Senior & Disabled Advisory Committee (SDA)
Contact
Tami Carlson
DAR Supervisor
(503) 861-5385
tami@ridethebus.org
465 Skipanon Dr.
Warrenton, OR 97146
Minutes from Last Meeting - October 13, 2011
Description
The Sunset Empire Transportation
Advisory Committee, also known as SETAC, advises the Sunset Empire
Transportation District, also known as SETD, Board of Directors on issues in
regard to the District's transportation plans, policies and programs.
The SETAC committee provides a public forum for the discussion of District
services, and maintains communications with groups representing the various
riderships, such as commuters, students, elderly and/or individuals with
disabilities. They convey to the SETD Board community views on transportation
matters affecting persons who utilize the transit services, review and
recommend for final approval by the SETD Board short and long range plans,
including compliance with local, state, and federal requirements relating to
accessible transportation. They also recommend, and/or review policies,
programs, projects and plans relating to public transportation, strategies for
implementation, and advise the SETD Board concerning such projects and plans.
They serve as the Special Transportation Fund Advisory Committee (STFAC) and
review and recommend distribution of Senior Transportation Funds (STF) to the
SETD Board. Additionally they assist in the dissemination of information about
transportation services to persons with disabilities and/or the elderly
throughout the District's service area.
The committee is composed of
six members of the community and one SETD Board representative. Members are
recruited, recommended and appointed annually through procedures established by
the SETD Board of Directors. Members are composed of the following categories:
One (1) member representing persons who are elderly and/or disabled.
One (1) member who is a provider of services to the elderly and/or
disabled.
One (1) member who is a user of the services to the elderly
and/or disabled.
Three (3) members at large.
One (1) non-voting member
representing the SETD Board of Directors.
Membership is expected to
gain a working knowledge of SETD’s plans, policies, and
programs, participate in scheduled meetings, and serve on at least one
subcommittee as needed. The term of each member shall be for two years,
excepting the SETD Board representative who shall serve at the pleasure of the
SETD Chair. Terms shall begin on July 1 and end on June 30 two years later.
Terms shall be staggered, so that only a portion of the terms will end each
year on June 30. Members may apply and be considered for reappointment through
the established nomination and appointment process. Members shall serve no more
than two consecutive terms. Appointments of one year or more shall be
considered as one term. Persons who have served two consecutive terms may apply
for membership after one-year absence from the SETAC.
Regular meetings
of the SETAC are held on the second Wednesday quarterly at 12:30 PM unless
changed by action of the SETAC. The Chair may cancel the regular meeting. The
Committee’s annual cycle of meetings will begin with the July
meeting and conclude with the June meeting of the following year.
BY-LAWS
Article 1.
General purpose, Roles and Responsibilities
Section 1. Purpose
The
Sunset Empire Transportation Advisory Committee, also known as SETAC, advises
the Sunset Empire Transportation District, also known as SETD, Board of
Directors on issues in regard to the District's transportation plans, policies
and programs.
Section 2. Roles and
Responsibilities
In carrying out its purpose the committee shall:
• Provide a public forum for the discussion of District
services, and maintain communications with groups representing the various
riderships, such as commuters, students, elderly and/or individuals with
disabilities.
• Convey to the SETD Board community views
on transportation matters affecting persons who utilize the transit
services.
• Review and recommend for final approval by
the SETD Board short and long range plans, including compliance with local,
state, and federal requirements relating to accessible transportation.
• Recommend, and/or review projects and plans relating to
public transportation, and advise the SETD Board concerning such projects and
plans.
• Recommend strategies to implement transportation
plans, policies, and programs recommended by the SETAC and adopted by the SETD
Board.
• Serve as the Special Transportation Fund
Advisory Committee (STFAC) and review and recommend distribution of Senior
Transportation Funds (STF) to the SETD Board.
• Assist in
the dissemination of information about transportation services to persons with
disabilities and/or the elderly throughout the District's service area.
Article 2. Members, Officers,
Vacancies
Section 1.
