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2021 Boards and Commissions Manual 2021 Boards and Commissions Manual EG ��/ LAKE OSWEGO BOARD AND COMMISSION HANDBOOK Published JANUARY 2021 Q �� CITY OF LAKE OSWEGO CITY COUNCIL (,� 380 A Avenue PO Box 369 aR� Lake Oswego, OR 97034 Gor� 503-635-0215 www.ci.oswego.or.us January 2021 Members of Boards and Commissions provide an invaluable service to our City, advising the Council on a wide variety of subjects. This advice and detailed studies are often catalysts for innovative programs and improved services. Serving on a Board or Commission can be a rewarding experience for community service- minded residents. It is an excellent way to participate in the functioning of local government and to make a personal contribution to the improvement of our community. Effective government depends on the participation of a dedicated and diverse group of Board and Commission members. Your participation helps to maintain effective and responsive local government. On behalf of the City Council, I wish to thank the members of each Board and Commission for their service and extend an invitation to all residents of the City to consider serving on a citizen advisory board. Sincerely, Kari Linder City Recorder 503-534-4225 klinder@lakeoswego.city Table of Contents Lake Oswego's Form of Government 1 • Mayor • City Council • City Manager Types of Commissions, Advisory Boards, and Ad Hoc Committees 2 • Commissions • Advisory Boards • Ad Hoc Committees Board and Commission Summary 3 Coordination with Council, Staff and Others 5 • Communications to Council • Reporting Work Completed • Council Meetings and Agendas • Council Liaison Role of Committee Support Staff 6 • Committee Support Staff • Relationship between Staff and Committee • Training Process for New Members Process for Board and Commission Work Plans 7 Public Meetings 7 • Meetings • Requirement to Meet in Public • Requirement to be Accessible to Public • Wheelchair Access • Communication Access • Notice of Meetings • Closed Meetings • Public Hearings, Public Forums and Workshops • Meeting Minutes Ethics Requirements 9 APPENDIX Council Liaisons - 2021 10 Administration (Chapter 12.50 and 12.51 of Lake Oswego Code) 11 Board and Commission Descriptions 25 Guide to Bodies Subject to Public Meetings Law 45 Public Meetings Check List 46 LAKE OSWEGO'S FORM OF GOVERNMENT The Lake Oswego City Charter establishes a council-manager form of government, which vests policy authority in a volunteer City Council and administrative authority for day-to-day operations in an appointed, professional City Manager. The Lake Oswego City Council consists of a mayor and six councilors who serve four-year terms. Mayor The Mayor serves as the City's political head and chairperson of the Council. He or she is elected by the city at large on a nonpartisan ballot for a four-year term of office. The Mayor does not receive a salary. The Mayor is the formal representative of the City. City Council The City Council, Lake Oswego's legislative body, has seven members (including the Mayor). The Councilors are elected on a nonpartisan ballot for four-year terms. Like the Mayor, City Councilors are not paid. The Council sets City goals, enacts legislation, adopts policies and plans, and determines the services the City provides. The Council adopts the City budget, which specifies how much money can be spent for each City service. The Mayor and Council also appoint citizen committees to advise the City on a wide range of issues. The Council elects one of its members to serve as president for one year. The president presides over the Council in the Mayor's absence and can represent the Mayor and Council on special occasions. The Council takes official action at regular council meetings, which are held on the first and third Tuesdays of each month. Check the City website for exact start times. The Council may conduct special meetings on other days as needed. Council meetings are held in the Council Chambers at City Hall unless otherwise noted on the website and agenda. All Council proceedings are open to the public, except for properly called executive sessions. Council agendas are posted on the city website on Wednesday afternoon preceding the meeting. Agenda information is also published in the Lake Oswego Review as well as posted at City Hall, the Library and the Adult Community Center. Citizens may subscribe to the Council Agenda list sery to receive notices of agenda posting by visiting the Email Subscriptions and Notifications page on the City website. City Manager Under the council-manager form of government, the Council appoints a City Manager who manages the City's staff and departments. The City Manager is responsible for the day-to-day operations of the City of Lake Oswego. 1 TYPES OF COMMISSIONS, ADVISORY BOARDS, AND COMMITTEES The Council has created three distinct types of committees: Commissions, Advisory Boards, and Ad Hoc Committees. These committees originate from three different sources: City code, Council action, and State statute. Commissions A Commission is a standing committee that is required by state law or to which the Council has delegated final decision making authority. The Commissions include: • Planning Commission (also serves as Commission for Citizen Involvement) • Development Review Commission Advisory Boards An advisory board is a standing committee that is not required by state law (with the exception of the Budget Committee). It is appointed by the Council to advise and make recommendations to the Council regarding topics as specified in the Board's enabling provision. The Advisory Boards include: • Budget Committee • 50+Advisory Board • Historic Resources Advisory Board • Library Advisory Board • Parks, Recreation and Natural Resources Advisory Board • Planning Commission (also serves as Commission for Citizen Involvement) • Sustainability Advisory Board • Transportation Advisory Board • Tourism Advisory Committee Ad Hoc Committees An ad hoc committee refers to a temporary committee appointed for a specific term to accomplish a specific task or project. Ad hoc citizen committees shall be established by resolution of the Council. The resolution identifies the term of the committee, the task or project to be accomplished, the timeline for completion of the task or the project, and such other direction as the Council deems appropriate. 2 BOARD AND COMMISSION SUMMARY The Council appoints all of the members to the City's boards, commissions, and committees. All terms for regular members are three years, except the Planning Commission which are four years. Youth members to advisory boards are appointed for one-year terms, which may be renewed for one additional year. Position vacancies are advertised in the City's newsletter, Hello L.O., on social media, and the City's website. Additional information about City boards, commissions, and committees or their meetings is available online. Budget Committee The Budget Committee reviews the City and the Redevelopment Agency budgets. It has seven citizen members in addition to the Mayor and Council. Development Review Commission The Development Review Commission reviews development proposals and administers procedures and standards to assure that the design of site and building improvements are consistent with applicable standards. It has seven members. 50+Advisory Board The 50+Advisory Board reviews the needs and interests of City residents who are 50 years of age and over, and makes recommendations relating to current and potential services, programs and facilities intended to enhance the qualify of life for City residents who are 50 years of age and over. It has seven members. Historic Resources Advisory Board The Historic Resources Advisory Board promotes the historic, educational, architectural, cultural, and economic welfare of the public through identification, preservation, restoration, and protection of Lake Oswego's structures, sites, objects, and districts of historic and cultural interest. It has seven members and one member under 18 years old. Library Advisory Board The Library Advisory Board recommends written policies to govern the operation, use, and programs of the Library, and makes recommendations with respect to services and facilities. It has seven members and one member under 18 years old. Parks, Recreation and Natural Resources Advisory Board The Parks, Recreation and Natural Resources Advisory Board advises and assists the City Council and staff in the provision, operation, conservation and protection of the City's parks, open spaces, recreation facilities, community centers, programs and opportunities, natural resources and environmental quality for the health and well-being of the residents of Lake Oswego. It has nine members and up to two members under 18 years old. 3 Planning Commission The Planning Commission holds public hearings and makes recommendations to the Council concerning Comprehensive Plan and Development Code amendments; applications for Plan and Zoning Map amendments; special district plans; neighborhood plans; review of the Capital Improvement Plan for consistency with the Comprehensive Plan; conducts studies and makes recommendations to the Council regarding matters such as growth management, transportation, protection of natural resources, etc.; and encourages citizen involvement in land use matters. It has seven members. The Planning Commission also serves as the Commission for Citizen Involvement charged with reviewing citizen involvement practices related to land use matters. Sustainability Advisory Board The Sustainability Advisory Board promotes the sustainability of the community as a whole, considers public and private actors and their effects on ecological, economic, and community systems. It has nine regular members plus up to two members under 18 years old. Transportation Advisory Board The Transportation Advisory Board reviews and makes recommendations on requests for neighborhood traffic devices in accordance with the Neighborhood Traffic Management Program. It has seven members and one member under 18 years old. Tourism Advisory Committee The Tourism Advisory Committee advises the Council and assists staff and community organizations in implementing tourism strategies, oversight and updating of the Tourism Action Plan and provide recommendations to the Council on the use of City hotel-motel tax dollars. It has nine regular members. 