Arkansas Commission on Child Abuse, Rape and Domestic Violence By-Laws

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Commission Membership

Members

The twenty-seven (27) individuals appointed as members of the Commission
shall comprise the voting executive body which is responsible for developing strategic plans and policies, allocating resources and overseeing the operation of the Commission.

Associate Members

Interested individuals may request to participate or the Commission may request individuals to participate in activities of the Commission.  These individuals will be considered Associate Members of the Commission.  Associate Members shall have a voice in all matters considered by the Commission, but shall have no vote in formal action taken by the Commission.

The Commission encourages the exchange of information and the involvement of Associate Members.

Committee Structure

Standing Committees shall be established as follows:

 Executive Committee.

The Executive Committee shall be comprised of the Commission’s Chair, Vice-Chair and the Chairs of the four (4) standing committees.  The Chair and Vice-Chair are to be elected annually by majority vote of the Commissionappointeesat the fall Commission meeting or other meeting approved by the Commission members.  The Chair and Vice-Chair may serve a maximum of four (4) years in that capacity.

The Executive Director of the Commission shallbe the administrative staff designee to the Executive Committee.

The Executive Committee shall assume primary responsibility for the administration of the Commission and shall have the authority to act on behalf of the Commission during interim periods between any scheduled Commission meetings.

The Executive Committee shall act to coordinate the plans and activities of the standing or Ad Hoc committees of the Commission.

 The Committee on Child Abuse

The Committee on Child Abuse shall be Chaired by a Commission member appointed annually by the Commission's Chair and Vice-Chair and shall be comprised of other Commission members designated by the Commission.  Child Abuse Committee members may provide recommendations to the Chair and Vice-Chair of the Commission on the appointment of the Child Abuse Committee Chair.

The Executive Director of the Commission shall designate one (1) Commission staff member to provide technical assistance and support to the Committee.

The Committee on Child Abuse Chair may serve a maximum of four (4) years in that capacity.The Committeeshall designate a member of the Committee as Vice-Chair and a member as Reporter.  The Vice-Chair shall serve as the Chair in the absence of the Chair and the Reporter shall maintain the records of the committee meetings and actions.

The Child Abuse Committee encourages the involvement of associate members.
Associate members are defined as persons with an interest in child abuse issues who are not commissioners.  Associate members who comply with the guidelines set out below are authorized to vote on matters before the committee, including recommendations on expenditures of federal funds.

Child Abuse Committee members (Commissioners) and associate members must attend a minimum of three meetings per year in order to be eligible to vote on recommendations to the Commission on expenditures of funds for child abuse programs.

A quorum of the Child Abuse Committee for purposes of voting on recommendations for expenditure of funds shall be two (2) Commission members and two (2) associate members.

Members and associate members may designate a proxy for voting purposes.  However, one person may only carry one proxy.

The Child Abuse Committee shall assume primary responsibility for the planning and implementation of the Commission’s activities and duties related to child maltreatment investigation, intervention and prevention.  These duties include, but are not limited to, oversight of the multidisciplinary team project and recommendations to the Commission regarding the allocation and award of Children’s Justice Act funds.

The Committee on Domestic Violence

The Committee on Domestic Violence shall be Chaired by a Commission member appointed annuallyby the Commission's Chair and Vice-Chair and shall be comprised of other Commission members as designated by the Commission. Domestic Violence Committee members may provide recommendations to the Chair and Vice-Chair of the Commission on the appointment of the Domestic Violence Committee Chair.

The Committee on Domestic Violence Chair may serve a maximum of four (4) years in that capacity. The Committeeshall designate a member of the Committee as Vice-Chair and a member as Reporter.  The Vice-Chair shall serve as the Chair in the absence of the Chair and the Reporter shall maintain the records of the committee meetings and actions.

The Executive Director of the Commission shall designate one (1) Commission staff member to provide technical assistance and support to the Committee.

The Committee on Domestic Violence shall assume primary responsibility for  planning and implementation of the Commission's activities and duties related to domestic violence.
     
The Committee on Rape

The Committee on Rape shall be Chaired by a Commission member appointed annually by the Commission's Chair and Vice-Chair and shall be comprised of other Commission members as designated by the Commission. Rape Committee members may provide recommendations to the Chair and Vice-Chair of the Commission on the appointment of the Rape Committee Chair.

The Committee on Rape Chair may serve a maximum of four (4) yearsin that capacity.  The Committeeshall designate a member of the Committee as Vice-Chair and a member as Reporter.  The Vice-Chair shall serve as the Chair in the absence of the Chair and the Reporter shall maintain the records of the committee meetings and actions.

The Executive Director of the Commission shall designate one (1) Commission staff member to provide technical assistance and support to the Committee.

