Constitution
GLEN RIDGE
CIVIC CONFERENCE COMMITTEE
CONSTITUTIONAL
Overview of the Civic Conference Committee and Mission
The purpose of the Civic Conference Committee (CCC) is to nominate, endorse and support those citizens who, in its judgment, are best qualified to fill elective office.
The CCC consists of delegates selected by town organizations and meets once a month from September to June. Delegates serve for three years. The fall meetings are devoted to finding candidates to fill open seats on the Board of Education for the April election that follows. The CCC also helps publicize Town Council candidates for the November elections during this period. In the spring, the CCC seeks appropriate candidates for open seats on the Town Council for the November elections. And, during this time, the CCC also supports and publicizes its Board of Education candidates.
Each CCC delegate is responsible for attending the monthly meetings; to attend at least one meeting of the Board of Education and the Town Council, and to participate on one of the CCC’s 10 committees.
It is through one of its 10 standing committees that the CCC carries out its business. These committees are: credentials, nominating, candidate information, self-evaluation, petitions, observation, candidate publicity, finance, public relations and audit. Each CCC delegate may volunteer for a committee or will be assigned to a committee,
Attached are the Constitution and Standing Rules.
GLEN RIDGE CIVIC CONFERENCE COMMITTEE
ARTICLE I – NAME
The name of this organization is the Glen Ridge Civic Conference Committee; also know as “the CCC.”
ARTICLE II – PURPOSE
The purpose of the CCC is, first, to nominate those citizens who, in its judgement, are best qualified by character, ability and general experience to fill elective office in the Borough of Glen Ridge, and second, to endorse and support those nominees for elective office.
As used in this Constitution, “Borough” means the Borough of Glen Ridge, and “elective office” means any public, elective office of the Borough, such as Mayor, Member of the Borough Council, and Member of the Board of Education, and such other public, elective office as may be created in the future.
ARTICLE III – MEMBERSHIP
Section 1 – Qualified Organizations and Delegates
The membership of the CCC consists of delegates selected by qualified civic organizations of the Borough (“Qualified Organizations”) and delegates-at-large selected as provided below.
Section 2 – Qualified Organizations – Qualifications
Each Qualified Organization shall have been actively in existence for at least one year and have a membership of at least ten (10) persons, have as a majority of its membership Borough residents entitled by law to vote on any public matter, and hold at least one meeting each year for which due and timely notice is given to each of its members.
Qualified Organizations shall include only those organizations of the Borough to which membership is open generally to men or women or both, from all parts of the Borough or some large section thereof, such as the whole south or north end, and the objects and aims of which include the study and investigation of general problems affecting the Borough. No religious, stock or business committee or organization, nor any branch, division or department of any of these, nor one connected with any branch of the local, county, state or national government, or composed of employees thereof, is eligible for membership.
Any organization that meets these qualifications shall be entitled to send delegates to the CCC upon application to and acceptance by the Credentials Committee prior to that
Delegates – Selection and Standing
(a) Selection of Delegates from Qualified Organizations: Each Qualified Organization shall select from among its membership delegates to the CCC, who shall be Borough residents entitled by law to vote on any local matter. The number of such delegates shall be not greater than 6.
Each Qualified Organization shall annually fill, by appointment or election all of its allotted positions for delegates to the CCC for a term of three years (“a term”).
Terms will be accounted for on an annual basis. Any delegated joining the CCC at any time during the year will be presumed to have joined at the first meeting of the Fall Term
Each Qualified Organization may select its delegates to the CCC at any time. However, any delegates selected for membership in the CCC after the presentation by the nominees for any elected office by the CCC will be ineligible to participate in any manner whatsoever in the final selection of such nominees.
(b) Selection of Delegates-at-Large: The CCC shall also consist of no more than twelve (12) Delegates-at-Large, who are delegates not affiliated with any Qualified Organization. Should the number of individuals volunteering to serve as Delegates-at-Large exceed the number of positions available at any time, the delegates shall be selected by a random drawing held at any open CCC meeting. However, any delegates selected for membership in the CCC after the presentation by the nominees for any elected office by the CCC will be ineligible to participate in any manner whatsoever in the final selection of such nominees. Borough residents shall be encouraged to apply to serve as Delegates-at-Large.
