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Item O4 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: April 17, 2002 Division: Monroe County Housing Authority Bulk Item: Yes X No Department: Special Programs Office (Staffwill be present at BOCC meeting for any questions) AGENDA ITEM WORDING: A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, PROVIDING FOR THE RECREA TION, COMPOSITION, APPOINTMENT TO, AND ADOPTION OF BY LAWS OF, A COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG), CITIZEN ADVISORY TASK FORCE; AND PROVIDING AN EFFECTIVE DATE. ITEM BACKGROUND: The creation, composition, appointment ofa CDBG Citizen's Advisory Task Force (CA TF) is a required component of any CDBG grant application. Monroe County CA TF created in 1997 with members serving three year terms. PREVIOUS RELEVANT BOCC ACTION: Feb. 1997 Creation of and appointments to CDBG Citizens Advisory Task Force I STAFF RECOMMENDATION: Approval TOTAL COST: COST TO COUNTY: $-0- $-0- APPROVED BY: urchasing _ Risk Management_ DEPARTMENT APPROVAL: an el Castillo, Director, Special Programs Office onroe County Housing Authority DOCUMENTATION: Included X To Follow Not Required_ DISPOSITION: 0-1 RESOLUTION - 2002 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, PROVIDING FOR THE RECREA TION, COMPOSITION, APPOINTMENT TO, AND ADOPTION OF BY LAWS OF, A COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG), CITIZEN ADVISORY TASK FORCE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, 24 CFR Section 570.486 and 9B-43, Florida Administrative Code, requires CDBG participating jurisdictions to create and appoint a CDBG, Citizens Advisory Task Force in order to encourage residents participation in the development of plans, procedures, public hearings and oversight of the City's Community Development Block Grant activities. WHEREAS, Monroe County has resolved to prepare and submit a 2002 Small Cities Community Development Block Grant (CDBG); and WHEREAS, Monroe County has adopted a Community Development Block Grant, Citizens Participation Plan that authorizes the creation of, and appoint to, a CDBG, Citizens Advisory Task Force, and; WHEREAS, the terms of members previously appointed to the Monroe County's CDBG Citizens Advisory Task Force have expired; NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Monroe County, Florida, that the County hereby: I. Creation. Authorizes the creation of a Community Development Block Grant, Citizens Advisory Task Force in order to provide maximum public input in the development of plans, procedures, oversight and coordination of the Monroe County's Community Development Block Grant activities. 2. Composition. Provides for the appointment oftive (5) residents of Monroe County, of which no less than three members are very low or low income and/or minorities. Each member of the City Council shall appoint one qualified member to the CDBG Citizens Advisory Task Force. Members shall serve a maximum of a four year term. 3. Appointments. Appoints the following individual residents of Monroe County to serve as member of the Community Development Block Grant, Citizens Advisory Task Force: Page I of2 Appointing Commissioner Mayor McCoy: Mayor Pro Tern Spehar Councilman Neugent Councilman Williams Councilman Nelson Appointment Name/Address 4. BY-Laws. Adopts as the Community Development Block Grant, Citizens Advisory Task Force By-Laws the document attached hereto as, "Exhibit 1". PASSED AND ADOPTED, by the Board of County Commissioners of Monroe County, Florida at a regular meeting on said Board on the _ day of , A.D., 2002 Mayor McCoy Mayor Pro Spehar Commissioner Neugent Commissioner Williams Commissioner Nelson SEAL ATTEST: Approved as to form and legal sufficiency: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: Mayor Charles "Sonny" McCoy Date: Page 2 of2 Exhihit "]" BY-LAWS COMMUNITY DEVELOPMENT BLOCK GRANT CITIZENS ADVISORY TASK FORCE ARTICLE 1 Name and Area of Service The name of this organization shall be the Community Development Block Grant (CDBG) Citizens Advisory Task Force ("Task Force"). The area to be served shall be Monroe County, Florida. ARTICLE II Statement of Purpose The purpose of the Task Force shall be to assist Monroe County by conducting needed neighborhood revitalization and housing rehabilitation programs using Community Development Block Grants funds. To this end the Task Force shall: I. Counsel and advise the Monroe County concerning current programs through: regular meetings with staff; participation in review of bids and selection of contracts; on-site visits to construction projects; monitoring of reports received from staff housing monitor. 2. Assist in the development of new programs through: meetings with citizen groups; visits to potential target areas; attendance at HUD or state Small Cities CDBG meetings for information and training. 3. Advocate for citizens by: setting up and monitoring a grievance procedure; appointing members of the Grievance Committee; moderating unresolved complaints; acting as final hearing board for all complaints filed against the CDBG Housing Program; maintaining a close relationship with citizens of the target community. ARTICLE III Membership 1. Composition of Task force. The membership shall consist of five (5) members. 2. Appointments and Terms. The membership shall be appointed for a maximum four (4) year term. Candidates for membership on the Task force shall be proposed by Task Force staff and other interested persons and submitted to Monroe County for approval. 3. Absences. Ifa member is absent of three (3) consecutive meetings without just cause, it shall be recommended that this member be replaced. Members must provide notification that they will be absent at least twenty-four (24) hours before a meeting. A notation shall be made for reason of absence, read at the next regular meeting and become a part of the minutes for that meeting. The rule on attendance or absence shall not apply to special meetings. 