HomeMy WebLinkAboutItem 02- Review of City Council Operating Policies and Procedures
AGENDA ITEM SUMMARY Meeting Date: 5/20/2024
Meeting Type: Work Session
Staff Contact/Dept.: Mary Bridget Smith/CAO
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: Mandate
ITEM TITLE: REVIEW OF CITY COUNCIL OPERATING POLICIES AND PROCEDURES
ACTION
REQUESTED:
Review and provide feedback regarding proposed revisions to Council Operating
Policies and Procedures.
ISSUE
STATEMENT:
The Springfield Charter requires the Council to annually approve and maintain its
Operating Policies and Procedures.
ATTACHMENTS: 1. Proposed Council Operating Policies and Procedures (legislative version)
2. Adopted 2023 Council Operating Policies and Procedures (PDF)
3. PowerPoint
DISCUSSION/
FINANCIAL
IMPACT:
The purpose of this item is to provide the Council with an opportunity to review and
discuss its current Council Operating Policies and Procedures (Operating Policies).
The Council is also being asked to consider proposed changes that incorporate
direction from the 2023 and 2024 Council retreats and two other changes
recommended by staff. Staff is also prepared to provide background and the legal
requirements involving Council compensation and / or reimbursements.
The proposed language addresses the following:
• Section 9 Boards, Commissions and Committees: Rewrite to incorporate
changes from 2023 Council Retreat.
• Section 3.3.1 Council Attendance: Updating language involving Councilor
attendance at council meetings.
• Section 3.9 Agenda and Supportive Material to the Public: Removing an
outdated section about providing the media with meeting materials.
• Section 3.12.2 Enactment of Ordinances: Adding flexibility in scheduling
ordinance second readings.
The proposed changes start on Page 2 of Attachment 1.
Chapter IV, Section 12 of the Springfield Charter requires that the City Council
annually approve and maintain its Operating Policies and Procedures. Approval
requires a 2/3 Council vote in a regular session and this item will be back before the
Council at the June 17, 2024, regular session.
SPRINGFIELD CITY COUNCIL
OPERATING POLICIES AND PROCEDURES
UPDATED: June 20234
Attachment 1
Page 1 of 35
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Table of Contents
SECTION 1 AUTHORITY ..................................................................................................................................... 1
SECTION 2 OFFICERS OF THE COMMON COUNCIL ................................................................................. 1
2.1 Election of President .......................................................................................................................... 1
2.2 Other Seats ............................................................................................................................................. 1
2.3 Council Vacancy Process ................................................................................................................... 1
SECTION 3 REGULAR MEETINGS OF THE COMMON COUNCIL .......................................................... 1
3.1 Location ................................................................................................................................................... 1
3.2 Time .......................................................................................................................................................... 2
3.3 Mayor and Councilor Attendance .................................................................................................. 2
3.3.1 Notification .................................................................................................................................... 2
3.3.2 Excused Absences ....................................................................................................................... 2
3.3.3 Remote Participation ................................................................................................................. 2
3.4 Public Meetings .................................................................................................................................... 2
3.4.1 Open to the Public....................................................................................................................... 2
3.4.2 Accommodation for Persons with Disabilities ................................................................ 3
3.4.3 Deaf or Hard of Hearing Accommodation ......................................................................... 3
3.5 Council Agenda ..................................................................................................................................... 3
3.5.1 Agenda Items ................................................................................................................................ 3
3.5.2 Other Items .................................................................................................................................... 3
3.5.3 Time Limit...................................................................................................................................... 4
3.6 Correspondence, Petitions, Etc ...................................................................................................... 4
3.6.1 Matters on the Agenda .............................................................................................................. 4
3.6.2 Matters Not on the Agenda ..................................................................................................... 4
3.6.3 Discretionary Matters ............................................................................................................... 4
3.6.4 Withholding an Item .................................................................................................................. 4
3.7 Order of Business ................................................................................................................................ 4
3.8 Recesses and Adjournments ........................................................................................................... 5
3.9 Agenda and Supportive Material to the Public ........................................................................ 5
3.9.1 Public Records Requests .......................................................................................................... 5
3.9.2 Media Requests ............................................................................................................................ 5
3.9.3 Direct Request .............................................................................................................................. 6
Attachment 1
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3.10 Presiding Officer .............................................................................................................................. 6
3.10.1 Call Meetings ............................................................................................................................ 6
3.10.2 Mayor Absence ........................................................................................................................ 6
3.10.3 Mayor and President Absence ........................................................................................... 6
3.10.4 Limitations ................................................................................................................................ 6
3.11 Appeal Hearings ............................................................................................................................... 6
3.11.1 Procedure .................................................................................................................................. 6
3.11.2 Notice .......................................................................................................................................... 6
3.12 Enactment of Ordinance ............................................................................................................... 7
3.12.1 Procedure .................................................................................................................................. 7
3.12.2 Process ........................................................................................................................................ 7
SECTION 4 CONDUCT AT COUNCIL MEETINGS ....................................................................................... 7
4.1 Meeting Conduct .................................................................................................................................. 7
4.2 Procedures ............................................................................................................................................. 7
4.3 Parliamentary Procedure ................................................................................................................. 7
4.4 Motions .................................................................................................................................................... 7
4.5 Motions on Bids and Claims ............................................................................................................ 8
4.6 Informed Public .................................................................................................................................... 8
SECTION 5 COUNCIL WORK SESSIONS ....................................................................................................... 8
5.1 Governing Rules ................................................................................................................................... 8
5.1.1 Location .......................................................................................................................................... 8
5.1.2 Agenda ............................................................................................................................................ 8
5.1.3 Work Sessions .............................................................................................................................. 8
5.1.4 No Work Sessions on Fifth Monday ..................................................................................... 8
5.1.5 Decisions at Work Sessions .................................................................................................... 9
SECTION 6 COUNCIL EXECUTIVE SESSIONS ............................................................................................. 9
6.1 Conduct .................................................................................................................................................... 9
6.2 Final Decisions/Actions .................................................................................................................... 9
6.3 Attendance ............................................................................................................................................. 9
6.4 News Media Attendance Policy ...................................................................................................... 9
6.4.1 Exclusions to Attendance ......................................................................................................... 9
6.4.2 Recognized News Media Organizations ............................................................................. 9
6.4.3 Attendance at Executive Sessions ........................................................................................ 9
6.4.4 Request Form ............................................................................................................................ 10
Attachment 1
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6.4.5 Providing Credentials in Advance ..................................................................................... 10
6.4.6 Recording Devices Prohibited............................................................................................. 10
6.4.7 Application to Boards and Commissions ........................................................................ 10
SECTION 7 CONDUCT AT COUNCIL MEETINGS AND WORK SESSIONS ...................................... 11
7.1 Responsibility for Order ................................................................................................................ 11
7.2 Order and Decorum ......................................................................................................................... 11
7.2.1 Responsibility for Order ........................................................................................................ 11
7.2.2 Warning ....................................................................................................................................... 11
7.2.3 Clearing Council Chambers .................................................................................................. 11
7.3 Flags, Signs, Posters ......................................................................................................................... 12
7.4 Picture Taking and Filming ........................................................................................................... 12
7.5 Limitations on Public Debate ....................................................................................................... 12
7.5.1 Time Limitation ........................................................................................................................ 12
7.5.2 Questions from Audience...................................................................................................... 12
7.5.3 Directed Discussion ................................................................................................................ 12
7.5.4 Request to Speak ...................................................................................................................... 12
7.5.5 Business from the Audience ................................................................................................ 12
7.5.6 Acknowledgement ................................................................................................................... 12
7.5.7 Order of Testimony ................................................................................................................. 13
7.6 Seating Capacity and Safety Requirements ............................................................................ 13
7.6.1 Seating Capacity ....................................................................................................................... 13
7.6.2 No Obstructions ........................................................................................................................ 13
7.7 News Media ......................................................................................................................................... 13
7.7.1 Not Disruptive ........................................................................................................................... 13
7.7.2 Recording Equipment Usage ............................................................................................... 13
7.7.3 Video Tape Equipment Usage ............................................................................................. 13
7.7.4 Still Camera Usage ................................................................................................................... 13
SECTION 8 MISCELLANEOUS CITY COUNCIL POLICIES AND PROCEDURES ............................ 14
8.1 Legal Opinions ................................................................................................................................... 14
8.2 Staff Time ............................................................................................................................................. 14
8.3 Travel Expenses ................................................................................................................................ 14
8.3.1 Reimbursement Request....................................................................................................... 14
8.3.2 Reimbursement Process ....................................................................................................... 14
8.3.3 Accompanying Public Official .............................................................................................. 15
Attachment 1
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8.3.4 Expense Approval .................................................................................................................... 15
8.3.5 Parking Pass ............................................................................................................................... 15
8.3.6 Office Supplies ........................................................................................................................... 15
8.3.7 Cellular Telephone and Internet ........................................................................................ 15
8.4 Mayor and Council Members Speaking to Media or at Events ........................................ 16
8.4.1 Interview or Press Conference ........................................................................................... 16
8.4.2 Speaking Engagement ............................................................................................................ 16
8.5 Public Official Ethics, Public Records, and Public Meetings and Unlawful
Discrimination Laws .................................................................................................................................... 16
8.6 Letter of Support or Opposition .................................................................................................. 17
8.6.1 Council Input ............................................................................................................................. 17
8.6.2 Agenda Review ......................................................................................................................... 17
8.6.3 Council Discussion/Response ............................................................................................. 17
8.6.4 No Position on Quasi-Judicial Land Use Decisions...................................................... 18
8.7 Condolences ........................................................................................................................................ 18
SECTION 9 COUNCIL BOARDS, COMMISSIONS, COMMITTEES AND TASK FORCES............... 18
9.1 Establishing City Boards, Commissions, Committees, and Task Forces...................... 18
9.1.1 Citizen Participation ............................................................................................................... 18
9.1.2 Sources ......................................................................................................................................... 18
9.1.3 Citizen Participation ............................................................................................................... 18
9.1.4 Uniform Rules of Procedure ................................................................................................ 18
9.2 Structuring Boards, Commissions, Committees and Task Forces ................................. 19
9.2.1 Statement of Purpose ............................................................................................................. 19
9.2.2 Mayor Determinations ........................................................................................................... 19
9.2.3 Council Liaison .......................................................................................................................... 19
9.2.4 Member List ............................................................................................................................... 19
9.3 Appointing Board, Commission, Committee and Task Force Members: Definitions,
Nominations and Appointment ............................................................................................................... 19
9.3.1 Council Subcommittees – Three Councilors .................................................................. 19
9.3.2 Council Boards, Commissions, Committee ..................................................................... 19
9.3.3 Mayor’s Committees/Task Forces ..................................................................................... 19
9.3.4 Intergovernmental Committees ......................................................................................... 20
9.3.5 Other Ad Hoc Committees/Task Forces.......................................................................... 20
9.3.6 Council – Officially Recognized – Neighborhood Groups ......................................... 20
Attachment 1
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9.3.7 Vacancies ..................................................................................................................................... 20
9.3.8 Formal Interviews ................................................................................................................... 20
9.3.9 Residency .................................................................................................................................... 21
9.3.10 Serving on Planning Commission or Budget Committee Only ........................... 21
9.3.11 Appointment ......................................................................................................................... 21
9.3.12 Appointment to One Board, Commission or Committee ...................................... 21
9.3.13 Term of Office ....................................................................................................................... 21
9.3.14 Alternate Voting Members ............................................................................................... 21
9.3.15 New Members Briefing ...................................................................................................... 21
9.4 Dissolving Boards, Commissions, Committees and Task Forces ................................... 22
9.5 Board, Commission, Committee and Task Force Operating Policies ............................ 22
9.5.1 Supersede Previous Policies ................................................................................................ 22
9.5.2 Public Meetings Law ............................................................................................................... 22
9.5.3 Notice of Meetings ................................................................................................................... 22
9.5.4 Amendments .............................................................................................................................. 22
9.5.5 Agenda and Minutes ............................................................................................................... 22
9.5.6 Member Removal ..................................................................................................................... 22
9.5.7 Quorum ........................................................................................................................................ 22
9.5.8 Conflicts of Interest ................................................................................................................. 23
9.5.9 Speaking on Behalf of the Board, Commission or Committee ................................ 23
9.6 Communicating with the Mayor and Council ........................................................................ 23
9.6.1 Liaison .......................................................................................................................................... 23
9.6.2 Council Meeting Attendance ................................................................................................ 23
9.6.3 Information Referrals............................................................................................................. 23
9.6.4 Joint Meetings ............................................................................................................................ 24
9.6.5 No Liaison ................................................................................................................................... 24
9.6.6 City Employees ......................................................................................................................... 24
9.6.7 Budget Requests ....................................................................................................................... 24
9.6.8 Minutes ........................................................................................................................................ 24
SECTION 10 AMENDMENTS AND ADDITIONS TO OPERATING POLICIES AND
PROCEDURES ...................................................................................................................................................... 29
10.1 Temporarily Suspended ............................................................................................................ 29
10.1.1 Suspended by Vote .............................................................................................................. 29
10.1.2 Amendments ......................................................................................................................... 29
Attachment 1
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SECTION 1
AUTHORITY
These operating policies and procedures are established and adopted under the authority
granted in the Springfield Charter, Chapter IV, Section 12.
