Bylaws amended January 9, 2013
ARTICLE I: NAME
The name of this board is the Sacramento County Alcohol and Drug Advisory Board and will be referred to as the Advisory Board in the following bylaws.
ARTICLE II: AUTHORITY
The Advisory Board is established pursuant to the provisions of the Health and Safety Code 11964.5.
ARTICLE III: STATEMENT OF MISSION
The mission of the Advisory Board is to promote a healthy community and reduce the harmful effects associated with alcohol and drug use.
ARTICLE IV: RESPONSIBILITIES
Section A: Advisory Board Responsibilities
The responsibilities of the Advisory Board are:
- Advise the Board of Supervisors and the Department of Health and Human Services (DHHS) Alcohol and Drug Services Division on policies and goals of County alcohol and drug programs.
- Participate in the county-wide alcohol and drug program planning process.
- Provide recommendations regarding alcohol and drug program related matters referred by the Board of Supervisors, the DHHS Alcohol and Drug Services Division, other County-funded agencies/departments, the Advisory Board members, and individuals.
- Review the scope of alcohol and drug programs in County-funded agencies/departments and the Sacramento community at large.
- Evaluate the community’s alcohol and drug program needs, services, facilities, and special programs.
- Encourage and educate the public to understand the nature and impact of alcohol and drug problems.
- Promote support throughout the County for the development and implementation of effective alcohol and drug programs.
- Ensure citizen and professional involvement at all stages of the process leading to the formation and adoption of the County alcohol and drug program plans.
Section B: Disagreement with Administrators
In the event the County Alcohol and Drug Administrator, the Administrator of the Public Protection Agency or other administrators responsible for the delivery of alcohol and drug programs and the Advisory Board disagree regarding the development or implementation of County alcohol and drug program plans, or any related matter, the Advisory Board may designate a representative to, or make a presentation before, the Board of Supervisors relating to the disagreement.
Section C: Minority Report
In the event there is a minority report or statement in disagreement with the Advisory Board majority, a member, representing the minority, may also be designated to present the minority viewpoint. In such event, the minority report must be in writing and be formally presented to the full Advisory Board prior to presentation to the Board of Supervisors. For purposes of this section, a minority shall consist of five members of the advisory board or one-third of the existing membership of the Advisory Board, whichever is greater.
Section D: Report to the Board of Supervisors
At any time, the Advisory Board may submit any comments regarding county-funded alcohol and drug programs to the Board of Supervisors.
Section E: Contract Authority
Neither the Advisory Board, nor any member thereof, has the authority or power to bind Sacramento County by any contract or engagement.
ARTICLE V: MEMBERSHIP
Section A: Member Appointment
The Board of Supervisors appoints all members of the Advisory Board. The Advisory Board may make recommendations to the Board of Supervisors for appointments. The Advisory Board may participate in the interview process for Advisory Board candidates.
Section B: Number of Members
The number of members appointed to the Advisory Board will be 20.
Section C: Terms of Appointment
Members of the Advisory Board will be appointed for three-year terms with no more than one-third of the terms to expire each year. Three-year terms of appointment will run from January 1 of the first year to December 31 of the third year. The Board of Supervisors may reappoint members of the Advisory Board to additional three-year terms.
Section D: Representation
The Advisory Board membership shall reflect the demographics and diversity of the Sacramento community.
Membership representation is as follows:
- At least twelve voting members shall represent the general public. Of these, five of the twelve shall have expertise in alcohol and drug prevention, treatment and/or recovery services.
- Up to eight voting members shall represent public services. These members shall represent their respective service domains. Representatives from this group may include: Child Welfare, Adult Services, Mental Health, Health (Public or Primary Care), Human Assistance, and/or Criminal Justice (Police, Sheriff, Probation, District Attorney, and Public Defender).
Section E: Qualification for Membership
The membership should be broadly representative of the demographic characteristics of the county community. Members representing public service agencies must be employees in Sacramento County. Members must have a professional interest in, or personal commitment to, alleviating problems related to use of alcohol and/or drugs in their communities. An applicant other than those specified in Section D cannot have a conflict of interest including board membership on a county-operated program or county-funded provider.
