Layton City RAMP - Bylaws

The Name of this organization shall be the RAMP Advisory Commission; hereinafter referred to as the Commission, or the Advisory Body. The principal office shall be located at 465 North Wasatch Drive, Layton Utah 84041.

The Commission shall function as a planning and advisory body for the City Council in all matters pertaining to the expenditure of the RAMP Revenues. The Commission is not empowered to bind or obligate the City or any of its departments. Recommendations of the Commission are advisory only. The City Council retains sole and exclusive authority to approve, modify, reject, or condition any recommendation of the Commission regarding the expenditure of RAMP revenues.

City Staff shall administer the RAMP grant application process, including publishing application materials, receiving applications, communicating with applicants, maintaining records, and providing administrative support to the Commission. The Commission shall review completed applications and make recommendations to the City Council regarding the expenditure of RAMP revenues.

The Commission shall consist of nine (9) members with four (4) standing members and five (5) at large members. The Mayor may appoint one City Council member to serve as a non-voting liaison to the Commission.

Alternate members may be appointed to the Commission. Such appointments shall be in the same manner as the appointment of a Commission member. Alternate members will only participate in Regular Meetings when needed to fill a vacancy during the temporary absence of a Commissioner. Alternate members may attend all meetings, but may vote only when serving in place of an absent voting member.

The four (4) standing members shall include; Layton City’s Parks and Recreation Director or designee (Parks Representative), Layton City’s Recreation Supervisor or designee (Recreation Representative), Heritage Museum Curator or designee (Museum Representative), and the Davis Arts Council’s Executive Director or designee (Arts Representative). The four (4) standing members shall serve by virtue of their respective offices or positions. Service shall automatically terminate upon resignation from, removal from, or other cessation of the applicable office or position, and the successor or duly designated representative of that office or position shall automatically assume the standing membership. A designee shall serve only for so long as the designation remains in effect and may be changed or revoked at any time by the applicable department head or executive officer. The five (5) at large members shall be primary residents of Layton City and appointed, by the Mayor after counsel with and the consent of the City Council.

The term of office for each at large member shall be two (2) years. The terms will be staggered so that three (3) at large members’ terms of office will expire on September 30th of a given year, the other two (2) at large members' terms of office will expire on September 30th of the second year and then continuing each year in that order. No at large member shall serve more than three (3) consecutive terms.

Appointments or reappointments of members shall be made by a majority vote of the City Council upon recommendation by the Mayor. Appointments to fill vacancies shall be made at any time to fill the unexpired terms of any member. Appointments shall be nonpolitical and appointees shall be selected from different vocational interests insofar as possible.

Appointed members of the Commission may be removed from office with or without cause by a majority vote of the City Council. A member may be removed for failure to attend three (3) consecutive commission meetings or failure to attend seventy-five percent (75%) of the meetings in a six (6) month period. Vacancies occurring in an unexpired term are to be promptly filled as an original appointment, and are only appointed for the remainder of the unexpired term.

Commission members shall comply with all applicable provisions of Utah Law, City Ordinances, and City conflict of interest policies.

1. A Commission member who has a potential conflict of interest with respect to a grant application shall disclose the conflict in accordance with applicable Utah law and City ordinance. A member shall recuse themselves from participation when required by applicable law or City ordinance, or when the member determines that a personal, financial, fiduciary, or other interest or relationship prevents the member from fairly and impartially evaluating the application.
2. The standing City and Arts representatives are appointed by virtue of their official positions to provide professional expertise and institutional knowledge regarding City recreation, arts, museum, and park programs. Participation in the review, evaluation, and recommendation of City-sponsored projects in the performance of their official duties shall not, by itself, constitute a conflict of interest.
3. The disclosure and recusal shall be reflected in the meeting minutes.

The RAMP Commission shall follow the Commission Bylaws and Rules of Procedure governing the conduct of meetings and operation of the Commission adopted by the City Council. These bylaws shall govern the Commission and establish the procedures for performing its duties. City Council or the Commission, upon its own initiative, may recommend to amend the Bylaws and Rules of Procedure and thereafter, such amendments shall be submitted to the City Council for final approval and adoption.

Meetings. All meetings shall comply with the Utah Open and Public Meetings Act.

Quorum. Five (5) voting members shall constitute a quorum for the transaction of business. Unless otherwise provided herein, any action or recommendation of the Commission shall require the affirmative vote of a majority of the voting members present.