SECTION 2
OFFICERS OF THE COMMON COUNCIL
2.1 Election of President
At the first regular meeting of the Council in January of each odd-numbered year, the
Council shall elect one of its members as President of the Common Council. The duties of
President shall be those specified in the City Charter and any others expressly directed
herein.
2.2 Other Seats
The City Manager, City Recorder, and City Attorney are hereby entitled to seats with the
Common Council.
2.3 Council Vacancy Process
The Council will declare that a vacancy has occurred at a regular meeting.
Before filling a vacancy in an elective office as defined in the Springfield Charter and
notwithstanding a situation where the Council appoints a councilor-elect to fill a vacancy in
the seat to which they were elected before their term starts, the Council shall adopt a
process that may include procedures such as determining qualifications, advertising and
outreach regarding the vacancy, a standard application form, the interview process and
public participation. The Council cannot adopt the process until the public has had an
opportunity to provide comment about the process at a public hearing. The adopted
process will not commence until after the vacating Councilor has vacated their position and
ceased their role.
SECTION 3
REGULAR MEETINGS OF THE COMMON COUNCIL
3.1 Location
The regular meetings of the Common Council shall be held in the Springfield City Hall,
Council Chambers, 225 Fifth Street. Changes of location must be in accordance with City
Code Section 2.050.
Attachment 1
Page 7 of 35
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3.2 Time
The regular meetings shall begin at 7:00 p.m. on the first and third Mondays of each month,
except when that day falls on a legal holiday in which event the Council shall meet on the
next following regular business day at the same time and location. If advised by the City
Manager or when approved by the Mayor or three members of the Council, special
meetings may be scheduled. Regular meetings may be canceled sometime during the
months of March, June, July and August in order to provide a time for spring break or
summer recess, and during the months of December and January to provide a time for a
winter recess.
3.3 Mayor and Councilor Attendance
3.3.1 Notification. As a representative of the electorate, Councilors are expected to
attend all Council work sessions and regular meetings. When it is necessary for a
Councilor to be absent from any meeting of the Council, Councilors are expected to
notify the City Recorder of their planned absence. The City Charter provides that the
position of Mayor or a Council member becomes vacant upon an incumbent’s
unexcused absence from four consecutive regular Council meetings (Springfield
Charter Section 19(10)). Regular meetings are defined in the Springfield Municipal
Code Section 2.055 as meetings held on the 1st and 3rd Mondays of each month.
However, if the Councilor is doing his or her job in representing the electorate,
attendance at both work sessions and regular meetings is necessary.
3.3.2 Excused Absences. Excused absences from Council meetings include:
3.3.2.1 Death in the family
3.3.2.2 Illness
3.3.2.3 Family emergency
3.3.2.4 Scheduled vacations; however, Councilors are encouraged,
when possible, to schedule vacations during scheduled Council
recesses.
3.3.2.5 On city business
3.3.2.6 Employment conflict
3.3.2.7 Other absences as excused by the Mayor or three members of
the Council when the Mayor is not available.
3.3.3 Remote Participation. Councilors may, at their discretion, attend meetings,
regular sessions, and work sessions in-person or virtually.
Intent: Incorporate 2024 Council Retreat Direction.
3.4 Public Meetings
3.4.1 Open to the Public. All meetings of the Council or the Boards, Committees,
and Commissions of the City shall be open to the public and in conformance with
Chapter 192, Oregon revised Statutes, Public Meetings.
Attachment 1
Page 8 of 35
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3.4.2 Accommodation for Persons with Disabilities. The meeting location shall be
accessible to persons with disabilities. Upon request of a person who is deaf or
heard of hearing, the City will make a good faith effort to provide an interpreter at a
regularly scheduled meeting. The request shall be made at least 48 hours in
advance and include the name of the requester and sign language preference.
3.4.3 Deaf or Hard of Hearing Accommodation. For meetings in the Council
Meeting Room, a “Personal PA Receiver” for the hearing impaired is available, as
well as the Induction Loop for the benefit of hearing aid users.
3.5 Council Agenda
3.5.1 Agenda Items. Matters to be considered by the Council at its regular
meetings shall be placed on an agenda to be prepared by the City Manager from the
following materials:
3.5.1.1 All items considered by the Council from work sessions which
require official action of the Council.
3.5.1.2 All items directed by the Mayor or a member of the Council to be
listed on the agenda. Items recommended for discussion by the Mayor
require approval of the Council President. Items recommended by the
Council President require approval of the Mayor. If agreement is not reached,
Council consensus is required in order to add the item to the agenda.
Items recommended for discussion by a Council member require approval of
the Mayor and Council President. If agreement is not reached, a majority of
the Council is required in order to add the item to the agenda.
3.5.1.3 All items deemed appropriate to the City Manager.
3.5.1.4 All items which are required by law to be presented to the Council.
3.5.2 Other Items. The Council may also consider any other item, proposed by the
Mayor, a member of the Council or the City Manager, not included upon the written
agenda.
3.5.2.1 Requests for Proclamation. Organizations or citizens requesting
proclamations that proclaim a specified date or dates to recognize the efforts
of various community groups and individuals on certain projects, shall be
filed with the City Recorder. Upon receipt, the City Recorder will notify the
Mayor of the request. If the Mayor approves the request, the City Recorder
will prepare the proclamation for the Mayor’s signature.
Attachment 1
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3.5.2.2 Reading of Proclamations. It will be at the discretion of the Mayor if
a proclamation will be read at a City Council meeting or presented to the
organization or group. It is preferred that a representative of the requesting
organization be present to receive the proclamation.
3.5.3 Time Limit. Items appearing on the Council agenda shall be assigned a time
limit and the Mayor shall hold discussion to within the time limit, unless the
consensus of the Council is to extend the time limit until an issue or item is
discussed and resolved.
3.6 Correspondence, Petitions, Etc.
Unsolicited written communications such as correspondence and petitions may be
submitted to the City Manager’s Office at any time.
3.6.1 Matters on the Agenda. Unsolicited communications to the mayor and/or
Council concerning matters on an agenda received by 12:00 noon on the Wednesday
preceding the Council meeting for which they are intended shall be forwarded to the
Council in the agenda packet. Any communications submitted without the author’s
name may be put on an agenda but will not normally be accepted by the Council.
3.6.2 Matters Not on the Agenda. Unsolicited communications to the mayor
and/or Council concerning matters that are not on an agenda shall be forwarded to
the mayor and/or Council but shall not be included in an agenda packet.
3.6.3 Discretionary Matters. The City Manager may, in their discretion, bring any
matter raised by an unsolicited communication to the attention of the Council as an
agenda item, provided that such communication is accompanied by an Agenda Item
Summary.
3.6.4 Withholding an Item. The City Manager may withhold any such item from an
agenda so that they can study the issue, question or request.
3.7 Order of Business
The order of business of the Council meetings, unless the Mayor with the consent of a
majority of the Council shall otherwise direct, shall be as follows:
I – Call to Order
II – Roll Call
III – Pledge of Allegiance
IV – Springfield Upbeat
a. Mayor’s Recognition
b. Other
V – Consent Calendar
a. Claims
Attachment 1
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b. Minutes
c. Resolutions
d. Ordinance (Second readings)
e. Other Routine Matters
VI – Items Removed From the Consent Calendar
VII – Public Hearing
a. Consideration of ordinances or resolutions related to public hearings.
VIII – Business From the Audience (limited to 20 minutes total)
IX – Council Response
X – Correspondence and Petitioners
XI – Ordinances (First readings and emergencies)
XII – Bids
XIII – Business From the Council
a. Committee Appointments
b. Committee Reports
c. Other Business
XIV – Business From the City Manager
XV – Business From the City Attorney
3.8 Recesses and Adjournments
The Mayor may recess regular meetings of the City Council for approximately 10 minutes
as needed. The meeting will normally adjourn by 10:00 p.m. except upon vote of a majority
of the Council members present to extend the meeting to a time certain or until an issue or
item is discussed and resolved.
3.9 Agenda and Supportive Material to the Public
3.9.1 Public Records Requests. The City Manager shall provide copies of all public
records to any person requesting that material, in compliance with Chapter 192,
Oregon Revised Statutes, Public Records. A nominal fee for the material may be
charged based upon the cost of copying plus a reasonable administrative charge
based on actual cost.
3.9.2 Media Requests. Paper or electronic copies of the supportive agenda
material will be available to the media, and upon request, to members of the public
at the time distributed to the Council, except for those items exempt from disclosure
under the Oregon Public Records Law (ORS 192.501). Exempt items, except as
hereinafter stated, will nonetheless, normally be included unless the City Manager
affirmatively determines that the public interest would suffer by disclosure, that the
interest in frank internal communications in the particular case outweighs the
public interest in disclosure; or there, upon consultation with the City Attorney, the
public records law affirmatively requires non-disclosure. In accordance with the
law, matters concerning land acquisition, labor negotiations, and litigation will not
be disclosed in advance of the meeting at which they are considered.
Attachment 1
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3.9.3 Direct Request. In the event a request is made for electronic records of any
Council member, the Councilor shall forward the request to the City Manager’s
Office. The City Manager’s Office shall forward any requests of Council Member’s
electronic records to the Council. The City Manager’s Office shall provide the
requested electronic records subject to review by the City Attorney’s Office for any
applicable exemptions under Oregon Public Records Law. The Mayor and remaining
Councilors shall also be notified of the request.
Intent: This section is outdated because the community can access the packet on the
City’s website and the City has a separate policy for public record requests.
3.10 Presiding Officer
3.10.1 Call Meetings. The Mayor shall have the power to call meetings of the Council
and shall preside over the deliberations of the Council which the Mayor attends and
vote only in case of a tie.
3.10.2 Mayor Absence. The President of the Council shall preside over the meetings
of the Council and perform the duties of Mayor when the Mayor is absent from a
Council meeting or the Mayor is unable to function as Mayor. The President of the
Council shall not lose a vote while presiding but shall not gain an additional vote by
reason of presiding.
3.10.3 Mayor and President Absence. In the absence of the Mayor and the President,
if a quorum of the Council is present, the senior member of the Council shall preside
over the meeting as President Pro-Tem. If there is no one senior member of the
Council, Council shall choose, by vote, a President Pro-Tem to preside at that
meeting.
3.10.4 Limitations. The Council President or the Council President Pro-Tem, while
serving as presiding officer, may move, second, and debate from the chair, subject
only to the limitations of debate as are imposed on all members and shall not be
deprived of any of the rights and privileges of a Councilor by reason of acting as
presiding officer.
3.11 Appeal Hearings
3.11.1 Procedure. Appeals may be filed before the City Council on the action of any
appointed body of the Council or staff as provided in the appropriate Code section
governing such actions. In the absence of any procedures, an appeal must be filed
within 10 days of the action.
3.11.2 Notice. All appeal hearings before the city Council shall be scheduled as soon
as possible after the Council is notified of the appeal, allowing sufficient time for
providing the required public notices.
Attachment 1
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3.12 Enactment of Ordinance
3.12.1 Procedure. The procedure and requirements for the enactment of
ordinances shall be as provided in the Charter and in Section 2.105 of the
Springfield Code. The City Manager or their designee will read ordinances by title
only unless otherwise requested by Council.
3.12.2 Process. As provided in Section 2.105, the reading of an ordinance is
considered to have taken place by it being placed on the Council agenda. Ordinances
without the emergency clause will appear on the Council agenda at two consecutive
regular meetings unless otherwise directed by the City Manager. Ordinances
containing an emergency clause are considered to have received two readings by
being placed on the Council agenda at a single meeting. The Council may, by motion,
remove the emergency clause in any ordinance. In all cases, each councilor’s vote
shall be recorded for every ordinance.
