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HomeMy WebLinkAboutAgenda - 08-21-2007-4rORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 21, 2007 Action Agenda Item No. !~ - r"' SUBJECT: Commission for Women (CFW) Bylaws Amendment DEPARTMENT: Human Rights and Relations PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Bylaws with Proposed Tracked Changes Bylaws with Changes Incorporated INFORMATION CONTACT: Shoshannah Smith, 960-3877 PURPOSE: To review and amend the Commission for Women's (CFW) Bylaws to include a mission statement, delegation of hiring and supervisory duties, and other minor changes for the purpose of clarification. BACKGROUND: The Orange County Commission for Women was established on March 25, 1976. The agency was created as part of a statewide effort by the North Carolina Council on the Status of Women to organize a network of Women's Councils for North Carolina counties. From 1976 to the present, the CFW has advised the BOCC on a number of causes including equal employment opportunities for women, women business owners' issues, and transportation. EVENTS LEADING TO RECOMMENDED CHANGES - / During 2005, the CFW formed an Advocacy Subcommittee to direct its efforts towards advocating on behalf of women and children in Orange County and the Advocacy Subcommittee decided to create a mission statement for the Commission. The mission statement was intended to be a clear statement of the primary issues and communities the Commission would seek to identify and support. The issues were not meant to be exclusive but illustrative. The mission statement was approved by the CFW on October 13, 2005. / At the same time, the CFW's Bylaws Subcommittee began reviewing the Bylaws and making recommendations for revision because the Commission found the bylaws to be unclear about attendance requirements, election of officers and other minor issues. The Advocacy Subcommittee requested that the Bylaws Subcommittee include the mission statement as part of the Bylaws Amendment. The Bylaws Subcommittee agreed. The amended Bylaws were presented to the CFW on February 8, 2007. The members voted unanimously to accept the recommended changes and request that the BOCC adopt the CFW's recommended changes. After feedback from the BOCC meeting on June 26, 2007, the revised Bylaws were presented to the CFW on August 9, 2007, and again unanimously accepted and forwarded to the BOCC. SUMMARY OF RECOMMENDED CHANGES BYARTICLE (REVISED OS/09/O7) A. Article I. Organization - Include (CFW) following the first appearance of the Commission's full name. B. Article I1. Mission -Insert Mission statement as approved by CFW. This Article is a new Article to the Commission's bylaws and consists of the mission statement approved by the CFW on October 13, 2005. C. Article II1. Purpose - No changes recommended. D. Article IV. Membership -Section 2 includes a clause to reiterate the BOCC policy that length of service on a Board or Commission is limited to two (2) three (3) year terms. Section 4 clarifies the appointment process is governed by BOCC policies. Section 5 clarifies the removal process is governed by BOCC policies. E. Article V. Officers -Section 2 clarifies duties of Chair and Membership Chair. F. Article VI. Elections -Section 2 change to reflect that voting will occur at the June meeting and the slate will be presented at the May meeting. Section 3 clarifies that awrite-in candidate's approval required prior to being nominated. G. Article VI1. Committees -Section 1 include a sentence to provide for a transitional meeting between retiring and newly elected officers during the August meeting. Section 2 clarifies Nominating Committee shall be appointed in March instead of June. Section 3 changes Legislative Committee to Advocacy Committee and defines duties. Section 5 defines committee membership. H. Article VI11. Staff to the Commission -Insert paragraphs to clarify the duties of staff to the Commission and Director of the Department. When the bylaws were originally created there was no Department of Human Rights and the only staff to work with the Commission was the Director. Amendments reflect the responsibilities of all staff to the Commission including the Director. New Amendment reflects the fact that the County Manager hires staff and the Director supervises staff. I. Article IX. Meetings -Change to reflect the Commission's monthly meeting schedule and other clarifications regarding open meetings and voting. J. Article X. Standards of Conduct - No changes recommended. K. Article XI. Amendments - No changes recommended. FINANCIAL IMPACT: None. RECOMMENDATION(S): The Manager recommends that the Board approve the proposed changes and authorize the Commission for Women to amend the Bylaws. L ~ ~ S [PROPOSED AMENDMENTS 08/21/07] ARTICLE I. ORGANIZATION SECTION 1. NAME. The name of this organization shall be the Orange County Commission for Women (CFW). SECTION 2. AvTxotuTY. The Commission for Women derives its authority from the Orange County Board of Commissioners through their action taken on March 25, 1976. SECTION 3. TERM. The Commission year shall coincide with the twelve-(12) month