ARTICLE I – THE AUTHORITY
Section 1. NAME OF THE AUTHORITY: The name of the Authority shall be “The Housing Authority of the City of Orange “, a body corporate and politic of the State of New Jersey.
Section 2. SEAL OF THE AUTHORITY: The seal of the Authority shall be in the form of a circle and shall bear the name of the Authority and the year it was organized, in a form impressed upon this page.
Section 3. OFFICE OF THE AUTHORITY: The principal office of the Authority shall be at 340 Thomas Boulevard, Orange, New Jersey. However, the Authority may hold its meetings at such other places as it may designate by motion or resolution duly adopted.
ARTICLE II – OFFICERS
Section 1. OFFICERS: The officers of the Authority shall be the Chairperson, the Vice-Chairperson, the Treasurer, the Parliamentarian and the Secretary (Executive Director).
Section 2. CHAIRPERSON: The Chairperson shall when present preside at all meetings of the Authority. Except as otherwise authorized by resolution of the Authority. The Chairperson shall sign and execute all bonds, mortgages, leases, deeds, and other contracts and instruments, and other evidences of indebtness for and on behalf of the Authority, except for apartment leases and purchase orders/ purchase requisitions that will be signed and Authorized by the executive director and then voted on by Board resolution in accordance with the New Jersey Local Public Contracts law and the Authority Procurement Policy.
The Chairperson shall also perform all other duties incident to his/her notice relating to the business affairs, policies and interests of the Authority that should be brought to the attention of the Authority.
The Chairperson shall have the power to appoint such committees as are necessary to expedite the business of this Authority and to designate the name of each said committee.
Section 3. VICE-CHAIRPERSON: The Vice-Chairperson shall have and exercise all the powers and duties of the Chairperson in case of his/her absence or inability to act, including his/her resignation, death or removal from office, and shall perform such duties as are imposed on the Chairperson until such time as the Authority shall elect a new Chairperson.
Section 4. SECRETARY: The Secretary shall be the Executive Director. He/She shall attend all meetings of the Authority and shall be responsible for the recording of all notes and minutes of all proceedings in a book. The Secretary shall give or cause to be given notice of all meetings of the Authority and all other required notices; shall affix the seal of the Authority to all certificates and such other papers as may be required; and shall have charge of the Authority’s seal and such other books and papers incidental to his/her office as prescribed by law and statute. The Secretary shall also make such reports to the Authority as it may request, and shall prepare and cause to be filed such reports and statements as may be required by the laws of the State of New Jersey and the United States of America. Upon the appointment of a new Executive Director and his/her assumption of office the person holding the office of Secretary shall forthwith be disqualified and his/her term of office terminated.
Section 5. EXECUTIVE DIRECTOR: The Executive Director shall, upon assuming the office of Executive Director, become the Secretary of the Authority, as provided by statute. All duties imposed upon and invested in the Secretary shall be performed by the Executive Director. The Executive Director shall have general supervision over the administration of the business and affairs of the Authority, subject to the direction of the Authority. He shall manage and operate all of the Housing Authority Projects subject to the direction and such rules and regulations as may be promulgated by the Authority and the United States Department of Housing and Urban Development.
Section 6. TREASURER: The Treasurer shall be responsible for the review of the financial statements, records, and reports of the Authority.
Section 7. PARLIAMENTARIAN: The parliamentarian shall be responsible for advising and training all members on board decorum, by-laws and rules. When required he should consult with the Board Attorney to ensure that the Board is operating within the guidelines of the law. The Parliamentarian shall also be responsible for resolving disputes as it pertains to the conduct of the meetings, shall keep the by-laws and operating rules and shall be the enforcer of the conduct of the meetings.
Section 8. ADDITIONAL DUTIES: Every officer shall perform such duties as may from time to time be required by the Authority, its By-Laws and the laws and statutes of the state of New Jersey and the United States of America.
Section 9. ELECTION OR APPOINTMENT: A. The Chairperson, Vice-Chairperson and Treasurer shall all be members of the Authority, shall be elected at the Annual Meeting of the Authority and shall hold office for one year or until their successors have been elected and have been qualified. B. The Executive Director shall be appointed by the Authority. Any person appointed to fill the office of Executive Director shall have such term and compensation as the Authority fixes. No person shall be eligible to hold this office while a member of the Authority or within a one-year period after his/her term expires or resignation. Upon assuming office, the Executive Director shall be invested with the full duties and powers of the Secretary. C. The Chairperson shall not be prohibited from succeeding himself/herself in office.
