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HomeMy WebLinkAboutItem 02 Boards, Committees and Commissions Update AGENDA ITEM SUMMARY Meeting Date: 7/6/2020 Meeting Type: Work Session Staff Contact/Dept.: Mary Bridget Smith/CAO AJ Ripka/CMO Staff Phone No: 541-744-4061 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: BOARDS, COMMISSIONS, AND COMMITTEES UPDATE ACTION REQUESTED: Provide an update on Council direction from November 18, 2019 work session regarding Council boards, commissions, and committees (BCC) and obtain Council guidance regarding the appointment and recruitment of volunteers to serve on boards, committees, and commissions. ISSUE STATEMENT: Council boards, commissions, and committees serve an important function for the City of Springfield, but management of these groups can be challenging because of the variety in their purpose, makeup, and legal requirements. The purpose of this item is to review the draft materials for the standardized Council boards, commissions, and committee recruitment process and obtain Council feedback regarding the materials presented. ATTACHMENTS: Attachment 1: Draft Recruitment Timeline Attachment 2: Draft Guide Attachment 3: Draft Bylaws DISCUSSION/ FINANCIAL IMPACT: Staff received direction from Council on November 18, 2020 to move forward with creating a batch recruitment process and to create a volunteer guide, along with standardized Bylaws for all of the BCC’s. If Council direction is received, staff will plan to start the first batch recruitment and begin accepting applications by the end of this summer. December General Commission and Committee Schedule November Approximate Date(s) January (1st Regular Council Meeting) February Late August/Early September Mid October Action Council to delibrate and determine appointments for all BCC openings at a Council Work Session. Appoint New Members at a Council Regular Session City Recorder to provide General Training to all BCC Members Announce Commission & Committee vacancies and begin accpeting applications. Application Deadline Applicant Intervews at Council Work Sessions DRAFT Attachment 1, Page 1 of 1 City of Springfield, Oregon Boards, Committees and Commissions Guide Adopted XXXXX Resolution No. XXXXX Attachment 2, Page 1 of 7 Welcome to the City of Springfield Thank you for serving on one of the City of Springfield’s Boards, Commissions and Committees. Springfield’s boards, commission and committees provide an invaluable service to the City through their detailed study, action and recommendations. Effective citizen participation is an invaluable tool for local government by bringing together persons of wide-ranging interests and serving as a stepping stone for persons interested in seeking elected public office or who simply wish to offer their help in serving our City. On behalf of the City Council, I wish to thank each member of a Board, Commission or Committee and extend an invitation to other community members to consider serving. Sincerely, Mayor/Recorder Commented [CAO1]: Letter from Mayor or City Recorder welcoming and thanking volunteers Commented [CAO2]: Content from Section IX(1) of Council Operating Policies and Procedures Attachment 2, Page 2 of 7 Table of Contents Section 1 - Form of Government .......................................................................... 1 Section 2 - Types of Boards, Commissions and Committees .............................. 1 Section 3 - Membership and Expectations .......................................................... 2 Section 4 - Appointments, Membership Provisions, Vacancies and Training .... 2 Section 5 - Public Meetings .................................................................................. 3 Section 6 - Ethics and Accountability .................................................................. 3 Additional Resources ............................................................................................ 4 Attachment 2, Page 3 of 7 1 Introduction: Springfield’s Boards, Commissions and Committees provide an invaluable service to the City through their details study, action and recommendations. They bring together citizen viewpoints that might not otherwise be heard. Persons of wide-ranging interest who want to participate in public service but not compete for public office may choose to be involved in advisory boards, commissions and committees instead. These bodies also serve as a training ground or stepping stone for qualified persons who are interested in seeking elected public offices. They also help fulfill the goals of the City’s adopted Citizen Involvement Program to have an informed and involve citizenry. Section 1 - Form of Government The City of Springfield has a Council-Manager form of government where the Council is responsible for setting policy and the City Manager ’s role is to carry out that policy and run the day to day operations of the City. Mayor and Council The Mayor and City Council make up the legislative branch of Springfield’s City government. Each of the six members of the City Council is elected by citywide vote and represents an area of town called a ward. The Mayor is also elected by citywide vote. The Mayor and City Council members serve without pay as volunteers for four- year terms. City Council duties include adopting ordinances, approving the budget, setting City goals and acting as a formal representative of the City. City Manager The City Manager is responsible for directing and coordinating City departments to help meet City Council goals and carry their policy objectives forward. Section 2 - Types of Boards, Commissions and Committees The City’s Boards, Commissions and Committees originate from different sources. Some are established by state statute, charter provision or ordinance. Others are established by direction of the City Council or the Mayor. The City also participates in intergovernmental