RTACAC 2014.2015 Bylaws

 

Bylaws of the Pikes Peak Rural Transportation Authority

Citizen Advisory Committee

February 14, 2005

(Revision Review: January 11, 2006)

(Revision Review: November 8, 2006)

(Revision Review: May 9, 2007)

(Revision Review: December 12, 2007)

(Revision Review: January 14, 2009)

(Revision Review: December 9, 2009)

(Revision Review: September 8, 2010)

(Revision Review: March 13, 2013)

(Revision Review: June 11, 2014)

(Revision Review: February 11, 2015)

 

Mission for Pikes Peak RTA Citizen Advisory Committee (PPRTA-CAC)

 

The primary objective for the Pikes Peak Rural Transportation Authority’s Citizen Advisory

Committee (PPRTA-CAC) is to ensure that the capital, maintenance and public transportation

projects and programs approved by voters during the November 2, 2004 election are

accomplished with PPRTA funds. This committee reports directly to the PPRTA Board of

Directors.

 

Additionally, the intent of the PPRTA Board in forming the CAC is to ensure that citizens are

included as partners with the PPRTA Board to monitor the expenditure of the funds for capital,

maintenance and public transportation projects and programs within the four local government

areas that comprise the PPRTA.

 

The PPRTA-CAC will review the preliminary budgets prepared by PPRTA and local

government staff to provide recommendations to the PPRTA Board. Further, the PPRTA-CAC

will review local government budgets as submitted to the specific PPRTA member governments

to ensure that the funding from the PPRTA will not be used to substitute for or reduce the City of

Colorado Springs’ funding to the existing transit system, or to substitute for or reduce any

member government’s funding for maintenance activities.

 

Public Meeting

 

All meetings of the Committee are open to the public. Citizens are welcome at meetings and may

express their opinions at such times as designated by the agenda or when recognized by the

Chair.

 

Quorum

 

A quorum shall be nine (9) members.

 

Robert’s Rules

 

The committee shall use Robert’s Rules of Order as its basis for governing the conduct of its

meetings.

 

Regular and Special Meetings

 

  1. Regular meetings of the Committee shall be held monthly or as needed. Notice of said

meetings and all available meeting materials shall be posted at least seven (7) business

days prior to the meeting and mailed to each committee member at least four (4) calendar

days prior to the meeting.

 

  1. Special meetings of the Committee may be called at the discretion of the Chair in

consultation with the PPRTA staff or by written petition by any three (3) Committee

members mailed or delivered personally to the Chair with a copy to the PPRTA staff.

Committee members shall be notified by mail, e-mail, in person or by telephone of such

special meetings, and said notice shall specify the nature of any and all business to be

conducted at such meetings, at least 72 hours prior to the time fixed for the meeting.

Posting of such special meeting shall also be at least 72 hours prior to the meeting.

 

Committee Membership

 

The PPRTA Board agreed that the following members would comprise the Citizen Advisory

Committee:

 

  • Three (3) members from the City of Colorado Springs’ Citizen Transportation Advisory

Board (CTAB) appointed to three-year staggered terms;

 

  • Three (3) members from the El Paso County Highway Advisory Commission (HAC)

appointed to three-year staggered terms;

 

  • Two (2) members appointed by the City of Manitou Springs to three-year staggered

terms;

 

  • Two (2) members appointed by the Town of Green Mountain Falls to three-year

staggered terms;

 

  • Two (2) members appointed by the Town of Ramah to three-year staggered terms;

 

  • Five (5) members appointed “at-large” by the PPRTA Board to three-year staggered

terms, and

 

  • Four (4) alternate members appointed “at-large” by the PPRTA Board to a two-year term.

The alternate members may participate in the PPRTA-CAC meeting as a regular member

in place of any member absent from the meeting.

 

At-Large Committee members and At-Large Alternates may, at the PPRTA Board’s discretion, serve up to two consecutive terms. All other Committee members do not have term limits.