Intent: This addition will provide flexibility in scheduling the second reading
because sometimes it is not possible to schedule the second reading for some
ordinances such as annexations or municipal code changes at the next consecutive
regular meeting.
SECTION 4
CONDUCT AT COUNCIL MEETINGS
4.1 Meeting Conduct
The conduct of all meetings of the Council or of any committee appointed by it shall be
governed by Roberts’ Rules of Order, Revised, unless otherwise provided.
4.2 Procedures
The Council will be clear and simple in its procedures and the consideration of matters
coming before it. It should avoid invoking the finer points of parliamentary rules which
may serve only to obscure the issues and to cause audience or citizen misunderstanding of
or misapprehension about actions taken at the meeting.
4.3 Parliamentary Procedure
The City Attorney is designated as parliamentarian for the Council. Questions of
parliamentary rules may be referred, through the presiding officer, to the City Attorney for
interpretation. However, the final ruling rests with the presiding officer.
4.4 Motions
Except as provided for in paragraph 5 below, the President of the Council should ordinarily
present all main motions on business to come before the Council. The second may come
from any member. All members may, however, present motions when appropriate.
Attachment 1
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4.5 Motions on Bids and Claims
Motions on bids and claims shall ordinarily appear on the consent calendar. However, the
Chair of the Finance and Judiciary Committee of the Council may review bids and claims
prior to adoption of these matters.
4.6 Informed Public
It is the policy of the Common Council of the City of Springfield to ensure an informed
public, aware of the deliberations and decisions of this body and its sub-bodies, and of the
information upon which decisions were made. It is further the policy of the City of
Springfield that those decisions be arrived at openly. With the exception of items approved
on the consent calendar, the Mayor and Council members shall be willing to explain the
rationale for each vote during the Council meeting.
SECTION 5
COUNCIL WORK SESSIONS
5.1 Governing Rules
The City Council may have work sessions at which they shall have discussion on topics of
importance to them. The work sessions shall normally be held on the second and fourth
Monday of each month beginning at 5:30 p.m. and may also occur on the first and third
Monday at 6:00 p.m.
5.1.1 Location. The Council shall meet at the same location as the regular Council
meeting, unless otherwise provided by notice.
5.1.2 Agenda. The agenda for the work session shall be prepared by the City
Manager from items:
a. All items directed by the Mayor or any member of the Council to be
listed on the agenda.
b. All items deemed appropriate by the City Manager.
5.1.3 Work Sessions. Work sessions of the City Council will normally adjourn by
10:00 p.m. except upon consent of a majority of the Council members present to
extend the meeting to a time certain or until an issue or item is discussed or
resolved.
5.1.4 No Work Sessions on Fifth Monday. No regular work sessions shall be
scheduled on the fifth Monday of any month or on the fourth Monday during
December. If advised by the City Manager and Council Leadership, special work
sessions may be schedule. Work sessions may also be canceled sometime during the
months of March, June, July and August in order to provide a time for spring break
or summer recess, and during the months of December and January to provide a
time for a winter recess.
Attachment 1
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5.1.5 Decisions at Work Sessions. Decisions made and actions taken at the work
session are informal and must be ratified at a subsequent regular meeting.
SECTION 6
COUNCIL EXECUTIVE SESSIONS
6.1 Conduct
All Executive Sessions of the Common Council shall be called and conducted in accordance
with Chapter 192, Oregon Revised Statutes.
6.2 Final Decisions/Actions
No Executive Session may be held for the purpose of taking any final action or making any
final decision. Final actions and final decisions must be done in open, public meetings of
the Council.
6.3 Attendance
Executive session attendance shall be determined by the Mayor (as the presiding officer) or
the Council. The City Manager may select staff members to be present who have a
demonstrable need for attendance.
6.4 News Media Attendance Policy
6.4.1 Exclusions to Attendance. Representatives of recognized news media may
attend executive sessions, other than those sessions during which the Council
conducts deliberations with persons designated to carry on labor negotiations, or
where the matter involves litigation, and the news media is a party to the litigation.
6.4.2 Recognized News Media Organizations. The following entities are recognized
as news media organizations eligible to attend executive sessions:
a. Daily newspapers, non-daily, and small-market newspapers/publications,
as well as those publications that are released as digital and multiplatform products;
or
b. A newspaper or publication that the City uses for publication of public
notices and that meets the requirements of ORS 193.020; or
c. An entity that is organized and operated to regularly and continuously
publish, broadcast, transmit via television, radio or the internet or otherwise
disseminate news to the public, and that regularly reports on activities of public
concern.
6.4.3 Attendance at Executive Sessions. Representatives of news media
organizations recognized pursuant to Section 6.4.2 shall be allowed to attend
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executive sessions, except as described section 6.4.1 pursuant to the following
process:
a. The representative must provide substantial evidence persuading the City
that he or she is a news reporter for the recognized news media organization. In
making its determination whether to recognize the person as a representative of the
news media organization, the City may require:
(i) A press badge or identification issued by the recognized news
media organization, plus proof of identity (such as a driver’s license); or
(ii) A recently published news article in the recognized news media
organization publication or broadcast, with the person’s byline, or a
masthead showing the person’s name as a member of the news gathering
staff of the news media organization, plus proof of identity; or
(iii) A letter on letterhead from an editor of the recognized news
media organization in which the editor states that the reporter is covering
the meeting for the news media organization, plus proof of identity; or
(iv) Any other credentials or evidence sufficient to demonstrate that
the individual is a representative of the news media.
6.4.4 Request Form. The City requires that requests to be recognized as a
representative of a news media organization be made in writing on a form provided
by the City. The form shall require disclosure of the person’s name, and the entity
for which he or she is a representative and shall require submission of evidence
described in section 6.4.3(a). The form shall also include a certification that the
person is a representative of a recognized news media organization, that the
information given is true, and that the person agrees to comply with ORS
192.660(4). The form will be made available on the City’s webpage and upon
request by any individual.
6.4.5 Providing Credentials in Advance. The City Council is prohibited from making
final decisions on any matter in executive session. Therefore, representatives are
requested to provide the above evidence to persuade the City that they are a
representative of the recognized news media organization in advance of the
scheduled executive session. In the event that a person claiming to be a
representative of the news media fails to provide advance evidence of their
credentials, the representative should either be allowed to attend the executive
session, or the executive session shall be postponed until a later time.
6.4.6 Recording Devices Prohibited. Cameras, tape recorders and other recording
devices shall not be used in executive sessions, except for the official executive
session recordings made by City staff.
6.4.7 Application to Boards and Commissions. These policies and procedures shall
apply to the City Council and all of its boards and commissions.
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SECTION 7
CONDUCT AT COUNCIL MEETINGS AND WORK SESSIONS
7.1 Responsibility for Order
The presiding officer of the Council shall be responsible for ensuring that order and
decorum are maintained during all meetings of the Council. and the City Manager or
designee shall be responsible for providing security at all meetings of the Council and is
responsible for enforcing the rules of conduct as directed by the presiding officer.
7.2 Order and Decorum
7.2.1 Responsibility for Order. Any of the following shall be sufficient cause for the
presiding officer to remove any person from a Council Meeting or City Hall, for the
duration of the meeting:
7.2.1.1 The use of unreasonably loud, disruptive or profane language.
7.2.1.2 The making of loud or disruptive noise.
7.2.1.3 The engaging in violent or distracting action.
7.2.1.4 The willful damage of furnishings or of the interior of the Council
Chamber or City Hall.
7.2.1.5 The refusal to obey any of the rules of conduct provided within this
Section, including the limitations on occupancy and seating capacity.
7.2.1.6 The refusal to obey an order of the presiding officer or an order
issued by any Council member which has been approved by a majority of the
Council members present.
7.2.1.7 Any conduct which obstructs the work or the conducting of business
of the Council.
7.2.2 Warning. Before any person is removed from the meeting for conduct
described in subparagraph 7.2.1, that person shall be given a warning by the
presiding officer to cease that conduct.
7.2.3 Clearing Council Chambers. If a meeting is disrupted by members of the
audience, the presiding officer or a majority of the Council members present may
order that the Council Chambers or City Hall be cleared.
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7.3 Flags, Signs, Posters
No flags, posters, placards, signs or animals, unless authorized by the presiding officer, may
be carried or placed in the Council Chamber, or any meeting hall in which a public hearing
is being held. This restriction shall not apply to armbands, emblems, badges or other
articles worn on personal clothing or individuals, provided that such devices are of such a
size and nature as not to interfere with the vision or hearing of other persons at the
meeting, and providing that such devices do not extend from the body in a manner likely to
cause injury to another.
7.4 Picture Taking and Filming
The taking of photographs in the Council Chamber or City Hall shall be allowed except
when done in violation of Nos. 7.3 and 7.4 of this section.
7.5 Limitations on Public Debate
7.5.1 Time Limitation. Time for testimony by members of the audience at public
hearings or any Council meeting at which the public is invited or allowed to address
the Council may be limited for each speaker and for each subject by the presiding
officer or by majority vote of the Council. In the interest of time, persons addressing
the Council shall limit their remarks to three minutes or less. A person may request
additional time to address the Council if the request is made to the City Manager’s
Office by 12 noon of the Wednesday preceding the Council meeting for which it is
intended and approved by the Mayor.
7.5.2 Questions from Audience. All questions and discussions by members of the
audience shall be directed to the presiding officer.
7.5.3 Directed Discussion. Directed discussion between members of the audience
and Council members or city employees shall be permitted only at the discretion of
the presiding officer.
7.5.4 Request to Speak. Persons attending a Council meeting in person shall give a
completed “Request To Speak” card to the City Recorder. Persons attending a
Council meeting virtually shall notify the City Recorder that they wish to speak by
‘raising their hand’ on the meeting platform application.
7.5.5 Business from the Audience. All public testimony at regular sessions and
work sessions, except at public hearings, shall be under the agenda item, “Business
from the Audience” unless specifically permitted by the presiding officer.
7.5.6 Acknowledgement. All persons addressing the Council shall do so after being
acknowledged by the Presiding Officer. They shall clearly state their name and ward
or location in the UGB, except for land use hearings where providing an address is
necessary to receive notice of a decision for appeal rights. When speaking at public
hearings, persons shall confine their comments to the issue under consideration.
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7.5.7 Order of Testimony. For land use matters, the order of testimony shall be as
prescribed by law. For all other matters, the presiding officer will recognize those
attending the meeting in-person first and then those attending virtually who have
notified the City Recorder that they wish to speak. The presiding officer may also
recognize others in the audience.
7.6 Seating Capacity and Safety Requirements
7.6.1 Seating Capacity. The safe occupancy and seating capacity of the Council
Chambers as determined by the Fire Marshal shall be posted within the Council
Chamber. The limitations on occupancy and seating capacity so determined and
posted shall be complied with at all times.
7.6.2 No Obstructions. Aisles shall be kept clear at all times and persons shall not
obstruct the doorways.
7.7 News Media
7.7.1 Not Disruptive. The provisions of this Section shall not be construed to
prevent news media representatives from performing their duties so long as the
manner of performance is not unreasonably disruptive of the meeting.
7.7.2 Recording Equipment Usage. Representatives of news media organizations
utilizing electronic recording equipment shall use the recording jacks made
available in the Council Chamber for that purpose. Those persons shall not
approach the Council table for the purpose of recording without permission of the
presiding officer.
7.7.3 Video Tape Equipment Usage. Persons using television or video tape
equipment shall set up such equipment and remove the equipment in such a manner
as to cause no disruption or distraction in the meeting. The placement of video
equipment shall be allowed anywhere in the Council Chamber with the exception of
the Council platform.
7.7.4 Still Camera Usage. Persons using still cameras may take photographs from
anywhere in the Council Chamber. Only one photographer may be on the Council
platform at a time; additionally, while photographing from the Council platform,
photographers will be discouraged from using automatic film advancing devices or
flash units.
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SECTION 8
MISCELLANEOUS CITY COUNCIL POLICIES AND PROCEDURES
8.1 Legal Opinions
Members of the City Council requesting a legal opinion from the City Attorney may do so
directly provided the Mayor is aware of the inquiry or to the City Attorney at any official
meeting of the Council.