committees with our regional partners. Some examples of standing boards and commissions include the Planning Commission, Historic Commission, Arts Commission and Library Board. There are also standing committees such as the Budget Committee, Museum Committee and Police Advisory Committee. Goal 1 of the State’s Land Use Goals also requires the City to appoint certain committees to provide community engagement in planning and land use matters. The Mayor or Council may also establish ad hoc committees for a limited purpose or project. Commented [CAO3]: Content from Council Operating Policies and Procedures Commented [CAO4]: Content from City website and LOC City Handbook Commented [CAO5]: Content from Council Operating Policies and Procedures Attachment 2, Page 4 of 7 2 Unless otherwise provided by state law, the size of each Board, Commission or Committee is determined by the Mayor or Council. When formed, each Board, Commission or Committee will have a specific statement of purpose and function, which the Mayor and Council may re-examine periodically. Section 3 - Membership and Expectations Membership All Council Boards, Commissions and Committees are part of the City of Springfield and work at the pleasure of the City Council. The Mayor appoints City Councilor Liaison members to most Board, Commissions and Committees and most Boards, Commissions and Committees also have a Staff Liaison as well. Expectations All persons appointed to a Board, Commission or Committee should expect to attend recurring meetings and devote the appropriate amount of time for study of issues and performance of work above and beyond meeting attendance. Members have an obligation to work cooperatively with other committee members. Committee members should strive to be objective, fair, and courteous with each other, staff and the public. The Council will vacate a Board, Commission or Committee position if the member has two or more consecutive unexcused absences from meetings in a 12 month period. The City is committed to equal employment and volunteer opportunity without regard to age, ancestry, disability, national or ethnic origin, race, religious belief, sex, sexual orientation, gender identity, marital status, political belief, or veteran status. Members are responsible for conducting themselves in accordance with the City’s Administrative Regulations on Use of Volunteers, Respectful Place to Work, Whistleblowing Disclosures and Unlawful Discrimination as set out in the Springfield Municipal Code. Section 4 - Appointments, Membership Provisions and Vacancies The Council appoints members of Boards, Commission and Committees after an interview and deliberation. In some cases, the Mayor may waive the interview requirement. The size of each Board, Commission and Committee is generally set by the City Council. For Boards, Commissions and Committees that have Bylaws, amendments will be approved by the Mayor and/or Council. Other rules of procedure governing Boards, Commented [CAO6]: Content from Council Operating Policies and Procedures Commented [CAO7]: Content from Council Operating Policies and Procedures Attachment 2, Page 5 of 7 3 Commissions and Committees can be found in the City Council’s Operating Policies and Procedures. (Springfield City Council Operating Policies and Procedures) The Mayor appoints City Council Liaisons members to most Boards, Commissions and Committees. The City Councilor Liaison is responsible for coordinating with the Staff Liaison and establishing a regular communication channel between the City Council and the respective Board, Commission and Committee. Most committees will also have a staff and member liaison. Member liaisons are encouraged to attend City Council meetings and may be responsible for providing input to the Council. Joint meetings with the City Council may also occur and the Board, Commission or Committee may also send reports and findings to the Mayor and City Council through the City Manager and any budget request will be coordinated with the City Manager consistent with the City of Springfield’s budget process. The role of the Staff Liaisons is to assist the Board, Committee and Commission but they are not employees of that body and directly responsible to their supervisor and the City Manager. Vacancies shall be publicized in the community and filled as needed. Section 5 - Public Meetings All meetings of Boards, Commissions and Committees are subject to the public meetings laws of the State of Oregon and all meeting notices will include date, time, place and principal subjects to be discussed in accordance with Oregon Public Meetings Laws. The Chairperson and Staff Liaison are responsible for the agenda and to ensure that minutes are keep in accordance with Oregon Public Meetings law. Section 6 - Ethics and Accountability Members are representatives of the City and are expected to adhere to City policies related to public official ethics as set out in ORS Chapter 244 and applicable City Administration Regulations. Members should be aware of the need to avoid any instance or appearance of a conflict to interest. In general, committee members should not vote when they have any kind of direct or indirect financial benefit or would avoid a detriment in the action or proposed recommendation. State law also prohibits public officials from using their position for financial gain. Unless directed by the Council to state the City’s official position on federal, state or county legislative matters, members may not lobby before other elected bodies or subcommittees. An individual member is free to voice a position as long as it is clear that they are not speaking as a representative of the City of Springfield. Commented [CAO8]: Content from Council Operating Policies and Procedures Commented [CAO9]: Content from Council Operating Policies and Procedures and general information about ethics Attachment 