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HomeMy WebLinkAboutItem 2H: River Road Community Organization Charter Amendments ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Adoption of River Road Community Organization Charter Amendments Meeting Date: January 22, 2007 Agenda Item Number: 2H Department: Planning and Development Staff Contact: Beth Bridges www.eugene-or.gov Contact Telephone Number: 682-5272 ISSUE STATEMENT The City Council is asked to adopt, by consent, the revised charter for the River Road Community Organization (RRCO). BACKGROUND Neighborhood associations/community organizations are governed by their charters. The City has set forth very general guidelines in the Neighborhood Organization Recognition Policy. When a group updates its charter, the final step in the process is to bring it to the council as a consent item. Staff describes the process followed and highlights topics of interest. Process for revisions: A charter review committee was established by the River Road Community Organization (RRCO) Board. Proposed charter changes were reviewed by the Executive Board, with input from Neighborhood Services staff. Charter revisions were submitted to the general membership per the provisions in the existing charter. Notice of proposed charter revisions was announced in a postcard mailing. Charter amendments were voted on at the November 2006 General Meeting. The required quorum was met. Highlights are described below. Boundaries: There were no changes to the existing boundaries. The charter review committee discussed briefly the idea of simplifying the boundary between the RRCO and the Whiteaker Community Council. However, they decided not to pursue this change at this time. Voting: The RRCO’s charter update includes a provision stating that “Reasonable accommodations will be made to allow members in good standing with physical disabilities to vote.” Good standing is defined as attending a RRCO meeting within the immediately preceding 12 months, and signing the attendance sheet. Quorum is set at 10 members in addition to board members/officers. This is the level set forth in the February 2000 council-adopted definition of an active neighborhood association. Officers: The charter changed board officers from Chair, Vice Chair, Secretary/Treasurer to two Co- Chairs and a Secretary/Treasurer. Meetings: The City Attorney’s Office has advised staff that neighborhood associations are not public agencies and therefore are not subject to the State’s public meeting laws. Notwithstanding, this charter requires notice of general and board meetings and specify public information standards. The charter L:\CMO\2007 Council Agendas\M070122\S0701222H.doc also authorized the board to conduct business via e-mail or conference call when situations demand an immediate response from the board. The decision must be ratified at the following board meeting. Most significantly to this organization, the charter also explicitly sets forth a schedule for general meetings in addition to open Executive Board meetings. RELATED CITY POLICIES Within the City limits, neighborhood associations are officially recognized by the Neighborhood Organization Recognition Policy (NORP) (most recently updated in August 1976, Resolution #2554). The River Road Community Organization is officially recognized under the Limited Neighborhood Recognition Policy (adopted February 2002, Resolution #4705) because its boundaries include both city and non-city addresses. COUNCIL OPTIONS 1.The City Council may adopt the revised charter as proposed by the River Road Community Organization. 2.The City Council may remand the revised charter back to the River Road Community Organization with specific concerns or recommendations. CITY MANAGER’S RECOMMENDATION The City Manager recommends adoption of the revised charter. SUGGESTED MOTION Move to adopt the revised charter for the River Road Community Organization. ATTACHMENTS A. River Road Community Organization Charter FOR MORE INFORMATION Staff Contact: Beth Bridges, Neighborhood Services Manager Telephone: 682-5272 Staff E-Mail: beth.b.bridges@ci.eugene.or.us L:\CMO\2007 Council Agendas\M070122\S0701222H.doc ATTACHMENT A River Road Community Organization Charter Updated January 2002, November 2006 Article 1: The Name of this organization shall be the River Road Community Organization (hereinafter referred to as RRCO). Article 2: Geographic Area The RRCO will encompass that area as follows: Begin at the intersection of the centerline of the Willamette River and Beltline. Proceed westerly along the centerline of Beltline to the intersection of Beltline and the Northwest Expressway. Go southeasterly along the Northwest Expressway centerline to the intersection of the Northwest Expressway and River Road. Turn north and go along the River Road centerline to the south boundary of the Capri subdivision extended westerly. Follow the southern boundary of extended tax lot #1704251302700. Go north along the easterly edge of tax lots # 31704251201201 and # 1704251300700, then west along the north boundary of the Capri Subdivision to the south terminus of Lombard Street. Proceed north along the centerline of Lombard Street to the north boundary of the Briarcliff Subdivision. Go east along the Briarcliff Subdivision’s north boundary, then north on tax lot # 31704251201201 to Maurie Jacobs Park. Go along the corner of Maurie Jacobs Park to the Willamette River. The Willamette River forms the remaining western boundary. Article 3: Purpose The purpose of the RRCO is to advocate on behalf of the people living in the area and represent the community organization’s views to Lane County, City of Eugene and other decision-making agencies, on matters affecting the general welfare, growth and development of the area as well as: ? Facilitate neighborhood improvement projects and social events ? Provide a forum to identify, discuss, and resolve neighborhood issues ? Inform citizens on issues, public process, urban services and elections Article 4: Membership Section 1 - The membership is open to the property owners, business owners and residents, 18 years or older, who are living, doing business or owning property within the above described area. Section 2 - Voting by proxy or by absentee ballot shall not be allowed. Each member in good standing is defined as one who has attended at least one prior general or executive board meeting within the immediately preceding 12 months, and whose name appears on the register of attendance for the meetings attended. Every qualified member as defined above shall be entitled to one vote. Section 3 - No dues are required as a condition of membership. Section 4: Reasonable accommodations will be made to allow members in good standing with disabilities to vote. Article 5: