HomeMy WebLinkAboutItem 04 Approve Amended Community Development Advisory Committee (CDAC) Bylaws AGENDA ITEM SUMMARY Meeting Date: 2/1/2016
Meeting Type: Regular Meeting
Staff Contact/Dept.: Erin Fifield/DPW Staff Phone No: 541-726-2302
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 CDAC adopt a Code of Conduct for its
members, and amend its bylaws to reference the adopted code. On January 12, 2016, the CDAC unanimously approved a Code of Conduct based on these
guidelines, and unanimously approved an amendment to their bylaws in reference
to the Code. Additionally, changes to the HOME Consortium have changed part of the purpose of the CDAC, and that change is reflected in the bylaws amendment.
ATTACHMENTS: ATT1: CDAC Adopted Code of Conduct
ATT2: CDAC Amended Bylaws
DISCUSSION/
FINANCIAL IMPACT:
The City Council requested that the CDAC adopt a Code of Conduct for its
members, and amend its bylaws to reference the adopted code. The City Recorder supplied a possible list of guidelines to consider. On January 12, 2016, the CDAC unanimously approved a Code of Conduct based on these guidelines, and
unanimously approved an amendment to their bylaws in reference to the Code and changes to the HOME program.
The amendments to the bylaws include the following passages:
Article II – Purposes
Section 1. Formal Purposes.
a. 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 Article IV – Meetings
Section 2. Conduct of Meetings
f. Committee members shall follow the Committee’s adopted Code of
Conduct.
Article VII – Removal of Members
The Chair, in consultation with City Staff, may also recommend to the Council a
member be removed from the Committee if a member is found not to meet the
Committee’s adopted Code of Conduct.
The CDAC requests the City Council to approve the amended CDAC bylaws.
Adopted by CDAC 1.12.2016
City of Springfield
Community Development Advisory Committee (CDAC)
CODE OF CONDUCT
1. Come to each meeting prepared, on time, and with a positive attitude.
2. Treat all members with respect by your words and by your actions.
3. Practice active listening allowing others to speak without interruption.
4. Look for places to agree, connect, or support.
5. Follow the agenda and be respectful of meeting time.
6. Following a vote honor the decisions of the group.
7. If a committee member engages in unacceptable behavior, the Mayor may take any action
he/she deems appropriate, up to and including expulsion from the committee,
commission, or board.
OTHER GUIDELINES
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record, regardless of the device they are received on or sent from. Please use good judgment and
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Attachment 1, Page 1 of 1
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 2, Page 1 of 6
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 2, Page 2 of 6
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 2, Page 3 of 6
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.
f. Committee members shall follow the Committee’s adopted Code of
Conduct.
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.
Attachment 2, Page 4 of 6
Section 2. Subcommittee Officers
Each subcommittee shall have a Chairperson appointed by the Chairperson of
the CDAC.
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.
The Chair, in consultation with City Staff, may also recommend to the Council a
member be removed from the Committee if a member is found not to meet the
Committee’s adopted Code of Conduct.
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
Attachment 2, Page 5 of 6
December, 1984 April, 2006
February, 2015
Attachment 2, Page 6 of 6