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HomeMy WebLinkAboutLa Pine Economic Development Group LEDG Adisory Board RulesLa Pine Economic Development Group (LEDG) Advisory Board Advisory Board Member Job Description Advisory Board Members agreed that economic development (including new job creation, retention of jobs, sale of county owned industrial lands and capital investment) in the La Pine / Sunriver area is the important mission and will support implementation of the program to forward this objective.The purpose of the Advisory Board is to provide to the La Pine Economic Development Group Manager with: • Advice on program and policy direction;': • Ideas for key efforts and initiatives, • Contacts for business, government and other individuals, agencies critical for success; • Goals, measures and metrics fo • Feedback on results; • Public support for economic development in the La, Pine / Sunriver area and the efforts of the Economic Development Manager. program success; Additionally, it is the role of the Advisory Board to • Attend Advisory Board meetings; • Elect officers of the Advisory Board; • Establish and implement an Advisory Board Member Code of Conduct; • Establish policies by which the Advisory Board and its members shall conduct meetings, media communication, and other activities; • Coordinate all fundraising efforts for underwriting of the program (public and private sector) • Communicate with their respective sponsoring organizations as to the activities of the program. La Pine Economic Development Group (LEDG) Advisory Board Advisory Board Guidelines 1. Charter/purpose The mission of the Board is to provide advice, guidance, support and advocacy for the La Pine / Sunriver office of Economic Development. The Board's role is advisory to the Manager in regards to setting goals and polices as outlined in the Memorandum of Understanding. 11. Objectives More specifically, the Board will assist the LEDG Manager: • in establishing objectives, identifying opportunities, and developing strategies and supporting their achievement; • by providing advice and counsel to the Manager on pertinent matters, internal as well as external, so as to relate the programs goals to the community; • by assisting the LEDG Manager in assessing the job market and helping him stay in tune with trends in industry and the economy; • the Board will serve as a liaison with business, industry, and government agencies and acquaint community members with challenges and opportunities; • by assisting the LEDG Manager in acquiring the resources necessary to advance the mission, especially by taking an active role in private fund-raising efforts III. Membership The Advisory Board will be composed of no more than twelve (12) members who live and/or work in the La Pine / Sunriver area. The members of the Advisory Board shall be selected by mutual agreement between EDCO and the City of La Pine and shall serve terms of three years. There shall be four officers on the board: President, Vice -President, Secretary, and Treasurer, Up to 3 Ex -officio members can serve at the discretion of the Board, but do not have voting rights. President — The president shall"Chair" at all meetings of the Board. The President shall have and exercise general charge and supervision of the affairs of the Board. Vice President— Has no authority over the board, but will be asked to "Chair" the board, or perform other duties, if the President is unable to attend, or should resign. Secretary— The Secretary shall insure that Minutes of all meetings of the Board are kept. Treasurer—The Treasurer shall give financial reports at least quarterly to the Board and a financial report at the end of each fiscal year. Manager— Shall provide staff support to the Board, and act as a liaison between the Board and the community. The Manager will participate in all Board meetings, and take direction from the Advisory Board; will give a Manager's Report at each meeting, discuss problems, concerns or other issues related to the job, and keep the Board informed of possible business leads/recruitment/retention/expansion projects. - Quorum — Constitutes a majority (greater than 50%) of all currently appointed Board Members to be present at a Board meeting. The presence of a quorum shall be required for the transaction of all official business. The Board may adopt a lesser quorum by resolution. Attendance — Any Board Member not attending over fifty percent of scheduled meetings during a twelve month running period and/or with a gap in attendance of more than three consecutive meetings, will, at the discretion of Board Members, be removed from the Board. Resignation - Any Board Member may resign at any time by giving written notice of such resignation to the Advisory Board. Such notice may be delivered at the principal business office of La Pine Economic Development Group, PO Box 3055, La Pine, OR 97739 Vacancies— In case any Board seat becomes vacant by death, resignation, retirement, disqualification or any other cause, the majority of Board Members may elect a Board Member to fill such a vacancy and the Board Member selected shall hold office and serve until the qualification and election of his successor. Removal - Any Board Member may be removed from office by the affirmation vote of two-thirds (2/3) of all the Board Members at any regular or special meeting called for that purpose, for nonfeasance, malfeasance, or misfeasance, for conduct detrimental to the board, for lack of sympathy with its objects, or to render reasonable assistance in carrying out its purposes. Any Board Members to be removed shall be entitled to at least five days notice in writing by mail of the meeting of the Board at which such removal is to be voted upon and shall be entitled to appear before and be heard by the Board at such a meeting. Any Board Member may be removed at the written request by both the City of La Pine and by EDCO. IV. Officers Officers of the Board will be voted in by the Board. They will serve a one-year term in any one office. The President will "Chair" meetings of the Board and work with the Manager in formulating agendas. Any future standing committees and their chairs will be appointed by the President of the Board upon consultation with other Board Members, who will then appoint committee members. V. Meetings The Board will determine the meeting schedule, time and location. Committees will meet on other dates as appropriate. Meeting formats will vary depending on agenda, setting, and timing, but will typically be informal to encourage open discussion. The Manager will be responsible for informing Board Members of meetings, and disseminating agendas, and other important documents, at least five days before each Board Meeting. La Pine Economic Developme Group (LEDG) Adisory Board Code of Conduct General Support Members must represent unconflicted loyalty to the interest of the Advisory Board. This accountability should not be, or appear to be, subjecttoinfluences, interests or relationships that conflict with the interests of the Advisory Board or the economic development program. Advisory Board Members should fundamentally understand and support economic development and its specific activities as outlined in official documents, and strategic and/or operational plans. Members will support the structure upon which the partnership has been formed, in this case, the Memorandum of Understanding (MOU) between the local lead organization, the City of La Pine and EDCO, the selected contractor. Board members will know and understand the governing documents (i.e. Advisory Board Guidelines, Job Description, Code of Conduct and Political Policy, etc). Members also must have a desire forthe success of the localManager at heart for the program to reach its potential. Personal Conduct Members must conduct themselves in a manner which maintains the integrity of the Advisory Board and economic development program and its standing in the community. Members are expected to conduct themselves with courtesy and consideration for others while retaining the ability to be constructively critical where and when appropriate., Members and volunteers may not attempt to exercise individual authority over the policies and operations of the program except through their roles as voting members of the Advisory Board or volunteer committees. Staff members may not attempt to exercise individual authority over the policies and operations of the program except through their specific job responsibilities and established supervisory structure. Communication Outside of Meetings While some productive work by Advisory Board Members with the local Manager and other leaders in the community may necessarily happen outside of Advisory Board Meetings, the setting of policy and direction must be done by the Advisory Board unless specifically assigned to a committee or task force by the Advisory Board. During meetings, active debate and discussion is encouraged. Once a decision has been made by the majority of the Advisory Board, it is the duty of Advisory Board Members to support that decision within the community, even if they may personally disagree, as is a fundamental principal for all board operations, public or private. Media Communications Members and volunteers in their interaction with the press and the public must recognize the inability of any individual member of the Board or Committee to speak for the Board except as expressly authorized by the Advisory Board President. Unless otherwise assigned by the Advisory Board, all media communications pertaining to the economic development program in La Pine / Sunriver should be directed through the Manager or Advisory Board President. Conflict of Interest It is the policy of the Advisory Board that no Member shall derive any personal profit or gain, directly or indirectly, by reason of his or her service to the Advisory Board. There may be no self-dealing or any conduct of private business or personal services between any Member and the Advisory Board except those conducted in an open and objective manner to ensure equal competitive opportunity and equal access to information. Board members or volunteer committee members must not use their positions to obtain employment with any of the partner organizations involved with the La Pine Economic Development Group for themselves, family members or close associates. Should a Member or volunteer desire employment, he or she must first resign. Confidentiality Confidentiality is frequently, a critical issue with business development projects, both for existing companies and for those considering relocation or new operations. Information pertaining to specific business development projects will be generalized by the Manager in reports and discussion to protect the community and companies involved. Advisory Board members must understand the sensitivity of companies to keeping information confidential and not disclose information to anyone outside the Advisory Board. Funding for the program is administered through the City of La Pine, which is a public corporation and subject to public information laws. However, all Members must hold strictly confidential all issues of a private nature, including, but not limited to, issues related to private businesses, contributions from individuals, businesses and other private entities, and all personnel matters. La Pine Economic Development Group (LEDG) Advisory Board Political Policy Political Races By virtue of its purpose and mission, the La Pine Economic Development Group Advisory Board is interested in local and state issues affecting economic development; however, it shall not, by resolutions or otherwise, be committed to support any candidate for office. Neither the program Manager nor Advisory Board members may use his or her connection with the economic development program while giving a personal endorsement or support to any candidate or public issue. Political Policies The Advisory Board may take positions onlocal, regional and statewide ballot issues, that will be placed before the voters or other governmental bodies, impacting economic development and the overall business climate issues. The Advisory Board should be presented with both pro and con reports prior to making a decision. It is recommended that these be in writing and presented to the Board with a reasonable time to review prior to discussion. An Advisory Board position of support, or opposition, will require a two-thirds vote of approval by those in attendance after a quorum has been established. After establishing a position, the Board will determine the appropriate methods to inform specific individuals, the membership and the general public that is in keeping with its Code of Conduct. Public Testimony, Support Letters or Position Statements for Development Projects As a leader for economic development in the La Pine / Sunriver area, it is expected that the Manager of the La Pine Economic Development Group will be asked regularly to provide written or oral testimony to local planning commissions, city councils, and other official local decision making bodies which are part of the development process. The Manager shall report and provide a summary or draft of such communications to all Advisory Board Members at least three working days prior to when such testimony or other official communication will be presented or sent. If there is a specific concern or concerns raised by such draft communication by a majority (greater than 50%) of the Advisory Board, it may choose to elevate discussions to include procedures covered under the "Political Policies" section above. Public Testimony on Issues Other Than Related to Development It shall be the general policy of the La Pine Economic Development Group to only take positions or provide public testimony on topics related to the development process, business climate and other issues directly pertaining to economic development. La Pine Economic Development Group (LEDG) Advisory Board Electronic Voting Procedures Electronic votes may be held between physical meetings for the purpose of urgent issues that need to be addressed between meetings. Electronic votes are called at the sole discretion of the President. The motion to be voted on shall be distributed by the President. The eligible voting body will consist of all current committee members. Eligible voters will submit votes to the current President and another Board Member via e-mail. An eligible voter may submit a vote to the President and another Board Member by telephone. The President must verify such a vote in order for it to be counted. Approval of a motion through electronic vote requires a 2/3s majority of all current committee members. Results of all electronic votes between physical meetings are recorded in the meeting minutes for he next meeting.