Hillsdale Housing Commission
45 N. West Street ¨ Hillsdale, MI 49242
Phone: (517) 439-1210 ¨ Fax: (517) 439-9577 ¨ E-mail: mail@hillsdalehousing.org
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| By-Laws of the Hillsdale Housing Commission Article I - The CommissionName of CommissionThe name of the Commission shall be the “Hillsdale Housing Commission.” Offices of the CommissionThe offices of the Commission shall be at 45 N. West Street, Hillsdale, Michigan, but the Commission may hold meetings at such other place or places as it may from time to time designate. PurposeThe purpose of the Commission will be to provide decent, safe, and sanitary housing opportunities. MembershipAppointmentCommission members shall be appointed by the Hillsdale City Manager in accordance with provisions of the Hillsdale City Charter. Appointments shall be for the length of time specified in the Charter unless otherwise specified by the City Manager. ResignationAny member desiring to resign from the Commission shall submit a written or oral resignation to the Commission or to the Executive Director or the Hillsdale City Manager. RemovalA member may be removed from the Commission by a majority vote at any regular or special meeting where a quorum is present, as defined in Article III of these By-Laws. Such removal shall be subject to approval or denial by the Hillsdale City Manager.
Removal for AbsenteeismA member shall be removed from the Commission without vote for the following:
1. After six consecutive absences from regular monthly meetings, the member shall be removed from office, regardless of whether the absences were excused or not. Such removal shall be documented and a letter sent to the removed member explaining the reason for removal. A photocopy of the removal letter shall be forwarded to the Hillsdale City Manager
2. After three consecutive unexcused absences from regular monthly meetings, the member shall be removed from office. Such removal shall be documented and a letter shall be sent to the removed member explaining the reason for removal. A photocopy of the removal letter shall be forwarded to the Hillsdale City Manager.
3. After six absences from regular monthly meetings within any twelve (12) month period, the member shall be removed from office, regardless of whether the absences were excused or not. Such removal shall be documented and a letter sent to the removed member explaining the reason for removal. A photocopy of the removal letter shall be forwarded to the Hillsdale City Manager.
Article II - OfficersThe officers of the Commission shall be a President, Vice president, and Executive Director. No one person may hold more than one office at any one time. Duties, Responsibilities and ElectionsPresidentThe President shall preside at all meetings of the Commission. At each meeting the President shall submit such recommendations and information as he or she considers appropriate concerning the business, affairs, and policies of the Commission. Vice presidentThe Vice president shall perform the duties of the President in the absence or incapacity of the President; and in case of the resignation or death of the President, the Vice president shall perform such duties as are imposed on the President until such time as the Commission shall select a new President. Executive DirectorThe Commission shall appoint an Executive Director to manage the Commission's day-to-day business. The Executive Director shall have general supervision over the administration of the business and affairs of the Commission, subject to the direction of the Commission and shall be charged with the management of the housing projects of the Commission. Except as otherwise authorized by resolution of the Commission, the Executive Director shall sign all contracts and other official instruments made by the Commission. The Executive Director shall be a non-voting member of the Commission, but shall be charged with researching and reporting recommendations and information as he or she may consider proper concerning the business, affairs, and policies of the Commission.
The Executive Director shall serve as the Commission's Secretary. The Secretary shall keep the records of the Commission and record all votes, and keep the proceedings of the Commission in a journal, and shall perform all duties incident to the office of Secretary. The Executive Director may delegate the duties and responsibilities of the Secretary to a subordinate Commission employee. Additional DutiesMembers of the Commission shall perform such other duties and functions as may from time to time be required by the Commission, By-Laws, rules and regulations of the U.S. Department of Housing and Urban Development, or the City or of Hillsdale. Committees and SubcommitteesCommittees and subcommittees may be formed from time to time as needs require, with the consent of the Commission. Such committees and subcommittees shall consist of not more than two (2) Commission members. Such committees and subcommittees shall not perform official action on behalf of the Commission, but shall be empowered to perform research and present recommendations to the Commission as a whole. Elections and AppointmentsThe President and Vice president shall be elected at the annual meeting of the Commission from among members of the Commission, and shall hold office for one year or until their successors are elected and qualified. The elections shall be by roll call vote with the “yes,” “no’s” and “abstaining” votes recorded.
