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HomeMy WebLinkAboutHRCS.Advisory.Board Rules of Procedure Last version from HRCS prior to 2019Human Relations and Community Services Department Advisory Board Rules of Procedure / Kimberly A. Coleman Department Director TABLE OF CONTENTS Department Mission Statement 3 Department Purpose 3 Name and Place of Business 3 Department 3 Mandated Responsibilities 5 By-Laws 7 Board Meetings 8 Amendments 10 Advisory Board Officers 10 Committees 11 Staff Positions/Job Descriptions 12 HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT ADVISORY BOARD RULES OF PROCEDURE MISSION STATEMENT The mission of the Human Relations and Community Services Department is to foster a well­ functioning, connected community capable of providing essential human services to meet citizens' needs, promoting and upholding principles of equal rights and opportunity, addressing issues of diversity and meeting its racial and social challenges. 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 citizen’s needs within the community. It shall discourage discriminatory practices among any such groups or any 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 Charter 273 of the Codified Ordinances of the City of Lansing entitled “Human Relations and Community Services Advisory Board" and perform the functions of an Advisory Board as specified by Article 5 Chapter I 06 of the Lansing City Charter. NAME AND PLACE OF BUSINESS The name of the department is the HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT, and the principal office is located at 124 W. MICHIGAN AVENUE, 4th FLOOR CITY HALL, LANSING, MICHIGAN 48933. DEPARTMENT The Human Relations and Community Services Department is responsible for administration of nine City program/service areas: Equal Employment Opportunity Compliance; Non-Discrimination in City Services Enforcement; Labor Standards Compliance; Human Services Funding; Direct Citizen Assistance; Grant Development; Leadership in Addressing Key Social Concerns; and Liaison to City Boards and Committees, which address community concerns related to equity. These responsibilities may be broadly conceptualized as two functional components, which historically, have been designated as Human Relations and Community Services. The Human Relations component ensures compliance with city, state, and federal laws, ordinances and regulations regarding equal employment opportunity, prevailing wage, minority business, fair housing, disability, civil rights, sexual harassment and ethnic intimidation. To ensure compliance, the staff reviews information on construction projects, bid tabulations, tax abatement requests and job reviews. Staff monitors equal employment opportunity and receives discrimination complaints for businesses with City contracts in excess of $5,000. The Department provides diversity information/activities and mediation/conciliation services for the staff of various City departments and City residents. The Community Services component is responsible for assessing human service needs, dispensing funds (1.25 percent of the General Fund as mandated by City resolution), and monitoring City-funded agencies which develop programs/services to address these needs: The 1.25 percent amounted to approximately $1.533 million in FY 2020/2021, which provided human service contract general funding to fifty-six (56) agencies and community outreach programs. Additionally, two city-supported agencies were funded, increasing overall funding to $1.56 million. Administration of these funds requires identification and prioritization of community needs as well as the development and monitoring of contracts to procure needed services. Grant development is also utilized to supplement City and other funding to provide needed human services in Lansing. The Department is also responsible for providing leadership and coordination of community initiatives, which address important social concerns such as substance abuse, violence and crime prevention, youth development, homelessness, health care access, technology access and literacy and improved academic performance. In addition to the above, the HRCS Department houses the Board of Police Commissioners' Investigator. The Board of Police Commissioners is authorized by the Lansing City Charter. It is composed of eight citizens who are appointed by the Mayor, with the advice and consent of the City Council, to serve four-year terms. The City charter requires this citizen review board to establish procedures for receiving and resolving complaints against the Lansing Police Department. The Commission Investigator is an independent civilian investigator whose duties are to monitor and process citizens' complaints against employees of the Lansing Police Department. A complaint may be filed by letter, telephone, in person, or through a friend or family member. HUMAN RELATIONS AND COMMUNITY SERVICES DEPARTMENT MANDATED RESPONSIBILITIES Responsibilities Legal Mandates  Affirmative Action Compliance Monitor and implement affirmative action plan Prepare affirmative action reports Review City Personnel Policies Compliance Review Design and implement strategies to increase recruitment/retention of minorities in city government Design and implement strategies to increase representation of minorities, women and people with disabilities Charter: 6-301 Code: 295 Code: 288.11 Affirmative Action Plan adopted 11/13/72 as amended by Resolution #340 – 7/22/85  Equal