HomeMy WebLinkAboutItem 01 Boards, Commissions & CommitteesAGENDA ITEM SUMMARY
Meeting Date:
Meeting Type:
Staff Contact/Dept.:
Staff Phone No:
Estimated Time:
10/10/2022
Work Session
Mary Bridget Smith/CAO
541-744-4061
30 Minutes
SPRINGFIELD Council Goals: Foster an Environment
CITY COUNCIL that Values Diversity and
Inclusion
ITEM TITLE: BOARDS, COMMISSIONS, AND COMMITTTEES DISCUSSION
ACTION
Provide guidance on the Council's role in the selection process and participation
REQUESTED:
level in the Council's boards, commissions, and committees.
ISSUE
Council boards, commissions, and committees (BCCs) serve an important function
STATEMENT:
for the City of Springfield, but selection and management of BCCs can be
challenging because of the variation in their purpose, makeup, and legal
requirements. This item came up at the recent Council retreat and the purpose of
this item is to follow up on that discussion.
ATTACHMENTS:
Attachment 1: PowerPoint Presentation
Attachment 2: Section 9 of the COOP (BCC section)
DISCUSSION/
Currently, most BCC members are selected the same way - they provide a written
FINANCIAL
application, are interviewed by the Council in a work session, and later appointed
IMPACT:
by a vote unless they are reapplying for a second consecutive term and the Mayor
determines an interview is unnecessary. In addition, most BCCs have a Council
liaison in addition to the staff liaison and committee chair. The liaison role and
participation level vary by committee. Also, there are some committees where
Councilors are sitting members such as the CDAC or Budget Committee.
Using work session time for interviews and having Councilors participate on
committees demonstrates that Council places a high level of importance on the
BCCs. Some reasons for this policy could be that serving on these committees can
lead a person to become interested in seeking elected office, BCCs provide valuable
recommendations in their advisory capacity, and some BCCs fulfill statutory
requirements relating to public participation. Finally, BCCs also provide a link
between the City and the public through an avenue for public testimony and
participation with the City through committee activities and events.
The purpose of this item to provide the Council an opportunity to follow up on their
discussion with an aim toward whether its policy toward BCCs needs to be
reevaluated or if a different process would implement the policy more effectively.
Depending on discussion, Council can provide direction to come back with specific
process changes or to form a Council subcommittee. The Council subcommittee
could further refine the policy and potential process changes for Council's
subsequent consideration. There may also be some corresponding changes to the
Council Operating Policies and Procedures or to the next recruitment process.
Boards, Commissions
& Committees (BCGs)
October 2022
Presentation by: City Attorney's Office
Attachment 1, Page 1 of 9
• Following up from Council retreat discussion
• Addressing only Council committees
Discussion 'Not addressing appointments to
intergovernmental boards, Council
Context subcommittees, project related CCI
committees
• Lens: Purpose & Council Role, Selection
Process, BCC Committee Members' Role
Attachment 1, Page 2 of 9
Legal Framework
CHARTER- MAYOR APPOINTS AS APPLICABLE STATUTES SECTION 9 COUNCIL OPERATING COMMITTEE BYLAWS
PER COUNCIL POLICIES AND DEPENDING ON COMMITTEE POLICIES AND PROCEDURES OR
DIRECTLY APPOINTS MAYORAL SPRINGFIELD MUNICIPAL CODE
COMMITTEES
Attachment 1, Page 3 of 9
Budget
Committee
The fiscal policy and budget review
committee for the City
Committee mandated by statute
(ORS 294.414)
Council Operating Policies and
procedures
Bylaws
Purpose - approve budget and taxes; conduct public
meeting
• Council members are members of the Budget Committee
• Equal number of electors (qualified voters)
• Separate recruitment by March of each year
• Cannot also be on Planning Commission
• Recruitment by ward, but not always appointed that way
r
mmittee Person Role
• High level of staff support