8.2 Staff Time
The Mayor and City Council member shall refrain from using staff time and incurring
unnecessary cost to the City.
8.3 Travel Expenses
Authorization is needed from the Mayor prior to a Council member taking a trip and
incurring expenses on City-related business.
To receive authorization for attendance at a training or conference (with the exception of
the League of Oregon Cities Conference) the Council member will contact the City
Manager’s office with their request with dates, location, cost and purpose of the training.
The City Manager or their designee, will present the request to the Mayor for review and
approval.
8.3.1 Reimbursement Request. The Mayor and Council members are encouraged
to request reimbursement for actual expenses incurred in their duties as elected
officials. Two methods of reimbursement are available for expenses incurred
related to city business. See Section 8.3.2.
The following expenditure categories qualify for reimbursement:
a. Out of town travel expenses including mileage, meals and lodging (not
included in automatic reimbursement process).
b. Long distance telephone costs (if not issued a city cell phone or cell
phone reimbursement).
c. Additional cellular phone costs related to calls made regarding City of
Springfield business (if not receiving a city cell phone or cell phone
reimbursement).
d. Postage
e. Local mileage and meal expense.
*None of the above items may be paid for by the City in connection with elections or
campaigning for a specific office.
8.3.2 Reimbursement Process.
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a. The Mayor and Council may submit receipts or documentation for
reimbursement related to city business. Receipts and documentation must
be submitted within 60 days of when the city business expense occurred.
b. Monthly Automatic Payments. The Mayor and Council may receive
automatic payments for cell phone and internet services.
8.3.3 Accompanying Public Official. As of 2015, state ethics law allows public
agencies to pay for the cost of admission to, or food or beverage for relatives of a
public official accompanying the public official at a reception, meal or meeting held
by an organization when the public official is there in their official capacity. For
elected officials for the City of Springfield, the following provisions will be allowed:
a. The City will pay for the spouse or relative of an elected official to
attend an event with the elected official two times per fiscal year/per elected
official for an amount not to exceed $100 per event.
8.3.4 Expense Approval. The Mayor will review and approve expense claims
submitted by Council members. The Council President should review and approve
expenditures submitted by the Mayor.
8.3.5 Parking Pass. The City will issue the Mayor and City Council each a parking
pass to allow them to park in City owned permitted parking lots while acting in their
official capacities as Mayor or members of the Council.
8.3.6 Office Supplies. The City should purchase office supplies for the Mayor and
City Council. Such purchases should, when practical, occur through the normal city
purchasing procedures.
8.3.7 Cellular Telephone and Internet. The Mayor and Council may receive
reimbursement for cellular and/or internet services, for city business, or the City
may provide a cellular phone with service, for city use only. The Mayor and Council
also have the option of receiving neither.
8.3.7.1 Internet Services: The Mayor and Council may receive
reimbursement for internet services. Reimbursement will be at the rate of
$40.00 per month. This amount may be re-evaluated at any time staff or
council leadership deems review is necessary (e.g., rate increases).
Policy Guidelines are applicable as noted in (1) City of Springfield
Administrative Regulation No. 04-01.01, Acceptable Use of City Network
Services and Computing Devices; and (2) State Archives Division guidelines
regarding email and retention. Your email system may be subject to review
by someone in the event of a public records request to determine what can
be disclosed.
8.3.7.2 Cellular Telephone: The Mayor and Council can be provided with a
city cell phone, for city use only. The phone is purchased by the City and the
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monthly plan fees are processed directly through the City, by the service
provider.
A secondary option for the Mayor and Council is to use their own cell phone
rather than a city issued telephone. A reimbursement amount of $45 per
month is available for use of personal cell phones. The amount may be re-
evaluated at any time staff or the council leadership deems review is
necessary (e.g., rate increase).
8.3.7.3 Mileage Reimbursement: Mileage reimbursement will be based on
the IRS approved rate.
The Mayor/Council will be provided with a monthly travel report template
which they may use to document their mileage, or they may create their own
document listing mileage to and from meetings or events they attend in their
capacity as an elected official. Once the mileage report is submitted by the
Mayor/Council member and approved (see subsection 3.4 for approval
process) the payment will be processed and provided either through direct
deposit or sent directly to the Mayor/Council member’s home.
8.4 Mayor and Council Members Speaking to Media or at Events
8.4.1 Interview or Press Conference. The Mayor and City Council members shall, if
at all possible, notify the City Manager’s Office and the Mayor if they are asked to do
an interview or initiate a press conference relating to city business or policy prior to
its occurrence. The Mayor or Council member shall clarify what, if any, official
capacity they are representing when speaking to the media.
8.4.2 Speaking Engagement. City Council members shall notify the Council
President if they plan to attend and speak at a community event in their role as a
Council member. At the outset of the event, the Council member shall clarify that
their comments are their own and do not represent that of the full Council.
8.5 Public Official Ethics, Public Records, and Public Meetings and Unlawful
Discrimination Laws
8.5.1 Legal Compliance. All members of the Common Council shall review and
observe the requirements of state laws regarding public official ethics, public
records, public meetings and unlawful discrimination against others because of race,
color, religion, sex, sexual orientation, gender identity, national, origin marital
status, age, disability or other protected class status as defined under Oregon law.
8.5.2 Statement of Economic Interest. 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:
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Mayor and City Council
Planning Commission
Springfield Utility Board
Municipal Judges
City Manager
Intent: Moved this section from Section 9 to be under general language about Oregon
Government Ethics.
8.6 Letter of Support or Opposition
The Mayor and Council often receive requests for a letter of support or opposition on a
particular issue. These requests should be addressed as follows:
8.6.1 Council Input. If the Mayor or a Councilor is being asked to provide the letter
as the Mayor, an individual Councilor or simply as a citizen, they may choose to
forward the request to the other Councilors for their input before submitting their
response or providing the letter; however, it is not required.
8.6.2 Agenda Review. If the request is asking for a position by the entire Council,
and there is sufficient time, the letter is to be provided to the City Manager’s Office
for review at the next available Agenda Review meeting for review by Council
leadership who will provide a proposed response.
The proposed response letter is to be brought to the next Council meeting by the
City Manager with any objections or comments for discussion. Council will make a
motion to approve/approve with changes/or not approve the response letter.
• If the letter is unanimously approved by the Council as written or as
amended, it is signed by the Mayor on behalf of the Council.
• If the letter is approved by the majority of the Council as written or
amended, but not unanimously, the letter will list the number of “yes” and
“no” votes and any abstentions, listing the respective Councilors’ names by
each of the votes.
• If Council chooses not to submit a response letter, a Councilor (preferably
the one receiving the original request) will contact the requestor to let them
know the Council does not wish to take a position on the matter. This would
not preclude a Councilor from taking a position as an individual Councilor or
citizen.
8.6.3 Council Discussion/Response. If there is not sufficient time for the process
above, the letter will be brought directly to the Council for discussion and action on
a response.
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8.6.4 No Position on Quasi-Judicial Land Use Decisions. The Council shall not take
any position on quasi-judicial land use matters which will be considered by the
Planning Commission or City Council.
8.7 Condolences
Council may choose to authorize the purchase of flowers in circumstances where a
community member or a member of the community member’s family has died.
a. The cost of the flowers will have a not to exceed amount of $100, or as may
be limited by the Oregon Government Ethics law and will be sent on behalf of the
Mayor and Council.
b. In lieu of flowers, a donation could be made on behalf of the Mayor and
Council, with a not to exceed amount of $100, or as may be limited by the Oregon
Government Ethics law, to a non-profit organization with a 501(c)(3) designation.
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
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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
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.
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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.
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.
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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
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
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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.
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.
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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
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
Attachment 1
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24
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
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.
9.1 City Boards, Commissions and Committees
9.1.1 Citizen Participation. Springfield’s boards, commissions, committees and
task forces (BCCs) provide an invaluable service to the City and effective citizen
participation is an invaluable tool for local government.
9.1.2 Authority. BCCs originate from different sources such as a state statute, the
Springfield Charter or ordinance. Others are established by direction of the Council
or the Mayor. It is Council discretion as to whether any BCC should be set forth in
the Code by ordinance.
Intent: Sets out purpose and legal authority for BCCs. This section retains most of the
language from the current policies but removes redundancies and the reference to
BCCs being a steppingstone for elected office.
9.2 BCC Categories
Attachment 1
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9.2.1 Council Subcommittee. Council subcommittees are appointed by the Mayor.
They consist of three members of the Council and may include other citizen
representation. Examples of Council subcommittees include the Judiciary & Finance
and Legislative Committees.
9.2.2 Council BCC. Any BCC that is appointed by the Council. Examples of Council
BCCs include the Springfield Police Advisory Committee, Springfield Arts
Commission, the Budget Committee and the Planning Commission.
9.2.3 Mayoral Committee. A committee appointed by the Mayor to carry out a
particular project or task. The Mayor may dissolve the committee or request the
Council to accept it as a permanent committee.
9.2.4 Intergovernmental BCC. A committee formed as a joint effort of more than
one government agency often created through an intergovernmental agreement.
Examples of intergovernmental committees include the Human Services
Commission, Metropolitan Wastewater Management Commission and the Lane
Regional Air Protection Agency.
9.2.5 Other Ad Hoc Committee. The Council may nominate and appoint certain ad
hoc committees to carry out a particular project or task.
Intent: Reformat to set out BCC categories more clearly. The definitions are largely the
same as the current policies. Although not frequently utilized, th e Mayor has the
authority under the Charter to form committees. Also, neighborhood groups are set
out in Springfield Municipal Code.
9.3 BCC Structure
9.3.1 Statement of Purpose. Every BCC will have a specific statement of purpose,
which will be re-examined periodically by the Mayor and Council to determine its
effectiveness.
9.3.2 BCC Size. Unless otherwise provided by state law or the Springfield Charter,
the Mayor will determine the size of the Mayor’s Committees and the Council will
determine the size of the City’s other BCCs.
9.3.3 Council Liaison. The Mayor will appoint a Councilor Liaison to specific BCCs
at the first regular meeting in January following a November general election. The
Councilor Liaison is responsible for coordinating with the respective BCC liaison to
establish a regular communication channel between the Council and the respective
BCC.
9.3.4 BCC Liaison. Most BCCs will appoint a BCC Liaison to coordinate with the
Council and Staff Liaisons. The BCC Liaison can be the BCC chair or someone else
selected by the BCC.
Attachment 1
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9.3.5 Staff Liaison. Most BCCs will also have an assigned staff person whose role is
to provide administrative support for the BCC and to coordinate with the Council
and BCC Liaisons. Staff Liaison members are not employees of a BCC and are
directly responsible to their department director and the City Manager.
9.3.6 Member List. A complete list of members of the City’s various BCCs will be
available in the City Manager’s Office and will be updated and posted on the City’s
website.
9.3.7 Term of Appointment. Unless otherwise provided by law or BCC Bylaws,
terms are 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. Individuals may re-apply
after being off a BCC for one year.
9.3.8 No Alternate Voting Members. There shall be no designation or appointment
of alternate voting members.
9.3.9 Dissolving BCCs. Unless otherwise provided by law, the appointing authority
may dissolve a BCC that, in their opinion, has completed its working function.
Intent: This content is largely unchanged and reorganized for clarity. Current Council
direction is to have all BCCs consist of nine members, but that could change over time
as per Council direction. There are added sections defining the different types of
liaisons and suggested language that the BCC Liaison could also be the BCC Chair
because sometimes there is confusion about selecting a liaison in addition to the
Committee Chair and Vice Chair.
9.4 Board, Commission and Committee Qualifications, Appointment and Removal
9.4.1 Qualifications. Unless otherwise noted in the Bylaws for specific expertise or
residency requirements, all BCC members persons appointed shall be residents or
property owners within Springfield. With the exception of students, all BCC
members must also be registered voters.
9.4.2 Vacancies. BCC vacancies 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 and social media postings, and local advertising.
9.4.3 Written Application. All BCC applicants must submit a written application on
the City’s provided form to the City Manager’s Office prior to consideration by the
Council.
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9.4.4 Interviews. The Mayor and Council will hold interviews of all Council BCC
applicants for positions on all BCCs unless they are reapplying for a second
consecutive term. In that case, the Mayor may determine that an interview is
unnecessary and forward the applicants directly to the Council for approval.
