BOARD OF SUPERVISORS BUSINESS MEETING ACTION ITEM Date of Meeting: April 21, 2016 #3 SUBJECT: ELECTION DISTRICT: CRITICAL ACTION DATE: STAFF CONTACTS: Revisions to the Housing Choice Voucher Resident Advisory Board Bylaws Countywide At the pleasure of the Board Ellen Grunewald, Director, Family Services Antwaun Jackson, Housing Choice Voucher Program Manager, Family Services PURPOSE: The purpose of the revisions is to accurately reflect and incorporate the Code of Federal Regulations 24.903.13, update them, and make them consistent with County policy for advisory boards. RECOMMENDATIONS: Committee/Advisory Board: The Resident Advisory Board (RAB) met on March 2, 2016 and agreed to recommend the proposed revisions to the RAB Bylaws. Staff: Staff concurs with the recommended changes to the Housing Choice Voucher (HCV) Resident Advisory Board Bylaws. BACKGROUND: As required by Code of Federal Regulations 24.903.13, a RAB for the Loudoun County HCV Program must be established. The purpose of the RAB is to make recommendations regarding the Public Housing Authority (PHA) Annual Plan, the PHA Five Year plan, and the local HCV Administrative Plan. The Bylaws have not been updated for many years and are now inconsistent with Board of Supervisor s policy governing advisory Board Bylaws. The RAB is recommending that the Bylaws be updated and clarified to be consistent with Board policy and easier to follow. Proposed revisions include: 1. Amend the purpose statement to include The RAB shall make recommendations regarding the Public Housing Authority (PHA) Annual Plan, the PHA Five Year Plan, and the local HCV Administrative Plan for consideration by the Board of Supervisors.
Item #3, Revisions of the Housing Choice Voucher Resident Advisory Board Bylaws Board of Supervisors Business Meeting April 21, 2016 Page 2 2. Change the RAB membership from shall consist of 5 members and 2 alternates to include no fewer than five (5) members and no more than thirteen (13) members. The purpose of this change is to allow for more reasonable representation of families receiving tenant based assistance. 3. Change the term period and limits from the first 3 members appointed shall serve for a term of 2 years and the second 2 members and alternates shall serve for a term of 3 years. No member shall serve more than two terms to a term of two years from the month of the appointment and that each member may serve a maximum of two (2) full two-year terms, in addition to any partial term as a result of an appointment to fill the unexpired term of a vacancy. The purpose of the change was to eliminate confusion about the terms and which members were appointed first or second. 4. Change how vacancies are filled from interested applicants should submit an application to the HCV Board to review and forward their recommendation(s) to the Loudoun County Board of Supervisors to state that vacancies shall be filled in the same manner as the original appointment and specify that interested applicants should submit an application to the Loudoun County Board of Supervisors, who will review and approve HCV RAB appointment(s). 5. Clarify the meeting schedule from second Monday of February and September every year to include that the RAB conducts business through its regularly scheduled meetings, which shall be held at least two (2) times per calendar year. The date, time, and location of the meetings shall be determined by the RAB. Notice of the date, time, and location shall be published prior to meetings, in accordance with Loudoun County requirements. 6. Identify how the Bylaws can be changed as follows: The rules expressed in these Bylaws and Procedures may be amended or repealed, and new rules recommended by a majority of the RAB, in such manner and at such times as the RAB may determine. Amendments shall be sent to the Loudoun County Board of Supervisors for final approval. ISSUES: There are no issues with the recommended revisions to the Resident Advisory Board Bylaws. FISCAL IMPACT: There is no anticipated fiscal impact. ALTERNATIVES: The Board could take no action and leave the current Bylaws unchanged. DRAFT MOTIONS:
Item #3, Revisions of the Housing Choice Voucher Resident Advisory Board Bylaws Board of Supervisors Business Meeting April 21, 2016 Page 3 1. I move that the Board of Supervisors approve the proposed draft Resident Advisory Board Bylaws included as Attachment 1 to the April 21, 2016, Board of Supervisors Business Meeting Action Item. OR 2. I move and alternate motion. ATTACHMENTS: 1. Current Resident Advisory Board Bylaws 2. Proposed Draft Resident Advisory Board Bylaws 3. Proposed Draft Resident Advisory Board Bylaws in a marked-up version.
