HomeMy WebLinkAboutItem 21 Housing Policy Board Resolution AGENDA ITEM SUMMARY Meeting Date: 12/7/2015
Meeting Type: Regular Meeting
Staff Contact/Dept.: Erin Fifield/DPW Staff Phone No: 541-726-2302
Estimated Time: 5 minutes
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Encourage Economic Development and
Revitalization through Community Partnerships
ITEM TITLE: HOUSING POLICY BOARD RESOLUTION
ACTION REQUESTED: Adopt/not adopt the following resolution: A RESOLUTION OF THE CITY OF SPRINGFIELD AUTHORIZING THE CITY MANAGER TO TERMINATE THE
CITY OF SPRINGFIELD’S PARTICIPATION IN THE HOUSING POLICY BOARD
ISSUE
STATEMENT:
Springfield is committed to working collaboratively with regional partners on
affordable housing efforts. The original purpose of the HPB was to recommend the allocation of local and federal affordable housing funds in Eugene, Springfield, and
Lane County as well as to advise local jurisdictions on housing needs and targeting
resources. The HPB is no longer involved in allocation of housing funds. And as other regional efforts to determine needs and target resources have developed there
is no longer a need for a Springfield elected official to serve on the Housing Policy
Board.
Springfield will continue to focus its efforts regarding affordable housing on other regional partnerships, including the HOME Consortium, the Poverty and Homelessness Board and the Human Services Commission. Springfield will also
continue to work with local affordable housing developers and providers to find effective means of working collaboratively to address the needs of our community.
ATTACHMENTS: ATT1: HPB Resolution
ATT2: Letter from the Mayor to the HPB ATT3: HPB IGA
ATT4: HPB Bylaws
DISCUSSION/ FINANCIAL
IMPACT:
The Housing Policy Board (HPB) is an intergovernmental committee between Lane County, the City of Eugene, the Housing Authority and Community Services
Agency of Lane County (HACSA), and the City of Springfield. It was designated in 1994 by the Board of County Commissioners as the oversight committee for the administration of housing related activities in these jurisdictions, including
resources from the General Fund, and allocation of federal grants for projects.
The HPB no longer receives money from the General Fund, and no longer
administers federal funding for the region due to recent changes and new requirements from U.S. Housing and Urban Development (HUD) to the HOME
Program which impact the Eugene-Springfield HOME Consortium. Over the last
year, the HPB has had several discussions questioning its purpose, without any resolution. Affordable housing developers and providers have expressed that
sharing information with the jurisdictions was the most valuable outcome of the
HPB. Springfield will continue to share information and collaborate with affordable housing partners in the region, but aims to do so in a more effective setting.
A resolution is needed to formally withdraw from the committee.
RESOLUTION
NO. __________
A RESOLUTION OF THE CITY OF SPRINGFIELD AUTHORIZING THE CITY
MANAGER TO TERMINATE THE CITY OF SPRINGFIELD’S PARTICIPATION IN
THE HOUSING POLICY BOARD
WHEREAS, in 1994 the City of Springfield (Springfield), City of Eugene (Eugene), Lane
County (County), and the Housing Authority and Community Services Agency of Lane
County (HACSA) entered into an Intergovernmental Agreement pursuant to ORS
190.010 to form the Housing Policy Board;
WHEREAS, the purpose of the Housing Policy Board is to serve as an intergovernmental
committee designated for administration of housing related activities, resources, funds,
and projects, and to advocate for and advise the Board of County Commissioners and
the Eugene and Springfield City Councils on the housing needs of low income residents;
WHEREAS, the City of Springfield remains committed to affordable housing and the
housing needs of low income residents but has decided to focus its policies and
energies in this area in another manner; and
WHEREAS, the Intergovernmental Agreement states that any party wishing to withdraw
from the Housing Policy Board must give not less than thirty (30) days written notice
before the date selected for its withdrawal.
NOW, THEREFORE, BE IT RESOLVED by the City of Springfield as follows:
1. The City of Springfield authorizes the City Manager to send written notice
pursuant to the Intergovernmental Agreement terminating the City of Springfield’s
participation in the Housing Policy Board.