Section 10. VACANCIES: Should the office of Chairperson, Vice-Chairperson, Treasurer or Parliamentarian become vacant, the Authority shall elect a successor from its membership at the next regular meeting, provided five days’ notice of said vacancy is given to each member of the Authority, in writing, and such election shall be for the unexpired term of said office. When the office of Executive Director shall become vacant, the Authority may appoint a successor, provided five days’ notice is given to each member of the Authority in writing.
Section 11. ADDITIONAL PERSONNEL: The Authority may from time to time employ such personnel as it may deem necessary to exercise its powers, duties and functions as prescribed by the laws of the State of New Jersey and the United States of America. The appointment and compensation of such personnel shall be determined by the Authority through the duly appointed Executive Director pursuant to law.
Section 12. All checks and drafts for the payment of money shall be signed or countersigned by any two of the following officers: Chairperson, Vice-Chairperson, Secretary, Treasurer in the preferred order: Chairperson, Treasurer.
ARTICLE III – MEETINGS
Section 1. THE ANNUAL MEETING: The Annual Meeting of the Housing Authority of the City of Orange shall be held on the third Thursday of April of each calendar year at 6:00 p.m. at the principal offices of the Authority.
Section 2. THE REGULAR MEETING: The Regular Meetings of the Authority shall be held regularly and with notice at the principal office of the Authority or at such other place as may be determined by motion or resolution on the third Thursday of each calendar month at 6:00 pm, unless the same shall be a legal holiday, in which event said meeting shall be held on the next succeeding secular day, UNLESS the same shall be changed by resolution or motion passed at a regular meeting.
Section 3. SPECIAL MEETING: Any member of the Board may call a Special Meeting upon obtaining written or verbal consent of a quorum of the Authority for the purpose of transacting business designated in the call. The call for a Special Meeting shall either be delivered to each member of the Authority or shall be mailed to the home address of each member of the Authority at least two days prior to the date of said Special Meeting. At such Special Meeting no business shall be considered and transacted other than as designated in the call. All Special Meetings must be advertised.
Section 4. COMMITTEES: The Chairman of the Board of commissioners will annually establish Board committees to review the business of the board prior to discussions at Board meetings when possible. The committees shall be designated as follows: The personnel committee, the finance committee, the housing development committee and the housing management and resident services committee. Each committee will meet when there is business to discuss for the next board meeting. The committees should meet the week prior to the board of commissioner meeting when possible.
The role of each committee will be defined as follows:
The Personnel Committee shall review and update the personnel policies, union contract, establish positions and salary ranges and make policy decision regarding staffing and labor issues.
The Finance Committee shall review financial information and reports, specifically, monthly financial reports, fiscal year budget and capital budgets and expenditures. The committee will review financial impact of projects outside of the initial budget review capital expenditures and review financials on special projects.
The Housing Development and Renewal Committee shall review all development projects and act as an advisory group to the Board on all development activities. This committee will also review the capital fund program activities. The group will also monitor all affiliate organizations.
The Housing Management and Resident Services Committee shall focus on quality-of-life issues for residents and employees. The committee shall review and help to establish resident programs for the agency. After reviewing the program needs the committee will forward recommendations to the finance committee to determine financial capability.
Section 5. QUORUM: The powers of the Authority shall be vested in the members thereof in office. Four members shall constitute a quorum of the Authority for the purpose of conducting its business and exercising its power and for all other purposes. Action may be taken by the Authority, upon the affirmative vote of the majority (four members) present. However, less than four members may adjourn a meeting.
Section 6. ORDER OF BUSINESS: At a Regular Meeting of the Authority the following shall be the order of business, unless changed by motion or resolution duly adopted:
- Roll Call
- Executive Director’s Statement Reference: Sunshine Law
- Pledge of Allegiance
- Adoption of Agenda
- Reading and Adoption of Minutes of Previous Meetings
- Public Session (Participants at the public session shall be limited to one (1) opportunity to speak and to five (5) minutes).
- Unfinished Business
- New Business
Section 6. RESOLUTIONS: All resolutions shall be in writing and shall be copied at length in the minutes of all proceedings in a book kept for that purpose.
Section 7. MANNER OF VOTING: The vote on all questions before the Authority shall be by voice vote except for resolutions, which shall require a roll call with “AYES and NAYS”, and “ABSENTIONS” duly entered upon the minutes of the meeting.
ARTICLE IV – AMENDMENTS
AMENDMENTS TO BY-LAWS: These By-Laws may be amended, altered, repealed, or supplemented in any manner not inconsistent with the laws and statutes of the State of New Jersey and the United States of America ONLY with the approval of at least four or the members of the Authority at a Regular or Special Meeting and by resolution duly adopted, PROVIDING, however, that no such amendment shall be made unless seven days’ notice in writing is given to each of the members of the Authority of the amendment or amendments sought to be made, UNLESS all members of the authority are present at a meeting and all members agree to the amendment or amendments sought to be made.