Shelter Monitoring Committee bylaws

2006·0.55 MB·English

by  San Francisco (Calif.). Shelter Monitoring Committee

SANFRANCISCOPUBLICLIBRARY
!! San Francisco
3 122s3n07e08n6e4r963Monit. ori.ng Committee
ShelterMonitoringCommittee DOCUMENTS DEPT.
Bylaws
JUN 1 5 2006
ArticleI-ShelterMonitoringCommittee
SAN FRANCISCO
PUBLIC LIBRARY
ISection 1-Name
Thenameofthisgovernmentalbodyshallbethe ShelterMonitoringCommittee
("Committee").
ArticleII-Purpose
Section 1-OverallMandate
itteewasaddedto the SanFrancisco Administrative
2 :leXII. ThepurposeoftheCommitteeistoprovide
LI dsors, theLocalHomelessCoordinatingBoard,the
teagencywithaccurate, comprehensiveinformation
rationsofshelterscoveredbyArticleXII, Section
inciscoPublicLibrary
itteeshallhave allofthepowers anddutiesnecessary
^rnmentInformationCenter :Committeeas follows: (1)Conductannouncedand
FranciscoPublicLibrary srinformationaboutthehealthandsafetyconditionsin
LarkinStreet,5thFloor es andproceduresgoverningeach facility; andthe
:iancisco,CA 94102
iceofshelterresidents. (2)Prepareandsubmit
RENCE BOOK mdations. (3)All Committeememberswillreceive
andsensitivitytraining. (4) Shelterstaffandshelter
takenfrom the Library gainst forparticipatinginanyactivityinvolvingthe
irterlyreportstotheMayor'sOffice,theBoardof
ssCoordinatingBoard,theappropriateCity
departmentresponsibletotakeaction,theCitydepartmentthatcontracts forservices
ittheshelterordrop-incenter/resourcecenter,theshelterordrop-incenter/resource
centerunderreview, andthepublic.
heCommitteeshall,jointlywiththeLocalHomelessCoordinatingBoard, submitan
innualreporttotheMayor's OfficeandtheBoardofSupervisorsbyDecember31 of
:achyear.
HowardStreet,SecondFloor [phone](phone)
rancisco,CA94103 [phone](rax)
Cityand CountyofSan Francisco
Shelter Monitoring Committee
ShelterMonitoringCommittee DOCUMENTS DEPT.
Bylaws
JUN 1 5 2006
Article I-ShelterMonitoringCommittee
SAN FRANCISCO
_ „ PUBLIC LIBRARY
Secti.on ,1-Name
Thenameofthis governmentalbodyshallbethe ShelterMonitoringCommittee
("Committee").
ArticleII-Purpose
Section 1-Overall Mandate
TheShelterMonitoringCommitteewasaddedtothe SanFranciscoAdministrative
Codes,Article20throughArticleXII. ThepurposeoftheCommitteeistoprovide
theMayor, theBoardofSupervisors, theLocalHomelessCoordinatingBoard,the
public, and anyotherappropriateagencywithaccurate, comprehensiveinformation
abouttheconditionsinandoperationsofshelterscoveredbyArticleXII, Section
20.303.
Section2-PowersandDuties
TheShelterMonitoringCommitteeshallhaveallofthepowers anddutiesnecessary
tocarryoutthe functionsoftheCommitteeas follows: (1) Conductannouncedand
unannouncedsitevisitstogatherinformationaboutthehealth andsafetyconditionsin
shelters; theadequacyofpoliciesandprocedures governingeachfacility; andthe
treatmentandpersonal experienceofshelterresidents. (2)Prepareandsubmit
quarterlyreportswithrecommendations. (3)AllCommitteememberswillreceive
traininginconfidentialitylaws andsensitivitytraining. (4) Shelterstaffandshelter
clientsshallnotberetaliatedagainst forparticipatinginanyactivityinvolvingthe
Committee.