2. This Resolution will take effect upon its adoption by the Council and approval by
the Mayor.
ADOPTED by the Common Council of the City of Springfield this _______ day of
December, 2015, with a vote of _______ for and _______ against.
______________________________
Christine L. Lundberg, Mayor
ATTEST:
________________________________
Amy Sowa, City Recorder
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BY-LAWS
INTERGOVERNMENTAL HOUSING POLICY BOARD
ARTICLE I. NAME
This Committee, being duly and officially established through an
Intergovernmental Agreement between Lane County, the Cities of Eugene and
Springfield, and the Lane County Housing Authority and Community Services
Agency (HACSA) shall be known as the Housing Policy Board.
ARTICLE II. RESPONSIBILITIES OF THE HOUSING POLICY BOARD
Section 1. The Housing Policy Board shall serve under the authority of Oregon
Revised Statue 190.010.
Section 2. It shall be the purpose of the Housing Policy Board to:
! Advocate for and advise the Lane County Board of County Commissioners
and the Eugene and Springfield City Councils on the housing needs of low
income residents;
! Develop a work plan for targeting local governmental resources for housing
related activities; and
! Recommend local government housing policy and programs.
Section 3. Specific duties of the Housing Policy Board shall be to:
! Ensure the coordination of housing development resources allocated by
local government;
! Make recommendations to units of local government regarding their specific
housing policies, programs and projects;
! Develop an annual work plan for housing related activities;
! Coordinate with the human service planning and activities of the
Intergovernmental Human Services Committee; and
! Undertake other tasks as may be deemed appropriate by the councils and
the Board of Commissioners.
ARTICLE III. MEMBERSHIP
Section 1. The Housing Policy Board shall consist of eight members as follows:
a. City of Eugene - one councilor.
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b. City of Springfield - one councilor.
c. Lane County - one commissioner.
e. Five citizens. Five citizens, at least one of whom shall be a low-income
person.
Section 2. The term for the citizen member of the Housing Policy Board shall be
two years. However, for the purpose of distributing term expiration dates, the
Housing Policy Board may initially designate certain positions for periods of time
that may vary from the two year term.
Section 3. The Housing Policy Board may choose to designate and select ex-
officio members as necessary to carry out the conduct of its business. Such
members will be selected by majority vote of the Housing Policy Board and will
serve for such a term as the Housing Policy Board may designate.
Section 4. For good cause, such as missing three consecutive meetings, or four
out of six consecutive meetings, a majority of members present at any regular
meeting may request the delinquent member to resign and a new member be
appointed.
Section 5. Lane County shall advertise to recruit the citizen members of the
Housing Policy Board, and for all subsequent replacements, in a manner similar
to other County advisory committees. After applications for membership are
received, the Councilors and Commissioner in paragraph one of this section
shall select the citizen member(s). The Councilors and Commissioner in
paragraph one of this section shall decide at their discretion whether all citizen
positions will be filled at any given time.
Section 6. In the event that a member is unable to complete his/her term on the
Housing Policy Board, the committee shall be notified as soon as possible for
appropriate consideration and action. If the member unable to complete his/her
term on the Housing Policy Board is a councilor of the City of Eugene, the City of
Springfield, or a Lane County Commissioner, the participating jurisdiction to
which the member belongs shall appoint a new member to serve the remainder
of the original term. If the member unable to complete his/her term is a citizen,
the Housing Policy Board shall select a new member to serve the remainder of
the original term.
ARTICLE IV. OFFICERS AND DUTIES
Section 1. The officers of the Housing Policy Board shall consist of a Chair
appointed by a majority vote of the Housing Policy Board.
Section 2. The Chair's term of office shall be one year.
Section 3. The Chair shall preside at all meetings of the Housing Policy Board.
The Chair shall enforce observation of the By-Laws, decide all questions of
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order, offer for consideration all motions regularly made, apportion duties of the
members, call all special meetings, and perform such other duties as the office
may require.
Section 4. In the absence of the Chair, the Housing Policy Board shall elect a
temporary chair for the particular meeting in question.
