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HomeMy WebLinkAboutLetter of CommitmentCITY OF 63-515 CITY OF SEBASTIAN CHECK NO. 090728 670 1225 MAIN STREET 90728 + SEBASTIAN32958 , GENERAL ACCOUNT HOME OF PELICAN ISLAPID ********500 DOLLARS AND NO CENTS PAY Executive Roundtable of Indian River County 235 Stony Point Drive TO THE Sebastian FL 32958 ORDER VENDOR CH CK DATE CHECK AMOUNT 98J O8/28/201 $500.0 �NOTYVITHIN 90 DAYS — _ ur 4P TWO SIGNATURES REQUIRED 90728 -- - --- ---- - — ;ITY OF SEBASTIAN SEBASTIAN, FL 32956 082815 090728 INVOICE DATE INVOICENUMBER " INVOICE DESCRIPTION NET INVOICE AMOUNT PO ' VUUla18K' 07/28/1517/28/15 FY 2016 Contributions 500.00 109147 984 Executive Roundtable 500.00 90728 Executive Roundtable of Indian River County Letter of Commitment As a member of the Executive Roundtable of Indian River County I promise to use my position as a decision -maker to: 1. Participate with my knowledge and available resources 2. Build consensus to advance the work 3. Collaborate on joint endeavors 4. Coordinate policies and actions to accomplish Roundtable goals The goal of the Executive Roundtable is to accomplish system change that results in improved outcomes for residents of the community. To accomplish this, Executive Roundtable members and members of the subcommittees will identify and address risk factors, and protective factors that are measurable, and affect the quality of life of residents in Indian River County. In addition, I will support the Ro ndtable and invest in its mission by making financial commitment in the amount of 7��a . , by the date of / , el l f� . If not a private contribution, the funds will be donated from my agency or organization, QL�r%A.i, As a member I pledge to problem solve and work to achieve measurable results that will meet the diverse needs of Indian River County residents using community resources. This letter of commitment is to reflect that I, the Chief Executive Officer of (Name) C' ��� �74 ',Lr am committed to being a participatory member (Agency) of the ExecuUv9 Roundtable of Indian River County until I am no longer in this position. Signature Date INTERAGENCY COALITION OF INDIAN RIVER COUNTY BYLAWS ARTICLE I. NAME SECTION 1.1 The name of this organization shall be the INTERAGENCY COALITION OF INDIAN RIVER COUNTY. (hereafter INTERAGENCY COALITION) SECTION 1.2 The INTERAGENCY COALITION shall be comprised of three (3) functional levels; the EXECUTIVE ROUNDTABLE and SUBCOMMITTEES targeting specific populations as determined by the EXECUTIVE. In addition, Networks currently existing to serve specific services sectors within Indian River County shall serve as resources to fulfill the mission of the INTERAGENCY COALITION. SECTION 1.3 The designated service area of the INTERAGENCY COALITION shall be Indian River County, Florida. SECTION 1.4 The principal office and place of business of the INTERAGENCY COALITION shall be located as so designated by the EXECUTIVE ROUNDTABLE. ARTICLE II. MISSION / VISION SECTION 2.1 MISSION. To identify solutions that will protect and enhance the lives of Indian River County children, individuals, families and seniors. SECTION 2.2 VISION. A caring, healthy, community, where all children, individuals, families and seniors have access to the resources and support they need to improve their quality of life. ARTICLE M. PURPOSE SECTION 3.1 The purpose of the INTERAGENCY COALITION shall be, but not limited to the following: 3.1.1 Planning jointly for local resource utilization in the community. 3.1.2 Assessing needs and establishing community priorities for service delivery. 3.1.3 Determining and evaluating community outcome goals. 3.1.4 Serving as a catalyst for community resource development. 3.1.5 Providing for community education and advocating on issues related to delivery of services. 3.1.6 Promoting prevention and early intervention services. 3.1.7 Facilitating interagency communication. 3.1.8 Promoting public health and safety by seeking to control and prevent serious, violent and chronic juvenile offenses. Draft Bylaws - - - - 8/29/2012 Pagel 3.1.9 Developing a plan to implement programs and services that will help prevent problem behaviors in youth by reducing community risk factors and building protective factors. 3.1.10 Developing a comprehensive local community -wide planning and strategic implementation program in furtherance of stated objectives of the INTERAGENCY COALITION. 3.1.11 Engaging any and all sectors of local government and communities in the task of fostering healthy child and youth development in furtherance of stated objectives of the INTERAGENCY COALITION. SECTION 3.2 The INTERAGENCY COALITION is a forum through which services for children, individuals, families and seniors mandated and funded by state and federal and local government are planned, organized and coordinated. SECTION 3.3 The INTERAGENCY COALITION shall use shared services and resources to achieve its mission and purpose. ARTICLE IV. EXECUTIVE ROUNDTABLE SECTION 4.1 AUTHORITY. The EXECUTIVE ROUNDTABLE shall have governing authority of the INTERAGENCY COALITION and shall exercise any and all powers in the management of the business and affairs of the INTERAGENCY COALITION. SECTION 4.2 COMPOSITION. The representatives of the EXECUTIVE ROUNDTABLE shall be the individual who holds the position of Chair, Executive Director, CEO, Administrator or comparable title of an entity that has statutory requirement or vested community interest to address children's, individuals', families', or seniors' issues. Persons serving in the following positions will be invited to become a member of the EXECUTIVE ROUNDTABLE: Circuit 19 Administrator, Florida Department of Children & Families. Circuit/Regional Juvenile Justice Representative, Florida Department of Juvenile Justice Chairperson, Children's Services Advisory Committee of Indian River County CEO/President, United Way of Indian River County Judge, 19th Judicial Circuit Commissioner or County Administrator, Indian River County Board of County Commissioners Mayor or City Council Member or City Manager of Vero Beach Mayor or City Commissioner or City Manager of Indian River Shores Mayor or City Commissioner or City Manager of Fellsmere Mayor or City Commissioner or City Manager of Sebastian CEO, Chair, Past Chair, or Chair -Elect of Indian River County Chamber of Commerce CEO, Chair, Past Chair, or Chair -Elect of Sebastian River Area Chamber of Commerce Executive Director, Healthy Start Coalition Senior Resource Association Public Defender State Attorney CEO, Treasure Coast Homeless Services Council Indian River County Sheriff Chief of Police, City of Vero Beach Chief of Police, City of Sebastian Chief of Police, City of Fellsmere Indian River County Superintendent of Schools Administrator, Indian River County Health Department Draft Bylaws - _ - 8/29/2012 Paget Regional Director, Children's