RESIDENT ADVISORY BOARD BYLAWS As required by Code of Federal Regulations 24 903.13, a Resident Advisory Board for Loudoun County Family Services (LCFS) Housing Choice Voucher Program must be established. Board members shall be appointed by the Loudoun County Board of Supervisors to serve a 3 year term and shall consist of 5 members and 2 alternates. The alternates shall have one vote if one of the 5 members is not present at the meeting. The first 3 members appointed shall serve for a term of 2 years and the second 2 members and alternates shall serve for a term of 3 years. No member shall serve more than two terms. Each replacement member will serve the unfulfilled period of member being replaced. Members and alternates shall be appointed and replaced as terms expire. Interested applicants should submit an application to the HCV Board to review and forward their recommendation(s) to the Loudoun County Board of Supervisors to make the final HCV Board appointment(s). The purpose of the Resident Advisory Board shall be to propose and review Administrative Plan additions, changes, Annual and Five Year Federal Public Housing Agency (PHA) plans, and suggests LCFS operations manual changes. Meetings shall be held in the conference room of LCFS on the second Monday of February and September every year and; shall start at 6:30 PM and end no later than 8:30 PM. If schools are closed due to inclement weather, the February meeting shall be moved to the third Monday of February. Additional meetings may be scheduled by majority vote of the Advisory Board or by request of LCFS. If an Advisory Board member misses two board meetings, he/she shall be removed from the Advisory Board. If this happens, LCFS shall request the Loudoun County Board of Supervisors to appoint a new Advisory Board member to serve the remainder of the term. The newly appointed member shall be eligible to serve two full terms after the partial term has expired. The Advisory Board shall elect a President among its members who shall preside at the meetings. The Advisory Board shall also elect a Vice President who shall preside at meetings if the President is unable to attend. The President or Vice President shall insure that accurate minutes are taken at all meetings for its own records and a typed copy shall be provided to LCFS within two weeks of each meeting. Business may be conducted at any meeting where 3 or more Resident Advisory Board members are present. (Alternates may vote when a regular Board Member is not present). Prepared: Apri1 15, 2002 Adopted: May 6, 2002 Revised: January 27, 2009 Revised: Attachment 1
Loudoun County Housing Choice Voucher Program RESIDENT ADVISORY BOARD BYLAWS Purpose As required by Code of Federal Regulations 24.903.13, a Resident Advisory Board (RAB) for the Loudoun County Housing Choice Voucher Program (HCV) must be established. The purpose of the RAB shall be to assist and make recommendations regarding the Public Housing Authority (PHA) Annual Plan, the PHA Five Year Plan, and the HCV local Administrative Plan. II. Membership The Board shall consist of no fewer than five (5) members and no more than thirteen (13) members. Members shall be appointed by the Loudoun County Board of Supervisors, who serve as the Board of Directors of the PHA. The HCV Program Manager or his/her designee shall serve as a non-voting member of the RAB. The Board of Supervisors shall ensure that the RAB has reasonable representation of families receiving tenant-based assistance and that a reasonable process is undertaken to choose this representation. Each member shall be appointed by the Board of Supervisors for a term of two years from the month of the appointment. Each member may serve a maximum of two (2) full two-year terms, in addition to any partial term as a result of an appointment to fill the unexpired term of a vacancy. Vacancies shall be filled in the same manner as the original appointment. Interested applicants should submit an application to the Loudoun County Board of Supervisors, who will review and approve HCV RAB appointment(s). Any member absent from two successive regular meetings shall be referred to the Board of Supervisors for removal from the RAB. III. Officers The officers of the RAB shall consist of a Chair and Vice-Chair, who shall be elected by the RAB annually. The Chair presides at meetings and consults with the HCV Program Manager to determine agenda items. The Vice-Chair shall, in the absence of the Chair, perform the duties of the Chair. The Chair or Vice-Chair shall ensure that accurate minutes are taken at all meetings. Attachment 2
If there is a vacancy in the office of Chair or Vice-Chair, new officers shall be nominated and elected at the next regular meeting of the RAB, by a majority vote of those members present. If there is a vacancy in the office of Chair, the Vice-Chair shall become Chair until the next regular meeting. IV. Meetings The RAB conducts business through its regularly scheduled meetings, which shall be held at least two (2) times per calendar year. The date, time, and location of the meetings shall be determined by the RAB. Notice of the date, time, and location shall be published prior to meetings, in accordance with Loudoun County requirements. Special meetings of the RAB may be called by the Chairperson, HCV Program Manager, or upon the request of at least half of the RAB membership. Business may be conducted at any meeting where at least one-half of RAB members are present, including the presiding officer. V. Amendments The rules expressed in these Bylaws and Procedures may be amended or repealed, and new rules adopted by a majority of the RAB, in such manner and at such times as the RAB may determine. Amendments shall be sent to the Loudoun County Board of Supervisors for final approval. Adopted:
