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Cayuga County Community Services Board By-Laws Updated 03/26/2025 ARTICLE I – NAME §1.1 This entity shall be known as the Cayuga County Community Services Board (hereinafter referred to as the "CSB"). ARTICLE II – PURPOSE §2.1 The purpose of the CSB is to implement Article 41 of the Mental Hygiene Law in the most effective and economical manner. It shall enable and encourage local governments to develop both new and existing resources from state, local government, and private sectors to provide mental hygiene services. (§MHL 41.01) ARTICLE III – LOCAL GOVERNMENT UNIT MHL 41.05 §3.1 The term “local government” refers to a county, excluding any county within the City of New York, and the City of New York. (§41.03) §3.2 To qualify for state aid, each county must establish a local government unit (LGU) responsible for service provision. Cayuga County's LGU is the Cayuga County Community Mental Health Center §3.3 The directly provides local services and facilities. §3.4 The assumes the duties of a local governmental unit as outlined in Mental Hygiene Law Section 41.13. ARTICLE IV – DIRECTOR OF COMMUNITY SERVICES MHL 41.05 §4.1 Each LGU shall appoint a Director of Community Services (DCS) to serve as its chief executive officer. (§4.1.05) §4.2 The CSB is responsible for appointing, evaluating, and removing the DCS. A majority vote is required for both the appointment and removal. §4.3 The DCS must be a or another professional who meets the qualifications established by the New York State Mental Hygiene Commissioner. §4.4 The DCS shall ensure that complies with all relevant authorities, including but not limited to the New York Mental Hygiene Law, the New York Codes, Rules, and Regulations, the Cayuga County Legislature, the Office of Mental Health, and the New York Department of Health. §4.5 The DCS shall report annually on the implementation of the Comprehensive Plan and the Local Services Plan to the Cayuga County Legislature and the public. Any changes to the annual plan shall be made available for public inspection and comment, and staff shall be notified prior to implementation. §4.6 The DCS shall submit an annual report on programs and services to the CSB, the Cayuga County Legislature's Health and Human Services Committee, and any other requesting entities. (§41.13c) WHEREAS, Resolution No. 613-04 was adopted by the Legislature of Cayuga County at a meeting held on the 21st day of December 2004, establishing a local governmental unit pursuant to the provisions of the New York State Mental Hygiene Law; WHEREAS, Resolution No. 613-04 established that such local governmental unit would be known as the Cayuga County Community Mental Health Center (hereinafter WHEREAS, Resolution No. 613-04 further provided for the establishment of a community services board for services to individuals with mental illness, developmental disabilities and those suffering from alcoholism and substance [use]; WHEREAS, the community services board is known as the Cayuga County Community Services Board (hereinafter referred to as the "CSB"); and WHEREAS, the Cayuga County Community Services Board By-Laws are derived from and in accordance with the Cayuga County Legislature pursuant to New York Mental Hygiene Law §41.00 (hereinafter "NYS MHL"); The New York Codes, Rules and Regulations (hereinafter “14 The New York Public Officers Law (hereinafter “N.Y. Pub. Off. Law”). ---PAGE BREAK--- Cayuga County Community Services Board By-Laws Updated 03/26/2025 §4.7 The DCS shall designate an Administrative Support Staff member to assist the Chairs. This role includes updating agendas, recording meeting minutes, posting public notifications on cayugacounty.us, managing calendar updates, sending meeting reminders and cancellations, handling board appointment correspondence with the legislature, and collecting affiliation and financial disclosure forms. ARTICLE V – COMMUNITY SERVICES BOARD MEMBERSHIP MHL 41.11 §5.1 Composition: The CSB consists of either nine or fifteen (15) members, with the current composition being fifteen (15). The board includes two appointed officers: the Chair and Vice Chair, and one seat for the County Legislature Health & Human Services Chair. At least nine members shall serve on a subcommittee, with three assigned to each of the following areas: Mental Health, Alcohol & Substance Use, and Persons with Developmental Disabilities. Whenever possible, at least one member shall be a physician, and at least one shall be a licensed Alternatively, two