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HomeMy WebLinkAboutBOCC Packet 04112012 Translator Board & Election Commission Bylaws AGENDA ITEM SUMMARY April 11, 2012 WORKSESSION DATE: :Resolution to Approve Citizen Board Bylaws(2ndReading) AGENDA ITEM TITLE Charlotte Anderson STAFF RESPONSIBLE: :The Election Commission and the Tranlator Advisory Board presented ISSUESTATEMENT proposedchanges to the BOCC on March 27, 2012. :The Translator Advisory Board bylaws were presented and no changes were BACKGROUND suggested. The Election Commission bylaws had changes that have been made and are attached for review. Livable & Supportive Community. LINKTO STRATEGIC PLAN: Core Focus Area: Success Improved community engagement and participation Factor #5: Advise staff if you wish to approvethe attached bylawsatsecond KEY DISCUSSION ITEMS: readingtoday. None BUDGETARY IMPACT: Approvethe attached resolutionat second reading and RECOMMENDED BOCC ACTION: public hearing on April 11, 2012. ATTACHMENTS: Resolution Translator Advisory Board bylaws final Election bylaws with tracked changes 1 BY-LAWS THE PITKIN COUNTY TRANSLATOR ADVISORY BOARD Amended July 27, 2011by BOCC Resolution # 069-2011 Revised April 11, 2012by BOCC Resolution # _____________ ARTICLE I Name Section 1.Name.The name of this citizenboardshall be Pitkin County Translator Advisory Board (the “Board”). ARTICLE II Purposeand Policy Section 1.Purpose.The Translator Advisory Board will provide the Pitkin County Boa Commissioners (BOCC) with input concerning operations of an economical system for re- broadcasting of television and radio signals for the citizens of Pitkin County. Section 2. Policy.The Board may from time to time adopt policies to guide the activities of the Board. Such policies will be adopted by Board resolution and shall remain in effect for no longer than five years unless readopted by a subsequent resolution. ARTICLE III Responsibilities Section 1.Functions. 1.Make recommendations to the BOCC andcounty staffregarding the management and operation of the translator system. 2.Formulatepolicy regarding areas served by the translator system and signals re- broadcast to those areas. These policies shall include, but not television and radio stations on the translator system and the administration of Public Service Announcements. 3.Perform analysis of existing methods and recommend plans to implementnew or better methods of providing television and radio signals to the citizens of PitkinCounty. 4.Research and facilitate the extension of wireless communicatio within Pitkin County through the Translatorsystem. 5.Analyze existing funding mechanisms and recommend new methods of funding the services provided. Page 1 THE PITKIN COUNTY TRANSLATOR ADVISORY BOARD BY-LAWS ARTICLE IV Membership Section 1.Appointments. Appointments to the Board shall be made by theBOCC. There shall be five regular and two alternate members. Section 2. Term.Each member shall be appointed to serve atwo(2) year termstagge all terms expire at the same time.Members shall have no term lim Section 3.Qualifications.Membership is open to all individuals who reside full time in t reception area with preference given to Pitkin County residents. shall try to have representation from the following areas: Aspen Basalt/Emma, Crystal Valley/Redstone, Meredith/Thomasville and Woody Creek/Capitol Creek Valleys. Section 4.Compensation.Each Board member shall serve without pay. Section 5. Removal.A Board member may be removed from the Board for good cause onl vote of the BOCC after recommendation concerning removal is made by the Board. The Chair shall request the BOCC remove a member who hastwo unexcused absences of a member for regular meetingswithin one calendar year.(In the case circumstances, the Board may choose to make an exception to this rule.) Good cause for removal shall also includeno longer residing in the translator reception area or a violation of the County Standard of Conflict. Section 6.Residency Change.Should an appointed Board member’s residency change during their term but the member remains a resident in the translator recepti continue to serve their term as originally appointed and may be reappointed for subsequent terms atthe discretion of the BOCC. ARTICLE V Officers Section 1.Officers.The officers of the Board shall be a Chair and Vice Chair. The Chair shall be selected by the members of the Board. Section 2.Elections and Term of Office.The Chair and Vice Chair shall be appointed by the Board at the first regular meeting of a calendar year. Subject to early termination, each officer shall hold office for up to two years and until a successor has been appointed. The Chair and the Vice Chair shall serve at the pleasure of the Board. Section 3.Vacancies. Should the office of Chair or Vice Chair become vacant, the Board shall appoint a successor at its next regular or special meeting. Such appointment shall be for the unexpired portion of theprevious term. Page 2 THE PITKIN COUNTY TRANSLATOR ADVISORY BOARD BY-LAWS Section 4.Duties. (1)Chair. The Chair shall preside at allmeetings of the Boardand shall duties usually incident to the office of Chair and such other duties as may be assigned from time to time by the