HCV RAB Bylaws Approved by the Board of Supervisors on XX/XX/XXXX Formatted: Right Loudoun County Housing Choice Voucher (HCV) Program PROPOSED HCV RESIDENT ADVISORY BOARD BYLAWS (Reviewed by the Residents Advisory Board on February XX, 2016) Additions show as underlined & in red ink; deletions show as struck-through& in red ink Formatted: Font: 11 pt Formatted: Font: 11 pt I. Purpose As required by Code of Federal Regulations 24 903.13, a Resident Advisory Board (RAB) for the Loudoun County Family Services (LCFS) Housing Choice Voucher (HCV) Program must be established. The purpose of the RAB shall be to make recommendations regarding the Public Housing Authority (PHA) Annual Plan, the PHA Five Year Plan, and the local HCV Administrative Plan. II. Membership Board members shall be appointed by the Loudoun County Board of Supervisors to serve a 3 year term and The Board shall consist of no fewer than five (5) members and no more than thirteen (13) members and 2 alternates. Members shall be appointed by the Loudoun County Board of Supervisors, who serve as the Board of Directors of the PHA. The HCV Program Manager or his/her designee shall serve as a non-voting member of the RAB. Formatted: Font: Bold Formatted: Numbered + Level: 1 + Numbering Style: I, II, III, + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.75" Formatted: Font: Bold Formatted: Numbered + Level: 1 + Numbering Style: I, II, III, + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.75" Formatted: Indent: Left: 0.25" The Board of Supervisors, in making appointments to the RAB, shall ensure that the RAB has reasonable representation of the families receiving tenant-based assistance. The alternates shall have one vote if one of the 5 members is not present at the meeting. The first 3 members appointed shall serve for a term of 2 years and the second 2 members and alternates shall serve for a term of 3 years. No member shall serve more than two terms. Each replacement member will serve the unfulfilled period of member being replaced. Each member shall be appointed by the Board of Supervisors for a term of two years from the month of appointment. Each member may serve a maximum of two (2) full two-year terms, in addition to any partial term as a result of an appointment to fill the unexpired term of a vacancy. Members and alternates shall be appointed and replaced as terms expire. Vacancies shall be filled in the same manner as the original appointment. Interested applicants should submit an application to the HCV Board Loudoun County Board of Supervisors, towho will review and forward approve HCV RAB their recommendation(s) to the Loudoun County Board of Supervisors to make the final HCV Board appointment(s). 1 Formatted: Centered Attachment 3
HCV RAB Bylaws Approved by the Board of Supervisors on XX/XX/XXXX Formatted: Right Any member absent from two (2) successive regular meetings shall be referred to the Board of Supervisors to consider removal from the RAB. The purpose of the Resident Advisory Board shall be to propose and review Administrative Plan additions, changes, Annual and Five Year Federal Public Housing Agency (PHA) plans, and suggests LCFS operations manual changes. III. Officers The officers of the RAB shall consist of a Chair and Vice-Chair, who shall be elected by the RAB annually. The Chair presides at meetings and consults with the HCV Program Manager to determine agenda items. The Vice-Chair shall, in the absence of the Chair, perform the duties of the Chair. The Chair or Vice-Chair shall ensure that accurate minutes are taken at all meetings. Formatted: Font: Bold Formatted: Numbered + Level: 1 + Numbering Style: I, II, III, + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.75" Formatted: No bullets or numbering If there is a vacancy in the office of Chair or Vice-Chair, new officers shall be nominated and elected at the next regular meeting of the RAB, by a majority vote of those members present. If there is a vacancy in the office of the Chair, the Vice-Chair shall become Chair until the next regular meeting. IV. Meetings Meetings shall be held in the conference room of LCFS on the second Monday of February and September every year and; shall start at 6:30 PM and end no later than 8:30 PM. If schools are closed due to inclement weather, the February meeting shall be moved to the third Monday of February. Additional meetings may be scheduled by majority vote of the Advisory Board or by request of LCFS. The RAB conducts business through its regularly scheduled meetings, which shall be held at least two (2) times per calendar year. The date, time, and location of the meetings shall be determined by the RAB. Notice of the date, time, and location shall be published prior to meetings, in accordance with Loudoun County requirements. Formatted: Font: Bold Formatted: Indent: Left: 0.75" Special meetings of the RAB may be called by the Chairperson, HCV Program Manager, or upon the request of at least half of the RAB membership. Business may be conducted at any meeting where at least one plus one-half of RAB members are present, including the presiding officer. If an Advisory Board member misses two board meetings, he/she shall be removed from the Advisory Board. If this happens, LCFS shall request the Loudoun County Board of Supervisors to appoint a new Advisory Board member to serve the remainder of the term. The newly appointed member shall be eligible to serve two full terms after the partial term has expired. The Advisory Board shall elect a President among its members who shall preside at the meetings. The Advisory Board shall also elect a Vice President who shall preside at meetings if the President is unable to attend. The President or Vice President shall insure that accurate minutes are taken at all meetings for its own records and a typed copy shall be provided to LCFS within two weeks of each meeting. 2 Formatted: Centered
HCV RAB Bylaws Approved by the Board of Supervisors on XX/XX/XXXX Formatted: Right Business may be conducted at any meeting where 3 or more Resident Advisory Board members are present. (Alternates may vote when a regular Board Member is not present). V. Amendments The rules expressed in these Bylaws and Procedures may be amended or repealed, and new rules recommended by a majority of the RAB, in such manner and at such times as the RAB may determine. Amendments shall be sent to the Loudoun County Board of Supervisors for final approval. Adopted: Prepared: Apri1 15, 2002 Adopted: May 6, 2002 Revised: January 27, 2009 Revised: 3 Formatted: Centered