Section F: Vacancies
The Board of Supervisors fills vacancies for membership on the Advisory Board. Through the Chair, the Advisory Board may propose to the Board of Supervisors additional suggested guidelines for filling vacancies and/or nominees for appointment to the Advisory Board. All positions are open to anyone meeting the qualifications specified in Sections D and E above.
ARTICLE VI: MEETINGS
Section A: Regular Meetings
The Advisory Board meets monthly at a place to be designated in compliance with the Brown Act, inclusive of all amendments.
Public notification of regular meetings will be sent at least ten days prior to the meeting. Items proposed for action at an Advisory Board meeting must be specified in the written notice and members must receive any materials pertaining to the action at least three days prior to the meeting.
Section B: Staff Support
The County Executive will designate staff to provide services to the Advisory Board and its committees.
Section C: Quorum
A quorum is no less than a simple majority of the total current appointed membership. Advisory Board actions may be taken by a majority of those voting. A roll call vote must be taken when requested by any member in attendance.
Section D: Convening Special Meetings
Special meetings of the Advisory Board may be convened by the Advisory Board Chair, or in the case of the Chair’s absence by either of the Vice Chairs, a majority of the Advisory Board members, the Alcohol and Drug Administrator, the County Executive, or the Board of Supervisors.
Written notice must be served at least 72 hours in advance. Only items included in the written notice may be discussed or considered.
Section E: Compensation
The members of the Advisory Board serve without compensation, but may be reimbursed for any actual and necessary expenses in connection with their duties.
Section F: Open Meeting
All meetings of the Advisory Board are open to the public and are subject to the provisions of Chapter 9 (beginning with Section 54950) of Part 1, Division 2, Title 5 of the Government Code relating to meetings of local agencies.
ARTICLE VII: OFFICERS
Section A: Designation
The officers of the Advisory Board include a Chair, First Vice Chair, and Second Vice Chair, each of whom must be a member of the Advisory Board.
Section B: Election of Officers
Election of officers will take place in January. The Membership committee will solicit nominations and present a list of candidates at the second to the last meeting of each calendar year. The Advisory Board elects its officers during its first meeting of the calendar year. Additional nominations for officers may also be made by Advisory Board members at the election meeting. The term of office is to begin the first meeting of the calendar year.
Section C: Terms of Office
Officers serve for one year and may run for re-election at the annual election. The Chair may serve a maximum of two consecutive years. The Chair may serve more than two one-year consecutive terms after a break in service of one full term.
Section D: Presiding Officer
The Chair is the presiding officer at regular, Executive Committee, and special meetings of the Advisory Board. The Chair is an ex-officio member of all standing and ad hoc committees of the Advisory Board.
Section E: Officer Succession
In the absence of the Chair, the First Vice Chair presides at regular, Executive Committee, and special meetings of the Advisory Board. The First Vice Chair also serves on the Executive Committee, and in case of a vacancy in the office of Chair, automatically assumes this office until the next election of officers. In the event of the absence of both the Chair and the First Vice Chair, the Second Vice Chair presides at meetings of the Advisory Board. In the event all officers are absent, the Advisory Board members shall designate a member to act as temporary Chair, or a majority of Advisory Board members present will elect a temporary Chair.
Section F: Officer Vacancy
Should a vacancy occur in one or more officer positions, and after the required succession of officers has taken place, then a special election to fill the vacated positions will be held at the next regular meeting that a quorum is present. Such specially elected officers will fill the designated vacancies until the annual election during the first meeting of the calendar year, and are eligible for election into the offices they are filling, or into other offices, at that time.
ARTICLE VIII: VOTING
Each Advisory Board member has one vote, which cannot be cast by proxy. In the event of a potential conflict of interest affected members will not vote.
ARTICLE IX: COMMITTEES
Section A: Purposes
To expedite and facilitate the business of the Advisory Board and the orderly and efficient consideration of matters coming before it, standing committees, and ad hoc committees as may from time-to-time for limited purposes be deemed necessary, are appointed by the Chair. Additional standing committees may be created by the formal action of the Advisory Board. All Advisory Board members are required to participate on a minimum of one standing committee. Members of an ad hoc committee are expected to adhere to the same attendance requirements as standing committees.
