[HISTORY: Adopted by the Town Board of the Town of Webster: Art.
I, 5-25-1978 by resolution; Art. II, 7-13-1978
by resolution. Amendments noted where applicable.]
072a Organization Chart
[Adopted 5-25-1978 by resolution]
The Webster Youth Services Advisory Board is responsible to the Webster
Town Board for:
A.
The formulation of policies and program objectives for
the Webster Area Youth Services (WAYS) Program.
B.
The provision of counsel and information to the Town
Board regarding matters related to youth services.
C.
Acting as an advocate for youth in the community by endeavoring
to identify and promote youth needs and to help assure the best use of existing
resources for youth.
A.
This Advisory Board sees itself as a working group comprised
of:
(1)
Interested, responsible citizens who are representative
of the public at large as well as of key interests, such as business, social
agencies, youth organizations and churches.
(2)
Public officials, including representatives of disciplines
concerned with the welfare of youth, such as the courts, schools, police,
recreation and health services.
B.
In addition to the regular members, there will be liaison
representatives of the Town Board, Village Board, County Legislature and the
City-County Youth Board, or the Comprehensive Planning Committee. There will
be at least two youth members of this Board.
The following chart shows the organizational relationships between this
Advisory Board and the Town Board and the WAYS Program.[1]
[1]:
Editor's Note: The organizational chart is included at the end
of this chapter.
[Adopted 7-13-1978 by resolution]
The name of this organization shall be the "Webster Youth Services Advisory
Board," hereinafter referred to as the "Board." "Youth," as used herein, refers
to anyone under the age of 21 years.
The purpose of this Board shall be to assist the Webster Town Board
in its efforts to provide the means to help the youth in the community manage
their own lives along socially adaptable lines through education, research
and community organization. This includes:
A.
The formulation of policies and program objectives for
the Webster Area Youth Services (WAYS) Program.
B.
The provision, to the Town Board, of counsel and information
regarding youth matters.
C.
Acting as an advocate for our community youth by endeavoring
to identify and promote youth needs and helping to assure the best use of
existing resources for youth.
A.
Composition of the Board shall be representative of the community it serves. It should have at least 13 members but should not exceed 28, all of whom shall be appointed by the Town Board. Lay citizens shall comprise at least 50% of the total membership of the Board, with the remaining members to be public officials in certain categories, as defined in the following Subsection B. In addition, liaison representatives shall be appointed to sit with the Board, representing official bodies such as the Webster Town Board, the Webster Village Board, the Monroe County Legislature, the City-County Youth Board, and any other similar official body as deemed appropriate by the Board.
B.
Representation of the various categories of membership
shall be as follows:
(1)
Lay citizens. These shall include at least 50% of the
appointed members, representing the public at large, and, in addition, be
representative of such key interests as social agencies, business and industry,
youth, youth organizations and churches. Insofar as possible, this segment
of membership should provide broad geographic representation of the community.
It is the intent of the Board that this segment of membership include but
not necessarily be limited to:
(a)
At least two youth members.
(b)
One member of the local clergy.
(c)
One member representing the administration of a youth
organization such as the YMCA, Boy Scouts, Girl Scouts, etc.
(d)
One member representing local business or industry.
(e)
Additional members as required to satisfy the minimum
50% requirement described above.
(2)
Public officials. These are representatives of disciplines
directly concerned with the welfare of youth, such as the courts, schools,
police, health and recreation. It is recommended that this segment of membership
include but not necessarily be limited to:
(a)
At least three members representing the Webster Central
School administration, for example, Superintendent of Schools, attendance
officer and high school and junior high school administration.
(b)
At least three members representing Justice and Family
Courts, the Webster Police and the Monroe County Sheriff's Juvenile Unit.
C.
Membership appointment procedure.
(1)
Each year at the regular Board meeting falling in or
closest to the month of May, the Nominating Committee shall present to the
Board one single slate of nominations for Board membership in the categories
of lay citizens and public officials, along with the names of recommended
liaison representatives.
(2)
Nominations for this single slate may be made by the
membership. Applications for membership may also be received from persons
interested in becoming members.
(3)
After the Board has arrived at a final recommendation
of one slate of nominations, this will be presented to the Town Board for
approval far enough in advance to permit the nominees (who will have been
contacted earlier to obtain their consent to serve, if asked) to be notified
of their appointment by the Town Board no later than September l of that year.
Note: During the first three years of the Advisory Board's existence,
the lay citizen and public official segments of the Board's membership
shall be divided as equally as possible into three classes by year: Those
in the first class (1979) shall be designated as having one-year terms which
will expire in 1979; those in the next class as having two-year terms expiring
in 1980; and those in the third class as having three-year terms expiring
in 1981. After this adjustment period, the term of membership shall be three
years for everyone. The intent of this section is that only one-third (1/3)
of the members will come up for reelection at any one time.
D.
Membership and members. "Members" shall mean those lay
citizens, youth and public officials who have been appointed by the Town Board
to serve as members.
(1)
Voting on issues before the Board shall be the exclusive
responsibility of Board members, and only those members whose appointment
is current at the time of voting shall be granted this responsibility.
(2)
Persons assigned as liaison representatives to the Board
shall be officially recognized by the Chair at all regular Board meetings
in any discussion or issue other than voting or the voting process.
(3)
All lay citizens appointed to the Board shall legally
reside within the geographic boundaries of the Webster Central School District.
(This does not apply to members who are public officials or to liaison representatives.)
E.
Liaison representatives may be assigned by the official
bodies they represent. The appointment of any liaison representative is subject
to approval by the Webster Town Board.
A.
Terms.
