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HomeMy WebLinkAboutItem 2C - Adoption of Revised Neighborhood Association Charters ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Adoption of Revised Neighborhood Association Charters Meeting Date: February 27, 2006 Agenda Item Number: 2C 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, revised charters for the following neighborhood associations: Cal Young Neighborhood Association, Santa Clara Community Organization, South University Neighborhood Association, and Whiteaker Community Council. BACKGROUND Process for revisions: Charter review committees were established for Cal Young Neighborhood Association (CYNA), South University Neighborhood Association (SUNA), and Whiteaker Community Council (WCC). Charter revisions for Santa Clara Community Organization (SCCO) were proposed at a general membership meeting. All proposed charter changes were reviewed by the respective Executive Boards along with input from Neighborhood Services staff. Charter revisions were submitted to the general membership per the provisions in the existing charter. All the organizations included notice of charter revisions in their General Meeting public notice. CYNA and WCC published the text of proposed changes in their newsletter. CYNA’s newsletter is posted on the City’s website. SUNA also posted the proposed changes on the website and distributed paper copies on request. SCCO sent proposed changes via e-mail and distributed paper copies on request. Charter amendments were voted on at the group’s General Meeting. In each case, the required quorum was met. A number of changes are not viewed by staff as significant policy considerations and therefore are not described in detail below. Examples of these include the following: changing the titles or terms of officers or the board; removing month-specific meeting references; forming committees; nominating, removing, or replacing board members or officers; and specifying “housekeeping” measures. If requested, staff can provide additional information explaining all the charter changes in detail. Boundaries: There were no changes to the existing boundaries. The SUNA board discussed staff’s request to include the South Eugene High School campus in its boundaries, but felt no compelling reason to do so. (The campus remains one of the few areas within the city limits not in any neighborhood association.) CYNA’s northern boundary is “the city limits,” and that language did not change. However, as land is annexed to the City, the physical boundary is, and continues to be, adjusted. Staff discovered that the Geographic Information System (GIS) layer for neighborhood associations incorrectly displayed the north and west boundaries of SCCO. This has been corrected. Attachment E shows the neighborhood association and community organizations boundaries as of February 2006. L:\CMO\2006 Council Agendas\M060227\S0602272C.doc Purpose: Any time an association is updating its charter, staff shares with it the mission statement for Neighborhood Associations adopted by City Council in May 1999. It states: Our mission is to build community at the neighborhood level and improve the livability of the City's neighborhoods. Neighborhood Associations do this by: Sponsoring neighborhood improvement projects and social events; ? Providing a forum to identify, discuss, and resolve neighborhood issues; ? Establishing two-way communication between neighborhoods and the City, and between ? neighborhoods and other external agencies; Educating neighbors on issues, public process, City services, and elections, and; ? Identifying and advocating the Neighborhood Association's position on issues such as land use, ? transportation, public safety, and social services. The associations have chosen to incorporate some or all of the council mission statement for associations in their charters, in letter or in spirit. Some associations specify purposes that add to the City Council-adopted mission, e.g., self-reliance. Membership: The City Council-adopted mission statement also says: “Our neighbors are those who live, work, or own property within our boundaries.” WCC’s charter mirrors this. All the charters define residents as members. A major shift for SCCO was to define membership as residents, property or business owners and remove “people outside the above-described area who have objectives and purposes similar to those of the organization upon presentation to a general meeting and an affirmative vote in favor of such members.” SUNA’s members are residents and property owners. CYNA includes a representative of property owner or businesses as a member. Charters vary as to age of eligibility, either 16 or 18. Voting: No charter allows voting by proxy (absentee ballot). A first, the SUNA charter includes a provision stating that “Reasonable accommodations will be made to allow members with physical disabilities to vote.” The SCCO and WCC require prior meeting attendance within the last twelve months to vote. SUNA and CYNA do not have this provision. Quorum is set as either ten members or ten members in addition to board members/officers. The latter is included in the February 2000 City Council-adopted definition of an active neighborhood association. 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, all charters require notice of general and board meetings and specify public information standards. Neighborhood boards can conduct business via e-mail or conference call when situations demand a response from the board in between regularly scheduled monthly (or quarterly) meetings. At staff’s recommendation, SUNA and WCC explicitly include this authority in their charters. The other associations choose not to use this avenue for decision-making at this time. RELATED CITY POLICIES Cal Young Neighborhood Association, South University Neighborhood Association, and Whiteaker Community Council are neighborhood groups officially recognized by the Neighborhood Organization Recognition Policy (NORP) (most recently updated in August 1976, Resolution #2554). The Santa Clara Community Council is officially recognized under the Limited Neighborhood Recognition Policy L:\CMO\2006 Council Agendas\M060227\S0602272C.doc (adopted February 2002, Resolution #4705) because its boundaries include both city and non-city addresses. The Neighborhood Initiative Action Plan, adopted November 23, 2005, includes the action item “Update Neighborhood Organization Recognition Policy