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HomeMy WebLinkAboutMinutes - 10/26/1999 - Human Relations Commission Q9/22/1999 14:41 8153859698 PAGE 01 MaHe�ry Humadn Rstatloe�e Comrr�isslon � M�mo TO: Commission Members FROM: Pat Buhrman RE: Misc. DATE: Se tember 23 1999 Our mseting is naxt Tuesday, please read your by-laws �nd see if there are any ways w�e can make them better. From here on out I would app��c��te if you have something you would like to bring up at our m�tings, that you call me at teast one week before the me�ting so � can put you on the aganda. If you have a proposal or something you be{ieve we should acE on p(e�se put it in writing �nd mske copies for all the members, you can make cap+es for free at city hali. Our work should be done in our commiktaes, ouc ideas and p�aposals should be worked on at our meetings. tf you are not on a commiYtee at �` fihis time, please try to decide v�ich committee you vvould iike to be on. Thanks fvr aii yeur hard wv�k! See you Tuesday night. P�t � CITY OF McHENRY �-' HUMAN RELATIONS COMMISSION The regular meeting of the City of McHenry Human Relations Commission was called to order at 7:04 P.M, by Vice-chair Wolff on Tuesday, August 24, 1999. The following members were present: Wolff, Doolan, Lagunas,Becker, Wolfineyer, Hobson, Glaw, Horsch, and Ellman. Excused absence: Buhrman. Approval of July 27, 1999 minutes Motion to approve minutes by Becker, seconded by Glaw. All ayes, motion carried unanimously. Quote Quote was given by Wolff Old Business -Census Update: Postponed till next month -Millennium Update: Hobson infonned the group that the commission will be sponsoring performances by various groups on January ls`, from 1:00-4:00 at the Municipal Center. Currently our options are: A Childrens group �,, The Pioneer Players A Latino group An American Indian speaker These groups have agreed to perform for free but Hobson requested that the commission consider a token payment to show our appreciation. This decision can be made when a final decision is reached as to who will be perfonning. New Business: Proper Business lE'Ieeting Procedures Wolff introduced Phil Maggio,McHenry's City Planner. Phil is also a member of the Zoning Board of Appeals and the Planning Commission. John Lobaito was unable to attend tonight's meeting and Phil graciously agreed to lead a discussion on Praper - Business Meeting Procedures. Phil began by giving a summar}�on how to have an effective meeting: -Good meetings don't happen by accident -Must have informed members -Positive attitude -Treat everyone ��vith respect Parliamentary Procedures -Originally used by legislative bodies to conduct business -Now used by other assemblies -Procedures vary by type of group using them � -Bylaws: set of procedures that outline the procedures of the group. Might define `-members terms, meeting schedules. Roberts Rules of Order used at state or federal level. Groups such as the Human Relations Commission can function in accordance to the Bylaws. -Keep meetings informal whenever possible -First issue is to establish a quorum for a meeting. The quorum is the minimum number of inembers required to conduct business -Determine chair, vice-chair and secretary. If chair and vice-chair are absent, group needs to determine a temporary chair. -Chairman maintains order, recognizes members. It's important that only one person speaks at a time. Motions: -Formal proposal by a member asking the commission to take action -One motion considered at a time -Chair should restate �vhat the motion is,then it's debated by the members -During a debate, members should address their comments to the chair -Don't use personal remarks Auaience Participation: a privilege, not a right -Limit time for each person -Limit time for each topic � -Sign-in sheet for audience members: can be used to notify audience of future similar topics -Give name & address: keep in minutes ProcedurelRegular Practices -Preparation for the meeting is a major key -System for developing agenda to reflect priorities -Keep files of agendas with city clerk -Attitude -Strive to reach a consensus on issues: refer"hot"topics to sub-committees Summary � -Follow basic parliamentary procedures, keep informal -Be informed for meetings -Maintain positive attitude Questions Our bylaws state that our quorum is 8 (based on 15 members). If we have vacancies, i.e.: 13 or 14 members, does our quorum drop to 7? Answer: No. Quorum stays at 8; does not change because of vacancies. Our bylaws state "subcommittees shall be open to the public and shall be conducted in �„accordance with the Illinois Open Meetings Act". Previously, subcommittees have met at individual homes,therefore, not open to the public. Were we wrong in doing it this �-' way? Answer: Subcommittees are not subject to the Illinois Open Meetings Act. This act applies to groups that will be taking action,therefore, a quorum would be necessary. Our commission might want to consider changing the wording of this statement in the bylaws. Public Participation None Other Business