All provisions of this Constitution governing “delegates” pertain with equal force to “delegates-at-large,” unless otherwise indicated or clearly negated by the context in which the term(s) appear.
(c) Resignation: Upon resignation of a delegate other than a Delegate-at-Large, the Qualified Organization that selected that delegate shall select a replacement delegate and notify the Secretary of such
selection as soon as practicable. Upon resignation of a Delegate-at-Large, the Credentials Committee shall, as soon as practicable, replace such Delegate. However, any delegates selected for membership in the CCC after the presentation by the nominees for any elected office by the CCC will be ineligible to participate in any manner whatsoever in the final selection of such nominees.
(d) Absence. An absence from any CCC meeting may be excused for good cause (e.g., illness, business), if brought to the attention of an Officer of the CCC prior to the missed meeting. Any delegate who has two unexcused absences from CCC meetings as specified above shall be ineligible to participate further in any CCC meeting held during the Session in which the absences occur (i.e., a delegate who has two unexcused absences during the Fall Session, i.e., October-January, will be ineligible to participate until February).
Section 3 – Delegates – Qualifications
(a) General: Each CCC delegate shall be a Borough resident entitled by law to vote on any local matter and either a member in good standing of the Qualified Organization that selects that delegate for service in the CCC or a selected delegate-at-large.
(b) Three Year-Two Year Rule: No delegate shall serve in the CCC for more than three consecutive years; no delegate shall serve again as a CCC delegate for two years after the delegate’s prior service in the CCC has ended (e.g., a delegate serves a full three-year Term, from June, 1996 until May, 1999; that delegate may not serve again until June, 2001. Another delegate serves for two years, from June 1996 until May 1998, and then resigns; that delegate may not serve again until June 2000. A delegate is appointed to serve out another delegate’s unexpired Term; at the end of that Term, the delegate may, if selected again as a delegate by any Qualified Organization or as a delegate at-large, continue to serve until he/she has served for a total of three consecutive years).
(c) No person holding any elective office in the Borough shall be a delegate to the CCC while in office.
(d) One Per Household Rule: No more than one member of a household shall be a delegate to the CCC at a given time. No spouse of a person holding any elective office in the Borough shall be a delegate to the CCC.
(e) No Nomination of Spouse Rule: No spouse of any CCC delegate shall be nominated for any elective office in the Borough for so long as that delegate remains a member of the CCC.
(f) No Dual Representation Rule: No person shall be a delegate from more than one Qualified Organization at any given time.
(g) No Delegate Nomination Rule: No CCC delegate shall be nominated for any elective office in the Borough while serving as a delegate or for 60 days thereafter.
(h) No Delegate Candidacy Rule: No CCC delegate shall become a candidate for any elective office in the Borough, and any such candidacy shall automatically terminate a delegate’s membership in the CCC.
Section 4 – Delegates -Certification by Qualified Organizations
Each Qualified Organization shall certify to the CCC Secretary, prior to the CCC’s Annual Meeting, the names of persons selected as delegates to the CCC. Each Qualified Organization shall determine the eligibility of its delegates in a manner consistent with the requirements of this Constitution.
Section 5 – Delegates – Independence
Delegates to the CCC shall represent the interest of the Borough as a whole and not any particular person, group or organization. Accordingly, no delegate to the CCC shall pledge his vote, nor shall any Qualified Organization instruct any delegate as to his vote upon any matter before the CCC.
This section shall be read and emphasized at the commencement of the closed portion of CCC meetings.
Section 6 – Delegates – No Caucusing
(a) Delegates shall not caucus with each other regarding prospective nominees whose names have been submitted to the CCC prior to or during any Nominee Selection Meeting.
This section shall be read and emphasized at the commencement of the closed portion of CCC meetings.
(b) Delegates are encouraged to speak with other delegates and other persons about prospective nominees solely to gain information about them, as long as the provisions of the Confidentiality Clause, found in Article VI, Section 1(a), and the No Caucusing Clause, found in Article III, Section 7(a), are not violated.
Section 7 – Delegates – Orientation and Induction
Each new delegate to the CCC, before being seated as a delegate, shall meet with the CCC Chair, or, in the Chair’s absence, a Vice-Chair, for the purpose of receiving and reviewing together this Constitution and the Standing Rules of the CCC, emphasizing particularly the CCC’s purpose and delegate’s various duties and responsibilities.
