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HomeMy WebLinkAboutResolution - 4970 - Approves Certification Guidelines - NCC - Lubbock Neighborhood Associations - 09/28/1995Resolution No. 4970 September 28, 1995 Item #34 RESOLUTION WHEREAS, the City Council of the City of Lubbock by resolution created and appointed the Neighborhood Certification Committee, charging them with the duty of drafting requirements for certification of neighborhood associations within the City of Lubbock; and WHEREAS, the Neighborhood Certification Committee after drafting proposed guidelines, holding a series of open meetings, and requesting written comments, has recommended the attached Certification Guidelines for Lubbock Neighborhood Associations for approval and official recognition; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Certification Guidelines for Lubbock Neighborhood Associations proposed by the Neighborhood Certification Committee are hereby approved for certification of neighborhood associations. Said Certification Guidelines are attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this 28th day of � September VID R. ATTEST: '—Be*--V.—JohnsofW, City Secretary APPROVED AS TO CONTENT: [man, Managing Director Community Services APPROVED AS TO FORM: Linda L. Chamales, Assistant City Attorney LLC:js/CG-LNA.RES ccdocs/September 13, 1995 1995. Certification Guidelines for Lubbock Neighborhood Associations L Statement of Purpose Certification is a process which encourages neighborhood associations to be fair, open, inclusive, representative, and responsive to the general public and the people whom they serve and from whom they derive their authority to act. Its purpose is to encourage the observance of those standards and practices which instill public trust and confidence and to facilitate and validate their democratic character. It is the City's way of recognizing those associations which promote the common good while protecting the right of each person to participate. The intent of these guidelines on certification is to promote greater citizen participation in all levels of government. It is the responsibility of this Neighborhood Certification Committee to define the criteria and then to inform, assist, and facilitate neighborhood associations in the process of obtaining their certification. IL General Guidelines Non -Discrimination: A neighborhood association shall not discriminate against individuals or groups on the basis of race, religion, color, sex, sexual orientation, age, disability, national origin, ethnicity, income, or political affiliation in any of its policies, recommendations, or actions. No Limitation on Right to Participate or Direct Access: Nothing in these guidelines shall limit a citizen's right to participate directly in the decision-making processes of government nor does it preclude any organization's right to represent its views directly to any governmental body or agency. Open Meetings and Open Records: A neighborhood association shall follow practices and procedures which assure open meetings and open access to all information not protected by the right of personal privacy. All meetings and official records shall be open to the public, the press, and the general membership. Broad -Based Participation: A neighborhood association shall be truly representative of its neighborhood, constantly and consistently seeking involvement from all persons who qualify for membership. Boundaries: A neighborhood association shall have clearly-defined boundaries which do not duplicate those of any other neighborhood association. It will be the policy of the City to certify only one neighborhood association within the geographic boundaries of each neighborhood or area. Neighborhood associations which have duplicate or overlapping boundaries must resolve these differences before applying for certification. It is recommended that these differences be resolved by a neutral party through voluntary mediation, binding arbitration, or by a poll of those persons and entities that qualify for membership within the disputed boundaries. Accountability: A neighborhood association shall be accountable to the people of the neighborhood it represents and shall maintain accurate records of finances, membership, and meetings. L=rtfin.doc 1 9/22/95 A neighborhood association's board of directors derives its right to exist and its authority to act from the association's general membership. Communications Network: A neighborhood association shall have an effective, comprehensive, inclusive, reliable, and verifiable communication network through which persons and entities that qualify for membership within its defined boundaries are kept well-informed of meetings, issues, and events of the association. Politically Non -Partisan: A neighborhood association may be politically active, but it shall be non- partisan and maintain electoral neutrality in regard to specific candidates and ballot issues. Limitations on Endorsements: A neighborhood association shall not allow its name to be used for purposes of endorsement or solicitation without specific authorization from its board of directors. Annual Participation In City-wide Proiect: In order to foster a true spirit of community and promote community cohesiveness, in which individual neighborhood associations recognize they are