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HomeMy WebLinkAboutCHAB Procedural Guidelines 5/6/2026 Town of Southold Community Development and Housing Community Housing Advisory Board – Procedural Guidelines MISSION STATEMENT OF THE COMMUNITY HOUSING ADVISORY BOARD (CHAB) The mission of the Community Housing Advisory Board is to evaluate potentfal projects, provide expert input on amendments to the Community Housing Plan, and deliver advisory recommendatfons to the Town Board that advance the goals established in the Plan. ROLE OF THE CHAB The CHAB serves the Town of Southold by evaluatfng projects, and funding programs, while advising the Town Board on amendments to the Community Housing Plan and recommending actfons that advance its affordable housing goals. STRUCTURE OF THE CHAB The advisory board consists of not less than 7 and no more than 15 legal residents of the Town who shall serve without compensatfon. No member of the Town Board shall serve on the advisory board. The board shall include a representatfve of: (a) the constructfon industry: (b) the real estate industry: (c) the banking industry; (d) three representatfves of local housing advocacy or human services organizatfons: and (e) at least one resident from a partfcipatfng village. The Advisory Board shall act in an advisory capacity to the Town Board. OPERATING PROCEDURES • The advisory board members appointments shall be staggered, with some members serving one-year terms and others serving two-year terms. • The advisory chairperson shall be appointed by the town board and recommended by staff. • Board Meetfng shall be held monthly or within a reasonable tfmeframe. • The advisory board will analyze each project, program and property in connectfon with the goals outlined in the community housing plan to determine whether it will: o Increase the inventory of year-round community housing (both rental and ownership) o Maintain and support existfng community housing o Increase homeownership opportunitfes for eligible individuals • The advisory board will review projects utflizing the evaluatfon rubric and give priority to those projects who meet the highest preference. • The Advisory Board shall strive to reach consensus on each project under review and provide a recommendatfon report to the Town Board facilitated by staff. If consensus cannot be reached, differing viewpoints, concerns, and comments expressed by Board 6/4/2026 members shall be documented and incorporated into the staff report submitted to the Town Board as part of the Board's advisory recommendatfon. GENERAL RULES FOR THE BOARD • Individual Board members and the collectfve group will be fair, impartfal and respectiul of the public, staff and each other. Individual Board members shall act without taint of conflict of interest and without any appearance of conflict of interest. • Board members will respect the limitatfons of their individual and collectfve authority. • The role of the CHAB is to advise the Town Board. A CHAB member shall not make any final decisions nor shall any member instruct or supervise Town staff. • Members will strive to appreciate differences in approach, point of view, whether from each other, the community, the Supervisor, Town Board or staff. • Each member will partfcipate in the group’s discussions and work assignments without dominatfng the discussion or actfvity of the committee. • The CHAB chairperson will ensure that all members have a fair, balanced and respectiul opportunity to share their knowledge and perspectfves. • There shall be “no surprises” from the CHAB either in the nature of the work being undertaken by the committee or the method or tfming for conveyance of recommendatfons to the Town Board. • Should I add: CHAB members may not make comments to media regarding projects or advisory recommendatfons to the town board. • If a consultant is retained by the Town as part of the Advisory Board’s work, the Advisory Board will act in an advisory role and work with the consultant and staff when requested. • An Advisory Board member shall promptly disclose any conflict of interest and recuse himself or herself from actfng on a matter before the Town where actfng, or failing to act, on that matter may benefit any person listed in Southold Town Code §26-5(A). A member involved in any project, in any capacity, must recuse himself or herself from reviewing or advising on that project. A formal determinatfon may be requested from the Board of Ethics if needed. • An Advisory Board member shall disclose any relatfonship with persons who own abutting propertfes to any site which is under consideratfon by the Board. 6/4/2026 GENERAL RULES FOR EXECUTIVE SESSION The board may only enter into executive session for specific purposes (§105), including: • Matters that could imperil public safety if disclosed. • Any matter that could disclose the identfty of a law enforcement agent/informant. • Informatfon relatfng to current or future investfgatfon or prosecutfon of a criminal offense. • Discussions involving proposed, pending, or current litfgatfon. • Collectfve negotfatfons under the Taylor Law. • Medical, financial, credit, or employment history of a partfcular person/corporatfon, or matters leading to appointment, promotfon, discipline, dismissal, or removal of a person. • Preparatfon, grading, or administratfon of exams. • Real property acquisitfon/sale/lease when publicity would substantfally affect value. • Security details related to IT, infrastructure, or safety systems. Process to Enter Executive Session (§105): • Meetfng must begin by startfng as an open session. • Motfon must be made in open session and must state the specific statutory reason for entering executfve session (simply saying “personnel” or “legal matters” is not sufficient). • Motfon must be seconded and approved by majority vote of the total membership present. • Only invited individuals (e.g., attorneys, staff, consultants) may remain inside. Rules During Executive Session (§105 and §106): • No votes may be taken except for procedural matters (e.g., motfon to adjourn, schedule another meetfng). • Final policy decisions must be made in public session. • Minutes must be taken if any actfon is taken: • Must record the actfon, date, and vote (but not confidentfal discussion). • If no actfon is taken then no minutes are required. Confidentiality in Executive Session: • Discussions are confidentfal and members are expected not to disclose what was said outside the session. • Treat all executfve session discussions as confidentfal unless the body later votes to release informatfon. • Sharing executfve session informatfon with press, public, or even colleagues not invited can lead to the compromising of litfgatfon or negotfatfons, breach of trust with the board, and legal or reputatfonal harm.