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HomeMy WebLinkAboutResolution - 282 - Approve By-Laws - Commujnity Services Commission - CSA Instruction 6400-0La - 09_27_1979RESOLUTION #28� - 9/27/79 RRS(1T TTTTnM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock does hereby approve and adopt the By -Laws of the City of Lubbock Community Services Commission, drafted in conformity with the Community Services Administration Instruction 6400-01a, and attached herewith which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 27th day of September 1979. ATTEST: Evelyn Gaffga, City Secreta y easurer APPROVED AS TO CONTENT: Archie Bottoms, Community Services Dept. Supervisor APPROVED AS TO FORM: Susan Tom, Assistant City Attorney N ,(Revised August, 1979, in conformity with CSA Instruction 6400-01a) BY - L A W S CITY OF LUBBOCK COMMUNITY SERVICES COMMISSION ARTICLE I - NAME The name of this organization shall be the Community Services Cot,unission of the City of Lubbock; hereinafter called the Commission. ARTICLE II - PURPOSES AND FUNCTIONS The Commission shall serve as the Community Action Board for the City of Lubbock and its Community Services Department; it shall participate in the development and implementation of programs designed to serve the poor and the community at large in the City of Lubbock; it shall act as an advisory board to assist the City Coun- cil and the City Manager in the supervision, guidance and enforcement of such rules, standards and policies as are adopted to conduct these programs; it shall function as a continuing and effective mechanism for securing broad community involvement in programs sanctioned by the City Council. ARTICLE III - MLMBERSHIP Section 1. Composition of the Commission. The Commission shall consist of fifteen members --five public officials, or their representatives; five persons representing the poor; and five representatives of private organizations (,taken from business, industry, labor, religion, welfare or other private groups and interests). Section 2. Selection of Commission Members. Members shall be selected in such a manner as to assure that they speak and act on behalf of the group or organization which they represent. (1) Public Sector. The City Council shall select five public officials to serve on the Commission, who have either general governmental responsibilities or responsibilities which require them to deal with poverty -related issues. In the event that there are not enough elected public officials reasonably available and willing to serve on the Commission, the City Council may select appointed public officials. Each public official may choose one permanent representative to serve on the Commission in his/her place, either full time or whenever he/she is unable to attend a meeting. These representatives need not be public officials themselves, but shall have full authority to act for those whom they represent. (2) Representatives of the Poor. Five members shall represent the poor and shall be chosen by an annual election process in accordance with deyiocratic pro- cedures adequate to assure that they represent the poor in the areas served by the Department. They need not be poor themselves, but they must live in the area re- presented. That part of Lubbock encompassing predominately low-income persons shall be divided into five areas, each of which will elect one representative. All representatives of each target area may participate in the election process, but special emphasis shall be given to assuring that those residents who are poor shall participate fully. (3) Private Sector. The City Council shall at its discretion select five private organizations to be represented on the Commission, reviewing annually those P M � Page 2 whose membership expires in order to assure balanced representation. Once an organ- ization is selected it shall choose the person to represent it on the Commission. Each representative shall be empowered to speak and act on behalf of the organization which he/she represents in connection with the Commission's business. Section 3. Alternates. Alternates may be selected to substitute for Commission mem- bers representing the poor or private organizations. Alternates shall be selected in the same manner and at the same time as the representatives themselves. Each board member may have only one alternate; each alternate may substitute for only one board member; no alternate may serve as an officer of the Commission. Section 4. Petition Procedure. Community agencies and representative groups of the poor which feel themselves inadequately represented on the Commission may petition for adequate representation. Such petitions must be signed by fifty members of the petitioning group or by fifty percent of -the actual members of that group, which- ever is less. The decision of the City Council shall be forwarded in writing to the CSA Region VI office. Section 5. Term of Office and Tenure. Terms of office for representatives of the poor and of private organizations shall be two years; such representatives may serve up to five consecutive years, but no more than a total of ten years. Public offici- als or their representatives serve at the pleasure of the City Council and as long as the public official is currently holding office. Public officials or their representatives may be removedfrom office only by the City Council. Representatives of the poor and of private organizations may be removed by reason of moving from the City or the area represented, inability to serve, or failure to attend three of any five consecutive meetings. Vacancies shall be filled in the following manner: (a) When the seat of a public official is vacant, the Commission shall ask the City Council to select another public official to fill the seat.. (b) When the seat of a representative of a private organization is vacant, the Commission shall ask that organization to name another representative to fill out the term. (c) When the seat of a representative of the poor is vacant, the remaining representatives of the poor, acting alone, shall select a person to fill out the term, with the condition that the person selected represent the same area as the original representative. ARTICIE IV - MEETINGS Section 1. Schedule and Notice.