HomeMy WebLinkAboutItem 07 SEDA Bylaws Amendment Regarding Board MembershipAGENDA ITEM SUMMARY Meeting Date: 6/10/2013
Meeting Type:Regular Meeting
Department: CMO
Staff Contact: John Tamulonis
S P R I N G F I E L D ECONOMIC Staff Phone No: 541.726.3656
DEVELOPMENT AGENCY Estimated Time: 05 Minutes
ITEM TITLE: SEDA BYLAWS AMENDMENT REGARDING BOARD MEMBERSHIP
ACTION
REQUESTED:
Adopt/Not Adopt the following Resolution:
RESOLUTION OF THE
SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY APPROVING
AND ADOPTING AGENCY BY-LAWS
ISSUE
STATEMENT:
Lane County Commissioners modified their District boundaries in 2011. Both the
Glenwood Urban Renewal District and the Downtown Urban Renewal District are
now represented solely by the Springfield Commissioner.
ATTACHMENTS: Attachment 1: SEDA Bylaws with Amendments
Attachment 2: City Ordinance No. 6285
DISCUSSION/
FINANCIAL
IMPACT:
With the change in the Lane County District boundaries, there is no longer a need
to continue membership of the East Lane County Commissioner on the SEDA
Board. The City Council adopted Ordinance No. 6285 on February 19, 2013 to
amend the Board of Directors from 9 members to 8 members eliminating the
position for the East Lane County Commissioner. The proposed Resolution
amends the SEDA bylaws to match the change in the City Ordinance.
Other minor housekeeping amendments include adding the Downtown Urban
Renewal Plan to the By-laws where not previously noted.
There is no financial impact with the proposed changes.
URBAN RENEWAL AGENCY RESOLUTION NO.______
RESOLUTION OF THE SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY
APPROVING AND ADOPTING AGENCY BY-LAWS
WHEREAS, the Springfield Urban Renewal Agency acting by and through the
Springfield Economic Development Agency of the City of Springfield, Oregon, pursuant
to the provisions of Chapter 457 of the Oregon Revised Statutes, is the duly appointed
Urban Renewal Agency of the City of Springfield, Oregon.
WHEREAS, the Agency wishes to adopt a set of by-laws to govern the conduct
and business of the Agency;
NOW, THEREFORE, THE SPRINGFIELD ECONOMIC DEVELOPMENT
AGENCY DOES RESOLVE AS FOLLOWS:
ARTICLE I - AUTHORITY
Section 1. Name: The name of the Agency shall be the Springfield Economic
Development Agency, hereinafter referred to as "Agency".
Section 2. Office: The office of the Agency shall be the City Manager’s Office of
the City of Springfield, Oregon.
Section 3. Powers and Duties of the Agency: The powers and duties of the
Agency shall be as provided by Chapter 457 of the Oregon Revised Statutes and
Springfield City Charter and as authorized by the Springfield Common Council in
accordance with Ordinance No. 5335, adopted by the Springfield Common Council
June 2, 1986; and modified by Ordinance 5479, adopted by the Springfield Common
Council, June 19, 1989; modified by Ordinance 6107, adopted by the Springfield
Common Council, December 4, 2004; and modified by Ordinance 6285, adopted by the
Springfield Common Council, February 19, 2013.
ARTICLE II - BOARD MEMBERS
Section 1. Board Membership: The Agency will be composed of the governing
body of the City of Springfield and two one Lane County Commissioners representing
Springfield and unincorporated Glenwood for both the Glenwood Urban Renewal Plan
and Downtown Urban Renewal Plan with seven eight (98) voting Board members.
Section 2. Terms: The terms of Board members shall coincide with their terms as
Mayor and Councilors of the City of Springfield and Lane County Commissioners. The
City Council shall appoint replacements to the Board’s city membership should they
occur. The Lane County Board shall appoint a replacements to the Board’s Lane
County Commissioner membership should they it occur.
ARTICLE III - OFFICERS
Attachment 1, Page 2 of 5
Section 1. Officers: The officers of the Agency shall be chair, vice chair,
secretary, and any other officer whom the Agency deems necessary.
Section 2. Chair: The chair shall be elected by the Board members of the
Agency and shall preside at all meetings of the Agency. After approval by the Board
members, except as otherwise authorized by resolution of Board members, the chair
shall sign all contracts, deeds and other instruments made by the Agency. At each
meeting, the chair shall submit such recommendations and information as the chair may
consider proper concerning the business, affairs, and policies of the Agency.
Section 3. Vice Chair: The vice chair shall be elected by the Board members of
the Agency and shall perform the duties of the chair in the absence or incapacity of the
chair; and in case of resignation or death of the chair, the vice chair shall perform such
duties as are imposed on the chair until such time as the Board shall elect a new chair.
Section 4. Secretary: The secretary shall be elected by the Board members of
the Agency and shall perform the duties of the chair in the absence or incapacity of both
the chair and the vice chair, and shall perform the duties of the vice chair when the latter
acts as chair. In coordination with the staff liaison, the secretary shall keep the records
of the Agency, act as secretary of the
meetings of the Agency and record all votes, keep a record of the proceedings of
the Agency, perform all duties incident to the office, and keep in safe custody all records
of the Agency. The staff liaison shall be recommended by the City Manager and
confirmed by the Board members of the Agency.
