Loading...
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. AHCDD's Citizens Advisory Committee By-Laws Page 1 of 9 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. A11CDD's Citizens Advisory Committee By-Laws Page 2 of 9 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. AHCDD's Citizens Advisory Committee By-Laws Page 3 of 9 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 AHCDD's Citizens Advisory Committee By-Laws Page 4 of 9 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. AHCDD's Citizens Advisory Committee By-Laws Page 5 of 9 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 Page 6 of 9 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 Page 7 of 9 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 Page 8 of 9 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 s da of �� I 2015. Augusta, Georgia BY: 71f- 11161116t4. As its Mayor iiAttest: v r , - —Orrro n ti l °0a°etQ t. 1 ire _1W e 4 %3 b • .4 ft, -f c o - �`° 00.00 492)6 se, ittlimustea. Y4 a AHCDD's Citizens Advisory Committee By-Laws Page 9 of 9