and model charter to reflect current Council policy.” It is possible that after City Council reviews and revises the NORP, changes to neighborhood association charters would be expected. COUNCIL OPTIONS The council may adopt or remand to the organization any or all of the revised charters. CITY MANAGER’S RECOMMENDATION The City Manager recommends adoption of the revised charters, with the understanding that revisions to the NORP may require additional amendments. SUGGESTED MOTION Move to adopt the revised charters for Cal Young Neighborhood Association, Santa Clara Community Organization, South University Neighborhood Association, and Whiteaker Community Council. ATTACHMENTS A. Revised charter for the Cal Young Neighborhood Association B. Revised charter for the Santa Clara Community Organization C. Revised charter for the South University Neighborhood Association D. Revised charter for the Whiteaker Community Council E. Map of Neighborhood Associations/Community Organizations as of February 15, 2006 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\2006 Council Agendas\M060227\S0602272C.doc ATTACHMENT A Cal Young Neighborhood Association Charter Recognized September 6, 1978 - Resolution No. 2994 Amended, February 26, 1981 Revision Adopted April 9, 1990 - Resolution No. 4174 ARTICLE I. NAME The name of this organization is the Cal Young Neighborhood Association (The Association) ARTICLE II. GEOGRAPIDC BOUNDARIES The Cal Young Neighborhood Association encompasses that portion of the territory of the city of Eugene bounded by the Willamette River, Coburg Road, Beltline Road, and the north Eugene city limits. The neighborhood shall be divided into the numbered areas shown on the attached map, which is hereby incorporated by reference. The Executive Committee may from time to time consolidate, subdivide, or alter the area boundaries. ARTICLE III. PURPOSE Section 1. Advisory to City. The Association is advisory to the City Council, Planning Commission, and other City boards, commissions, and officials on matters affecting the growth and development of the neighborhood. The Association may develop proposals with respect to land use, zoning, parks, op[ en space and recreation, annexation, housing, community facilities, transportation and traffic, public safety, sanitation, and other activities and public services which affect the neighborhood. Section 2. Neighborhood Focus. The Association shall address all matters which affect the neighborhood in accordance with the City of Eugene's Neighborhood Organization Recognition Policy, Resolution No. 2554, as amended by Resolution No. 3746, including problems of public safety and economic development. Section 3. Educational. The Association shall serve in an educational capacity to inform the citizens of the neighborhood. The Association shall encourage and facilitate communication among citizens on matters of common concern. ARTICLE IV. POWERS The Association may do whatever is necessary and appropriate to enable it to exercise the powers granted or allowed to it by the Eugene Neighborhood Organization Recognition Policy, Resolution No. 2554, as amended by Resolution No. 3746. ARTICLE V. PARTICIPATION Section 1. Entitlement. Participation in the affairs of the Association is open to any l6-year-old or older resident and/or representative of a property owner or business located within the boundaries described in ARTICLE II. Section 2. Voice and Voting. a.) Each person entitled to participate as defined in Section 1 ofthis ARTICLE is entitled to speak at any General or Executive Committee meeting and is entitled to one participant vote whenever votes are taken, at an Executive Committee-meeting, as provided in ARTICLE VII, Section 7 of this charter. All participants are entitled to one vote on any motion brought before the membership at any General Meeting. b.) No absentee voting or voting by proxy shall be allowed. ARTICLE VI. OFFICERS Section 1.. The officers are a President, Vice President, Secretary-Treasurer, and a Newsletter Editor and shall reside within the Association boundaries. Section 2. Duties of President. The President shall coordinate and supervise the business and activities of the Executive Committee and The Association. The President shall preside at all meetings of the Executive Committee and all general meetings, serve as an ex-officio member of all committees, and be the primary contact person for and liaison with the City of Eugene. Section 3. Duties of Vice President. The Vice President shall assist the President upon request. In the absence of the President, or in the President's inability or refusal to act, the Vice President shall execute the duties and powers of the President. Cal Young Neighborhood Association Charter Approved January 26, 2006 Page 1 Section 4. Duties of the Secretary-Treasurer. The Secretary-Treasurer shall: a.) Record the minutes of all general and executive meetings and maintain on file copies of said minutes, correspondence, attendance lists, and other records; b.) Receive all Association funds, deposit them in a bank approved by the Executive Committee, and payout funds only on notice signed by one other officer and the Secretary-Treasurer. Section 5. Duties of the Newsletter Editor. The Newsletter Editor shall see to the publication of the Cal Young Neighborhood Association Newsletter. ARTICLE VII. EXECUTIVE COMMITTEE AND AREA REPRESENTATIVES Section 1. Executive Committee. The Executive Committee consists of the officers of the Association and one person representing each of the areas of the neighborhood established as provided in Article II. Section 2. Area Representatives. a.) Each Area Representative shall be appointed, and may be reappointed by the President subject to approval by the Executive Committee for a two-year term. The President shall fill by appointment any vacancy in an area representative office subject to Executive Committee approval. b.) Eligibility to serve as Area Representative is limited to persons who reside in the area represented. c.) Area Representatives shall investigate and report with recommendations to the Executive Committee on applications for land use actions within their areas and shall otherwise facilitate communications between area residents and the Association. Section 3. Executive Committee Meetings. The Executive Committee shall hold regularly scheduled meetings and may hold special meetings when called by the President or by any three Executive Committee members. All