4 COORDINATION WITH COUNCIL, STAFF,AND OTHERS Boards and commissions make recommendations to the Council. The Council then accepts, rejects, or modifies those recommendations. The Council relies on the boards and commissions to increase the variety of viewpoints and talents available to approach City issues. By concentrating on specific areas, members can expand the level of expertise and can conduct detailed analyses that the Council itself may not have the time to pursue. Boards and commissions may adopt positions of advocacy within their specific spheres of interest. The Council's role, however, is to take into consideration the often varied and sometimes conflicting public needs and determine what will best serve the public good. The Council must weigh the effect of any given recommendation, not only on the particular area of interest, but on all other City goals and programs. Boards and Commissions advise the Council concerning policy, they do not create policy. It is the responsibility of the City Manager and the City staff to operate programs authorized by the Council. Boards and Commissions may offer findings and recommendations to the Council. The board or commission staff coordinator acts as liaison between the board and Council. In some cases, a Board or Commission may request direction from the Council in order to accomplish a task. The staff coordinator can work with the Board or Commission on the best way to do this. Reporting Completed Work Boards and Commissions provide complete, concise, and accurate reports to the Council. These documents should be prepared in such a manner that the Council fully understands the issue and what action, if any, it is to take. A report should include a clear recommendation, the reason for the recommendation, the facts on which it is based, points of disagreement within the Board or Commission, and a minority recommendation, if any. Quality Board and Commission reports and recommendations take into account the Council's need to view an issue from as wide an angle as possible. The Council must fully understand the relevant background and implications, including costs, of each action it is asked to take. Submission of quality reports will enable the Council to act knowledgeably and expeditiously on reports and will reduce the likelihood of the Council referring the report back to the board or commission for clarification. Council Liaison Each year the Council appoints a liaison from its members to each board and commission (see Council Liaison list in appendix). The purpose of the Council liaison is to provide a direct line of communication between the board or commission and the Council. The Council liaison and the chair of the affected committee has a joint obligation to keep the Council and the committee informed of relevant City or committee information. 5 ROLE OF COMMITTEE SUPPORT STAFF Each board or commission has at least one staff person assigned to the group. City staff perform the administrative and housekeeping functions outlined below and do not vote. These City employees also have a responsibility to assure that the committee is aware of laws and administrative processes affecting proposed policy and operational recommendations. Staff must be aware of the responsibility to represent overall Council priorities and administrative policies of the City. The staff coordinator's responsibility is to assist the committee in its functions and to represent the City of Lake Oswego. Other responsibilities include the following: • Provide professional and technical advice • Provide clerical assistance for the preparation and distribution of committee materials • Maintain public records created by the committee, including minutes, reports, recommendations, and letters, as required by state law (see "Retention of Public Records") • Prepare the committee agenda in consultation with the Chair • Notify committee members and the City Manager's Office of upcoming meetings • Prepare appropriate reports based on the committee's action for the Council agenda • Ensure adherence to the required Council report format and timetable for submittal • Secure meeting rooms for committee meetings • Assist in securing resources needed for the research and preparation of committee reports Relationship between Staff and the Committee City staff members should take the initiative to inform committee members about activities, projects, and work that is taking place elsewhere in the organization and among other committees. Staff should also present a balanced report on controversial issues, so that both positive and negative aspects can be readily identified. If a committee requests information or a report which requires an excessive amount of staff time, the committee should request City Manager or Department Director approval prior to pursuing the project. The committee should direct the staff person with regard to the urgency of the referral. Training Process for New Members The Chair works with the staff liaison to develop specialized orientation for new members. The orientation should include a review of this manual, recent minutes, current projects, applicable policies, contact information for staff and other members, meeting time/place, Council goals, and a budget overview. 6 PROCESS FOR BOARD AND COMMISSION GOALS AND WORK PLANS The Council meets with representatives of all the boards and commissions in a joint session each year. The purpose of the session is to provide Council with input regarding the boards and commissions prior year work programs and issues and to forward information regarding potential issues that may contribute to the Council's goal-setting work. Each January, the Council develops goals and objectives for the City to meet over the next fiscal year in an annual goal-setting session. Clear goals provide the foundation for the future success of this process. This goal statement and any other background documentation for clarifying the Council's priorities are provided to the boards and commissions. The boards and commissions are then charged with developing an annual work plan. The work plan must be consistent, relevant, and supportive of the Council's goals. PUBLIC MEETINGS Meetings Meetings must be held within the city limits of Lake Oswego and only at the place specified on the agenda. Once convened, such meetings may be adjourned to another location within the City if unusually large crowds or other circumstances warrant. Requirement to Meet in Public Virtually all meetings of governing bodies, which include standing and ad hoc committees, are open to the public in the State of Oregon. ORS 192.620 establishes Oregon's policy of open decision-making by governing bodies: "The Oregon form of government requires an informed public aware of the deliberations and decisions of governing bodies and the information upon which such decisions were made. It is the intent of ORS 192.610 to 192.690 that decisions of governing bodies be arrived at openly." Requirement to be Accessible to Public All public meetings must be accessible to people with disabilities. Wheelchair Access All committee meetings must be held at wheelchair-accessible locations. This includes the approach to the facility entry, path of travel within the facility, and restrooms. Communication Access All committees must provide communication access in the form of accommodation to members of the public so that they may have an equal opportunity to participate in and benefit from committee meetings. This particularly affects citizens who are vision or hearing impaired and may involve requests for such accommodations as providing meeting agendas in large print or Braille or the provision of a sign language interpreter at the meeting. 7 The City staff coordinator is responsible for arranging accommodations at no cost to the requesting individual. Staff asks that requests be made 48 hours prior to the meeting. Notice of Meetings The City of Lake Oswego produces a calendar of public meetings available on line. Staff is responsible for providing notice of the meeting by placing it on the website's Event Calendar. The Public Meetings Law requires that public notice be given of the time and place of meetings. This requirement applies to regular, special, and emergency meetings. The public notice requirements apply to any meetings of a governing body subject to the law, including committees, subcommittees, and advisory groups. A notice must be reasonably calculated to provide actual notice to the persons and the media that have stated in writing they wish to be notified of every meeting. Public Meetings Law also requires that the notice of any meeting, "include a list of the principal subjects anticipated to be considered at the meeting." This list should be specific enough to permit members of the public to recognize the matters in which they are interested. This requirement is generally met by the distribution of an agenda. The agenda does not need to go into detail about subjects scheduled for discussion or action, but it should be descriptive enough so that interested persons will get an accurate picture of the agenda topics. Agendas of public meetings are posted in City Hall and online at www.ci.oswego.or.us/meetings. Citizens can subscribe to an email distribution list to be notified when agendas are available. Closed Meetings Public Meetings Law authorizes governing bodies to meet in executive session in certain limited situations (ORS 192.600). The occasions when an advisory body may legally meet in closed session are rare. The City Attorney and the City Manager's Office must be consulted if a committee feels it must conduct a meeting in executive session. Public Hearings, Public Forums and Workshops Public hearings are a relatively formal proceeding and are legally required steps preceding action by a committee sitting as a quasi-judicial body. A public hearing must include specific elements, which are recorded in the minutes, such as testimony from an applicant, appellant, interested citizens or an introduction into the record of pertinent facts and findings. Public forums are an opportunity for committees to receive public input in a less formal atmosphere. It is a chance for citizens to ask questions and express support or concern for proposals being considered. Workshops are designed to elicit citizen input in the least formal manner, allowing maximum interaction between citizens and committee members. Frequently, workshops are held on a drop-in basis. Citizens can learn more about certain proposals and can register their 8 impressions of the ideas. Workshop sessions do not culminate in action at that meeting. Legally required actions or recommendations should be taken either at the next regular meeting or at another publicly announced date and time. Minutes Public Meetings Law requires that written minutes be taken at all meetings. Meeting minutes shall include at least the following: • members present • motions, proposals, resolutions, orders, ordinances, and measures proposed and their disposition • results of all votes, and the vote of each member by name • the substance of any discussion on any matter • a reference to any document discussed at the meeting Minutes need not be verbatim transcript, and the meeting does not have to be recorded unless otherwise required by law, although this is good practice. The minutes must give a true reflection of the matters discussed at the meeting and the views of the participants. Minutes are generally presented to the board or commission for approval at the next regular meeting (or within a reasonable time). The board or commission may, by motion, make corrections to the minutes. The official copies of minutes, agendas, resolutions, indexes, and exhibits are retained permanently. ETHICS Members of the City Council, Planning Commission, Development Review Commission, and the Historic Resources Advisory Board are required to file Annual Verified Statement of Economic Interest, with the Oregon Government Ethics Commission. Additional information is available from the Oregon Government Ethics Commission at: https://www.oregon.gov/OGEC/Pages/efs.aspx. 9 COUNCIL LIAISONS TO BOARDS AND COMMISSIONS 2021 50+Advisory Board (4th Fri. 10:00 a.m.) John Wendland Historic Resources Advisory Board (2nd Wed. 7 p.m.) Jackie Manz Library Advisory Board (2nd Wed. 7 p.m.) Aaron Rapf Parks, Recreation and Natural Resources Advisory Board Jackie Manz (3rd Wed. 4:00 p.m.) Planning Commission (2nd & 4th Mon. 6:30 p.m.) Massene Mboup Transportation Advisory Board (every other 2nd Wed. 7 p.m.) John Wendland Sustainability Advisory Board (3rd Mon. 6:30 p.m.) Rachel Verdick Development Review Commission (1St & 3rd Mon. 7 p.m.) Aaron Rapf Budget Committee (as needed) no liaison Tourism Advisory Committee (quarterly, 2" Wed. 10 a.m.) Daniel Nguyen Interview Coordinator(s) Joe Buck Jackie Manz Daniel Nguyen 10 Article 12.50 Citizens Advisory Boards, Committees and Commissions. Sections: 12.50.005 Generally. 