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.
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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.
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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.
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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.
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,
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
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(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.
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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
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��` 77330 BULLIS ROAD
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� 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 �
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