OHIO HOUSING AUTHORITIES CONFERENCE BY-LAWS
ARTICLE I: NAME/PURPOSE
SECTION 1: NAME
This organization shall be known as the “Ohio Housing Authorities Conference” (OHAC).
SECTION 2: PURPOSE
The purpose of the Ohio Housing Authorities Conference (OHAC) is to foster and promote affordable housing in the State of Ohio through:
1). Education and training of its membership and publics
2). Exchange information and concerns
3). Mutual support
4). Collaborative efforts
ARTICLE II: MEMBERSHIPS/RIGHTS/PRIVILEGES
SECTION 1: MEMBERSHIP
There shall be three (3) classifications for membership:
Agency, Associate and Honorary.
Agency - Any legally constituted Metropolitan Housing Authority or HUD approved Consortium organized pursuant to Section 3735.27 of the Ohio Revised Code is eligible for agency Membership.
Associate - Political subdivisions or Governmental agencies in the State of Ohio, which are not Housing Authorities and Individuals and duly incorporated Organizations interested in participating in and receiving the services of the Association may be Associate Members.
Honorary - For outstanding performance in the field of public housing and community development, the Board of Directors may confer on individuals an Honorary Membership in the Ohio Housing Authorities Conference.
SECTION 2: RIGHTS AND PRIVILEGES
Voting - Voting privileges shall be accorded only to active agency members. Each Agency, which is a member in good standing, shall have one vote and that vote shall be cast by the director who will be automatically designated to vote for his/her Agency. In his/her absence, the Director may designate his/her Deputy or Assistant Director.
An agency member without a director shall designate another individual to vote for the Agency. The director or the representative, in his/her absence, may delegate his/her authority to another by a signed proxy for that particular meeting. The proxy must be presented at the roll call for said meeting.
Voting shall be by roll call vote at general Business meetings. The Ayes, Nays, and Abstentions shall be entered on the minutes of the meeting. At all other meetings, voting shall be by show of hands unless a motion for a roll call has been duly made and seconded.
Officers - Officers of the Ohio Housing Authorities Conference shall be selected from among directors or deputy/assistant director representing active Agency members.
Other Rights and Privileges - Associate members in good standing by payment of dues are entitled to receive the newsletter and attend training meetings and conferences, but shall not attend Board of Directors' Meetings, vote, or hold office, nor chair a standing committee in the Association.
2) Honorary members and employees of member agencies may attend all workshops and conferences at cost. Honorary members, upon request, will be entitled to receive copies of the newsletter.
ARTICLE III: DUES
SECTION 1: DUES
The following will be scheduled dues for the Ohio Housing Authorities Conference:
Agency dues shall be based on the total number of units owned or managed (Including Section 8) by the Agency and will be calculated as follows:
0 to 500 units. . . . . . . . . . . . . . . .$ 450.00
501 to 1000 units . . . . . . . . . . . . $ 550.00
1001-1500 units . . . . . . . . . . . . . $ 675.00
1501 and over . . . . . . . . . . . . . . $ 825.00
a year for all housing authorities, except new housing authorities, for which dues shall be gratis until the second January following the signing of each authority's first ACC. Further, upon request of any MHA, the Board of Directors may waive annual dues for such housing authority. Waivers will not be a voting member.
Associate membership dues shall be $ 200.00.
Honorary members are accorded Membership with no dues required.
Annual dues are payable thirty (30) days after receipt of the invoice. Dues shall be paid on an annual basis only and shall cover the fiscal year of the conference. Special assessments may be imposed upon the members only if approved by the full Membership. Donations, grants or voluntary contributions may be accepted by the Conference.
ARTICLE IV: ORGANIZATION
SECTION 1: ORGANIZATION
The organization of the Ohio Housing Authorities Conference shall consist of a Board of Directors, Officers, Executive Committee, and Standing and Ad hoc Committees.
SECTION 2: BOARD OF DIRECTORS
The directors of active agency members shall constitute the Board of Directors of the Ohio Housing Authorities
SECTION 3: OFFICERS
Officers of the Ohio Housing Authorities Conference shall be President, Vice President, Treasurer, and Secretary.
SECTION 4: EXECUTIVE COMMITTEE
This Committee will consist of the current elected OHAC Officers and the Immediate Past President.
SECTION 5: DUTIES
The duties of the officers of the Conference are as follows:
President – It shall be the duty of the President to preside at all meetings of the Conference; to create and appoint such special committees as may, from time to time, be necessary for the conduct of the affairs of the Conference; to implement such procedures, policies and activities as may be adopted, or approved by the Board of Directors; and to report periodically to the membership on the accounts and general business of the Conference.
Vice President – The Vice President shall preside in the absence of the President at all
meetings of the Conference; shall succeed the
President in office should he/she be unable to fulfill
a term until the next election; shall be designated
as a chairperson with a portfolio of standing
Committees and shall be responsible for conduct
of such committees. The Vice
President shall perform other such duties
as may from time to time be assigned by the
C. Secretary – The Secretary shall be responsible for the taking and distribution of minutes of the meetings of the Board of Directors, and general Membership meetings, the maintaining of records, the sending of such notices as may be required, and performing other duties as may be assigned by the President.
D. Treasurer – The Treasurer shall be responsible for maintaining the records and accounts of the Conference, provision of periodic reports on Finances to the Board of Directors and the general Membership, and performing such other duties as may be assigned by the President.
E. Executive Committee –The decision making authority of the Executive Committee will be determined by the Board of Directors.
SECTION 6: ELECTIONS
Elections for the Conference shall be held annually at the Business meeting of the fall conference, utilizing the following process:
By June 15, the Nominating Committee shall meet for the purpose of selecting a slate of one or more nominees for each office – President, Vice President, Secretary and Treasurer. The Nominating Committee will follow the Procedures established for the Nominating Committee by the Board of Directors. The Vice President shall be a nominee for the office of President at the end of his/her term of office.