9.4.5 Appointment Process. The Council will be provided with the applications
and interview questions before the interview which will generally be conducted
during work sessions. Following the interviews, the Council will deliberate and
attempt to arrive at a consensus for all BCC member appointments. The Council will
appoint the new BCC members at a subsequent regular meeting by majority vote.
9.4.6 Appointment Considerations. When appointing applicants, the Council will
take into account whether the applicant is being reappointed for a subsequent term,
is currently serving on another governing body or currently appointed to another
BCC. When possible, the Council will appoint applicants to serve only on one BCC
and not appoint members of other governing bodies of another public body to serve
on the Planning Commission or Budget Committee.
9.4.7 Member Removal. All BCC members appointees serve at the pleasure of the
appointing authority. A position may be vacated by the Council when the appointee
has two or more consecutive unexcused absences from BCC meetings in any twelve
consecutive month period. The BCC Chair may also recommend to the Council that a
BCC member be removed that person is found not to meet the BCC’s Bylaws, Code of
Conduct or Guidelines.
Intent: This content is largely unchanged and reorganized for clarity. Specific Notes:
• Removes ‘batch’ recruitment.
• Clarifies that interviews for reappointments can be waived but other applicants
will be interviewed.
• Keeps considerations of not appointing an applicant to more than one
committee and not appointing members of other governing bodies on the
Planning Commission or Budget Committee.
• Provides flexibility in BCC Member removal.
9.5 BCC Procedures
9.5.1 Supersede Previous Policies. These policies shall supersede contrary
provisions of any previous resolutions or adopting bylaws of the various BCCs and
shall be controlling policies for any subsequently adopted BCC. until such time as
expressly repealed, modified, or overruled. except for Intergovernmental BCCs who
are subject to the terms of the applicable intergovernmental agreements and/or
bylaws, where there is any conflict with these Council Operating Policies and
Procedures.
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9.5.2 BCC Bylaws. BCC’s may adopt bylaws or may be subject to more specific
guidelines in state law, municipal code, ordinance, or resolution. All BCC bylaws and
related amendments will be approved by the Council.
9.5.3 Public Meetings Law. All BCCs described in these policies are subject to
public meetings laws of the State of Oregon.
9.5.4 Notice of Meetings. Unless otherwise provided by law, the number of
meetings related to business needs of a BCC 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.
9.5.5 Agenda and Minutes. The Chair and/or Staff Liaison will be responsible for
the agenda of all BCC meetings. Minutes will be kept in accordance with the public
meetings laws of the State of Oregon and provided to the Mayor and Council.
9.5.6 Quorum. Unless otherwise provided by law, a quorum for conducting
business is a simple majority of the membership of the BCC.
9.5.7 Public Official Ethics Laws. All BCC members must comply with Public
Official Ethics laws.
9.5.8 Speaking on Behalf of the BCC or City. Unless specifically directed by the
Council to state the City’s official position on federal, state or county legislative
matters, BCC members shall not lobby other elected bodies or their subcommittees.
An individual member is free to voice a position on an issue as long as they make
clear they are speaking on their own behalf. Violation of this provision may be
cause for removal from a BCC.
9.5.9 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 and Public Meetings laws.
9.5.10 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 Council
every two years.
9.5.11 Budget Requests. BCCs must communicate any budget requests to the
Council through the City Manager consistent with the yearly budget preparation.
9.5.12 Council Meeting Attendance. BCC liaisons are encouraged to attend Council
meetings to keep informed about Council actions. Board Member Liaisons are
responsible for attending Council meetings when input from the respective BCC is
requested.
Attachment 1
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Intent: This section is largely unchanged from the current operating policies and has
been edited for clarity and to remove redundancies.
SECTION 10
AMENDMENTS AND ADDITIONS TO OPERATING POLICIES AND PROCEDURES
10.1 Temporarily Suspended
10.1.1 Suspended by Vote. Unless otherwise superseded by law, any part of these
operating procedures and policies may be temporarily suspended by a two-thirds
vote of those members of the Council present and voting.
10.1.2 Amendments. These operating policies and procedures may be permanently
amended at any meeting at which prior notice of the proposed change was provided
to each member of the Council. A two-thirds vote of those members of the Council
present, and voting is needed to affect an amendment or an addition to these
operating policies and procedures.
Adopted by the Common Council on ______________________________.
___________________________________
Mayor
ATTEST:
___________________________________
City Recorder
Attachment 1
Page 35 of 35
SPRINGFIELD CITY COUNCIL
OPERATING POLICIES AND PROCEDURES
UPDATED: June 2023
Attachment 2
Page 1 of 30
i
Table of Contents
SECTION 1 AUTHORITY ..................................................................................................................................... 1
SECTION 2 OFFICERS OF THE COMMON COUNCIL ................................................................................. 1
2.1 Election of President .......................................................................................................................... 1
2.2 Other Seats ............................................................................................................................................. 1
2.3 Council Vacancy Process ................................................................................................................... 1
SECTION 3 REGULAR MEETINGS OF THE COMMON COUNCIL .......................................................... 1
3.1 Location ................................................................................................................................................... 1
3.2 Time .......................................................................................................................................................... 2
3.3 Mayor and Councilor Attendance .................................................................................................. 2
3.3.1 Notification .................................................................................................................................... 2
3.3.2 Excused Absences ....................................................................................................................... 2
3.3.3 Remote Participation ................................................................................................................. 2
3.4 Public Meetings .................................................................................................................................... 2
3.4.1 Open to the Public....................................................................................................................... 2
3.4.2 Accommodation for Persons with Disabilities ................................................................ 3
3.4.3 Deaf or Hard of Hearing Accommodation ......................................................................... 3
3.5 Council Agenda ..................................................................................................................................... 3
3.5.1 Agenda Items ................................................................................................................................ 3
3.5.2 Other Items .................................................................................................................................... 3
3.5.3 Time Limit...................................................................................................................................... 4
3.6 Correspondence, Petitions, Etc ...................................................................................................... 4
3.6.1 Matters on the Agenda .............................................................................................................. 4
3.6.2 Matters Not on the Agenda ..................................................................................................... 4
3.6.3 Discretionary Matters ............................................................................................................... 4
3.6.4 Withholding an Item .................................................................................................................. 4
3.7 Order of Business ................................................................................................................................ 4
3.8 Recesses and Adjournments ........................................................................................................... 5
3.9 Agenda and Supportive Material to the Public ........................................................................ 5
3.9.1 Public Records Requests .......................................................................................................... 5
3.9.2 Media Requests ............................................................................................................................ 5
3.9.3 Direct Request .............................................................................................................................. 5
Attachment 2
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ii
3.10 Presiding Officer .............................................................................................................................. 6
3.10.1 Call Meetings ............................................................................................................................ 6
3.10.2 Mayor Absence ........................................................................................................................ 6
3.10.3 Mayor and President Absence ........................................................................................... 6
3.10.4 Limitations ................................................................................................................................ 6
3.11 Appeal Hearings ............................................................................................................................... 6
3.11.1 Procedure .................................................................................................................................. 6
3.11.2 Notice .......................................................................................................................................... 6
3.12 Enactment of Ordinance ............................................................................................................... 6
3.12.1 Procedure .................................................................................................................................. 6
3.12.2 Process ........................................................................................................................................ 7
SECTION 4 CONDUCT AT COUNCIL MEETINGS ....................................................................................... 7
4.1 Meeting Conduct .................................................................................................................................. 7
4.2 Procedures ............................................................................................................................................. 7
4.3 Parliamentary Procedure ................................................................................................................. 7
4.4 Motions .................................................................................................................................................... 7
4.5 Motions on Bids and Claims ............................................................................................................ 7
4.6 Informed Public .................................................................................................................................... 8
SECTION 5 COUNCIL WORK SESSIONS ....................................................................................................... 8
5.1 Governing Rules ................................................................................................................................... 8
5.1.1 Location .......................................................................................................................................... 8
5.1.2 Agenda ............................................................................................................................................ 8
5.1.3 Work Sessions .............................................................................................................................. 8
5.1.4 No Work Sessions on Fifth Monday ..................................................................................... 8
5.1.5 Decisions at Work Sessions .................................................................................................... 8
SECTION 6 COUNCIL EXECUTIVE SESSIONS ............................................................................................. 9
6.1 Conduct .................................................................................................................................................... 9
6.2 Final Decisions/Actions .................................................................................................................... 9
6.3 Attendance ............................................................................................................................................. 9
6.4 News Media Attendance Policy ...................................................................................................... 9
6.4.1 Exclusions to Attendance ......................................................................................................... 9
6.4.2 Recognized News Media Organizations ............................................................................. 9
6.4.3 Attendance at Executive Sessions ........................................................................................ 9
6.4.4 Request Form ............................................................................................................................ 10
Attachment 2
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iii
6.4.5 Providing Credentials in Advance ..................................................................................... 10
6.4.6 Recording Devices Prohibited............................................................................................. 10
6.4.7 Application to Boards and Commissions ........................................................................ 10
SECTION 7 CONDUCT AT COUNCIL MEETINGS AND WORK SESSIONS ...................................... 10
7.1 Responsibility for Order ................................................................................................................ 10
7.2 Order and Decorum ......................................................................................................................... 11
7.2.1 Responsibility for Order ........................................................................................................ 11
7.2.2 Warning ....................................................................................................................................... 11
7.2.3 Clearing Council Chambers .................................................................................................. 11
7.3 Flags, Signs, Posters ......................................................................................................................... 11
7.4 Picture Taking and Filming ........................................................................................................... 12
7.5 Limitations on Public Debate ....................................................................................................... 12
7.5.1 Time Limitation ........................................................................................................................ 12
7.5.2 Questions from Audience...................................................................................................... 12
7.5.3 Directed Discussion ................................................................................................................ 12
7.5.4 Request to Speak ...................................................................................................................... 12
7.5.5 Business from the Audience ................................................................................................ 12
7.5.6 Acknowledgement ................................................................................................................... 12
7.5.7 Order of Testimony ................................................................................................................. 12
7.6 Seating Capacity and Safety Requirements ............................................................................ 13
7.6.1 Seating Capacity ....................................................................................................................... 13
7.6.2 No Obstructions ........................................................................................................................ 13
7.7 News Media ......................................................................................................................................... 13
7.7.1 Not Disruptive ........................................................................................................................... 13
7.7.2 Recording Equipment Usage ............................................................................................... 13
7.7.3 Video Tape Equipment Usage ............................................................................................. 13
7.7.4 Still Camera Usage ................................................................................................................... 13
SECTION 8 MISCELLANEOUS CITY COUNCIL POLICIES AND PROCEDURES ............................ 13
8.1 Legal Opinions ................................................................................................................................... 13
8.2 Staff Time ............................................................................................................................................. 13
8.3 Travel Expenses ................................................................................................................................ 14
8.3.1 Reimbursement Request....................................................................................................... 14
8.3.2 Reimbursement Process ....................................................................................................... 14
8.3.3 Accompanying Public Official .............................................................................................. 14
Attachment 2
Page 4 of 30
iv
8.3.4 Expense Approval .................................................................................................................... 15
8.3.5 Parking Pass ............................................................................................................................... 15
8.3.6 Office Supplies ........................................................................................................................... 15
8.3.7 Cellular Telephone and Internet ........................................................................................ 15
8.4 Mayor and Council Members Speaking to Media or at Events ........................................ 16
8.4.1 Interview or Press Conference ........................................................................................... 16
8.4.2 Speaking Engagement ............................................................................................................ 16
8.5 Public Official Ethics, Public Records, and Public Meetings and Unlawful
Discrimination Laws .................................................................................................................................... 16
8.6 Letter of Support or Opposition .................................................................................................. 16
8.6.1 Council Input ............................................................................................................................. 16
8.6.2 Agenda Review ......................................................................................................................... 16
8.6.3 Council Discussion/Response ............................................................................................. 17
8.6.4 No Position on Quasi-Judicial Land Use Decisions...................................................... 17
8.7 Condolences ........................................................................................................................................ 17
SECTION 9 COUNCIL BOARDS, COMMISSIONS, COMMITTEES AND TASK FORCES............... 17
9.1 Establishing City Boards, Commissions, Committees, and Task Forces...................... 17
9.1.1 Citizen Participation ............................................................................................................... 17
9.1.2 Sources ......................................................................................................................................... 17
9.1.3 Citizen Participation ............................................................................................................... 18
9.1.4 Uniform Rules of Procedure ................................................................................................ 18
9.2 Structuring Boards, Commissions, Committees and Task Forces ................................. 18
9.2.1 Statement of Purpose ............................................................................................................. 18
9.2.2 Mayor Determinations ........................................................................................................... 18
9.2.3 Council Liaison .......................................................................................................................... 18
9.2.4 Member List ............................................................................................................................... 18
9.3 Appointing Board, Commission, Committee and Task Force Members: Definitions,
Nominations and Appointment ............................................................................................................... 19
9.3.1 Council Subcommittees – Three Councilors .................................................................. 19
9.3.2 Council Boards, Commissions, Committee ..................................................................... 19
9.3.3 Mayor’s Committees/Task Forces ..................................................................................... 19
9.3.4 Intergovernmental Committees ......................................................................................... 19
9.3.5 Other Ad Hoc Committees/Task Forces.......................................................................... 19
9.3.6 Council – Officially Recognized – Neighborhood Groups ......................................... 19
Attachment 2
Page 5 of 30
v
9.3.7 Vacancies ..................................................................................................................................... 19
9.3.8 Formal Interviews ................................................................................................................... 20
9.3.9 Residency .................................................................................................................................... 20
9.3.10 Serving on Planning Commission or Budget Committee Only ........................... 20
9.3.11 Appointment ......................................................................................................................... 20
9.3.12 Appointment to One Board, Commission or Committee ...................................... 21
9.3.13 Term of Office ....................................................................................................................... 21
9.3.14 Alternate Voting Members ............................................................................................... 21
9.3.15 New Members Briefing ...................................................................................................... 21
9.4 Dissolving Boards, Commissions, Committees and Task Forces ................................... 21
9.5 Board, Commission, Committee and Task Force Operating Policies ............................ 21
9.5.1 Supersede Previous Policies ................................................................................................ 21
9.5.2 Public Meetings Law ............................................................................................................... 21
9.5.3 Notice of Meetings ................................................................................................................... 21
9.5.4 Amendments .............................................................................................................................. 22
9.5.5 Agenda and Minutes ............................................................................................................... 22
9.5.6 Member Removal ..................................................................................................................... 22
9.5.7 Quorum ........................................................................................................................................ 22
9.5.8 Conflicts of Interest ................................................................................................................. 22
9.5.9 Speaking on Behalf of the Board, Commission or Committee ................................ 22
9.6 Communicating with the Mayor and Council ........................................................................ 23
9.6.1 Liaison .......................................................................................................................................... 23
9.6.2 Council Meeting Attendance ................................................................................................ 23
9.6.3 Information Referrals............................................................................................................. 23
9.6.4 Joint Meetings ............................................................................................................................ 23
9.6.5 No Liaison ................................................................................................................................... 23
9.6.6 City Employees ......................................................................................................................... 23
9.6.7 Budget Requests ....................................................................................................................... 23
9.6.8 Minutes ........................................................................................................................................ 23
SECTION 10 AMENDMENTS AND ADDITIONS TO OPERATING POLICIES AND
PROCEDURES ...................................................................................................................................................... 24
10.1 Temporarily Suspended ............................................................................................................ 24
10.1.1 Suspended by Vote .............................................................................................................. 24
10.1.2 Amendments ......................................................................................................................... 24
Attachment 2
Page 6 of 30
1
SECTION 1
AUTHORITY
These operating policies and procedures are established and adopted under the authority
granted in the Springfield Charter, Chapter IV, Section 12.
