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Home My WebLink About20233543.tiff RESOLUTION RE: APPROVE AMENDED BYLAWS FOR HUMAN SERVICES ADVISORY COMMISSION 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,on June 14,1979,the Board adopted the Bylaws for the Human Services Advisory Commission,and WHEREAS,the Board has been presented with revisions to said Bylaws,and WHEREAS,after review,the Board deems it advisable to amend said Bylaws,a copy of which are attached hereto and incorporated herein by reference. NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of Weld County,Colorado,that the amended Bylaws for the Human Services Advisory Commission,be, and hereby are,approved. The above and foregoing Resolution was,on motion duly made and seconded,adopted by the following vote on the 6th day of December,A.D.,2023. BOARD OF COUNTY COMMISSIONERS WELD COUNTY,COLORADO ATTEST: dd,_,Adsj G t� Mi -Fr eman,Chair Weld County Clerk to the Board ljtr,l k- err .Bu ,Pro-Tem B btJ �_� Deputy Clerk to the Board Scott K.James A " ED r • RM: ` � �CUSED n D.Ross County torney 1 2l«�z . Saine Date of signature: �/ i �' cc:(3occ64O,C A(i<m),Ft SD 2023-3543 fit/iy X23 HR0004 BOARD OF COUNTY COMMISSIONERS PASS-AROUND REVIEW PASS-AROUND TITLE:Weld County Human Services Advisory Commission(HSAC)Bylaw Revision DEPARTMENT: Human Services DATE: November 20,2023 PERSON REQUESTING: Jamie Ulrich,Director,Human Services Brief description of the problem/issue:The Department is requesting to revise Weld County Human Services Advisory Commission(HSAC)bylaws pertaining to membership term limits. Currently a member can serve up to two(2)three-year terms. The proposed revisions to the bylaws will remove term limits and reflect that all appointed members will be standing members. On November 15,2023,HSAC voted to approve the revisions to their bylaws.Both a redlined copy and clean 1 copy are attached for your reference. 1, What options exist for the Board? • Approval of the revised HSAC Bylaws. • Deny approval of the revised HSAC Bylaws. Consequences:HSAC Bylaws will not be revised to remove term limits for appointed members. Impacts:HSAC members will not be able to continue membership once they have served two(2)three year terms. Costs(Current Fiscal Year!Ongoing or Subsequent Fiscal Years): • There is no cost associated with this item. Recommendation: • Approval of the Bylaw revisions. Support Recommendation Schedule Place on BOCC Aoenda Work Session Other/Comments: Perry L.Buck,Pro-Tem tre! Mike Freeman,Chair Scott K.James Kevin D.Ross \(.4t, Lori Saine r Pass-Around Memorandum;November 20,2023—Not in CMS 2023-3543 17-/C0 1R rr )' Weld County Human Services Advis.i ry Commission Bylaws ARTICLE I-NAME OF COMMISSION The Commission shall be called the Weld County"Human Services Advisory Commission" (hereinafter referred to as the"HSAC") ARTICLE II-PURPOSE AND FUNCTIONS OF THE HSAC The HSAC serves in an advisory capacity to the Department of Human Services and the multiple human services programs that are funded through State and County sources Specifically,the HSAC shall perform the following functions A Participate in the budget process,development,planning,implementation and evaluation of the Community Services Block Grant(hereinafter referred to as"CSBG")This includes recommending the approval of the CSBG plan,budget and any supplemental funding plans to the Board of County Commissioners(hereinafter referred to as "BOCC") B Function as the"Placement Alternatives Commission"(hereinafter refers ed to as'PAC") for Weld County,as referred to in C R S §19-1-116(2)(a)and prepare the plans required by C R S §19-1-116(2)(b)Review and advise the BOCC of Weld County regarding the following 1 Weld County's compliance with the out-of-home placement allocations and associated requirements of C R S §§26-5-101,et seq 2 Weld County's Family Preservation Program with Core Services andCongregate Care Prevention Program 3 The effectiveness of programs within Weld County which are designed to prevent or reduce out-of-home placement of children and youth involved in the Child Welfare system C Function as the"Family Pieservation Commission"for Weld County,as referred to in C R S §26-5 5-106(1),and comply with the review and reporting requirements of C R S §26-5 5-106(2) Revised 11/2023 1 Weld County Human Services Advisory Commission Bylaws ARTICLE III - MEMBERSHIP The HSAC membership shall consist of: A . 12 to 15 members. 1 . One-third of the HSAC shall be elected public officials or their designee. 2. One-third of the HSAC must be representative of the low- income client sector but need not be low- income themselves . Representatives shall be chosen in accordance with democratic selection procedures adequate to assure that they represent the low- income population served by the Department and shall include members or a representative from the client sector, agencies serving the client sector, disabled, and senior citizens . 