HomeMy WebLinkAbout20101438.tiff RESOLUTION
RE: APPROVE PUBLIC SAFETY INFORMATION SYSTEM USERS GROUP BYLAWS
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with bylaws recommended for adoption by the
Public Safety Information System Users Group, and
WHEREAS, after review, the Board deems it advisable to approve said bylaws, a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the attached bylaws for the Public Safety Information System Users Group
be, and hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 7th day of July, A.D., 2010.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY COLORADO
ATTEST: , `� ` _ '. 1 .�.,•�_
v- ♦ �ougl- Radem-cher, Chair
Weld County Clerk to the
FXCUSED
Barbara Kirkme er, Pro-Tem
BY eputy CIerK(fo the Board 4-'1', v `
Sean P. Conway
AP O D AS TO • liam .��
Garcia
Co my Attorney EXCUSED
David E. Long
Date of signature: -6e
Lei. \A5 C.\N\�puvc � 2010-1438
1 - 38 - ID CM0019
BY-LAWS
PUBLIC SAFETY INFORMATION SYSTEM USERS GROUP
A. NAME AND PURPOSE.
1. The Public Safety Information System ("the System") Users Group ("Users
Group") is hereby created to represent the users of the System and to provide
continuing advice and recommendations on System service policies and
development plans to the Board of County Commissioners of Weld County ("the
Commissioners") and the Greeley City Council ("the Council"). The Users
Group shall secure user input on system direction, recommend priorities, review
technical decisions and provide recommendations for effective user
communication in systems development and daily operations. It shall report
directly to the Public Safety Network Oversight Board ("Oversight Board") in an
advisory capacity.
2. The Users Group is responsible for development of a strategic vision for the
System. The elements of the vision shall be translated into specific activities,
executable by means of clearly delineated operational processes which specify the
roles and functions of the Users Group, staff, and involved user agencies and
departments. The Users Group is the focal point for the prioritization process,
both of the activities recommended by the planning process and those that will
arise in other contexts. The User Group shall make attempts to resolve conflicts
arising from competition for resources and from the overlapping impact of system
requirements. Additionally, the Users Group provides a forum for recommending
priorities and service levels, and serves as a communication link between staff
and the user community.
B. ROLE AND RESPONSIBILITIES.
The specific roles of the Users Group include the following:
a. Monitor the overall System function;
b. Identify System needs with each user and prioritize these needs to develop
and update the long-range strategic plan;
c. Recommend appropriate actions concerning System development and
maintenance;
d. Ensure any recommendations have considered necessary resources for the
successful implementation of the System;
e. Maximize coordination of System applications and other systems among
the user agencies and departments;
f. Review long- and short-range System plans and their implementation.
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The long-range plan accepted by the Users Group shall act as a master
guide for setting annual priorities;
g. Review specific System proposals to meet the System users' needs;
h. Identify the annual information system priorities and related budgetary
impact. These recommendations will become an integral part of the budget
process subject to adjustment during budget preparation and adoption, and
upon final budget approval, will be established as part of the annual work
program. All new development or enhancement projects must be reviewed
and recommended by the Users Group before they may be added to the
annual work plan;
i. Among the specific factors to be considered by the Users Group are the
time frames in which specific projects or other activities can be carried
out, the cost considerations involved, the staffing requirements and the
subsequent maintenance activities;
j. Monitor budget and time schedules;
k. Attempt to resolve organizational conflicts arising from the impact of
System implementation and other utilization issues; and
1. Advise on policies and procedures for the effective utilization of the
System by user agencies and departments.
D. MEMBERSHIP.
1. The User Group shall consist of at least eight (8) voting members and two (2) ex
officio non-voting members. Membership shall be representative of each user of
the system, which, at a minimum, shall include the individuals or representatives
of the following:
a. Greeley Police Department - Dispatch
b. Greeley Police Department - Records.
c. Weld County Sheriffs Office.
d. District Attorney.
e. Weld County Paramedic Service.
f. Union Colony/Greeley Fire Authority.
g. Weld County Police Chiefs Association (non-City member).
h. Weld County Fire Chiefs Association (non-City member).
