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HomeMy WebLinkAboutAgenda 06-18-19 Item 8-u - Approval of a Change in the Meeting Locations for the Affordable Housing Advisory Board (AHAB)ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 18, 2019 Action Agenda Item No. 8-u SUBJECT: Approval of a Change in the Meeting Locations for the Affordable Housing Advisory Board (AHAB) DEPARTMENT: Department of Housing and Community Development ATTACHMENT(S): Attachment 1: Letter Dated May 23, 2019 from AHAB Chair Keith Cook to BOCC Chair Penny Rich Attachment 2: 2019 AHAB Meeting Schedule Attachment 3: AHAB Policies and Procedures INFORMATION CONTACT: Sherrill Hampton, Director, Housing and Community Development, (919) 245-2490 PURPOSE: To approve a change to the Affordable Housing Advisory Board’s (AHAB) regular meeting locations to allow the Advisory Board to schedule some of its meetings at various sites throughout the County. BACKGROUND: A priority of the Advisory Board for the upcoming year is to directly engage with the community on affordable housing issues. To this end, the Advisory Board wants to vary the location of its regularly scheduled monthly meetings to allow for no more than four meetings during FY2019-20 and ongoing to be held at community centers and other public facilities throughout the County. Presently, the AHAB’s Specific Policies and Procedures require that its meeting location rotate between Chapel Hill and Hillsborough (see Attachment 3). A copy of the 2019 AHAB meeting schedule as filed with the County Clerk is also attached (see Attachment 2). On May 23, 2019, AHAB Chair Keith Cook sent a letter to the BOCC formally requesting that the Advisory Board be granted permission to vary the location of its meetings (see Attachment 1). At its May 14, 2019 meeting, the AHAB discussed its proposed schedule and decided that the Board would like to move its September 10th meeting to the Hargraves Community Center in Chapel Hill and its November 12th meeting to the Efland-Cheeks Community Center in Efland, if space is available at these locations. Additional alternative sites have been identified in case the initial identified locations are not available. The Advisory Board would like to schedule one and possibly two other meetings in 2020 at different locations but will wait until the FY2019-20 meeting schedule is finalized. FINANCIAL IMPACT: The only potential for a negative impact to the County is if there is a cost for any of the additional meeting venues. However, the meeting venue cost should be nominal. 1 SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are applicable to this item: • GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. The creation and preservation of affordable housing options help to meet a basic need and advances economic self-sufficiency. • GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. A revision to the prescribed meeting locations to allow for additional meeting sites for the Affordable Housing Advisory Board (AHAB) would enhance the opportunity for residents throughout Orange County to receive information and provide input, as well as mitigate any potential transportation challenges. RECOMMENDATION(S): The Manager recommends that the Board approve a change to AHAB’s Specific Policies and Procedures to move the location of no more than four of its regularly scheduled monthly meetings to various locations within the County to allow for increased engagement with the community on affordable housing issues. 2 3 ORANGE COUNTY NORTH CAROLINA Affordable Housing Advisory Board May 23, 2019 The Honorable Penny Rich Chairperson - Orange County Board of County Commissioners 200 South Cameron Street Hillsborough, NC 27278 Dear Chairperson Rich: To garner additional community input regarding affordable housing issues, the Affordable Housing Advisory Board (AHAB) would like to schedule community meetings at various sites within the County as part of its regular meeting schedule. Presently, we only hold meetings in Hillsborough and Chapel Hill. It is anticipated that there would likely be no more than four (4) meetings next fiscal year with two (2) contemplated being held next fall and one (1) the following spring. A fourth meeting may be held depending on schedules and community interest. The AHAB is suggesting that these meetings be held at community centers and other public facilities, such as Efland-Cheeks Community Center, Hargraves Community Center, Century Center, etc. As such, this letter serves as a formal request to the BOCC to allow for a change in the AHAB's regular meeting locations to allow for meetings in locations other than Hillsborough and Chapel Hill. The Advisory Board recognizes that in addition to the required BOCC permission to change its meeting location policy, there must also be adequate notice to the County Clerk in order to adhere to statutory public meeting notice requirements. Thank you in advance for the BOCC's