Bylaws

Roundtable Current Officers:

Chair – Jeff Fiagle
Vice Chair – David Carter
Secretary – Jean Waters

NAME OF ORGANIZATION

The name of this organization is the “Region VII Pollution Prevention Roundtable.” Hereinafter it shall be known as the “Roundtable.”

MISSION AND GOALS

The purpose of the Roundtable is to promote the development, implementation and evaluation of efforts to avoid, eliminate, or reduce waste generation and to foster natural resource and energy conservation.

The Roundtable believes the efficient use of materials and resources is vital to the protection and enhancement of human health and the environment and to the conservation of natural resources. The Roundtable further believes that these efforts are integral to the pursuit of environmentally responsible economic development.

In view of these beliefs, the Roundtable adopted the following mission statement and goals at its Spring 1996 meeting in Topeka, Kansas:

MISSION STATEMENT

The Region VII Pollution Prevention Roundtable provides a forum to improve the effectiveness of and cooperation among pollution prevention programs in Iowa, Kansas, Missouri and Nebraska.

Goals

The Roundtable’s goals are to:

  • Promote the research, development, implementation, and evaluation of efforts to avoid, eliminate, or reduce waste or pollution generation.
  • Promote information exchange to maximize the pollution prevention resources within the region.
  • Identify and communicate regional concerns, needs or priorities to the National Pollution Prevention Roundtable and other appropriate audiences.
  • Promote pollution prevention as a method of encouraging economic sustainability.

MEMBERSHIP

Members of the Roundtable are organizations that have offices in the states of Iowa, Kansas, Missouri and Nebraska and have pollution prevention or source reduction as an important organizational purpose. For the purpose of these Bylaws, the term “source reduction” is defined as in the Pollution Prevention Act of 1990, which states: “The term ‘source reduction’ means any practice which—

  1. reduces the amount of any hazardous substance, pollutant, or contaminant entering any waste stream or otherwise released into the environment (including fugitive emissions) prior to recycling, treatment, or disposal; and
  2. reduces the hazards to public health and the environment associated with the release of such substances, pollutants, or contaminants.

The term includes equipment or technology modifications, process or procedure modifications, reformulation or redesign of products, substitution of raw materials, and improvements in housekeeping, maintenance, training, or inventory control.
The term ‘source reduction’ does not include any practice which alters the physical, chemical, or biological characteristics or the volume of a hazardous substance, pollutant, or contaminant through a process or activity which itself is not integral to and necessary for the production of a product or the providing of a service.”

Further, as used in these bylaws, pollution prevention is the use of materials, processes, or practices that reduce or eliminate the creation of pollutants or wastes at the source. It includes practices that reduce the use of hazardous or non-hazardous materials, energy, water or other resources as well as those that protect natural resources through conservation or more efficient use.

To qualify for membership in the Roundtable, organizations must submit a written request for membership and documentation that pollution prevention is an important organizational purpose. Further, members must actively participate in Roundtable meetings, committees, work groups and projects. An organization may be removed from the membership roster and mailing lists if staff representatives fail to attend three out of four consecutive, semiannual meetings. Such an organization can submit a written request for renewal of membership and can be readmitted upon a two-thirds vote of the whole Board of Directors in support of the request.

In addition to the preceding membership characteristics, there will be two types of members of the Roundtable: Voting Members and Affiliate Members.

Voting Member. Organizations eligible for voting membership include: state, county, and other local government agencies; Native American tribal governments; academic institutions; federal government agency program offices; private, non-profit corporations; non-government organizations; and associations. There will be only one vote per organization. Voting membership entitles one person from the organization to cast a ballot in any vote, to participate in committees and workgroups, and to receive all newsletters and mailings. For this purpose, an organization is defined as a program or office within an agency, department, university, or local government.

Affiliate Member. Affiliate members include organizations that do not meet Voting Member criteria or choose to abstain from Voting Membership.

More than one person from organizations that are either Voting or Affiliate Members may attend and participate in meetings, committees and workgroups and receive all newsletters and mailings.

In addition to the above membership characteristics, any eligible organization can request membership in the Roundtable by submitting a written statement of interest. Such a request will be reviewed by the Roundtable, and admission to membership will occur upon a two-thirds vote of the whole Board of Directors in support of the request.