• Meets only during specific time of year for one purpose
• Can be a "stepping stone" to elected office
amm
Attachment 1, Page 4 of 9
Planning
Commission
Statute — ORS 197.160 & 227.010
Springfield Municipal Code 2.402-
2.424
Springfield Development Code
PurposeF_
• • •
• Provide recommendations to Council; make quasi-judicial
land use decisions; act as the CCI
• Council liaison
• Generally part of batch recruitment
• No more than 2 working in real estate
• No more than 2 in same business or profession
• Cannot be on the Budget Committee
• High level of staff support
• Advise and make independent decisions
• Meetings can be procedurally complex
• Can be a "stepping stone" to elected office
Attachment 1, Page 5 of 9
Committee
Person
RoleR
• High level of staff support
• Advise and make independent decisions
• Meetings can be procedurally complex
• Can be a "stepping stone" to elected office
Attachment 1, Page 5 of 9
CDAC
Federal CDBG Regulations
Council Operating Policies &
Procedures
Bylaws
F -I• • • • •
• Citizen involvement and advisory to Council for
housing and community development policy decisions;
CDBG and HOME programs
• One Councilor sits on committee
Selection
FhUm. M. M=00d
• Part of Fall batch selection
• 6 residents within UGB
• 1 Planning Commissioner
Committee Person R. -
• Meet 2-4 times a year
• Make specific recommendations about CDBG and
HOME Funds
Attachment 1, Page 6 of 9
HISTORIC
COMMISSION
SMC 2.500-2.522 and
SDC 3.3.900-950
Council Operating Policies &
Procedures
Springfield Municipal Code
I& Purpose and Council Role
• Stewardship of historic assets and review development
applications in the Washburne Historic District
• Council liaison
• Part of Fall batch selection
• Resident, property owner, other public agencies, local
specialists with expertise
• DPW and Museum staff are ex -officio members
ornmittee Person Role
Amd
• Meet throughout the year; has subcommittees
• Make specific land use recommendations to Planning
Commission
==,Is
Attachment 1, Page 7 of 9
LIBRARY
BOARD
ORS 357.465
Council Operating Policies &
Procedures
Springfield Municipal Code
Bylaws
I& Purpose and Council Role
• Stewardship of historic assets and review development
applications in the Washburne Historic District
• Council liaison
• Part of Fall batch selection
• Resident or electors
• One member may be a nonresident who also owns
property in the City
Committee Person Role
• Meet throughout the year
• Make recommendations to City Manager, Library and
Council
Attachment 1, Page 8 of 9
MUSEUM,
ARTS, S PAC,
B PAC
Council Operating Policies &
Procedures
Bylaws
• Advisory committee to Council
• Council liaison
• Part of Fall batch selection
dM
• Resident, property owner, other public agencies,
local specialists with expertise
Committee Person '•
• Meet throughout the year; has subcommittees
• Work on a wide variety of projects
• Take public testimony
M"
Attachment 1, Page 9 of 9
SECTION 9
COUNCIL BOARDS, COMMISSIONS, COMMITTEES AND TASK FORCES
9.1 Establishing City Boards, Commissions, Committees, and Task Forces
9.1.1 Citizen Participation. Springfield's boards, commissions, committees and
task forces provide an invaluable service to the City. It is because of their detailed
study, action and recommendations that many successful city programs exist today.
Effective citizen participation is an invaluable tool for local government.
9.1.2 Sources. Boards, commissions, committees and task forces 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. It is
Council discretion as to whether or not any advisory body should be set forth in the
Code by ordinance.
9.1.3 Citizen Participation. Springfield's boards, commissions, committees, and
task forces bring together citizen viewpoints which 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, committees and task forces instead. These bodies also serve as a
training ground or stepping stone for qualified persons who are interested in
seeking elected public office. They also help fulfill the goals of the City's adopted
Citizen Involvement Program to have an informed and involved citizenry.
