HomeMy WebLinkAboutAUGUSTA HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT'S CITIZENS' ADVISORY COMMITTEE BY-LAWS AUGUSTA, GEORGIA
HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT (AHCDD)
CITIZENS' ADVISORY COMMITTEE
BY-LAWS
The following bylaws shall apply to the Augusta, Georgia Housing and Community
Development Department's (AHCDD's) 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 L 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 Augusta, Georgia will
use CDBG, HOME, ESG, HOPWA and other related federal funds to work toward reaching the
goals set forth in the City's Consolidated Plan.
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 HOPWA, which is prepared in accordance with the applicable federal
regulations.
Community Development Block Grant (CDBG) — Federal program created for community
development as a result of Title I of the Housing and Community Development Act of 1974, as
amended.
Emergency Shelter Grant (ESG) — Federal program created 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 created to implement local
housing strategies designed to increase homeownership and affordable housing opportunities for
low and very low-income Americans as a result of Title II of the Cranston-Gonzalez National
Affordable Housing Act of 1990.
Housing Opportunities for 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.
Neighborhood Stabilization Program (NSP) — Federal program created through Congress to
help cities, counties and states deal with community problems that are the result of the mortgage
foreclosure crisis in the nation.
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Citizens Advisory Committee By-Laws
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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)
for all projects funded,or proposed to be funded,under the following HUD programs:
Community Development Block Grant (CDBG), HOME Investment Partnership,
Emergency Solutions Grant (ESG), Housing Opportunities for People with AIDS
(HOPWA), and the Neighborhood Stabilization Program (NSP).
2. The Citizens Advisory Committee shall be provided an opportunity to review and
comment on the Five-Year Consolidated Plan and the Annual Action Plan, pursuant
to relevant Federal laws and Guidelines. Such Plan(s) shall be submitted to the
Augusta Commission and HUD for approval. As part of this responsibility, the
Citizens Advisory Committee will be allowed to attend and observe different
meetings with the public and neighborhood associations.
3. The Citizens Advisory Committee shall have the responsibility of reviewing all
Citizenry comments submitted in regards to the expenditure of funding to the
Housing and Community Development Department. The Citizens Advisory
Committee shall serve as "a voice" for the Citizens of Augusta, Georgia. All such
comments will be submitted to the Housing and Community Development
Department for consideration.
4. The Citizens Advisory Committee shall submit the Citizenry comments and concerns
to the Director of the Housing and Community Development Department. Said
concerns shall be taken under advisement and addressed in a manner deemed
appropriate by the Augusta Housing and Community Development Department in
consultation with the Augusta Commission.
ARTICLE III. MEMBERSHIP
1. General: The Citizens Advisory Committee shall consist of ten (10) members, each
of whom shall represent one of the ten voting districts in Augusta, Georgia. Each
member shall be nominated by the individual Commissioner representing District 1,
District 2, District 3, District 4, District 5, District 6, District 7, District 8, District 9,
and District 10. All members shall be residents of Augusta and reside in the district
of the appointing Commissioner.
Members of the advisory committee shall serve until their fixed term has expired and
continue to serve until their successor is appointed and qualified by the Commissioner
representing the respective Districts.
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Citizens Advisory Committee By-Laws
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The term of members of the advisory committee appointed by Commissioners of the
respective Districts shall automatically expire upon the termination of the appointing
Commissioner's incumbency.
The advisory committee may also include an ex-officio, non-voting member of the
Augusta Richmond County Commission.
2. Officers: The officers of the Citizens Advisory Committee shall consist of a
Chairman, Vice-Chairman, and a Secretary.
CHAIRMAN
A Chairman shall be elected by the Citizens Advisory committee from among its
members for a one (1) year term. The term shall run from January 1 of each year
until December 31 of each year. The Chairman shall serve as such for no more than
two(2) consecutive terms.
A. The Chairman shall preside over the advisory committee meetings and shall
have the right to vote.
