HomeMy WebLinkAboutItem 07 Adoption of Bylaws for SPAC, BPAC, Arts, Library, MuseumAGENDA ITEM SUMMARY
SPRINGFIELD
CITY COUNCIL
Meeting Date:
Meeting Type:
Staff Contact/Dept.:
Staff Phone No:
Estimated Time:
Council Goals:
9/7/2021
Regular Meeting
Mary Bridget Smith/CAO
AJ Nytes/CMO
541-744-4061
10 Minutes
Provide Financially
Responsible and
Innovative Government
Services
ITEM TITLE: REVISION OF BYLAWS OF SPRINGFIELD POLICE ADVISORY
COMMITTEE (SPAC), BICYCLE AND PEDESTRIAN ADVISORY
COMMITTEE (BPAC), SPRINGFIELD ARTS COMMISSION, LIBRARY
ADVISORY BOARD, AND SPRINGFIELD HISTORY MUSEUM COMMITTEE,
AND AN ORDINANCE AMENDING SPRINGFIELD MUNICIPAL CODE 2.452,
BOARD -MEMBERSHIP
ACTION 1. Approve/not approve proposed revised Bylaws
REQUESTED: 2. Conduct a first reading of the following ordinance: AN ORDINANCE
AMENDING SPRINGFIELD MUNICIPAL CODE SECTION 2.452, BOARD -
MEMBERSHIP
ISSUE
The City's various boards, commissions and committees have different bylaws and
STATEMENT:
having uniform bylaws will make it easier to update and track.
ATTACHMENTS:
Attachment 1: Proposed Revised Bylaws of Springfield Police Advisory Committee
Attachment 2: Proposed Revised Bylaws of Bicycle and Pedestrian Advisory
Committee
Attachment 3: Proposed Revised Bylaws of Springfield Arts Commission
Attachment 4: Proposed Revised Bylaws of Library Advisory Board
Attachment 5: Proposed Revised Bylaws of Springfield History Museum Committee
Attachment 6: Proposed Ordinance to Amend SMC 2.452
DISCUSSION/
The City has recently implemented a new process for recruitment of the City's
FINANCIAL
various boards, commissions and committees. As part of that reorganization, staff in
IMPACT:
the City Attorney's Office and the City Manager's Office have reviewed the current
Bylaws of the various boards, commissions and committees for update, consistency
and flexibility for each group. The Council Operating Policies and Procedures
provide that Council formally approve the BCC Bylaws. The Bylaws for SPAC,
BPAC, Springfield Arts Commission, Library Advisory Board, and Springfield
History Museum Committee are ready for Council approval. Staff will bring back
revised Bylaws for other boards, commissions and committees later in the fall.
It is also necessary to update Springfield Municipal Code 2.452 Board -Membership
to allow for nine members on the Library Advisory Board to be consistent with
council and the other similar boards, commissions and committees. Public library
boards are governed by statute (ORS 356.465-490) and provide the board may have
5-15 members with four year terms. The second reading date is scheduled on
consent.
SPRINGFIELD
ILOREGON
SPRINGFIELD POLICE ADVISORY COMMITTEE (SPAQ
BYLAWS
Approved by Council (date)
ARTICLE I. Name and Duration
This Committee, established by the Springfield City Council (Resolution 94-34), shall be called
the Springfield Police Advisory Committee. This Committee will serve at the will of the City
Council.
ARTICLE II. Purpose
Section 1. Overall Purpose. The purpose of the Springfield Police Advisory Committee is
to provide citizen input to the Chief of Police regarding public safety and neighborhood livability
issues, and shall assist with implementation of the Long Range Plan by providing input,
evaluation and feedback on:
a. goals, policies and strategies,
b. service delivery programs and priorities; and
C. progress in establishing and maintaining coordinated and cooperative working
relationships between the community, schools, other agencies and the
Springfield Police Department.
Section 2. Public Input. The SPAC will invite and encourage public input regarding
services and issues related to police services.