Medical Services CEO, Economic Opportunities Council CEO, Workforce Solutions President or Provost, Indian River State College CEO, Early Learning Coalition of Indian River County Director of Emergency Services, Indian River County Chief Executive of Guardian ad Litem Chief Executive of United for Families State representative and/or state senator representing Indian River County Administrative Personnel or Executive Director of the Interagency Coalition Honorary members as deemed appropriate Other executives as deemed appropriate SECTION 4.3 RENEWAL. On or before June I of each year, the EXECUTIVE ROUNDTABLE Chair shall correspond with each of the persons listed above about their interest in serving as a member of the EXECUTIVE ROUNDTABLE for the following fiscal year beginning October 1. Those persons that wish to serve are to provide the Chair a signed commitment letter no later than July 1. The membership of the EXECUTIVE ROUNDTABLE for the following fiscal year beginning October 1 shall consist of those persons that provide the Chair correspondence in the manner and time stated above. SECTION 4.4 COMPOSITION AMENDMENTS. The EXECUTIVE ROUNDTABLE shall at its sole discretion amend the composition of the EXECUTIVE ROUNDTABLE membership. EXECUTIVE ROUNDTABLE positions may be added or removed by majority vote of the EXECUTIVE ROUNDTABLE. 4.4.1. A Chair, Executive Director, Administrator or comparable title of an entity that has a statutory requirement or vested community interest to address children's, individuals', families' or senior's issues not listed above may petition the EXECUTIVE ROUNDTABLE Executive Committee in writing to add their position to the EXECUTIVE ROUNDTABLE membership. The Executive Committee will make recommendation to the EXECUTIVE ROUNDTABLE as to the merit of the request. SECTION 4.5 TERM. Each EXECUTIVE ROUNDTABLE member shall serve a term of service equal to one year. Members may serve consecutive terms. Members cannot serve longer than their term of service in the position which makes them eligible for membership. SECTION 4.6 VACANCY. If a vacancy occurs among members of the EXECUTIVE ROUNDTABLE, it is the responsibility of the member entity as described in SECTION 4.2 to fill their internal position and as such, its vacancy on the EXECUTIVE ROUNDTABLE. SECTION 4.7 MEETINGS. The EXECUTIVE ROUNDTABLE shall meet as needed. SECTION 4.8 QUORUM. A majority of the EXECUTIVE ROUNDTABLE membership shall constitute a quorum necessary for official conduct of meetings of the EXECUTIVE ROUNDTABLE. When a quorum is present, a majority vote of those members present and voting shall prevail in the decision of any matters brought before the meeting of the EXECUTIVE ROUNDTABLE, except where prescribed by these Bylaws. SECTION 4.9 ATTENDANCE. All EXECUTIVE ROUNDTABLE members are encouraged to attend each meeting to fulfill the mission of the INTERAGENCY COALITION. Members must attend fifty percent (50%) of the meetings held in a calendar year. Anything less will result in the member being removed from EXECUTIVE ROUNDTABLE Membership. Draft Bylaws Page 31 8/29/2012 SECTION 4.10 VOTING AND REPRESENTATION. Each EXECUTIVE ROUNDTABLE member is entitled to one vote. If absent for a specific meeting, EXECUTIVE ROUNDTABLE members may be represented by a senior member of his/her management or administrative staff. Said representative shall have a seat at the ROUNDTABLE, for the specified meeting for the purposes of sharing and receiving information, and shall not have a vote on matters before the EXECUTIVE ROUNDTABLE. Said representative shall be counted toward the establishment of a quorum. SECTION 4.11 OFFICIAL FUNCTIONING. The EXECUTIVE ROUNDTABLE shall operate as a public body, covered under provisions of Florida Statute section 286.011 and the public records provision of section 119.07(1). 4.11.1 All meetings of the EXECUTIVE ROUNDTABLE shall be open to the public. 4.11.2 Members of the EXECUTIVE ROUNDTABLE are subject to the provisions of Part III of Chapter 112, the Code of Ethics for Public Officers and Employees. SECTION 4.12 COMPENSATION. Members of the EXECUTIVE ROUNDTABLE shall serve without compensation. Members of the EXECUTIVE ROUNDTABLE may be reimbursed for actual and necessary expenses incurred in the performance of their official duties, subject to EXECUTIVE ROUNDTABLE approval. SECTION 4.13 VOTING CONFLICTS. If during an EXECUTIVE ROUNDTABLE or Executive Committee meeting, an EXECUTIVE ROUNDTABLE member who is eligible to vote determines that he/she has a 'conflict of interest" with regard to a matter being considered for action, that EXECUTIVE ROUNDTABLE member shall disclose the conflict at the meeting prior to discussion of the matter in question. 4.13.1 DEFINITION. A 'conflict of interest" shall exist when a specific action of the EXECUTIVE ROUNDTABLE or Executive Committee shall create or have the probability of creating a direct financial benefit to (a) the EXECUTIVE ROUNDTABLE member, (b) a member of the EXECUTIVE ROUNDTABLE member's immediate family, (c) the agency or business for which the EXECUTIVE ROUNDTABLE member works or has an ownership interest. 4.13.2 PARTICIPATION. Following such disclosure, the EXECUTIVE ROUNDTABLE member shall not be precluded from participating in any discussion regarding this matter, but shall be precluded from voting on the matter. The EXECUTIVE ROUNDTABLE member shall be counted to determine that a quorum is present at the meeting at which the conflict of interest is discussed. ARTICLE V. OFFICERS SECTION 5.1 COMPOSITION. The Officers shall be Chair, Vice Chair, Secretary, and Treasurer. SECTION 5.2 QUALIFICATIONS. Officers shall be members of the EXECUTIVE ROUNDTABLE. SECTION 5.3 NOMINATIONS. A Nominating Committee shall be elected from the membership of the EXECUTIVE ROUNDTABLE at the July meeting of the EXECUTIVE ROUNDTABLE. The Nominating Committee shall present a slate of officers to the EXECUTIVE ROUNDTABLE at the August EXECUTIVE ROUNDTABLE meeting of each year. SECTION 5.4 ELECTIONS. Officer elections shall take place in September of each year. With presence of a quorum, those EXECUTIVE ROUNDTABLE members in attendance shall elect officers by majority vote. Draft Bylaws Page 4 8/29/2012 SECTION 5.5 TERMS OF OFFICE. The term of office for all Officers shall begin on October 1 of each year. Each Officer shall serve for a one (1) year term. However, no Officer shall serve for more than three (3) consecutive terms in the same office. SECTION 5.6 VACANCIES. Officer vacancies may be filled by the EXECUTIVE ROUNDTABLE at any regular meeting of the EXECUTIVE ROUNDTABLE or at a special meeting called for that purpose. The EXECUTIVE ROUNDTABLE may elect an interim to fill any officer position. The interim officer shall serve with full responsibility of this position until a successor is elected. The interim shall serve no more than 12 months. SECTION 5.7 POWERS AND DUTIES. Officers shall have such powers and duties as generally ascribed to their respective offices, and such further powers and duties as from time to time may be conferred by the EXECUTIVE ROUNDTABLE, including but not limited to the following: 5.7.1 CHAIR. The Chair shall preside at all meetings of the EXECUTIVE ROUNDTABLE; appoint the chair(s) of EXECUTIVE ROUNDTABLE committees; serve as an ex-officio member of all EXECUTIVE ROUNDTABLE committees; represent and act on behalf of the EXECUTIVE ROUNDTABLE as authorized by the EXECUTIVE ROUNDTABLE; and exercise such other duties as may of right appertain to the office. 