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By-Laws Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications
ARTICLE I NAME
Section 1 - Name
This organization shall be known as the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications. The committee may be referred to as the “Regional Advisory Committee” or “RAC”.
ARTICLE II PURPOSE
The purpose of Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications is to:
A. Promote the exchange of information, experience and concepts related to public safety interoperable communications. B. Encourage decisions and planning leading to greater levels of system interoperability among agencies and jurisdictions. C. Develop and implement a regional plan for interoperable public safety communications. D. Promote and encourage the cooperation and sharing of resources among the members. E. Plan, develop and implement a Regional Radio Board. F. Create interim policies pending the creation of a Regional Radio Board. G. Advise the Regional Radio Board on matters of policy and technology.
ARTICLE III MEMBERSHIP
Section 1 - Membership
The following constitutes the voting membership of the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications:
Section 2 - Representation
Each jurisdiction represented on the Regional Advisory Committee shall administratively appoint one representative and one alternate. Each jurisdiction shall be responsible for appointing replacements as are consistent with their individual administrative appointment policies.
a. Counties in Southwest Minnesota where the county has committed to participation in regional communications planning activities to achieve interoperability. b. Cities within member counties where the city has committed to participation in regional communications planning activities to achieve interoperability and contributes substantially to the operation of a communications system. c. Other public, tribal government or non-profit public safety agencies in Southwest Minnesota committed to developing and implementing interoperable public safety communications systems that apply for membership as voting members. d. Other public or non-profit agencies in Southwest Minnesota committed to developing and implementing interoperable public safety communications systems that apply for membership as non-voting members.
ARTICLE IV EXECUTIVE COMMITTEE
Section 1 – The Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications may establish an Executive Committee and establish rules for its’ conduct.
ARTICLE V OFFICERS
Section 1 - Elected Officers
The elected officers shall be Chairperson and Vice Chairperson.
Section 2 - Term of Office
All terms of office shall be for a period of one year, following election at the first regular meeting of each year.
Section 3 - Duties
A. Chairperson - The Chairperson shall preside at all meetings of the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications. The Chairperson is responsible for making committee appointments and delegating assignments with the advice of the RAC membership. B. Vice Chairperson - The Vice Chairperson shall act in the place of the Chairperson in his or her absence, and shall hold responsibilities as directed by the membership.
Section 4 - Vacancies
The membership shall fill all vacancies at the next regular meeting of the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications.
ARTICLE VI VOTING, NOMINATIONS AND ELECTIONS
Section 1 Voting Each member appointed by a member jurisdiction with voting rights shall be entitled to a vote on all matters considered by the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications. Alternates may vote on any issue where the principal appointed member is unavailable or unable to vote. Under no circumstances will any jurisdiction be entitled to more than one vote.
Section 2 Candidates
Any member in good standing appointed by a member jurisdiction to a term fully inclusive of the proposed term of office may be nominated for office.
Section 3 Quorum and Voting
For the purpose of conducting business at any meeting, a quorum shall consist of members or alternates representing at least half of the total voting member jurisdictions. Approval by a majority of the members or designated alternates in attendance shall be valid.
ARTICLE VII COMMITTEES
Section 1 Standing Committees
The following committees shall be filled as necessary. Any standing committee shall consist of a chairperson appointed by the Chairperson and members appointed by the committee chairperson, upon approval of the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications. The committee chairperson shall always be a member or alternate of the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications. Committee members may be members of the RAC, representatives of member jurisdictions or any related public agency with an interest in public safety interoperable communications.
A. Planning Committee – This Committee shall oversee planning activities for interoperable communications. B. Technical and Operations Committee - This Committee shall review operational issues affecting interoperable communications and unresolved problems and suggested enhancements submitted by members. C. Policy – This Committee shall advise the RAC on matters affecting policy and may be charged by the RAC with drafting a Joint Powers Agreement for the creation of a Regional Radio Board.
Section 2 Other Committees The Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications may create and appoint such other committees as it deems appropriate to the completion of its’ purpose. Special consideration should be given to the creation and maintenance of a committee representing all disciplines and jurisdictions of users for public safety interoperable communication.
ARTICLE VIII MEETINGS AND FISCAL YEAR
Section 1 Meetings
A. Regular meetings shall be held at a time and place determined in accordance with a schedule adopted by the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications. The schedule may be modified by the membership at any time in a manner to be determined by the RAC.
B. Special meetings may be called by the Chairperson, after polling, by phone or email, and obtaining the consent of at least 50% of the appointed members.
Section 2 Fiscal Year
A. The fiscal year shall run from January 1 through December 31.
ARTICLE IX Rules of Order
Robert’s Rule of Order, latest edition, will prevail in all RAC or committee meetings.
ARTICLE X AMENDMENTS TO BYLAWS
These Bylaws may be amended at any meeting by a minimum of two-thirds vote of those appointed members or qualified alternates present, providing a Quorum has been established (see Article VI, Section 4, Nominations and Elections, Quorum/Voting). A minimum of thirty (30) day written notice of the intent to change the Bylaws must be submitted to the entire Regional Advisory Committee.
ARTICLE XI LIMITATIONS
Section 1 Membership Expenses
The Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications shall not be responsible for any expenses of members or alternates. All member jurisdictions shall be solely responsible for expenses incurred by their representatives.
ARTICLE XII DISSOLUTION
The Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications may be dissolved by unanimous vote of the designated representatives of all voting members.
ARTICLE XIII WITHDRAWAL
Any member agency may withdraw from the Southwest Minnesota Regional Advisory Committee for Interoperable Public Safety Communications by resolution of their governing body.
ARTICLE XIV GENERAL
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