- The Commission shall meet on a regular basis, at least every ten weeks, and shall schedule the meetings for the convenience of its members and of the general public. Special meetings may be called by the Pres- ident or upon request of any five members. The Commission shall provide in writing to all its members notice of and the agenda for any meeting at least five days in advance. Section 2. Quorum. The presence of 50 percent of the nonvacant seats on the Com- mission at any regular or duly called meeting shall constitute a quorum. The act of the majority of the Commission members present at a meeting at which a quorum Is present shall be an act of the Commission. Voting by proxy is not permitted. :'age 3 Section 3. Minutes. The Commission shall see to it that written minutes are kept for each meeting, which include a record of votes on all motions. Minutes of the previous meeting; shall be distributed to all members before the next meeting, and shall be made available to the public upon request. The Commnission shall also make available to the public upon request translation of the minutes into Spanish. Section 4. Compensation. Regular compensation to members of the Commission for their services on the board is not permitted. However, representatives of the poor may be reimbursed for wages lost in attending meetings. Section 5. Rules of Meeting. All meetings shall begin promptly as scheduled; they shall be conducted according to Roberts Rules of girder, Revised. ARTICLE V - OFFICERS Section 1. Officers. The officers of this Comission shall be President, Vice - President, and Secretary. The President shall preside over meetings and shall de- termine in advance the agenda of each meeting. The Vice -President shall act in the absence of the President, and perform such other duties as determined by the Commission. The Secretary shall see to the recording of the minutes of each meet- ing, and shall be responsible under the President's direction for correspondence pertaining to the Commission. Section 2. Selection. (a) The President and Vice -President shall be elected an- nually to serve one-year terms. Any vacancy shall be filled by an election for the unexpired portion of the term. (b) At the meeting prior to the election meeting;, a nominating committee of three (one from each sector of the Commission) shall be appointed by the president. (c) Election shall be by secret ballot on candidates named by the nominating committee and on candidates nominated from the floor. The consent of all nominees must have been secured before proposing their names. (d) The Department's executive director shall serve as Secretary. ARTICLE VI - COMMITTEES Section 1. Standing Committees. There shall be three standing committees: (a) Planning Committee reviews the planning processes, recommends goals, ob- jectives, etc. (b) Administrative Committee reviews procedures to carry out policy; monthly reports, audits, personnel procedures. (c) Evaluation Commit'tee reviews proposals, progress reports, evaluations, and training. Section 2. Special Committees. The President may appoint special ad hoc committees as the need arises. ARTICLE VII - POWERS OF THE COMMISSION Section 1. Powers. The Commission shall have the following powers: (a) to participate jointly and to concur formally in the selection of the Executive Director of the Community Services Department; (b) to exercise all powers which the City Council chooses to delegate to the Commission; A 1 i 4 ?jj;l: 4 (c) to oversee the extent and the quality of the participation of the poor is the programs of the Community Services Department; (d) to determine, subject to CSA policies, rules and procedures for itself as a ccxnmunity action board; (e) to select the officers and the committees of the Commission. Section 2. Deliberative Rights. The Commission shall deliberate upon the following matters and submit its written recommendations to the City Council before the latter renders a final decision: (a) determination, subject to CSA policies, of major personnel, organization, fiscal, and program policies; (b) determination of overall program plans and priorities; (c) approval of all program proposals and budgets; (d) approval of all evaluation and assessment studies and reports; (e) approval of all arrangements for delegating the planning, conducting, or evaluating a component of the work program. Section 3. Consultative Right. The Commission has the right to a reasonable ad - vane notice of, and an opportunity to make recommendations to the City Council concerning, the City Council's exercise of all powers concerning the community action program not delegated to the Commission. ARTICLE V I I I - AMENDMENTS (1) These by-laws may be amended, altered or revised by a majority vote of the Commission and subsequent approval by the City Council. (2) All amendments shall be in conformity with CSA regulations and instructions. (3) Proposed amendments, alterations or revisions of these by-laws shall be sub- ject to the notice and agenda requirements of Article IV, Section 1. (4) Notice of any amendments, alterations, or revisions of these by-laws shall be ', promptly sent to CSA Region VI office.