HomeMy WebLinkAboutItem 02 Community Development Advisory Committee (CDAC) Application Review AGENDA ITEM SUMMARY Meeting Date: 11/21/2011
Meeting Type:Work Session
Staff Contact/Dept.: Kevin Ko
Staff Phone No: 541-726-2302
Estimated Time: 10 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: Community and
Economic Development
and Revitalization
ITEM TITLE: COMMUNITY DEVELOPMENT ADVISORY COMMITTEE (CDAC)
APPLICATION REVIEW
ACTION
REQUESTED:
1. Review six applicants for three vacant positions on the CDAC
2. Recommend three applicants for appointment to the CDAC
ISSUE
STATEMENT:
Three positions on the CDAC are scheduled to expire on December 31, 2011. All
three are at large positions. Council is being requested to review the six
applications received to fill the three positions being vacated, and to recommend
three applicants for appointment to the committee. The recommended applicants
will be formally appointed at the December 5, 2011 Council meeting.
ATTACHMENTS: 1. Applications from Karen Hageman, Judy Harold (incumbent), Arline Link,
Robyn Sattler (incumbent), Scott Succo and Marilyn Walburger.
2. CDAC By-Laws
DISCUSSION/
FINANCIAL
IMPACT:
The CDAC consists of six at-large positions from the community, one
representative from the City Council and one representative from the Planning
Commission. The CDAC advises the City Council on all matters related to the
City’s housing and community development activities which are funded annually
by Community Development Block Grant (CDBG) funds and HOME Investment
Partnerships Program (HOME) funds received from HUD. Applications are
encouraged from lower-income citizens and residents of lower income
neighborhoods, racial and ethnic minorities, senior citizens, disabled individuals
and female heads of households. All applicants must live within the city limits or
the urban growth boundary of Springfield.
The positions available are the result of upcoming term expirations of Judy Harold,
Robyn Sattler and Scott Spiker (resigned). The notice of available positions was
posted on September 27, 2011 and applications were being accepted through
October 28, 2011. Six applications were received. Incumbents Judy Harold and
Robyn Sattler are seeking reappointment to the CDAC.
Staff is requesting that Council recommend three applicants to fill the vacated
positions on the CDAC. Council recommendations will be presented for
appointment at a regular Council meeting on December 5, 2011.
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CITY OF SPRINGFIELD
COMMUNITY DEVELOPMENT ADVISORY COMMITTEE
BY-LAWS
Article I – Name
This Committee, being duly and officially established by the Common Council of
the City of Springfield, shall be known as the “Community Development Advisory
Committee”, hereinafter referred to as the “CDAC”.
Article II – Purposes
Section 1. Formal Purposes.
The existence and work of the CDAC are important expressions of the desire for
citizen participation in the City’s housing and community development activities,
which are supported by block grants from the U.S. Department of Housing and
Urban Development. The CDAC will recommend for Council adoption:
a. Short and long term housing and community development needs,
objectives, and priorities listed in the Eugene – Springfield Five-Year
Consolidated Plan and Annual Action Plans.
b. The annual selection of projects and activities to be supported by the
Community Development Block Grant (CDBG) and the HOME
Investment Partnerships (HOME) Programs; and
c. Other plans, policy documents, or items required by CDBG and HOME
program regulations and/or which could reasonably be expected to
benefit from citizen participation.
Section 2. Extended Purposes.
The CDAC provides a means of citizen involvement in an advisory capacity to
the Council in policy decisions regarding the City’s housing and community
development needs. The CDAC provides a forum for citizens to assess and
comment on all aspects of the City’s community development performance. The
CDAC’s responsibilities and authority shall be on-going without a set date of
expiration. The CDAC’s responsibilities and roles shall include at least the
following:
a. Ensure that citizen participation is meaningful in all phases of the City’s
CDBG and HOME supported housing and community development
activities.
Attachment 2-1
b. Ensure that there is effective communication between citizens and City
officials.
c. Ensure that technical information is available in an understandable
form.
d. Ensure that citizens receive thorough, accurate, and timely information
and responses from City policymakers and administrators.
Article III – Membership
Section 1. Membership.
Members shall serve as volunteers without compensation. There shall be eight
voting members as follows:
a. Six citizens who reside within the corporate city limits of Springfield, or
within Springfield’s Urban Growth Boundary.
b. One Planning Commission member chosen by the Commission.
c. One City Council member appointed by the Mayor.
Section 2. Appointment Procedures.