9.1.4 Uniform Rules of Procedure. As Springfield boards, commissions,
committees and task forces have been formed and reformed throughout the years,
the adoption of uniform rules of procedure has become necessary to assure
maximum productivity. The following policies govern the City's boards,
commissions, committees and task forces. Some of these advisory groups may have
more specific guidelines set forth by ordinance, resolution, bylaws or, at times, State
law.
9.2 Structuring Boards, Commissions, Committees and Task Forces
9.2.1 Statement of Purpose. Every board, commission, committee or task force,
when it is formed, will have a specific statement of purpose and function, which will
be re-examined periodically by the Mayor and City Council to determine its
effectiveness. This statement of purpose is made available to all citizens and will be
included on application materials.
9.2.2 Mayor Determinations. Unless otherwise provided by state law, the size of
each board, commission, committee or task force is determined by the Mayor for
Mayor's committees and task forces including those specified by Charter, and by the
Council for Council boards, commissions and committees. The size is related to its
Attachment 2, Page 1 of 7
duties and responsibilities. Another determination to be made prior to formation is
the cost impact for staffing a proposed board, commission, committee or task force.
9.2.3 Council Liaison. At the first regular meeting in January following a November
general election, the Mayor appoints City Councilor liaison members to certain City
boards, commissions, committees and task forces. The City Councilor liaison
member is responsible for coordinating with the respective liaison designated by
the board, commission, committee, or task force to establish a regular
communication channel between the City Council and the respective board,
commission, committee or task force.
9.2.4 Member List. A complete list of members of the City's various boards,
commissions, committees and task forces is available in the City Manager's Office. It
will be updated and posted on the City's website.
9.3 Appointing Board, Commission, Committee and Task Force Members:
Definitions, Nominations and Appointment
9.3.1 Council Subcommittees - Three Councilors. Council subcommittees
appointed by the Mayor. Consists of three members of the Council and may include
other citizen representation. Judiciary, Finance, Legislative.
9.3.2 Council Boards, Commissions, Committee. Boards, commissions and
committees of the Council or as required by Federal or State law. Nominated by the
Mayor or Council, appointed by the Council.
9.3.3 Mayor's Committees /Task Forces. Committee or task force nominated and
appointed by the Mayor to carry out a particular project or task. The Mayor may
request Council to accept as a permanent committee at such time deemed necessary
or dissolve the committee or task force. The term would be for the completion of
the particular project or task.
9.3.4 Intergovernmental Committees. Boards, commissions and committees
formed as a joint effort of more than one government agency. Many of these
committees are through cooperative agreement. Others are by Council or staff
choice to represent the City of Springfield. Nominated by the Mayor or Council and
appointed by the Council.
9.3.5 Other Ad Hoc Committees/Task Forces. The Council may nominate and
appoint certain ad hoc committees or task forces to carry out a particular project or
task. The term would be for the completion of the particular project or task.
9.3.6 Council - Officially Recognized - Neighborhood Groups. Springfield Code,
Section 2.650, sets forth a procedure to be used for formation of neighborhood
groups to be officially recognized by the City Council.
Attachment 2, Page 2 of 7
9.3.7 Vacancies. Vacancies of boards, commissions, committees or task forces will
be filled as needed. Notice of vacancies will be publicized as widely as practical
throughout the community through means such as media releases, website postings,
and local advertising. All persons interested in being considered for an appointment
to any of the City's various boards, commissions, committees or task forces shall
submit an application, on a form provided, to the City Manager's Office prior to
formal consideration by the Council. The Mayor and Council will hold formal
interviews of applicants for positions on the Budget Committee, Planning
Commission, Lane Regional Air Protection Agency and Metropolitan Wastewater
Management Commission. A recommendation from these bodies is not necessary
although they may have a representative present to participate in the interview
process. The City Council will hold formal interviews for all other positions, unless a
candidate is reapplying to a second consecutive term on a particular board,
commission, committee or task force. In that case, the Mayor may decide it is not
necessary to interview the candidate forward that candidate's application directly to
the Council for approval.
