Loading...
HomeMy WebLinkAboutAgenda Report - November 2, 2011 C-11AGENDA ITEM '- II (1)CITY OF LODI COUNCIL COMMUNICATION FM AGENDA TITLE: Adopt Resolution Amending the Bylaws for the Lodi Improvement Committee MEETING DATE: November2,201 1 PREPARED BY: Community Development Department RECOMMENDEDACTION: Adopt a Resolution amending the Bylaws of the Lodi Improvement Committee. BACKGROUND INFORMATION: The Lodi Improvement Committee (LIC) voted unanimously on October 11, 2011 to amend the LIC Bylaws. In addition to cleaning up some of the language within the bylaws, the amendments made two structural changes to the committee by eliminating the position of Treasurer and by reducing the number of members on the committee from seven to five. The red -line version of the draft bylaws are attached for reference as Exhibit A. The LIC has always held funds raised through events and from previous grants in a checking account. Through the years those funds have been used to buy matching polo shirts for the LIC members, pay for lunches at their annual goal -setting sessions, and for community projects such as the Main Street City Hall/Firehouse Paint Project. The Treasurer position has had the responsibility of tracking and providing monthly report of those funds. As those funds are being depleted and the bank account closed, the need for a Treasurer position has been eliminated. Any future funding that the LIC receives will be deposited in a trust account within the Finance Department. The staff liaison for the LIC will assume responsibility for reporting account balances to the LIC. In 2008, the LIC amended its bylaws to reduce its membership from nine to seven members, in part due to some difficulty in reaching a quorum at regular meetings. The LIC has had two vacant positions for most of the past year and has been unable to find interested applicants to fill both positions through multiple postings by the City Clerk's Office. This has again made it difficult for the LIC to reach a quorum at its regular meetings and has led it to the decision to reduce its membership from seven to five. The Lodi Improvement Committee is requesting that the City Council approve the proposed Bylaw amendments, referenced in the attachment. FISCAL IMPACT: Not applicable. FUNDING AVAILABLE: Not applicable. Attachment KB/jw Konradt Bartlam Community Development Director Konradt Bartlam, City Manager EXHIBIT "A" BY-LAWS OF THE LODI IMPROVEMENT COMMITTEE ARTICLE I ORGANIZATION SECTION 1. Under the auspices of the City of Lodi, there is hereby created the Lodi Improvement Committee. ARTICLE II PURPOSES SECTION 1. GENERAL PURPOSE The Lodi Improvement Committee is organized and created for the purposes of maintaining and improving the quality of life and appearance of Lodi by the coordinated efforts of a broad spectrum of the community. SECTION 2. SPECIFIC GOALS/PURPOSES A) To combat illegal drugs, prostitution, and other crimes by such measures as cooperation with or establishment of groups such as Crime Stoppers and Neighborhood Watch. B) To eliminate blight and encourage the maintenance, improvement, or rehabilitation of properties throughout Lodi, with the cooperation of residents, property owners, business, and government. C) To act as an advocate for residents in issues dealing with the upgrade, improvement and maintenance of all infrastructure, including streets, alleys, water, sewer and storm drainage systems. D) To encourage compliance with building, housing, fire, and other health and safety laws, and local property maintenance ordinances by property owners, residents, and businesses. -1- EXHIBIT "A" E) To coordinate with churches, civic and community groups, and other community based organizations to educate and inform the public on ways of achieving these goals, and to keep the public informed of the efforts. F) To work with business community to encourage a healthy business climate. G) Provide acknowledgement to properties and businesses throughout the City that show marked improvements in service and appearance that contributes to the image and quality of the community. ARTICLE III MEMBERSHIP SECTION 1. GENERAL MEMBERSHIP General membership shall be open to all persons. SECTION 2. BOARD OF DIRECTORS Effective July 21, 2009 October 11, 2011, pending approval by the Lodi City Council, the nine -(9) seven 7 person Board of Directors shall, by M#i6eiiT by elimination of two (2) vacant positions, be reduced to a sever} (-7) five 5 member board. , During and after the transition, a quorum of the Board for voting or meeting purposes shall consist of fifty percent (50%) plus one of all directors then serving on the Board. After transition is complete, directors shall continue to serve three year staggered terms, based on their original date of appointment. SECTION 3. SUBCOMMITTEES There may be as many subcommittees as deemed