Human Rights Commission Meeting Date: February 28, 2024
To: Human Rights Commission
From: Claudia Garcia, Staff Liaison
Title
Election of Human Rights Commission Officers of Vice-Chair and Secretary.
Body
Action Requested:
Consideration of Election of Human Rights Commission Vice- Chair and Secretary.
Summary Report:
The Human Rights Commission nominated and voted Adam Wale as Chair for 2024 at the January meeting. The HRC did not vote on the following two positions (the Vice-Chair and Secretary) and will need to do so at the February meeting.
The following are excerpts to relevant section of the bylaws (not complete section) related to the duties of the Chair and Vice-Chair as well as vacancies:
I. OFFICERS
The officers shall consist of Chair, Vice Chair, and Secretary.
II. DUTIES OF OFFICERS
CHAIR
1. Preside over meetings.
2. Assist the city staff in the collection of materials and preparation of an agenda prior to
each meeting.
3. Work with city staff in bringing human rights issues to the City Council, School Board,
other commissions in the city as well as official bodies outside the city, and any other organization, which has interactions with the City or Commission. The Chair may serve as Commission representative in these matters, or may delegate those responsibilities to members of the Commission.
4. Carry out those additional duties that the Commission may from time to time recommend.
VICE CHAIR
1. Represent the Chair in the Chair’s absence.
2. Assist the Chair in carrying out the duties of the chair.
3. Carry out additional duties that the Commission may from time to time recommend.
SECRETARY
The primary role of the Secretary would be to fill in if there is a last minute cancellation of the staff provided secretary to take notes (i.e. medical leave unplanned). They would draft the minutes and then provide to the staff minute taker to then format into the City format and upload. The current bylaw reference is below but no longer applies. The City Administrator along with other staff are working on proposed changes to the City Council that would standardize them across boards and commissions.
IV. TERMS OF OFFICERS
1. The terms of officers shall be one year, with the term of the Chair not to exceed more
than two consecutive years. Officers shall assume their responsibilities at the regular February meeting.
2. If an officer of the Commission resigns or vacates the position for any reason during the
term, the position will be filled at the next regular meeting.
Staff will give a summary introduction to the topic as outlined in the memo. Staff recommends a nomination process which is a formal proposal to the voting body in an election to fill an office or position, suggesting a particular person as the one who should be elected. It is recommended to use the following process of taking nominations from the floor (per Roberts Rules of Order option):
1. Vice Chair announces that “we will take nominations for the position of Chair from members of the floor for the office of “Chair.”
a. Any member may then call out, for example “I nominate fill in name,” without needing to be recognized by the chair. No seconds are necessary. The chair then announces, “Fill in name is nominated.”
b. When it appears that everyone who wishes to make a nomination, the Chair says, “Are there any further nominations? [Pause.] If not, [pause] nominations are closed.”
c. Individuals who were nominated could choose to remove themselves from consideration of appointment. They should state “I respectfully decline my nomination.”
d. If only one candidate has been nominated for an office, the chair simply declares the nominee elected.
e. If there is more than one candidate a written ballot process will be conducted with the one receiving majority approval. Staff will have paper and pencils available at the meeting for the ballot vote. The election becomes final when the chair announces the result of the candidate is present and does not decline or is absent but has previously consented to serve. Otherwise, it becomes final when an absent candidate is notified and does not immediately decline.
2. If applicable, repeat process above with new Chair to lead for “Vice-Chair” office should Vice-Chair office become vacant due to new appointment.
3. If applicable, repeat process above for “Secretary” office should the Secretary office become vacant due to new appointment.
The board does not currently have any formal process of rotation of officers. However, as noted earlier the Chair position is limited to 2 terms total.
The officers would take office immediately after election of all officers is completed as there are no special bylaw provisions for a later date to take office.
Only voting members of the Commission may hold office as Chair and Vice Chair. Youth members are also not eligible to be elected.
Alternative Options:
None recommended.
Financial Impacts:
NA
Tentative Timelines:
NA