9.3.8 Formal Interviews. The Mayor and Council will hold formal interviews of
applicants for positions on all city boards, commissions and committees.
The process for appointments shall be as follows:
a) The Mayor and Council will meet for interviews at a work session. The
Council is provided with an agenda item summary packet that contains standard
questions to ask candidates. Prior to interviews, additional questions may be
developed by the Mayor and Council at the direction of the Council President or
Mayor.
b) Each candidate will be asked the same set of questions during the interview;
however, questions may also be asked to follow up on an interview question or to
clarify information in the application.
c) Following the interviews, the Council will discuss the candidates and attempt
to arrive at an appointment by consensus. If multiple vacancies exist, the
appointments will be made one at a time and the vacancy with the longest
outstanding term shall be appointed first.
d) The appointment will be ratified at the following regular meeting.
e) City staff will call the candidates with the outcome of the appointment.
Follow-up letters of appointment and thank you will be sent with the Mayor's
signature.
9.3.9 Residency. Unless appointees are representatives of other requested
Springfield public agencies, or otherwise noted in bylaws for specific expertise or
residency requirements, all persons appointed shall be residents or property
Attachment 2, Page 3 of 7
owners within Springfield. All appointees must also be registered voters, with the
exception of student appointees.
9.3.10 Serving on Planning Commission or Budget Committee Only. When possible,
the Council will not appoint people currently serving on another governing body to
the Planning Commission or Budget Committee.
9.3.11 Appointment. When appointing people to any of the other City boards,
commissions or committees, the Council shall take into account whether that person
is being reappointed for a subsequent term, is currently serving on another
governing body or currently appointed to another City board, commission or
committee.
9.3.12 Appointment to One Board. Commission or Committee. When possible, the
Council will appoint people to serve on one City board, commission or committee
only.
9.3.13 Term of Office. Unless otherwise provided by law or Council approved
bylaws, citizen positions on boards, commissions, committees or task forces shall be
for 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. One may re -apply after being
off a board, commission, committee or task force for one year.
9.3.14 Alternate Voting Members. There shall be no designation or appointment of
alternate voting members.
9.3.15 New Members Briefing. Newly appointed members will receive a briefing
regarding their duties and responsibilities as members of the body and a review of
Oregon public official ethics laws by the staff liaison. The board, commission,
committee or task force chairperson may attend as well.
9.4 Dissolving Boards, Commissions, Committees and Task Forces
Unless otherwise provided by law, the appointing authority may dissolve any board,
commission, committee or task force that, in their opinion, has completed its working
function.
9.5 Board, Commission, Committee and Task Force Operating Policies
9.5.1 Supersede Previous Policies. These policies shall supersede contrary
provisions of any previous resolutions or adopting bylaws of the various boards,
commissions, committees or task forces and shall be controlling policies for any
subsequently adopted board, commission, committee, or task force operation
documents until such time as expressly repealed, modified, or overruled.
Attachment 2, Page 4 of 7
9.5.2 Public Meetings Law. All meetings of boards, commissions, committees, and
task forces that are formed to make a recommendation to the Council are subject to
public meetings laws of the State of Oregon.
9.5.3 Notice of Meetings. Unless otherwise provided by law, the number of
meetings related to business needs of the board, commission, committee or task
force may be set by the individual body. Notices of all meetings, including date,
time, place, and principal subjects to be discussed will be published in accordance
with the public meetings laws of the State of Oregon.
9.5.4 Amendments. For those boards, commissions, committees, or task forces
having bylaws, all bylaw and amendments will be approved by the Mayor and/or
Council.
9.5.5 Agenda and Minutes. The chairperson or staff liaison (if assigned) will be
responsible for the agenda of all meetings of boards, commissions, committees, and
task forces. They will also assure that minutes are kept of all meetings in
accordance with the public meetings laws of the State of Oregon.