period beginning July 1 and ending on June 30. ARTICLE II. MISSION & VALUES The mission of the Orange County Commission for Women is to empower women and girls, and promote their equality in ail spheres of life through advocacy, education, and outreach activities. One way in which we carry out that mission is by building coalitions with, and acting as allies for, disadvantaged groups. We value: • Working to end all forms of oppression and discrimination based on sex, gender, age, sexual orientation, race, ethnicity, nationality, legal status, physical and mental ability, social and economic class, educational status, and health status. • Maintaining and improving women's and girls' physical and mental health, including the promotion of sexual and reproductive rights, universal access to health-care services, and measures to prevent and effectively deal with gender-based and domestic violence. • Improving the availability, accessibility, and affordability of high quality childcare. • Increasing women's and girls' educational opportunities and access to well-funded public education institutions. • Assuring women's admission to job training, and ensuring women's job security and equal pay regardless of race/ethnicity, sexual orientation, age, nationality, religion, and age. • Guaranteeing that caregivers, who are predominately women, have the community and county services and support needed to provide high quality services. • Providing older women and women with disabilities support services that allow them to remain in their own homes and live independently as long as possible. .-~; CFW Sylnws PROPOSED AMENDMENTS 08/21/2007 Pnge I of 7 Im rovin the economic circumstances of women by: P g / providing career counseling that will make women and girls aware of the changing job market; / assuring access to job training and placement services / advocating better enforcement offederally-mandated gender equity programs that encourage women to enter non-traditional and higher paying occupations / encouraging and supporting women who want to start their own businesses / advocating pay equity for individuals and pay for comparable worth for groups of women at public and private sector workplaces / encouraging and recognizing family-friendly employers • Building and maintaining affordable housing. • Ensuring that all girls and women who are incarcerated are treated humanely and with respect, and have access to legal assistance, education and job training. • Training and education of all people, especially men and boys, to create more allies in the work to the end the oppression of all women and girls. ARTICLE III. PURPOSE The purpose of this Commission shall be to promote the growth and development of all Orange Couniy women by serving as the official advisory body on the status of women to the Orange County Board of Commissioners by: I . Identifying the status of women in Orange County by assembling information and conducting original research; 2. Disseminating information on the status of women; 3. Recommending through resolutions appropriate actions regarding the status of women; 4. Increasing public understanding of the problems, needs, and abilities of women; Serving as a referral center for existing county services and as a clearinghouse of information regarding the problems of women; and 6. Preparing a biennial report to the Orange County Board of Commissioners. ARTICLE IV. MEMBERSHIP SECTION I. NUMBER AND QUALIFICATIONS. The Commission shall be composed of twenty (20) Orange County residents appointed by the Board of County Commissioners. The Commission seeks a diverse membership representative of the population of Orange County. Bylaws PROPOSED AMENDMENTS 08/21/2007 Page 2 oj7 The Commission shall recommend potential members to the Board of County Commissioners for appointment. SECTION 2. TERM OF MEMBERSHIP. The term of appointment shall be three (3) years, beginning July 1 and ending June 30. Vacancies resulting from a cause other than expiration of teen shall be filled only with the unexpired portion of that term. If the term of appointment is filled, members are eligible to apply for reappointment. In accordance with Board of County Commissioner policy, the length of service on this board is limited to two-three year terms. SECTION 3. DISTRIBUTION. Distribution of Commission membership should be as follows: at least five (5) members shall reside in Chapel Hill Township; at least three (3) from Hillsborough Township; and at least five (5) from Eno, Little River, Cheeks, Cedar Grove and Bingham collectively. The remaining seven (7) positions shall be from any township in Orange County, with representation sought from all Townships. SECTION 4. APPOINTMENT PROCESS. Applications for membership to the CFW are made to the Board of County Commissioners through the Clerk's office. The Clerk to the BOCC forwards applications to Department staff designated to the Commission for Women and staff sends information to the Commission for Women. The CFW shall recommend potential members for appointment as vacancies become available. These recommendations shall be forwarded to the BOCC by staff. SECTION 