Resident Advisory Board
Committee Procedure Manual

A Guide for use by Committees in the
City of Sacramento
And
County of Sacramento

 

 

Rev.     6/13/07

Preface

The purpose of the manual is to simply state policy and procedure to maintain consistency in our operation. It is a way to set rules of operation without encumbering the by-laws with minor details. This manual may be changed by a simple majority of a quorum. In the event of a conflict between this manual and the by-laws, the by-laws take precedence over the manual. Roberts Rules of Order (RRONR 10^th edition) shall be used in the event that an issue is NOT covered by the by-laws or in this manual.

In general, if a committee handles money they are required to have bylaws and must have a minimum of three officers on their board. If they do not have a checking account the need is mitigated and the committee may operate under the SRAB By-laws and these procedures with the exception of Associate Committees.

All committees and sub-committees must have a chairperson. For the SRAB, the Interim Chair shall be appointed by the Executive Committee then a chair shall be elected by the members of the committee. Sub-committees shall either elect a secretary or use the services of the secretary of their parent committee. Except for sub-committees of the SRAB Executive Committee, the Chair of each sub-committee shall have a seat on the parent committee board as an officer of that board.

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Chapter 1 Audit Committee

Purpose

The audit committee shall work with the Treasurer to make sure that books are kept up to date. They will verify all information contained in financial reports is accurate. The committee will work with the treasurer in developing an annual and semi-annual or quarterly budget using numbers received from Housing. The budget is subject to approval by the governing body.

Structure

The Interim Chair is appointed by and reports to the Executive Committee until the committee meets and elects a Chair and Secretary if needed. The policy and budget meetings are to be open meetings, open to all residents. The committee may be informal and voting may be by consensus or by poll.

Membership

The Audit Committee is open to all five types of SRAB members. Associate members may be included in discussions but have no voting rights.

Officers

The committee shall have a Chair. Other positions may be elected as needed.

Duration and Scope

Scope of function: assist the treasurer with the semi-annual budget prior to the presentation of the budget to the Governing Body.

Oversee compliance with the Policy on Financial Records.

Audit the SRAB books as necessary to guarantee continued funding.

The members of the Audit Committee are selected for one year terms.

Audits

The Chair shall select up to four members to assist with audits.

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Chapter 2 Associate Committees

Purpose

Associate Committee Membership is for resident committees which do not meet the basic criteria for standard resident committee membership.

Structure

The SRAB does not control the structure of Associate Committees. Associate Committees are not under the control of the SRAB but do have a business relationship and each may gain benefits from their membership. No HUD money may be spent on Associate Committee members other than the cost of SRAB overhead in listing the committee in the records and communicating with the committee.

Membership

Associate Membership for resident committees is open to all committees wishing a relationship with the SRAB.  This would include SHRA or HUD properties that are not considered ?Conventional Housing? and properties not managed by SHRA.

By-Laws

Associate Resident Committees must have their own by-laws and must have no prohibition in their by-laws against such a relationship.

Recognition By SRAB

The SRAB will recognize any Resident Committee desiring such recognition, as long as the committee is not a reproach or disparagement to the SRAB [a group that has objectives counter to the SRAB should not be recognized as an associate].  Application for Associate Membership is made to the Executive Committee.  Associate Members do not vote on SRAB business.  Associate Members may sit on SRAB sub-committees but may not chair the committee and may not vote in the selection of the sub-committee chair.

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Chapter 3 By-Laws Committee

Purpose

The By-laws Committee is charged with keeping the By-laws and procedures in agreement (or out of conflict) with the CFR, MOU, State, and Federal laws.  The By-laws Committee has the responsibility to draft proposed changes in the by-laws and/or Procedures Manual.

Structure

The Interim Chair is appointed by and reports to the Executive Committee, until the committee meets to elect their Chair and Secretary if needed.  All meetings of the By-laws Committee are open meetings.  The committee may be informal, and voting by consensus or by poll.  If a quorum of the Governing Body is present at a By-laws Committee meeting it shall be permissible to conduct SRAB business if minutes are recorded.  [An example would be the adoption of By-laws and/or procedures.]

Membership

The By-laws Committee is open to all five types of SRAB members.  The Chair of the committee is elected.  Associate Members may voice their opinions, but they may not vote.

Officers

The committee shall have a Chair.  Other positions may be elected as needed.

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Chapter 4 Election Committee

Purpose

The Election Committee is to make sure that the rules and the by-laws are followed in the election of members of the Executive Committee and various resident committees.