3 . The remainder of the HSAC shall consist of persons from the private sector of the community having interests in a total community . These persons may beofficials or members of local business, industries, major employers, and other private social service or public education groups and shall be appointed by the group represented . This may include a representative from the Chamber of Commerce, United Way, labor union , veterans ' organization , etc . Representatives of any other interests may be recommended by the HSAC members for appointment to the advisory commission . B. Preferred membership includes : 1 . Physician , a clinical nurse or licensed health professional 2 . Attorney 3 . Representative of a local law enforcement agency 4. Representative of the probation department 5 . Representative from a local mental health clinic 6. Representative of a local school district 7. Foster parent adoptive parent 8. Member at large 9. Accountant or other financial professional C . Membership shall include representation from all regions of Weld County, when possible . D. Membership guidelines : 1 . Full Membership — each member shall have all privileges and voting responsibilities with no proxy voting allowed . 2. Conflict of Interest — No member who is employed by a contractor of the CSBG , Core or other Human Services program funds shall be allowed to vote on the approval/denial of that program or service funded by CSBG funds . Each member will sign a conflict-of- interest policy every two (2 ) years . Revised 11 /2023 Weld County Human Services Advisory Commission Bylaws 3 . Orientation - Each member will complete an orientation within 6 months of being seated on the advisory commission . 4. T aining - Each advisory commission member will be provided training on their dLties and responsibilities and receive a copy of the governing documents every two (2) years . 5 . It members may be employed by or otherwise associated with a provider of Core services . E. The members of the HSAC shall be appointed by the Weld County BOCC , according to the fol owing procedure : 1 . Persons interested in serving on the HSAC shall submit an application which will provide biographical information . All appointees must be Weld County residents . 2. N embership of the HSAC shall be appointed by the BOCC . The BOCC may irterview such nominee(s) according to the BOCC 's desires . The BOCC , in its sole discretion, may appoint members to fill vacancies . 3 . Tie HSAC Chair may designate, on an annual basis, such community advisors as the HSAC deems necessary, in order to benefit the HSAC ad hoc sub-committees. Sich community advisors shall be representative of the community and have thmonstrable personal or professional knowledge of the area of their designation . Community advisors shall not vote on matters which come before the standing committees for determination . 4. All appointed members will be standing members with no term limits . ARTICLE IV - OFFICERS & EXECUTIVE COMMITTEE The HSAC shall elect, from its own members, a Chairperson, Vice-Chairperson and Secretary . The Term of office for each HSAC officer is one ( 1 ) year. If re-elected, each officer may serve two terms. ideally, officers should serve successively in the order of Secretary, Vice- Chairperson and Chairperson to obtain experience and to ensure continuity of administration . Revised 1 /2023 Weld County Human Services Advisory Commission Bylaws ARTICLE V - DUTIES OF CHAIRPERSON It shall be the responsibility of the Chairperson to call all special meetings, preside at all meetings, and carry out general Chairperson responsibilities . ARTICLE VI - DUTIES OF VICE-CHAIRPERSON It shall be the responsibility of the Vice-Chairperson to assume the duties of the Chairperson in his/her absence . Also, he/she shall perform other duties assigned by the Chairperson . ARTICLE VII - DUTIES OF SECRETARY It shall be the responsibility of the Secretary to review the minutes of all meetings prior to the distribution of the minutes to the membership, and to retain a copy of the final minutes for record . The actual minutes will be recorded by Department staff. ARTICLE VIII - NOMINATION AND ELECTION OF OFFICERS The nomination and election of annual officers shall be held during the first regular meeting of each calendar year. Each nomination shall be seconded to be placed on the ballot, and elections shall be written ballot unless there is no contest for the office. ARTICLE IX - MEETINGS Meetings of the HSAC will be conducted quarterly, on days agreeable to the membership, provided there is business to conduct and according to the following procedure : A . Written notice of all regular meetings shall be emailed to each member at least five (5 ) days prior to each regular meeting date . B. Special meetings may be called when deemed necessary by the Chairperson . C . A quorum shall consist of 50% plus 1 of current members . A quorum shall be necessary at any meeting to conduct business . D. The concurring vote of a majority of those present shall be required to pass any motion made . E. Robert's Rules of Order shall prevail to the extent they are not in conflict with specific provisions of these Bylaws . Revised 11 /2023 4 Weld County Human Services Advisory Commission Bylaws ARTICLE X - CONFIDENTIALITY Members