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HomeMy WebLinkAboutMINUTES - 11132012 - C.55RECOMMENDATION(S): APPROVE revised Bylaws of Contra Costa County Economic Opportunity Council, as recommended by Employment & Human Services Interim Director. FISCAL IMPACT: None. BACKGROUND: The Economic Opportunity Council (EOC) is a Community Action Advisory Board to the Community Services Bureau of Employment & Human Services Department. The Council seeks approval of the revised bylaws governing the actions of this body. The Bylaw revisions modify the term length for the Council's officers to better overlap the membership terms. This avoids a members term of office expiring before the term as a Council officer expiring. At the recommendation of County Counsel, editorial changes were made to clarify termination of membership due to vacancy and the EOC's roles and responsibilities. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 11/13/2012 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: C. Youngblood, 313-1712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: November 13, 2012 David Twa, County Administrator and Clerk of the Board of Supervisors By: Carrie Del Bonta, Deputy cc: Cassandra Youngblood, Joanne Denardo C. 55 To:Board of Supervisors From:Theresa Speiker, Employment & Human Services Date:November 13, 2012 Contra Costa County Subject:Contra Costa County Economic Opportunity Council Bylaws approval CONSEQUENCE OF NEGATIVE ACTION: If not approved, Bylaws will not be in place for the advisory body. CHILDREN'S IMPACT STATEMENT: N/A ATTACHMENTS EOC Revised By-Laws Red-lined version Contra Costa County Economic Opportunity Council ByLaws 1 Table of Contents I. Name ................................................................................................................................................... 2 II. Authority .............................................................................................................................................. 2 III. Officers ................................................................................................................................................. 2 IV. Scope of Responsibilities....................................................................................................................... 3 V. Membership ......................................................................................................................................... 3 VI. Standards of Conduct............................................................................................................................ 4 VII. Terminations ........................................................................................................................................ 4 VIII. Membership Vacancies ......................................................................................................................... 5 IX. Administration and Staff ....................................................................................................................... 5 X. Rules .................................................................................................................................................... 5 XI. Meeting and Meeting Notices ............................................................................................................... 5 XII. Amendments ........................................................................................................................................ 6 Contra Costa County Economic Opportunity Council ByLaws 2 I. Name The name of this Organization is the Economic Opportunity Council (EOC) of Contra Costa County. II. Authority The Economic Opportunity Council of Contra Costa County is organized under the Economic Opportunity Act of 1964, as amended, and the Community Services Administration Act of 1974, as amended, the Community Services Block Grant Act of 1981, as amended and the Coats Human Services Reauthorization Act of 1998, as amended. It is a duly constituted Community Action Advisory Board and the Advisory Board to the Community Services Bureau Employment and Human Services Department of Contra Costa County. III. Officers The officers of the EOC shall be the Chairperson, Vice-Chairperson and Secretary. Officers shall be elected annually at the September meeting. A. Chairperson The Chairperson shall preside at all EOC meetings. He or she has the authority to call special meetings and appoint chairperson ad-hoc committees. The Chairperson shall enforce the observance of order and decorum among the members. Meetings shall be conducted in accordance with all applicable federal, state, and local laws. B. Vice-Chairperson The Vice-Chairperson shall assist the Chairperson and assume all the obligations and authority if the Chairperson is absent. C. Secretary The Secretary shall declare whether a quorum exists at the beginning of each meeting. The Secretary shall monitor attendance. He or she shall read any correspondence at EOC meetings. He or she shall check for any corrections or clarification on previous month’s minutes, and seek approval of minutes. The Secretary shall also help prepare minutes of the meeting and ensure that the meeting is recorded. Staff assistance shall be provided. D. Election of Officers The officers shall be elected annually at the September EOC meeting. Nominations for the officers shall be made by the general membership. Should any elective office become vacant, the Chairperson shall appoint a member to fill the