meetings of the Executive Committee are open to the general public. Section 4. Meeting Procedures: Notices of Meetings, Meeting Agendas and Minutes shall be conducted as outlined in ARTICLE IX MEETINGS. Section 5. Quorum. A majority of the Executive Committee members constitutes a quorum for the transaction of business. Less than a quorum of the Executive Committee may meet but may not take action on behalf of the Association. Section 6.Powers. The Executive Committee may exercise the powers of the Association as may be necessary to accomplish the purposes ofthe Association. Section 7 . Voting. a.) Except as otherwise provided in this charter, a majority of a quorum shall be sufficient to determine any matter before the Executive Committee. b.) Any matter submitted to a vote of the Executive Committee shall also be submitted to a vote of the participants present at the meeting. Both the vote of the Executive Committee and the vote of participants other than members of the Executive Committee shall be recorded in the minutes. Section 8. Representation. The President or the President's designee shall present the Association's opinions to the City Council, Planning Commission, or other appropriate decision makers when so authorized by a vote of the Executive Committee. The presentation shall include the number of votes for and against by both the Executive Committee and the participants, and if there is a minority position on an issue, represented by at least one third of those voting in either group, this shall also be presented. ARTICLE VIII. NOMINATION. ELECTION. AND REMOVAL OF OFFICERS AND EXECUTIVE COMMITTEE MEMBERS. Section 1. Elections. The officers shall be elected at the annual meeting and shall serve one-year terms. Section 2. Nominating Committee. A three-member nominating committee shall be appointed by the President prior to the annual meeting. Notice of the creation of the nominating committee and of the annual election shall be published in the Cal Young Neighborhood Association Newsletter prior to the meeting. . Section 3. Candidates. At the annual meeting, the nominating committee shall present the proposed candidates for office. The slate of candidates for office shall be published in the Cal Young Neighborhood Association Newsletter prior to the annual meeting. Additional nominations may be made from the floor at the meeting.. Cal Young Neighborhood Association Charter Approved January 26,2006 Page 2 Section 4. Absences. If a member of the Executive Committee is absent for four consecutive meetings, either regular or special, that member's position shall be vacated unless the Committee finds that extraordinary circumstances prevent the member's attendance. Section 5 Termination. Membership on the Executive Committee terminates at once for anyone who moves from the neighborhood. Section 6. Vacancies. The Executive Committee shall by appointment fill vacancies in the offices of President, Vice President, Secretary-Treasurer, and Newsletter Editor. ARTICLE IX MEETINGS The rules contained in Robert's Rules of Order shall guide the Cal Young Neighborhood Association in all cases in which they are applicable, and in which they are not inconsistent with the charter or by-laws of the Association. Section 1. General Meetings: There shall be a minimum of four General Meetings per year, at a time and place to be decided by the Executive Committee. All general meetings of the Association are open to the public. The quorum necessary to transact business at any General Meeting is ten participants. Section 2. Annual Meetings: The Annual Association Meeting shall be the first general meeting of the calendar year. Section 3. Notice of Meetings. a.) The dates of all regularly scheduled meetings shall be published in the newsletter. In addition, notice of each regularly scheduled meeting shall be separately published in the newsletter issued prior to that meeting, and shall also be provided to the City of Eugene Neighborhood Liaison Office for such additional public notice as may be possible. Notice of special meetings of the Executive Committee shall be given to all Executive Committee members and to the Neighborhood Liaison Office for such public notice as may be possible. b.) Notice shall include the date, time, and place of each meeting and a summary of the agenda. Section 4. Meeting Agendas. Meeting agendas shall include all items requested by the President or any two members of the Executive Committee. Any participant may raise and have discussed any additional item not previously on the agenda, but that item shall not be voted upon until the next meeting unless two-thirds of the members present and voting approve a motion to allow voting at the same meeting. Section 5. Minutes. Minutes shall be kept on file and summaries of actions taken shall be communicated to the Association generally through publication in the Cal Young Neighborhood Association Newsletter. ARTICLE X. NEIGHBORHOOD NEWSLETTER. Section 1. Name and Purpose. The purpose of the Cal Young Neighborhood Association Newsletter is to distribute information to the neighborhood generally and to provide a forum for free expression of opinions by persons entitled to participate in the Association on issues of interest to the neighborhood. Section 2. General Policies. a.) Advocacy positions may be included in the newsletter in an editorial format. The newsletter shall clearly indicate editorial material and guarantee space for timely printing of differing viewpoints. b.) Commercial advertising shall not be permitted. c.) The Executive Committee has the ultimate responsibility for the contents ofthe newsletter. d.) Each issue of the newsletter shall identify the officers of the neighborhood, the Newsletter Editor, and those compiling that issue, if other than the officers or editor. e.) Each issue of the newsletter shall include an address or phone number for submission of articles, letters, or other material. ARTICLE XI. COMMITTEES The Executive Committee may establish committees to carry out Association business. ARTICLE XII. AMENDMENTS AND CHARTER REVIEW This charter may be amended by a majority vote of the participants at any annual meeting of the Association. However, written notice of the proposed amendment must be provided in the Cal Young Neighborhood Association Newsletter prior to the meeting. Cal Young Neighborhood Association Charter Approved January 26, 2006 Page 3 Article I Section 1 Article II Section 1 Article III Section 