Frequently Asked Questions

Name, Service Area and Office

Section 1

Name: The organization shall be named the Pitt County Human Relations Commission (hereinafter referred to as the HRC).

Section 2

Service Area: The organization’s membership shall be appointed by the Pitt County Board of Commissioners and the HRC. Members shall serve the people residing, working or present in Pitt County.

Section 3

Office: The principal office of the organization shall be in Pitt County, North Carolina and is currently located at 1717 W. 5th Street, Greenville, NC 27834.

Mission, Purpose/Objective, Duties and Authority of Commission

Section 1

Mission: It shall be the Mission of the HRC to promote inclusiveness, acceptance and appreciation of all residents of Pitt County.

Section 2

Functions, Powers and Duties of the HRC:

• Study and recommend strategies for the prevention of potential human relations problems and crises and the promotion of good relations.
• Identify, study and document areas of human need (housing, employment, education, transportation, etc.) in the County and recommend strategies for meeting those needs.
• Endeavor to make the Human Relations Commission itself a model of good human relations at work.
• Prepare and submit at least annually a report to the Pitt County Board of Commissioners.
• Cooperate with State, Federal and local governmental agencies.
• Communicate regularly the work, observations and recommendations of the Human Relations Commission to the Pitt County Board of Commissioners.
• Advise the Pitt County Board of Commissioners of recommended actions to aid and carry out the purposes of Ordinance Establishing Pitt County Human Relations Commission.
• Promote and provide training/workshops for community advancement.
• Advocate for equal employment opportunity.
• Promote and provide education on equal housing opportunity.
• Perform duties assigned by the Pitt County Board of Commissioners.
• Provide opportunities for meaningful discussion on human relations throughout the community.
• Provide information and referrals related to Human Relations issues.

Section 3

Authority of the HRC:

• The HRC shall cause a comprehensive annual report to be prepared describing the objectives, programs and activities of the HRC and its staff. This report shall be prepared as of December 31st of each year for the previous year and shall be submitted to the Board of Commissioners and members of the HRC by March 1st of each year. The form and content of the report shall be determined by the HRC subject to the approval of either the Board of Commissioners or HRC members as the need arises.

Membership

Section 1

The membership of the HRC shall be citizens officially appointed by the Pitt County Board of Commissioners as outlined in Section 2 of this Article. Members must reside or be employed in Pitt County. It is encouraged that members appointed by the Pitt County Board of Commissioners be actively engaged with an organization advancing inclusivity in the community.

Section 2

The appointments shall consist of twenty-one (21) members:

• Ten (10) representatives, one from each of Pitt County’s municipalities,
• One (1) representative of law enforcement
• One (1) representative of the Department of Social Services
• One (1) representative from the Latinx community
• One (1) representative from the African American community
• One (1) representative from the Asian American Community
• One (1) representative from the LGBTQ community
• One (1) representative from Public Health
• One (1) representative from the faith community
• One (1) representative from Pitt County Board of Commissioners
• Two (2) members at-large

Section 3

After the initial staggered appointments made pursuant to the Ordinance Establishing Pitt County Human Relations Commission, members will be appointed for three (3) year terms as follows:

1. The terms shall commence on July 1st and run through June 30th;
2. Appointees shall be eligible for two (2) consecutive terms. No person shall serve more than two (2) consecutive three (3) year terms unless they are filling a mid-term vacancy;
3. In the event there is a mid-term vacancy, the Pitt County Board of Commissioners shall fill the vacancy for the remainder of the term.

Section 4

Staff Representatives: Staff Representatives are employees of the County of Pitt and appointed by the County Manager to provide staff assistance to the HRC. Staff Representatives’ duties and responsibilities include:

• Provide periodic updates of the activities of the HRC to the County Manager and the Board of Commissioners;
• Facilitate communication between members of the HRC and the members of the County Government, monitor appointments and terms of members of the HRC and ensure re-appointment eligibility is properly communicated;
• Act as an advisor administrator in the conduct of the HRC business to include finance and operational matters;
• Act as ex-officio members of the HRC committees;
• Assist in meeting logistics, maintain open records of the HRC records as prescribed by law;
• Ensure the HRC complies with the State of North Carolina’s Public Records and Open Meeting Laws;
• Perform all other duties associated with the office;
• Maintain the minutes of meetings (regular, executive and annual);
• Maintain such books, documents and reports as necessary or requested by the Board of Commissioners or HRC;
• Keep records containing names, mailing addresses and telephone numbers;
• Maintain a record of each member’s attendance of HRC Meetings.