ARTICLE III. Membership
Section 1. Composition of Committee. SPAC shall have nine members consisting of:
a. Four neighborhood/citizen-at-large representatives
b. One School District 19 representative
C. One Willamalane Parks and Recreation District Representative
d. One representative from the local business community
e. One representative from the cultural minority community
f. One representative from the faith community
Section 2. Appointment. All committee members shall be appointed by the City Council
after completing a standard application form submitted to the City Manager's Office.
Attachment 1, Page 1 of 3
ARTICLE IV. Officers
Section 1. Officer Terms. There shall be a Chair and a Vice -Chair for the Committee.
Each officer shall serve a 2 year term with a maximum of 2 consecutive terms. In the event of
an officer's resignation or removal, the Committee may appoint a replacement to serve the
specific remainder of the term. Appointees may then be elected for 2 additional consecutive
terms. Newly elected officers shall assume their duties at the next scheduled meeting.
Section 2. Officer Election. Both the Chair and Vice -Chair positions shall be elected by
ballot of the committee members at the regularly schedule September meeting.
ARTICLE V. Meetings
Section 1. Regular Meetings. Regular meetings shall be held no less than quarterly
during the course of one year at Springfield City Hall, unless otherwise agreed upon. Time and
duration of the meetings shall be determined by the City staff.
Section 2. Special Meetings. Special meetings may be called by the Chair or by
resolution of the Committee. Notice of a special meeting shall include the agenda for the
meeting.
Section 3. Conduct at Meetings. The majority of the Committee 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 Committee. All meetings are open to the public and shall be conducted in accordance with
Robert's Rules of Order and in compliance with Oregon Public Meetings Laws.
Section 4. Meeting Minutes. Minutes of all SPAC meetings shall be kept on file and shall
include date, time, participants, actions taken, agenda and time of adjournment. City staff will
provide brief meeting summaries and audio recordings of meetings.
Section 5. Code of Conduct. By accepting an appointment to the SPAC, 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
Attachment 1, Page 2 of 3
ARTICLE VI. Amendments
These Bylaws may be amended by the City Council either upon Council initiation or
recommendation of a two-thirds of the Committee made at any regular meeting of the
Committee.
ARTICLE VII. Additional Provisions
Section 1. Chair Person Duties. Duties of the chairperson are to call meetings, plan
agendas, chair the meetings and generally oversee the activities of SPAC. The Chair may
appoint members to represent SPAC before any public agency and also appoint special
committees. The Chair shall be the primary contact person for, and liaison with the police
department, the media and other organizations.
Section 2. Vice Chair Duties. Duties of the vice chair will be to assist the chairperson in
his/her duties as requested. In the absence of the chairperson, the vice chair shall carry out
the duties and powers of the Chair.
Section 3. Officer Removal. An officer may be removed by a two-thirds vote of the
members present at a scheduled meeting, providing prior notice of intent to submit a removal
motion is in the posted agenda.
Section 4. Subcommittees. The chairperson shall appoint subcommittees as needed.
Subcommittees will report to the SPAC.
Section 5. Annual Report. SPAC shall provide the City Council with an annual report of
its activities (Resolution 96-15, Section 4).
Section 6. Meeting Agenda. Meeting agendas shall be set in cooperation between the
Chief of Police and the Chair, with input from SPAC members and police department staff.
Springfield Police Advisory Date Mayor Date
Committee Chairperson
Attest:
City Recorder
Attachment 1, Page 3 of 3
SPRINGFIELD
ILOREGON
BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE
BYLAWS
Approved by Council (date)
ARTICLE I. Name and Duration
This Committee, established by the Springfield City Council, shall be called the Bicycle and
Pedestrian Advisory Committee. This Committee will serve at the will of the City Council.
ARTICLE II. Purpose and Function
The purpose of the Bicycle and Pedestrian Advisory Committee is to advise the Springfield City
Council, Planning Commission, and City staff on matters relating to bicycle and pedestrian
planning. Committee members should have an interest in promoting bicycle and/or pedestrian
interests in Springfield. The responsibilities of the Committee shall include, but are not limited
to the following:
Section 1. Bicycle/Pedestrian Policy. Review and make recommendations on
planning documents prepared by City departments affecting the use of walking and bicycling as
a transportation mode.