Section3-Reports
TheCommitteewill submitquarterlyreportstotheMayor's Office,theBoardof
Supervisors,theLocalHomelessCoordinatingBoard,theappropriateCity
departmentresponsibletotakeaction,theCitydepartmentthatcontracts forservices
attheshelterordrop-incenter/resourcecenter,the shelterordrop-incenter/resource
centerunderreview, andthepublic.
TheCommitteeshall,jointlywiththeLocalHomelessCoordinatingBoard, submitan
annualreporttotheMayor'sOfficeandtheBoardofSupervisorsbyDecember31 of
eachyear.
1380HowardStreet,SecondFloor [phone](phone)
SanFrancisco,CA94103 [phone](fax)

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June7,2006
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ArticleIll-Members
Section 1-Members
The ShelterMonitoringCommitteeshallhavethirteen(13)members. TheMayor
shall appointthree(3)oftheCommitteemembers,theBoardofSupervisors shall
appointsix (6)oftheCommitteemembers, andtheLocal HomelessCoordinating
Board shall appoint four(4)oftheCommitteemembers. Appointmentprocessis
delineatedunderSection20.305.
Section2-Attendance
TheCommitteememberfromtheHumanServicesAgencyshallmonitorthe
attendanceoftheCommitteemembers. Intheevent,thatanyCommitteemember
missesthree(3)regularlyscheduledmeetingsinasix-monthperiodwithoutprior
noticetotheCommittee,theCommitteememberfromtheHuman ServicesAgency
shallcertifyinwritingtotheCommitteethatthemembermissedthreemeetingsina
six-monthperiod. Thetwo six-monthperiodsshallbe fromJulytoDecemberand
fromJanuarytoJune. Onthedateofsuchcertification,themembershallbedeemed
tohaveresigned fromtheCommittee. Attendancerequirementisdelineatedunder
Section20.307.
Section3-Confidentiality
All informationcontainedindraftquarterlyreportsandadraftsiteinspectionreport is
strictlyconfidential. However,onceateamhasapprovedasiteinspectionreportand
submittedittotheshelterordrop-incenter/resourcecenteritbecomespublicrecord. The
Committeememberisrequiredtokeepthenamesofhomelessclientsconfidential inboth
reports andindiscussions.
Section4-Representation
Committeemembersmayidentifythemselves asmembersoftheShelterMonitoring
CommitteewhentheyarenotconductingCommitteebusiness; however, theyneedto
statethattheyarenotspeakingintheirofficialcapacityasamemberofthe Shelter
MonitoringCommittee. CommitteemembersmaynotrepresenttheShelter
MonitoringCommitteeonanyitembeforeanybodyorinthemediaunlessdirectedto
do sobytheCommitteethroughavotebyamajorityoftheCommitteemembers. Ifa
Committeememberhasquestionsaboutthisissue,themembershouldcontactthe
CityAttorney'sOffice.
Section 5-JobDutiesandRequirements
Committeemembersarerequiredto attendthree-hourmonthlymeetings,participate
inanannualretreat, andconductaminimumoftwo sitevisitsofashelter(s)and/ora
drop-incenter/resourcecenter(s)permonth. TheCommitteemembermustmake
everyeffortto attendmeetingsandsitevisits inatimelyfashion. Announcedand
unannouncedsheltervisitsbyShelterMonitoringCommitteemembers forCommittee
businessshouldonlybeconductedwithotherCommitteemembersandstaff.
Unannouncedsheltervisitsshouldremainconfidential andnotbeannouncedto
shelterstaff, Cityagencies,orothermembersofthepublic. TheCommitteemember
mustcompletesiteinspection formsandforwardthe formstotheCommitteestaff
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whowill draftthereport. TheCommitteemembermayhavetoparticipateinwork
groupsorsubcommitteesoftheCommittee.
Committeemembers fromtheHumanServicesAgencywillprovidetechnical
assistancetotheCommitteeintheareaoftheCity'shomelessandhousingpolicies,
particularlyastheyrelatetothestatusofshelteranddrop-in/resourcecenter. The
Committeemembermayberequestedtoprovidethefull Committeewrittenreportsin
thisarea.