licensed physicians may serve. All members must reside or be employed in Cayuga County. The CSB shall nominate, review, and vote on each new member. §5.2 Term CSB members shall serve one three-year term, with the option of serving up to two consecutive terms. Each term shall start on January 1st and end on December 31st of the appointed years. Vacancies resulting from removal, voluntary resignation, or unfulfilled terms shall be filled for the remainder of the term. §5.3 Meetings: Meetings shall be held on the fourth (4th) Thursday of each month from 12:00 to 1:00 pm, in person, and shall comply with the Open Meetings Law, Public Officers Law Article 7. The date, time, and place are subject to change, and public notice must be posted on the county website at least five days before the meeting. Meeting minutes shall be taken, summarizing motions, proposals, resolutions, and any matters formally voted upon. §5.4 Attendance: CSB members must attend all meetings. If a member cannot attend, they must notify the meeting secretary by the quorum request deadline. If a member accumulates three unexcused absences or five excused and unexcused absences within a calendar year, the Chair may treat this as a voluntary resignation. The Chair shall notify the member of this decision, and a replacement shall be appointed as outlined in §5.2. §5.5 Quorum: A quorum shall require at least eight in-person members at a public location unless state amendments authorize otherwise. The Board may use videoconferencing as long as a sufficient number of members are physically present, and the public can attend. Videoconferencing must comply with NYS OML §103, ensuring accessibility for individuals with disabilities. §5.6 Forms: CSB members shall complete an annual Declaration of Affiliation and Financial Disclosure form. §5.7 Duties: a. The Board shall review the local services plan, ensuring it aligns with the needs of persons with serious mental illness, including children and adolescents with serious emotional disturbances. b. The Board shall collaborate with the DCS in planning and overseeing a comprehensive services plan for the county's Mental Health program. c. The Board is responsible for recruiting and selecting the DCS, ensuring that the DCS is recognized as the administrative head of the county's Mental Health Department. d. The Board shall work with voluntary service and civic organizations whose goals align with those of the Board. e. The Board shall evaluate the DCS’s performance annually. f. The Board shall establish Subcommittees for each specialization area: Mental Health, Developmental Disabilities, and Alcohol and Substance Use, with three members from the Board on each Subcommittee. §5.8 Ethical Conduct: All CSB members are expected to conduct themselves in a manner that upholds the integrity of the board, maintains public trust, and reflects the highest standards of ethical behavior. Members must not engage in any conduct that could reasonably be perceived as unethical, including but not limited to bribery, abuse of power, or making decisions based on personal interests. Any member found to be in violation of ethical standards will be subject to review by the CSB and may face removal from the board, following a majority vote. §5.9 Conflict of Interest: No member of the CSB or any subcommittee shall participate in any decision or discussion on matters where there is a direct or indirect conflict of interest. A conflict of interest exists if the member, their immediate family, or any organization they represent has a financial interest or any other interest that could reasonably be affected by the outcome of the decision. If a conflict of interest arises during a meeting, the member must declare it and recuse themselves from the discussion and vote on the matter. If the conflict arises during the ---PAGE BREAK--- Cayuga County Community Services Board By-Laws Updated 03/26/2025 course of business, the Chair shall decide whether recusal is necessary. A Declaration of Affiliation form shall be completed annually by all CSB members §5.10 Removal: A CSB member may be removed for conduct detrimental to the board’s function. The Chair shall notify the member in writing and allow them to respond. Removal shall only take effect after a majority vote of the members during an Executive Session. ARTICLE VI – SUBCOMMITTEE MEMBERSHIP MHL 41.11 §6.1 Composition: Each Subcommittee consists of nine members, except for the Mental Health Subcommittee, which consists of up to eleven (11) members. The