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HOUSING &
COMMUNITY
DEVELOPMENT
COMMITTEE
ADMINISTRATIVE
RULES & PROCEDURES
EVANSTON
HOUSING & COMMUNITY
DEVELOPMENT COMMITTEE
ADMINISTRATIVE RULES & PROCEDURES
TABLE OF CONTENTS
ARTICLE DESCRIPTION PAGE
ARTICLE I ................................................... Name and Authority ................................................................
1
ARTICLE II ........................................................... Mission ............................................................................
1
ARTICLE III ...................................................... Membership ........................................................................
2
ARTICLE IV.......................................................... Officers............................................................................ 4
ARTICLE V.......................................................... Meetings ..........................................................................
5
ARTICLE VI........................................ Agencies Requesting Funding ..........................................................
6
ARTICLE VII.................................................... Amendments .......................................................................
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THE HOUSING AND COMMUNITY DEVELOPMENT COMMITTEE
OF THE CITY OF EVANSTON
ADMINISTRATIVE PROCEDURES AND REGULATIONS
ARTICLE I
Name and Authority
Section 1. The name of this organization shall be “The Housing and Community
Development Committee of the City of Evanston, Illinois,” hereafter referred to
as the “Committee.”
Section 2. The establishment of this Committee is provided for in Evanston City Code Title
2, Chapter 4, “Housing and Community Development Committee.”
Section 3. The business of the Committee is conducted in accordance with the Illinois Open
Meetings Act; applicable ordinances adopted by the Evanston City Council,
including the Housing and Community Development Ordinance 69-O-21, as
amended; the Evanston Human Rights Ordinance 1-21-1 - 1-22-11 OR 26-O-14,
the Fair Housing Ordinance 8-O-12, Chapter 6 of the Municipal Code; City Code
Section 1-10-1, et seq., and these Administrative Procedures and Regulations.
Where Evanston ordinances conflict with these Administrative Procedures and
Regulations, the former shall prevail pursuant to Evanston’s home rule authority.
ARTICLE II
Mission
Section 1. The Evanston Housing and Community Development Committee is a public body
established by City ordinance. The purpose of the Housing and Community
Development Committee (“Committee”) is to act in an advisory capacity to the
City Council on matters that relate to the built environment and the use of federal
Community Development Block Grant (“CDBG”) funds with the exception of the
Public Services category, HOME Investment Partnership (“HOME”) funds, the
City’s Affordable Housing Fund (“AHF”), and any other funding source that City
Council deems appropriate to address primarily the needs of Evanston’s low,
moderate, and middle-income residents. The Committee is responsible for capital
projects and programs including, but not limited to: housing acquisition,
development, and preservation, and housing services including landlord-tenant
services and Inclusionary Housing Ordinance waitlist management; City
infrastructure and facilities projects in lower-income neighborhoods; non-profit
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public facilities projects including homeless shelters; and economic development
projects and programs. The Committee is also responsible for overseeing the
development and implementation of the City’s Housing and Urban Development
(“HUD”) Consolidated Plan, annual Action Plans and Consolidated Annual
Performance and Evaluation Reports, including seeking input from the public
following the Citizen Participation Plan, as required. Recommendations of the
Committee will go directly to the City Council, as with its predecessor, the
Housing and Community Development Act Committee
Section 2. The Committee is responsible for developing funding recommendations for
agencies that request funding in the form of grants or loans from the City for
programs that offer needed services for people who are homeless or at high risk of
becoming homeless, affordable housing development and preservation, and other
housing-related programs and services for Evanston residents. These programs
and services shall be accessible and responsive to community needs and shall be
available to qualified low-, moderate- and middle-income Evanston residents.
Section 3. Method of Funding: The Committee provides funding recommendations for the
use of the City’s federal CDBG and HOME entitlement grants as well as the
City’s Affordable Housing Fund for projects, programs, and services that align
with City Council goals, as well as the income restrictions and priorities of each
funding source. Funding recommendations made by the Committee will be
reviewed by Planning and Development, Administration & Public Works, or
Human Services Committees and approved by City Council.