5.7.2 VICE CHAIR. The Vice Chair shall exercise the authority and fulfill the duties of the Chair in the absence of that Officer; and exercise such other duties as may be assigned by the Chair. 5.7.3 SECRETARY. The Secretary shall maintain a current roster of the membership of the EXECUTIVE ROUNDTABLE; prepare a Record of Proceedings of all meetings of the EXECUTIVE ROUNDTABLE; serve as Chair of the EXECUTIVE ROUNDTABLE's Nominating Committee; and exercise such other duties as may be assigned by the Chair. 5.7.4 TREASURER. The Treasurer shall be responsible for all funds received and dispersed by the EXECUTIVE ROUNDTABLE. ARTICLE VI. COMMITTEES SECTION 6.1 EXECUTIVE COMMITTEE. The EXECUTIVE ROUNDTABLE shall empower an Executive Committee. 6.1.1 AUTHORITY. The Executive Committee shall act on behalf of the EXECUTIVE ROUNDTABLE in absence of a quorum of the EXECUTIVE ROUNDTABLE and as circumstance otherwise requires. Actions taken by the Executive Committee on behalf of the EXECUTIVE ROUNDTABLE shall be binding upon the EXECUTIVE ROUNDTABLE and shall not require additional action of the EXECUTIVE ROUNDTABLE. 6.1.2 COMPOSITION. The Executive Committee shall be composed of the following positions: 1. Chair 2. Vice -Chair 3. Secretary 4. Treasurer 5. Immediate Past Char or an at -large member of the EXECUTIVE ROUNDTABLE elected by the EXECUTIVE ROUNDTABLE if the Immediate Past Chair is unable to serve for any reason. 6. The INTERAGENCY COALITION'S Administrative Personnel or Executive Director shall be a non -voting, ex-officio member Draft Bylaws Page 5 B/29/2012 7. The Committee Chair shall be a non -voting, ex-officio member SECTION 6.2 SUBCOMMITTEES. THE EXECUTIVE ROUNDTABLE shall establish SUBCOMMITTEES for specific populations, (i.e. children, families, individuals, or seniors) as determined by the EXECUTIVE ROUNDTABLE to fulfill the mission of the INTERAGENCY COALITION. 6.2.1 AUTHORITY. The SUBCOMMITTEES shall provide background, research, and recommendations to the EXECUTIVE ROUNDTABLE and, as determined to be appropriate by the EXECUTIVE ROUNDTABLE, shall implement policies, strategies and actions deemed by the EXECUTIVE ROUNDTABLE to further the purposes of the INTERAGENCY COALITION. 6.2.2 COMPOSITION. SUBCOMMITTEES may be comprised of representatives, agents or employees of (1) EXECUTIVE ROUNDTABLE members, (2) agencies that receive funds from EXECUTIVE ROUNDTABLE corporate entities, (3) religious and (4) non-profit organizations, (5) businesses and (6) individuals that have statutory requirement or vested community interest to address children's, individuals', families' and seniors' issues. The composition of the SUBCOMMITTEES shall be as approved by the EXECUTIVE ROUNDTABLE. 6.2.3 CHAIR. The SUBCOMMITTEE Chair shall be elected by the EXECUTIVE ROUNDTABLE from among the members of the SUBCOMMITTEE. The SUBCOMMITTEE shall submit nominations to the EXECUTIVE ROUNDTABLE for consideration. The SUBCOMMITTEE Chair shall serve as a non -voting, ex-officio member of the EXECUTIVE ROUNDTABLE. The SUBCOMMITTEE Chair shall serve for a term of one (1) year, but not more than two (2) consecutive terms. 6.2.4 ATTENDANCE. All SUBCOMMITTEE members are encouraged to attend each meeting to fulfill the mission of the INTERAGENCY COALITION. SUBCOMMITTEE MEMBERS must attend fifty percent (50%) of meetings held in a calendar year. Anything less will result in removal from the SUBCOMMITTEE Membership. 6.2.5 MEETING PROCEDURES. All meetings of the SUBCOMMITTEES) will be conducted according to generally accepted procedures for the conduct of meetings. 6.2.6 SUBCOMMITTEE CONSENSUS. A consensus of SUBCOMMITTEE members present is required in order to take action on business that comes before any subcommittee. Should a procedural dispute arise, the official presiding will seek consensus on dispute resolution among the members present. If the procedural dispute cannot be resolved in a reasonable amount of time, the most recently published version of Robert's Rules of Order will be used to resolve the disputed procedure. SECTION 6.3 NETWORKS. Various NETWORKS exist in the community and regularly hold meetings attended by multiple organizations in similar sectors (i.e. health, safety, education, mental health). NETWORKS share information across agencies and may provide direct services that address children's, individuals', families', or seniors' issues. 6.3.1 PURPOSE. NETWORKS may serve as sources of background, data, research, and recommendations that fulfill the mission of the INTERAGENCY COALITION. NETWORK COMMITTEES may present recommendations to INTERAGENCY COALITION SUBCOMMITTEES for consideration by the EXECUTIVE ROUNDTABLE. SECTION 6.4 AD HOC COMMITTEES. Other committees shall be appointed as deemed necessary by the EXECUTIVE ROUNDTABLE. Draft Bylaws Page 6 8/29/2012 SECTION 6.5 COMMITTEE CONSENSUSES. A consensus of committee members present is required in order to take action on business that comes before a committee. SECTION 6.6 LIMITATIONS OF POWERS. No action by any member, committee, employee, director or officer shall be binding upon or constitute an expression of the policy of the INTERAGENCY COALITION until it has been approved by the EXECUTIVE ROUNDTABLE. ARTICLE VII. ADMINISTRATION/MANAGEIVIENT SECTION 7.1 ADMINISTRATION and MANAGEMENT. The EXECUTIVE ROUNDTABLE may provide for the proper day-to-day administration and management of the INTERAGENCY COALITION by appointment of qualified Administrative Personnel or an Executive Director. 7.1.1 EMPLOYMENT. The INTERAGENCY COALITION may hire administrative personnel or an Executive Director who shall serve at the pleasure of the INTERAGENCY COALITION pursuant to a contract approved by the EXECUTIVE ROUNDTABLE and signed by the EXECUTIVE ROUNDTABLE'S Char and the employee. The contract shall include provisions for an annual evaluation of the employee by the EXECUTIVE ROUNDTABLE. 7.1.2 ADMINISTRATIVE PERSONNEL DUTIES. Administrative Personnel is responsible to the EXECUTIVE ROUNDTABLE for all managerial duties as assigned. 