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Oregon Housing and Community Services

Oregon Multi-CoC Homeless Management Information System (HMIS) Governance Committee

Article I: Name

The name of the committee shall be the Oregon Multi-CoC Homeless Management Information System (HMIS) Governance Committee, herein referred to as “Governance Committee.”

Article II: Purposes

The purposes of the Governance Committee are to 
  • Advise the HMIS Administrator entity (Oregon Housing and Community Services, herein referred to as “OHCS”) on all matters related to the multi-CoC HMIS implementation; 
  • Assist the HMIS Administrator entity (OHCS) to communicate information about the multi-CoC HMIS implementation throughout the participating CoCs; 
  • Represent the interests of CoCs involved in the multi-CoC HMIS implementation; 
  • Provide guidance and recommendations to OHCS in the development of protocols for planning and design that have an impact across the Oregon Multi-CoC HMIS implementation.

Article III: Operating Year

The operating year for the Governance Committee shall be July 1 to June 30.

Article IV: CoC Representation

A. Each participating CoC shall be responsible for appointing two representatives to the Governance Committee, and recording the appointments in CoC records. Each CoC shall make representative appointments that meet or exceed the qualifications outlined in these by-laws. In making representative appointments, each CoC shall designate one primary representative who will serve as a voting member and one alternate representative who will serve as an ad-hoc non-voting member, with the understanding that the alternate representative has voting privileges in the absence of the primary representative. 

B. Participating CoCs include: 
  • OR-502: Medford, Ashland/Jackson County CoC 
  • OR-503: Central Oregon CoC 
  • OR-504: Salem/Marion, Polk Counties CoC 
  • OR-505: Oregon Balance of State CoC

Article V: Composition

A. The Governance Committee is comprised of two representatives from each of the participating Continua of Care and up to two staff members from the Oregon Housing and Community Services (OHCS) Department, serving as the HMIS Administrator entity for the multi-CoC HMIS implementation. 

B. Each CoC shall have one voting member; all other members shall participate as ad-hoc non-voting members. 

Article VI: Meetings and Attendance 

A. The Governance Committee shall hold regularly scheduled meetings, no fewer than six times per year, at a place and time agreed to by all participating CoCs. 

B. Members may attend either in person or by conference call, so long as persons in attendance and on the telephone can both hear and communicate with each other. Members attending by telephone/video conferencing may be counted toward achieving a quorum. 
C. CoCs shall have representation present in 100% of all regularly scheduled meetings each year. If neither the primary nor the alternate can be present, the primary is responsible for selecting a CoC member to attend the meeting.

Article VII: Quorum

A. A quorum consists of a voting member from all participating CoCs. B. No meetings that include topics requiring a vote shall occur without a quorum. C. In the event that a quorum is not met, an attempt will be made to reschedule a meeting where items that must be voted upon will be addressed.

Article VIII: Decision-Making

A. The Governance Committee will strive to make decisions by consensus. However, if consensus cannot be reached, any member may call for a vote. If a vote is called, a 75% majority of the voting membership is required for passage. B. Each participating CoC will have one vote. C. Decisions on fiscal matters, HMIS Administrator, and HMIS Vendor will require 100% agreement. D. In the event that an issue arises where immediate voting is required, an attempt will be made to schedule a meeting where a quorum can be met. In the absence of this, an action requiring a vote may be taken via email/electronic vote and will be ratified at the next meeting.

Article IX: Officers

A. Officers include a Chairperson (elected), Vice-Chairperson (elected), and Secretary (OHCS representative appointed by OHCS as the HMIS Administrator entity). 

B. Duties of the Chairperson: 
  1. Serve as primary point of contact for the Governance Committee 
  2. Preside over and facilitate Governance Committee meetings 
  3. Chair the Administrative Team 
  4. Ensure compliance with these by-laws.
C. Duties of the Vice-Chairperson: 
  1. Assist the Chairperson as necessary 
  2. Fulfill the duties of the Chairperson in the absence of said Chairperson 
  3. Be a member of the Administrative Team 
  4. Ascend to the office of Chairperson 
D. Duties of the Secretary: 
  1. Facilitate the development of Governance Committee meeting agendas 
  2. Manage and/or provide for the technology and call-in information needed for meetings 
  3. Support the Chairperson to preside over and facilitate meetings 
  4. Record minutes of all Governance Committee meetings 
  5. Maintain Governance Committee records 
  6. Ensure distribution of minutes and other meeting materials to all Governance Committee members
  7. Ensure communication of matters to all Governance Committee members 

E. TERMS. Terms of elected officers shall be one (1) year, aligned with the operating year. No one individual shall serve more than two consecutive terms in the same elected office. 