SECTION 2
OFFICERS OF THE COMMON COUNCIL
2.1 Election of President
At the first regular meeting of the Council in January of each odd-numbered year, the
Council shall elect one of its members as President of the Common Council. The duties of
President shall be those specified in the City Charter and any others expressly directed
herein.
2.2 Other Seats
The City Manager, City Recorder, and City Attorney are hereby entitled to seats with the
Common Council.
2.3 Council Vacancy Process
The Council will declare that a vacancy has occurred at a regular meeting.
Before filling a vacancy in an elective office as defined in the Springfield Charter and
notwithstanding a situation where the Council appoints a councilor-elect to fill a vacancy in
the seat to which they were elected before their term starts, the Council shall adopt a
process that may include procedures such as determining qualifications, advertising and
outreach regarding the vacancy, a standard application form, the interview process and
public participation. The Council cannot adopt the process until the public has had an
opportunity to provide comment about the process at a public hearing. The adopted
process will not commence until after the vacating Councilor has vacated their position and
ceased their role.
SECTION 3
REGULAR MEETINGS OF THE COMMON COUNCIL
3.1 Location
The regular meetings of the Common Council shall be held in the Springfield City Hall,
Council Chambers, 225 Fifth Street. Changes of location must be in accordance with City
Code Section 2.050.
Attachment 2
Page 7 of 30
2
3.2 Time
The regular meetings shall begin at 7:00 p.m. on the first and third Mondays of each month,
except when that day falls on a legal holiday in which event the Council shall meet on the
next following regular business day at the same time and location. If advised by the City
Manager or when approved by the Mayor or three members of the Council, special
meetings may be scheduled. Regular meetings may be canceled sometime during the
months of March, June, July and August in order to provide a time for spring break or
summer recess, and during the months of December and January to provide a time for a
winter recess.
3.3 Mayor and Councilor Attendance
3.3.1 Notification. As a representative of the electorate, Councilors are expected to
attend all Council work sessions and regular meetings. When it is necessary for a
Councilor to be absent from any meeting of the Council, Councilors are expected to
notify the City Recorder of their planned absence. The City Charter provides that the
position of Mayor or a Council member becomes vacant upon an incumbent’s
unexcused absence from four consecutive regular Council meetings (Springfield
Charter Section 19(10)). Regular meetings are defined in the Springfield Municipal
Code Section 2.055 as meetings held on the 1st and 3rd Mondays of each month.
However, if the Councilor is doing his or her job in representing the electorate,
attendance at both work sessions and regular meetings is necessary.
3.3.2 Excused Absences. Excused absences from Council meetings include:
3.3.2.1 Death in the family
3.3.2.2 Illness
3.3.2.3 Family emergency
3.3.2.4 Scheduled vacations; however, Councilors are encouraged,
when possible, to schedule vacations during scheduled Council
recesses.
3.3.2.5 On city business
3.3.2.6 Employment conflict
3.3.2.7 Other absences as excused by the Mayor or three members of
the Council when the Mayor is not available.
3.3.3 Remote Participation. Councilors may, at their discretion, attend meetings,
regular sessions, and work sessions in-person or virtually.
3.4 Public Meetings
3.4.1 Open to the Public. All meetings of the Council or the Boards, Committees,
and Commissions of the City shall be open to the public and in conformance with
Chapter 192, Oregon revised Statutes, Public Meetings.
Attachment 2
Page 8 of 30
3
3.4.2 Accommodation for Persons with Disabilities. The meeting location shall be
accessible to persons with disabilities. Upon request of a person who is deaf or
heard of hearing, the City will make a good faith effort to provide an interpreter at a
regularly scheduled meeting. The request shall be made at least 48 hours in
advance and include the name of the requester and sign language preference.
3.4.3 Deaf or Hard of Hearing Accommodation. For meetings in the Council
Meeting Room, a “Personal PA Receiver” for the hearing impaired is available, as
well as the Induction Loop for the benefit of hearing aid users.
3.5 Council Agenda
3.5.1 Agenda Items. Matters to be considered by the Council at its regular
meetings shall be placed on an agenda to be prepared by the City Manager from the
following materials:
3.5.1.1 All items considered by the Council from work sessions which
require official action of the Council.
3.5.1.2 All items directed by the Mayor or a member of the Council to be
listed on the agenda. Items recommended for discussion by the Mayor
require approval of the Council President. Items recommended by the
Council President require approval of the Mayor. If agreement is not reached,
Council consensus is required in order to add the item to the agenda.
Items recommended for discussion by a Council member require approval of
the Mayor and Council President. If agreement is not reached, a majority of
the Council is required in order to add the item to the agenda.
3.5.1.3 All items deemed appropriate to the City Manager.
3.5.1.4 All items which are required by law to be presented to the Council.
3.5.2 Other Items. The Council may also consider any other item, proposed by the
Mayor, a member of the Council or the City Manager, not included upon the written
agenda.
3.5.2.1 Requests for Proclamation. Organizations or citizens requesting
proclamations that proclaim a specified date or dates to recognize the efforts
of various community groups and individuals on certain projects, shall be
filed with the City Recorder. Upon receipt, the City Recorder will notify the
Mayor of the request. If the Mayor approves the request, the City Recorder
will prepare the proclamation for the Mayor’s signature.
3.5.2.2 Reading of Proclamations. It will be at the discretion of the Mayor if
a proclamation will be read at a City Council meeting or presented to the
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organization or group. It is preferred that a representative of the requesting
organization be present to receive the proclamation.
3.5.3 Time Limit. Items appearing on the Council agenda shall be assigned a time
limit and the Mayor shall hold discussion to within the time limit, unless the
consensus of the Council is to extend the time limit until an issue or item is
discussed and resolved.
3.6 Correspondence, Petitions, Etc.
Unsolicited written communications such as correspondence and petitions may be
submitted to the City Manager’s Office at any time.
3.6.1 Matters on the Agenda. Unsolicited communications to the mayor and/or
Council concerning matters on an agenda received by 12:00 noon on the Wednesday
preceding the Council meeting for which they are intended shall be forwarded to the
Council in the agenda packet. Any communications submitted without the author’s
name may be put on an agenda but will not normally be accepted by the Council.
3.6.2 Matters Not on the Agenda. Unsolicited communications to the mayor
and/or Council concerning matters that are not on an agenda shall be forwarded to
the mayor and/or Council but shall not be included in an agenda packet.
3.6.3 Discretionary Matters. The City Manager may, in their discretion, bring any
matter raised by an unsolicited communication to the attention of the Council as an
agenda item, provided that such communication is accompanied by an Agenda Item
Summary.
3.6.4 Withholding an Item. The City Manager may withhold any such item from an
agenda so that they can study the issue, question or request.
3.7 Order of Business
The order of business of the Council meetings, unless the Mayor with the consent of a
majority of the Council shall otherwise direct, shall be as follows:
I – Call to Order
II – Roll Call
III – Pledge of Allegiance
IV – Springfield Upbeat
a. Mayor’s Recognition
b. Other
V – Consent Calendar
a. Claims
b. Minutes
c. Resolutions
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d. Ordinance (Second readings)
e. Other Routine Matters
VI – Items Removed From the Consent Calendar
VII – Public Hearing
a. Consideration of ordinances or resolutions related to public hearings.
VIII – Business From the Audience (limited to 20 minutes total)
IX – Council Response
X – Correspondence and Petitioners
XI – Ordinances (First readings and emergencies)
XII – Bids
XIII – Business From the Council
a. Committee Appointments
b. Committee Reports
c. Other Business
XIV – Business From the City Manager
XV – Business From the City Attorney
3.8 Recesses and Adjournments
The Mayor may recess regular meetings of the City Council for approximately 10 minutes
as needed. The meeting will normally adjourn by 10:00 p.m. except upon vote of a majority
of the Council members present to extend the meeting to a time certain or until an issue or
item is discussed and resolved.
3.9 Agenda and Supportive Material to the Public
3.9.1 Public Records Requests. The City Manager shall provide copies of all public
records to any person requesting that material, in compliance with Chapter 192,
Oregon Revised Statutes, Public Records. A nominal fee for the material may be
charged based upon the cost of copying plus a reasonable administrative charge
based on actual cost.
3.9.2 Media Requests. Paper or electronic copies of the supportive agenda
material will be available to the media, and upon request, to members of the public
at the time distributed to the Council, except for those items exempt from disclosure
under the Oregon Public Records Law (ORS 192.501). Exempt items, except as
hereinafter stated, will nonetheless, normally be included unless the City Manager
affirmatively determines that the public interest would suffer by disclosure, that the
interest in frank internal communications in the particular case outweighs the
public interest in disclosure; or there, upon consultation with the City Attorney, the
public records law affirmatively requires non-disclosure. In accordance with the
law, matters concerning land acquisition, labor negotiations, and litigation will not
be disclosed in advance of the meeting at which they are considered.
3.9.3 Direct Request. In the event a request is made for electronic records of any
Council member, the Councilor shall forward the request to the City Manager’s
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Office. The City Manager’s Office shall forward any requests of Council Member’s
electronic records to the Council. The City Manager’s Office shall provide the
requested electronic records subject to review by the City Attorney’s Office for any
applicable exemptions under Oregon Public Records Law. The Mayor and remaining
Councilors shall also be notified of the request.
