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Home My WebLink About20200444.tiffRESOLUTION RE: APPROVE REVISIONS TO 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, the revised bylaws of the Human Services Advisory Commission have been presented to the Board of Weld County Commissioners for approval, and WHEREAS, after review, the Board of Commissioners of Weld County deems it advisable to adopt said revised bylaws. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the revised bylaws for the Human Services Advisory Commission, be, and hereby are, adopted. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 3rd day of February, A.D., 2020. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: ditedwoV •.k'.11�•vk Weld County Clerk to the Board BY: APP Barbara Kirkmeye ounty = torney Date of signature: o2/t2/2t) Mike Freeman, Chair Steve Moreno, Pro-Tem VACAT cc.. bOccc lcF),CG(Km), HSO 02 /01.10 2020-0444 HR0004 PRIVILEGED AND CONFIDF;NTIAL MEMORANDUM DATE: January 21, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Revision of Human Services Advisory Commission (HSAC) Bylaws Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of the Department's Revision of the Human Services Advisory Commission (HSAC) Bylaws (attached). The Weld County Human Services Advisory Commission (HSAC) was established in 2018 to serve in an advisory capacity to the Weld County Department of Human Services (WCDHS) and the multiple human services programs that are funded through State and County sources. The HSAC has reviewed and approved the following changes to the bylaws on January 17, 2020. Addition of language that reflects County teini limits for members. Addition of succession language for officers. - Revision of the duties of the Secretary position. I do not recommend a Work Session. I recommend approval of these revised bylaws. Sean P. Conway Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro -Tern Approve Schedule Recommendation Work Session Other/Comments: Pass -Around Memorandum; January 21, 2020 of in CMS} Page 1 2020-0444 HR0O Karla Ford Fr:m: Sent: To: Subject: Approve Steve Moreno Weld County Commissioner At Large 1150 0 Street PO Box 758 Greeley Co 80632 Phone: 970-336-7204 Ext. 4207 Fax: 970-336-7233 Email: srnoreno@co.weld.cd1us Website: wwwico.we d.co_us Steve Moreno Thursday, January 23, 2020 9:38 AM Karla Ford RE: Please Reply - Bylaw Revision Pass Around Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Karla Ford <kford@weldgov.cor> Sent: Thursday, January 23, 2020 8:12 AM To: Steve Moreno <smoreno@weldgov.com> Subject: Please Reply - Bylaw Revision Pass Around Please advise if you approve recommendation. Thanks! Karla Ford Office Manager, Board of Weld County Commissioners 1150 0 Street, P, 0. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kfotd(weidgov.com :: v ww cicsi y.cofli My working hours are Monday -Thursday 7:00a.m. 4:00 pin. Friday 7:00a.m. a Noon 1 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 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 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). ARTICLE III -MEMBERSHIP A. The HSAC membership shall consist of: 1. 12 to 15 members. 1 2. One-third of the HSAC shall be elected public officials or their designee. 3. 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. 4. 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, labor union, veterans' organization, etc. Representatives of any other interests may be recommended by the HSAC members for appointment to the advisory commission. 5. Preferred membership includes: a. Physician, a clinical nurse or licensed health professional b. Attorney c. Representative of a local law enforcement agency d. Representative of the probation department e. Representative from a local mental health clinic f. Representative of a local school district g. Foster parent/adoptive parent h. Member at large i. Accountant or other financial professional 6. Membership shall include representation from all regions of Weld County, when possible. 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. 3. Orientation- Each member will complete an orientation within 6 months of being 2 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. C. 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 or reappoint members for additional terms. 3. 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. The BOCC may appoint members to serve as standing members in certain positions listed in Article Ill, A., above, where, by virtue of the member's unique abilities, or because of the position itself, a standing membership is justified. The term limits for the standing members shall be the same as members. 5. The BOCC may appoint members to serve up to two (2) three-year terms, expiring 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. 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. 3 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. 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. 4 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 5 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 -1i -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 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). ARTICLE III -MEMBERSHIP A. The HSAC membership shall consist of: 1. 12 to 15 members. 1 2. One-third of the HSAC shall be elected public officials or their designee. 3. 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. 4. 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. 5. Preferred membership includes: a. Physician, a clinical nurse or licensed health professional b. Attorney c. Representative of a local law enforcement agency d. Representative of the probation department e. Representative from a local mental health clinic f. Representative of a local school district g. Foster parent/adoptive parent h. Member at large i. Accountant or other financial professional 6. Membership shall include representation from all regions of Weld County, when possible. B. 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 2 years. 3. Orientation- Each member will complete an orientation within 6 months of being 7 L 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. C. 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 or reappoint members for additional terms. 3. 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. The BOCC may appoint members to serve as standing members in certain positions listed in Article Ill, A., above, where, by virtue of the member's unique abilities, or because of the position itself, a standing membership is justified. The term limits for the standing members shall be the same as members Formatted: Font color: Auto A :5.The BOCC may appoint members to serve up to two (2) three-year terms, expiring 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. When pes -Ne officers will serve in succession to ensure continuit- Ideally, officers should serve successively in the order of Secretary, Vice -Chairperson and Chairperson to obtain experience and to ensure continuity of administration. ARTICLE V - DUTIES OF CHAIRPERS %N It shall be the responsibility of the Chairperson to call all special meetings, preside at all meetings, and carry out general Chairperson responsibilities. • • Formatted: Font: 12 pt Formatted: Indent: Left: 0.83", Hanging: 0.25", Right: 0", No bullets or numbering, Tab stops: Not at 1.08" 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 keep minutes, or to arrange for the keeping of minutes, of all meetingsto 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. 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 5 Hello