HomeMy WebLinkAboutItem 03 City Board, Committee and Commission Bylaws and Charges Review AGENDA ITEM SUMMARY Meeting Date: 3/26/2018
Meeting Type: Work Session
Staff Contact/Dept.: Gino Grimaldi/Amy Sowa
Staff Phone No: 541.726.3700
Estimated Time: 30 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: Foster an Environment
that Values Diversity and Inclusion
ITEM TITLE: CITY BOARD, COMMITTEE AND COMMISSION BYLAWS AND CHARGES
REVIEW.
ACTION REQUESTED: Review the current City Board, Committee and Commission (BCC) Bylaws and
Charges to see if they still reflect the Council’s vision for citywide public involvement.
ISSUE STATEMENT: Currently, the Bylaws and Charges for the many City BCCs include variations on
qualifications and residency requirements for applicants. Council leadership asked
to bring this topic to the full Council for discussion.
ATTACHMENTS: Attachment 1: Board, Committee and Commission Bylaw/Charge Comparison
DISCUSSION/ FINANCIAL IMPACT:
During recent review of some of the City’s BCC Bylaws and Charges, it was noted
that there is little consistency in the membership requirements, including being a
resident of the City of Springfield. Council expressed a desire to make sure that our City BCC’s reflect Springfield representation.
After review of the City BCC Bylaws and Charges, Council may direct staff to make changes to some or all of the BCC Bylaws and Charges.
City of Springfield
Boards, Commissions and Committees
Bylaws and Charges
BOARD,COMMISSION
COMMITTEE
BYLAWS MEMBERSHIP REQUIREMENTS CHARGE MEMBERSHIP REQUIREMENTS APPOINTED BY OTHER SOURCES
Arts Commission
a. The Commission shall consist of nine voting
members, selected on an at-large basis.
b. Commission members shall be 18 years of age
or older.
c. Commission members shall be registered to
vote.
d. Commission members shall have specific
expertise or interest required to carry out the
commission’s objectives.
e. Commission members shall have either a
residential or business Springfield address,
encompassing zip codes 97477, 97478, or
97482.
(Changes discussed at the 3/5 work session
included keeping the zip code area for
residents, adding Glenwood residents,
requiring the businesses be located in
Springfield city limits, and adding employees of
businesses inside Springfield city limit.)
In City: Majority
Out of City: Minimal
Qualifier: Area residents with a 97477, 97478
or 97482 zip code only are eligible. They may
reside outside the city limits, but must have a
qualifying zip code.
Council
Bicycle and Pedestrian
Committee
Membership of the Committee shall consist of 10-
16 voting members. Non-voting members may
include one City Councilor, one Planning
Commissioner, Willamalane staff, the Springfield
Safe Routes to School Coordinator, and at least one
city staff member. The non-voting members are in
addition to the 10-16 voting members. Other non-
voting guests may participate at the request of the
Committee and may represent other government
agencies or City departments having an interest in
pedestrian and bicycle issues.
(Need updated Charge) Originally
Planning
Commission as
CCI (2012-2015)
Council began
appointing in
late 2015
Attachment 1, Page 1 of 6
BOARD,COMMISSION
COMMITTEE
BYLAWS MEMBERSHIP REQUIREMENTS CHARGE MEMBERSHIP REQUIREMENTS APPOINTED BY OTHER SOURCES
Budget Committee
The Budget Committee consists of all members of
the City Council and a like number of electors,
totaling 12 members
Ward: Yes (not required by State Law)
Qualifier: 6 members from the Council and 6
citizens by Ward
(Citizen members may not be officers, agents
or employees of the City, per ORS 294.336(4).
Council ORS 294.414(2): The budget committee shall
consist of the members of the governing body
and a number, equal to the number of
members of the governing body, of electors of
the municipal corporation appointed by the
governing body;
Community Development
Advisory Committee (DAC)
Eight voting members:
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
8 (6 citizen members, 1 Councilor, 1 Planning
Commissioner)
(City policy gives preference for membership
on the CDAC to persons likely to be affected
by the local CDBG-funded activities, including
lower income persons, residents of lower
income neighborhoods, racial and ethnic
minorities, senior citizens, disabled persons,
and single female heads of households.)
Council
Development Advisory
Committee
(appointed by CCI)
The DAC will begin with 11 voting members as
follows:
Business Owners – 2
Residential Builder – 1
Consultant Services – 2
Citizen-at-Large – 2
Developers – 1
Sustainability Advocates – 1
City Council Representative – 1
Planning Commission Representative – 1
It is understood that committee members will
represent / advocate for their respective interest
group. However, as an official representative
appointee of the Springfield City Council, all DAC
members are expected to promote the good of the
greater community as well.
(From their Operating Agreement)
(No Charge) City Council or
Planning
Commission as
CCI
(has been CCI)
Attachment 1, Page 2 of 6
BOARD,COMMISSION
COMMITTEE
BYLAWS MEMBERSHIP REQUIREMENTS CHARGE MEMBERSHIP REQUIREMENTS APPOINTED BY OTHER SOURCES
Downtown Planning Citizen
Advisory Committee
(appointed by CCI)
Membership:
General Public
Plan Area Business Owner/Renter
General Public / Planning Commission
Chamber of Commerce
Chamber of Commerce - alternate
General Public
Historic Commission
Community Development Advisory
Committee
Willamalane
General Public
Washburne District
Realtor/developer
Area resident
Area resident
NEDCO Downtown Program Coordinator
Designer
Designer
Springfield Downtown School
Representative
(No Bylaws)
(No Charge) Planning
Commission as
CCI
Downtown Parking
Advisory Committee
(No Bylaws) Membership: 6: Desired, minimum of 7,
maximum of 9
In City: Yes
Out of City: No
Applicants must be one or more of the
following: City residents or property owners,
business owners, or an officer, partner, or
employee of a business located in the
downtown area.