1 Section 2a Section 2b Section 3a Section 3b Section 4 Section 5 ATTACHMENT B SANTA CLARA COMMUNITY ORGANIZATION Established 1977 BY-LAWS (Amended June, & July 2005) Name: The name of this organization shall be the Santa Clara Community Organization Geographic Area (referred to as "area" herein): The Santa Clara Community Organization will encompass that area west of the Willamette River, north of Beltline Road, east of the Southern Pacific Railroad tracks, and south of Beacon Drive and Awbrey Lane. Purpose and Membership: The purpose of the Santa Clara Community Organization is to advocate on behalf of the people living in the area and to represent the community organization's views to Lane County, the City of Eugene and other decision- making agencies, on matters affecting the general welfare and development of the area and facilitating communication within the community. The membership of the Organization is open to any resident, property owner, or business owner, 18 years of age or older within the boundaries described in Article II. Membership shall become void immediately upon termination of ownership or residency in the Santa Clara Community Organization area as described in Article II Voting by proxy or by absentee ballot shall not be allowed. Each member in good standing shall be entitled to one vote. A member in good standing is defined as one who has attended at least one prior general or executive board meeting within the immediately preceding twelve months, and whose name appears on the register of attendance for at least the one required meeting attended. The Santa Clara Community Organization shall keep and maintain attendance lists for all such meetings for at least 1 (one) year. No dues are required as a condition of membership. No member shall represent himself to speak for the Executive Board or for the organization unless specifically authorized by the Executive Board. Article IV Section 1 Section 2 Section 3a Section 3b Section 3c Section 4 Section 5 Section 6 The Executive Board: The Executive Board shall consist of nine members Board members shall be elected to a two-year term which shall terminate in January two years after their election. Election shall be by a majority of the members in good standing who are in attendance at a general membership meeting conducted during the month of January each year. If an election is not held in January, the election shall be held as soon as practical at a general membership meeting thereafter. Board members are entitled to serve until their position is filed as provided in these bylaws. The Executive Board shall be responsible for making decisions and taking action on behalf of the general membership between general meetings on all matters concerning the purpose of the Organization. The Executive Board's decisions representing the Santa Clara Community Organization on an issue or issues where the general membership has not yet voted shall be shared with the membership at the next general meeting. The membership may override the Board's decision by a two-thirds vote. The Board shall represent the Santa Clara Community Organization's opinions to the County Board of Commissioners, the City of Eugene, and any other appropriate decision makers. Such advisory opinions will specify whether the position is one of the general membership or the Executive Board. If there is a minority position on the issue represented by at least one third of those voting, this shall also be presented. Whenever a vacancy occurs on the Executive Board, that vacancy shall be filled by a majority vote of the members in good standing who are in attendance at the next general membership meeting. The newly-elected board member shall serve for the remaining term of the vacated position. Pending a general membership meeting, executive board vacancies may be temporarily filled by the Santa Clara Community Organization chairperson with the consent of the majority of the members of the Executive Board after a polling of the Executive Board members. A member of this board who shall absent himself from three consecutive meetings, either executive or general, may have his seat declared vacant by the Executive Board. A board member may be recalled by a 2/3 vote of the members in good standing at a general meeting. Such a motion may be voted on only after notice has been given at a previous general meeting and the board member who is the subject of the motion has been notified in writing by the Executive Board of the intention to recall him. Article V Section 1 Section 2 Section 3 Section 4 Article VI Section 1 Section 2 Section 3 Article VII Section 1 Officers: The officers shall consist of a Chairperson, Vice-Chairperson, and Secretary / treasurer. The officers shall be executive board members elected by a majority vote of the membership of the Executive Board in attendance at a regularly scheduled meeting of the board in January following a regularly scheduled meeting of the board at which notice of the election was given and shall serve a one-year term. If an election is not held in January, the election shall be held as soon as practical thereafter. Officers are entitled to serve until their position is filed as provided in these bylaws. Vacant officer positions shall be filled by a majority vote of the membership of the Executive Board present at a regularly scheduled meeting of the board following a regularly scheduled meeting of the board at which notice of the election was given. Executive Board officers may vote as Executive Board members. Duties of the officers: Chairperson: The chairperson shall have general supervisory and directional powers of the activities of the board. He or she shall preside at all meetings of the board and general membership. Vice-Chairperson: In the absence of the chairperson, the vice-chairperson shall execute all powers of the chairperson and shall have other duties as assigned. 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 general membership and executive board meetings and provide copies of the minutes to the City and to the membership as necessary. 