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HomeMy WebLinkAboutHuman Services Advisory Board Bylaws 2017Human Services Advisory Board Bylaws Article I Purpose Per TMC 2.34.010 the Human Services Advisory Board (Board) is hereby established to serve in an advisory capacity to the Mayor and the City Council for the City of Tukwila. The objective of the Human Services Advisory Board is to: 1. Assist in monitoring and assessing the need for human services in Tukwila; 2. Provide recommendations for the prioritizing of human services needs within the City; 3. Recommend human services policies; 4. Recommend human services projects for City funding; 5. Receive and review proposals for human service programs; 6. Render other assistance or advice on the human services issue as needed. Article II Membership Per TMC 2.34.020 Human Service Advisory Board members must meet at least one of the following requirements: 1. Be a resident of the City of Tukwila; 2. Own or work at a business within the City of Tukwila; 3. Be an employee or a board member of a faith based or non-profit organization operating within the City; 4. Be an employee of one of the school districts operating within the City; or 5. Be an employee within the medical health community operating within the City. The Board shall be comprised of seven members that meet the requirements of TMC 2.34.020 A and should include, to the extent possible: 1. One representative from Tukwila's business community; 2. One representative from a Tukwila faith based or non-profit organization; 3. Three community members; 4. One representative from the local school districts; 5. One representative from Tukwila's medical health community. Length of Appointment The term of membership for the members of the be three years. Resignation If a Board member is unable to complete their term of service a should be sent to the Mayor indicating the effective date of the Removal A Board member may be removed from the position if absent without being excused for three consecutive meetings or six regular meetings in a calendar year. Compensation Members will receive no monetary compensation for serving on the Board. A. B. C. D. Human Services Advisory Board shall letter of resignation resignation. Article III Duties of the Board, Officers, Members and Support Staff A. Duties of the Board As stated in City of Tukwila Municipal Code 2.34 the Board shall undertake the duties and responsibilities defined in TMC 2.34.010. B. Officers Officers shall be a Chair and a Vice -Chair; both appointed members of the Board and voted into office by the Board. In absence of both the Chair and the Vice -Chair members shall elect a Chair pro tem. C. Duties of the Officers Chair The Chair shall preside at all meetings and adhere to the duties of the presiding officer prescribed in Robert's Rules of Order Newly Revised. When necessary, the Chair shall call for special meetings. The Chair shall be a full voting member of the Board. The Chair may delegate duties to other Board members with the consent of the Board. The Chair shall speak on behalf of the Board before City Council, the public and City staff. The responsibilities of the chair include: • Coordinating meeting preparation with City staff; and • Representing the Board in the community. The term of office shall be one year. Vice -Chair The Vice -Chair shall perform the duties of the Chair in absence of the Chair. The Vice - Chair may also speak on behalf of the Board before City Council, the public and City staff when the Chair is not available to speak. The term of office shall be one year. D. Duties of Board Members It is the responsibility of all Board members to: • Arrange adequate time to carry out responsibility as a Board member; • Come to meetings prepared: Read all reports, proposals and documents distributed prior to meetings; • Listen to other Board members and communicate with respect and courtesy; and • Participate in group discussion and decision making. I. Ethics Training Every Board member must complete Ethics Training and sign an Ethics Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. II. Open Public Meetings Act Training Pursuant to RCW 42.30.205, every Board member must complete training on the Open Public Meetings Act and sign an OPMA Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. III. Public Records Training Every Board member must complete training on the Public Records Act and sign a Public Records Training Certification Form within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. IV. Conflict of Interest Washington's ethics laws prohibit public officials from gaining financially as a result of his or her position. Public officials must declare any conflicts of interest at a public meeting. A conflict exists if a recommendation potentially could affect the finances of the group member or the finances of a family member. If a conflict exists, the member must declare this fact at a meeting where the issue is being discussed and refrain from discussing or voting on the recommendation. Every Board member must sign a Conflict of Interest Disclosure Form within 90 days of appointment and must sign a new Disclosure Form within 90 days of reappointment or every four years, whichever comes first. E. Duties of Support Staff A City staff person is assigned to support the Board. The primary role of staff is to represent the City and facilitate communication between the Board, City Administration, the City Council and other City departments. Staff responsibilities include: • Ensuring compliance with applicable laws, such as the Open Public Meetings Act (OPMA) and the Public Records Act (PRA); • Providing professional guidance, issue analysis and recommendations; • Assisting with research, report preparation and correspondence; and • Compiling agendas, maintaining minutes, forwarding recommendations and/or implementing actions. Article IV Elections The Board shall elect a Vice Chair each year. The Vice Chair from the previous year will automatically promote to the Chair. The Vice Chair shall be elected and take office annually at the first regular public meeting of the Board each year. The election will take place as the first item of new business and the officers will assume their duties at the close of elections. The election of the Vice Chair will be conducted by the Chair. No one Board member shall nominate more than one person for an office. Nominations do not require a second. The Char will repeat each nomination, ask for further nominations, and when there are none the Chair will declare the nominations closed. A motion to close nominations is not necessary. After nominations have been closed, voting for the Vice Chair takes place in the order nominations were made. Board members will be asked to vote by a raise of hands. As soon as one of the nominees receives a majority vote of the seated members the Chair will declare that Board member elected as the Vice Chair. No