HomeMy WebLinkAbout740443 BY-LAWS
HUMAN RESOURLES ADVISORY COMMITTEE
ARTICLE I
Name
The name of this advisory board shall be the Weld County Human Resources
Advisory Committee (Administering Board) .
ARTICLE II
Purpose
The purpose of the Weld County Human Resources Committee. (hereinafter
referred to as HRC) shall be to serve as the principle advisory board to
the Weld County Division of Human Resources, and the program elements
therein , and the Weld County Commissioners (Governing Board) . •
ARTICLE III
Functions
A. The HRC shall serve as an application and resume screening committee
(of three members) , to screen all applicants for the position of staff'
director. It shall recommend three (3) to five (5) names to the Governing
Board for personal . interview. The Governing Board shall hire the staff
director after review of these recommendations , but is not bound by the
recommendations. The HRC. shall meet with the Governing Board to discuss
the individuals they selected for review. After interviews , if none of the
candidates are acceptable the Governing Board will meet with the HRC and
discuss the problem.
B. The HRC shall have authority delegated to it by the Governing Board to
do the following:
• 1 . The responsibility to review and comment upon the; (1 ) establishment
of programs , (2) the establishment of participant priorities, (3) submission
Fr . ,. �; 740443
of the annual work program of the agency, ( including budget) , and (4) any
major program changes which take place during the course of the program
year. In view of this responsibility, the HRC has a right to have ten
(10) days notice prior to contemplated action by the County Commissioners,
regarding the above and access to sufficient copies of the proposed actions ,
so that all members may be fully informed before making their comments.
2. Be responsible for the development of an annual work program, and
plan other proposals for submission to the County Commissioners.
3. Develop policy and procedures recommendations for submission to the
Board of County Commissioners.
4. Be responsible to provide an evaluation process to determine the
effectiveness of the Human Resources Division programs , and report their
findings to the County Commissioners.
5. Serve as a hearing Board to review, investigate and report findings
to the County Commissioners.
6. The right to receive reports from the Director of the Human Re-
sources Division on a periodic basis . These reports will include both
programmatic and financial information.
C. Supervision of the administration of all CSA policies and standards and
of all program, administrative, and financial policies and rules adopted
by the governing officials , including elaboration , supervision, and enforce-
ment in the first instance, of all such policies and rules.
ARTICLE IV
Membership
A. Membership on the HRC shall be representative of the community and re-
flect the advisory council 's guideline of the various funding sources HRD
utilizes.
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B. HRC shall consist of not less than twelve ( 12) nor more than fifteen
(15) members.
C. There shall be two distinct types of membership:
1 . Full Membership - twelve (12) to fifteen (15) shall have all privi -
leges and voting responsibility.
2. Non-Voting Membership - (open) shall have all privileges but none
of the responsibilities. Voting is defined as a responsibility. Non-
voting members shall include members or salary employees of any agency
(public or private) , or their Board. of Directors , seeking contractual
relationships (monetary) with the Human Resources Division.
D. The position of any HRC member will be declared vacant by the Governing
Officials if that person misses three (.3) consecutive regular HRC meetings,
or a total of four (4) regular HRC meetings during a one ( 1 ) year period.
1 . The Executive Director of the HRD shall notify ( in writing) 'any
member who has missed two (2) consecutive regular meetings and/or three (3)
regular meetings, during the course of each calendar year. The correspond-
ence should also site pertinent sections of HRC by-laws.
•
ARTICLE V .
• Selection of Membership
A. The functions of the membership shall be to advise the Governing Offi-
cials and the HRD Executive Director as to needs within the community. All meet-
ings of the HRC are open to the public, and the HRC shall meet at least once a
month.
B. The HRC membership shall be one third (1/3) public sector, one third (1/3)
private sector and one third (1/3) low income/client sector.
C. One third of the HRC shall be elected public officials, or their repre-
sentatives of the political subdivision served. Of the public sector repre-
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sentation, one (1 ) will be an official representative of. the City of Greeley,
one ( 1 ) of the County of Weld, and one ( 1 ) of the School System's. The elected
public official members may appoint a permanent representative to serve in
their places. The representative need not be a public official , but must be
empowered to speak and act for the official represented. The public sector
HRC members will serve not more than three (3) years., or less than one (1 )
year. . The official , and/or his representative, shall be ineligible to serve
on the HRC upon his change of status as an elected public official . The rota-
tion of the public official will be for the same term as other sectors of the
HRC, and they shall be appointed by the Governing officials.