Membership
The SETAC shall be composed of six (6) members
of the community and one SETD Board representative. Members will be recruited
and recommended annually through procedures established by the SETD Board of
Directors. The Chair of the SETD Board of Directors will appoint members.
Members will be composed of the following categories:
One (1) member
representing persons who are elderly and/or disabled.
One (1) member who is
a provider of services to the elderly and/or disabled.
One (1) member who
is a user of the services to the elderly and/or disabled.
Three (3) members
at large.
One (1) non-voting member representing the SETD Board of
Directors.
Members who serve as representatives of persons with
disabilities and/or senior citizens will typically have direct affiliations
with agencies and organizations providing services or advocacy. The composition
of the membership serving as representatives will reflect a balance across
various types of disabilities.
Section 2.
Member Responsibilities
The membership is expected to gain
a working knowledge of SETD's plans, policies, and programs, participate in
scheduled meetings, and serve on at least one subcommittee as needed.
Section 3. Terms of Office
The term of
each member shall be for two (2) years, excepting the SETD Board representative
who shall serve at the pleasure of the SETD Chair. Terms shall begin on July 1
and end on June 30 two years later. Terms shall be staggered, so that only a
portion of the terms will end each year on June 30. Members may apply and be
considered for reappointment through the established nomination and appointment
process. Members shall serve no more than two consecutive terms. Appointments
of one year or more shall be considered as one term. Persons who have served
two consecutive terms may apply for membership after one-year absence from the
SETAC.
Section 4. Chair
The SETAC shall select
from its membership a Chair who shall preside at all meetings of the SETAC. The
Chair will appoint other members to other subcommittees and designate
subcommittee chairs as needed.
The Chair or his/her designee shall act
as the primary spokesperson for the SETAC. The Chair shall also perform such
other duties from time to time as may be requested by the SETD Board or the
SETAC.
Section 5. Vice Chair
The Committee shall
select from its membership a Vice Chair who, in the absence of the Chair to
serve, shall have all the powers and shall perform all of the duties of the
Chair. The Vice Chair shall also perform such other duties from time to time as
may be requested by the SETD Board or SETAC.
Section 6. Chair
as Presiding Officer
The Chair shall be responsible for the
maintenance of order and decorum at SETAC meetings and shall control the
conduct of the meeting. The Chair shall determine all Points Of Order subject
to the right of any member to appeal the determination to the entire Committee.
In the event of an appeal, the majority decision of the committee shall govern
and conclusively determine any question of order.
Section 7.
SETD Executive Director Role and Responsibilities
The SETD
Executive Director shall prepare meeting notices, agendas, and minutes for the
SETAC and subcommittee meetings as required. The Executive Director shall
assist the SETAC in orientation, development of the annual work plan, and the
preparation and presentation of background information concerning agenda items.
The Executive Director will advise and furnish technical assistance as
appropriate to carry out the SETAC work plan.
Section 8.
Selection and Terms of Chair and Vice Chair
During the regular
meeting in July of each year, and at any time when there may be a vacancy in
the office of Chair and Vice Chair, the SETAC shall elect a Chair and Vice
Chair from its membership, excepting the committee member who is also a member
of the SETD Board. The Chair and Vice Chair shall serve at the direction of the
SETAC and may be removed by a majority vote.
Section 9.
Participation and Vacancies
Attendance and participation is highly
valued by the SETAC, as stated in Article 2, Section 2., Member
Responsibilities. The Chair for good cause may excuse the absence of a member.
There may be instances when a member is choosing not to attend and participate
in the Committee. In such cases the SETAC will review the circumstances and
make a recommendation to the SETD Board on when the member's position should be
considered vacant.
When a vacancy occurs by resignation or through
absence, the SETAC shall determine whether to fill a position through the
regular annual nomination process, or to make a recommendation to the SETD
Board on an appointment prior to that time. When the decision is to fill the
vacancy prior to the annual nominating process, the intent shall be to fill
vacancies within sixty (60) days. Appointment to fill vacancies, which occur
during a membership term, shall be for the remaining duration of the term being
filled.