votes will be taken on any remaining nominees. A tie vote results in a failed nomination. If none of the nominees receive a majority vote the Chair will call for nominations again and repeat the process until a single candidate receives a majority vote. Should the Chair be vacated prior to the completion of the Term, the Vice -Chair will assume the duties and responsibilities of the Chair for the remainder of the Term. The Chair will then conduct elections for a new Vice -Chair. Should the Vice -Chair be vacated prior to the completion of the Term, the Chair will conduct elections for a new Vice -Chair to serve out the remainder of the Term. OR The Board shall designate a Chair and a Vice Chair to serve for one year. Designations are based on longevity of service on the Board and will rotate through all of the members before a member serves an additional term. Generally, officers shall be designated and take office annually at the first regular public meeting of the Board in January. The first item of new business shall be the designation of the officers and they will assume their duties at that time. The Vice -Chair from the previous year will be designated as Chair and the next member in line in line of seniority will be designated as the Vice -Chair. Should the Chair be vacated prior to the completion of the Term, the Vice -Chair will assume the duties and responsibilities of the Chair for the remainder of the Term. The next member in line of seniority will then be designated as the new Vice -Chair to serve out the remainder of the Term. Should the Vice -Chair be vacated prior to the completion of the Term, the Chair will designate the next member in line of seniority as the new Vice -Chair to serve out the remainder of the Term. Article V Meetings All Board meetings shall comply with the requirements of the Open Public Meetings Act RCW 42.30. All meetings shall be noticed and open to the public. A. Schedule The Board shall hold regular meetings once per quarter. Any Board meeting may be canceled by a majority vote or consensus of the Board. The Chair or Vice -Chair may cancel a meeting for lack of agenda items or lack of a quorum. B. Special Meetings Special meetings may be held by the Board subject to notice requirements prescribed by State law. Special meetings may be called by the Chair, the City Council, or the Mayor, or by the written request of any three (3) Board members by written notice emailed or delivered to each member of the Board at least 24 hours before the time specified for the proposed meeting. Special meetings called shall state the subject(s) to be considered and no subject other than those specified in the notice shall be considered. No special meetings shall be scheduled between November 15' and the end of the year. The agenda for a special meeting need not conform to the Order of Business in Section C of this Article. C. Order of Business The order of business for each regular meeting of the Board shall be as follows: 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes 5. Unfinished Business 6. New Business 7. Reports of Board Members/Announcements 8. Agenda for Next Meeting 9. Adjournment D. Notices The public shall be notified of the preliminary agenda for the forthcoming Board meeting by posting a copy of the agenda in the City's Digital Records Center. Article VI Rules of Meetings A. Absences Absence from more than three (3) consecutive Board meetings may be cause for removal. Members shall communicate with the Chair, the Vice -Chair or the City Admin staff person with requests for an excused absence. Emergency requests may be considered. The Chair may approve the absence. B. Quorum At all Board meetings, the presence of the majority of the currently seated members constitutes a quorum. A quorum is required for the Board to take any action. C. Rules of Procedure The current edition of Robert's Rules of Order Newly Revised shall provide the basis for meeting structure and official decisions shall be made by motion and vote of the Board. D. Meeting Decorum To provide a fair and efficient forum for the conduct of business at Board meetings the following rules of decorum shall be observed: 1. Board members should obtain recognition from the chair before speaking to the board. 2. The Board may allow comments from members of the public attending Board meetings by permission of the Chair or majority vote of the Board members present. 3. If there are a large number of people who wish to speak at a meeting the Chair may limit each speaker to 5 minutes of speaking time. If a speaker is representing an organization, the Chair may grant that speaker an additional 5 minutes of speaking time. 4. Once a member of the public has spoken in regard to a specific matter before the Board, he/she shall not be recognized to speak again until all persons wishing to speak have first been given the opportunity to do so. 5. To aid in the creation of accurate meeting minutes all speakers should provide their first and last name each time they address the Board. 6. Board meetings will begin promptly as indicated on the public notice. Meetings will continue until the agenda items have been completed or for three (3) hours whichever comes first. Continuation of a meeting beyond three (3) hours requires approval of a motion to extend by a majority vote. If no motion is approved the Chair will continue the meeting to a specific date. E. Voting In instances where a vote is called for or required, the present majority is sufficient to act (providing a quorum is present). Each member shall have one vote and no proxies shall be allowed. Present members may abstain. The Chair may vote on any issue and shall vote in the event of a tie. No action is taken if the Chair votes and the tie continues. A majority vote shall carry and minority opinions shall be formally registered in the minutes and report to the City Council. F. Adjournment/Recess/Continuations Meetings shall be adjourned by a majority vote of the Board or by the chair when it appears that there is no further business. The Board may, by majority vote or consensus, recess for a short break. The proposal to recess may set a time limit or can be until the Chair calls the meeting back to order. Continuations of meetings shall be to a definite time and place by the majority vote of present Board members. Article VII Code of Ethics Members of the Board shall fully comply with RCW 42.23 Code of Ethics for Municipal Officers and with TMC 2.95 Code of Ethics for Employees and Appointed Officials. Article VIII Amendments These Bylaws may be amended or repealed and new Bylaws may be adopted at any regular meeting or special meeting by a majority of the vote of the membership. A copy of the proposed Bylaws or amendments thereto, shall be furnished to each member at least three (3) days prior to the date of the meeting. All amendments to the Bylaws shall be submitted to the Mayor and City Council for their information.