B. The Chairman shall decide all points of procedure, subject to these bylaws and
the latest edition of Roberts Rules of Order, unless otherwise directed by the
majority of the advisory committee in session at the time.
VICE-CHAIRMAN
A Vice-Chairman shall be elected by the Citizens Advisory Committee from among
its members in the same manner for a one (1) year term. The term shall run from
January 1 of each year until December 31 of each year. The Vice-Chairman shall
serve no more than two (2)consecutive terms.
A. The Vice-Chairman shall serve as "Acting Chairman" in the absence of the
Chairman or when that officer has to refrain from participation because of a
conflict of interest and shall have the same powers and duties as the
Chairman.
B. The Vice-Chairman shall have the right to vote.
C. Upon the resignation or disqualification of the Chairman, the Vice-Chairman
shall assume the chairmanship for the remainder of the unexpired term or
until a new Chairman is elected.
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Citizens Advisory Committee By-Laws
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SECRETARY
A Secretary shall be elected by the Citizens Advisory Committee from among its
members in the same manner for a one (1) year term. The term shall run from
January 1 of each year until December 31 of each year. The Secretary shall serve no
more than two (2) consecutive terms.
A. The Secretary shall be responsible for keeping records of committee actions,
including overseeing the taking of minutes at all advisory committee
meetings, sending out meeting announcements, distributing copies of minutes
and the agenda to each advisory committee member, and assuring that
Housing and Community Development Department records are maintained.
B. The Secretary shall have the right to vote.
C. The Secretary shall be responsible for notifying the Clerk of Commission and
the public with advanced notice of all meetings of the Housing and
Community Development Department in accordance with the Georgia Open
Meetings Act.
D. The Secretary shall maintain a current roster of advisory committee
members' homes address, email address, and telephone numbers, including a
mobile phone number.
E. In the absence of the Secretary, the Chairman will appoint another member to
serve as Secretary for that meeting.
F. Housing & Community Development will provide administrative assistance
to the Secretary to the extent possible as determined by the Housing &
Community Development Director. This support may include paper
reproduction, folders, etc. Housing & Community Development will not
allow advisory committee support to restrict its ability to carry out its primary
service mission.
ARTICLE IV. POINT OF CONTACT
The Director of the Housing and Community Development Department, or the Director's
designee, shall serve as a point of contact for the Citizens Advisory Committee. The
Director, or designee, shall be willing to provide assistance to the Chairman in preparing
items of discussion for the Citizen's Advisory Committee meeting agendas, providing
assistance, when necessary to ensure the proper recording and transcribing of all
meetings minutes, and providing assistance, when necessary, to ensure proper delivery of
all related correspondence with advisory committee members. It is understood that the
Director of the Housing and Community Development Department, or the Director's
designee shall only be of assistance when deemed necessary, and that it remains the
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Citizens Advisory Committee By-Laws
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primary responsibility of the Chairman, Vice-Chairman, and Secretary to ensure that
these matters are addressed in a timely matter.
ARTICLE V. VOTING
1. Each Citizens Advisory Committee member, including the Chairman, Vice-
Chairman, and Secretary shall vote regarding the business of the advisory committee
and the submission of comments from the Public. An advisory committee member
shall abstain from voting in the event of a conflict of interest. The advisory
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 REOUIREMENTS
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 advisory 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 Chairman, Secretary, or
designee, as soon as possible so that the Chairman can determine whether or not a
quorum can be established.
2. The Chairman, Secretary, or designee, shall maintain a record of attendance for each
advisory committee member. The Chairman 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.
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.
Article VII. OUORUM
At least four (4) members of the Citizens Advisory Committee must be present to
constitute a quorum. When a quorum is not present, the 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 advisory committee recommendations
and resolutions or dissenting opinions.
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Citizens Advisory Committee By-Laws
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Article VIII. MEETINGS
1. Regular Meetings: The Citizens Advisory Committee shall hold quarterly meetings on
the fourth Thursday at the beginning of each quarter (January, April, July, and October).