Mental Health Subcommittee currently has eleven (11) members. Each Subcommittee includes two appointed officers: a Chair and Vice Chair, selected by a majority vote of the Subcommittee members. At least three members from each Subcommittee will also be appointed from the CSB. Additionally, each Subcommittee will include representatives from community agencies or individuals with a demonstrated interest in behavioral health services, as well as individuals with lived experience and the parents or relatives of such individuals. §6.2 Term: Subcommittee members serve a three-year term, with the option to serve up to two consecutive terms. Each term begins on January 1st and ends on December 31st of the appointed years. Vacancies created by removal for cause, voluntary resignation, or unfulfilled terms will be filled for the remainder of the term. §6.3 Meetings: Meetings will adhere to the Open Meetings Law (Public Officers Law Article The CSB will determine the date, time, and place of meetings, subject to change. Any changes to the date, time, or place require public notice via the county website at least five days before the meeting. Minutes will be recorded at all open meetings, including motions, proposals, resolutions, and other matters voted upon, along with the results of those votes. a. Mental Health (MH) Subcommittee: Third (3rd) Thursday of each month b. Alcohol & Substance Use (ASU) Subcommittee: First (1st) Wednesday of each month c. Persons with Developmental Disabilities (PWDD) Subcommittee: First (1st) Thursday of each month §6.4 Attendance: Subcommittee members must attend all meetings. If a member cannot attend, they must notify the meeting secretary by the quorum request deadline. If a member accumulates three unexcused absences or five total absences (excused or unexcused) within a calendar year, the Chair may treat these absences as a voluntary resignation. The Chair will notify the member of this decision, and a replacement will be appointed as outlined in §5.2. §6.5 Quorum: A quorum requires five members for ASU and PWDD, and six members for MH, to be present in person at a public location unless authorized under state amendments. The Subcommittees may use videoconferencing at their discretion, provided that a minimum number of members are present in the same physical location where the public can attend. The following criteria must be met: Videoconferencing must be made available to the public and individuals with disabilities (NYS OML §103). §6.6 Duties: a. Collaboration b. Participation c. Commitment d. Advocacy e. Due Diligence f. Informed Decisions g. Local Services Plan h. Mental Hygiene Laws/Bylaws §6.7 Ethical Conduct: All CSB members are expected to conduct themselves in a manner that upholds the integrity of the board, maintains public trust, and reflects the highest standards of ethical behavior. Members must not engage in any conduct that could reasonably be perceived as unethical, including but not limited to bribery, abuse of power, or making decisions based on personal interests. Any member found to be in violation of ethical standards will be subject to review by the CSB and may face removal from the board, following a majority vote. §6.8 Removal: A subcommittee member may be removed for conduct detrimental to the board’s function. The Chair ---PAGE BREAK--- Cayuga County Community Services Board By-Laws Updated 03/26/2025 shall notify the member in writing and allow them to respond. Removal shall only take effect after a majority vote of the CSB members during an Executive Session. ARTICLE VII – OFFICERS CHAIR AND VICE CHAIR §7.1 Composition: The CSB and each subcommittee will have two officers: a Chair and a Vice Chair, appointed by their respective Board or Committee. §7.2 Term: The Chair and Vice Chair serve one-year terms, renewable annually, subject to approval by the Board or Committee. This renewal process may continue until the end of their respective terms on the Board or Committee. The Chair and Vice Chair are elected at the December meeting. If a Chair or Vice Chair resigns before the end of their term, the vacancy will be filled for the remainder of the term. §7.3 Attendance: The Chair and Vice Chair will preside over all meetings. If the Chair is absent, the Vice Chair will facilitate the meeting. §7.4 Duties: Chair and Vice Chair a. The CSB Chair will serve as the official spokesperson for the Board. b. The CSB Chair may not serve as Chair of a Subcommittee. c. The CSB and Subcommittee Chairs will develop and manage agenda