5. REMOVAL OF MEMBERS. Members are expected to attend each regularly scheduled meeting. In the event of extenuating circumstances preventing attendance, a member shall call or email CFW Staff about said absence. The CFW will ask the member to resign or recommend to the BOCC that they terminate the appointment of such member, if absences are deemed excessive in accordance with BOCC policies and procedures for advisory Boards and Commissions. ARTICLE V. OFFICERS SECTION I. NUMBER, TENURE, QUALIFICATIONS. The Commission shall elect a Chair, Vice Chair, and a Membership Chair. Officers shall be members of the Commission. The term of office for all officers shall be for one (1) year beginning July I, and ending in June. Unless removed for cause or through resignation, elected officers shall remain in office until their successors are qualified and elected. Officers may not serve successive terms of the same office. SECTION 2. DUTIES. Duties of the officers are as follows: CHAIR: shall call and preside at Commission meetings; appoint committees and committee officers; serve as an ex-officio member of all committees; the chair shall maintain communication with the Director; see that all resolutions and policies of the Commission are carried out; serve as the official spokesperson for the Commission; shall carry out other duties described in subsequent Articles of these bylaws; and have the general powers and duties of supervision and management usually vested in the Chair. CFW Bylaws PROPOSED AMENDMENTS 08/2I/2007 Page 3 oj7 VICE-CHAIR: shall perform duties as delegated by the Chair; in the absence of the Chair, preside and perform the duties of the Chair; and shall carry out other duties described in subsequent articles of these bylaws. MEMBERSHIP CHAIR: shall be responsible for membership activities, including recruiting new members; contacting prospective applicants to assess interest in the CFW; assuring appropriate representation of membership as outlined in Article IV, Section 1. ARTICLE VI. ELECTIONS SECTION 1. MAJORITIES. Officers must be elected by a majority of the members, quorum presumed. SECTION 2. PROCESS. Voting shall occur at the June meeting. The Nominating Committee will prepare a single slate and present it to the membership two weeks in advance of the June meeting at which time the elections will be held. Nominees must agree in advance to serve if elected. Nominations from the floor may be made. Voting shall be done by secret ballots according to the Open Meeting Law, North Carolina General statute 143-318.13(b). The Nominating Committee Chair shall marshal voting. The Nominating Committee Chair and the Director shall announce the election results immediately. SECTION 3. ABSENTEE VOTES. Absentee votes may be cast during the week prior to the June meeting. Members expecting to be absent from elections shall contact the Nominating Committee Chair to vote. Write-in votes are permitted on absentee ballots if the write-in candidate has previously consented to serve if elected. voting. SECTION 4. TIE VOTES. In order to break a tie vote, the Chair shall abstain from ARTICLE VII. COMMITTEES SECTION 1. EXECUTIVE COMMITTEE. The Executive Committee shall consist of no less than three (3) but no more then five (5) members and shall include the Chair, Vice-Chair, Membership Chair, and the immediate past Chair (who must be a current member). The Director shall serve as anon-voting, ex-ofl icio member. The Executive Committee shall have the authority to transact business between meetings; make recommendations regarding the policies and procedures of the commission; advise the Chair; provide guidance in the development of strategic plans and annual objectives during regular Commission meetings; recommend changes in the bylaws subject to the adoption by the Commission and approval of the County Commissioners and make recommendations to the Commission for Women to forward to the County Commissioners. Should a tie vote occur, the issue shall be brought before the entire Commission. All business transacted by the Executive Committee shall be reported to the Commission membership. A transitional meeting will occur between retiring, newly elected officers, and staff at the August executive committee meeting. CFW Bylaws PROPOSED AMENDMENTS 08/21/2007 Page 4 of 7 SECTION 2. NOMINATING COMMITTEE. The Commission Chair shall appoint the Nominating Committee Chair and the Vice-Chair shall appoint two (2) additional members by the March meeting. The Nominating Committee shall constitute a standing committee and will function in the event that an officer resigns. See further duties described at Article VI, Sections 2and3. SECTION 3. ADVOCACY COMMITTEE. The Advocacy Committee shall include an officer to the Commission, a chair and general members. This Committee shall review pertinent policies and practices and local, state and federal legislation impacting women and girls in Orange County and recommend appropriate actions to the Commission. The Committee shall be authorized to take immediate action on behalf of the Commission in emergency situations when a majority of the Committee votes to take