Committeemembers fromtheDepartmentofthePublicHealthwillprovidetechnical
assistancetotheCommitteeintheareaoftheCity'shealthpolicy. TheCommittee
membermayberequestedtoprovidethe full Committeewrittenreportsinthisarea.
Section6-ConflictofInterest
TheCommitteememberswerechosenbyappointmentbodiesbasedontheirexpertise
onhomeless individualsandpolicybasedontheirprofessionandpersonal
experience. ThemembershipoftheCommitteeismadeupofadvocates,homeless
and formerlyhomelessindividual, andemployeesoftheCityandCountyofSan
Francisco. ACommitteemembermustdiscloseapersonal,professional, and
businessrelationshipwhenmakingagovernmentaldecision. IftheCommittee
memberbelievesthatthereisaconflictofinterest, themembermustrecuseherselfor
himselffromthevoteandtheconflictofinterestwillbenotedintheminutes.
Section 7-Removal orResignation
ACommitteemembermayberemovedfromofficeforunexcusedabsencesas
outlinedinArticleIII, Section2 intheCommittee'sBylaws. Inaddition,the
CommitteemayvotetoremoveamemberfromtheCommitteeifthemembermisses
threemonthswithoutattendingorconductingsiteinspections(unexcused).
IfaCommitteememberwishestoresign fromherorhis seat, sheorhemustsubmita
letterofresignationtotheappointmentagencyandtothefullCommittee.
ThemembermustreturnallconfidentialpaperworkandherorhisCity-issued Shelter
MonitoringCommitteeidentificationbadge.
ArticleIV-Officers
Section 1-Officers
TheofficersoftheCommitteeshall includeaChair,ViceChair, and Secretaryand
eachshallbe elected fromamongthemembersoftheCommitteeatthefirst
calendaredmeetingandthereafteratthebeginningofeach even-numberedcalendar
year. Nominations forofficerswillbeheardattheDecemberCommitteeofeachodd-
numberedcalendaryearandelectionswilltakeplaceatthenextCommitteemeeting.
Section2-TermsofOffice
TheofficersoftheCommitteeshallholdofficeforatermoftwoyears,beginningin
Januaryofeacheven-numberedcalendaryear. Termsofofficearenotlimitedtoone
term.
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Section3-DutiesoftheChair
TheChairwillpresideat allmeetingsoftheCommittee. TheChairshallbe
responsible fordevelopingagendasandconductingmeetings.
Presidingduties includeopeningandadjournment, ascertainmentofexistenceofa
quorum, sequenceofbusiness,recognitionofmembersentitledtothefloor, statement
forvoteonallmotionsthat legitimatelycomebeforetheassembly, enforcementof
rulesofdebate, andprotectionoftheassemblyfrom frivolousordilatorymotions.
Section4-DutiesoftheViceChair
IntheabsenceoftheChair,theViceChairshallpresideatmeetingsofthe
Commission.
Section5-Dutiesofthe Secretary
The Secretaryshallberesponsible forapprovingmeetingminutes andcommittee
correspondencepriorto distribution,withtheexceptionofanyitemspresentedtothe
full Committee foraction.
Section6-AbsenceofOfficer(s) at RegularMeetings
Intheeventoftheabsence,orinabilityto act,oftheChair, ViceChair, orthe
Secretary, amajorityoftheremainingmembersoftheCommitteeatthemeetingshall
electoneofthememberstoacttemporarilyasthepresidingofficer.