Section 5. Additional Duties: The officers of the Agency shall perform such other
duties and functions as may from time to time be required by the Agency or by the by-
laws or rules and regulations of the Agency.
Section 6. Election or Appointment: The chair, vice chair, and secretary shall be
elected annually by the Agency from among the Board members at the first regular
meeting of the Agency in January of each year, and shall hold office for one year or until
their successors are elected and qualified. Provided that the officers initially elected
shall hold office or until the first regular meeting of the Agency in 1988, or until their
successors are elected and qualified.
Section 7. Vacancies: Should the offices of the chair, vice chair, or secretary
become vacant, the Agency shall elect a successor from its Board members at the next
regular meeting and such election shall be for the unexpired term of such office.
Section 8. Removal: The chair, vice chair, or secretary may be removed at any
time by a vote of a majority of the entire Agency.
ARTICLE IV - MEETINGS
Section 1. Regular Meetings: Regular meetings shall be held at such time and
place as may from time to time be determined by resolution of the Agency in
Attachment 1, Page 3 of 5
conformance with Oregon Public Meetings Act. In the event a day of regular meeting
shall be a legal holiday, said meeting shall be held on the next succeeding day. All
meetings shall be held at the Agency's office in the City of Springfield, Oregon, or at
such other place as the chair shall determine. A regular meeting may be adjourned to a
later date by a vote of the majority of the Agency Board members present and voting
and no notice of such adjourned meeting needs to be given to Board members.
Section 2. Special Meetings: The chair may, when the chair deems it expedient,
and shall, upon the written request of three Board members of the Agency, call a
special meeting of the Agency to be held at the regular meeting place, unless otherwise
specified in the call, for the purpose of transacting any business designated. Written
notice of such meeting shall be given to each Board member of the Agency at least 24
hours prior to the time designated in the notice for the public hearing and to the public in
conformance with Oregon Public Meetings Act. Both phone calls and e-mails may be
used as secondary notification of such special meetings to Board members. Presence
of any Board member at any meeting shall be deemed to be a waiver of notice of such
meeting. Special meetings may also be held at any time by the unanimous consent of
all Board members of the Agency. No other business shall be transacted at any special
meeting than that named in the notice.
Section 3. Quorum: A simple majority of Board members of the Agency shall
constitute a quorum for the purpose of conducting its business and exercising its
powers and for all other purposes. A majority of the Board members of the Agency
present and voting shall be necessary to determine any question before the Agency,
unless otherwise specified in these by-laws, in a resolution of the Agency, or in Roberts
Rules of Order Newly Revised.
Section 4. Manner of Voting: The voting on formal resolutions, matters to any
Federal, State, County, or City agency, and on such other matters as may be requested
by a majority of the Agency Board members shall be by roll call, and the ayes and noes
and Board members present, abstaining, and not voting shall be entered upon the
minutes of such meeting, except on the election of officers which may be by ballot, if
requested by any Board member.
Section 5: Order of Business: At the regular meetings of the Agency, the
following shall be substantially the order of business:
(a) Roll Call
(b) Approval of minutes
(c) Communications
(d) Report of Chair
(e) Reports of Committees
(f) Old Business
(g) New Business
(h) Resolutions
(i) Adjournment
Section 6: Resolutions: All resolutions shall be in writing.
Attachment 1, Page 4 of 5
Section 7: Roberts Rules: All rules of order not herein provided for or provided
for by resolution shall be determined in accordance with Roberts Rules of Order Newly
Revised.
Section 8. 0pen Meetings: All meetings shall be open to the public, except that
any portion of a meeting may be held in Executive Session if such session is in
conformance with the Oregon Public Meetings Act.
ARTICLE V - PROCEDURES
Section 1. Standing or Special Committees: The chair is authorized to refer
items to standing or special committees for recommendation and report. All committees
shall be appointed by the chair unless otherwise ordered by the Agency. The committee
member first named shall act as chair thereof. Appointments to such committees need
not be restricted to Board members of the Agency.
Section 2. Authorization of Expenditures: Authorization and approval of the
expenditures of money may be made only at a regular meeting or at a special meeting
called for that purpose. Provided, that no authorization or approval of expenditures of
money may be made at a special meeting unless all Board members of the Agency
have been advised in advance of said meeting that such authorizing action is intended
to be taken or considered.
ARTICLE VI – ADMINISTRATIVE SUPPORT
Section 1. Personnel: The Agency may contract for services as it may from time
to time find necessary or convenient to perform its duties and obligations at such
compensation as may be established by the Agency. Such contracts shall continue at
the pleasure of the Agency or until such contracts reach their end date.
Section 2. Legal Counsel: The legal counsel shall be through a contract for
services, with an end date, by vote of a majority of the Board members. No Board
member shall be eligible to become legal counsel to the Agency until at least one year
after leaving office as a Board member.