Employment Opportunity Compliance Job applicant reviews Personnel practices reviews Develop and implement policies and procedures to insure non-discrimination ADA compliance monitoring Monitor EEP provisions in contracts Evaluate vendors over $5,000 and tax abatements applications Enforce standard Child Labor Law Receive and investigate employee discrimination complaints Charter: 6-301 Code: 206.21 Code: 206.23 Code: 295 Code: 288.11 Sexual harassment policy, 1983 Executive Order issued 5/18/94  Non-Discrimination Enforcement Fair housing enforcement Receive and investigate alleging discrimination in city employment, housing issuance of contracts Complaint investigation Purchasing reviews Charter: 1-302; 4-102.9 Federal ADA Law Code: 296 Code: 206.20 Code: 288.11 Resolution 5/7/79  Fair Labor Standards Enforcement Monitor prevailing wage on city construction projects Monitor federal projects consistent with Davis Bacon and related acts Code: 206.18 Code: 206.19 Code: 288.11   MANDATED RESPONSIBILITIES (continued) Responsibilities Legal Mandates  Direct Citizen Services Neighborhood conflict mediation/conciliation Provide community services information and referral Provide direct problem assistance Receive and investigate citizen complaints against the Lansing Police Department Charter: 5-30l; 5-302 Code: 288.11 Complaint Procedure: 98A21, 10/1/98 Administrative Order: 99-A6, 2/26/99  Administer Human Services Funding (1.25% of General Fund; Community Supported Agency Funding Assess and prioritize community needs Develop and implement process for funding distribution Develop and monitor human services contracts for city-funded accounts Evaluation of activities Facilitate the design, implementation and evaluation of city-funded human services programs/services Charter: 3-310 Code: 288.11 Council Resolution adopted 3/78 Council Resolution adopted 10/29/84 Council Budget Resolution #247 adopted 5/94  Grant Development Identification of potential funding sources and grant writing Grant administration Technical assistance to departments and community agencies Maintain city-wide database on grants Development of partnerships with funding sources Charter: 1-402.1 Code: 288.11 Council Resolution adopted 3/78  Provide Leadership in Addressing Key Community Concerns Youth substance abuse prevention Youth violence prevention Health care access for low income residents Technology access and literacy for low income residents Homelessness prevention Develop collaborations to address community issues Charter: 3-310 Code: 288.11   BY-LAWS Section 1: Composition of the Board: The Human Relations and Community Services Advisory Board shall consist of eight (8) members that are appointed by the Mayor of Lansing 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 qualifications required by the City Charter for holding office (Article 5, Chapter 1, Section 5-103). Board members initial term of office will be for a period of two (2) years, which can be renewed upon the member’s request. All Board members must reside within the legal boundaries of the City of Lansing. Section 2 The Human Relations and Community Services Advisory Board and such officers and agents shall manage the legislative affairs of the HRCS Department as they shall from time to time duly elect and appoint. Section 3: Term of office for elected officials: The term for elected officers of the Advisory Board shall be one (1) year beginning at the date of election. Board members may succeed themselves at the discretion of the Board. Section 4: 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 member having missed three (3) unexcused 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. Section 5: 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 the City Council to serve for the reminder of the unexpired term. If a vacancy is not filled within sixty (60) days the occurrence of the vacancy, City Charter for holding office (Article 5, Chapter 1, Section 5-103). Section 6: Compensation: No member of the Board shall receive compensation from the City of Lansing. Section 7: Board members shall abstain from any matter directly affecting persons employed by the Department who are related to the Board member by consanguinity or marriage or where there will be a material benefit to a Board member. Conflicts of Interest Policy: Each board member has as obligation to maintain the best interests of the Department as his/her best top priority and not take advantage of information or knowledge gained as the result of your participation as a board member. If there is a clash between your own welfare, be it personal, financial, or business concerns, and those of the Department, you have a responsibility to not only “confess" that clash but to remain neutral (not lobby for a decision) and refrain from voting on any matters where this may arise. BOARD MEETINGS Section 1: Frequency: There shall be monthly meetings of the Advisory Board and such additional meetings as the Board, in its discretion, may wish to hold. Meetings will be held at on the 4th floor conference room of City Hall, unless another designated location is selected, on the first Thursday of each month. Notice of special meetings may be made by mail, e-mail or telephone to Board members in advance of such meetings, informing members of the purpose of the meeting. An annual schedule of meetings shall be filed with the City Clerk's Office, the City Council Office, and shall be posted in the City Hall Lobby