3.10 Presiding Officer
3.10.1 Call Meetings. The Mayor shall have the power to call meetings of the Council
and shall preside over the deliberations of the Council which the Mayor attends and
vote only in case of a tie.
3.10.2 Mayor Absence. The President of the Council shall preside over the meetings
of the Council and perform the duties of Mayor when the Mayor is absent from a
Council meeting or the Mayor is unable to function as Mayor. The President of the
Council shall not lose a vote while presiding but shall not gain an additional vote by
reason of presiding.
3.10.3 Mayor and President Absence. In the absence of the Mayor and the President,
if a quorum of the Council is present, the senior member of the Council shall preside
over the meeting as President Pro-Tem. If there is no one senior member of the
Council, Council shall choose, by vote, a President Pro-Tem to preside at that
meeting.
3.10.4 Limitations. The Council President or the Council President Pro-Tem, while
serving as presiding officer, may move, second, and debate from the chair, subject
only to the limitations of debate as are imposed on all members and shall not be
deprived of any of the rights and privileges of a Councilor by reason of acting as
presiding officer.
3.11 Appeal Hearings
3.11.1 Procedure. Appeals may be filed before the City Council on the action of any
appointed body of the Council or staff as provided in the appropriate Code section
governing such actions. In the absence of any procedures, an appeal must be filed
within 10 days of the action.
3.11.2 Notice. All appeal hearings before the city Council shall be scheduled as soon
as possible after the Council is notified of the appeal, allowing sufficient time for
providing the required public notices.
3.12 Enactment of Ordinance
3.12.1 Procedure. The procedure and requirements for the enactment of
ordinances shall be as provided in the Charter and in Section 2.105 of the
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Springfield Code. The City Manager or their designee will read ordinances by title
only unless otherwise requested by Council.
3.12.2 Process. As provided in Section 2.105, the reading of an ordinance is
considered to have taken place by it being placed on the Council agenda. Ordinances
without the emergency clause will appear on the Council agenda at two consecutive
regular meetings. Ordinances containing an emergency clause are considered to
have received two readings by being placed on the Council agenda at a single
meeting. The Council may, by motion, remove the emergency clause in any
ordinance. In all cases, each councilor’s vote shall be recorded for every ordinance.
SECTION 4
CONDUCT AT COUNCIL MEETINGS
4.1 Meeting Conduct
The conduct of all meetings of the Council or of any committee appointed by it shall be
governed by Roberts’ Rules of Order, Revised, unless otherwise provided.
4.2 Procedures
The Council will be clear and simple in its procedures and the consideration of matters
coming before it. It should avoid invoking the finer points of parliamentary rules which
may serve only to obscure the issues and to cause audience or citizen misunderstanding of
or misapprehension about actions taken at the meeting.
4.3 Parliamentary Procedure
The City Attorney is designated as parliamentarian for the Council. Questions of
parliamentary rules may be referred, through the presiding officer, to the City Attorney for
interpretation. However, the final ruling rests with the presiding officer.
4.4 Motions
Except as provided for in paragraph 5 below, the President of the Council should ordinarily
present all main motions on business to come before the Council. The second may come
from any member. All members may, however, present motions when appropriate.
4.5 Motions on Bids and Claims
Motions on bids and claims shall ordinarily appear on the consent calendar. However, the
Chair of the Finance and Judiciary Committee of the Council may review bids and claims
prior to adoption of these matters.
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4.6 Informed Public
It is the policy of the Common Council of the City of Springfield to ensure an informed
public, aware of the deliberations and decisions of this body and its sub-bodies, and of the
information upon which decisions were made. It is further the policy of the City of
Springfield that those decisions be arrived at openly. With the exception of items approved
on the consent calendar, the Mayor and Council members shall be willing to explain the
rationale for each vote during the Council meeting.
SECTION 5
COUNCIL WORK SESSIONS
5.1 Governing Rules
The City Council may have work sessions at which they shall have discussion on topics of
importance to them. The work sessions shall normally be held on the second and fourth
Monday of each month beginning at 5:30 p.m. and may also occur on the first and third
Monday at 6:00 p.m.
5.1.1 Location. The Council shall meet at the same location as the regular Council
meeting, unless otherwise provided by notice.
5.1.2 Agenda. The agenda for the work session shall be prepared by the City
Manager from items:
a. All items directed by the Mayor or any member of the Council to be
listed on the agenda.
b. All items deemed appropriate by the City Manager.
5.1.3 Work Sessions. Work sessions of the City Council will normally adjourn by
10:00 p.m. except upon consent of a majority of the Council members present to
extend the meeting to a time certain or until an issue or item is discussed or
resolved.
5.1.4 No Work Sessions on Fifth Monday. No regular work sessions shall be
scheduled on the fifth Monday of any month or on the fourth Monday during
December. If advised by the City Manager and Council Leadership, special work
sessions may be schedule. Work sessions may also be canceled sometime during the
months of March, June, July and August in order to provide a time for spring break
or summer recess, and during the months of December and January to provide a
time for a winter recess.
5.1.5 Decisions at Work Sessions. Decisions made and actions taken at the work
session are informal and must be ratified at a subsequent regular meeting.
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SECTION 6
COUNCIL EXECUTIVE SESSIONS
6.1 Conduct
All Executive Sessions of the Common Council shall be called and conducted in accordance
with Chapter 192, Oregon Revised Statutes.
6.2 Final Decisions/Actions
No Executive Session may be held for the purpose of taking any final action or making any
final decision. Final actions and final decisions must be done in open, public meetings of
the Council.
6.3 Attendance
Executive session attendance shall be determined by the Mayor (as the presiding officer) or
the Council. The City Manager may select staff members to be present who have a
demonstrable need for attendance.
6.4 News Media Attendance Policy
6.4.1 Exclusions to Attendance. Representatives of recognized news media may
attend executive sessions, other than those sessions during which the Council
conducts deliberations with persons designated to carry on labor negotiations, or
where the matter involves litigation, and the news media is a party to the litigation.
6.4.2 Recognized News Media Organizations. The following entities are recognized
as news media organizations eligible to attend executive sessions:
a. Daily newspapers, non-daily, and small-market newspapers/publications,
as well as those publications that are released as digital and multiplatform products;
or
b. A newspaper or publication that the City uses for publication of public
notices and that meets the requirements of ORS 193.020; or
c. An entity that is organized and operated to regularly and continuously
publish, broadcast, transmit via television, radio or the internet or otherwise
disseminate news to the public, and that regularly reports on activities of public
concern.
6.4.3 Attendance at Executive Sessions. Representatives of news media
organizations recognized pursuant to Section 6.4.2 shall be allowed to attend
executive sessions, except as described section 6.4.1 pursuant to the following
process:
a. The representative must provide substantial evidence persuading the City
that he or she is a news reporter for the recognized news media organization. In
making its determination whether to recognize the person as a representative of the
news media organization, the City may require:
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(i) A press badge or identification issued by the recognized news
media organization, plus proof of identity (such as a driver’s license); or
(ii) A recently published news article in the recognized news media
organization publication or broadcast, with the person’s byline, or a
masthead showing the person’s name as a member of the news gathering
staff of the news media organization, plus proof of identity; or
(iii) A letter on letterhead from an editor of the recognized news
media organization in which the editor states that the reporter is covering
the meeting for the news media organization, plus proof of identity; or
(iv) Any other credentials or evidence sufficient to demonstrate that
the individual is a representative of the news media.
6.4.4 Request Form. The City requires that requests to be recognized as a
representative of a news media organization be made in writing on a form provided
by the City. The form shall require disclosure of the person’s name, and the entity
for which he or she is a representative and shall require submission of evidence
described in section 6.4.3(a). The form shall also include a certification that the
person is a representative of a recognized news media organization, that the
information given is true, and that the person agrees to comply with ORS
192.660(4). The form will be made available on the City’s webpage and upon
request by any individual.
6.4.5 Providing Credentials in Advance. The City Council is prohibited from making
final decisions on any matter in executive session. Therefore, representatives are
requested to provide the above evidence to persuade the City that they are a
representative of the recognized news media organization in advance of the
scheduled executive session. In the event that a person claiming to be a
representative of the news media fails to provide advance evidence of their
credentials, the representative should either be allowed to attend the executive
session, or the executive session shall be postponed until a later time.
6.4.6 Recording Devices Prohibited. Cameras, tape recorders and other recording
devices shall not be used in executive sessions, except for the official executive
session recordings made by City staff.
6.4.7 Application to Boards and Commissions. These policies and procedures shall
apply to the City Council and all of its boards and commissions.
SECTION 7
CONDUCT AT COUNCIL MEETINGS AND WORK SESSIONS
7.1 Responsibility for Order
The presiding officer of the Council shall be responsible for ensuring that order and
decorum are maintained during all meetings of the Council. and the City Manager or
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designee shall be responsible for providing security at all meetings of the Council and is
responsible for enforcing the rules of conduct as directed by the presiding officer.
7.2 Order and Decorum
7.2.1 Responsibility for Order. Any of the following shall be sufficient cause for the
presiding officer to remove any person from a Council Meeting or City Hall, for the
duration of the meeting:
7.2.1.1 The use of unreasonably loud, disruptive or profane language.
7.2.1.2 The making of loud or disruptive noise.
7.2.1.3 The engaging in violent or distracting action.
7.2.1.4 The willful damage of furnishings or of the interior of the Council
Chamber or City Hall.
7.2.1.5 The refusal to obey any of the rules of conduct provided within this
Section, including the limitations on occupancy and seating capacity.
7.2.1.6 The refusal to obey an order of the presiding officer or an order
issued by any Council member which has been approved by a majority of the
Council members present.
7.2.1.7 Any conduct which obstructs the work or the conducting of business
of the Council.
7.2.2 Warning. Before any person is removed from the meeting for conduct
described in subparagraph 7.2.1, that person shall be given a warning by the
presiding officer to cease that conduct.
7.2.3 Clearing Council Chambers. If a meeting is disrupted by members of the
audience, the presiding officer or a majority of the Council members present may
order that the Council Chambers or City Hall be cleared.
7.3 Flags, Signs, Posters
No flags, posters, placards, signs or animals, unless authorized by the presiding officer, may
be carried or placed in the Council Chamber, or any meeting hall in which a public hearing
is being held. This restriction shall not apply to armbands, emblems, badges or other
articles worn on personal clothing or individuals, provided that such devices are of such a
size and nature as not to interfere with the vision or hearing of other persons at the
meeting, and providing that such devices do not extend from the body in a manner likely to
cause injury to another.
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7.4 Picture Taking and Filming
The taking of photographs in the Council Chamber or City Hall shall be allowed except
when done in violation of Nos. 7.3 and 7.4 of this section.
7.5 Limitations on Public Debate
7.5.1 Time Limitation. Time for testimony by members of the audience at public
hearings or any Council meeting at which the public is invited or allowed to address
the Council may be limited for each speaker and for each subject by the presiding
officer or by majority vote of the Council. In the interest of time, persons addressing
the Council shall limit their remarks to three minutes or less. A person may request
additional time to address the Council if the request is made to the City Manager’s
Office by 12 noon of the Wednesday preceding the Council meeting for which it is
intended and approved by the Mayor.
7.5.2 Questions from Audience. All questions and discussions by members of the
audience shall be directed to the presiding officer.
7.5.3 Directed Discussion. Directed discussion between members of the audience
and Council members or city employees shall be permitted only at the discretion of
the presiding officer.
7.5.4 Request to Speak. Persons attending a Council meeting in person shall give a
completed “Request To Speak” card to the City Recorder. Persons attending a
Council meeting virtually shall notify the City Recorder that they wish to speak by
‘raising their hand’ on the meeting platform application.
7.5.5 Business from the Audience. All public testimony at regular sessions and
work sessions, except at public hearings, shall be under the agenda item, “Business
from the Audience” unless specifically permitted by the presiding officer.
7.5.6 Acknowledgement. All persons addressing the Council shall do so after being
acknowledged by the Presiding Officer. They shall clearly state their name and ward
or location in the UGB, except for land use hearings where providing an address is
necessary to receive notice of a decision for appeal rights. When speaking at public
hearings, persons shall confine their comments to the issue under consideration.
