The Constitution of Minnesota Shade Tree Advisory Committee

We, the members of the Minnesota Shade Tree Advisory Committee, in order to memorialize in written form the principles and procedures under which
we have worked since 1974 to
• advise the State of Minnesota on the best ways to preserve, protect, expand, and improve Minnesota’s urban and community forests; and
• coordinate and facilitate the efforts being made by the multitude of jurisdictions and entities which own and affect our urban and community
forests.
do ordain and establish the Constitution for the Minnesota Shade Tree Advisory Committee.

Article I: Name

The name of this body shall be the Minnesota Shade Tree Advisory committee (MnSTAC). It is an assembly of individuals who share a common mission to advance Minnesotan’s commitment to the health, care, and future of all urban and community forests in Minnesota.

Article II: Purpose

Within the framework of this Charter, it shall be the purpose of MnSTAC to further the following duties and objectives:
1. To advise Minnesota’s Governor, Legislature, State Forester, other legislative and administrative branches of the State, the University, the counties and communities, and the people of the State of Minnesota on the best ways to preserve, protect, expand, and improve Minnesota’s urban and community forests.
2. To seek the broadest possible involvement of representative of institutions, entities and persons involved in urban and community forestry matters, and after thorough discussion and study, to arrive where possible at a consensus on matters relating to good urban forestry policies and practices. To report from time to time, both formally and informally, to the Governor, Legislature, and other entities and persons in Minnesota who are in positions to affect and influence urban forestry policies and practices adopted by the State of Minnesota, its political subdivisions, its other public and private organizations, and its people.
3. To encourage the coordination of the activities of the institutions, entities, and persons involved in urban forestry matters, to the ends that duplication and inefficiency are avoided, and the most beneficial and economical urban forestry policies and practices are adopted wherever possible.
4. To provide a forum for the communication and exchange of information and experiences regarding urban forestry initiatives and practices.

Article III: Membership

Section I. Eligibility. Membership in MnSTAC is open to those persons actively involved in arboriculture or urban and community forestry in Minnesota as demonstrated by their respective professional experience, volunteer community involvement or advocacy.

Section 2. Privileges and Responsibilities. Members in good standing shall have the right to attend MnSTAC meetings, vote as part of the membership, serve as a member of the Board of Directors, serve on standing committees and task forces, and enjoy all other privileges of membership. A member shall be deemed to be in good standing if he/she has maintained his/her eligibility for continued membership by participating in Committee-approved activities as prescribed by the Board of Directors, and is not currently subject to any suspension action taken in accordance with this Constitution.

Section 3. Application for Membership. Applicants or candidates for membership must be nominated by a MnSTAC member in good standing. Such nominations shall be approved by a majority of the MnSTAC members present at the MnSTAC monthly meeting designated for consideration of the nomination.

Section 4. Suspension and Termination of Membership. Membership may be suspended or terminated for just cause. Such cause shall be 1) failure to fulfill prescribed annual requirements for continuing membership eligibility, or 2) any conduct prejudicial to the interest of MnSTAC while serving as an official or self-appointed representative of MnSTAC. Such suspension or termination shall be issued by a two-thirds vote of the Board of Directors after due notice and an opportunity for a hearing before the Board. All rights and privileges of a member of MnSTAC shall cease on the termination of membership. Any suspended member who does not seek and qualify for reinstatement within one year of suspension shall be terminated.

Section 5. Resignation of Member. A member may resign by sending a written notice to the president. A member who resigned while in good standing may be reinstated, at any time, regardless of length of absence, upon written request to the President.

Article IV: Board of Directors

Section 1. General Authority. The Board of Directors shall oversee the general business, affairs, projects, property, and funds of MnSTAC in accordance with applicable provisions of this Constitution and policies and resolutions adopted by the membership of MnSTAC.

