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
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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
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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
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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:
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Lena 130 r, Clerk of Commission
(SEAL)