BYLAWS OF THE INTERAGENCY COUNCIL ON HOMELESSNESS
San Bernardino County Homeless Partnership
Interagency Council on Homelessness
BY-LAWS
Adopted March 22, 2010
Amended August 15, 2018
Amended August 28, 2019
A Continuum of Care is a community plan to organize and deliver housing and services to meet the specific needs of people who are homeless as they move to stable housing and maximum self -sufficiency. The mission of the San Bern ardino County Homeless Partnership is to provide a system of care network that is inclusiv e, well planned, coordinated, evaluated and accessible to all who are homeless or at-risk of being homeless.
Article I
Purpose
The Interagency Council on Homelessness (“ICH”) is a vital component of the San Bernardino County Homeless Partnership (“Partnership”). The ICH serves as the policy making body of the Partnership and oversees the implementation of the 10-Year Strategy to End Homelessness in San Bernardino County (“10-Year Strategy”). The ICH will focus on resource development to e nsure the funding of homeless projects and 10 -Year Strategy recommendations. In addition, ICH serves as the HUD-designated primary decision-making group and oversight board of the City of San Bernardino & County (hereinafter referred to as the “geographic area”) Continuum of Care for the Homeless (CA-609) funding process, (hereinafter referred to as the “CoC”).
Article II
Vision
Provide leadership in creating a “comprehe nsive countywide network” of service delivery for the homeless population. Identify families and individuals at-risk of homelessness and circumstances leading to homelessness through facilitation of better communication, planning, coordination, and cooper ation among all entities that provide services and/or resources for the relief of homelessness in the County of San Bernardino in a united effort to eliminate homelessness county-wide.
Article III
Duties
2 The ICH is charged with directing, coordinating an d evaluating all of the activities related to implementation of the 10 -Year Strategy to End Homelessness. The ICH members are directed to report progress on the implementation of the 10-Year Strategy to their colleagues and constituents following each meeting of the ICH.
The ICH will promote collaborative partnerships among homeless providers and stakeholders throughout San Bernardino County on a regional basis in order to carry out implementation activities and will develop resources to ensure the funding of homeless projects and 10-Year Strategy recommendations.
As the oversight board of the CoC, the ICH duties are:
1. To ensure that the CoC is meeting all of the responsibilities assigned to it by the United States Department of Housing and Urban Development (HUD) regulations including:
a. The operation and oversight of the local CoC;
b. Designation and operation of a Homeless Management Information System (HMIS); i. Designate a single HMIS for the geographic area;
ii. Designate an eligible applicant to manage the CoC’s HMIS, which will be known as the HMIS Lead;
iii. Ensure consistent participation of recipients and sub -recipients of CoC and Emergency Solutions Grant (ESG) funding in the HMIS.
iv. Ensure the HMIS is administered in compliance with all requirements prescribed by HUD. c. The development of a CoC plan that includes outreach, engagement, assessment, annual gap analysis of the homeless needs and services available, prevention strategies, shelter and housing supportive services, and HUD CoC annual and biennial requirements;
2. To represent the relevant organizations and projects serving homeless subpopulations;
3. To support homeless persons in their movement from homelessness to economic stability and affordable permanent housing within a supportive community;
4. To be inclusive of all the needs of all of geographic area’s homeless population, including the special service and housing needs of homeless sub-populations;
5. To facilitate responses to issues and concerns that affect the agencies funded by the CoC that is beyond those addressed in the annual CoC application process;
6. To consult with recipients and sub-recipients of CoC funding to establish performance targets appropriate for population and program type, monitor recipient and sub -recipient performance, evaluate outcomes, and take action against poor performers; and
7. To evaluate outcomes of projects funded under the County of San Bernardino CoC program including the ESG.
Article IV
Membership
3 A. ICH Membership Composition
The membership of the ICH shall be broadly based with representation from all sectors of the community, including but not limited to: homeless service providers, representatives of federal, state and local government, corporations, and concerned individuals. Due to the large size of San Bernardino County (22,000+ square miles) and to encourage collaboration among members, representation on ICH will be on a regional basis. The regions will be as follows:
West Valley Region: Encompasses the cities of Chino, Chino Hills, Montclair, Ontario, Rancho Cucamonga, Upland, and the surrounding unincorporated communities.
Central Valley Region: Encompasses the cities of Colton, Fontana, Grand Terrace, Highland, Loma Linda, Redlands, Rialto, San Bernardino, Yucaipa, and the surrounding unincorporated communities.