items and maintain order during meetings. d. All Chairs will designate priorities for the agenda. e. All Chairs will monitor attendance, track excused and unexcused absences, and address concerns with individual members f. Subcommittee Chairs will be appointed to Ad Hoc Committees. g. The CSB Vice Chair will preside over all Ad Hoc Committee meetings. h. The Vice Chair will perform the duties of the Chair in their absence and take on additional tasks as assigned by the Board. ARTICLE VIII – OTHER MEETINGS AD HOC, SPECIAL, & EXECUTIVE AD HOC MEETINGS §8.1 Composition: Each Ad Hoc committee must have at least five members, including the Chair or Vice Chair of each Subcommittee, the Vice Chair of the CSB, and at least one At-Large member appointed by the CSB Chair. If a member holds more than one Subcommittee Chair position, the CSB Chair may appoint an additional At-Large member. §8.2 Term: Committee members are appointed for a one-year term by the CSB Chair, with the option to renew annually, subject to Board approval. The term continues until the end of the respective term on their Board or Committee. If a member voluntarily resigns before completing their term, the CSB Chair will fill the vacancy. §8.3 Meetings: Committee meetings serve as workgroup sessions for the Board and are not open to the public. These meetings facilitate internal discussions and preparations for Board matters. The Vice Chair will determine the date, time, and location of the meetings, which may change. The CSB Vice Chair will preside over all Ad Hoc Committee meetings. a. Nominating Committee: Meets as needed b. Bylaws Committee: Meets as needed §8.4 Attendance: Committee members must attend all scheduled meetings unless excused by the Vice Chair. §8.5 Quorum: A quorum consists of at least three members. §8.6 Duties: The CSB Chair appoints all Ad Hoc committees. a. Nominating Committee: The Nominating Committee manages membership compliance, term limits, term renewals, recruitment, interviews, and recommends nominees for Board approval. All Board-approved nominees are reviewed by the Cayuga County Legislature. All appointments are subject to the provisions of §41.11. ---PAGE BREAK--- Cayuga County Community Services Board By-Laws Updated 03/26/2025 b. Bylaws Committee: The Bylaws Committee reviews and manages the CSB Bylaws to ensure compliance with NYS MHL and Public Meeting Laws, recommending revisions to the Board for approval before any amendments. CSB SPECIAL MEETINGS §8.7 Special meetings are those required to conduct CSB business not covered under Ad Hoc or Executive Sessions. §8.8 Composition: The CSB consists of fifteen (15) members. See Article 5.1. §8.9 Meetings: The CSB Chair determines the date, time, and location of meetings, which may change. The Chair may call special meetings or must do so upon the written request of two or more Board members. Board members will receive at least five days' notice via email or phone. Annual Review Special Meeting: The CSB Chair and Vice Chair will conduct the annual review of the DCS, gathering input from the Board. This review should occur every September. §8.10 Attendance: CSB members must attend all special meetings unless excused by the Chair. If a member cannot attend, they must notify the meeting secretary by the quorum request deadline. §8.11 Quorum: A quorum requires at least eight CSB members to be present in person at a public location unless authorized under state amendments. The Board may use videoconferencing at its discretion, provided that a minimum number of members are present in the same physical location where the public can attend. The following criteria must be met: Videoconferencing must be made available to the public and individuals with disabilities (NYS OML §103). §8.12 Duties: The business conducted at any special meeting of the Board will be limited to matters stated in the notice for that meeting. CSB EXECUTIVE SESSIONS NYS OML§105 §8.13 Executive Sessions are defined by the Open Meetings Law and may be convened as permitted. §8.14 Composition: The CSB consists of fifteen (15) members. See Article 5.1. §8.15 Meetings: The CSB Chair will determine the date, time, and location of meetings, which may change. The Chair may call Executive Sessions. Board members will receive at least five days' notice via email or phone. The CSB may enter an Executive Session only after introducing a resolution in an open meeting, which must be approved by a majority of the fully constituted body. The resolution must identify the general subject(s) to