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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 Attachment 1, Page 1 of 1 Attachment 2, Page 1 of 1 Attachment 3, Page 1 of 8 Attachment 3, Page 2 of 8 Attachment 3, Page 3 of 8 Attachment 3, Page 4 of 8 Attachment 3, Page 5 of 8 Attachment 3, Page 6 of 8 Attachment 3, Page 7 of 8 Attachment 3, Page 8 of 8 1 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. Attachment 4, Page 1 of 5 2 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 Attachment 4, Page 2 of 5 3 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 Attachment 4, Page 3 of 5 4 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. Attachment 4, Page 4 of 5 5 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 Attachment 4, Page 5 of 5