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Regional
Shade Tree Advisory Committee Bylaws
Adopted May 19, 1999
Section 1: Name -
1. The Regional Shade Tree Advisory
Committee in northwestern* Minnesota shall be hereafter known as the Headwaters Agassiz
STAC (HASTAC.)
*comprised of the 12 counties of Beltrami, Clearwater, Hubbard, Kittson, Lake of the
Woods, Mahnomen, Marshall, Norman, Pennington, Polk, Red Lake and Roseau
Section 2: Purpose -
1. The purpose of the HASTAC, as a sanctioned committee of MNSTAC, shall be to
work towards preserving, protecting, expanding and improving community forests and trees
in northwestern Minnesota, through informing and advising the people of Minnesota.
2. The HASTAC will strive to reach consensus on matters concerning community forestry
policies in northwestern Minnesota. That consensus and the advice arising from it shall be
reported, both formally and informally, to MNSTAC, which will synthesize it into
recommended strategies to affect and influence statewide urban forestry policies.
3. The HASTAC will work to coordinate the activities of the institutions, entities and
persons involved in community forestry matters in northwestern Minnesota, and collaborate
with other STACs, so that duplication and inefficiency are avoided and the most beneficial
and economical urban forestry policies are adopted wherever possible.
Section 3: Membership & Rights of Membership -
1. The HASTAC will seek the broadest possible membership, involving representatives of
government entities, institutions, businesses and persons involved in community forestry
matters in northwestern Minnesota. Members must either represent, reside, or work in the
12 county HASTAC area or adjoining communities. Members attending no meetings for a full
year shall be considered inactive.
2. The rights of a member are to attend meetings of the HASTAC, to vote upon questions
which are considered by the STAC, and to serve on and vote in task forces established by
the STAC. HASTAC members shall be considered full MNSTAC members, with all the rights,
benefits and responsibilities thereby conferred. Reimbursement for travel expenses, if
necessary, will be at regular DNR rates.
3. No member of the HASTAC, other than Officers of the STAC, may speak in the name of the
STAC or act in its behalf without prior authorization of the STAC or its Officers.
4. A roll of members shall be maintained by the Secretary/Treasurer and shared with
MNSTAC.
Section 4: Officers & Organization of the HASTAC -
1. The affairs and projects of the HASTAC shall be administered by a Chairperson and a
Recording Secretary/Treasurer. Additional Officers may be added as needed with approval of
the STAC. Officers will be elected by a majority vote of the STAC. Fiscal matters will be
the responsibility of the NW Regional Development Commission, a non-profit organization.
2. Officers shall be elected from within STAC membership at the regular Autumn meeting and
shall resume office on January 1st following the election.
3. The Chairperson shall hold office until resignation, disability, death or removal
and replacement by the actions of the entire STAC. The term of office for
Secretary/Treasurer shall be one year. Terms of office for additional Officers shall be
determined by the STAC at the time of election.
4. The Chairperson shall:
 | set the agenda for each meeting of the HASTAC and distribute it to the members in advance of the meeting; it may be amended by a majority of members attending each meeting; |
| appoint new members, members of STAC task forces and assign duties to such task forces, all with approval of the STAC; |
| serve as spokesperson for the STAC on issues where the committee has adopted positions; |
| supervise the preparation of reports, such as summaries of the STAC's advice on community forestry matters, annual budgets and accomplishment reports, subject in each case to approval by the STAC; |
| represent the STAC by attending at least one regular MNSTAC meeting a year, or delegate another member of the STAC to do the same. |
| perform other duties as authorized or requested by a vote of the STAC; |
5. The Recording Secretary/Treasurer shall:
| ensure that a correct record is kept of all STAC meetings; |
| ensure that a copy of meeting minutes is sent to all STAC members and MNSTAC within 30 days of each meeting; |
| ensure that a report of annual accomplishments, developed by the Chairperson, is sent to MNSTAC by January 31 of each year. |
| call a regular meeting to order, if circumstances should prevent the chairperson from attending, and preside over the selection of a temporary chairperson, elected from the STAC members present, who will lead the remainder of that particular meeting; |
| assist the NW Regional Development Commission, which acts as fiscal agent for the HASTAC, in preparation of fiscal reports and disbursement of payments; |
Section 5: Meetings -
1. Regular HASTAC meetings will be held at least two times a year,
generally early Spring and Autumn. The date shall be established by the Chairperson with
approval of the STAC. Special meetings may be held when necessary upon call of the
Chairperson.
2. Minutes of each meeting shall be recorded; a copy shall be submitted to MNSTAC for
inclusion in its regular mailings.
3. An annual list of STAC accomplishments shall be submitted to MNSTAC by January 31.
Section 6: Adoption and Amendment of these Bylaws -
1. These Bylaws shall be deemed adopted when approved by a majority vote of the STAC; a
copy shall be sent to MNSTAC.
2. These Bylaws may be amended when approved by a majority vote of the STAC, if the text
of the amendment is distributed to members at least 10 days prior to the vote.
These Bylaws were adopted by a majority of the members of the HASTAC in attendance at its regular meeting held on the __8th__ day of ___May________________, 19_97_.