Adopted, Regular Meeting of August 27, 2013
(Note: Merging the Clackamas CPO with the North Clackamas Citizens Association CPO was approved by the Clackamas County Board of Commissioners, effective January 22, 2013)
(Note: the framework for the Clackamas CPO Bylaws is roughly based upon the Clackamas County Committee for Citizen Involvement (CCI) Handbook, as of November 25, 2001, Web link: http://www.clackamas.us/citizenin/handbook.html#three)
(Note: at the Clackamas CPO meeting of August 27, 2013, the draft Bylaws were adopted to replace the former Clackamas CPO Bylways [in consideration of the merger of the two CPOs], and the Secretary was directed to forward the Bylaws to the County CCI offices for County Counsel review as to form per CCI policy).
Section 1. NAME
The name of the organization shall be the Clackamas Community Planning Organization. (Referred to herein as the Clackamas CPO).
Section 1. BOUNDARIES
The boundaries of the Clackamas CPO shall be the same as those established by Clackamas County. A map defining those boundaries is attached hereto as Exhibit "A" and incorporated into these bylaws by this reference. These boundaries take into account natural boundaries, commercial patterns, community organizations and historic factors.
Section 1. PURPOSE
The purpose of the Clackamas CPO is to serve the residents within the boundaries of the Clackamas CPO in matters concerning community development, land use and community issues in general.
Section 2. GOALS
The goals of the Clackamas CPO are as follows:
- Involve area residents in the land use and community planning processes, as required by Oregon's Statewide Planning Goal 1: Citizen Involvement.
- Provide a line of communication between area residents and the Board of County Commissioners, the Planning Commission and other public bodies.
- Act as an advisory body to the Board of County Commissioners, the Planning Commission and the Planning Division on matters affecting areas within the boundaries of the Clackamas CPO.
- Assist County with fulfilling the citizen involvement goals provided for in the Clackamas County Comprehensive Plan.
- Develop planning proposals with respect to land use, zoning, parks, water resources, open space and recreation, annexation, housing, community facilities, transportation and traffic, community services, and other factors affecting the livability of the area within the boundaries of the Clackamas CPO.
- Protect the character of the area by maintaining a vigilant posture to sustain a safe, healthful, and pleasant quality of life.
- Take such action as necessary by speaking out as a non-partisan group in support of the Clackamas CPO's objectives.
- Be fully responsive to the comprehensive needs of the area and to take action as may be necessary in support of its objectives.
Section 1. MEMBERSHIP
Membership in the Clackamas CPO shall be open to anyone who is a resident of the recognized area, a property owner within the recognized area, or a designated representative of a business, corporation, or trust within the recognized area. Membership shall not be limited by race, creed, color, sex, age, heritage, national origin or income. Membership will be granted upon signing the official membership/attendance register. All new members signing up may be required to show proof of eligibility. Participation is by individual initiative rather than by governmental invitation. The Clackamas CPO is participatory rather than appointive.
Section 2. VOTING
To vote in any election or on any item, a member must:
- Comply with the membership qualifications;
- Be of legal voting age;
- Have registered at one previous meeting during the past twelve months, beginning September 2012.
- Action of the CPO shall be by a majority vote of voting membership present at any regular or special meeting for which proper public notice is given and at which a quorum is present. The vote of each member shall be recorded by last name unless more than 25 members vote. The results of the voting shall be reported numerically and become part of the minutes.
In cases where response deadlines preclude action at a regular or special meeting, the Clackamas CPO delegates responsibility for taking action to the Executive Board.
Section 1. OFFICERS
- The officers of the Clackamas CPO shall include the following:
- Selection of Officers
- The first election shall be held at the first meeting of the Clackamas CPO. After the first election, the election of officers of the Clackamas CPO shall be held in conjunction with the Annual Meeting. Members shall assume their duties immediately upon election to office. All members are eligible for election to officer positions. The President shall have a right to vote for an officer.
- A Nominating Committee shall be appointed by the President at least thirty (30) days prior to the Annual Meeting and call for elections within the same timeframe. This committee shall present its recommended list of candidates at the Annual Meeting. Nominations may also be made from the floor. If possible there shall be at least two (2) people nominated for each office. No person may be confirmed as a nominee without the permission of the nominated person.
- Term of Office
The term of office for all officers shall be one (1) year, however, the officer shall continue to serve until a successor is elected or appointed to that office.
A vacancy occurs when an officer no longer qualifies as a “member” of the Clackamas CPO, dies, resigns, is removed, or has more than two (2) unexcused absences from meetings. A vacancy shall be filled by appointment by the President, or successor in line. The person appointed to fill the vacancy shall serve the remainder of the unexpired term and until a successor is elected or appointed to that office.
- Duties of the Officers
- President: The Chairperson shall preside over all meetings of the Clackamas CPO and shall co-sign for all authorized expenditures, appoint committee heads and have the responsibility of the performance of such duties as prescribed in these bylaws. The President shall act as an ex-officio member of all committees. The President may also vote as a member of the CPO.
- Vice-President: The Vice-President shall aid the President and perform the duties of the President in his/her absence or disability. The Vice-President may also co-sign for authorized expenditures in the event the President or Treasurer is absent.
