HomeMy WebLinkAboutSocial Services Committee Rules & ProceduresADMINISTRATIVE
RULES & PROCEDURES
Adopted X/X/2021
EVANSTON
SOCIAL SERVICES COMMITTEE
ADMINISTRATIVE RULES & PROCEDURES
TABLE OF CONTENTS
ARTICLE DESCRIPTION PAGE
ARTICLE I ......................................... Name and Authority ....................................................... 1
ARTICLE II ................................................. Mission .................................................................. 1
ARTICLE III ............................................ Membership .............................................................. 2
ARTICLE IV................................................ Officers..................................................................... 5
ARTICLE V................................................ Meetings ................................................................... 6
ARTICLE VI................................. Organizations Requesting Funding ........................................ 7
ARTICLE VII......................... Staff Support for the Social Services Committee......................... 8
ARTICLE VII.......................................... Amendments .............................................................. 8
SOCIAL SERVICES COMMITTEE
OF THE CITY OF EVANSTON
ADMINISTRATIVE PROCEDURES AND REGULATIONS
ARTICLE I
Name and Authority
Section 1.The name of this organization is “The Social Services Committee of the City of
Evanston, Illinois,” hereafter referred to as the “Committee.”
Section 2.The establishment of this Committee is provided for in Evanston City Code Title
2, Chapter 6, “Social Services Committee.”
Section 3.The business of the Committee is conducted in accordance with the Illinois Open
Meetings Act;applicable ordinances adopted by the Evanston City Council,
including Social Services Committee Ordinance 70-O-21,as amended;Chapter 6
of the Municipal Code;City Code Section 1-10-1,et seq.,and these
Administrative Procedures and Regulations.Where Evanston ordinances conflict
with these Administrative Procedures and Regulations,the former shall prevail
pursuant to Evanston’s home rule authority.
ARTICLE II
Mission
Section 1.The Evanston Social Services Committee is a public body established by City
ordinance.The Committee’s mission is to act in an advisory capacity to the City
Council on matters that relate to needed social services and the use of federal
Community Development Block Grant funding Public Services (“CDBG-PS”)
and Emergency Solutions Grant (“ESG”)funds,and City Human Services Funds
(“HSF”)and any other funding source that City Council deems appropriate to
address primarily the needs of Evanston’s low and moderate residents.The
Committee is responsible for recommending funding for services and programs
that address a broad range of needs including,but not limited to:case
management services;mental and physical health care;substance abuse treatment;
childcare and out of school programs;job training and placement;legal services;
access to healthy food;outreach and drop-in services for homeless persons,
homeless shelter operations,domestic violence services;rent assistance and
homeless prevention services;and transportation services.Recommendations of
the Committee will go to the Human Services Committee or another standing
committee of the Council and then to City Council,as with its predecessor,the
Mental Health Board.
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Section 2.The Committee is responsible for developing funding recommendations for
agencies that request grants from the City for programs that offer needed services
for people who are homeless or at high risk of becoming homeless,and/or needed
mental health and other social services.These programs and services shall be
accessible and responsive to community needs and shall be available to all
qualified low-,moderate-and middle-income Evanston residents.Additionally,
funded agencies must demonstrate how they are addressing the needs of
historically and/or currently underserved populations,particularly those impacted
by institutional racism.The Committee will review applications and outcomes for
each funded program and agency throughout the funding cycle to ensure the
services are accomplishing the purposes for which they were funded.The
Committee will also evaluate and facilitate inter-agency collaboration.
Section 3.Method of Funding:The Committee provides funding recommendations on the
City’s federal entitlement grants and designated annually by the Department of
Housing and Urban Development (HUD)-Community Development Block Grant
Funds for public services,the Emergency Solutions Grant (“ESG”)and funds
designated annually from the Human Services Fund out of the City’s General
Fund account.Funding recommendations made by the Committee shall align with
City Council goals.
ARTICLE III
Membership
Section 1.Members
A.The Committee consists of nine (9)members who serve without compensation
and reside or work in the City of Evanston.In appointing committee members,
the Mayor will consider knowledge,familiarity,and/or experience in
nonprofit management,health,employment,childcare,education,legal and
other needed services, and community outreach and engagement.
The members must consist of the following:
I.Two (2) Council members.
II.Two (2)members who have lived experience with the types of services
funded.
III.Five (5) at-large members.
