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HomeMy WebLinkAboutItem 4.05 Amend Human Svcs Bylaws or 19 82 STAFF REPORT CITY CLERK ` CITY COUNCIL File #430-20 DATE: July 21, 2015 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager " SUBJECT: Amendment to Human Services Commission Bylaws Prepared by Amy Cunningham, Assistant to the City Manager and Ellen Keating, Community Development Intern EXECUTIVE SUMMARY: The City Council will consider an amendment to the Human Services Commission bylaws which increases the frequency of meetings from four (4) to six (6) times per year. FINANCIAL IMPACT: None. RECOMMENDATION: Staff recommends the City Council approve the amendments to the bylaws increasing the frequency of Human Services Commission meeting to six (6) times per year. Submitted By 'Reviewed By Community Development Director Assistant City Manager DESCRIPTION: As part of this year's Strategic Plan process, the City Council recommended increasing the frequency of Human Services Commission (HSC) meetings from four (4) to six (6) times per year. The City Council recognized the important strides the HSC has made around human services in Dublin and the greater Tri-Valley region since the HSC's creation in 2013. An increase in the number of annual meetings will allow the HSC to more effectively meet its goals and realize its mission each year. Increasing the frequency of meetings requires changes to the adopted HSC bylaws. The proposed Bylaw amendment is attached to this report (Attachment 1). If approved, the HSC will establish a new regular meeting schedule at its next meeting on July 23, 2015. Page 1 of 2 ITEM NO. 4.5 NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Proposed HSC Bylaw Amendment Page 2 of 2 CITY OF DUBLIN HUMAN SERVICES COMMISSION 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 Human Services Commission 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 Commission. 1 I. COMMISSION COMPOSITION AND METHOD OF APPOINTMENT A. The Human Services Commission shall be composed of five (5) members. B. The Mayor shall make all appointments to the Commission,with the approval of the City Council. C. Commission members may resign at any time giving written notice to the Mayor and City Clerk. Ill. TERM OF OFFICE AND REMOVAL A. Commission members shall be appointed for terms which run four(4)years beginning in December of even numbered election years and ending in December of an even numbered election year. At the end of a Commissioner member's term,the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8)years with tow(2)4-year terms. B. Any member of the Commission may be removed from office by the Mayor,with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. C. Commission members must attend 75%of all regular and special meetings in a 12 month period. The Secretary to the Commission shall provide the Mayor with quaFteray six attendance reports per year, and an annual overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from two consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. Bylaws and Rules of Procedure Page 1 of 3 Human Services Commission Adopted July 21, 2011;4u;umot '^, 2^" D. If a Commission member ceases to reside in the City of Dublin, said Commissioner's office shall be declared vacant. IV. VACANCIES A. Vacancies on the Commission 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. V. OFFICERS A. Election and Term of Office. The Commission shall elect a Chairperson and Vice Chairperson at the first meeting in January of each year or, if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners 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 no more than two consecutive years. The secretary to the Commission will be the City Manager or his/her designee. 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 Chairperson performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committees and chairpersons of committees as necessary. 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the City Council. 5. Performs other duties necessary or customary to the office. D. The Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but fewer than a quorum,to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable,the Commission may appoint non-members to the Committee. Committees make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. Bylaws and Rules of Procedure Page 2 of 3 Human Services Commission Adopted July 21, 2011;4u;umot '^, 2^" V1. MEETINGS A. The Commission shall hold regular meetings at least^^^^ p^F ^.+^F six(6)times per year at a designated time and place which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission 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 Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, 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 COMMISSION A. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to human service needs in the Tri-Valley. Such recommendations would include, but are not limited to the Community Grants Program, the 2011 Tri-Valley Needs Assessment, and the federal Community Development Block Grant Program. V 111. DUTIES OF COMMISSION TO BE ADVISORY ONLY A. It is intended that the Commission shall be an advisory body to the 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. STAFFASSISTANCE A. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Human Services Commission Adopted July 21, 2011;4u;umot 20, 2^"