Section 7-FillingVacancies
TheCommitteehasthreeofficers,theChair, theViceChair, andthe Secretary. Ifthereisa
vacancybeforethetermoftheofficerends,theCommitteemustholdanelectionandfillthe
vacanciesorfollowthe followingpolicy. IntheeventtheChairisunabletocompleteher/his
termofoffice,theVice Chairwill succeedastheChairand fulfilltheChair'sremainingterm
ofoffice asthepresidingofficer. Inthe eventtheViceChairisunabletocompleteher/his
termofoffice,the Secretarywill succeedastheViceChairand fulfilltheViceChair's
remainingtermofoffice. TheCommitteewillthannominateandelectaSecretaryto fulfill
theSecretary'sremainingtermofoffice.
ArticleV-Meetings
Section 1-RegularMeetings
AM
RegularmeetingsoftheCommitteeshallbepubliclynoticedandheld at 10:00
onthe firstWednesdayofeachmonthat25 VanNessAvenue, Suite 70.
Section2-Actionat aMeeting: QuorumandRequiredVote
Thepresenceofseven(7) Committeemembers atameetingoftheCommittee
constitutesaquorum. EachCommitteememberpresentshall haveonevoteon
motionsbroughtbeforetheCommission. Proxiesshallnotbepermitted.
Committeememberswho arepresentatameetingmayabstainfromvotingonany
questionputtoavoteatthemeetingundertwo circumstancesonly. First,the
Committeemayexcuseamemberfromvotingonamatterforanyreasonthrougha
motion adoptedbyamajorityofmemberspresent. Second, aCommitteemember

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mustofferdisclosureandrefrain fromvotingwhereher/hisparticipationwould
constituteaconflictofinterestasdefinedbycontrollingfederal, state,orlocal laws.
ACommitteemembermayrefrainfromvotingaftertheCityAttorney'sofficehas
determinedthatshe/hemayhave aconflict.
Inrarecircumstances inwhichanevennumberofCommitteemembersarepresentat
aregularmeetingandavoteonanissueisevenlydivided,thevoteonthatmatter
maybecarriedovertothenextregularlyscheduledmeetingoftheCommitteeorthe
issuemaybetabledtotheagendaofaSpecialMeeting.
Section 3-SpecialMeetingsoftheCommittee
Inadditiontoregularmeetings,theChairoramajorityoftheCommitteemayelectto
holdSpecialmeetings. Specialmeetingsshallbepubliclynoticed.
Section4-NoticeandAgendaRequirements
ThestaffpersonoftheCommitteeshallberesponsible forassuringthatthenotices
andagendas forallmeetingsoftheCommitteearepreparedinaccordancewithstate
andlocal laws.
Section5-Meetings governedbyRobert'sRulesofOrder
AtthediscretionoftheChairoftheCommittee, andwherestateorlocal law,orother
rulesprovidetothecontrary, "Robert'sRulesofOrder"shall governmeetings.
Section6-CancellationofMeetings
MeetingsmaybecancelledbytheChairiftheChairisawarethataquorumwillnot
beavailableonthemeetingdateorifthemeetingdateconflictswithholidaysorother
obligationsofCommissioners. ThestaffpersonoftheCommitteeshallbe
responsible fornotifyingtheCommitteemembersandthepublicofanycancellation.
ArticleVl-Committees
Section 1-Special Committees
TheChairoftheCommitteeand/oramajorityoftheCommitteemayformspecial
committees. SpecialCommittees("adhoc"or"select"committees) are formedfora
specificpurposeandceasetoexistaftercompletionofadesignedtask.
Section2-ChairpersonsofSpecialCommittees
OnlyCommitteemembersmaychairspecialcommitteesoftheCommittee.
Appointmentstochairspecialcommitteesshallbedeterminedby: a)theChairofthe
Committee,orb)aconsensuselectionofthespecialcommitteemembership.
Section3-AccountabilityofSpecial CommitteesoftheCommittee
All specialcommittees formedbytheCommitteeoftheChairoftheCommitteeshall
beaccountabletotheCommitteeandshallhavetheauthoritytomake
recommendationstotheCommitteeonmatterswithintheCommittee's areaof
expertise. OnlytheCommitteemaytakeactiononthecommitteerecommendations;
committeesarenotsoempowered.