Clackamas County Home | Site Navigation

CPO Handbook

Handbook

CPO Handbook

Section 1: Introduction to and Understanding Citizen Involvement

Section 2: Role of County Public and Government Affairs and the Role of CPOs and CPO Boundaries

Section 3: Model Bylaws

Section 4: Oregon Public Meetings Law

Section 5: Sample Meeting Minutes

Section 6: Reimbursement Procedures/Forms

Section 7: How to Request Maps

Section 8: Keeping Your CPO Recognized

Section 9: Checklist for New CPO

Section 10: How to Conduct a Meeting

Section 11: Resources/Statewide Planning Goal 1/County and State Phone Numbers/County Elected Officials

Section 1: Introduction to and Understanding Citizen Involvement

Since 1973, Community Planning Organizations (CPOs) have played a role in guiding the growth and development of Clackamas County.

CPOs began as a requirement of comprehensive land use planning in Oregon. The State of Oregon established statewide planning goals in the 1970s. Goal 1 - Citizen Involvement – Citizens should have the opportunity to be involved in the land use planning process.

Clackamas County adopted a citizen participation policy in 1973, which established Community Planning Organizations (CPOs). The CPO program is one of the ways Clackamas County satisfies the objectives of Goal 1.

The original purpose of CPOs was to involve citizens in the land use planning process. While CPOs still meet to discuss land use planning, many have expanded their purpose to include other matters of importance to their communities. CPOs are rooted not only in state planning law, but they also play a role in the larger task of self-governance in Clackamas County.

Citizen participation is a hallmark of Oregon's comprehensive planning program. Each city and county plan includes a citizen involvement program which describes how the public can participate in each phase of the planning process. Local governments must periodically evaluate their efforts to involve citizens and, if necessary, update their programs. The essential programs for citizen involvement in Clackamas County include:

Community Planning Organizations (CPOs)

CPOs are part of the citizen involvement program required by state statute as outlined in Goal 1: Citizen Involvement (see under Section 11 Resources). They are advisory to the Clackamas County Board of Commissioners on matters affecting their communities, particularly in the area of land use. CPOs are notified of proposed land use actions and legislative changes within their boundaries. They may review these applications and recommend their approval or denial.

Everyone who lives, owns property or has a business in the unincorporated parts of the county – those areas not inside an incorporated city – can be a member of one of the county's recognized CPOs. Since land use planning within a city is the responsibility of the city, individuals who live inside city limits can be involved in their city's citizen involvement program through neighborhood associations or similar groups.

Committee for Citizen Involvement (CCI)

The Committee for Citizen Involvement (CCI) is a citizen advisory board appointed by the Board of Commissioners. The CCI is responsible for assisting the Clackamas County Board of Commissioners and other appropriate governing bodies with the development of a program that promotes and enhances citizen involvement in land use planning, in the implementation of the citizen involvement program and evaluating the process being used for citizen involvement.

The Citizen Involvement Program (CIP)

State law under Goal 1 of Oregon's statewide planning goals and guidelines requires that a Citizen Involvement Program (CIP) be adopted to ensure citizen involvement in all phases of the planning process. The development and review of this program is the responsibility of the CCI.

Section 2: Role of County Public and Government Affairs and the Role of CPOs and CPO Boundaries

Role of the Clackamas County Public and Government Affairs (PGA) Department - Citizen Involvement

Citizen Involvement provides information, referral, and administrative support to the CPOs. Citizen Involvement:

  • Assists in the official recognition of CPOs by keeping current bylaws,
    minutes and names of CPO officers on file for the public.
  • Provides up to $150 annually for reimbursement for each recognized CPO.
  • Acts as a resource and referral service for information about the county.
  • Assists with formation of new CPOs.
  • Facilitates training sessions.

Questions may be answered by calling 503-655-8552 or by visiting the county's website at www.clackamas.us.

Role of CPOs

Oregon's land use laws provide for CPOs as an integral part of the planning process. Many types of land use applications do not need administrative approval, such as uses that are permitted outright in the given zoning district (example: building a house in a residential zoning district). CPOs are not notified of these applications. Many types of applications, such as administrative, public hearing and legislative decisions by state law, require public notice to neighbors, newspapers and CPOs.

Review

The county's planning division notifies nearby landowners and forwards a copy of land use applications to CPOs for their review. Based upon the application and local knowledge, the CPO can make recommendations - not decisions - using the applicable zoning ordinance criteria to approve or deny an application.

It is very important for the CPO to identify the reasons for their recommendation along with any vote, and identify how those reasons relate to the zoning ordinance criteria applicable to the application. The planning division staff considers the information submitted by the applicant, by agencies, by county divisions, by notified landowners and by the CPO.

Information could be submitted by the Oregon Department of Transportation, Oregon Division of State Lands, fire departments, Water Environment Services, other water/sewer agencies; county roads, building, engineering, transportation and soils.

The planning division staff weighs this information against the zoning criteria and renders a decision for approval or modified approval with conditions, or for denial.