necessary by the Board to accomplish any specific goal to be achieved by the Improvement Committee. -2- EXHIBIT "A" ARTICLE IV OFFICERS SECTION 1. EXECUTIVE OFFICERS The Executive Officers shall consist of a Chairperson and a Vice -Chairperson, and T, -ease, e f. New officers shall be elected by the Board annually at the first meeting in April. SECTION 2_ The Chairperson or Vice Chairperson shall serve as spokesperson for the Lodi Improvement Committee and liaison with the Lodi City Council. SECTION 3. Any Executive Officer or Board of Directors member who misses three (3) unexcused meetings within a one year period without the consent of one of the Executive Officers shall be deemed to have vacated the office. ARTICLE V FINANCIAL MATTERS SECTION 1. REVENUES All revenues of the Lodi Improvement Committee shall be administered through ., bank ,,,.,.,,,,,,* the City of Lodi Finance Department, to be monitored by the City of Lodi and into which all donations, gifts, or other revenues raised by the Lodi Improvement Committee shall be placed. All expenditures must be approved by a majority vote of the Board, subject to City Council overview and signed by Tr-easu«o,. and one Executive Officer. -3- EXHIBIT "A" SECTION 2. AUDITING The fund account for the Lodi Improvement Committee shall be audited as part of the City's regular annual audit and quarterly expenditures reports will be submitted by the Treasurer to the Finance Department of the City of Lodi. ARTICLE VI TERM OF EXISTENCE/DISSOLUTION SECTION 1. CONTINUOUS OPERATION The Lodi Improvement Committee shall continue and be permanent until dissolved by action of the City Council or the Improvement Committee Board of Directors. ARTICLE VII BOARD PROCEDURES SECTION 1. PROCEDURES After the transition described in Article III, Section 2 above is complete, five Board Mom ber-s shall fifty percent (50%) plus one of all directors then serving on the Board shall constitute a quorum and may conduct business at any regular meeting. A majority of those present may act by affirmative vote. No proxy voting is allowed. SECTION 2. MEETING Regular meetings of the Board shall be held once a month, on the second Tuesday of each month, at a location to be determined by the Board and opened to the public. Special meetings shall be held as necessary. All meetings shall be subject to the provisions of the Ralph M. Brown Act (Gov. Code §54950 et. Seq.), M EXHIBIT "A" SECTION 3. COMMUNICATIONS All external communications to the public or media shall be through or authorized by the Chairperson, or in his/her absence, by the Vice -Chairperson or a designated Board Member. ARTICLE VIII AMENDMENTS SECTION 1. These Bylaws shall constitute the empowering documents for the Lodi Improvement Committee and may be revised by the City Council or a majority vote of the Board of Directors, at a regular meeting previously announced for the purpose, subject to ratification by the Lodi City Council. ADOPTED BY CITY COUNCIL VOTE ON , RATIFIED BY MAJORITY VOTE OF THE LODI IMPROVEMENT COMMITTEE ON OCTOBER 11, 2011 APPROVED AS TO FORM D. STEPHEN SCHWABAUER CITY ATTORNEY -5- CHAIRPERSON RESOLUTION NO. 2011-173 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING AMENDMENTS TO THE BYLAWS FOR THE LODI IMPROVEMENT COMMITTEE WHEREAS, the members of the Lodi Improvement Committee (LIC) wish to amend the Bylaws that, in addition to cleaning up language therein, will change the number of members on the Committee from seven to five, which also affects what constitutes a quorum for all meetings, will eliminate the position of Treasurer, and alter how funds will be held and accounted for; and WHEREAS, at the Regular Meeting held on October 11, 2011, the LIC voted and approved said amendments to the Bylaws and hereby respectfully submits the amended Bylaws to the Lodi City Council for its review and approval. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the amendments to the bylaws for LIC, as shown on Exhibit A attached and made a part of this Resolution. Dated: November2, 2011 hereby certify that Resolution No. 2011-173 was passed and adopted by the City Council of the City of Lodi in a regular meeting held November 2, 2011, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, Nakanishi, and Mayor Johnson NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None OHL City Clerk 2011-173 ADOPTED —NOV 2011 BY-LAWS OF THE LODI IMPROVEMENT COMMITTEE EXHiii i i ARTICLE I ORGANIZATION SECTION 1. Under the auspices of the City of Lodi, there is hereby created the Lodi Improvement Committee. ARTICLE II PURPOSES SECTION 1. GENERAL PURPOSE The Lodi Improvement Committee is organized and created for the purposes of maintaining and improving the quality of life and appearance of Lodi by the coordinated efforts of a broad spectrum of the community. SECTION 2. SPECIFIC GOALS/PURPOSES A) To combat