vacancy for the remainder of the unexpired term and the EOC shall approve the appointment. E. Roles and Responsibility of the Executive Committee Executive officers shall attend all EOC and Executive Committee meetings. They shall plan the general meetings, review the previous month’s minutes and set the agenda. The Executive Committee may conduct emergency meetings if the majority of the members cannot meet. A quorum of 51% of current Executive Committee members, excluding vacancies, will be required to make a program recommendation on behalf of the general membership. In this case, all Executive Committee decisions must be ratified by the full body of the EOC at the next regularly scheduled meeting. Contra Costa County Economic Opportunity Council ByLaws 3 IV. Scope of Responsibilities As set forth in the Economic Opportunity Act of 1964, as amended, the Community Services Block Grant Act of 1981 and the Coats Human Services Reauthorization Act of 1998, as amended, and by the actions of the Contra Costa County Board of Supervisors, the responsibilities of the EOC are: A. To make recommendations to Board of Supervisors (BOS) for EOC membership. B. To hold public hearings as scheduled to make recommendations to the BOS for the Community Action Plan of CSB. C. To participate in subcontractor RFP/RFI process as directed by program guidance. D. To conduct at least one (1) site monitoring to the subcontractors. E. To submit an Annual Report to the Board on its activities accomplishments, membership attendance, required training/certification, proposed work plan or objectives. F. To review fiscal and programmatic reports submitted by staff and the performance of Community Services Block Grant contractors and the Weatherization program services. G. To receive and review budget, minutes, and other reports or materials prepared by staff every month. V. Membership A. The EOC shall consist of fifteen (15) members, divided equally among three sections, as follows: 1. Public Sector The five Public Sector members of the EOC shall include the five members of the Contra Costa County Board of Supervisors. Each Supervisor may appoint a delegate to serve and vote in his or her place. Delegate appointments must be approved by the Board of Supervisors 2. Low-Income Sector a) The five Low Income Sector members shall include representatives of the low income population and may be from community based organizations, Community Services Bureau clients, and the general public. b) To be eligible for appointment, a person must (a) reside in Contra Costa County (b) meet federal or state poverty guidelines or (c) reside in a low-income community. c) All persons seeking appointment must submit an application accompanied by a petition signed by no fewer than ten (10) members of the public residing in a low income community of Contra Costa County. d) The EOC may recommend for appointment one alternate Low Income Sector member, who shall serve and vote in place of an Low Income Sector member who is absent from, or who disqualifies himself or herself from participating in, a meeting of the EOC. e) Alternates must meet the same requirements as a regular Low Income Sector members. f) All appointments must be approved by the Board of Supervisors. 3. Private/Non-Profit Sector Contra Costa County Economic Opportunity Council ByLaws 4 a) The five Private/Non-Profit Sector members shall include representatives from private sector, non-profit organizations and public services agencies within Contra Costa County. b) All persons seeking appointment must submit an application. c) The EOC may recommend for appointment one alternate Private/Non-Profit Sector member, who shall serve and vote in place of a Private/Non-Profit Sector member who is absent from, or who disqualifies himself or herself from participating in, a meeting of the EOC. d) Alternates must meet the same requirements as a regular Private/Non-Profit Sector member. e) All appointments must be approved by the Board of Supervisors. B. Seat Terms 1. The term of office for Low-Income and Private/Non-Profit Sector members of the EOC shall be for two (2) years. No Low-Income or Private/Non-Profit Sector may serve more than three (3) consecutive full terms. Low Income Sector and Private/Non-Profit Sector members may seek reappointment to another term by submitting an application to the EOC Staff. 2. Public Sector members shall serve terms that are equal in duration to their term as a member of the Board of Supervisors or until withdrawn from delegation by the supervisor. Delegates serve two (2) year terms for the duration of the Board member term of office or until withdrawn by the supervisor. 3. Unscheduled Vacancies: Terms of the EOC shall begin on July 1st and end on June 30th. Should any seat become vacant during its term, the person appointed to fill that position shall serve for the unexpired portion of that term. VI. Standards of Conduct A. Conflict of Interest All members, alternates and designated staff shall disclose potential conflicts of interest by filing an annual Statement of Economic Interest (FORM 700) and all other necessary and required documents. VII. Terminations Any member of the board may be terminated from membership on the EOC by one of the following actions: 1. Members who obtain three (3) consecutive unexcused absences (unexcused absence is defined as: a member who is not in attendance and did not notify EOC staff or any EOC members) will (a) receive an excessive absentee letter and (b) may be recommended for termination to the Board of