12.50.010 Types of Advisory Boards, Committees and Commissions. 12.50.015 Appointment, Term, Removal of Members. 12.50.020 Compliance with State Law Required. 12.50.025 Officers. 12.50.030 Quorum, Meetings, Rules. 12.50.035 Relationship to City Council. 12.50.005 Generally. The City Council may create standing citizen advisory boards, committees or commissions to aid the Council in the conduct of public affairs. The City Council may also create ad hoc citizen committees to accomplish a specific task or project. All standing citizen advisory boards, committees and commissions shall be governed by LOC Article 12.50, except that if application of a provision of LOC Article 12.50 conflicts with an applicable state statute, the state statute shall prevail. The specific enabling provisions for each standing advisory board, committee and commission are contained in LOC Article 12.51. (Ord. 2091, Enacted, 04/19/94) 12.50.010 Types of Advisory Boards, Committees and Commissions. 1. "Ad Hoc Committee" means a temporary committee appointed for a specific term to accomplish a specific task or project. Ad hoc citizen committees shall be established by resolution of the Council. The resolution shall set forth the term of the committee, the task or project to be accomplished, the time line for completion of the task or the project, and such other direction as the Council deems appropriate. 2. "Advisory Board" means a standing committee, that is not required by state law, appointed by the Council to advise and make recommendations to the Council regarding topics as specified in the Committee's enabling provision. Advisory Boards shall be created by general ordinance amending LOC Article 12.51. 3. "Commission" means a standing committee that is required by state law or to which the Council has delegate final decision making authority. Commissions shall be created by a general ordinance amending LOC Article 12.51, except where a commission is appointed pursuant to an independent state mandate. 4. State statutory committees: Where state law requires a committee to have a specific name, such as in the case of the Budget Committee, that name shall supersede the distinctions created by this section. 11 (Ord. 2091, Enacted, 04/19/94.) 12.50.015 Appointment,Term, Removal of Members. 1. The City Council shall appoint persons to positions or vacancies on advisory boards, committees or commissions by resolution. The Council may interview or otherwise screen applicants for such positions as it deems appropriate. 2. Qualifications for appointment and term of office for a position on a City advisory board, committee or commission shall be as provided in the enabling provision for such board, committee or commission in LOC Article 12.51. If a position becomes vacant before the expiration of the term, the Council shall appoint a person to fill the vacancy for the remainder of the term. Initial terms for a newly created advisory board, committee or commission shall be staggered in the resolution of appointment so that a majority of the positions do not become vacant in the same year and so that an equal or approximately equal number of positions become vacant each year. The term of office for positions on an ad hoc committee shall be established in the resolution creating the committee. If a member of an advisory board, committee or commission is qualified pursuant to the enabling provision at the time of appointment but later ceases to be qualified, he or she may nonetheless complete the appointed term. If the Council fails to appoint a successor prior to the expiration of a term of office, the predecessor shall continue in office until a successor is duly appointed. 3. Upon the annual expiration of membership terms for a board, committee or commission, the Council, in addition to appointing members for new terms, may also appoint up to two alternates to fill any membership position that becomes vacant before the expiration of its term during the following year. 4. Upon filling a vacancy in a membership position with one of the alternates, the Council may appoint an additional alternate to serve for the balance of the year preceding the next annual expiration of membership terms for that board, committee or commission. 5. Except for appointments to the Planning Commission and the Development Review Commission, no person shall be appointed to a position on a particular board, committee or commission for more than two consecutive full terms. The Council may, in its discretion, make exceptions to this limitation in the event of extenuating circumstances including, but not limited to, occasions when a large change in board membership creates a need to retain experienced members. 6. Except as provided in LOC 12.51.025, no person shall be appointed to serve simultaneously on more than one of the standing boards, committees or commissions established under LOC Article 12.51. 7. When making appointments, the Council shall consider the geographic diversity of the membership of boards, committees and commissions. 8. Except as otherwise provided in LOC Article 12.51, members of all city advisory boards, committees and commissions shall serve at the pleasure of the Council. An advisory board, committee or commission may recommend removal of one of its members to the City Council for misconduct or nonperformance of duty. "Misconduct" includes failure to declare a conflict 12 of interest and failure to comply with any applicable requirement of the Lake Oswego Code. "Non-performance of duty" includes unexcused absence from three or more consecutive meetings, or unexcused absence from four or more meetings within a single calendar year. (Ord. 2091, Enacted, 04/19/94; Ord. 2151, Amended, 06/24/97) (Ord. 2476, Amended, 12/21/2006; Ord. 2415, Amended, 07/19/2005; Ord. 2361, Amended, 08/05/2003; Ord. 2336, Amended, 11/05/2002) 12.50.020 Compliance with State Law Required. All advisory boards, committees and commissions, and any subcommittees thereof, shall comply with the State of Oregon Public Records Law, Public Meetings Law, Code of Ethics, laws regarding conflicts of interest, and any other applicable state laws. Each committee, advisory board, committee or commission shall be responsible for ensuring that its subcommittees comply with these laws. (Ord. 2091, Enacted, 04/19/94) 12.50.025 Officers. 1. Each advisory board, committee and commission shall elect a Chair and a Vice-Chair from its membership at its first regular meeting of each fiscal year. Nothing in this sub-section shall prevent appointment of Co-Chairs, as the advisory board, committee or commission deems appropriate. Co-Chairs shall divide or share the powers and duties of the Chair as the advisory board, committee or commission deems appropriate. No member shall serve more than two consecutive terms as either Chair or Co-Chair. 2. The Chair shall: a. Set the agenda. Any member of the committee, advisory board, committee or commission may request that an item of business appear on the agenda. The advisory board, committee or commission may by majority vote compel that item be placed on the agenda. b. Preside at all meetings. c. Be responsible for maintaining communication with the Council liaison and City staff assigned to the Committee. d. Call special meetings. A majority of the members of the advisory board, committee or commission may also call a special meeting. e. Be responsible for attendance of members and report to the Council if and when repeated absences impair a member's ability to serve on the advisory board, committee or commission. 3. The Vice-Chair shall exercise the duties of the Chair in the Chair's absence. 4. City staff shall serve as secretary to the committee. The City Manager shall determine which Department or staff person shall staff an advisory board, committee or commission. (Ord. 2091, Enacted, 04/19/94)(Ord. 2336, Amended, 11/05/2002) 13 12.50.030 Quorum, Meetings, Rules. 1. Quorum: A majority of the members of an advisory board, committee or commission, not including a member who holds a position specifically designated in LOC Article 12.51 for a person less than 18 years old, shall constitute a quorum for the conduct of business. 2. Vote: Except as otherwise expressly provided by the City Code or other applicable law or regulation, the concurrence of a majority of members present and eligible to vote shall be necessary to decide any question. 3. Meetings: An advisory board, committee or commission, in consultation with staff, shall establish a regular meeting at such time, interval, and place as the advisory board, committee or commission deems necessary. Special meetings may be called as provided in LOC 12.50.025. 4. Rules of Procedure: An advisory board, committee or commission may from time to time adopt and amend rules of procedure consistent with the laws of the state, the City Charter, and any other applicable provisions of the City Code. 5. Recommendations: All recommendations to the Council shall be made in writing, signed by the Chair. 6. Subcommittees: No advisory board, committee or commission shall appoint a standing subcommittee, an outside advisory committee or an ad hoc subcommittee without first obtaining approval of the City Council. The City Council may approve, deny or modify the request to create a subcommittee. Prior to voting to request the Council to approve creation of a subcommittee, the advisory board, committee or commission shall first request and consider a report from staff regarding the costs and time involved in staffing such a subcommittee. Any request to form such subcommittees shall be submitted to the City Council in writing and shall contain: a. An explanation of the function of and need for the subcommittee; b. The number and any qualifications of its members; c. The staff analysis of the cost and time involved in staffing the subcommittee; and d. If the subcommittee is an ad hoc subcommittee, a deadline for completion of the ad hoc subcommittee's responsibilities. (Ord. 2091, Enacted, 04/19/94)(Ord. 2392, Amended, 07/06/2004) 12.50.035 Relationship to City Council. 1. Council Authority. The City Council is the elected legislative and policy making body of the City. Unless governed by a specific state mandate, advisory boards, committees and commissions are appointed pursuant to the Council's authority and shall have only those powers and functions as expressly delegated by the Council. Generally, advisory boards, committees and commissions are expected to provide advice and recommendations to the Council and help the Council implement the Council goals. Council members may attend meetings of the affected advisory board, committee or commission. A councilor may not speak 14 on behalf of the City Council at a board, committee or commission meeting unless authorized to do so by the Council. 2. Annual Meeting. The City Council shall hold an annual meeting with each standing advisory board, committee and commission except the Budget Committee and Development Review Commission. The purpose of such meeting will be to note accomplishments, to address concerns and to discuss issues related to the duties and activities of the advisory board, committee or commission. Annual meetings of related advisory boards, committees or commissions may be held jointly, as the Council deems appropriate. 