All Commissioners shall timely and successfully complete: (i) the Illinois Open Meetings Act training and (ii) annual ethics and sexual harassment training as required by law. The failure to timely and successfully complete such training shall result in: (i) suspension of the individual Commissioner’s Commission activity and voting privileges; and (ii) shall be grounds for replacement.
There shall be at least four regular meetings of the Commission per year. Meeting times, dates and locations shall be determined by the Commission in consultation with the Executive Director and in accordance with the Illinois Open Meetings Act (5 ILCS 120). A minimum of two weeks' advance notice is required for scheduling regular meetings. At least one regular meeting each year shall be held outside the metropolitan Chicago area. Meetings shall be open to the public, unless there is a closed session, as permitted by the Illinois Open Meetings Act.
A quorum is required to conduct business of the Commission. Quorum shall be established when one half of the total number of voting members are present (personally or by proxy) in person or by telephonic means. If a quorum is not present at a regularly scheduled or special meeting and an emergency requires action be taken, the action must be ratified at the next regular business meeting at which there is a quorum or by subsequent signed mail ballot. Members attending the meeting via telephone or other technology which allows them to both hear and participate in discussions shall be considered present for the purposes of quorum.
A voting member may select one designee to serve when necessary in his/her place. A letter must be submitted to the Chair of the Commission from the Commissioner nominating the designee and indicating his/her credentials for service and relationship to the constituency the Commissioner represents. Designees shall enjoy the full privileges of Commission membership but may not be an officer of the Commission.
All meetings, shall be open to the public as required by the Illinois Open Meetings Act.
Special meetings may be called between regularly scheduled meetings by the Chair, the Executive Director of the Commission or at the written request of five or more members. Notice of the meeting must be sent to all members of the Commission at least two weeks in advance of the meeting (5 ILCS 120).
Commission meetings may be recorded by any person by tape, film, or other means, so long as such recordings do not interfere with the overall decorum and proceedings of the meetings. Placement of recording equipment shall not obstruct the public from seeing or hearing the proceedings. Recordings shall not violate the rights of Commission members and members of the public. The Chair shall order the immediate termination of any recording which is disruptive, or which distracts, disturbs the proceedings.
Section H - Chair Pro-Tem
In the absence of both the Chair and Vice Chair at either a regularly scheduled or special meeting, the Commissioners present shall elect a Chair Pro-Tem from the Executive Committee members present. In the absence of all Executive Committee members, a Chair Pro-Tem shall be elected from the members present, physically or electronically.
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Section A - Commission Officers
The Commission will have two officers: a Chair and a Vice Chair.
Section B - Officer Terms
Officers shall be elected by the Commission and serve for a term of two years. No person shall serve in the same office for more than three consecutive terms.
Section C - Officer Conflict of Interest
Officers of the Commission shall not be selected from members whose organizations are funded by or receive direct benefits from the Commission’s resources. This section is meant to eliminate any possibility of conflict of interest or any appearance of impropriety.
Section D - Election of Officers
Nominations for each officer shall be taken from the floor during the first meeting of each calendar year when a term is expiring. Secret ballots may be requested. The Candidate with the majority of votes cast by those present and voting shall be declared the duly elected officer of the Commission. In the event no one receives a majority, the two candidates with the most votes shall run against each other until one receives a majority of votes.
Section E - Chair Responsibilities
The Chair shall be responsible for facilitating meetings of the Commission
and the Executive Committee, assisting the Executive Director in planning
the agenda for Commission meetings, and representing the Commission
and IDPH. The Chair shall ensure that timely and accurate meeting notes,
including votes and other actions, are properly recorded for each meeting
and thereafter maintained for no less than five (5) years. Meeting notes
shall be available through a request under the Illinois Freedom of
Information Act (5 ILCS 140).
Section F - Vice Chair Responsibilities
The Vice Chair shall assume the duties of the Chair in the event of the
Chair's absence or resignation. When the Vice Chair permanently
assumes the responsibilities of the Chair, an election will be held at the
next regularly scheduled Commission meeting to identify a new Vice
Chair who shall serve until the next election
Section G - Officer Resignations
An officer may resign at any time by giving written notice to the Executive Director.