Supervisors by a 2/3 vote. 2. Members who have been called out of order and removed from a meeting for misconduct will be considered absent without excuse from the meeting from which they have been removed. A member may be terminated by a 2/3 vote at any regular meeting for reasons of misconduct. Contra Costa County Economic Opportunity Council ByLaws 5 VIII. Membership Vacancies A. Scheduled Vacancy A scheduled vacancy occurs when a member seat term expires. A scheduled vacancy can be filled after an open recruitment process and upon approval by the Board of Supervisors. B. Unscheduled Vacancy An unscheduled vacancy occurs when a member leaves his or her member seat prior to the end of the seat term. Staff will notify the Board of Supervisors, of any unscheduled vacancies. The Clerk of the Board will post the vacancy for at least ten business days prior to being filled by the Board of Supervisors. C. Filling a Vacancy All interested applicants whether for new terms or for renewal, must submit timely applications for review to the Contra Costa County Clerk of the Board. Staff to the EOC will assist with recruitment to fill any vacancies that occur on the EOC. Staff will provide all applications that are submitted to the EOC for review. IX. Administration and Staff CSB staff will provide technical and administrative program management and support to the EOC. Staff will ensure compliance with all local, state and federal requirements. X. Rules The EOC may adopt such rules and procedures as are necessary to conduct its business. The EOC shall be governed in its activities by all applicable laws, regulations and instructions. XI. Meeting and Meeting Notices Meeting notices shall comply with the Brown Act, the County’s Better Government Ordinance, and all applicable local and state meetings laws. A. Regular Meetings The regular meetings of the EOC shall be held monthly at a time and location convenient for the members and the general public. Each year, the EOC will set its regular meeting schedule for that year. The Chair, in consultation with the Executive Committee, may cancel a meeting if there is no business to warrant a meeting. B. Special Meetings A special meeting may be called at any time by the Chairperson or by a majority of the members of the EOC in accordance with the Ralph M. Brown Act (public meeting law) and County Better Governance Ordinance. C. Quorum A quorum is 51% of the total number of authorized seats on the body, not the majority of the total number of filled seats. Contra Costa County Economic Opportunity Council ByLaws 6 D. Voting Voting on resolutions and all other matters shall be by show-of-hand, unless a roll-call vote is requested by any member or unless the hand vote is unclear. When any type of vote is held, the ayes, nays, and abstentions shall be entered onto the minutes of the meeting. Proxy voting is not permitted. E. Agenda The agenda shall comply with the Ralph M. Brown Act and the County Better Government Ordinance and all applicable laws. F. Executive Committee The Executive Committee shall consist of the Chairperson, the Vice-Chairperson, and the Secretary. XII. Amendments A. Amendments of ByLaws These bylaws may be amended by two-thirds (2/3) vote of the current membership of the EOC. All amendments must be approved by the Board of Supervisors. B. Notice of Amendment Notice of proposed bylaws amendments must be presented in writing at a regular meeting of the EOC for open discussion. The proposed amendments may be voted upon at the next regular meeting of the EOC. The agenda for the meeting at which the proposed amendment is to be voted upon shall contain an item entitled “Proposed ByLaws Amendment.” C. Public Access to EOC Records The EOC shall make available to the public all records as required by the Ralph M. Brown Act, the County Better Government Ordinance, the Public Records Act, and other applicable laws. D. Dissolution Dissolution of the EOC shall be affected in accordance with applicable law. 1 EXHIBIT A Economic Opportunity Council Of Contra Costa County By-Laws Approved June 20, 2002 Approved by Board of Supervisors July 23, 2002 Resolution approved June 12, 2003 Amended by the EOC March 12, 2009 Amended by the EOC February 11, 2010 TABLE OF CONTENTS ARTICLE I Name ARTICLE II Authority ARTICLE III Officers ARTICLE IV Scope of Responsibilities Membership Public Sector Low-Income Sector Private/Non-Profit Sector ARTICLE V Membership Economic Opportunity Council Members SECTION 1. Term of Office SECTION 2. Termination for Absences SECTION 3. Vacancies SECTION 4. Conflict of Interest Code SECTION 5. Alternates ARTICLE VI Standards of Conduct Powers of the Economic Opportunity Council ARTICLE VII Terminations Officers SECTION 1. Officers SECTION 2. Chairperson SECTION 3. Vice-Chairperson SECTION 4. Secretary SECTION 5. Election of Officers Formatted: Normal 2 EXHIBIT A SECTION 6. Vacancies ARTICLE VIII Membership Vacancies Administration and Staff SECTION 1. Responsible to the Director SECTION 2. Director ARTICLE IX Administrative Staff Meetings SECTION 1. Regular Meetings SECTION 2. Annual Meeting SECTION 3. Special Meetings SECTION 4. Closed Sessions SECTION 5. Quorum SECTION 6. Voting SECTION 7. Proxy Voting SECTION 8. Agenda SECTION 9. Public Comment SECTION 10. Minutes ARTICLE X Rules Committees SECTION 1. Composition SECTION 2. Executive Committee SECTION 3. Powers of the Executive Committee SECTION 4. Meetings of the Executive Committee SECTION 5. Standing Committees SECTION 6. Quorum SECTION 7. Reports ARTICLE XI Meeting and Meeting