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HomeMy WebLinkAboutResolution No. 3746 RESOLUTION NO. ~~ L-\lo A RESOLUTION ADOPTING GUIDELINES FOR THE CITY OF EUGENE'S NEIGHBORHOOD ORGANIZATION RECOGNITION POLICY SET FORTH IN RESOLUTION NO. 2554. The City Council of the City of Eugene finds that: A Neighborhood Organization Recognition Policy was adopted by the City of Eugene by Resolution No. 2554 on August 23, 1976. The meaning and intent of some of the provisions of the Neighborhood Organization Recognition Policy have been specifically interpreted or have developed certain meanings through practice. The Citizens Involvement Committee has recommended that guide- lines be adopted that explain the Neighborhood Organization Recog- nition Policy and its implementation. The City Council finds that it would be in the best public interest to approve that recommenda- tion. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EUGENE, a Municipal Corporation of the State of Oregon, as follows: Section 1. The City of Eugene adopts the Guidelines set forth in the left hand margin of the copy of the City's Neighborhood Organization Recognition Policy attached hereto as Exhibit "A" and incorporated by reference herein. Section 2. These Guidelines explain the existing Neighborhood Organization Recognition Policy and its implementation. Section 3. The City Recorder is directed to attach a copy of this Resolution and its Exhibit to Resolution No. 2554. Section 4. The City's Neighborhood Liaison are requested to provide copies of this Resolution and its attachment to all cur- rently recognized neighborhood organizations within the City. The for~going Resolution adopted this ~~~ day of January, 1983. /(Q.ALJ- ~~ City Recorder Resolution. tr tS. -;; 7 '+~ EUGENE NEIGHBORHOOD ORGANIZATION RECOGNITION POLICY (With Guidelines) The Citizens Involvement Committee (CIC) has recommenden that guidelines be prepared for the City of Eugene's Neighborhood Organization Recognition Policy, Resolution No. 2554. Since this resolution was adopted in August, 1976, the meaning and intent of some of the provisions have been specifically interpreted or have developed certain meanings through practice. The marginal notes to the attached copy of the resolution explain the City's current thinking on the intent of these provisions and, in some instances, current implementaion procedures. Approved by Resolution No. 3746 of the Eugene City Council, on the 26th day of January, 1983. RESOLUTION--1 EUGENE NEIGHBORHOOD ORGANIZATION RECOGNITION POLICY (With Guidelines) RESOLUTION NO. 2554 AUGUST 1976 A RESOLUTION REPEALING THE NEIGHBORHOOD ORGANIZA- TION POLICY FOR CITIZEN PLANNING GROUPS ADOPTED AUGUST 28, 1973, AND ADOPTNG A NEW NEIGHBORHOOD ORGANIZATION RECOGNITION POLICY. The Common Council of the City of Eugene finds that: Public participation is the act of sharing in the formulation of policies and proposals which affect the lives of all citizens. Local government has a responsibility for encouraging public participation in the planning process, both for the better- ment of local decision-making and to satisfy requirements of state and federal planning programs. Participation needs to go beyond just the simple role' of commenting toward a process which involves the public in an active role. The City of Eugene recognizes that public participation through neighborhood organizations can produce benefits for the general health, welfare, and pride of the total community. NOW, THEREFORE, BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF EUGENE, a Municipal Corporation of the State of Oregon, as follows: Section 1. The City of Eugene encour- ages the formation of neighborhood organiza- tions and their involvement in the local government's decision-making processes. Section 2. The City of Eugene adopts this Neighborhood Organization Recognition Policy in order to establish criteria for the recognition of neighborhood organizations and define the relationship between the city and recognized neighborhood organi- zations. Section 3. The following sections one through five, which comprise this Neighborhood Organization Recognition Policy, are adopted as policy statements and are to be used to RESOLUTION--2 (GUIDELINES) This section is a general guide of what is expected to be in your charter. A model charter has been developed to assist groups in reviewing their charters to determine whether changes should be made to better 'reflect the intent of the policy. A copy of the model charter is in each leader's notebook. See Article VIII, Section 3 of model charter concerning noti- fication. This requires that participation be open to property owners or tenants (includes businesses) within the neighborhood, but the neighborhood groups may decide whether they wish to restrict voting to residents only. The neighborhood groups may establish