Structure

The Interim Chair is appointed by and reports to the Executive Committee, until the committee meets to elect a Chair and Secretary if needed.  All meetings will be open to any and all residents.  The committee may be informal and voting by consensus or by poll.

Membership

The Election Committee is open to all five types of SRAB members.  Associate members may voice their opinions; but they will have no vote.

Duration and Scope

Scope of function: collect the list of candidates to be submitted to the voters for the election of the Committee and verify eligibility.

Oversee community elections for compliance.

Unless otherwise appointed, the members of the election committee are selected for the one month prior to an election.

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Chapter 5 Election Procedure SRAB

Purpose

Define the election process and insure compliance with the SRAB bylaws.

Scope

The Election Procedure is to be used by the SRAB in electing their directors.

Elections

1. Frequency: The SRAB will hold elections at a minimum of every three years
2. Notice: Sufficient notice shall be provided to the voting members (at least 30 days), for elections.
   
   1. The notice shall include office(s) to be filled, eligibility, and date of election.
   2. The notice must be posted in a common location as with all meeting notices.
   3. The notice should be sent to all Governing Body Delegates.
   4. Notice may also be placed in the newsletter.
3. Monitoring Oversight:  The SRAB shall use an independent third-party person to, either ?observe, certify, or conduct? elections.
4. Vacancies:  The Chair may call for a special election to fill vacancies with a 30 day posted notice.  If the remaining term of the vacant office is one year or less, a vote of majority of the remaining officers may appoint the position.

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Chapter 6 Election Procedure Resident Committees

Purpose

Define the election process and insure compliance with the SRAB bylaws.

Scope

The Election Procedure is to be used by the Resident Committees in electing their directors.  It may also be adopted by Associate Committees if desired.

Elections

1. Eligibility: Any qualified voting member of a resident committee (head of household or resident at least eighteen years of age and whose name appears on a lease of a unit) may seek office and serve on the resident committee board.
   
   • Any elected officer of the board who has been recalled will not be able to run for the office for the full balance of the term.
2. Frequency: Resident Committees will hold elections at a minimum of every two years.
3. Monitoring: The SRAB shall monitor the activities of the election process. Additionally, it shall establish a procedure to appeal any adverse decision relating to failure to conform to HUD?s minimum standards. Such appeal shall be submitted to a jointly selected third-party arbitrator, then such costs should be covered by the Housing Authority?s resident services funds pursuant to 24 CFR 964.150.
4. Notice: Sufficient notice shall be provided to the voting members (at least 30 days), for elections.
   
   1. The notice shall include office(s) to be filled, eligibility, and date of election.
   2. The notice must be posted in a common location as with all meeting notices.
5. Third-Party Oversight:
   
   1. Resident Committees: The SRAB shall, with an independent third-party person, either ?observe, certify, or conduct? elections.
   2. Associate Committees: The SRAB may act as an independent third-party to ?observe, certify, or conduct? an election.
6. Vacancies: The Chair may call for a special election to fill vacancies with a 30 day posted notice.  If the remaining term of the vacant office is one year or less, a vote of majority of the remaining officers may appoint the position.

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Chapter 7 Ethics Committee

Purpose

The Ethics Committee is charged with developing a set of Ethics for the SRAB.  The Ethics Committee shall make recommendations of sanctions for abuse or misuse of authority, power, or money by committee or sub-committee members.

Structure

The Interim Chair is appointed by and reports to the Executive Committee, until the committee meets and elects their Chair and Secretary if needed.  All policy meetings of the Ethics Committee are open meetings.  Inquiries and follow-up meetings shall be closed meetings if privacy rights would otherwise be jeopardized or infringed upon.  The committee may be informal, and voting by consensus or by poll.  All sanctions shall be voted on by, and carried out by the Executive Committee.  An appeal of the Executive Committees decision may be made to the Governing Body.

Membership

The Ethics Committee is open to all five types of SRAB members.  The Chair of the committee is elected.  Associate members may voice their opinions, but they may not vote.

Officers

The committee shall have a Chair.  Other positions may be elected if needed.

Duration and Scope

1. Duration
   
2. Scope of function:
   
   1. Complete a list of ethics to be submitted to the Governing Body.
   2. Review complaints of ethics violations and make suggestions for sanctions to the Executive Committee.

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Chapter 8 Ethics Guidelines

The function of the SRAB and committees are to inform, educate, and train residents on the issues that PHA implements. We, as the SRAB, must keep this in mind, that we are not against each other but must come together to either inform the PHA the implementations they wish to do are not necessarily workable for the residents or that adjustment of the plans are needed to fit the needs of the residents.