The Executive Board Section 1 – Executive Board Composition: The Executive Board shall consist of nine members who are in good standing. Section 2 - Election and Term of Board Members: Nominations and election of executive board members shall be at a general membership meeting to be held in March of each year. Board members shall be elected by a majority vote of the members in good standing, and shall serve staggered two-year terms. On even number years 4 board members are elected, on odd number years, 5 board members are elected. All nominees shall be given an equal amount of time to address the membership prior to the election. Voting shall be by secret ballot. Two board members not up for election shall count the ballots. Section 3 - Executive Board Vacancies and Absences: A vacancy on the executive board shall be filled by a vote of the remaining executive board members subject to approval by the general members in good standing at the next general membership meeting. A member of the board who misses three consecutive board meetings, regularly or specially called, shall have his/her place vacated unless excused by the board. Section 4 – Executive Board Meetings: The executive board shall hold regularly scheduled meetings at a predetermined place and time. Special meetings of the executive board for any purpose may be called by either of the Co-Chairs. Section 5 - Notice of Executive Board Meetings: The general membership and the public-at- large shall be notified a reasonable period of time prior to all executive board meetings. Notice shall state the purpose of the meetings. Section 6 - Executive Board Authority and Procedures: The executive board shall be responsible for making decisions and taking action on behalf of the general membership on all matters concerning the public good and welfare of members. The board may make decisions or take actions at any regular or special executive board meeting. In situations calling for prompt action, decisions may be made via e-mail or phone poll between meetings. At a meeting, a quorum for transacting business shall be a majority of executive board members. Decisions will be made by a majority vote of the executive board members present, assuming a quorum has been met. Written minutes shall be taken at all meetings, though a verbatim transcript is not necessary. When votes are taken on motions, the names of the board members and how they voted shall be recorded in the minutes. Between meetings, board decisions or actions require an affirmative e-mail or other vote by a majority of executive board members. Decisions or actions made between meetings will be announced and ratified by executive board vote at the next executive board meeting. Board actions since last general membership meeting will be shared at the next general membership meeting. All board actions are subject to disapproval by a majority vote of the general membership at the next general membership meeting, should any member in good standing call for a reconsideration vote. Article 6: Officers Section 1 - The officers shall consist of two Co-chairs and secretary/treasurer. Section 2 - The officers shall be elected by the membership of the executive board, and shall serve one-year terms Section 3 – Annual officer positions will be filled by a majority vote of the Executive Board at their next meeting following elections. Section 4 – Should an officer’s position become vacant during its term, position shall be filled by a majority vote of the Executive Board at the next scheduled meeting of the board. Article 7: Duties of the Officers Section 1 The Co-Chairs - The co-chairs shall have general supervisory and directional powers of the activities of the Board. membership The Co-Chairs shall share the responsibilities of: a.Coordinate and guide the business and activities of the Executive Board. b.Facilitate executive and general meetings. c.Serve as primary contact for the neighborhood. d.Act as liaison with County, City and local service districts. Section 2 Secretary/Treasurer - The secretary/treasurer shall prepare correspondence required of the Board and shall prepare and disseminate notices and publications as directed. The secretary/treasurer shall record the minutes of all executive and general membership meetings and make them available publicly. The secretary/treasurer is responsible for circulation and maintenance of the register of attendance. The secretary/treasurer shall keep the financial records of the organization and report at each general membership meeting on the status of the organizations’ accounts. Article 8: General Membership Meetings Section 1 - Meetings: The Community Organization shall hold at least four general membership meetings each year, including the March board election.. The executive board shall determine the agenda of the general membership meetings. The general membership and the public at- large are to be notified a reasonable period of time prior to such meetings. Notice shall state the purpose of the meeting. However, any member in good standing may raise an additional matter not previously raised or included in the agenda, or call for reconsideration of any executive board action taken since the previous general membership meeting. The members in good standing will also be asked to ratify by majority vote any interim appointments to the executive board made to fill vacancies that arise between annual board elections. The secretary/treasurer shall report at each general membership meeting on the status of the organization’s accounts. Section 2 - A quorum for the transaction of business at general membership meetings shall be ten members not including members of the Executive Board. Section 3 –Written minutes shall be taken, though a verbatim transcript is not necessary. Article 9: Committees Section 1 - In order to carry out the work of the Organization, committees may be created by a majority vote of the Executive Board present. Section 2 - Committee membership shall consist of interested organization members appointed by the Co-Chairs. Section 3 - The Co-Chairs of the Executive Board shall appoint a committee chairperson. The committee chairperson shall be responsible for scheduling committee meetings, establishing agendas, supervising committee work, and reporting to the Executive Board. All eligible members are allowed to vote, including the Co-Chair. In the case of a tie, the motion will not pass, as there is no majority. Section 4 –Written minutes shall be taken, though a verbatim transcript is not necessary. Article X Amendments Section 1 After adoption, these by-laws may be amended by a majority vote of members ingood standing present at a general membership meeting, providing the amendment has been introduced at a previous publicly noticed meeting.