(1)
Each lay citizen and public official member shall serve a term of three years, except that each youth member shall serve a term of one year. (Exceptions to this will be necessary during the first three years of the life of this Board, as set forth in § 72-6C.)
(2)
Any member appointed to serve for the purpose of filling
a vacancy in the Board shall serve the remainder of the unexpired term.
(3)
All appointments will be based on a twelve-month year
running from September l through the following August 31.
(4)
Any member may apply for reappointment for another term
on the Board.
[Amended 9-8-1983 by resolution]
B.
Resignations.
(1)
A youth or lay citizen member moving from the Webster
Central School District is expected to submit a written resignation to put
the Board on notice so that steps can be initiated for a replacement. In the
case of a member who does not submit a resignation under such circumstances,
his/her membership on the Board shall automatically cease on the 30th day
following the change of residence.
(2)
Similarly, a written resignation is expected from a public
official member who ceases to hold public office or a liaison representative
who ceases to be connected with the official body he/she represented.
A.
The Board shall meet at least four times during the year,
preferably quarterly, for regular meetings, except that the Chairperson shall
be empowered to:
B.
A five-day written notice shall be given for each regular
or special meeting. This requirement may be waived in respect to other than
regular meetings.
C.
A quorum for each regular or special meeting is 30% of
the number of voting members and is necessary to transact business.
[Amended 4-14-1983 by resolution]
D.
In the event of a member's excessive absence from
regular or special meetings (as evidenced, for example, by missing four meetings
in one year without being excused by the Chairperson), the question of that
member's continuing participation shall be determined by the remaining
members. In making such a determination, consideration is to be given to the
reasons for the member's absence and his/her expressed interest in remaining
a Board member. In the case that the consensus of Board opinion is to recommend
revocation of membership, the person shall be advised, in writing, of the
decision so that he/she may respond prior to final action of the Board. In
the absence of a valid reason for the member's excessive absence and
upon recommendation by the (Advisory) Board, the Town Board may revoke the
member's appointment.
E.
The Chairperson may poll votes by phone in cases of emergency
or when time constraints demand this procedure.
F.
Each member shall have one vote at each meeting but shall
not be entitled to vote by proxy, nor shall a proxy be counted in determining
a quorum. Liaison representatives are not entitled to vote.
A.
General.
(1)
The officers of the Board shall include one Chairperson,
one Vice Chairperson and one Secretary, all of whom shall be members of the
Board.
(2)
Each officer shall be chosen by ballot at the first scheduled
(regular) meeting of the year, that is, following September 1 and shall serve
a term of one year. An officer may serve more than one term and may serve
terms consecutively, but only when the nomination and balloting processes
are followed as prescribed above.
(3)
Vacancies in any office of the Board shall be filled
by the Board at the next regular meeting following the occurrence of the vacancy
where a quorum is reached. The ballot process described above shall be observed
and the duly elected person shall serve for the remainder of the unexpired
term.
B.
Duties of officers.
(1)
The Chairperson shall preside at all meetings of the
Board; shall appoint all necessary committees; shall be an officer or member
of all committees except the Nominating Committee; shall have the right to
vote on all committee issues except those of the Nominating Committee; shall
work with the Director of Youth Services in preparing the agenda for each
regular meeting; and shall, together with the Director of Youth Services,
take matters to the Town Board or Supervisor on behalf of the Board when that
action is deemed necessary or advisable by the Board.
(2)
The Vice Chairperson shall be officially designated to
perform the duties of the Chairperson in the latter's absence and to
serve at the Chairperson's pleasure.
(3)
The Secretary shall be responsible for taking and preparing
minutes of Board meetings, maintaining records of all official board business
as required and performing correspondence as directed by the Board.
The Chairperson shall make all committee appointments to the standing
committees, subject to confirmation by the Board. There shall be the following
standing committees:
A.
Executive Committee. The Executive Committee shall consist
of the officers of the Board, the Director of Youth Services and such additional
members appointed by the Chairperson as deemed necessary. The Executive Committee
shall be empowered to act on behalf of the full committee during interim periods
between meetings of the full committee. At such interim meetings, a quorum
is the majority of the number of the appointed members of the Executive Committee
and is necessary to transact business.
B.
Nominating Committee. The Nominating Committee shall
consist of at least three members of the Board. This committee shall present
to the Board, at the first regular meeting following September l of each year,
one single slate of nominations for the offices of Chairperson, Vice Chairperson
and Secretary. Nominations from the membership may be made and accepted by
the Nominating Committee in its consideration of likely candidates.
C.
Budget and Finance Committee. The Budget and Finance
Committee shall consist of at least three members of the Board. This committee
will be responsible for cooperating with the Director of Youth Services in
preparing the annual budget for WAYS and in working with the Director in administering
all financial aspects of the Youth Services Program.
D.
Comprehensive Planning Committee. The Comprehensive Planning
Committee shall consist of at least three members of the Board. It is responsible
for ascertaining the needs of the program and evolving plans to meet those
needs. The ascertainment function may utilize any and all available data and,
if necessary, may include the use of surveys.
E.
Special committees. Special committees shall be formed
to accomplish special tasks or projects as determined by the Board. Such special
committees, also called "task forces," may include individuals who are not
members but who may have some special expertise or interest to contribute.
Such individuals, while serving on special committees, are subject to the
direction of the Board.
This Constitution may be amended or repealed by a two-thirds vote of
the Board at any regular or special meeting, provided that notice and the
text of the action so proposed have been sent to each active member at
least 10 days prior to that meeting. Any such changes must be ratified by
the Town Board.
In all matters of parliamentary procedure not covered by this Constitution,
this Board shall be governed by Robert's Rules of Order.