 

The Pikes Peak RTA Citizen Advisory Committee (CAC) has 17 regular voting seats. There are

four At Large Alternate members appointed to be available to fill any vacant seats of the 17

regular members. In the event there are more At Large Alternate CAC members attending a

CAC meeting than there are vacancies in regular voting seats, the CAC Chair shall use a monthly rotation list of  At Large Alternate CAC members to determine which alternate member shall be seated in the voting seat(s).

 

Selection of Committee Members

 

  • Member governments of the PPRTA will appoint their members to the PPRTA-CAC

based on their locally approved process and procedures. This PPRTA-CAC member

selection process applies for the City of Colorado Springs’ Citizen Transportation

Advisory Board and the El Paso County Highway Advisory Commission.

 

  • The PPRTA Board will advertise position openings for the five at-large and four alternate

at-large member positions.

 

  • Interested residents of the member governments of the PPRTA may submit a Letter of

       Interest addressed to the PPRTA Board Secretary’s Office for membership consideration

by the PPRTA Board.

 

  • PPRTA member government employees and residents that do not reside in the PPRTA

boundaries are not eligible for appointments but may attend the PPRTA Board and CAC

meetings.

 

Terms of Service

 

Membership terms are for 3 calendar years. However, to establish staggered terms, there are

exceptions for 2005:

 

For 2005, the six positions filled from members of the existing City of Colorado Springs

Citizen Transportation Advisory Board and El Paso County Highway Advisory

Commission will be for one-, two- and three-year appointments.

 

For 2005, the representatives from the Town of Green Mountain Falls and the City of

Manitou Springs will be for two- and three-year appointments.

 

For 2005, the five regular at-large positions will be for three: one-year terms, one: twoyear

term and one: three-year term appointments.

 

For 2005, the original two alternate at-large positions will be for two-year term

appointments.

 

At the expiration of a term, an At-Large member may apply to the PPRTA Board for

reappointment, except that no At-Large member shall serve more than two consecutive terms. At

the expiration of a term of a member appointed by a specific member entity, that member may

apply to his/her respective governing body for reappointment to the PPRTA Citizen Advisory

Committee.

 

Mid-Term Vacancies: Members may resign at any time but are encouraged to do so in writing

to the Chair with a copy to the Board Secretary. Vacancies that occur mid-term will be filled by

PPRTA Board appointment. The PPRTA Board, at its discretion, may re-advertise or choose a

replacement from the most recent Letters of Interest received to fill vacant seats. Mid-term

appointees complete the remainder of the vacated terms and must reapply if interested in

subsequent terms. A member selected to fill an unexpired term of at least one-half of the term

shall be considered to be filling a full term of office.

 

Removal of Members: Upon petition of two-thirds of the members , a member may be recommended to the PPRTA Board for removal and replacement. Member governments of the PPRTA may remove their members to the PPRTA-CAC based on their locally approved process and procedures.

 

Conflict of Interest

 

Section 1. Announcing Conflict

Whenever a Committee member has cause to believe that a matter to be voted upon would

involve him/her in a conflict of interest, he/she shall announce the conflict of interest and shall

request a ruling by the Committee on voting on such matter. If the Committee needs legal advice

in making a ruling, the PPRTA staff shall facilitate access to the PPRTA attorney.

 

Section 2. Abstention From Voting

No Committee member shall vote on any matter which would involve a conflict of interest.

 

Responsibilities of Pikes Peak RTA Citizen Advisory Committee

 

The PPRTA-CAC is responsible for:

 

  • Reviewing and making recommendations to the PPRTA Board on substantial changes

to project or program budgets, major adjustments in the allocation of resources

between projects or programs, or any substantial change in the scope of projects or

programs.

 

  • Meeting monthly or as needed to review capital projects status and to monitor the

progress of the operational components funded from the Pikes Peak Rural

Transportation Authority Sales Tax.

 

  • Reviewing the preliminary budgets prepared by PPRTA and local government staff to

provide recommendations to the PPRTA Board.