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 Organization's accounts. Meetings The Executive Board shall hold regularly scheduled Executive Board meetings and a minimum four general membership meetings each year at times and places set by the Executive Board. Section 2 Section 3 Section 4 Section 5 Article VIII Section 1 Section 2 Section 3 Article IX Section 1 Notice of General Membership Meetings shall be made in such a manner as to ensure as thorough a distribution of the notice as possible to all residents of the community and shall be included in the County public meetings calendar. Notice shall include the meeting date, time, place and agenda. A quorum at Executive Board meetings shall be a majority of board members. A quorum at General Membership meetings shall be ten SCCO members not including the Executive Board. Any SCCO member may raise agenda items at a General Meeting, but those items may not be voted upon until the next General Meeting unless two- thirds of those members present at the meeting determine that a time-sensitive emergency exists. seco meetings shall be conducted according to generally-accepted rules and procedures, with an emphasis on allowing those persons present at the meeting to have and opportunity to be heard. Committees In order to carry out the work of the Organization, committees may be created by a majority vote of the executive board members present. Committee membership shall consist of interested Organization members appointed by the chairperson. The chairperson 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 Amendments: After adoption, these by-laws may be amended by a majority vote of members in good standing present at a general membership meeting providing the amendment has been introduced at a previous general membership meeting. Article I ATTACHMENT C South University Neighborhood Association Charter Recognized: May 20, 1974 Revised: Res. No. 3100, March 1979 Revised: Res. No. 3338, April 1980 Revised: (Insert date o/City approval.) Name Article II The name of this organization is the South University Neighborhood Association (SUNA). Area Section 1 Section 2 Article III The South University Neighborhood Association Area is that property within Eugene, Oregon bounded by the south side of 18th Avenue, the west side of Agate Street, the north side of 24th Avenue and the east side of Patterson Street. The area boundaries may be changed by a charter amendment as specified in Article 12 of this charter. Purpose The purpose of this organization is to build community at the neighborhood level and to improve the livability of the neighborhood. SUNA shall do this by: (a) Sponsoring neighborhood improvement projects and social events, (b) Providing a forum to identify, discuss and resolve neighborhood issues in a civil manner, (c) Establishing two-way communication between the South University Neighborhood and the City, other neighborhoods and other external agencies, (d) Educating neighbors on issues, public process, City services and policies and elections, and (e) Identifying and advocating SUNA's position on issues such as land use, transportation and public facilities and services. Article IV SUNA Membership and Votinq Section 1 SUNA Membership includes the following and no others: (a) Owners of real property within the area described in Article II, Section 1, and (b) Residents of the area described in Article II, Section 1 who are at least 18 years old. Section 2 Only SUNA members will be eligible to vote on a matter before the membership at a SUNA Membership Meeting. Eligibility to vote shall require signing the attendance list that will be made available at each SUNA Membership Meeting. Section 3 There shall be no voting by proxy. Reasonable accommodations will be made to allow members with physical disabilities to vote. Section 4 Each member shall be entitled to one vote. Section 5 A quorum of a SUNA Membership Meeting shall consist of 10 SUNA members not including members of the Board of Directors. Article V Officers Section 1 Officers shall be SUNA members. Section 2 The Officers are: Chairperson, Vice Chairperson, Secretary and Treasurer. Section 3 A nominating committee shall present nominations at the SUNA Membership Meeting preceding the Annual Meeting. Any member may make additional nominations from the floor at that meeting. The Annual Meeting is described in Article VII, Section 1. Section 4 Officers shall be elected by a majority of those in attendance and eligible to vote at the Annual Meeting. Write-in names will not be allowed except for a position for which no person has been nominated. Tie votes shall be decided by the newly elected Board of Directors. Section 5 Officers will serve for two years commencing on the date of the election. Loss of SUNA Membership status will automatically remove the individual from office. An individual may not serve more than two consecutive terms in the same office. 2 Section 6 Offices vacated before the expiration of the term shall be filled by appointment by the Board of Directors. Officers so appointed will serve until the next annual election. Section 7 The Chairperson shall preside over all meetings of the Board of Directors and SUNA Membership Meetings. The Chairperson shall coordinate and guide the business of the Board of Directors and will be the primary liaison with the City of Eugene, the Neighborhood Leaders Council and other Neighborhood Associations. The Chairperson shall be an ex officio member of all committees and shall carry out additional duties as delegated by the Board of Directors. Section 8 The Vice Chairperson shall assist in the duties of the Chairperson at the Chairperson's request. In the absence of the Chairperson, the Vice Chairperson shall assume the Chairperson's duties and powers. Section 9 The Secretary shall take minutes of all meetings of the Board of Directors and all SUNA Membership Meetings. The Secretary shall maintain file copies of minutes, attendance lists, and related records. Minutes shall be produced and available for public review in a timely manner. Attendance lists shall be kept for at least one year. Section 10 The Treasurer shall receive all SUNA funds, deposit them and make payments as directed by the Board of Directors, shall maintain all appropriate financial records and shall report regularly to the Board of Directors and SUNA Membership. Article VI Board of Directors Section 1 The Board of Directors shall consist of the Officers and eight Members-at-Large nominated and elected in the manner specified in Article V, Section 4 Section 2 The eight Members-at-Large shall be elected to serve two-year terms. Four Members-at-Large shall be elected each year. Terms shall commence on the date of the election. Nominations for Members-at-Large shall be made in the same manner as for Officers as set forth in Article V, Section 