DATE: September 11, 2024
TO: Pikes Peak Area Council of Governments Board
FROM: Andrew Gunning, Executive Director
SUBJECT: BYLAWS UPDATE
ACTION REQUESTED: Review & Approve
SUMMARY
ThThe Pikes Peak Area Council of Governments Board of Directors adopted new bylaws at its March 13, 2024, meeting, which included the adoption of a standalone Meeting Procedures document. This document intends to standardize operations across PPACG committees for consistency.
Since the March 2024 Board of Directors meeting, one of the seats on the Commission on Aging assigned to an organization is no longer needed.
The Pikes Peak Commission on Aging approved the proposed changes at their August meeting to accommodate the new meeting procedures document and the membership change. Additional changes to the bylaws that were approved:
- Clarity that a meeting may take place if a quorum is present even if no officers are present, and how the meeting may take place with an acting officer.
- Defining a conflict of interest as a personal or private conflict of interest.
- Clarifying terms of membership, and providing an option for smaller entities to use for appointing representatives at the end of their terms.
- Defining a limit on the number of at-large members.
- Aligning future bylaws changes to match the Board of Directors requirements, and that the Board may change the committee bylaws.
The Meeting Procedures document that would be adopted would outline the following process for future committee meetings:
- Meeting Procedures: Instead of placing detailed meeting procedure information within the bylaws, which would need to be updated every time a meeting procedure is changed, the Board adopted a procedure document that would apply to all committees housed at PPACG. The procedure documents includes:
- More clearly defined expectations for remote participation in meetings for members and the public.
- Codifying a public comment process.
- Staff process if a meeting location is changed due to weather or other factors.
- The conduct of members section is taken from the existing Board handbook.
Included as attachments is the meeting procedures document, written up bylaw version and a clean version of the proposed bylaws. The Commission on Aging considered these changes at its July 17, 2024, serving as the beginning of the 30-day notice required in the current bylaws and then approved them at the August 21, 2024 meeting.
BACKGROUND
The Pikes Peak Area Council of Governments Commission on Aging Bylaws outlines the committee’s purpose, meetings, membership and officers.
ATTACHMENT(S)
STRATEGIC PLAN GOALS
Please select which strategic plan goals this applies to.
☒ Advocacy: Serve as an effective advocacy voice for common ground issues.
☒ Information Sharing: Serve as a significant resource for PPACG members to collect and share information with regional partners.
☒ Aging: Expand and extend senior access, awareness, education, and connectivity to support age-friendly communities and empower individual seniors.
☐ Transportation: Maintain and improve a coordinated, validated plan for transportation needs across the PPACG region.
☒ Program Excellence: Continue to excel in the key fundamental areas of PPACG: Military support, Environmental programs, Transportation, Area Agency on Aging, and regional communication, and collaboration.