HomeMy WebLinkAbout7.2 Update SCAC Bylaws & Rules of Procedures
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STAFF REPORT
SENIOR CENTER ADVISORY COMMITTEE
DATE: February 1, 2018
TO: Honorable Chair and Commissioners
FROM:
Lisa McPherson, Recreation Manager
SUBJECT:
Updated Senior Center Advisory Committee Bylaws and Rules of
Procedure
Prepared by: Tyler Phillips, Recreation Coordinator
EXECUTIVE SUMMARY:
The Advisory Committee will receive a report on the updates to the Senior Center
Advisory Committee Bylaws and Rules of Procedure.
STAFF RECOMMENDATION:
Receive the Report.
FINANCIAL IMPACT:
None.
DESCRIPTION:
The Senior Center Advisory Committee is charged with the purpose of providing input
on senior services, assisting with implementation and promotion of senior activities and
addressing issues that affect seniors in the Community. The Bylaws and Rules of
Procedure govern the meetings and activities of the Advisory Committee, and include
the following sections:
· General Provisions
· Committee Composition and Method of Appointment
· Term of Office and Removal
· Vacancies
· Officers
· Sub-Committees
· Meetings
· General Responsibilities of the Committee
· Duties of Committee to be Advisory Only
· Staff Assistance
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· Amendments
Staff will review the Senior Advisory Committee Bylaws and Rules of Procedure with the
Advisory Committee Members, including the changes made recently by the City
Council.
Staff will advise the Senior Advisory Committee to contact Staff by email three days
prior to a meeting when Committee Members are unable to attend the meeting.
In addition, Staff will provide the Advisory Committee with information on the
Commissioner Resource Handbook, which provides background information on the City
of Dublin, as well as government and general operating guidelines for all
Commissioners and Advisory Committee Members. The Commissioner Resource
Handbook is available online at www.dublin.ca.gov/ArchiveCenter/ViewFile/Item/573
<http://www.dublin.ca.gov/ArchiveCenter/ViewFile/Item/573>.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Senior Center Advisory Committee Bylaws Updated on 7-18-17
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Bylaws and Rules of Procedure Page 1 of 4
Senior Center Advisory Committee July 18, 2017
CITY OF DUBLIN
SENIOR CENTER ADVISORY COMMITTEE
BYLAWS AND RULES OF PROCEDURE
ARTICLE I
GENERAL PROVISIONS
Section 1. 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.
Section 2. 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.
ARTICLE II
COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT
Section 1. The Advisory Committee shall be composed of five (5) members. The
Mayor shall make all appointments to the Commission, with the approval of the City Council.
Section 2. Committee members may resign at any time by giving written notice to
the Mayor, City Clerk, and Senior Center Staff.
Section 3. One member of the Parks and Community Services Commission shall
serve as a liaison to the Advisory Committee.
ARTICLE III
TERM OF OFFICE AND REMOVAL
Section 1. Committee members shall be appointed for terms which run four (4) years
beginning in December of even numbered election years and ending in December of even
numbered election years. At the end of a Committee member's term, the Committee member
may be reappointed to the Committee in the same manner as the initial appointment.
Committee members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year
terms.
Section 2. Any member of the Advisory Committee may be removed from office with
the approval of a majority of the City Council. Removal and appointment of Senior Center
Advisory Committee Members shall be made only at a regularly scheduled meeting of the City
Council.
Section 3. Committee Members should endeavor to attend all regular and special
meetings of the Advisory Committee. The Secretary to the Advisory Committee shall provide
the Mayor with quarterly attendance reports by Committee Members. After the third absence
from a regularly scheduled Committee meeting within any twelve (12) month period, said
Committee Member’s office shall be automatically declared vacant.
Section 4. If a Committee member ceases to reside in the City of Dublin, said
Committee member’s office shall be automatically declared vacant.
7.2.a
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Bylaws and Rules of Procedure Page 2 of 4
Senior Center Advisory Committee July 18, 2017
ARTICLE IV
VACANCIES
Section 1. 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.
ARTICLE V
OFFICERS
Section 1. 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 January of each year.
Elections, whether regular or to fill vacancies shall be held only if a simple majority of the
Advisory Committee members are present. The Advisory Committee shall, unless no
Committee Members meet the criteria, elect Committee Members to the positions that have not
previously served in the position and that have not declined the appointment, with the intent that
no one should serve in the position for more than two consecutive years.
The secretary to the Advisory Committee will be the City Manager or his/her designee.
Section 2. 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.
Section 3. Duties of Officers. The Chairman performs the following duties:
(a) Presides at all meetings of the Advisory Committee.
(b) Appoints sub-committees and chairpersons of sub-committees as
necessary.
(c) Signs correspondence on behalf of the Advisory Committee.
(d) Represents the Advisory Committee before the Parks and Services
Commission and City Council, or designates a representative.
(e) 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.
Section 4. The Sub-Committees. The Advisory Committee or the Chairperson, upon
direction of the Advisory Committee, may appoint several of its members, but less 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-Committees make recommendations directly to the
Advisory Committee.
7.2.a
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Bylaws and Rules of Procedure Page 3 of 4
Senior Center Advisory Committee July 18, 2017
A Sub-Committee may not represent the Advisory Committee before the Parks and
Community Services Commission and the City Council or other bodies unless it has first
received the authorization of the Advisory Committee to do so.
ARTICLE VI
MEETINGS
Section 1. 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.
Section 2. 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.
Section 3. Advisory Committee Members shall attend all regular and special
Committee meetings in person. Committee Members will not be permitted to use
teleconferences as an option to attend Committee meetings.
ARTICLE VII
GENERAL RESPONSIBILITIES OF THE COMMITTEE
Section 1. The Advisory Committee shall consider and make recommendations, as it
deems necessary to the City Parks and Community Services Commission, City Council, and
City Staff in all matters pertaining to the operation and maintenance of an effective, efficient,
and adequate Senior Center for Dublin citizens. 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.
ARTICLE VIII
DUTIES OF COMMITTEE TO BE ADVISORY ONLY
Section 1. It is intended that the Advisory Committee shall be an advisory body to
the Parks and Community Services 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. Each Committee Member is expected to serve the City
and the residents of the City of Dublin with professionalism and respect.
ARTICLE IX
STAFF ASSISTANCE
Section 1. 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.
7.2.a
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Bylaws and Rules of Procedure Page 4 of 4
Senior Center Advisory Committee July 18, 2017
ARTICLE X
AMENDMENTS
Section 1. These Bylaws and Rules of Procedure may be amended in the same
manner as originally adopted.
2584737.2
2808781.1
7.2.a
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