The Commission shall appoint the Executive Director. Any person appointed to fill the office of Executive Director shall have such term as the Commission specifies at the time of appointment, but no Commission member shall be eligible for this office. Additionally, no former Commission member may be appointed to this office for a period of one calendar year from the date the he or she vacates his or her position as Commissioner. VacanciesShould the offices of President or Vice president become vacant, the Commission shall elect a successor from its membership at the next regular meeting, and such election shall be for the unexpired term of said office. When the office of the Executive Director becomes vacant, the Commission shall appoint a successor, as described in Article II, above. Additional PersonnelThe Executive Director may from time to time employ such personnel as he or she deems necessary to exercise the Commission’s powers, duties, responsibilities, and functions, subject to the discretion of the Commission. Article III - MeetingsMeeting ProceduresAll regular and special meetings of the Commission shall be conducted according to the rules contained in Robert’s Rules of Order. Annual MeetingThe annual meeting of the Commission shall be held on the same date and at the same location as the regular meeting date in July of each calendar year. During the annual meeting the Commission shall elect officers and review its By-Laws. Regular Monthly MeetingThe Commission shall hold a regular meeting once per calendar month. The meeting shall be convened at 12:00 noon on the first Thursday of each calendar month. Should the meeting date fall on a legal holiday, the regular monthly meeting shall be held on the next succeeding calendar day. The Commission will normally meet at 45 N. West Street, Hillsdale, Michigan, but may meet at such other times and/or places as it may from time to time designate. Notice of the regular monthly meetings shall be posted in accordance with the Open Meetings Act (Michigan Public Act 267 of 1976.) The notice of the meeting shall contain the date, time, location of the meeting, and an agenda, which shall list all normal business that the Commission reasonably expects to address during the meeting. The meeting shall be open to the public, and persons residing in housing projects managed by the Commission shall be encouraged by the Commission and Executive Director to attend. Special MeetingsThe President of the Commission may, when he or she deems necessary, call a special meeting of the Commission for the purpose of transacting Commission business. During an emergency, Commission members may call a special meeting in the absence of the President. Notice of the special meeting shall be posted in accordance with the "Open Meetings Act" (Michigan Public Act 267 of 1976). The notice of the meeting shall contain the date, time, location of the meeting, and an agenda, which shall list all business that the Commission reasonably expects to address during the meeting. The meeting shall be open to the public, and persons residing in housing projects managed by the Commission shall be encouraged by the Commission and Executive Director to attend. The Executive Director shall be charged with the responsibility of informing each Commission member of the special meeting, in writing, at least two days prior to the meeting. At such special meeting, no business shall be considered other than is designated in the agenda, unless all current members of the Commission are present. If all current members of the Commission are present at the special meeting, any and all business may be transacted at such special meeting, with the consent of the majority of Commission members. QuorumAt all meetings of the Commission, three (3) members of the Commission shall constitute a quorum for the purpose of transacting business; providing that a smaller number may meet informally and adjourn to some other time or until a quorum is obtained. However, no official business or action may be taken until a quorum is present. Order of BusinessAt the regular monthly meeting of the Commission, the following shall be the order of business: 1. Call to Order 2. Roll Call 3. Additions to Agenda 4. Reading and approval of any previously unapproved minutes from prior regular and special meetings. 5. Residents and Visitors with Commission Business 6. Hilltop Apartments Resident Association Report 7. Accounts Payable Report/Payment of Commission Bills 8. Maintenance Supervisor’s Report 9. Executive Director’s Report 10. Grant Reports 11. Reports of Committees and Subcommittees 12. Unfinished Business 13. New Business 14. Adjournment ResolutionsAll resolutions shall be in writing, and shall be copied into a journal of the proceedings of the Commission. All resolutions shall be voted on by voice “yes,” “no,” or “abstain” vote. The votes of individual Commission members shall be entered into a journal of the proceedings of the Commission. Manner of VotingThe voting on all questions coming before the Commission shall be by voice “yes,” “no,” or “abstaining” vote. Approving, dissenting, and abstaining votes shall be entered into the journal of the meetings, except where the vote is unanimous it shall only be necessary to so state. Unless waived by a majority of members present, business requiring a vote must appear on the previously published agenda of each meeting. Official ActionExcept as otherwise provided in these By-Laws or by law, the vote of a majority of the Commissioners present at a regular or special meeting in which a quorum is present shall constitute an official action by the Commission. Article VI - Amendments
Amended by HHC: 06/19/2001 |