Board. The Chair shall execut acknowledge, in the name of the Board, all recommendations and communications authorized by the Board. The Chair shall see to the execution of resolutions and adoption of minutes of the meetings of the Board. (2)Vice Chair.In the absence of the Chair,the Vice Chair shall have all power recognized to the Chair. The Vice Chair shall perform such othe from time to time be assigned by the Board. ARTICLE VI Meetings Section1.Regular Meetings:Meetings shall be heldbi-monthly basis, or as needed. The specific day for the conduct of Board meetings shall be determined by the Board in advance of the upcoming year. A schedule of regular meetings shall be made available through customary County procedure. All meetings must comply with notice requirements of the Colorado Open Meetings Law. Section 2. Special Meetings. A special meeting may be called at any time by the Chair or b request of two (2) members of the Board. Section 3.Order of Business. At regular meetings of the Board the followingshall be the recommended order of business: 1.Roll call 2.Reading and approval of minutes of last meeting 3.Public Comment 4.Report by staff 5.Old business 6.New business 7.Executive session discussion 8.Adjournment Section 4. Voting.Voting shall be either by voice or roll call vote. A roll call conducted upon the request of a member of the Board or at the discretion of the presiding officer. Any action requiring a vote shall be decided by a simp Section 5. Quorum. A majority of members of the Board shall be necessary to constitute a quorum for the transaction of business. Section 6.Parliamentary Procedure. The rules contained in Robert’s Rules of Order shall govern the Board in all cases to which they are applicable and in which the these Bylaws and the Home Rule Charter. Page 3 THE PITKIN COUNTY TRANSLATOR ADVISORY BOARD BY-LAWS Section 7.Agenda. The agenda shall be prepared by the Chair and assigned County be distributed in advance of each regular orspecial meeting. Section 8.Open to the Public.All meetings of the Board shallbe open to the public, except ex session as authorized in the Colorado Open Meetings law, C.R.S. 24-6-402. ARTICLE VII Standard of Conduct Section 1.Prohibition on Conduct. 1.Members shall abide by the County Standard of Conduct. 2.Failure to comply with the Standard of Conduct could result in removal by the Board of County Commissioners. ARTICLE VIII Amendment Section 1. Amendment. These by-laws shall be the province of the BOCC and shall be adopted and . amended only by formal action of the BOCC Page 4 THE PITKIN COUNTY TRANSLATOR ADVISORY BOARD BY-LAWS BYLAWS OF THE PITKIN COUNTY ELECTION COMMISSION Adopted April 14, 2004 Revised April 11, 2012 ARTICLE I Name Section 1. Name.The name of this Pitkin County citizen board shall be the Election Commission (“Commission”). ARTICLE II Purpose and Policy Section 1. Purpose.The purpose of the Commission is to perform those duties set out Article III of the Pitkin County Home Rule Charter. Specifically, any person aggrieved by the mannerdecisionin which the County Clerk and Recorder administers voter registr or performsconducts anelectiondutiesshall have the right to appeal such action to the Election Commission. Section 2. Policies.The Commission may from time to time adopt policies to guide the of the Commission. Such policies will be adopted by Commission effect for no longer than five yearsunless adoptedrepealed by a subsequent resolution. ARTICLE III Responsibilities Section 1. Functions.The Commission’s functions and responsibilities are as follows: 1Receive in writing any appeal from any person who feels they ha aggrieved bythe manner in which the Clerk and Recorder administers voter registration or performs election duties. The appeal must be recwithin three(3)workingbusinessdaysafter theoccurrencedecisionof the act complained of. 2Hear all evidence and make a timely determination on the appeal 1 ARTICLE IV Membership Section 1. Appointments.Appointments to the Commission shall be made by the Board of County Commissioners (“BOCC”). There shall be five (5) members. The Board of County Commissioners may appoint up to five (5) alternate members, who the absence of a regular member. The Clerk and Recorder shall be member and shall attend meetings of the Commission. Section 2. Term.Each Mmember shall be appointed for a two (2) year term, and shall be staggered so that not all terms expire at the same time. There s number of terms. Section 3. Qualifications.Members shall be registered electors in Pitkin County. To the extent possible, all members shall not be of the same political Section 4. Compensation.Each Mmembershall serve without pay. Section 5. Removal.AMmembermay be removed from the Commission for good cause only, by vote of the BOCC, after recommendation (for or against) is ma shall request the BOCC to remove a Member who is absent from hal extenuating circumstances, the Commission may choose to make an exception to this rule because the meetings can not be regularly scheduled). Good cause for removal shall also include violation of the County Standard of Conduct. ARTICLE V Officers Section 1. Officers. The officers of the Commission mayshallbe a Chair and Vice-Chair, and