4. Vacancies. Any vacancy, which occurs on the Task Force for any reason, shall be filled in the same manner and by the same body, which originally appointed a representative to the seat. ARTICLE IV Officers Officers shall consist of Chairperson, Vice-Chairperson and Secretary, and they shall be elected by the membership of the Task Force. Officers shall serve for a period of one year. In the event the Chairperson position becomes vacant, the Vice-Chairperson shall automatically become the Chairperson for the remainder of the unexpired term of the office. Should other officers positions become vacant, they shall be appointed by the City Council. Duties of Officers 1. Chairoerson. The Chairperson shall be the principal representative of the Task Force and, subject to the control of the Task Force, shall in general supervise all of the business and affairs of the Task Force and preside at all meetings of the Task Force. The Chairperson shall perform all duties incident to the office of Chairperson and such other duties as may be prescribed by the Task Force from time to time. 2. Vice-Chairperson. The Vice-Chairperson shall perform all duties of the Chairperson in the absence of that officer as well as perform such other duties as may be assigned by the Task Force. 3. Secretary. The Secretary shall perform or cause to be performed, the following activities: a. Record the minutes of Task Force. b. See that the notice is duly provided in accordance with the provisions of these by- laws and as required by law. c. Maintain the records of the Task Force. d. Keep a register of the mailing address and/or post office address of each member of the Task Force. The Secretary shall perform all duties incident to the office of Chairperson in the absence of both the Chairperson and the Vice-Chairperson. ARTICLE V Meeting Procedure and Quorum I. Regular Meetings. Meetings shall be held on an annual basis, at a time and place to be designated by the Task Force at a prior meeting. 2. Special Meetings. The Chairperson or Monroe County shall call special meetings as necessary . 3. Quorum. A quorum shall consist of 3/5ths of the membership. 4. Notice of Meetings. Notice of regular meetings shall be sent to each member not less than five (5) working days prior to the scheduled meeting. The notice shall be in writing and shall specify the time, date, location and agenda for the meeting. 5. Minutes. Minutes shall be kept of all meetings, sent to Task Force members, and made available to anyone who requests them. Minutes from a meeting shall be reviewed and approved at the next regularly scheduled meeting. 6. V oting. All members shall have the right to vote. Members shall abstain from voting on issues, which constitutes a conflict of interest pursuant to Florida Statutes, Code of Ethics and such abstention shall be recorded in the minutes. Approval of any motion shall be by a simple majority of those voting, unless otherwise specified in these by-laws. ARTICLE VI General Provisions Meetings of the Task Force or any sub-unit thereof shall be open to the public and shall operate within the Government-in-the-Sunshine Law. (See Section 286,011, Florida Statutes). ntm.. SPECIAL PROGRAMS OFFICE c/o Monroe County Housing Authority 1403 12th Street Key West. Florida 33040 (305) 292-1221 FAX (305) 292-1162 April 1, 2002 INTEROFFICE MEMORANDUM TO: County Commissioners, Monroe County Q: \LC' ~ FR: Richard Casey, Special Programs Office, MCHA~lI CC: James Roberts, County Administrator RE: Appointments to Community Development Block Grant, Citizen's Advisory Task Force At the April BOCC meeting, Commissioner's will be asked to consider authorizing a 2002 Small Cities Community Development Block Grant application. It is anticipated that Monroe County would elect to pursue a CDBG grant in the Housing category and undertake qualified Sewer Connection and Housing Rehabilitation activities. As a requirement of the grant application, Monroe County is required to form and appoint members to a CDBG Citizen's Advisory Task Force (CATF). The role of the CATF is to encourage residents, particularly in low and moderate-income persons who reside in the project area, to provide input relative to all phases of the project process. Further, they assist the local government's staff and/or consultant in overseeing the project, including development of plans, procedures, public hearings and amendments, if necessary. The CATF typically meets one annually to consider and review CDBG grants and their progress. Should Monroe County elect to pursue a 2002 CDBG grant application, each commissioner will be asked at the A ril 17th meetin to create and a oint one members to a CA TF. Should ou elect to make an a ointment rior to that date lease contact me directl in order that I ma re are the documentation necessa for the BOCC a enda. For our consideration, attached is a list of individuals that have expressed an interest and willingness to serve if appointed to the CDBG Citizen's Advisory Task Force. If I may be of assistance or should you have any questions, please feel free to contact me directly. Thank you for your attention to this matter. "dedicated to the quality of life through housing and community initiatives" COMMUNITY DEVELOPMENT BLOCK GRANT CITIZENS ADVISORY TASK FORCE POTENTIAL APPOINTEES Ms. Juliette Torres 16H Miriam Street Stock Island, FL 33040 (305) 294-0792 (h) (305) 296-2454 (w) Mr. Jason O'Brien 31019 Avenue G Big Pine Key, Florida 33043 (305) 872-8838 (w) Ms. Zully Williams ADDRESS ADDRESS (Upper Keys) (305) 664- 2345 (w) Roberta Loudenslager c/o Habitat for Humanity of Key West and Lower Florida Keys, Inc. PO Box 421003 Summerland Key, Florida 33042 (305) 872-4456 (w) Alice Allen 133 Sunrise Drive Tavernier, Florida 33070 (305) 852-5143 Jerry Buckley 30960 Baileys Lane Big Pine Key, Florida 33043 (305) 852-7103 (w)