Basic Rules:

The basic rules to be followed by the SRAB and all committees ? Residents and subcommittees - are the by-laws and Roberts Rules of Order; along this line there will always be respect and dignity. No weapons are to brought into any meeting, common sense and courtesy shall prevail when attending all meetings.

This committee has gathered to discuss and format ideas that are necessary to make all meetings friendly and respectful to each and every member.

Quarerly Meetings:

The first consideration will be for the SRAB Quarterly Meeting. The only persons allowed to speak during the meetings are the Governing Body, the Executive Committee and guests. All other tenants will wait to be called upon just before the conclusion of the meeting. Each member will sign-up prior to the meeting with a speakers form. Each member will be allowed only 3 minutes, no more time to speak. There will be no disruption during the meeting by any member unless the above protocol is followed.

If any non-voting member wishes to discuss any items of interest to any guest(s), they will approach the guest(s) after the meeting and discuss the item(s) at that time. No member shall disrupt the meeting as they are only there to hear any pertinent information during the meeting.

Subcommittees:

The subcommittee will be open as all members have a voice. There will be consensus decisions and voting. The chair of the subcommittee will conduct each meeting and the above protocol for respect and dignity will prevail.

The Subcommittees will each be responsible for the meeting and context but must submit the final product to the SRAB Executive Committee. Then, it will be forwarded to the Governing Body for review or voting.

Executive Committee:

The Executive Committee may have a guest(s) with the approval of the members of that committee. The guest(s) shall state his/her business and shall then leave the meeting so that the committee may continue on with other business. The Executive Committee shall hold to the standards of all other meetings. Personal items may not be bought with SRAB money. If a member uses his/her own money for SRAB expenses they shall be reimbursed with a valid receipt. There will be no commingling of SRAB funds.

The Executive Committee shall hold all information given by residents in confidentiality whether asked for or not by the resident(s). Unless in an open meeting. At the beginning of each and every term of office, a confidentiality statement will be signed by every Executive Committee member.

No Executive Officer will hold office on other Resident Committees except for the complex in which he/she lives and the Executive Committee. This can lead to conflicts of interest and/or viewed as misleading by the residents.

Resident Committees:

The Resident Committees will also follow the subcommittee guidelines. All residents have a voice in the meeting. The resident committee is for the purpose of that complex, in which the meeting is held.

If a delegate of the governing body has mishandled moneys, the governing body may inform that delegate's community of the misdeed and let that community decide on how it wants to censure the delegate.

All elections will be done according to the Resident Committee's by-law with the SRAB as a disinterested party, as they are to count the votes.

Conflicts:

When there is a conflict at any meeting, the group is open to discussion. However, if the discussion becomes noisy and boisterous the chair may do one of several things:

Remind the members this is a meeting and to please discontinue this behavior.

Call the person out of order.

If this behavior continues during the meeting the disruptive member can be asked to leave the meeting.

If it occurs a second time, mediation/advocacy is needed.

Adjourn the meeting and contact the members later to inform them of the next meeting.

If this behavior continues still, then the resident may be barred for one (1) year from attending any meeting. Social functions will still be opened to that person.

When there are too many conflicts the chair may ask the meetings be put on hiatus until such time as the members understand the need to go forward.

A) If a person is at a dinner function and causing problems send him/her home, providing him/her with a plate to take.

B) If that person is not allowed to attend the social function, that person should receive just compensation for the meal.

When a member is unwilling to work with others because of conflicts, control, or personal issues the person responsible is out of order and must refrain from further speaking, and leave the room. The only exception from this will be committee social events which will be allowed.

When a committee finds itself at a loss on how to proceed, they can always turn to any member of the Executive Committee in a private meeting for some guidance.

When a member is so incensed with the SRAB and starts to agitate others, this will be considered a form of sedition. This will not be tolerated in the SRAB. The SRAB Governing Body may then bar the member for a period of one year. This, also, follows with any subcommittee and Resident Committee. No one is above the SRAB to determine how it should be functioning without the approval of a majority the SRAB Governing Body.

When a member of the Governing Body of the SRAB has performed in an unacceptable manner the governing body may censure that member. If the said member has more than 3 censures the Governing Body may take motions to have that member recalled from office, if he/she is an Executive Committee member.