3. Council Liaison. Each year the Council may appoint a liaison from its members to each advisory board, committee and commission. The purpose of the Council liaison is to provide a direct line of communication between the advisory board, committee or commission and the City Council. The Council liaison and the chair of the affected advisory board, committee or commission shall have joint obligation to keep the Council and the advisory board, committee or commission informed of relevant City or advisory board, committee or commission information. The Council liaison to each advisory board, committee and commission shall be rotated annually. 4. Expenditure of Funds. No advisory board, committee or commission shall have the authority to expend City funds, or to obligate the City for payment of any sum of money, except as expressly delegated or authorized by prior approval by the City Council. 5. Additional Duties and Projects. In addition to the duties established for each advisory board, committee or commission in its enabling provision contained in LOC Article 12.51, the City Council may from time to time assign an advisory board, committee or commission such other duties or projects as the Council deems appropriate. (Ord. 2091, Enacted, 04/19/94; Ord. 2151, Amended, 06/24/97)(Ord. 2361, Amended, 08/05/2003) 15 Article 12.51 Advisory Boards, Committees and Commissions: Enabling Provisions. Revised 2/16 Sections: 12.51.005 Enabling Provisions Generally. 12.51.010 Arts Commission (Repealed by Ord. 2347, 02/04/03). 12.51.015 Budget Committee. 12.51.020 Building Appeals Commission (Repealed by Ord. 2411, 02/01/05). 12.51.025 Commission for Citizen Involvement. 12.51.027 Community Forestry Commission. 12.51.030 Development Review Commission. 12.51.035 Historic Resources Advisory Board (Revised 9/20). 12.51.040 Library Advisory Board. 12.51.045 Natural Resources Advisory Board (Repealed by Ord. 2708, 2/16/16). 12.51.050 Transportation Advisory Board. 12.51.055 Park & Recreation Advisory Board (Repealed by Ord. 2708, 2/16/16). 12.51.056 Parks, Recreation and Natural Resources Advisory Board (Created by Ord. 2708). 12.51.060 Planning Commission. 12.51.065 50+Advisory Board. 12.51.070 Sustainability Advisory Board. 12.51.075 Tourism Advisory Committee. 12.51.005 Enabling Provisions Generally. LOC Article 12.51 shall contain the provisions establishing and prescribing the qualifications and duties of all standing advisory boards, committees and commissions of the City of Lake Oswego except those appointed pursuant to independent authority under state law. All advisory boards, committees and commissions contained in LOC Article 12.51 shall be subject to the requirements of LOC Article 12.50, unless expressly modified by a provision of LOC Article 12.51. If application of a provision of LOC Article 12.51 conflicts with an applicable state statute, the state statute shall prevail. (Ord. 2091, Enacted, 04/19/94) 16 12.51.010 Arts Commission (Repealed by Ord. 2347, 02/04/03). 12.51.015 Budget Committee. 1. Creation; Membership; Term. There is hereby created a Budget Committee of the City of Lake Oswego consisting of the members of the City Council and a number of appointive positions equal to the number of members of the City Council. The appointive positions shall serve for three-year terms. If the number of members of the City Council is increased or reduced by Charter amendment or law, the City Council shall increase or reduce the number of appointive positions accordingly. Any increase or reduction in the number of appointive positions shall be accompanied by any necessary term modifications to ensure than an equal or approximately equal number of appointive positions become vacant each year. 2. Qualifications. The appointive members of the Budget Committee shall be electors of the City. Appointive members shall not be officers, agents or employees of the City. Notwithstanding LOC 12.50.015 (2), if any member of the Budget Committee ceases to be qualified for the position, that position shall become vacant. 3. Duties. The Budget Committee shall exercise the powers and duties set forth in ORS Chapter 294. LOC 12.50.030 (6) and LOC 12.50.035 (1)through (5) do not apply to the Budget Committee. 4. Officers. The Budget Committee shall at its first meeting after its appointment elect a Presiding Officer and an Alternate Presiding Officer, who shall have the powers of the Chair and Vice-Chair pursuant to LOC 12.50.025 from among its members. (Ord. 2091, Enacted, 04/19/94; Ord. 2161, Amended, 12/16/97)(Ord. 2536, Amended, 02/17/2009; Ord. 2348, Amended, 02/18/2003) 12.51.020 Building Appeals Commission (Repealed by Ord. 2411, 02/01/05). 12.51.025 Commission for Citizen Involvement. 1. Creation; Membership; Term. There is hereby created a Commission for Citizen Involvement (CCI) of the City of Lake Oswego consisting of the seven members of the Lake Oswego Planning Commission appointed pursuant to LOC 12.51.060. Each member shall be considered appointed to CCI at the same time as he or she is appointed to the Planning Commission and shall serve on the CCI during his or her term of office on the Planning Commission. 2. Qualifications. Members of CCI shall be members in good standing of the Planning Commission. Resignation or termination of office from the Planning Commission shall be considered resignation or termination from the CCI. 3. Duties. The CCI shall implement the City's Citizen Involvement Program pursuant to the requirements and relevant guidelines of Statewide Planning Goal 1, Citizen Involvement and the goal and relevant policies of the Goal 1, Citizen Involvement Chapter of the Lake Oswego Comprehensive Plan. 4. Procedure. The Planning Commission may call itself into session as the CCI to carry out the CCI's duties under subsection 3 of this section during any regularly scheduled Planning 17 Commission meeting pursuant to the requirements of the Public Meetings Law. The Planning Commission shall report to the city Council on an annual basis regarding its activities as the CCI and, if determined necessary, make recommendations to enhance citizen involvement in Lake Oswego. (Ord. 2042, Sec. 1; 12-03-91. Ord. 2091, Enacted, 04/19/94; Ord. 2101, Amended, 08/01/94; Ord. 2162, Amended, 06/02/98) 12.51.027 Community Forestry Commission. (Repealed by Ord. 2614, 02/19/13) 12.51.030 Development Review Commission. 1. Creation; Membership; Term. There is hereby created a Development Review Commission of the City of Lake Oswego consisting of seven members appointed for three year terms. 2. Qualifications. At least four members of the Development Review Commission shall reside within the City limits. In making appointments to the Commission, the City Council may take into consideration professional expertise in related fields, such as, but not limited to, architecture, landscape architecture, civil engineering, real estate development, construction, and city planning. No more than two members shall be engaged in the same kind of occupation, business, trade or profession. Nothing in this subsection shall be read to require the Council to appoint any particular person. 3. Duties. The Development Review Commission shall exercise the powers and duties as set forth in State Law, the City Comprehensive Plan, the City Community Development Code (LOC Chapter 50), and other applicable City Codes. 4. Removal. Notwithstanding LOC 12.50.015 (3), a member of the Development Review Commission may be only be removed by the City Council, after hearing, for misconduct or nonperformance of duty. "Misconduct" includes failure to declare a conflict of interest and failure to comply with any applicable requirement of the Lake Oswego Code. "Non- performance of duty" includes unexcused absence from three or more consecutive meetings. (Ord. 2808, Amended, 12/18/2018)(Ord. 2091, Enacted, 04/19/94)(Ord. 2316, Amended, 03/05/2002) 12.51.035 Historic Resources Advisory Board (Revised 9/20). 1. Creation; Membership; Term. There is hereby created a Historic Resources Advisory Board of the City of Lake Oswego consisting of seven regular members appointed for three-year terms, plus one member less than 18 years old who shall be appointed for a one-year term which may be renewed for one additional year. 2. Qualifications. No less than a majority of the members of the Historic Resources Advisory Board shall be residents of the City of Lake Oswego. Any member not residing within the City boundary shall reside within the City's Urban Services Boundary. Members must have knowledge, competence or interest in historic preservation. In making appointments to the Board, the City Council may take into consideration professional expertise in related fields of 18 preservation architecture, archaeology, community history, building trades, real estate or related specialties. 3. Meeting Schedule and Notice. In establishing the regular and special meeting schedule pursuant to LOC 12.50.030(3), at least four regular meetings shall be held in a calendar year. 4. Duties. The Historic Resources Advisory Board shall: a. Carry out the purpose section in LOC 50.01.001.2.b and duties described in LOC 50.06.009 and 50.07.004.4 and otherwise assist the City Council on historic preservation matters. b. Support the enforcement of all state laws relating to historic preservation. c. Adopt guidelines and materials to assist applicants in developing complete applications for development actions under LOC 50.07.004.4. d. Inform citizens and visitors to Lake Oswego of the community's history and prehistory; promote research into the community's history and prehistory; collect and make available materials on the preservation of landmarks; provide information on state and federal preservation programs; and document landmarks prior to their alteration, demolition, or relocation, and archive that documentation. e. For purposes consistent with this section, recommend to the City Council that the City seek, accept and expend grant and gift funds, and assist owners of landmarks in securing funding from public and private entities for the preservation of their properties. f. Advise the City Council or other City boards and commissions on local, state or federal laws and regulations relating to historic preservation. g. Support local preservation groups. h. Promote educational workshops. i. Provide guidance on City signage and monument projects, and other similar programs. j. Research and recommend property owner incentives to City Council to assist in continued preservation of historic resources. (Ord. 2841, Amended, 09/01/2020; Ord. 2735, Amended, 02/07/2017; Ord. 2660, Amended, 12/02/2014; Ord. 2579, Amended, 03/20/2012; Ord. 2344, Amended, 12/17/2002; Ord. 2336, Amended, 11/05/2002; Ord. 2192, Amended, 06/01/1999; Ord. 2160, Amended, 11/18/1997; Ord. 2091, Enacted, 04/19/1994; Ord. 2000, 03/14/1990) 12.51.040 Library Advisory Board. 1. Creation; Membership; Term. There is hereby created a Library Advisory Board of the City of Lake Oswego consisting of seven regular members appointed for three year terms, plus one member less than 18 years old who shall be appointed for a one-year term which may be renewed for one additional year. 19 2. Qualifications. Any interested person may be appointed to the Library Advisory Board. No less than a majority of the members of the Library Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. 