The following is a sample of a human relations commissions handbook which can be used as a model in designing other commission handbooks STRUCTURE OF THE COMMISSION
OFFICERS CHAIR
The Chair of the Commission shall be elected by majority vote at the regular November meeting of the Commission during the month of November and shall:
Set dates and times for regular-and special meetings of the Commission.
- Prepare items for meetings of the Commission and ensure meetings are noticed according to law
- Preside over meetings of the Commission and adhere to Robert's Rules of Order
- Sign routine Commission correspondence or delegate staff to sign correspondence on behalf of the Chair.
- Represent the Commission to private and public organizations, including the _____________ Board of Supervisors.
VICE-CHAIRPERSON The Vice-Chairperson of the Commission
shall be elected by majority vote and shall exercise the duties and responsibilities the Chair of the Commission when the Chair is unable to exercise them or requests the Vice-Chairperson to act on his or her behalf.
Standing Committees Standing Committees are committees of
the Commission that are required to meet on a regular ongoing basis. Standing Committees may be added or deleted by majority vote of the Commission at any regular or special meeting.
Each committee of the Commission shall elect its chair and the chair shall serve at the pleasure of the committee. The Chair of the Standing Committee is responsible for: setting the
date, time and place for Committee meetings; preparing agendas; presiding over Committee meetings; and for reporting on the progress of the Committee at regular meetings of the Commission
Members of the Commission who volunteer to serve an a Standing Committees shall be entitled to do so. The Chair of the Standing Committee may appoint non-voting participants to the Committee from the general
public.
Standing Committees may act on behalf of the Commission providing the Commission has previously granted it the authority to act on its behalf by majority vote at a special or regular
meeting of the Commission.
Every Standing Committee is required to present a workplan to the Commission. The workplan contains a statement of the goal and objectives for the
Committee for the next fiscal year and include a statement of proposed activities with an itemized list of needed resources. Ad Hoc Committees
Ad hoc (special purpose) committees map be created by majority vote at any regular or special meeting of the Commission.
Ad hoc committees are formed to fulfill a specific function that can be completed in a finite period of time. The Committee shall present a final report when the function is completed and the Committee shall be
considered dissolved at the point unless a majority of the Commission votes to continue its activities.
The Chair of the Commission appoints the Chair of the Ad hoc Committee. The Chair
of the Ad Hoc Committee is responsible for: setting the date; time and place for Committee meetings; preparing agendas; presiding over Committee meetings; and for reporting on the progress of the Committee at
regular meetings of the Commission.
The Committee has only the authority deemed necessary to complete its activity unless otherwise provided by a majority vote of the Commission at a
regular or special meeting. Steering Committee The Steering
Committee is responsible for preparing the annual budget and the workplan for the Commission, as well as providing consultation to the Chair of the Commission at his or her request.
The Chair
of the Commission serves as Chair of the Steering Committee. The Chair is responsible for: setting the date, time and place for Committee meetings; preparing agendas; and for presiding over Committee
meetings.
Members of the Steering Committee consist of the Chairs of the Standing Committees, The Director of the Commission serves on the Steering Committee as a non-voting member. The
Chair has the prerogative to ask other members of the Commission to serve as members at any meeting of the Steering Committee.
OPERATING PROCEDURES Conducting Meetings Notice of all
Regular Commission meetings and Committee meetings, where the Commission has authorized the Committee to act on its behalf, are announced at least 72 hours prior to the meeting and copies of the agenda
posted according to law. Notice of Special Commission meetings are announced at least 24 hours prior to the meeting and copies of the agenda posted according to law.
A limited
number of agendas are available for members of the public at each meeting.
Commission meetings ate presided over by the Chair of the Commission, or in his or her absence, the
Vice-Chair of the Commission. Committee meetings are presided over by the Chair of
the Committee. All meetings are conducted according to Robert's Rules of Order.
