Homeland Security Task Force Bylaws (Download a copy HERE)

Choose a Section:

Article I - Name, Purpose, Responsibilities
Article II - Membership
Article III - Officers
Article IV - Meetings
Article V - Committees
Article VI - Admendments

Article I - Name, Purpose, Responsibilities

The Homeland Security Task Force (HSTF) was created as a voluntary, unincorporated association of the Capital Area Council of Governments, formerly known as the Capital Area Planning Council (CAPCO), on December 11, 2002.

The mission of the CAPCOG Homeland Security Task Force is to facilitate regional homeland security activities among local jurisdictions, including, but not limited to: planning, training, funding, and mutual aid consistent with the State of Texas Emergency Management Plan and in order to maximize effective and efficient use of resources.

Subject to CAPCOG's Executive Committee specifying otherwise, the Task Force's specific responsibilities are:

To review and comment for the CAPCOG Executive Committee on applications requesting state or federal funds.
To advise CAPCOG's member cities, counties, and special districts, directly or through the CAPCOG Executive Committee, on matters within their jurisdiction pertaining to homeland security.
To conduct training workshops.

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Article II - Membership

Number
The Task Force shall be composed of the following members appointed by the CAPCOG Executive Committee:
One Emergency Management Coordinator from each of the ten counties and the City of Austin 11
One representative each from one large and one small law enforcement department    2
One representative each from one large and one small fire department     2
One representative each from one large and one small emergency medical services provider 2
One LCRA representative          1
One DEM Regional Liaison Officer (RLO) representing the CAPCOG region    1
One Public Health representative         1
One Capital Area Trauma Regional Advisory Council (CAT-RAC) representative   1
One Emergency Services District (ESD) representative      1
One Executive Committee Liaison         1
At-Large representatives          3
               Total  26

2. A CAPCOG staff member, designated by the CAPCOG Executive Director, shall serve as HSTF liaison and shall attend each HSTF meeting.

Qualifications
To be eligible for membership on the Task Force a member must reside or be employed in the city/county the member is to represent unless otherwise designated by the CAPCOG Executive Committee. Members must possess experience and/or training in disaster planning and/or response.

Term
1. The term of appointment for a member of the HSTF shall begin on the date of appointment by the CAPCOG Executive Committee, and be through December 31st of odd numbered years.
2. A member may be reappointed by the CAPCOG Executive Committee.
3. In the case of a vacancy, the CAPCOG Executive Committee shall appoint a replacement to serve for the remainder of the unexpired term.
4. A member may be removed for good cause by the CAPCOG Executive Committee.

Vacancy
A vacancy occurs when
1. a member dies; or
2. a member's term expires and the member is not reappointed; or
3. a member resigns (resignations shall be in writing to the CAPCOG HSTF liaison and the Task Force Chair); or
4. a member is removed; or
5. a member no longer meets the qualification requirements.

Attendance
1. Members are expected to attend all meetings.
2. Attendance records documenting HSTF member absences will be maintained by the CAPCOG HSTF liaison. If a member is unable to attend a scheduled meeting, notification must be provided to the HSTF liaison prior to the meeting. If a member is unable to attend a meeting, the member may send a representative who assumes all but the voting rights and responsibilities of the member.
3. A member is removed when, within one calendar year, he or she misses 50% of the -actual number of meetings to be held or two (2) consecutive meetings, whichever is greater. The member will be notified in writing of such removal.
4. Members so removed may appeal in writing to the CAPCOG Executive Committee within two (2) weeks of the date of notification. Appeals will be dealt with in a timely manner and the member will be notified in writing of the decision.

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Article III - Officers

Election
1. The HSTF shall elect a Chair and Vice-Chair from among its members. Election of a Chair and Vice-Chair will occur at the first meeting of the calendar year.

Term
1. Officers serve one-year terms beginning on the date of election.
2. Officers may serve a maximum of two (2) consecutive terms.

Vacancy
In the event an Officer is unable to fulfill his or her term, the HSTF shall elect a replacement at a regular or specially called meeting, who serves for the remainder of the unexpired term.

Duties
1. The Chair shall preside at all meetings of the HSTF. The Chair shall represent the HSTF in presentations to the CAPCOG Executive Committee unless such responsibility is delegated by the Chair.
2. In the case of a tie during a vote at which a quorum is present, the Chair will be deemed to have the authority to break the tie.
3. The Vice-Chair shall perform all the duties of the Chair in the case of absence or disability and such other duties as may arise, from time to time, when required or requested by the HSTF.
4. In case the Chair and Vice-Chair are absent or unable to perform their duties, the HSTF may appoint a Chair pro tem.

Other Officers
The HSTF may elect other Officers from time to time to carry out its responsibilities. This may be done by a simple majority vote of the HSTF members at any regularly scheduled meeting where a quorum is present.

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Article IV- Meetings

Regular
1. The HSTF shall meet at least every other month on a day, time and place specified by the CAPCOG Executive Director, the CAPCOG HSTF liaison or the Task Force as a whole.
2. Written notice, including an agenda, of each regular meeting shall be prepared by the CAPCOG HSTF liaison and mailed, or electronically transmitted, or hand-delivered to each HSTF member at least five (5) business days before the meeting date.