7.1.3 EXECUTIVE DIRECTOR'S DUTIES. The Executive Director is the chief administrative officer of the INTERAGENCY COALITION, responsible to the EXECUTIVE ROUNDTABLE for the overall management and operation of the organization. The Executive Director shall convey to the EXECUTIVE ROUNDTABLE the concerns and recommendations of INTERAGENCY COALITION subcommittees, committees or staff and is responsible for implementation of INTERAGENCY COALITION policies. 7.1.4 OTHER PERSONNEL. The Executive Director is responsible for hiring and terminating all other employees of the organization pursuant to the INTERAGENCY COALITION'S approved personnel policies. 7.1.5 EX-OFFICIO MEMBER. The Executive Director or Administrative Personnel is a non- voting, ex-officio member of the EXECUTIVE ROUNDTABLE, Executive Committee and SUBCOMMITTEES, and he/she or his/her staff representative shall be a non -voting, ex-officio member of all other INTERAGENCY COALITION committees. The Executive Director or his/her staff representative is also responsible for providing support to all INTERAGENCY COALITION SUBCOMMITTEES and AD HOC Committees. 7.1.6 SALARY. The salary and benefits of the Employee shall be approved by the EXECUTIVE ROUNDTABLE. ARTICLE VIH. INDEMNIFICATION SECTION 8.1 Each elected, appointed, or ex-officio member or officer of the INTERAGENCY COALITION shall be indemnified by the INTERAGENCY COALITION against all expenses, damages, obligations, penalties, claims, costs, judgments and liabilities, (including, but not limited to, reasonable attorney fees, paralegal fees and other reasonable legal costs and expenses, whether incurred at or before trial, and whether incurred at the trial level or in any appellate or other legal proceeding) arising by reason of his/her being or having been a member or officer of the INTERAGENCY COALITION, whether or not he/she is a member or officer at the time such Draft Bylaws Page 7 8/29/2012 expenses are incurred, except when such indemnification would violate Florida Statute 607.0850 or any other applicable statute, code or law. The foregoing right of indemnification shall be in addition to and exclusive of all other rights and remedies to which such member or officer may be entitled. ARTICLE IX. FUNDS SECTION 9.1 FUNDS. All moneys received by the INTERAGENCY COALITION shall be deposited to the credit of the INTERAGENCY COALITION in such financial institution or institutions as may be designated by the EXECUTIVE ROUNDTABLE. No committee or other entity of the INTERAGENCY COALITION shall be authorized to solicit funds without specific approval of the EXECUTIVE ROUNDTABLE. SECTION 9.2 FISCAL AGENT. The EXECUTIVE ROUNDTABLE may elect to retain a fiscal agent for the purpose of properly handling the cash assets of the INTERAGENCY COALITION or handling the cash assets associated with INTERAGENCY COALITION programs or projects. SECTION 9.3 DISBURSEMENTS. No obligation or expense shall be incurred and no money shall be appropriated without prior approval of the EXECUTIVE ROUNDTABLE. Upon approval of the budget, the Administrative Staff or Executive Director is authorized to make disbursements on accounts and expenses provided for in the budget without additional approval of the EXECUTIVE ROUNDTABLE. Disbursements shall be by check. Checks shall under normal conditions be signed by the following two officers: Treasurer and Chair. In the absence of either or both, then any two officers may sign. SECTION 9.4 FISCAL YEAR. The fiscal year, operational year and all terms of office shall begin October I and end September 30. SECTION 9.5 BUDGET. The EXECUTIVE ROUNDTABLE shall, no later than its first regular meeting of the fiscal year, approve the budget for the new fiscal year. SECTION 9.6 ANNUAL AUDIT. An annual accounting shall be made of the books and accounts of the INTERAGENCY COALITION at the close of business every fiscal year. The EXECUTIVE ROUNDTABLE may elect to obtain the services of a certified public accountant for the purpose of preparing a formal audit or they may appoint a committee for the purpose of preparing an annual account review. The formal audit or annual account review shall be presented to the EXECUTIVE ROUNDTABLE no later than December 1 st of the following fiscal year. SECTION 9.7 BONDING. The EXECUTIVE ROUNDTABLE may elect to bond the Executive Director and such other officers and employees by sufficient fidelity bond in an amount set by the EXECUTIVE ROUNDTABLE and paid for by the INTERAGENCY COALITION. ARTICLE X. RULES OF ORDER SECTION 10.1 MEETING PROCEDURES. All meetings of the EXECUTIVE ROUNDTABLE will be conducted according to generally accepted procedures for the conduct of meetings. 10.1.1 Should a procedural dispute arise, the official presiding will seek consensus on dispute resolution among the members present. 10.1.2 If the procedural dispute cannot be resolved in a reasonable amount of time, the most recently published version of Robert's Rules of Order will be used to resolve the disputed procedure. Draft Bylaws Page 8 8/Z9/2012 ARTICLE XI. AMENDMENTS SECTION 11.1 PROPOSED AMENDMENTS. These Bylaws may be altered, amended, or repealed, either in part or in entirety, upon written notice of the proposed changes to the duly appointed/elected membership of the EXECUTIVE ROUNDTABLE at least thirty (30) days prior to the date of the EXECUTIVE ROUNDTABLE meeting at which the proposed changes will be considered and acted upon. SECTION 11.2 AMENDMENT APPROVAL. These Bylaws, and any future alteration, amendment, or repeal to these Bylaws, shall require approval by an affirmative vote of two-thirds (2/3) of the duly appointed/elected membership of the EXECUTIVE ROUNDTABLE. ARTICLE XII. DISSOLUTION SECTION 12.1 The INTERAGENCY COALITION shall use its funds only to accomplish the objectives and purposes specified in these bylaws. On dissolution of the INTERAGENCY COALITION, any funds remaining shall be distributed to one or more regularly organized and qualified charitable, educational, scientific, or philanthropic organizations to be selected by the EXECUTIVE ROUNDTABLE or as otherwise designated by the funding source. Draft Bylaws Page 9 8/29/2012 Regular City Council Meeting . November 28, 2012 Page Six 12.146 C. Consider Membership to Interaeencv Coalition of Indian River Countv (City Clerk Transmittal. By-laws) The City Clerk said this is new committee which is asking for interested agencies to submit a letter if they want to join. Mr. Hill said he served on the committee and it would be worthy of having a Sebastian member on the committee. Ms. Coy noted they are struggling to get off the ground and asked if there was a chance to have Commissioner O'Bryan make a sales pitch for the committee, noting she wanted to prevent any duplication of efforts with the entities. Mayor McPartlan explained duplication is prevented by the meeting and sharing of plans; the Executive Board of St. Lucie County has been in existence for a decade; this board is looking to run under the umbrella of the United Way to gather funds for a paid consultant. The City