The Committee on Rape shall assume primary responsibility for planning and implementation of the Commission's activities and duties, including recommendations to the Chair and Vice-Chair of the Commission on the appointments to the RFP Committee on Rape.

The Committee on Rape shall oversee the projects on rape and shall make recommendations to the Commission through the RFP Sub-committee on Raperegarding the allocation and award of designated funds for rape prevention and education under the Preventive Health Services Block Grant and Violence Against Women Act (VAWA).

The Commission's Executive Committee shall appoint a RFP Sub-committee on Rape to review and determine grant awards for Preventive Health Service Block Grant and Violence Against Women Act applications.

The RFP Committee on Rape shall be Chaired by a Commission member appointed annually by the Commission's Chair and Vice-Chair and shall be comprised of Commission members and associate members.  The Vice-Chair of the Commission shall serve as an ex-officio member of the Committee.

A quorum for the RFP Committee shall be four (4) committee members.  Proxies must be sent or faxed to the Executive Director of the Commission.  Only one proxy may be held per voting Committee member. Facsimile votes are permitted in special circumstances as determined by the Executive Committee.

The RFP Sub-committee shall submit to the Executive Committee for approval procedural rules for the RFP process.  The procedures shall include an RFP grant application and meeting calendar.  Procedures shall enable the Sub-committee to avoid the appearance of impropriety in selecting grants.

The RFP Sub-committee Chair may serve a maximum of four (4) years in that capacity.  The Committee shall designate a member of the Committee as Vice-Chair and a member as Reporter.  The Vice-Chair shall serve as the Chair in the absence of the Chair and the Reporter shall maintain the records of the committee meetings and actions.

The Executive Director of the Commission shall designate one (1) Commission staff member to provide technical assistance and support to the Sub-committee.

The Victims of Crime Act (VOCA) Committee
 
The VOCA Committee shall be Chaired by a Commission member appointed annually by the Commission's Chair and Vice-Chair and shall be comprised of at least five (5) Commission members and two associate members.

The membership of this Committee shall include one designated representative from each of the Federal VOCA Assistance Guideline'sdesignated priorities: child abuse, domestic violence, sexual assault and under served victims.   Membership of this Committee shall also include one designated representative from a Prosecutor or Victim Assistance Program, the Crime Victims Compensation Program and one Member At-Large.  The Commission Chair shall serve as an ex-officio member to the Committee.

The Executive Director of the Commission shall be the administrative staff designee to the VOCA Committee.

The VOCA Committee Chair may serve a maximum of four (4) years in that capacity. The Committee shall designate a member of the Committee as Vice-Chair and a member as Reporter.  The Vice-Chair shall serve as the Chair in the absence of the Chair and the Reporter shall maintain the records of the committee meetings and actions.

The VOCA Committee shall submit to the Executive Committee for approval procedural rules for the VOCA grant review process.  The procedures shall include a grant review calendar of events; dates for Committee review meetings; application deadlines; appeal process procedures; a copy of the Federal VOCA Assistance Guidelines; funding priorities and strategies; and dates for grant application training session.  Procedures shall enable the Committee to avoid the appearance of impropriety in awarding grants.

The VOCA Committee shall approve VOCA grant application forms for the next grant year by December 31 of the preceding year.   VOCA grant application forms (Request for Proposal) shall be mailed to applicants no later than January 31.  VOCA grant applicants shall be given at least a period of 45 days to submit grant applications to the entity or agency designated by the Governor to administer the Victim of Crime Act (VOCA) grant.

The entity or agency designated by the Governor to administer the Victim of Crime Act (VOCA) grant shall prepare for the VOCA Committee comparison budgets.  The comparison budget will include the previous year?s awarded budget by category and the requested budget by category.  This information shall be submitted by the entity or agency designated by the Governor to administer the Victim of Crime Act (VOCA) grant to the VOCA Committee within ten (10) working days after the Request for Proposal deadline date.

The Department of Finance and Administration shall provide grant applications to each of the following: VOCA Committee Members, Chair of the Commission and Executive Director of the Commission.  The VOCA Committee Chair and the Executive Director of the Commission will determine a timely distribution method.

The VOCA Chair will assign each VOCA Committee member a specific number of grants to review.  The Committee member will evaluate thegrant using protocol established by the VOCA Committee; make recommendations; and answer questions about the application at the VOCA grant review meeting.

A quorum for the VOCA Committee shall be five (5) committee members.  Proxies must be sent or faxed to the Executive Director of the Commission.  Only one proxy may be held per voting Committee member.  Facsimile votes are permitted in special circumstances as determined by the Executive Committee.

