Building Use Policies

Approved: October 18, 2021

Building Management

The Silverton Coffee Club (SCC) Board of Directors will be responsible for the management of the SCC building currently located at 302 N Water St. The Board will select a Building Manager to manage the day-today operations of the building. The Board will strive to be as transparent and open as possible at all times when making decision affecting building use.

The governing philosophy of the Board will be to ensure that the management of the facility does not interfere with the sobriety of any 12-step meeting member. This means there is no requirement for a 12-step attendee to become a member of the SCC.

If a 12 step member wants to be involved with SCC decisions, they may become a member by contacting the Building Manager. Requirements are 30 days of sobriety and dues paid (dues are $30 paid twice a year).

Building Manager

The Building Manager will manage the day-to-day operations under the governance of the SCC Board. The Manager’s duties will be:

• Manage building use:
  • Promote the SCC building to 12-step meetings and organizations:
    • Answer questions from inquiries about the building
    • Schedule building visits
    • Provide an application, brochure and this policy document to all inquiries
    • Reach out to potential new 12-step meetings and organizations o Accept applications for building use and present then to the Board for approval immediately.
  • Communicating Board decision to applicants. If approved, provide a meeting/activity checklist (see below) and key code to the meeting representative. Track all key codes.
  • Communicate with meeting representatives as needed once the Board has approved a meeting or activity.
• Maintain the SCC area of the meeting space that includes posting:
  • A weekly scheduled of meetings and activities outside and inside the building.
  • A monthly cleaning schedule inside the building.
  • Any SCC related announcements inside the building.
• Other duties as required by the Board.

How to Schedule a 12-Step Meeting or Activity

To schedule a 12-Step meeting or activity a person representing the meeting will complete an application form and return to the Building Manager. The Building Manager will forward to the SCC BOD for approval.

• The SCC Board will act within 7 business days of receiving an application.
• Meeting/Activity requests must include a specific day(s) and time and provide a website link to the meetings 12-step regional, state or national organization, for example, aa.org or aasalem.org.
• Each meeting will have 30 minutes prior to the start of the meeting and 30 minutes after the end of the meeting as part of their meeting time.
• Meetings/Activity must agree to adhere to all Building Use policies as outlined in this document.

Meeting Representatives

All meetings/activities must have a representative responsible for their meeting/activity including:

• Communicating with the Board of Directors their needs, views, and concerns.
• Maintaining strict access to the facility.
• Ensuring the facility is properly cleaned after each meeting.
• Meeting fees are paid on time.
• Reading and following the Meeting Checklist and Building Specific Policies
• Providing their phone number and email address.

Meetings may have more than 1 representative to ensure continuity for the meeting.

Meeting Checklist

Each meeting is responsible for:

• Their own drink and food. Storage containers will be provided by the SCC for kitchen storage.
• Providing storage bins or cabinets if they want to store their literature and materials.
• Leaving their 12-step related, conference approved, literature in the meeting room in the designated area (if they want to). Literature that is not conference approved or related to 12-step meetings will be allowed in the meeting space. Non-conference approved material may be stored by a meeting and brought out only for their meeting.
• Maintaining a low noise level before, during and after a meeting including immediately dealing with any disruptive attendees so that we maintain good relations with our neighbors.

After each meeting:

• Clean-up after each meeting – meeting room picked up and kitchen cleaned.
• Turn off lights, unplug heaters and lock the door when the last person leaves.
• Complete a meeting attendance slip and put it in the SCC attendance box in the SCC area (the R@N group does not need to do this – their meeting representative will.
• Failure to adhere to these policies may result in termination of meeting time.

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Building Specific Policies

Events or Activities

• Any event or activity held at the SCC building must be approved by the Building Manager.
• The SCC will sponsor holiday events throughout the years such as Thanksgiving or New Year’s Eve events. These events will incorporate 12-step meetings.
  • Each meeting may be sponsored by a specific 12-step group. If a meeting is sponsored and conducted by a specific 12-step meeting, they will keep whatever 7^th Tradition is collected.
  • If a meeting is not sponsored by a specific 12-step group, then no 7^th Tradition will be taken. Instead, a collection will be taken for the SCC.

Entry Into Building

• A key will be in the lockbox located to the right of the entrance door.
• The lockbox code will be given to all 12-step meeting representatives of an approved 12-step meeting or activity.
• The entry code will change periodically to ensure security of the building.