Manager said he has heard the membership fee might be $500 and it may be wise to receive more information. Mr. Wright said he too was concerned with the $500; noting to have someone run this effectively, it would take a highly paid position; some organizations are set up to have their money goes towards the salaries of the people involved; he does not want to see a new bureaucracy set up; and asked if it attracts the money, what happens to the smaller entities who are not part of the committee. He said he would like more information. Mr. Hill agreed but said sometimes it takes well paid individuals to get good things done in the world, the idea behind the round table is good idea. Ms. Coy said Chief Morris has been participating in the roundtable and could provide positive things to say. The City Manager offered to have someone speak to them the second meeting in January or the first meeting in February. an w HOME Of PELIU ISLAND City of Sebastian 1225 Main Street Sebastian, Florida 32958 Interagency Coalition of Indian River County/Executive Roundtable — Commissioner O'Bryan Presentation — Co sidef Membership A M n ger Exhibits: Interagency Coalition By -Laws Agenda No: Department Origin City Attorney: City Clerky� Date Submitted: 1/31/13 For Agenda of: 2/13/13 SUMMARY STATEMENT Interagency Coalition By -Laws requests a letter of commitment from each of the 33 listed members. According to the by-laws, the member from Sebastian can be the Mayor, City Council Member or the City Manager. The Sebastian Chief of Police is also listed as a separate member. City Council requested that Commissioner Peter O'Bryan, who is Chairman of the Interagency Coalition, be invited to make a brief presentation on their objectives. Commissioner O'Bryan will make a presentation at the February 13'h Regular Meeting, with assistance of Chief of Police Michelle Morris. Interagency Coalition of Indian River County Letter of Commitment As a member of the Interagency Coalition of Indian River County I promise to use my position as a decision -maker to: 1. Participate with my knowledge and available resources 2. Build consensus to advance the work 3. Collaborate on joint endeavors 4. Coordinate policies and actions to accomplish Roundtable goals The goal of the Interagency Coalition is to accomplish system change that results in improved outcomes for residents of the community. To accomplish this, Interagency Coalition members and members of the subcommittees will identify and address risk factors, and protective factors that are measurable, and affect the quality of life of residents in Indian River County. As a member I pledge to problem solve and work to achieve measurable results that will meet the diverse needs of Indian River County residents using community resources. This letter of commitment is to reflect that I, ( Name) (Agenq) , the Chief Executive Officer of am committed to being a participatory member on the Interagency Coalition of Indian River County's Executive Roundtable until I am no longer in this position. Signature Date INTERAGENCY COALITION OF INDIAN RIVER COUNTY BYLAWS ARTICLE I. NAME SECTION 1.1 The name of this organization shall be the INTERAGENCY COALITION OF INDIAN RIVER COUNTY. (hereafter INTERAGENCY COALITION) SECTION 1.2 The INTERAGENCY COALITION shall be comprised of three (3) functional levels; the EXECUTIVE ROUNDTABLE and SUBCOMMITTEES targeting specific populations as determined by the EXECUTIVE. In addition, Networks currently existing to serve specific services sectors within Indian River County shall serve as resources to fulfill the mission of the INTERAGENCY COALITION. SECTION 1.3 The designated service area of the INTERAGENCY COALITION shall be Indian River County, Florida. SECTION 1.4 The principal office and place of business of the INTERAGENCY COALITION shall be located as so designated by the EXECUTIVE ROUNDTABLE. ARTICLE H. MISSION / VISION SECTION 2.1 MISSION. To identify solutions that will protect and enhance the lives of Indian River County children, individuals, families and seniors. SECTION 2.2 VISION. A caring, healthy, community, where all children, individuals, families and seniors have access to the resources and support they need to improve their quality of life. ARTICLE III. PURPOSE SECTION 3.1 The purpose of the INTERAGENCY COALITION shall be, but not limited to the following: 3.1.1 Planning jointly for local resource utilization in the community. 3.1.2 Assessing needs and establishing community priorities for service delivery. 3.1.3 Determining and evaluating community outcome goals. 3.1.4 Serving as a catalyst for community resource development. 3.1.5 Providing for community education and advocating on issues related to delivery of services. 3.1.6 Promoting prevention and early intervention services. 3.1.7 Facilitating interagency communication. 3.1.8 Promoting public health and safety by seeking to control and prevent serious, violent and chronic juvenile offenses. Draft Bylaws Page 1 8/29/2012 3.1.9 Developing a plan to implement programs and services that will help prevent problem behaviors in youth by reducing community risk factors and building protective factors. 3.1.10 Developing a comprehensive local community -wide planning and strategic implementation program in furtherance of stated objectives of the INTERAGENCY COALITION. 3.1.11 Engaging any and all sectors of local government and communities in the task of fostering healthy child and youth development in furtherance of stated objectives of the INTERAGENCY COALITION. SECTION 3.2 The INTERAGENCY COALITION is a forum through which services for children, individuals, families and seniors mandated and funded by state and federal and local government are planned, organized and coordinated. SECTION 3.3 The INTERAGENCY COALITION shall use shared services and resources to achieve its mission and purpose. ARTICLE IV. EXECUTIVE ROUNDTABLE SECTION 4.1 AUTHORITY. The EXECUTIVE ROUNDTABLE shall have governing authority of the INTERAGENCY COALITION and shall exercise any and all powers in the management of the business and affairs of the INTERAGENCY COALITION. SECTION 4.2 COMPOSITION. The representatives of the EXECUTIVE ROUNDTABLE shall be the individual who holds the position of Chair, Executive Director, CEO, Administrator or comparable title of an entity that has statutory requirement or vested community interest to address children's, individuals', families', or seniors' issues. Persons serving in the following positions will be invited to become a member of the EXECUTIVE ROUNDTABLE: Circuit 19 Administrator, Florida Department of Children & Families. Circuit/Regional Juvenile Justice Representative, Florida Department of Juvenile Justice Chairperson, Children's Services Advisory Committee of Indian River County CEO/President, United Way of Indian River County Judge, 19th Judicial Circuit Commissioner or County