, and other drug abuse
(d) To implement environmental prevention strategies in Travis County.
(e) To develop and foster collaborations with all community stakeholders in the
(f) To develop a Memorandum of Understanding with a fiscal agent for the
(g) To monitor Coalition funding.
(h) To create sustainability for the Coalition.
(i) To develop Sector Representation Agreements with all of the following
awareness and prevention in Travis County.
field of substance abuse prevention.
purpose of seeking grant funds.
sectors of the Travis County Community:
—– i. Youth (18 or younger)
—– ii. Youth 18 – 26
—– iii. Parent
—– iv. Business
—– v. Media
—– vi. School
—– vii. Youth-serving organization
—– viii. Law Enforcement
—– ix. Religious/Fraternal organization
—– x. Civic/Volunteer groups
—– xi. Healthcare professional
—– xii. State, local, or tribal governmental agencies
—– xiii. Other substance abuse reducing organization
(j) To develop an action plan to reduce substance use among youth, which
(k) To measure the effectiveness of substance abuse reducing programs in target multiple drugs of abuse.
grades 6th – 12th through biennial data collection.
Article III: Membership
3.1 Membership
(a) Each prospective member must complete and submit a membership
(b) Members should actively participate in Coalition activities and meetings, and
(c) Members shall have the following privileges:
—– i. be on the Coalition mailing list
—– ii. receive notifications of meetings
—– iii. attend coalition meetings
—– iv. participate in coalition events
—– v. serve on committees
—– vi. vote on items brought forth to the membership
(a) Every approved member present or through remote communication (i.e.
(b) Member can vote via proxy.
(c) A quorum consists of 25% of the approved members.
Submit application form to the Executive Committee for approval. Serve on at least one committee.
3.3 Termination of Membership
On the recommendation of the Executive Committee, by affirmative vote of two-thirds of all of the members present at any regularly conducted meeting, the Coalition may suspend or expel a member for just cause.
Article IV: Meetings
4.1 Annual Meeting
The annual meeting shall be held for the elections of the Executive Committee members, to receive the annual report, and the transaction of lawful business in August of every year. Notice of the annual meeting shall be sent to the membership at their respective email address as shown on the application for the Coalition.
4.2 Bi-Monthly Meetings
Bi-Monthly (every other month) meetings of the Coalition shall be held on the first Tuesday of every other month unless otherwise notified. Notice of regular meetings shall be sent to the membership at their respective email addresses as shown on the records of the Coalition.
4.3 Special Meetings
Special meetings can be called by the Chair or Co-Chair of the Executive Committee. Notice of special meetings shall be sent to the membership at their respective email addresses as shown on the records of the Coalition. The membership will be given a 3-day notice of any special meeting, if possible.
Article V: Executive Committee
5.1 Elected Members
The Executive Committee of this Coalition shall be composed of a Chair, Co-Chair, Past Chair, Secretary, and Treasurer. No person can hold more than one position at a time. Positions must be voted on by the membership.
5.2 Election
The Executive Committee shall be elected by the majority vote of the membership present at the annual meeting. The Executive Committee will serve a term of a fiscal year, effective September 1 of each year.
5.3 Vacancies
Vacancies may be filled at any meeting of the Coalition by the majority vote of the membership present.
5.4 Removals and Substitution
If at any time an Executive Committee member cannot fulfill their duties, the remaining members may delegate the duties of that person to a qualified member of the Coalition, for such a period of time as it deems necessary or proper and until an election for the removal of the Executive Committee member can be held. With thirty (30) days advance notice given to members of the Coalition, the majority of the voting membership present at any regular meeting of the Coalition may remove any Executive Committee member for cause. In addition an Executive Committee member can resign at any time without needing to go through the removal process. A 30 day advance notice would be preferred but not required.
A Chair shall:
(a) Preside at meetings of the Coalition and Executive Committee
(b) Nominate Chairs to ad hoc or standing committees after conferring with the Executive Committee.
(c) Perform such duties as the Coalition may prescribe.
(d) Vote on motions brought forth only in case of a tie.
(e) Oversee the work of the Coalition employees that are housed with the legal agent.
(f) Have a working relationship with the legal agent.
(g) Oversee annual performance evaluation.
(h) Oversee biennial data collection.
5.6 Co-Chair
The Co-Chair shall:
(a) Perform such duties not inconsistent with these by-laws as may be specifically designated by the Chair or Executive Committee.
(b) Assume the duties for the Chair in the absence or inability of the Chair.
5.7 Past Chair
The Past Chair shall:
(a) Perform such duties not inconsistent with these by-laws as may be
specifically designated by the Chair or Executive Committee.
(b) Assume the duties for the Chair in the absence or inability of the Chair or Vice-Chair.
5.8 Secretary
The Secretary shall:
(a) Assure the minutes are accurately recorded for all meetings of the Coalition.
(b) Assure that meeting notices are sent and posted in accordance with these by-laws.
(c) Perform such duties not inconsistent with these by-laws as may be specifically designated by the Chair or Executive Committee.
(d) Assure that the Coalition non-financial records and other documents are properly maintained.
5.9 Treasurer
The Treasurer shall:
(a) Assure the receipt, deposit, and disbursement of funds and other assets of the Coalition under the direction the Coalition.
(b) Assure that appropriate records of all financial transaction are kept and make monthly reports on the same to the Coalition.
(c) Perform such duties not inconsistent with these by-laws as may be specifically designated by the Chair or Executive Committee.
Article VI: Committees
6.1 Committees
Committees shall be created and convened when necessary for purposes defined by the Coalition. They may be dissolved by vote when assigned function (s) and report (s) have been completed.
Article VII: Amendment of By Laws
7.1 Amendment
The by-laws may be amended at any meeting by a majority vote of membership in attendance, provided notice of the proposed change (s) is distributed to all voting members at least thirty (30) days prior to meeting.
Article VIII: Parliamentary Authority
8.1 Parliamentary Authority
The rules contained in Robert’s Rules of Order, current edition, shall govern the Travis County Youth Substance Abuse Prevention Coalition in all cases to which they are applicable and in which they are not inconsistent with these by-laws.