Voting. Each standing member and each at-large member shall have one vote. The City Council liaison and Secretary shall be non-voting participants. Alternate members may vote only when serving in place of an absent voting member. "Counsel and consent of the Commission" as used herein shall mean voting approval of a quorum.

Selection. The Commission shall select annually, during the first regularly scheduled meeting in October, a Chairperson, Vice Chairperson, and any other officers deemed necessary, all of whom may be selected to succeed themselves. Such officers shall be elected from among the at-large members of the Commission by majority vote of the voting members present, provided a quorum exists, with their duties and responsibilities set forth in this document. The Commission secretary's duties shall be assigned by the Director of Parks and Recreation to one of the Department's staff.

Chairperson. The duties of the Chairperson shall be:

1. The Chairperson shall preside at all meetings of the Commission.
2. The Chairperson shall, after approval by the Commission, submit an updated Commission's administrative budget to be turned into the City for approval by the City Council as part of the City's yearly budgeting process.
3. The Chairperson shall, after approval by the Commission, submit updated RAMP Grant Application forms for the next fiscal year.
4. The Chairperson shall, after approval by the Commission, prioritize all grant applications and make a yearly recommendation to the City Council for the expenditure of RAMP Funds. Recommendations shall be provided to the City Manager to be included in the City's tentative budget for review and approval by the City Council.
5. The Chairperson shall perform whatever duties the City Council may assign.

Vice Chairperson. The duties of the Vice Chairperson shall be:

1. The Vice Chairperson shall carry out the duties of the Chairperson when the Chairperson is absent or incapacitated; shall have the same power and duties as the Chairperson when acting in that capacity.
2. The Vice Chairperson shall perform whatever duties the City Council or Chairperson may assign.

Secretary. The duties of the Secretary shall be:

1. The Secretary shall be a non-voting administrative assistant to the Commission.
2. The Secretary shall keep the minutes of each meeting of the Commission.
3. The Secretary shall assist the Commission Chairperson with the documentation of all decisions of the Commission and the preparation of all correspondence with the City Manager and City Council.

Commission Members. The duties of Commission members shall be:

1. Members of the Commission shall meet monthly on the third Monday of each month at 5:00 PM, unless otherwise noticed by the Chairperson or City Staff in accordance with the Utah Open and Public Meetings Act. Members may also need to attend additional meetings that are required to complete duties outlined in this document.
2. Members shall ensure that applicants eligible to receive RAMP revenues are qualified as per Layton City Ordinance 26-26.
3. Members of the Commission are to ensure that expenditure of RAMP funds meet the definition of an approved Project Expenditure as per Layton City Ordinance 26-26.
4. Members of the Commission are to ensure that RAMP revenues are not used to fund the ongoing operating expenses of any applicant’s organization as per Layton City Ordinance 26-26.
5. Members of the Commission reserve the right to recommend not funding any grant application that is substantially incomplete, incoherent, or otherwise ineligible for consideration as per Layton City Ordinance 26-26.

1. Fiscal Year. The Commission shall establish the same fiscal year as Layton City.
2. Administrative Budget. The Commission's annual administrative budget may not exceed one and a half percent (1.5%) of the RAMP funding collected during the preceding fiscal calendar year, as defined by State statute. City Staff shall prepare a proposed administrative budget for review and recommendation by the Commission. This proposed administrative budget shall be turned in to the City Manager to be included in the City's annual budgeting process that is approved by Council.
3. Annual Financial Statement. City Staff shall provide an annual financial report regarding RAMP revenues and expenditures to the Commission for distribution to the City Council.
4. The Commission is not empowered to financially bind or obligate the City or any of its departments.
5. Fiscal Policy. The Commission shall comply with all applicable Layton City financial policies and procedures. The fiscal policy shall ensure that the City shall have sound financial controls that are appropriate, under generally accepted accounting principles. Major, Tier I, and Tier II applicants that receive more than $25,000 and less than $100,000 in aggregate RAMP funding shall use IRS Form 990 or Entity Financial Statements to serve as a required financial report as per Layton City Ordinance 26-26.
6. 6. Awarding RAMP Funding. The Commission is not empowered to award funding to any organization, person, or entity. The Commission shall function as a planning and advisory body for the City Council in all matters pertaining to the expenditure of the RAMP Revenues. The use and distribution of all RAMP revenues shall be authorized or awarded by the City Council.