DRAFT - SALEM RENEWABLE ENERGY TASK FORCE ORGANIZATION BYLAWS
Names for group??? Resiliency, Sustainability, Advisory,
MISSION
The mission of the Renewable Energy Task Force (RETF) is to create ideas, research technologies and recommend programs with the goal of bettering the City of Salem’s environmental stewardship. ~The Commission and the City recognize that protecting the environment and reducing the consumption of resources is part of our civic responsibility and hope to enhance the economic, social and natural environment of the City of Salem by:
·~~~~~~~Promoting renewable energy use in the City of Salem
·~~~~~~~Highlighting the need for energy conservation in the City of Salem
·~~~~~~~Advocating responsible energy use in the City of Salem
·~~~~~~~Supporting the reduction of emissions that contribute to climate change
AUTHORIZATION
412464641 The Salem Renewable Energy Task Force was established in 2006 to allow for eligibility for state renewable energy funding in the City of Salem, and in particular to explore city owned wind power options. The Task Force was created by the Mayor of Salem and approved by the City Council under 41246464024 VSA Chapter 33, Section 1131 412464640Jeff Elie- - and the Task Force was brought under the auspices of the Department of Planning and Community Development Department.412464641Jeff Elie
PURPOSE and FUNCTIONS
a) Promote energy savings by gathering up-to-date information on energy use in the community and environmental factors, current technology and economics of energy conservation; increase public understanding and offer cost saving suggestions for individuals, businesses and the community as a whole; and provide resources to residents and commercial establishments that clearly outline energy conservation and efficiency steps that will reduce energy bills.
b) Report to the City Council regarding the identified actions the Community should take to reduce the City of Salem’s greenhouse gas emissions; support opportunities for use of technologies that will conserve energy and reduce emissions, and installation of cleaner or more efficient sources of energy; utilize the zoning bylaws to conserve energy required for transportation by promoting mixed use and encouraging alternative transportation including pedestrian, bicycle and public transit opportunities; conserve the health of the natural environment by encouraging reduction of carbon dioxide and other greenhouse gas emissions, acid rain, ozone depleting emissions, particulates, heavy metals, carcinogens, and radioactive waste and protect natural areas and other important resources from inappropriate
energy exploitation.
c) Make sustainable, energy efficient recommendations to the municipality by cooperating and communicating with the City Council, Planning Board, groups, and organizations having similar concerns and with appropriate agencies of the regional, state, and federal government.
d) Inventory existing and develop new funding sources available to the City of Salem either by statute, budget and/or grant resources available to fund approved energy initiatives; participate in the application processes and as approved by the City Council.
e) Establish metrics and methods to measure the efficacy of the Task Force’s initiatives as well as the energy consumption of the Municipality and community at large; report on established metrics on a yearly and/or as needed basis to the City Council. Using the City Energy and Sustainability Manager, the Task Force will coordinate and communicate efforts to appropriate City officials, other boards, and the public.
f) Engage and educate the community through the use of established energy-efficiency, alternative transportation use and renewable energy campaigns; the Task Forces’ functions are made transparent and available to the public through a domain website maintained by the Task Force-appointed Webmaster, through the City of Salem domain website and Annual Report. Meeting minutes will be posted to the Salem Renewable Task Force website on a regular basis. (doesn’t have to be city employee – GreenSalem – RETF page)
g) Coordinate, organize and/or support relevant activities in the community and related projects to support community engagement and education initiatives relating to renewable energy, energy efficiency, energy conservation, and other environmentally sustainable initiatives.
PROCEDURES
In general, projects and decision-making are to proceed along the following guidelines:
a) The Task Force will develop its work program and assign specific tasks/goals annually. Force.. The Task Force members or citizens or community groups may present suggestions for projects.
b) The Task Force will present approved recommendations and/or plans to the Zoning & Planning Boards, other city departments/boards and the City Council as appropriate.
c) Final decisions and actions shall be decided by majority, subject to law and overrule by the City Council.
d) The Task Force shall operate in accordance with the Massachusetts Open Meeting Law. The Task Force shall be responsible for public communications.
