What is the Hilltown Resource Management Cooperative?
The Hilltown Resource Management Cooperative (HRMC) is comprised of ten member Towns in western Massachusetts. The HRMC is governed by a Board consisting of two representatives from each of its member Towns. The HRMC is managed by a contract Administrator that reports to the Board. Each member Town pays an annual assessment that covers the operating expenses of the HRMC.
What Programs and Services Does the HRMC Provide?
The HRMC provides recycling, waste disposal, technical assistance, and sustainability services to its member Towns. The HRMC directly manages and coordinates the following programs and efforts for its memberTowns (not all inclusive – represents the most common services provided by HRMC to its member Towns):
- Program Administration, Logistics, and Financial Administration of:
- Electronics Collection and Recycling
- Freon Collection and Recycling
- Tire Collection and Recycling
- Universal Waste Collection and Recycling
- Household Rechargeable Battery Collection and Recycling
- Regional Household Hazardous Waste Collection Events
- Propane Tank Recycling
- Book Bin Collections and Recycling
- Salvation Army Collections
- Styrofoam and Pellet Bag Collection and Recycling
- Community Outreach and Education
- DEP Compliance Guidance and Reporting
- Bid and Contract Administration
- Grant Writing, Administration, and Reporting
- Regional Representation on behalf of the member Towns:
- MRF Advisory Board
- Representative at DEP Regional Recycling Coordinator Meetings
- Representing Member Towns on the Massachusetts Solid Waste Advisory Committee.
How does the HRMC help Towns Save Money?
The HRMC works closely with local officials in each of its member Towns by providing information and important compliance assistance. The HRMC assists our Towns with providing access to the resources needed for the successful management of their recycling, solid waste management, and sustainability programs.
Interested in Becoming an HRMC member?
If your community is interested in becoming a member, please call us at (413) 685-5498 or email us at email@example.com
HILLTOWN RESOURCE MANAGEMENT COOPERATIVE
Edited and Approved by HRMC Board May 20, 2019
ARTICLE I. NAME, PURPOSE, BOARD, BUDGET, ADMINISTRATOR, ACCOUNTING, PRINCIPAL OFFICE, FISCAL YEAR, ANNUAL REPORT
SECTION 1 – NAME
I-1.1The name of the organization shall be the “Hilltown Resource Management Cooperative”, herein after referred to as the HRMC.
SECTION 2 – PURPOSE
I-2.1The purpose of the HRMC shall be to develop and implement options and programs for the disposal of solid waste, recycling, composting, and other sustainability issues for its member Towns. The member Towns shall be Ashfield, Chesterfield, Cummington, Goshen, Huntington, Middlefield, Plainfield, Westhampton, Williamsburg, and Worthington. (Other Towns or regional groups may join in accordance with Article III, Section 7).
SECTION 3 – BOARD
I-3.1 A board consisting of two representatives from each member Town, herein after referred to as the HRMC Board, shall decide the policy of said HRMC.
I-3.2 Appointment: Representatives from each member Town shall be appointed by the Executive Body of such municipality. All appointments shall be in writing signed by the respective Executive Body, or its chair, and presented to the municipalities Town Clerk. The Clerk shall insure that all new representatives have received copies of the Massachusetts Conflict of Interest Law and the Massachusetts Open Meeting Law MGL Chapter 30A Sections 18-25.
I-3.3 Resignation: Any representative or alternate of the HRMC Board may resign by delivering his or her written resignation to the Executive Body of the member-Town which appointed him or her at the member Towns principal office and to the Chair of the HRMC.
I-3.4 Removal: Any representative to the HRMC Board may be removed only by the Executive Body of the member Town that appointed him or her.
I-3.5 Vacancies: If a member Towns representative(s) position is vacant for any reason, that Municipality’s Executive Body, or its chair, may appoint a person to fill the vacancy at any time, following the procedure specified in Section I-3.2, for the balance of the vacant term.
SECTION 4 - BUDGET
I-4.1 The HRMC “Annual Assessment Budget” shall be approved by a majority vote of the HRMC Board on or before February 15th of the current fiscal year for the next fiscal year.
I-4.2 The HRMC Annual Assessment Budget shall be determined by the following formula: (Note – the assessment amount specified per person and assessment amount specified per ton shall be set annually by the HRMC Board on or before January 30th of each fiscal year.)
Town Annual Assessment = [(Census Population x $$$ Specified amount/person) + (Annual Recycling plus Solid Waste Tonnage x $$$ Specified amount/ton)]
I-4.3 The HRMC Board may also determine to level fund or reduce member Town annual assessments as it deems fit.
I-4.4 The Total HRMC Budget = Annual Assessment + Any Additional Town Appropriations + Recycling Revenues Received by the HRMC on behalf of its Member Towns + Grants Received by the HRMC + Any Other Miscellaneous Revenues.
