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ORIGINALLY
ADOPTED: December 22, 1986 |
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DATE
AMENDED: 01-15-88; 06-07-89; 01-08-92; 07-07-93; 06-22-94; 08-28-02;
3-19-03 |
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SUBJECT:
General Committee and Special Event Board |
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RESOLUTION
NUMBER: 181-86; 261-88; 352-89; 003-92; 037-93; 039-94; 143-02;
058-03 |
General Committee and Special Event Board Ordinance
Tribal
Code § 230
(a) AUTHORITY AND PURPOSE: The purpose of this ordinance
is to form a more efficient and cohesive government through the establishment
of committees and special event boards by the Tribal Council. Each committee
is to advise and make recommendations regarding each specific committee
purpose. The committee will provide a unified voice as an advisory arm
of the Tribe. Each special event board is to plan, organize and conduct
specific special events of the Tribe. All committees and special event
boards will be regulated by this Ordinance and the relevant provisions
of other Tribal ordinances and polices, except that where a committee
or a special event board is established by a specific ordinance, the
specific provisions of that ordinance will govern where those provisions
differ from this Ordinance.
(b) GENERAL POLICY:
(1) Committees. Committees are established to assist the Tribal Council
in carrying out its responsibilities, to provide quality services to
the Tribal membership and to develop, maintain, and protect the assets
and interests of the Tribe. Each committee is to:
(A) Act in an advisory capacity to the Tribal Council in recommending
policies and procedures, identifying needs, and developing priorities
of the Tribe;
(B)
Report to the Tribal Council on problems, activities and other relevant
information;
(C)
Report to the General Council on activities; and
(D)
Undertake any other duties and responsibilities as developed and
approved by the Tribal Council.
(2) Special
event boards. Special event boards are established to plan, organize
and conduct special events on behalf of the Tribe. Each special event
board is to:
(A) Plan, organize and conduct special events authorized by the Tribal
Council and to recommend other special events to the Tribal Council;
(B)
Report to the Tribal Council on problems, activities and other relevant
information;
(C)
Report to the General Council on activities; and
(D)
Undertake any other duties and responsibilities as developed and
approved by the Tribal Council.
(c) DEFINITIONS:
(1) "General Council" means the General Council of the Confederated
Tribes of the Grand Ronde Community of Oregon.
(2)
"Tribal Council" means the Tribal Council of the Confederated
Tribes of the Grand Ronde Community of Oregon.
(3)
"Tribe" means the Confederated Tribes of the Grand Ronde
Community of Oregon.
(4)
"Committee" means a committee created to fulfill ongoing
functions on behalf of the Tribal Council on a more or less permanent
basis.
(5)
"Ad-hoc committee" means a committee created to fulfill
a specific short-term function on behalf of the Tribal Council, and
which shall be dissolved upon completion of that function.
(6)
"Special event board" means a board created to plan, organize
and conduct ongoing or annual special events on behalf of the Tribe
on a more or less permanent basis.
(7)
"Ad-hoc special event board" means a board created to plan,
organize and conduct a specific special event on behalf of the Tribe,
and which shall be dissolved upon completion of that event.
(8)
"Unexcused Absence" means an absence from any meeting of
the committee for which no written excuse has been given to and accepted
by a majority vote of the relevant committee (excluding the member
who has submitted the written excuse).
(9)
"Donation" means the voluntary transfer of funds or items
of material value to a person or other entity for which no goods or
services of substantially equal value are received in return.
(10)
"Honorary Member" means a member of a committee who has
a voice but no vote on committee business.
(11)
"Staff person" means a person employed by the Tribe or one
of its entities.
(d) GENERAL POLICIES: The Tribal Council may establish standing
and ad-hoc committees and special event boards pursuant to this Ordinance
by resolution. All committees and special event boards established pursuant
to this Ordinance shall adopt bylaws consistent with this Ordinance and
approved by the Tribal Council. Committees and special event boards shall
be accountable to the Tribal Council. The Tribal Council reserves the
power to deal directly with the committees and special event boards as
necessary.