Section 2. Bicycle/Pedestrian Facility & Program Implementation. Work closely with
City staff to ensure input into bicycle and pedestrian facilities and operation planning and
program development.
Section 3. Education, Enforcement and Encouragement. Assist City staff in the
public outreach of pedestrian and bicycle issues, and recommend additional education,
enforcement and encouragement tools that the City may implement.
Section 4. Citizen Input. Encourage citizen participation in the City's bicycle and
pedestrian programs, including: identifying program or system deficiencies; reviewing existing
facilities; and planning and implementing new projects and programs.
Section 5. Americans with Disabilities Act (ADA) Compliance. Work closely with City
staff to continue implementing and upgrading ADA compliant bike and pedestrian facilities.
Attachment 2, Page 1 of 3
ARTICLE III. Membership
Section 1. Composition of Committee. BPAC membership shall consist of:
a. Nine voting neighborhood/citizen-at-large representatives
b. One non-voting Willamalane Park and Recreation District liaison
C. One non-voting Springfield Safe Routes to Schools Program liaison
d. One non-voting City Planning Commission liaison
e. One non-voting City Council liaison
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.
Section 2. Appointment. All Committee members shall be appointed by the City Council
after completing a standard application form submitted to the City Manager's Office.
Section 3. Tenure. Membership of the Committee shall be three year overlapping terms
of office with no individual allowed to be appointed to more than two consecutive full terms. If
someone is appointed to fill a partial term, that term will not be considered a full term as it
applies to this section, and they will be eligible to serve two additional full terms. A Committee
member may reapply after being off the Committee for one year.
Section 4. Termination. All Bicycle and Pedestrian 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 commission meetings in
any twelve consecutive month period. (See Council Operating Policies and Procedures). The
Chair, in consultation with City staff, may also recommend to the Council leadership a member
be removed from the Committee if a member is found not to meet the Committee's adopted
Code of Conduct. Committee members may also voluntarily resign from the Committee with
written notice to City staff and the Chair.
ARTICLE IV. Officers
There shall be a Chair and a Vice -Chair for the Committee. Each officer shall serve for one
calendar year per term. Both the Chair and Vice -Chair positions shall be elected by Committee
members.
ARTICLE V. Meetings
Section 1. Regular Meetings. Regular meetings shall be held once every two months at
City Hall on the second Tuesday of that month unless otherwise agreed upon. Time and
duration of the meetings shall be determined by the City staff.
Section 2. Special Meetings. Special meetings may be called by the Chair or by
resolution of the Committee. Notice of a special meeting shall include the agenda for the
meeting.
2
Attachment 2, Page 2 of 3
Section 3. Conduct at Meetings. A quorum for conducting business is a simple majority
of the voting membership of the Committee. The act of the majority of the members present at
a meeting at which there is a quorum shall be the act of the Committee. All meetings are open
to the public and shall be conducted in accordance with Robert's Rules of Order. City staff will
provide brief meeting summaries and audio recordings of meetings.
Section 4. Meeting Minutes. Minutes of all BPAC meetings shall be kept on file and shall
include date, time, participants, actions taken, agenda and time of adjournment. City staff will
provide brief meeting summaries and audio recordings of meetings.
Section 5. Code of Conduct. By accepting an appointment to the Bicycle and Pedestrian
Advisory Committee, 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
Committee, provided that written notice of the proposed amendment shall be emailed and/or
mailed to each Committee member not less than one week prior to such regular meeting of the
Committee.
ARTICLE VII. Additional Provisions
The Committee will regularly update the BPAC Protocols and Ground Rules to establish meeting
guidelines, decision making, communication outside of meetings, and other agreed upon
operating procedures.
Committee Chairperson Mayor
Attest:
City Recorder
3
Attachment 2, Page 3 of 3
SPRINGFIELD
ILOREGON
SPRINGFIELD ARTS COMMISSION
BYLAWS
Approved by Council (date)
ARTICLE I. Name and Duration
This Commission, established by the Springfield City Council in June of 1986 (Resolution
No. 86-26), shall be called the Springfield Arts Commission. This Commission will serve at the
will of the City Council.
