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10564I RESOLUTION NO. 10,564 224 2 3 A RESOLUTION TO APPROVE AMENDMENTS TO THE 4 BYLAWS OF THE LITTLE ROCK EDUCATION 5 COMMISSION TO REFLECT CHANGES TO LITTLE 6 ROCK ORDINANCE NO. 16, 730 (AUGUST 16, 1994) 7 APPROVED BY THE BOARD OF DIRECTORS IN 8 ORDINANCE NO. 17,983 (APRIL 20, 1999) TO PROVIDE 9 FOR THREE ADDITIONAL AT -LARGE COMMISSION 10 POSITIONS IN THE PLACE OF THE HIGHER 11 EDUCATION POSITION, THE DEPARTMENT OF 12 HEALTH AND HUMAN SERVICES POSITION, AND THE 13 PARENTS OF CITY STUDENTS POSITION. 14 15 WHEREAS, on May 13, 1999, the Little Rock Education Commission voted to 16 approve certain amendments to the Commission's Bylaws to parallel changes to Little 17 Rock Ordinance No. 16,730 (August 16, 1994) as approved by the Board of Directors 18 in Ordinance No. 17,983 (April 20, 1999) to provide for three additional at -large 19 Commission positions in the place of the higher education position, the Department of 20 Health and Human Services position, and the parents of City students position; and 21 WHEREAS, the Education Commission Bylaws state that Bylaw amendments will 22 become effective when approved by the Board of Directors. 23 NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS 24 OF THE CITY OF LITTLE ROCK, ARKANSAS: 25 SECTION 1: The Board of Directors hereby approves the amendments to the 26 Education Commission Bylaws approved by the Commission on May 13, 1999. 27 28 29 1 2 3 4 5 6 7 8 9 10 it 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 0 Adopted: June 1, 1999 C'-2 Atttest: 1. q Robbie Hancock, City Clerk Approved as to Legal Form: Wl • C�ffa Thomas M. Carpenter, 4tAy Attorney 0 2205 Approved: Ji ailey, Mayor r1 L E BYLAWS FOR THE LITTLE ROCK EDUCATION COMMISSION CITY OF LITTLE ROCK, ARKANSAS 226 ARTICLE I NAME: The name of this organization shall be the Education Commission, hereafter referred to as the "Commission." ARTICLE H PURPOSE: The purpose of the Commission will be to bring together the resources of the City of Little Rock, businesses, neighborhoods and citizens as advocates for quality education for all children. ARTICLE III MEMBERSHIP: Section ].The Commission shall consist of 15 members, one each from Little Rock School Board, Little Rock Board of Directors, Chamber of Commerce, Neighborhood Associations, PTA Council, Student, Highe. Education, Principals' Roundtable, Health and Human Private School, Early Childhood Educators, New Futures and mof2j five (5) members at -large. All members will be appointed by the Little Rock Board of Directors. Section 23he initial appointments to the Commission shall be for one, two, and three -year terms, and thereafter, all appointments shall be for a term of three years, or until a successor is identified; no person shall be appointed for more than two consecutive full terms. Section 3.Vacancies shall be filled for the unexpired term in the same manner as the original appointment. Section 4. The composition of the Commission will reflect the demographic breakdown and the diversity of the City. ARTICLE IV Section 1. The responsibility of the Commission will be to serve in an advisory capacity to the Little Rock Board of Directors to make recommendations for the implementation of FUTURE- Little Rock goals. ARTICLE V 227 OFFICERS: Section 1. The officers shall consist of a Chair and Vice- Chair. These officers shall be elected by a vote of at least eight (8) Commission members at the first regular business meeting of the year, or at such other regular business meeting to fill a vacancy. The Chair and Vice -Chair shall serve for a term of one year each. Section 2. Duties and Responsibilities. The duties of the officers shall be as follows: Chair. The Chair shall preside over all meetings. The Chair shall appoint all standing and ad hoc committees. The Chair shall have the authority to call special meetings, provided the proper notices are given. The Chair shall be responsible for establishing meeting agendas. The Chair may delegate to any other Commission member or to staff the performance of such duties as deemed appropriate. Vi - h 'r. In the event of the absence or disability of the Chair, the Vice -Chair shall preside over the meetings and shall assume all duties and responsibilities of the Chair. The Vice -Chair shall succeed the