LOCATION

The Roundtable does not have a central principal office. General business of the organization is transacted from, and records of the organization are kept at, the office of the Administrative Coordinator.

BOARD OF DIRECTORS

Governing Powers. The Board of Directors of the Roundtable shall have all the powers and duties necessary or appropriate for the overall direction of the Roundtable. They may engage in such acts and do such things as are not prohibited by a law or these bylaws.

Number and Qualifications. The Board of Directors of the Roundtable shall be composed of the voting representatives of member organizations.

Terms of Service. Terms of service for directors will be for as long as the individual is so designated by the member organization represented.

Vacancies. Vacancies in the Board of Directors caused by any reason shall be filled as soon as possible by the member organization.

Quorum. At all meetings of the Roundtable, fifty percent (50%) of the Directors shall constitute a quorum for the transaction of all authorized business. Where the computation results in a fractional number, it shall be rounded upward to the next whole number. The acts of the majority of the directors present at a meeting at which a quorum exists shall be the acts of the Roundtable except where a larger number is required by these bylaws.

Removal of Directors. At any regular or duly called special meeting, any one or more of the Directors may be removed by a vote of a two-thirds majority of the whole Board of Directors. Any Director whose removal has been proposed shall be given the opportunity to be heard at this meeting. The basis for the action and a tally of the individual votes by Director’s name shall be kept as part of the written records of the Roundtable.

Compensation. No compensation shall be paid to Directors for their services by the Roundtable.

MEETINGS AND RULES OF ORDER

Regular Meetings. There will be two (2) regular meetings of the Roundtable each year, generally in the Spring and Fall.

Hosting and Location of Regular Meetings. Responsibility for hosting the regular Spring meetings of the Roundtable will rotate among the four states with the order being: Nebraska, Kansas, Missouri, and Iowa, while all Fall meetings will be held at USEPA Region 7, KS. The host organization(s) will work with the Administrative Coordinator to make meeting arrangements.

Special Meetings. Special meetings of the Roundtable may be called. Notice of special meetings shall be given personally or by mail, telephone or FAX to each voting representative of a member organization. The notice shall state the place, time and the purpose of the meeting whenever possible. This notice shall be given by the administrative coordination office at least 15 calendar days in advance of the meeting.

Rules of Order: Robert’s Rules of Order will be the authority for all questions and procedures at any meetings of the Roundtable.

OFFICERS

Designation. Principle Officers of the Roundtable shall be a Chair, Vice Chair and Secretary. At the discretion of the Board of Directors, other Officers may be elected with duties that the Board shall prescribe.

Election of Officers. The Officers should be voting representatives of member organizations, and they shall be elected biennially by the Board of Directors at the close of the second meeting of the election year. The Officers shall serve for a term of two years beginning January 1 following election, or until their successors are elected. A vacancy in any office may be filled by a majority vote of the Board of Directors for the unexpired portion of the term. The Board of Directors also shall have the authority to appoint such temporary or acting Officers as may be necessary. Officers may be re-elected to subsequent terms.

Removal. Any Officer may be removed by the Board of Directors by affirmative vote of a two-thirds majority of the whole Board of Directors. The matter of removal may be acted upon at any meeting of the Roundtable, provided that notice of intention to consider said removal has been given to each Board member and the subject Officer at least fifteen (15) days previously. Any Director whose removal has been proposed shall be given an opportunity to be heard at this meeting. The basis for the action and a tally of the individual votes by Director’s name shall be kept as part of the written record of the Roundtable.

Chair. The Chair of the Roundtable shall preside at all Board meetings, develop (or cause to be developed) agendas for those meetings, appoint members to standing committees, establish and appoint members to work groups, see that the resolutions and directives of the Board are communicated to and understood by the Administrative Coordinator, provide guidance to the Administrative Coordinator on operating matters in cases when the consensus of the Board is unavailable and provide regular reports to the Roundtable membership.

Vice Chair. The Vice Chair of the Roundtable shall fulfill any or all of the responsibilities of the Chair.

Secretary. The Secretary of the Roundtable shall keep (or cause to be kept) the organization’s records; keep (or cause to be kept) the minutes of all meetings of the Board of Directors; give (or cause to be given) all notices of the meetings of the Board of Directors and other notices required by law or by these bylaws and keep all books, correspondence, committee minutes and papers relating to the business of the Roundtable. These duties may be fulfilled with the assistance of the Administrative Coordinator.