Section B: Executive Committee
The Executive Committee is empowered to take action on items of an immediate nature that cannot be brought before the full board prior to need for action on such items. Any action of the Executive Committee will be noted on the agenda at the following Advisory Board meeting. The Executive Committee shall consist of the Advisory Board Officers, designated Committee Chairpersons, and one Advisory Board member representative to the Human Services Coordinating Council.
Section C: Planning, Budget, and Evaluation Committee
The Planning, Budget, and Evaluation Committee provides the structure for an on-going needs assessment from which annual budget recommendations are categorically made. The development of this on-going needs assessment is done with the assistance of the DHHS Alcohol and Drug Services Division staff. Specific provider contract recommendations are not the charge of the Committee. The Committee may conduct special studies and report its findings and recommendations to the Advisory Board.
Section D: Membership Committee
The Membership Committee acts as an outreach arm for the Advisory Board to the community at large and to relevant organizations. A function of this Committee is to identify, interview, and recommend new Advisory Board members to the Board of Supervisors. Formal nomination and appointment of members to the Advisory Board is the responsibility of the Board of Supervisors. The Membership Committee has the responsibility to conduct the election of officers as specified in Article VII, Section B. The Membership Committee is also charged with introducing new Advisory Board members.
Section E: Treatment Committee
The Treatment Committee acts as a liaison between the DHHS Alcohol and Drug Services Division contract providers and the Advisory Board. The purpose of this liaison is to give an independent evaluation of providers and to establish a channel of communication between providers and the Advisory Board. The Treatment Committee works with the DHHS Alcohol and Drug Services Division to ensure that a provider monitoring system is in place. The Committee may also develop an independent evaluation of the overall service delivery system, that may involve utilization review and quality assurance. The Committee acts as a resource for new Advisory Board members as to the types of services being provided by the County and contract providers.
Section F: Prevention and Education Committee
The Prevention and Education Committee assists in the development of goals and objectives for DHHS Alcohol and Drug Services Division programs and for county-funded agencies/departments providing community and school-based alcohol and drug prevention services. The Prevention and Education Committee also reviews the performance of alcohol and drug prevention services.
ARTICLE X: ATTENDANCE
A call to the Chair or DHHS Alcohol and Drug Services Division staff prior to the meeting constitutes an excused absence.
In the event that a member has two unexcused absences annually from the Advisory Board meetings, the Advisory Board Chair, or designee, will initiate a letter to the member asking him/her to reaffirm in writing his/her intent to remain active. Failure to reaffirm within 30 days following the letter constitutes resignation from the Advisory Board.
After the fourth excused/unexcused absence in 12 months, a letter will be sent to the member asking for reaffirmation in writing of his/her intent to remain active. Failure to reaffirm within 30 days following the letter constitutes resignation from the Advisory Board.
Advisory Board members who have resigned due to failure to re-affirm shall be notified by letter of their termination from the board. A date of termination will be specified in the letter.
The Board of Supervisors will be notified of resignations.
All members are required to participate on at least one committee. Committee Chairs shall keep an attendance record. All members are required to make at least two site visits a year unless waived by the Advisory Board Chair. Lack of participation on committees and/or site visits will be referred to the Executive Committee.
ARTICLE XI: RESIGNATION
Any Advisory Board member may resign at any time by giving written notice, in a timely manner, to the Board of Supervisors through the Chair of the Advisory Board and the DHHS Alcohol and Drug Services Division staff. Such resignation takes effect on the date of receipt of such notice or at any later date specified.
ARTICLE XII: PARLIAMENTARY AUTHORITY
Roberts' Rules of Order, governs all Advisory Board meetings except in instances of conflict between the rules of order and the bylaws of the Advisory Board, or provision of law.
ARTICLE XIII: AMENDMENT OF BYLAWS
Proposed amendments to the bylaws are to be mailed to Advisory Board members at least two weeks prior to the regular meeting. At that meeting, the proposed amendment will receive a first reading. A second reading, and necessary action, is taken at the next regular meeting. Amendments require a quorum with a two-thirds majority vote for approval.