HomeMy WebLinkAboutAgenda - 06-26-2007-4fORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 26, 2007
Action Agenda
Item No. _~-~
SUBJECT: Commission for Women (CFW) Bylaws Amendment
DEPARTMENT: Human Rights and Relations PUBLIG HEARING: (Y/N) ~ No
ATTACHMENT(S): INFORMATION CONTACT:
Bylaws with Proposed Tracked Changes James Spivey, 968-2288
Bylaws with Changes Incorporated
PURPOSE: To review and -amend the Commission for Women's (CFW) Bylaws to include a
mission statement 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.
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SUMMARY OF RECOMMENDED CHANGES BYARTICLE -
A. Article 1. Organization - Include (CFW) following the first appearance of the
Commission's full name.
B. Article II. 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 III. 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 VII. 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.
1. 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.
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'""-"~-~ Formatted
$i ~ Za l~ II S__(TRACKED CHANGES COPYI
ARTICLE I. ORGANIZATION
SECTION 1. NAME. The name of this organization shall be the Orange County
Commission for Women C( FW).
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. TEtttvt. The Commission year shall coincide with the twelve-(12) month
period beginning July 1 and ending on June 30.
ARTICLE I1. MISSION & VALUES
The mission of the Orange County Commission for Women is to empower women and girls, and
promote their ec uglify in all spheres ol'life through advocacy, education, and ouU•eaeh activities.
One way in which we can't' out that mission is by building coalitions with, and actioc as allies
for, disadvantaged groups.
We Value:
Working to end all forms oPoppression and discrimination based on sex, gender, age,
sexual orientation, race, ethnicity, IIatIOIlaIlt~gal status, p_h_ySlCal alld mental
ability, social and economic class, educational status, and health status. - Deleted: s
Maintaining and improving women's and girls' physical and menial 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-(imded public
education institutions.
Assuring women's admission to tob training, and ensuring women's lob securit> gild
dual ~a~I•egardless ol'race/ethnicity, sexual orientation, age, nationality, religion,
and age.
Guaranteeing that caregivers, who are predominately women, have the community and
county services and supa~ol•t 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 independent) a~g as possible.
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Improving the economic cirewnstances of women by:
- providing career counseling that will make women and girls aware oi'the changin7
job market;
- assurin~7 access to job training and placemenC services
- advocating better enforcement of Federally-mandated fender equity programs that
encourage women to enter non-U•aditional and higher paying occupations
- encouragim,? and supporting women who want to start their own businesses
- advocatin;J~ay equity For individuals and ~y for comparable worth For groups of
women at public and private sector workplaces
- encouraging and recogni-r_ing lamily-friendlyplovers
Buildinv 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 iob training=.
Traininr; and education ofall people, especially men and boys, to create more allies in the
work to the end the opLession of all women and girls.
ARTICLE II1. 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 Commission by:
1. 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
Deleted: Ii
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.
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The Commission shall recommend potential members to the Board of County Commissioners for
appointment.
SECTION 2. TERM OP YIE~~I[3ERSFIII'., The term of appointment shall be three (3) years, Deleted: s
beginning July 1 and ending June 30, Vacancies resulting from a cause other than expiration of Deleted: ,
term shall be filled only with the unexpired portion of that term. I f the term of appointment is Deleted: v
tilled, members pare elieible to aUlly for reappointment. In accordance with Board oPCounty
Cclminl$$lonel• hollCy, the (e11Ht11 OfSI'rVICC On thtS IlOal'd is Illlllted t0 two-three year tel•ms. ~ Deleted: Members are eligible to apply
for renppointment.
