Policy and Procedure for Approval of Expenditures

  
Approved by the Charlotte-Mecklenburg Historic Landmarks Commission on March 12, 2012:
 
b. Executive Committee Approval for Expenditure of Funds.  It is the policy of the Charlotte-Mecklenburg Historic Landmarks Commission (CMHLC) that expenditures be approved by a vote of the Board of the CMHLC at its monthly meeting.  However, due to the nature of real estate ownership and the preservation of historic properties, unexpected circumstances arise that justify the immediate expenditures of funds prior to the next meeting of the CMHLC.  Due to these concerns, the Board should, in the staff's opinion, adopt a procedure to cover such expenditures.  Ms. Nystrom explained the legalities involved in the matter.  The Commissioners considered and discussed all aspects.
MR. SHURLEY PRESENTED A MOTION SECONDED BY MR. ERDMAN TO ESTABLISH THE POLICY AND PROCEDURE SET FORTH BELOW FOR APPROVAL OF EXPENDITURES BY STAFF AND THE EXECUTIVE COMMITTEE OF THE CHARLOTTE-MECKLENBURG HISTORIC LANDMARKS COMMISSION.  THE COMMISSION UNANIMOUSLY APPROVED THE MOTION.
Policy and Procedure for Approval of Expenditures by Staff and the Executive Committee of the Charlotte-Mecklenburg Historic Landmarks Commission
 It is the policy of the Charlotte-Mecklenburg Historic Landmarks Commission (“CMHLC”) that expenditures be approved by a vote of the Board of the Charlotte-Mecklenburg Historic Landmarks Commission at its regularly scheduled monthly meetings.  However, due to the nature of real estate ownership and the preservation of historic properties, unexpected circumstances arise that justify the immediate expenditures of funds prior to the next meeting of CMHLC.  Due to these concerns, the Board adopts the following procedure to allow the Executive Committee of the Charlotte-Mecklenburg Historic Landmarks Commission (“CMHLC”), consisting of the Chairman, Vice-Chairman, Secretary, Treasurer and Chairman of the Projects Committee, to authorize expenditures from CMHLC’s funds.  In addition, the Board of CMHLC also believes that it is prudent to allow staff to expend certain funds associated with real estate owned by CMHLC without its specific approval.  Therefore, it has adopted the following policy:
 
1. EXPENDITURES APPROVED BY EXECUTIVE COMMITTEE:
The Executive Committee of the Charlotte-Mecklenburg Historic Landmarks Commission shall have the authority to authorize expenditures from the funds of CMHLC, without the approval of the Board of CMHLC, under the following conditions:
a. Emergency Repairs.  The Executive Committee shall have the authority to expend funds for repairs to correct any conditions on real property owned by CMHLC that would likely, if not immediately corrected, result in (a) personal injury, (b) damage to property owned by any third party; or (c) substantial damage to property owned by CMHLC, which damage significantly exceeds the cost of the repair.
b. Rental Properties Repairs.  The Executive Committee shall have the authority to expend funds for repairs required to fulfill its obligations under state law to provide fit and habitable dwellings to residential tenants or to fulfill its obligations under leases, provided such repairs are of the type that a tenant would reasonably expect to be immediately completed, such as repairs required to provide basic services, including electricity, water/sewer service, heating and air conditioning.   This provision shall not be used to pay for routine maintenance or other repairs that could reasonably be handled by the CMHLC Board at a regularly scheduled meeting.
c. Incidental Expenses. In addition to the expenditures authorized in paragraphs 1 and 2 herein, the Executive Committee shall also have the right to approve incidental expenses associated with real estate owned by CMHLC up to the sum of $10,000.00 per incident or occurrence.
In order to exercise its rights hereunder, the Executive Committee shall review any requests made by the staff of CMHLC, which review may be at a meeting or through information disseminated by email, telecopier transmittal or mail.  An expenditure shall be authorized if a majority of the members of the Executive Committee votes for approval, which votes may be tallied via email or telecopier transmittal if a meeting is not held. 
 
2. EXPENDITURES BY STAFF.
The Consulting Director and Assistant Consulting Director shall have the authority to approve expenditures associated with the real estate owned by CMHLC up to the sum of $1,500.00 per incident or occurrence.  
  

Charlotte-Mecklenburg Historic  Commission