HomeMy WebLinkAbout02/19/2019 - Minutes MINUTES
City of Renton
Human Services Advisory Committee Meeting
February 19, 2019- 3:00 p.m.
Renton City Hall - Council Conference Room, 7th Floor
ATTENDANCE: Amy Koehl, Leslie Anderson, Brandy Brown, Adair Hasty,Joanie Howe, Cynthia Jones,
Joe Scovel, Krista Townsend, and Staci VanderPol
Excused: Teresa Kenney, Catherine Dang
Staff: Dianne Utecht, Human Services Coordinator; Roberta Graver, Administrative Assistant
1. Call to Order at 3:08pm
2. Approval of Agenda—Cynthia Jones motioned to approve the agenda, motion seconded, all were
in favor, motion carried. It was noted that the "Review the Group Norms" was not included in the
agenda, per the January 15th minutes. Cynthia motioned to table "Review the Group Norms" to
the next meeting; motion seconded, all were in favor, motion carried.
3. Approval of Minutes
a. Joanie Howe motioned to approve the January 15, 2019 minutes as presented, motion
seconded, all were in favor, motion carried.
4. Discussion /Action Items:
a. Member Binders—meeting binders were distributed to each committee member. Dianne
Utecht described the contents of each tabbed section. Binders include meeting and
member information, documents regarding committee governance, Human Services
funding, key Human Services division information, and some city resources. Cynthia
provided a copy of the Robert's Rules for Non Profits as a resource for possible use.
Highlights include:
1. The list of selected agencies to receive funding and will be under contract for the
2019/2020 Funding cycle.
2. The MOU list is the list of cities who fund the same agencies, and under this
Memorandum of Understanding agreement will fund the same agency through the
lead city, for that agency. Instead of the agencies working with the cities
individually,the cities created a structure for "lead" cities to contract with the
agency, receive the quarterly reports and distribute funds to the agencies. At the
beginning of the year the lead city will bill the other cities in the agreement to
reimburse them for their portion in funding that agency.
3. The new application for the next funding cycle will be available around Feb 2020
for the 2021/2022 Funding Cycle.The 'submitted application evaluations and
funding recommendation' process will take place the summer of 2020.
4. The Housing Repair Assistance Program has a budget for small repairs, but refers
clients with larger repair requests to King County Housing Repair Program and
collaborates with other resources for funding/service. King County Housing Repair
approves a significant number of applications from Renton. Aside from the active
City of Renton Human Services Advisory Committee
February 19, 2019
Page 2
referrals from the Renton Housing repair program,the housing stock in Renton is
older compared to other cities, especially the north and eastside.
5. Bylaws—Discussion on the clarification of the Chair, Vice Chair, and Vice Chair-Elect position. Per
the bylaws,the Chair is a two year term and the Vice Chair is for one year. The Vice Chair then
automatically becomes Vice Chair-Elect at the end of the one year term, for an additional one
yearterm.
Discussion points included:
• What if the Vice Chair doesn't want to be Chair;the bylaws don't allow for this.
• There is value having the Vice Chair to train under the Chair and to prepare to present to
council the funding recommendation during their Chair term.
• There needs to be clarity on the Vice Chair role and responsibilities
• What exactly is the election process?
o Historically it's been by consensus because there were not multiple candidates; but
if there were,there would be a hard vote.
• In reality,the Vice Chair (who becomes Chair automatically) is really a 4 year term, yet the
committee member term is only 3 years.
• The only election there is then is to elect the Vice Chair.
• Option is to make the Chair and Vice Chair each voted in.
• One option is to only have the Chair and then a Parliamentarian position, who then
doesn't have to commit to becoming Chair.
Brandy Brown motioned to table the discussion to the next meeting, motion was seconded, all
were in favor, motion carried.
6. Boards Training—Roberta provided the City Boards and Committees Training presentation by
sharing the slide presentation provided by the City Clerk's office. Committee member asked that
city staff confirm the file retention schedule of'handwritten notes by committee members, when
it helps others make decisions'.
7. March Agenda Creation
a. Finalize Vice Chair role, and election
b. Speaker for recent "Changes in Coordinated Entry"
c. Overview of the Sunset Redevelopment Plan (Old Viet-Wa location)
d. Old Business: Review Group Norms (Group Norms chart available at each meeting)
8. Meeting Evaluation
Pros Cons
Used Roberts Rules Correctly Some overthinking
Everyone listened &was respectful Missed Teresa- not in attendance
Binders were helpful Include a 5 minute break in agenda
Good job getting clarity on Chair/Vice Chair Board Training—huge info dump, could
Staff are helpful and knowledgeable more interesting/tailored to board
Good Conversation
Appreciate openness to input
Great Human Services Resource Guide
City of Renton Human Services Advisory Committee
February 19, 2019
Page 3
Respectfully submitted, l
Amy Koehl, 6-"air Date
Next regular meeting: March 19,2019, Council Conference room 7th Floor,Renton City Hall
RENTON HUMAN SERVICES ADVISORY COMMITTEE
BYLAWS
MISSION STATEMENT
Renton Human Services Advisory Committee is a diverse group of people from the community
who recognizes community assets, anticipates need, and advises the Mayor, Council, and City
staff on human services issues of concern to Renton residents.