(e) NAMES:
(1) Committees: Each committee established pursuant to this Ordinance
shall designate a committee name. All committees must indicate association
with the Tribe by including "The Confederated Tribes of the Grand
Ronde Community of Oregon" in the committee name.
(2)
Special event boards: Each special event board established
pursuant to this Ordinance shall designate a board name. All special
event boards must indicate association with the Tribe by including
"The Confederated Tribes of the Grand Ronde Community of Oregon"
in the board name.
(f) MEMBERSHIP:
(1) Committees:
(A) Each committee shall be composed of a minimum of five (5) and
a maximum of seven (7) voting members appointed by the Tribal Council,
except the appointment of members to the Elders Committee shall be
as specified in the Elders Committee's Bylaws, and a maximum of two
(2) honorary members appointed by the Tribal Council. Only Tribal
members may serve as voting members on the committees.
(B)
A committee may only have two (2) staff persons serving at a time.
Where more than two (2) staff persons serve on the same committee,
the least senior staff persons shall lose their committee seat.
(C)
No staff person may serve on a committee playing an advisory role
to the program where the staff person is employed.
(2) Special
event boards: Each special event board shall be composed of a minimum
of five (5) and a maximum of seven (7) voting members appointed by the
Tribal Council. Tribal members and non-Tribal members may serve as voting
members of the boards, but a majority of the voting members on each
board shall be Tribal members.
(3)
General: The following apply to membership of committees and
special event boards:
(A) Individuals may serve as voting members on no more than two (2)
committees/ boards at a time.
(B)
Committees/ boards may utilize the assistance of non-member resource
people, who may be Tribal members or non-Tribal members. Individuals
serving in a resource capacity shall not vote.
(C)
Tribal Council Members serving on a committee/ board count towards
a quorum but may not vote on committee/ board business.
(D)
No person having been convicted of a crime against a child shall
serve on a committee or a board that provides activities for children.
(E)
An individual owing a debt to the Tribe may not serve on a committee/
board unless arrangements for repayment of the debt have been made.
(F)
Members shall be at least 18 years of age unless a committee's/
board's bylaws provide otherwise.
(G)
The Tribal Council shall appoint additional members to a committee/
board in excess of the maximum allowed under this section (f) if
the Tribal Council finds that the number of members is insufficient
to carry out the committee's/ board's responsibilities.
(H)
Members shall attend all committee/ board meetings unless they give
written or verbal notice to the Chairperson at least three (3) days
prior to the meeting; provided, however, that no notice is necessary
if injury of the member or sickness, injury or death of a family
member or dependent caused the absence.
(I)
Members shall provide input on all matters properly before the committee/
board and support all committee/ board decisions. (J) At the end
of each member's term of office or upon resignation or removal of
a member or upon other vacancy by a member, the member shall deliver
all papers, records, and books and other items in the member's possession
that relates to the committee/ board to the member's successor,
or to the committee/ board Chairperson.
(K)
All committee/ board member appointments will be for two (2) calendar
years, beginning in January 2003.
(g) VACANCIES:
(1) Any vacancy shall be filled by appointment of the Tribal Council
for the duration of the unexpired term.
(2)
Vacancies shall occur upon expiration of a member's term, when a member
resigns for any reason, is removed, or has unexcused absences from
three (3) consecutive regular meetings.
(h) REMOVAL OF MEMBERS: Members serve at the pleasure of
the Tribal Council and may be removed prior to the expiration of their
term, with or without cause, by a majority vote of the Tribal Council.
(i) VOTING: Each member shall have one (1) vote on each
matter. Members must be present to vote. No proxies will be permitted.
(j) QUORUM: A majority of the members must be present
to constitute a quorum. Committee/ board action is valid only when a
quorum exists.
