Rules of organization and procedure of the reading, Massachusetts, council on aging
Article I
The Council
Section 1 Authorization:
The Council derives its authority from and is in compliance with the Town of Reading Home Rule Charter.
Section 2 Name of Council:
The name of the Council shall be the “Reading Council on Aging”
Section 3 Purpose:
The Council shall carry out its duties as prescribed by Article XI, Section 3, of the Town Bylaws.
To ascertain needs of residents over 60 years of age and to conduct and sponsor programs dealing with those needs;
To be a clearinghouse for information regarding senior concerns and to inform senior citizens of services available;
To assist individuals directly;
To be advocates for the elderly of Reading at the community, state, and national levels;
To set policy direction to be implemented by the Division of Reading Elder Services.
Section 4 Membership:
The Council shall consist of ten members of whom at least two shall be over 65 years of age, appointed by the Reading Board of Selectmen. Appointments are made for a period of three years, so arranged that as near an equal number of terms as possible shall expire each year.
Section 5 Associates:
Associates may be recommended by the Council and appointed at the direction of the Board of Selectmen. The term of office is determined by the Board of Selectmen. Associates do not have voting privileges, but may attend Council meetings and participate in any way the Council deems appropriate.
Section 6 Duties of Members:
The members shall work to fulfill the purpose of the Council on Aging as in Section 3 and other duties which may arise, and to serve on committees functioning within the Council and in cooperation with other persons or groups.
Section 7 Council on Aging:
If any member of the Council is absent without excuse from two (2) or more successive meetings or more than four (4) meetings in one year, the other members of the Council may, by affirmative vote, request the Board of Selectmen to remove said member from membership, and the Board of Selectmen may thereafter remove said member and shall notify said member by mail of such removal.
ARTICLE II
Officers
Section 1 Officers:
The officers of the Council shall be a Chairperson, a Vice-Chairperson, and a Secretary.
Section 2 Chairperson:
The Chairperson shall preside at all meetings of the Council and shall appoint all committees. The Chairperson shall sign all documents as authorized by resolution of the Council. At each meeting, the Chairperson shall submit recommendations and information concerning the business affairs and policies of the Council. The Chairperson or designees shall represent the Council at public functions and at all meetings where Council business is to be discussed.
Section 3 Vice-Chairperson:
The Vice-Chairperson shall perform the duties of the Chairperson in the absence or incapacity of the Chairperson.
Section 4 Secretary:
The Secretary shall keep on file in the office of the Council a signed copy of the record of the proceedings of the Council and shall perform al duties incident to the office.
Section 5 Compensation:
All officers of the Council shall serve without compensation other than payment of necessary expenses as approved by the Council.
Section 6 Election or Appointments:
The Chairperson, Vice-Chairperson, and Secretary shall be elected at the annual meeting of the Council from among the members of the council. An officer shall be limited to holding a particular office for 2 successive 1-year terms or until their successor is elected. Officers must then vacate that particular office for at least 1-year before being
re-nominated. There shall be a majority of members present and voting.
Section 7 Vacancies:
Should the office of Chairperson, Vice-chairperson, or Secretary become vacant, the Council shall elect a successor from its membership at the next meeting, and such election shall be for the unexpired term of office.
ARTICLE III
Meetings
Section 1 Regular Meetings:
Regular Meetings of the Council shall be held on the second Monday of each calendar month for the conducting of the business of the Council. If this time shall represent a legal holiday, the meeting will be held the following Monday unless otherwise designated. Proper posting of said meetings shall be forty-eight (48) hours prior to meeting date.
Section 2 Annual Meeting:
The June meeting shall be designated as the Annual Meeting for the purpose of electing officers, and conducting such other business as may come before the meeting.
Section 3 Special Meetings:
The Chairperson of the Council may, upon deeming it necessary, or upon the written request of two (2) or more members of the Council, call a special meeting of the Council for the purpose of conducting any business designated in the call. Members must be notified at least three days prior to the date of such special meeting. At such special meetings, no business shall be considered other than as designated in the notice; but if a quorum of the Council is present at a special meeting, it may vote to conduct any and all business at such special meeting.
Section 4 Quorum and Voting:
The powers of the Council shall be vested in the members. A simple majority of members shall constitute a quorum for the purpose of conducting business. Fewer than a quorum may not meet, or transact business. Pursuant to the Charter, a majority is a quorum, but all votes need a majority of all members (6 votes). At least forty-eight (48) hours notice of the time and place of an adjourned meeting shall be given to all members who are not present at the meeting and from which adjournment was taken. If a meeting needs to be adjourned for lack of a quorum, another meeting may be scheduled if properly posted.
Section 5 Order of Business:
At the regular meetings of the Council, the following shall be the order of business:
Roll call
Reading and approval of the minutes of the previous regular meeting and any intervening special meeting
Financial report
Report of the Director
Old business
New business
Adjournment
All resolutions shall be copied into the minutes of the meeting.
Section 6 Procedure to Amend:
These rules may only be amended by resolution, properly made and seconded and then affirmatively voted by seven (7) members of the Council at a duly convened meeting held after seven (7) days notice in writing of the substance of the proposed amendment has been sent to each member.
Reading home rule charter
Article 4
Appointed boards and committees
Section 4-6 Council on Aging
There shall be a Council on Aging consisting of ten (10) members appointed by the selectmen for three (3) year terms so arranged that as near an equal number of terms as possible shall expire each year.
The Council on Aging shall have all the powers and duties given to Councils on Aging by the General Laws, by the Town of Reading Home Rule Charter, by Town of Reading Bylaws or by Reading Town Meeting vote.
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