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HomeMy WebLinkAboutCITIZENS ADVISORY COMMITTEE BY LAWS (RESOLUTION ATTACHED) BY-LAWS CITIZENS ADVISORY COMMITTEE The following bylaws shall apply to the Citizens Advisory Committee established as a part of Augusta's Citizen Participation Plan for Community Development Programs financed in whole or part by the U.S. Department of Housing and Urban Development (HUD). ARTICLE I. DEFINITIONS The following definitions shall apply to the terms below as they may appear throughout the by- laws: Action Plan - A one-year plan that gives specific information about how the Augusta, Georgia will use CDBG, HOME, ESG, HOPW A and other related federal funds to work toward reaching the goals set forth in the City's Consolidated Plan. Community Development Block Grant (CDBG) - Federal program authorized for community development as a result of Title I of the Housing and Community Act of 1974, as amended. Emergency Shelter Grant (ESG) - Federal program authorized specifically to assist homeless persons as a result of Subtitle B of Title IV of the Stewart B. McKinney Homeless Assistance Act, as amended HOME Investment Partnerships (HOME) - Federal program authorized for housing activities as a result of Title II of the Cranston-Gonzalez National Affordable Housing Act, as amended. Housing Opportunities/or Persons With Aids (HOPWA) - Federal program created through the National Affordable Housing Act of 1990 and authorized by the AIDS Housing Opportunity Act of 1992. Funds are authorized for use for housing and supportive services for persons medically diagnosed with HIV/AIDS. Consolidated Plan - The document submitted to HUD that serves as the planning document for Augusta. Georgia and an application for funding under the following formula grant programs: CDBG, HOME, ESG and HOPW A, which is prepared in accordance with the applicable federal regulations. ARTICLE II. FUNCTIONS AND ROLE 1. The Citizens Advisory Committee shall act as a representative body for the citizens of Augusta, Georgia and serve in an advisory capacity to the Housing and Community Development Department(formerly known as Housing and Economic Development) in the planning, development, implementation, and assessment of all projects funded, or proposed to be funded, under the following HUD programs: Community Citizen Adv~sory Committee By-Laws Page 10f6 Development Block Grant (CDBG), HOME Investment Partnership, Emergency Shelter Grant (ESG) and Housing Opportunities for People with AIDS (HOPW A). 2. The Citizens Advisory Committee shall review and comment on the Five-Year Consolidated Plan and the Annual Action Plan submitted to the Augusta Commission and HUD for approval. As part of this responsibility, the Citizens Advisory Committee shall participate in meetings with the public, neighborhood associations and service organizations. 3. The Citizens Advisory Committee shall have the responsibility of reviewing all proposals submitted for funding and making recommendations to the Housing and Community Development Department for consideration. ARTICLE III. MEMBERSHIP 1. General: The Committee shall consist of ten (10) members, each of whom shall represent one of the ten voting districts in the city. Each member shall be nominated by the Commissioner representing the applicable voting district, and confirmed by the Augusta Commission. All members shall be residents of Augusta. Terms of office shall be four (4) years and coincide with the term of the appointing Commissioner. No member shall serve more than two (2) consecutive terms or eight (8) years. 2. Officers: The officers of the Citizens Advisory Committee shall consist of a Chair and a Vice-Chair. a) The Chair and Vice-chair shall be elected by a majority vote of the Citizens Advisory Committee. b) Terms of office for the Chair and Vice-chair shall be for one (1) year. The term shall run from January 1 of each year until December 31 of each year. c) No member shall serve more than two (2) consecutive terms as Chair or Vice Chair. d) The Chair shall preside at all Committee meetings. In the Chair's absence, the Vice-chair shall serve as Chair. In the absence of both the Chair and the Vice- chair, the most senior member of the committee shall preside. The presiding officer shall preserve order and decorum at all meetings while promoting discussion by all members in deliberations. e) Upon the resignation or disqualification of the Chair, the Vice-chair shall assume the chairmanship for the remainder of the unexpired term. The Committee shall elect a new Vice-Chair at its next regular meeting. f) The Chair shall appoint any subcommittees found necessary to investigate any matters before the Committee. g) Election of the Committee officers shall be held during the regular meeting in December, with newly elected officers taking office in January of the Citizen Advisory Committee By-Laws Page 2 of6 following year. To be considered for office a committee member must have served on the Committee for at least one (1) calendar year. ARTICLE IV. STAFF LIAISON The Director of the Housing and Community Development Department, or the Director's designee, shall serve as a staff liaison to the Citizens Advisory Committee. The Director, or designee, shall assist the Chair in preparing meeting agendas, recording and transcribing the minutes of all meetings, and handling all related correspondence with Committee members. ARTICLE V. VOTING 1. Each Committee member, including the Chair and Vice-chair, shall vote. A committee member shall abstain from voting in the event of a conflict of interest. The committee member shall state for the record the basis for the abstention and complete a Statement of Potential Conflict of Interest form. 2. Voting by proxy or absentee is prohibited. ARTICLE VI. ATTENDANCE REQUIREMENTS Faithful and prompt attendance at all meetings of the Citizens Advisory Committee, and conscientious performance of the duties required of members, shall be a prerequisite to continuing membership on the Committee. 