Chair during a vacancy of the Chair until a new Chair is elected. Secretary. The office of Secretary shall be held ex- officio by the Programs Coordinator for the City Department of Community Programs, or designated representative. The Secretary shall attend all meetings of the Commission and shall be responsible for: A. Keeping the minutes of each meeting B. Carrying on routine correspondence. C. Maintaining a record of the current membership of the Commission with the terms of their office. D. Maintaining the attendance of Commission members. E. Attending, and keeping minutes of, all Committee meetings. F. Coordinating and working with the Finance and Legal Departments regarding Commission projects and activities. -2- 0 0 228 ARTICLE VI MEETINGS: Official meetings of the Commission shall be held on the second Thursday of each month from 11:30 a.m. until 1:00 p.m., unless otherwise directed by the Chair and the proper notices are given. Section 1. The Chair shall appoint committees as deemed necessary to carry out the work of the Commission. Section 2. Except as may otherwise be set forth in these Bylaws, all meetings of the Commission shall be conducted according to the latest revision of Roberts' Rules of Order, but it shall be necessary in any event for a quorum to be present for the Commission to act. A quorum for the transaction of business shall be eight (8) Commission members. Section 3. All Commission members are expected to attend the meetings regularly. They will be removed from the Commission should they miss three (3) meetings (without a valid excuse). Section 4. Motion and Voting. Any matter of business requiring action by the Commission may be presented by oral motion, and the members present may vote thereon by simple voice vote. In case of a split vote, the Chair may ask for a show of hands. The vote shall take place before the Commission meeting is adjourned, or the item may be tabled, or postponed temporarily, for a vote at a later time. The minutes shall indicate voting to be "denied" or "passed" and the name of any abstainer. Each Commission member, including the Chair and Vice- Chair, shall be entitled to one (1) vote. No Commission member shall cast a vote for another Commission member by proxy. Voting on election of officers in which there is a contest shall be by secret, written ballot. Eight (8) Commission members shall be sufficient to approve, any item presented to the Commission for a vote. Section 5. Special Meetings. Special meetings may be called by the Chair, Vice - Chair, or at least three (3) of the Commission members. Notice shall be given to each member as required by state law. ARTICLE VII AMENDMENTS OF BYLAWS: These bylaws may be amended at any regular business meeting of the Commission by a vote of at least eight (8) Commission members, provided the amendment has been submitted in writing at the previous regular business meeting, and shall become effective when approved by the Little Rock Board of Directors. -3- • • 225 ARTICLE VIII BUDGET: The Education Commission receives monies annually from the City of Little Rock through the '/, cent tax levied for the support of FUTURE - Little Rock Initiatives. Section 1. The use of these monies shall be guided by the spirit of the following principles: A. The monies shall be used to stimulate programs which enhance educational opportunities for the children of Little Rock. This includes before and after school programs, summer programs for school age children and programs for pre - school age children. B. The monies shall be used as "seed" monies to fund expenses related to start-up costs of programs that provide new services or extend services to more children. C. The use of the monies shall be confined to one -time expenses, such as non- consumable materials and equipment, or activities related to initiating community involvement and providing information and publicity, rather than on -going operating expenses such as staffing or consumable supplies. D. The Education Commission reserves the right to consider subsequent requests. Section 2. Application for funds shall be made to Education Commission. The Education Commission reserves the right to reject any and all applications. Section 3. The Commission shall vote whether to recommend encumbering any unallocated Commission funds