Southeast Uplift Neighborhood Program

Board re-organization proposal

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NEW GOVERNANCE STRUCTURE
Proposal from the Board/Organizational Development Committee
Current as of January 26, 1999

I. The Role and Purpose of the POLICY COUNCIL and EXECUTIVE BOARD

A. The role and purpose of the POLICY COUNCIL

1. The POLICY COUNCIL shall set policy and overall direction for Southeast Uplift and the EXECUTIVE BOARD. The POLICY COUNCIL shall be responsible for setting forth policy and programmatic objectives as well as establishing benchmarks or indicators to assess progress on the accomplishment of such goals and objectives. The EXECUTIVE BOARD shall be required to operate within the policy and direction of the POLICY COUNCIL, direct Southeast Uplift staff accordingly and to report on a regular basis to the POLICY COUNCIL on progress, using the prescribed indicators and benchmarks.

2. The POLICY COUNCIL is to serve as a neighborhood congress or forum to discuss issues and concerns of individual neighborhoods, and particularly issues which cross neighborhood boundaries. It is hoped and expected that through such discussion, networks will be made or strengthened, ideas will be developed and resources will be shared.

3. The POLICY COUNCIL shall also be a forum for discourse around issues of livability which impact neighborhoods in Southeast Portland. For example: housing, transportation, civic participation, public safety, environmental quality and inclusivity.

4. In addition to setting policy as outlined in A.1, the POLICY COUNCIL may discuss issues of broad concern that result in specific programmatic objectives for referral to and implementation by the EXECUTIVE BOARD.


B. The role and purpose of the EXECUTIVE BOARD

1. The EXECUTIVE BOARD shall provide oversight and direction for Southeast Uplift, acting on policy direction from the POLICY COUNCIL. As part of its duty for seeing that Southeast Uplift fulfills its mission, the Executive board shall direct staff and budget resources to effectively implement the goals and objectives of the POLICY COUNCIL.

2. The EXECUTIVE BOARD shall be the legal and operational entity of Southeast Uplift with responsibility for the following:

a. Selecting and evaluating the Executive Director;

b. Serving as final arbiter of internal staff grievances;

c. Handling other grievances that cannot be resolved at the staff level;

d. Drafting, approving and executing the budget;

e. Fiscal monitoring - overseeing the audit, ensuring legal compliance, and monitoring and supporting the financial health of the organization;

f. Reviewing and approving the ONI and other contracts;

g. Other corporate duties not specifically listed.

II. COMPOSITION OF POLICY COUNCIL AND EXECUTIVE BOARD

A. Composition of POLICY COUNCIL: Composition of the POLICY COUNCIL shall be the same as that of the current Southeast Uplift Board:

1. Up to one member from each Southeast Uplift neighborhood association. A neighborhood association whose member is elected President of the POLICY COUNCIL has the option of nominating a second representative as an additional member from that neighborhood.

2. Up to four members from Southeast Uplift area business associations.

3. Up to five members from Southeast Uplift area community organizations, social service agencies, and regional citizen involvement groups

4. Up to three members as at-large persons with special expertise or interest.
 
B. Composition of the EXECUTIVE BOARD:

1. The EXECUTIVE BOARD shall be composed of not less than 9 and no more than 11 members and shall consist of individuals having a balance of skills necessary to fulfill the operational roles as well as a knowledge of community issues.

2. A majority of the EXECUTIVE BOARD members shall be elected by the POLICY COUNCIL. Two members of this majority shall be the POLICY COUNCIL chair and one other POLICY COUNCIL member. The remaining members of this 5 or 6 member majority can be, but need not be, POLICY COUNCIL members. As a term is ending for a member of the EXECUTIVE BOARD who was elected by the POLICY COUNCIL, the POLICY COUNCIL will elect his or her replacement.

3. The remaining 4 or 5 EXECUTIVE BOARD members shall not be elected by the POLICY COUNCIL, but rather shall be nominated by the EXECUTIVE BOARD and approved by the POLICY COUNCIL. Any appointment, re-appointment or replacement of any of the 4-5 EXECUTIVE BOARD positions shall be governed by the same procedure.

C. The bylaws will incorporate staggered terms for members of both bodies.

III. ACCOUNTABILITY OF EXECUTIVE BOARD TO POLICY COUNCIL

A. To ensure the EXECUTIVE BOARD is acting responsibly consistently with the goals and objectives of the POLICY COUNCIL and in the best interests of Southeast Uplift, the following checks and balances shall be instituted:

1. There shall be overlap in representation - a minimum of the Chair of the POLICY COUNCIL plus one shall sit on the EXECUTIVE BOARD.

2. Minutes from EXECUTIVE BOARD meetings shall be provided to the POLICY COUNCIL in a timely fashion, as well as quarterly reports on progress on the Annual Action Plan.

3. The POLICY COUNCIL shall have the power to place referral items for consideration and action on the agenda of the EXECUTIVE BOARD by a vote of the POLICY COUNCIL.

4. The POLICY COUNCIL shall have the power to remove any of its members elected to serve on the EXECUTIVE BOARD by a 2/3 vote of the POLICY COUNCIL members then in office.

5. Future ONI contracts shall include provisions describing the role of the EXECUTIVE BOARD and its imperative to act consistently with the policy directives of the POLICY COUNCIL.

6. The POLICY COUNCIL has final authority to amend the bylaws that cover both EXECUTIVE BOARD and POLICY COUNCIL.

IV. TRANSITION TO NEW GOVERNANCE STRUCTURES

A. The transition from the existing Southeast Uplift Board to the new structures will be accomplished through the following steps:

1. The existing Board, defined as the current board with the incorporation of any changes that happen as a result of elections occurring in the spring, will communicate with Neighborhood Associations and recruit new members.

2. All those elected in the spring will serve first as current Board members then as members of the POLICY COUNCIL.

3. It is the responsibility of the existing Board to elect the majority of the members to serve on the new EXECUTIVE BOARD.

4. Those majority members of the EXECUTIVE BOARD will select/nominate the additional people to serve on the EXECUTIVE BOARD. The nominations will be presented to the POLICY COUNCIL for approval.

5. After nominations are approved, the EXECUTIVE BOARD will become the legally responsible body of Southeast Uplift. The existing Board will then become the POLICY COUNCIL.

B. It is the Board/Organization committee’s recommendation that September be the target date for the new structure to be in place.


PLEASE SHARE YOUR COMMENTS UNDER NEIGHBORHOOD DISCUSSIONS