Administrator, Indian River County Board of County Commissioners Mayor or City Council Member or City Manager of Vero Beach Mayor or City Commissioner or City Manager of Indian River Shores Mayor or City Commissioner or City Manager of Fellsmere Mayor or City Commissioner or City Manager of Sebastian CEO, Chair, Past Chair, or Chair -Elect of Indian River County Chamber of Commerce CEO, Chair, Past Chair, or Chair -Elect of Sebastian River Area Chamber of Commerce Executive Director, Healthy Start Coalition Senior Resource Association Public Defender State Attorney CEO, Treasure Coast Homeless Services Council Indian River County Sheriff Chief of Police, City of Vero Beach Chief of Police, City of Sebastian Chief of Police, City of Fellsmere Indian River County Superintendent of Schools Administrator, Indian River County Health Department Draft Bylaws 8/29/2012 Paget Regional Director, Children's Medical Services CEO, Economic Opportunities Council CEO, Workforce Solutions President or Provost, Indian River State College CEO, Early Learning Coalition of Indian River County Director of Emergency Services, Indian River County Chief Executive of Guardian ad Litem Chief Executive of United for Families State representative and/or state senator representing Indian River County Administrative Personnel or Executive Director of the Interagency Coalition Honorary members as deemed appropriate Other executives as deemed appropriate SECTION 4.3 RENEWAL. On or before June I of each year, the EXECUTIVE ROUNDTABLE Chair shall correspond with each of the persons listed above about their interest in serving as a member of the EXECUTIVE ROUNDTABLE for the following fiscal year beginning October 1. Those persons that wish to serve are to provide the Chair a signed commitment letter no later than July 1. The membership of the EXECUTIVE ROUNDTABLE for the following fiscal year beginning October 1 shall consist of those persons that provide the Chair correspondence in the manner and time stated above. SECTION 4.4 COMPOSITION AMENDMENTS. The EXECUTIVE ROUNDTABLE shall at its sole discretion amend the composition of the EXECUTIVE ROUNDTABLE membership. EXECUTIVE ROUNDTABLE positions may be added or removed by majority vote of the EXECUTIVE ROUNDTABLE. 4.4.1. A Chair, Executive Director, Administrator or comparable title of an entity that has a statutory requirement or vested community interest to address children's, individuals', families' or senior's issues not listed above may petition the EXECUTIVE ROUNDTABLE Executive Committee in writing to add their position to the EXECUTIVE ROUNDTABLE membership. The Executive Committee will make recommendation to the EXECUTIVE ROUNDTABLE as to the merit of the request. SECTION 4.5 TERM. Each EXECUTIVE ROUNDTABLE member shall serve a term of service equal to one year. Members may serve consecutive terms. Members cannot serve longer than their term of service in the position which makes them eligible for membership. SECTION 4.6 VACANCY. If a vacancy occurs among members of the EXECUTIVE ROUNDTABLE, it is the responsibility of the member entity as described in SECTION 4.2 to fill their internal position and as such, its vacancy on the EXECUTIVE ROUNDTABLE. SECTION 4.7 MEETINGS. The EXECUTIVE ROUNDTABLE shall meet as needed. SECTION 4.8 QUORUM. A majority of the EXECUTIVE ROUNDTABLE membership shall constitute a quorum necessary for official conduct of meetings of the EXECUTIVE ROUNDTABLE. When a quorum is present, a majority vote of those members present and voting shall prevail in the decision of any matters brought before the meeting of the EXECUTIVE ROUNDTABLE, except where prescribed by these Bylaws. SECTION 4.9 ATTENDANCE. All EXECUTIVE ROUNDTABLE members are encouraged to attend each meeting to fulfill the mission of the INTERAGENCY COALITION. Members must attend fifty percent (50%) of the meetings held in a calendar year. Anything less will result in the member being removed from EXECUTIVE ROUNDTABLE Membership. Draft Bylaws Page 3 8/29/2012 SECTION 4.10 VOTING AND REPRESENTATION. Each EXECUTIVE ROUNDTABLE member is entitled to one vote. If absent for a specific meeting, EXECUTIVE ROUNDTABLE members may be represented by a senior member of his/her management or administrative staff. Said representative shall have a seat at the ROUNDTABLE, for the specified meeting for the purposes of sharing and receiving information, and shall not have a vote on matters before the EXECUTIVE ROUNDTABLE. Said representative shall be counted toward the establishment of a quorum. SECTION 4.11 OFFICIAL FUNCTIONING. The EXECUTIVE ROUNDTABLE shall operate as a public body, covered under provisions of Florida Statute section 286.011 and the public records provision of section 119.07(1). 4.11.1 All meetings of the EXECUTIVE ROUNDTABLE shall be open to the public. 4.11.2 Members of the EXECUTIVE ROUNDTABLE are subject to the provisions of Part III of Chapter 112, the Code of Ethics for Public Officers and Employees. SECTION 4.12 COMPENSATION. Members of the EXECUTIVE ROUNDTABLE shall serve without compensation. Members of the EXECUTIVE ROUNDTABLE may be reimbursed for actual and necessary expenses incurred in the performance of their official duties, subject to EXECUTIVE ROUNDTABLE approval. SECTION 4.13 VOTING CONFLICTS. If during an EXECUTIVE ROUNDTABLE or Executive Committee meeting, an EXECUTIVE ROUNDTABLE member who is eligible to vote determines that he/she has a "conflict of interest' with regard to a matter being considered for action, that EXECUTIVE ROUNDTABLE member shall disclose the conflict at the meeting prior to discussion of the matter in question. 4.13.1 DEFINITION. A 'conflict of interest' shall exist when a specific action of the EXECUTIVE ROUNDTABLE or Executive Committee shall create or have the probability of creating a direct financial benefit to (a) the EXECUTIVE ROUNDTABLE member, (b) a member of the EXECUTIVE ROUNDTABLE member's immediate family, (c) the agency or business for which the EXECUTIVE ROUNDTABLE member works or has an ownership interest. 