HIV Incarcerated Task Force
BY LAWS

  Article I
1.01-Mission Statement

The HIV Incarcerated Task Force (HIVITF ) is committed to identifying and addressing relevant issues that are related to the health and service needs of incarcerated and post incarcerated individuals living with and /or at risk for HIV Disease, especially as they relate to Prevention and Education, Monitoring of Institutions and Advocacy.

  Article II
2.01–Office Location and Mailing Address

The principle office and mailing address of the HIVITF shall be within Los Angeles County at a location agreed to by the voting membership of the HIVITF .

2.02-Meeting Location

The meeting location of the HIVITF shall be within Los Angeles County at a location agreed to by the voting membership of the HIVITF. All meetings of the HIVITF are open to the public. Any individual attending an HIVITF meeting may request to have his/her name placed on the mailing list.

2.03-Meeting Frequency

The HIVITF will meet on the last Wednesday of each calendar month, unless otherwise agreed to by the voting membership of the HIVITF .
The Steering Committee of the HIVITF shall meet once per month.

Article III

  3.01-Membership, Voting Privileges, and Quorums
3.01.1-Becoming a Member

Any individual desiring to become a member of the HIVITF must (1) have his/her name on the mailing list, and (2) attend three regularly scheduled meetings of the HIVITF within a four-month period.

3.01.2-Voting Privileges

Only members of the HIVITF retain voting privileges.

3.01.3-Voting

All votes (except amendments to these By-Laws) will be passed on a majority vote of attending members who are eligible to vote.

3.01.4-Quorums

Any and all members with voting privileges attending a regularly scheduled meeting of the HIVITF constitutes a quorum for the purposes of transacting business.

3.01.5-Termination of Voting Privileges

Any member absent from three consecutive regularly scheduled meetings of the HIVITF forfeits his/her voting privileges. Voting privileges may be reinstated after attendance at two consecutive regularly scheduled meetings of the HIVITF , or upon a majority vote of the voting membership.

Article IV

  4.01-Offices
4.01.1-Designated Office

The offices of the HIVITF shall consist of two Co-Chairs.  Individuals holding these offices shall be elected by a majority vote of the voting members present at the regularly scheduled meetings at which the elections are held. 

4.01.2-Prerequisites for Holding Office

There are no prerequisites for holding any of the designated offices. Any individual who is a member of the HIVITF may be nominated and elected to office.
It is preferable that (1) Co-Chair be a representative of the population represented by the HIVITF.

4.01.3-Appointed Offices

The offices of Secretary and Treasurer will be appointed by the two Co-Chairs. Individuals appointed to these positions will serve for a period of one year unless they resign or are removed by the Co-Chairs.

4.01.4-Duties and Responsibilities of Office

The Co-Chairs will be responsible for conducting the ongoing affairs and activities of the HIVITF in a manner consistent with these By-Laws.
The Secretary shall be responsible for (1) maintaining written summaries (i.e., minutes) of all regularly scheduled meetings of the HIVITF , (2) maintaining a mailing list of all voting members of the HIVITF , and (3) for mailing to all members on the mailing list the meeting announcement and agenda for the next regularly scheduled meeting of the HIVITF , along with the minutes of the most recent HIVITF meeting.
The Treasurer of the HIVITF shall be responsible for any financial affairs, designated by the Co-Chairs.

4.02-Elections and Terms of Office

Elections for Co-Chairs will be held in February and August of each year.  The winter elections will be for one Co-Chair, and the summer elections will be for the other Co-Chair.  Nominations shall be made one month prior to the election (in January and in July) and shall remain open until the time of the election.  Each Co-Chair will hold their respective office for one calendar year, unless they resign or are removed by the voting membership.

4.03-Resignation and Removal
 4.03.1-Resignation

Any office holder may resign his/her position at any time by giving written notification to one of the two Co-Chairs. All resignations will become effective upon receipt of the written resignation notice by a Co-Chair. Nominations and elections for a replacement will be conducted no later than the next regularly scheduled meeting of the HIVITF .