9.5.6 Member Removal. All appointees serve at the pleasure of the appointing
authority. A position shall be vacated by the Council when the appointee has two or
more consecutive unexcused absences from the board, commission, or committee
meetings in any twelve consecutive month period. The Chair, in consultation with
City staff, may also recommend to council leadership a member be removed from
the committee if a member is found not to meet the committee's adopted Code of
Conduct or Guidelines.
9.5.7 Quorum. A quorum for conducting business is a simple majority of the
membership of the board, commission, committee, or task force.
9.5.8 Conflicts of Interest. All members of advisory bodies should be aware of the
need to avoid any instance of conflict of interest. No individual should use an official
position to gain a personal advantage. Additionally, certain public officials are
required to file "Statements of Economic Interest" with the Oregon Government
Ethics Commission by April 15 annually (ORS Chapter 244). In Springfield, this
currently applies to the following:
Mayor and City Council
Planning Commission
Springfield Community Development Board
Others:
Springfield Utility Board
Municipal Judges
City Manager
Attachment 2, Page 5 of 7
9.5.9 Speaking on Behalf of the Board, Commission or Committee. Unless
specifically directed by the City Council to state the City's official position on federal,
state or county legislative matters, no lobbying before other elected bodies or
subcommittees thereof will be undertaken by members of boards, commissions,
committees, or task forces. An individual member is free to voice a position on an
issue as long as it is made clear that he/she is not speaking as a representative of the
City of Springfield or as a member of his/her board, commission, committee, or task
force. Violation of this provision may be cause for removal from the board,
commission, committee, or task force.
9.6 Communicating with the Mayor and Council
9.6.1 Liaison. Each year, each board, commission, committee or task force shall
designate one member to serve as liaison with the City Council. The board member
liaison shall coordinate with the City Councilor liaison to establish regular
communication regarding upcoming City Council meeting agenda items and of
Council decisions that are of interest to these advisory bodies.
9.6.2 Council Meeting Attendance. Board member liaisons, particularly, and
members of advisory bodies, in general, are encouraged to attend City Council
meetings to keep abreast of Council actions. Board member liaisons are responsible
for attending Council meetings when input from the respective board, commission,
committee, or task force is requested. Such meeting attendance will be coordinated
by the City Councilor liaison.
9.6.3 Information Referrals. The Mayor and City Council will transmit referrals for
information or action through the City Council liaison member responsible for that
particular board, commission, committee, or task force. Boards, commissions,
committees and task forces transmit findings, reports, etc., to the Mayor and City
Council through their board member liaison. Such transmittals of information shall
be coordinated between the City Councilor liaison and the board member liaison.
9.6.4 Joint Meetings. The board member liaison for the Arts Commission, Historic
Commission, Library Board, and Springfield Police Advisory Committee shall be
responsible for scheduling a joint meeting of the respective board and the City
Council every two years.
9.6.5 No Liaison. Boards, commissions, committees, and task forces that do not
have City Councilor liaison members will transmit findings, reports, etc. to the
Mayor and City Council through the City Manager's Office as needed. These advisory
boards, commissions, committees and task forces will be informed of City Council
actions that are of interest to them through the City Manager's Office.
9.6.6 City Employees. While the City staff's role is one of assisting the boards,
commissions, committees or task forces, City staff members are not employees of
Attachment 2, Page 6 of 7
that body. City staff members are directly responsible to their department director
and the City Manager.
9.6.7 Budget Requests. Boards, commissions, committees and task forces will
channel any budget request to the City Council through the City Manager consistent
with the yearly budget preparation calendar. Boards, commissions, and committees
will receive copies of the City of Springfield's approved operating budget each year
upon request.
9.6.8 Minutes. Boards, commissions, committees and task forces shall provide
their meeting minutes to the Mayor and City Council.
Attachment 2, Page 7 of 7