 

  • Reviewing local government budgets as submitted to the specific PPRTA member

governments to ensure that the funding from the PPRTA will not be used to substitute

for or reduce the City of Colorado Springs’ funding to the existing transit system, or

to substitute for or reduce any member governments’ funding for maintenance

activities.

 

  • Presenting a formal report to the PPRTA Board in conjunction with the formal annual

budget process.

 

  • Reviewing the PPRTA 10-year capital project program to ensure annual allocations

are congruent with the program’s overall objectives.

 

  • Advising PPRTA Administrative staff and the PPRTA Board when necessary of

concerns and recommendations related to the implementation of the PPRTA projects

and programs. The committee acts in an advisory capacity only, and does not have

authority to direct PPRTA Administrative staff.

 

  • Representing the Committee at project groundbreaking, program start-ups and facility

opening ceremonies.

 

The PPRTA-CAC is responsible for determining:

 

  • Designated Chair and Vice-Chair to facilitate meetings, coordinate formal

correspondence, and publicly represent the Committee. The PPRTA Citizen Advisory

Committee shall select its Chair, First Vice-Chair and Second Vice-Chair positions

for one-year terms at the first meeting of each calendar year. In the absence of the

Chair or in the event of his/her inability to act or if the office is vacant, the First Vice-

Chair shall perform all duties of the Chair, and when so acting, shall have all the

powers and be subject to all restrictions of the Chair. Similarly, in the absence of both

the Chair and First Vice-Chair, the Second Vice- Chair shall perform the duties of

and have the powers of the Chair.

 

  • Procedural guidelines for conducting quarterly meetings.

 

  • The means by which citizens are given the opportunity to provide input and

participate in its meetings.

 

  • Development of criteria for recommending removal of a member. These criteria are

absenteeism, such that  when a member has had unexcused absences for a third consecutive time or a fourth time in any twelve month period, the Chair shall cause to be sent, through the PPRTA staff, a letter to such member at his/her address informing such member that another absence shall result in his/her membership being reviewed for possible termination. One additional unexcused absence shall cause the Chair, through the PPRTA staff, to advise the Board for possible termination.

 

 

 

Excused absences include such circumstances as personal or family sickness, death in the family, advanced notice of business related travel or meetings, advanced notice of conflicting committee meetings or other meeting conflicts not in the control of the CAC member, and advance notice of a preplanned family vacation. These circumstances  shall

not apply against a CAC member’s absentee record, as stated above. The CAC member

shall notify the CAC Chair in advance of the applicable meeting, if possible, of the need

for the excused absence, but may also be allowed an excused absence by the Chair after

the meeting with adequate notification and explanation. In the absence of such

notification mentioned above, the absence shall be unexcused and shall count against the

CAC member’s attendance record.

 

PPRTA Administrative Staff is responsible for providing the committee with:

 

  • Quarterly progress reports of PPRTA capital projects, maintenance projects, public

transportation services and capital projects as well as other PPRTA funded activities.

 

  • Administrative staff support for the CAC meetings and ensuring public notification is

achieved in accordance with the Colorado Rural Transportation Authority Laws.

 

  • Copies of the approved PPRTA budget and status report regarding the approved 10-

year PPRTA capital projects program.

 

  1. Amendment of ByLaws

 

Action may be initiated at any duly constituted meeting of the Committee to alter, amend or

repeal these Bylaws and have new Bylaws adopted. An affirmative vote of a majority of the

Committee members present in a duly constituted meeting with a quorum is necessary for

approval of a positive recommendation to the Board. The Committee’s recommendation to

amend these Bylaws is then subject to approval by the PPRTA Board of Directors.

 

The PPRTA Board of Directors may from time to time amend these Bylaws, or change its

policies, necessitating revisions in the Bylaws of this Committee. Should such a case occur, the

PPRTA Chair shall notify or cause to notify the Chair of the Committee, who shall then notify

the full Committee, of such changes.

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