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HomeMy WebLinkAbout2009 E911 BY-LAWS BY-LAWS OF THE CITY OF ELGIN EMERGENCY TELEPHONE SYSTEM BOARD ARTICLE I NAME THE NAME OF THIS ORGANIZATION SHALL BE THE CITY OF ELGIN EMERGENCY TELEPHONE SYSTEM BOARD. (E.T.S.B.) ARTICLE II ESTABLISHMENT THE CITY OF ELGIN EMERGENCY TELEPHONE SYSTEM BOARD HAS BEEN AUTHORIZED BY A RESOLUTION OF THE CITY OF ELGIN CITY COUNCIL. ARTICLE III PURPOSE THE CITY OF ELGIN E.T.S.B. SHALL BE THE OVERSEER OF THE ENHANCED 9-1-1 PROJECT. THEIR DUTIES AND DECISIONS DETERMINE THE SUCCESS AND WELL BEING OF THIS PROJECT. THEY WILL ENSURE, BUT NOT BE LIMITED TO, THE TIMELY IMPLEMENTATION OF THE PROJECT AND ADMINISTER THE FUNDS THAT WILL BE GENERATED FROM THE E9-1-1 SURCHARGE. THE CITY OF ELGIN E.T.S.B. SHALL ACT IN COOPERATION WITH THE CITY OF ELGIN. POWERS OF THIS BOARD ARE OUTLINED BY ILLINOIS LAW IN 50 ILCS 750/ 15.4. EMERGENCY TELEPHONE SYSTEM BOARD; POWERS. ARTICLE IV MEMBERSHIP ALL MEMBERSHIP POLICIES INCLUDING BOARD APPOINTMENTS ARE IN ACCORDANCE WITH THE RULES AND REGULATIONS SET FORTH BY THE STATE OF ILLINOIS. 1 POSITIONS: THE BOARD MEMBERS SHALL VOTE FROM AMONG THEMSELVES TO ESTABLISH THE POSITIONS OF CHAIRMAN, VICE CHAIRMAN, AND SECRETARY. MEMBERS HOLDING THESE POSITIONS SHALL BE CALLED "OFFICERS". THE CHAIRMAN SHALL PRESIDE AT THE MEETINGS OF THE CITY OF ELGIN E.T.S.B. THE VICE CHAIRMAN SHALL PERFORM THE DUTIES OF THE CHAIRMAN IN THE ABSENCE OF THE CHAIRMAN. THE SECRETARY SHALL KEEP ACCURATE MINUTES OF THE MEETINGS, HANDLE THE MAILING, AND OTHER CORRESPONDENCE THAT MAY BE NECESSARY. THESE DUTIES ARE CARRIED OUT BY THE ELGIN EMERGENCY COMMUNICATIONS DIRECTOR AT THE DIRECTION OF THE SECRETARY. ALTHOUGH NOT AN OFFICIAL MEMBER OF THE E.T.S.B., THE FINANCE DIRECTOR OF THE CITY OF ELGIN, SHALL BE THE DESIGNATED TREASURER FOR THE CITY OF ELGIN E.T.S.B. THE TREASURER SHALL DEPOSIT ALL FUNDS RECEIVED IN THE NAME OF THE E.T.S.B., IN AN INTEREST BEARING ACCOUNT. THE TREASURER SHALL MAINTAIN A RECORD OF ALL REVENUES AND EXPENDITURES (AS APPROVED BY THE E.T.S.B), AND SHALL PROVIDE TO THE CHAIRMAN A MONTHLY FUND REPORT FOR SUBMITTAL TO THE MINUTES. ARTICLE V MEETINGS RULES: ALL MEETING SHALL BE CONDUCTED ACCORDING TO ROBERTS RULES OF ORDER. REGULAR MEETINGS: REGULAR MEETINGS OF THE BOARD SHALL BE SET FOR THE 3 RD THURSDAY OF EVERY MONTH AT 3:30 P.M., AT THE THIRD FLOOR CONFERENCE ROOM INSIDE THE ELGIN POLICE DEPARTMENT, 151 DOUGLAS AVENUE, ELGIN, ILLINOIS 60120, UNLESS CHANGED BY NOTICE THROUGH THE OFFICIAL PUBLISHED AGENDA. SPECIAL MEETINGS: THE CHAIRMAN OF THE BOARD OR ANY TWO (2) MEMBERS OF THE BOARD, WITH THE CONSENT OF THE CHAIRMAN, MAY CALL SPECIAL MEETINGS TO CHANGE THE REGULAR MEETING DATE WHEN NECESSARY, GIVING NO LESS THAN 48 HOURS NOTICE OF THE MEETING OR CHANGE. 2 QUORUM: A QUORUM OF THE CITY OF ELGIN E.T.S.B. SHALL BE COMPRISED OF THREE (3) MEMBERS. A QUORUM OF THE E.T.S.B. MUST BE PRESENT WHEN VOTING. ARTICLE VI AGENDA AGENDA: THE AGENDA SHALL BE ESTABLISHED BY THE CHAIRMAN PRIOR TO ANY REGULAR STATED OR SPECIAL MEETING. COPIES OF THE AGENDA WILL BE DISTRIBUTED TO MEMBERS PRESENT TO ENSURE THE ORDERLY PROGRESSION OF THE MEETING. AGENDAS SHALL ALSO BE FORWARDED TO THE CITY OF ELGIN CITY CLERK AND ONE COPY SHALL BE POSTED ON THE SECOND FLOOR BULLETIN BOARD LOCATED OUTSIDE THE ELEVATORS IN THE SOUTH TOWER OF CITY HALL. ANY NON-MEMBER WHO WISHES TO PRESENT TOPICS FOR DISCUSSION OR ANY OTHER MATERIAL TO THE BOARD MUST CONTACT THE CHAIRMAN OR THE SECRETARY AT LEAST THREE (3) DAYS PRIOR TO THE MEETING SO THAT THE PROPOSED TOPIC MAY BE REFLECTED ON THE AGENDA WHEN COMPLETED FOR PUBLICATION. ARTICLE VII COMMITTEES COMMITTEES SHALL BE ESTABLISHED AS NEEDED BY THE CHAIRMAN WITH APPROVAL OF A MAJORITY OF THE CITY OF ELGIN E.T.S.B., WHO SHALL AUTHORIZE AND DEFINE THEIR DUTIES AND POWERS. COMMITTEES WILL BE DISSOLVED BY THE CHAIRMAN WITH THE APPROVAL OF A MAJORITY OF THE CITY OF ELGIN E.T.S.B. WHEN THE COMMITTEE COMPLETES A GIVEN TASK OR NO LONGER SERVES A FUNCTION. ARTICLE VIII AMENDMENTS THESE BY-LAWS MAY BE AMENDED BY A MAJORITY VOTE OF THE MEMBERS PRESENT AND VOTING AT THE MEETING IMMEDIATELY FOLLOWING THE MEETING AT WHICH THE AMENDMENT WAS PROPOSED. ALL BOARD MEMBERS SHALL BE NOTIFIED BY MAIL OF THE PROPOSED AMENDMENT AT LEAST TEN (10) DAYS PRIOR TO THE MEETING AT WHICH THE FINAL VOTE ON THE AMENDMENT SHALL BE CALLED. 3 ARTICLE IX MINUTES MINUTES SHALL BE TAKEN AT EACH MEETING, REGULAR OR SPECIAL, AND ELECTRONICALLY MAILED TO EACH MEMBER AND OTHERS PRIOR TO THE NEXT STATED MEETING. h DATED: THIS DAY OF , , 2009 CHAIRMAN SECRE RY ll t 4