Governance Charter

Article 1: Organization

A. Name: The name of this affiliation shall be the Manchester Continuum of Care, hereinafter referred to as the “MCoC.”

B. Service Area: The geographic service area for the MCoC shall be determined by the US Department of Housing and Urban Development.

C. Address: The business address for the MCoC will be that of the Collaborative Applicant. 

Article 2: Purpose and Mission

Purpose: The purpose of the MCoC shall be to provide systems of care to the homeless or those at risk of becoming homeless.

Mission: The mission of the MCoC shall be to unify community efforts to prevent and end homelessness.

Vision: The vision of the MCoC shall be to ensure that every person has affordable, safe and appropriate housing.   

Article 3: Membership

A. All organizations, entities, and agencies that believe in and want to be part of the MCOC purpose, mission, and vision described above will be welcomed as members.

a. Consistent attendance and participation in General Assembly meetings is strongly encouraged.

b. Participation in a subcommittee is also strongly encouraged.  

B. MCOC Leadership Committee will invite representation and membership from the following:

a. Individuals (e.g. concerned residents, homeless and formerly homeless)

b. Agencies (e.g non-profit, Housing Authority, faith-based groups, domestic violence providers)

c. Businesses (e.g. for-profit entities, financial institutions and/or the associations that represent them)

d. Municipalities/Government (e.g. law enforcement, welfare departments, funding providers, program administrators)

e. Housing developers (both for-profit and non-profit)

f. Educational Institutions (public, private, and higher education)

g. Community Groups/Advocates

C. Coordinated Entry: Member agencies agree to participate in a city wide Coordinated Entry system, including:

a. Using the Coordinated Assessment tool to assess housing and service needs.

b. Aligning policies and procedures for administering assistance to meet MCoC guidelines, HUD goals, and Manchester’s Consolidated Plan.

Article 4: Representation, Voting, and Governance

A. Representation and Voting:

a. General Business: Any business coming before the MCoC shall be considered General Business.

b. Voting Process: The voting process will take place during MCoC meetings or electronically as deemed necessary. All organizations in attendance and present at the time of voting shall have one (1) vote. The vote shall be cast by any representative employee of the membership organizations. Majority will determine the outcome by a voice or electronic vote. Any member may ask for a count of the vote.

c. Absentee Voting: There shall be no votes cast by absentee ballot.

d. Conflict of Interest: When it comes to funding recommendations, membership organizations being reviewed for funding and individuals with pecuniary interest in the agencies being reviewed for funding shall make known on public record any potential conflict of interest and shall recuse themselves from voting.

B. Governance:

a. The Leadership Committee is responsible for the overall direction of the MCoC. Any member may bring matters to the Leadership Committee that they would like the MCoC to consider.

b. Additionally, matters may be brought from the floor at a General Assembly meeting. Voting members endorse through a majority vote any matter brought to the MCoC.

Article 5: Officers, Committee Chairs, and Coordinator Position

A. Officers: The MCoC shall elect a Chair, a Vice Chair, and the MCoC Clerk.

a. Chair: The Chair shall conduct all General Assembly meetings. The Chair shall be the designated signatory for the MCoC.

b. Vice Chair: In the absence of the Chair, the Vice Chair shall conduct General Assembly meetings, and shall be the substitute signatory should the chair not be available.

c. Clerk: The Clerk, under the direction of the Chair, shall prepare the agenda and is responsible for taking and keeping the minutes of all General Assembly meetings and Leadership Committee meetings.

B. At Large Members: In addition to officers, the Leadership Committee will include at least 4 at large members, including one individual current or formerly experienced homelessness and at least one representation from the City, such as a staff from Planning & Community Development or Homeless Initiatives.

a. At Large Members are expected to attend all Leadership Committee meetings.

b. At Large Members are also expected to attend all General Assembly meetings.

C. Nominations for and Election of Officers and Committee Chairs:

a. During election years, the Leadership Committee will meet prior to the October General Assembly meeting to develop a slate of officers and Leadership Committee members.

b. This meeting will be open to the public. Those wanting to participate or stand for office would be encouraged to attend and speak at this meeting. Any active member may stand for nomination.

c. The slate of officers and Leadership Committee members shall then be presented at the October General Assembly meeting of the MCoC for a vote with additional nominations being accepted from the floor. In the event no slate of officers and/or Leadership Committee members is developed, all nominations shall be taken from the floor of the General Assembly.

D. Voting

a. Votes shall be cast by only one employee of a represented organization on the the Leadership Committee.

E. Resignation or Removal:

a. Officers and At Large Members are expected to consistently attend all Leadership Committee meetings. The Leadership Committee will determine the status of a Member on the Leadership Committee if that individual has three or more unexcused absences annually.

b. Officers and Leadership Committee members my resign during their term of service, or may be removed by at least three-fourths (3/4) vote of the Leadership Committee with cause.

