KICH Bylaws

KENTUCKY INTERAGENCY COUNCIL ON HOMELESSNESS BYLAWS

ARTICLE I. NAME

The name of this organization shall be the Kentucky Interagency Council on Homelessness (“Council”).

ARTICLE II. MISSION

The Council coordinates and influences policy across Kentucky to end homelessness.

ARTICLE III. RESPONSIBILITIES

Section 1. General

The responsibilities of the Council are set forth in Executive Order 2007-751, signed on September 10, 2007.

Section 2. Duties of the Council
The duties of the Council include, but are not limited to:

A. Serve as the single statewide homeless planning and policy development resource for the Commonwealth of Kentucky;
B. Review and update annually Kentucky’s Ten-Year Plan to End Chronic Homelessness;
C. Recommend necessary changes to Kentucky’s Ten-Year Plan to End Chronic Homelessness;
D. Monitor and oversee implementation of Kentucky’s Ten-Year Plan (Plan) to End Chronic Homelessness to ensure that accountability and results are consistent with the Plan;
E. Serve as a state clearinghouse for information on services and housing options for the homeless;
F. Conduct other activities as may be appropriate and necessary; and
G. Report to the Governor and Kentucky General Assembly annually.

Section 3. Administration

The Council shall be attached to the Homeless & Housing Coalition of Kentucky (HHCK) for administrative purposes. In cooperation with other state agencies, HHCK shall provide administrative support to assist the Council to carry out its mission and duties.

ARTICLE IV. MEMBERSHIP

Section 1. General

To the extent feasible, the membership of the Council shall represent the diverse populations of the Commonwealth of Kentucky. The Council shall seek membership and varying levels of participation from consumers, advocacy organizations, service providers, and relevant federal, state, and local agency representatives and others to facilitate collaboration across Kentucky to address the needs of the homeless and work to alleviate and prevent homelessness.

Section 2. Membership

The membership of the Council shall include, but is not limited to the following:

1. The secretary of the Cabinet for Health and Family Services;
2. The executive director of the Homeless and Housing Coalition of Kentucky;
3. The chief executive officer of the Kentucky Housing Corporation;
4. The commissioner of the Kentucky Department of Veterans’ Affairs;
5. The secretary of the Justice and Public Safety Cabinet;
6. The secretary of the Education and Workforce Development Cabinet;
7. The secretary of the Transportation Cabinet;
8. The executive director of the Administrative Office of the Courts;
9. The state budget director;
10. A representative from the Kentucky Housing Association, representing public housing authorities, and
11. An individual who has previously experienced homelessness and addiction.

ARTICLE V. OFFICERS

Section 1. Officers
The officers of the Council shall be the Chairperson, Vice Chairperson and Secretary.

Section 2. Nomination and Election
The Governor shall appoint a Chairperson and the Council shall elect a Vice Chairperson and a Secretary.

Section 3. Terms of Office
The Chairperson, Vice Chairperson and Secretary shall serve a term of two (2) years.

Section 4. Duties of Officers

A. The Chairperson shall:
1. Coordinate activities of the Council and work closely with appropriate KHC staff;
2. Preside at Council meetings;
3. Serve as a liaison between the Council and other groups and organizations; and
4. Communicate with and report regularly to the Council.

B. The Vice Chairperson shall:
1. Chair the Steering and Leadership Committees;
2. Assume the Chairperson’s duties if the Chairperson is unable to fulfill them;
3. In the case of permanent inability of the Chairperson, act temporarily as Chairperson until the Governor appoints a new Chairperson.

C. The Secretary shall:
1. Keep on file the minutes of all the meetings of the Council and subcommittees;
2. Keep on file all records of the actions of the Council and subcommittees;
3. Make the minutes and records available to members upon request and to the public upon open records request;
4. Sign all certified copies of acts of the Council and subcommittees;
5. Maintain record book(s) in which the bylaws, minutes and records are entered;
6. Send out a notice to the membership of each Council or subcommittee meeting;
7. Prepare and post, 24 hours before each meeting an Agenda showing in their exact order, under the correct headings, all matters known in advance that are due to come up at the meetings; and
8. In the absence of the Chair and Vice Chair, to call the meeting to order and preside until the immediate election of a Chair pro tem.

