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HomeMy WebLinkAboutCreation of a Council of Government (C.O.G.) Interlocal Amendment re: Olympic Area Agency on Aging - 031899"AAMENDMENT TO THE INTERLOCAL COOPERATION AGREEMENT FOR THE CREATION OF A COUNCIL ON GOVERNMENTS AlkV' THIS AMENDMENT, made and entered into this �' ay of,4pf�1999, by and between the counties of Grays Harbor, Pacific, Jefferson and Clallam, hereinafter collectively referred to as parties, WITNESSETH: WHEREAS, the parties formed a Council of Governments (C.O.G.), on the 28th day of July, 1976 to facilitate the organization and operation of an AREA AGENCY ON AGING (designated PSA No. 1 of the Department of Social and Health Services Aging Network, and WHEREAS, RCW Chapter 39.34, entitled the "Interlocal Cooperation Act" permits local govemment units to make the most effective use of their power by enabling them to cooperate with other local governmental units on the basis of mutual advantage, and thereby provide planning and administrative services in a manner that will accord best with the geographic, economic and population factors, and WHEREAS, the Older Americans Act of 1965, as now and hereafter amended, and RCW Title 74.38, provide for the establishment of Area Agencies within regional areas within the state, and WHEREAS, we have consented to have a Fiscal Oversight Committee to review the financial operations, now, therefore, for the Area Agency on Aging, IN CONSIDERATION of the mutual promises and covenants contained herein the parties agree as foikws: 1. These by-laws are promulgated in compliance with an Interlocal Agreement. organizing the Council of Governments, an association of County Governments hereinafter referred to as the COG. The officers of the COG shall be a Chairperson and a Vice -Chairperson. Chairperson: The Chairperson shall (1) preside at all meetings of the COG; (2) review and approve the agenda for such meetings; (3) be authorized to call special meetings; (4) set the time and location of meetings (Mess otherwise directed by the COG); (5) establish committees and appoint members to committees; and (6) perform such other duties as the COG shall direct. Page 2 Vice -Chairperson: The Vice -Chairperson shall preside and perform the duties of the Chairperson during the absence of the Chairperson. The Chairperson and Vice -Chairperson shall retain the full right and responsibility to partake in all deliberations and voting thereon. 3. Executive Committee The Executive Committee shall consist of four (4) members: the Chairperson, Vice -Chairperson and two (2) members. Each participating county shall designate one primary member and one alternate member for membership on the Executive Committee. No two (2) Executive Committee members can be from the same Member County. The Executive Committee shall convene to hear and decide pressing matters of business during the year. The Executive Committee shall be considered to be the management committee of the COG and shall meet for ten regular sessions a year. The entire COG stall meet for two sessions a year at specific times to consider the yearly budget and program goals and to evaluate the organization's achievement of such goals and to evaluate the Executive Director. The full COG at its regularly scheduled meetings shall provide such guidance to the Executive Committee as necessary to carry out its policy guidance. A. Elections The COG at the January meeting shall elect the members and officers of the COG/Executive Committee each year.: The Vice -Chairperson shall be from a different county than the Chairperson. Al counties shall be represented on the Executive Committee. B. Nominations The Chairperson shall appoint, at least 30 days in advance of the election, a Nominating Committee of at least three (3) COG members, all to be from different counties. The Committee shall nominate candidates for the offices of Chairperson and Vice -Chairperson as well as candidates to serve on the Executive Committee. Such nominations shall be presented at the election meeting of the COG for its action. Any COG delegate may nominate additional candidates at the same meeting. C. Terms of Office The Chairperson, Vice -Chairperson and two (2) members of the Executive Committee shall serve for one year. Their term of office shall begin of the close of the meeting at which they are elected. In the event -of a vacancy in the office of the Chairperson, the Vice -Chairperson shall succeed to said office for the unexpired portion of the term. In the event there is a vacancy in the office. of the Yrc e -Chairperson or Executive Committee member, this Chairperson shall appoint a new Vice -Chairperson or Executive Committee member far the unexpired portion of the term. In the evert there is a simultaneous vacancy in the office of Chairperson and Vice -Chairperson, the COG shall elect from its membership a new Chairperson and Vice -Chairperson to serve the urmwpired portion of the terns, A quorum, shall consist of five (5) members for the full COG and three (3) members for the Executive Committee. A majority of those members in attendance shall be required to decide an issue unless otherwise noted in these by -taws. Only members appointed by their respective counties may exercise these voting privileges. Voting by proxy shall not be permitted. 