additional, reasonable voting criteria, such as requiring attendance at a minimum of one meeting within the year prior to being allowed to vote. Most groups do not .restrict voting to residents. It is recommended that those groups restricting voting to the residents, estab- lish some mechanism to assure participation by non-resident property owners on issues that might concern them. This might be done by special notice of meetings when there is an agenda RESOLUTION--3 affirm and govern the relationship between the city and recognized neighborhoods as they participate in the decision-making processes of the city: NEIGHBORHOOD ORGANIZATION RECOGNITION POLICY Section 1. Criteria for Recognition of Neighborhood Organizations. (a) At the time a neighborhood governing document is submitted to the City Council for recognition, evidence shall be submitted showing that the document was widely circu- lated within the neighborhood before adoption by the group. (b) All meetings shall be well-publi- cized in advance. (c) The neighborhood organization shall be open to the total area and diversity of interests present in the neighborhood. Participation shall be open to any property owner or tenant within the neighborhood. Criteria regulating voting shall be deter- mined by each neighborhood group, shall not exclude residents, and shall be included in the governing document. item of special interest; encouraging the business com- munity to have representation at the general meetings; or holding a special meeting of business people to get input; and being sure the business com- munity and non-residents have time at the meetings to speak. See the model charter for some general guidlelines. Members of neighborhood groups or residents of the area are gen- erally responsible for being sure the group carries out its respon- sibilities as indicated in (g). With respect to (h), an admini- strative process for neighborhood groups to become inactive rather RESOLUTION--4 (d) The organization structure shall provide for necessary coordination among neighborhood residents and between the neighborhood and city departments and elected and appointed officials. (e) The boundaries of the neighborhood shall specifically define an area of appro- priate geographic size and population for effective planning and these boundaries shall take into account natural boundaries, commercial patterns, community organizations, and historical factors. (f) A neighborhood governing document which meets the listed requirements may be submitted to the City Council with a request for recognition of the neighborhood by official Council action. (g) The neighborhood organization shall assume the responsibility of maintaining the requirements for recognition. Alleged violations shall be taken before the neigh- borhood organization at a publicized general than have recognition withdrawn, was approved by the City Council October 8, 1980, and is attached. The purpose of the process is to allow the group that has lost its leadership and participants time to reorganize, if there are others in the area that wish to do so. It also makes it easier for a group des ignated as II i nact i veil to become active again without having to be formally recognized by the City Council. See attached "Administrative Guidelines for Initiating and Establishing Inactive Status for Neighborhood Organizations." Each neighborhood group should establish a process for investi- gating and responding to infor- mation received from the City about proposed policies, projects, plans, etc. A planning committee, a special committee depending on the subject, executive board, or chairperson could review infor- mation and make recommendations subject to the general member- ship's approval, if time permits. Review "Neighborhood Systems for Responding to Referrals" in leader's notebook in Referral Section. The reference to "neighborhood plans" applies only to those neighborhoods designated for refinement plans. RESOLUTION--5 meeting. Thereafter, unsettled disputes which concern adherence to provisions of this Policy may be taken to the City Council, which will take appropriate action, up to and including withdrawal of recognition. (h) As long as the neighborhood remains organized and actively involved with current issues or in developing ~ny part of a plan, it will continue to be recognized. Section 2. Function and Responsibilities of Neighborhood Organizations. (a) Neighborhood organizations will be advisory to the City Council, Planning Commission, and other city boards, commis- sions, and officials on matters affecting their neighborhoods. With the assistanc~ of professional staff, subject to their availability, the neighborhood organization may develop neighborhood plans and proposals with respect to land use, zoning, parks, open space and recreation, annexation, housing, community