Horsch distributed an article on the seriousness of"bullying"which occurs at our schools. Horsch made a motion, seconded by Wolfineyer to form a subcommittee to explore the possibility of bringing a Respect Pledge to our schools. All ayes, motion carried unanimously. Subcommittee to consist of Horsch, Wolfineyer,Glaw&Doolan. Motion made to adjourn at 8:04 by Hobson,seconded by Becker. All ayes, motion carried. � � 1 BY-LAWS � CITY OF McHENRY HUMAN RELATIONS COMMISSION I. BACKGROUND The City of McHenry is a community rich in history, tradition, and cultural diversity. Currently, the community is experiencing rapid population growth and changing social patterns as it evolves to become a viable part of a complex urban area. As the city grows and prospers, it is important that our community provides a living environment that is free from prejudice, discrimination, persecution, racism, and intolerance. To this end, the Mayor of the City of McHenry has recommended (and the City Council has approved) the establishment of the City of McHenry Human Relations Commission as a viable means to foster ethnic diversity and actively promote the constitutional ideals of life, liberty, and the pursuit of happiness free from hatred, bigotry, discrimination, and violence. ll. PURPOSE � It shall be the purpose of the McHenry Human Relations Commission to provide a forum to promote and foster a living environment that is free from prejudice, discrimination, persecution, racism, and intolerance for all McHenry citizens. 111. MEMBERSHIP The Commission shall consist of (15) members: two (2) high school students; twelve (12) McHenry citizens-at-large, and the Mayor as an Ex-Officio Member. Said citizens shall represent a broad diversity of backgrounds with respect to race, creed, � ethnicity, sex, and age. The Mayor of the City Council shall appoint said Members. A. TERM: Commission Members sh�ll be appointed for two year terms and four year terms. Said terms shall begin as of the date of appointment. Initial appointees shall draw by lot to determine the length of their terms. Said drawing shall occur at the orgG;iizational meeting. Members may serve two consecutive terms. �... 1 B. VACANCIES: When a position on the Commission becomes vacant, the � vacancy shall be filled in a timely fashion in the same manner of appointment and by a person of the same qualifications as prescribed in section III. above. C. ABSENCES: Whenever a Commission Member fails to attend three consecutive Commission meetings without transmitting prior notification to the Chairman or Secretary of the Commission, such Member's membership shall be deemed to have been terminated. The subsequent vacancy shall be filled in accordance with Section III. B. above. IV. OFFICERS There shall be a Chairman, Vice-Chairman, and Secretary of the Commission. The Chairman shall be designated by the Mayor of the City of McHenry at the time of appointment. The Vice-Chairman and the Secretary shall be elected by the Commission members from among the Commission Membership. A. DUTIES: 1 . CHAIRMAN: Shall preside at all Commission meetings; appoint Subcommittees with the advice and consent of the Commission; sign all Resolutions and non-contractual documents requiring to be '�' executed on behalf of the Commission; and perform such other , duties as prescribed by the Commission. 2. VICE-CHAIRMAN: Shall serve, perform all duties and exercise all powers of the Chairman in the absence of or given the inability of the Chairman to act. The Vice-Chairman shall assist the Chairman, as requested. 3. SECRETARY: Shall provide notices for all regularly scheduled meetings of the Commission and its Subcommittees; provide an agenda and related documents for each such meeting for general ' distribution; prepare minutes of all meetings of the Commission and its Subcommittees; and maintain all records of the Commission's operations. The City of McHenry shall provide clerical support to the Commission and its Secretary, as required. B. TERMS: Officers shall serve from the date of their appointment/election for a term of two (2) years. C. SUCCESSION: Officers may serve two consecutive terms. �. 2 V. MEETINGS � All meetings of the Commission and it Subcommittees shall be open to the public and shall be conducted in accordance with the Illinois Open Meetings Act as may be amended from time to time. A. ORGANIZATIONAL MEETING: The first meeting of the Commission shall be an organizational meeting and shall be held after the appointment of all Members. At said meeting, the Commission shall, at a minimum, adopt by-laws, elect officers, draw lots for the length of Member terms, and initiate a workplan. B. REGULAR MEETINGS: There shall be regularly scheduled monthly � meetings of the Commission. The Commission shall set the schedule of meetings. C. SPECIAL OR EMERGENCY MEETINGS: The Chairman may call special or.emergency meetings of the Commission on her/her own initiative or at the request of one-third of the Commission Members (5). Notice of special meetings shall be given at least two business days prior to such meetings to each Commission Member. Notice of emergency meetings shall be given with as much notice as possible to the Commission Members. The notice shall include the time, date and location of the �"' special or emergency meeting. Business conducted at a special or emergency meeting shall be limited to those items specified in the agenda for said meeting(s). D. PLACE: All meetings of the Commission shall be held in the McHenry Municipal Center, unless otherwise designated by the Commission. E. ORDER OF BUSINESS: The Commission shall generally observe the following order of business at all meetings of the Commission and its Subcommittees: 1 . Call to order 2. Roll call of Members 3. Approval of Minutes 4. Public Participation 5. Old Business 6. New Business 7. Reports to the Commission 8. Members Comments, Miscellaneous Business, and Announcements 9. Adjournment � 3 VI. SUBCOMMITTEES � The Chairman may appoint, with the consent of the Commission, any Subcommittees deemed appropriate. VII. QUORUM A quorum shall consist of a majority of the Commission Members (8). A quorum shall be required for the conduct of business by the Commission. A quorum of any Subcommittee subsequently appointed shall be a majority of Members of the Subcommittee. VIII. VOTING REQUIREMENTS Each Commission Member is entitled to one (1) vote on all matters coming before the Commission and requiring a vote of the Commission. The vote must be cast by the Member, who must be in attendance at a duly appointed, legally called meeting of the Commission. No proxy votes or absentee voting shall be permitted. The concurrence of a majority of the total Commission Members (8) is ,essary for the passage of any motion incurring any financial obligation. All other '�..cions of the Commission shall require a majority of the Commission Members present, provided there is a quorum present. � A vote on a motion to reconsideration may be made at any time prior to the adjournment of the meeting at which the original motion was voted upon. A motion for reconsideration must be made by Commission Members who voted on the prevailing side of the original motion. IX. RULES OF ORDER The Chairman shall preside at all Commission meetings, preserve decorum and conduct said meetings in an orderly fashion. The Chairman may speak to points of order and shall decide all questions of procedure. The Chairman shall vote in case of a tie and may vote on any matter before the Commission. Questions of procedure for meetings of the Commission not covered by these By-Laws shall be governed by the latest edition of Robert's Rules of Order. Revised. In case of any disturbance or disorderly conduct, the Chairman shall have the power to remove the cause of the disturbance or suspend the meeting. �. 4 X. DISQUALIFICATION � No Commission Member who has an individual financial or other material interest in any matter coming before the C�mmission shall participate in the deliberations or the decisions in such matters. Furthermore, Members who recognize that they may have such an interest shall so state during the public deliberations of the Commission. X1. RESCISSION No action of the Commission shall be rescinded at any special meeting of the Commission unless there shall be present at such special meeting at least as many Members as were present at the meeting at which such action was originally approved. XII. DURATION The Commission shall continue to exist in perpetuity or until such time as the McHenry City Council formally terminates the establishment of said Commission. XIII. AMENDMENT � These By-Laws may be amended by Resolution of the Commission by simple majority of those voting at a regular or special meeting thereof. XIV. SEVERABILITY If any provision of these By-Laws is found to be invalid for any reason, such invalidation shall not affect other provisions of the By-Laws which can be given effect without the invalid provisions, and to this end, to provisions of these By-Laws are to � be severable. • XV. STAFF SUPPORT The Commission shall have staff support from the City of McHenry Administrator. XVI. LEGAL COUNSEL The Council may seek appropriate legal advice if, and/or when, it is needed from �- the City of McHenry legal counsel. 5 XVII. REPORTING � The Commission shall make regular reports of its activities to the McHenry City Council. IVIII. FINANCES AND RELATED CITY MATTERS Requests for expenditure of funds shall require a majority vote of the total Commission Members (8). Approved requests shall be transmitted to the City Administrator who shall process said requests in accordance with the City of McHenry Municipal guidelines. All other requests for City assistance/support shall be transmitted to the City Administrator for presentation to the appropriate Standing Committee of the City Council. XIX. EFFECTIVE DATE � . These By-Laws shall become effective upon approval of the Commission. Any amendment to these By-Laws shall take effect immediately upon approval by the Commission. '�.. APPROVED: � 6 laura\ctteeagn\hrc