D. At least one third of the HRC must be representative of the low income/
client sector. These representatives need not be low income, but they must
be democratically selected by those resident members of the area served by
the Division of Human Resources , who can be certified as low income under
CSA guideline criteria. The proportion of persons represented by each repre-
sentative shall be fairly and evenly distributed, regardless of the size or
type of areas. served by the Division of Human Resources. All representatives
of the low income/client sector shall be residents of the area which they repre-
sent.
E. The remainder of the Human Resources Committee shall consist of persons
from the private sector of the community having interests in the total com-
munity, within which the Division of Human Resources is located. These
persons shall be officials or members of local business, industry, major .em-
ployers , or other private groups and shall be appointed by the group represented,
upon Advisory Committee and Governing Officials appointment. Representatives
of any other interests may be recommended by the HRC members to the Governing
Officials, for Governing Board appointment.
F. The HRC shall replace members by recommending individuals from the public.
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and private sector to the Governing Officials. The low income/client sector
members shall be replaced by democratic selection. These new members will
fill the terms of office, of the individuals they replace.
ARTICLE VI
Term of Office
Members shall serve from one ( 1 ) to three (3) consecutive years with option
of reappointment/election. On the initial HRC, 1/3 of the members shall
serve for one (1 ) year, 1/3 for two (2) years, and 173 for three (3) years.
The years of appointment for the initial HRC shall be the responsibility of.
the Governing Officials in their selection. No member can serve more than
three (3) consecutive years or five years of any six.
ARTICLE VII
Quorum
The HRC quorum shall consist of 50% plus one (1 ) of the members with full
membership.
ARTICLE VIII
Committees
The HRC Chairman shall appoint committees and chairman of said committees
as needed. Committee membership will reflect that of the HRC.
The duties of the committees will be designated and outlined at the time •
of their appointment.
ARTICLE IX
Program Advisory Councils
Special interest Program Advisory Councils may and should be established. Ex-
officio members and interested citizens may participate on the special Program
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Advisory Cu,.ncils.
ARTICLE X
Parliamentary Procedure
The HRC may adopt rules and regulations not inconsistent with these by-laws
and in the absence of formal rules of order., Sturgis Standard Code .of
Parliamentary Procedure shall control .
ARTICLE XI
Meetings
A. The HRC shall meet at least once a month and at such other times as the
Chairman may direct. Such meetings will be held in the evening in the target
area of the community. Such meetings shall be open to the public.
B. Annual meeting for the election of officers will be held in January of each
year.
C. Special meetings may be called by the Chairman of the HRC or upon the re-
quest of four (4) members of the HRC, subject to 48 hours prior notice to the
full membership of the HRC.
D. Once a quorum has been established, a majority shall be 50% plus one. The
Director of the Human Resources Division, and such staff as is necessary, shall
report and meet with the Governing Officials on a monthly basis on a date set
by the Governing Board.
E. Meetings will be held the 3rd Monday of each month at 7:30 p.m.
F. Transportation and babysitting costs will be provided fon the low/income
client sector representatives of the HRC.
G. Bilingual interpretation will be provided for individuals attending meet-
ings when requested.
ARTICLE XII
Officers
A. ' The HRC shall select its own officers which shall include Chairman, Vice
Chairman and Secretary. This will also be the Executive Committee of the HRC.
B. Term of each office is one (1) year.
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C. When a vacancy occurs in one of the offices, it shall be filled for the
remainder of the term by an election of the HRC.
D. Powers and duties of officers include:
1 . Chairman: the Chairman shall preside at all HRC meetings, and
perform other duties incidental to the office of Chairman;
2. Chairman must also present to the Governing Officials any proposed
change in policy, increase or decrease in funding , and new program proposals;
3. Vice Chairman: the Vice Chairman shall exercise the functions of
the Chairman in the Chairman 's absence or incapacity.
4. Secretary: the Secretary shall keep the minutes of the meetings,
and perform the functions of the Vice Chairman in the absence or incapacity
of the Vice Chairman; the Secretary shall also have all minutes and all
other information for action typed and to all HRC members at least five (5)
days before the regular HRC meetings.