Section 2. Authority and Responsibilities. The specific authority and responsibilities stated below are delegated to the Board of Directors by the general membership of MnSTAC:
1. Guide and counsel the President in the fulfillment of his/her duties.
2. Inform the President about matters related to the mission of MnSTAC.
3. Establish, from time to time, task forces to address such matters that are not within the defined scope of standing committees.
4. Review and confirm mission statements of standing committees and task forces.
5. Review and approve the appointment of chairpersons of standing committees and task forces as submitted by the President.
6. Review and approve the appointment of members of standing committees and task forces as submitted by the chairpersons of the respective standing committees and task forces.
7. Review, approve and distribute reports, studies and publications prepared and submitted by standing committees and task forces.
8. Prepare and submit to the membership at the May monthly meeting, an annual report that shall contain, at a minimum, a review of MnSTAC accomplishments and a plan of action for the coming fiscal year.
9. Prepare and submit to the membership, at or before the June monthly meeting of each year, a proposed annual budget for the fiscal year beginning the following July 1.
10. Establish and amend policies to guide and control the operation of MnSTAC, subject to their distribution to the membership at least ten (10) days prior to MnSTAC membership consideration and subsequent approval by a majority of the MnSTAC members present at the MnSTAC monthly meeting designated for consideration of such action.
11. Determine the date, time, location, and agenda for MnSTAC monthly membership meetings.
12. Maintain and distribute to the membership, in a timely manner, the minutes of all meetings of the Board of Directors.
13. Appoint a recording and corresponding secretary to perform the routine clerical duties of MnSTAC.
14. Prescribe requirements for continuing membership eligibility.

Section 3. Number of Directors. The Board of Directors shall consist of nine (9) Directors including the President. Four (4) Directors of “designated positions” shall be filled by representatives from the Minnesota Department of Agriculture, the Minnesota Department of Natural Resources, the Minnesota Department of Transportation and the University of Minnesota, one (1) from each, selected respectively by the MnSTAC members representing the designated state agency. Four (4) Directors or “non-designated” positions shall be filled by MnSTAC members who are not employees of the four designated state agencies.

Section 4. Terms of Office and Selection.
1. The President shall be selected from non-designated members or non-members by the Constitution and Election Committee, and confirmed by a majority of MnSTAC members present at a designated MnSTAC monthly meeting. The President shall hold office for three (3) years, at the end of which, upon mutual agreement, he/she may be reappointed for another term.
2. The designated Director positions shall be selected prior to the December monthly meeting by caucuses of those MnSTAC members who are representatives of the respective designated agencies. The term of office for the four (4) designated Directors shall be two (2) years. A vacant position shall be filled within 60 days by a consensus of the MnSTAC members from the designated agency represented by the vacant position.
3. The non-designated Director positions shall be elected by a majority of the non-designated MnSTAC members by mail ballot prior to the December monthly meeting and shall assume office on January 1st, following their election. The term of office for the four (4) non-designated Directors shall be two (2) years, staggered such that the terms of no more than two (2) Directors expire in any year.  Candidacy for non-designated Director positions shall be by self-nomination or nomination by another non-designated MnSTAC member, subject to concurrence by the nominated member. Only non-designated members shall vote in elections for non-designated Director positions. Vacancies shall be filled within 60 days by a non-designated member who has received a majority vote of non-designated members present at a regular MnSTAC monthly meeting designated for such action and who shall serve out the unexpired term. In all elections, candidates receiving the largest number of votes shall be declared elected.
4. A Vice President shall be elected annually from among the four (4) non-designated Directors at the December MnSTAC monthly meeting by a majority of all MnSTAC members present. The term of office for the Vice President shall be one year beginning on January 1 following his/her election. A premature vacancy shall be filled within 60 days by a remaining non-designated director who has received a majority vote of MnSTAC members present at a regular MnSTAC monthly meeting designated for consideration of such action.