such action. The Advocacy Committee conducts its business between regularly scheduled Commission meetings. SECTION 4. FORMATION OF AD HOC COMMITTEES. The Chair shall establish other committees as deemed necessary and appoint members and any officers to carry out the charges for which the committee was formed. The Chair may disband a Committee or order it reconstituted if the Committee, by vote of the majority of the rest of the Commission, fails to carry out its charge to the Commission members' satisfaction. SECTION 5. COMMITTEE MEMBERSHIP. Citizens who are not members of the Commission may be Committee members; however, Committee Chairs must always be Commission members, appointed by the chair. ARTICLE VIII. STAFF TO THE COMMISSION SECTION 1. DUTIES. The Staff to the Commission shall handle the daily business of the Commission including taking Commission minutes, preparing Commission agendas with the executive committee and mailing Commission agendas one week prior to regularly scheduled Commission meetings, preparing Commission notebooks for new members, preparing written correspondence on behalf of the Commission for Women when necessary, preparing with the Director and Commission a biennial report for submission to the BOCC and facilitating Commission activities and events. SECTION 2. The Director for the Department of Human Rights and Relations shall be a point of contact with public and private sectors and shall maintain a liaison with the news media and agencies regarding the status of women in Orange County. The Director shall keep members informed of the current status of women in Orange County and shall make training opportunities available to the Commission to enhance awareness about women's issues. SECTION 2. COMMITTEE MEMBERSHIP. The Director shall be anon-voting, ex-officio member of all committees. SECTION 3. EVALUATION. The COLllli Manager shall hire and the Director' Shall Deleted: D~~~mr supervise staff to the Commission. The Executive Committee may solicit reviews from other CFW Bylnrvs PROPOSED AMENDMENTS 08/21/2007 Pnge S of 7 Commission members to forward to the Director regarding the staff's performance. This may be p done prior to the employee's Annual Review. It is the Chair's duty to present these recommendations and reviews to the Director. ARTICLE IX. MEETINGS SECTION 1. REGULAR MEETINGS. The COmmISSlon Shall meet On the second Thursday of every month (except July) from 6:30 PM - 8:00 PM. Committees, including Ad Hoc Committees, shall meet outside the regularly scheduled meetings to conduct committee business. SECTION 2. EXECUTIVE COMMITTEE. The Executive Committee shall meet at least quarterly. SECTION 3. SPECIAL MEETINGS. Special meetings may be tailed by the Chair or at the request of a majority of the members. The purpose of the meeting shall be stated in the call. Except in cases of emergency (when a minimum of six hours notice shall be given), at least three-(3) days notice shall be given. SECTION 4. OPEN MEETINGS. All meetings of the Commission, including the Executive Committee, standing committees, Ad Hoc committees, subcommittees and task forces are subject to the Open Meeting Law (N.C.G.S 143-318.13). Individuals and/or groups who wish to make presentations should request time on the agenda from the Chair prior to the call to order. SECTION 5. QUORUM. A majority of the appointed members shall constitute a quorum for the transaction of business at any time. SECTION 6. VOTING. Each appointed Commission member is entitled to a vote in conducting official Commission business. Commission members may vote by proxy when a vote is properly noticed in the meeting agenda, a paper ballot is included in the meeting agenda and availability of a proxy is noted on the agenda. Votes by proxy may then be submitted prior to the Commission meeting by email, phone or first class mail. SECTION 7. RULES oP ORDER. All meetings should be conducted in accordance with parliamentary procedure. ARTICLE X. STANDARDS OF CONDUCT SECTION 1. CONDUCT. In conducting Commission business, members shall recognize and follow policies and guidelines established by the County Commissioners and the Commission for Women. Should a member violate these policies or guidelines, the Commission may ask the member to resign or recommend to the County Commissioners that they terminate the appointment of such member. CFW Byln~vs PROPOSED AMENDMENTS 08/21/2007 Pnge 6 oj7 ARTICLE XI. AMENDMENTS SECTION 1. AMENDMENTS. Recommendations to amend or repeal bylaws may be adopted at a regular or special meeting by the affirmative vote of two-thirds of the voting members present, provided that the amendment or new bylaws has/have been submitted in writing to the voting members not less than two weeks prior to the meeting. SECTION 2. APPROVAL BY THE COUNTY COMMISSIONERS. Adopted changes to the bylaws must be approved by the County Commissioners. 