3. Vacancies shall be filled by the Board of Directors to serve until the next annual election. Section 3 The primary responsibility of the Board of Directors is to administer and manage SUNA so as to achieve the purpose of SUNA as stated in Article III. 3 Section 4 The Board of Directors shall hold meetings at a place and time determined by the Board of Directors. A minimum of four meetings shall be held each year. Board of Directors meetings shall be announced at the prior meeting of the SUNA Membership and shall be open to the public. Notice of the meeting shall be included in the City's public meeting calendar. Section 5 Special meetings of the Board of Directors may be called by the Chairperson, or in the Chairperson's absence, by the Vice Chairperson in the event of situations calling for prompt action. Reasonable efforts shall be made to inform the SUNA Membership of special meetings consistent with the purpose of the meeting. Such meetings may be conducted by conference telephone call or e-mail. Section 6 Minutes of the Board of Directors meetings shall be kept on file and made available to the SUNA Membership at the next SUNA Membership Meeting. Minutes of Board of Directors meetings shall be published in the next neighborhood newsletter or on the SUNA website. Section 7 A quorum shall be a majority of existing Board of Directors. Board of Directors decisions shall be decided by a majority vote of the quorum. The Chairperson shall vote only to break a tie. Section 8 The Board of Directors shall establish the time and place for SUNA Membership Meetings and shall ensure that the meetings are publicized. Notice of meetings shall include the date, time, place and proposed agenda. The Board of Directors shall establish the agenda for meetings of the SUNA Membership. Items may be added to the agenda and voted on a.t any meeting of the SUNA Membership as specified in Article VII, Section 3. Section 9 The Board of Directors may, as the need arises, draft bylaws for SUNA subject to the provisions of Article XII. Section 10 The Board of Directors may, as the need arises, appoint committees to carry out the purposes of SUNA. 4 Article VII SUNA Membership MeetinQs Section 1 A minimum of four meetings, as defined by the City Council, of the SUNA Membership shall be held each year (July 1 through June 30). SUNA membership meetings include any SUNA sponsored activity at which attendance is taken. One such meeting shall be designated as the Annual Meeting at which Officers and Board of Directors members-at-Iarge shall be elected. Section 2 Upon proper motion, matters relating to agenda items may be brought to a vote of those present and eligible to vote provided a quorum, as defined at Article 4, Section 5, is present. . Section 3 A petition bearing the signatures of three SUNA members, and presented to the Chairperson not less than ten days before the meeting, may call for action on a matter not on the agenda. If two- thirds of the eligible voters vote to approve, the matter may be voted upon at the meeting at which the matter has been raised. Article VIII Public Information Section 1 Subject to available funding, SUNA shall publish at least four public information items each year such as newsletters, postcards, flyers, posters, radio or television spots, electronic bulletin postings or advertisements in the local newspaper. Section 2 The Board of Directors shall decide each year, following the annual election of officers and members, whether and how often to publish public information items for the following year. Section 3 The purposes of the newsletter are to: . Provide notification of upcoming meetings, . Facilitate discussion on local neighborhood issues, . Promote neighborhood, community and city events, . Share information related to the neighborhood, . Foster dialogue on elections and ballot measures related to the neighborhood, . Build community, . Recognize individuals, organizations and businesses for their volunteer efforts on behalf of the neighborhood, . Distribute City public information. Section 4 The newsletter shall be published prior to each SUNA Membership Meeting subject to available funding. Newsletters should be distributed at least 10 days prior to such meetings. 5 Section 5 The Board of Directors shall, each year, appoint a Newsletter Editor, who shall be responsible for the newsletter's format and preparation for printing. The Editor shall work with a Newsletter Committee on matters of content and appearance. Section 6 The Editor shall work with City staff to produce a product that meets the Neighborhood Association Newsletter Guidelines adopted by the City Council. Article IX Finances Section 1 SUNA may receive funds and employ persons to further its purposes, and may own and dispose of property. Section 2 Grants or monies secured to fund specific projects or programs that have itemized budgets approved by the Board of Directors may be expended without further approval. Section 3 SUNA may accept contributions aimed at achieving one or more of the SUNA purposes set forth in Article III. Section 4 The Board of Directors shall adopt standard accounting practices for the budgeting and expenditure of funds. Article X Parliamentary Authoritv Unless specified otherwise in this charter or any adopted bylaws, the activities of SUNA shall be guided by Robert's Rules of Order so as to allow the orderly conduct of business. Article XI Charter Review and Amendment Section 1 This charter may be amended at any SUNA Membership Meeting by a two-thirds vote of at least a quorum provided the proposed amendments have been submitted to the Board of Directors for review. Written notice of proposed charter amendments shall be provided by either the SUNA newsletter or website prior to the meeting where changes will be presented, discussed and voted upon. Section 2 The Board of Directors shall appoint a Charter Review Committee at least every ten years or more frequently should the Board deem it necessary. Section 3 Charter amendments shall become effective upon approval by the City Council. 