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. Ap~llications for membership to the CFW
arG,made to the Board oPCounty Commissioners thi•ou~zh the Clerk's ol~tice. The Clerk to the Deleted: is
[3000 forwards applications to Department staPPdesi>Ynated to the Commission for Women and
stai'f 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 130CC b s
SECTION 5 REMOVAL OF MEMBERS. Members are expected to attend each regular
scheduled meeting. hl the event of extenuating circumstances preventins; attendance, member
shall call or email CFW Staff about said absence. The CFW will, ask the member to resign or
recommend to the t30CC that they terminate the appointment of such member, if able- nces are
deemed excessive in accordance with 13000 tlolicies and orocedures 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:
Deleted: 4
Deleted: may
Deleted: Should a member miss
three(3) consecutive meetings or a total
of four (4) meetings in one fiscal year, the
Commission may ask the member to
resign or recommend to the County
Commissioners that they terminate the
appointment of such member.
Deleted: 1
Deleted: 1115/08/021
CHAIR: shall call and preside at Commission meetings; appoint committees and
committee officers; serve as art ex-officio member of all committees; the chair shall
maintain communication with the Directory see that all resolutions andpolicies of the_ _ __."."-- Deletea: provide direction for the
Commission are carried out; serve as the official spokesperson for the Commission; shall ~" Deletea: by interpreting the views of
carry out other duties described in subsequent Articles of these bylaws; and have the the Commission
general powers and duties of supervision and management usually vested in the Chair.
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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.
MEMeEnsx~P CHAIR: shall be responsible for membership activities, including recruiting
new members; contactin~_prospective applicants to assess interest in the CFW; assuring
appropriate representation of membership as outlined in Article )~V„ Section 1,~,
ARTICLE Vl. ELECTIONS
SECTION 1. MAJORITIES. Officers must be elected by a majority of the members,
quorum presumed.
SECTION 2. PROCESS. Voting shall occur at the tlne meeting. The Nominating
Committee will prepare a single slate and present it to the membership two weeks in advance of
the Jt~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.
Deleted: t
Deleted: 1
Deleted: ;
Deleted: keeping track of members'
attendance with the Chair, be responsible
for carrying out duties as described in
Article [lt, Section 4.
Deleted: May
Deleted: May
Deleted: (i.e., written ballots must be
signed, made public immediately
following the election, and kept until the
minutes of the meeting are published, and
the minutes must contain a record of each
member's vote)
Deleted: Voting shall be marshaled by
the Nominatina Committee Chair
SECTION 3. ABSENTEE VOTES. Absentee votes may be cast during the week prior to
the .f une, 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-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 stafPat the August executive committee meeting.
Deleted: ;undertake those duties
relevnnt to the Director as described in
Article VII, Section 3;
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SECTION 2. NOMINATING COMMITTEE. The Commission Chair shall appoint the
Nominating Committee Chair and the Vice-Chair shall appoint two (2) additional members,~y
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 V I, Sections
2and3.
SECTION 3. /~DV(7CACY COMMITTEE. The.J~dvocacy Gommitteershall includt: an
officer to the Commission, a chair and ~7eneral members. This Conu»ittee,~hall review pertinent
policies and practices and local, state and federal ~esislation impactive women and girls<in
Orange County and, recommend appropriate actions to the Commission,, ,The Committee shall fie
authorised 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 re:?ularly 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. COMMIT"1'EE 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 THG COMMISSION
SECTION 1. DUTIES. The,Staff to the Commission shall handle the daily business of
the Commission includine taking Commission minutes, preparine Commission aeendas with the
executive committee- and mailing Commission a>?endas one weel: prior to reeularly scheduled
Commission meetings, preparing Commission notebook for new members, preparing written
correspondence on behalf of the Commission for Women when necessar~preparina with the
Director and Commission a biennial report for submission to the BOCC and facilitatins
Commission activities and events.
Deleted: by the June
Deleted: M
Deleted: LEGISLATIVE
Deleted' Commission shall establish a
standing
Deleted: c
Deleted: to
Deleted: review
Deleted: legislation
Deleted: children
Deleted: to
Deleted' (such as letter writing, phone
calling, research, etc.)
Deleted: and to recommend appropriate
actions to the Commission (such as
lobbying, letter writing, phone calling
,etc.).
Deleted: DIRECTOR
Deleted: Director shall handle the daily
business of the Commission; supervise
office staff; prepare and present a
quarterly report to the Commission;
prepare an annual budget and biennial
report for submission to the County
Commissioners; with Chair, update the
meeting agenda; and keep members
informed of eurcent information relevant
to the status of women.