illegal drugs, prostitution, and other crimes by such measures as cooperation with or establishment of groups such as Crime Stoppers and Neighborhood Watch. B) To eliminate blight and encourage the maintenance, improvement, or rehabilitation of properties throughout Lodi, with the cooperation of residents, property owners, business, and government. C) To act as an advocate for residents in issues dealing with the upgrade, improvement and maintenance of all infrastructure, including streets, alleys, water, sewer and storm drainage systems. D) To encourage compliance with building, housing, fire, and other health and safety laws, and local property maintenance ordinances by property owners, residents, and businesses. -1- ADOPTED —NOV 2011 E) To coordinate with churches, civic and community groups, and other community based organizations to educate and inform the public on ways of achieving these goals, and to keep the public informed of the efforts. F) To work with business community to encourage a healthy business climate. G) Provide acknowledgement to properties and businesses throughout the City that show marked improvements in service and appearance that contributes to the image and quality of the community. ARTICLE III MEMBERSHIP SECTION 1. GENERAL MEMBERSHIP General membership shall be open to all persons. SECTION 2. BOARD OF DIRECTORS Effective October 11, 2011, pending approval by the Lodi City Council, the seven (7) person Board of Directors shall, by elimination of two (2) vacant positions, be reduced to a five (5) member board. During and after the transition, a quorum of the Board for voting or meeting purposes shall consist of fifty percent (50%) plus one of all directors then serving on the Board. After transition is complete, directors shall continue to serve three year staggered terms, based on their original date of appointment. SECTION 3. SUBCOMMITTEES There may be as many subcommittees as deemed necessary by the Board to accomplish any specific goal to be achieved by the Improvement Committee. IM ARTICLE IV OFFICERS SECTION 1. EXECUTIVE OFFICERS ADOPTED —NOV 2011 The Executive Officers shall consist of a Chairperson and a Vice -Chairperson. New officers shall be elected by the Board annually at the first meeting in April. SECTION 2. The Chairperson or Vice Chairperson shall serve as spokesperson for the Lodi Improvement Committee and liaison with the Lodi City Council. SECTION 3. Any Executive Officer or Board of Directors member who misses three (3) unexcused meetings within a one year period without the consent of one of the Executive Officers shall be deemed to have vacated the office. ARTICLE V FINANCIAL MATTERS SECTION 1. REVENUES All revenues of the Lodi Improvement Committee shall be administered through the City of Lodi Finance Department, and into which all donations, gifts, or other revenues raised by the Lodi Improvement Committee shall be placed. All expenditures must be approvedby a majority vote of the Board, subjectto City Council overview and signed by one Executive Officer. -3- ADOPTED — NOV 2011 SECTION 2. AUDITING The fund account for the Lodi Improvement Committee shall be audited as part of the City's regular annual audit ARTICLE VI TERM OF EXISTENCE/DISSOLUTION SECTION 1. CONTINUOUS OPERATION The Lodi Improvement Committee shall continue and be permanent until dissolved by action of the City Council or the Improvement Committee Board of Directors. ARTICLE VII BOARD PROCEDURES SECTION 1. PROCEDURES After the transition described in Article III, Section 2 above is complete, fifty percent (50%) plus one of all directors then serving on the Board shall constitute a quorum and may conduct business at any regular meeting. A majority of those present may act by affirmative vote. No proxy voting is allowed. SECTION 2. MEETING Regular meetings of the Board shall be held once a month, on the second Tuesday of each month, at a location to be determined by the Board and opened to the public. Special meetings shall be held as necessary. All meetings shall be subject to the provisions of the Ralph M. Brown Act (Gov. Code §54950 et. Seq.), ME ADOPTED — NOV 2011 SECTION 3. COMMUNICATIONS All external communications to the public or media shall be through or authorized by the Chairperson, or in his/her absence, by the Vice -Chairperson or a designated Board Member. ARTICLE VIII AMENDMENTS SECTION 1. These Bylaws shall constitute the empowering documents for the Lodi Improvement Committee and may be revised by the City Council or a majority vote of the Board of Directors, at a regular meeting previously announced for the purpose, subject to ratification by the Lodi City Council. ADOPTED BY CITY COUNCIL VOTE ON NOVEMBER 2,2011, RATIFIED BY MAJORITY VOTE OF THE LODI IMPROVEMENT COMMITTEE ON OCTOBER 11,2011. APPROVED AS TO FORM D. STEPHEN SCHWABAUER CITY ATTORNEY -5- CHAIRPERSON