Section 8 – Delegates – Duties
(a) Delegates shall maintain and uphold the Confidentiality Clause of this Constitution, as provided in Article VI, Section 1.
(b) Delegates shall attend and participate in meetings of the CCC, unless excused for good cause.
(c) Delegates shall act to become informed of the activities of the Borough Council and the Board of Education. Delegates are strongly encouraged to attend one or more meetings of each body each year.
(d) Delegates shall conscientiously fulfill their Committee assignments.
(e) Delegates shall act in a manner consistent with the provisions of this Constitution and any Standing Rules promulgated hereunder.
ARTICLE IV – OFFICERS
Section 1 – Officers
The Officers of the CCC shall be the Chair, First Vice-Chair, Second Vice-Chair, Secretary and Treasurer. The Officers shall be elected by and from the assembled delegates, old and new, at the Annual Meeting, and shall serve for one year, or until their successors are elected. No person shall hold more than one of the five Offices of the CCC at the same time, other than Secretary and Treasurer.
(a) Chair: The Chair shall be the chief executive officer and spokesperson of the CCC, shall preside at all meetings of the CCC, and shall be a member ex officio of all CCC Committees except the Nominating Committee. The Chair shall appoint from among the delegates the Chairs and members of the Standing Committees of the CCC and any ad hoc committees created to carry out the purposes of the CCC.
The Chair shall have the power, in the event the plain meaning of any provision of this Constitution or the Standing Rules is not clearly stated, to interpret that provision and to act or rule in accordance therewith. The Chair may, whenever such a question of interpretation arises during a CCC meeting, consult with the First Vice-Chair and the delegates before making a final determination regarding the interpretation of this Constitution or the Standing Rules.
The Chair shall have such other powers as are required by this Constitution or by the Standing Rules of the CCC.
(b) First Vice-Chair: To maintain continuity, the First Vice-Chair shall serve as an officer of the CCC for two (2) years; serving as Vice-Chair the first year and as Chairman the second year. If the First Vice-Chair is elected during his/her third year as a delegate, the three year rule will be automatically waived. The First Vice-Chair shall perform the duties of the Chair whenever the Chair is absent. The First Vice-Chair shall be the Chair of the Self-Evaluation Committee, and shall be and remain thoroughly aware of the contents of the CCC Constitution and Standing Rules. The First Vice-Chair shall have such other powers as are delegated by the Chair, required by this Constitution or by the Standing Rules of the CCC.
(c) Second Vice-Chair: The Second Vice-Chair shall perform the duties of the Chair whenever the Chair and the First Vice-Chair are absent. The Second Vice-Chair shall have such other powers as are delegated by the Chair, required by this Constitution or by the Standing Rules of the CCC.
(d) Secretary: The Secretary shall keep written minutes of every CCC meeting, which minutes shall be signed by the Secretary, read and approved, with any necessary corrections, at each subsequent meeting. The Secretary shall also take attendance at every CCC meeting, and report all delegate absences to the Chair after every meeting and monitor and enforce a delegate’s eligibility to vote. The Secretary shall notify the delegates of the date, time and place of every CCC meeting, such notice to be sent by e-mail to those with e-mail or by regular mail to those who do not have e-mail, approximately ten(10) days in advance of each such meeting. The Secretary shall also e-mail or mail the minutes from the previous meeting at the same time that notice is given of the upcoming meeting. The Secretary shall maintain a list of all standing committee members and keep the membership informed of any changes. The Secretary shall have such other powers as are delegated by the Chair or required by this Constitution or by the Standing Rules of the CCC.
(e) Treasurer: The Treasurer shall make a financial report at every CCC meeting. The Treasurer shall make payments from the CCC treasury as directed by the Chair. The Treasurer shall collect and conserve in the treasury all donations to the CCC. The Treasurer shall be a member of the Finance Committee. The Treasurer shall have such other powers as are delegated by the Chair, required by this Constitution or by the Standing Rules of the CCC.
Section 2 – Officers – Resignation
Any Officer may resign at any time by giving written notice of such resignation to the Secretary of the CCC.
Section 3 – Officers – Vacancies
In the event of a vacancy in the Office of the Chair, the First Vice-Chair shall assume that Office.