but parts of the whole community, it is recommended that a neighborhood association, by official action of the board of directors and/or the general membership, participate each year in at least one cooperative project with other neighborhood associations. IIL General Membership Guidelines Individual: A neighborhood association shall have individual membership open to any person who is at least 18 years of age who resides, owns property, or operates a business within a neighborhood association's specified boundaries. Representative: A neighborhood association shall have membership open to a representative from any organization, government agency, non-profit entity, business, church, or school which owns property or meets within a neighborhood association's specified boundaries. The representative must have specific authority from the governing board of the entity which he/she represents. Enrollment By Attendance Registration: A neighborhood association shall allow persons and entities that qualify for membership to enroll as members by the registration of attendance at any neighborhood association meeting, project, or event. This minimum requirement is not intended to preclude other methods of enrollment. It shall be the responsibility of the board of directors of a neighborhood association to maintain an official membership list of the association which shall be open and available for inspection upon request. The membership list is not to be used for business solicitation. IV. Voting Guidelines One Person = One Vote: An individual member of a neighborhood association shall have only one vote. Lxertfmdw 2 9/22/95 One Organization = One Vote: A representative member of a neighborhood association shall have only one vote, and no organization or entity shall have more than one voting representative. Voluntary Dues: A neighborhood association shall not require the payment of dues for membership or for the right to vote. Monetary contributions to a neighborhood association may only be voluntary. No Absentee Voting: A neighborhood association shall allow votes to be cast only in person. No Proxy Voting: A neighborhood association shall not allow voting by proxy. Homebound Participation Provision: The opinion of a homebound member of a neighborhood association may be expressed in a personal letter mailed to the secretary of a neighborhood association. The letter shall be attached as an addendum to the minutes of the next general meeting after which it was received. V. Organizational Guidelines Written By -Laws: A neighborhood association shall have written by-laws approved by a majority vote of the general membership. The by-laws must be available upon request. (A sample is attached.) Board of Directors and Officers: A neighborhood association shall be governed by an elected board of directors. A neighborhood association shall elect officers annually. In order to develop a broad base of members who share in the responsibilities of leadership, a member of a neighborhood association shall not serve as a director for more than six consecutive years. An officer of a neighborhood association shall not serve in the same office for more than three consecutive years - Quorum: A neighborhood association shall establish a quorum for meetings of the board of directors, which shall be not less than a simple majority of the voting members of its board. A neighborhood association shall establish a quorum for meetings of the general membership, which shall not be less than one more than twice the number of total voting members of the board of directors (Example: 12 voting board members x 2 + 1 = 25). Minimum Number of Meetings: A neighborhood association shall hold a meeting of the general membership at least once every quarter of a calendar year. A neighborhood association shall hold a meeting of its board of directors at least eight times each calendar year. Internal Dispute: A neighborhood association shall have provisions in its by-laws for the resolution of grievances related to the activities, policies, or recommendations of the association. A neighborhood Lxertfmdm 3 9=95 association shall follow a written procedure whereby persons may request the association to reconsider a decision which adversely affects them or causes some grievance. VL Procedural Guidelines Record Keeping: A neighborhood association shall maintain an accurate record of the receipts and disbursements of all funds with which it is entrusted. A neighborhood association shall maintain accurate minutes of all meetings of its board of directors and general membership. Minutes shall include a record of attendance and the results of any votes taken. Reasonable and Sufficient Notice: A neighborhood association shall hold meetings of its general membership and/or board of directors only if there is adequate time to give reasonable and sufficient notice to the public, the press, and persons and entities that qualify for membership within its defined boundaries. Adequate time for reasonable and sufficient notice has been defined to mean not less than 48 hours. The means by which notice may be given is more difficult to define but must be established and justified to allow interested persons the opportunity to participate. A neighborhood association shall hold its meetings in a location that is easily accessible to its members