Those who are in charge of the moneys that belong to the Resident Committees or SRAB must not mishandle the moneys they are charged to protect. If there is an instance where someone has mishandled the moneys the committee may:

The Resident Committee Board may ask SRAB to perform an audit from the SRAB Treasurer and/or the Audit Committee.

If under $400.00 then the member shall be barred from ever holding office.

If over $400.00 a felony has been committed and the police may be called to charge the person with theft and shall be barred from ever holding office.

If arrangements are made for repayment of any moneys missing and mishandled then a contract is made and will be enforceable through either the small claims courts or a high court, depending on the amount.

If at any time someone gets physical, call the police at once. This is not to be tolerated at any time.

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Chapter 9 Executive Committee

Purpose

The Executive Committee shall oversee and be responsible for the daily operations of the SRAB.

Structure

SRAB Representatives shall elect from its Governing Body an Executive Committee consisting of a Chair, 1st Vice Chair, 2nd Vice Chair/Parliamentarian, a Secretary, and a Treasurer to serve as Executive Officers of the SRAB.  In the absence of the Chair, a Vice Chair shall preside.

Membership

At the time of election, the chair and vice chairs shall be committee chairs from their respective committees.  The treasurer shall be a Resident Committee chair or treasurer from his/her committee.  The secretary must be a resident of a HA property.

Vacancies

If an officer of the Executive Committee is absent from two (2) consecutive Resident Advisory Board meetings, (quarterly meetings) except in the event of illness or death in the family, he/she may be removed from office.

If the Chair becomes vacant, the 1st Vice Chair shall fill the vacancy until a special election is held. Notice of the election shall be given to all Governing Body Representatives prior to the meeting.

Except in the case of a recall, replacement of Executive Committee members may be made by appointment if the balance of the term of office is less than one year. Such appointments shall be made by a vote of the remaining Executive Committee members.

Recall

Any elected officer of the Executive Committee may be recalled by a vote for removal by a majority of a quorum of Governing Body members.  A properly noticed recall election must be promptly conducted when a petition requesting such an election is received from not less than sixty percent (60%) of the Governing Body membership.

The Procedures for Recall shall be provided to voters for their inspection upon request. The Procedures for Recall shall also be contained in the SRAB Committee Procedure Manual.  If a recall is successful, a special election will immediately follow to serve out the term of office.  Any officer of the Executive Committee who has been successfully recalled will not be able to run for an office of the committee for the balance of the full term.

Representation

The Executive Officers shall represent all of the residents of HA-operated developments and will act in an advisory capacity to convey concerns of the residents to HA staff or to the Housing Commission.

Responsibilities

The Chairperson shall conduct meetings.  He/she shall work with the balance of the committee to obtain committee and SRAB goals. The Chair may also call special meetings and appoint sub-committees.

The 1st Vice Chair shall conduct meetings when the Chairperson is not available.  Working with the balance of committee to obtain committee and SRAB goals.

The 2nd Chair/Parliamentarian shall: be available if Chair and 1st Vice Chair are not available.  Present Bylaws and Code of Federal Regulations when there is a difference of opinion or clarification is needed in SRAB meetings.

The Secretary shall keep all records from all SRAB and Resident Committee meetings. Responsible for SRAB minutes, agenda, mailings, and notices.

The Treasurer shall work with the Audit Committee to create the budget.  Do reports, financial statements, checkbooks, and financial books or audits for all the committees. Will develop an annual operating budget describing proposed activities and estimated costs.

All Executive Committee members participate in doing the following:

Help disseminate information and materials to residents.

Attend appropriate meetings, including, Resident Committee meetings, SRAB meetings, Housing Commission meetings, orientation meetings, training meetings, and other special meetings as appropriate.

Represent the SRAB before the Housing Commission.

Advise the Commissioners and Executive Director in all areas of HA operations, including but not limited to occupancy, general management, maintenance, security, resident training, resident employment, social services, and modernization priorities.

Perform in a capacity which recommends policy to the Governing Body, HA and Housing Commission, and when necessary to various city, county, and federal agencies.

Work with appropriate HA staff in the development and production of staff reports to be heard by the Commission on SRAB issues.

Maintain open communication with the HA and advising HA on issues and concerns of residents.

Serve on HA committees/teams and representing the resident body.

By-Laws

The Executive Committee shall be governed by the SRAB by-laws.

Finances

The Treasurer shall maintain current books for the Board.  The books shall be available for inspection by any member.  A financial report shall be issued at the quarterly meetings.