Meeting of the HRC

Section 1

Regular Meetings: The HRC shall hold regular meetings, on a monthly basis. The regular meeting shall be on the third (3rd) Tuesday of each month, at 6:00 P.M. at the Pitt County Office Building, or any other regular meeting schedule adopted by the Commission. Change to the meeting time or location shall be noticed according to law. All meetings shall be open to the general public except those authorized by law to be in closed session.

Section 2

Special Meetings: Special meetings of the HRC may be called by the Chair. The purpose of the meeting shall be noticed according to law. All members must be notified within forty-eight (48) hours of the called meeting and no other business shall be transacted during this meeting other than what has been noticed.

Section 3

Quorum: Quorum shall consist of a majority of members appointed, excluding vacant seats.

Section 4

Format of Meeting: Conduct at meetings shall be guided by Robert’s Rules of Order, to the extent applicable.

Officers

Section 1

The officers of the HRC shall be a Chair, Vice-Chair and Secretary.

Section 2

Chair: The staff representative shall serve as the Chair. A Vice Chair and Secretary for a term of one year. The Chair shall preside at all meetings of HRC. He/she shall have and exercise general charge and supervision of the affairs of the HRC and shall perform such other duties as may be assigned by a majority vote of the HRC. The Chair or his/her designee shall be an ex-officio member of all committees.

Section 3

Vice-Chair: The Vice-Chair shall assist the Chair in the execution of his/her duties as assigned; and in the absence of the Chair, the Vice-Chair shall assume the duties of the Chair.

Section 4

Secretary: The Secretary provides the HRC and the Executive Committee with notices of meeting times and places; prepares the HRC meeting agendas based on requests from the Executive Committee and HRC; records attendance, captures all meeting minutes for review and distribution; and provides assistance to the staff liaison in monitoring appointments and terms of HRC Members.

Election of Officers

Section 1

Officers Election/Term: The election of officers for the HRC shall be held annually at the June meeting. Terms shall begin July 1st and end June 30th of the following year. Executive Officers can serve consecutively, but no more than two (2) consecutive 1-year terms.

Section 2

Eligibility: Only appointed members shall vote and hold office in the organization.

Other Committees

Section 1

Committees: The committees of the HRC shall consist of Standing Committees identified within the HRC By-Laws and Special Committees appointed by the HRC Chair as deemed necessary to implement the goals, purposes, objectives, and duties of the HRC.

Section 2

Standing Committee: The Standing Committee of the HRC shall be the Executive Committee. There shall be an Executive Committee which shall consist of Chair, Vice Chair, and Secretary.

The Executive Committee shall develop and set the agenda for HRC meetings and make overall organizational decisions needed at the Executive Committee level.

The Executive Committee and Staff Representatives shall meet one week prior to the HRC meeting.

Section 3

Sub-Committee: Each Sub-Committee shall consist of no fewer than three (3) HRC members and shall be chaired by an HRC member whose responsibility shall be:

• Chair all meetings;
• Ensure that the meeting minutes are recorded and submitted to the HRC at their next scheduled meeting;
• Coordinate and receive approval from the HRC;

Standing and Sub-Committees

• Executive Committee
  Chairman
  Vice-Chairman
  Secretary

Special Committees shall include the following and other Committees established by the Chair:

• Community Issues and Action Committee
• Fair Housing
• Education, Workshops<

General Provisions

Section 1

Attendance: In accordance with the Pitt County Board Appointment Policy, members must attend at least 75% of all scheduled meetings per year.

Section 2

Limitations: The HRC will act in an advisory capacity to the Pitt County Board of Commissioners.

Amendments

These By-Laws may be amended by submission of the proposed amendments to the Chair at least ten (10) business days prior to a regular meeting. The amendment shall be approved by a majority of the membership.

Adopted this the 11th day of January, 2021.

Ann Floyd Huggins, Chairwoman
Pitt County Board of Commissioners

Attest:
Kimberly W. Hines
Clerk to the Board