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HomeMy WebLinkAboutAgenda - 12-20-94 - VIII-H 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action A ends Item No 2IG-11 ACTION AGENDA ITEM ABSTRACT Meeting Date: SUBJECT: Youth Services Needs Task Force - Change In Charge DEPARTMENT County Commissioners PUBLIC HEARING YES NO _X_ ATTACHMENT(S) : INFORMATION CONTACT: MOSES CAREY, JR. BY-LAWS WITH PROPOSED CHANGES TELEPHONE NUMBER Hillsborough 732-8181 Chapel Hill 968-4501 Mebane 227-2031 Durham 688-7331 PURPOSE: To consider updating the By-laws for this Task Force, including changing its. name to the ,Youth Services . Advisory Commission. BACKGROUND: These changes are minor in scope and are being suggested to more clearly reflect how this Task Force has actually functioned over the years . The name change is being requested to reflect that this is an ongoing permanent volunteer group with a Charge that has been broadened to include responsibilities in addition to the CBA funding . RECOMMENDATION: To approve these changes , including the name change to Youth Services Advisory Commission . la Revised: June 28, 1990 Revised: December 6, 1993 Revised: November 15, 1994 APPROVED: 12/6/93 ORANGE COUNTY YOUTH SERVICES TASK FORCE ADVISORY COMMISSION BYLAWS Article I Name and Purpose Section 1. The name of this Task Force Commission shall be known as the Orange County Youth Services Needs Task Force Advisory Commission. Section 2 . The purposes of this Task Forcc Commission shall be to: 2 . 1 Assess the needs of youth in Orange County, and in cooperation with the Board of County Commissioners, facilitate solutions to those needs. 2 . 2 Assist the County in planning delinquency prevention programs and recommending community based alternatives to training schools. 2 . 3 Evaluate programs receiving Community Based Alternatives (CBA) funds, or recommended for CBA funds, by this Task Forcc Commission for effectiveness and continued need. 2 . 4 Facilitate cooperation among and access to community resources that serve youth in Orange County. 2 . 5 Develop creative and innovative strategies for more effectively addressing the needs of Orange County youth. Article II. Membership Section I. Members shall be appointed by the Orange County Commissioners to serve three year terms. Section I. "Members shall be appointed by the Orange County Commissioners to serve a three year term and may be reappointed for one additional three year term." Section 2 . Any member who misses three (3) Chairman shall be excluded from the Task 2 shall be replaced because of lack of attcndancc or resignation. The Chairperson shall advise the Board of Commissioners of attendance of the membership. Section 2 . If a member, in any calendar year, has unexcused absences which constitute more than 25 percent of the Commission meetings, he/she is required to resign. Excused absences are defined as absences caused by events beyond one's control. Members are requested to contact a member of the Executive Committee with notification of their absence prior to the meeting. A calendar year is to be defined as a 12-month period beginning on the date of appointment. Section 3 . The membership shall be no less than 12 persons and no more than 24 persons. Section 4 . Directors of programs serving youth in Orange County not rcprcscntcd on the Task officio members. MOVED FROM PAGE 4 - SECTION 2 .2 CBA funded program representatives or their proxies shall be non-voting members of this Commission. Section 5. The Director of Sheaffer House program shall be a standing member of the Task Force Commission. This is a County CBA program which this Commission is charged with evaluating. with the Task Force responsible for on going program evaluation. Article III. Officers Section 1. The officers shall include a Chairperson, Vice-Chairperson, and Secretary. Section 2 . These officers shall be elected by the ask Force Commission membership at the June last scheduled meeting of each fiscal year. New Officers will assume office on July 1st. Section 3 . Officers The Chair and Vice-Chair shall be elected for one year terms and shall may succeed themselves for one additional term. ADDED: Section 4. The secretary shall be elected for a term of one year and may succeed him/herself. B: \YSNTFBY.LAW 3 Article IV. Meetings Section 1 Regular Meeting 1. 1 The Task Forcc Commission shall meet once each month at a time and date to be determined by the membership at the first meeting in October of each year. These meetings shall alternate between Chapel Hill and Hillsborough. 