and in the Human Relations and Community Services Department. Section 2: Schedule: Prior to January 1 of each year, the Board shall adopt a schedule of meetings for the upcoming year. At least one regular meeting shall be scheduled each month. Regularly scheduled meetings shall be held the first Thursday of each month at 5:30 p.m. in City Hall and/or other sites in the community as determined by a vote of the Board. Section 3: 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 (3) days after the change is made in accordance with the Open Meetings Act. Section 4: 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. Section 5: 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. Section 6: Accessible Location: All meetings of the Board shall be held in an accessible location. It shall be the duty of the Secretary to ensure that accessible meeting sites are used. Section 7: Order of Business: The agenda for all regular meetings of the Board shall include but not be limited to the following: Call to Order Attendance Approval of Minutes Public Comment Chairperson's Report Director's Report Communications Committee Reports Petitions/Complaints Old Business New Business Adjournment Section 8: Quorum: A quorum shall consist of at least five (5) members. A majority of the serving members of the board shall constitute a quorum of the board. A quorum shall be required t o conduct business including but not limited to the approval of minutes, action on motions and approval of reports. Section 9: Rules: The latest edition of Robert's Rules of Order shall guide the Board in the conduct of business, but the rules may be suspended by majority consent of the members present. · Section 10: 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. Section 11: 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 be posted in the City Hall lobby, the City Clerk's Office, and the Human Relations and Community Services Department at least 24 hours prior to the meeting. AMENDMENTS These rules of procedure (By-Laws) may be amended by a majority vote of the Human Relations and Community Services Advisory Board at a regular 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. OFFICERS Section 1: The elected officers shall be: Chairperson, Vice Chairperson, and Secretary. Officers shall be elected by the Board at its first meeting and, subsequently, at the first meeting after July 1 of each year, the Board shall elect officers from amongst its members. Section 2: 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. Section 3: Vice Chairperson: The Vice Chairperson shall assume the duties of the Chairperson and the Secretary in the event that either is not present or unable to perform their duties. Section 4: Secretary: The Secretary shall 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 the staff of the Human Relations and 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. Section 5: No officer shall serve in the same office for more than three (3) consecutive years. COMMITTEES The following standing committees of the Board shall be established. The Complaint Committee shall be composed of the full Board. With the exception of the complaint committee, each committee will include at least three (3) members appointed by the Chairperson. PROGRAM COMMITTEE: This committee shall be responsible for providing advice on program development and planning. Review and evaluate the Department’s programs for Human Services, Education, Employment, and Housing. Make recommendations to the Human Relations and Community Services Advisory Board regarding the need and effectiveness of current and proposed department programs. Help plan community programs that promote the objectives of the Human Relations and Community Services Department. 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 City Council. BUDGET COMMITTEE: This committee shall be responsible for providing advice on budget development, analysis, and the distribution of funds. Review and evaluate the Department’s budget prospectus. Make recommendations to the Human Relations and Community Services Advisory Board regarding appropriations, priorities, needs and adjustments. POLICY COMMITTEE: This committee shall be responsible for providing policy recommendations and annual evaluation of the Department. Review and evaluate Department policy. Make recommendations to the Mayor and City Council assessing the viability of policy relative to the quality of programs. 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. Work with other city boards on issues common to the mission and interest of the Human Relations and Community Services Advisory Board. COMPLAINT COMMITTEE: This committee shall be responsible for implementation of Section 273.06 of the Lansing Code of Ordinances. 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 the matter to the City Attorney Office for enforcement as appropriate. STAFF The Board does not have any responsibility related to the staffing of the Department unless the Department Director solicit their involvement. The current HRCS positions consist of the following: Director, Deputy Director, Contract Manager (2), HMIS Performance Analyst, Equal Employment Opportunity Specialist, Housing Ombudsman, Department Coordinator, Police Commission Investigator, Contract Administrator Technician and Secretary Section 1: HRCS Staff Job Descriptions See individual job description documents w/HRCS Organizational Chart under Tab 5 of HRCS Orientation Manual.