PREAMBLE'—The purpose of the Committee shall be to:
Understand the human services needs of Renton residents.
Evaluate and recommend to the Mayor, Council, and City staff the allocation of funds to specific
programs and projects that meet those needs.
Assist City staff in developing policies related to human services affecting Renton residents.
Keep current on community-wide activities that may affect the availability and quality of human
services for Renton residents.
ARTICLE I - NAME AND STAFFING
Section 1. The name of this organization shall be the Renton Human Services Advisory
Committee (RHSAC).
Section 2. The RHSAC shall have staff support from the Human Services Division.
ARTICLE II — MEMBERSHIP
Section 1. The Mayor will appoint members of the RHSAC for a three-year term of office.
Appointments to the RHSAC to fill unexpired terms shall be for the duration of the original term
set for the position. The terms are staggered. Each term will start at the time of appointment
by the Mayor.
Section 2. The RHSAC membership shall consist of eleven (11) members who must reside
within the corporate boundaries of the City of Renton2, one of whom shall be a youth
representative under 21 years of age at the time of appointment3. The Committee is to be
comprised of people who represent the diverse nature of the City, including geography, gender,
age, and ethnicity.
1 Per Renton City Council, Ordinance 5155 adopted on 9/26/05
2 Per Renton City Council, Ordinance 5259 adopted on 2/26/07
s Per Renton City Council,Ordinance 5155 adopted on 9/26/05
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H:\Human Services\Advisory Committee\2019 HSAC\02 FEB\Bylaws.doc Approved 2010
Section 3. Procedures for filling vacancies, whether for expired or unexpired terms, shall be
as follows:
The Chair may select a Nominating Committee of at least one third of the members to interview
any and all individuals who submit their names for consideration.
Anyone interested in serving on RHSAC must submit a City of Renton Application for
Boards/Commissions/Committees to the Mayor's office. Staff will do community outreach to
ensure that submitted applications reflect the diversity of Renton residents.
The Nominating Committee will submit a list of names recommended for appointment to the
Human Services Manager. The Manager will then submit the list of names to the Mayor's
office. Members with expiring terms are not guaranteed reappointment and must reapply.
Section 4. Members who cannot attend a meeting must contact the Human Services
Manager, in advance of such absences. This will be reported to the Chair. Attendance is
tracked over a calendar year. Two unexcused absences and no more than four total absences
per calendar year shall be cause for dismissal (except for the youth member), and the
recommendation will be forwarded to the Mayor. Following any absence, members must make
arrangements with the Human Services Manager to receive materials and a brief overview of
the missed meeting. Failure to contact the Human Services Manager to report an absence prior
to a regularly scheduled meeting will result in an unexcused absence.
ARTICLE III —SELECTION AND DUTIES OF OFFICERS
Section 1. Officers
Chair and Vice-Chair shall be elected at the first meeting of the calendar year by majority vote
of the Committee. The Chair will serve a two (2) year term. The Vice-Chair will serve a one (1)
year term. In the final year of the Chair's term, the Vice-Chair will become Chair-elect.
Section 2. Duties of Officers
Chair
The Chair shall preside at all meetings of the Committee.
The Chair shall, as needed, establish all special committees and appoint a committee head,
which shall carry out assigned tasks.
The Chair shall be an ex-officio member of all committees except the Nominating Committee.
The Chair is empowered to call additional special meetings as needed.
The Chair shall be authorized to submit correspondence under his/her signature to the Mayor
and Council, with the approval of the RHSAC, as indicated by a majority vote.
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H:\Human Services\Advisory Committee\2019 HSAC\02 FEB\Bylaws.doc Approved 2010
Vice-Chair
The Vice-Chair shall perform the duties of the Chair in his/her absence.
The Vice-Chair shall also act as the Parliamentarian.
Staff providing support services shall maintain an accurate roll of members in good standing,
shall maintain the records of RHSAC, and assist the Nominating Committee or other
committees, as called by the Chair.
Section 3. A Nominating Committee consisting of at least one third of the members will be
appointed by the Chair, and shall present a slate of officers to the RHSAC for approval at the
last meeting of each year.
ARTICLE IV—COMMITTEE MEETINGS
Section 1. All meetings shall be open to the public. At the discretion of the Chair, the public
may be invited to comment during the meeting.
Section 2. The RHSAC shall meet the third Tuesday of each month during the year.
Additional meetings may be called during the funding recommendation period.
Section 3. Other special meetings and workshops may be held at the call of the Chair or
upon request of six (6) members of the RHSAC.
Section 4. Minutes shall be taken by Human Services staff and provided to the Mayor, City
Council, City Clerk, and RHSAC members.
Section 5. A simple majority of ) voting members pFeSeRt at a regular or special
meeting of the RHSAC shall constitute a quorum. Decisions will be made by majority vote of
members present.
Section 6. Roberts Rules of Order, Revised, shall govern all meetings of the Committee.
ARTICLE V—AMENDMENTS
The bylaws may be amended by a two-thirds (2/3) vote of the members present at any
regularly scheduled meeting of the committee, provided notification and a copy of the
proposed changes has been given to the members of this RHSAC at least seven (7) days in
advance of such meeting.
3
H:\Human Services\Advisory Committee\2019 HSAC\02 FEB\Bylaws.doc Approved 2010
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