facilities, transportaion and traffic, public safety, sanitation, and other activities and public services which affect their neighborhoods. This section indicates that neighborhood groups are not restricted in their activities to city matters. Neighborhood groups have become non-profit groups, sought grants (non-City), and worked with other groups on projects of concern to the neighborhood. (b) Neighborhood organizations may address themselves to all matters which affect them and may establish relations, not in conflict with city-neighborhood relations set forth in this Policy, with any agency or jurisdiction with which they have mutual concerns. This Policy governs only the relationship between recognized neighborhood organizations and the city of Eugene. A system for finding out what the (c) Neighborhood organizations shall most directly affected neighbors think about city plans, proposals, inform themselves of neighborhood needs and and activities is an important part of any neighborhood organi- desires and maintain communication with their zation process developed for advising the city. This could be neighborhoods on plans, proposals and activi- done in various ways depending on the time available for response, ties affecting their areas. e.g., going door-to-door talking to people about a proposal and finding out their concerns; notifying the neighborhood about meetings and proposals scheduled for discussion; having the neighborhood agree annually on goals, which would provide a general direction to the execu- tive board for advising the City based on the goals (if there is a refinement plan for the area, this might be sufficient) or polling the neighborhood on issues. Requests which affect the budget (d) Neighborhood organizations may may also be made via the Neigh- borhood Liaison Office using the submit to city departments and elected or neighborhood need request report form (See information in Leaders appointed city bodies requests or proposals Notebook, Neighborhood Informa- tion Section). for projects or activities needed in their neighborhood areas. RESOLUTION--6 This applies to just those neighborhoods that have refine- ment plans. The main allocation of funds for neighborhood printing, mailing, and supplies for organizations has been for neighborhood news- letters and flyers. There is a Neighborhood Liaison position in the City Manager's Office to assist in the imple- mentation of the Neighborhood Recognition Policy. A Newsletter Coordinator provides technical assistance to neighborhoods in producing the newsletters. Various departments also provide limited services to groups upon requests: e.g., special maps, publications, planning informa- tion from the computer, pre- sentations of information at neighborhood meetings. The Neighborhood Liaison is responsible for providing or arranging for these orientation sessions. City proposals, land use appli- cations, and all matters which may affect neighborhoods are referred by departments via the Neighborhood Liaison Office to the appropriate neighborhood. The liaison also alerts neighborhoods to relevant legislation and policies being considered by the City Councilor other other boards and commissions. RESOLUTION--7 (e) Neighborhood organizations shall continue the planning process by reevaluating the goals, objectives, and recommendations contained within the neighborhood plan Section 3. Functions and Responsibilities of the City (a) The city will provide recognized neighborhood organizations with supplies, printing, mailing, and limited staff assis- tance to aid in their activities, subject to budgetary allocations. (b) The city shall provide an orientation session twice yearly to acquaint neighborhood leaders with city functions and programs, and city-neighborhood relationshlps and responsi- bilities. (c) Neighborhood organizations shall be notified of land use and development appli- cations within the neighborhood and annexations contiguous to the neighborhood within five days after the receipt of such applications. In respect to notification "in ample time," there is not always time for neighborhood groups to take proposed changes in policies, projects, services, and activities to the general membership, because some groups do not meet every month, or the information might miss the group's meeting t ;me. However, the goa 1 is to provide sufficient time to the executive committee to meet to consider an issue. Section 3(e) and (f) apply only to neighborhood groups that have been working on refinement plans. Newsletter Guidelines explaining this section were prepared in the fall of 1976 in consultation and with final agreement from the neighborhood leaders, the City RESOLUTION--8 Neighborhood organizations will also be notified of public hearings affecting dis- position of these applications. (d) Neighborhood organizations shall be notified