A. This organization shall be known as the “Monmouth County Human Relations Commission,” and shall be referred to subsequently as the “commission” or “MCHRC.”
It was established
as a result of several community-based meetings with technical and resource
assistance provided by the Jersey Shore Chapter of the “National Conference of
Community and Justice,” now known as the “American Conference on Diversity.”
It was officially recognized by The Monmouth County Board of Freeholders on
B. The commission shall have a logo.
ARTICLE II: PURPOSE
To form a standing
voluntary commission to address human relations and race relations issues on an
inter-agency basis in
shall consist of
ARTICLE III: MEMBERSHIP
A. Overview: It is the intention of the commission that henceforth the appointment of all new members and the filling of any newly-created vacancies shall be governed by the rules and provisions of, the membership provision of the bylaws.
B. Existing Members: All persons who are members in good
standing of the commission at the time of the enactment of this section of the bylaws shall not be required to be reconsidered for appointment and shall, therefore, continue to be members in good standing
C. Except for members covered by Item B, above, members shall represent entities or individuals that will adhere to the mission of the Monmouth County Human Relations Commission.
D. Upon adoption of these bylaws, members will fall into one of five categories as follows: organizations, community groups, employers, local human relations commissioners or individuals.
1. Organizations – A group that has some organizational structure, holds meetings on some periodic basis and will adhere to the mission of the MCHRC.
2. Community Group – A representative
who is active in a group representing one of
3. Employer – Home office or satellite
office is located in
4. Local Human Relations Commission – Entitled to a membership without voting privileges.
5. Individuals – People with special skills or resources that can assist the commission in achieving its goals and objectives.
E. New members may become active on the MCHRC in one of two ways:
1. The prospective member shall write to the MCHRC to express interest and explain the rationale for representation on the commission.
Process: The letter shall be referred to the standing Membership Committee for study and recommendation;
The Membership Committee shall send an MCHRC information packet with an application to the candidate
After reviewing the applicant’s application, the Membership Committee will interview the candidate before making its report to the Executive Committee.
The Membership Committee shall report its findings along with a recommendation to the Executive Committee within 60 days of receipt;
The Executive Committee shall act upon the recommendation at its next regularly scheduled meeting or at a special meeting called for that purpose; and the Executive Committee shall report its actions to the next Full Commission meeting for vote.
2. Upon recommendations of the Membership Committee, the MCHRC may solicit memberships that the commission determines will be helpful in attaining the goals and objectives of the commission.
After acceptance by
the Full Commission, the general chairperson and/or the membership chairperson
will send a letter,
By either scenario, the entity will select one of its members to serve as its
representative on the MCHRC, who will be sent the application information
packet and complete an application for informational purposes. The
entity will also be requested to appoint an alternate who can attend meetings
whenever the regular member cannot attend. The membership committee shall
include the information listed under Article 11, numbers 1 and 2. .
ARTICLE IV: OFFICERS
A. Chairperson – The duties of the presiding officer are as follows:
The chairperson shall preside at all meetings;
The chairperson may present at each Annual Meeting of the commission,
an Annual Report of the work of the commission;
The chairperson shall appoint a Parliamentarian for any meeting, as well as, all team and committee chairpersons. These appointments are subject to the approval of the Executive Committee and/or the Full Commission;
The chairperson shall insure that all books, reports, and materials pertaining to the commission are properly kept and filed; and
The chairperson shall be an ex-officio member of all committees, except the Nominating Committee.
B. Vice Chairperson - The duties of the vice chairperson shall be to preside at meetings in the absence of the chairperson. Additionally, the vice chair may be assigned special duties as determined by the chair with the approval of the Executive Committee. The chairperson should give the vice chairperson as much advance notice as possible.
C. Secretary – The duty of the secretary is to be responsible for the keeping of records of both the regular and Executive Committee meetings. Minutes are written, legal records of an organization and may be subpoenaed. Additional duties include:
Maintain the minutes and attendance sign in sheets of the commission;
Record all adopted and defeated motions
Include the names of the maker of the motion (s);
Include the names of all persons reporting;
Include the names of persons elected or appointed;
Notify members of regular, special and executive committee meetings;
Notify members who are being removed from the commission;
File any certificates that are required by Federal and state statutes or regulations;
Submit to the Executive Committee any communications which are addressed to the secretary of the commission;
Be the keeper of all official records, such as the official Membership Directory;
Keep a list of all committees and their members;
Keep a current copy of the bylaws listing any revisions, amendments or other special adoptions; and,
Establish whether the commission has a quorum at the start of each meeting. (A quorum is one-fourth of the membership)
D. Treasurer – The duties of the treasurer shall be as follows:
Receive all monies due to the commission and deposit them into the account of the MCHRC in the assigned bank (if applicable);
Be responsible for the funds spent;
Maintain a written report of all monies received and monies spent;
The treasurer should submit a brief written report at all official meetings;
Receive all bills and present them to the commission for payment. If payment is due prior to the next commission meeting, present them to the Executive Committee for approval;
The treasurer should prepare a budget for the organization in collaboration with the appropriate administrator of the county. The budget should be adopted at the Annual Meeting in June; and,
In the absence of the general chairperson and the vice chairperson, the treasurer shall preside at the full commission meeting and/or the Executive Committee.