3. Duties. The Library Advisory Board shall: a. Uphold the right of all citizens to full access to information by providing open access to Library resources and services in accordance with the Library Bill of Rights. b. Recommend written policies to the Library Director to govern the operation, use and programs of the Library, and review such policies on a regular basis. c. Participate in long range planning for library services. d. Review and make recommendations regarding the annual budget request and any Capital Improvement Plan (CIP) proposal prepared by the Library Director. The Chair shall prepare a written report of the Advisory Board's review. The report shall either endorse or recommend modifications to the Director's proposed budget or CIP proposal. The report shall be submitted to the City Manager along with the Director's proposed budget or CIP proposal. e. Make recommendations to the City Council with respect to services, facilities, and all other matters pertaining to the maintenance and improvement of the Public Library. f. Submit an annual report to the City Council on the operation of the Public Library at the time of Council's annual meeting with the Advisory Board pursuant to LOC 12.50.035 (2). g. Organize an annual fund raising campaign to solicit contributions to the Library Endowment Fund. (Ord. 2091, Enacted, 04/19/94; Ord. 2192, Amended, 06/01/99)(Ord. 2336, Amended, 11/05/2002) 12.51.045 Natural Resources Advisory Board (Repealed by Ord. 2708, 2/16/2016). 12.51.050 Transportation Advisory Board. 1. Creation; Membership; Term. There is hereby created a Transportation Advisory Board (TAB) of the City of Lake Oswego consisting of seven regular members appointed for three year terms, plus one member less than 18 years old who shall be appointed for a one-year term which may be renewed for one additional year. 2. Qualifications. a. No less than a majority of the members of the Transportation Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. b. In the event that no qualified individual applies to serve from one or more of the districts established in subsection 2 (a)(i) of this section, the Council may appoint an otherwise qualified resident from outside of the district. In making such an appointment, 20 the Council shall be guided by the purpose of subsection 1, which is to ensure geographic diversity on the Advisory Board. Nothing in subsection 2 shall be read to require the Council to appoint any particular person. 3. Duties. The Transportation Advisory Board shall: a. Exercise the powers and duties as expressly set forth in LOC Chapter 32; b. Provide service concerning implementation of the city's Transportation System Plan. c. Review and make recommendations regarding transportation improvement projects for inclusion in the Capital Improvement Plan; d. Monitor and evaluate the effectiveness of traffic demand management strategies and recommend actions for improvement; e. Advise and make recommendations on rail transportation issues, including those involving the Willamette Shore Rail Line; f. Advise as to the coordination of planning and programming of transportation projects and funding with other governmental agencies and private interests; g. Advise and make recommendations to the City Council and city staff on transportation issues in general; h. Perform such other duties as may be assigned by the City Council. (Ord. 2091, Enacted, 04/19/94; Ord. 2101, Amended, 08/01/94; Ord. 2109, Amended, 12/20/94; Ord. 2192, Amended, 06/01/99. Ord. 2207, Amended, 07/20/99) (Ord. 2336, Amended, 11/05/2002) 12.51.055 Park& Recreation Advisory Board (Repealed by Ord. 2708, 2/16/16). 12.51.056 Parks, Recreation and Natural Resources Advisory Board 1. Creation; Membership; Term. There is hereby created a Parks, Recreation and Natural Resources Advisory Board (PNAB) of the City of Lake Oswego consisting of nine regular members who shall be appointed for three-year terms, plus up to two members less than 18 years old who shall be appointed for one-year terms that may be renewed for one additional year. 2. Qualifications. No less than a majority of the members of the Parks, Recreation and Natural Resources Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's urban Services Boundary. No fewer than two members shall have education or vocational experience in natural resources management, landscape planning and design, or park planning and management. The City Council shall endeavor to ensure that membership is diverse in education, experience and interest so that all aspects of the Board's mission are adequately represented. 3. Mission and Duties. The mission of the Parks, Recreation and Natural Resources Board is to advise and assist the City Council and staff in the provision, operation, conservation and protection of the City's parks, open spaces, recreation facilities, community centers, programs 21 and opportunities, natural resources and environmental quality for the health and well-being of the residents of Lake Oswego. The Board will consider and address the use, planning, acquisition, development, maintenance and management of park lands and open spaces; and the policies and programs that meet community needs and preserve, restore and enhance natural areas including those that address surface water management, wildlife habitat, trees, tree groves, stream corridors, shorelines and ecologically distinctive natural areas. PNAB shall: 1. Collaborate with the City Council and City staff on the following overall responsibilities: a. Encourage and promote community awareness of park, recreation, natural resources and the environment by various means; develop strong relationships with the various sports leagues, community organizations and the Adult Community Center; and work cooperatively with the Commission for Citizen Involvement and the various neighborhood and community organizations. b. Coordinate with other governmental and community organizations in park planning, use and programming, and natural resource protection and enhancement. c. Advise on acquisition, easements, donations, and land use actions to preserve and provide parks, open spaces, trails, bikeways, and natural resources. d. Advise on actions potentially affecting parks, recreation facilities, recreation programs and natural resources. e. With the City Council approval, establish citizen task forces or advisory board sub- committees to address parks, recreation and natural resource planning and strategic issues, to review and update plans, and to provide detailed studies and reports on areas of new policy development. 2. Collaborate with the City Council and City staff on the following specific duties: a. Assist in development of periodic long range strategic plans regarding parks, recreation and natural resource management and protection. b. Prepare an annual set of goals with recommended time frames to implement those strategic plans that: i. Identify and prioritize potential acquisition and development projects, maintenance programs, and recreational and wellness opportunities for all age groups. ii. Identify and prioritize natural resource protection, environmental quality and ecosystems enhancement projects and opportunities that address broad natural resource issues within the City and its Urban Service boundary. iii. Advocate for adequate budget and capital improvement funding for these projects. c. Dedicate one or more meetings per year to a discussion of plans and policies to protect, restore, and enhance environmental quality within the City's Urban Service Boundary, including conservation of natural resources and preservation and enhancement of ecosystems, open space, and natural corridors. 22 d.Assist City staff on management and maintenance issues, such as parks rules and regulations, City and School Board joint facility use agreements, specific recreational program offerings and program pricing, and other relevant issues. e.Assist City staff and advise the City Council on creating, approving, managing and monitoring specific park friends groups and their activities. f. Designate Lake Oswego Heritage Trees as provided in LOC 55.06.030. (Ord. 2708, 2/16/16) 12.51.060 Planning Commission. 1. Creation; Membership; Term. There is hereby created a Planning Commission of the City of Lake Oswego consisting of seven members appointed for four year terms. 2. Qualifications. No less than a majority of the members of the Planning Commission shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. No more than two members of the commission may engage principally in the buying, selling or developing of real estate for profit as individuals, or be members of any partnership, or officers or employees of any corporation, that engages principally in the buying, selling or developing of real estate for profit. No more than two members shall be engaged in the same kind of occupation, business, trade or profession. 3. Duties. The Planning Commission shall exercise the powers and duties as set forth in State Law, the City Comprehensive Plan, the City Community Development Code (LOC Chapter 50), and other applicable City Codes. 4. Removal. Notwithstanding LOC 12.50.015 (3), a member of the Planning Commission may only be removed by the City Council, after hearing, for misconduct or nonperformance of duty. "Misconduct" includes failure to declare a conflict of interest and failure to comply with any applicable requirement of the Lake Oswego Code. "Non-performance of duty" includes unexcused absence from three or more consecutive meetings. (Ord. 2091, Enacted, 04/19/94) (Ord. 2336, Amended, 11/05/2002; Ord. 2316, Amended, 03/05/2002) 12.51.065 50+Advisory Board. 1. Creation; Membership; Term. There is hereby created a 50+Advisory Board of the City of Lake Oswego consisting of seven regular members appointed for three year terms, plus one member less than 18 years old who shall be appointed for a one-year term which may be renewed for one additional year. 2. Qualifications. No less than a majority of the members of the 50+Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. 3. Duties. The 50+Advisory Board shall: 23 a. Advise the City Council as to the needs and interests of City residents who are 50 years of age and over. b. Monitor trends in aging, research new programs and services for people 50 years of age and over and provide the resulting information to the City Council. c. Make recommendations to the City Council relating to current and potential services, programs and facilities intended to enhance the quality of life for City residents who are 50 years of age and over. d. Advise and make recommendations relating to actions of the City Council that may affect residents who are 50 years of age and over. (Ord. 2555, Amended, 07/06/2010; Ord. 2457, Added, 05/16/2006, Note: Ord. 2457 effective July 15, 2006.) 12.51.070 Sustainability Advisory Board. 1. Definition. "Sustainability" is defined as meeting the vital human needs of the present without compromising the ability to meet future needs. 2. Creation; Membership; Term. There is hereby created a Sustainability Advisory Board of the City of Lake Oswego consisting of nine regular members appointed for three-year terms, plus two members less than 18 years old at the time of appointment who shall be appointed for one-year terms which may be renewed for one additional year. 3. Qualifications. No less than a majority of the members of the Sustainability Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary or own a business located within the City or be employed full-time within the City. Appointments will endeavor to include representatives of diverse neighborhoods, local businesses, educational institutions, social service providers, and professionals in sustainability-related professions, such energy, transportation, development, and agriculture. 