KENILWORTH CITIZENS’ ADVISORY COMMITTEE
KENILWORTH, ILLINOIS 60043
As amended April 26, 2010
THE KENILWORTH CITIZENS' ADVISORY COMMITTEE
ARTICLES OF ORGANIZATION
ARTICLE I
NAME
The name of this organization shall be "The Kenilworth Citizens' Advisory Committee."
ARTICLE II
PURPOSES
The purposes of the Kenilworth Citizens’ Advisory Committee ("the Advisory Committee") shall be:
1) To act as a nonpartisan committee to suggest and introduce Candidates to fill the offices of the Kenilworth Village Board of Trustees ("the Village Board"), the Joseph Sears School District #38 Board ("the School Board"), the Kenilworth Library District Board ("the Library Board"), the Kenilworth Park District Board (“the Park Board”), the Kenilworth Village President and the Kenilworth Village Clerk, so that the Candidates for election to these positions may be truly nonpartisan and represent the best interests for the welfare of the Village of Kenilworth and School District #38 as a whole. It is not the purpose of the Advisory Committee to campaign for or promote Candidates and no funds of the Advisory Committee shall be used to campaign for or promote Candidates.
2) To act as a nonpartisan committee, when requested by a Board, to suggest a Candidate to fill a vacancy in an office or a Board that arises during the term of a Board member.
3) To select delegates to the New Trier Township High School Caucus and other caucuses or organizations as requested.
4) To provide a public forum to discuss issues of interest to Kenilworth and School District #38 area residents.
ARTICLE III
COMPOSITION, SELECTION, AND TERM OF COMMITTEE
Section 1. Delegates:
The Advisory Committee shall consist of Delegates named by Member Organizations and Representatives-at-Large from Geographical Areas selected as provided under this Article III.
Section 2. Geographical Areas and Member Organizations:
Those Geographical Areas and Member Organizations qualified to name Representatives and Delegates to the Advisory Committee are those listed in Appendix A and Appendix B of these Articles and those subsequently authorized by action of the Advisory Committee. The Secretary-Treasurer of the Advisory Committee shall maintain a list of qualified Member Organizations, adding those who are qualified by action of the Advisory Committee, and deleting those who from time to time lose their qualification as provided under these Articles.
Section 3. Selection, Qualification and Requirements of Individuals Chosen by Member Organizations:
(a) Member Organizations shall name two (2) individuals as Delegates to the Advisory Committee.
(b) The Delegates of each Member Organization shall be chosen, preferably by election, by each Member Organization for a two (2) year Term, commencing on July 1st of each even numbered year and ending on June 30th of the following even numbered year.
(c) Each Delegate must be a registered voter, and must have been for at least one (1) year as of the July 1st which begins the two (2) year Term, a resident of School District #38.
(d) Vacancies occurring during a two (2) year Term shall be filled by the Member Organization.
(e) No individual shall serve as a Representative or Delegate to the Advisory Committee for more than four (4) years in six (6) consecutive years. Years spent serving as an Officer shall not be counted as years served as a Delegate.
(f) A Representative or Delegate to the Advisory Committee shall at any one (1) time represent only one (1) Member Organization or Geographical Area.
(g) All Representatives and Delegates to the Advisory Committee shall, as an obligation of membership in the Advisory Committee, be available to serve and participate on at least one (1) committee.
(h) Each Member Organization shall file, with the Secretary-Treasurer of the Advisory Committee before August 15 of each even numbered year, the names and addresses of its Delegates to the Advisory Committee for the ensuing two (2) year Term.
(i) Each Member Organization, upon notice from the Advisory Committee that an individual Delegate from that Member Organization had not attended two (2) consecutive meetings, shall select a new Delegate and advise the Secretary-Treasurer of that change.