of the HSAC may , by such membership, inspect or be privy to records and other materials coitaining personally identifying information maintained by the Weld County Department c f Human Services. Members shall protect the confidentiality of such records and other materials . Except as provided by law, no in -ormation in possession of a member of the HSAC about any individual client, shall be disclosed n a form including identifying information . ARTICLE XI - AMENDMENT OF BYLAWS Bylaws may be amended according to the following procedure : A . The poposed amendments to the Bylaws may be presented at any meeting of the HSAC at which a quorum is present, provided five (5 ) days ' notice has been given to each member. B. For passage, such proposed amendments must receive the vote of the majority of the entire membership of the HSAC . C . All amendments approved by the HSAC must be approved by the BOCC prior to becoming effective . ARTICLE XII - DISPUTES Disputes between the Department of Human Services and the HSAC shall be resolved as expeditiously as possible either by concurrence between the two entities or by intervention by the BOCC . Revised 11 /2023 Weld County Human Services Advisory Commission Bylaws ARTICLE I - NAME OF COMMISSION The Commission shall be called the Weld County "Human Services Advisory Commission " (hereinafter referred to as the "HSAC " ) . ARTICLE II - PURPOSE AND FUNCTIONS OF THE HSAC The HSAC serves in an advisory capacity to the Department of Human Services and the multiple human services programs that are funded through State and County sources . Specifically , the HSAC shall perform the following functions : A. Participate in the budget process, development, planning, implementation and evaluation of the Community Services Block Grant (hereinafter referred to as "CSBG") . This includes recommending the approval of the CSBG plan, budget and any supplemental funding plans to the Board of County Commissioners (hereinafter referred to as " BOCC " ) . B . Function as the "Placement Alternatives Commission" (hereinafter referred to as " PAC ") for Weld County , as referred to in C . R . S . § 19- 1 - 116(2 )(a) and prepare the plans required by C . R. S . § 19- 1 - 116 (2)(b) . Review and advise the BOCC of Weld County regarding the following : 1 . Weld County ' s compliance with the out-of-home placement allocations and associated requirements of C . R. S . § § 26-5 - 101 , et. seq . 2. Weld County ' s Family Preservation Program with Core Services and Congregate Care Prevention Program . 3 . The effectiveness of programs within Weld County which arc designed to prevent or reduce out-of-home placement of children and youth involved in the Child Welfare system . C . Function as the " Family Preservation Commission" for Weld County , as referred to in C . R . S . § 26- 5 . 5 - 106( 1 ) , and comply with the review and reporting requirements of C . R. S . § 26- 5 . 5 - 106 (2 ) . Revised 11 /2023 Weld County Human Services j Advisory Commission Bylaws ARTICLE III - MEMBERSHIP The HSAC membership shall consist of: A. 12 to 15 members . 1 . One-third of the HSAC shall be elected public officials or their designee. 2. One-third of the HSAC must be representative of the low-income client sector but need not be low-income themselves . Representatives shall be chosen in accordance wit -i democratic selection procedures adequate to assure that they represent the low- income population served by the Department and shall include members or a representative from the client sector, agencies serving the client sector, disabled, and semor citizens . 3 . The remainder of the HSAC shall consist of persons from the private sector of the community having interests in a total community . These persons may be officials or members of local business, industries, major employers, and other private social service or public education groups and shall be appointed by the group represented . This may include a representative from the Chamber of Commerce, United Way, lab Dr union, veterans ' organization, etc . Representatives of any other interests may be -ecommended by the HSAC members for appointment to the advisory commission . B. Preferred membership includes : 1 . Physician, a clinical nurse or licensed health professional 2. Attorney 3 . Reiresentative of a local law enforcement agency 4. Reiresentative of the probation department 5 . Representative from a local mental health clinic 6. Representative of a local school district 7. Fo ;ter parent/adoptive parent 8. Member at large 9. Accountant or other financial professional C . Membership shall include representation from all regions of Weld County , when possible . D. Membership guidelines : 1 . Full Membership — each member shall have all privileges and voting responsibilities wLh no proxy voting allowed. 2. Ccnflict of Interest — No member who is employed by a contractor of the CSBG, Cc re or other Human Services program funds shall be allowed to vote on the approval/denial of that program or service funded by CSBG funds . Each member will sign a conflict-of-interest policy every two (2 ) years . Revised 1 /2023 Weld County Human Services Advisory Commission Bylaws 3 . Orientation - Each member will complete an orientation within 6 months of being seated on the advisory commission. 