consideration of this request. If you have any questions, or need additional information, please do not hesitate to contact me. Sincerely, Keith Cook Advisory Board Chairperson Mailing Address Main Office Satellite Office P.O.Box 8181 300 W.Tryon Street 2501 Homestead Road lay Hillsborough,NC 27278 Hillsborough,NC 27278 Chapel Hill,NC 27516 o pop�„rr Telephone(919)245-2490 • Fax(919)644-3056 •TDD(919)644-3045 4 2019 MEETING CALENDAR ORANGE COUNTY AFFORDABLE HOUSING ADVISORY BOARD MEETING SCHEDULE: Regular meetings convene at 6:00 PM on the Second Tuesday of each month at the noted location. There may periodically be a "special'meeting as determined by the board or the BOCC. DATE EETING TIME Tuesday,January 8th Monthly Meeting 6:00—7:30 PM Hillsborough Tuesday, February 12th Monthly Meeting 6:00—7:30 PM Chapel Hill Tuesday,March 12t Monthly Meeting 6:00—7:30 PM Hillsborough Tuesday,April 9h Monthly Meeting 6:00—7:30 PM Chapel Hill Tuesday,May 14ffi Monthly Meeting 6:00—7:30 PM Hillsborough Tuesday,June 11 ffi Monthly Meeting 6:00—7:30 PM Chapel Hill JULY NO MEETING Tuesday,August 13 Monthly Meeting 6:00—7:30 PM Hillsborough Tuesday, September 10th Monthly Meeting 6:00—7:30 PM Chapel Hill Tuesday, October 8th Monthly Meeting 6:00—7:30 PM Hillsborough Tuesday,November 12th Monthly Meeting 6:00—7:30 PM Chapel Hill Tuesday,December 10ffi Monthly Meeting 6:00—7:30 PM Hillsborough ALTERNATING LOCATIONS: • Chapel Hill: Southern Human Services -Conference Room D, 2501 Homestead Road • Hillsborough: Orange County West Campus—Conference Room#204— 131 West Margaret Lane NOTE: If you are unable to attend any of these meetings,please call(919)245-2490 as soon as you are aware you will be unable to attend. 5 AFFORDABLE HOUSING ADVISORY BOARD POLICIES AND PROCEDURES SECTION I. SCOPE A. Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Affordable Housing Advisory Board. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity to investigate, analyze, and prioritize affordable housing needs and strategies by serving as the official advisory body on affordable housing. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the Affordable Housing Advisory Board, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as "Exhibit A". 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge. The charge of the Affordable Housing Advisory Board is to investigate, analyze, and prioritize affordable housing needs and strategies by serving as the official advisory body on affordable housing. SECTION II. GOALS AND OBJECTIVES A. Goals: 1. Publicize the County's housing objectives; 2. Increase the community's awareness, understanding, commitment to and involvement in a comprehensive program of initiatives to increase the amount of attractive affordable housing; 3. Advocate for changes in public policy that will improve opportunities for those who cannot afford housing costs in Orange County; and 4. Assist in the implementation of the strategies contained in the FY 2001 Commissioners Affordable Housing Task Force Report and any other similar subsequent documents. B. Objectives 1. Prioritize County affordable housing needs; 2. Assess affordable housing project proposals as needed; 3. Monitor the progress of local housing programs; 4. Explore new funding opportunities; 5. Explore alternative housing development strategies and initiatives; and 6. Other housing-related items identified by the Board of Commissioners SECTION III. MEMBERSHIP A. Authority 6 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B. Composition 1. The Affordable Housing Advisory Board shall be composed of fifteen (15) voting members. SECTION IV. MEETINGS A. Staffing. Orange County staff may serve a support function to advisory boards upon the approval of the Orange County Manager. B. Agendas. Items for agendas shall be approved by the Affordable Housing Advisory Board Chair, the Affordable Housing Advisory Board Vice-Chair and staff. C. Meeting time and location. Meetings occur the second Tuesday of each month at 6:00 p.m. and rotate between Chapel Hill and Hillsborough. SECTION V. ORIENTATION A. Attendance 1. Each member shall attend an orientation presented by the Housing, Human Rights and Community Development Department to familiarize the advisory board members with the operation of County government, the Housing, Human Rights and Community Development Department rules, and the operating procedures of the advisory board. 2. Each voting member will be encouraged to complete the orientation within 12 weeks of his or her appointment and participate in at least one training session. SECTION VI. BY-LAWS A. By-Laws 1. Any Bylaws adopted by the Affordable Housing Advisory Board are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document. 2. Should the Affordable Housing Advisory Board determine modifications to policies and procedures are necessary the Affordable Housing Advisory Board may petition the Board of County Commissioners for such modifications. 2