6 ATTACHMENT D CHARTER FOR WHITEAKER COMMUNITY COUNCIL Recognized July 8, 1974 Latest revision approved May 11, 2005 not by ('ounei!. Article 1. Name Section 1. The name of this organization is the Whiteaker Community Council. Article 2. Area Section 1. The jurisdiction of the Whiteaker Community Council encompasses the following area: Begin at the intersection of West 7th Avenue and Chambers Street. Proceed north along the centerline of Chambers and then the centerline of River Road until the south boundary of the Capri subdivision, extended westerly. Follow the southern boundary of extended Capri to tax lot #1704251302700. Go north along the easterly edge of tax lots #1704251302700 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 #1704251201201 to Maurie Jacobs Park. Proceed northwesterly along the boundary of Maurine Jacobs Park to the Willamette River. The Willamette River forms the north boundary of the Whiteaker Community Council (WCC). The southern terminus ofWCC is the southeast point of Skinner Butte Park and the Willamette River. Follow the south boundary of Skinner Butte Park to the centerline of Lincoln Street. Go south on Lincoln to the Fifth-Sixth Street alley. Proceed west on the Fifth-Sixth Street alley to the centerline of Washington Street. Go south to the centerline of West 7th Avenue. Follow West 7th Avenue to Chambers Street. Section 2. Areas adjacent to the current boundaries may join the Whiteaker Community Council if the residents of such areas so request and if such a change is approved by the Whiteaker Community Council and the Eugene City Council. Article 3. Purpose Section 1. The Whiteaker Community Council has been formed to help resolve the concerns of the people in the neighborhoods ofthe Whiteaker Community. These concerns include, but are not limited to: land use and planning, social, recreational, educational, economic development and transportation needs; and to promote a sense of community cohesiveness and self-reliance. Section 2. The Community Council also serves in an education capacity to alert the citizens ofthe community about current issues, of health, safety, and welfare. In addition, Whiteaker Community Council continues the planning process by periodically re-evaluating its goals, objectives, and recommendations. Article 4. Membership Section 1. The general membership is open to persons who live, work or own property within Whiteaker's boundaries as defined in Article 2, Section 1. Section 2. There shall be no voting by proxy. Each person from the general membership age 16 and over who has attended at least one meeting in the previous 12 months has the right to vote at a general meeting. Article 5. Powers Section 1. The Whiteaker Community Council shall elect from its membership a Board of Directors (hereinafter called the Board) including Whiteaker Community Council officers. Section 2. The Community Council may appoint committees. Appointment of committees may include a statement of purpose, criteria for membership, meeting requirements, and committee authority, including permission to speak publicly on issues within the committee's specified concern. Representatives of committees may be involved in Board meetings as directed by the Community Council. Committees shall make regular reports to the Board. Section 3. The Community Council may receive funds and employ persons to further the purposes of The Council. The Council may own property and dispose of it. Section 4. All general Whiteaker Community Council fund expenditures must be approved by a vote of the council, except that the Council may allow the Board or its delegate to authorize expenditures below $200. Grants or monies secured to fund specific projects or programs and which have itemized budgets will not require Whiteaker Community Council approval for expenditures within their budgets. Budgets for monies from grants and other sources shall be approved by the Whiteaker Community Council Board before expenditures commence. In addition, the Board will establish a fiscal process including budget expenditure authorization and an internal fiscal control system. Section 5. The Whiteaker Community Council recognizes its relation to the City of Eugene through the Neighborhood Organization Recognition Policy and will function in accordance with this policy in all matters described therein. Article 6. Affiliate Groups Section 1. Affiliate organizations are defined as those organizations sponsored by the Whiteaker Community Council for the purpose of obtaining grants and/or contributions, using the Whiteaker Community Council as their fiscal sponsor and/or declared as affiliate at their request by the Whiteaker Community Council. Section 2. Affiliate organizations are requested to appoint one of their members as a liaison with the Whiteaker Community Council Board to ensure the necessary coordination and communication between the organizations. Section 3. Where an affiliate organization is sponsored by the Whiteaker Community Council for the purpose of obtaining grants and/or contributions for that organization, quarterly reports on the progress of funded projects are requested. The reports should include, but need not be limited to an evaluation ofthe progress of the project in relation to the original grant application, a presentation of project changes if needed, a projection of activities planned for the next quarter and an expenditure and revenue statement. Personal presentations are encouraged. Quarterly reports are requested within a month of the end of each quarter until project completion. Article 7. The Board of Directors Section 1. The Board of Directors (the Board) shall consist of elected officers, committee representatives as directed by the Council, and elected at-large members. The entire Board shall not exceed 15 members. Section 2. The majority of active Board members, no less than three, shall constitute a quorum for the transaction of business. Meetings shall not be called to order unless a quorum is present. 