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HomeMy WebLinkAboutAgenda Report - May 16, 2018 C-10TM CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM Cio AGENDA TITLE: Adopt a Resolution Approving the Lodi Improvement Committee Bylaws Amendment to Increase Number of Committee Members MEETING DATE: May 16, 2018 PREPARED BY: Community Development Director RECOMMENDED ACTION Adopt a resolution approving the Lodi Improvement Committee bylaws amendment to increase number of committee members. BACKGROUND INFORMATION The Lodi Improvement Committee (Committee) voted unanimously on April 10, 2018 to amend the Committee bylaws to increase the allowed number of directors from five to seven. The red -line version of the draft by-laws are attached for reference as Exhibit A. The Committee is currently a five -member board. Increasing the number of directors from five to seven would help create the opportunity for diversifying member representation. In addition, it would expand the board's resources, including time, specialized skills, knowledge, and connection to community resources. The Committee's purpose as stated in its bylaws is to maintain and improve the quality of life and appearance of Lodi through coordinated efforts of a broad spectrum of the community. With a larger number of directors, as proposed, the Committee can be more diverse and equipped to address its purpose and goals. In 2008, the Committee amended its bylaws to reduce membership from nine to seven members, and again in 2011 from seven to five members. This was due to some difficulty with reaching a quorum at regular meetings and not being able to fill two vacation positions for almost a year. Interest in Committee membership has seen a recent increase from residents. Instead of increasing the number of directors from five to six or even seven, the Committee recommends a flexible number of anywhere from five to seven directors. The Committee finds that flexibility would be helpful when its ability or need to fill a position fluctuates, for reasons including: interest by residents to become a director, qualifications or relevant experience of applicants, and Committee's need for additional or more diverse resources and support in reaching its goals. In summary, the number of directors would increase or decrease between five and seven without having to update the bylaws each time, while also giving the Committee an opportunity to fill these positions as interest in the Committee fluctuates and as needed to reach their goals. APPROVED: , City Manager CDBG 2018-19 Annual Action Plan May 2, 2018 Page 2of 2 FISCAL IMPACT: Not applicable. FUNDING AVAILABLE: Not applicable. Stephen Schwabauer Community Development Director Attachments BY-LAWS OF THE LODI IMPROVEMENT COMMITTEE ARTICLE I ORGANIZATION SECTION 1. ADOPTED — NOV 2011 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 May 116, 20118, pending approval by the Lodi City Council, the seven five (75) person Board of Directors shall, by elimination of two (2) vacant positions, _be reduced increased to allow between five (5) to a fivcseven (57) members board. During and after the transition, a. 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, dDirectors 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- ADOPTED — NOV 2011 ARTICLE IV OFFICERS SECTION 1. EXECUTIVE OFFICERS 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 approved by a majority vote of the Board, subject to 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.), -4- 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 MAY 216, 20148, RATIFIED BY MAJORITY VOTE OF THE LODI IMPROVEMENT COMMITTEE ON OCTOBER APRIL 14-0, 2014-8. APPROVED AS TO FORM D. STEPHEN SCHWABAUER CITY ATTORNEY -5- CHAIRPERSON RESOLUTION NO. 2018-89 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING AN AMENDMENT TO THE LODI IMPROVEMENT COMMITTEE BYLAWS TO INCREASE THE NUMBER OF COMMITTEE MEMBERS WHEREAS, the members of the Lodi Improvement Committee wish to amend the bylaws to change the number of members on the Committee from five to a flexible number of five to seven members; and WHEREAS, at the Lodi Improvement Committee regular meeting held on April 10, 2018, the Committee voted to approve said amendment to the bylaws and hereby submits the amended by-laws to the Lodi City Council for its review and approval. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the amendment to the bylaws for the Lodi Improvement Committee, as shown in attached Exhibit A. Dated: May 16, 2018 I hereby certify that Resolution No. 2018-89 was passed and adopted by the City Council of the City of Lodi in a regular meeting held May 16, 2018, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, Mounce, and Mayor Nakanishi NOES COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None [J-ENNIFER City Clerk 2018-89 FERRAIOLO Exhibit A ADOPTED — MAY 2018 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. 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. -1- ADOPTED — MAY 2018 ARTICLE III MEMBERSHIP SECTION 1. GENERAL MEMBERSHIP General membership shall be open to all persons. SECTION 2. BOARD OF DIRECTORS Effective May 16, 2018, pending approval by the Lodi City Council, the five (5) person Board of Directors shall be increased to allow between five (5) to seven (7) members. 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. 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. ARTICLE IV OFFICERS SECTION 1. EXECUTIVE OFFICERS 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. -2- ADOPTED — MAY 2018 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 approved by a majority vote of the Board, subject to City Council overview and signed by one Executive Officer. 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 - 3 - ADOPTED — MAY 2018 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.), 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 MAY 16, 2018, RATIFIED BY MAJORITY VOTE OF THE LODI IMPROVEMENT COMMITTEE ON APRIL 10, 2018. APPROVED AS TO FORM JANICE D. MAGDICH CITY ATTORNEY -4- CHAIRPERSON