A member may meet more than one qualification.No member may be a
full-time or part-time employee of the City of Evanston,or own or work for
any agency,facility,or service that receives CDBG,ESG,HSF,or any other
funding overseen by the Committee on behalf of the City of Evanston.
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B.Term of Office:Council members are assigned by the Rules Committee to
four (4)year terms.Non-Council Committee members are appointed by the
Mayor to three (3)year terms with the advice and consent of the City Council.
Non-Council Committee members may serve for not more than two (2)full
terms.
C.Vacancies and Removal
I.If a Committee member fails to attend three (3)consecutive regular
Committee meetings without a reasonable cause,or otherwise neglects
his or her duties as a Committee member,the Chairperson,with the
assent of the Committee,may recommend to the Mayor that the seat
be declared vacant.
II.Any vacancy should be filled by the Mayor as soon as possible.
III.A member of the Committee may be removed by the Mayor for
absenteeism,neglect of duty,misconduct or malfeasance in office,
after being given a written statement of the charges and an opportunity
to refute them at a hearing with the Mayor.
Section 2.Powers and Duties
In carrying out its responsibilities, the Committee shall have the following
specific powers and duties:
A.Establish annual funding priorities for services and programs that address the
needs of at-risk residents who are able to access basic needs or mainstream
services without assistance for review and approval by a standing committee
of the Council;
B.Evaluate applications,prioritize,and recommend funding allocations to the
Human Services Committee and City Council for services and programs that
advance the priorities set forth by City Council to improve the health and
wellbeing of Evanston’s low and moderate residents;
C.Ensure that funding is prioritized for services and programs that enable low
and moderate-income residents,particularly those with complex needs who
are unable to access basic needs or mainstream services without assistance,to
maintain stable housing and achieve economic self-sufficiency for themselves
and their families by:
I.Providing access to a broad range of services including by not limited
to case management,education and job training,financial literacy,
childcare and out of school programming,physical and mental health
services, and legal assistance
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II.Addressing the immediate or urgent needs of residents to cope with
specific,limited-time hardships or unaddressed needs that prevent
further destabilization,or triage individuals/households in crisis and
connect them to more comprehensive services, as needed
D.Monitor the progress of recipients and impact of services/programs provided
by agencies receiving City funding;
E.Provide recommendations on the use of the City’s Emergency Solutions Grant
Program (“ESG”) funds to the Human Services Committee;
F.Conduct periodic reviews and assessments of community needs using input
from residents and stakeholders such as Evanston Cradle2Career,School
Districts 65 &202,and City of Evanston staff in Health and Human Services,
Parks and Recreation, Police and Fire departments; and
G.Perform such other acts as may be necessary or proper to carry out the
purposes of this Chapter.
Section 3.Conflicts of Interest
All members of the Committee agree to abide by all duties and obligations
required of committee members in the City’s Code of Ethics in City Code Title 1,
Chapter 10,“Board of Ethics.”The Committee’s supplemental policy is intended
to clarify and prevent the personal interests of Committee members from
interfering with the performance of their duties or from resulting in personal or
political gain at the expense of the Board or Evanston taxpayers.
The Committee strives to maintain the highest ethical standards to avoid conflicts
of interest.All members of the Committee must act in good faith in all
relationships touching upon their responsibilities to the Committee and must
avoid any conflict of interest.
For the purpose of this policy,the definitions found in the City of Evanston’s
Code of Ethics in City Code Title 1, Chapter 10, “Board of Ethics,” applies.
Supplemental Policy:
1.No member of the Committee may serve on the board of directors of any
entity receiving funding from the Committee.
2.Each member of the Committee must disclose to the Committee in writing
each City-funded entity to which the Committee member contributes a
sum of money greater than one thousand dollars ($1,000.00)in any
calendar year.
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3.Each member of the Committee must recuse themselves from voting on
any matter in which that member has an apparent or actual conflict of
interest.
Section 4.Expenses
All appointed members of the Committee will serve as such without
compensation.Expenses incurred by any member in the performance of official
duties may be reimbursed in accordance with procedures established by the City
of Evanston.
ARTICLE IV
Officers
Section 1.Elected Officers
Pursuant to 5.7.3 of the Rules and Organization of the City Council of the City of
Evanston:Committees consisting of Aldermen and citizens,which report to
Standing Committees,shall have a citizen chair elected by the members of the
committee.The elected officers of the Committee consist of a Chairperson and a
Vice-Chairperson.
Section 2.Election of Officers
A.Each year,the Committee shall nominate candidates for the Chair and
vice-Chair positions.Current officers may request to serve for a consecutive
year.