4. Training - Each advisory commission member will be provided training on their duties and responsibilities and receive a copy of the governing documents every two (2) years . 5 . No members may be employed by or otherwise associated with a provider of Core services . E. The members of the HSAC shall be appointed by the Weld County BOCC, according to the following procedure : 1 . Persons interested in serving on the HSAC shall submit an application which will provide biographical information . All appointees must be Weld County residents . 2. Membership of the HSAC shall be appointed by the BOCC . The BOCC may interview such nominee(s) according to the BOCC's desires . The BOCC , in its sole discretion, may appoint members to fill vacancies . • 1 • • The HSAC Chair may designate, on an annual basis, such community advisors as the HSAC deems necessary, in order to benefit the HSAC ad hoc sub-committees . Such community advisors shall be representative of the community and have demonstrable personal or professional knowledge of the area of their designation. Community advisors shall not vote on matters which come before the standing committees for determination . 4. listed in Article Ill , A . , above• , where, by virtue of the member's unique abilities, or 3 standing members shall be tt same •icy me berms 4. All appointed members will be standing members with no term limits . 7 on December 31 . ARTICLE IV - OFFICERS & EXECUTIVE COMMITTEE The HSAC shall elect, from its own members, a Chairperson, Vice-Chairperson and Secretary . The Term of office for each HSAC officer is one ( 1 ) year. If re-elected, each officer may serve two terms ._ Ideally, officers should serve successively in the order of Secretary, Vice- Chairperson and Chairperson to obtain experience and to ensure continuity of administration . Revised 11 /2023 Weld County Human Services Advisory Commission Bylaws ARTICLE V - DUTIES OF CHAIRPERSON It shall be the responsibility of the Chairperson to call all special meetings, preside at all meetings, and carry out general Chairperson responsibilities . ARTICLE VI - DUTIES OF VICE-CHAIRPERSON It shall be the responsibility of the Vice-Chairperson to assume the duties of the Chairperson in his/her absence . Also, he/she shall perform other duties assigned by the Chairperson. ARTICLE VII - DUTIES OF SECRETARY It shall be the responsibility of the Secretary to review the minutes of all meetings prior to the distribution_ of the minutes to the membership, and to retain a copy of the final minutes for record. The actual minutes will be recorded by Department staff ARTICLE VIII - NOMINATION AND ELECTION OF OFFICERS The nomination and election of annual officers shall be held during the first regular meeting of each calendar year. Each nomination shall be seconded to be placed on the ballot, and elections shal- be written ballot unless there is no contest for the office. ARTICLE IX - MEETINGS Meetings of tfr HSAC will be conducted quarterly, on days agreeable to the membership, provided there is business to conduct and according to the following procedure : A. Written notice of all regular meetings shall be emailed to each member at least five (5 ) days prig to each regular meeting date . B . Special meetings may be called when deemed necessary by the Chairperson. C . A quorum shall consist of 50% plus 1 of current members . A quorum shall be necessary at any meeting to conduct business . D. The concurring vote of a majority of those present shall be required to pass any motion made . E. Robert' s Rules of Order shall prevail to the extent they are not in conflict with specific provisicns of these Bylaws. Revised 1 - /2023 4 e. Weld County Human Services Advisory Commission Bylaws ARTICLE X - CONFIDENTIALITY Members of the HSAC may , by such membership, inspect or be privy to records and other materials containing personally identifying information maintained by the Weld County Department of Human Services. Members shall protect the confidentiality of such records and other materials . Except as provided by law, no information in possession of a member of the HSAC about any individual client, shall be disclosed in a form including identifying information . ARTICLE XI - AMENDMENT OF BYLAWS Bylaws may be amended according to the following procedure : A. The proposed amendments to the Bylaws may be presented at any meeting of the HSAC at which a quorum is present, provided five (5 ) days ' notice has been given to each member. B. For passage, such proposed amendments must receive the vote of the majority of the entire membership of the HSAC . C. All amendments approved by the HSAC must be approved by the BOCC prior to becoming effective . ARTICLE XII - DISPUTES Disputes between the Department of Human Services and the HSAC shall be resolved as expeditiously as possible either by concurrence between the two entities or by intervention by the BOCC . Revised 01 /2020 Revised 11 /2023 5 Hello