Note: If all three officers are absent and a quorum exists, the group may elect a person to preside from the members present.
E. Chairperson Emeritus: All previous chairpersons should be available to the present chairperson to assist in any way the chair requests.
F. Vacancy: If a vacancy occurs for any reason, the chairperson shall have the power to appoint another member of the commission to the unexpired term or until a new officer is elected, subject to commission approval by a majority vote at a regular or special meeting called for that purpose.
ARTICLE V: EXECUTIVE COMMITTEE
1. The Executive Committee shall consist of chairpersons emeritus, current officers, chairpersons of core and support teams, and chairs of standing committees.
2. The following representatives shall be full voting members of the Executive Committee and the Commission. [as amended October 3, 2011]
The representative of the Board of Freeholders;
The representative of the Prosecutor’s Office; and
The representative of the Human Services Department
ARTICLE VI: STANDING COMMITTES AND TEAMS
Membership Committee – The Membership Committee shall consist of three to five
members of the commission. The duty of the committee is to solicit
for membership on the commission.
Upon completion of the MCHRC application form and interview, the committee shall review the information submitted and make a written or oral report to the Executive Committee along with a recommendation as to whether an appointment should be made. If rejected, an explanation should be given to the Executive Committee at the time of reporting.
If approved, the recommendation shall go forward to the full commission at its next scheduled meeting. The committee chairperson and/or the commission chairperson should send a written letter of welcome to the individual, citing the meeting dates, time and place. Whenever an organization is represented, an official letter from the organization citing the name, and contact information of the person and whom they are replacing will be acceptable. The representative will be given the membership packet and complete an application for background informational purposes. Also, the name and contact information of an alternate should be given at this time.
2. Nominating Committee – The Nominating Committee is elected at the February full commission meeting preceding the reorganization meeting. It shall consist of three to five members in good standing. The committee shall determine who will serve as its chairperson at its first called meeting, which should be at the convenience of all committee members.
The duty of the Nominating Committee shall be to present a slate of officers at the April commission meeting to be voted on at the June meeting, as the last order of business. At the April meeting, the Nominating Committee chairperson should present the following:
Restate the names of the Nominating Committee members;
Review the criteria used for selection;
Submit a written report on the procedures implemented that reflect the slate such as the number of persons contacted, number of persons who declined to serve, and etc.
Cite the dates, places and duration of meetings held in the report;
Report in April and submit a written copy of the report to the commission secretary and general chairperson.
This ad-hoc committee is dissolved after submitting its report at the April meeting. The general chairperson may appoint an Election Committee to implement the voting by ballot in June.
Further, upon completion of the Nominating Committee’s report, the Full Commission may call for additional nominations from the floor or the Full Commission may wait until just prior to the June voting to call for any further nominations from the floor. A decision shall be made by the Full Commission after receiving the Nomination Committee’s report in April.
3. Core Teams: The commission has established three core teams to assist in the operation of the commission. The core teams are as follows:
a. Police and Community Relations
b. Youth Awareness
c. Economic Issues
4. Support Teams – The commission has established three support teams to assist in the operation of the commission. The support teams are as follows:
a. Incident, Response and Reporting
c. Resource Development
Additional Information Related to Core and Support Teams:
The commission is not limited to the above and from time to time may create additional committees. These additional committees shall be referred to as ad-hoc committees. Ad-hoc committees will dissolve upon completion of its assignments or tasks.
All members of the commission are required to actively participate on at least one core team. The support teams are formed by having two representatives from each core team. An independent chairperson is selected.
Core and Support Team Meetings – No set date is given for any team meetings. The chairperson may call a meeting not less than three days with a written notice and not less than fourteen days giving an oral notice. If the majority of members agree, however, meetings may take place with less notice. It is recommended that a date, time and place be established at the last scheduled meeting. Absent members should be notified of the set date, time and place for the next meeting.
ARTICLE VII: EXTERNAL COMMUNICATIONS
The chairperson shall be the only person to communicate externally on behalf of the commission. Written communications shall be submitted to the Communications Support Team and presented to the four officers before release. Individual commissioners should not include commission affiliation in expressing their individual views.
ARTICLE VIII: TERMS OF OFFICE
Officers may serve more than one term.
The term for officers, core team chairpersons, support team chairpersons and chairpersons of standing committees shall be for a period of two years, which commences at the next scheduled meeting following the Annual Meeting in June.
The general chairperson may re-appoint any core or support team chairperson, as well as, any standing committee chairperson.
ARTICLE IX: QUORUM
In order for the commission to carry on any business at a regular commission meeting or an executive committee meeting, there shall be present, no less than one-fourth of the general membership at the start of the meeting. The secretary shall ascertain if a quorum exists. No quorum is needed to adjourn the meeting. If during the meeting the quorum is lost then the meeting must be adjourned.