East Valley Region: Encompasses the cities of Needles, Twenty-nine Palms, Yucca Valley, and the surrounding unincorporated communities.
Desert Region: Encompasses the cities of Adelanto, Apple Valley, Barstow, Hesperia, Victorville, and the surrounding unincorporated communities.
Mountain Region: Encompasses the city of Big Bear and the unincorporated communities which include Blue Jay, Cedar Glen, Cedarpines Park, Crestline, Forest Falls, Green Valley Lake, Lake Arrowhead, Rim Forrest, Running Springs, Skyforest, Sugarloaf, and Twin Peaks.
A member whose service area covers more than one Region shall designate a Region as their primary service area. Members may participate in meetings and activities outside of their designated Region, but may only hold the office of Regional Representative in their designated Region
The ICH membership shall be composed of no more than 19 members.
1. Two (2) members from the San Bernardino County Board of Supervisors or designee;
2. City Representative (West Valley Region)
3. City Representative (Central Valley Region)
4. City Representative (East Valley Region)
4 5.
City Representative (Desert Region)
6. City Representative (Mountain Region)
7. San Bernardino County Law & Justice Group
8. San Bernardino County Superintendent of Schools
9. Deputy Executive Officer, Community Development & Housing Agency
10. Assistant Executive Officer of Human Services
11. Director of the Department of Behavioral Health
12. Director of the Housing Authority of San Bernardino County
13. Homeless Provider Network (West Valley Region)
14. Homeless Provider Network (Central Valley Region)
15. Homeless Provider Network (East Valley Region)
16. Homeless Provider Network (Desert Region)
17. Homeless Provider Network (Mountain Region)
18. Homeless or Formerly Homeless Individual
City Representatives will be selected by the City Selection Committee of San Bernardino County (Government Code 50270 et. Seq.). Should a city seat not be filled within thirty (30) days of a vacancy, the seat will default to an at-large position from the same region, with said appointment being made by the ICH members. City representatives are not required to be council members but must be at the level of a department director or higher.
The HPN Chair will automatically serve as the delegate member from his/her region.
Should a HPN regional seat not be filled within thirty (30) days of a vacancy, the seat will default to an at-large position from the same region, with said appointment being made by the ICH members.
Regional representatives will also participate in their respective regional subcommittee.
B. Membership Application and Approval Process
Solicitation for ICH membership applications for unfilled positions shall begin no less than eight weeks after the vacancy of an individual ICH member. The Office of Homeless Services (OHS) on behalf of the ICH shall circulate a “Call for Applications” to the appropriate organization or part ies. The “Call for Applications ” will set forth the criteria for appointment to the ICH, and will set the deadline for the receipt of said applications . Applications must be accompanied by a Letter of Recommendation from the sponsoring ICH Member agency or organization or an individual Member of the ICH.
Directors listed in Article IV, section A, and elected o fficials, which have been designated to sit on the ICH by a local government agenc y listed in Article IV, section A, shall become a member of the ICH by reason of their position without application. Designees, recommended in lieu of the above listed individuals, must comply with the application process.
5 The ICH will establish an ad -hoc Application Review Committee as needed to review applications and develop a screening process. The Application Review Committee will recommend candidates for appointment to the ICH after reviewing the applications. The OHS shall prepare a synopsis of the recommended applicant’s qualifications for the ICH. OHS shall forward the recommendations and synopses to the ICH no later than two (2) weeks prior to the next regularly scheduled meeting at which the approval of new members will occur.
C. Membership Terms of Service
Once appointed to the ICH, Members shall serve an unlimited term unless the relationship is terminated pursuant to the terms of Article IV of these Bylaws.
1 .
D. Membership Responsibilities
All Members are expected to attend meetings. M ember absences will be noted in the minutes. Other responsibilities may include:
1. Providing oral and/or written comment on issues being discussed by the ICH;
2. Assisting in the development and implementation of task forces, subcommittees and/or committees necessary to conduct the business of the ICH;
3. Supporting and participating in training, summits, and activities sponsored by the ICH;
4. Active participation in the annual Point-in-Time Count;
5. Reviewing and commenting on documents, such as those concerning t he Continuum of Care Homeless Assistance Grant funding; and
6. Providing regular reports and updates regarding ICH activities and progress back to member agencies (i.e., inclusion of ICH agenda and minutes in the agency’s official public records).
E. Membership Voting
1. A Member representing more than one Agency or Office shall receive only one vote.
2. A Member shall designate one representative to vote on behalf of the Member and may establish one alternate to vote in the absence of the designated representative.