SECTION 5 – ADMINISTRATOR
I-5.1 The Administrator shall be a consultant/contracted position without benefits. The Administrator shall be hired under a reviewable and renewable contract by the HRMC Board. A separate 3-year renewable contract between the Administrator and the HRMC Board shall also be executed by the Board.
I-5.2 He/she shall perform all duties required by the HRMC Board and the rules and regulations pursuant thereto, and any other duties determined by the HRMC Board. He/she shall appear at all meetings of the HRMC Board and upon request at meetings of Town Boards of Selectmen and/or Boards of Health or participating Towns. He/she shall be responsible for all official records and shall record the events of all meetings of the HRMC. He/she shall keep orderly records of all business carried with all member towns, for the organization and all of its various programs.
I-5.3 All financial expenditures of the HRMC and the Administrator shall be regularly submitted to the HRMC treasurer and the “Independent Accountant”. The Administrator shall keep his/her own records of all funds requested and received by his/her office.
I-5.4 The HRMC Administrator’s contract with the HRMC may be terminated by the Board only upon a review clearly stating the reasons why at a formal executive session of the HRMC Board. The Administrator will be given 21 days to respond to any concerns or questions raised. These responses will be presented at a second executive session of the HRMC Board before contract termination.
SECTION 6 – ACCOUNTING
I-6.1 An “Independent Accountant” shall be utilized by the HRMC to review and pay all HRMC expenditures. This will be a contracted service and he/she shall keep track of all financial matters and records performed for the HRMC Board.
I-6.2 He/she shall keep accurate financial records for the HRMC Board in accordance with Massachusetts General Laws. The Administrator will be expected to submit detailed warrants for services rendered and program expenditures to the Independent Accountant for review on a regular basis.
I-6.3 All revenues received by the HRMC for assessments, program fees, recycling revenues, grants, gifts, etc. will be sent to the Independent Accountant.
SECTION 7 – PRINCIPAL OFFICE
I-7.1 The HRMC shall use the Williamsburg Town Offices as its Principal Offices when needed. The official mailing address and contact information for the HRMC shall be:
PO Box 630
Williamsburg, MA 01096
SECTION 8 - FISCAL YEAR
I-8.1 The fiscal year of the HRMC shall be July 1st – June 30th
SECTION 9 – ANNUAL REPORT
I-9.1 The HRMC Annual Report shall be prepared by the HRMC Administrator on or before January 30th of each fiscal year and approved by the Board. The HRMC Annual Report will also be sent to the member Towns for inclusion in each member Towns “Annual Town Report”.
ARTICLE II – MEMBERS, POWERS
SECTION 1 – MEMBERS
II-1.1 The Selectboard of each member Town shall appoint (2) two representatives to the HRMC Board.
II-1.2 When a member fails to regularly attend HRMC meetings without excuse, the HRMC Board may request the member Town Selectboard remove said member from the HRMC Board and request that they appoint a new member.
SECTION 2 – POWERS
II-2.1 The HRMC Board shall exercise all power given to it by Massachusetts General Law, by it’s Memorandum of Understanding with and between the participating Towns, these bylaws, and any other applicable laws. The HRMC Board has the power to hire contract employees, consultants, employees, to sue and be sued, to receive and dispense funds for any purpose of the Cooperative, to incur temporary debt in anticipation of revenue to be received from member Towns, to assess member Towns for any expenses of the Cooperative, to receive recycling revenues on behalf of its member Towns, to receive grants and gifts for the purposes of the Cooperative, to engage legal council, to enter into contracts on behalf of member Towns with other non-member Towns as well as other bodies politic, the United States, other persons, organizations or businesses.
II-2.2 The HRMC, in order to perform its functions may reallocate available funds or expense items. The HRMC may also establish a system of fees based on actual, projected, or estimated use of program services or assets, including proposed application fee(s) for new member Town applications, and special Town Assessments.
ARTICLE III – MEETINGS, PLACE, ANNUAL MEETINGS, REGULAR MEETINGS, SPECIAL MEETINGS, QUORUM, VOTING, ADMISSION OF NEW TOWNS
SECTION 1- PLACE
III-1.1 Annual and Regular Meetings of the HRMC shall be held at its Principal Office unless otherwise designated by a vote of the members. Notice of the meetings shall be properly posted as required by State laws.
SECTION 2 – ANNUAL MEETINGS
III-2.1 The Annual Meeting of the HRMC Board shall be opened on or before June 30th of the current fiscal year at the HRMC Principal Office, unless otherwise designated by a vote of Board members. Electronic notification via email may also additionally be utilized for board member Annual Meeting notifications.
SECTION 3 – REGULAR MEETINGS
III-3.1 The regular Meetings of the HRMC Board shall be the third Monday of every other month, unless otherwise designated by the HRMC Board.
III-3.2 The members shall be given no less than (7) seven days notice of the regular meeting. Electronic notification via email may also be additionally utilized for Board member regular meeting notifications.