of all proposed changes in city policies, projects, services, and activities having a significant effect on their neigh- borhoods (e.g., land use, transportation and traffic, parks and recreation, housing, and public services), in ample time to allow participation in the decision-making process. Specific site locations for land acquisition need not be identified by the city. (e) All neighborhood plans shall be reviewed by the Planning Commission at a public hearing open to the Eugene community before a recommendation is forwarded to the City Council. (f) Upon adoption by the City Council, the neighborhood plan shall be considered a general plan refinement by the city and its various departments. Section 4. Neighborhood Newsletters. (a) The city shall finance the printing and mailing of neighborhood newsletters and communications, within budgetary allowances Manager and City Attorney, and are attached. set by the city. Neighborhood organizations may raise funds to finance their own publi- cations. (b) Newsletters financed by the city shall be governed by these guidelines: (1) The main purposes of the neighborhood newsletters are to distribute information to neighborhood members on matters affecting their areas and to provide a forum for the free expression of the opinions of neighborhood members on issues of interest to the neighborhood. (2) Advocacy positions may be included in the newsletters in an edi- torial format. Newsletters shall clearly indicate editorial material and guarantee space for timely printing of differing viewpoints. (3) Commercial advertising will not be permitted in newsletters unless financed by other than city funds. (4) The city shall have access to neighborhood newsletters for city information. Section 5. Recommended Procedure for Establish- ment of City-Recognized Neighborhood Organizations. (a) When sufficient interest has been expressed by a substantial number of persons RESOLUTION--9 interested in the neighborhood, a request should be made to the city manager for staff ass is tance. A model charter, approved by the City Council on (b) After informal meetings between city , ~available and should be a guide in writing the governing document. staff and interested persons, a neighborhood- wide meeting or meetings shall be held for the purpose of information, organization, adoption of neighborhood governing document and election of officers. (c) After a neighborhood governing document has been adopted by the neighborhood organization, it may be submitted to the City Manager for consideration by the City Council. (d) The City Council, upon approval of the governing document of the neighborhood organization, shall accept the document, and any modification thereto, by resolution. The neighborhood organization is then recognized as the official voice of that neighborhood area under the provisions of this Policy. Section 4. The Neighborhood Organi- zation Policy for Citizen Planninq Groups adopted by the Common Council of the City of Euqene on August 28, 1973, is repealed and superceded by the Neighborhood Organi- zation Recognition Policy contained herein. The foregoing Resolution adopted the 23rd day of August, 1976. CM38b18 RESOLUTION--I0 October, 1976 SUPPLEMENT TO THE NEWSLETTER GUIDELINES FOR NEIGHBORHOOD ORGANIZATIONS Based on the Neighborhood Organizations Recognition Policy adopted by the Eugene City Council by Resolution No. 2554 on August 23, 1976, these additional guidelines have been developed to explain further the intent of the policy and how it can be implemented most satisfactorily. One concern that resulted from the newsletter policy \'/as maintaining the indepen- dence of the neighborhood organizations while protecting the public from possible misuse of the newsletters. Since public funds are used for printing and mail- ing and for personnel time, there are restrictions as to how information can be presented. Public funds belong to proponents and opponents of a proposition; therefore, the format of the newsl etters whi~re opi nions are expr'essed must meet the requirements of fairness for both sides of an issue. In addition to these requirements, the City and neighborhood or~Janizations are interested in encouraging effective citizen participation in which decisions ar(~ made by informed members, v/hi ch means that members shoul d have the opportuni ty to study all sides of an issue. The neighborhood liaison is responsiDle for reviewing the newsletters before printing to assure that the policy is being followed. The following explanatio'ls are expected to reduce or eliminate some of the problems or concerns that have arisen in the past. No changes in the newsletter will be made unless the editor or chairperson has been consulted. If you have any need for more clarification when problems arise, please call Ruth Miller/Beth Campbell, 687-5009. The actual pol icies written in the resol ution are presented below fall Q\',ed by specific guidelines or explanations where necessary. Section 4. Neighborhood Newsletters. (a) The City shall finance the printing and mailing of neighborhood newsletters and communications, within the budgetary allowances s!