Section 4. Petition to Become a Member Organization:
Any organization active within the Village of Kenilworth and/or School District #38, whose primary objective is the continuing promotion of the civic welfare, either upon petition or invitation, shall be entitled to name two (2) Delegates to the Advisory Committee upon receiving the affirmative vote of the majority of all of the Delegates and Representatives to the Advisory Committee present.
Section 5. Selection and Qualification of Representatives Nominated by Geographical Area:
Representatives-at-Large, not to exceed two (2) from each of the voting precincts in the Village of Kenilworth as shown on Appendix E, may be selected by filing petitions with the Secretary-Treasurer of the Advisory Committee. To be eligible to serve as a Representative-at-Large, an individual must be a registered voter and a resident of the particular precinct submitting the petition and must have been a resident of School district #38 for at least one (1) year as of the July 1st which begins the two (2) year term. The President shall give appropriate notice, in writing, to the community at large of the opportunity for persons to file petitions for Representative-at-Large. Such notice shall be given by September 1st preceding the first meeting after July 1st of each even numbered year. Such petitions shall be submitted at least fifteen (15) days prior to such first meeting after July 1st of any even numbered year. Petitions which are submitted after such deadline may be accepted by the Advisory Committee for any given precinct as long as any positions for Representative-at-Large are unfilled in that precinct. Petitions shall be in the form of Appendix C, and shall contain the signatures of at least fifteen (15) registered voter residents residing in the particular precinct and/or in the section of School District #38 immediately adjacent to such precinct for at least one (1) year as of the July 1st which begins the two (2) year term. In the event that more than two (2) persons from a particular precinct petition as Representatives-at-Large, the two (2) persons designated from such precinct shall be the two (2) individuals with the greatest number of signatures of the registered voter residents residing in such precinct and/or in the section of School District #38 immediately adjacent to such precinct. In the event of a tie in the number of signatures, the person selected as a Representative-at-Large shall be determined by the President and Secretary-Treasurer by random lot. The President shall advise the Advisory Committee of the individuals who have submitted petitions and shall announce the individuals who have met the requirements for becoming a Representative-at-Large. Vacancies occurring during a Term may be filled by the President for the remainder of the Term by individuals who have met the requirements for Representatives-at-Large but who have not been chosen due to having submitted a petition with a lesser number of signatures, by loss of selection by random lot, or in the same manner as provided for the selection of Representative-at-Large. The Representative-at-Large who was not chosen, who has met the requirements, and who has the greatest number of signatures will be the first individual to fill the vacancy.
Representatives-at-Large must adhere to the qualifications of Article III, Sections 3 (e), (f), and (g) of these Articles and the words "Geographical Area" shall be substituted for "Member Organization" as needed.
Section 6. Loss of Membership Rights:
(a) If both of the Delegates of a Member Organization and/or their alternates are not in attendance at two (2) or more consecutive meetings of the Advisory Committee, then at the second such meeting of the Advisory Committee or at any subsequent such meeting of the Advisory Committee at which all such persons continue to be absent, the President of the Advisory Committee may announce such fact to the Advisory Committee and the Advisory Committee, by a majority vote, may thereupon terminate the right of such Member Organization to nominate Delegates to the Advisory Committee and terminate the voting and other rights of the Delegates named by such member Organization. Full privileges and voting rights may be reinstated by the Member Organization's filing a petition with and receiving the favorable vote of a majority of the Advisory Committee
(b) If a Representative-at-Large is not in attendance at two (2) or more consecutive meetings of the Advisory Committee, then at the second such meeting of the Advisory Committee or at any subsequent such meeting of the Advisory Committee at which such person continues to be absent, the President of the Advisory Committee may announce such fact to the Advisory Committee and the Advisory Committee, by majority vote, may thereupon terminate the voting and other rights of such Representative-at-Large.
(c) The Secretary-Treasurer shall advise by mail the Member Organization or the Representative-at-Large of any loss of its or his/her rights under this Section 6.
(d) Nothing in this Section 6 shall limit or otherwise affect the right of the Advisory Committee to terminate a Member Organization's membership in the Advisory Committee by majority vote of the Advisory Committee for any other reason found sufficient by a majority of the Advisory Committee.