F. Membership Vacancies
1. ICH membership ends when:
At least ninety (90) days notice shall be given unless otherwise mutually agreed.
6 a. A Member resigns or is unable to serve for justified reasons; or b. A Member is deemed inactive by the ICH upon the relevant facts that have been presented; or
c. A Member is replaced by the sponsoring agency or organization; or d. A Member is terminated by a majority of the ICH for just cause:
i. Charged with a crime that would subject the Member to debarment, suspension, disqualification or other exclusion from participating in a federally funded transaction pursuant to federal law.
ii. Unprofessional behavior.
iii. Violation of these bylaws.
iv. Conduct prejudicial to the best interests of the ICH; v. Lack of participation in three (3) consecutive ICH meetings without prior ICH approval. vi. Just cause as defined by the majority of the ICH.
2. Termination of an individual’s membership does not terminate the sponsoring agency or organization’s representation of the ICH.
3. If a Member representative who has been duly notified of ICH meetings misses three meetings within a one-year period, the Chair shall formally and in writing contact the Member requesting a written response of the ability of the Member’s representative to continue participation in the ICH.
If a written response acceptable to the Chair is not received within 30 calendar days, then the Chair may ask that a new representative be designated.
Article V
Officers
The ICH shall elect from among its Members a Chair and Vice Chair. Each officer shall serve for a term of two (2) years commencing October 1 and ending September 30 of the second year.
A. Selection of Officers
Officers shall be nominated by the membership and elected to office by a majority vote of the Members present at a meeting in which a quorum has been established.
B. Duties of Officers
1. The duties of the Chair shall include:
a. Provide oversight, direction and leadership to the ICH. b. Conduct and facilitate ICH Meetings.
c. Coordinate agenda setting with the Office of Homeless Services (OHS).
7 d. Appoint Committee Chairs.
2. The duties of the Vice Chair shall include:
a. Perform all of the Chair’s duties in the absence of the Chair, unless the Bylaws of the ICH provide otherwise.
b. Perform other duties as requested.
Note: In the absence of the Chair and the Vice-Chair a staff member of the Office of Homeless Services shall chair the meeting(s).
Article VI
Vacancies of Officers
Should the office of Chair become vacant prior to the end of the present term, the Vice -Chair shall complete the term of office. The position of the Vice-Chair shall be filled by a special vote at the next regular ICH meeting.
Article VII
Meetings
A. Regular Meetings
Regular meetings of the ICH shall be held at least bi-monthly at a time and date determined by the Members, or as modified by a majority vote of the Members at any regular meeting where a quorum has been established.
B. Special Meetings
A special meeting may be called at any time by the Chair, or at the request of the majority of the Members, by delivering personally or by mail or electronically written notice of the date and purpose of the meeting to each Member 48 hours before the time specified in the notice.
C. Governing Rules
Meetings shall be conducted in accordance with the provisions of t he Brown Act (Government Code, section 54950, et seq.) and under Robert’s Rules of Order. Each member will be provided with a copy of Roberts Rules of Order at installation.
Article VIII
Quorum
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One half of the Members in good standing, plus one, shall constitute a quorum for the transaction of business .
The affirmative votes of at least a majority of the Members constituting a quorum at a duly scheduled meeting shall be required to take any action.
A member in good standing is a Member of the ICH who has met membership and attendance requirements.
Article IX
Agenda
The agenda for the regular meetings shall be prepared in consultation with the ICH Chair and distributed by OHS to each Member at least seven (7) calendar days prior to the meeting. The agenda should be accompanied by agenda support materials and shall be posted per the Brown Act requirements.
Article X
Agenda Deadline
All matters to be considered for the agenda must be submitted to the OHS at least fourteen (14) calendar days prior to the meeting.
Article XI
Minutes
Minutes shall be taken and distributed by the Office of Homeless Services, or designee. The Chair, and /or the Office of Homeless Services shall review and preliminarily approve the minutes prior to distribution. Minutes shall normally go out with the agenda for approval at the next meeting.
Article XII
Amendments
These bylaws may be amended by a two-thirds vote of the Members present at a meeting in which a quorum has been established in compliance with Robert’s Rules of Order.
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CERTIFICATE OF OHS
I certify that t he above bylaws, consisting of eight (8) pages, including this page, are the bylaws of this body as amended by the Members.
Date: By:
Tom Hernandez - Office of Homeless Service
9 APPENDIX A
10 APPENDIX B