Loading...
HomeMy WebLinkAboutOUT OF DATE Human Relations & Community service Rules of Procedures HUMAN RELATIONS,& COMMibNITY SERVICES i . r,C 171 V F. �I ADVISORY BOARD L Rules of Procedure ANSING CITY CLERK I. NAME This Board shall be known and designated as the Lansing Human Relations & Community Services Advisory Board. ll. PURPOSE The purpose of the Board shall be to "...foster mutual understanding and respect among all groups in the City and promote essential human services to meet citizens needs within the community. It shall discourage discriminatory practices among any such groups or ally members thereof. It shall examine and make such studies in any field of human relations as, will, in the judgement of the Board,aid in effectuating its general purpose." Further it shall perform advisory functions as established by Chapter 273 of the of the Codified Ordinances of the City of Lansing entitled"Human Relation and Community Services Advisory Board" and perform the functions of an Advisory Board as specified by Article 5 Chapter 106 of the Lansing City Charter. Il[. MEMBERS A. Composition of the Board. The Human Relations and Community Services Advisory Board shall consist of eight (8) members who are appointed by the Mayor with the advice and consent of the City Council. Four(4)members shall be from the City-at- large and one (1) member shall be appointed from each of the four (4) wards. Eligibility shall be in accordance with those klualifications required by the City Charter for holding office(Article 5, Chapter 1, Section 5-103). B. Vacancies. Appointments to fill vacancies shall be made upon the occurrence of the vacancy and each person so appointed shall take office immediately upon the confirmation of City Council to serve for the remainder of the unexpired terms. If a vacancy is not filled within sixty(60)days after the occurrence of the vacancy,City Council shall appoint a committee of three (3) of its members to act instead of the Mayor in the making of such appointment(s). C. ' Removal from Office. Any member who does not maintain residency within the City of Lansing shall be removed from membership on the Board. Any member appointed as a ward representative who does not maintain residency within the ward for which they are appointed shall be removed from membership of the Board. Any i member having three (3) un�kcused absences from regular meetings during the calendar year shall be removed from the Board. Upon the third unexcused absence for the calendar year of a member, the Chairperson of the Board shall notify the member of their removal. The Chairperson shall notify the Mayor's Office of any vacancy with a request to fill the vacancy. IV. OFFICERS At its first meeting and, subsequently, at the first meeting after July 1 st of each year, the Board shall elect officers from amongst its members. A. Chairperson: The Chairperson shall preside at all official meetings, public hearings and/or meetings of the Board, and shall appoint members to serve on the standing committees of the Board and other committees as necessary. Any reports generated and approved by the Board shall be signed by the Chairperson. B. Vice Chairperson: The Vice Chairperson shall assurne the duties of the Chairperson and the Secretary in the event that either is not present or is unable to perform their duties. C. Secret=: It shall be the duty of the Secretary to maintain the records of the Board. These records will consist of minutes, attendance, and any reports generated by the Board. Assistance in maintaining these records may be provided by staff of the Human Relations & Community Services Department. It will be the responsibility of the Secretary to ensure that all documents required to be filed with the City Clerk are so filed. The Secretary shall be responsible for posting notice of all meetings. V. COMMITTEES The following standing committees of the Board shall lie established. Each committee will have at least three(3) members appointed by the Chairperson. A. PROGRAM COMMITTEE: This committee shall be responsible for providing advice on program development and planning. I. Review and evaluate the Department's programs for Human Service, Education, Employment and Housing. 2. Make recommendations to the Human Relations and Community Services Advisory Board regarding the need and effectiveness of current and proposed department programs. 2 3. Help plan community programs that promote the objectives of the Human Relations and Community Services Department. 4. Establish regular opportunities for members of the Human Relations and Community Services Advisory Board to interface with the Lansing Community, City Boards, the Mayor, and the City Council. B. BUDGET COMMITTEE:This committee shall be responsible for providing advice on budget development, analysis and distribution of funds. t. Review and evaluate the Department's budget prospectus. 