Section 7. Alternate Delegates and Representatives:
Member Organizations and Representatives-at-Large may appoint alternates for meetings which the Delegate or Representative is unable to attend. Alternates shall register with the Secretary-Treasurer and, prior to the transaction of any business, the Secretary-Treasurer will ascertain if there are any alternates present. Alternates will act in the same capacity as if the Delegates or Representatives were actually present. Alternates must meet the qualifications of Article III, Section 3(c), (e), and (f)
Section 8. Term:
The Advisory Committee shall meet for a two (2) year Term beginning on July 1st of each even numbered year and ending on June 30th of the following even numbered year.
ARTICLE IV
MEETINGS
Section 1. Required Meetings:
The Advisory Committee shall hold a minimum of three (3) meetings during each Term between July 1 of each even numbered year and June 30 of the following even numbered year. An Annual Meeting shall be held after January 1 of each odd numbered year. It shall be the responsibility of the President to call and announce the Annual Meeting and to distribute an agenda at least ten (10) days prior thereto. The two (2) additional meetings shall be called by the President, as required to carry out the responsibilities of the Advisory Committee.
Section 2. Special Meetings:
Special meetings may be called by the President at any time. In addition, the President, upon written request from twenty-five (25) percent of the Delegates, Representatives and Officers of the Advisory Committee, shall call a special meeting to be convened within thirty (30) days from receipt of such request. The notice of and agenda for such special meeting shall be distributed at least ten (10) days prior to the special meeting.
ARTICLE V
VOTING
Section 1. Right to Vote:
Each Delegate, Representative and Officer to the Advisory Committee shall have one (1) vote, with the following exceptions:
(a) In the selection of Candidates for the Village Board and the positions of the Kenilworth Village President and the Kenilworth Village Clerk, only those Delegates, Representatives and Officers to the Advisory Committee residing within the Village of Kenilworth may vote.
(b) In the selection of Candidates for the Park Board, only those Delegates, Representatives and Officers to the Advisory Committee residing within the Kenilworth Park District may vote.
(c) In the selection of Candidates for the Library Board, only those Delegates, Representatives and Officers to the Advisory Committee residing within the Kenilworth Library District may vote.
(d) Delegates, Representatives or Officers to the Advisory Committee who serve on a Board may not vote to recommend Candidates for that Board, may not vote on issues relating to that Board, and may not serve on the Candidate Selection Subcommittee for that Board. They shall remain Delegates, Representatives or Officers in good standing in every other sense.
Section 2. Quorum:
A majority of the total number of Delegates, Representatives and Officers shall constitute a quorum for the conduct of business of the Advisory Committee.
Section 3. Vote Required:
Any question before the Advisory Committee shall be decided by a majority vote of the total number of Delegates, Representatives and Officers present and eligible to vote on that question, provided that a majority of those eligible to vote on that question are present. A meeting may be adjourned by a majority of those present if less than a quorum is present.
Section 4. Voting Procedure:
In order to be recommended, a Candidate proposed to the Advisory Committee by a Candidates Selection Subcommittee for recommendation for a vacancy for any Board, office, or caucus named in Article VIII hereof must receive a favorable majority vote of the total of those Delegates, Representatives and Officers present and eligible to vote, with each Delegate, Representative and Officer being entitled to cast one (1) vote for each such vacancy. If a Candidate receives a favorable majority vote, such Candidate shall be considered to be recommended. If, after a vote of the Advisory Committee, there remain one (1) or more vacancies for which no Candidate has received a favorable majority vote, then the Candidate(s) who have been recommended and the Candidate with the lowest number of votes shall be eliminated from the list of the remaining Candidates and another vote shall be taken in accordance with the same procedure, until each vacancy is filled with a Candidate receiving a favorable majority vote.