ARTICLE II. Purpose and Function
The purpose of the Arts Commission is to promote cultural richness and diversity and
assist in the preservation of the cultural heritage of the community as expressed through artistic
endeavors. The responsibilities of the Committee shall include, but are not limited to:
Section 1. To provide places and spaces for artistic creations, exhibits,
performances, and events.
Section 2. To foster awareness, communication, education and sharing of resources
between local artists and arts groups.
Section 3. To function as a local coordinate agency between the Lane Arts Council
and the community.
Section 4. To promote the arts as an element of Springfield's economic
diversification program, particularly in regard to tourism.
ARTICLE III. Membership
Section 1. Composition of Committee. Arts Commission membership shall consist of:
a. Nine voting neighborhood/citizen-at-large representatives.
b. Commission members shall be 18 years of age or older.
C. Commission members shall be registered vote.
d. Commission members shall have specific expertise or interest required to carry
out the commission's objectives.
e. Members appointed to the Springfield Arts Commission shall be residents,
property owners or business owners in Springfield, or specialists with expertise in
Attachment 3, Page 1 of 4
the fields of visual, performance, literary, or multi -media art. No few than seven
of the nine members must reside, own property, or own a business in the
Springfield Urban Growth Boundary.
f. The Springfield City Manager or their designated representative shall be ex -
officio non-voting members of the Commission.
g. The Springfield City Councilor liaison will be a non-voting member of the
Commission.
Section 2. Appointment. All applicants shall be appointed by the City Council and
complete a standard application form and submit it to the City Manager's Office. The selection
process is to be open and well publicized and prospective member are encouraged to attend a
regular meeting before submitted an application for membership.
Section 3. Tenure. Membership of the Commission shall be four year overlapping terms
of office with no individual allowed to be appointed to more than two consecutive full terms. If
someone is appointed to fill a partial term, that term will not be considered a full term as it
applies to this section, and they will be eligible to serve two additional full terms. A member
may reapply after being off the Commission for one year.
Section 4. Termination. All Commission members 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.
(See Council Operating Policies and Procedures). The Chair, in consultation with City staff, may
also recommend to the Council leadership a member be removed from the Commission if a
member is found not to meet the Commission's adopted Code of Conduct. Committee
members may also voluntarily resign from the Committee with written notice to City staff and
the Chair.
ARTICLE IV. Officers
Section 1. There shall be a Chair, a Vice -Chair and Secretary for the Commission. Each
officer shall serve for one calendar year per term. No officer shall serve in excess of two
consecutive one-year terms in the same position.
Section 2. The Chair, Vice -Chair and Secretary shall be elected by Commission
members.
ARTICLE V. Meetings
Section 1. Regular Meetings. The Commission shall establish a regular meeting date
and location for regular meetings.
Section 2. Special Meetings. Special meetings may be called by the Chair. Notice of a
special meeting shall include the agenda for the meeting and be 24 hours in advance as per
compliance with Oregon public meetings law.
Section 3. Conduct at Meetings. A quorum for conducting business is a simple majority
of the voting membership of the Commission. The act of the majority of the members present
Attachment 3, Page 2 of 4
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 Robert's Rules of Order.
Section 4. Code of Conduct. By accepting an appointment to the 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 two-thirds of the Commission made at any regular meeting, provided that
written notice of the proposed amendment shall be emailed and/or mailed to each member not
less than one week prior to such regular meeting.
ARTICLE VII. Special Provisions
Section 1. Chair Person Duties. Duties of the chairperson are to conduct meetings,
appoint subcommittees, coordinate with staff to set the agenda, assist staff where possible,
monitory projects and represent the Commission to the public.
Section 2. Vice Chair Duties. Duties of the vice chair will be to assist the chairperson in
their duties as requested. In the absence of the chairperson, the vice chair shall carry out the
duties and powers of the Chair.
Section 3. Secretary Duties. The Secretary shall take meeting notes.
Section 4. Officer Removal. An officer may be removed by a two-thirds vote of the
members present at a scheduled meeting, providing prior notice of intent to submit a removal
motion is in the posted agenda.
Section 5. Volunteer Status: All members are volunteers and serve without
compensation.