4. Mission and Duties. The mission of the Sustainability Advisory Board shall be to promote the sustainability of the community as a whole, considering public and private actors and their effects on ecological, economic, and community systems. The Sustainability Advisory Board shall be guided by the Sustainable City Principles embodied in the City's 2007 Sustainability Plan. The Sustainability Advisory Board shall: a. Advise and assist the City Council in efforts to make City operations more sustainable. b. Assist in the development of plans and policies to enhance the sustainability of the City as a whole. c. Educate and support other Lake Oswego organizations to become more sustainable. d. Educate and engage the public in efforts to make the community of Lake Oswego, including residents, businesses, and institutions, more sustainable. (Ord. 2506, Add, 02/19/2008) 24 12.51.075 Tourism Advisory Committee 1. Creation; Membership; Term. There is hereby created a Tourism Advisory Committee of the City of Lake Oswego consisting of nine regular members appointed for three-year terms. 2. Qualifications. No less than a majority of the members shall represent organizations and community stakeholder groups involved with or associated with touristic activities and attractions in Lake Oswego. Such groups may include The Lake Oswego Arts Council, Lakewood Center for the Arts, Lake Oswego Chamber of Commerce, other business associations based in Lake Oswego, Lake Oswego Review or other local media, hotels located in Lake Oswego and marketing professionals who live or have their place of business in Lake Oswego. 3. Mission and Duties. The mission of the Tourism Advisory Committee is to advise the Council and assist staff and other community organizations in implementing tourism strategies. The committee is also tasked with the oversight and periodic updating of a Tourism Action Plan for the City of Lake Oswego and providing future recommendations on the expenditure of City hotel-motel tax dollars. (Ord. 2715, Enacted, 06/07/2016) 25 CITY OF LAKE OSWEGO v ,ter. BUDGET COMMITTEE DESCRIPTION History The Lake Oswego Budget Committee was formed in accordance with state statute which requires that a Budget Committee be formed to review the City's budget. The Budget Committee shall be comprised of the Mayor and City Council and an equal number of lay citizens. There are seven citizen members on the Budget Committee, each serving terms of three years. Responsibilities and Duties The Budget Committee can meet at any time during the budget period; however, in the past, the Budget Committee usually met in the spring to begin a review of the proposed budget as submitted by City staff. Once the proposed budget has been submitted to the Budget Committee, meetings are scheduled for review and recommend the budget to the City Council for adoption. The Budget Committee also serves as the budget committee for the Redevelopment Agency. Qualifications Budget Committee members are appointed by the City Council for three-year terms. There are no specific requirements for serving on the Budget Committee other than being a qualified elector of the City of Lake Oswego. Contact Person For more information, call Shawn Cross, Finance Director, 503-697-7413. Budget Committee Revised 2/18/16 26 oti A- Fo CITY OF LAKE OSWEGO o Fo DEVELOPMENT REVIEW COMMISSION DESCRIPTION History This Commission was formed on April 19, 1994, by Ordinance 2091 and amended by Ordinance 2316 on March 2, 2002, to review development proposals to ensure compliance with the Community Development Code or other City Standards. On December 18, 2018, Ordinance 2808 was adopted making the occupational qualifications no longer mandatory. Mission and Duties It is the mission of the Commission to exercise the powers and duties as set forth in state law, the City Comprehensive Plan, the City Community Development Code (LOC Chapter 50), and other applicable City Codes. Examples of responsibilities that might be included in service are: 1. Assure prompt review of development proposals, and the application of City standards. 2. Provide for public review and comment on development proposals which may have significant impact on the community. 3. Guide public and private policy and action to assure provision of adequate water, sewerage, transportation, drainage, parks, open space, and other public facilities and services for each development. 4. Administer procedures and standards assuring that the design of site improvements and buildings are consistent with applicable standards and minimize adverse impacts on surrounding land uses, and yet allow for and encourage flexibility in the design and layout of site improvements and buildings, and innovation in design and construction. 5. Provide for review and approval of the relationship between land uses and traffic circulation in order to minimize congestion, with particular emphasis on not exceeding the planned capacity of residential streets to carry projected traffic; to provide for safe pedestrian and bicycle circulation; to provide for the proper location of street rights-of- way, easement and building lines; to assure provision of adequate internal vehicle circulation; parking, loading, and pedestrian walkways. 27 6. Minimize pollution and damage to waterways and Oswego Lake; to assure the adequacy drainage facilities and to protect the natural character and functions of waterways. 7. Administer standards to regulate the impacts of development upon soils, trees and vegetation, distinctive areas, and other natural features. 8. Assure reasonable safety from flood, landslide, erosion, or other natural hazards. 9. Protect the City's aesthetic beauty and character. 10. Promote the conservation of energy through site and building design and orientation. 11. Protect historic buildings and sites. Qualifications The Commission has seven members appointed by the City Council for three-year terms. At least four members shall reside within the City limits of the City of Lake Oswego. In making appointments to the Commission, the City Council make take into consideration professional expertise in related fields such as, but not limited to architecture, landscape architecture, civil engineering, real estate development, construction and city planning. No more than two members shall be engaged in the same kind of occupation, business, trade or profession. Each member must file annual Statement of Economic Interest with the Oregon Government Ethics Commission. When making appointments, the Council shall consider the geographic diversity of the membership of boards, committees and commissions. Meeting Dates The Commission meets on the first and third Mondays of the month at 7:00 p.m. and other days as needed. Contact Person For more information, call Jessica Numanoglu, Planning Manager, 503-635-0283 DEVELOPMENT REVIEW COMMISSION Revised 1/23/19 28 o�� cos CITY OF LAKE OSWEGO o �REGOr� 50+ ADVISORY BOARD DESCRIPTION History The 50+Advisory Board was established by Ordinance 2457, May 16, 2006 and became effective July 15, 2006. The number of members was reduced to seven by Ordinance 2555, adopted July 6, 2010, effective, August 5, 2010. The 50+Advisory Board formerly was the Adult Community Center Advisory Board. Mission and Duties The 50+Advisory Board shall: 1. Advise the City Council as to the needs and interests of City residents who are 50 years of age and over; 2. Monitor trends in aging, research new programs and services for people 50 years of age and over and provide the resulting information to the City Council; 3. Make recommendations to the City Council relating to current and potential services, programs and facilities intended to enhance the quality of life for City residents who are 50 years of age and over; 4. Advise and make recommendations relating to actions of the City Council that may affect residents who are 50 years of age and over. Composition, Term The 50+Advisory Board shall consist of seven members appointed by the City Council for three-year terms, plus one member less than 18 years old shall be appointed for a one-year term that may be renewed for one additional term. Qualifications for Regular Members No less than a majority five of the members of the 50+Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. Members do not have to be over the age of 50 to apply for the 50+ Advisory Board. 29 No person shall be appointed to a position on a particular board or committee for more than two consecutive full terms. The Council may, in its discretion, make exceptions to this limitation in the event of extenuating circumstanced including, but not limited to, occasions when a large change in board membership creates a need to retain experienced members. When making appointments, the Council shall consider the geographic diversity of the membership of boards, committees and commissions. The 50+Advisory Board meets on the fourth Friday of the month at 10:00 a.m. Contact Person For more information, call: Maria Bigelow, Interim Adult Community Center Manager, 503-635- 3758 50+ADVISORY BOARD Revised 1/26/21 30 4�� E �s CITY OF LAKE OSWEGO n � o oREGo� HISTORIC RESOURCES ADVISORY BOARD DESCRIPTION History The Historic Review Board was established by Ordinance 2000 on March 14, 1990. The name was changed to "Historic Review Commission" by Ordinance 2091, adopted April 19, 1994, and then changed to the current name, "Historic Resources Advisory Board," by Ordinance 2160, adopted November 18, 1977. Other amendments were approved in Ordinances 2192, 2336, 2344, 2579, 2660, 2735 and 2841. Mission and Duties The Historic Resources Advisory Board ("HRAB") shall: 1. Carry out the purpose section and duties described in Lake Oswego Code, Section 50.06.009 and 50.07.004.4, (Historic Preservation) and otherwise assist the City Council on historic preservation matters; 2. Disseminate information to educate the public as to state and federal laws protecting antiquities and historic places; 3. Act as a coordinator for local preservation groups, educational workshops, signing and monumentation projects, and other similar programs; 4. Advise interest groups, agencies, boards, and citizens on matters relating to historic preservation within the City; 5. Conduct historic inventories on a periodic basis and ensure that information on inventoried historic properties is updated and maintained; 6. Research and recommend property owner incentives to City Council to assist in continued preservation of historic resources. Composition, Term The HRAB shall consist of seven members per Ordinance 2735 adopted February 7, 2017, appointed by the City Council for three-year terms, plus one member less than 18 years old who shall be appointed for a one-year term that may be renewed for one additional year. 31 Qualifications for Regular Members No less than a majority of the members of the Historic Resources Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. At least one member shall be an architect with knowledge of historic restoration. No person shall be appointed to a position on a particular board or committee for more than two consecutive full terms. The Council may, in its discretion, make exceptions to this limitation in the event of extenuating circumstanced including, but not limited to, occasions when a large change in board membership creates a need to retain experienced members. When making appointments, the Council shall consider the geographic diversity of the membership of boards, committees and commissions. Each member must file annual Statement of Economic Interest with the Oregon Government Ethics Commission. Youth members under the age of 18 years of age are not required to file reports with the Oregon Government Ethics Commission. The Historic Resources Advisory Board meets on the second Wednesday of the month at 7:00 p.m. Contact Person For more information, call Paul Espe, Associate Planner, 503-697-6577. HISTORIC RESOURCES ADVISORY BOARD Revised 1/26/2021 32 E os CITY OF LAKE OSWEGO V O LIBRARY ADVISORY BOARD OkEGO� DESCRIPTION History On April 19, 1994, the City Council of the City of Lake Oswego passed Ordinance 2091, creating the Library Advisory Board. On June 1, 1999, Ordinance 2192 was adopted to add the Youth Member, and on November 5, 2002, Ordinance 2336 was adopted relating to the members if not residents of the City, then they had to be residents within the Urban Services Boundary. Mission and Duties The Library Advisory Board shall: 1. Uphold the right of all citizens to full access to information by providing open access to Library resources and services in accordance with the Library Bill of Rights. 