Loading...
HomeMy WebLinkAboutAgenda_COA_04.20.2015Notice of Meeting for the Georgetown Commission on Aging of the City of Georgetown April 20, 2015 at 6:00 PM at Public Safety Facility at 3500 DB Wood Rd., Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A Call to Order – Tim O’Neill, Board Chair B Purpose of the Georgetown Commission on Aging – Tim O’Neill, Board Chair and Linda White, Board Liaison C Review of the Attendance Policy – Tim O’Neill, Board Chair and Linda White, Board Liaison D Review of the Georgetown Commission on Aging Bylaws – Tim O’Neill, Board Chair and Linda White, Board Liaison Legislative Regular Agenda E Nomination and Election of a Board Vice-Chair – Tim O’Neill, Board Chair and Linda White, Board Liaison F Nomination and Election of a Board Secretary – Tim O’Neill, Board Chair and Linda White, Board Liaison G Discussion and approval of future meeting times and dates – Tim O’Neill, Board Chair and Linda White, Board Liaison H Discussion and approval of future agenda items – Tim O’Neill, Board Chair and Linda White, Board Liaison CERTIFICATE OF POSTING I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the ______ day of __________________, 2015, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. ____________________________________ Jessica Brettle, City Secretary City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Call to Order – Tim O’Neill, Board Chair ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Purpose of the Georgetown Commission on Aging – Tim O’Neill, Board Chair and Linda White, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Review of the Attendance Policy – Tim O’Neill, Board Chair and Linda White, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: ATTACHMENTS: Description Type Boards & Commissions Attendance Policy Cover Memo SEC 2.36.010 DUTIES OF COMMISSION, COMMITTEE & BOARD MEMBERS D. Attendance by Members is integral to success of the commission, committee or board. It is Council policy to require a minimum of 75 percent attendance of each Member at each regularly scheduled meeting including subcommittee meetings. A Member shall be allowed two excused absences for the Member's personal medical care, required medical care of a Member's immediate family member (as defined by City Ordinance), or Member's military Service that shall not count against the 75 percent attendance requirement. Written notice shall be sent to a Member and the Member's City Council representative when it appears the Member may violate the attendance policy by being absent from more than 25 percent of regularly scheduled meetings, including subcommittee meetings. Excessive absenteeism may result in the Member being replaced by the Council. If a Member is removed from a committee, commission or board, that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.36.040 City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Review of the Georgetown Commission on Aging Bylaws – Tim O’Neill, Board Chair and Linda White, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: ATTACHMENTS: Description Type Georgetown Commission on Aging Bylaws Cover Memo Georgetown Commission on Aging Established March 2015 Page 1 of 7 CITY OF GEORGETOWN GEORGETOWN COMMISSION ON AGING BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. Georgetown Commission on Aging (“Commission”). Section 1.2. Purpose. The Board is established for the purpose of: a. Advising the City Council on the needs and status of seniors in the entire City and recommend ways in which those needs may be met; and b. Determine and assess existing resources in the City which may be utilized by seniors to meet their needs; and c. Evaluate and assess proposed programs, grants and other governmental activities which may impact seniors; and d. Encourage, promote, assist, and safeguard the rights and abilities of older adults throughout the community to maintain maximum health, well- being, and independence; and e. Serve as a liaison between the City Council and the community of senior citizens in matters of public interest; and f. Use available resources to inform senior citizens of community services in health, nutrition, recreation, housing, transportation and safety; and g. Receive input from the senior citizen community including input from other individuals and organizations on issues relevant to the senior community; and h. Act as liaison for senior citizen issues to governmental and private organizations. See Ordinance Chapter 2.114. ARTICLE II. MEMBERSHIP Georgetown Commission on Aging Established March 2015 Page 2 of 7 Section 2.1. Number of Members. The Board will be comprised of nine (9) Members. Section 2.2. Eligibility. Each Member shall reside in the City of Georgetown corporate limits or extraterritorial jurisdiction. Members shall be selected, with attention paid to socio-economic diversification, from the following categories: 1. Two members who are service providers to seniors; 2. One member who is a caregiver to seniors; 3. Three senior members including: a. a senior living in assisted living; and b. a senior living in an active-adult age-restricted community; and c. a citizen-at-large senior citizen; 4. One member from the business community; 5. One member from the medical profession; and 6. One professor, preferably from Southwestern University, who shall be encouraged to include student participation and interaction with the Board. If a professor is not available, preference shall be given to a student. If no qualified applicants are available, preference will be given to seniors to fill vacancies on the Commission as citizen-at-large members in accordance with the Code of Ordinances Chapter 2.36. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed pursuant to and in accordance with the City Charter. Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office. Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the City Charter. If possible, the Member shall continue to serve until the vacancy is filled. An appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board and its Members have no authority to expend funds or to incur or make an obligation on behalf of the City unless authorized and approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Georgetown Commission on Aging Established March 2015 Page 3 of 7 Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter 2.36. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. ARTICLE III. BOARD OFFICERS Section 3.1. Officers. The Board Officers are Chairman, Vice-Chairman and Secretary. The Chairman is recommended by the Mayor and the City Council shall approve the recommendation by a vote of the majority of the Council during the annual appointment process. Should the Mayor fail to recommend a Chairman for each board, committee, or commission, and/or the Council fails to approve any Chairman recommended by the Mayor, a majority of the Council plus one may approve appointment of a Chairman to serve as Chairman without a recommendation of the Mayor. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice-Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board Officer shall continue to serve until the vacancy is filled. Section 3.3. Duties. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. b. The Vice-Chairman shall perform the duties delegated to the Vice-Chairman by the Board. The Vice-Chairman presides at Board meetings in the Chairman’s absence. The Vice-Chairman shall perform the duties of the Chairman in the Chairman’s absence or disability. Georgetown Commission on Aging Established March 2015 Page 4 of 7 c. The Secretary shall perform the duties delegated to the Secretary by the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on the same week of the month, the same day of the week, at the same time, and at the same place. The regular date, time and place of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by three (3) Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent, by the Vice-Chairman. In the absence of both the Chairman and Vice-Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City’s Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member’s option, while the matter is being Georgetown Commission on Aging Established March 2015 Page 5 of 7 considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal Georgetown Commission on Aging Established March 2015 Page 6 of 7 matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non-Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. ARTICLE VII. BYLAW AMENDMENTS These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board’s proposed amendments to the Bylaws must be approved by City Council at the next Council meeting after the Board’s approval. Bylaw amendments are not effective until approved by City Council. Approved and adopted at a meeting of the City Council on the _____ day of ____________________, 2015. ATTEST: THE CITY OF GEORGETOWN Georgetown Commission on Aging Established March 2015 Page 7 of 7 _____ _____ City Secretary Mayor Approved and adopted at a meeting of the Board on the ______ day of _________________, 2015. ATTEST: BOARD _____ _____ Board Secretary Board Chairman City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Nomination and Election of a Board Vice-Chair – Tim O’Neill, Board Chair and Linda White, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Nomination and Election of a Board Secretary – Tim O’Neill, Board Chair and Linda White, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Discussion and approval of future meeting times and dates – Tim O’Neill, Board Chair and Linda White, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: City of Georgetown, Texas Commission on Aging April 20, 2015 SUBJECT: Discussion and approval of future agenda items – Tim O’Neill, Board Chair and Linda White, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: