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HomeMy Public PortalAboutA 2003-07-01 SENIOR CITIZENS ADVISORY BOARD DATE: July 1, 2003 TO: Honorable Mayor and Members of the City Council , �/ , FROM: Lorry Hempe, City Manager ��' �'�` BY: Jim Given, Di�ector of Recreation & Community Services _ SUBJECT: Senior Citizens Advisory Board PURPOSE To have the City Council of the City of Lynwood formaliy acknowledge the Senior Citizens Advisory Board as the recognized advisory body to the City Council as well as the Recreation & Community Services Department regarding issues ' involving senior citizens in the City of Lynwood. BACKGROUND Beginning in the late t970's the City of Lynwood began to provide certain services for senior citizens. They included; a grant funded noontime meals program, a grant funded on—demand, in—house van transportation as well as facilities for activities such as bingo and card playing. Then, in theJate 1980's the City Council appropriated funds to hire staff for the ` direct provision of programs and activities for senior citizens. The Recreation 8� Community Services Department then organized and ' implemented a Board to provide advisory input to the department relative to the activities and services available for senior citizens. This Board has provided input to both the Recreation & Community Services Department as well as fhe City Councif since its inception. ANALYSIS This Board has continued to be an invaluable asset to the City of Lynwood. The thirteen (13) members of the Senior Citizens Advisory Board have not only ' '. provided advisory input to staff they have also given of their time and effort for such activities as conducting programs and fund raising for such purposes as the Senior Citizens Center Building Fund. Staff has received a formal request from the members of the Senior Citizens Advisory Board to remain directly affiliated with the Recreation & Community Services Department; that request has been attached for your information: ' AGEND, ITEM I 1 The Board, becaus,. of the fact that the majority of its ,iembers being active community leaders, are currently serving on a City Commission made this particular request. It is the City's policy that individuals are not to sit on more than one (1) Commission at any one time. So, by remaining a volunteer board associated with the Recreation & Community Services Department the current membership may remain on the Board wittiin the parameters outlined in their by— laws. ' RECOMMENDATION Staff recommends that Council adopt the attached resolution entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD FORMALLY RECOGNIZING THE SENIOR CITIZENS ADVISORY BOARD AS A VOWNTEER ADVISORY BODY RATHER THAN A COMMISSION TO THE CITY COUNCIL AND THE RECREATION 8 COMMUNITY SERVICES DEPARTMENT CONCERNED WITH ADDRESSING ISSUES FACING SENIOR CITIZENS IN OUR COMMUNITY". CITY OF LYNWOOD SENIOR CITIZENS ADVISORY BOARD BY-LAWS PREAMBLE MISSlON STATEMENT The Senior Cifizens Advisory Board has been charged with the responsibility to broaden communication lines between the Senior Citizens of the Lynwood community as well as assist in the coordination of Senior Services, Activities and Maintaining open Lines of Communication with fhe City to include Senior Citizens participation in the Community. The Senior Citizens Advisory Board's Responsibilities include: � • Assisting in the coordination of Senior Citizens activities and prog�ams • Communicatrng the concerns of Senior Citizens to local, State and Federa( � Governmental agencies , . Investigate and evaluate requests for Senior Citizens services and activities, and communicate them to City staff . Establish and maintain the greatest possible level of open communication " between Senior Citizens in the community and the City of Lynwood . To advise regarding Senior Citizens issues • Public"rce and support programs and actrvities within the community ARTICLE 1 • Responsibilities of the Senior Advisorv Board 1. Act in an advisory capacity for Senior Citizens programs and services fo� the City of Lynwood. 2. Make recommendations from Senior Citizens to the City of Lynwood. 3. Promote services and programs for Senior Citizens. 4. Collectively strive to improve conditions to improve the life styles for Senior Citizens in the City of Lynwood. 5. Provide leadership and recommend goals and objectives to enhance facilities, programs and services for Senior Citizens. 6. To act as a communicative link between Senior Citizens and the City of Lynwood. 7. Promote unity within and between the various Senior Citizen groups in the community. 1 ARTICLE 2 Composition ?. Board Membership (a) Lynwood Senior Advisory Board Members must reside in the City of Lynwood. � "Friends or Associates to the Board do not need to be residents. Friends and Associates can make donations. 2. The Board shall consist of and maintain a maximum of thirteen (13) members. 3. The Advisory's governing body shall serve as ex-officio members of the Board. ° 4. The siate of all of the Board shall be prepared in April of every year fo� a term of two (2) years beginning the following July 1 Serving a maximum of two {2) consecutive terms. 5. New members must be on the Board four (4) consecutive meetings for voting • privileges. ARTICLE 3 Fillinq of Vacancies The President of the Board or any members of the Board may recommend prospective members to the Board for screening by the Board for eligibility to membership on the Board. The President shall appoint an active member to fill the expired term. Should an o�cer resign during the year, appointment shall be subject to approval by the Executive Board. ARTICLE 4 Meetinqs 1. The Advisory Board shall meet monthly at a time and place agreed upon the Board members. (1 Wednesday of each month) 2. The annual meeting of the Board for the purpose of electing Board Officers shall be held on the 1 in June. 3. The President may call other meetings as deemed necessary provided three (3) days notice is given to aIF members verbally or in writing. 2 ARTICLE 5 L O�cers The Board shalF elect from its members the following officers: President, Vice-President, Secretary and Treasurer. • ARTICLE 6 - , Election of Officers A. The Board shall hold nominations at the annual meeting in May of each even year. Maximum publicity and notice of election shall be posted in appropriate : locations through the project area at least two weeks prior to such election. All officers elected to the Advisory Board shall assume office (be instailed) as of July 1 B. Election: Members eligible to vote shall be active members and shall have attended four (4) consecutive meetings within the current year prior to the election. C. Nomination Committee: Presiding o�cer shall appoint two (2) board members and one (1) staff member to accept nominations and distribute, � collect, and tally the secret ballots. D. Nomination Procedure: 1. The Advisory Board shall announce the office to be filled at the May Advisory Board meeting. 2. The Advisory Board shall introduce the Nomination Committee at the May meeting. 3. The Advisory Board shall open nominations for one month. The Nomination Committee will accept nominations until the June Board meeting. 4. Final nominations shail be accepted from the floor at the conclusion of the monthly Advisory Board meeting prior to election of new officers. E. Election Procedure: 1. Elections shaii be conducted at the beginning of the Advisory Boards June meeting. , 2. The Advisory Board shall introduce the Nomination' Committee. 3. The Advisory Board shall announce the offices to be fi{{ed prior to election proceedings. 3 4. The Nomination Committee will announce the nominees who have accepted. Nominees must be present at the meeting ' that nominations are announced. 5. The Nomination Committee is to file a report, which consists of a ticket. The Chair asks if there are any other nominations from the floor. The nominees must be in attendance to accept the nomination. 6. When nominations are completed and closed, the assembly proceeds to the election by method of secret or private baflot. 7. Voter eligibility — see Article 6B. 8. The Nomination Committee and one City staff person shall count the ballots in a secured area immediately after the elections are closed. 9. When the Nomination Committee has notified all the off+cers elected, and candidates have accepted the positions, the Nomination Committee shall post the resuits (elected , officers). Installation of new officers — see Article 6A. 10. Ballots will be destroyed immediately foliowing the election. ARTICLE 7 Duties of the President The President of the Advisory Board shall preside at all meetings of the Advisory Board. The President shall call Special Meetings* of the Advisory Board, with prior notice given, when necessary. The President of the Advisory Board shall appoint all committees with the approval of the Advisory. Board, and shall be an ex-o�cio member of all Board committees. *3 day notice of Special Meetings. In case of resignation of any officer, the President shall recommend a replacement to the Board for confirmation. . ARTICLE 8 � Duties of the Vice-President The Vice-President shall preside and pertorm all duties of the President in the absence of the President, and shall perform all other duties that may be assigned by the President. , ' 4 , ARTICLE 9 Duties of the Secretarv The Secretary shall keep dated minutes of the Advisory Board in a book or books provided for this purpose and shall perform such other secretarial duties as may arise from time to time, as may be directed by the Advisory Board. The Secretary shall be responsible to notify the Executive Board of all board meetings, and other comrriunications as.the o�ce may require. ARTICLE 10 Duties of the Treasurer The Treasurer shall receive, deposit, and keep records of all monies donated to, or co(lected by the Advisory Board. The officer shall submit a financiai statement of receipts and disbursements. These funds, however, must be exclusive of, and separate from any other projects. . ARTICLE 11 Suqqestions and Grievances All grievances and suggestions of the members shall be brought to the attention of the . Advisory Board at its monthly open Board meeting either verbally or may be provided to the Board in writing. ' ARTICLE 12 . Sub-Committees Board Sub-Committees may be established to assist the Board in the discharge of its responsibilities. Sub-Committees may be selected appropriately from the following, or combinations of the following, or may be added at the discretion of the Board for the purposes of conducting new business: (1) Outreach Committee , (2) Decoration Committee (3) Nomination Committee (4) Ways and Means Committee (5) Grievance, Open Council (6) Trip Chairman (For Advisory Board sponsored trips) � (7) Parliamentarian By-Laws (8) Sunshine Chairperson and altemate (9) Historian (10) Medical 5 (11) Telephone Committee (12) Media Chairperson The specific advisory responsibilities of the Board committee members are: the Chairman of each committee shall be a member of the Board; committee members can � � be Non-Board members. ARTICLE 13 Proqrams, Proiects and Activities The duties of the Board relative to Programs, Projects and Activities include: • Advise City staff �elative to programs, services and activities for Senior Citizens in the City of Lynwood + Recorrimend, conduct and/or sponsor activities in the instances of conducting andlor sponsoring activities the Board ' . • Work with City staff to plan, develop and conduct said programs. ARTICLE 14 Amendments A. By-Laws: Formulate proposed change(s) to the By-Laws and present to the � Executive Board. B. Amendments to these By-Laws shall be submitted to the Board in writing and shall have the first reading at the next regular or special Board meeting. The second reading of the proposed amendment(s) will be held at the'following � board meeting, af which time adoption of the amendments(s) shall require a two-thirds vote of all Board members present at the meeting. The Advisory Board membership shall approve all amendments to the By-Laws. ARTICLE 15 General Rules Reqardinq Safetv and Conduct Rules regarding safety and conduct are provided to ailow for the smooth conduction of meetings of the Board and to aliow for open and civil discussion amongst Board Members. � 1. A participant of the program using profane language or causing a disruption when participating in the program and special activities will be handled in the � following manner: a. Objective counseling (if warranted) giving forewaming or foreknowledge of the probable consequences of their conduct within the program. 6 b. Upon a second offense or incident, the participant will receive a written , letter giving adequate warning of the consequences of his or her continued conduct, which may result in a possible suspension from the Board. c. Upon a third offense or incident, the participant will be permanently dismissed from the Board. ` ARTICLE 16 Board Member and Citizen Input 1. All meetings of the Senior Citizens Advisory Board are to be open to the public. 2. Board Meetings are to be governed by Roberts Rules of Order. - 3. Provisions will be made for both citizen as well as Board Member input on agenda items of either written or verbai input or both. ARTICLE 17 ° Conflict of Interest Relationships with other Organizations. 1. Holding o�ce or membership in another organization whose objectives and purposes are similar to those of the Senior Citizens Advisory Board may iead to conflict with responsibilities to the Board. To avoid such conflict, the President of the Board shall conduct a silent voting - procedure during a regular{y scheduled meeting, which wiii determine a members continued membership on the Board. � �- ��; cit of �YNWOOD ;''' ��'�� „ � City �Lleeting CtiaPQen es i�� .� g � � ' '�€E ��` 77330 BULLIS ROAD Ii:. � t808..._.` �. , � LYNWOOD, CALIFORNIA 90262 June 11, 2003 (310)603�0220 Mr. Jim Given, Director of Recreation & Community Services City of Lynwood 11301 Bullis Road Lynwood, CA 90262 Subject: Senior Citizens Advisory Board Status Dear Mr. Given: At the regularly scheduled meeting of Wednesday June 4, 2003, you stated to those members in attendance that you were prepared to present a recommendation to the City Council to create a Senior Citizen Commission. Though we greatly appreciate both your initiative as well as your interest in the Senior Citizens Program, please allow this correspondence to act as a formal request from our Board to allow our Senior Citizens Advisory Board to remain a Board under the auspices of the City of Lynwood Recreation & Community Services Department and not become a Commission. A vote was taken at the June 4� meeting relative to this particular issue and the decision was unanimous to remain a sub—function of the Recreation & Community Services Department. We are making this request because a Senior Citizens Commission with appointments by the City Councii would have a smaller membership as well as being limited to persons not currentiy on other City Council appointed commissions and boards. Because of the make up of our membership we would be ineligible to remain as an active part of this entity if this change were made. Would you please be so kind as to forward this information to the City Council and the City Manager? Sincerely, �. Verna Culp, President C_�� �-; ��� �-_� �,%: %' SENIOR CITIZENS ADVISORY BOARD � recreatn�senior citizen advisory board 20031senior advisory board commission correspondence 523.03