F. NOMINATIONS. All CoC representatives are eligible to serve as an elected officer, and candidates for elected officer positions may be nominated by any Governance Committee member. No more than one representative from a CoC may hold a position as an officer at any time. 

G. ELECTIONS. The officer(s) shall be elected prior to the start of the operating year and assume office at the first meeting of the new operating year.

Administrative Team

A. MEMBERS. The Administrative Team is comprised of the Chairperson, Vice-Chairperson, and Secretary. 

B. DUTIES. The duties of the Administrative Team are to: Develop Governance Committee meeting agendas Identify materials to support effective Governance Committee meetings

Article XII: Committees

The Governance Committee shall form committees as it deems necessary.

Article XIII: Resignation and Removal

A. Participating CoCs’ representatives may voluntarily resign. 

B. Individual members may be removed from the Governance Committee, under any one of the following conditions: 
  1. The member fails to meet attendance requirements, or 
  2. The member is found to have willingly or through negligence violated the Code of Conduct.
C. Prior to resignation or removal of any CoC representative for reasons noted in Article XIII. A. or B. above, the represented CoC will be notified and asked to appoint a replacement. 

Article XIV: Code of Conduct 

A. GENERAL PROVISIONS. Governance Committee members are expected to observe the highest standards of ethical conduct in the execution of their responsibilities, to conduct themselves with courtesy and respect, and to refrain from harassment, intimidation, discrimination, and physical or verbal abuse. 

B. RESPONSIBILITY AND INTEGRITY. In the performance of their duties, Governance Committee members are expected to carry out their duties to the best of their abilities, and to maintain the highest standards of integrity for actions with other Governance Committee members. Governance Committee members shall put forth honest effort in the performance of their duties to advance the Governance Committee purpose, exercising sufficient control and supervision over matters for which they are individually responsible, and should not do anything to bring the full Governance Committee or its members into disrepute.

C. MISUSE OF POSITION. Misuse of position is prohibited. Governance Committee members must not use their position with the Governance Committee for personal gain or for the benefit of family or friends.

D. WASTE, FRAUD, AND ABUSE. Governance Committee members shall disclose waste, fraud, abuse, and corruption in the operation of the Governance Committee to appropriate authorities.

E. EQUAL OPPORTUNITY. Governance Committee members shall adhere to laws and regulations that provide equal opportunity for all people regardless of race, color, religion, gender, identity, national origin, ethnicity, sexual orientation, age, or disability. 

F. ANNUAL DECLARATION. Governance Committee members are to annually receive a copy of the Code of Conduct, acknowledge receipt by signing a form, and submit a copy of the signed form to the Governance Committee Secretary. 

G. CONFLICT OF INTEREST. Whenever a member has a financial or personal interest in any matter coming before the Governance Committee, the affected person shall a) fully disclose the nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter. Any transaction or vote involving a perceived, potential, or actual conflict of interest shall be approved only when a majority of disinterested members determine that it is in the best interest of the Governance Committee to do so. 

H. NONDISCLOSURE STATEMENT. Governance Committee members shall maintain appropriate confidentiality of the information and materials presented and discussed during meetings. Materials produced by the Governance Committee remain the property of the Governance Committee.

Article XV: By-Laws Effective Date and Requirements for Annual Review

Governance Committee By-Laws are effective on (date) and will be reviewed and updated, as necessary, between July 1 and September 30 of each year.

Article XVI: Amendments

The Governance Committee By-Laws may be amended at any Governance Committee meeting (see Article VIII: Decision-Making). Copies of proposed amendments will be available for review at least one week prior to the Governance Committee meeting at which the proposed amendments are considered.