5. Officers may succeed themselves in office for one (1 ) year.
6. An officer may be removed by a 2/3 vote of the total HRC.
7. A vacancy occuring in an office shall require an election for that
office the first regular monthly meeting following resignation.
ARTICLE XIII
Official Petition for Membership Change
Petition can be submitted by any and all local community groups. To be
considered a petition it must contain 100 signatures of individual (voting
age) and their residential address and phone number.
Upon the receipt of petition, the HRC will hold a public meeting to receive
and discuss the petition for membership change. The HRC will then make a
recommendation to the Weld County Commissioners. The Weld County Commissioners
will then determine on the validity of,the petitioners request.
ARTICLE XIV
Adoption and Amendment of By-Laws
These by-laws may be adopted and amended subject to approval of the Board
of Weld County Commissioners, after review and comment at a regular or
special meetings of the HRC, provided that the by-laws or any proposed
amendment thereto has been reviewed by the committee members at a previous
meeting.
Adoption or amendment of these by-laws shall require an affirmative vote
of 50% plus one (1 ) of the voting HRC members present.
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Standards of Procedure
Policy No. 1
Human Resources Committee
Membership Selection Process
I. Introduction .
In compliance with the Human Resource Committee By-laws , the
attached membership selection process provides a tool with which
the HRC and the Weld County Commissioners can select members for
the committee.
• II . Membership Selection Process
A. Members as provided in By-laws
Agency Type of Appointment
Weld County Commissioners Election
City of Greeley Election or Appointment
School System Election or Appointment
Veterans Election or Appointment
Organized Labor Election or Appointment
B. Membership beyond. By-laws
Agency Type of Appointment
•
Greeley Chamber of Commerce Election
Head Start Parent Policy Council Election
Weld County Council on Aging Election
Weld Information and Referral Election
Service
Colorado Job Service Election
Volunteer Resource Bureau Election
Probation Department Appointment
Colorado Migrant Council Election
III . The above agencies are subject to change as per the recommendation
of the HRC.
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Standards of Procedure
Policy No. 2
HRC Program Advisory Council Structure
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I. General Intent
The general intent of the Human Resources Committee (HRC) , in establishing
program advisory councils, is to provide for a wide range of input and
participation in policy formulation for submission to the HRD and the Weld
County Commissioners. The sub-councils of the HRC, containing both members
of the HRC as well as the community at large, assures better awareness of
the Division, its programs, and staff.
This is especially important for program directors who can utilize the
advisory councils for generation of new ideas , and resolving problems with-
in his/her specific program. The material that follows outlines the HRC
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program advisory council structure in greater detail .
II. The Human Resources Committee Program Advisory Council Structure
Chart A
Program Advisory Council Structure
Weld County Commissioners
Executive
Committee
Weld County
Human Resources Committee Monitoring & Evaluation
Committee
Personnel Selection
1 ,
Committee •
Councils
I I I I
Head Volunteer Resource Winterization Seniors Youth CETA
Start Bureau
Supplemental I Veterans I
Foods
a
III. Logistics
A. By-laws
Depending on the nature and legal structure of the councils, by-laws
are discretionary and the council themselves can determine the need
for by-laws.
Mandatory for: Discretionary for:
Head Start All others
Senior Nutrition
B. Set meeting time and place
This is at the discretion of the advisory council members. Staff will
provide support as required.
C. Minutes
Again a discretionary situation, if the councils determine minutes are
valuable then staff will provide support and distribute to HRC member-
ship.
D. Reports .
Discretionary, if and when appropriate HRC membership should review
copies.
IV. Program Advisory Councils ' Structure
A. Statutory Councils
1 . Head Start ,
The role of the Head Start Parent Policy Council is summarized,
due to its length. Basic decision making (policy) is shared
between the HRC; Weld County Commissioners , Human Resources
Division Director and Head Start. Director, and the Head Start
Parent Policy Council . Also, the Head Start Parent Policy
Council shall :
a. Serve as a link between public and private organizations ,
the Delegate Agency Policy Committees ,, Neighboorhood Coun-
cils, the Grantee Board of Directors , and the community it
serves.
b. Have the opportunity to initiate suggestions and. ideas for
program improvements and to receive a report on action
taken by the administering agency with regard to its rec-
ommendations .
c. Plan, coordinate, and organize agency-wide activities for
parents with the assistance of staff.
d. Approve the selection of Delegate Agencies .
e. Recruit volunteer services from parents, community residents
and community organizations , and mobilize community resources
to meet identified needs.
f. Distribute Parent Activity funds to Policy Committees.
