Advisory Council Bylaws for SAGE Center Midtown, SAGE Center Bronx, SAGE Center Harlem, SAGE-GRIOT ISC & SAGE PRIDE Center of Staten Island ISC

Transcription

1 Advisory Council Bylaws for SAGE Center Midtown, SAGE Center Bronx, SAGE Center Harlem, SAGE-GRIOT ISC & SAGE PRIDE Center of Staten Island ISC I. Purpose The purpose of the advisory council is to offer Center participants a formal opportunity to be involved in program and operational decision-making of the Center. The council is responsible for holding regular meetings, requesting comments and suggestions from participants, making recommendations to the Center Sponsor(s) that reflect the interests and concerns of participants, and organizing at least three active committees. The advisory council functions in an advisory capacity; it cannot and does not determine Center policy or procedures, operations, budget, or employment-related matters. II. Meeting Schedule; Community Participation Advisory council meetings shall be held on a quarterly basis on the on the third Thursday of the month in February, May, August and November from 6:45-8pm. All council meetings shall be open to the membership and have at least one 15 minute open comment period in which any member or Center staff can ask questions, make comments or recommendations, or otherwise express their interests and concerns. III. Composition; Size; Eligibility The council shall be composed of at least 5 eligible members but no more than 9. The Director of SAGE Centers or his/her designee shall serve as an ex-officio non-voting member of the council. Members of the Center are eligible to seek election to the advisory council if: 1) they are a registered SAGE participant; 2) they have no SAGE Center Rules violations during the previous year; and 3) they participate in center offerings (programs, meals, volunteering, etc.) a minimum of twice a week. IV. Orientation; Attendance - Council members are required to attend an annual orientation before the February council meeting. Attendance is also Page 1 of 5

2 required at all monthly advisory and community meetings. Removal from the council may occur if a council member is absent from 2 council meetings within a year. V. Meeting Procedure; Quorum; Attendee Conduct - Council meetings will be co-facilitated by the council chair and the Director of SAGE Centers or his/her designee in accordance with Robert s Rules of Order-Simplified. A quorum of at least 30% of the average monthly attendance must be present to have an advisory council meeting. All meeting attendees are expected to act in accordance with Center Rules. An advisory council meeting will be adjourned by the Director of SAGE Centers or his/her designee if attendees fail to adhere to Center Rules. VI. Nominating Process; Elections; Terms The advisory council nomination process will begin the month before an election year (December) and last one week. It will be announced by calendar, flyer and during meals. Participants may nominate themselves or another participant by completing a nomination form at Center site. Forms will be reviewed and vetted by the Director of SAGE Centers or his/her designee and a council member whose term is ending. A candidate s forum will be held and pictures and bios will be posted so that participants can make informed choices during the election. An election will be held annually in January by secret ballot (absentee ballots available by request). Voting will last one week at a publicized time and place. Ballots will be counted by the Director of SAGE Centers or his/her designee and a council member whose term is ending. Those candidates with the highest votes shall win the open seats on the council. The three (3) candidates receiving the most votes will serve a 2 year term (Ex. Feb. 15 Jan. 17) and the remaining candidates will serve a one (1) year term (Ex. Feb. 15 Jan. 16). Three alternates shall be selected from the candidates with the next three highest votes. Finally, participants may serve on the council for up to (4) consecutive years before they are required to come off the council for 1 year. VII. Council Officers; Elections; Duties There shall be four (4) council officers: Chair, Vice Chair, Secretary and Treasurer. Officers will be elected for a 1 Page 2 of 5

3 year term by members of the council at the February council meeting. Chairperson - Provide impartial and democratic leadership in cofacilitating the council meeting. Develop meeting agenda in collaboration with the SAGE Center Director or his/her designee at least 5 business days prior to a council meeting. Upon completion, the agenda will be made available to membership. Vice Chairperson - Assume the duties of the Chair whenever they are unavailable. Ensure that the bylaws and SAGE Center Rules are being upheld during council meetings. Secretary - Provide typed minutes of the advisory meetings which will be made available to the membership by the Center. Responsible for designating this task to another council member when absent. Included in the minutes should be attendance of advisory council members at council meetings. In collaboration with the SAGE Center Director or designee, maintain a document that tracks participant and council member proposals and outcomes. Treasurer In collaboration with the SAGE Center Midtown Site Manager or their designee, maintain records of all monies collected for the Participant Fundraising Account. Report on the status of the account at each advisory council meeting. VIII. Resignation; Removal A council member wishing to resign shall do so by informing the Director of SAGE Centers or his/her designee and Chair of council. Any member who resigns shall not be eligible to run for office until the 1 term has passed (ex. if you resign in March 15 you are not eligible to run until January 17). A council member may be removed from office by a two thirds vote by the council for cause. Cause for removal may include but is not limited to: Failure to uphold and adhere to bylaws; failure to uphold or adhere to SAGE Center Rules; and failure to perform the duties of elected office as outlined in the bylaws. An officer who is removed from the council shall not be eligible to run for office until 1 term has passed (ex. if the council member resigns in March 15 they are not eligible to run until January 17). See also Eligibility and Attendance. Page 3 of 5

4 IV. Replacement of Council Members; Alternates - In the event of a vacancy by a two year term member, the member with the highest votes among those serving a one year term will replace the vacating member. The first alternate candidate will then be invited to join the council for the remainder of the one year term. In the event of a vacancy by a one year term member, the first alternate candidate will be invited to join the council for the remainder of the year. In the event there are no alternates ready and willing to serve, the vacated seat may remain vacant as long as there are at least 7 members on the council. In the event of less than 7 members, a special election shall be held to fill the vacant seat. The completed term of the replacement person shall be the determining factor for term limits. When the term completed is greater than or equal to half of the term, it shall be considered a full term. Otherwise, it shall not be considered a term for term limits. The Vice Chair will replace the Chair. The council shall elect one of its members to replace the positions of Vice Chair, Secretary or the Treasurer for the remaining term. X. Committees The advisory council shall organize three standing committees composed of Center members and chairs by an advisory council member. Standing committees are: program and fundraising committee, meal committee and welcome committee. An ad hoc committee may be created as necessary with joint approval by the Advisory committee and Director of SAGE Centers or his/her designee. Any registered SAGE participant may serve on a committee. Committees cont. A council vote is held to appoint council members to serve as chair of each committee. The meeting times and frequency of committee meetings should be determined in collaboration with the Director of SAGE Centers or his/her designee. At the first committee meeting, the chair is responsible for leading a discussion to create an action plan that outlines the goals for term of the committee. Each committee will be represented by the chair or their designee at advisory council meetings to provide an update. The typed update should be given to the secretary and be part of the minutes for that meeting. Page 4 of 5

5 XI. Amending the Bylaws - Periodically the Director of SAGE Centers will review the bylaws with the council for necessary or desired updates and amendments. If approved by the Director, a motion to amend the bylaws will be presented to the council for a vote. The motion shall be adopted upon majority vote of the members of the council present at a meeting where there is a quorum. The Director of SAGE Centers will periodically prepare and announce amendments to these bylaws as needed to enhance the council s process, functioning or for compliance purposes. To the extent feasible, the Director of SAGE Centers shall work with the advisory council in making such amendments. Revised 12/22/14 Page 5 of 5