Said meetings will be at 3:00pm 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
Chairman, with the concurrence of a majority of the advisory committee, may set an
alternate date for the meeting. There will be an annual meeting in the month of
December to elect new officers and conclude any outstanding business for that year.
At each quarterly meeting the Director, or designee, will provide a status update of
projects listed in the Annual Plan, as approved by the Augusta Commission and HUD.
The Director, or designee, will assist in ensuring compliance with the Georgia Open and
Public Meetings Act, in coordination with the Clerk of Commission. If a quorum is not
present at a regular meeting of the advisory committee, a special meeting may be held
within 14 working days from such scheduled meeting.
2. Special Meetings: Special meetings of the Citizens Advisory Committee may be
called at any time by the Chairman. At least forty-eight (48) hours notice of the time and
place of special meetings shall be given to each member of the advisory committee. The
Augusta Housing and Community Development Department 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 Citizens Advisory
Committee, the Chairman may dispense with a regular meeting by giving notice to all
members not less than twenty-four(4)hours prior to the time set for the meeting.
4. Recessed Meetings: Should the business before the Citizens Advisory Committee not
be completed, the Chairman may recess the same from day-to-day until the matters
before the committee are completed.
5. Open Meetings: All meetings of the Citizens Advisory Committee shall be open to
the public. However, members of the public shall not address the advisory committee
unless invited to do so by the Chairman.
6. Rules of Order: Meetings shall be conducted in an orderly manner to ensure the fair
treatment of all persons and issues before the advisory committee. The latest version of
Roberts Rules of Order Newly Revised shall be available for reference when procedural
issues are to be resolved.
AHCDD's
Citizens Advisory Committee By-Laws
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Article IX. NOTICE AND PUBLIC INFORMATION
(1) The Director, or designee, shall be responsible for ensuring compliance with the
Georgia Open Records and Open Meetings Act.
(2) The Director, or designee, is required to comply with the guidelines pertaining to
matters of public notice and scheduling as provided by the Clerk of Commission.
Article X.LIMITATION OF POWERS
Citizen Advisory Committee members shall operate within the charge given by the
Augusta Commission and in compliance with statutes and ordinances of Augusta,
Georgia. Nothing contained in this statement of policies and procedures shall be
construed to be in conflict with any state law or City of Augusta nor Richmond County
ordinance. Should there be an appearance of conflict, the appropriate state law or
city/county ordinance shall prevail.
Neither the Citizens Advisory Committee,nor any member thereof,shall:
o Possess authority over the Augusta Housing and Community Development
Department;
o Incur City/County expense or obligate the City/County in any manner;
o Independently investigate citizen complaints against a City/County department
or an employee of the department;
o Conduct any activity that might constitute or be construed as an official
governmental review of departmental or employee actions;
o Conduct any activity that might constitute or be construed as establishment of
City/County or department policy;
o Violate the confidentiality of any information related to matters involving
pending or forthcoming grant allocation including but not limited to sub-
recipient/applicant financial information, credit worthiness, assets, debts,
obligations, or commitments.
The activities of the citizen advisory committee shall, at all times, be conducted in
accordance with all federal, state, and local laws.
AHCDD's
Citizens Advisory Committee By-Laws
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Article XL 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.
AHCDD's
Citizens Advisory Committee By-Laws
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RESOLUTION ADOPTING BYLAWS OF THE CITIZENS ADVISORY COMMITTEE
FOR AUGUSTA, GEORGIA HOUSING AND COMMUNITY DEVELOPMENT'S
PROGRAMS
BE IT RESOLVED as part of Augusta's Citizen Participation Plan for the Augusta, Georgia
Housing and Community Development's Programs that the By-Laws attached hereto are adopted
this date by the Augusta, Georgia Commission.
IThis _,-)1
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2015.
Augusta, Georgia
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AHCDD's
Citizens Advisory Committee By-Laws
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