Section 3. Staff Liaison: The staff liaison shall be recommended by the City
Manager and confirmed by the Board members of the Agency.
ARTICLE VII - FINANCIAL
Section 1. Separate Fund: A separate fund or funds of the City of Springfield
shall be established for the Agency. All disbursements from these funds shall follow the
regular disbursement procedures of the City of Springfield as authorized by the City
Council.
Section 2. Budget: Budget procedures followed for all other funds of the City of
Springfield shall also be substantially followed for the fund or funds of the Agency,
except that the committee which reviews the budget of the Agency shall consist of the
Board members of the Agency and at least the same number of members from the
Attachment 1, Page 5 of 5
Springfield community, including members of the area included in the Glenwood Urban
Renewal Plan and Downtown Urban Renewal Plan, and approved by a simple majority
of the Board members.
Section 3. Audit: An annual audit of the fund or funds of the Agency shall be
performed by the independent auditor of the City of Springfield using the same
procedures as are used for all other funds of the City.
ARTICLE VIII - AMENDMENTS
Amendments to By-Laws: Except in the event of an emergency, the by-laws of
the Agency shall be amended only with the approval by a simple majority of the Board
members of the Agency at a regular or special meeting, but no such amendment shall
be adopted unless at least ten (10) days written notice thereof has been previously
given to all of the Board members of the Agency. In the event an emergency is
declared by two-thirds of the Board members, amendments to the by-laws may be
adopted upon reasonable but not less than twenty four (24) hour notice to all Board
members of the Agency if they are approved by a simple majority of the Board members
of the Agency.
PASSED AND ADOPTED this __________ day of _____________, 201305, by
the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
________________________________________________
Tamalyn FitchHillary Wylie, Chair
Springfield Economic Development Agency
Board of Directors
ATTEST:
___________________________________________
Christine LundbergSheri Moore, Secretary
Springfield Economic Development Agency
Board of Directors
ORDINANCENO. 62s5 (SPECIAL)
ANORDINANCEAMENDINGORDINANCENO. 6107TOCHANGETHE
MEMBERSHIPOFTHEBOARDOFDIRECTORSOFSPRINGFIELDECONOMIC
DEVELOPMENTAGENCYBYDELETINGTHEEASTLANECOUNTY (DISTRICT
NO. 5) COMMISSIONERDISTRICT
RECITALS:
WHEREAS, duringcalendaryear2011theBoardofCountyCommissionersofLane
CountyestablishednewCommissionerdistrictboundaries; and
WHEREAS, theGlenwoodUrbanRenewalDistrictisnolongerwithintheEastLane
CountyCommissionerDistrictNo. 5; and
WHEREAS, asaresultofthe2011redistricting, thearearepresentedbytheSpringfield
CountyCommissionerDistrictNo. 2nowfullyencompassestheareaoftheSpringfield
DowntownUrbanRenewalDistrictandtheGlenwoodUrbanRenewalDistrict; and
WHEREAS, asaresult, citizenslivingwithineachUrbanRenewalDistrictarenow
representedontheBoardofCountyCommissionersbytheSpringfieldCounty
CommissionerDistrictNo. 2. Asaresult, thereisnolongeraneedfortheEastLane
CountyCommissionerDistrictNo. 5tobeamemberoftheSpringfieldEconomic
DevelopmentAgency.
NOW, THEREFORE, theCityofSpringfielddoesthereforenowordainasfollows:
Sections2and3ofOrdinanceNo. 6107shallbeamendedtoreadasfollows:
2. TheCommonCouncilherebyelectstoexercisethepowersoftheUrbanRenewal
AgencyheretoforecreatedinaccordancewithORS457.045, andinaccordancewith
ORS457.055doestransfertheauthoritytoexercisethepowersoftheUrbanRenewal
AgencytotheSpringfieldEconomicDevelopmentAgencyBoardofDirectorswhichshall
becomprisedoftheMayorandCounciloftheCityofSpringfield, Oregon, andtheLane
CountyCommissionerelectedasCountyCommissionertoSpringfieldDistrict #2, fora
totalof8members, whichisdulyauthorizedtoexercisethosepowersunderORS
457.045."
3. TheMayorandCounciloftheCityofSpringfield, OregonandtheLaneCounty
CommissionerelectedasCountyCommissionertoSpringfieldDistrict #2actingasthe
SpringfieldUrbanRenewalAgencyBoardofDirectorsshallhaveallthepowersand
authorityprovidedbyORS457forUrbanRenewalAgenciesintheStateofOregon."
Attachment1, Page1of2
AllothersectionsofOrdinanceNo. 6107remainunchangedandinfull, forceandeffect.
ebruar
Adoptedbyavoteof6z;s5forandoagainstthis19thdayof5a 2013.
February
ApprovedbytheMayorthis19thdayofday, 2013.
Mayor
ATTEST:
aj x11L(A.
CityRecorr
REVIEWED & APPROVED
ATOFORM
DATE: 21
OFFICEOFCITYATTORNEY
Attachment1, Page2of2
ORDINANCENO. 6285