1.2 An agenda shall be prepared and distributed to the membership 5 days prior to the meeting date. 1. 3 In the event a meeting must be cancelled, the Chair shall notify the Task Force Commission members in writing or by phone at least 5 days prior to the scheduled meeting. 1.4 All meetings shall be open to the public. 1. 5 No official business can be enacted unless a quorum is present. A quorum will be 1/3 50% +1 of the actual total voting membership. Majority vote of the quorum is required for passing a motion. A program or agency which has an appointed representative on the Task Force Commission may send a proxy representative to regular Task Force Commission meetings. Said proxy shall have the same voting privileges. 1. 6 Minutes shall be taken at every meeting and distributed prior to or at the subsequent meeting with the agenda for the next meeting. Section 2 . Special Meetings 2 . 1 The Chairperson Executive Committee may call ouch Special meetings as deemed necessary to carry out the duties of the Task Force Commission. 2 .2 Notice and rationale for special meetings shall be given to all members of the Task Feree—Commission in writing or by phone at least 3 days in advance. Article V. Committees Section 1. Executive Committee 1. 1 The Executive Committee will be composed B: \YSNTFBY.LAW 4 of all officers and Standing Committee Gha4rpereene all elected officers. 1. 2 The Executive Committee shall evaluate the progress of the Task Forcc Commission and make recommendations as to its direction. 1. 3 The Executive Committee shall meet no less than twice each calendar year once each month to determine the agenda for the next meeting. 1. 4 The membership of the Executive Committee shall be notified of all meetings in writing or by phone at least -4 5 working days prior to the meeting. 1.5 The Chairmen of the Task Force Commission, or two other Executive Committee members, may call such Special meetings as deemed necessary to carry out its duties. Section 2 . Standing Committees The Chairperson shall appoint at least thrcc members of the Task Force to each of the following standing committees: MOVED FROM 2.4 The Chair on of the Task Force Commission shall appoint the Standing Committee GhaIrpereene. The Committee Chairperson shall be appointed for one year and may succeed himself/herself themselves. Each Commission member shall serve on at least one (1) of the committees listed below: 2 . 1 Planning Needs Assessment Committee whose purpose it shall be to plan and carry out the process of determining the needs of youth in Orange County and putting those needs in priority order subject to Task Force Commission approval. 2 . 2 Program Committee whose purpose shall be to make recommendations for the use of the Community Based Alternative Funds, or any funds available to Orange County that would meet the criteria for Task Force Commission involvement. The Vice-Chair of this Commission shall serve as Chair of the Program Committee. The appointed representative from a program which is receiving CBA funding B: \YSNTFBY.LAW 5 shall not be allowed to serve on the Program Committee. CBA Funding recommendations made by the Program Committee will be voted on individually. 2 . 3 - Evaluation Committee whose purpose shall be to evaluate existing programs receiving or recommended for CBA funds and monitor the performance of these programs. 2 . 4 Public Awareness Planning Committee whose purpose shall be to explore new and creative strategies for more effectively addressing the needs of Orange County youth as well as to keep youth serving agencies, appropriate governmental and community boards, and the general public aware of existing services and the unmet needs of the community. Section 3 . Additional Committees The Commission Chairperson may shall at his/her their discretion appoint any other committees which he/she they deem necessary to carry out the general purposes of the Task Force Commission. Article VI. Miscellaneous Section 1. Amendments These by-laws may be amended or repealed and new by-laws adopted for recommendation to the Orange County Board of Commissioners approval by the affirmative vote of a majority of the membership at any regular or special meeting of the Task ice Commission. Such action must be confirmed at thc next regular meeting of thc Task Force. Notice of proposed by law changes, along with those written changes, must be presented to the Commission one month prior to voting on such changes. B: \YSNTFBY.LAW