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Chapter 10 Grievance Committee

Purpose

The Grievance Committee is to make sure that the Grievance procedures are understandable for the residents of the Housing Authority.  The Grievance Committee is charged with recommending changes and additions to the HA Grievance Procedures for the Executive Committee to present to SHRA.

Structure

The Interim Chair is appointed by and reports to the Executive Committee, until the committee meets and elects Chair and Secretary if needed.  All policy meetings are to be open meetings to all residents.  The committee may be informal and voting by consensus or by poll.

Membership

The Grievance Committee is open to all five types of SRAB members.  The Chair of the Committee is elected.  Associate members may be included in discussions but have no voting rights.

Officers

The committee shall have a Chair.  Other positions may be elected as needed.

Duration and Scope

Scope of function: complete a procedure document to be submitted to Housing, Report and submit product to Executive Committee.

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Chapter 11 Nomination Committee

Purpose

The Nomination Committee is to make sure that the rules of the by-laws are followed in the nomination of members of the Executive Committee.

Structure

The Interim Chair is appointed by and reports to the Executive Committee, until the committee meets to elect a Chair and Secretary if needed.  All meetings will be open to any and all residents.  The committee may be informal and voting by consensus or by poll.

Membership

The Nomination Committee is open to SRAB members.  The Chair of the committee is elected from a pool of volunteers.  Associate members may voice their opinions; but they will have no vote.

Duration and Scope

Unless otherwise appointed, the members of the nomination committee are selected for the one quarter prior to an election.

Scope of function: complete a list of candidates to be submitted to the Governing Body for the election of the Executive Committee.

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Chapter 12 Recalls

Procedures for Recall for the Executive Committee:

The following process shall be followed to recall an officer of the SRAB Executive Committee.

1. A resident shall make known their desire to recall the officer to their Resident Committee.  If no Resident Committee exists, this would be their Representative Panel representative.
1. The committee (or panel) shall vote to determine support for the recall.
2. If the vote carries, the delegate of the committee/panel (Governing Body Member) shall contact the SRAB Executive Committee to proceed with the recall.
   • (Exception: in a recall of all SRAB Executive Committee members SHRA Resident Services may contacted for proceedings.)
2. An officer of the Executive Committee shall provide to the Governing Body Member a copy of ?Procedures for Recall? in a timely manor.
   • (Exception: in a recall of all SRAB Executive Committee members SHRA Resident Services shall provide the proceedings.)
3. The Governing Body Member shall prepare, or have prepared, a ?Petition for Recall?.
   • The petition must state the reason or verifiable cause for the recall
   • The petition must provide signature, address, and date space for supporters of the recall. (Both sides of the paper may be used.)
   • The heading and language shall appear on all petitions signature papers.
4. The petition shall be submitted in duplicate to the SRAB Executive Committee for compliance verification before circulation.
   • (Exception: in a recall of multiple SRAB Executive Committee members SHRA Resident Services may do the verification.)
   • The day the petition is verified ?as compliant? is considered to be the first day of the recall.
5. The minimum number of signatures shall be determined and provided to the petitioner.  This shall be the number in effect on the first day of the recall.
6. Upon verification the petitioner shall receive one petition and shall be allowed one meeting cycle to collect signatures. (30 calendar days for monthly meetings, 60 calendar days for bimonthly meetings, 90 calendar days for committees with quarterly meetings.)
7. The petitioner shall submit completed petitions to SRAB Executive Committee for certification.
   • (Exception: in a recall of multiple SRAB Executive Committee members SHRA Resident Services may do the certification.)
   1. Signatures must be original (no photo-copies).
   2. Signatures on a separate sheet without the petition language will not be valid, whether stapled or otherwise fastened to the petition or not.
   3. Petitions not returned before seven calendar days after the collection period shall be deemed invalid.
   4. The certified petitions shall be sealed and held by the SRAB secretary.
      1. If the SRAB secretary is up for recall the petitions shall be sealed and held by the SRAB treasurer.
      2. If the SRAB secretary and the SRAB treasurer are both up for recall the petitions shall be sealed and held by SHRA Resident Services.
8. The SRAB Executive Committee may work to resolve the cause of the recall until fourteen (14) calendar days after the petitions are returned for certification.
   1. Mediation.  A third or disinterested party may be used to reach resolution.
   2. Training.  If training is deemed necessary, it may be scheduled.
   3. Legal ? Resolution
   4. Letter of finding.  Shall be issued at the conclusion of mediation.
9. If a resolution is reached, the petitioner may cancel the petition or delay (8b) the recall for training.
10. The SRAB Executive Committee may verify signatures but shall not stop the process for failure to contact signers.  A minimum 15% of the required signatures should be certified as valid.  Known invalid signatures will be discounted.
    • (Exception: in a recall of multiple SRAB Executive Committee members SHRA Resident Services may do the verification.)
    • 'Buyers Remorse' - except in a proved case of coercion - does not invalidate a signature.
11. If no resolution is reached, a properly noticed recall election shall be scheduled a in a timely manor.
12. The election shall be posted in accordance with the bylaws, but in any event, not less than 30 calendar days prior to the election.
13. Per the by-laws, a third-party shall either ?observe, certify, or carry out? the election.
14. An officer up for recall may observe the election but shall be excused from any official duties during the meeting where the recall occurs.
15. NO CAMPAIGNING may be done at regular committee meetings.
16. At the recall meeting, time shall be allotted for ?statements for? and ?rebuttal of? the recall.  A maximum of 10 minutes for each side shall be allotted.
17. If the chair (or president) is being recalled, another officer of the board shall chair the meeting in which the election is held.  The balance of the officers may choose this person.
    1. In a case where the entire Executive Committee is up for recall, SHRA Resident Services shall chair the meeting.
18. If the recall is successful, an election shall immediately follow to fill the vacancy.
    1. Nominations will be accepted immediately after the result is announced.
    2. A vote shall be taken to fill the open position.
    3. A person elected after a recall shall be elected to fill the current term of office and shall begin serving the term of office at the conclusion of that meeting.
19. If the recall is not successful, the officer shall resume duties at the conclusion of that meeting.

