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HomeMy WebLinkAboutSenior Advisory Board - Bylaws - 2005Cl 0 BYLAWS FOR THE FORT COLLINS SENIOR ADVISORY BOARD ARTICLE I Name of Organization Section 1. The name of this board is the Fort Collins Senior Advisory Board. Article II Objectives and Functions Section 1. Objective: • To help the senior citizens in the Fort Collins area live full and interesting lives so that they might continue to contribute, participate and share in the life of the community. Section 2. Functions: • To serve as a supporting agency for all senior citizen services and activities in Fort Collins; • To publicize and support present senior services and activities in the community; • To investigate and make recommendations regarding new senior citizen services and activities; • To encourage new senior citizen programs as need is indicated and, when appropriate, to participate in the planning and development of such programs if asked to do so; • To encourage and support widespread opportunities for more meaningful and useful participation of senior citizens in community activities and programs; • To establish and maintain communication with local, state and national groups and government agencies concerning senior citizens; • To advocate policies and practices within the community that respect and consider the needs and interests of senior citizens; • To work to dispel stereotypes about aging through education and awareness activities. ARTICLE III Membership Section 1. The voting membership of the Board shall consist of eleven (11) members. • Nine (9) members shall be appointed by the City Council to serve terms of four (4) years; • Two (2) members shall be nominated by the Fort Collins Senior Center Council, to serve terms of two (2) years; • Members shall assume their duties at the first regular meeting of the Board following their appointment; • All members serve without compensation. Section 2. Tenure: • No member shall serve more than two (2) consecutive terms. Section 3. Vacancies: • The Staff Liaison is responsible for notifying the City Clerk's Office when a member resigns or a vacancy exists for other reasons. A vacancy created by the departure of a member appointed by the City Council shall be filled by the City Council. A vacancy created by the departure of a member appointed by the Senior Center Council shall be filled by the Senior Center Council. ARTICLE IV Election of Officers Section 1. • A Nominations Committee shall be appointed by the Executive Committee of the Board in March of each year to make up a slate of candidates for chair, vice -chair and secretary from the membership. Nominations may also be made from the floor. • Officers shall be elected by simple majority of the official quorum at the regular meeting in June. They will take office in July. Section 2. Term: • Officers will serve a term of one year. There shall be no limitation on the number of terms the officers may serve. Section 3. In the event an officer does not serve out the entire term: • The vice -chair will serve as chair until a new chair is elected or until the term is completed; • If the office of vice -chair or secretary is vacant, a new vice -chair or secretary shall be elected to serve the remainder of the term. Section 4. The Senior Center Recreation Supervisor shall serve as support staff to the Board. ARTICLE V Duties of Officers Section 1. The officers comprise the Executive Committee. Section 2. The chair shall: • Preside over all meetings of the Board; • Provide items for meeting agendas and help determine the sequence of items; • Appoint committees as necessary to carry out the functions of the Board; • Appoint a secretary pro tem in the absence of the elected secretary; • Review all minutes prior to their distribution; • Serve as spokesperson to Council, or appoint another qualified Board member to serve in this capacity. Section 3. The vice -chair shall: • Assume the duties of the chair in his/her absence: • Assist in preparation of the agenda: • Carry out other duties as assigned by chair. Section 4. The secretary shall: • Keep formal minutes of each meeting including required information as outlined in the City Boards and Commissions Manual, and maintain them as part of the permanent files. Minutes will record outcome of votes; • Be custodian of all records of membership; • Transmit reports as required; • Transmit minutes and notices of meetings to all members of the Board; • Take care of correspondence, and handle other duties as assigned. ARTICLE VI Committees Section 1. With the exception of the Executive and Nominating Committees, committees will be formed as deemed necessary. Section 2. Sub -committee members will be approved by the Board and will serve at the Board's pleasure. Section 3. Membership on special sub -committees is not limited to Board members, but service on a sub -committee does not provide voting membership on the Board. ARTICLE VII Conduct of Business Section 1. A quorum for official conduct of business shall be six members. Section 