In the event of a vacancy in any other CCC Office, the Chair shall see to it that the duties of the vacant Office are carried out temporarily by the Chair’s designee, and may ask the Nominating Committee to present a candidate to fill such vacant Office at the next CCC meeting. In any event, such Office shall be filled by a vote of the delegates at the next CCC meeting.
Section 4 – Officers – Removal
An Officer may be removed by a vote of the delegates as follows: At a regular CCC meeting, if a motion to remove an Officer is proposed, it will be voted on; if a majority of the delegates attending vote in favor of the motion, the motion will be added as an agenda item at the following CCC meeting. At the following CCC meeting, if there is a quorum of delegates attending, a vote in favor of the motion of at least two-thirds of the delegates attending is required to remove the Officer.
ARTICLE V – STANDING COMMITTEES
The Standing Committees perform the on going activities of the CCC, and are as follows:
Credentials Nominating
Candidate Information Self-Evaluation
Petitions Observation
Candidate Publicity Finance
Public Relations Audit
At the first meeting of the Fall Session, the Chair shall appoint Committee Chairs and members from among the delegates. No Qualified Organization shall have more than two (2) of its delegates on any one committee.
The Chair may appoint two delegates to act as Co-Chairs of the following Committees: Candidate Information, Public Relations, Candidate Publicity and Finance.
Section 1 – Credentials
The Credentials Committee shall act as liaison between the CCC and the Qualified Organizations concerning the qualifications of those organizations and their delegates. When requested by the Chair, the Credentials Committee shall investigate and report on the qualifications of an organization that is, or applies to become, a Qualified Organization.
The Credentials Committee shall ascertain the initial and continuing eligibility of all CCC delegates in accordance with this Constitution. The criteria for acceptance shall be those qualifications stated in Article III, Section 2.
The Credentials Committee shall be responsible for the solicitation of applicants for and selection of delegates-at-large.
Section 2 – Candidate Information
The Candidate Information Committee shall receive the names of suggested candidates for elective office, as provided by Article VII, Section 1(c), and shall communicate with those individuals in order to inform them of the duties and responsibilities of the elective offices for which their names have been suggested, and to determine their eligibility and willingness to serve in those elective offices if nominated by the CCC. The Candidate Information Committee shall arrange for those who are willing to serve to complete Nominee Information Forms, and to participate in the evaluation of their qualifications. The Candidate Information Committee shall appoint sub-committees from among the CCC membership to conduct such interviews or further interviews with prospective nominees and their references as this Constitution, the Standing Rules or the CCC may require, and to present their findings to the assembled delegates at the Nominee Selection Meeting for that Session.
Section 3 – Petitions Committee
The Petitions Committee shall obtain and witness the number of signatures required by law to execute a valid petition for all nominees for elective office endorsed by the CCC, and shall duly file such petitions.
Section 4 – Candidate Publicity Committee
The Candidate Publicity Committee shall prepare publicity supporting and endorsing CCC nominees for elective office and shall take other necessary steps to assist in voter education and awareness of nominee qualifications, election dates and polling information. The Candidate Publicity Committee shall appoint subcommittees from among the CCC membership to assist it in these efforts, which may include, but shall not be limited to, the distribution of candidate publicity, the coordination of election-day voter calling lists, the coordination of candidate teas or other gatherings, and other similar efforts.
Section 5 – Public Relations Committee
The Public Relations Committee shall plan and implement programs or informational mailings, brochures or press releases designed to educate the public about the purpose and procedures of the CCC.
Section 6 – Nominating Committee
The Nominating Committee shall, after due consideration and inquiry, present a slate of candidates for CCC Offices at every Annual Meeting. In the event of a vacancy in any Office other than the Chair of the CCC, the Nominating Committee shall, when called upon by the Chair, present a candidate for such vacant office at the next CCC meeting.
Section 7 – Self-Evaluation Committee
The Self-Evaluation Committee shall conduct an on going review and evaluation of the CCC, its Constitution, Standing Rules and Procedures, and shall make recommendations with respect thereto at least once a year.
Section 8 – Observation Committee
The Observation Committee shall continually ensure that CCC delegates observe and review the Board of Education and Borough Council meetings and report to the CCC with respect thereto on a regular basis.
Section 9 – Finance Committee
The Finance Committee shall solicit contributions from individuals and organizations of the Borough to insure that adequate funds are available to carry out the Purpose of the CCC.