Notices Amendments SECTION 1. Amendment of By-Laws SECTION 2 Notice of Amendment 3 EXHIBIT A ARTICLE XII Amendments Public Access to EOC Records ARTICLE XIII Dissolution 4 EXHIBIT A By-Laws of the Economic Opportunity Council of Contra Costa County ARTICLE I. Name The name of this Organization shall be the Economic Opportunity Council of Contra Costa County (“EOC”). ARTICLE II. Authority The Economic Opportunity Council of Contra Costa County is organized under the Economic Opportunity Act of 1964, as amended, and the Community Services Administration Act of 1974, as amended, the Community Services Block Grant Act of 1981, as amended and the Coats Human Services Reauthorization Act of 1998, as amended. It is a duly constituted Community Action Advisory Board and the Advisory Board to the Community Services Bureau Employment and Human Services Department of Contra Costa County. ARTICLE III. Officers The principal offices for the transaction of business shall be located at a place in the County of Contra Costa, State of California, as the members of the EOC may from time to time designate. Other offices for the delivery of program services may be established as the need arises at the discretion of the Board of Supervisors. The officers of the EOC shall be the Chairperson, Vice-Chairperson and Secretary. Officers shall be elected annually at the September meeting. Chairperson The Chairperson shall preside at all EOC meetings. He or she has the authority to call special meetings and appoint chairperson ad-hoc committees. The Chairperson shall enforce the observance of order and decorum among the members. Meetings shall be conducted in accordance with all applicable federal, state, and local laws. Vice-Chairperson 5 EXHIBIT A The Vice-Chairperson shall assist the Chairperson and assume all the obligations and authority if the Chairperson is absent. Secretary The Secretary shall declare whether a quorum exists at the beginning of each meeting. The Secretary shall monitor attendance. He or she shall read any correspondence at EOC meetings. He or she shall check for any corrections or clarification on previous month’s minutes, and seek approval of minutes. The Secretary shall also help prepare minutes of the meeting and ensure that the meeting is recorded. Staff assistance shall be provided. Election of Officers The officers shall be elected annually at the September EOC meeting. Nominations for the officers shall be made by the general membership. Should any elective office become vacant, the Chairperson shall appoint a member to fill the vacancy for the remainder of the unexpired term and the EOC shall approve the appointment. Roles and Responsibility of the Executive Committee Executive officers shall attend all EOC and Executive Committee meetings. They shall plan the general meetings, review the previous month’s minutes and set the agenda. The Executive Committee may conduct emergency meetings if the majority of the members cannot meet. A quorum of 51% of current Executive Committee members, excluding vacancies, will be required to make a program recommendation on behalf of the general membership. In this case, all Executive Committee decisions must be ratified by the full body of the EOC at the next regularly scheduled meeting. ARTICLE IV. Scope of Responsibilities As set forth in the Economic Opportunity Act of 1964, as amended, the Community Services Block Grant Act of 1981 and the Coats Human Services Reauthorization Act of 1998, as amended, and by the actions of the Contra Costa County Board of Supervisors, the responsibilities of the EOC are: A. To make recommendations to Board of Supervisors (BOS) for EOC membership. B. To hold public hearings as scheduled to make recommendations to the BOS for the Community Action Plan of CSB. C. To participate in subcontractor RFP/RFI process as directed by program guidance. D. To conduct at least one (1) site monitoring to the subcontractors. E. To submit an Annual Report to the Board on its activities accomplishments, membership attendance, required training/certification, proposed work plan or objectives. 6 EXHIBIT A F. To review fiscal and programmatic reports submitted by staff and the performance of Community Services Block Grant contractors and the Weatherization program services. G. To receive and review budget, minutes, and other reports or materials prepared by staff every month. Membership The EOC shall consist of fifteen (15) members, divided equally among three sectors, as follows: Public Sector The five Public Sector members of the EOC shall be the five members of the Contra Costa County Board of Supervisors. Each Supervisor may appoint a delegate to serve and vote in his or her place. Delegate appointments must be approved by the Board of Supervisors. Low-Income Sector The five Low Income Sector members of the EOC shall be representatives of the low income population and may be from community based organizations, Community Services Bureau clients, or the general public. They shall be selected democratically and approved by the EOC and the Contra Costa County Board of Supervisors. To be appointed, a person must reside in Contra Costa County and must (a) meet federal or state poverty guidelines or (b) reside in a low-income community (c) be selected by a democratic process. Low Income Sector appointments must be approved by the Board of Supervisors. In addition, the EOC may appoint one alternate Low Income Sector member, who shall serve and vote in place of a Low Income Sector member who is absent from, or who disqualifies