2. Senior Nutrition
A portion of the Senior Council also includes mini-bus , Senior
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Coordinators, Senior Information and Referral , and other related
interests . The project council shall have approval authority over
decisions related to the:
a. Setting of suggested fee schedules .
b. Approval of general types of menus that meet the nutrition
standards.
c. Days and hours of project operations
d. Decor and, furnishings of the meal site(s).
The project council shall advise the project' in all other matters
related to the delivery of nutrition and supporting social ser-
vices by the project including:
a. Selection of paid staff and volunteers.
b. Preparation of the projects operating budget.
c. Evaluation of project effectiveness and achievements of objec-
tives .
d. Existing and proposed services offered by the project.
e. New congregate meal site selection.
3. Winterization •
The main responsibility of the Winterization Council is the review
of the home owner's application, the Estimator's Worksheet, and the
Optimal Winterization Plan to allocate grant funds to the first year
plan, in accordance with these guidelines .
The Winterization Committee should:
a. Establish procedures for the acceptance and processing of appli-
cations.
b. Establish additional local eligibility standards if desired.
c. Develop a program to promote the winterization program locally.
d. Develop a program for the mobilization of local resources .
B. Non-Statutory Councils
The non-statutory program advisory councils while having no specific
mandate should follow the intent by generating with the program dir-
ectors policy recommendations for the HRC and the HRD Executive
Director.
V. Relationship between HRC and its Program Advisory Councils
A. Role of HRC
Generally speaking, the role of the Human Resources Committee (HRC)
is to:
1 . Review and comment on the establishment of programs and changes .
2. Review and comment on the establishment of participant priorities.
3. Submission of Annual Work Program/Budget.
4. Develop policy and procedures recommendations.
5. Establish and maintain a Monitoring and Evaluation process.
6. Plan for a better delivery of human services.
7. Coordination of all HRD services and then provide policy recommend-
ations to the Weld County Commissioners and the HRD Executive Director.
B. Role of the Program Advisory Councils
Thus, the role of the Program' Advisory Councils is basically the same
as the HRC role with the following critical exceptions . •
1. The program advisory councils are involved with a specific area
of HRD concern, not the overall comprehensive approach that the
HRC must take.
2. The program advisory councils will make policy recommendations
to the HRC and their executive director.
3. Likewise, the program advisory councils will make recommendations
to the HRC which will in turn develop the plan, program, budget,
reports , and the comprehensive documents .
4. Obviously, there is a limit on the ability of the program
advisory councils to coordinate HRD services , and the extensive
divisional coordination as well as external coordination is left
to the HRC.
VI . Conclusion
The Human Resource Committees program advisory structure allows for a
broader range of more (program) specific input that in turn leads to a
better awareness of what the various programs of HRD are accomplishing.
The structure allows the members of the HRC to become especially well
versed in some specific programs while as a committee, the whole of HRD
can be addressed. The program advisory structure also allows for the
involvement of additional citizens in the decision making process as
well as involving other agencies that work with the various programs.
S
Standards of Procedure
Policy No. 3
HRC Program Advisory Council
Membership Selection Process
s
I . Introduction
The intent of the Human Resources Committee Program Advisory
Council Membership Selection Process , is to outline within
the HRC by-laws and the Federal rules and regulations the
method in which members are selected to the HRC Program
Advisory Councils.
II . Where the advisory councils have established their own by-laws ,
or where there is a Federal or State mandate as to the selection
process , these will be followed. These councils include:
Head Start Parent Policy Council
Senior Nutrition Council (part of the Seniors Council )
Volunteer Resource Bureau Council
III. Where there are no existing by-laws or regulations then the councils
themselves will be asked to maintain their membership in accordance
with the more general policy of the Weld County Home Rule Charter,
Weld County Commissioners , and the Human Resources Committee.
IV. All the sub-councils will recommend the proposed names of new members
to the Human Resources Committee for approval . The Human Resources
Committee will be charged to maintain equity and balance on the
councils, and assure they meet the specific and general regulations
as stated in Section II and III above.
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