Title
Resolution Approving Recommended Amendments to the Bylaws of the Hampton Senior Citizens Advisory Committee
Purpose
PURPOSE/BACKGROUND:
This resolution approves amendments to the bylaws of the Hampton Senior Citizens Advisory Committee (SCAC) to regarding absences and subcommittees which have been recommended for Council’s approval by the SCAC.
Discussion:
The following amendments to the SCAC Bylaws are recommended for approval by Council:
1. That the word “unexcused” be deleted within Article Two: Membership, Section E: Attendance. This amendment will remove the need for the Chair to make judgment calls as to what constitutes an excused versus an unexcused absence.
2. That a new Article Five: Standing and Ad Hoc Subcommittees be added to establish the framework and operation of subcommittees. This language is modeled after similar language found in the Hampton Clean City Commission Bylaws. The exact language to be added is found in the proposed bylaws amendments attached to this item. This amendment will enable SCAC to set up subcommittees to facilitate policies and projects as directed by SCAC.
3. That the existing Article Five: Amendments be renamed Article Six: Amendments. This amendment is a housekeeping edit as a result of including a new Article Five regarding subcommittees.
In accordance with the current SCAC Bylaws, SCAC members received a copy of the proposed amendments on November 5, 2021 and the voting members unanimously approved that the amendments be recommended to Council for approval. Under the SCAC Bylaws, while the SCAC may recommend changes to Council, Council is the entity with the authority to approve amendments to the Bylaws.
Impact:
See Purpose/Background and Discussion above. No fiscal impact.
Recommendation:
Rec
Approve the Resolution.
Body
WHEREAS, the Hampton City Council approved the Senior Citizen Advisory Committee (SCAC) Bylaws in 2018;
WHEREAS, under the SCAC Bylaws the Hampton City Council may amend the Bylaws;
WHEREAS, under the SCAC Bylaws the SCAC can recommend changes to the Bylaws after an affirmative vote of two-third of its eleven (11) voting members;
WHEREAS, the SCAC members must receive a copy of the proposed amendments at least five (5) days prior to such vote;
WHEREAS, the SCAC members received a copy of the proposed amendments on November 5, 2021; and
WHEREAS, at its December 6, 2021 meeting the SCAC voting members voted unanimously to recommend the following changes to the SCAC Bylaws for City Council’s approval.
NOW THEREFORE, BE IT RESOLVED, by the Council of the City of Hampton that the following amendments to the Bylaws of the Senior Citizen Advisory Committee, as recommended by its Voting Members, be approved:
1. That the word “unexcused” be deleted within Article Two: Membership, Section E: Attendance.
2. That a new Article Five: Standing and Ad Hoc Subcommittees be added to establish the framework and operation of subcommittees.
ARTICLE FIVE: STANDING AND AD HOC SUBCOMMITTEES
A. Creation of Standing and Ad Hoc Subcommittees: The Committee shall establish whatever Standing and Ad Hoc Subcommittees it considers essential to achieve the objectives of the Committee and shall appoint a Chair and four (4) additional individuals to each of those subcommittees. The purpose of the subcommittees is to facilitate the policies and projects directed by the Committee. The Standing and Ad Hoc Subcommittees plan, implement, and evaluate activities and special projects specific to their area of concern.
B. Subcommittee Chairs: Chairs of the Standing and Ad Hoc Subcommittees shall serve terms of one year and may be reappointed for additional terms, which may be consecutive. Standing and Ad Hoc Subcommittee Chairs shall be appointed Committee members.
C. Subcommittee Members: Members of the Standing and Ad Hoc Subcommittees shall be individuals who reside or work in the City and shall serve terms of one year and may be reappointed for additional terms, which may be consecutive. Committee members or the Director of Hampton Parks, Recreation and Leisure Services may make recommendations to the Committee for appointments to Standing and Ad Hoc Subcommittees. A roster of all Standing and Ad Hoc Subcommittees shall be maintained by the Director of Hampton Parks, Recreation and Leisure Services and shall be made available to City Council upon request. A Standing or Ad Hoc Subcommittee member may be removed from the subcommittee by a majority vote of the Committee. Standing and Ad Hoc Subcommittee members, who are not also Committee members, shall not have any voting rights on matters before the Committee.
D. Meetings: The Standing and Ad Hoc Subcommittee Chairs shall hold regularly scheduled meetings of their subcommittees, at times and locations as approved by the Committee Chair or the Director of Parks, Recreation & Leisure Services. Standing and Ad Hoc Subcommittee Chairs shall be responsible for setting agendas in keeping with the Committee’s goals and objectives, assigning duties, and conducting follow-up meetings. All Standing and Ad Hoc Subcommittee meetings shall be open to the public. Public comment shall be accepted and encouraged at every meeting. Standing and Ad Hoc Subcommittee Chairs shall submit monthly reports to the Committee at its regularly scheduled meetings.
E. Quorum: Three (3) members, which may or may not include the Standing or Ad Hoc Subcommittee Chair, shall constitute a quorum of any Standing or Ad Hoc Subcommittee. In the event of a vacancy in the membership of a Standing or Ad Hoc Subcommittee, a quorum may include the Committee Chair.
3. That the existing Article Five: Amendments be renamed Article Six: Amendments.
BE IT FURTHER RESOLVED that all other provisions of the Bylaws shall remain in effect and the foregoing amendments shall be incorporated into the Bylaws of the SCAC.