Procedures of Recall for Resident Committees:

Committee editorial: Recalls are too common and mostly based on a dislike or hate rather than the needful replacement due to incompetence.   It is the desire of this committee to make the recall process longer and more complicated so as to discourage its frivolous use.

We also intended to offer the petitioner an opportunity to back out of the recall with out loosing face.  The mediation period is a chance for the parties to come to an agreement so that the recall is not needed.  If the incumbent can agree to make a change in methods or processes that satisfies the petitioner the need for the recall is mitigated.

It is not our desire to involve a costly professional mediation service or judges, but rather provide pseudo-peer mediation through the SRAB.  If we are not able to detour the recall in two weeks it may proceed under the direction of the SRAB Executive Committee.

A counter recall shall be deemed frivolous.

End Committee editorial.

1. A resident shall make known their desire to recall the officer.
2. An officer of the committee or SRAB Executive Committee shall provide to the resident a copy of ?Procedures of Recall? in a timely manor.
3. The resident shall prepare, or have prepared, a ?Petition for Recall?.
   1. The petition must state the reason for the recall.
   2. The petition must provide signature, address, and date space for supporters of the recall.
   3. Both sides of the paper may be used.
   4. The heading and language shall appear on all petition papers.
   5. Signatures on a separate sheet without the petition language will not be valid, whether stapled to the petition or not.
4. The petition shall be submitted in duplicate to the SRAB Executive Committee for compliance verification before circulation.
5. The minimum number of signatures shall be determined and provided to the petitioner.
6. Upon verification the petitioner shall receive one petition and shall be allowed one meeting cycle to collect signatures. (30 calendar days for monthly meetings, 60 calendar days for bimonthly meetings, 90 calendar days for committees with quarterly meetings.)
7. The petitioner shall submit completed petitions to SRAB Executive Committee for certification.
   • Petitions not returned before 7 calendar days after the collection period shall be deemed invalid.
8. The certified petitions shall be sealed and held by the SRAB secretary.
9. The SRAB Executive Committee may work to resolve the cause of the recall until fourteen (14) calendar days after the petitions are returned for certification.
   • If a resolution is reached, the petitioner may cancel the petition.
     1. Mediation.  A third or disinterested party may be used to reach resolution.
     2. Training.  If training is deemed necessary, it may be scheduled.
     3. Legal ? Resolution
     4. Letter of finding.  Shall be issued at the conclusion of mediation.
10. If no resolution is reached, The SRAB shall schedule a recall election in a timely manor.
11. The SRAB Executive Committee may verify signatures but shall not stop the process for failure to contact signers.  A minimum 25% of the required signatures should be certified as valid.  Known invalid signatures will be discounted.
12. The election shall be posted in accordance with the bylaws, but in any event, not less than 30 calendar days prior the election.
13. Per the by-laws, a third-party shall either ?observe or certify? the election.
    1. The SRAB Executive Committee may conduct the recall election.
    2. The third party may be a SHRA employee or a disinterested SRAB member
14. Voting shall be by paper ballot or reasonable alternative, not by hand / voice.
15. An officer up for recall may observe the election but shall be excused from any official duties during the meeting where the recall occurs.
16. NO ELECTIONEERING may be done at regular committee meetings.
17. At the recall meeting, time shall be allotted for ?statements for? and ?rebuttal of? the recall.  A maximum of 10 minutes for each side shall be allotted.
18. If the chair (or president) is being recalled, either the SRAB Executive Committee or another officer of the board shall chair the meeting in which the election is held.  The balance of the officers may choose this person.
19. If all members of a committee are up for recall the SRAB Executive Committee shall chair the meeting.
20. If the recall is successful, an election shall immediately follow to fill the vacancy.
    1. Nominations will be accepted immediately after the result is announced.
    2. A vote shall be taken to fill the open position.
    3. A person elected after a recall shall be elected to fill the current term of office and shall begin serving the term of office at the conclusion of that meeting.
21. If the recall is not successful, the officer shall resume duties at the conclusion of that meeting.