himself or herself from participating in, a meeting of the EOC. To be appointed, this alternate must meet the requirements stated above for regular Low-Income Sector members. Any alternate appointment must be approved by the Board of Supervisors. Private/Non-Profit Sector The five Private/Non-Profit Sector members shall be representatives of and from the private sector, non-profit organizations or public service agencies (excepting Contra Costa County government agencies). They shall be appointed by the EOC. To be appointed a person must be affiliated with a private sector or non-profit organization or a public service agency located within Contra Costa County. Private/Non-Profit Sector appointments must be approved by the Board of Supervisors. In addition, the EOC may appoint one alternate Private/Non-Profit Sector member, who shall serve and vote in place of a Private/Non-Profit Sector member who is absent from, or who disqualifies himself or herself from participating in, a meeting of the EOC. To be appointed, this alternate must meet the requirements stated above for regular Private/Non-Profit Sector members. Any alternate appointment must be approved by the Board of Supervisors. 7 EXHIBIT A ARTICLE V. Membership The EOC shall consist of fifteen (15) members, divided equally among three sections, as follows: Public Sector The five Public Sector members of the EOC shall include the five members of the Contra Costa County Board of Supervisors. Each Supervisor may appoint a delegate to serve and vote in his or her place. Delegate appointments must be approved by the Board of Supervisors Low-Income Sector 1. The five Low Income Sector members shall include representatives of the low income population and may be from community based organizations, Community Services Bureau clients, and the general public. 2. To be eligible for appointment, a person must (a) reside in Contra Costa County (b) meet federal or state poverty guidelines or (c) reside in a low-income community. 3. All persons seeking appointment must submit an application accompanied by a petition signed by no fewer than ten (10) members of the public residing in a low income community of Contra Costa County. 4. The EOC may recommend for appointment one alternate Low Income Sector member, who shall serve and vote in place of an Low Income Sector member who is absent from, or who disqualifies himself or herself from participating in, a meeting of the EOC. 5. Alternates must meet the same requirements as a regular Low Income Sector members. 6. All appointments must be approved by the Board of Supervisors. Private/Non-Profit Sector 7. The five Private/Non-Profit Sector members shall include representatives from private sector, non-profit organizations and public services agencies within Contra Costa County. 8. All persons seeking appointment must submit an application. 9. The EOC may recommend for appointment one alternate Private/Non- Profit Sector member, who shall serve and vote in place of a Private/Non-Profit Sector member who is absent from, or who disqualifies himself or herself from participating in, a meeting of the EOC. 10. Alternates must meet the same requirements as a regular Private/Non- Profit Sector member. 11. All appointments must be approved by the Board of Supervisors. 8 EXHIBIT A Seat Terms The term of office for Low-Income and Private/Non-Profit Sector members of the EOC shall be for two (2) years. No Low-Income or Private/Non-Profit Sector may serve more than three (3) consecutive full terms. Low Income Sector and Private/Non-Profit Sector members may seek reappointment to another term by submitting an application to the EOC Staff. Public Sector members shall serve terms that are equal in duration to their term as a member of the Board of Supervisors or until withdrawn from delegation by the supervisor. Delegates serve two (2) year terms for the duration of the Board member term of office or until withdrawn by the supervisor. Unscheduled Vacancies: Terms of the EOC shall begin on July 1st and end on June 30th. Should any seat become vacant during its term, the person appointed to fill that position shall serve for the unexpired portion of that term. EOC Members SECTION 1. Term of Office A. The term of office for each member of the EOC shall be two (2) years, except for the Board of Supervisor members, and except as specified in paragraph “C” of this Section 1. Members of the Board of Supervisors who choose to serve personally on the EOC may serve terms that are equal in duration to their term as a member of the Board of Supervisors. Low Income Sector and Private/Non Profit Sector members may seek reappointment to another term by submitting an application to the EOC. Terms on the EOC shall begin on July 1st and end on June 30th. Should any position become vacant during its term, the person appointed to fill that position shall serve for the unexpired portion of that term. No member of the EOC shall serve more than three (3) consecutive full terms, except for Board of Supervisor members who choose to personally serve on the EOC. None of the following shall count toward that three-term maximum: (a) service as an alternate; (b) service as a member in a term shortened per paragraph “C” of this section 1; or (c) service as a member appointed to fill a mid-term vacancy. Beginning July 1, 2004, no more than three (3) of the member positions in each Sector, and no more than eight (8) of all positions, shall end during any one year. To accomplish this, prior to July 1, 2004, the EOC may appoint new members and reappoint members to shortened terms of one rather than two years, provided that any person who is a member on June 30, 2002, shall not thereby be deprived, without her or his consent, of the opportunity to serve another two years. If any Board of Supervisors member personally fills a Public Sector member position, this paragraph “C” will not apply to that position. SECTION 2. Termination for Absences Any member who incurs unexcused absences in three consecutive regular meetings, or more than four of the regular meetings of the EOC during any twelve-month period, shall automatically be terminated as a member. Any alternate who incurs unexcused absences in fifty (50) percent or more of the regular meetings of the EOC during any twelve-month period shall automatically be terminated as a member. 