7.5.7 Order of Testimony. For land use matters, the order of testimony shall be as
prescribed by law. For all other matters, the presiding officer will recognize those
attending the meeting in-person first and then those attending virtually who have
notified the City Recorder that they wish to speak. The presiding officer may also
recognize others in the audience.
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7.6 Seating Capacity and Safety Requirements
7.6.1 Seating Capacity. The safe occupancy and seating capacity of the Council
Chambers as determined by the Fire Marshal shall be posted within the Council
Chamber. The limitations on occupancy and seating capacity so determined and
posted shall be complied with at all times.
7.6.2 No Obstructions. Aisles shall be kept clear at all times and persons shall not
obstruct the doorways.
7.7 News Media
7.7.1 Not Disruptive. The provisions of this Section shall not be construed to
prevent news media representatives from performing their duties so long as the
manner of performance is not unreasonably disruptive of the meeting.
7.7.2 Recording Equipment Usage. Representatives of news media organizations
utilizing electronic recording equipment shall use the recording jacks made
available in the Council Chamber for that purpose. Those persons shall not
approach the Council table for the purpose of recording without permission of the
presiding officer.
7.7.3 Video Tape Equipment Usage. Persons using television or video tape
equipment shall set up such equipment and remove the equipment in such a manner
as to cause no disruption or distraction in the meeting. The placement of video
equipment shall be allowed anywhere in the Council Chamber with the exception of
the Council platform.
7.7.4 Still Camera Usage. Persons using still cameras may take photographs from
anywhere in the Council Chamber. Only one photographer may be on the Council
platform at a time; additionally, while photographing from the Council platform,
photographers will be discouraged from using automatic film advancing devices or
flash units.
SECTION 8
MISCELLANEOUS CITY COUNCIL POLICIES AND PROCEDURES
8.1 Legal Opinions
Members of the City Council requesting a legal opinion from the City Attorney may do so
directly provided the Mayor is aware of the inquiry or to the City Attorney at any official
meeting of the Council.
8.2 Staff Time
The Mayor and City Council member shall refrain from using staff time and incurring
unnecessary cost to the City.
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8.3 Travel Expenses
Authorization is needed from the Mayor prior to a Council member taking a trip and
incurring expenses on City-related business.
To receive authorization for attendance at a training or conference (with the exception of
the League of Oregon Cities Conference) the Council member will contact the City
Manager’s office with their request with dates, location, cost and purpose of the training.
The City Manager or their designee, will present the request to the Mayor for review and
approval.
8.3.1 Reimbursement Request. The Mayor and Council members are encouraged
to request reimbursement for actual expenses incurred in their duties as elected
officials. Two methods of reimbursement are available for expenses incurred
related to city business. See Section 8.3.2.
The following expenditure categories qualify for reimbursement:
a. Out of town travel expenses including mileage, meals and lodging (not
included in automatic reimbursement process).
b. Long distance telephone costs (if not issued a city cell phone or cell
phone reimbursement).
c. Additional cellular phone costs related to calls made regarding City of
Springfield business (if not receiving a city cell phone or cell phone
reimbursement).
d. Postage
e. Local mileage and meal expense.
*None of the above items may be paid for by the City in connection with elections or
campaigning for a specific office.
8.3.2 Reimbursement Process.
a. The Mayor and Council may submit receipts or documentation for
reimbursement related to city business. Receipts and documentation must
be submitted within 60 days of when the city business expense occurred.
b. Monthly Automatic Payments. The Mayor and Council may receive
automatic payments for cell phone and internet services.
8.3.3 Accompanying Public Official. As of 2015, state ethics law allows public
agencies to pay for the cost of admission to, or food or beverage for relatives of a
public official accompanying the public official at a reception, meal or meeting held
by an organization when the public official is there in their official capacity. For
elected officials for the City of Springfield, the following provisions will be allowed:
a. The City will pay for the spouse or relative of an elected official to
attend an event with the elected official two times per fiscal year/per elected
official for an amount not to exceed $100 per event.
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8.3.4 Expense Approval. The Mayor will review and approve expense claims
submitted by Council members. The Council President should review and approve
expenditures submitted by the Mayor.
8.3.5 Parking Pass. The City will issue the Mayor and City Council each a parking
pass to allow them to park in City owned permitted parking lots while acting in their
official capacities as Mayor or members of the Council.
8.3.6 Office Supplies. The City should purchase office supplies for the Mayor and
City Council. Such purchases should, when practical, occur through the normal city
purchasing procedures.
8.3.7 Cellular Telephone and Internet. The Mayor and Council may receive
reimbursement for cellular and/or internet services, for city business, or the City
may provide a cellular phone with service, for city use only. The Mayor and Council
also have the option of receiving neither.
8.3.7.1 Internet Services: The Mayor and Council may receive
reimbursement for internet services. Reimbursement will be at the rate of
$40.00 per month. This amount may be re-evaluated at any time staff or
council leadership deems review is necessary (e.g., rate increases).
Policy Guidelines are applicable as noted in (1) City of Springfield
Administrative Regulation No. 04-01.01, Acceptable Use of City Network
Services and Computing Devices; and (2) State Archives Division guidelines
regarding email and retention. Your email system may be subject to review
by someone in the event of a public records request to determine what can
be disclosed.
8.3.7.2 Cellular Telephone: The Mayor and Council can be provided with a
city cell phone, for city use only. The phone is purchased by the City and the
monthly plan fees are processed directly through the City, by the service
provider.
A secondary option for the Mayor and Council is to use their own cell phone
rather than a city issued telephone. A reimbursement amount of $45 per
month is available for use of personal cell phones. The amount may be re-
evaluated at any time staff or the council leadership deems review is
necessary (e.g., rate increase).
8.3.7.3 Mileage Reimbursement: Mileage reimbursement will be based on
the IRS approved rate.
The Mayor/Council will be provided with a monthly travel report template
which they may use to document their mileage, or they may create their own
document listing mileage to and from meetings or events they attend in their
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capacity as an elected official. Once the mileage report is submitted by the
Mayor/Council member and approved (see subsection 3.4 for approval
process) the payment will be processed and provided either through direct
deposit or sent directly to the Mayor/Council member’s home.
8.4 Mayor and Council Members Speaking to Media or at Events
8.4.1 Interview or Press Conference. The Mayor and City Council members shall, if
at all possible, notify the City Manager’s Office and the Mayor if they are asked to do
an interview or initiate a press conference relating to city business or policy prior to
its occurrence. The Mayor or Council member shall clarify what, if any, official
capacity they are representing when speaking to the media.
8.4.2 Speaking Engagement. City Council members shall notify the Council
President if they plan to attend and speak at a community event in their role as a
Council member. At the outset of the event, the Council member shall clarify that
their comments are their own and do not represent that of the full Council.
8.5 Public Official Ethics, Public Records, and Public Meetings and Unlawful
Discrimination Laws
All members of the Common Council shall review and observe the requirements of state
laws regarding public official ethics, public records, public meetings and unlawful
discrimination against others because of race, color, religion, sex, sexual orientation,
gender identity, national, origin marital status, age, disability or other protected class
status as defined under Oregon law.
8.6 Letter of Support or Opposition
The Mayor and Council often receive requests for a letter of support or opposition on a
particular issue. These requests should be addressed as follows:
8.6.1 Council Input. If the Mayor or a Councilor is being asked to provide the letter
as the Mayor, an individual Councilor or simply as a citizen, they may choose to
forward the request to the other Councilors for their input before submitting their
response or providing the letter; however, it is not required.
8.6.2 Agenda Review. If the request is asking for a position by the entire Council,
and there is sufficient time, the letter is to be provided to the City Manager’s Office
for review at the next available Agenda Review meeting for review by Council
leadership who will provide a proposed response.
The proposed response letter is to be brought to the next Council meeting by the
City Manager with any objections or comments for discussion. Council will make a
motion to approve/approve with changes/or not approve the response letter.
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• If the letter is unanimously approved by the Council as written or as
amended, it is signed by the Mayor on behalf of the Council.
• If the letter is approved by the majority of the Council as written or
amended, but not unanimously, the letter will list the number of “yes” and
“no” votes and any abstentions, listing the respective Councilors’ names by
each of the votes.
• If Council chooses not to submit a response letter, a Councilor (preferably
the one receiving the original request) will contact the requestor to let them
know the Council does not wish to take a position on the matter. This would
not preclude a Councilor from taking a position as an individual Councilor or
citizen.
8.6.3 Council Discussion/Response. If there is not sufficient time for the process
above, the letter will be brought directly to the Council for discussion and action on
a response.
8.6.4 No Position on Quasi-Judicial Land Use Decisions. The Council shall not take
any position on quasi-judicial land use matters which will be considered by the
Planning Commission or City Council.
8.7 Condolences
Council may choose to authorize the purchase of flowers in circumstances where a
community member or a member of the community member’s family has died.
a. The cost of the flowers will have a not to exceed amount of $100, or as may
be limited by the Oregon Government Ethics law and will be sent on behalf of the
Mayor and Council.
b. In lieu of flowers, a donation could be made on behalf of the Mayor and
Council, with a not to exceed amount of $100, or as may be limited by the Oregon
Government Ethics law, to a non-profit organization with a 501(c)(3) designation.
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.
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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
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.
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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.
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
Attachment 2
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20
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
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.
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21
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.
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.
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22
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
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.
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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
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.
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SECTION 10
AMENDMENTS AND ADDITIONS TO OPERATING POLICIES AND PROCEDURES
10.1 Temporarily Suspended
10.1.1 Suspended by Vote. Unless otherwise superseded by law, any part of these
operating procedures and policies may be temporarily suspended by a two-thirds
vote of those members of the Council present and voting.
10.1.2 Amendments. These operating policies and procedures may be permanently
amended at any meeting at which prior notice of the proposed change was provided
to each member of the Council. A two-thirds vote of those members of the Council
present, and voting is needed to affect an amendment or an addition to these
operating policies and procedures.
Adopted by the Common Council on ______________________________.
___________________________________
Mayor
ATTEST:
___________________________________
City Recorder
Attachment 2
Page 30 of 30
COUNCIL
OPERATING
POLICIES &
PROCEDURES
2024 REVIEW
Attachment 3
Page 1 of 10
Council
Operating
Policies &
Procedures -
Context
Rules for how the
Council conducts
its business
2Attachment 3
Page 2 of 10
Council
Operating
Policies &
Procedures -
Context
Rules for how the
Council conducts
its business
Springfield
Charter- Annual
Review
3Attachment 3
Page 3 of 10
Council
Operating
Policies &
Procedures -
Context
Rules for how the
Council conducts
its business
Springfield
Charter- Annual
Review
Vary by jurisdiction
4Attachment 3
Page 4 of 10
Recent
Changes
Council Vacancy Process
Remote Meetings
Media at Executive Sessions
Security/Sergeant at Arms
Direct Reference to Public Official Legal
Obligations
5Attachment 3
Page 5 of 10
2024 Proposed
Changes –
BCCs
Incorporate Council
Direction from 2023 Retreat
The Council will continue to interview
new applicants for BCCs
The Mayor will retain discretion to not
require members seeking reappointment
Discontinue the “batch” recruitment
6Attachment 3
Page 6 of 10
2024 Retreat
Follow Up
Council Meeting
Agenda Setting-
Section 3.5.1
Clarify Process?
Remote Attendance
at Meetings Section-
3.3.1 to 3.3.2
See Revisions
about notification
7Attachment 3
Page 7 of 10
2024 Retreat
Follow Up
Alternate Members for
Council Subcommittees -
New add to Section 9
•Mayor appoints one
alternate to fill in for
absences?
•Alternates for all
Council
Subcommittees?
Letters of Support
Process/Proclamations -
Sections 3.5.2.1 and 8.6
•Change to process
beyond copying
Councilors on letter?
8Attachment 3
Page 8 of 10
Other
Recommended
Changes
Remove Section 3.9
Agenda and Supportive
Material to the Public
•Outdated and
inconsistent with
existing City Policies
about Public Record
Requests
Amend Section 3.12.2
Ordinances/Process
•Provide flexibility for
timing of second
reading
9Attachment 3
Page 9 of 10
2024 Proposed
Changes –
Next Steps
Additional direction or topics?
Operating Policies & Procedures will
come back to the Council in a regular
session for approval on June 17th
Adoption requires a 2/3 vote majority of
the Council
10Attachment 3
Page 10 of 10