4.13.2 PARTICIPATION. Following such disclosure, the EXECUTIVE ROUNDTABLE member shall not be precluded from participating in any discussion regarding this matter, but shall be precluded from voting on the matter. The EXECUTIVE ROUNDTABLE member shall be counted to determine that a quorum is present at the meeting at which the conflict of interest is discussed. ARTICLE V. OFFICERS SECTION 5.1 COMPOSITION. The Officers shall be Chair, Vice Chair, Secretary, and Treasurer. SECTION 5.2 QUALIFICATIONS. Officers shall be members of the EXECUTIVE ROUNDTABLE. SECTION 5.3 NOMINATIONS. A Nominating Committee shall be elected from the membership of the EXECUTIVE ROUNDTABLE at the July meeting of the EXECUTIVE ROUNDTABLE. The Nominating Committee shall present a slate of officers to the EXECUTIVE ROUNDTABLE at the August EXECUTIVE ROUNDTABLE meeting of each year. SECTION 5.4 ELECTIONS. Officer elections shall take place in September of each year. With presence of a quorum, those EXECUTIVE ROUNDTABLE members in attendance shall elect officers by majority vote. Draft Bylaws Page 4 8/29/2012 SECTION 5.5 TERMS OF OFFICE. The term of office for all Officers shall begin on October 1 of each year. Each Officer shall serve for a one (1) year term. However, no Officer shall serve for more than three (3) consecutive terms in the same office. SECTION 5.6 VACANCIES. Officer vacancies may be filled by the EXECUTIVE ROUNDTABLE at any regular meeting of the EXECUTIVE ROUNDTABLE or at a special meeting called for that purpose. The EXECUTIVE ROUNDTABLE may elect an interim to fill any officer position. The interim officer shall serve with full responsibility of this position until a successor is elected. The interim shall serve no more than 12 months. SECTION 5.7 POWERS AND DUTIES. Officers shall have such powers and duties as generally ascribed to their respective offices, and such further powers and duties as from time to time may be conferred by the EXECUTIVE ROUNDTABLE, including but not limited to the following: 5.7.1 CHAIR. The Chair shall preside at all meetings of the EXECUTIVE ROUNDTABLE; appoint the chair(s) of EXECUTIVE ROUNDTABLE committees; serve as an ex-officio member of all EXECUTIVE ROUNDTABLE committees; represent and act on behalf of the EXECUTIVE ROUNDTABLE as authorized by the EXECUTIVE ROUNDTABLE; and exercise such other duties as may of right appertain to the office. 5.7.2 VICE CHAIR. The Vice Chair shall exercise the authority and fulfill the duties of the Chair in the absence of that Officer; and exercise such other duties as may be assigned by the Chair. 5.7.3 SECRETARY. The Secretary shall maintain a current roster of the membership of the EXECUTIVE ROUNDTABLE; prepare a Record of Proceedings of all meetings of the EXECUTIVE ROUNDTABLE; serve as Chair of the EXECUTIVE ROUNDTABLE's Nominating Committee; and exercise such other duties as may be assigned by the Chair. 5.7.4 TREASURER. The Treasurer shall be responsible for all funds received and dispersed by the EXECUTIVE ROUNDTABLE. ARTICLE VI. COMMITTEES SECTION 6.1 EXECUTIVE COMMITTEE. The EXECUTIVE ROUNDTABLE shall empower an Executive Committee. 6.1.1 AUTHORITY. The Executive Committee shall act on behalf of the EXECUTIVE ROUNDTABLE in absence of a quorum of the EXECUTIVE ROUNDTABLE and as circumstance otherwise requires. Actions taken by the Executive Committee on behalf of the EXECUTIVE ROUNDTABLE shall be binding upon the EXECUTIVE ROUNDTABLE and shall not require additional action of the EXECUTIVE ROUNDTABLE. 6.1.2 COMPOSITION. The Executive Committee shall be composed of the following positions: 1. Chair 2. Vice -Chair 3. Secretary 4. Treasurer 5. Immediate Past Chair or an at -large member of the EXECUTIVE ROUNDTABLE elected by the EXECUTIVE ROUNDTABLE if the Immediate Past Chair is unable to serve for any reason. 6. The INTERAGENCY COALITION'S Administrative Personnel or Executive Director shall be a non -voting, ex-officio member Draft Bylaws Page 5' 8/29/2012 7. The Committee Chair shall be a non -voting, ex-officio member SECTION 6.2 SUBCOMMITTEES. THE EXECUTIVE ROUNDTABLE shall establish SUBCOMMITTEES for specific populations, (i.e. children, families, individuals, or seniors) as determined by the EXECUTIVE ROUNDTABLE to fulfill the mission of the INTERAGENCY COALITION. 6.2.1 AUTHORITY. The SUBCOMMITTEES shall provide background, research, and recommendations to the EXECUTIVE ROUNDTABLE and, as determined to be appropriate by the EXECUTIVE ROUNDTABLE, shall implement policies, strategies and actions deemed by the EXECUTIVE ROUNDTABLE to further the purposes of the INTERAGENCY COALITION. 6.2.2 COMPOSITION. SUBCOMMITTEES may be comprised of representatives, agents or employees of (1) EXECUTIVE ROUNDTABLE members, (2) agencies that receive funds from EXECUTIVE ROUNDTABLE corporate entities, (3) religious and (4) non-profit organizations, (5) businesses and (6) individuals that have statutory requirement or vested community interest to address children's, individuals', families' and seniors' issues. The composition of the SUBCOMMITTEES shall be as approved by the EXECUTIVE ROUNDTABLE. 6.2.3 CHAIR. The SUBCOMMITTEE Chair shall be elected by the EXECUTIVE ROUNDTABLE from among the members of the SUBCOMMITTEE. The SUBCOMMITTEE shall submit nominations to the EXECUTIVE ROUNDTABLE for consideration. The SUBCOMMITTEE Chair shall serve as a non -voting, ex-officio member of the EXECUTIVE ROUNDTABLE. The SUBCOMMITTEE Chair shall serve for a term of one (1) year, but not more than two (2) consecutive terns. 6.2.4 ATTENDANCE. All SUBCOMMITTEE members are encouraged to attend each meeting to fulfill the mission of the INTERAGENCY COALITION. SUBCOMMITTEE MEMBERS must attend fifty percent (501/6) of meetings held in a calendar year. Anything less will result in removal from the SUBCOMMITTEE Membership. 6.2.5 MEETING PROCEDURES. All meetings of the SUBCOMMITTEES) will be conducted according to generally accepted procedures for the conduct of meetings. 6.2.6 SUBCOMMITTEE CONSENSUS. A consensus of SUBCOMMITTEE members present is required in order to take action on business that comes before any subcommittee. Should a procedural dispute arise, the official presiding will seek consensus on dispute resolution among the members present. If the procedural dispute cannot be resolved in a reasonable amount of time, the most recently published version of Robert's Rules of Order will be used to resolve the disputed procedure. SECTION 6.3 NETWORKS. Various NETWORKS exist in the community and regularly hold meetings attended by multiple organizations in similar sectors (i.e. health, safety, education, mental health). NETWORKS share information across agencies and may provide direct services that address children's, individuals', families', or seniors' issues. 6.3.1 PURPOSE. NETWORKS may serve as sources of background, data, research, and recommendations that fulfill the mission of the INTERAGENCY COALITION. NETWORK COMMITTEES may present recommendations to INTERAGENCY COALITION SUBCOMMITTEES for consideration by the EXECUTIVE ROUNDTABLE. SECTION 6.4 AD HOC COMMITTEES. Other committees shall be appointed as deemed necessary by the EXECUTIVE ROUNDTABLE. Draft Bylaws Page 6 8/29/2012 SECTION 6.5 COMMITTEE CONSENSUSES. A consensus of committee members present is required in order to take action on business that comes before a committee. SECTION 6.6 LIMITATIONS OF POWERS. No action by any member, committee, employee, director or officer shall be binding upon or constitute an expression of the policy of the INTERAGENCY COALITION until it has been approved by the EXECUTIVE ROUNDTABLE. ARTICLE VII. ADMINISTRATION/MANAGEMENT SECTION 7.1 ADMINISTRATION and MANAGEMENT. The EXECUTIVE ROUNDTABLE may provide for the proper day-to-day administration and management of the INTERAGENCY COALITION by appointment of qualified Administrative Personnel or an Executive Director. 