Governor's Council on Physical Fitness

Bylaws of the Governor's Council on Physical Fitness

ARTICLE I Membership

Section 1. Membership of the Council shall consist of 18 individuals who should be experienced or
interested in the promotion of physical activity and healthy lifestyles.

Ten (10) members will be selected at-large by the Governor.
The South Carolina Coalition for Promoting Physical Activity (SCCPPA) whose
goals are congruent with the mission of the Council is affiliated with
the Council. Five (5) representatives from the SCCPPA will serve on the Council.
Members at-Large: Three (3) additional members will represent other
organizations not affiliated with the SCCPPA but whose primary goals are
congruent with the mission of the Council. These members at-large will be
selected by the ten (10) appointed members and the five (5) elected
SCCPPA representatives.

Section 2. Terms of office are specified for each type of membership.

The ten (10) Governor appointed members serves at the pleasure of the
Governor until replaced.
1. It will be recommended to the Governor that one of the ten appointees be a
  member of the legislature.
The five (5) representatives from the SCCPPA will serve terms as defined in the
bylaws of the SCCPPA.
1. (from SCCPPA Bylaws) Article V - Directors
  Section 7: The President-elect and President of the Coalition shall represent the Coalition on the Governor's Council on Physical Fitness. In addition, the Board of Directors shall elect three additional representatives to serve two year terms on the GCPF. One representative shall be selected from within each of the following membership categories: individual, business and organization.
The three (3) members at-large will serve terms of four (4) years or less so that the terms will correspond to the Governor appointed terms.
1. These members may be reelected.

Section 3. New member orientations should be conducted on one day approximately one week before the first meeting after all of the new members are officially appointed by the Governor.

The orientation materials will be provided in the form of written materials
contained in a notebook.
A new member orientation meeting will be held after the governor appointments
have been made and at any other time when there are sufficient new members
to deem a meeting feasible.
A meeting will be scheduled at a time most new members and council members
with specific responsibilities can attend.
A copy of the New Member Orientation meeting agenda will be filed with the
official minutes of the Council meeting following the orientation meeting.
A copy of the New Member Orientation notebook will be kept in the office of the
Executive Director.

Section 4. Membership may be withdrawn upon written notification to the Chairperson.

Section 5. Attendance is expected of each Council member at each Council meeting.

In the event that a member needs to be absent, he/she must inform the Chair
and/or the Executive Director.
In the case of a member absence from more than two (2) regular Council
meetings in a one-year period, the Council Chair will contact the member and, if
necessary, follow up with a letter to that member to determine his/her
commitment to the Council. This will determine whether the member will remain
on the Council or be replaced. In the case of a SCCPPA member, the Executive
Director of SCCPPA will be asked to contact the member to determine his/her
commitment to the Council.

ARTICLE II Meetings

Section 1. Meetings of the Governor's Council will be held as follows:

Regular meeting of the Council shall be held no more than quarterly. They will
ordinarily take place the second Wednesday of the month in January, April, July, and October.
The Executive Committee will meet every two months or as needed.
The Annual meeting will take place in October at the regularly scheduled
quarterly meeting.
Special meetings may be called by the Chair with one week's notice.

Section 2. Committee meetings will be arranged by committee members.

ARTICLE III Officers

Section 1. The Officers of the Council shall be a Chair, Vice-chair, and Treasurer. The Chair will be appointed and serve at the pleasure of the Governor. The Vice-chair and the Treasurer will be elected by the Council at the annual meeting which is held in October. The Vice-chair and the Treasurer shall hold office until the end of their term or until a qualified successor shall be elected, unless the officer resigns, is removed, or otherwise disqualified before the end of the term.

Section 2. The duties of the Chair shall be:

To carry out the purposes and functions of the Council;
To act as head of the Council;
To preside at Council meetings;
To appoint ad hoc committees as needed;
To refer issues to committees;
To serve as an ex-officio member of all committees;
To address member attendance issues
To work with the Executive Director in conducting the business of the Council;
To work with the Executive Director in the preparation of the annual report for
the Governor; and
To represent the Council when necessary.