- Secretary: The Secretary shall keep accurate records of all meetings of the Clackamas CPO. The minutes shall be made available to any member or the public as required by the Oregon Public Records and Meetings Law. The Secretary shall handle all correspondence of the Clackamas CPO. The Secretary shall be responsible to maintain the membership registry required by these bylaws.
- Treasurer: The Treasurer shall maintain an accurate record of all income and expenses of the Clackamas CPO and co-sign authorized expenditures. The Treasurer may maintain a bank account, if applicable, and present a statement of account at every meeting. The Treasurer's records shall be made available to any member or the public as required by the Oregon Public Records Law. All checks shall be signed by at least two officers, authorized to sign per bank records.
Section 2. EXECUTIVE BOARD
An Executive Board of the Clackamas CPO is established:
- The Executive Board shall consist of the elected officers and Area Representatives.
- Executive Board Duties: The Executive Board shall act for the Organization as a whole whenever it is not practical for the matter to await consideration at the next general or special meeting. The Board’s action shall be by majority vote of the Board. If the Board acts for the Clackamas CPO, such action shall be reported to the membership at the next regular or special meeting held and shall be ratified, reversed, or modified at that time.
- Area Representatives: Area representatives are Clackamas CPO members who have a particular interest in the area they reside, work or conduct business within the CPO boundaries. Said representatives are appointed by the President subject to approval of the Executive Board. There are no term limits. Area representatives are willing to study specific issues/concerns affecting their geographic area or area of interests, and rely concerns and issues in the area to the Board in regard to the CPO’s conduct of business and recommendations to official governmental bodies.
Section 3. REPORTING TO COUNTY OFFICES
The Clackamas CPO shall periodically provide the County Public and Government Relations Office with a current list of officers and Area Representatives, as needed.
Section 1. MEETINGS and MEETING NOTICES
Meetings of the Clackamas CPO (and the Executive Board) shall be held in accordance with the Oregon Public Meetings Laws. Clackamas CPO meetings shall be held no less than twice per year, with the ANNUAL MEETING being held once per year in the Spring for the purpose of electing officers and such other business as deemed necessary. The President will call special meetings at any time with proper notice, or upon the request of two (2) of the officers or any five (5) members of the Clackamas CPO. The time and location shall be determined by the Clackamas CPO. Notice of all meetings shall be provided as required by ORS 192.640 of the Oregon Public Meetings Law. Minutes of all meetings shall be kept and shall be available for public inspection as required by ORS 192.650 of the Oregon Public Meetings Law. A copy of all meeting minutes shall be provided to the County Public and Government Relations Office.
Section 2. QUORUM
A quorum consists of five (5) voting members of the Clackamas CPO, of which at least two (2) are officers. The quorum of Executive Board shall be three (3) members, one of which shall be an officer. A quorum shall be present at a meeting in order for the Clackamas CPO and Executive Board to transact business.
Section 3. RECORDS
All records of the Clackamas CPO shall be subject to disclosure except as allowed by exemptions of the Oregon Public Records Law.
Section 1. HEARING PROCESS AND PROCEDURE
The principles of parliamentary rules of procedures such as Robert's Rules of Order shall govern proceedings at any meeting of the Organization. The presiding officer shall be guided by these principles in deciding any procedural questions. Said officer’s decision on procedural matters may be overruled by a majority of the members voting on the question. All meetings shall comply with the Oregon Public Meetings Law.
Section 1. COMMITTEES
The Clackamas CPO may create committees as required to promote the purposes and objectives of the CPO. A chairperson for each committee shall be selected by the President and ratified by the Executive Committee.
Section 1. DISSOLUTION
The Clackamas CPO shall be considered inactive if it fails to meet the requirements of these bylaws. An inactive Clackamas CPO shall be dissolved and will no longer be recognized by the Board of County Commissioners. Should the Clackamas CPO be dissolved, disbursement of the Clackamas CPO's funds, if any, shall be to a non-profit organization, preferably within the Clackamas CPO area. This organization shall be selected by the Clackamas CPO membership in attendance at the final meeting. Any unused funds provided to the Clackamas CPO by the County shall be returned to the County upon dissolution of the Organization.
Section 1. AMENDMENTS
These by laws may be amended. Proposed amendments shall be submitted to the County Counsel for approval. Upon approval of the County Counsel, the proposed amendments shall be approved by the members of the Organization. However, the amendments shall not be in effect until deemed approved by the Board of County Commissioners and approved as to form by County Counsel and that approval has been communicated back to the President.
The amended bylaws shall supersede all previous bylaws and become the governing rules for the Clackamas CPO. To be eligible to vote for any amendment, a member must have been previously registered in attendance to at least one meeting during the previous twelve (12) months.
ATTACHMENTS: EXHIBIT A, Map of Clackamas CPO boundaries adopted by the Board of County Commissioners, effective January 22, 2013 (currently on file in the Clackamas County Office for Citizen Involvement, Weblink to map: http://www.clackamas.us/citizenin/documents/clackamas.pdf)
Respectfully submitted to the County offices of Citizen Involvement, via email, dated September 4, 2013.
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