Article 3. Meetings
Section
1. General
All meetings of the SETAC shall be open to the public.
Timely and appropriate public notices of all regular and special meetings shall
be given in accordance with requirements of State law.
Section
2. Quorum
A majority of the members then appointed to the SETAC
shall constitute a quorum for the purpose of conducting business.
Section 3. Voting
Each member of the SETAC has a single
vote. The Chair shall cast a vote only in cases of a tie.
Section 4. Actions
All actions of the SETAC shall be a
motion passed by a majority of the members present and voting. When appropriate
for clarification purposes or requested by a member, the Chair shall restate
each motion immediately following its introduction. In situations where
extensive discussion or debate occurs following its introduction of a motion,
or when an amendment(s) is/are made to a motion, the Chair, or his/her designee
shall restate each motion immediately prior to calling for the vote. Following
the vote, the Chair shall announce whether the motion carried or was
defeated.
Actions being recommended by a subcommittee shall be brought
to the SETAC with a motion and a second, and be subject to debate.
Section 5. Regular Meetings
Regular meetings of the SETAC
shall be held on the second Wednesday quarterly at 12:30 PM unless changed by
action of the SETAC. The Chair may cancel the regular meeting. The Committe's
annual cycle of meetings will begin with the July meeting and conclude with the
June meeting of the following year.
Section 6. Special
Meetings
Special meetings may be called at any time by the Chair
or by majority of the committee members. Written notices shall be required of
all special meetings, with such notices received by members at least 72 hours
before the time of the meeting.
Section 7.
Adjournment
The SETAC may adjourn any meeting to a time and place
specified in the motion of adjournment, but not beyond the next regular
meeting.
Article 4. Agendas, Minutes and Recommendations to
the SETD Board
Section 1. Agendas
The
SETD Executive Director shall prepare the agenda for the regular meeting. The
Chair shall approve the agenda and the order of items thereon.
The
SETD Executive Director shall be responsible for distributing the agenda
including preparing and/or compiling the associated materials for each meeting.
The Executive Director will, whenever possible, distribute the agenda and
associated action item materials to all committee members to assure they are
received five (5) days in advance of the meeting.
Section 2.
Minutes
Minutes of each SETAC meeting shall be prepared by the
SETD Executive Director and distributed prior to the next meeting.
Section 3. Recommendations of the SETD Board
The Chair or
his/her designee may present recommendations of the SETAC to the SETD Board of
Directors in person or in writing. Recommendations shall include the related
motion(s) adopted by the SETAC.
Article 5. Subcommittees
Section 1. Formation of Subcommittees
Subcommittees may be established by the Chair based upon recommendations of the
committee. Subcommittees may be formed to carry out specific tasks and/or deal
with specific issues, then make recommendations to the committee as a whole.
Formation of subcommittees, and the scope and duration of their work, shall be
guided by the annual work plan for the SETAC. The selection of subcommittee
members and designation of chairs will be the responsibility of the Chair. The
Chair may appoint persons to serve on subcommittees who are not members of the
committee as a whole, if their knowledge and experience would assist the
subcommittee in completing its work. Such persons will have equal standing on
subcommittees with persons who are committee members.
Article 6. Special Transportation Fund Advisory
Committee (STFAC)
The Committee will also serve as the Special
Transportation Fund Advisory Committee (STFAC) of the SETD to review and advise
in the distribution of grants from the Oregon Department of Transportation Fund
(STF). Prior to considering any agenda items dealing with the STF the Committee
shall convene itself as the STFAC. As such, the rules and procedures of these
bylaws shall apply except that the Committee member who is a member of the SETD
Board shall not have a voice or vote while the Committee is so convened
Article 7. Amendments
These Bylaws may be amended by
a majority vote of the SETD Board of Directors. Amendments will be reviewed by
the SETAC prior to action of the SETD Board.