Section 6. Voting. Each voting member of the Commission shall be entitled to one vote
on all issues presented at regular and special meetings at which the member is present, except
that a member shall not vote or take part in discussion as a member when there is a conflict of
Attachment 3, Page 3 of 4
interest as defined under Oregon law. Proxy voting is not allowed as specified in the City's
Operation Policies and Procedures.
Arts Commission Chairperson Mayor
Attest:
City Recorder
Attachment 3, Page 4 of 4
SPRINGFIELD
ILOREGON
LIBRARY ADVISORY BOARD
BYLAWS
Approved by Council (date)
ARTICLE I. Name and Duration
This Board, established by the Springfield City Council, shall be called the Library Advisory
Board. This Board will serve at the will of the City Council.
ARTICLE II. Purpose
The purpose of the Library Advisory Board is to provide opinions and recommendations for
future Library development, expansion of Library service, and Library policy. Board members
should have an interest in the value of library services to the community. The responsibilities of
the Board shall include, but are not limited to:
Section 1. Library advocacy and community engagement, including participating in
library programming
Section 2. Review library procedures and make recommendations
Section 3. Participate in strategic planning for funding, services and facilities
ARTICLE III. Membership
Section 1. Composition of Board. Membership of the Board shall consist of 9 voting
members. Non-voting members may include one City Councilor and at least one City staff
member. The non-voting members are in addition to the 9 voting members. Other non-voting
guests may participate at the request of the Board and may represent other government
agencies or City departments having an interest in subject matter and goals of the Board.
Section 2. Appointment. All applicants shall complete a standard application form and
submit it to the City Manager's Office.
Section 3. Termination. All Board members 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.
(See Council Operating Policies and Procedures). The Chair, in consultation with City staff, may
also recommend to the Council leadership a member be removed from the Board if a member is
Attachment 4, Page 1 of 3
found not to meet the Board's adopted Code of Conduct. Board members may also voluntarily
resign from the Board with written notice to City staff and the Chair.
ARTICLE IV. Officers
Section 1. There shall be a Chair and a Vice -Chair for the Board. Each officer shall
serve for one year calendar year per term. Both the Chair and Vice -Chair positions shall be
elected by Board members.
ARTICLE V. Meetings
Section 1. Regular Meetings. Regular meetings shall be held 11 times during the course
of one year at Springfield City Hall, unless otherwise agreed upon. Time and duration of the
meetings shall be determined by the City staff.
Section 2. Special Meetings. Special meetings may be called by the Chair or by
resolution of the Board. Notice of a special meeting shall include the agenda for the meeting.
Section 3. Conduct at Meetings. 60% of voting members in attendance 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 Board. All meetings are open to the public and shall be conducted in accordance with
Robert's Rules of Order. City staff will provide brief meeting summaries or audio recordings of
meetings.
Section 4. Code of Conduct. By accepting an appointment to the Library Advisory
Board, 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 Board made at any regular meeting on the Board,
provided that written notice of the proposed amendment shall be emailed and/or mailed to
each Board member not less than one week prior to such regular meeting of the Board.
Library Advisory Board Chairperson Mayor
Attachment 4, Page 2 of 3
Attest:
City Recorder
Attachment 4, Page 3 of 3
SPRINGFIELD
ILOREGON
SPRINGFIELD HISTORY MUSEUM COMMITTEE
BYLAWS
Approved by Council (date)
ARTICLE I. Name and Duration
This Committee, established by the Springfield City Council, shall be called the Springfield
History Museum Committee. This Committee will serve at the will of the City Council.
ARTICLE II. Purpose
The purpose of the Springfield History Museum Committee is to support the Museum's mission
to foster an awareness of the history of Springfield, provide a link between our past and
present, and promote an appreciation of the diverse communities that call Springfield and rural
East Lane County home. Committee members should have an interest in the history of
Springfield and rural east Lane County. The responsibilities of the Committee shall include, but
are not limited to:
Section 1. Making recommendations for Museum exhibits and programs.
Section 2. Assisting with implementation of exhibits and special events.
Section 3. Assisting with community outreach, publicity, and fundraising.
ARTICLE III. Membership
Section 1. Composition of Committee. Membership of the Committee 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 Committee and may represent other
government agencies or City departments having an interest in subject matter and goals of the
Committee.