The Committee shall direct the entity or agency designated by the Governor to administer the Victims of Crime Act (VOCA) grant to notify within ten (10) working days all applicants according to VOCA protocol guidelines of the tentative recommendations made by the Committee.  Notifications shall include reasons for diminished awards or denials; budgets for diminished awards; and appeal process procedures. 

The VOCA Committee shall assume the responsibility of reviewing allocations and awards of funds through the Victims of Crime Act and make recommendations to the Commission. The entity or agency designated by the Governor to administer the Victim of Crime Act (VOCA) grant must have prior approval of the Commission before disbursing funds received through the Victims of Crime Act.

The VOCA Committee is authorized to assist the entity or agency designated by the Governor to administer the Victim of Crime Act(VOCA) grant in its administration of the applicable VOCA grants and shall approve administrative action necessary to the effective administration of grants during the grant award periods.  The Executive Committee shall be informed of any such action.

The Nominations Committee

The Nominations Committee shall be selected by the Commission's Executive Committee and shall be comprised of three (3) Commission members. The Nominations Committee shall elect the Chair of the Nominations Committee.

The Nominations Committee shall meet annually before the fall Commission meeting or other meeting approved by the Commission members for the purpose of electing officers.  Nominations for Chair and Vice-Chair must be sent or faxed to the Executive Director by a date specified by the Nominations Committee.
     
The Nominations Committee shall meet and prepare the ballot to be voted on by a majority of the Commission members.   Facsimile votes are permitted in special circumstances as determined by the Executive Committee.

Ad Hoc Committees

Ad Hoc Committees may be established by the Commission Chair and Vice-Chair or by action of the Commission.  Such committees shall be established for a specific purpose or task and for a specific period of time.  A committee shall be comprised of at least two (2) Commission members, with those members being designated as the Chair and Vice-Chair of the ad hoc committee.

Membership of committees, except the Executive Committee, may include associate members of the Commission.  Associate members shall have voice and vote in matters before a committee.

RFP (Request For Proposal) sub-committees will include Commission members, with other sub-committee members designated by the Commission Chair or Executive Committee. Applicants for Commission administered grants who are members of a RFP committee are not eligible to vote or be a part of discussion of their grant application/proposal.  As part of the RFP process, there will be adequate time for appeals that will occur before final funding recommendations are made by the Sub-committee to the full Commission.

AllCommittees shall designate a member of the Committee as Vice-Chair and a member as Reporter.  The Vice-Chair shall serve as the Chair in the absence of the Chair and the Reporter shall maintain the records of  the committee’s meetings and actions.

Commissioners designated to the four standing committees are responsible for establishing procedures and voting requirements for the overall work group (Commission appointees and associate members).

The Executive Director will provide orientation training for committee Chairs and Vice-Chairs on Robert’s Rules of Order Newly Revised, Act 472 of 1991 (statement of financial interest), the Freedom of Information Act, Act 219 of 1997 (attendance rules) and Act 181 of 1997 (annual report and mission statement).

Meetings

Commission meetings shall be held at least twice annually (July 1 - June 30)

The Commission may establish a regular schedule of meetings and/or the Chair and Vice-Chair may schedule Commission meetings.  Commission members shall be provided a notice at least ten (10) days prior to any meetings scheduled by the Chair and Vice-Chair of the Commission.  The Commission may set a yearly calendar that includes all regularly scheduled Commission meetings, projects, etc.

A Commission meeting may be canceled at the discretion of the Chair and Vice-Chair.  Members shall be notified of any cancellation prior to the meeting.

Minutes of the meeting, including attendance and formal decisions, shall be maintained by the Commission.

A quorum for Commission meetings shall be fourteen (14) members. Proxies must be sent or faxed to the Executive Director of the Commission.  Only one proxy may be held per voting Commission member. 

Members or their designated proxy present at a Commission meeting, by an affirmative vote of the majority of voting members present, may take any formal action necessary to the operation of the Commission.  Facsimile votes are permitted in special circumstances as determined by the Executive Committee.

Committee meetings will be held at the discretion of the committee Chair or as directed by the Commission.  The Chair shall act to ensure that committee members receive notice of meetings or cancellation of any meeting.  The Executive Committee may designate a specific day or date of the month for each committee to meet in order to facilitate the membership’s participation.

Each committee will provide the Commission membership a copy of their meeting notes or a summary of the committee’s activities and actions, at least quarterly.

The committee Chair shall keep the Commission and Executive Committee informed regarding the plans and activities of the committee.

The Commission will comply with the Freedom of Information Act, Act 472 of 1991 (statement of financial interest), Act 219 of 1997 (attendance rules), Act 181 of 1997 (annual report and mission statement) and conduct meetings by Robert’s Rules of Order Newly Revised.

Reviewed 10/27/06