2. Recommend written policies to govern the operation, use and programs of the Library, and review such policies on a regular basis. 3. Participate in long-range planning for library services. 4. Review and make recommendations regarding the annual budget request and any Capital Improvement Plan (CIP) proposal prepared by the Library Director. The Chair shall prepare a written report of the Advisory Board's review. The report shall either endorse or recommend modifications to the Director's proposed budget or CIP proposal. The report shall be submitted to the City Manager along with the Director's proposed budget or CIP proposal. 5. Make recommendations to the City Council with respect to services, facilities, and all other matters pertaining to the maintenance and improvement of the Public Library. 6. Submit an annual report to the City Council on the operation of the Public Library at the time of Council's annual meeting with the Advisory Board pursuant to Chapter 12 of the City Code. 7. Organize an annual fund-raising campaign to solicit contributions to the Library Endowment Fund. 33 Composition, Term The Library Advisory Board shall consist of seven members appointed by the City Council for three-year terms, plus one member less than 18 years old who shall be appointed for a one- year term that may be renewed for one additional term. Qualifications for Regular Members No less than five of the members of the Library Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. The Library Advisory Board meets on the second Wednesday of the month at 7:00 p.m. Contact Person For more information, call Melissa Kelly, Library Director, at 503-697-6584. LIBRARY ADVISORY BOARD Revised 1/15/19 34 O� OJ, Ci CITY OF LAKE OSWEGO rtA V O o PARKS, RECREATION AND NATURAL EDO RESOURCES ADVISORY BOARD DESCRIPTION History On February 16, 2016, the City Council of the City of Lake Oswego passed Ordinance 2708, creating the "Parks, Recreation and Natural Resources Advisory Board" Mission and Duties The mission of the Parks, Recreation and Natural Resources Advisory Board ("PNAB") is to advise and assist the City Council and staff in the provision, operation, conservation and protection of the City's parks, open spaces, recreation facilities, community centers, programs and opportunities, natural resources and environmental quality for the health and well-being of the residents of Lake Oswego. The PNAB shall: 1. Collaborate with the City Council and City staff on the following overall responsibilities: a. Encourage and promote community awareness of park, recreation, natural resources and the environment by various means; develop strong relationships with the various sports leagues, community organizations and the Adult Community Center; and work cooperatively with the Commission for Citizen Involvement and the various neighborhood and community organizations. b. Coordinate with other governmental and community organizations in park planning, use and programming, and natural resource protection and enhancement. c. Monitor and communicate trends in local, regional and national recreation and natural resource protection and the needs of the public. d. Advise on acquisition, easements, donations, and land use actions to preserve and provide parks, open spaces, trails, bikeways, and natural resources. e. Advise on actions potentially affecting parks, recreation facilities, recreation programs and natural resources. f. With City Council approval, establish citizen task forces or advisory board sub-committees to address parks, recreation and natural resource planning and strategic issues, to review 35 and update plans, and to provide detailed studies and reports on areas of new policy development. 2. Collaborate with the City Council and City staff on the following specific duties: a. Assist in development of periodic long range strategic plans regarding parks, recreation, and natural resource management and protection. b. Prepare an annual set of goals with recommended time frames to implement those strategic plans that: i. Identify and prioritize potential acquisition and development projects, maintenance programs, and recreational and wellness opportunities for all age groups. ii. Identify and prioritize natural resource protection, environmental quality and ecosystems enhancement projects and opportunities that address broad natural resource issues within the City and its Urban Service boundary. iii. Advocate for adequate budget and capital improvement funding for these projects. c. Dedicate one or more meetings per year to a discussion of plans and policies to protect, restore, and enhance environmental quality within the City's Urban Service Boundary, including conservation of natural resources and preservation and enhancement of ecosystems, open space, and natural corridors. d. Assist City staff on management and maintenance issues, such as parks rules and regulations, City and School Board joint facility use agreements, specific recreational program offerings and program pricing, and other relevant issues. e. Assist City staff and advise the City Council on creating, approving, managing and monitoring specific park friends groups and their activities. f. Designate Lake Oswego Heritage Trees as provided in LOC 55.06.030. Composition, Term Parks, Recreation and Natural Advisory Board shall consist of nine members to be appointed by the City Council for a term of three years, plus up to two members less than 18 years old who shall be appointed for a one-year terms that may be renewed for one additional year. No person shall be appointed to a position on a particular board or committee for more than two consecutive full terms. The Council may, in its discretion, make exceptions to this limitation in the event of extenuating circumstanced including, but not limited to, occasions when a large change in board membership creates a need to retain experienced members. When making appointments, the Council shall consider the geographic diversity of the membership of boards, committees and commissions. Qualifications No less than a majority of the members of the Parks, Recreation and Natural Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. No fewer than two members shall have education or vocational experience in natural resources management, landscape planning and design, or 36 park planning and management. The City Council shall endeavor to ensure that membership is diverse in education, experience and interest so that all aspects of the Board's mission are adequately represented. The Parks, Recreation and Natural Resources Advisory Board meets on the third Wednesday of the month at 4:00 p.m. Contact Person For more information, call Ivan Anderholm, Parks & Recreation Director, 503-697-6500. PARKS,RECREATION AND NATURAL RESOURCES ADVISORY BOARD Revised 2/18/16 37 , to o `� CITY OF LAKE OSWEGO c) 3 R o OEGO� PLANNING COMMISSION DESCRIPTION History On August 6, 1946, the City Council of the City of Lake Oswego passed Ordinance 332 creating the "Planning Commission." This Ordinance was amended by Ordinances 2091, 2316 and 2336. The Planning Commission is the City Council's advisory board on land use or planning issues. Mission and Duties In accordance with the provisions of Chapter 12 of the City Code, the Planning Commission shall exercise the powers and duties set forth in state law, the City Comprehensive Plan, the City Community Development Code, and other applicable City Codes. Examples of duties include: 1. Holding public hearings and making recommendations to City Council concerning applications for Comprehensive Plan and Zoning Code text amendments. 2. Holding public hearings and making recommendations to City Council concerning Comprehensive Plan and Zoning map amendments. 3. Coordinating the preparation of neighborhood plans. 4. Reviewing the Capital Improvement Plan for consistency with the Comprehensive Plan. 5. Conducting studies and making recommendations to the City Council concerning such matters as growth management, transportation, protecting natural resources, special district plans, and the community's quality of life. 6. Encouraging citizen involvement in land use matters. 7. The Planning Commission also serves as the Commission for Citizen Involvement. Composition, Term The Planning Commission shall consist of seven members to be appointed by the City Council for a term of four years. Qualifications No less than a majority of the members of the Planning Commission shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban 38 Services Boundary. No more than two members of the Commission may engage principally in the buying, selling, or developing of real estate for profit as individuals, or be members of any partnership, or officers or employees of any corporation that engages principally in the buying, selling, or developing of real estate for profit. No more than two members shall be engaged in the same kind of occupation, business, trade, or profession. Planning Commissioners are required to file annual Statements of Economic Interest with the Oregon Government Ethics Commission. The Planning Commission meets on the second and fourth Mondays at 6:30 p.m., and other days as needed. Contact Person For more information, call Scot Siegel, Planning Director, 503-699-7474. PLANNING COMMISSION Revised 7/13/09 39 o‘c� o s CITY OF LAKE OSWEGO OREGo� SUSTAINABILITY ADVISORY BOARD DESCRIPTION History The Sustainability Advisory Board was established by Ordinance 2506, on February 19, 2008 and with an effective date of March 20, 2008. Amendments were approved in Ordinance 2660. Mission and Duties The mission of the Sustainability Advisory Board shall be to promote the sustainability of the community as a whole, considering public and private actors and their effects on ecological, economic, and community systems. The Sustainability Advisory Board shall be guided by the Sustainable City Principles embodied in the City's 2007 Sustainability Plan. The Sustainability Advisory Board shall: 1. Advise and assist the City Council in efforts to make City operations more sustainable. 