Section 2. Appointment. All applicants shall complete a standard application form and
submit it to the City Manager's Office.
Section 3. Tenure. Membership of the Committee shall be three year overlapping terms
of office with no individual allowed to be appointed to more than two consecutive full terms. If
Attachment 5, Page 1 of 3
someone is appointed to fill a partial term, that term will not be considered a full term as it
applies to this section, and they will be eligible to serve two additional full terms. A Committee
member may reapply after being off the Committee for one year.
ARTICLE IV. Officers
Section 1. Officers. There shall be a Chair and a Vice -Chair for the Committee. Each
officer shall serve for 1 calendar year per term. Both the Chair and Vice -Chair positions shall be
elected by Committee members at each calendar year's December meeting.
Section 2. Officer Removal. An officer may be removed by a two-thirds vote of the
members present at a scheduled meeting, providing prior notice of intent to submit a removal
motion is in the posted agenda.
ARTICLE V. Meetings
Section 1. Regular Meetings. Regular meetings shall be held 11 times during the course
of one year at Springfield City Hall, unless otherwise agreed upon. Time and duration of the
meetings shall be determined by the City staff.
Section 2. Special Meetings. Special meetings may be called by the Chair or by
resolution of the Committee. Notice of a special meeting shall include the agenda for the
meeting.
Section 3. Conduct at Meetings. A quorum for conducting business is a simple majority
of the voting membership of the Committee. The quorum has the right to delay voting until a
larger representation of the Committee is present at a regular 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
Committee. All meetings are open to the public and shall be conducted in accordance with
Robert's Rules of Order and Oregon Public Meetings Law. City staff will provide meeting
minutes or brief meeting summaries and audio recordings of meetings.
Section 4. Code of Conduct. By accepting an appointment to the Springfield History
Museum Committee, 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
2
Attachment 5, Page 2 of 3
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 of the
Committee, provided that written notice of the proposed amendment shall be emailed and/or
mailed to each Committee member not less than one week prior to such regular meeting of the
Committee.
ARTICLE VII. Additional Provisions
Committee members are encouraged to prioritize their time and refrain from serving on multiple
City boards, commissions, and committees simultaneously.
Museum Committee Chairperson Mayor
Attest:
City Recorder
3
Attachment 5, Page 3 of 3
CITY OF SPRINGFIELD, OREGON
ORDINANCE NO.
(GENERAL)
AN ORDINANCE AMENDING SPRINGFIELD MUNICIPAL CODE SECTION 2.452, BOARD -
MEMBERSHIP AND ADOPTING A SEVERABILITY CLAUSE
WHEREAS, the Library Advisory Board was established by the Springfield City Council consistent with
ORS 357.465 and serves at the will of the Council;
WHEREAS, Springfield Municipal Code, Section 2.452, provides that the membership of the Library
Advisory Board shall consist of seven members;
WHEREAS, in an effort to standardize the Bylaws of the City's various boards, commissions and
committees, the number of members of the Library Advisory Board should be increased from seven to
nine to be consistent with the City's other boards, commissions and committees;
NOW, THEREFORE, THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD ORDAINS AS FOLLOWS:
Section 1. Section 2.452 of the Springfield Municipal Code is hereby amended to read as
follows:
"There shall be nine members of the library board, who shall be appointed by the
mayor. Each such appointment shall be confirmed by the council. A board member so
appointed and confirmed shall hold office for a period of four years. It is, however,
provided that all appointments to the library board may be terminated at the pleasure of
the mayor and the council. The board members shall be known officially as the "library
board" and individually the board members shall be known as "library board members."
Section 2. Severability Clause. If any section, subsection, sentence, clause, phrase or
portion of this Ordinance is, for any reason, held invalid or unconstitutional by a court of competent
jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such
holding shall not affect the validity of the remaining portion hereof.
ADOPTED by the Common Council of the City of Springfield this day of September,
2021, by a vote of for and against.
APPROVED by the Mayor of the City of Springfield this day of September, 2021.
ATTEST:
City Recorder
Mayor
PAGE 1 of 1
Attachment 6, Page 1 of 1