4.03.2-Removal From Office

Any elected office holder may be removed at any time for “just cause” by a majority vote of the voting membership. Any voting member(s) wishing to remove an office holder must present to the voting membership a “Motion For Consideration of Removal From Office.” Any Motion For Consideration of Removal From Office must (1) be presented in writing, (2) state the reason (i.e., “just cause”) for which the motion is being presented, and (3) be signed by three voting members of the HIVITF . If approved by a majority vote of the voting membership, the individual being considered for removal from office must be notified in writing within 14 days of the acceptance of the motion by the voting membership. This written notification must be signed by one of the Co-Chairs, and must contain a copy of the written Motion For Consideration of Removal From Office.
Acceptance of any Motion For Consideration of Removal From Office automatically places on the table for consideration a “Motion For Removal From Office.” Motions For Removal From Office will be considered at the next regularly scheduled meeting of the HIVITF . If approved by a majority vote of the voting membership, the individual will be removed from office effective immediately upon a conclusion of the affirmative vote. Nominations and elections for a replacement will be conducted no later than the next regularly scheduled meeting of the HIVITF .

4.04-Replacement Office Holders

All replacement office holders will serve until the next regularly scheduled election for that office (January or July), at which time they will be subject to reelection.

Article V

  5.01-Repressentative to the County Commission on HIV Health Services (CHHS)
5.01.1 - Commission Seat

The HIVITF shall elect a representative and an alternate to the CHHS.  The individuals holding this seat shall be elected by a majority vote of the voting members present at the regularly scheduled meeting at which the election is held.  The alternate will be the individual who receives the second highest amount of votes in the election.

5.01.2-Prerequisites for Representation

Capable and interested parties that present themselves before the body of the HIVITF will be considered for nomination and election.  It is preferable, though not required, that the individual be a representative of the population represented by the HIVITF .

5.01.3-Duties and Responsibilities of Seat

The representative and alternate to the CHHS must meet the attendance and other requirements as outlined in the CHHS By Laws, Article IV-Participants Requirements.  In addition, the representative and alternate must attend all regularly scheduled meetings of the HIVITF and its Steering Committee.  The representative or alternate will be responsible for delivering the standing report on the Commission's activities at each HIVITF meeting and for representing the HIVITF 's items at the Commission meetings.

5.01.4-Elections and Terms of Office

Elections for the representative and alternate from the HIVITF to the CHHS will be concurrent with the CHHS nominations and elections, with nominations taking place one month prior to elections.  Nominations shall remain open until the time of the election.  The representative and alternate shall serve for two calendar years unless they resign or are removed by the CHHS.

Article VI

  6.01-Amendments to By-Laws

These By-Laws may be amended or repealed by the affirmative vote of two-thirds of the voting membership in attendance at the time the vote is taken. All motions to amend or repeal any portion of the By-Laws will automatically be tabled for one month.

Article VII

7.01-Proceedings
7.01.1-Written Summaries of Meetings

Written summaries (i.e. minutes) of all regularly scheduled HIVITF meetings are to be type-written and mailed to all members on the HIVITF mailing list with the meeting announcement and agenda for the next regularly scheduled meeting of the HIVITF.

7.02.2-Transacting Business

With the exception of a Motion For Removal From Office, any agenda item may be put to a vote at any regularly scheduled HIVITF meeting. Prior to any vote being taken, any member may make a motion to “table the vote” until the next regularly scheduled meeting of the HIVITF . Votes may not be tabled more than once.

Article VIII

  8.01-Steering Committee

A standing Steering Committee will be established to conduct, manage, and control the ongoing affairs and activities of the HIVITF in a manner not inconsistent with these By-Laws. The Steering Committee shall consist of the two elected and two appointed officers of the HIVITF , the representative to the CHHS and any other interested individuals. The Steering Committee will meet on a monthly basis, and will be empowered to move on matters of urgency. The voting membership will be notified of all actions taken by the Steering Committee at the next regularly scheduled meeting of the HIVITF .

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