Smoking Area

Meeting attendees may smoke outside in the designated smoking area only. Members are responsible for keeping this area clean.

Parking

Meeting attendees may park church parking lot.

SCC Area

Within the meeting room will be an area designated for SCC information including:

• Posted SCC Bylaws, Policies and Minutes from the previous membership meeting.
• Agenda for the next membership meeting.
• SCC activities.
• Donation Box, Attendance Box and Meeting Fees Box.
• Attendance Box for meetings to put meeting attendance slips

Maintenance

The SCC is responsible for the general maintenance of the facility including:

• Cleaning the bathroom once a week
• Vacuuming the meeting space once a week
• Mopping the kitchen floor once a month
• Shampooing the carpet once a month
• Structural maintenance as needed

Budget

An annual budget for the facility will be created and approved at the annual membership meeting.

Building Manager Contact Information

Name: Scott Meyers (as of 10/18/21)

Phone: 503-888-8279

Email: fscottmeyers543@gmail.com

Building Address: 302 N Water Street, Silverton, OR 97381

Silverton Coffee Club By Laws

Last Revised: 4/9/2021

Section 1. Name

The name of this 501(c) (3) nonprofit organization is the Silverton Coffee Club (SCC).

Section 2. Purpose

To provide and manage a facility in which people in the Silverton community can attend 12-step recovery meetings, obtain recovery information and gather together for activities in a welcoming and safe environment. The SCC is not affiliated with any 12-step meeting or organization.

Section 3. Members

1. General Powers.
   1. Elect and oversee the Board of Directors
   2. Approve changes to the SCC Bylaws, Articles of Incorporation and/or Policy documents proposed by the Board of Directors or Members at a monthly Membership Meeting.
   3. Approve the Annual Budget at the Annual Membership Meeting in May.
   4. Discuss other business necessary to oversee the facility and ensure our Purpose is fulfilled.
2. Member Qualifications.
   1. Membership in the SCC is open to those who have an interest in recovery from an addiction and who are currently attending a 12-step recovery program in the Silverton area.
   2. Members must have 30 days continuous sobriety/abstinence.
   3. Member dues are $5.00 per month paid twice a year (semi-annually):
      1. January 1 – June 30 - $30 to be paid by January 15
      2. July 1 – December 31 - $30 to be paid by July 15
      3. Members can join at any time. Members who start mid-period will be pro-rated for the number of months left to the end of the current time period.
      4. Special arrangements can be made by the Board of Directors upon request by a member who may have a financial hardship.
   4. Member dues to be paid directly to the SCC Treasurer.
   5. Members may choose to provide their email and phone number so they can receive member notifications, but this is not required to be a member.
3. Membership Termination.
   1. Member does not pay dues for the next time period.
   2. Member exhibits conduct counter to the well-being of the SCC, the SCC facility or its members as determined by the Board of Directors.

Section 4: Meetings of the Membership

1. Annual Membership Meeting.

   The Annual Meeting of this Club will be held each year on the third Monday of May. The Annual Membership meeting will primarily be to:

   1. Elect the Board of Directors
   2. Approve the Annual SCC Budget
   3. Approve any proposed changes to the SCC Bylaws, Articles of Incorporation, and/or Polices.
2. Membership Meetings.

   Membership Meetings will be held on the third Monday of each month to update Members on SCC issues and to solicit input on SCC operations or management. See the SCC Policies document for further details on meeting procedures.

3. Special Membership Meetings.

Special meetings may be called by three (3) members of the SCC Board of Directors or by one-tenth (1/10) of Members in good standing. Notice of all special membership meetings will follow the Notice of Meetings process in Part D below.

4. Notice of Meetings.
   1. Notice of all Membership meetings will be posted at the SCC facility and emailed to each member at least fifteen (15) days before the meeting. This notice will include the Minutes for the previous Membership meeting.
   2. There will be a reminder notice two (2) days before the meeting. This notice will include the Agenda and Treasurer Report for the meeting.
   3. Meetings will be held at the SCC facility unless the facility is not available.
5. Quorum and Voting.
   1. Quorum: One-tenth (1/10) of the number of Members in good standing will constitute a quorum.
   2. A majority vote of the Members will constitute approval.
   3. No proxy voting will be allowed at any meeting.