MEMBERSHIP
a) Membership on the Task Force and its activities are under the jurisdiction of the City Counci Interested parties submit a letter of interest to the Mayor, and the Mayor recommends potential new members when there is a vacancy. Each member is approved by vote by the City Council for a 3 year term with renewal of status by Mayor and City Council. In order to facilitate more participation, there is no limit on the number of participants; however the Task Force consistsof eight official members (7, with an 8th alternate). The Task Force welcomes volunteer involvement and participation without formal vote by the City Council.
b) Members are expected to attend two-thirds (8 of 12 monthly meetings) of scheduled meetings per year, as determined in July of each year.
c) The Task Force is chaired by a voted upon Renewable Energy Task Force member, or in his/her absence, by the also voted upon Vice-Chair. The City Energy and Sustainability Manager staffs the Task Force. d) Voluntary resignations must be submitted to the Mayor’s Office in writing or through electronic mail.
e) All vacancies shall be recommended by the Mayor’s office and approved by the City Council.
f) All members shall serve without compensation, but may be reimbursed by the Municipality for necessary and reasonable expenses incurred in the course of their duties.
g) All members must reside in Salem to be on the Task Force.
MEETINGS
a) The City Energy and Sustainability Manager shall develop an agenda and post to the public48 hours prior to each meeting in accordance with City Sunshine Ordinance and MA Open Meeting Law. (City Calendar, Bulletin Board, and posted with the City Clerk)
b) Task Force meetings shall be open to the public and held monthly at a regular day and time to be determined by the Task Force. Special and emergency meetings may be held at other times in accordance with Massachusetts Open Meeting Law.
c) Cancellations should be made in advance and posted for the public when possible. When this is not possible, a posting must be placed on the meeting space to inform the public of the cancellation. (Jeff please change this as needed- but I think something about cancellations should be here)
c) All records and minutes of any Task Force meeting or action shall be filed with the City Energy and Sustainability Manager and posted on the web site and be available to the public 48 hours after the public meeting in draft form Final minutes will be posted once edited and approved by the Task Force.
d) A quorum shall consist of the presence of a majority of the then-appointed members. No action shall be taken without the affirmative vote of a majority of the Task Force members present and voting. Any member unable to attend shall notify the Chair and the City staffer in advance of the meeting date.
e) In order to secure and preserve the highest level of public trust in the deliberations and decisions of the Task Force, it is incumbent upon each member not only to scrupulously avoid any act which constitutes a conflict of interest established in law but also to avoid any act that gives the appearance of an undue special privilege or a conflict of interest.
f) A member shall withdraw from all participation, in any matter including all formal and informal discussion and voting, in which the member concludes that (s)he may have a conflict of interest or upon the assertion that there is a reasonable public perception that a conflict or a special privilege may exist.
SUBCOMMITTEES
a) The Task Force may function with both standing and ad hoc subcommittees. Standing subcommittees shall be established by a majority vote of the Task Force; ad hoc subcommittees may be established by decision of the Task Force Chair. The Task Force Chair shall appoint Chairs for all subcommittees.
b) All subcommittees shall function in an advisory capacity to the Task Force. No action shall be taken by any subcommittee without the prior consent of the Task Force.
c) Subcommittee membership shall be open to the public. The time and place of each meeting shall be posted on the Renewable Energy Task Force website. Minutes of subcommittee meetings will be submitted to the Task Force in accordance with the Massachusetts open meetings law and incorporated with the records of the Task Force.
ADMINISTRATION
a) The Task Force shall have the authority to request appropriations from the City of Salem for its operating expenses, inventory, metrics and measurement technology and tools, education, and information expenses. Funds appropriated or donated to the RETF shall be under the control of the City and management of the Task Force.
b) The Task Force shall have the authority to receive gifts, grants, or money from any sources for these purposes. Any funds from private, state, or federal sources which impose any obligation on the City of Salem shall be accepted only by consent of the City Council.
AMENDMENTS
These Bylaws may be amended at any regular or special meeting of the Task Force by a two-thirds vote of the RETF. Written notice of intent to amend must be publicly posted, sent to each member of the Task Force, and the Energy and Sustainability Manager. (check with Beth Rennard)
DISSOLUTION
The duration of the Salem Renewable Task Force is intended to be perpetual. In the event of dissolution, all existing trust & agency funds of the Task Force remaining after payment of appropriate expenses shall be distributed to tax-exempt organizations emphasizing the same purposes as the Salem Renewable Task Force, or to the City, as determined by the City Council.
Adopted: ____________(Date)
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