2. The agenda for regular meetings shall include: • Call to order • Attendance • Citizen participation — 20 minutes • Approval of minutes • Old Business • New Business, including reports by advisory, agency, liaisons and staff representatives • Other Business/Open Discussion Section 3. The order of agenda items is at the discretion of the officers, as determined at an Executive Committee agenda meeting. Section 4. Format for special meetings may differ from that of a regular meeting. ARTICLE VIII Meetings Section 1. Scheduling of Meetings: • The Board meets on the second Wednesday of each month at 1:30 P.M. at the Fort Collins Senior Center. Meeting times and place may be changed with Board approval and notification to City personnel and the public. Section 2. Agendas: • The Executive Committee in conjunction with the assigned City staff liaison shall set agenda for meetings of the Board. • An agenda meeting will be held during the week prior to the scheduled meeting at a time and day set by the Executive Committee. • Agendas and related items shall be delivered to each Board member in timely manner before each meeting. Section 3. Special Board meetings may be called at the discretion of the presiding officer. ARTICLE IX General Responsibilities Section 1. Board members are expected to attend meetings. Any member with three (3) consecutive absences, or four (4) absences during a calendar year, will be dropped from membership as stated in the City Boards and Commissions Manual, if the member did not submit written notification to the Staff Liaison or chair prior to the meetings where the absences occurred. Section 2. Refer to General Information and Conflict of Interest sections of the Boards and Commissions Manual. ARTICLE X Public Participation Section 1. All meetings of the Board and of any committees of the Board shall be open to the public. Any meeting at which any formal action could occur or at which a majority or quorum is in attendance, or is expected to be in attendance, shall be held only after full and timely notice to the public. Section 2. Executive sessions may be called upon the affirmative vote of two-thirds (2/3) of the quorum present for the purpose of discussing personnel matters as described in the City Code, potential conflicts of interest, property acquisition and sales by the City, or meeting with the City Attorney or other attorneys representing the City regarding legal issues. No formal action shall be taken by the Board at such sessions. Section 3. Notices and/or agenda of meetings shall be sent via staff liaison to the City Clerk to be made public in accordance with City policy. Section 4. The Board shall use all practical means of communicating its goals and objectives as well as its recommendations to City Council and to the general public. Section 5. In addition to the notice requirements of the City Code, public meetings shall be widely publicized when matters of substantial public interest are under consideration. ARTICLE XI Relations with City Council Section 1. Minutes of all meetings shall be submitted by staff liaison to the City Clerk's office as required by the City Code and the City Boards and Commissions Manual. Section 2. When specific recommendations are made by the Board which require Council action, the Officers will contact the Council liaison in writing with a copy to the Recreation Manager. Section 3. The Recreation Manager shall propose them for consideration of the Council unless other arrangements are made for a Board spokesperson to do so. n u ARTICLE XII Work Plans and Annual Reviews Section 1. The Board will adopt an annual statement of goals and objectives in a Work Plan and evaluate its accomplishments of the previous year in an Annual Review report. These shall be filed with the City Clerk following the criteria and dates set forth in the Board and Commissions Manual. Section 2. The Board shall also provide other reports at such times as requested by Council or when deemed advisable by the Board. ARTICLE XIII Changes and Amendments Section 1. These bylaws may be amended by two-thirds vote of the Board members and subject to approval by the City Council. Section 2. Proposed amendments shall be presented for consideration at a regular meeting, and adopted at the next meeting. Section 3. Immediately after adoption, copies of these bylaws shall be distributed according to the City's requirement as outlined in the Responsibilities part of the Boards and Commissions Manual, including being filed with the City Clerk as part of the Board's permanent record. ARTICLE XIV Conformance Section 1. These bylaws shall be consistent with the Charter and Ordinances of the City of Fort Collins. Section 2. The Fort Collins Boards and Commissions Manual is the official guidelines for Board procedure and membership compliance. Section 3. Robert's Rules of Order, latest edition, shall govern parliamentary procedure of this Board. Revised and Updated February (June), 1995 Approved July 12, 1995 Revised February, 2001 Revised August, 2002 Revised March, 2005