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NKAPCouncil Bylaws
NKAPCommission Bylaws
NKAPCouncil Bylaws
Article
1.
Article 2.
Article 3.
Article 4.
Article 5.
Article 6.
Article 7.
Article 8.
Article 9.
Article 10.
Article 11.
Article 12.
Article 13.
Article 14.NKAPC Bylaws
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NKAPCommission
Bylaws
Article 1. Name
Article 2. Authorization and Purpose
Article 3. General Rules
Article 4. Terms of Office
Article 5. Officers
Article 6. Compensation
Article 7. Legal Counsel
Article 8. Committees
Article 9. Meetings
Article 10. Quorum
Article 11. Minutes and Records
Article 12. Budget and Annual Work Program
Article 13. Tax Rate
Article 14. Commission Expenditures, Authority
Article 15. Annual Audit
Article 16. Voting, Number of Votes Necessary
Article 17. Conflicts of Interest
Article 18. Executive Director
Article 19. Personnel, Rules, Regulations, and Policies
Manual
Article 20. Amending Official Documents
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Article 1. Name
The name of this organization shall be "Northern Kentucky Area
Planning Commission" and referred to hereinafter as "Commission".
Top
Article 2. Authorization
and Purpose
These Bylaws are enacted for the purpose of carrying out the business
of the Commission as set forth in Sections 147.610 through 147.705
of the Kentucky Revised Statutes (KRS). Top
Article 3. General Rules
Membership, oath of office, vacancies, removal of members, bonds,
and other statutory requirements related to the Commission's activities
shall be as stated in KRS 147.610 through 147.705. Top
Article 4. Terms of Office
Commission members shall serve two year terms which shall begin
on the first day of May after their election by the Northern Kentucky
Area Planning Council and upon administration of their oath of office.
Commission members' terms shall end upon their expiration and the
election and qualification of their successors. Persons elected
to fill a vacancy shall begin immediately upon election and administration
of their oath of office. Their term shall end upon expiration of
the term to which their predecessor was elected and the election
and qualification of their successor.
For the purposes of this Article, the Commission's organizational
year shall be May 1 through the following April 30. Top
Article 5. Officers
The Commission shall elect from its membership a Chairperson, Vice
Chairperson, and Treasurer during its Organizational meeting.
(1) The Chairperson shall preside at all meetings of the Commission
and see to the accurate and proper execution of minutes, records,
books, notices, and agenda pertaining to Commission operations.
The Chairperson shall serve as an ex-officio member of all committees
and, with approval of the Commission, appoint or terminate committees,
their chairpersons, and members.
(2) The Vice Chairperson shall hold the powers and perform the
duties of Chairperson in the absence, inability, or incapacity
of the Chairperson.
(3) The Treasurer shall be responsible for the accurate and proper
execution of all funds and accounts of the Commission as well
as the preparation of monthly financial statements. The Treasurer
shall hold the powers and perform the duties of the Chairperson
in the absence, inability, or incapacity of both the Chairperson
and the Vice Chairperson.
(4) The Secretary position shall be filled by the Executive Director
who shall see to the accurate preparation and completion of minutes
and records for each meeting of the Commission. Top
Article 6. Compensation
Members of the Commission in attendance shall receive a per diem
of $40.00 for each day or part thereof that the Commission meets.
Commission members shall not receive a per diem for attending meetings
of the Northern Kentucky Area Planning Council.
Payment of per diem and the expense allowance to members of the
Commission shall not exceed $1000.00 annually. This amount shall
be adjusted annually by the Cost of Living published each year by
the Commonwealth of Kentucky. Top
Article 7. Legal Counsel
The Commission shall appoint an attorney who is licensed to practice
law in the Commonwealth of Kentucky. This attorney, who shall not
be a member of the Commission, should attend all regular meetings
and any other meetings as requested by the Chairperson or Executive
Director. The attorney shall provide legal consultation and assistance
to the Commission and its staff, attendant to Commission business,
and represent the Commission and its staff in all disputes and litigation
as directed by the Commission and its executive director. A description
of services to be rendered, compensation to be paid, and other terms
shall be by properly executed written agreement between the attorney
and the Commission. Top
Article 8. Committees
The Chairman and Commission shall act to create the following committees
during its Organizational meeting each May.
(1) The Executive Committee shall consist of the Chairperson,
Vice Chairperson, and Treasurer. This Committee shall meet and
consider any business deemed necessary.
(2) The Chairperson, with the approval of the Commission, shall
appoint the following standing committees. These committees shall
be responsible for the issues noted and to meet and consider any
other business deemed necessary.
(a) Personnel, Rules, Policies, and Procedures: to maintain the
integrity of the Commission's Personnel, Rules, Regulations, and
Policies Manual through biannual reviews;
(b) Budget and Annual Work Program: to review the budget and annual
work program; and
(c) Bylaws: to maintain the integrity of the Commission's Bylaws
through biannual reviews.
(3) The Chairperson, with the approval of the Commission, may
appoint special committees at any time, establish their charges,
and set their time line as deemed necessary. Top
Article 9. Meetings
The following shall be considered sanctioned meetings of the Commission.
(1) The Organizational meeting shall be held each May. In the
event the Commission holds two or more meetings in May, the first
shall be considered the Organizational meeting.
(2) Regular meetings shall be held at such times and places as
determined by the Commission and approved during its Organizational
meeting.
(3) Special meetings may be called as deemed necessary by the
Chairperson or a majority of the Commission's members.
(4) Committee meetings shall be called at such times and places
as determined by the Chairperson.
All Regular meetings, Special meetings, and Committee meetings
shall be called and held as prescribed by the Kentucky Revised
Statutes.