Council
Attachment 1, Page 3 of 6
BOARD,COMMISSION
COMMITTEE
BYLAWS MEMBERSHIP REQUIREMENTS CHARGE MEMBERSHIP REQUIREMENTS APPOINTED BY OTHER SOURCES
Glenwood Renewal
Advisory Committee
(No Bylaws) Membership: 9 –
Position #1: Resident of a mobile home in the
unincorporated area of Glenwood ;
Position #2: Homeowner in the
unincorporated area of Glenwood;
Position #3: Retail business owner/operator in
the unincorporated area of Glenwood ;
Position #4: Industrial business
owner/operator in the unincorporated area of
Glenwood;
Position #5: Glenwood Water District Board
Member;
Position #6: Resident of a mobile home in the
City (incorporated) area of Glenwood ;
Position #7: Homeowner in the City
(incorporated) area of Glenwood or for the
area at-large ;
Position #8: Retail businesses in the City
(incorporated) area of Glenwood;
Position #9: Industrial business
owner/operator in the City (incorporated)
area of Glenwood
In City: Yes - 4
Out of City: Yes - 5
Attachment 1, Page 4 of 6
BOARD,COMMISSION
COMMITTEE
BYLAWS MEMBERSHIP REQUIREMENTS CHARGE MEMBERSHIP REQUIREMENTS APPOINTED BY OTHER SOURCES
Historic Commission
(No Bylaws) Select recommendations from Willamalane
Park District and Springfield School District
#19. Members appointed to the Historic
Commission shall be residents, electors, or
property owners within Springfield,
appointees of other Springfield public
agencies, or specialist with expertise in the
fields of architecture, history, architectural
history, planning or archaeology, who live
within the Metro-area General Plan
boundaries. The Development Services
Director or authorized representative, and the
Springfield Museum Director shall be ex-officio
members.
2. Majority meeting professional
qualifications for State Certified Local
Governments (CLG) for accreditation is desired
for State funding.
Council Required by the State: a majority of
commissioners are specialists with expertise in
the fields of architecture, history, architectural
history, planning, or archeology.
Municipal Code 2.502:
The historic commission shall consist of seven
members appointed by the mayor and council.
In making the appointments the council shall
solicit recommendations from the Willamalane
Park and Recreation District and Lane County
School District #19 (Springfield schools).
Members appointed to the historical
commission shall be residents, electors, or
property owners within Springfield, appointees
of other Springfield public agencies, or
specialists with expertise in the fields of
architecture, history, architectural history,
planning or archaeology, who live within the
metro area general plan boundaries. The
development services director, or a duly
authorized representative, shall be an ex-officio
member of the commission. The director of the
Springfield Museum shall also be an ex-officio
member of the commission.
Library Board
Seven members appointed and confirmed by the
City Council
7 members
In City: 6
Out of City: 1 – one board member may
be a non-resident of the City if an owner
of real property or tangible personal
property subject to assessment and
taxation situated within the city.
Council Municipal Code 2.452: There shall be seven
members on the library board, who shall be
appointed by the mayor.
Attachment 1, Page 5 of 6
BOARD,COMMISSION
COMMITTEE
BYLAWS MEMBERSHIP REQUIREMENTS CHARGE MEMBERSHIP REQUIREMENTS APPOINTED BY OTHER SOURCES
Museum Committee Four members
In City: Majority
Out of City: Minimal
Qualifier: Skills, abilities, knowledge which
foster the mission of the committee
Council
Planning Commission
(No Bylaws) Number: 7
In City: 5
Out of City: 2
Council Municipal Code 2.404 (1) and (2):
(1) The planning commission shall consist of
seven members, to be appointed by the mayor
and council, two of whom may be non-
residents of the city. Members of the planning
commission shall receive no compensation but
may receive incurred expenses.
(2) No more than two appointed members
shall be engaged principally in buying, selling or
developing real estate for profit as individuals,
or be members of any partnership, or officers
or employees of any corporation that is
engaged principally in buying, selling or
developing of real estate for profit. No more
than two voting members shall be engaged in
the same kind of business, trade, profession or
occupation.
Springfield Police Advisory
Committee (SPAC)
Section 2. SPAC shall have ten members consisting
of:
a. Four neighborhood/citizen-at-large
representatives
b. One School District 19 representative
c. One Willamalane Parks and Recreation District
Representative; and
d. Two representatives of the local business
community
e. One representative from the cultural minority
community
f. One representative from the faith community
Four neighborhood/citizen-at-large
representatives, one School District 19
representative, one Willamalane Park and
Recreation District representative, two
representatives of the local business
community, and one representative each from
the cultural minority and faith communities.
Number: 10
In City: 8, unless Council approval given
Out of City: 2, representatives of School
District 19 or Willamalane Park and Recreation
District
Council
Attachment 1, Page 6 of 6