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i. Weld County IT Site Manager(ex-officio non-voting).
j. City of Greeley IT Manager(ex-officio non-voting).
2. All appointments of County members to the User Group shall be made by the
Commissioners. All appointments of City members to the User Group shall be
made by the Council. The Weld County Police Chiefs Association shall appoint a
representative, who shall not be a City employee. The Weld County Fire Chiefs
Association shall appoint a representative, who shall not be a City employee.
3. Whenever a vacancy, other than routine expiration of appointment arises on the
User Group due to resignation, death, or for any other reason, the secretary shall
notify the appointing group in writing and request that another member be
appointed to serve out the remainder of the unexpired term.
E. OFFICERS.
1. The Chairperson of the Users Group shall be selected at the first meeting
following January 1st of each year, by the Users Group members. The
responsibilities of the Chairperson are to:
a. Preside at and call to order User Group meetings.
b. Initiate and stimulate discussions of User Group issues.
c. Adjourn meetings and establish future meeting times.
d. Notify members of the User Group calendar.
e. Distribute minutes and background information.
f. Ensure minutes are taken at each meeting.
2. In the absence of the Chairperson, a temporary Chairperson will be selected by
the User Group.
3. A Secretary shall be designated by the Commissioners. It shall be the
responsibility of the secretary to send notices to members of all meetings, keep
minutes of all such meetings, and send copies of the minutes to the following:
a. One copy to each member of the User Group;
b. One copy to the Clerk to the Board of County Commissioners;
c. One copy to the City of Greeley Clerk; and
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d. Copies to anyone else designated by the User Group.
F. MEETINGS.
1. Regular meetings of the User Group shall be monthly, or as called by the
Chairperson.
2. Written notice of all regular meetings shall be mailed/e-mailed so as to be
received by members at least one week prior to the meeting date if possible.
3. Special meetings may be called by the Chairperson or upon request of three
members of the User Group. Notice of Special meetings is to be by personal
telephone confirmation or personally acknowledged by radio or teletype contact
or by e-mail, provided notice is given 24 hours prior to the meeting date.
4. Emergency meetings may be called when deemed necessary by the Chairperson.
5. A quorum shall consist of a simple majority from the voting members of the User
Group. A quorum will be necessary at any meeting where the agenda includes:
a. Changes in these Bylaws.
b. Recommended changes in policy and/or procedures.
c. Election of officers.
d. Special meetings.
6. The concurring vote of a majority of those voting members present and voting
shall be required to pass any motion. Votes to abstain shall neither be considered
a"yes" nor a"no" vote.
7. A tied vote of the User Group shall automatically defeat the issue voted upon.
8. The most current version of Robert's Rules of Order shall prevail to the extent
they are not in conflict with specific provisions of these Bylaws.
9. Reports prepared for submission to the Oversight Board will bear the signature of
the Chairperson.
10. Attendance
a. Members of the User Group are required to regularly attend all regular and
special meetings.
b. If any regular member misses three (3) consecutive meetings or misses
more than 40%of the meetings in any six (6) month period, the User
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Group may recommend to the appointing officials that said member be
asked to show cause why he should not be removed for his failure to
faithfully attend meetings.
c. It shall be the duty of the Secretary to record the attendance of each
member and to notify the Chairperson if any member has failed to
faithfully attend pursuant to paragraph b., above.
G. AMENDMENTS.
These Bylaws may be amended by an affirmative vote of three-fourths of a majority of
the voting members of the Users Group. No amendment to these Bylaws shall be
considered at any meeting of the Users Group unless first submitted in writing to each
member at least seven (7) days prior to the meeting at which said amendment is to be
considered. All amendments must be approved by the Commissioners and Council
before they become effective.
These Bylaws and any amendments thereto were approved by the Board of County
Commissioners of Weld County, on July 7, 2010, and by the Greeley City Council, on July_,
2010.
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