III-3.3 Meetings shall be properly posted and conducted at the principal office in accordance with Massachusetts “Open Meeting Law”.
SECTION 4 – SPECIAL MEETINGS
III-4.1Special meetings of the HRMC Board may be called by the Chairman and/or by a 1/3 vote of the HRMC Boards membership. Notice of said meeting shall be mailed to all members (7) days prior to the meeting. The business of the special meeting shall be clearly stated in the notice of the special meeting.
SECTION 5 – QUORUM
III-5.1At all meetings of the HRMC, a quorum shall constitute a majority of the member Towns of the HRMC Board.
SECTION 6 – VOTING
III-6.1 Voting will be done on a one town, one vote basis. A majority of all members present shall decide any question brought before the HRMC Board excepting changes in bylaws, amendments and membership, which shall be determined by a 2/3 vote.
III-6.2 Roberts’ Rules of Order shall govern all meetings of the HRMC Board. The manner of voting shall be by show of hands or a roll call vote if requested by a member of the HRMC Board.
III-6.3 All motions shall be recorded in the minutes and shall be public information, unless taken in executive session, the reason justifying each shall be recorded in said minutes.
SECTION 7 – ADMISSION OF NEW TOWNS
III-7.1 The annual assessment of a new member Town shall be determined in accordance with the HRMC member Town assessment formula as stated in Article I, Section 4.2.
III-7.2 Once a new Town has voted to join the HRMC, the admission of the new town (s) shall be determined by the two-thirds (2/3) vote of the existing member towns of the HRMC Board.
III-7.3 Said Town shall become a member on July 1st upon receipt of a fully executed Memorandum of Understanding.
ARTICLE IV – HRMC OFFICERS, GENERAL, CHAIRMAN, VICE-CHAIRMAN, TREASURER, REMOVAL OF OFFICERS, VACANT OFFICES
SECTION 1 – GENERAL
IV-1.1 The officers of the HRMC Board shall be a Chairman, Vice-Chairman, and Treasurer who shall be duly elected at the HRMC Annual Meeting for a Term of one year. All HRMC officer positions are volunteer positions without remuneration.
SECTION 2 – CHAIRMAN
IV-2.1 The Chairman shall preside at all meetings of the HRMC Board except as other wise noted herein. The Chairman shall sign all authorized contracts and all other documents on behalf of and authorized by the HRMC Board. The Chairman is also expected to present recommendations and information as found necessary to conduct the business of the meeting.
SECTION 3 – VICE-CHAIRMAN
IV-3.1 The Vice-chairman shall have all of the powers of the Chairman in the absence of the Chairman.
SECTION 4 – TREASURER
IV-4.1 The HRMC Treasurer shall review all warrants submitted to the independent accountant before payment. The Treasurer shall keep track of all HRMC revenues and expenses through financial information provided by the independent accountant and the HRMC Administrator. He/she shall keep accurate financial records for the HRMC Board in accordance with Massachusetts General Laws. He/she shall update the HRMC Board quarterly on the overall status of the HRMC budget.
SECTION 5 – REMOVAL OF OFFICERS
IV-5.1 By a vote of 2/3 of the Boards membership, any officer may be removed for just cause. Justification for removal must be submitted in writing to all members of the HRMC Board 21 days prior to the next scheduled Board meeting as well as to the officer in question.
SECTION 6 – VACANT OFFICES
IV-6.1 If an office is vacant by removal, resignation or death of an officer, the HRMC Board shall elect a successor at the next regular meeting of the HRMC for the unexpired term of said office.
SECTION 7 – EXECUTIVE COMMITTEE
IV-7.1 The Executive Committee will be composed of the HRMC Board Chair, Vice-Chair, and Treasurer. The Executive Committee shall exercise the powers of the HRMC Board, with prior communication to Board members, at any time when it would not be practical for the full board to meet to review or act upon any matter.
SECTION 8 - AD HOC COMMITTEES
IV-8.1 The HRMC Board may from time to time form ad hoc committees and appoint representatives from member Towns to serve on ad hoc committees.
ARTICLE V – AMENDMENTS, GENERAL
SECTION 1 – GENERAL
These bylaws may be amended, altered or replaced in whole or in part by a two-thirds (2/3) of a quorum of the Boards membership at a regular, annual or special meeting of the HRMC Board. Proposed bylaw changes must be submitted to the membership at least 7 days prior to the meeting for review by the HRMC Board.
Article VI – Conflict of Interest
The HRMC Board and its representatives, shall comply in full with the Commonwealth of Massachusetts so-called “Conflict of Interest Laws”, as delineated in Chapter 268A of the General Laws
Article VII – Non-Discrimination
In administering its affairs, the HRMC Board and its representatives shall not discriminate against any person on the basis of race, color, religion, gender, gender-identify, national origin, ancestry, sexual orientation, age, genetics, veteran status, marital status, political affiliation or belief, or disability or any other class protected under state and federal law.