no later than November of each calendar year. The Secretary shall forward to the City Manager and the Finance Department in writing all official Commission action regarding encumbering funds. ARTICLE IX PROCEDURE FOR SUBMISSION OF PROJECT REQUESTS TO THE COMMISSION: Section 1. Application for funds shall be made to the Education Commission. The applicant shall complete a Little Rock Education Commission Funding Application Cover Sheet and attach a formal proposal for consideration by the Commission. Applications should be submitted at least thirty (30) days prior to the next regularly scheduled Commission meeting. The applicant's proposal shall be reviewed by the Commission for compliance with the Commission's purpose, objectives, Mission Statement and these Bylaws. The Education Commission expressly reserves the right to reject any and all applications. The Education Commission expressly reserves the right to consider subsequent requests. Im 23© Section 2. The Commission shall comply with the bidding and purchasing procedures, including "Sole Source" designation, established in the most recent revision of the City of Little Rock Purchasing Manual. The Commission shall also comply with applicable State and City of Little Rock contract bidding requirements. The Board of Directors, by ordinance, may waive the requirement of competitive bidding in exceptional situations where such procedure is not feasible. Little Rock, Ark., Rev. Code § 2 -242 (d) (1988). Section 3. For projects that are not "Sole Source," the Commission shall follow the Little Rock Education Commission Suggested Request For Referral Process attached to these Bylaws and incorporated herein as Attachment "A." -5- LITTL� ROCK EDUCATION AMMISSIOITI._ 'SUGGESTED REQUEST FOR REFERRAL PROCL? ,49 RFP CRITERIA AND PROGRAM DESIGN DEFINE. JANAURY PRICE AMOUNT S NUMBER Or AWARDS SET. FEBRUARY RFP COMPLETED AND ADVERTISED. PROPOSALS DUE. COMMISSION SUBCOMMITTEE MARCH REVIEWS PROPOSALS APRIL COMMISSION MAKES AND SENDS SELECTION TO BOARD. BOARD AWARDS CONTRACT CONTRACT IS NEGOTIATED WITH CrrY. INVOICE MAY PROCESSED ONCE CONTRACT ESTABLISHED. JUNE JULY RFP CRITERIA AND PROGRAM DESIGN DEFINE. PRICE AMOUNT S NUMBER Or AWARDS SET. AUGUST RFP COMPLETED AND ADv[RTLSED. SEPT PROPOSALS DUE, COMMISSION SUBCOMMITTEE REVIEWS PROPOSALS OCTOBER COMMISSION MAKES AND SENDS SELECTION TO BOARD. BOARD AWARDS CONTRACT NOVEMBER CONTRACT 19 NEOomIATCD WIT( CITY. INVOICE PROCESSED ONCE CONTRACT ESTABLISHED. DECEMBER ATTACHMENT "A" ITEMS TO BE CONSIDERED WITH CRITERIA DEVELOPMENT: 1. NCCMBORH000/POPULATON To BE SERVED AND NEED FOR SERVICES TO Be PROVIDED - 2. PROGRAM DESIGN AND SERVICES SOUGHT - rrARGETING ONE. ALL OR COMBINATION OF AREAS: INNOVA- TION. SCMCOL,TO-WORK. PRE-SCHOOL. IN- SCHOOL ANQ. NOW TRADITIONAL) 3. LINKAGES (COLLABORATIONS AND PARTNERSHIPS TO LEVERAGE EoUCATION COMMISSION rUNOS) 4. MONITORING AND EVALUATION OF PROGRAM S. TOTAL AMOUNT OF rUNOING AVAILABLE AND NUMBER OF AWARDS To BE GIVEN. B. PRCVIOUS EXPERIENCE WORKING WITH TIE CRT 6F LITTLE ROCK 7. WHETHER -0R NOT PROCRAM/K.CNCICS CURRENTLY RECENCS FUTURE-Lr*nE ROCK ruNOING FROM THIS OR ANY OTHER CRT BODY. PREVIOUSLY DEFINED AREAS OF INTEREST: INNOVATION: PROGRAMS THAT MAVE NOT BEEN PREVIOUSLY CXPLORED BY TRADITIONAL MEWS OF ACADEMIA. SCMOOL-70�RK: A SYSTEMATIC. COMPREHENSNE. COMnU- NITYVnDE EFFORT M HELP ALL YOUNG PEOPLE To ( I ) PREPARE FOR MIOM-SKILL AND MIGMWAOE CHEERS (WORK-BASEO LEARN- ING COMPONENT, (E) RECEIVE TOP QUALITY ACADEMIC INSTRUC' TON (SCMCCL BASEO LEMNIMG) AND GAIN THE FOUNDATION SKILLS TO PURSUE POST-SECONDARY CDUCATION ANO UFELONC LEARNING. MO (3) MME CONNECTING ACTIVITIES THAT WILL ENHANCE SCHOOL•SASED LEMMING AND WORK-BASED LEARNING. PRE-SCHOOL_ PROGRAMS THAT AIM M PROVIDE EDUCATOW.; BERvICCB FOR CHILDREN FROM CONCEPTION TO TIME Or ENTIi! INTO A PUBLIC OR PRIVATE KINDERGARTEN PROGRAM (OR THE LEGAL AOE FOR SCHOOL ENTRY, IF TIC CHILD HAS NOT ENTERE. BCHOOU. IN•SCNOOL: PROOR .WSNMCDATCMILDRCNTV.TrALLWT +IN TH: AGES LECI L T REOUIRED TO ATTEND SCHOOL OR WHO M: CURRENTLY ENROLLED IN PUBLC OR PRNATE BCHCOL. K:NDCF OMTEN TMROUGH I ZTM ORADC. NON-7AADTONAL ED nQN: PROORAMB THAT IDENTIFY OI CREATE ALTERNATIVE LEARNING ENVIRONMENTS AND OPPORTUN TES FOR THOSE MEMBERS OF TIE COMMUNITY UNABLE TO TAK FULL AOVANTACE Or THE MORE TRADITIONAL LEARNING SITUA TONS.