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HomeMy WebLinkAboutItem 07 Community Development Advisory Committee (CDAC) Bylaws Amendment AGENDA ITEM SUMMARY Meeting Date: 3/16/2015 Meeting Type: Regular Meeting Staff Contact/Dept.: Molly Markarian/DPW Staff Phone No: 541-726-4611 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate ITEM TITLE: COMMUNITY DEVELOPMENT ADVISORY COMMITTEE (CDAC) BYLAWS AMENDMENT ACTION REQUESTED: Approve amended Community Development Advisory Committee (CDAC) bylaws. ISSUE STATEMENT: The City Council requested that the Community Development Advisory Committee (CDAC) amend its bylaws so that the attendance policy is worded as outlined in the Council Operating Policies. On February 19, 2015, the CDAC unanimously approved an amendment to their bylaws that would reword the attendance policy to match the Council Operating Policies. ATTACHMENTS: Attachment I: Community Development Advisory Committee (CDAC) Amended Bylaws DISCUSSION/ FINANCIAL IMPACT: The City Council requested that the Community Development Advisory Committee (CDAC) amend its bylaws so that the attendance policy is worded as outlined in the Council Operating Policies. On February 19, 2015, the CDAC unanimously approved an amendment to their bylaws to reword Article VII, Section (a) as follows: All Community Development Advisory Committee appointees serve at the pleasure of the City Council. A position shall be vacated by the Council when the appointee has two or more consecutive unexcused absences from the committee meetings in any twelve consecutive month period. (Section IX (5) 5.5) of the Council Operating Policies) The CDAC requests the City Council to approve the amended CDAC bylaws. CITY OF SPRINGFIELD COMMUNITY DEVELOPMENT ADVISORY COMMITTEE BY-LAWS Article I – Name This Committee, being duly and officially established by the Common Council of the City of Springfield, shall be known as the “Community Development Advisory Committee”, hereinafter referred to as the “CDAC”. Article II – Purposes Section 1. Formal Purposes. The existence and work of the CDAC are important expressions of the desire for citizen participation in the City’s housing and community development activities, which are supported by block grants from the U.S. Department of Housing and Urban Development. The CDAC will recommend for Council adoption: a. Short and long term housing and community development needs, objectives, and priorities listed in the Eugene – Springfield Five-Year Consolidated Plan and Annual Action Plans. b. The annual selection of projects and activities to be supported by the Community Development Block Grant (CDBG) and the HOME Investment Partnerships (HOME) Programs; and c. Other plans, policy documents, or items required by CDBG and HOME program regulations and/or which could reasonably be expected to benefit from citizen participation. Section 2. Extended Purposes. The CDAC provides a means of citizen involvement in an advisory capacity to the Council in policy decisions regarding the City’s housing and community development needs. The CDAC provides a forum for citizens to assess and comment on all aspects of the City’s community development performance. The CDAC’s responsibilities and authority shall be on-going without a set date of expiration. The CDAC’s responsibilities and roles shall include at least the following: a. Ensure that citizen participation is meaningful in all phases of the City’s CDBG and HOME supported housing and community development activities. Attachment 1, Page 1 of 5 b. Ensure that there is effective communication between citizens and City officials. c. Ensure that technical information is available in an understandable form. d. Ensure that citizens receive thorough, accurate, and timely information and responses from City policymakers and administrators. Article III – Membership Section 1. Membership. Members shall serve as volunteers without compensation. There shall be eight voting members as follows: a. Six citizens who reside within the corporate city limits of Springfield, or within Springfield’s Urban Growth Boundary. b. One Planning Commission member chosen by the Commission. c. One City Council member appointed by the Mayor. Section 2. Appointment Procedures. Each citizen member shall be appointed by the mayor and City Council from a list of applicants during an open meeting of the Council. The selection process shall be open and widely publicized. All persons over the age of 18 are eligible for membership. Preference shall be given to persons likely to be affected by projects and activities of the City’s community development and housing programs, including persons of low and moderate income, residents of lower income neighborhoods, the elderly, persons with disabilities, members of racial and ethnic minority groups, and female heads of households. Section 3. Tenure. a. Terms of citizen members