(k) CONFLICTS OF INTEREST: Immediate family members shall
not serve in a voting capacity on the same committee or board at the
same time. No member may vote on any action directly involving a member
of his or her immediate family. A member may take part in discussion
and count toward a quorum regarding action involving a member of his
or her family. Immediate family members include father, mother, adoptive
mother, adoptive father, daughter, son, spouse, person in a spousal
relationship, brother, sister, stepbrother and stepsister.
(l) APPOINTMENT OF OFFICERS: Each committee and board
shall elect a Chairperson, Vice-Chair, and Secretary. Officers shall
serve for the duration of their current terms on the committee/ board.
(m) DUTIES OF OFFICERS:
(1) The Chairperson shall:
(A) Issue notice of meetings;
(B)
Preside at all meetings;
(C)
Make reports to the Tribal Council and the General Council as provided
in the committee's/ board's approved bylaws;
(D)
Act as the representative of the committee/ board in communications
with individuals, groups, and organizations; and
(E)
Develop and submit for approval of the Council an annual operating
budget.
(2) The
Vice-Chairperson shall:
(A) Act as presiding officer in the Chairperson's absence; and
(B)
Compose all resolutions and recommendations as agreed upon by the
committee/ board.
(3) The
Secretary shall:
(A) Take minutes of all regular and special meetings;
(B)
Maintain all official records of the committee/ board;
(C)
Take attendance at meetings and record unexcused absences;
(D)
Provide copies of all meeting minutes to the Tribal Council within
five (5) days of approval;
(E)
Keep an accurate financial statement;
(F)
Conduct all banking activities through accounts approved by the
Tribal Council;
(G)
Maintain all of the committee's/ board's additional financial responsibilities;
and
(H)
Provide the Tribal Council or its designee with financial reports,
as requested.
(n) MEETINGS:
(1) All meetings shall be open to the public; provided, however, the
meetings may be closed to the public when dealing with confidential
material. The committee/ board may invite guests to attend meetings.
(2)
The committee/ board shall periodically publish its meeting schedule
in the Tribal newsletter. All regular and special meetings require
four (4) days written notice. Notice shall be given to each member
and shall be posted in a conspicuous place at the Tribal Headquarters.
Notice shall include the date, time, place, and purpose of the meeting
(3)
Regular meetings shall be held on a date set by the committee/ board.
(4)
All regular and special meetings shall be held on Tribal property
in Grand Ronde, unless the committee/ board obtains the prior approval
of the Tribal Council to hold a meeting elsewhere.
(5)
Special meetings may be called by the Chairperson at his or her discretion,
but the Chairperson must call a special meeting upon written request
of three (3) or more members of the committee/ board.
(o) COMPENSATION: Voting members may be compensated for
their services at a rate set by Tribal Council and shall be reimbursed
for expenses according to such policy as the Tribal Council may adopt.
(p) FINANCIAL ACCOUNTABILITY:
(1) All committees/ boards dealing with finances must document all financial
transactions, including, but not limited to, requests, donations, purchases,
and travel vouchers. The Secretary shall be primarily responsible for
the financial accountability of the committee/ board.
(2)
All financial transactions shall be within the parameters of the committee's/
board's approved budget.
(3)
Decisions on committee/ board purchases require prior approval of
the committee/ board; such approval shall be recorded in the meeting
minutes.
(4)
Committees/ boards are prohibited from making donations of any kind
from committee/ board funds. Any donations made to the committee,
however, will be delivered to the Secretary for appropriate handling.
(q) SEVERABILITY: If a court of competent jurisdiction finds
any provision of this Ordinance to be invalid or illegal under applicable
Federal or Tribal law, such provision shall be severed from this Ordinance
and the remainder of this Ordinance shall remain in full force and effect.
I hereby certify that this is a true copy of the Confederated Tribes
of the Grand Ronde Community of Oregon General Committee and Special
Event Board Ordinance.
___________________
Tribal Council Secretary
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