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Aging Services Advisory Council Bylaws

1/15/2016

Article I: Name

This Council shall be known as the Clackamas County Aging Services Advisory Council.

The Aging Services Advisory Council (“ASAC”) is the Clackamas County Board of Commissioners (“BCC”) appointed advisory council that advises the Clackamas County Area Agency on Aging (“AAA”).

Article II: Purpose

The ASAC shall:

  1. Serve as an advisory body to the Director of the Clackamas County (“County”) Area Agency on
  2. Advise the Clackamas County Area Agency on Aging on all matters relating to the development and administration of the Clackamas County Area Plan (“Plan”) and advise the AAA on operations conducted under the Plan and provide input on other areas of importance to the senior
  3. Review all requests for Clackamas County Area Agency on Aging Older American’s Act funding and make the findings of the ASAC known to the applicant, the County and the
  4. Evaluate the effectiveness of programs funded under the Clackamas County Area Plan and seek the advice of the service recipients, general public and service providers on services needed and how to improve existing services.
  5. Advocate for maintenance and improvement of existing services and for the creation of additional needed services for Clackamas County senior

Article III: Membership

Section 1: Members

The ASAC shall consist of individuals who:

  1. Reside within the boundaries of Clackamas
  2. Work in programs that serve seniors in Clackamas County, who reside outside the County, with the recommendation of the Executive Sub- committee.
  3. Are appointed to provide good geographical distribution across the County. Each member shall represent all seniors in the entire County rather than his or her local area or program
  4. Are not employees of, or persons having a financial interest in, any agency receiving or seeking funding from the
  5. Include individuals and representatives of community organizations who will help to enhance the leadership role of the AAA in developing community-based systems of services. The make up of the ASAC memebership shall consist of:
    1. At least 51% of the membership aged 60 and over and should include minority individuals who are participants or who are eligible to participate in programs under the Older Americans Act;
    2. Representatives of older persons including health care providers and veterans health care (if appropriate).

Section 2: Appointment and Tenure

  1. Members of the ASAC are appointed by the Clackamas County Board of County
  2. The Council shall consist of not more than 21 voting
  3. After consideration of the recommendations from the Nominating and Screening Sub-committee, the ASAC shall recommend to the AAA one or more qualified candidates for appointment, or reappointment, to each vacant
  4. Each Member shall serve for a period of three (3) years, with one-third of the Regular Members' appointment expiring each year. An ASAC member may be appointed to two additional terms. A member, appointed to fill an unexpired term, may be re-appointed for three additional consecutive
  5. A member who served for many years may be made an emeritus member upon nomination by the Nominating and Screening Sub- committee and continue to receive information pertaining to the Council and attend meetings in a non-voting status. Emeritus membership does not constitute one of the 21 members of the
  6. Vacancies which occur before the expiration of a Member's term shall be filled for the unexpired portion of the term by the Area Agency on Aging, upon recommendation of the ASAC after it has considered the recommendation of its Nominating and Screening Sub-committee.
  7. To be excused, a member must notify the ASAC secretary or Chairperson and Social Services staff prior to the
  8. Three unexcused consecutive absences from regularly scheduled meetings of the ASAC shall constitute automatic resignation by that absent member. Four absences in any eight (8) month period, excused or unexcused, by a member will require a Nominating and Screening Sub-committee review to determine probable future attendance. If termination is recommended by the Nominating and Screening Sub-committee, a two-thirds vote of members at an ASAC meeting, with a quorum present, shall constitute automatic termination by that member. Approved leave of absence may be granted by the Executive Sub-committee and shall not be counted in the above formula.
  9. Each Council member is encouraged to serve on at least one ASAC sub-committee.

Section 3: Voting Privileges

Each Member of the ASAC present at a meeting shall be entitled to one vote on all issues presented at regular and special meetings.