be discussed. §8.16 Subject Matters Handled: The CSB may enter into executive session only if the matters to be discussed involve: a. Issues that will endanger public safety if disclosed. b. Disclosure of the identity of a law enforcement agent or informer. c. Matters relating to a current or future investigation or prosecution of a criminal offense that would hinder effective law enforcement if disclosed. d. Matters related to proposed, pending, or current litigation. e. Public employee collective-bargaining negotiations. f. Information involving the medical, financial, credit, or employment history of a particular person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal, or removal of a particular person or corporation. g. The preparation, grading, or administration of examinations. h. The proposed acquisition, sale, or lease of real property, or the proposed acquisition, sale, or exchange of securities, but only when publicity would substantially affect their value. Additionally, there are instances when a public body may conduct business exempt from the Open Meetings Law, including judicial proceedings, deliberations of political committees, and matters made confidential by federal or state law. §8.17 Attendance: CSB members must attend all Executive Sessions unless excused by the Chair. §8.18 Quorum: A quorum requires at least eight CSB members to be present in person at a public location, unless authorized under state amendments. §8.19 Duties: The business conducted during any Executive Session of the Board will be limited to the matters stated in the notice for that session. ---PAGE BREAK--- Cayuga County Community Services Board By-Laws Updated 03/26/2025 ARTICLE IX – ORDER OF BUSINESS Community Services Board §9.1 The order of business at all regular meetings of the CSB shall be as follows: I. Roll Call/Attendance/Call to Order II. Review of Minutes - Approval of the minutes from the preceding meeting. A copy of the minutes will be provided to each Board member for review at least three days prior to the next regularly scheduled meeting. III. Public to be Heard - Members of the public must sign in with the meeting secretary before each meeting and provide their name and the topic they wish to discuss. When members of the public are present, the meeting secretary will notify the speaker that they will have up to 3 minutes for their presentation. A total of 10 minutes will be allocated for the "Public to be Heard" section. The Chair may allow exceptions to this rule at their discretion. IV. Director’s Report - The DCS will provide a county update. V. Communications - Reserved for any presentations or guest speakers. VI. Financial Reports - Updates to any financial reports necessary to conduct business, including annual program reports and program budgets. VII. Subcommittee/Officer Reports - Brief overviews of noteworthy topics from subcommittee meetings, reported by the officers or designated spokespersons from the respective subcommittees. VIII. Unfinished Business IX. New Business X. Announcements XI. Adjournment Subcommittees §9.2 The order of business at all regular meetings of the subcommittees shall be as follows: I. Roll Call/Attendance/Call to Order II. Review of Minutes - Approval of the minutes from the preceding meeting. A copy of the minutes will be provided to each Board member for review at least three days prior to the next regularly scheduled meeting. III. Public to be Heard - Members of the public must sign in with the meeting secretary before each meeting and provide their name and the topic they wish to discuss. When members of the public are present, the meeting secretary will notify the speaker that they will have up to 3 minutes for their presentation. A total of 10 minutes will be allocated for the "Public to be Heard" section. The Chair may allow exceptions to this rule at their discretion. IV. Director’s Report - The DCS will provide a county update. V. Communications - Reserved for any presentations or guest speakers. VI. Agency Reports - Brief overview of noteworthy topics from the designated agency spokesperson. VII. Unfinished Business VIII. New Business IX. Announcements X. Adjournment ARTICLE X – AMENDMENT §10.1 Amendments to the Bylaws: Any member may propose amendments to the Bylaws at a CSB meeting. The proposed amendments will be voted on at the next meeting. A two-thirds majority of those voting is required for adoption. §10.2 Effectiveness of Amendments: All amendments, unless stated otherwise, will take effect upon approval.