Section 5: Board of Directors

1. General Powers.

The Board of Directors will provide leadership that represents the collective values of the Members, while supporting the ongoing stability and growth of recovery groups in the Silverton community. This includes:

1. Management and operation of the SCC facility as outlined in the SCC Policies
2. Authority to adjust the SCC Bylaws and Policies as necessary. These adjustments must be approved at the next Membership meeting that has a quorum.
2. Number.

The SCC Board of Directors will consist of seven (7) members:

1. Four (4) Officers: President, Vice President, Secretary and Treasurer
2. Three (3) At-Large Board Members
3. Qualifications.

All Board of Directors must be members in good standing of the SCC (dues current and sobriety intact) prior to election and the following sobriety/abstinence time:

1. President: 3 years
2. Vice President: 3 years
3. Secretary: 3 years
4. Treasurer: 7 years
5. Members at Large: 1 year

These qualifications may be waived by a simple majority vote of the Governance Committee and approved by the Board of Directors.

4. Nomination and Election.
1. The Governance Committee will identify, qualify and solicit nominations.
2. The Governance Committee will develop a slate of candidates from interested Members and submit to the Board of Directors by the end of March.
3. The Governance Committee will attempt to ensure that the Board of Directors is comprised of Members from all of the 12-step meeting organizations currently meeting at the facility, e.g., AA, NA, GA.
4. A list of candidates and the position they are running for will be sent to Members in good standing at least fifteen (15) days prior to the Annual Membership Meeting in May.
5. Elections will be at the Annual Membership meeting in May.
6. The election will be by blind ballot (paper ballot that only the Secretary and 1 Member-at-Large will see and tally). Election shall be by simple majority of the members in good standing as long as there is a quorum present.
5. Terms of Service.

The terms of service shall be for one year for all board members. Terms will start immediately after an election. Board members may be elected to successive terms of office. Board members may serve on the Board for six (6) years in the same position.

6. Removal.

A Board Member may be removed by a vote of two-thirds (2/3) of the directors then in office. Removal criteria includes a relapse, behavior detrimental to the SCC or being absent (without notification) from two (2) consecutive monthly Membership meetings.

7. Vacancies.

The Governance Committee will nominate candidates for a vacant position. A successor director will serve for the unexpired term of the predecessor and, at the conclusion of the unexpired term, will be eligible for another term as recommended by the Governance Committee. Vacancies on the Board of Directors shall be filled by an affirmative vote of a majority of the directors then in office.

8. Quorum and Voting.
   1. Quorum: A majority of the directors then in office.
   2. A majority vote will constitute approval.
   3. No proxy voting will be allowed.
9. Meetings.
1. Meetings of the Board of Directors will be held at a time and place determined by the Board of Directors. No other notice of the date, time, place, or purpose of these meetings is required.
2. Meetings may be called by the President or by any 3 members of the Board.
3. Notice of meetings of the Board will be emailed to each director not less than seven (7) days prior to the meeting.

Section 6. Committees

1. Standing Committees.
   1. There will be three (3) standing committees of the Board of Directors: Governance, Finance, and Promotion.
   2. The Vice President is responsible for managing all committees and selecting members.
   3. All Committees will include a member of the Board of Directors.
   4. Committees will have no more than 5 members including the Chairperson.
   5. Committees will report to the Board of Directors on a quarterly basis and more often if requested by the Vice President.
   6. Committee meetings will be held at a time and place determined by the Chairperson. Notice of meetings will be emailed to each committee member not less than fifteen (15) days prior to the meeting.
2. Governance Committee:
1. The Governance Committee will be chaired by the Vice-President.
2. Nominate new directors to the Board of Directors per Section 5, Articles C & D.
   1. The Committee may nominate more than one person per position.
   2. The Committee will confirm nominees are willing and qualified to serve.
3. In addition, the Committee is responsible to:
   1. Nominate current directors for successive terms.
   2. Nominate replacement directors in case of a vacancy on the Board.
4. Annually assess Board performance and satisfaction.
5. Recommend action to address problems identified in the assessment.
6. Periodically review the SCC Bylaws, Articles of Incorporation, and Policies and recommend changes as needed to the Board of Directors.
7. Perform other duties as the Board of Directors may prescribe from time to time.
3. Finance Committee:
1. The Finance Committee will be chaired by the Treasurer.
2. Recommend the annual budget to the Board of Directors for its approval.
3. Regularly review and assess the Club’s financial status and report on the Club’s finances to the Board annually and at other times as requested.
4. Review annually and submit this organizations IRS 990 Form and other registrations as outlined in the Policy document under “Annual Tax forms and Registrations”.
5. Perform other duties as the Board of Directors may prescribe from time to time.
4. Promotion Committee:
1. The Vice-President will select the Chairperson for the Promotion Committee.
2. Educate the community regarding the purpose of SCC facility in providing resources and meeting space to people who have issues with addictions in the Silverton area.
3. Promote membership in the SCC to members of the 12-step community.
4. Solicit donations from the Silverton community.
5. Other Committees.