Article IV: Meetings

Section 1: Schedule

  1. The ASAC shall meet nine times a year at a preannounced location. Special meetings may be called by the Executive Sub- committee or any five (5) members of the
  2. Meetings shall be conducted in accordance with Oregon Public Meeting
  3. Unless otherwise covered by these bylaws, all ASAC and sub- committee meetings shall be conducted in accordance with Robert’s Rules of
  4. A majority of regular members shall constitute a quorum. When a quorum is in attendance, actions may be approved upon a majority vote of ASAC members present, unless otherwise provided in the
  5. No officer, ASAC member, or Sub-committee member shall approve any action on behalf of the AAA or the ASAC without the consent of the AAA and
  6. No member shall be authorized to speak on behalf of the ASAC until the ASAC takes a position by formal
  7. In the event an ASAC member engages in business with the County that could present an actual or potential conflict of interest with matters within the ASAC’s purpose, such member will declare the actual or potential conflict and announce its nature. In the event of a potential conflict, the member may participate and vote on the matter following the

Article V: Officers and Duties

Section 1: Officers

The officers of the ASAC shall be a Chairperson, a First Vice-Chairperson, Second Vice-Chairperson and a Secretary elected from the Members.

Section 2: Election

An election shall be held during the regularly scheduled ASAC meeting in June. The Nominating and Screening Sub-committee shall present a slate of officers during the regularly scheduled ASAC meeting in May. Additional nominations may be made during the regularly scheduled ASAC meeting in June.

Section 3: Term of Office

Each officer shall hold office during the fiscal year July 1 - June 30 or until relieved of the position by a two-thirds vote of the Members. Officers may hold succeeding terms of office, but may serve no longer than three consecutive terms.

Section 4: Duties

  1. The Chairperson shall preside at all meetings that he or she attends, and shall be responsible for the expeditious conduct of the
  2. The First Vice-Chairperson shall perform all the duties of the Chairperson during the Chairperson's
  3. The Second Vice-Chairperson shall perform all the duties of the Chairperson during the absence of the Chairperson and the First Vice- Chairperson. The Second Vice-Chairperson shall also serve as the Chairperson of the Nominating and Screening Sub-committee.
  4. The Secretary is responsible for reviewing ASAC meeting attendance records and for advising the Chairperson regarding any Council member with absences requiring action in accordance with Article III, Section 2, item “H”. The Secretary is also responsible for ASAC correspondence.

Section 5: - Recall and Vacancies

  1. If a vacancy occurs in any office of the ASAC or Executive Committee during the officer's term, the Nominating and Screening Sub- committee shall meet and recommend nominee(s). An election shall be held during a regularly scheduled ASAC
  2. A motion to recall an officer must be approved by a by a 2/3 vote of the total filled seats of the ASAC membership at any regular or special meeting called for this
  3. A member may be recalled by the BCC with or without cause. If an individual acts in a manner inconsistent with the agency mission and values they may be

Article VI: SUB-COMMITTEES

Section 1: Executive Sub-committee

The Executive Sub-committee shall consist of the Chairperson, First Vice- Chairperson, Second Vice-Chairperson, Secretary, past Chairperson and the Chairs of standing sub-committees. Should an immediate past Chairperson not be available, the Chairperson shall appoint a replacing member-at-large from the ASAC to serve for the remainder of the fiscal year. The Executive Sub-committee shall determine the agenda of regular and special ASAC meetings and make recommendations to the ASAC. A quorum shall consist of a majority of the members of the Executive Sub- committee.

Section 2: Nominating and Screening Sub-committee

The Sub-committee shall:

  1. Select and nominate officers for the ASAC, with the concurrence of the Executive Sub-committee.
  2. Interview candidates for appointment, or reappointment, to the ASAC with concurrence of the Executive Sub-committee. Final recommendations will be made to the ASAC for
  3. The Second Vice-Chairperson of the ASAC will serve as the Chairperson of this Sub-committee. Other appointed members shall have served on the ASAC for a period of sufficient length to insure their understanding of ASAC Duties and

Section 3: Other Sub-committees

Standing and special sub-committees may be established as deemed necessary by the ASAC. The ASAC Chairperson will appoint each Sub- committee Chairperson.

Section 4: Sub-committee Membership

Sub-committee membership shall be determined by the respective Sub- committee Chairperson. A majority of the members of any sub-committee must be members of the ASAC. Additional members may consist of individuals chosen for their expertise, knowledge, and concern about a specific issue or a field of endeavor. The Chair of each sub-committee must be a member, in good standing, of the ASAC.

Article VII: REPORTING PROCEDURES

The ASAC shall make its reports and findings and recommendations to the Clackamas County Area Agency on Aging through its officers and designated spokesperson.

Article VIII: AMENDMENTS TO BYLAWS

Amendments or repeal can occur only by a two-thirds (2/3) vote of members at a regular or special meeting. Any proposed change must be mailed to all members at least two weeks prior to the meeting at which the vote is to be held.

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