ARTICLE VI
ELECTION OF OFFICERS
President, Vice President, and Secretary-Treasurer
At the last scheduled meeting of the Term of the Advisory Committee, the Advisory Committee shall elect a President, a Vice President, and a Secretary-Treasurer, each of whom shall serve for a two (2) year Term following his/her election, and thereafter until his/her successor is elected. The President, the Vice President, and the Secretary-Treasurer shall be elected by the current Delegates, Representatives and Officers to the Advisory Committee.
The Officer years shall not be counted as years of service as a Delegate, as outlined in Article III, Section 3(e) of these Articles, nor as a Representative-at-Large. An individual may not serve more than three (3) Officer Terms consecutively and an individual may not serve more than one (1) Officer Term consecutively in the same Office.
ARTICLE VII
DUTIES OF OFFICERS
Section 1. The President:
The President shall have the following specific duties:
(a) To preside at all meetings of the Advisory Committee, and to call special meetings as set forth in Article IV, Section 2;
(b) To appoint before the first meeting of the Term the Nominating Committee Chairman, the Public Relations Committee Chairman, and the Candidates Selection Committee Chairman from within the Advisory Committee. The President and the Candidates Selection Committee Chairman shall appoint a chairman of each standing Candidates Selection Subcommittee from within the Advisory Committee. At the first meeting of the Term, the President shall randomly select members of the Candidates Selection Subcommittees, the Nominating Committee, and the pool of alternates for those subcommittees and committee. The President shall announce each name as it is selected. From time to time the President shall appoint members of special committees as may be required;
(c) To call before November 1 of each year a meeting of the Advisory Committee to conduct such business as may come before the Advisory Committee; and
(d) To act as an advisory member of all committees, other than the Nominating Committee and the Candidates Selection Subcommittees.
Section 2. The Vice President:
The Vice President shall assist the President in the discharge of his/her duties. In his/her absence, incapacity, or refusal to act, the Vice President shall preside at meetings, and perform all other duties of the President and those additional duties assigned by the President. The Vice President shall be responsible for all meeting arrangements. The Vice President may assist in the filing of petitions for candidates.
Section 3. The Secretary-Treasurer:
The Secretary-Treasurer shall call the roll and shall keep records of the proceedings of all meetings of the Advisory Committee. The Secretary-Treasurer shall provide the Delegates and Representatives with electronic or written notice of any agenda items, the minutes of the prior meeting, and any issues calling for a vote at least ten (10) days prior to a scheduled meeting. The Secretary-Treasurer shall notify in writing those Member Organizations, individual Delegates from Member Organizations, and Representatives-at-Large, which do not fulfill their membership requirements. The Secretary-Treasurer shall keep records of the receipts and disbursements of the Advisory Committee. Checks and orders shall be signed by the Secretary-Treasurer and/or such other Officers designated by the President. The Secretary-Treasurer shall submit a treasurer's report at each meeting and shall perform all other duties assigned by the President.