ARTICLE VI. STANDING AND AD HOC COMMITTEES

Section 1. General

The Council shall have three standing committees; a Leadership Committee, a Steering Committee and a Policy Committee.

Section 2. Committee Membership
The Steering Committee Chairperson shall appoint the persons to chair the committees and subcommittees of the Council. Appointments shall be made following the procedures noted in Article VII, Section 2, Voting. The appointed Chairperson of the committees and the subcommittees shall designate the members of the committee or subcommittee and a Secretary for the committee or subcommittee. Efforts shall be made to balance all committees with members from the diverse organizations that are represented on the Council, including state agencies, private organizations, and consumers, where appropriate.

Section 2. Reports
All committees and subcommittees of the Council shall maintain written agendas and minutes. These agendas and minutes shall be provided to the appropriate entity in a timely manner so that they may be made available to the public no later than immediately following the next meeting of the Council, committee or subcommittee. Each committee or subcommittee Chairperson shall report its activities to the Council when requested.

Section 3. Meetings

All committees and subcommittees shall meet at such time and place as designated by the Chairperson of the committee or subcommittee. The committees and subcommittees shall meet as often as necessary to complete its duties. See Article VII., Section 1, for meeting schedule.

Section 4. Standing Committees
A. The Leadership Committee shall be made up of the chairs of the standing committees and subcommittees. The Leadership Committee shall have and may exercise, when the Council is not in session, the power of the Council in the management of the business and affairs of the Council.

B. The Steering Committee shall monitor the progress of the Policy Committee and formulate policy recommendations based on work done at the committee and subcommittee levels to drive systems change to address homelessness across the state. Such recommendations will be presented to the Council for adoption.

C. The Policy Committee shall consist of four subcommittees: supportive housing, services/ prevention, public will and data collection.

1. The Supportive Housing Subcommittee shall propose types and quantities of housing that it determines are necessary to address homelessness.

2. The Services/Prevention Subcommittee shall propose types and quantities of associated services that it deems necessary to address homelessness and prevention efforts that are needed to prevent homelessness.

3. The Public Will Subcommittee shall develop a strategy for raising public awareness and advancing the public will to address and end homelessness.

4. The Data Subcommittee shall determine what type of data will need to be collected to assess impacts on homelessness.

5. The responsibilities of each subcommittee include:

a. Help to identify best practices from other states and communities that would be instructive and informative to regional participants;

b. Help to identify ways in which state policies and state agencies might function and operate differently to achieve the aims of Kentucky’s Ten-Year Plan;

c. Follow up on themes that arise from regional discussions that require state action. Determine what sort of action plan would be necessary to implement these changes;

d. Support the sharing of ideas across regions. Make sure there is a productive exchange of ideas between regional participants and statewide entities; and

e. Report annually to the Steering Committee on progress toward achieving the goals of the Ten-Year-Plan.

Section 5. Ad Hoc Committees

The Chairperson and Vice Chairperson may create ad hoc committees as necessary to fulfill the work of the Council. Ad hoc committee chairpersons shall be appointed by the Chairperson or Vice Chairperson.

ARTICLE VII. MEETINGS

Section 1. Meetings

The specific dates and times for Council, committee and subcommittee meetings will be set by each group at its first meeting of the year. The determined dates and times will then be put on the Council’s calendar on the KICH website.

A. The Council shall meet two times a year on the third Tuesday of April and October. The Council and the Leadership Committee may call additional meetings throughout the year, as needed.
B. Regular meetings of the Steering Committee shall convene on the third Tuesday in the following months: January, April, July and October.
C. Regular meetings of the Policy subcommittees will convene on the third Tuesday or Wednesday in the following months: February, May, August and November.

The Council shall comply and conform to the Kentucky Open Meetings and Open Records laws. KHC shall be the official repository of all Council records.