9 EXHIBIT A An absence may be excused by the Chairperson of the EOC if he or she determines it is due to illness, the performance of other EOC duties, unexpected travel difficulties, or other good cause. The Chairperson shall inform the EOC, during regularly scheduled meetings, of absences that have been excused. Members who have been called out of order under Robert’s Rules of Order and removed from a meeting will be considered absent without excuse from the meeting from which they have been removed. Other than to vote for an alternate member as provided for in these by-laws, no member other than a County Supervisor has the authority to designate a person to attend a meeting of the EOC on his or her behalf. SECTION 3. Vacancies The Executive Committee will act as the Membership Committee. Staff to the EOC will assist with recruitment to fill any vacancies that occur on the EOC. Staff will provide applications received for the Membership Committee’s review. All interested applicants, whether for new posts or for renewal, must submit timely applications for the bi-annual filling of positions. Applications for the low income seats must be accompanied by a petition signed by no fewer than 10 members of the public residing in a low income community of Contra Costa County. The Membership Committee may fill other vacancies on an “as needed” basis. This section does not pertain to the appointees of the Board of Supervisors. SECTION 4. Conflict of Interest Code All members, alternates and designated staff shall comply with the Contra Costa County’s Conflict of Interest Code including the filing of the annual Statement of Economic Interest (Form 700). SECTION 5. Alternates An alternate, when serving in place of a member who is absent from, or who disqualifies himself or herself from participating in, a meeting shall have the rights and obligations of, and may be counted as, an EOC member. An alternate may participate in discussions at meetings of the EOC or an EOC committee even though not serving in place of an absent or disqualified member. ARTICLE VI. Standards of Conduct Powers of the Economic Opportunity Council Conflict of Interest All members, alternates and designated staff shall disclose potential conflicts of interest by filing an annual Statement of Economic Interest (FORM 700) and all other necessary and required documents. SECTION 1. Powers of the EOC To participate in, and advise the Board of Supervisors regarding the selection of the Director. To exercise all powers delegated to it by the Board of Supervisors. To hold public hearings to determine overall program goals for the EOC. To review fiscal and programmatic reports submitted by staff and the performance of Community Services Block Grant contractors and the Weatherization program services. Formatted: Left 10 EXHIBIT A To select its officers and appoint members to EOC Committees. To make recommendations to the Board of Supervisors on all program proposals and budgets related to Community Services Block Grant and the Weatherization program. To require and receive budget and other reports prepared by staff every other month along with an Annual Report in November. ARTICLE VII. Terminations Officer SECTION 1. Officers The officers of the EOC shall be the Chairperson, Vice-Chairperson and Secretary. The officers shall serve a term of three years (except for the Secretary) unless re-elected. Each officer, except for the Secretary, is limited to two consecutive terms in each position. SECTION 2. Chairperson The chairperson shall: (1) preside at all business meetings, (2) have general supervision over all business conducted, (3) execute, in the name of the EOC, all EOC-authorized actions, except those actions authorized by the EOC to be carried out by other EOC members or by staff, (4) appoint chairpersons for EOC committees, and (5) have such other powers and duties as may be assigned to him/her by the EOC. SECTION 3. The Vice-Chairperson The Vice-Chairperson shall, in the absence or inability of the Chairperson to act, exercise all the powers and perform all the duties of the chairpersons to act, exercise all the powers and perform all the duties of the Chairperson. He/she shall serve on a standing committee as assigned by the Chairperson. He/she shall also have such other powers and shall perform such other duties as may be assigned to him/her by the EOC. SECTION 4. Secretary The Secretary shall be the Director of the Community Services Bureau or his/her designee, and shall be a non-voting ex-officio member of the EOC. He/she or designated staff shall keep the minutes of the meetings of the EOC. He/she shall also prepare and distribute all agendas including staff reports, be custodian of the EOC’s records, and keep a register of the