9 CFW Byln~vs PROPOSED AMENDMENTS 08/21/2007 Page 7 of 7 ~D $- ~ L ~ ~ S [PROPOSED AMENDMENTS 08/21/07] ARTICLE I. ORGANIZATION SECTION 1. NAME. The name of this organization shall be the Orange County Commission for Women (CFW). SECTION 2. AUTHORITY. The Commission for Women derives its authority from the Orange County Board of Commissioners through their action taken on March 25, 1976. SECTION 3. TERM. The Commission year shall coincide with the twelve-(12) month period beginning July 1 and ending on June 30. ARTICLE II. MISSION & VALUES The mission of the Orange County Commission for Women is to empower women and girls, and promote their equality in all spheres of life through advocacy, education, and outreach activities. One way in which we carry out that mission is by building coalitions with, and acting as allies for, disadvantaged groups. We value: • Working to end all forms of oppression and discrimination based on sex, gender, age, sexual orientation, race, ethnicity, nationality, legal status, physical and mental ability, social and economic class, educational status, and health status. • Maintaining and improving women's and girls' physical and mental health, including the promotion of sexual and reproductive rights, universal access to health-care services, and measures to prevent and effectively deal with gender-based and domestic violence. • Improving the availability, accessibility, and affordability of high quality childcare. • Increasing women's and girls' educational opportunities and access to well-funded public education institutions. • Assuring women's admission to job training, and ensuring women's job security and equal pay regardless of race/ethnicity, sexual orientation, age, nationality, religion, and age. • Guaranteeing that caregivers, who are predominately women, have the community and county services and support needed to provide high quality services. • Providing older women and women with disabilities support services that allow them to remain in their own homes and live independently as long as possible. CFW Bylaws PROPOSED AMENDMENTS 08/ZI/2007 Page 1 of 7 Improving the economic circumstances of women by: / providing career counseling that will make women and girls aware of the changing job market; / assuring access to job training and placement services / advocating better enforcement of federally-mandated gender equity programs that encourage women to enter non-traditional and higher paying occupations / encouraging and supporting women who want to start their own businesses / advocating pay equity for individuals and pay for comparable worth for groups of women at public and private sector workplaces / encouraging and recognizing family-friendly employers • Building and maintaining affordable housing. • Ensuring that all girls and women who are incarcerated are treated humanely and with respect, and have access to legal assistance, education and job training. • Training and education of all people, especially men and boys, to create more allies in the work to the end the oppression of all women and girls. ARTICLE III. PURPOSE The purpose of this Commission shall be to promote the growth and development of all Orange County women by serving as the official advisory body on the status of women to the Orange County Board of Commissioners by: Identifying the status of women in Orange County by assembling information and conducting original research; 2. Disseminating information on the status of women; 3. Recommending through resolutions appropriate actions regarding the status of women; 4. Increasing public understanding of the problems, needs, and abilities of women; 5. Serving as a referral center for existing county services and as a clearinghouse of information regarding the problems of women; and 6. Preparing a biennial report to the Orange County Board of Commissioners. ARTICLE IV. MEMBERSHIP SECTION 1. NUMBER AND QUALIFICATIONS. The Commission shall be composed of twenty (20) Orange County residents appointed by the Board of County Commissioners. The Commission seeks a diverse membership representative of the population of Orange County. CFW Bylaws PROPOSED AMENDMENTS 08/21/2007 Page 2 of 7 (~ The Commission shall recommend potential members to the Board of County Commissioners for appointment. SECTION 2. TERM OF MEMBERSHIP. The term of appointment shall be three (3) years, beginning July 1 and ending June 30. Vacancies resulting from a cause other than expiration of term shall be filled only with the unexpired portion of that term. If the term of appointment is filled, members are eligible to apply for reappointment. In accordance with Board of County Commissioner policy, the length of service on this board is limited to two-three year terms. SECTION 3. DISTRIBUTION. Distribution of Commission membership should be as follows: at least five (5) members shall reside in Chapel Hill Township; at least three (3) from Hillsborough Township; and at least five (5) from Eno, Little River, Cheeks, Cedar Grove and Bingham collectively. The remaining seven (7) positions shall be from any township in Orange County, with representation sought from ali Townships. SECTION 4. APPOINTMENT PROCESS. Applications for membership to the CFW are made to the Board of County Commissioners through the Clerk's office. The Clerk to the BOCC forwards applications to Department staff designated to the Commission for Women and