B.Committee members can volunteer to serve and any Committee member may
make additional nominations,with the consent of the nominee,prior to any
vote.
C.Committee members will elect officers by voting upon the slate of candidates
and any additional nominees.
D.The Committee may also approve the existing slate of officers for an
additional term,with the consent of the existing officers,so long as the
additional term does not exceed the three year period of any individual officer.
Section 3.Terms of Office
A.The Chairperson and Vice-Chairperson are elected for one-year terms from
the date of nomination.No member may serve more than three consecutive
one-year terms in each office.
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B.A vacancy in any office shall be filled by a vote of the Committee at the next
regular meeting following the occurrence of the vacancy.The officer is
elected for the duration of the unexpired term.
Section 4.Duties of Officers
A.The Chairperson shall assure that the policies,programs and orders of the
Committee are carried out.
B.The Chairperson shall preside at all meetings of the Committee.The
Vice-Chairperson shall preside in the Chairperson’s absence.
C.The Chairperson shall be responsible for calling meetings of the Committee
pursuant to the Open Meetings Act and for assuring an agenda for each
meeting.
D.The Chairperson may appoint committees to consist of two members for
specific tasks.
ARTICLE V
Meetings
Section 1.Regular and Special Meetings
A.Regular meetings will be held on the second Thursday of each month at 7:00
P.M.unless such day is deemed a legal holiday observed by the City or
another conflict exists,in which case the regular meeting will be held at such
other time as the Committee may decide.
B.Special meetings may be held upon the request of the members of the
Committee or City staff.
C.Notice of all regular and special meetings of the Committee must be
communicated to the members at least one week before the meeting by action
at a previous meeting, or by mail, email, or by telephone.
D.Meetings must be open to the public in accordance with the ordinance of the
City of Evanston and the Open Meetings Act.
E.Notice of all regular and special meetings of the Committee must be
communicated to the public by publication of an agenda in accordance with
the Open Meetings Act.
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Section 2.Quorum
A quorum shall be the majority of the members appointed for the transaction of
business.A member may attend any meeting by electronic means provided the
following conditions are satisfied:
A.A quorum of the members of the Committee are physically present at the
place designated in the notice of the meeting;
B.The member is prevented from attending because of:
a.Personal illness or disability; or
b.Absence from the jurisdiction for employment or for the business
of the public body; or
c.Family or other emergency.
C.Communications made by the member attending electronically are made
concurrently available to the public.
Section 3.Voting
At any meeting at which a quorum is present,the affirmative vote of the majority
of the members present will carry any issue.The Chairperson is a voting member
of the Committee and may vote on any issue.
Section 4.Parliamentary Procedure
Unless inconsistent with these Administrative Rules &Procedures or otherwise
decided by the Board,all meetings shall be conducted in accordance with Robert’s
Rules of Order Newly Revised (Tenth Edition).
ARTICLE VII
Staff Roles and Responsibilities to the Social Services Committee
Section 1.The Housing and Grants Division supervises administration of the CDBG
program and is responsible for ensuring agencies in receipt of federal funds
comply with all CDBG and federal cross-cutting requirements through regular
performance reviews.Agencies deficient in general compliance,reporting,and/or
performance measures and outcomes,will receive technical support from staff.
Continued underperformance of goals/outcomes,services not aligned with City
goals,a pattern of late,improper or erroneous reporting will be reported to the
Committee and could result in agencies having to return funds and/or being
precluded from the application process.Staff is responsible for identifying and
communicating to the Committee activities that could put the City at risk of
having to return funds and any actions/inactions by recipients that could put the
City at risk of non-compliance with federal or other regulations.
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Section 2.The Committee’s effectiveness in meeting the needs of Evanston residents will be
enhanced by direct and transparent communication between relevant City
Departments, Boards, Committees and Commissions, and the Committee.
ARTICLE VIII
Amendments
Section 1.These Administrative Procedures and Regulations may be amended at any
meeting of the Committee by the affirmative vote of a majority of members in
office.Written notice of proposed amendment(s)must be given to all members at
least two weeks prior to the meeting at which the amendment(s)is/are to be
considered.
Section 2.Any proposed amendment(s)to the Administrative Procedures and Regulations
must be included in the meeting packet at which they will be voted upon.
Section 3.The Committee shall review its Administrative Procedures and Regulations on a
periodic basis as determined by City staff.
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