S)rCTION 2. The Director for the Department of I-luman Rivhts and Relations.shall be a Deleted: servesasadepartmenthe5din
point of contact with public and private sectors and shall maintain a liaison with the news media orange Cnnnty government, and
and agencies~'e~ardin>a the status of women in Orange County. The Director shall keep members Deleted: concerned with
- -. .
lntorllled Of the CUI'rent StatllS Of w0lTlell In OI'allf?E COUnt~and Shall lllake U'a11UnE OpportUnltles
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. .Deleted: SELECTION AND
Deleted:
ommission. The
EVALUATION. The Director shall hire staff to the G
SECTION 3. ~ Deleted: be hired by the County
,
,
'
Executive Committee nl a~solicit reviews from other Commission members to forward to the Manager with consideration of
recommendations made by the Executive
Committee of the Commission.
Deleted: shall
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hector regarding the ta,~ it's performance. This 7,>~~be done prior to the~mplo. et:'s Annual
Review. It is the Chair's duty to present these recommendations and reviews to the il•ector.
ARTICLEJX. MEETINGS
SECTION 1. REGULAR MEETINGS. The Commission shall meet on the second Thursday
ofevery month (except.luly) li-om 6:30p.m.-S:OOp.mtiCommittees, including.Ad Hoc
Committees, sh,~lll meet outside the re~~ularly 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.
Deleted: Manager
Deleted: Director's
Deleted: shall
Deleted: Director's
Deleted: Manager.
Deleted: vm
Deleted: and December
Deleted: at (east once every other
month.
Deleted: Legislative and other
Deleted• ould meet at least once during
the intervening months when applicable.
SECTION 4. OPEN MEETINGS. All meetings of the Commission, including the
Executive C~,ommittet;,,~tandine committees, Ad HOC COn11111tteGS, SubC0117t171ttee5 and taSli tOrCI:S Deleted: e
are subject to the Open Meeting Law (N.C.G.S 143-318.13). Individuals and/or groups who Deleted: s
wish to make presentations should request time on the agenda from the Chair prior to the call to Deleted: committees, subcommittees,
Order. and task forces
SECTION 5. QuoRUM. A majority of the appointed members shall constitute a quorum
for the transaction of business at any time.
S>/CTiON 6. VOTING. Cach appointed Conunission member is entitled to a vote in
conductin~* oPlicial Commission business. Commission members may vote b~proxy when a
vote is properly noticed in the meeting aeenda, a ~7aper ballot is included in the meeting aeenda
and availabilit~proay is noted on the aeenda. Votes b~proxy Inay then be submitted prior
to the Commission meeting by email, phone or first class mail.
SECTION 7 RULES OF ORDER. All meetings should be conducted in accordance with Deleted: e
~7arhalnel7tar~prOCedt11'e.. Deleted: the latest edition ofRobert's~
..
_. - -----
Rules of Order
ARTICLE.X. STANDARDS OF CONDUCT Deleted:l
SECTION I. 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.
ARTICLE XI. AMENDMENTS
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9+--- ~-~ Formatted: Right: 0.25"
SECTION 1. AMENDMENTS. Recommendations to amend or repeal bylaws may be
adopted at a regular o~ special meeting by the affirmative vote oftwo-thirds of the voting neieted:
members present, provided that the amendment or new bylaws has 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.
10
L ~ Y~ S [PROPOSED AMENDED 02/08/07]
ARTICLE I. ORGANIZATION
SECTION 1. NAME. The name of this organization shall be the Orange County
Commission for Women (CFW).
SECTION 2. AUTHOxITY. 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 AMENDED 02/08/07
11
• 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 womenrn 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 AMENDED 02/08/07
12
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 Hili 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 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:
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 ail 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 AMENDED 02/08/07
13
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.
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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 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 Director shall hire staff to the Commission. The
Executive Committee may solicit reviews from other Commission members to forward to the
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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 l . 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 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 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.
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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.
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