2. Make recommendations to-the Human Relations and Community Services Advisory Board regarding appropriations, priorities, needs and adjustments. C. POLICY COMMITTEE: This committee shall be responsible for providing policy recommendations and annual evaluation of the Department. 1. Review and evaluate Department policy. 2. Make recommendations to the Mayor and City Council assessing the viability of policy relative to the quality of programs. 3. Write and submit to the full Board for their consideration and transmittal to the Mayor and City Council an annual evaluation of the Department's effectiveness. 4. Work with other city boards on issues common to the mission and interest of the Human Relations and Community Services Advisory Board. r D. COMPLAINT COMMITTEE: This committee shall be responsible for implementation of Section 273.06 of the Lansing Code of Ordinances. 1. Section 273.06 states in part: "The Human Relations and Community Services Advisory Board shall receive and examine complaints of tensions, practices of discrimination and acts of prejudice against any person or group, and may conduct private or public hearings in accordance with state law with regard thereto. If through the course of an investigation it is reasonable to conclude that a violation of City ordinance has occurred, the Human Relations and Community Services Advisory Board shall issue a summary of its findings and refer to the City Attorney's Office for enforcement." 2. This committee shall be composed of the full Board. 3 VI. MEETINGS: A: Notification: An annual schedule of meetings shall be filed with the City Cleric's Office and the City Council Office and shall be posted in the City Hall lobby and in the Human Relations&Community Services Department. Q: Schedule: Prior to January 1 of each new year, the Board shall adopt a schedule of meetings for the upcoming year. At least one regular meeting shall be scheduled each month. Regular scheduled meetings shall take place the first Thursday of each month at 7.00 p.m. in City Hall and/or other sites in the community as determined by a vote of the Board. C: Change of Schedule: The Board may change the regular meeting schedule by a vote of its members. Any change in the schedule of meetings shall be posted within three Q )days after the change is made in accordance with the Open Meetings Act. D. Open meetings: All meetings of the Board shall be open to the public in accordance with law. The Board may hold closed meetings to discuss matters that are exempt from open meetings in accordance with state and/or federal law. E. Public Comment: The order of business (agenda) shall allow the public the opportunity to give reasonable comment related to the responsibilities of the Board. The Chairperson may limit the amount of time allotted at a meeting but all members of the public will be accorded the same opportunity. F. Accessible location: All meetings of the Board will be held in an accessible location. It shall be the duty of the Secretary to ensure that accessible meeting sites are used. H: Order of Business:The agenda for all regular mbetings of the Board shall include but not be limited to the following: 1. Call to Order 2. Attendance 3. Approval of Minutes 4. Public Comment S. Chairpersons's Report b. Director's Report 4 I , 7. Communications 8. Committee Reports 9. Petitions/Complaints 10. Old Business 11. New Business 12. Adjournment I. Quorum: A quorum shall consist of at least five (5) members. A quorum will be required to conduct business including but not limited to the approval of minutes, action on motions and approval of reports. ` J. Rules: The latest edition of the Robert's Rules of Order shall guide the Board in the conduct of its business, but the rules may be suspended by majority consent of the members present. K. Voting: Each of the Advisory Board members shall be entitled to one (1) vote on each matter submitted to the vote of the members. It shall take a majority of those members present to approve any action by the Board. L. Conflicts of Interest: Members of the Board will be governed by Chapter 290 of the Codified Ordinances of Lansing Michigan. A copy of Chapter 290 is attached as an addendum to these bylaws. M. Special meetings_The Chairperson may call a Special meeting. Public notice of a special meeting of the Board shall be posted stating the purpose,date,time,and place of the meeting. Such notice shall posted in the City Hall lobby, the City Clerk's Office and the Human Relations & Community Services Department at least 24 hours prior to the meeting. VII. AMENDMENTS: These rules of procedures (bylaws) may be amended by a majority vote of the Human Relations & Community Services Advisory Board at a regularly scheduled meeting provided that a motion for amendment had been presented at the previous regular meeting. Any amendment shall be submitted to the City Attorney for review and if acceptable, forwarded to the City Clerk's Office. 5