The Executive Director, in consultation with the Chairperson of
the Commission or Committee, shall prepare an agenda for all meetings.
The first item on the agenda of all regular meetings shall be a
provision for it to be amended and/or accepted. Top
Article 10. Quorum
A quorum shall consist of a simple majority of the membership of
the Commission or Committee excluding any ex-officio member. Top
Article 11. Minutes and
Records
The Commission and its Committees shall keep an accurate and complete
record of their proceedings and financial statements. At a minimum,
the minutes shall include the names of members making and seconding
motions as well as how each member voted on each motion. Top
Article 12. Budget and
Annual Work Program
The Executive Director shall prepare and submit annually to the
Commission a proposed budget and annual work program. These submittals
shall detail anticipated revenues and expenditures and propose a
tax rate to fund it. The Commission shall review these proposals,
amend them as necessary, and recommend them to the Northern Kentucky
Area Planning Council not later than May 1. The Northern Kentucky
Area Planning Council shall review these proposals, amend them as
necessary, and approve them before July 1 of the applicable fiscal
year. The Commission shall then adopt the documents as amended on
or before July 1 of the fiscal year.
Amendments to either the budget or annual work program shall require
affirmative action by the Commission. Significant amendments shall
also be submitted to the Northern Kentucky Area Planning Council
for approval. Top
Article 13. Tax Rate
The Commission shall adopt a tax rate necessary to fund the adopted
budget not more than 30 days after receipt of the certification
of assessments from the Department of Property Taxation of the Kentucky
Revenue Cabinet. Once set, this adopted tax rate shall be certified
to the auditor and County Clerk. Top
Article 14. Commission
Expenditures, Authority
The Treasurer and Executive Director shall be authorized to sign
all checks, drafts, notes, and withdrawals authorized by the Commission.
A facsimile signature may be used for the Treasurer's signature.
If such a procedure is followed, the Executive Director shall:
(1) sign all checks, drafts, notes, and withdrawals manually;
(2) see to it that warrants are prepared for the Treasurer to
sign off on either in person, by facsimile transmission, or by
email; this listing shall include all checks processed internally
with the exception of those to Commission members for meeting
attendance or reimbursement for continuing education or travel;
and
(3) assure that normal and reasonable security measures are followed
to assure adequate control of the signature plate. Top
Article 15. Annual Audit
On an annual basis, the Commission shall recommend the name of an
independent, reputable certified public accounting firm to audit
the records, books, and accounts of the Commission to the Northern
Kentucky Area Planning Council for consideration. Copies of the
resulting audit shall be provided to each member of the Commission
and Northern Kentucky Area Planning Council. Top
Article 16. Voting, Number
of Votes Necessary
Each Commission member present for organizational, regular, special,
or committee meetings, including the Chairperson, is entitled to
one vote unless they have disqualified themselves from voting.
Action on amending or adopting Official Documents shall require
a majority vote of the entire Commission membership to succeed.
Action on all other matters before the Commission or one of its
committees shall require only a majority of the quorum present.
Top
Article 17. Conflicts
of Interest
Commission members who have a direct or indirect financial or personal
interest in the outcome of a motion before the Commission shall
disqualify themselves because of the conflict of interest at the
beginning of discussion and shall not participate in the ensuing
discussion. Disqualifications shall be noted in the Commission's
minutes and shall not be counted as an abstention. Top
Article 18. Executive
Director
The Commission shall employ an Executive Director according to the
provisions set forth in KRS 147.670(2). The Executive Director shall
be responsible for completion of the annual budget and work program
that are to be approved by the Commission and Northern Kentucky
Area Planning Council. The Executive Director shall prepare and
submit recommendations to the Commission which may involve but not
be limited to policies, programs, contractual agreements, special
studies, finances, and staff organizational issues.
Upon approval and adoption of the budget and annual work program,
the Executive Director shall be authorized to: hire and terminate
staff; grant salary adjustments; and approve expenses for all budgeted
items within the limits of the approved and adopted budget, annual
work program, and the Personnel, Rules, Regulations, and Procedures
Manual. The Executive Director shall report to the Commission periodically
on all such items of authorization and approval. Expenditures which
have not been included in the budget must be approved by the Commission
prior to expenditure. The Executive Director shall coordinate with
the Commission's legal counsel and may represent the Commission
to various agencies, boards, organizations, the media, and the public.
The Commission shall review the Executive Director's performance
and set his/her compensation according to the Personnel, Rules,
Regulations, and Procedures Manual. The Executive Director may be
terminated by a majority vote of the entire Commission and upon
proper notice. Top
Article 19. Personnel,
Rules, Regulations, and Policies Manual
The Commission shall adopt a Personnel, Rules, Regulations, and
Policies Manual which shall include, but not be limited to:
(1) the Vision / Mission / Core Values Statement;
(2) the organizational chart, provisions for job descriptions,
and an attendant pay plan ;
(3) the Code of Ethics;
(4) employment practices and policies;
(5) employee benefits and services; and
(6) other general rules, regulations, and policies. Top
Article 20. Amending
Official Documents
Amendments to the following Official Documents shall be presented
to Commission members at least five days before the Commission is
scheduled to takes action on them. The date of the meeting shall
count as one of the five days.
(1) Personnel, Rules, Regulations, and Procedures Manual.
(2) Budget and Annual Work Program.
An amendment to the Budget and Annual Work Program shall require
the Commission to determine if the proposed change is substantial
and needs to be submitted to the Northern Kentucky Area Planning
Council for action.
An amendment to the Bylaws shall be presented during a meeting
of the Commission and voted on at the next regularly-scheduled meeting
of the Commission. Top
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