The Board may designate additional standing, temporary, advisory, and support committees and may invest such committees with such powers and responsibilities as it sees fit.

6. Terms.

The term of a committee chair and committee members will be one year. Chairs and members may be appointed to successive terms not to exceed 6 years.

7. Quorum and Action.

A quorum at a meeting of a standing committee will be a majority of all committee members. If a quorum is present, action taken by a majority vote will constitute approval.

Section 7: Officer Responsibilities

1. President.

Responsible for the governance of the SCC and the SCC Board of Directors:

1. Preside and prepare an agenda for all SCC Membership meetings.
2. Provide notice of all meetings to Members.
3. Call special meetings as necessary for the good of the SCC.
2. Vice President.

Responsiblefor the same duties as the President in the absence of the President and:

1. Manage all Committees.
2. Chair the Governance Committee.
3. Perform such duties from time to time that may be assigned by the President.
3. Secretary.

Responsible for all record keeping of the Board:

1. Official recording of the minutes of all meetings of the Membership and Board of Directors.
2. Record votes taken at all Member and Board meetings.
3. The Secretary will collect all mail from the SCC PO Box and distribute as appropriate.
4. All SCC monies (dues, meeting fees, and donations) sent to the PO Box, collected at Membership meetings or at any other time will be recorded by the Secretary and then passed to the Treasurer in a timely manner.
5. Preside at meetings of the Members and Board of Directors in the absence of the President and Vice-President.
6. Any other duties as may be prescribed by the Board of Directors
4. Treasurer.

Responsible for all SCC finances:

1. Provide a monthly financial report at the monthly membership meeting that includes an accounting for the previous calendar month’s revenue and expenses.
2. Keep full and accurate accounts of all other financial records of the SCC.
3. Keep full and accurate record of all member dues, group meeting fees, donations and any other revenue that comes to the SCC from the Secretary or other means. Monies collected by other means will be reported to the Secretary for their report in a timely manner.
4. Deposit all monies in the name and to the credit of the SCC in a bank designated by the Board of Directors.
5. Disburse funds to pay SCC expenses in a timely manner.
6. Ensure the following banking procedures are followed:
   1. All Offices have signatures approved for bank account
   2. All SCC checks have 2 signatures before disbursing
7. Ensure all tax forms and necessary annual registrations with the Oregon Secretary of State’s office and the Oregon Department of Justice are completed and submitted in a timely manner.
8. Chair the Finance Committee.
9. Any other duties as may be prescribed by the Board of Directors.

Section 8. Insurance

1. Board of Director Indemnity

The SCC will purchase an insurance policy which will indemnify to the fullest extent any person who is made, or threatened to be made, a party to an action, suit, or other proceeding, by reason of the fact that the person is or was a director of the SCC.

2. General Liability

The SCC will purchase a general liability policy to cover the SCC facility.

Section 9. Amendment of Bylaws

These Bylaws may be amended or repealed, and new Bylaws adopted, by the Membership by an affirmative vote of two-thirds (2/3) of Members present, if a quorum is present. Prior to the adoption of the amendment(s), all Members will be given at least ten (10) days’ notice of the date, time, and place of the meeting at which the proposed amendment(s) is to be considered.

• Original Bylaws adopted by the Membership: March 24, 1988
• Bylaws amended by the Membership: September 18, 2019
• Bylaws amended by the Membership: February 18, 2020
• Bylaws adopted as amended: April 9, 2021