The mission of CLOSE Community is to collaboratively initiate, coordinate, and sustain prevention and intervention efforts that reduce youth substance use and abuse within the Town of Longmeadow.
CLOSE Community members work together to strengthen our community capacity to support positive youth development and reduce risky behaviors by:
• Increasing protective factors and reducing risk factors using primarily strength-based strategies and environmental strategies.
• Evaluating and monitoring risky behaviors among youth, and sharing the data with the community.
• Establishing and strengthening collaboration among local stakeholders, including elected officials, parents, youth, schools, agencies, faith communities, law enforcement, local businesses and municipalities to increase protective factors and reduce risk factors among in Longmeadow.
• Understanding the diversity of the community and striving to include those historically underrepresented and/or disproportionately affected by substance use in chosen strategies.
• Facilitating collaborative fund raising, grant writing and programming among coalition members.
• Researching evidence-based practices, and sharing data, information and resources.
Membership is open to any individual or organization that supports the mission of CLOSE Community and participates in CLOSE Community activities. To become a member, an individual or representative of an organization will complete and sign a membership form. There is no fee associated with becoming a member. CLOSE Community will strive to include representation from each of the following stakeholder groups:
• Business Community
• Youth Serving Organizations
• Law Enforcement
• Faith Based/Fraternal Organizations
• Civic/Volunteer Groups
• Healthcare Professionals
• State or Local Government
• Other Organization with Expertise in Substance Abuse
A. Fiscal Agent(s)
Agencies may act as fiscal agents for coalition grants with approval of the Board of Directors. Duties may include the following:
• providing office space for coalition staff,
• providing meeting space for coalition meetings,
• employing and supervising paid staff and consultants,
• meeting contract agreements in a timely manner,
• reporting on grant activities to membership,
• assisting with grant writing and administration.
B. CLOSE Board of Directors
The Board of Directors serves as the governing body for the coalition. The Board of Directors may collaborate and make agreements with other partners in matters relating to CLOSE Community staff, including hiring, supervision, evaluation, compensation and termination. The Board sets the priorities for the CLOSE, plans a calendar of activities, and provides direction to committees and paid staff. The Board will share with CLOSE staff the oversight responsibility of the development of a yearly budget and writing of grant proposals and will be involved in decisions regarding CLOSE funding priorities. The Board will be made up of a minimum of 5 and a maximum of 9 voting members, one being Chairperson and one being Deputy Chairperson. Decisions will be made by majority vote with the responsibility of announcing, or declaring, the vote resting upon the chair.
1. Board of Directors Membership
Membership will consist of a minimum of 5 and a maximum of 9 members. CLOSE Community members may nominate members and/or members may volunteer to serve on the inaugural Board at a full coalition business meeting. Those present at the meeting will vote to approve a slate, with the 9 members receiving the most votes being eligible to serve. Thereafter, the Board of Directors will nominate a slate annually to the full coalition. If a Board member is unable or unwilling to perform their duties, the remaining members of the Board may vote to remove and replace said member. The President will serve as the Chairperson of the Board, and the Clerk will serve as the Deputy Chair. A job description for Board of Directors Members is included in Attachment A.
CLOSE Community Board of Directors meetings are open to all members of the coalition, however only members of the Board may vote.
The Board of Directors, including officers, will serve a one year term. There are no term limits.
3. Chair Responsibilities
Perform or delegate the following activities:
– Schedule regular and ad-hoc meetings of the Board of Directors and the coalition.
– Preside at all Board and full coalition meetings.
– Appoint committees and task forces.
– Maintain contact with staff regarding organizational issues.
– At each meeting of the Board of Directors, update Board members on the organization’s status, progress on goals and plans for upcoming activities.
– In consultation with other Board members, provide direction to the coalition between meetings
– Maintain a file of Coalition Involvement Agreements for representatives of the key stakeholder groups listed under Membership.
4. Officers: The Board of Directors shall determine by discussion, or majority vote if needed, which Board members serve as CLOSE Community President, Clerk and Treasurer. Officers shall serve for a 1 year term. There are no term limits.
5. Quorum: A majority of the Board of Directors must be present to constitute a quorum.
6. Meeting Schedule: The Board of Directors will meet at least quarterly.
The Board and/or full Coalition may create committees and task forces to further the work of the coalition. Committees and task forces must have a chairperson. The Board will advise as to the responsibilities of the committees and task forces. They will meet as needed, and will report at regular coalition meetings and to the Board of Directors as called upon to do so. The Board of Directors has authority to issue full and final decisions based upon committee and task force reports.
D. Coalition Meetings
CLOSE Community will meet regularly. Subcommittees will meet as needed (determined by Sub-Committee Chair). One of these meetings will be a business meeting. Notice of each meeting will be given to members at least 1week in advance of the meeting.
These bylaws will be reviewed annually at the coalition business meeting. Proposed amendments of these bylaws shall be submitted to the Board of Directors. A majority vote will be required to make decisions about proposed amendments.
A majority vote may be used to dissolve the coalition. Any assetts will be distributed to an organization serving a similar purpose within the local community, as determined by the Board of Directors.