Section 5. Meetings. The Board of Directors shall meet monthly prior to the regular MnSTAC meetings, and at such other times as may be called by the President or any four (4) members of the Board. Notice of all Board meetings shall be given to each member of the Board not less than seven (7) days prior to the date established for such meetings. The proceedings of all Board meetings shall be recorded and copies of such meetings shall be distributed to the MnSTAC membership within 30 days. Any member of the Board of Directors, upon having three (3) unexcused absences from Board meetings during a calendar year, may be considered to have resigned from the Board of Directors.

Section 6. Quorum. At all meetings of the Board of Directors, five (5) members shall constitute a quorum.

Section 7. Duties of President and Vice President. The duties of the President and Vice President shall be such as their titles by general usage would indicate, as specified herein or otherwise assigned by the general membership.
President:
The President is responsible to the general membership for maintaining the direction and momentum of MnSTAC, its standing committees and task forces, and for making certain that the Board of Directors implement the goals and objectives of MnSTAC.

In addition the President shall:
1. Convene and preside at meetings of the general membership and the Board of Directors.
2. Serve as the spokesperson for MnSTAC on issues where the general membership has adopted positions and as the representative of MnSTAC at related legislative, educational, interagency, social, and community service functions.
3. Supervise preparation of reports containing MnSTAC’s advice on community forestry matters.
4. Appoint chairpersons of standing committees and task forces subject to the approval of the Board of Directors.
5. Assure that MnSTAC actions requiring follow-up be assigned to a responsible individual or group, and administered in a timely manner.
6. Assign and supervise the tasks of the recording and corresponding secretary.
7. Serve as a member of the Legislative Committee.

Vice President:
The Vice President shall perform the duties of the President in the event of the absence, incapacity, removal from office, or death of the President:

In addition, the Vice President shall:
1. Undertake special assignments at the request of the President.
2. Supervise the preparation of the annual report and annual budget, and monitor their administration.

Article V - Standing Committees and Task Forces

Section 1. Standing Committees. The Standing Committees of the MnSTAC shall include, but should not be limited to: Outreach, Education and Research, Legislative, Forest Health, Arbor Month, Publicity and Awards, Scholarship, Tree Emergency Response, Constitution and Election, and Planning. The Board of Directors may establish additional standing committees as it deems advisable to further the stated purposes of MnSTAC. All such additional standing committees shall initially have been established as a task force in accordance with this Constitution. The chairperson of each additional standing committee shall be responsible for the preparation and submission of a mission statement to the Board of Directors for review and concurrence. Such additional standing committees and their mission statements shall be approved by the MnSTAC membership present at a regular MnSTAC monthly meeting designated for consideration of the proposal.

The chairpersons of standing committees shall be appointed by the President and confirmed by the Board of Directors prior to the January MnSTAC monthly meeting of each year. The chairperson of each standing committee shall be responsible for selecting other members of the respective committee, and submitting a proposed membership list to the Board of Directors for approval. Each standing committee shall meet at least once a year and shall report to the Board of Directors and general membership from time to time each year.

Section 2. Task Forces. The Board of Directors may establish such task forces as it deems advisable for the purposes of investigating, evaluating and/or formulating action recommendations or policies relative to any issue or matter consistent with the general purposes of MnSTAC, and shall designate a sunset date or condition for termination of each task force. The chairperson of the task force shall be responsible for the preparation and submission of a mission statement to the Board of Directors for review and concurrence. Such task forces and their mission statements shall be approved by the MnSTAC membership present at a regular MnSTAC monthly meeting designated for consideration of the proposal. Any member may submit a proposal and petition the Board of Directors to establish a specific task force. Such proposals shall be presented to the membership for approval by the Board, with or without recommendation.

The chairperson of a task force shall be appointed by the President and confirmed by the Board of Directors. The chairperson of each task force shall be responsible for selecting other members of the task force and submitting a proposed membership list to the Board of Directors for approval. Each task force shall report to the Board of Directors and general membership from time to time each year.