Procedures of Recall for Sub-Committees:

These procedures apply to committees that elect their officers. If the committee officers were appointed to their position the means of redress shall be through the appointing committee.

1. A committee member shall make known their desire to recall the officer.
2. An officer of the committee or SRAB Executive Committee shall provide to the committee member a copy of ?Procedures of Recall? in a timely manor.
3. The committee member shall prepare, or have prepared, a ?Petition for Recall?.  The petition must state the reason or cause for the recall and provide signature, address, and date space for supporters of the recall.  Both sides of the paper may be used.  The heading and language shall appear on all petitions.  Signatures on a separate sheet without the petition language will not be valid, whether stapled to the petition or not.
4. The petition shall be submitted in duplicate to the SRAB Executive Committee for compliance verification before circulation.
5. The minimum number of signatures shall be determined and provided to the petitioner.
6. Upon verification the petitioner shall receive one petition and shall be allowed a minimum of 30 calendar days or one meeting cycle, which ever is greater, to collect signatures. (30 calendar days for monthly or more frequent meetings, 60 calendar days for bimonthly meetings, 90 calendar days for committees with quarterly meetings.)
7. The petitioner shall submit completed petitions to SRAB Executive Committee for certification.
   • Petitions not returned before seven calendar days after the collection period shall be deemed invalid.
   • The certified petitions shall be sealed and held by the SRAB secretary.
8. The SRAB Executive Committee may work to resolve the cause of the recall until fourteen (14) calendar days after the petitions are returned for certification.
   1. Mediation.  A third or disinterested party may be used to reach resolution.
   2. Training.  If training is deemed necessary, it may be scheduled.
   3. Legal ? Resolution
   4. Letter of finding.  Shall be issued at the conclusion of mediation.
   • If a resolution is reached, the petitioner may cancel the petition.
9. If no resolution is reached, The SRAB Executive Committee shall schedule a recall election in a timely manor.
10. The SRAB Executive Committee may verify signatures but shall not stop the process for failure to contact signers.  A minimum 15% of the required signatures should be certified as valid.  Known invalid signatures will be discounted.
11. The election shall be noticed by posting or mail not less than 30 calendar days prior the election.
12. A third-party shall either ?observe or certify? the election.
    • The third party may be an SHRA employee or a disinterested SRAB member.
13. An officer up for recall may observe the election but shall be excused from any official duties during the meeting where the recall occurs.
14. NO ELECTIONEERING may be done at regular committee meetings.
15. At the recall meeting, time shall be allotted for ?statements for? and ?rebuttal of? the recall.  A maximum of 10 minutes for each side shall be allotted.
16. If the chair is being recalled, either the SRAB Executive Committee or another officer of the board shall chair the meeting in which the election is held.
    • If all members of a committee are up for recall the SRAB shall chair the meeting.
17. If the recall is successful, an election shall immediately follow to fill the vacancy.
    1. Nominations will be accepted immediately after the result is announced.
    2. A vote shall be taken to fill the open position.
    3. A person elected after a recall shall be elected to fill the current term of office and shall begin serving the term of office at the conclusion of that meeting.
18. If the recall is not successful, the officer shall resume duties at the conclusion of that meeting.

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Chapter 13 Representative Panel

Purpose

The purpose of the Panel is to facilitate the free flow of information to and from the residents of the HA and to provide a broad spectrum of representation for those residents.

