HomeMy WebLinkAboutStrategic Partnerships for Community Services Bylaws 12.2015CITY OF GEORGETOWN
STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES
ADVISORY BOARD
BYLAWS
ARTICLE I. NAME AND PURPOSE
Section 1.1. Name. Strategic Partnerships for Community Services Advisory Board
("Board").
Section 1.2. Purpose. The City of Georgetown values partnerships with organizations that
are committed to addressing our community's greatest public challenges. The purpose of
City funding to the nonprofit sector is to cultivate and sustain partnerships with 501(c)3
organizations that strengthen the City's key priorities in the following areas: Public Safety;
Transportation; Housing; Parks and Recreation; Veteran Services; and Safety Net. The Board
will participate in the grant funding process, will review and evaluate applications
submitted for City funds, and will make recommendations to the City Council in accordance
with the policies and guidelines established by the City Council. See Ordinance Chapter 2.114.
ARTICLE II. MEMBERSHIP
Section 2.1. Number of Members. The Board will be comprised of five (5) Members.
Section 2.2. Eligibility. Each Member shall reside in the City of Georgetown corporate
City limits or the extraterritorial jurisdiction of the City. Members shall be selected from
the following categories including:
1. One member who is a CPA or Accountant, preferably with nonprofit financial
background;
2.One member with a strong working knowledge of local nonprofits;
3.One member with expertise in grant writing and/or grant evaluation; and
4. Two citizens -at -large with relevant expertise in fields such as health care,
education, etc.
If no qualified individuals are available, appointments may be made in accordance with the
Code of Ordinances Chapter 2.36.030(G).
Section 2.3. Appointment of Board Members. Members of the Board shall be appointed
pursuant to and in accordance with the City Charter.
Strategic Partnerships for Community Services Advisory Board
Established December 2015
Page 1 of 6
Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2)
years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section
2.36.030A for additional provisions regarding terms of office.
Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as
reasonably possible and in the same manner as an appointment in accordance with the City
Charter. If possible, the Member shall continue to serve until the vacancy is filled. An
appointment to fill a vacated term is not included as a term for purposes of counting
consecutive terms.
Section 2.6. Compensation and Expenditure of Funds. Members serve without
compensation. The Board and its Members have no authority to expend funds or to incur
or make an obligation on behalf of the City unless authorized and approved by the City
Council. Members may be reimbursed for expenses authorized and approved by the City
Council and the Board.
Section 2.7. Compliance with City Policy. Members will comply with City Ordinances,
Rules and Policies applicable to the Board and the Members, including but not limited to
Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter
2.36.
Section 2.8. Removal. Any Member may be removed from their position on the Board for
any reason, or for no reason, by a majority vote of the City Council.
ARTICLE III. BOARD OFFICERS
Section 3.1. Officers. The Board Officers are Chairman, Vice -Chairman and Secretary.
The Chairman is recommended by the Mayor and the City Council shall approve the
recommendation by a vote of the majority of the Council during the annual appointment
process. Should the Mayor fail to recommend a Chairman for each board, committee, or
commission, and/or the Council fails to approve any Chairman recommended by the
Mayor, a majority of the Council plus one may approve appointment of a Chairman to serve
as Chairman without a recommendation of the Mayor. The other Board Officers are elected
by a majority vote of the Members at the first meeting after the annual appointment process.
Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one
year. In the event of vacancy in the office of Chairman, the Vice -Chairman shall serve as
Chairman until the City Council appoints a replacement Chairman. A vacancy in the other
offices shall be elected by majority vote of the Members at the next regularly scheduled
Strategic Partnerships for Community Services Advisory Board
Established December 2015
Page 2 of 6
meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board
Officer shall continue to serve until the vacancy is filled.
Section 3.3. Duties.
a. The Chairman presides at Board meetings. The Chairman shall generally manage the
business of the Board. The Chairman shall perform the duties delegated to the Chairman
by the Board.
b. The Vice -Chairman shall perform the duties delegated to the Vice -Chairman by the
Board. The Vice -Chairman presides at Board meetings in the Chairman's absence. The
Vice -Chairman shall perform the duties of the Chairman in the Chairman's absence or
disability.
c. The Secretary shall perform the duties delegated to the Secretary by the Board.
ARTICLE IV. MEETINGS
Section 4.1. Time and Date of Regular Meeting. The Board shall schedule all regular
meetings in accordance with the requirements of the Board's responsibilities.
Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City
Manager or designee, or at the request of a Member. The party (or individual) requesting
the agenda item will be responsible for preparing an agenda item cover sheet and for the
initial presentation at the meeting. Items included on the agenda must be submitted to the
Staff Liaison no later than one week before the Board meeting at which the agenda item will
be considered. Agenda packets for regular meetings will be provided to the Members in
advance of the scheduled Board meeting. Agenda packets will contain the posted agenda,
agenda item cover sheets, and written minutes of the last meeting.
Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by
three (3) Members.
Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is
required for the Board to convene a meeting and to conduct business at a meeting.
Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if
absent, by the Vice -Chairman. In the absence of both the Chairman and Vice -Chairman, the
Strategic Partnerships for Community Services Advisory Board
Established December 2015
Page 3 of 6
meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected
to preside over the meeting.
Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with
these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board.
See Ordinance Chapter 2.24.
Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters
involving a conflict of interest, substantial financial interest or substantial economic interest
under state law, the City's Ethics Ordinance, or other applicable Laws, Rules and Policies.
In such instances the Member shall make the required disclosures and shall refrain from
participating in both the discussion and vote on the matter. The Member may remain at the
dais or leave the dais, at the Member's option, while the matter is being considered and
voted on by the other Board Members. Unless otherwise provided by law, if a quorum is
present, an agenda item must be approved by a majority of the Board Members present at
the meeting.
Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions
of Board meetings. The Staff Liaison is the custodian of all Board records and documents.
Section 4.9. Attendance. Members are required to attend Board meetings prepared to
discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison
if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action
under Council policy and may result in the Member being replaced on the Board. See
Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of
regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a
Member is removed from the Board that position shall be considered vacant and a new
Member shall be appointed to the Board in accordance with Section 2.5 above.
Section 4.10. Public Participation. In accordance with City policy, the public is welcome
and invited to attend Board meetings and to speak on any item on the agenda. A person
wishing to address the Board must sign up to speak in accordance with the policy of the
Council concerning participation and general public comment at public meetings. Sign-up
sheets will be available and should be submitted to the Chairman prior to the start of the
meeting. If any written materials are to be provided to the Board, a copy shall also be
provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be
allowed a maximum of three minutes to speak, but may take up to six minutes if another
individual who signs up to speak yields the time to the speaker. If a person wishes to speak
on an issue that is not posted on the agenda, they must file a written request with the Staff
Strategic Partnerships for Community Services Advisory Board
Established December 2015
Page 4 of 6
Liaison no later than one week before the scheduled meeting. The written request must
state the specific topic to be addressed and include sufficient information to inform the
Board and the public. A person who disrupts the meeting may be asked to leave and be
removed.
Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in
accordance with the provisions of the Texas Open Meetings Act. All Board meetings and
deliberations shall be open to the public, except for properly noticed closed session matters,
and shall be conducted in accordance with the provisions of the Texas Open Meetings Act.
Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law,
on properly noticed closed session matters, such as consultation with attorney on legal
matters, deliberation regarding the value of real property, competitive utility matters, and
economic development negotiations. A recording or certified agenda shall be made of all
closed sessions of Board meetings.
ARTICLE V. REPORTS TO CITY COUNCIL
The Board shall meet with City Council, as requested, to determine how the Board may best
serve and assist City Council. City Council shall hear reports from the Board at regularly
scheduled Council meetings.
ARTICLE VI. SUBCOMMITTEES
Section 6.1. Formation. When deemed necessary by a majority of the Board,
Subcommittees may be formed for specific projects related to Board matters.
Subcommittees comprised of non -Members may only be formed with the prior consent and
confirmation of the City Council.
Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has
the authority to expend funds or incur an obligation on behalf of the City or the Board.
Subcommittee expenses may be reimbursed if authorized and approved by the Board or by
City Council.
Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to
the public, except for properly noticed closed session matters, and shall be conducted in
accordance with the provisions of the Texas Open Meetings Act.
ARTICLE VII. BYLAW AMENDMENTS
Strategic Partnerships for Community Services Advisory Board
Established December 2015
Page 5 of 6
These Bylaws may be amended by majority vote of the Board Members at any regular
meeting of the Board. The Board's proposed amendments to the Bylaws must be approved
by City Council at the next Council meeting after the Board's approval. Bylaw amendments
are not effective until approved by City Council.
Approved and adopted at a meeting of the City Council on the day of
, 2015.
ATTEST:
City Secretary
THE CITY OF GEORGETOWN
Mayor
Approved and adopted at a meeting of the Board on the day of
2016.
ATTEST:
Board Secretary
97: to
Board Chairman
Strategic Partnerships for Community Services Advisory Board
Established December 2015
Page 6 of 6