Constitution and By Laws

BYLAWS of the U.S.D.A. NATURAL RESOURCES CONSERVATION SERVICE CALIFORNIA CIVIL RIGHTS ADVISORY COMMITTEE PREAMBLE The California Civil Rights Advisory Committee is responsible to the Deputy Equal Opportunity Officer (hereafter referred to as the State Conservationist). The Committee serves the following functions: • Serve as an advisory body to the State Conservationist, to promote and assist in meaningful and effective civil rights actions consistent with the goals and objectives set forth by management. • Provides feedback on the performance of the civil rights program (Titles 6 and 7), identifies areas of weakness, and makes recommendations for improvements. • Identifies emerging areas needing special attention by the State Conservationist regarding policies, practices, and procedures as they affect civil rights in California. MISSION To provide counsel and recommendations to the State Conservationist on civil rights for all clients and employees. VISION To be recognized as the guiding force, which strives for compliance in civil rights for all clients and employees of the Natural Resources Conservation Service. Bylaws -CA Civil Rights Advisory Committee Revised 4/05/2007 Page 1 of 5 ARTICLE I Name Section 1: The name of this committee shall be the U.S.D.A. Natural Resources Conservation Service California Civil Rights Advisory Committee (hereafter, the Committee). ARTICLE II Purpose Section 1: The purpose of this Committee shall be to serve as an advisory committee to the State Conservationist of USDA, NRCS, California, to promote an effective civil rights program. Specific responsibilities of the Committee are listed under the Preamble. ARTICLE III Members Section 1: Section 2: Number: The Committee will be composed of twelve voting members. Vacancies: When vacancies occur on the committee, the State Conservationist will issue written notice to all employees requesting applications to fill the positions. The final selection will be made by the State Conservationist. Membership: The membership of the Committee shall (to the extent possible) consist of representatives of various grade levels, and classification series. Committee members will be selected from CA NRCS employees. Membership of the committee will be composed of one representative from each Area, one from the State Office, and each of the seven Special Emphasis Program Managers. Recorder: A recorder from the area in which the meeting is held, and outside the committee will be requested from the appropriate Assistant State Conservationist for Field Operations in advance of each meeting. If no recorder is available, a member of the committee will be appointed by the Chairperson. Term: Members shall be appointed to serve a minimum of three years and may be extended/reappointed at the discretion of the State Conservationist up to a maximum of five years. The term of membership shall begin with the call-toorder of the first regular Committee meeting of the fiscal year. Terms will be staggered so that no more than one-third to one-half of the membership is replaced each year. The Civil Rights Liaisons length of term will be at the discretion of the State Conservationist. Training: The Committee members must receive training within six months of their initial selection in order to become familiar with the various aspects of equal Page 2 of 5 Section 2: Section 3: Section 4: Section 5: Section 6: Bylaws -CA Civil Rights Advisory Committee Revised 4/05/2007 employment opportunity, personnel policies and procedures, and civil rights compliance in program delivery. Other appropriate training will be considered based on individual need. Section 7: Unfilled terms: In the event a member leaves the Committee before serving a full term, the procedures set forth in Article III, Section 2 of the Bylaws will be used to fill the vacancy at the discretion of the State Conservationist. Committee members selected for unfilled term positions will serve a minimum of two years. Eligibility: A person shall be a permanent NRCS employee, and shall be willing to serve a three year term on the Committee. Advisors: The State Human Resource Manager and Outreach Team Members will serve as advisors to the Committee. Members of the State Leadership Team may also serve as advisors. ARTICLE IV Officers Section 1: Section 2: The officers of the Committee shall be a Chairperson and a Vice-Chairperson. Eligibility: Any member of the Committee is eligible to serve as Chairperson or Vice-Chairperson each having at least one year of experience on the Committee. Selection of Officers: The Committee will elect officers by September 30th of each year. Officer elections will be approved by the State Conservationist. Term: Officers shall serve a one year term, and may be extended/reappointed at the discretion of the State Conservationist Duties: The officers shall perform the duties prescribed by these Bylaws. The Chairperson is responsible for providing leadership in developing and conducting a plan of action for the Committee, facilitating meetings, and reporting Committee recommendations and deliberations to the State Conservationist. The Chairperson shall announce upcoming meetings and solicit agenda items. The agenda shall be provided to the State Conservationist, Civil Rights Liaison, Leadership Team and Committee members prior to each meeting. The Vice-Chairperson is responsible for co-coordinating the work of and assisting subcommittees as needed, presiding over meetings in the absence of the Chairperson, and for assisting the Chairperson in carrying out the work of the Committee. Section 8: Section 9: Section 3: Section 4: Section 5: Section 6: Section 7: Bylaws -CA Civil Rights Advisory Committee Revised 4/05/2007 Page 3 of 5 Section 8: In lieu of a Secretary and having the Chairperson preside at all meetings, the committee may employ a system using the Committee members to record minutes of meetings on a rotational basis. In the event the Chairperson cannot serve his/her full term, the Vice-Chair will take over the remaining term ARTICLE V Meetings Section 9: Section 1: Regular Meetings: The regular meetings of the Committee shall be held quarterly. The Chairperson in consultation with the Committee members and the State Conservationist shall set the date. The meetings shall be announced in the master schedule. Special Meetings: Special meetings may be called by the Chairperson in consultation with the Committee and the State Conservationist. Quorum: Seven members shall constitute a quorum. Civil rights awards nominations shall be considered by the Committee during the first quarter of the fiscal year. A request for nominations shall be distributed to all California NRCS employees. Recommendations will be submitted to the State Conservationist for concurrence and presentation. ARTICLE VI Voting Section 2: Section 3: Section 4: Section 1: Decisions: Except as otherwise specifically provided for in these Bylaws, decisions shall be reached by majority vote of the members at meetings in which a quorum is present. In case of a tie, the Chairperson will decide the outcome of the vote. Proxy: No voting shall be permitted by proxy. ARTICLE VII Sub-Committees Section 2: Section 1: Membership: Sub-Committees composed of members of the committee shall carry out specific tasks on working items identified by the Committee. The subcommittee will be responsible for completing these tasks outside of quarterly meetings. Updates and progress shall be reported to the Chairperson and the committee. Appointment: Sub-committees will be appointed by Chairperson. Section 2: Bylaws -CA Civil Rights Advisory Committee Revised 4/05/2007 Page 4 of 5 ARTICLE VIII Removal of Members Section 1: Removal of a member from the Committee for cause shall be determined by the State Conservationist. ARTICLE IX Amendment of Bylaws Section 1: Motion to amend these Bylaws may be submitted by any member of the Committee to the Chairperson. Decisions to amend the Bylaws shall be reached by majority vote of the members of the Committee. All amendments to these Bylaws are subject to the approval of the State Conservationist. Section 2: Section 3: These Bylaws are hereby submitted for approval: Recommended Signed, Cindy Montepagano August 15, 2007 ______________________________ _______________ Cindy Montepagano, Chairperson Date California Civil Rights Advisory Committee Signed, Ed Burton ______________________________ Lincoln E. Burton State Conservationist August 17, 2007 _______________ Date Approved The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or a part of an individual's income is derived from any public assistance program. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA's TARGET Center at (202) 720-2600 (voice and TDD). To file a complaint of discrimination write to USDA, Director, Office of Civil Rights, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TDD). USDA is an equal opportunity provider and employer. Bylaws -CA Civil Rights Advisory Committee Revised 4/05/2007 Page 5 of 5