Layton City RAMP - Bylaws

Layton City RAMP Advisory Commission Bylaws and Rules of Procedure

ARTICLE I – NAME AND/OR AUTHORITY

The Name of this organization shall be the RAMP Advisory Commission; hereinafter referred to as the Commission, or the Advisory Body. The principal office shall be located at 465 North Wasatch Drive, Layton Utah 84041.

ARTICLE II – SCOPE AND FUNCTION

The RAMP Advisory Commission shall function as a planning and advisory body for the City Council in all matters pertaining to the expenditure of the RAMP Revenues. The RAMP Advisory Commission is not empowered to bind or obligate the City or any of its departments.

ARTICLE III – DUTIES

The RAMP Advisory Commission shall advertise for, collect, review, and prioritize all grant applications and make a yearly recommendation to the City Council for the expenditure of all RAMP Funds.

ARTICLE IV – MEMBERS

The RAMP Advisory Commission shall consist of nine (9) members with four (4) standing members and five (5) at large members. The Mayor may appoint one City Council member to serve as a non-voting liaison to the RAMP Advisory Commission.

Alternate members may be appointed to the RAMP Advisory Commission. Such appointments shall be in the same manner as the appointment of a RAMP Advisory Commission member. Alternate members will only participate in Regular Meetings when needed to fill a vacancy during the temporary absence of a RAMP Advisory Commissioner.

The four (4) standing members shall include; Layton City’s Parks and Recreation Director or designee (Parks Representative), Layton City’s Recreation Supervisor or designee (Recreation Representative), Heritage Museum Curator or designee (Museum Representative), and the Davis Arts Council’s Executive Director or designee (Arts Representative). The five (5) at large members shall be appointed, by the Mayor after counsel with and the consent of the City Council.

ARTICLE V – TERM OF OFFICE

The term of office for each at large member shall be two (2) years. The terms will be staggered so that three (3) at large members’ terms of office will expire on September 30th of a given year, the other two (2) at large members’ terms of office will expire on September 30th of the second year, and then continuing each year in that order. No at large member shall serve more than three (3) consecutive terms.

ARTICLE VI – MODE OF APPOINTMENT

Appointments or reappointments of members shall be made by a majority vote of the City Council upon recommendation by the Mayor. Appointments to fill vacancies shall be made at any time to fill the unexpired terms of any member. Appointments shall be nonpolitical and appointees shall be selected from different vocational interests insofar as possible.

ARTICLE VII – REMOVAL OF MEMBERS

Appointed members of the RAMP Advisory Commission may be removed from office with or without cause by a majority vote of the City Council. A member may be removed for failure to attend three (3) consecutive commission meetings or failure to attend seventy-five percent (75%) of the meetings in a six (6) month period. Vacancies occurring in an unexpired term are to be promptly filled as an original appointment, and are only appointed for the remainder of the unexpired term.

ARTICLE VIII – PROCEDURE

The RAMP Commission shall follow the RAMP Advisory Commission Bylaws and Rules of Procedure governing the conduct of meetings and operation of the RAMP Advisory Commission adopted by the City Council. These bylaws shall govern the RAMP Advisory Commission and establish the procedures for performing its duties. The RAMP Advisory Commission, upon its own initiative, may amend the Bylaws and Rules of Procedure and thereafter, such amendments shall be submitted to the City Council for final approval and adoption.

The RAMP Advisory Commission shall select annually, during the first regularly scheduled meeting in October, a Chairperson, Vice Chairperson, and any other officers deemed necessary, all of whom may be selected to succeed themselves. Such officers shall be elected from among the at large members of the RAMP Advisory Commission by majority vote of the total membership, with their duties and responsibilities set forth in this document. The RAMP Advisory Commission secretary duties shall be assigned by the Director of Parks and Recreation to one of the Department’s staff.

Chairperson. The duties of the Chairperson shall be:

1. The Chairperson shall preside at all meetings of the RAMP Advisory Commission.
2. The Chairperson shall, after counsel with and the consent of the Commission, submit an updated RAMP Advisory Commission’s RAMP Grant Calendar for the next fiscal year.
3. The Chairperson shall after counsel with and the consent of the Commission, submit an updated RAMP Advisory Commission’s administrative budget to be turned into the City for approval by the City Council as part of the City’s yearly budgeting process
4. The Chairperson shall, after counsel with and the consent of the Commission, submit updated RAMP Grant Application forms for the next fiscal year.
5. The Chairperson shall, after counsel with and consent of the Commission, prioritize all grant applications and make a yearly recommendation to the City Council for the expenditure of RAMP Funds. Recommendations shall be provided to the City Manager to be included in the City’s tentative budget for review and approval by the City Council.
6. The Chairperson shall perform whatever duties the City Council may assign.

Vice Chairperson. The duties of the Vice Chairperson shall be:

1. The Vice Chairperson shall carry out the duties of the Chairperson when the Chairperson is absent or incapacitated; shall have the same power and duties as the Chairperson when acting in that capacity.
2. The Vice Chairperson shall perform whatever duties the City Council or Chairperson may assign.

Secretary. The duties of the Secretary shall be:

1. The Secretary shall be a non-voting administrative assistant to the Commission.
2. The Secretary shall keep the minutes of each meeting of the RAMP Advisory Commission.
3. The Secretary shall assist the Commission Chairperson with the documentation of all decisions of the Commission and the preparation of all correspondence with the City Manager and City Council.

Commission Members. The duties of RAMP Advisory Commission members shall be:

1. Members of the RAMP Advisory Commission shall meet monthly on the third Monday of each month at 5:00 PM. Members may also need to attend additional meetings that are required to complete duties outlined in this document.

ARTICLE IX – FINANCES

1. Fiscal Year. The RAMP Advisory Commission shall establish the same fiscal year as Layton City.
2. Administrative budget. The RAMP Advisory Commission’s annual administrative budget may not exceed one and a half percent (1.5%) of the RAMP funding collected during the preceding fiscal calendar year, as defined by State statute. The Commission shall annually update the administrative budget. This proposed administrative budget shall be turned in to the City Manager to be included in the City’s annual budgeting process that is approved by Council.
3. Annual Financial Statement. The RAMP Advisory Commission shall prepare an annual financial statement for distribution to the City Council at the end of the fiscal year.
4. The RAMP Advisory Commission is not empowered to financially bind or obligate the City or any of its departments.
5. Fiscal Policy. The RAMP Advisory Commission shall adopt Layton City’s financial policy setting out a formal procedure that shall govern internal controls; the payment of all invoices, the release of any funding, the awarding of any grants, and any other aspects of the Commission’s fiscal operation. The fiscal policy shall assure that the City shall have sound financial controls that are appropriate, under generally accepted accounting principles.
6. Awarding RAMP funding. The RAMP Advisory Commission is not empowered to award funding to any organization, person, or entity. The RAMP Advisory Commission shall function as a planning and advisory body for the City Council in all matters pertaining to the expenditure of the RAMP Revenues. The use and distribution of all RAMP revenues shall be authorized or awarded by the City Council.