Section 4. The Committee shall promote human rights and fair housing, as well as access to
safe, quality affordable housing for Evanston residents.
ARTICLE III
Membership
Section 1. Members
A. The Committee consists of nine (9) members who serve without compensation
and reside or work in the City of Evanston. In appointing committee members,
the Mayor will consider knowledge, familiarity, and/or experience with
housing policies; needs of different populations including seniors or persons
with disabilities; different types of housing stock; renter and homeowner
issues; public and private housing and real estate development, finance, or
sales; property management; and community outreach and engagement.
B. The members must include the following:
Four (4) Council members, at least two of whom represent wards with
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significant low/moderate income residents.
Two (2) members who are not Councilmembers and who reside or work in
predominantly low/moderate income Evanston neighborhoods or provide
needed services primarily to low/moderate income people;
Five (5) members who are not Councilmembers and who have experience
with one or more of the following:
(1) developing or implementing housing or community development policy to
address the needs of low/moderate/middle-income residents at the federal,
state, or local level;
(2) housing development, finance, or sales; or ownership or management of
rental housing;
(3) publicly- or privately-owned housing restricted for households with
incomes that do not exceed eighty percent (80%) of the area median income,
including those with lived experience;
(4) addressing the housing needs of populations including but not limited to
older adults, persons with chronic disabling conditions, or extremely low
income (less than 30% of the area median income);
(5) owning, managing, or maintaining public facilities that serve
low/moderate income residents, including but not limited to shelters for
people experiencing homelessness or victims of domestic violence;
(6) providing services primarily to low/moderate income people that improve
their quality of life and wellbeing.
C. Term of Office: Council members are assigned by the Rules Committee to
four (4) year terms. Non-Council Committee members are appointed by the
Mayor to three (3) year terms with the advice and consent of the City Council.
Non-Council Committee members may serve for not more than two (2) full
terms.
A member may meet more than one qualification. No member may be a
full-time or part-time employee of the City of Evanston, or any agency,
facility, or service that receives CDBG, HOME, AHF, or any other funding
overseen by the Committee on behalf of the City of Evanston
D. Vacancies and Removal
1. If a Committee member fails to attend two (2) regular Committee
meetings without a reasonable cause in a calendar year, or otherwise
neglects his or her duties as a Committee member, the Chairperson, with
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the assent of the Committee, may recommend to the Mayor that the seat be
declared vacant.
2. Any vacancy shall be filled by the Mayor as soon as possible.
3. A member of the Committee may be removed by the Mayor for
absenteeism, neglect of duty, misconduct or malfeasance in office, after
being given a written statement of the charges and an opportunity to refute
them at a hearing with the Mayor.
Section 2. Powers and Duties
In carrying out its responsibilities, the Committee shall have the following
specific powers and duties:
A. Oversee the U.S. Department of Housing and Urban Development’s
Consolidated Planning process for the City of Evanston entitlement grants,
including the review of the City’s annual Action Plan and Consolidated
Annual Performance and Evaluation Report (“CAPER”);
B. Ensure that federal funding is prioritized for projects and services that provide
decent housing, a suitable living environment, and economic opportunity
primarily for Evanston’s low- and moderate-income residents;
C. Receive citizen input on housing, community and economic development
needs and comments relating to the implementation of the Consolidated
Planning process;
D. Evaluate applications, prioritize, and recommend funding allocations from all
sources to City Council for housing, public facility and infrastructure
improvements, and economic development programs and projects that
advance the priorities set forth by City Council and improve the health and
wellbeing of Evanston’s low, moderate, and middle-income residents in
conformance with restrictions and priorities of each funding source;
E. Review the status of projects and programs receiving City funding on a
periodic basis to ensure timely and effective use of funds;
F. Conduct periodic reviews of City ordinances and policies to determine their
effectiveness at achieving City Council affordable housing goals and
recommend amendments to increase their effectiveness for consideration by
City Council. Examples include, but are not limited to, the Inclusionary
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Housing Ordinance and Residential Landlord Tenant Ordinance; and
G. Coordinate housing-related expenditures of CDBG, HOME and Affordable
Housing Funds, and all other special and general funds for which the
Committee has responsibility, relating to housing, community, and economic
development.