Each citizen member shall be appointed by the mayor and City Council from a
lists of applicants during an open meeting of the Council. The selection process
shall be open and widely publicized. All Springfield citizens over the age of 18
are eligible for membership. Preference shall be given to persons likely to be
affected by projects and activities of the Community Development Program,
including persons of low and moderate income, residents of lower income
neighborhoods, the elderly, persons with disabilities, members of racial and
ethnic minority groups, and female heads of households.
Section 3. Tenure.
a. Terms of citizen members shall be for four years and shall expire on
the 31st of December. Three terms shall expire every two years.
b. No citizen member shall be appointed to more than two consecutive
full terms, except the Planning Commission and City Council
representatives shall serve at the pleasure of those respective bodies.
Attachment 2-2
c. A member originally appointed to fill a vacancy created by a
resignation or dismissal may serve the unexpired portion of that term
as well as two consecutive full terms subsequently.
d. A member who moves outside of the City’s Urban Growth Boundary
shall be deemed to have resigned.
Section 4. Ex-Officio Members.
An ex-officio non-voting member of the CDC shall be the City’s Housing
Programs Specialist or the designee of the Housing Programs Specialist. Other
ex-officio members may be appointed to the CDAC by the City Council upon the
nomination of the CDAC.
Section 5. Officers.
A Chairperson and Vice-Chairperson shall be selected annually by the voting
members from their number. The Housing Programs Specialist or assigned staff
shall act as recorder of the minutes and perform other staff work as necessary.
Section 6. Voting.
a. Each voting member shall be entitled to one vote on all motions or
other official actions presented for consideration at meetings at which
the member is present.
b. Proxy voting is not allowed.
Article IV – Meetings
Section 1. Calling of Meetings.
Meetings may be called by the Chairperson, Vice-Chairperson, Housing
Programs Specialist, or a quorum of the membership. Advance written notice of
the time and place of meetings shall normally be mailed to all members. A
member may waive notice of meeting, and the attendance of a member at a
meeting shall constitute such waiver of notice.
Section 2. Conduct of Meetings.
a. Official action may be taken at a meeting whenever a quorum of the
membership is present. A simple majority of the currently appointed
voting members shall constitute a quorum.
b. An act of a majority of a quorum present at any meeting shall
constitute an act of the CDAC.
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c. All meetings shall be conducted in accordance with Robert’s Rules of
Order, newly revised, unless otherwise provided.
d. Meetings shall be presided over by the Chairperson. In the absence of
the Chairperson, the Vice-Chairperson shall preside.
e. All meetings shall be conducted in compliance with ORS, Chapter 192,
regarding public meetings.
Article V – Staffing
a. The City will assign staff to administer the Community Development
Block Grant and the HOME Investment Partnerships Programs and to
assist the work of the CDAC.
b. All staffing roles and necessary financial support will be determined by
the City Council taking into consideration recommendations of the
CDAC.
Article VI – Subcommittees
Section 1. Subcommittees.
a. Subcommittees as needed shall be appointed by the Chairperson.
b. Members of a subcommittee shall serve until the work of the
subcommittee is completed or until their successors have been
appointed.
c. Members of a subcommittee need not be members of the CDAC
except that at least one member of each subcommittee shall be a
voting CDAC member.
d. Ex-officio CDAC members shall also serve as non-voting ex-officio
members of all CDAC subcommittees.
e. The CDAC may dissolve subcommittees or remove individual
subcommittee members with or without cause.
Section 2. Subcommittee Officers
Each subcommittee shall have a Chairperson appointed by the Chairperson of
the CDAC.
Section 3. Subcommittee Meetings.
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Meetings may be called by the Chairperson of a subcommittee and shall be
conducted in the same manner as meetings of the full CDAC.
Article VII – Removal of Members
Members shall serve at the pleasure of the appointing authority and as specified
herein. Removal for non-attendance shall be based on the following:
a. A member who fails at any time to attend either two consecutive
meetings or any three meetings within a twelve consecutive month
period without prior notification of and excuse from the Chairperson
shall be deemed to have resigned his or her position.
b. The CDAC may recommend to the City Council dismissal and
replacement of a member whose attendance record over a period of
time is deemed to be unacceptable to the Committee.
Article VIII – Amendments to By-Laws.
a. These by-laws may be amended by an affirmative vote of two-thirds
(2/3) of the current voting membership, subject to the concurrence of
the City Council.
b. Written notice of proposed amendments and the nature thereof shall
be given to the membership at least five days prior to the date of the
meeting at which the proposed amendments are to be considered.
Adopted: July, 1980
Amended: October, 1981
October, 1982
December, 1984
April, 2006
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