Section 2. Voting Process

A majority of the members eligible to vote shall constitute a quorum. If during the meeting the number of members present is reduced below a quorum, the meeting may continue but no vote may be taken. A member may duly appoint a designee if the member is unable to attend. A majority of the quorum is needed to act on any matter put to a vote. Members of the committees and/or subcommittees shall make recommendations to the Steering Committee. Final recommendations shall be presented to the Council which shall vote to ratify the recommendations. Committee and/or subcommittee members who are representatives of the federal government shall be non-voting members.

Section 3. Vacancies

A. Individual Council membership ends when:

1. A member resigns or dies; or

2. A member is deemed inactive by the Council upon the relevant facts having been presented; or

3. A member is replaced by the sponsoring agency or organization; or

4. A member is terminated by a majority of the Council for just cause, as defined by the majority.

B. After two absences from any regularly scheduled meetings, separated by less than one year between each occurrence, the member may be notified that his/her position shall be declared vacant. In the case of members from designated agencies, the agency shall be notified and requested to name a replacement representative from that agency. The Council shall determine final action on the status of individual members.

C. Attending by telephone or sending a duly appointed designee fulfills the attendance requirements of these bylaws; however, a quorum must be present in order for a vote to be held. All alternates shall be able to vote when duly appointed as proxy for the usual member.
D. Termination of an individual’s membership does not terminate the agency’s representation on the Council.

ARTICLE VIII. AMENDMENTS TO BY LAWS

Section 1. Changes in Bylaws

The bylaws of the Council may be revised, amended, and/or repealed by a majority vote of the Council. Notice of the proposed changes shall be provided at the previous Council meeting in order to be voted on at the next regularly scheduled meeting or at any special meeting that has been called.

Section 2. Notification of Changes

Notice of the proposed changes to the bylaws must be submitted to the Council in writing (which shall include electronic communication) at least thirty (30) days in advance of the meeting where the vote will take place.

ARTICLE IX. ADMINISTRATIVE POLICIES

As the need arises to establish administrative policies regarding the general operation of the Council, proposed policies may be recommended to the Leadership Committee of the Council and voted on for approval by a majority of the Leadership Committee. Upon such approval, the new policies shall be incorporated into the KICH bylaws numerically and in chronological order. All such policies shall remain in effect unless a vote to change or discontinue the policy is carried by a majority of the Council.

Administrative Policy 1. Legislation

The Steering Committee shall, as necessary, develop and recommend legislation affecting homeless individuals and present this information to the Council for consideration and approval. Upon approval, the Vice Chair shall work with the most appropriate Council member agency, based on legislative subject matter, to further refine the draft legislation so that the member agency would be willing to support the legislation as a part of its legislative package. The Council member agency, in making the legislation part of its package, shall utilize its resources and influence to help move the bill through the legislative process. The Vice Chair shall assist the member agency in this effort, as needed, particularly if opposition is encountered by other groups, state agencies, or legislators. In no way does this policy obligate an agency to support or advance legislation that would be contrary to the goals of the member agency.

Administrative Policy 2. Point-In-Time Count

The Point-In-Time Count (PITC) is a statewide effort to determine the number and characteristics of people sleeping in shelters, on the streets, or in other places not meant for human habitation. The PITC is coordinated by KHC and is a requirement of the U.S. Department of Housing and Urban Development (HUD) to access resources through the Continuum of Care process.

Additionally, state and local government and nonprofit agencies need accurate data to:

• Determine the size and scope of homelessness
• Plan services and programs appropriately
• Measure progress toward ending homelessness
• Measure performance of individual programs and the system as a whole

The Council supports the collaboration and partnership of all member agencies to participate in the PITC planning process, data collection and reporting, recruitment of volunteers, and the administration of the survey instrument on the day of the PITC held annually on the fourth Wednesday of January from 12 midnight to 11:59 p.m., local time.

Date Adopted: January 27, 2009
Date Amended: June 30, 2010
Date Amended: October 11, 2011
Date Amended: April 21, 2015