Section 10 – Audit Committee
The Audit Committee shall ensure that the contributions solicited by the Finance Committee from individuals and organizations are properly accounted for and accepted in accordance with this Constitution. The Audit Committee shall examine the financial records of the CCC on an annual basis and report its findings to the CCC delegates at the Annual Meeting.
ARTICLE VI – MEETINGS
Section 1 – Confidentiality of Proceedings
(a) In order to facilitate candid discussion of candidate qualifications, all recruitment efforts of, and presentations of candidate qualifications by, the Candidate Information Committee or its subcommittees, and all discussion, reports, actions and ballots pertaining thereto shall be confidential. It shall be a breach of confidentiality to divulge any such matter to any person not a delegate to the CCC.
This section, known as the Confidentiality Clause, shall be read at the commencement of the closed portion of CCC meetings. (See, also, Article III, Sections 6 and 7.)
(b) Only delegates shall be allowed to attend the closed portion of CCC meetings. Other meeting components shall be open to the public.
(c) No delegate shall be permitted to enter a Nominee Selection Meeting after the presentation of candidate information by the Candidate Information Committee or its subcommittees has begun.
Section 2 – Annual and Organizational Meetings
(a) Annual Meeting – An annual meeting of the CCC shall be held each year in June. The purpose of this meeting shall be to elect officers for the following year. The outgoing Chair shall preside until new Officers are elected.
(b) Organizational Meeting – An Organizational Meeting of the CCC shall be held each year in September. The purpose of this meeting shall be for Orientation of newly selected delegates, to seat delegates newly selected by Qualified Organizations, to form Standing Committees and to appoint Committee Chairs/Co-Chairs.”
Section 3 – Fall and Spring Sessions
The business of the CCC shall be conducted in two sessions, i.e., the Fall Session and the Spring Session. The Fall Session shall consist of regular monthly meetings, from October of one year until January of the next year. The primary business of the Fall Session shall be the selection of CCC nominees for the Board of Education. The Spring Session shall consist of regular monthly meetings from February until May. The primary business of the Spring Session shall be the selection of CCC nominees for Mayor and Members of the Borough Council.
Section 4 – Special Meetings
(a) The Chair may call a special meeting when, at his/her discretion, the need arises; the Chair shall call a special meeting when requested to do so in writing by any five (5) CCC delegates.
(b) The Chair may waive a regular meeting of the CCC when, at his/her discretion, the meeting is unnecessary. The Chair may not waive any Nominee Selection Meeting, the Annual Meeting or The Organizational Meeting.
(c) Under the present plan of Borough government, CCC nominees for the Board of Education shall be selected and endorsed at the Nominee Selection Meeting in January, and CCC nominees for Mayor and Members of Borough Council shall be selected and endorsed at the Nominee Selection Meeting in April. The Chair may reschedule any Nominee Selection Meeting to conform to Borough election schedules or with CCC scheduling needs.
Section 5 – Quorums and Voting Majorities
(a) Quorums: A majority of the total number of delegates to the CCC shall constitute a quorum for the transaction of all business, except as otherwise provided; two‑thirds of the total number of CCC delegates shall constitute a quorum for amending this Constitution, for selecting and endorsing CCC nominees for elective office, and for removing an Officer of the CCC. For purposes of amending the Constitution, the two‑thirds quorum requirement may be obtained by delegates present and/or proxy vote of delegates not present. The proxy vote is to be submitted to the Chair of the CCC prior to said meeting. The Chair shall act as an authorized agent/substitute for the non-present CCC delegate whose vote is to be included in the tally of said vote provided the notice provisions of Article X have been met.
(b) Voting Majorities: Each delegate attending a CCC meeting shall have one vote on all matters; a majority of those present and voting shall control all proceedings, including the selection and endorsement of CCC nominees for elective office, except as otherwise provided; two-thirds of those present and voting may amend this Constitution, provided the notice provisions of Article X have been met; a majority of those present and voting may amend the Standing Rules, provided the notice provisions of Article IX have been met, otherwise two-thirds of those present and voting may amend the Standing Rules; two‑thirds of those present and voting may remove an Officer of the CCC, provided the requirements of Article 4, Section 4 have been met.
