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HomeMy WebLinkAboutItem 09 Approve Amendments to the Budget Committee Bylaws AGENDA ITEM SUMMARY Meeting Date: 3/21/2016 Meeting Type: Regular Meeting Staff Contact/Dept.: Bob Duey, Finance Staff Phone No: X3740 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: Provide Financially Responsible and Innovative Government Services ITEM TITLE: BUDGET COMMITTEE BYLAWS ACTION REQUESTED: By motion, approval of Budget Committee bylaws. ISSUE STATEMENT: Bylaws set forth the structure of the committee in the organization. They state what rights the members have within the organization and what limits of power are put on boards and officers. Approval will update the City of Springfield Budget Committee bylaws to include a provision for the removal of a Budget Committee member. ATTACHMENTS: 1. Budget Committee Bylaws DISCUSSION/ FINANCIAL IMPACT: By request of Council and pursuant to the attendance policy that matches the language in the Council Operating Policies and Procedures document; Finance is requesting the Council to review and approve the updated bylaws for the Budget Committee. Budget Committee Bylaws Attachment 1 Page 1 of 2 City of Springfield Budget Committee Bylaws ARTICLE I. Establishment The Budget Committee is established pursuant to ORS 294.414 in accordance with Local Budget Law. ARTICLE II. Purpose and Objectives The Budget Committee shall acts as a fiscal policy and budget review committee for the City of Springfield and as such shallas follows: a) Conducts a review of the City mManager’s proposed budget and makes a recommendation to City Council regarding the proposed funding, and service level, and configuration. b) Reviews the Capital Improvement Program and forwards comments to the City Council. c) Responds to ad hoc requests by the City Council. ARTICLE III. Membership, Terms of Office and Voting. Section 1. The Budget Committee shall consists of all members of the City Council and a like number of electors electors citizensof the city, totaling 12 members. Each member has an equal vote. Section 2. Lay Citizen members of the Budget Committee shall be are appointed in the following manneras follows: a) IOn or before March of any each year, City Council appoints citizen members to fill vacancies in the office of appointive membership of the Budget Committee shall be filled by appointment by the City Council. b) Appointive members of the Budget Committee shall be appointed forserve three-year terms of three years. The terms shall be are staggered so such that one -third of the terms of the appointive members’ appointments ends each year. Vacancies in the appointive membership of the Budget Committee shall be filled in the same manner as the original appointments. c) Any appointive member may be reappointed for an additional terms with no individual allowed to be appointed to more than two consecutive full terms. One may re-apply after being off the Budget Committee for one year. Section 3. Budget Committee Ddecisions of the Budget Committee shall beare made by an affirmative vote of a majority of the membership of the cCommittee members. Section 4. Committee members shall do not receive no compensation, but shall may be reimbursed for duly authorized expenditures. ARTICLE IV. Officers’ Duties Section 1. The Budget Committee elects two officers at the first meeting: officers of the Budget Committee shall be a Chairperson and a Vice-Chairperson. Budget Committee Bylaws Attachment 1 Page 2 of 2 Section 2. The officers shall be elected serve a for one -year terms and shall be elected at the first meeting. Section 32. The Chairperson shall presides at all meetings and is eligible to vote on all matters. Section 34. The Vice-Chairperson shall performs all the duties of the Chairperson in the event the Chairperson’s is absentce. Section 45. The Ccommittee shall be staffed by the City Manager or his/her designee. ARTICLE V. Meetings of Committee Section 1. The Chairperson calls the Budget Committee Mmeetings to order. of the Budget Committee shall be called by the Committee Chairperson. Section 2. A majority of the sitting present Committee members shall constitutes a quorum. Section 3. Budget Committee members shall are expected to attend all regular meetings and standing subcommittee meetings. If a member is unable to attend a meeting, said member is expected to notify Budget Office staff. A position shall be vacated by the Council when the appointee has two or more consecutive unexcused absences. The Chairperson, in consultation with City sStaff, may recommend to the Council that a member be removed from the Committee if said member is found not to meet the Guidelines. Two consecutive unexcused absences constitute a resignation and City Council will appoint a new citizen member to fill the vacancy. Section 4. All appointees of the Budget Committee serve at the pleasure of the Council and are expected to abide by the City of Springfield BCC Guidelines for Meeting Conduct. A position shall be vacated by the Council when the Budget Committee member has two or more consecutive unexcused absences from the committee meetings in any twelve consecutive month periods. personthat saidGuidelines Section 45. All Budget Committee members shall be are given at least 24 hours’ notice of any meeting called. Study materials and agenda will be delivered at least 24 hours prior to a meeting. ARTICLE VI. Subcommittees Section 1. The Chairperson shall appoint subcommittees as needed. Section 2. The Chairperson of the Budget Committee may appoint a Cchairperson for each subcommittee. ARTICLE VII. Amendment of the Bylaws These bylaws may be amended by an affirmative vote of a majority of the membership of a majority of the membership of the Budget Committee at any regular meeting., providing Prior notice of such amendment must beis given at a preceding regular meeting, or in an agenda packet, or unless all Committee members committee are present. Budget Committee Bylaws Attachment 1 Page 3 of 2 Adopted by City Council on__________________________ ________________________________________________ Mayor Attest: ________________________________________________ City Recorder Last Revised: February 20, 2015March 15, 2016.