2, Page 6 of 7 4 Additional Resources League of Oregon Cities 1201 Court Street NE, Suite 200, Salem, OR 97301, 503-588-6550, www.orcities.org Oregon Government Ethics Commission 3218 Pringle Rd. SE, Suite 220, Salem, OR 97302, 503-378-5105, www.oregon.gov/OGEC Springfield City Council Operating Policies and Procedures (can be found on City website) Attachment 2, Page 7 of 7 HISTORIC COMMISSION BYLAWS Approved by Council _________ (date) ARTICLE I. Name and Duration This Commission, established by the Springfield City Council, shall be called the Historic Commission. This Commission is an ongoing Council Committee and will serve at the will of the City Council. ARTICLE II. Purpose The purpose of the Historic Commission is to advance the identification, protection, preservation, education, and interpretation of Springfield’s cultural heritage and history. The responsibilities of the Commission shall include, but are not limited to: Section 1. Recommend. Review and make recommendations to the Planning Commission, Hearings Officer and/or City Council concerning quasi-judicial decisions and legislative recommends for properties within the City’s Historic Overlay District. Section 2. Education. Educate the community about and develop public support for historic preservation. Section 3. Identification. Understand Springfield’s historic resources by developing historic context statements and conducting historic research, historic resource surveys, and historic resource inventories. Section 4. Preservation. Protect historic resources through City Landmark Inventory and National Register listings. Section 5. Encouragement to Property Owners. Encourage property owners to restore and maintain the City’s historic resources by developing incentive programs for property owners interested in preserving historic resources. Section 6. Strengthen Preservation Program. Maintain and strengthen the City’s historic preservation program in concert with the City’s planning and regulatory efforts. Attachment 3, Page 1 of 3 ARTICLE III. Membership Section 1. Composition of Commission. Membership of the Commission shall consist of 9 voting members. Ex-Officio non-voting members may include one City Councilor acting as a liaison, one Planning Commissioner, the Development Services Director or designee and the Museum Curator. The non-voting members are in addition to the voting members. Other non- voting guests may participate at the request of the Commission and may represent other government agencies or City departments having an interest in subject matter and goals of the Commission. Section 2. Appointment. All members are appointed by the Council. Section 3. Tenure. Membership of the Committee shall be four year terms. Committee members may reapply after one term, but may only serve two consecutive terms, unless specifically directed otherwise by the Council. Members may reapply after not serving on the Commission for one year. Section 4. Termination. All Commission Members 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 commission meetings in any twelve consecutive month period. (Section IX(5) 5.5 of the Council Operating Policies). 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. Commission members may also resign from the Commission with written notice to the staff liaison or Commission Chair. ARTICLE IV. Officers Section 1. There shall be a Chair and a Vice-Chair for the Commission. Each officer shall serve for ________ calendar year per term. Both the Chair and Vice-Chair positions shall be elected by Commission members. ARTICLE V. Meetings Section 1. Regular Meetings. Regular meetings shall be held every quarter or as needed during the course of the year at Springfield City Hall. Time and duration of the meetings shall be determined by the Commission Chair and the staff liaison. Section 2. Special Meetings. Special meetings may be called by the Chair or by resolution of the Commission. Notice of a special meeting shall include the agenda for the meeting. Section 3. Conduct at Meetings. A simple majority of the voting members shall constitute a quorum for the transaction of business at any regular or special meeting. The act of the majority of the members present at a meeting at which there is a quorum shall be the act of the Commission. All meetings are open to the public and shall be conducted in accordance with Oregon Public Meetings Laws and Robert’s Rules of Order. City staff will provide brief meeting summaries and audio recordings of meetings. Attachment 3, Page 2 of 3 Section 4. Code of Conduct. By accepting an appointment to the Historic Commission, members agree to adhere to a Code of Conduct, which includes: 1. Share the available speaking time at meetings 2. Follow instructions of meeting facilitator 3. Be respectful of a range of opinions 4. Be respectful of all people in attendance at meetings 5. Focus on successfully completing the agreed upon agenda 6. Avoid side discussion when others are speaking 7. Voice concerns and complaints at the meeting, not outside the meeting 8. Strive for consensus 9. Adhere to same ethical and behavior standards as City employees ARTICLE VI. Amendments These Bylaws may be amended by the City Council either upon Council initiation or recommendation of a majority of the Committee made at any regular meeting on the Commission, provided that written notice of the proposed amendment shall be emailed and/or mailed to each Commission member not less than one week prior to such regular meeting of the Commission. ARTICLE VII. Additional Provisions Placeholder for additional provisions specific to this Committee. _________________________________ _________________________________ Historic Commission Chairperson Mayor Attest: _________________________________ City Recorder Commented [CAO1]: This language is from the BPAC. Does Commission want to use this language? Attachment 3, Page 3 of 3