(c) Closed Ballot: The vote on all matters before the CCC shall be by closed ballot, except on procedural matters.
Section 6 – Notice of meetings
All delegates shall be notified by the Secretary of the date, time and meeting place of all CCC meetings approximately ten (10) days in advance of each such meeting. Such notice shall, whenever practicable, be in writing. As outlined in Article IV, Section d.
ARTICLE VII – SELECTION AND ENDORSEMENT OF NOMINEES
Section 1 – Presentation of Candidates
(a) Nomination – Vacancy Occurring at Normal Election Time: When the CCC is called upon in the normal course of events to nominate persons for elective office, the Chair shall so notify the assembled delegates at a meeting two regular meetings before the Nominee Selection Meeting, and shall call at once for the presentation of names of candidates for consideration by the CCC at the next meeting.
(b) Nomination – Mid-term Vacancy: When the CCC is called upon to recommend persons for elective office in the event of a mid-term vacancy, the Chair may, in the case of a vacancy on the Board of Education or Town Council that will be filled by appointment, either provide the name of the CCC alternate most recently selected for such office or call a special meeting for the purpose of endorsing a candidate to fill such vacancy; in all other cases, the Chair shall call a special meeting for the purpose of nominating or endorsing a person to fill such vacancy. The Chair may call for the presentation of names of candidates for nomination or endorsement at the special meeting itself or at a later meeting or meetings to be held at such time as the Chair shall announce.
(c) The suggestion of the name of any person for any elective office, if made in writing by any person to the Secretary, or either in writing or orally by any CCC delegate to an Officer or member of the Candidate Information Committee, shall be sufficient to bring that name before the CCC for consideration.
Section 2 – Candidate Presentation
Any candidate wishing to be endorsed by the CCC for elective office shall come before the CCC at a meeting and present their credentials and qualifications to the CCC.
Section 3 – Investigation of Candidates
As set forth in ARTICLE 5, Section 2, The Candidate Information Committee shall investigate the qualifications of each candidate and shall report its recommendations to the CCC delegates.
Section 4 – Endorsement of Nominees
(d) Voting for endorsement of candidates as CCC nominees shall be by closed ballot. A majority of those voting shall be necessary for the endorsement of any nominee for elective office.
(e) The CCC may, by ballot, select an alternate candidate and entrust the Chair of the Candidate Information Committee to secure the acceptance of that alternate candidate. Should a chosen nominee decline nomination or withdraw from nomination by the CCC, or become disqualified for any reason before the election, or should an additional office of the same elective office for which the alternate has been chosen be placed on the ballot before the election, then the alternate candidate shall become the CCC nominee for that elective office.
Section 5 – Public Statements
No CCC delegate or any CCC Officer or Committee Chair, other than the Chair, the Secretary and the Chair of the Public Relations Committee, shall issue statements to the media or public on behalf of the CCC. Under no circumstances shall the names of persons declining, or being declined endorsement, be made public.
ARTICLE VIII – CONTRIBUTIONS
Contributions to the CCC are encouraged from Borough residents and Organizations. The CCC shall set a limit on contributions such that no one individual or CCC organization contributes a disproportionate share of the CCC operating expenses.
An annual audit will be made of CCC financial transactions.
ARTICLE IX – STANDING RULES
The CCC shall promulgate a body of rules, called the Standing Rules, which shall be binding upon it. The Standing Rules may be amended or revoked by the CCC at any CCC meeting in the following manner: by a majority vote of the members present and voting, provided at least ten (10) days written notice (including e-mail if the recipient maintains an e-mail address) of the proposed change shall have been given to each delegate; or by a vote of two-thirds of the members present and voting when no prior notice of the proposed change has been given.
ARTICLE X – AMENDMENTS
This Constitution may be amended at any regular or special meeting of the CCC by two-thirds of the members present and voting, provided at least ten (10) days written notice (including e-mail if the recipient maintains an e-mail address) of the proposed amendment has been given to each delegate, together with the text of the proposed amendment, and a quorum, as defined in Article VI, Section 4, for amending the Constitution is present.
ARTICLE XI – RULES OF ORDER
The rules contained in the latest edition of Robert’s Rules of Order, unless inconsistent with the terms of this Constitution, the Standing Rules, any special rules of order that the CCC may adopt or any applicable laws, shall govern the CCC in matters of procedure.