shall be for four years and shall expire on the 31st of December. Three terms shall expire every two years. b. No citizen member shall be appointed to more than two consecutive full terms, except the Planning Commission and City Council representatives shall serve at the pleasure of those respective bodies. Attachment 1, Page 2 of 5 c. A member originally appointed to fill a vacancy created by a resignation or dismissal may serve the unexpired portion of that term as well as two consecutive full terms subsequently. d. A member who moves outside of the City’s Urban Growth Boundary shall be deemed to have resigned. Section 4. Ex-Officio Members. An ex-officio non-voting member of the CDAC shall be the City’s Community Development Analyst or the designee of the Community Development Analyst. Other ex-officio members may be appointed to the CDAC by the City Council upon the nomination of the CDAC. Section 5. Officers. A Chairperson and Vice-Chairperson shall be selected annually by the voting members from their number. The Community Development Analyst or assigned staff shall act as recorder of the minutes and perform other staff work as necessary. Section 6. Voting. a. Each voting member shall be entitled to one vote on all motions or other official actions presented for consideration at meetings at which the member is present. b. Proxy voting is not allowed. Article IV – Meetings Section 1. Calling of Meetings. Meetings may be called by the Chairperson, Vice-Chairperson, Community Development Analyst, or a quorum of the membership. Advance written notice of the time and place of meetings shall normally be mailed to all members. A member may waive notice of meeting, and the attendance of a member at a meeting shall constitute such waiver of notice. Section 2. Conduct of Meetings. a. Official action may be taken at a meeting whenever a quorum of the membership is present. A simple majority of the currently appointed voting members shall constitute a quorum. Attachment 1, Page 3 of 5 b. An act of a majority of a quorum present at any meeting shall constitute an act of the CDAC. c. All meetings shall be conducted in accordance with Robert’s Rules of Order, newly revised, unless otherwise provided. d. Meetings shall be presided over by the Chairperson. In the absence of the Chairperson, the Vice-Chairperson shall preside. e. All meetings shall be conducted in compliance with ORS, Chapter 192, regarding public meetings. Article V – Staffing a. The City will assign staff to administer the Community Development Block Grant and the HOME Investment Partnerships Programs and to assist the work of the CDAC. b. All staffing roles and necessary financial support will be determined by the City Council taking into consideration recommendations of the CDAC. Article VI – Subcommittees Section 1. Subcommittees. a. Subcommittees as needed shall be appointed by the Chairperson. b. Members of a subcommittee shall serve until the work of the subcommittee is completed or until their successors have been appointed. c. Members of a subcommittee need not be members of the CDAC except that at least one member of each subcommittee shall be a voting CDAC member. d. Ex-officio CDAC members shall also serve as non-voting ex-officio members of all CDAC subcommittees. e. The CDAC may dissolve subcommittees or remove individual subcommittee members with or without cause. Section 2. Subcommittee Officers Each subcommittee shall have a Chairperson appointed by the Chairperson of the CDAC. Attachment 1, Page 4 of 5 Section 3. Subcommittee Meetings. Meetings may be called by the Chairperson of a subcommittee and shall be conducted in the same manner as meetings of the full CDAC. Article VII – Removal of Members Members shall serve at the pleasure of the appointing authority and as specified herein. Removal for non-attendance shall be based on the following: a. All Community Development Advisory Committee appointees serve at the pleasure of the City Council. A position shall be vacated by the Council when the appointee has two or more consecutive unexcused absences from the committee meetings in any twelve consecutive month period. (Section IX (5) 5.5) of the Council Operating Policies) b. The CDAC may recommend to the City Council dismissal and replacement of a member whose attendance record over a period of time is deemed to be unacceptable to the Committee. Article VIII – Amendments to By-Laws. a. These by-laws may be amended by an affirmative vote of two-thirds (2/3) of the current voting membership, subject to the concurrence of the City Council. b. Written notice of proposed amendments and the nature thereof shall be given to the membership at least five days prior to the date of the meeting at which the proposed amendments are to be considered. Adopted: July, 1980 Amended: October, 1981 October, 1982 December, 1984 April, 2006 February, 2015 Attachment 1, Page 5 of 5