F. Vacancies:

a. Vacancies on the Leadership Committee occur by the expiration of the normal term, resignation, unable to serve, or removal by the MCoC.

b. Vacancies shall be filled in the same manner as original appointments. Such appointment shall be for the remainder of the un-expired term, and the member shall then be eligible for re-appointment to a full-term on the Leadership Committee.

G. Terms of Office:

a. Officers and Leadership Committee members shall be elected for a term of two (2) years. Members of the Leadership Committee can continue to serve for as long as they are voted in by the General Assembly and they agree to remain in office.

Article 6: Committees

A. Standing Committees:

a. Leadership Committee: The Leadership committee is responsible for routine and strategic planning of MCoC activities. The Leadership committee shall be comprised of no more than two (2) representatives per member organization. Members of the Leadership committee include:

i. The Chair and Vice Chair

ii. The Clerk

iii. At least four (4) additional committee members who serve as At Large members.

iv. At least one homeless or formerly homeless individual shall sit on Leadership committee. The individual will be appointed to serve by a majority vote of the Leadership committee.

v. City Representation – It is encouraged to have staff from the Community Planning and Development Department and/or Homelessness Initiatives as part of the Leadership Team.

b. Other Subcommittees – The MCOC shall develop and implement working subcommittees based on current, relevant community needs and guidelines provided by the Housing and Urban Development Department.  All subcommittees will identify a Chairperson.

i. Reports of Committees: All Subcommittees should provide a report out of updates and meeting discussions at General Assembly meetings.

Article 7: Meetings 

A. Regular Meetings: The MCoC shall hold regular meetings of the General Assembly at a time and place agreed upon by the membership.

a. A written agenda for each regular General Assembly meeting shall be prepared and distributed to MCoC members in advance of each meeting.

b. Minutes of each meeting shall be written and distributed via email to the MCoC prior to the next meeting and approved officially at said meeting. Approved minutes will then be posted on the MCoC website.

B. Special Meetings: Special meetings of the General Assembly may be called upon by notice to all members. Notice must be sent at least five (5) business days prior to the meeting date.

C. Public Meeting: All MCoC meetings are open to the public.

D. Conduct of Business: Business may be conducted and issues voted up at any regularly scheduled monthly meeting or special meeting. Whenever practical, notice will be provided to the entire membership at least five (5) calendar days prior to any business requiring MCoC membership voting.

Article 8: Notices 

A. Notices to members shall be in writing and delivered personally by mail, email, fax or posted on the website to the members. Notices by mail shall be deemed to be delivered by post-marked date.

B. Attendance of a member at a meeting shall constitute a waiver of notice of such meeting, except when a member attends a meeting for the express purpose of objecting to the transaction of any business because the meeting was not lawfully called and convened. Neither the business to be transacted nor the purpose of any regular or special meeting of the Leadership Committee or meeting of the members needs to be specified in the notice or waiver of notice of such meeting unless otherwise required by law, or these Bylaws.

Article 9: Conflict of Interest

A. Policy

a. Any possible conflict of interest on the part of any member of the Leadership Committee, officer, or employee of the MCoC, shall be disclosed in writing to the Leadership Committee and made a matter of record through an annual procedure and also when the interest involves a specific issue before the Leadership committee or General Assembly.

b. The Leadership Committee will comply with all requirements of New Hampshire law in this area and the New Hampshire requirements are incorporated into and made a part of this policy statement. 

Article 10: General Provisions

A. Dissolution of the MCoC:

a. Dissolution of the MCoC will be decided by membership vote as presented by the Leadership Committee. In the event the MCoC is dissolved and the MCoC owns any assets in excess of those needed to discharge its obligations, such assets shall be distributed exclusively to other human service organizations devoted to the health, welfare, and well-being of citizens within the service area of the MCoC, as stated in Article 1.B.

b. Leadership shall determine the distribution of assets based on a majority vote.

B. Monitoring ESG Recipients

a. The MCoC Leadership committee shall assist the City of Manchester (ESG Grantee) with monitoring outcomes of ESG funded programs. If there is no member of Leadership with the experience to provide this support, the Leadership Committee shall select a member(s) with knowledge of all HUD ESG guidelines, mandates, goals, and knowledge of ESG recipient guidelines, mandates, goals, and knowledge of ESG recipient programs to provide this service.

b. The City of Manchester, as the ESG grantee shall retain control of and responsibility for the ESG program. The MCoC shall provide technical assistance, support, and a collaborative partnership in this program. 

Article 11: Adoption and Amendment of Bylaws

A. Adoption and Amendment:

a. These bylaws shall be adopted and thereafter may be amended at a regular or special meeting of the General Assembly by two-thirds (2/3) vote of the members present and voting.

b. Proposed amendments must be in written form and distributed to the members of the general membership at least ten (10) calendar days prior to the next General Assembly meeting.

Updated January 2021