Section 3. The duties of the Vice-chair shall be:

To perform the duties as above in the absence of the Chair and
To assist the Chair and Executive Director in the business, programs, and
activities of the Council.

Section 4. The duties of the Treasurer shall be:

To receive funds;
To prepare and present financial reports to the Council at quarterly meetings;
To work with the fiscal agent for the Council; and
To disburse funds under the direction of the Executive Director.

ARTICLE IV Staff

Section 1. The Executive Director will be assigned by the state health commissioner or his/her
designee and will be housed in the Department of Health and Environmental Control
(DHEC).

Section 2. The duties of the Executive Director will be:

To assist the Chair in developing and disbursing the agenda for Council
meetings;
To complete the minutes and maintain attendance records for Council meetings;
To assist the Chair in conducting the business of the Council;
To assist the Treasurer in disbursing funds of the Council;
To maintain the official records of the Council;
To serve as editor of the Fitness Connection; and
To serve as an ex-officio member of all standing committees.

Section 3. Additional staff for or ex-officio members of the Council may be appointed by DHEC or
the Governor or may be requested by the Council.

The Governor’s office may appoint a staff liaison to serve as an ex-officio
member of the Council.
A Fitness Ambassador may be appointed by the Governor to serve as an ex-
officio member of the Council.
A graduate assistant may be obtained to assist the Executive Director and the
Council with its business.

ARTICLE V Committees

Section 1. There shall be an Executive Committee consisting of the Chairperson, the Vice-
chairperson, and three (3) elected members. The elected members of the Executive
Committee shall be elected yearly at the annual meeting, which is held in October. The
Executive Committee shall determine administrative policies and manage the business
of the Council. Vacancies on the Executive Committee shall be filled by appointment by
the Executive Committee, to serve until a special election can be held or the next
regularly scheduled quarterly meeting, whichever comes first. The Executive Director of
the Council shall serve on the Committee in an ex-officio capacity.

Section 2. There shall be standing committees to perform continuing functions of the Council.
They shall be governed by operating codes.

The standing committees shall include: Awards, Budget, Bylaws,
Media/Communications, Public Policy, Strategic Planning, and
Events/Endorsements.
Council members will volunteer to serve on one or more committees during their
entire term on the Council.

Section 3. Ad Hoc Committees may be appointed for specific duties by the President and/or at the
direction of the Council. The committees will be discontinued when the assigned
event/task is completed.

ARTICLE VI Conduct Of Business

Section1. The Council will meet quarterly to initiate and conduct business.

Section 2. All governor-appointed and elected members (18) of the Council are voting members.
The Executive Director and any other staff or liaison appointments are non-voting
members.

Section 3. The Chair will preside at all business meetings.

Section 4. A quorum must be present to conduct business. A quorum shall consist of one-half of
the voting membership.

Section 5. Any meeting where a quorum is not present will be conducted for information purposes
only.

Section 6. A mail/email vote may be initiated by the Council or Chair between regular meetings when
deemed expedient for the business of the Council.

The Chair shall be responsible for conducting the mail voting procedures.
The stipulated quorum must vote by the deadline. No votes will be accepted
after the deadline.
A majority of the votes cast must be affirmative for the issue to pass, providing
the quorum (for an official meeting) of responses was met.
All members will be informed of issues.

Section 7. The fiscal year shall be determined by the funding organization.

ARTICLE VII Parliamentary Authority

The Parliamentary authority shall be Robert's Rules of Order, as amended. The rules contained in Robert's Rules of Order shall govern the Council in all cases to which they are applicable, and in which they are not inconsistent with the constitution, bylaws, or the provisions of the Executive Order.

ARTICLE VIII Amendments

The bylaws may be amended by two-thirds vote of the Council voting members present at any of the general meetings of the Council, provided that a copy of the proposed amendment(s) shall have been sent to each member of the Council one month prior to the meeting at which the amendment will be presented and voted upon. Amendments shall not be in conflict with the Executive Order.

Approved: July 13, 2005

South Carolina Department of Health and Environmental Control