2. Assist in the development of plans and policies to enhance the sustainability of the City as a whole. 3. Educate and support other Lake Oswego organizations to become more sustainable. 4. Educate and engage the public in efforts to make the community of Lake Oswego, including residents, businesses, and institutions, more sustainable. Composition, Term The Sustainability Advisory Board shall consist of nine members appointed by the City Council for three-year terms, plus two members less than 18 years old shall be appointed for a one-year term that may be renewed for one additional term. Qualifications for Regular Members No less than a majority (five) of the members of the Sustainability Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary OR own a business located within the City, OR be employed full-time within the City. (If you are a business owner, but do not live in the City or City's Urban 40 Services Boundary, the business must have a current City Business License; If you are an employee of a business in the City of Lake Oswego, but live outside the City, or City's Urban Services Boundary, please submit a letter to that effect signed by the business owner or manager.) Appointments will endeavor to include representatives of diverse neighborhoods, local businesses, educational institutions, social service providers, and professionals in sustainability- related professions, such as energy, transportation, development, and agriculture. No person shall be appointed to a position on a particular board or committee for more than two consecutive full terms. The Council may, in its discretion, make exceptions to this limitation in the event of extenuating circumstanced including, but not limited to, occasions when a large change in board membership creates a need to retain experienced members. When making appointments, the Council shall consider the geographic diversity of the membership of boards, committees and commissions. The Sustainability Advisory Board meets on the third Monday of the month at 6:30 p.m. Contact Person For more information, call Jenny Slepian, Sustainability and Management Analyst, 503-635- 0291. SUSTAINABILITY ADVISORY BOARD Revised 3/26/2018 41 � o `� o CITY OF LAKE OSWEGO c- R o O�EGO� TRANSPORTATION ADVISORY BOARD DESCRIPTION History On August 10, 1995, the City Council of the City of Lake Oswego passed Ordinance 2045, creating the "Neighborhood Traffic Advisory Board." On December 21, 1994, the Council passed Ordinance 2109, amending Ordinance 2045. On July 21, 1999, the Council passed Ordinance 2207, changing the name to "Transportation Advisory Board" and expanding its duties. Amendments were approved in Ordinance 2336. Mission and Duties The Transportation Advisory Board ("TAB") shall: 1. Exercise the powers and duties as expressly set forth in LOC Chapter 32; 2. Provide service concerning implementation of the City's Transportation System Plan; 3. Review and make recommendations regarding transportation improvement projects for inclusion in the Capital Improvement Plan; 4. Monitor and evaluate the effectiveness of traffic demand management strategies and recommend actions for improvement; 5. Advise and make recommendations on rail transportation issues, including those involving the Willamette Shore Rail Line; 6. Advise as to the coordination of planning and programming of transportation projects and funding with other governmental agencies and private interests; 7. Advise and make recommendations to the City Council and City staff on transportation issues in general; 8. Perform such duties as may be assigned by the City Council. Composition, Term The TAB shall consist of seven regular members appointed by the City Council for three-year terms, plus one member less than 18 years old who shall be appointed for a one-year term which may be renewed for one additional term. 42 Qualifications for Regular Members No less than a majority of the members of the Transportation Advisory Board shall be residents of the City of Lake Oswego. Any members not residing in the City shall reside within the City's Urban Services Boundary. No person shall be appointed to a position on a particular board or committee or for more than two consecutive full terms. The Council may, in its discretion, make exceptions to this limitation in the event of extenuating circumstanced including, but not limited to, occasions when a large change in board membership creates a need to retain experienced members. When making appointments, the Council shall consider the geographic diversity of the membership of boards, committees and commissions. The Transportation Advisory Board meets every other month on the second Wednesday at 7:00 p.m. Contact Person For more information, call Will Farley, Traffic Engineer, 503-635-0274. TRANSPORTATION ADVISORY BOARD Revised 1/14/20 43 o AYE 0s CITY OF LAKE OSWEGO c'i*‘) TOURISM ADVISORY COMMITTEE DESCRIPTION History On June 7, 2016, the City Council enacted Ordinance 2715, which amended Article 12.51 of the Lake Oswego City Code and established a "Tourism Advisory Committee." Mission and Duties The mission of the Tourism Advisory Committee is to advise the Council and assist staff and other community organizations in implementing tourism strategies. The committee is also tasked with the oversight and periodic updating of a Tourism Action Plan for the City of Lake Oswego and providing future recommendations on the expenditure of City hotel-motel tax dollars. Seventy percent of these tax dollars are mandated by Oregon statute to be spent on tourism promotion or tourism-related facilities.1 The Tourism Advisory Committee shall: 1. Advise and assist the City Council in the development and implementation of effective strategies for maximizing the use of tourism dollars in order to grow, build, and promote tourism assets in Lake Oswego. 2. Provide annual recommendations to the City Council on the use of City hotel-motel tax dollars. 3. Update, maintain, and coordinate implementation of a Tourism Action Plan for Lake Oswego. 4. Build and promote partnerships between community organizations to effectively implement tourism marketing and attraction-building strategies. 1 HB 2267(2003), "Transient Lodging Taxes" https://www.oregonlegislature.gov/bills_laws/lawsstatutes/2003orLaw0818ses.html 44 Composition, Term The Tourism Advisory Committee shall consist of nine regular members appointed by the City Council for three-year terms. Qualifications No less than a majority of the members shall represent organizations and community stakeholder groups involved with or associated with touristic activities and attractions in Lake Oswego. Such groups may include: 1. The Lake Oswego Arts Council 2. Lakewood Center for the Arts 3. Lake Oswego Chamber of Commerce 4. Other business associations based in Lake Oswego 5. Lake Oswego Review or other local media 6. Hotels located in Lake Oswego 7. Marketing professionals who live or have their place of business in Lake Oswego. Meeting Dates The Tourism Advisory Committee meets on an as needed basis. Contact Person For more information, contact Kari Linder, City Recorder, 503-534-4225. TOURISM ADVISORY COMMITTEE Revised 1/26/21 45 Guide to Bodies Subject to Public Meetings Law This is a simplified guide to understand when the meetings of a particular body are subject to the Public Meetings law. For a discussion of the various elements, refer to the text of the Attorney General's Public Records and Meetings Manual. Is it a body with two or more members? No 40 Yes Is the body a "public body"? -the state - a regional council - a county - a district No - a city - a municipal or public corporation Or an agency of any of the above, such as: - a board - a department - a council - a commission - a bureau - a committee - a subcommittee - an advisory group 40 Yes Does the body have authority to: - make a decision(s) for No - make a recommendation to a public body (including itself) on policy or administration? 40 Yes Is a quorum required to make that decision or to deliberate? No 40 Yes Is the body meeting to: - make that decision (See ORS 192.610(1)) No - deliberate toward that decision, or - gather information upon which to make that decision or to deliberate toward that decision? 40 Yes The Public Meetings Law applies 46 Public Meetings Checklist The Public Meetings Law applies to all meetings of a governing body of a public body for which a quorum is required to make a decision or to deliberate toward a decision on any matter. This checklist is intended to assist governing bodies in complying with the provisions of this law; however, you should consult the appropriate section(s) of the Attorney General's Public Records and Meetings Manual for a complete description of the laws' requirements. Li OPEN TO THE PUBLIC. Unless an executive session is authorized by statute, the meeting must be open to the public. U NOTICE. The governing body must notify the public of the time and place of the meeting, as well as the principal subjects to be discusses. Notice should be sent to: U News Media U Mailing Lists U Other Interested persons The notice for regular meetings must be reasonably calculated to give "actual" notice of the meeting's time and place. Special meetings require at least 24 hours notice. Emergency meetings may be called on less than 24 hours notice, but the minutes must describe the emergency justifying less than 24 hours notice. 1 I SPACE AND LOCATION 1 I Space. The governing body should consider the probably public attendance and should meet where there is sufficient room for that expected attendance. 1 I Geographic location. Meetings must be held within the geographic boundaries over which the public body has jurisdiction, at is administrative headquarters or at "the other nearest practical location." 1 I Nondiscriminatory site. The governing body may not meet at a place where discrimination on the basis of race, creed, color, sex, age, national origin or disability is practiced. C i Smoking is prohibited. C i ACCESSIBILITY TO PERSONS WITH DISABILITIES U Accessibility. Meetings must be held in places accessible to individuals with mobility and other impairments. 47 1 I Interpreters. The governing body must make a good faith effort to provide an interpreter for hearing impaired persons. 1 I Americans with Disabilities Act (ADA). The governing body should familiarize itself with the ADA, which may impose requirements beyond state law. U VOTING. All official actions by governing bodies must be taken by public vote. Secret ballots are prohibited. U MINUTES AND RECORDKEEPING. Written minutes must be taken at all meetings except executive sessions, which may be tape recorded. Minutes must include at least the following: L i Members present; U Motions, proposals, resolutions, orders, ordinances and measures proposed and their disposition; U Results of all votes and, except for bodies with more than 25 members unless requested by a member,the vote of each member by name; L i The substance of any discussion on any matter; and 1 I A reference to any document discussed at the meeting. (Reference to a document except from disclosure under the Public Records Law does not affect its exempt status.) A governing body must prepare minutes and have them available within a "reasonable time after the meeting." Meetings are permanent record and must be archived according to ORS 192.005. For instances where an executive session is permitted, see ORS 192.660 or contact the City Attorney's office at 503-635-0225. 48