Section 3. Regional Committees. Regional groups may petition the Board of Directors to sanction the establishment of regional shade tree advisory committees whose goals are to further the purposes of MnSTAC. The petition and request for recognition shall include a name, area of representation, purpose statement, bylaws, and membership role with designated officers. Upon receipt of such a petition, the Board of Directors shall review the proposal and submit it to the general membership within sixty (60) days for consideration with a recommendation. Such requests shall be approved by a majority of the MnSTAC members present at the MnSTAC monthly meeting designated for consideration of the proposal. Each regional committee shall submit a written annual report to the Board of Directors and general membership.

MnSTAC sanction of a regional committee may be suspended or terminated for just cause. Such cause shall be the promotion of objectives and/or implementation of actions that are in conflict with the purposes and interests of MnSTAC. Such suspension or termination shall be issued by a two-thirds vote of the Board of Directors after due notice and an opportunity for a hearing before the Board. All MnSTAC affiliation with a regional committee shall cease upon withdrawal of its sanction.

Article VI: Membership Meetings

Section 1. Monthly Meetings. There shall be regular meetings of the entire MnSTAC membership once a month, except during the month of August. The date, time, location, and agenda of such meetings shall be determined by the Board of Directors. Notice of all meetings, minutes of the prior meeting, and an agenda shall be mailed to each MnSTAC member at least ten (10) days in advance of the upcoming monthly meeting.

Section 2. Special Meetings. Special meetings of the entire MnSTAC membership may be called at any time by the President. Notice of such meetings shall be mailed to each MnSTAC member at least ten (10) days in advance of the scheduled meeting date. Business transacted at such meetings shall be confined to the purpose(s) stated in the meeting notice.

Section 3. Procedural Authority. Business may be conducted at any scheduled meeting, and any question brought before the membership in attendance shall be decided by a majority of the members present. Twenty (20) members shall constitute a quorum required for taking action at any scheduled meetings. Only members in good standing, as of the date of the meeting, shall be entitled to vote at meetings.

All MnSTAC meetings shall be conducted in accordance with Robert’s Rules of Order (latest edition).

Article VII: Amendment

The Constitution may be amended, repealed, or revised, in whole or in part, by the affirmative majority vote of the membership (i.e. returning ballots) voting by mail ballot. Ballots containing the text of such proposed changes shall be mailed to each member at least thirty (30) days prior to the mail ballot return deadline.

Amendments may be proposed by the Board of Directors, the Constitution and Election Committee, or upon petition of any twenty (20) members addressed to the President. Such proposed amendments shall be presented to the membership by the Board, with or without recommendation.

Amendments, if approved, shall become effective thirty (30) days following the ballot return deadline.

Constitution adopted April 19, 1990
Revisions approved November 19, 1992 and December 17, 1992
Revisions approved December 18, 1997 and January 16, 1998

USDA Forest Service Council Requirements Advisory Council

Each state shall seek advice on delivery of their Urban and Community Forestry (U&CF) program from an appropriately broad based board(s) or council(s) that consists of governmental agencies, industry, non-governmental organizations, and volunteers concerned with urban and community forestry issues and reflects the cultural diversity of the state. The USFS will be a non-voting member of the advisory board council.

The Council’s responsibilities are to:
1. Assist the State Forester in the development of the state’s U&CF Program Strategic Plan.
2. Advise the State Forester on U&CF program emphasis and priorities.
3. Provide feedback to the State Forester and Forest Service on the effectiveness of statewide and local U&CF implementation efforts.
4. Assist in building partnerships among all groups interested in the U&CF program.
5. Work with the State Forester in the development of criteria for and evaluation of recommendations for cost-share proposals.
6. Facilitate U&F networking and technology transfer.
7. Foster U&CF environmental education opportunities.
8. Promote outreach into all communities and assure program implementation that reflects cultural diversity.
9. Assist in the development and implementation of other activities that advance urban and community forestry.

State Program Strategic Plan (Five-year Plan)