~t by the City. Neigh- borhood organizations may raise funds to finance their own publications.* Exp 1 anati on: The ci ty has budgeted funds for the pri nti ng and ma il i ng of newsletters, allocating an amount based on d\'Ielling units within the bouncary of each neighborhood organization. The neighborhood organizations detenni ne the distribution times, number of pages, duplication process and type of distribution (mail or hand delivered). If the City funds are used by the neighborhood organizations, the policies (b) (1), (2), (3), and (4) must be follm'/ed. *From "Neighborhood Organization Recogn-ition Policy, City of Eugene, August 19',6, p.4. -1- For newsletters which are financed by neighborhood organizations, the news- letter policies under (b) do not apply. It should be noted that the City cannot provide funds for the mailing of a newsletter financed by a neighbor- hood organization unless the newsletter policies are followed. In order to distribute within City Hall newsletters which are not financed by public funds and do not follow the policies, a statement must be attached indicat- ing that public funds were not used for printing. Both City and neighborhood funds may be used for printing and mailing a news- letter issue, providing all the policies and guideline'; are followed. (b) Newsletters financed by the City shall be governed by these guidelines.* (1) The main purposes of ~he neighborhood newsletters are to distribute infonnation to neighborhood members on matters affecting their areas and to provide a forum for the free expression of the opinions of neighborhood members on issues of interest to the neighborhood. (2) Advocacy positions may be included in the newsletters in an editorial format. Newsletters shall clearly indicate editorial material and guarantee space for timely printing of differing viewpoints. (3) Commercial advertising will not be pennitted in re\'Jsletters unless fi nanced by othe'''' than Ci ty funds. (4) The City shall h3.ve access to neighborhood newsletters for City information. Additional guidelines for Section (b) for the preparation and review of newsletters: (1) Reports of positions taken by neighborhood groups on issues may be reported. Infonnation should be complete, factual and not advocate a position unless it is editorial materi1l which is clearly so 1 ab e 1 ed . (2) To provide a forum for differing oplnlons, members of the groups shoul d be i nfonned that they may express opi nions through the news- 1 etter accordi ng to Ci ty and nei ghborhood po 1 i c i es. A statement to this effect should be included in each newsletter. (3) The newsletter should disclose the standards for length, placement and selection of statements of oplnlon. It is also appropriate to include this information in every newsletter. (4) On,issues of controversy, both points of view should be permitted and encouraged. Equal space should be allowed for rebuttal for editorial comments. *From ItNeighborhood Organization Recognition Policy, City of Eugene, August, 1976,p.4.1' -2- (5) "Timely" means that there should be an opportunit/ in a future newsletter to express an opposing viewpoint to an editorial or letter to the editor before th~ issue is resolved. If this appears not to be possible, and there is organized opposition, an effort should be made to provide equal space within the ~ame newsletter. Those groups which have mass distributions of the newsletter occasionally, and at other times limited distribution to those on a mailing list, may have difficulty in providing equal distri- bution of proponent and opponent views of an issue. Care should be taken with controversial issues to provide equal space in the same issue if distribution is to be different for the next issue of the newsletter. (6) To encourage the participation of all residents vithin the neighbor- hood organization boundaries, it is suggested thet at least two mass distributions of the newsletter should be scheduled each year. (7) Commercial advertising of the type that is normally found in the classified section and display advertisements of a newspaper is not permitted. Public service announcements are pen-nitted. If there is something happening which would beneflt the neighbors such as an exchange of goods, etc., a factual news story woul d be permi tted. Occasionally stories have been written about new businesses in a neighborhood. Care shoul d be taken to keep such stories "nevIs items" rather than advertising. (8) To assure that a newsletter is representative of its neighborhood organization, it i s sugge~.,ted