Posted on: June 8th, 2025

Here are the proposed by law changes and additions being considered on Monday night.

Bylaw Amendments being considered at the 6-9-25 GHTM

Article II: Membership Proposed Addition

Section B, Membership Voting Procedures: 

The GHTM shall establish procedures and methods to ensure that only eligible members participate in elections, that all members are properly notified of the election, and that the nomination and voting processes, including all relevant deadlines, are clearly communicated in advance.

Election procedures may allow for voting to take place over a period of up to three (3) days and are not required to occur during the annual meeting.

The Town Council shall determine the methods of voting, which may include any combination of:

• In-person voting by show of hands or written ballot;
• Absentee voting by written ballot;
• Voting by electronic means

Article III: Members Meetings Proposed Addition

Section G, Parliamentary Authority and Meeting Procedures: 

The GHTM shall establish procedures for conducting meetings in an orderly, inclusive manner that encourages good faith participation and respectful conduct. These procedures may be documented in writing or stated orally during a meeting.

In the absence of written procedures adopted by the GHTM, the general principles of Robert’s Rules of Ordershall apply, unless they conflict with the GHTM’s bylaws or any special or standing rules. The Chair, or the facilitating Town Council member, shall determine whether such a conflict exists and how to proceed.

Article V: Town Council  Proposed Addition

New Section, Cause for Removal: 

A Town Council member may be removed if the member is ineligible to serve or the GHTM determines that the their continued service is inconsistent with the best interests of the organization.

Examples of conduct that may be considered inconsistent with the organization’s best interests include, but are not limited to:

• Excessive unexcused absences from GHTM meetings;
• Serious violations of organizational policies;
• Conduct that brings disrepute to the organization; or
• Disruptive behavior during meetings.

 

*****Article V: Town Council Proposed Addition       NOT BEING CONSIDERED 6-9-25

Section I, Authorities and Responsibilities of the GHTM Town Council:

The Town Council has the authority and responsibility to make administrative and business-related decisions essential to the ongoing management of the nonprofit. Organizational decisions shall be made by a quorum of Town Council members.

These authorities and responsibilities include, but are not limited to:

• Representing the GHTM in interactions with county officials, donors, community partners, and other external organizations to advocate for the organization’s interests and needs;
• Overseeing website maintenance, marketing efforts, and community communications;
• Purchasing merchandise and organizing fundraising activities;
• Authorizing and supporting GHTM committees;
• Establishing and enforcing the organization’s policies and procedures;
• Applying for grants and managing grant-related obligations;
• Entering into contracts, leases, or agreements necessary to advance the organization’s mission;
• Acquiring, managing, improving, encumbering, or disposing of real or personal property;
• Managing the organization’s financial resources and overseeing financial transactions;
• Securing insurance and indemnifying officers, agents, employees, and independent contractors for liabilities arising from their work on behalf of the organization; and
• Taking any other lawful action in the best interest of the organization..

 

Article VI: Committees

Section A, Purpose: Proposed Changes

The Town Council may establish both standing and temporary committees to support the fulfillment of its mission and duties.

Committee leaders are authorized to make strategic and financial decisions consistent with the committee’s charter and the intended use of designated funds. They are responsible for maintaining accurate financial records and any other required documentation related to their programs, and for providing these materials to the Chair and Treasurer as needed.

Committee leaders shall report to the Town Council upon request and provide regular updates at general membership meetings.

Section A, Purpose:

Committees of the Gold Hill Town Meeting, Inc. may be established for the purpose of carrying out the business of the meeting.  They are to make reports at members meetings. Their findings will be approved and published, as appropriate, by the Gold Hill Town Meeting, Inc. 

 

 

Article VI: Committees

Section B, Creation: Proposed Changes

To establish a committee, the Town Council must approve a committee charter that includes, at a minimum:

• The name of the committee;
• A general description of its purpose, duties, and scope of authority;
• The process for selecting committee members and identifying leadership;
• A statement regarding membership eligibility (unless otherwise specified in the charter, committees may include individuals who are not members of the GHTM);
• The committee’s reporting structure, including to whom it is accountable;
• The expected duration or term of the committee (e.g., standing or ad hoc); and
• Any additional guidance or direction the Town Council deems appropriate.

 

Section B, Creation: 

At a member’s meeting of the Gold Hill Town Meeting, Inc., when a quorum is present, the Chair, with the approval of the members at the meeting, may appoint a committee chair and ask for other members to be part of that committee.

 

Article VI: Committees

Section C, Cemetery Committee:

Before the Gold Hill Town Meeting incorporated, the Cemetery Committee existed independently.  The Cemetery Committee shall remain autonomous in expenditures from its funds.

Section C, Cemetery Committee: Proposed Changes

Section C: Standing Committees

Standing committees of the GHTM operate with a level of autonomy distinct from other committees. They are not subject to charter amendments or dissolution by the Town Council and retain independent authority over the management of their designated funds.

The GHTM’s standing committees include:

• The Cemetery Committee

 

Article VII: Financials

Section B, Financial Oversight and Budget Adjustments: Proposed Changes

All checks, drafts, notes, and similar financial instruments shall be signed and executed on behalf of the GHTM by Town Council members who are authorized signatories of the Corporation.

Once the annual budget has been approved, any adjustment to a committee’s allocated funds from the town’s general budget shall require approval from the relevant Committee Chair. Committees may spend their designated funds at their discretion, provided expenditures align with the committee’s stated mission and purpose.

The Treasurer is authorized to adjust non-committee operating budget allocations as necessary to meet the evolving needs of conducting GHTM business.

Section B, Checks, Drafts, Notes, Etc.:

All checks, drafts, notes, etc., shall be signed and executed on behalf of the Corporation by those Town Council members authorized to sign checks for the Corporation.

 

Article VII: Financials

Section C, Deposits: Proposed Changes

All funds of the GHTM shall be deposited in accounts held at banks, trust companies, or other financial institutions designated by the Town Council.

Section C, Deposits:

All funds of the Corporation shall be deposited to the credit of the Corporation in such banks, trust companies or other depositories as the Town Council, with the approval of the members at a duly called members meeting, may select.  

 

Article VII: Financials

Section D, Grants & Gifts: Proposed Changes

The Town Council may accept contributions, grants, gifts, or bequests on behalf of the Corporation. All grants awarded to the Gold Hill Town Meeting must be approved by the Town Council and deposited into the GHTM’s account. The Treasurer, in collaboration with the designated grant executor, shall oversee the management of grant funds, including spending and required reporting.

Donations to the GHTM shall be allocated to specific committees or budget line items according to the donor’s stated intent. Undesignated donations shall be accepted and used for general operating expenses.

Section D, Gifts:

The Town Council, with the approval of the members at a duly called members meeting, may accept on behalf of the Corporation any contribution, gift, or bequest.