7.1.1 EMPLOYMENT. The INTERAGENCY COALITION may hire administrative personnel or an Executive Director who shall serve at the pleasure of the INTERAGENCY COALITION pursuant to a contract approved by the EXECUTIVE ROUNDTABLE and signed by the EXECUTIVE ROUNDTABLE'S Chair and the employee. The contract shall include provisions for an annual evaluation of the employee by the EXECUTIVE ROUNDTABLE. 7.1.2 ADMINISTRATIVE PERSONNEL DUTIES. Administrative Personnel is responsible to the EXECUTIVE ROUNDTABLE for all managerial duties as assigned. 7.1.3 EXECUTIVE DIRECTOR'S DUTIES. The Executive Director is the chief administrative officer of the INTERAGENCY COALITION, responsible to the EXECUTIVE ROUNDTABLE for the overall management and operation of the organization. The Executive Director shall convey to the EXECUTIVE ROUNDTABLE the concerns and recommendations of INTERAGENCY COALITION subcommittees, committees or staff and is responsible for implementation of INTERAGENCY COALITION policies. 7.1.4 OTHER PERSONNEL. The Executive Director is responsible for hiring and terminating all other employees of the organization pursuant to the INTERAGENCY COALITION'S approved personnel policies. 7.1.5 EX-OFFICIO MEMBER. The Executive Director or Administrative Personnel is a non- voting, ex-officio member of the EXECUTIVE ROUNDTABLE, Executive Committee and SUBCOMMITTEES, and he/she or his/her staff representative shall be a non -voting, ex-officio member of all other INTERAGENCY COALITION committees. The Executive Director or his/her staff representative is also responsible for providing support to all INTERAGENCY COALITION SUBCOMMITTEES and AD HOC Committees. 7.1.6 SALARY. The salary and benefits of the Employee shall be approved by the EXECUTIVE ROUNDTABLE. ARTICLE VIII. INDEMNIFICATION SECTION 8.1 Each elected, appointed, or ex-officio member or officer of the INTERAGENCY COALITION shall be indemnified by the INTERAGENCY COALITION against all expenses, damages, obligations, penalties, claims, costs, judgments and liabilities, (including, but not limited to, reasonable attorney fees, paralegal fees and other reasonable legal costs and expenses, whether incurred at or before trial, and whether incurred at the trial level or in any appellate or other legal proceeding) arising by reason of his/her being or having been a member or officer of the INTERAGENCY COALITION, whether or not he/she is a member or officer at the time such Draft Bylaws Page 7 8/29/2012 expenses are incurred, except when such indemnification would violate Florida Statute 607.0850 or any other applicable statute, code or law. The foregoing right of indemnification shall be in addition to and exclusive of all other rights and remedies to which such member or officer may be entitled. ARTICLE IX. FUNDS SECTION 9.1 FUNDS. All moneys received by the INTERAGENCY COALITION shall be deposited to the credit of the INTERAGENCY COALITION in such financial institution or institutions as may be designated by the EXECUTIVE ROUNDTABLE. No committee or other entity of the INTERAGENCY COALITION shall be authorized to solicit funds without specific approval of the EXECUTIVE ROUNDTABLE. SECTION 9.2 FISCAL AGENT. The EXECUTIVE ROUNDTABLE may elect to retain a fiscal agent for the purpose of properly handling the cash assets of the INTERAGENCY COALITION or handling the cash assets associated with INTERAGENCY COALITION programs or projects. SECTION 9.3 DISBURSEMENTS. No obligation or expense shall be incurred and no money shall be appropriated without prior approval of the EXECUTIVE ROUNDTABLE. Upon approval of the budget, the Administrative Staff or Executive Director is authorized to make disbursements on accounts and expenses provided for in the budget without additional approval of the EXECUTIVE ROUNDTABLE. Disbursements shall be by check. Checks shall under normal conditions be signed by the following two officers: Treasurer and Chair. In the absence of either or both, then any two officers may sign. SECTION 9.4 FISCAL YEAR. The fiscal year, operational year and all terms of office shall begin October 1 and end September 30. SECTION 9.5 BUDGET. The EXECUTIVE ROUNDTABLE shall, no later than its first regular meeting of the fiscal year, approve the budget for the new fiscal year. SECTION 9.6 ANNUAL AUDIT. An annual accounting shall be made of the books and accounts of the INTERAGENCY COALITION at the close of business every fiscal year. The EXECUTIVE ROUNDTABLE may elect to obtain the services of a certified public accountant for the purpose of preparing a formal audit or they may appoint a committee for the purpose of preparing an annual account review. The formal audit or annual account review shall be presented to the EXECUTIVE ROUNDTABLE no later than December 1st of the following fiscal year. SECTION 9.7 BONDING. The EXECUTIVE ROUNDTABLE may elect to bond the Executive Director and such other officers and employees by sufficient fidelity bond in an amount set by the EXECUTIVE ROUNDTABLE and paid for by the INTERAGENCY COALITION. ARTICLE X. RULES OF ORDER SECTION 10.1 MEETING PROCEDURES. All meetings of the EXECUTIVE ROUNDTABLE will be conducted according to generally accepted procedures for the conduct of meetings. 10.1.1 Should a procedural dispute arise, the official presiding will seek consensus on dispute resolution among the members present. 10.1.2 If the procedural dispute cannot be resolved in a reasonable amount of time, the most recently published version of Robert's Rules of Order will be used to resolve the disputed procedure. Draft Bylaws 8/29/2012 Page8 ARTICLE XI. AMENDMENTS SECTION 11.1 PROPOSED AMENDMENTS. These Bylaws may be altered, amended, or repealed, either in part or in entirety, upon written notice of the proposed changes to the duly appointed/elected membership of the EXECUTIVE ROUNDTABLE at least thirty (30) days prior to the date of the EXECUTIVE ROUNDTABLE meeting at which the proposed changes will be considered and acted upon. SECTION 11.2 AMENDMENT APPROVAL. These Bylaws, and any future alteration, amendment, or repeal to these Bylaws, shall require approval by an affirmative vote of two-thirds (2/3) of the duly appointed/elected membership of the EXECUTIVE ROUNDTABLE. ARTICLE XII. DISSOLUTION SECTION 12.1 The INTERAGENCY COALITION shall use its funds only to accomplish the objectives and purposes specified in these bylaws. On dissolution of the INTERAGENCY COALITION, any funds remaining shall be distributed to one or more regularly organized and qualified charitable, educational, scientific, or philanthropic organizations to be selected by the EXECUTIVE ROUNDTABLE or as otherwise designated by the funding source. Draft Bylaws - - - - — — Page 9 8/29/2012