5. Financial Oversight A Fiscal Committee appointed by the COG shall be vested with the responsibility of reviewing the fiscal operations of the agency and insuring that such operations are maintained in compliance with policy direction, funding source requirements, and generally accepted accounting procedures. The Fiscal Committee will have as its chairperson an elected official from one of the four counties represented. Such elected official must be a county treasurer. This committee shad meet a minimum of four times a year and present a year-end report to the full COG at its annual progrwNexec utive evaluation meeting. All monies invested by 03A shell be invested by the Treasurer serving as its Fiscal Committee Chairperson. Page 4 Regular meetings of the COG shall be open to the public (except for executive sessions), shall be held in an accessible location and at a time determined in advance by the COG. A written agenda with supporting material shall be mailed to all delegates at least five (5) days prior to the date of such meetings. Additional special meetings may be held at the request of the Chairperson, or upon the request of three (3) COG members, provided that each of the delegates are from different counties. Such special meetings will be called together no earlier than ten (10) working days but no later than twenty (20) working days following the request. The COG shall establish a regular meeting schedule at the first meeting of the year. The COG may hold conference calls between regular meetings. The time and location of conference call meetings will be advertised through agreed- upon methods. An open line must be maintained at an advertised meeting location. All action will be taken through a roll call vote. 7. Executive Director The Executive Director shall be appointed by the COG to direct the activities of the Olympic Area Agency on Aging. The COG retains the authority to remove this person from this position, with or without cause (unless otherwise Provided by an express written agreement), by affirmative vote of the majority of the members of the COG. The Executive Director shall have the following duties and responsibilities: A. The Executive Director shall be responsible for overall supervision and management of Olympic Area Agency- on Aging, including without limitation of the foregoing, keeping a written record of all actions of the COG, receiving monies payable to the COG and disbursement of monies as authorized by the COG; maintaining accurate and complete accounts of all receipts and disbursements; supervising all programs and studies authorized by the COG; supervising all staff, including the hiring and dismissal of staff; providing the COG with annual goals and objectives for the executive director and providing a self-evaluation of such goals and an evaluation from the management team of his/her performance in support of that team (to be provided confidentially by the management team to the COG Chairperson); and performing such other duties as may be assigned to the Executive Director from time to time. Aw- B. The Executive Director shall have auff-aity to execute cor*acts in the name of - COG,r conformance with the work program amountbudget, which are for existing services and contacts, and which are in the of -n Thousand Dollars($10,000) or r • prior approval of the COG. Upon execution of such coritracts, to Executive Director shall n• the • •• and such committees ffoe COG whichmay prescribe from time to time. A contract or contract extension in - COG is party andwhichthe • • eater than Ten Thousand Dollars($10,000) or •r new services or -- of • ., require the prior approvalof the • before execution by the Executivecr • C. Tha-Executive Directorprepare a workprogramand budget for the approval and review of the COG annually. A. All meetings of the COG shall conform to the Open Meetings Act, RCW 42.30. The COG may adopt such procedures as are necessary to ensure appropriate notice of all meetings of the COG. duties.R. The COG members, officers and officials shall comply with em code of ethics for municipal officers, RCW 42-23, in the performarice of their 9. Public Participation The COG shall seek involvement,planning and decigion-making Process, of the gerwal public, community organizationst private sector interests i a r:regional,and state governmenL IMI The rales contained in the current edition of Roberts Rules of Order, Newly Revised, shall govem the COG in all uses to which they are applicable and in which they are not inconsistent with these by-laws or any special rales of order the COG may adopt. 11. Personnel and Fiscal Policies Formal policies governing 03A administrative operations, including personnel policies, fiscal policies, and the Affirmative Action. Plan, shall be presented to and approved by the COG. A yearly update in respect to the currency of such policies shall be provided to the COG with any recommended changes based on law, funding source requirements, or good business practices. 12. Amendments to By -Laws These by-laws may be amended at any regular or special meeting of the COG by a two-thirds vote of the members present, a quorum being present. IN WITNESS WHEROF, the parties have set their heads and seals. BOARD OF COUNTY COMMISSIONERS GRAYS HARBOR COUNTY, WASHINGTON 1 JS BOARD OF COUNTY COMMISSIONERS PACIFIC COUNTY, WASHINGTON Date Date Date vow BOARD OF COUNTY COMMISSIONERS JEFFERSON COUNTY, WASHINGTON Date Date Date BOARD OF COUNTY COMMISSIONERS C M COUNTY, WASHINGTON 4 1 �'Aeorl',. Date - - 9 Date�9 /� Date --9�% r BOARD OF COUNTY COMMISSIONERS BOARD OF COUNTY COMMISSIONERS CLALLAM COUNTY, WASHINGTON Date Date