staff sends information to the Commission for Women. The CFW shall recommend potential members for appointment as vacancies become available. These recommendations shall be forwarded to the BOCC by staff. SECTION 5. REMOVAL OF MEMBERS. Members are expected to attend each regularly scheduled meeting. In the event of extenuating circumstances preventing attendance, a member shall call or email CFW Staff about said absence. The CFW will ask the member to resign or recommend to the BOCC that they terminate the appointment of such member, if absences are deemed excessive in accordance with BOCC policies and procedures for advisory Boards and Commissions. ARTICLE V. OFFICERS SECTION 1. NUMBER, TENURE, QUALIFICATIONS. The Commission shall elect a Chair, Vice Chair, and a Membership Chair. Officers shall be members of the Commission. The term of office for all officers shall be for one (1) year beginning July 1, and ending in June. Unless removed for cause or through resignation, elected officers shall remain in office until their successors are qualified and elected. Officers may not serve successive terms of the same office. SECTION 2. DUTIES. Duties of the officers are as follows: CxArx: shall call and preside at Commission meetings; appoint committees and committee officers; serve as an ex-officio member of all committees; the chair shall maintain communication with the Director; see that all resolutions and policies of the Commission are carried out; serve as the official spokesperson for the Commission; shall carry out other duties described in subsequent Articles of these bylaws; and have the general powers and duties of supervision and management usually vested in the Chair. CFW Bylaws PROPOSED AMENDMENTS 08/21/2007 Page 3 of 7 ~3 VICE-CHAIR: shall perform duties as delegated by the Chair; in the absence of the Chair, preside and perform the duties of the Chair; and shall carry out other duties described in subsequent articles of these bylaws. MEMBERSHIP CHAIR: shall be responsible for membership activities, including recruiting new members; contacting prospective applicants to assess interest in the CFW; assuring appropriate representation of membership as outlined in Article IV, Section 1. ARTICLE VI. ELECTIONS SECTION 1. MAJORITIES. Officers must be elected by a majority of the members, quorum presumed. SECTION 2. PROCESS. Voting shall occur at the June meeting. The Nominating Committee will prepare a single slate and present it to the membership two weeks in advance of the June meeting at which time the elections will be held. Nominees must agree in advance to serve if elected. Nominations from the floor may be made. Voting shall be done by secret ballots according to the Open Meeting Law, North Carolina General statute 143-318.13(b). The Nominating Committee Chair shall marshal voting. The Nominating Committee Chair and the Director shall announce the election results immediately. SECTION 3. ABSENTEE VOTES. Absentee votes may be cast during the week prior to the June meeting. Members expecting to be absent from elections shall contact the Nominating Committee Chair to vote. Write-in votes are permitted on absentee ballots if the write-in candidate has previously consented to serve if elected. SECTION 4. TIE VOTES. In order to break a tie vote, the Chair shall abstain from voting. ARTICLE VII. COMMITTEES SECTION 1. EXECUTIVE COMMITTEE. The Executive Committee shall consist of no less than three (3) but no more then five (5) members and shall include the Chair, Vice-Chair, Membership Chair, and the immediate past Chair (who must be a current member). The Director shall serve as anon-voting, ex-officio member. The Executive Committee shall have. the authority to transact business between meetings; make recommendations regarding the policies and procedures of the commission; advise the Chair; provide guidance in the development of strategic plans and annual objectives during regular Commission meetings; recommend changes in the bylaws subject to the adoption by the Commission and approval of the County Commissioners and make recommendations to the Commission for Women to forward to the County Commissioners. Should a tie vote occur, the issue shall be brought before the entire Commission. All business transacted by the Executive Committee shall be reported to the Commission membership. A transitional meeting will occur between retiring, newly elected officers, and staff at the August executive committee meeting. - - -- CFW Bylaws PROPOSED AMENDMENTS 08/21/2007 Page 4 of 7 /~f SECTION 2. NOMINATING COMMITTEE. The Commission Chair shall appoint the Nominating Committee Chair and the Vice-Chair shall appoint two (2) additional members by the March meeting. The Nominating Committee shall constitute a standing committee and will function in the event that an officer resigns. See further duties described at Article VI, Sections 2 and 3. SECTION 3. ADVOCACY COMMITTEE. The Advocacy Committee shall include an officer to the Commission, a chair and general members. This Cornmrttee shall review pertinent policies and practices and local, state and federal legislation impacting women and girls in