may include such other officers as the Commission may from time Vice-Chairshall be selected from the members of the Commission. Section 2. Elections and Term of Office.The Chair and Vice-Chair shall be appointed by the Commission when they have a meeting if none currently exist. Su officer shall hold office until the end of his/her term. These offices shall rotate.A member appointed to the office of cChair or vVice-chair shall have the option of declining the office. Any other officers shall be appointed by the Commission at any meeti of the Commission. Section 3. Vacancies.Should the office of the Chair or Vice-Chair become vacant, the Commission shall appoint the successor at the next meeting of th appointment shall be effective until the end of the successor’s 2 Section 4. Duties. (1) Chair.The Chair shall preside at all meetings of the Commission and sh perform all duties usually incident to the office of Chair and s be assigned to him/her from time to time by the Commission. She the name of the Commission, meeting minutes, resolutions and any authorized by the Commission. The Chair shall see to the execut procedures and policies approved by the Commission. (2) Vice Chair.In the absence or disability of the Chair, the Vice Chair shall have all powers of and shall be subject to all restrictions upon Chair shall perform such other duties as shall from time to time Commission. ARTICLE VI Meetings Section 1. Regular Meetings.There shall be one regular meeting held per calendar year on or before the first Thursday in February, for the purpose of members of the Commission as well as discussion of election issu the body.no regularly scheduled meetings. Section 2. Special Meetings. Upon receipt of an appeal, aAspecial meeting shall be called within a reasonable time by the cChairperson, by the cClerk andrRecorder, or by written request of two members of the Commission. A minimum not is required, unless the timeframe for said notice is waived. The first orally, e.g. telephone, but in all events, the waiver shal quorum of Commission members that must be in attendance. Section 3. Order of Business.At meetings of the Commission, the following shall be the recommended order of business: 1. roll call 2. reading and approval of minutes of last meeting 3. executive sessionold business 4. old businessnew business including any hearings on appeals 5. new business including any hearings on appealsexecutive session 6. adjourn Section 4. Voting. Voting shall be either by voice or roll call vote. A roll cal conducted upon the request of a member of the Commission or at the discretion of the presiding officer. Any action requiring a vote shall be decided by a simpl Section 5. Quorum.The presenceA majorityof four members of the Commission shall be necessary to constitute a quorum for the transaction of business.,therebymaking the majority requirement for a decision three persons.Once a quorum is made, it cannot be broken until the meeting is adjourned. For purposes of a quorum, a Commission member may be present by electronic means. 3 Section 6. Parliamentary Procedure.The rules contained in Robert’s Rules of Order shall govern the Commission in all cases to which they are applicable inconsistent with these Bylaws and the Charter. Section 7. Meeting Notices, Supporting Materials, and Agenda.As outlined in Section 2, Article VI, the cChairor Clerk and Recorder shall furnish the Mmembersadvance notice of all meetings. The agenda shall be prepared by the cChair andcClerkand rRecorder.The agenda and any supporting materials shall be delivered at least one business day in advance of the meeting to each commission member. Section 8. Open tothe Public.All meetings shall be posted 24 hours prior and shall beopen to the public, except for executive session as authorized in the Colorado Open Meetings law, C.R.S. 24 –6-402. ARTICLE VII Conflict of Interest Section 1. Policy. A. In order to ensure the impartiality and integrity of their local government decision makers, as provided in section 8.6.1 of the County Charter, the intend to prohibit County policy-makers from participating in ma have a conflict of interest. This prohibition applies to County their elected or appointed terms and those who have concluded th B. A conflict of interest is a disparity between the private int responsibilities of an individual in a position of trust in gove intended to prevent conflicts of interest without obstructing fair and speedy resolution of issues that come before the County. Section 2. Prohibition on Conduct. A. Members shall abide by the County Standard of Conduct. B. If an issue arises in which a Mmemberbelieves he/she may have a conflict of interest, he/she must divulge that potential conflict of interes for an opinion on the validity of theconflict, and inform the Co to be in conflict regarding the issue before him/her, he/she will refrain from participation in discussion or vote on that issue. C. Failure to comply with the terms of this section may be deeme cause for removal under Article IV section 5. 4 Notes: 3. Qualifications. We limited to registered electors of Pitkin C 1. The chair and vice-chair shall be appointed only in the event of a meeting held in hear an appeal. 5