mailing addresses, e-mail addresses and phone numbers of each member. SECTION 5. Election of Officers 11 EXHIBIT A The elective officers of the EOC are the Chairperson and Vice-Chairperson. Both officers shall be elected at the first regular meeting in July of each election year. A majority of members present constituting a quorum is required to elect. SECTION 6. Vacancies Should any elective office become vacant, the EOC shall elect a successor from its membership at the next regular meeting, and such election shall be for the unexpired term of said office. Any member of the board may be terminated from membership on the EOC by one of the following actions: 1. Members who obtain three (3) consecutive unexcused absences (unexcused absence is defined as: a member who is not in attendance and did not notify EOC staff or any EOC members) will (a) receive an excessive absentee letter and (b) may be recommended for termination to the Board of Supervisors by a 2/3 vote. 2. Members who have been called out of order and removed from a meeting for misconduct will be considered absent without excuse from the meeting from which they have been removed. A member may be terminated by a 2/3 vote at any regular meeting for reasons of misconduct. ARTICLE VIII. Membership Vacancies A. Scheduled Vacancy A scheduled vacancy occurs when a member seat term expires. A scheduled vacancy can be filled after an open recruitment process and upon approval by the Board of Supervisors. B. Unscheduled Vacancy An unscheduled vacancy occurs when a member leaves his or her member seat prior to the end of the seat term. Staff will notify the Board of Supervisors, of any unscheduled vacancies. The Clerk of the Board will post the vacancy for at least ten business days prior to being filled by the Board of Supervisors. C. Filling a Vacancy All interested applicants whether for new terms or for renewal, must submit timely applications for review to the Contra Costa County Clerk of the Board. Staff to the EOC will assist with recruitment to fill any vacancies that occur on the EOC. Staff will provide all applications that are submitted to the EOC for review. Administration and Staff SECTION 1. Responsible to the Director All paid staff and volunteers of the Community Services Bureau are responsible to the Director. SECTION 2. Director Selection The Director of the Community Services Bureau shall be appointed by the Board of Supervisors in accordance with Contra Costa County personnel policies after the EOC has participated in the selection process. Formatted: Left, Don't keep with next Formatted: Left Formatted: Left Formatted: Left Formatted: Left Formatted: Normal, Indent: Left: 0" 12 EXHIBIT A Duties Supervises the daily operations of the Community Services Bureau and provides staff support to the EOC. ARTICLE IX. Administration and Staff CSB staff will provide technical and administrative program management and support to the EOC. Staff will ensure compliance with all local, state and federal requirements. Meetings SECTION 1. Regular Meetings The regular meetings of the EOC shall be held monthly at a time and location convenient for the members and the general public. The Chair, in consultation with the Executive Committee, may cancel a meeting if there is no business to warrant a meeting. All meetings shall be conducted according to Robert’s Rules of Order. Members who fail to comply with the Robert's Rules of Order may be found out of order by the Chair and removed from the meeting. It is the duty of the Chair to enforce on all occasions the observance of order and decorum among the members, deciding all questions of order (subject to an appeal to the EOC by any two members) unless when in doubt he or she prefers to submit the question for the decision of the EOC. SECTION 2. Annual Meeting The Annual meeting shall be the regular meeting following the July meeting and shall be for the purpose of installing officers, receiving reports of officers and Committees, and or any other business that may arise. SECTION 3. Special Meetings A special meeting may be called at any time by the Chairperson or by a majority of the members of the EOC in accordance with the Ralph M. Brown Act (public meeting law) and County Better Governance Ordinance. SECTION 4. Closed Sessions The EOC may hold closed sessions provided they are agendized and held in accordance with both the Ralph M. Brown Act and the County Better Government Ordinance. SECTION 5. Quorum A quorum for all meetings shall be one more than half of the current membership of the EOC. SECTION 6. Voting Voting on resolutions and on other such matters as may be requested by a majority of the members of the EOC shall be by voice vote, unless a roll-call vote is requested by any member or unless the voice vote is unclear. When a roll-call vote is held, the ayes, nays, and abstentions shall be entered into the minutes of the meeting. SECTION 7. Proxy Voting Formatted: Indent: Left: 0" 13 EXHIBIT A No proxy voting is permitted. SECTION 8. Agenda The agenda shall comply with the Ralph M. Brown Act and the County Better Government Ordinance. SECTION 9. Public Comment Public comment shall be provided in accordance with the Ralph M. Brown Act and the County Better Government Ordinance. SECTION 10. Agenda and Minutes A copy of the agenda with minutes of the previous meeting shall be mailed to each member prior to the next meeting. All members of the public requesting the minutes of a meeting shall do so in writing to the Secretary and may be required to pay the prevailing copying