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Resolution No. 17-22 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 17-a?,2 A RESOLUTION ADOPTING THE BYLAWS OF THE COMMITTEE FOR COMMUNITY ENGAGEMENT,, WHEREAS,in 2010 the city's Committee for Citizen Involvement (CCI) program was revamped and renamed the Neighborhood Involvement Committee (NIC) with a focus on the Neighborhood Network program and its effectiveness;and WHEREAS, changes in Washington County's community participation program in July 2106 afforded the city an opportunity to expand the role of the Neighborhood Involvement Committee (NIC);and WHEREAS, the proposed expanded role was discussed with NIC members at their November 2016 and February 2017 meetings;and WHEREAS, bylaws were reviewed and recommended for city council approval for the newly created Committee for Community Engagement(CCE) by NIC members at their February 2017 meeting. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: The Neighborhood Involvement Committee (NIC) will now be known as the Committee for Citizen Engagement(CCE) SECTION 2: The bylaws governing the Committee for Community Engagement as specified in Exhibit "A" are hereby adopted. SECTION 3 This resolution is effective immediately upon passage. PASSED: This day of 2017. Mayov City of Tigard ATTEST: City Recorder- City of Tigard RESOLUTION NO. 17-.2 2 Page 1 EXHIBIT A CITY OF TIGARD ■ COMMITTEE FOR COMMUNITY ENGAGEMENT BYLAWS SECTION 1. CHARGE AND DUTIES A. The Committee for Community Engagement hereafter referred to as the "Committee" shall have no powers except as conferred by this resolution, City Charter,Tigard Municipal Code, or the Oregon Revised Statutes. B. The Committee and its members shall conduct itself in a manner that's in keeping with applicable city and state laws pertaining to conduct and ethics. Any confirmed violation of the provisions of such laws shall be grounds for removal from the committee. C. The Committee for Community Engagement is charged with oversight, accountability and policy direction on program design for citywide community engagement activities. This includes review, commend and recommendation on specific plans for community input, feedback, education and information. The goal is to inspire active two-way community engagement, broad participation of diverse community members and encourage shared responsibility and ownership (community members and elected officials) to use knowledge, skills and experience to improve the community and advance the city's strategic vision. Specific duties include: • Review and provide comments to project and program managers on specific plans for community outreach, education, marketing and/or information on public services,programs and/or projects. Facilitate informed decisions on issues that are relevant and ongoing. Promote active two-way community engagement to surface issues of interest. • Provide feedback on plans that market dynamic and comprehensive opportunities for community members to get involved and stay engaged. • Recommend strategies to involve organizations representing communities of diverse interests and identities • Provide input, feedback and recommendations to match communications tool(s) to a specific issue/audience. • Review and comment on guidelines for information,referral and troubleshooting services. • Recommend standards for committee-initiated online platforms • Participate in program/project outreach and monitoring • Monitor program success against long-term goals and deliver an annual report to council. The Committee may form subcommittees to investigate areas relevant to its charge or duties pursuant to this section. SECTION 2. COMPOSITION A. The Committee shall consist of up to 15 members. To be eligible for appointment, members shall reside, own property, own a business or work within the City of Tigard's Urban Services Boundary. As much as possible, the members of the committee shall be varied in experience and representative of the CCE Bylaws Adopted 5-9-17 to.supersede NIC bylaws Adopted 719113 1 CITY OF TIGARD ■ COMMITTEE FOR COMMUNITY ENGAGEMENT BYLAWS community as a whole. A diversity of membership is desired among ethnic minorities, non-native English speakers, seniors,youth, business representatives,renters and home owners and members of the community at large. Geographic diversity is also desired,reflecting representation of each of the city's 14 neighborhood areas. One membership slot shall be prioritized for an official representative from CP04B and 4M each, should qualified applicants apply. One membership slot each shall be prioritized for a non- native English speaker,youth or business owner each should qualified applicants apply. SECTION 3. APPOINTMENTS A. Appointments shall be made by City Council through the process established for board and committee appointments to city committees that are advisory to City Council. SECTION 4. TERM OF OFFICE A. The length of terms for current NIC will be staggered to prevent expiration of all current member terms at the same time. One-third of the current membership will serve two-year terms, one-third three-year terms and one-third four-year terms. All current members will be eligible to serve additional four-year terms.Appointments will be made according to Section 3 of these bylaws. B. Newly appointed committee members who are not current NIC members will be appointed to serve four-year terms. C. Members shall receive no compensation for their services. Members may be reimbursed for incidental meeting expenses on approval of the staff liaison. D. An individual committee member may not act in an official capacity except through the action of the committee. E. A