Special
1. The HSTF shall meet specially if called by the CAPCOG Executive Director, the CAPCOG HSTF liaison, the HSTF Chair or requested in writing by at least one-third of the membership, excluding vacancies, of the HSTF.
2. A request by the membership for a special meeting must be in writing, addressed to the Chair, and describe the purpose or purposes of the meeting. Only that business reasonably related to the purpose or purposes described in the request may be conducted at a special meeting.
3. Notice of any special meeting shall be given at least 72 hours prior to the special meeting.

Quorum and Action
1. A majority of the total voting membership, excluding vacancies, constitutes a quorum for conducting HSTF business.
2. A majority vote of the members present at a meeting at which a quorum is present is necessary for action by the HSTF. During a meeting at which a quorum has been established, and then subsequently lost due to members leaving, all remaining business items requiring a HSTF vote or action must be postponed until the next scheduled meeting at which a quorum is established.

Open Meetings and Records
1. All meetings of the HSTF shall be open to the public. The meetings are not subject to the Texas Open Meetings Act. The HSTF Chair has the option of closing the meetings when homeland security tactical issues are being discussed.
2. Minutes of the HSTF meetings, documents distributed and other records are the property of CAPCOG. The Task Force liaison shall keep the tape recordings of all HSTF meetings produced by the HSTF Secretary according to the CAPCOG Records Retention Schedule. These materials are available for public view, at the CAPCOG offices, upon receipt of a written request by the interested party.
3. Except where these bylaws require otherwise, Robert's Rules of Order shall govern the conduct of HSTF meetings.

Conflict of Interest
1. A HSTF member other than an elected public official, who is a member of the governing body, an officer, or an employee of an applicant for funding must disclose his or her status before the application is considered by the HSTF and may not participate in discussion of or vote on the application. The member is counted in determining the existence of a quorum.
2. A vote cast in violation of this section is not counted.

Professional Conduct
HSTF members should maintain objectivity and professionalism when carrying out business of the HSTF. In the event a HSTF member acts in a manner which brings the work of the HSTF into question or controversy, it shall be the responsibility of the CAPCOG Executive Director to address the incident with the appointing member of the CAPCOG Executive Committee.

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Article V - Committees

Ad Hoc
1. Ad hoc committees may be appointed by the Chair with the approval of the HSTF and shall serve for special purposes to comply with special needs.
2. Membership on ad hoc committees shall be established to achieve the purpose for which the committee was created.
3. The method for calling ad hoc committee meetings shall be the same as that for calling HSTF meetings or at the discretion of the ad hoc committee membership to discharge their responsibility.
4. Chairs of the ad hoc committees shall be appointed by the Chair of the HSTF.

Standing
1. There will be five (5) standing committees that will focus on integrated planning. They are: Critical Systems, Regional Preparedness, Technical Response, Medical Systems, and Strategic Directions.
2. Each Committee includes representatives from each of the supporting work groups. The Committee Chair will report on the activities of the work groups to the Task Force at each meeting. Additional work groups may be created by the Task Force chair if the need arises.
3. Below are examples of areas of focus for Work Groups.

Critical Systems:
  Communications Interoperability
    Infrastructure/Utilities
    Information Systems including GIS

Regional Preparedness:
    Mutual Aid
    Regional planning
    Training

Technical Response:
   CBRNE
    RESET

Medical:
  Pre-hospital care
    Hospital Care
    Public Health

Strategic Directions:
   Funding priorities
    Legislative/policy
    Planning

4. Membership on committees and work groups shall be established to achieve the purpose for which the committee was created.
5. Each Committee Chair is an ex officio member of each Work Group.
6. The five (5) Committees will meet as needed or as determined by the Chair.
7. The method for calling committee meetings shall be the same as that for calling HSTF meetings or at the discretion of the committee membership to discharge their responsibility.
8. Chairs and Vice Chairs of the committees shall be appointed by the Chair of the HSTF. Chairs are not required to be existing HSTF members,

9. Members of the committees are reviewed by the Task Force chair and Committee Chair for conflicts of interest.

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Article VI - Amendments

By CAPCOG Executive Committee
The CAPCOG Executive Committee may amend these bylaws at a regular or special meeting. The written text of a proposed amendment must be included with the notice of the meeting at which the amendment will be considered.

By Homeland Security Task Force
The HSTF may amend these bylaws at a regular or special meeting. The written text of a proposed amendment must be recorded at the meeting at which the amendment is discussed and voted upon. The written text of a proposed amendment must be included with the notice of the meeting at which the amendment will be considered. An amendment adopted by the HSTF is not effective unless approved by the CAPCOG Executive Committee.

Effective Date
An Amendment to the bylaws takes effect when approved by the CAPCOG Executive Committee unless the amendment specifies a later effective date. Copies of amended bylaws will be distributed to Task Force members by the Task Force liaison.

Bylaws History
Adopted 12/02
Revised 12/04, 2/06

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