Any officer, in addition to powers conferred by the bylaws, will have such additional powers and perform such additional duties as may be prescribed from time to time by the Board of Directors.

ADMINISTRATIVE COORDINATOR

Administrative Coordinator. Subject to the direction and control of the Board of Directors, the Administrative Coordinator: shall see that the resolutions and directives of the Roundtable are recorded and carried into effect; shall submit to the Roundtable or its committees such reports as required; and shall give notice of all meetings of the Roundtable and an adequate record of correspondence and activities.

COMMITTEES

The Board of Directors may, by resolution passed by a majority of the voting representatives as a whole, designate or dissolve standing committees. The Board of Directors may, by resolution passed by a majority of the Board at a meeting at which a quorum is present, designate or dissolve work groups.

Standing Committees. Membership on each standing committee shall be selected from volunteers and approved by the Board of Directors. Members of the standing committee shall elect a committee chair. In general, the types of standing committees may include, but not be restricted to the Steering Committee, the Midwest Conference Planning Committee and the Communications Committee.

Work Groups. Membership on work groups is open to any staff person of a member organization of the Roundtable who volunteers to serve. Members of the work group shall elect a work group chair.

Meetings. Meetings of the individual standing committees and work groups may be held at such time and place as may be determined by the Chair of the standing committee, or work group, or by the Board of Directors. Whenever possible, notice of meetings will be given to the members of the standing committee or work group at least fifteen (15) calendar days in advance of the meeting. Meetings may be conducted during conference telephone communications.

Reports and Recommendations. Each committee or work group will make a report of activities at each regular meeting. Action recommendations will be presented to and considered by the full voting membership of the Roundtable.

MISCELLANEOUS

Names and Authorizations. In coordination with the Secretary, the Administrative Coordinator will keep correct and complete records of names of the individuals on the Board of Directors and its committees. The names and addresses of all individuals entitled to vote in different meetings will be a part of the record kept. The Administrative Coordinator will keep a mailing list of all individuals who regularly participate in Roundtable meetings and other activities.

Amendments. Except as otherwise required by law, these bylaws may be amended at any regular meeting of the voting representatives of member organizations or at special meetings called for that purpose, provided that written notice of the proposed amendments shall have been given at least fifteen (15) calendar days prior to such meeting. Such amendment shall require an affirmative vote of two-thirds of the whole number of voting representatives.

Advisory Nature of Roundtable Actions: With the exceptions of votes for removal of an organization from membership, or removal of an individual from the Board of Directors, or the removal of an Officer, the official actions of the Roundtable are advisory and do not bind a member organization to a particular response.

Polling of Meeting Participants. Nothing in these bylaws prevents the person chairing a Roundtable meeting from polling persons in attendance to determine group opinion. This may be done either by voice or show of hands. Such polling does not constitute an official action of the Roundtable.

Examination of Records. Every director or voting representative of the Roundtable shall have a right to examine in person or by agent or attorney, at any reasonable time or times, and at the place or places where usually kept, all books and records of the Roundtable and make extracts or copies therefrom.

Dissolution. In the event that this organization should for any reason discontinue its operation and become dissolved, the Board of Directors shall give notice of the dissolution to the director or chief executive officer of each member organization.

Initial Adoption of Bylaws. The initial bylaws of the Roundtable will be adopted by an affirmative vote of nine (9) of the following fourteen (14) organizations:
Iowa Department of Natural Resources
Iowa Waste Reduction Center
Kansas Department of Health and Environment
University of Kansas – Lawrence
Kansas State University
Missouri Department of Natural Resources (TAP and DE)
University of Missouri (Engineering Extension and Office of Waste Mgmt)
Mid-America Manufacturing Center – Rolla, Mo. Office
Nebraska Department of Environmental Quality
Lincoln – Lancaster County Health Department
Nebraska Small Business Development Center
University of Nebraska – Lincoln
US Department of Defense – Kansas City Environmental Office
Kansas Army National Guard Environmental Office

Each organization shall have one vote. If one or more of the 14 organizations abstain from voting to adopt the initial bylaws, the number of affirmative votes needed to adopt decreases by one (1) for each abstention.