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Section A - Make-up of Committees
There shall be standing committees of the Commission. Additional committees may be established by a majority vote of the Commission. Committee meetings shall be held during a scheduled period of time prior to the Commission's regular business meeting, or otherwise as appropriate or necessary. Commission members and ex officio members shall be asked to signify which committees they are interested in at the last meeting of each calendar year. Committee chairs shall be appointed by the Chair and must be voting members of the Commission, except for the Executive Committee as noted below. All committee meetings shall be conducted in accord with the Open Meetings Act and other relevant state statutes.
Section B - Ex-Officio Member
The Corporation for National and Community Service representative may serve on a committee but only in an advisory, non-voting capacity. The representative may not chair any committee.
Section C - Public Committee Members
The Chair may, from time to time, appoint one or more additional persons as members of committees. Any non-Commissioner appointed to a committee shall serve in an advisory, non-voting capacity. Only a Commissioner may chair a committee.
Section D - Committee Member Conflict of Interest
No commissioner or any individual appointed to a committee of the
Commission shall vote on any matter that poses an actual or potential
conflict between their personal, business, and/or professional interests and
the mission and activities of the Commission. All commissioners or
appointed individuals shall immediately disclose, in writing, to the
Commission Chair and/or the Executive Committee any actual and/or
potential conflicts of interest. All commissioners and appointed
individuals shall abide by the Commission’s and the State of Illinois
relevant conflict of interest policies.
Section E - Coordination of Work
Each committee shall coordinate its work with other committees of the Commission.
Section F - Executive Committee
The Executive Committee shall be composed of the officers of the Commission, the immediate past chair (for the first year after his/her term has expired), and the Chairs of the Commission’s other Committees. The past chair shall serve in an advisory, non-voting capacity if no longer a member of the Commission.
Section G - Public Relations Committee
- The Executive Committee shall have general supervision of the affairs of the Commission between its business meetings, make recommendations to the Commission, serve as liaisons among the committees and perform other duties as specified in these bylaws. The Executive Committee shall be empowered to establish ad hoc committees to carry out the work of the Commission, and shall report such appointments at the next regular meeting of the Commission.
- The Executive Committee shall be empowered to act on behalf of the Commission. The Executive Committee shall take no action or render any decision that is in conflict with action taken by the Commission.
The Public Relations Committee shall promote the activities of the Commission, educate communities about available Commission resources, and encourage communities to increase volunteerism and service in their communities.
Section H - Recognition Events Committee
- The Committee shall develop annually a Commission communications plan. The plan shall include communications and marketing information, delivery strategies for print, electronic, and social media, and opportunities for Commissioners to disseminate staff-created messages and notices via personal and professional social media networks.
- The Committee shall meet with staff at least quarterly to review the communications plan.
- The Committee shall develop with staff an annual budget to support the communications plan.
The Recognition Events Committee shall support recognition volunteer programs and events throughout the state. The goal of these events shall be to work with the Commission staff to promote the work of individual volunteers, organizations, and corporations while also promoting an ethic of service throughout the year. Events shall include, but are not limited to, the Governor’s Volunteer Service Awards and the Governor’s Hometown Awards.
Section I - State Service Plan/Strategic Planning Committee
- The Committee shall work with staff to develop, implement, and coordinate the application process for all current and future recognition events.
- The Committee shall review annually the application and review process, as well as the award ceremonies, to ensure that it is designed and conducted in a manner that allows a diverse group of programs the opportunity to apply and participate.
- The Committee shall analyze annually the efficacy of all awards
programs and make recommendations on continuation, modification,
- The Committee shall review any proposal for new award programs. No new awards programs shall be proposed to the Commission without the recommendation of the Recognition Committee.
- The Committee shall develop with staff an annual budget to support the recognition events.
The Strategic Planning Committee shall develop and evaluate the long-term goals and activities of the Commission.
Section J - Governance and Finance Committee
- The Committee shall develop and maintain the Commission’s State
Service Plan. The Committee shall continuously monitor Commission
activities in alignment with the current State Service Plan. Every three
years, the Committee shall revise and present to the Commission for
review the State Service plan.