Orange County and recommend appropriate actions to the Commission. The Committee shall be authorized to take immediate action on behalf of the Commission in emergency situations when a majority of the Committee votes to take such action. The Advocacy Committee conducts its business between regularly scheduled Commission meetings. SECTION 4. FORMATION OF AD HOC COMMITTEES. The Chair shall establish other committees as deemed necessary and appoint members and any officers to carry out the charges for which the committee was formed. The Chair may disband a Committee or order it reconstituted if the Committee, by vote of the majority of the rest of the Commission, fails to carry out its charge to the Commission members' satisfaction. SECTION 5. COMMITTEE MEMBERSHIP. Citizens who are not members of the Commission may be Committee members; however, Committee Chairs must always be Commission members, appointed by the chair. ARTICLE VIII. STAFF TO THE COMMISSION SECTION 1. DUTIES. The Staff to the Commission shall handle the daily business of the Commission including taking Commission minutes, preparing Commission agendas with the executive committee and mailing Commission agendas one week prior to regularly scheduled Commission meetings, preparing Commission notebooks for new members, preparing written correspondence on behalf of the Commission for Women when necessary, preparing with the Director and Commission a biennial report for submission to the BOCC and facilitating Commission activities and events. SECTION 2. The Director for the Department of Human Rights and Relations shall be a point of contact with public and private sectors and shall maintain a liaison with the news media and agencies regarding the status of women in Orange County. The Director shall keep members informed of the current status of women in Orange County and shall make training opportunities available to the Commission to enhance awareness about women's issues. SECTION 2. COMMITTEE MEMBERSHIP. The Director shall be anon-voting, ex-officio member of all committees. SECTION 3. EVALUATION. The County Manager shall hire and the Director shall supervise staff to the Commission. The Executive Committee may solicit reviews from other CFW Bylaws PROPOSED AMENDMENTS 08/21/2007 Page S of 7 ~~ Commission members to forward to the Director regarding the staff's performance. This may be done prior to the employee's Annual Review. It is the Chair's duty to present these recommendations and reviews to the Director. ARTICLE IX. MEETINGS SECTION 1. REGULAR MEETINGS. The Commission shall meet on the second Thursday of every month (except July) from 6:30 PM - 8:00 PM. Committees, including Ad Hoc Committees, shall meet outside the regularly scheduled meetings to conduct committee business. SECTION 2. EXECUTIVE COMMITTEE. The Executive Committee shall meet at least quarterly. SECTION 3. SPECIAL MEETINGS. Special meetings may be called by the Chair or at the request of a majority of the members. The purpose of the meeting shall be stated in the call. Except in cases of emergency (when a minimum of six hours notice shall be given), at least three-(3) days notice shall be given. SECTION 4. OPEN MEETINGS. All meetings of the Commission, including the Executive Committee, standing committees, Ad Hoc committees, subcommittees and task forces are subject to the Open Meeting Law (N.C.G.S 143-318.13). Individuals and/or groups who wish to make presentations should request time on the agenda from the Chair prior to the call to order. SECTION S. QUORUM. A majority of the appointed members shall constitute a quorum for the transaction of business at any time. SECTION 6. VOTING. Each appointed Commission member is entitled to a vote in conducting official Commission business. Commission members may vote by proxy when a vote is properly noticed in the meeting agenda, a paper ballot is included in the meeting agenda and availability of a proxy is noted on the agenda. Votes by proxy may then be submitted prior to the Commission meeting by email, phone or first class mail. SECTION ~. RULES OF ORDER. All meetings should be conducted in accordance with parliamentary procedure. ARTICLE X. STANDARDS OF CONDUCT SECTION 1. CONDUCT. In conducting Commission business, members shall recognize and follow policies and guidelines established by the County Commissioners and the Commission for Women. Should a member violate these policies or guidelines, the Commission may ask the member to resign or recommend to the County Commissioners that they terminate the appointment of such member. CFW Bylaws PROPOSED AMENDMENTS 08/21/2007 Page 6 of 7 U~ ARTICLE XI. AMENDMENTS SECTION 1. AMENDMENTS. Recommendations to amend or repeal bylaws may be adopted at a regular or special meeting by the affirmative vote of two-thirds of the voting members present, provided that the amendment or new bylaws has/have been submitted in writing to the voting members not less than two weeks prior to the meeting. SECTION 2. APPROVAL BY THE COUNTY COMMISSIONERS. Adopted changes to the bylaws must be approved by the County Commissioners. CFW Bylaws PROPOSED AMENDMENTS 08/2l/2007 Page 7 of 7