Structure

A Resident Representative Panel shall be elected to serve as resident liaisons to the Executive Committee.  Scope of function: Monthly meetings, Report to Executive Committee and to the quarterly meetings, Communicate with those they represent.

Membership

The makeup of the panel shall be based on the makeup of the tenant population.  There shall be one representative and one alternate elected from each community.

If a panel member moves out of HA property or away from the area they represent they will be replaced.

Officers

The Representative Panel shall elect from its members a chair, a vice chair and a secretary.

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Chapter 14 Resident Committees

Purpose

Resident Committees shall be from SHRA Conventional Housing sites.  This membership is open to provide representation for the residents to SHRA and the Housing Commission.  The Resident Committees are to serve as a liaison, through the SRAB, between the public housing residents and the Housing Authority and to ensure the ongoing participation in the planning and implementation of programs affecting them. The SRAB serves as an advisory board to the Sacramento Housing and Redevelopment Commission, SHRA, and the Housing Authority of the City and County of Sacramento in all areas of PHA operations, including but not limited to occupancy, general management, maintenance, security, resident training, resident employment, social services and modernization priorities.

Structure

Committee editorial:  It is the desire of this committee to make it easy to create resident committees.  Just because a community or building can not get five volunteers to sit on their board should not block their involvement in the SRAB.

If a committee is active and has functions that require more involvement it stands to reason that they should have a larger board.  It is our intention that the creation of subcommittees should increase the size of the committee board from three to five or more.

The exception to this would be ad-hoc and oversight or audit committees who only interact with the board.  Because of their short term nature, they should not be added as board members.

End editorial.

Resident Committees shall have a minimum of three officers on their boards.  If the community entrusts the committee with additional duties, each subcommittee chair shall have a seat on the committee board as an officer of the board.

Membership

Membership in the committee shall include any person whose name appears on the lease of a unit in the apartment building who is at least eighteen (18) years of age.

Officers/Directors

Title and Qualifications

Chair: The Chair of the Board shall preside at all meetings of the committee, and is responsible in representing the committee in conducting business on behalf of the committee.

Secretary: The Secretary shall be the custodian of all records and documents of the Committee and perform all other duties consistent with these by-laws.

Treasurer: The Treasurer shall have the care of, receive and give receipts for monies due and payable to the Committee, and deposit all monies in the bank received by him/her in the name of the committee.

Subcommittee Chair: The chair of each (if any) subcommittee shall be a board member.

Recalls:

All recalls of committee officers shall be done with the procedures in this manual.

By-Laws

If the committee maintains a checking account, the committee shall have a governing set of by-laws.  If the committee does not have funds, there is no need for a set of committee by-laws, the SRAB by-laws and this manual are sufficient.

Recognition By SRAB

A committee shall be recognized by the SRAB if:

• There are three or more members on the board
• The committee holds bi-monthly meetings (or more frequent)
• The committee does not misspend resident or HUD funds
• The committee has a delegate to the Governing Body
• Any and all sanctions have expired

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Appendixes & Glossary

A. Financial Policy

Policy on financial records:

• The treasurer of the SRAB shall keep one set of records with original receipts and checks returned by the bank.  This shall be known as ?Original Records?.
• It is the responsibility of the treasurer to keep the Original Records up to date.
• Copies of the Original Records are to be provided to SHRA (SHRA copies) on a monthly basis as required for billing.
• The SHRA copies shall cover all ?HUD related expenses?.
• The treasurer shall present ?Financial Reports? at each quarterly meeting.
• The Financial Reports will include the balances as of the close of the past quarter and a review of expenses for that quarter.  This is to be accomplished with a balance sheet and a profit and loss statement.
• The treasurer also shall maintain one set of copies known as ?Copy of Records?.
• The Copy of Records is reviewed by the Audit committee.
• The Copy of Records should contain copies of all Financial Reports including statements, budgets, and analyses.
• The Copy of Records should be maintained to the last month by the close of each month.
• The Copy of Records shall be available for viewing by appointment by SRAB Members, as a group or individually.
• Copies of individual pages may be made at 25¢ per 8½ X 11 page side by written request within 5 days.
• All confidential information (i.e. account numbers, SSN, etc.) must be blacked out before releasing copies to the public.

B. Mileage Form

Sacramento Resident Advisory Board
Standard Mileage form
Member Name	Date of Travel	From	To	To	Purpose	Miles
			Total Miles			0.00
			Re-imbursement			$0.00

C. Organizational Chart