1. Any member who for reasons other than sickness or bona fide emergency misses (a) three (3) consecutive regular meetings or (b) thirty (30%) percent of all meetings within a calendar year shall be recommended for replacement. Any member who is unable to attend a meeting, whether regular or special, shall contact the Director, or designee, as soon as possible so that the Director can determine and report to the Chair whether or not a quorum can be established. 2. The Director, or designee, shall maintain a record of attendance for each committee member. The Director shall notify the individual, the Clerk of Commission and the appointing Commissioner after a member misses three (3) consecutive meetings or thirty (30%) percent of all meetings within a calendar year. The Director's letter of notice shall include a request to the appointing Commissioner to appoint a new member. 3. In the event of a violation of the attendance requirements, the Citizens Advisory Committee may vote to recommend to the Augusta Commission that a vacancy be declared and that the vacant position be filled in an expeditious manner. Citizen Advisory Committee By-Laws Page 3 of6 ARTICLE VII. QUORUM At least six (6) members of the Citizens Advisory Committee must be present to constitute a quorum. When a quorum is not present, the Citizens Advisory Committee may conduct no business other than to re-set the date and time of the meeting, and to adjourn. A list of members and any votes taken shall accompany all Citizens Advisory Committee recommendations and resolutions or dissenting opinions. ARTICLE VIII. MEETINGS 1. Regular Meetings: Regular meetings of the Citizens Advisory Committ~e shall be held on the fourth Thursday of each month at 3 :00 P.M. in the Conference Room of the Augusta Housing and Community Development Department, 925 Laney-Walker Blvd., Augusta, GA 30901, or in any other designated meeting place, provided the location is specified in all notices required by law. If a regularly scheduled meeting occurs on a legal holiday, the Chair, with the concurrence of a majority of the Committee, may set an alternate date for the meeting. The Director, or designee, shall have the responsibility of ensuring compliance with the Georgia Open and Public Meetings Act. If a quorum is not present at a regular meeting of the Committee, a special meeting may be held within 14 working days from such scheduled meeting. 2. Special Meetings: Special meetings of the Committee may be called at any time by the Chair. At least forty-eight (48) hours notice of the time and place of special meetings shall be given to each member of the Committee. The Director, or designee, shall have the responsibility of notifying the press and others as required by the Georgia Open and Public Meetings Act. 3. Cancellation of Meetings: Whenever there is no business for the Committee, the Chair may dispense with a regular meeting by giving notice to all members not less than twenty-four (24) hours prior to the time set for the meeting. 4. Recessed Meetings: Should the business before the Committee not be completed, the Chair may recess the same from day-to-day until the matters before the Committee are completed. 5. Open Meetings: All meetings of the Committee shall be open to the public. However, members of the public shall not address the Committee unless invited to do so by the Chair. 6. Rules of Order: Meetings shall be conducted in an orderly manner to ensure the fair treatment of all persons and issues before the committee. The latest edition of Roberts Rules of Order Newlv Revised shall be available for reference when procedural issues are to be resolved. Citizen Advisory Committee By-Laws Page 4 of6 ARTICLE IX. STAFFING ARRANGEMENTS. Assistance shall be provided to the Citizens Advisory Committee by the Housing and Community Development Department staff. The Housing and Community Development Department staff shall assist the Director, or designee, in coordinating all information submitted from other sources to the Committee. Specifically, it shall be the responsibilities of the Housing and Community Development staff, under the direction of the Director, to: 1. Draft and mail agendas and information packets and arrange the time and place of meetings. 2. Make available, in conjunction with the Chair, relevant information and prepare all staff recommendations. 3. Make available copies of comments, proposals or any other information submitted from other sources (i.e. neighborhood meetings, non-profit organizations, departmental staff, appointed and elected officials, etc.) on a timely basis. 4. Apprise the Citizens Advisory Committee of the current federal regulations and changes in those regulations on a timely basis. 5. Serve as a liaison between the Citizens Advisory Committee and other departments. 6. Provide technical assistance to the Citizens Advisory Committee. ARTICLE X. NOTICE AND PUBLIC INFORMATION. (1) The Director, or designee, shall be responsible for ensuring compliance with the Georgia Open Records and Open Meetings Acts. (2) The Director, or designee, is required to comply with guidelines pertaining to matters of public notice and scheduling as provided by the Clerk of Commission. ARTICLE XI. AMENDMENTS. ' These by-laws applicable to the Citizens Advisory Committee may be amended or revised by the affirmative vote of six (6) members of the Augusta Commission. All amendments or revisions to these by-laws shall be filed with the Clerk of Commission. Citizen Advisory Committee By-Laws Page 5 of6 RESOLUTION ADOPTING BYLA WS OF THE CITIZENS ADVISORY COMMITTEE FOR AUGUSTA COMMUNITY DEVELOPMENT PROGRAMS BE IT RESOLVED as part of Augusta's Citizen Participation Plan for Community Development Programs that the By-Laws attached hereto are adopted this date by the Augusta-Richmond County Commission. This IS- -;;'y of /}v1~ ,2006. Augusta, Georgia BY: ~~<6 ~~ A*stAJ;,<<~ . Lena 130 r, Clerk of Commission (SEAL)