that newsl etter copy be revi e"'/ed by a newsletter committee, or at least by one other designated person. It is advi sabl e for each neighborhood organization to establ ish policies for its own newsletter to maintain some consistency when editors change. (9) When City referrals, proposals or recommendations have been sent to neighborhood organizations and there appear to be varying points of view being submitted for inclusion in the newsletter, a factual presentation of the City's information should be placed in the news- letter along with th'? pros and cons. (10) The City shall have dcces') to neighborhood ne\'Isletters for City information (b)(4). The City Council or City t1anager shall determinE when City information is to be included in a newsletter and this information should be clearly labeled. The information must be given to the newsletter editor in advance of the deadline for submission to the C; ty. (11) Any necessary changes in the newsletter as designated by the City must be referred to the n('wsletter editor or chairperson before implementation. -3- (12) The City \'Jill carefully review -its budget allocation methods (number of units, cost of printing) to see that a neir}hborhood is not unduly deprived of II news II because of budget allocations. (13) It is suggested that the City provide the necessary resources for the publication of a semi-annual all-neighborhoods newsletter which would seek to explore all-city issues and promote understanding of each neighborhood's characteristics. . (14) Promotion of a fund-raising activity for a political cause is not permitted in neighborhood newsletters financed by the City. (Example of an Editorial and Letter-to-the-Editor Policy Statement which should be included in each issue of each newsletter). This space is reserved for editorial comments and letters to the editors that do not necessarily represent the views of the neighborhood organization. All viewpoints are welcome. Letters to the editor are takel on a first-come, first-published basis, which may be altered to a degree so that varying positions on an issue may be published within one newslette1. Equal space will be allowed for rebuttal of editorial comments. Letters are limited to words and one subject. The deadline for submission for the next newsletter is and copy should be sent to Limits on Information About Elections, Ballot Measures, and Candidates If information about candidates is going to be included in newsletters, there must be equal space for all in the same issue. All candidates should be advised that space is available and deadlines for submission of information. The main concern is fairness. While newsletters should include information on City election issues and on other elections of interest to Eugene citizens, public monies--printing, postage, staff time--cannot be expended on promotion of or opposition to candidates or issues. REPRINTS IN NEWSLETTERS Generally, the newspapers in Eugene permit the reprinting of their material in neighborhood newsletters, when requested, as long as credit is given at the top of the article as follows: "Reprinted with permission from the ~ Be sure to get permission. Any material which is copyrighted can only be reprinted with permission of the author. RM :jm/Ct'll al 0 -4- Approved by City Council--October 8, 1980 ADMINISTRATIVE GUIDELINES FOR INITIATING AND ESTARLISHING INACTIVE STATUS FOR NEIGHBORHOOD ORGANIZATIONS Continued recognition of neighborhood organization is stated as follows in the Neighborhood Organization Recognition Policy: Section l(h)-~As long as a neighborhood remains organized and actively involved with the current issues or in developing any part of a plan, it will continue to be recognized. When a neiqhborhood organization is recoqnized, the City, through the neighbor- hood liaison office, sends information from various departments on projects, proposed changes in policies, or any other information which might affect the neighborhood in ample time to have input into the decision-making iJrOCess. The recognition policy does not indicate whether a formal process of withdrawing recognition is necessary if the organization is "unorganized and not actively involved.11 Some neighborhood groups over the years have had periods of inactiv- ity due to lack of leadership, little interest, no quorums, no meetings, etc., but have rejuvenated themselves. Instead of an official act by the City Council of withdrawal of recognition, an "inactive status" designation has been estab- lished as an administrative process. The reasons for having such a process are: to stop the flow of information when there is no one to receive it or respond; to provide an opportunity for new leadership to step forward if current leadership is not keeping the group organized and active; to let residents decide if they wish to be "inactive;" and to