H. Perform such other acts as may be necessary or proper to carry out the
purpose of the Committee.
I. Evaluate and recommend tools to expand and maintain affordable housing to
the City Council;
J. Evaluate and recommend tools to expand and maintain affordable housing
programs and shelters for people experiencing homelessness;
K. Provide recommendations on the use of the City's Affordable Housing Fund to
the City Council;
L. Provide recommendations on the use of the City's federal CDBG and HOME
funds to the City Council;
M. Submit periodic reports to City Council on the goals, activities and
accomplishments of the Committee; and
N. Create working groups or task forces, as necessary, in furtherance of the
Committee's purpose.
Section 3. Conflicts of Interest
All members of the Committee agree to abide by all duties and obligations
imposed on Committee members in the City’s Code of Ethics in City Code Title
1, Chapter 10, “Board of Ethics.” The Board of Ethics’ supplemental policy is
intended to clarify and prevent the personal interests of Committee members from
interfering with the performance of their duties or from resulting in personal or
political gain at the expense of the Committee or Evanston taxpayers.
The Committee strives to maintain the highest ethical standards to avoid conflicts
of interest. All members of the Committee shall act in good faith in all
relationships touching upon their responsibilities to the Committee and shall avoid
any conflict of interest.
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For the purpose of this policy, the definitions found in the City of Evanston’s
Code of Ethics in City Code Title 1, Chapter 10, “Board of Ethics,” shall apply.
Section 4. Expenses
All appointed members of the Committee shall serve as such without
compensation. Expenses incurred by any member in the performance of official
duties may be reimbursed in accordance with procedures established by the City
of Evanston.
ARTICLE IV
Officers
Section 1. Chairperson
Pursuant to Ordinance 69-O-21, Section 2-4-5 Adoption of Rules; Selection of a
Chairperson: A Chairperson is appointed by the Mayor from among its City
Council members.
Section 2. Election of Vice-Chair
A. Each year, the Committee shall nominate candidates for the Vice-Chair
positions. Current Vice-Chair may request to serve for a consecutive year.
B. Committee members can volunteer to serve and any Committee member may
make additional nominations, with the consent of the nominee, prior to any vote.
C. Committee members will elect a Vice-Chair by voting upon the nominees.
D. The Committee may also approve the existing Vice-Chair for an additional
term, with the consent of the existing officer, so long as the additional term does
not exceed the three year period.
Section 3. Terms of Office
The Vice-Chair shall be elected for a one-year term from the date of the election.
No member shall serve more than three consecutive one-year terms in the Office.
Section 4. Vacancies
A vacancy of the Vice-Chair shall be filled by a vote of the Committee at the next
regular meeting following the occurrence of the vacancy. The Vice-Chair is
elected for the duration of the unexpired term.
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Section 5. Duties of Officers
A. The Chairperson shall assure that the policies, programs and orders of the
Committee are carried out.
B. The Chairperson shall preside at all meetings of the Committee. The
Vice-Chairperson shall preside in the Chairperson’s absence.
C. The Chairperson shall be responsible for calling meetings of the Committee
pursuant to the Open Meetings Act and for assuring an agenda for each
meeting.
D. The Chairperson may appoint committees to consist of two members for
specific tasks.
ARTICLE V
Meetings
Section 1. Regular and Special Meetings
Guiding Principles:
Every Committee member has the right to participate in discussion if they wish,
and should be mindful of others before speaking a second time. The Chairperson
will direct the order in which members may participate to ensure equitable
participation.
A. Regular meetings shall be held on the third Tuesday of each month at 7:00
P.M. in the Civic Center, 2100 Ridge Avenue, unless such day shall be a legal
holiday observed by the City or another conflict exists, in which case the
regular meeting shall be held at such other time as the Committee may decide.
B. Special meetings shall be held as needed to further the work of the
Committee. Special meetings may be called by the Chairperson at his/her
discretion, or upon the request of three or more Committee members.
C. Notice of all regular and special meetings of the Committee shall be
communicated to the members at least five days before the meeting by action
at a previous meeting, or by mail, email, or by telephone.
