[HISTORY: Adopted by the Council on Aging of the Town of Greenfield as amended 3-25-2010 (Ch. 1301 of the 2002 Bylaws). Subsequent amendments noted where applicable.]
The name of the organization shall be the "Greenfield Council on Aging," hereinafter referred to as the "GCOA," as established by Town Meeting of the Town of Greenfield, Massachusetts on March 18, 1967.
A. 
The statement of purpose of the Greenfield Council on Aging is based on this premise: the community shares a collective responsibility for those who are seniors, that seniors have a right to participate in determining matters which vitally affect them, and that there is an important community resource in the wisdom, experience, skills, and abilities which the senior population has to share.
B. 
In accordance with this philosophy, the GCOA is committed to fulfilling the following functions:
(1) 
Provide, through its multi-purpose Senior Center, an environment that supports personal dignity, opportunities for sharing, creative expression, learning, and a general encouragement of initiative and self-fulfillment.
(2) 
Provide meaningful educational, social, recreational, cultural, and volunteer opportunities to encourage independence, participation and community involvement.
(3) 
Provide healthy lifestyle support through health promotion, health education, physical activities, and other wellness programs.
(4) 
Be responsive and accessible to the changing needs of seniors, in cooperation with community organizations, agencies and individuals; offer assistance in coping with the challenges of aging by providing information, referrals, and counseling as appropriate.
The location of the Senior Center will be determined by the GCOA.
A. 
The duties of the GCOA members shall be to support the GCOA Director in implementing the statement of purpose. The terms "member" and "membership" refer to voting GCOA members.
B. 
The GCOA shall consist of not less than five voting members nor more than 15 voting members, inclusive of the Chair, and all shall be residents of the Town of Greenfield.
C. 
The membership term for the GCOA shall be for a period of three years and may be renewed for one additional term. After two terms, the member shall take at least one year off. After the year off, the member shall be eligible to serve on the GCOA for another cycle. The first of the two consecutive terms would begin with the next appointment to the GCOA beginning in July following appointment. Member terms shall be staggered to ensure that five positions shall be up for reappointment each year. Appointments are subject to the approval of the Mayor.[1]
[1]
Editor's Note: Amended during codification.
D. 
All members of the GCOA shall be sworn in at the beginning of their term by the Town Clerk's office at the regular July meeting, or at the Clerk's office. GCOA members are encouraged to have served as an associate member prior to their service on the GCOA.
E. 
Associate (nonvoting) members may be appointed as deemed appropriate and shall serve for a period of up to two years. The term of appointment shall expire at the end of the two-year period, or prior to such time if the associate member is made a GCOA member. An associate member's term may be renewed indefinitely.
F. 
Attendance, resignations and vacancies.
(1) 
Regular attendance is expected of all GCOA members. In the event of the unexcused absence of any member for three consecutive regularly scheduled meetings, except for reasons of health or extenuating circumstances as duly reported to the Chair or Director in advance of GCOA meetings, the GCOA shall request resignation of that member. If a requested resignation is not forthcoming from the member, the GCOA will ask the Mayor to request termination of this member.
(2) 
In the event that a member wishes to resign from the GCOA, he/she shall notify both the Mayor and the GCOA in writing.
(3) 
Unexpired terms resulting from death, resignations, or moving from the Town of Greenfield may be filled at the time of vacancy, for the duration of that term, through the regular appointment process. This would be considered the first of the two consecutive term maximum.
A. 
All voting rights shall be vested in the GCOA members, and each individual member shall be entitled to one vote with respect to any question or matter which may come before a meeting of the members of the GCOA. Associate members may suggest or advise the GCOA, but may not propose motions or have voting privileges.
B. 
Except as otherwise provided in these bylaws, the vote of a simple majority of the members at which a quorum is present shall be necessary and sufficient to decide such a question or matter.
C. 
Quorum. At all meetings of the members of the GCOA, the presence of one more than 1/2 of the present GCOA membership entitled to vote at such meeting shall be necessary and sufficient to constitute a quorum for the transaction of any business. Subcommittee meetings shall also have attendance of one more than 1/2 of their members to transact business.
A. 
The officers of the GCOA shall consist of a Chair, a Vice-Chair, a Secretary, and a Treasurer and may also include such number of Assistant Secretaries and Assistant Treasurers as the GCOA may from time to time deem advisable.
B. 
Officers of the GCOA shall be elected annually by simple majority vote at the June meeting and shall take office upon the beginning of the new fiscal year. Members of Greenfield Senior Foundation Board of Directors shall not be eligible to serve as an officer of the GCOA, but may serve as voting members.
C. 
Chair. The Chair shall preside at GCOA meetings, shall appoint all committees, and shall be an ex officio member of all committees. The term of office for the Chair shall be for a period of one year, with the option of renewal.
D. 
