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HomeMy WebLinkAboutItem 4.02 Sr Center Committee Bylaws CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 27, 1992 SUBJECT Dublin Senior Center Advisory Committee Bylaws and Rules of Procedure Report by Diane Lowart, Recreation Director EXHIBITS ATTACHED A. Draft Bylaws and Rules of Procedure B. Resolution Adopting Bylaws and Rules of Procedure RECOMMENDATION Adopt Resolution FINANCIAL STATEMENT None DESCRIPTION At the October 12, 1987 meeting of the City Council , the Council approved the formation of the Dublin Senior Center Advisory Committee. The role of the Committee was to serve in an advisory capacity to the Staff, Commission and Council on the operation of the Senior Center. Although the Committee has been established for some time, there has never been formal bylaws with which the Committee has operated under. Consequently the Committee has developed draft bylaws and rules of procedure which are attached in Exhibit A. The bylaws have been reviewed and approved by the Parks and Recreation Commission. It is Staff's recommendation that the City Council adopt the resolution in Exhibit B, Adopting Bylaws And Rules Of Procedure For The Dublin Senior Center Advisory Committee. ITEM NO. COPIES TO: Senior Center Advisory Committee Parks and Recreation Commission CITY CLERK FILE /Do 0-?-:2n EXHIBIT A CITY OF DUBLIN DUBLIN SENIOR CENTER ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Dublin Senior Center Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof , and shall govern the meetings and activities of the Advisory Committee. II. COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT A. The Advisory Committee shall be composed of five members. Each City Councilmember shall be entitled to appoint one member to the Advisory Committee who will serve at his/her pleasure. B. Advisory Committee members may resign at any time by giving written notice to the Senior Center Staff and the City Councilmember who made the appointment. C. One member of the Parks and Recreation Commission shall serve as a non-voting member of the Advisory Committee. III. TERM OF OFFICE AND REMOVAL A. An Advisory Committee member shall be appointed for a term which runs concurrent with the term of the Councilmember who appointed that Committee member. At the end of a Committee member's term, the Committee member may be reappointed to the Advisory Committee in the same manner as the initial appointment. B. Any member of the Advisory Committee may be removed from office in the same manner as he/she was appointed. C. If a member of the Advisory Committee is absent from all regular meetings for a period of 90 days from the last regular meeting without permission from said Advisory Committee, or if a Committee member ceases to reside in the City of Dublin, said Committee member's office shall be declared vacant. IV. VACANCIES Vacancies on the Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. -1- V. OFFICERS A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee for a 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in December of each year. Elections, whether regular or to fill vacancies shall be held only if 5 Advisory Committee members are present. The secretary to the Advisory Committee will be the City Manager or his designate. B. Vacancies. In case of any vacancy in the Office of Chairperson or vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Advisory Committee. 2 . Appoints sub-committees and chairpersons of sub-committees as necessary. 3 . Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks & Recreation Commission and City Council . 5 . Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. D. The Sub-Committees. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its members, but fewer than a quorum, to serve as a Sub-Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Advisory Committee may appoint non-members to the Sub-Committee. Sub-Committee's make recommendations directly to the Advisory Committee. A Sub-Committee may not represent the Advisory Committee before the Parks and Recreation Commission and the City ' Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. -2- VI . MEETINGS A. The Advisory Committee shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMITTEE The Advisory Committee shall consider and make recommendations as it deems necessary to the Parks and Recreation Commission, City Council, and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate Senior Center for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of senior services and facilities; future senior needs; conduct of persons using the Senior Center; and rules for the use of the Senior Center by the public. VIII.DUTIES OF COMMITTEE TO BE ADVISORY ONLY It is intended that the Advisory Committee shall be an advisory body to the Parks and Recreation Commission and City Council . Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. IX. STAFF ASSISTANCE The City Manager shall provide the Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council . X. AMENDMENTS These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. -3- EXHIBI!' B RESOLUTION NO. - 92 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ------------------------------------------------------------ ADOPTING BYLAWS AND RULES OF PROCEDURE FOR THE DUBLIN SENIOR CENTER ADVISORY COMMITTEE WHEREAS, on October 12, 1987 the City Council of the City of Dublin approved the formation of the Dublin Senior Center Advisory Committee; and WHEREAS, the purpose of the Senior Center Advisory Committee is to advise the Parks and Recreation Commission and the City Council on matters pertaining to the operation and maintenance of an effective, efficient, and adequate Senior Center for the citizens of Dublin; and WHEREAS, the City Council has deemed it necessary to have Bylaws and Rules of Procedure for the operation of the Senior Center Advisory Committee. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Dublin hereby adopts the attached Bylaws and Rules of Procedure of the Dublin Senior Center Advisory Committee. PASSED, APPROVED, AND ADOPTED this 27th day of April, 1992 . AYES: NOES: ABSENT: Mayor ATTEST: City Clerk