ARTICLE VIII
STANDING COMMITTEES
Section 1. Candidates Selection Committee:
The Candidates Selection Committee shall consist of a Candidates Selection Committee Chairman and five (5) Candidates Selection Subcommittee Chairmen. The Candidates Selection Subcommittees' composition and responsibilities shall be as follows:
(a) The School Board Candidates Selection Subcommittee, to consist of a Chairman and at least four (4) Delegates or Representatives randomly selected, plus one (1) available member of the School Board in an advisory capacity, to propose to the Advisory Committee at least two (2) qualified Candidates for a single vacancy on the School Board and at least two (2) more qualified Candidates than the number of vacancies for two (2) or more vacancies on the School Board;
(b) The Park Board Candidates Selection Subcommittee, to consist of a Chairman and at least four (4) Delegates or Representatives randomly selected, plus one (1) available member of the Park Board in an advisory capacity, to propose to the Advisory Committee at least two (2) qualified Candidates for a single vacancy on the Park Board and at least two (2) more qualified Candidates than the number of vacancies for two (2) or more vacancies on the Park Board;
(c) The Village Government Candidates Selection Subcommittee, consisting of a Chairman and at least four (4) Delegates or Representatives randomly selected, plus one (1) available member of the Village Board in an advisory capacity, to propose to the Advisory Board at least two (2) qualified Candidates for a single vacancy on the Village Board and at least two (2) more qualified Candidates than the number of vacancies for two (2) or more vacancies on the Village Board; and at least two (2) qualified Candidates for the Kenilworth Village President vacancy and at least two (2) qualified Candidates for the Kenilworth Village Clerk vacancy;
(d) The Library Board Candidates Selection Subcommittee, to consist of a Chairman and at least four (4) Delegates or Representatives randomly selected, plus one (1) available member of the Library Board in an advisory capacity, to propose to the Advisory Committee at least two (2) qualified Candidates for a single vacancy on the Library Board and at least two (2) more qualified Candidates than the number of vacancies for two (2) or more vacancies on the Library Board; and
(e) The New Trier Candidates Selection Subcommittee, to consist of a Chairman and at least four (4) Delegates or Representatives randomly selected, plus one (1) member of the New Trier Township High School Caucus in an advisory capacity, to propose to the Advisory Committee at least two (2) qualified Candidates for a single vacancy on the New Trier Township High School Caucus and at least two (2) more qualified Candidates than the number of vacancies for two (2) or more vacancies on the New Trier Township High School Caucus.
(f) When, in the judgment of a Candidates Selection Subcommittee Chairman or the entire Subcommittee, which is concurred with by the President, there shall be a valid reason for nominating fewer Candidates than are specified in Subsections (a), (b), (c), (d), or (e) of this Article VIII, Section 1, the subcommittee shall propose the number of Candidates determined by the Subcommittee and the President.
(g) The Chairmen of the Candidates Selection Subcommittees shall be selected by the President and the Candidates Selection Committee Chairman. The remaining members of each committee shall be selected at random by the President from the Delegates and Representatives of the Advisory Committee. In the event that a selected Delegate or Representative serves on the Board for which the Candidates are to be selected, that Delegate or Representative’s name shall be placed back into the random selection pool and another name shall be drawn. In addition, one (1) Designated Alternate shall be selected at random for each Subcommittee to participate in its deliberations and to be available to fill vacancies or absences. All other Delegates and Representatives shall constitute a general pool of alternates in an order established by random selection. When a Candidates Selection Subcommittee needs to fill a vacancy, an alternate shall be selected from the Designated Alternates and, thereafter, from the general pool of alternates in the order in which the alternate was selected for the general pool.
(h) If a Delegate or Representative is replaced by his/her Member Organization or Geographical Area at any time other than at the beginning of his/her two (2) year Term of the Advisory Committee, such Delegate or Representative's replacement shall serve in his/her place as a member of the same Candidates Selection Subcommittee or as a Designated Alternate, or in his/her place as a member of the Nominating Committee.
(i) If a Member Organization loses its membership rights or fails to replace its Delegates as necessary, or if a Representative-at-Large from a Geographical Area is not replaced when he/she is unable to serve, any resulting vacancies on Standing Committees shall be filled as specified in Subsection (g) of this Article VIII, Section 1.
(j) Each Candidates Selection Subcommittee shall suggest, receive, or otherwise secure names of individuals for Candidates, including incumbents agreeing to stand for reelection. An application for a prospective Candidate must follow the form attached as Appendix D to these Articles, and it must be received by the Chairman of each of the Subcommittees no less than 17 days prior to the next meeting of the Kenilworth Citizens’Advisory Committee. Committees shall interview each Candidate and shall present a standardized report following the form of Appendix D on each Candidate proposed by the Subcommittee to the Advisory Committee. By participating in the work of the subcommittee, each Delegate and Representative-at-Large agrees to maintain in confidence the proceedings of the subcommittee and the KCAC committee. If an immediate family member (or a spouse’s immediate family member) of a Delegate or Representative-at-Large submits an application for consideration as a candidate to the subcommittee on which that Delegate or Representative-at-Large serves, the Delegate or Representative-at-Large may not serve on the subcommittee and shall be replaced by an alternate.