Vice-Chair. During the absence or disability of the Chair, the Vice-Chair shall exercise all the functions of the Chair and, when so acting, shall have all the powers of the Chair. If the office of the Chair should become vacant, the Vice-Chair will assume such office for the unexpired term. The term of office for the Vice-Chair shall be for a period of one year, with the option of renewal.
E. 
Secretary. The Secretary, or designated recorder, shall record proceedings of the GCOA meetings and/or read correspondence. The term of office for the Secretary shall be for a period of one year, with the option of renewal.
F. 
Treasurer. The Treasurer shall report to the GCOA on financial matters. A yearly budget and monthly statements of expenditures shall be reviewed by the Treasurer. The term of office for the Treasurer shall be for a period of one year, with the option of renewal.
G. 
Director of the Council on Aging and Senior Center.
(1) 
The Council on Aging shall select and submit to the Mayor for appointment the candidate to serve as Director of the Council on Aging. The Director shall be responsible for the administration of the Senior Center, subject to the direction of the Mayor, the bylaws and policies of the Council on Aging, and in accordance with the personnel policies, procedures and practices of the Town as administered by the Department of Human Resources.
(2) 
The Director shall be responsible for the efficient operation of the Senior Center. The Director will have charge of all activities of the GCOA and assist in the development of projects sponsored or co-sponsored by the GCOA. The Director is further responsible for keeping aware of new developments as they affect Senior Center operations.
(3) 
The Director shall hire, subject to the approval of the Mayor, all employees of the Senior Center; and shall supervise all employees in accordance with the personnel policies, procedures, and practices of the Town as administered by the Department of Human Resources, and/or the policies of the Council on Aging.
A. 
Standing committees of the Council shall include:
(1) 
Executive Committee.
(2) 
Personnel Committee.
(3) 
Nominating Committee.
(4) 
Legislative Committee.
(5) 
Bylaw Committee.
(6) 
Building Committee.
B. 
Additional committees may be established as deemed necessary by the GCOA through its Chair and Executive Committee.
C. 
Executive Committee. The committee shall meet monthly with the Director to review long-range planning, financial records, and shall review the annual budget. The Chair shall call meetings of the Executive Committee whenever in his/her judgment the business of the GCOA so requires. In case of an emergency, the Executive Committee may make decisions on behalf of the GCOA. The committee shall report to the GCOA on all its committee meetings at the next regularly scheduled GCOA meeting.
D. 
Personnel Committee. The committee members shall review and make recommendations to the Mayor upon a vacancy in the Office of Director. The committee shall report to the GCOA on all its committee meetings at the next regularly scheduled GCOA meeting.[1]
[1]
Editor's Note: Amended during codification.
E. 
Nominating Committee. The committee shall nominate members and a slate of officers annually and present the slate to the GCOA at the May meeting. It shall be the responsibility of this committee to present candidates for associate membership to the GCOA and to recommend replacements as vacancies occur on the GCOA. The committee shall report to the GCOA on all its meetings at the next regularly scheduled GCOA meeting.
F. 
Legislative Committee. The committee shall monitor the local, state and federal developments as they affect the senior population. The committee shall work with the Director to contact Legislators and other officials to advocate for seniors on behalf of the GCOA. The committee shall report to the GCOA on all its committee meetings at the next regularly scheduled GCOA meeting.
G. 
Bylaw Committee. The committee shall review the GCOA bylaws upon request of any GCOA member. The committee shall report to the GCOA on all its meetings at the next regularly scheduled GCOA meeting.
H. 
Building Committee. The committee shall meet no less than two times per year to tour and inspect the facility. The committee shall oversee the general maintenance of the Senior Center, renovations, and building projects. The committee shall report to the GCOA on all its meetings at the next regularly scheduled GCOA meeting.
I. 
Each GCOA member is encouraged to serve on a minimum of one committee, and a member may serve on more than one committee. Associate members may also serve on committees as requested by the GCOA Chair.
A. 
Regular meetings. Regular meetings of the members of the GCOA shall be held at the Senior Center monthly and posted in accordance with Open Meeting Law.
B. 
Special meetings. Special meetings of the GCOA members may be called at any time by the Chair, or by the Secretary based on a request by the majority of the members, with five working days' notice sent to each member of the GCOA, and posted in accordance with the Open Meeting Law.
C. 
Rules of order. The rules contained in Robert's Rules of Order, Revised shall govern the GCOA in all cases in which they are applicable and in which they are consistent with these bylaws.
These bylaws or any section thereof may be amended or repealed by a two-thirds vote of the GCOA at any scheduled meeting. Written notices of such proposed changes shall be presented to each voting member of the GCOA at least 10 days prior to the meeting at which such proposed changes shall be submitted for a vote.
A. 
The effective date of these bylaws shall be the date of the meeting at which the bylaws shall have been approved as hereinbefore set out by an affirmative vote of not less than 2/3 of the GCOA.
B. 
The GCOA shall make copies of these bylaws available to each member of the GCOA, the Mayor's office and the Town Clerk's office. Review of the bylaws shall take place as needed.