Section 5. Complete records of Housing Policy Board activities shall be kept by
a staff secretary.
ARTICLE V. MEETINGS
Section 1. The Housing Policy Board shall establish the time and place for its
regular meetings. These will, to the degree possible, be the same time, day,
and place. Meetings may be changed at the discretion of the Housing Policy
Board. Special meetings may be called by the Chair provided advance notice is
provided at the regular meetings or in writing.
Section 2. Notice of all meetings shall be given to all members at least three
days prior to such meetings.
Section 3. All meetings of the Housing Policy Board shall comply with the Public
Meeting Law as set forth in ORS 192.610 through 192.710. The Housing Policy
Board is responsible for the compliance with the law, including but not limited to
the requirement of notice and written minutes of meetings.
Section 4. A majority of the voting members shall be necessary to constitute a
quorum. Except as otherwise provided by these rules, all actions of the
Housing Policy Board shall require the affirmative vote of a majority of the
Housing Policy Board members present, including the Chair.
Section 5. Except as otherwise provided to the contrary by these By-Laws,
Robert's Rules of Order shall apply to the procedures of all Housing Policy
Board meetings.
Section 6. Each member of the Housing Policy Board shall be entitled to one
vote on all issues presented at regular and special meetings where the member
is in attendance, except as provided in Article VII, Conflict of Interest.
ARTICLE VI. Subcommittees
Section 1. Subcommittees shall be created and members appointed (including a
chair) by majority vote of the Housing Policy Board members present. The
chair, members, or staff may recommend creation and possible appointees.
Section 2. Any board member may offer to serve on one or more
subcommittees. In addition, the board may seek non-board members from the
public, making reasonable efforts to ensure that relevant community interests
are appropriately represented. The Housing Policy Board may impose term
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limits for non-board subcommittee members.
Section 3. The Housing Policy Board shall provide each subcommittee a defined
purpose, membership, and term, which may vary from subcommittee to
subcommittee. The term may be open-ended. Subcommittees shall advise the
board.
Section 4. Each subcommittee shall hold its meetings in public, open to public
attendance and after notice to subcommittee members and the public, and shall
keep minutes (including attendance). When reporting or making
recommendations to the Housing Policy Board each subcommittee shall provide
the minutes, including a statement of subcommittee attendance. When written
minutes are not available at the time of a report to the Housing Policy Board, the
minutes shall be provided at the next Housing Policy Board meeting.
Section 5. Subcommittees may choose their own operating procedures,
including requirement of a quorum.
Section 6. The Housing Policy Board may advertise once each year for non-
board members who might wish to serve on any subcommittee creating a pool of
candidates, from which the Housing Policy Board may appoint subcommittee
members. The Housing Policy Board, especially the chair and/or staff, may
recruit applicants, at any time. Applicants may add their names to the pool at
any time.
ARTICLE VII. CONFLICT OF INTEREST
Members shall vote on all matters which require a decision except, in
accordance with ORS Chapter 244, no Housing Policy Board or subcommittee
member shall participate in a decision in which that member has a private
pecuniary interest. When such apparent or potential conflict of interest arises,
the affected member shall disclose such conflict of interest and disqualify
himself/herself from voting on the matter, and he/she shall not be considered as
being present for the purpose of determining whether a majority vote has been
cast. Furthermore, the affected member shall notify the Board of County
Commissioners as required under ORS 244.120.
ARTICLE VIII. SPECIAL RECORDS
Special records shall be maintained by a staff secretary for the following matters:
All reports made by the Lane County staff, Housing Policy Board, HACSA,
subcommittees of the Housing Policy Board, individual staff or Housing Policy
Board members, technical consultants, or other interested parties and presented
to the Committee, shall be maintained on file, and made available upon request
as provided by law.
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ARTICLE IX. ADOPTION OR AMENDMENT OF RULES OF PROCEDURE
The adoption of the amendment of these By-laws shall require the vote of a
majority of members of the Committee. The proposed amendments shall have
been posted in the mail to all members of the Committee at least 14 days in
advance of said meeting.
Amended by the Housing Policy Board on the 1 day of November 1999,.
Chair, Housing Policy Board
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