ARTICLE X: MEMBERSHIP RULES
1. Members in good standing shall be entitled to one vote. Exception: Members of local HRCs.
2. Removal of a member of the commission:
A member may be removed from the commission whenever sufficient cause exists as follows:
If a member misses four (4) consecutive Full Commission meetings
If a member fails to actively serve on a core team; and/or
If the commission determines ‘just cause’ by majority vote;
3. Procedure for Removal of a Member:
The secretary shall write to the inactive member asking for reason(s) for the inactivity.
If no answer is given or any commitment made to become active, the secretary shall write to the organization or group, if any, informing it of the member’s inactivity and request the name of a replacement, who will be given the MCHRC membership information packet and complete an application just for background information.
A member shall not be removed from the membership rolls of the MCHRC unless at a majority of the members present shall vote in favor of the removal at a Full Commission meeting or a Special Meeting called for that purpose.
ARTICLE XI; MEETINGS
A. Full Commission Meetings -
Full Commission meetings shall be held on the first Monday in February, April, June, August, October and December unless circumstances require that a different date be chosen.
The location shall be at a place designated by the general chairperson with the approval of the Executive Committee and the membership. All meetings and forums shall be held at locations accessible to people with disabilities.
The secretary shall provide notice to all members and leave signs to the effect of any proposed change on the door of the original meeting location.
B. Annual Meeting -
The annual meeting of the commission shall be held at the regular scheduled June meeting. If a regularly scheduled meeting is not held for the month of June, the general chairperson shall call for such a meeting within thirty days of the original date.
C. Meeting Notices -
The secretary shall notice all members in good standing not less than seven (7) days or more than fourteen (14) days before the scheduled date of any meeting. The secretary shall also send a yearly schedule of meeting dates. The schedule shall cover the calendar year and include Executive Committee dates, and Full Commission dates. The yearly schedule shall be posted on the MCHRC Web site. Meeting notices, etc., may be sent by e-mail, as suggested by the county attorney.
D. Executive Committee Meetings -
The Executive Committee meetings will be held on the first Monday in January, March, May, July, September and November unless circumstances require that a different date be chosen.
E. Special Meetings -
Special meetings of the commission may be called by the general chairperson or at the written request of not less than seven (7) commissioners.
Process: The request for a Special Meeting must be in writing at least fourteen (14) days before the requested date or by vote taken at a regular commission meeting. The request should be forwarded to the commission secretary, who in turn notices the general chairperson, officers and members in good standing. The site, date, time and agenda should be included in the notice.
No other business, except that specified in the notice of the meeting shall be transacted at a special meeting.
The same number of commission members needed for a quorum at a regular meeting to start is required for a special meeting, which is one-fourth of the membership.
ARTICLE XII VOTING:
A. Voting for the election of officers:
The voting shall be conducted by an Election Committee composed of commission members appointed by the general chairperson.
The election of officers shall be conducted by ‘secret ballot.’ There shall not appear any place on the ballot any mark, markings, or colorations that might tend to indicate the identity of the person casting the ballot. Officers shall be elected by a majority of votes cast. In the event that no candidate receives a majority of the votes cast, a runoff election shall be held subsequent to the first ballot in which the candidates with the two highest vote totals shall compete.
B. Voting other election of officers -
At all meetings, votes may be cast by voice, a show of hands or ballot. The general chairperson shall determine how a regular vote is to be taken.
If a commission member requests a ballot vote, it must be seconded and approved by the majority of the commission member present.
C. Certification -
At the conclusion of the balloting, the secretary shall supervise the counting of the ballots, tally the results and certify the results in writing to the chairperson.
A copy of the results shall be affixed to the official copy of the minutes of the meeting and placed in the commission records.
ARTICLE XIII: ORDER OF BUSINESS
The following order of business is suggested for the commission:
A. Sign-in sheet
B. Introduction of new members or guests
C. Review of the prior minutes with a motion to accept or receive
D. Treasurer’s Report
E. Reports of Executive Committee
F. Reports of Core and Support Teams
G. Unfinished Business
H. New Business and
ARTICLE XIV: PARLIAMENTALRY AUTHORITY
The rules contained in Robert’s Rules of Order govern in cases that these bylaws do not cover.
ARTICLE XV: COMPENSATION
No member of the commission shall be entitled to receive any compensation from the commission or any county entity for his/her work on this commission.
ARTICLE XVI: AMENDMENTS
The bylaws of the
commission may be altered, amended or repealed by an affirmative vote of not
less than two-thirds of the members present at a meeting of the Full
Commission. Notice of
any such amendments to the bylaws must be
mailed to all commission members at least thirty days prior to the meeting at
which the voting will take place.
THESE BYLAWS ARE APPROVED BY THE
Carolyn Schwebel, Ed.D.
1.) ARTICLE V amended at the October 3, 2011 Full Commission Meeting.