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