- The Committee shall prepare with staff a detailed report each year for
presentation to the Commission. The report shall objectively evaluate
program delivery against the outcomes of the State Service Plan, and it
shall explain how data is collected, analyzed, and used to implement
and adjust programming. The report shall identify strengths and
weakness of the current system of service as compared to the State
Service Plan, with recommendations to the Commission and staff for
The Governance Committee shall monitor the operation of the
Commission and oversee the budget and financial activities of the
Commission, including but not limited to grants. The Committee shall be
responsible for reviewing and assessing Commission procedures and
structures. The Committee shall make recommendations for recruitment,
orientation, and overall composition of the Commission. The Committee
shall formulate and assess the annual performance expectations for
individual Commission members.
- The Committee shall monitor the Board’s due diligence function as it relates to governance, and it shall recommend any actions to the Commission. It shall monitor overall effectiveness of governance policies (e.g., operations, expectations, performance, etc.), and recommend changes and / or new policies for action.
- The Committee shall receive proposals and process concerns regarding Commission procedures, structures, committees, and task forces. The Committee shall review and recommend any changes in governance standards to the Executive Committee for consideration by the Commission.
- The Committee shall review regularly the current composition of the Commission, develop criteria for membership (e.g., demographic and geographic diversity, skills, backgrounds, and behaviors), and make recommendations for optimum overall composition. The Committee shall develop an orientation process for new Commissioners.
- The Committee shall formulate and maintain annual performance criteria for individual Commissioners and expectations of good standing (e.g., attendance, committee service, conflicts of interest, et al.); these criteria shall be affirmed annually by the Commission. The Committee shall report annually on Commissioner performance to the Executive Committee. The Governance Committee shall review these criteria at least every two years and present any recommended changes to the Commission for adoption by vote of the Commissioners.
- The Committee shall assist staff with the development and review of
the annual budget. The Committee, with input and assistance from
Commission Staff, shall explain to the Commission proposed
resources and expenses for each year, the nature of the annual budget
cycle, and other related information.
- The Committee shall continuously monitor income and expenses for
each year and help staff explain variations to the Commission. The
Committee shall review the proposed budget and make
recommendations as necessary to staff.
- The Committee shall serve as a resource to help staff correct fiscal
problems and/or discuss fiscal issues. The Committee shall monitor the
financial dealings of the Commission to ensure the full integrity and
transparency of the Commission.
Section K - AmeriCorps Selection Committee
The AmeriCorps Selection Committee shall monitor the process for selecting AmeriCorps recipients.
- The Committee shall work with staff to develop a Notice of Funding Opportunity (NOFO) to support the Commission’s national service portfolio and to assist with the review process. The Committee shall meet with staff each year to review quarterly and annual reports required by CNCS and other funders to determine if programming is occurring in conjunction with the State Service Plan. The Committee shall review each year the NOFO process to ensure that it is designed and conducted in a manner that allows a diverse group of programs the opportunity to apply for national service support.
- The Committee shall work with staff to promote and maximize opportunities for agencies and organizations across the state to host an AmeriCorps member, to participate in the peer review process, and other related activities.
- The Committee shall provide for opportunities for Commissioners to
interact with AmeriCorps program applicants and grantees.
Section J - Public Policy Committee
The Public Policy Committee shall work with local, state, and federal
officials to promote policy and rule changes that will support volunteerism
and national service programming.
- The Committee shall keep Commissioners informed on current policy
- The Committee shall work with Commission staff to develop policy
recommendations for local, state, and federal officials.
- The Committee shall provide opportunities for Commissioners and
Commission partners and grantees to educate elected officials on
volunteerism and national service efforts and needs in Illinois.
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The rules contained in the current edition of Roberts Rules of Order Newly
Revised shall govern the Commission in all cases to which they are
applicable and in which they are not inconsistent with these bylaws and
any special rules of order the Commission may adopt. In the case of any
conflict between these bylaws and Roberts Rules of Order, these bylaws
shall control. In the case of any conflict between these bylaws and Illinois
State law, then State law shall control.
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Amendment of Bylaws
The Executive Committee shall review the Bylaws at a minimum once
every two years and make recommendations for appropriate changes to the
full CommissionSection B
Suggested bylaw amendments must be submitted in writing to the Executive Committee two months in advance of the next regular meeting. The Executive Committee shall review proposed amendments and send the proposals in writing to the full Commission one month prior to the next regular meeting. Each proposed amendments shall be presented to the full Commission at the next regular Commission meeting for a vote.Section C
To be adopted, amendments to the bylaws must receive a two-thirds
affirmative vote of those Commission members in attendance, once a
quorum is present.
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