and at such times as are reasonably convenient. Official Publications: Any use of a neighborhood association's name in any publication shall be considered official only if authorized by the association's board of directors. A neighborhood association's board of directors shall be responsible for the content of newsletters and other publications which bear its name. Editorials and personal opinions must be identified as such and bear the author's name. Official Positions and/or Recommendations On Issues: If a neighborhood association or its board of directors wishes to take an official stand or make an official statement on an issue of concern, it may do so using any of the methods outlined below: 1.) Open Forum: A neighborhood association may hold a meeting to discuss and vote upon a specific issue if it gives proper notification of the meeting and its intent, provides an objective written summary of the issue under consideration, establishes equitable meeting parameters to assure fair participation, votes by ballot, and includes a copy of the minutes of the meeting when reporting official results. 2.) Poll: As a representative body, a neighborhood association may choose to poll its membership through a newsletter or written survey/questionnaire in order to gain direction on specific issues if the authenticity of the responses can be validated by signature and address. 3.) Petition: A neighborhood association may validate its official position or recommendation on an issue by a petition authorized by the association's board of directors and circulated among its general membership. Recommendations validated by petition must be presented in relationship to the association's total membership. L:certfin.doc 4 9/22/95 Reporting Dissenting Opinions: Dissenting views on any issue considered by a neighborhood association shall be recorded and transmitted along with any recommendation made. Official Spokesperson(s): Only persons duly authorized by a neighborhood association's board of directors shall speak on behalf of the association. An official spokesperson for a neighborhood association must have specific authorization from the board of directors as recorded in the board's official minutes. Official Positions Without General Membership Approval: At times it may be necessary for a neighborhood association's board of directors to meet and to take an official position without having an opportunity to give reasonable and sufficient notice and seek approval from its general membership. In such cases, the board of directors shall state explicitly that such position is being taken without consent of the general membership and shall provide a copy of the minutes of the meeting. Dissolution: A neighborhood association shall include in its by-laws a provision for dissolution that includes procedures for the responsible disposition of debts and assets. Parliamentary Procedures: All meetings of a neighborhood association and all meetings of its board of directors shall be conducted following generally -accepted practices of parliamentary procedure. VII. Certification Process Board of Standards and Practices: The City of Lubbock Neighborhood Certification Committee shall establish a Board of Standards and Practices comprised of five members elected from the general membership of the Lubbock United Neighborhood Association (LUNA). Each member shall serve for a term of two years, and no member shall serve for more than four consecutive years. As a self- regulatory panel of peers, the Board of Standards and Practices shall assist and facilitate neighborhood associations in the process of obtaining their certification. Application: A neighborhood association seeking certification shall submit an official application, a letter of request, and a resolution authorizing such action by the association's board of directors. Evaluation and Interview: Upon receipt of an application and its accompanying documents, the Board of Standards and Practices shall evaluate the application, seek public comment, and interview the officers of the neighborhood association applying for certification. Recommendation: Upon a majority vote of the Board of Standards and Practices, a neighborhood association shall be recommended for certification by the City of Lubbock Neighborhood Certification Committee. Awarding Certification: Upon a majority vote of the City of Lubbock Neighborhood Certification Committee, a neighborhood association shall be recognized as officially certified and shall be entitled to exercise the rights and recognition this designation signifies and confers. Lxertfmdoc 5 9122/95 Annual Report: A certified neighborhood association shall submit each year an annual report to the Board of Standards and Practices detailing its activities, programs, and projects. Review for Renewal: Every two years after a neighborhood association has received certification, the Board of Standards and Practices shall evaluate the association's annual reports and shall seek public comment before making a recommendation on continuing certification. Completed and approved by the Neighborhood Certification Committee on August 8, 1995. Members of the Neighborhood Certification Committee: Calvin Campbell, Co -Chair Ellis Langston, Co -Chair Emilio Abeyta Betty Dixon Wanda Grice Jay Ibarra Jerry Posey L:certfuLdoc 6 9/22/95