A quorum of the Commission shall be deemed to exist when a majority of the members of the Commission, eight (8) members, are present at a meeting. A quorum of a Committee shall be deemed to exist when
declared by the Chair of the Committee.
The annual budget and workplan is presented to the Commission at a regular or special meeting for ratification. A two thirds vote of the
members present in favor of the annual budget must be cast for its adoption by the Commission. A two thirds vote of the members present in favor of the workplan must be cast for its adoption by the
Commission. All other decisions of the Commission require a majority vote of the members present at the meeting unless special voting requirements are adopted by a vote of the majority of the members of the
Commission (eight) at a regular meeting of the Commission.
All meeting agendas contain an "open time" when members of the public are allowed to address the body. the
public are allowed to address the body. Limits of time and rules for public comment may be specified by a majority vote of the members present at the meeting. Protocol for Operating in Incorporated Cities The Commission will not conduct
investigations or otherwise intervene upon the operations of incorporated cities without obtaining prior consent from the mayor, city manager or other designated city official. Agreements may be negotiated with
representatives of incorporated cities to define procedures the ___________ Human Relations Commission shall follow in order to operate in designated cities. Notwithstanding the Commission shall be concerned
with and take all appropriate action in connection with its duties and responsibilities as defined by Ordinance. Complaint Processing
The ________ Human Relations Commission exists to ensure that all persons residing or visiting in ___________, irrespective of their age,
race, religion, color, sex, ancestry, national origin, handicap, or sexual orientation, may enjoy an equal opportunity to live, grow, learn, work, play, worship and exercise the responsibilities of citizenship
unhampered by invidious discrimination. Complaints of discrimination that fall within the concerns of the Commission map be filed with staff of the Commission at its office or with any Commissioner. A
Commissioner who receives a complaint will forward it to staff at least 72 hours prior to the next regular Commission meeting or 24 hours prior to a special Commission meeting.
All complaints
are brought before the Commission by staff at a regular or special meeting for a determination of action to be taken unless the Commission has given prior authorization for staff and Standing Committees to take
initial action and to report to the Commission at the next regular meeting, in the event that a Commissioner or staff believe that emergency action must be taken prior to a Commission meeting, the Commissioner or
staff may notify the Chair or Vice-Chairperson who will then call a Special Meeting of the Commission or poll the Steering Committee. A majority vote of the members present at a Special Meeting
of the Commission or a two-thirds vote of the members of the Steering Committee in a poll conducted by the Chair or Vice-Chairperson of the Commission map authorize emergency action prior to a regular
Commission meeting.
The person filing the complaint is notified by the staff of the progress of the complaint on a monthly basis until action on 3 A poll of the Steering Committee to
permit an action to be taken on behalf of the Commission can only occur when an situation exists in accord with applicable laws and regulations, the complaint is completed or it has been tabled
indefinitely. If the complainant is not satisfied with the action taken by staff or a Committee he/she may appeal the action by addressing the Commission at a regular meeting.
The complainant is required to notify the staff of his/her intention to address the Commission at least 72 hours prior to the time of the next regular Commission or 24 hours prior to a special
Commission meeting so that he/she can be placed on the agenda. Conducting Investigations The Commission may authorize staff to conduct investigations of complaints or to make inquiries into any field which the Commission
believes will aid in effectuating its general purposes. The Commission may authorize the Steering Committee to request the __________ Board of Supervisors to delegate subpoena power to the Commission
and its staff when it believes subpoena power is necessary to complete a specific investigation.
The Commission may authorize Standing or Ad Hoc Committees to conduct inquiries
and to invite testimony in any field which it believes will aid in effectuating its general purpose. The Commission may authorize staff or individual commissioners to take action during the course of
an investigation by means of conciliation and persuasion to alleviate tensions or conflict among or between diverse groups of people in ___________. Conducting Public Hearings
Public hearings may be authorized by the Commission to inquire into any field of human relationship in the community that will aid in effectuating its general purposes. Generally, a
public hearing is approved as the result of a recommendation to the Commission following an inquiry or investigation by staff or a Committee.
