CCT Board Bylaws

Comanche Creek Trail Bylaws - Adopted Sunday, January 28th, 2024

Article I: Name and Purpose

Section 1.1: Name - The name of the organization shall be "Comanche Creek Trail."

Section 1.2: Mission - The mission of the Comanche Creek Trail is to ensure the long-term sustainability and vibrant enjoyment of the historical natural areas by promoting active use, responsible stewardship, preservation, outdoor recreation, community partnerships, and education.

Article II: Membership

Section 2.1: Eligibility - Membership shall be open to any individual or entity who supports the Committee's mission and agrees to abide by its bylaws.

Section 2.2: Membership Levels - The board may establish different levels of membership.

Section 2.3: Membership Meetings - The board shall hold bi-annual meetings of its members. Special meetings may be called as needed.

Section 2.4: Voting Rights - All members in good standing shall have the right to vote at meetings of the members.

Section 2.5: A good standing member is defined as observing these key values:

• Show up and speak up: Attend meetings, participate, and avoid unexplained absences.

• Be prepared: Review materials and contribute actively.

• Build, don't just break: Offer solutions alongside criticism.

• Teamwork: Collaborate openly and respectfully with others.

Article III: Board of Directors

Section 3.1: Composition - The Board of Directors shall consist of 5 members, including the President, Vice President, Secretary, Treasurer, Water District Advisor.

Section 3.2: Election - The Board members shall be elected by the members at the September meeting.

Section 3.3: Terms of Office - President and Vice-President shall serve terms of 2 years. Secretary and Treasurer shall serve 1-year terms.

Section 3.4: Meetings - The Board shall hold regular meetings at least 2 times per year with the option to meet as needed.

Section 3.5: Powers and Duties - The Board shall be responsible for the overall governance of the organization, including managing finances, setting policy, overseeing the work of the Board, and reporting to the Pecos County Water Control Improvement District No. 1 Board as needed.

Section 3.6: Untimely Removal - Upon written notice and a two-thirds (⅔) vote of the remaining members of the Board, an Officer may be removed from office for cause, including documented failure to fulfill statutory or fiduciary duties, gross negligence, or conduct detrimental to the Trail or the Board.

Article IV: Officers

Section 4.1: Titles - The officers of the Board shall be the President, Vice President, Secretary, Treasurer, and Water District Advisor

Section 4.2: Duties - The duties of each officer are outlined below:

Section 4.2.A: President Duties shall include:

Leadership:

• Preside over board meetings, ensuring fair and efficient progress.

• Set the agenda for meetings in collaboration with the board, prioritizing projects and initiatives aligned with the trail's mission.

• Act as a spokesperson for the trail to the public, media, stakeholders, and partner organizations.

• Foster a collaborative and inclusive board environment, encouraging active participation from all members.

• Represent the board at key events and meetings related to the trail and its preservation.

Governance:

• Ensure the board operates within legal and fiscal regulations, adhering to bylaws and approved policies.

• Appoint and oversee standing committees, delegating tasks and responsibilities effectively.

• Collaborate with the Treasurer and Water District Advisor to manage the board's budget and secure funding for trail maintenance, programming, and conservation efforts.

• Review and approve board policies and budget proposals, ensuring alignment with the overall mission and sustainability goals.

Programming and Partnerships:

• Collaborate with the Vice President and board members to create and promote outdoor recreation activities that encourage responsible trail use.

• Forge partnerships with community organizations, government agencies, and environmental groups to leverage resources and expertise for trail stewardship and conservation initiatives.

• Oversee the development and maintenance of interpretive materials and signage along the trail.

Sustainability and Conservation:

• Collaborate with the Water District Advisor and relevant experts to ensure the long-term sustainability of the trail's natural resources.

• Advocate for responsible trail use practices and policies that minimize environmental impact.

Community Engagement:

• Foster positive relationships with community members, landowners, and stakeholders affected by the trail.

• Organize public outreach events and volunteer opportunities to promote the trail's value and encourage responsible stewardship.

• Actively listen to community concerns and incorporate feedback into board decisions whenever possible.

• Cultivate a strong sense of community ownership and pride in the Comanche Creek Trail.

Section 4.2.B: Vice-President Duties shall include:

Support and Collaboration:

• Support the President: Provide active assistance to the President in fulfilling their leadership and governance duties. This might involve filling in during the President's absence, assisting with meeting preparation and agenda setting, and offering input on key decisions.

• Collaboration with Board Members: Foster a cooperative and productive environment among board members, encouraging open communication and shared decision-making. This could involve leading or participating in committee work, facilitating discussions during meetings, and mediating any potential conflicts.

Specific Responsibilities:

• Programming and Partnership Development: Assist the President in developing and promoting engaging educational programs and outdoor recreation activities. This could involve researching potential program themes, identifying partnering organizations, and managing logistics for events and activities.

• Community Outreach and Engagement: Work alongside the President to build strong relationships with local communities, landowners, and stakeholders. This might involve leading community outreach initiatives, organizing volunteer opportunities, and representing the board at community events.

• Sustainability and Conservation Efforts: Collaborate with the President and Water District Advisor on projects and initiatives aimed at protecting the trail's natural resources. This could involve researching best practices, assisting with fundraising efforts for conservation projects, and overseeing the implementation of sustainable trail management plans.

Delegated Tasks:

• Depending on the specific needs and structure of the board, the Vice President may also be assigned additional responsibilities delegated by the President. These could include:

• Managing specific projects or initiatives related to the trail's mission.