make it easier for an "inactive" group to become active again without having to be formally recognized again by the City Council. This designation of "inactive status'! would only apply under Section l(h) above. Withdrawal of recognition by the City Council is still possible under Section l(g) for failure to maintain the requirements for recognition. Listed below are definitions for "orqanized and actively involved" which have been developed to determine when a nroup is not organized or active. Also listed are the steps for establishing the "inactive" status. Definitions a) Organized: Means officers have been elected at least within a 90- day perlod following the designated time set for election of officers by the charter of the neighborhood organization. Explanation: This would mean a neighborhood group must hav~ a quorum to ~lect officers within a three-month period from the time required. Some charters do not state when the annual meeting shall be for elections, so a determination of time would be based on term of office provided in the charter and the last election. If there is no leader or contact person, the group would not be organized. b) Actively Involved: Means performing the functions as set forth in the nelQhborhood charter related to frequency of general meetings, executive meetinqs, if applicable, and communications to neighborhood members. Inactivity means failure to perform these functions within 90 days of the time set in the charter. Explanation: Neighborhood groups vary a great deal in frequency of qeneral meetings (some only have an annual meeting). However, Executive Committees are deleqated authority to meet regularly and carryon the responsibilities of the group as stated in the group's charter or in the recognition policy. Ninety days provide for the ups and downs of neighborhood leadership. We have not dealt with the problem of continuous lack of quorums except in rl~latian to election of officers. We thouqht that as long as there is an executive commit- tee actively performinq the functions and trying to increase partici- pation, recoqnition should continue unless challenged by residents of the area. Process for Initiatinq and Establishing "Inactive" Status for Neiqhborhood Orqanizations a) The Neighborhood Liaison with the approval of the City Manaqer may make an interim determination that a neighborhood orqanization is not organized and/or is not active for the purpose of taking the following actions: 1. Termination of the mailing of referrals, agendas, and other information. 2. Initiating the process for establishing "inactive" status if group fails to become organized and active aqain. b) 3. Holding a neighborhood meeting to discuss the sta-~us of the group. Written notice from the Neighborhood Liaison of the i lterim determina- tion that the group is not organized and/or not activ~ shall be sent to the neighborhood organization contact person, if tlere is one. The contact person would be expected to arrange for publi:izing the proDosed action among residents in the area. AND/OR c) Written notice will be sent to all residents of the neiqhborhood by the Neighborhood Liaison, if contact person fails to do so, or if there is not a contact person. d) Written notice to the residents of the neighborhood organization shall include the followinq information: 1. Notice of termination of the mailing of referrals, agendas, and , other informJtion. 2. Notice that the neighborhood organization will be given inactive status by. the City Manager with reasons stated based on definition of "organized and actively involved" 90 days from date of notice. 3. Statement that the desiqnation of inactive status shall not be made if the neighborhood orqanization can provide evidence of organization and activity, within 90 days. 4. Notice of a qeneral neiqhborhood meetinq indicatinq date, time, place, and purpose, which would be to discuss the possible desig- nation of "inactive status" to the group and determine what action should be taken. RM:db/CM43aI3 NEIGHBORHOOD ORGANIZATION CHARTER AMENDMENTS-- PROCESS FOR APPROVAL Approved by City Council January 28, 1981 Amendments toa previously approved charter by the City Council may be adopted by the general membership of a neighborhood organization in accordance to its charter, and submitted for approval to the Neighborhood Liaison staff, with concurrence by the City Manager and City Attorney. An amendment shall be submitted to the City Council for approval if it is in conflict with the intent of the recognition policy, is not similar to amendments previously appr.oved by the council in other charters, or is substantially equivalent to a new charter. Copies of amendments to a neighborhood charter will be sent to the council to take effect in thirty (30) days unless a councilor requests that the amendment be brought to the council. RM:kb/FbI6