The Commission may hold public hearings
independently or in cooperation with any other public or private organization. The Commission may authorize one of its Committees to hold public hearings on behalf of the Commission.
The Chair of the Commission or the Committee holding the public hearing is responsible for setting the date, time and place for the hearing; and for presiding over the hearing.
The Commission, or the Committee holding the hearing, in consultation with staff, determines who shall be invited to testify, whether testimony must be presented in written form, and what
procedures will be followed to schedule speakers for the hearing. The Commission, or the Committee holding the hearing, determines how the hearing shall be recorded, and the type of document that will be
prepared following the hearing.
When the Commission determines it is necessary the Steering Committee may be authorized to request the Board of Supervisors to delegate subpoena
power to the Commission for the conduct of the Public Heating.
Staff of the Commission are responsible for preparing and submitting press releases to the media.
Media interviews are conducted in accord with the media relations policy of the Commission described in the Media Relations chapter of this handbook.
When the Commission determines it
is necessary the Chair of the Commission map be authorized to request the attendance of County Counsel at the Public Hearing to act as legal advisor to the presiding officer of the hearing.
Staff is present at the public hearing to assist the orderly progression of speakers to the designated speakers area and to assist in recording the proceedings, MEDIA RELATIONS The role of the media in bringing information to the public is a vital
resource for the Commission. The policy of the Commission is to endeavor to provide consistently reliable information to the media about the activities of the Human Relations Commission. While
the Commission recognizes the right of every Commissioner to address the media some guidelines are needed to ensure that the views of the Commission as a whole, or the views representing the views of a
body of the Commission are presented clearly and uniformly.
The Chair of the Commission is the authorized representative to speak to the media on behalf of the Commission. Chairs
of Committees map speak to the media on behalf of their Committees, but not on behalf of the Commission as a whole. Commissioners who speak to the media as a member of the Human Relations Commission should
qualify their remarks as representing their own views and not those of the Commission or any body of the Commission unless they have prior authorization from the Commission or the Steering Committee.
Staff are not authorized to speak to the media on behalf of the Commission and should direct requests for interviews to the Chair of the Commission. AFFILIATIONS AND LIAISON ACTIVITIES AFFILIATION The Commission may affiliate with other organizations that share similar purposes or that seek to support the efforts of the
Commission. However, no other organization can represent the views of the Commission on any issue without prior authorization being granted at a regular or special meeting of the Commission. LIAISON The Commission may authorize a Commissioner or staff person to act as
permanent or temporary liaison with other private or public organizations. The liaison can explain the purpose and activities of the Commission, but cannot commit the Commission to any action without first
receiving authorization from, the Commission at a regular or special meeting. RELATIONS WITH OTHER COMMISSIONS WITHIN THE COUNTY
A permanent Commission liaison will be appointed to each city human relations commission in ___________ and to other commissions
as determined by the Commission.
Prior to taking any action that infringes on the geographic or subject matter jurisdiction of another commission within the County,
the Commission will first notify the appropriate commission of the concerns of the Commission and request prior approval for any actions. STAFF The Director of the Commission is appointed by the County Administrator with the
consent of the majority of members present at a Special Meeting of the Commission called for the express purpose of considering the appointment to the position. The Director is
a civil service employee within County government and subject to the rules applying to the position.
The Director reports directly to the County Administrator but is obligated to carry out
the activities mandated by the Human Relations Commission. If the Director perceives a conflict between duties assigned by the Commission and the County Administrator the Director map request a meeting with
the Steering Committee and the County Administrator to resolve the conflict.
The Director maintains primary responsibility for acting as a liaison between the Commission and County
officials, and for coordinating all staff activities, The Director also maintains primary responsibility for monitoring the performance of contracts let by the County on behalf of the Human
Relations Commission. |