• Overseeing fundraising efforts for the board's budget.

• Acting as a liaison with specific partner organizations or government agencies.

• Handling administrative tasks on behalf of the board.

Section 4.2.C: Secretary Duties shall include:

Record Keeping:

• Meeting Minutes: Accurately record the minutes of all board meetings, capturing key decisions, discussions, and action items.

• Maintain Records: Organize and maintain all official board documents, including meeting minutes, policies, financial records, and correspondence.

• Prepare Reports: Generate periodic reports summarizing board activities, progress on projects, and financial status.

Communication:

• Disseminate Information: Distribute meeting minutes, agendas, and other relevant documents to board members and stakeholders.

• Manage Correspondence: Handle incoming and outgoing communication on behalf of the board, including emails, letters, and official statements.

• Coordinate Communication: Facilitate communication between board members, committees, and external parties.

Organizational Support:

• Prepare Meeting Materials: Gather and prepare materials for board meetings, including agendas, supporting documents, and reports.

• Schedule Meetings: Coordinate meeting schedules and ensure availability of necessary resources.

• Maintain the Board Calendar: Track important dates, deadlines, and events related to board activities.

• Oversee Elections: Manage the nomination and election process for new board members, adhering to the board's bylaws.

Additional Responsibilities:

• Website and Social Media: Depending on the board's needs, the Secretary may also be responsible for managing the Comanche Creek Trail's website or social media presence, keeping information updated and engaging the community.

• Grant Applications: Assist with preparing and submitting grant applications for funding trail projects or initiatives.

• Compliance and Reporting: Ensure the board complies with relevant legal and regulatory requirements, and prepare any necessary reports or filings.

Section 4.2.D: Treasurer Duties shall include:

Financial Management:

• Manage Accounts: Oversee all bank accounts and financial transactions of the board, ensuring proper record-keeping and adherence to accounting standards.

• Receive and Deposit Funds: Collect donations, membership fees, grant awards, and other income sources, depositing them into appropriate accounts.

• Disburse Funds: Process invoices and payments for approved expenses, adhering to the board's budget and authorized spending procedures.

• Reconcile Accounts: Regularly reconcile bank statements and ensure all financial records are accurate and up-to-date.

Budgeting and Forecasting:

• Develop and Monitor Budget: Work with the board to develop and maintain a realistic budget for the trail's operation, project funding, and resource allocation.

• Track Expenses and Income: Monitor budget expenditures and income against the established plan, identifying any variances and reporting them to the board.

• Financial Forecasting: Prepare financial forecasts and projections to anticipate future financial needs and inform budget planning decisions.

Reporting and Analysis:

• Generate Financial Reports: Prepare regular financial reports for the board, including income statements, balance sheets, and cash flow statements.

• Present Financial Information: Present financial data and analyses to the board in a clear and concise manner, providing insights into the financial health of the trail.

• Tax Compliance: Ensure the board complies with all relevant tax regulations and filing requirements.

Additional Responsibilities:

• Fundraising Support: Assist with fundraising efforts, managing donations and tracking donor relations.

• Grant Management: Oversee the management of grant funds, ensuring compliance with grant conditions and reporting requirements.

• Investment Oversight: If applicable, manage any board investments responsibly and in accordance with established policies.

Section 4.2.E: Water District Advisor Duties shall include:

Liaison and Collaboration:

• Represent the Board to Water Authorities: Act as the board's liaison with local water authorities, advocating for the trail's interests and ensuring compliance with water regulations.

• Facilitate Communication with Stakeholders: Foster communication and collaboration among board members, landowners, water users, and other stakeholders regarding water-related issues.

• Stay Informed about Water Policy and Regulations: Keep the board informed about relevant water policies, regulations, and changes that may impact the trail's operations.

Additional Responsibilities:

• Research and Grant Applications: Research and assist with securing grants for water conservation and infrastructure projects on the trail.

• Emergency Preparedness: Develop and implement emergency response plans for situations like droughts, floods, or water contamination.

Section 4.3: Vacancies - Vacancies in officer positions shall be filled by the Board of Directors.

Article V: Committees

Section 5.1: Standing Committees - The Board may establish standing committees with specific areas of responsibility.

Section 5.2: Ad Hoc Committees - The Board may appoint ad hoc committees for specific purposes.

Article VI: Finances

Section 6.1: Fiscal Year - The fiscal year of the Committee shall be from September 1st to August 31st.

Section 6.2: Dues - The Board may charge membership dues or other fees. Membership levels are: Student Member $10, Member $20, Family Member (4) $25, Founding Member $35, Corporate Member $50, Lifetime Member $1,000

Section 6.3: Budget - The Board shall prepare an annual budget.

Section 6.4: Financial Records - The Board shall maintain accurate and complete financial records.

Article VII: Conflict of Interest Policy

Section 7.1: The Board shall acknowledge and abide by a conflict of interest policy. This policy shall be a separate document kept in the organization's records.

Article VIII: Amendments

Section 8.1: Process - These bylaws may be amended by a two-thirds vote of the board present at a constituted meeting of the board members.

Article IX: Dissolution

Section 9.1: Process - The Board may be dissolved by a two-thirds vote of the members present at a duly constituted meeting of the members. Upon dissolution, the property of the Comanche Creek Trail will be dissolved into the Pecos County Water Control Improvement District No. 1 Board.

Comanche Creek Trail Bylaws - Adopted Sunday, January 28th, 2024