and mailing rates. ARTICLE X. Rules The EOC may adopt such rules and procedures as are necessary to conduct its business. The EOC shall be governed in its activities by all applicable laws, regulations and instructions. Committees SECTION 1. Composition All Committees, whether standing or ad hoc, shall have at least one Low-Income member. SECTION 2. Executive Committee The Executive Committee shall consist of the Chairperson, the Vice-Chairperson, the Secretary and the Chairpersons of all standing Committees. At least one member representing the low-income sector of the EOC must be on the Executive Committee. SECTION 3. Powers of the Executive Committee The Executive Committee shall have such powers and duties as designated by the EOC. SECTION 4. Meetings of the Executive Committee The Executive Committee shall meet at times and places called by the Chairperson. Notice of such meetings shall be in accordance with applicable public meeting law (Ralph M. Brown Act and the County Better Government Ordinance). SECTION 5. Standing Committees The EOC shall establish the following standing committees: Executive, Program Development, and Rules. In addition, the EOC may establish and appoint members to standing and ad hoc committees as the need arises. The Chairperson shall be an ex-officio member of all Committees. The purpose of Committees shall be to investigate, study, consider, and report to the EOC. Committees shall meet upon call of the Committee Chairperson who shall give notice of the time and location of the meeting in accordance with applicable public meeting law (Ralph M. Brown Act and the County Better Government Ordinance). Each Committee shall keep a record of its proceedings. The Secretary shall make arrangements to provide staff support to each committee when requested. No Committee shall issue any public statement without obtaining prior approval from the EOC. Formatted: Indent: Left: 0" 14 EXHIBIT A SECTION 6. Quorum A quorum for the transaction of Committee business shall be one more than half of the membership of the Committee. SECTION 7. Reports The EOC will review all Committee reports that require action. Any Committee member or members of the EOC may file a minority report. ARTICLE XI. Meeting and Meeting Notices Meeting notices shall comply with the Brown Act, the County’s Better Government Ordinance, and all applicable local and state meetings laws. A. Regular Meetings The regular meetings of the EOC shall be held monthly at a time and location convenient for the members and the general public. Each year, the EOC will set its regular meeting schedule for that year. The Chair, in consultation with the Executive Committee, may cancel a meeting if there is no business to warrant a meeting. B. Special Meetings A special meeting may be called at any time by the Chairperson or by a majority of the members of the EOC in accordance with the Ralph M. Brown Act (public meeting law) and County Better Governance Ordinance. C. Quorum A quorum is 51% of the total number of authorized seats on the body, not the majority of the total number of filled seats. D. Voting Voting on resolutions and all other matters shall be by show-of-hand, unless a roll-call vote is requested by any member or unless the hand vote is unclear. When any type of vote is held, the ayes, nays, and abstentions shall be entered onto the minutes of the meeting. Proxy voting is not permitted. E. Agenda The agenda shall comply with the Ralph M. Brown Act and the County Better Government Ordinance and all applicable laws. F. Executive Committee The Executive Committee shall consist of the Chairperson, the Vice- Chairperson, and the Secretary. Amendments SECTION 1. Amendment of By-Laws These by-laws shall be amended by two-thirds vote of current membership of the EOC on advance written notice. Formatted: Left Formatted: Left Formatted: Left Formatted: Left Formatted: Left Formatted: Left Formatted: Indent: Left: 0" 15 EXHIBIT A SECTION 2. Notice of Amendment Notice of proposed by-law amendments shall be presented in writing at a regular meeting of the EOC for open discussion. The proposed amendments shall be voted upon at the next regular meeting of the EOC. The agenda for the meeting at which the proposed amendment is to be voted upon shall contain an item entitled “Proposed By-Law Amendment.” ARTICLE XII. Amendments A. Amendments of ByLaws These bylaws may be amended by two-thirds (2/3) vote of the current membership of the EOC. All amendments must be approved by the Board of Supervisors. B. Notice of Amendment Notice of proposed bylaws amendments must be presented in writing at a regular meeting of the EOC for open discussion. The proposed amendments may be voted upon at the next regular meeting of the EOC. The agenda for the meeting at which the proposed amendment is to be voted upon shall contain an item entitled “Proposed ByLaws Amendment.” C. Public Access to EOC Records The EOC shall make available to the public all records as required by the Ralph M. Brown Act, the County Better Government Ordinance, the Public Records Act, and other applicable laws. D. Dissolution Dissolution of the EOC shall be affected in accordance with applicable law. Public Access to EOC Records SECTION 1. Public Access to EOC Records The EOC shall make available to the general public all records as required by the Ralph M. Brown Act and the County Better Government Ordinance. ARTICLE XIII. Dissolution Dissolution of the EOC shall be effected in accordance with applicable law. 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