(k) The Chairman of the Candidates Selection Committee shall coordinate the work of the Candidates Selection Subcommittees; shall supervise the preparation and distribution of Candidate information to the Delegates and Representatives and Officers of the Advisory Committee; shall arrange any Candidate meetings authorized by the Advisory Committee; shall receive recommendations from the floor; shall direct a discussion of the proposed Candidates; and shall supervise the tellers in tabulating the votes of the Delegates, Representatives and Officers to recommend the Candidates.
Section 2. Public Relations Committee:
A Public Relations Committee shall consist of a Chairman and any additional Delegates, Representatives as may be selected by the President and shall carry out those duties assigned by the Advisory Committee, the President, and/or the Chairman of the Candidates Selection Committee, such as the distribution of Candidate information, Village mailings, and any additional matters.
Section 3. Nominating Committee:
The Nominating Committee shall consist of a Chairman and two (2) Delegates and Representatives randomly selected, and shall recommend to the Advisory Committee Candidates for the positions of President, Vice President, and Secretary-Treasurer of the Advisory Committee. The Candidates selected must be from the current Delegates, Representatives, and Officers to the Advisory Committee or have served on the Advisory Committee for a minimum of one term within the past two terms.
ARTICLE IX
FLOOR CANDIDATES
Nominations of Candidates for positions for the School Board, the Park Board, the Village Board, the Library Board, for the offices of the Kenilworth Village President and the Kenilworth Village Clerk, for the New Trier High School Caucus, for the New Trier Citizens' Committee, for Officers of the Advisory Committee, and for any other position that may come before the Advisory Committee may be made at any time, provided that a completed standardized report, substantially in the form attached as Appendix D to these Articles, on any such nominee is presented to each member of the Advisory Committee present at the meeting.
ARTICLE X
CAMPAIGN RULES AND DISCLAIMER
Every candidate selected by the Advisory Committee shall agree, in writing, to (1) obtain explicit permission in advance from any Member of, or Delegate, or Representative to, the Advisory Committee before using the name of such Member, Delegate, or Representative in any campaign, and (2) include the following campaign disclaimer in all materials which refer to the Advisory Committee in any way (e.g., “the caucus”, Kenilworth Citizens’ Party, etc.). Agreement to such rule and disclaimer must be executed and filed with the Secretary-Treasurer prior to any nominating petitions being delivered to or signed by any person.
“The recommendation of Candidates by the Kenilworth Citizens’ Advisory Committee does not imply or suggest endorsement by any participating Member Organization of any Candidate or any political position.”
If a recommended Candidate shall fail or refuse to sign such agreement, he or she shall not be recommended and another Candidate shall be designated.
ARTICLE XI
CONTRIBUTIONS
There shall be no dues. Each Member Organization shall be asked to contribute those amounts established from time to time by the Advisory Committee to defray expenses of the Advisory Committee. Each Representative-at-Large shall be asked to contribute one half of the amount requested from a Member Organization.
ARTICLE XII
AMENDMENTS
These Articles of Organization may be amended at any meetings of the Advisory Committee by a favorable vote of a majority of all of the Delegates, Representatives and Officers present, provided that a majority of those eligible to vote on that question are present. Proposed amendments shall be submitted by electronic notice or in writing to all Delegates, Representatives and Officers not less than ten (10) days before the meeting, provided that the proposed amendment may itself be amended and adopted as so amended at the meeting without further notice.
Amended by the Kenilworth Citizens Advisory Committee at the meeting of the KCAC held on April 26, 2010
Chris Bird
President
Scotty Baxter
Secretary/Treasurer
APPENDIX A and B
APPENDIX C and E
APPENDIX D