By June 30, the Nominating Committee shall notify the Board of Directors of the nominations for each position.
No individual shall be eligible for election or appointment to any office who is not a director or deputy/assistant director of an active agency member.
Additional nominations for officers may be made by any director of an active agency member from the floor at the August meeting of the Conference.
A slate of officers, nominated by the Nominating Committee and from the floor, will be mailed to each member by August 15.
The election of the President, Vice President, Secretary, and Treasurer, shall be held by secret ballot at the Annual Business Meeting of the Conference. Opposition for any office shall require a secret ballot. The terms of office for the Officers shall commence immediately following the adjournment of the business meeting of the annual Fall Conference. All officers and committee members shall serve until their successors have assumed their duly elected or appointed positions.
Each active agency member present at the Annual conference shall have one vote to be cast by the director or his/her designated proxy. Officers shall be elected by a majority of votes and cast for that particular office.
SECTION 7: TERMS
Officers shall serve for a period of one (1) year, and may be reelected indefinitely.
SECTION 8: VACANCIES
If a vacancy occurs in any office of the Conference, the President shall appoint a director or deputy/assistant director to complete the unexpired term.
ARTICLE V: MEETINGS
SECTION 1: FISCAL YEAR
The Conference’s Fiscal Year shall January 1 until December 31.
SECTION 2: MEETINGS
The Conference shall hold meetings of the Board of Directors, an annual meeting and other special meetings or workshops as authorized by the Board of Directors or the President
SECTION 3: ANNUAL MEETING
The Conference shall hold its annual meeting at a time and place to be determined by the Board of Directors which shall be announced at least thirty (30) days in advance. The annual meeting shall be held during the Fall Conference.
SECTION 4: MEETING OF THE BOARD OF DIRECTORS
Meetings of the Board of Directors shall be held not less than quarterly.
SECTION 5: MEETINGS
Special meetings may, and upon petition of fifteen (15) active agency members, shall be called by the President.
SECTION 6: WORKSHOPS
Workshops may be authorized by the Board of Directors or the President.
SECTION 7: QUORUM
A quorum must be present at any meetings of the Conference at which official business is to be transacted. One-third of the active agency members shall constitute a quorum.
SECTION 8: AGENDA
At all meetings of the Conference, the following shall be the Order of Business:
Reading and Approval of Minutes
Report of Committees
SECTION 9: PROCEDURES
The provisions of these By-Laws and Robert’s Rules of Order shall apply to the conduct of all meetings of the Conference, the Board of Directors, and all other duly constituted committees of the Conference.
ARTICLE VI: COMMITTEES
SECTION 1: MEMBERSHIP
Members of the Board of Directors or his/her designee are eligible to serve on committees.
SECTION 2: STANDING COMMITTEES
There shall be six (6) standing committees of the Conference to meet the program, professional and Member needs. The standing committees of the Conference are:
Training and Conference
National Housing Organization
The Administrative Committee will be responsible for the Constitution and By-Laws, Public Relations, Memberships, Resolutions, Accounting and Budget, and will oversee all activities of the Corporate Office. The President shall appoint someone to serve as Parliamentarian of the Conference.
The Housing Information Committee will keep OHAC Members updated on new rules and regulations that affect the operations of our Authorities. This will include Legal and Large/Small PHA Issues. Publications are also concerns of this committee.
The Legislative Committee will follow all National, State and Local legislative issues, and inform the Conference on such that may affect PHA operations.
The Nominating Committee shall have the responsibility of meeting on an annual basis to perform the function of nominating officers for the Conference. The Nominating Committee shall consist of five (5) members representing all members interests, and shall be elected by the Board of Director’s at the May meeting. A Chairperson shall be elected by the committee at this time. (SEE SECTION 5).
The Training and Conference Committee will be responsible for the following activities: Spring and Fall Conference; any Training e.g., Maintenance, Management, Section 8 and Financial. The Training and Conference Committee shall consist of not less than six (6) members. At the first meeting of each calendar year the committee shall present to the membership a plan for the year. This committee shall determine the types of conferences and training sessions in accordance with these By-Laws and the needs of the membership. The committee shall determine and arrange for facilities, exhibits and other planning as necessary to provide training for Metropolitan Housing Authority employees. The Committee may delegate the programming of such conferences and seminars to one or more other members or staff and shall provide assistance and direction to these persons.
F. The National Housing Organization Committee shall act as a liaison between OHAC and national organizations associated with housing.
SECTION 3: AD HOC COMMITTEES
Ad hoc Committees may be appointed for specific purposes by the President.
SECTION 4: CHAIRMANSHIP
The President shall appoint the Chairman of all committees and may appoint members to the respective committees; the Chairman of each committee may also be authorized by the President to name his/her own committee, this shall apply to all committees except the Nominating Committee, which shall be appointed by the Board of Directors.
SECTION 5: COMMITTEES
The President may create such other committees, advisory councils, task forces or similar groups as deemed appropriate to the purposes and activities of the Conference and shall appoint members thereto.
SECTION 6: COMMITTEE REPORTS
Reports of the activities of the various committees shall be submitted to the membership during each meeting.
ARTICLE VII: AMENDMENTS
SECTION 1: AMENDMENT PROCESS
These By-Laws may be amended at a meeting of the Board of Directors by a majority vote of the agency members present and voting. Due notice of the proposed amendments must be mailed to each agency member of the Conference not less than fifteen (15) days prior to the date of the meeting,
SECTION 2: EFFECTIVE DATE
These By-Laws and any amendments thereto shall become effective on and by the approval of the Board of Directors of the Conference.
Approved Revision 09/13/06