D. Meetings shall be open to the public in accordance with the ordinance of the
City of Evanston and the Open Meetings Act.
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E. Notice of all regular and special meetings of the Committee shall be
communicated to the public by publication of an agenda in accordance with
the Open Meetings Act.
F. Regular Meeting Order of Business:
Call to order/quorum declaration
Approval of meeting minutes
Public Comment
Old Business/New Business
Communication/Reports from the Chairperson or staff
Adjournment
The order of agenda items may be changed at the discretion of the
Chairperson.
Section 2. Quorum
A majority of the members of the Committee constitutes a quorum for the
transaction of business.
Remote Participation. If a quorum of the Committee is physically present,
additional members who are unable to attend physically because of personal
illness or disability; employment purposes; the business of the public body; or a
family or other emergency may attend and participate with full privileges
remotely.
Section 3. Voting
At any meeting at which a quorum is present, the affirmative vote of the majority
of the members present shall carry any issue. The Chairperson is a voting member
of the Committee and may vote on any issue.
Section 4. Public Comment
The purpose of Public Comment is to enable members of the public to provide
input on any topic on the agenda. The Committee may question the commenter,
but response is not required. The length of the public comment period will be 15
minutes; the time allocated for each commenter will be dependent on the number
wishing to speak, but will not exceed 5 minutes per person. The length of the
public comment period may be extended at the discretion of the Chairperson
depending on the number of commenters and time needed to address items on the
agenda.
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Section 5. Parliamentary Procedure
Meetings shall be conducted in accordance with the rules below. Any matters not
covered in these rules will be conducted according to Robert’s Rules of Order.
Motion: a Committee member must make a motion and be seconded by another
Committee member to propose a decision or action on any item on the agenda, or
introduce an item of business not on the agenda. Items on the agenda that do not
require action do not require a motion. Following discussion, items for action are
voted on by the committee. A simple majority is required for the motion to pass.
Amendment: a member may propose a change or offer a substitute motion to a
motion under consideration. This requires a second and a majority vote to decide
whether the amendment is accepted. Then a vote is taken on the amended motion.
Table: a member may move to table a discussion until some later time. A second
is needed and a majority vote required. The timing of when the item will be
discussed again may be set for a date certain at the time of the motion or be
determined at a later time at the discretion of the Chairperson.
Call the Question: a member may move to close a debate by calling the question.
This requires a second and a vote is held immediately; a two-thirds vote is
required for passage. If it is passed, the motion on the floor is voted on
immediately.
Time limit on discussions: the Chairperson may set a period of time to debate any
item as necessary to ensure the meeting is kept to a reasonable period of time.
Call for Orders of the Day: a Committee member may “call for orders of the day”
if they believe the discussion has drifted away from the agenda and want to bring
it back.
New Business: a Committee member may bring forward any topic in line with
the Committee’s purpose during the “New Business” section of the agenda.
Topics raised may be discussed at the meeting or be included on a future meeting
agenda at the discretion of the Chairperson.
Communications by the Chairperson or staff do not require a motion, second, or
vote to adopt.
Adjournment: the Chairperson adjourns the meeting at the conclusion of business.
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Section 6. Working Groups
Working groups may be formed to address specific topics referred by the
Committee. Working groups are limited to 2 committee members and may include
non-committee members. Meetings of any working group do not require public
notice or minutes. Findings or recommendations of the Working Groups are
reported to the Committee at a public meeting.
ARTICLE VI
Amendments
Section 1. These Administrative Procedures and Regulations may be amended at any
meeting of the Committee by the affirmative vote of a majority of members in
office. Written notice of proposed amendment(s) shall be given to all members at
least two weeks prior to the meeting at which the amendment(s) is/are to be
considered.
Section 2. Any proposed amendment(s) to the Administrative Procedures and Regulations
shall be included in the meeting packet at which they will be voted upon.
Section 3. The City Manager shall be advised of any changes in these Administrative
Procedures and Regulations.
Section 4. The Committee shall review its Administrative Procedures and Regulations on a
periodic basis as determined by City staff.
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