member who seeks to resign from the committee shall submit a written resignation to the chair of the committee, the staff liaison, or the city manager's office. If possible, the resignation should allow for a thirty (30) day notice so a replacement can be found. F. Appointments to fill vacancies shall be for the remainder of the unexpired term. SECTION 5. ORGANIZATION OF THE COMMITTEE A. At its first meeting of each calendar year, and thereafter annually, the committee shall elect a chair and a vice chair from its members who shall hold office at the pleasure of the committee. i. Chair. The chair shall have general directional powers over the committee. The chair shall preside at all meetings and, in consultation with support staff, set the agendas and notify the committee of all meeting times and place. The chair shall also be an ex-officio member of all subcommittees and shall be the sole spokesperson for the committee unless this responsibility is delegated to the staff liaison. CCE Bylaws Adopted 5-9-17 to supersede NIC bylaws Adopted 719113 2 CITY OF TIGARD = COMMITTEE FOR COMMUNITY ENGAGEMENT BYLAWS ii. ace Chair. The vice chair shall assume the responsibilities of the chair if the chair is unable to do so. B. If the chair should resign, the committee shall, at its next meeting, conduct an election and provide a replacement to fill the unexpired term. C. Staff liaisons are the primary contacts for City of Tigard boards, committees and commissions and the primary interface between these bodies and the City Council, city manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics,member recruitment and recognition,recordkeeping and monitoring committee effectiveness. SECTION 6. MEETINGS A. The regular meeting of the committee shall be held on a date and time determined by the committee. B. The committee shall meet at least six (6) times a year,roughly bi-monthly, at a time and place that is specified at least five (5) days in advance. C. The parliamentary authority for the committee is Roberts Mules of Order Revised, except where superseded by these bylaws or local, state, or federal law. D. The chair may call a special meeting,and the chair shall call a special meeting if requested by three or more members. The call shall state the purpose of the meeting. A notice of a special meeting must be in writing and communicated to all members at least three (3) days before the meeting. E. Agendas and minutes shall be posted for public notice on the City of Tigard webpage and in the lobby of City Hall in compliance with Oregon Public Meetings law. All meetings shall be open to the public. F. A majority of votes of committee members present shall determine the official position of the committee on a given issue. G. The chair shall vote on all matters before the committee unless having declared a conflict of interest. H. Committee members shall not send or receive electronic communications concerning any matter pending before the committee during a committee meeting. • Electronic Communications mean e-mail, text messages, or other forms of communications transmitted or received by technological means. • Electronic Communications Devices mean laptop computers, BlackBerry, smart phones, notebooks, or other similar devices capable of transmitting or receiving messages electronically. I. Committee members shall not use electronic communication devices to review or access information regarding matters not in consideration before the committee during a committee meeting. SECTION 7. COMMITTEE MEMBER RESPONSIBILITIES Members of the committee shall: CCE Bylaws Adopted 5-9-17 to supersede NIC bylaws Adopted 7/9113 3 CITY OF TIGARD ■ COMMITTEE FOR COMMUNITY ENGAGEMENT BYLAWS A. Regularly attend meetings and contribute constructively to discussions. B. Consider and discuss issues from a citywide perspective, as well as the perspective of a particular stakeholder or interest. C. Strive to reach consensus on matters under consideration. D. Act with respect and consideration for the viewpoint of others. SECTION 8. ATTENDANCE If a member is unable to attend a meeting, he or she is expected to notify the staff liaison. If a member is absent from three (3) consecutive, regularly scheduled meetings, the issue shall be placed on the upcoming agenda,and upon majority vote of the committee members present that position may be vacated. SECTION 9. QUORUM No official business shall be conducted without a quorum present. A quorum consists a majority of sitting members,including any appointed alternates, present and voting. It does not include anyone who cannot participate due to a conflict of interest. SECTION 10. REMOVAL OF MEMBERS A. The City Council may remove members of the committee in accordance with Section 8;Attendance. B. The City Council may also remove members,when,in its judgment the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards, Commissions and Committees. (Tigard Municipal Code Section 2.07.030.) SECTION 11.ANNUAL REPORT OF THE COMMITTEE A. No later than December 31 of each year, the committee shall prepare and file its annual report to the City Council. B. The annual report shall include a summary of key activities from the preceding year and any specific suggestions or recommendations which the committee believes would be noteworthy to the Council. The annual report shall not be submitted unless approved by the committee. SECTION 12. AMENDMENTS These bylaws are adopted by resolution of the Tigard City Council, are binding on the committee, and may be amended by the city council. The committee may propose amendments for council consideration. CCE Bylaws Adopted 5-9-17 to supersede NIC bylaws Adopted 719113 4