2 Article 7. The Board of Directors (continued) Section 3 Regular meetings of the Board are open to the membership and the general public. Special meetings of the Board may be called by the Chair, or in the Chair's absence, by the Vice Chair, in the event of situations calling for prompt action. Such meetings may be conducted by conference telephone call or e- mail. Approved minutes of Board meetings shall be kept on file and made available to the membership at the next general meeting. Section 4. The Board may conduct such business and take such actions as may be necessary to accomplish the purposes of the Council. Board actions are subject to review by the Community Council at regular meetings. Section 5. The Board is responsible for the preparation of the agenda for regular meetings of the Council. Section 6. The Board shall appoint such standing or ad hoc committees as it deems necessary. Any member of the Council may attend and participate or may be appointed by the Board to serve on a committee. Such appointment carries with it the right to vote at the committee level. Article 8. Officers Section 1. The officers shall consist of a chair, vice chair, secretary, and treasurer. Section 2. Chair: It shall be the function of the chair to call meetings, ensure that agendas are planned and meetings are chaired and generally oversee the activities of the Community Council. She/he may appoint people to represent the Council before any public agency and appoint special committees. The chair shall be the primary contact person for, and liaison with the City of Eugene, except that, at the chair's request, another Board member may be appointed by the Board to serve in one or both of these roles. Section 3. Vice Chair: The vice chair shall be responsible for the duties of the chair in case of his /her temporary absence. The vice chair may assist the chair in generally overseeing the activities of the Community Council as mutually agreed by the chair and vice chair. Section 4. Secretary: The secretary shall ensure that minutes are taken at each meeting of the Council and Board and shall report them to the subsequent meetings for approval. She/he will maintain the attendance roll and other records of the Council. Section 5. Treasurer: The treasurer shall supervise the financial affairs of the Council and make periodic reports to board and membership meetings. Article 9. Election of Officers and At-Lar2e Members Section 1. Members ofthe Board of Directors shall be elected for a one year term by the Council membership at the annual meeting in April. Persons may serve more than one term of office. Nominations will begin at the previous meeting and continue until the election. If the occupant of a position loses membership status, or resigns, that position shall be declared vacant by the executive committee and a new member may be elected. If a vacancy exists during the period from April through December, the executive committee may schedule nominations and election at the next two scheduled Whiteaker Community Council general membership meetings. If a vacancy exists during the period from January through March, the executive committee may choose to wait until the next regularly scheduled annual elections. When there is only one candidate for a position, the majority of votes cast for that position must be affirmative. When there are two or more candidates for a position, a plurality of affirmative votes is necessary to be elected. 3 Article 9. Election of Officers and At-Lare:e Members (continued) Section 2. Members of the Board who miss three consecutive board meetings shall be declared inactive for the purposes of voting or establishing a quorum. Inactive members may be replaced according to the provisions of Article 9, Section 1. Inactive members may petition the Board to regain their active status. Article 10. Board Committees Section 1. Standing committees and ad hoc committees of the Whiteaker Community Council Board consist of board members volunteering to serve on those committees and WCC members appointed by the board. Section 2. Council members serving on committees may vote on all matters coming before the committee for review and action. Committee actions are subject to review by the Board at regular meetings. The committees will adhere to the policies set by the board or Council in all decisions before the committee. Section 3. Committee members, to remain in good standing on committees, must meet attendance requirements under which Whiteaker Community Council Board members operate. Section 4. A person may serve on a committee by making their interest known to the board and being appointed by the Board. A Council member must be at least 16 years of age, and live, work, or own property within the official boundaries of the Whiteaker neighborhood to serve on a committee. Article 11. General Membership Meetin2s Section 1. The assembled membership attending the general meetings shall be the overall policy-making body. Section 2. The Whiteaker Community Council will meet not less than four times each year, at a time and place designated by the Board. A meeting in the month of April shall be the annual meeting. Section 3. The general membership shall be notified prior to the annual meeting and as many additional meetings as possible. Notice shall state the special purpose of the meeting if any. Any member may raise a matter not previously put on the agenda. Section 4. The duration of the meeting shall not exceed two hours, unless otherwise agreed upon by the assembled body. All unfinished business shall be forwarded to the next meeting. Section 5. A quorum for the conducting of business at general membership meetings shall be 10 members. Article 12. Amendments Section 1. This charter, which is also the bylaws of the organization, may be amended by a majority vote ata general membership meeting following discussion of proposed changes at the previous meeting. Written notice of proposed changes shall be forwarded to all members prior to the meetings. If the written notice is only a summary, then the full text of proposed changes shall be made available in writing to any member upon request. Section 2. If any section or sections of amendments to this charter are held to be in conflict with the City of Eugene Neighborhood Organization Recognition Policy, the section or sections of amendments shall be invalid, and that portion of the charter shall revert to the version last recognized by the City of Eugene. All other sections of amendments shall remain in effect. 4 Attachment E \. . ~ City of Eugene: Neighborhoods /' . ~ . . . , I _' -1 (: \ '_ t.:""Jj , - .:: 1_' - -.- ;"l_ _p_-:-_,,__ , - I , '----.. - . . ... ( Color Code: ~ Active Bethel Citizens _ Jefferson Westside Neighbors :e::::! Amazon Neighbors _ Laurel Hill Vly Citizens Assoc. :c Cal Young Neighborhood _ River Road Comm. Org. _ Churchill Area Neighbors a Santa Clara Comm. Org. := ='"~\: Crest Drive Citizens Assoc. _ South University Neighborhood :~ Downtown Neighborhood Assoc. ::~=:~I: Southeast Neighbors _ Fairmount Neighbors S::::J Trainsong Neighbors o Far West Neighborhood _ U of 0 Campus _ Friendly Area Neighbors ;:::=:=( West Eugene Community Org. _ Harlow Neighbors _ West University Neighbors _ Industrial Corridor Comm. Org. lG:::J Whiteaker Community Council Legend - Major Roads c::J City Limits .. Open Water N A