HOW LONG IS THE COMMENT PERIOD FOR RESPONDING TO APPLICATIONS?

The minimum is 15 days. Any comments taken after that 15 days are also considered if they are received before a decision is issued by staff. All CPOs are encouraged to contact the planner in charge of a particular land use application if more time is needed to respond to an application.

Appeal

If neighbors, landowners or a CPO disagree with the planning division staff decision, they can appeal to the Hearings Officer within 12 days of the administrative final decision mailing date. The Hearings Officer, appointed by the County Commissioners, acts as a land use judge in Clackamas County, by reviewing land use applications requiring public hearings and appealed administrative decisions.

Most of the Hearings Officer's decisions can only be appealed to the Oregon State Land Use Board of Appeals. Other than an
appeal, a Hearings Officer decision on an interpretation application may be taken to the Board of Commissioners for review and the Board will determine whether they should hear the application.

A recognized CPO under Subsection 1502.1 of the Clackamas County Zoning and Development Ordinance is not required to pay the appeal fee provided the "decision to file an appeal is made at a public meeting held in compliance with Oregon Public Meeting Laws."

CPO Boundaries

Boundaries for the CPOs in Clackamas County were established by order of the Board of County Commissioners (BCC). Request for creation of a new CPO or change in existing CPO boundaries must be forwarded and approved by the BCC. For additional information on boundary change requests contact 503-655-8552 or visit the county's website at www.clackamas.us.

CPO boundaries change automatically to exclude any areas within
unincorporated Clackamas County if the area is annexed by neighboring cities. Boundaries should not overlap with another CPO unless each CPO agrees in writing and this change is approved by the BCC.

A citizen or business is automatically eligible for membership in the CPO designated to operate within a given boundary.

Section 3: Model Bylaws

The bylaws model is a guide in establishing bylaws for the formation of a CPO or updating existing bylaws to meet statutory requirements. Once a CPO has drafted bylaws, submit the draft to Clackamas County Citizen Involvement who will pass the draft through County Counsel to ensure compliance with state and county law. Once counsel has approved the draft, the bylaws will be ready for a final vote of the CPO.

Proposed amendments to CPO bylaws should follow the same procedure as outlined above.

NOTE: These bylaws may serve as a model to Community Planning Organizations. While most of the organizational details of the CPO are to be decided by the CPO itself, the language in bold face is required by state statute or county ordinance.

Community Planning Organizations
Model Bylaws

ARTICLE I

Section 1. NAME. The name of the organization shall be the (Name) Community Planning Organization. (Referred to herein as the [Name] CPO).

ARTICLE II

Section 1. BOUNDARIES. The boundaries of the (Name) CPO shall be the same as those established by Clackamas County. A map defining those boundaries is attached 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.

ARTICLE III

Section 1. PURPOSE. The purpose of the (Name) CPO is to serve the residents within the boundaries of the (Name) CPO in matters concerning community development, land use and community issues in general.

Section 2. GOALS. The goals of the (Name) CPO are as follows:

  1. Involve area residents in the land use and community planning
    processes.
  2. Provide a line of communication between area residents and the Board of County Commissioners, the Planning Commission and other public bodies.
  3. Act as an advisory board to the Board of County Commissioners, the Planning Commission and the Planning Division on matters affecting areas within the boundaries of the (Name) CPO.
  4. Assist County with fulfilling the citizen involvement goals provided for in the Clackamas County Comprehensive Plan.
  5. 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 (Name) CPO.
  6. Protect the character of the area by maintaining a vigilant posture to sustain a safe, healthful and pleasant quality of life.
  7. Take such action as necessary by speaking out as a non-partisan group in support of the (Name) CPO's objectives.
  8. Be fully responsive to the comprehensive needs of the area and to take action as may be necessary in support its objectives.

ARTICLE IV

Section 1. MEMBERSHIP. Membership in the (Name) CPO shall be open to anyone 18 years of age or older 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 CPO 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 register. All new members signing up will be required to show proof of eligibility. Participation is by individual initiative rather than by governmental invitation. The (Name) CPO is participatory rather than appointive.

Section 2. VOTING. To vote in any election or on any item, a member must:

  1. Comply with the membership qualifications;
  2. Be of legal voting age;
  3. Have registered at one previous meeting during the past 12 months.
  4. Action by the (Name) CPO shall be by a majority vote of the qualified membership present at any regular or special meeting for which proper public notice is given and at which a quorum is present. The vote shall be verified by the Chairperson. The results of the voting shall be reported as required by ORS 192.650(1)(c) and made part of them meeting minutes as follows:
  1. If the number of members exceeds 25 then the vote of the members shall be reported numerically.
  2. If the number of members is 25 or less then the vote of each member shall be reported by name. Proxy votes shall not be allowed.

In cases where response deadlines preclude action at a regular or special meeting, the CPO may delegate responsibility for taking action to the Board. Action shall be taken at a public meeting with proper notice.

ARTICLE V

Section 1. OFFICERS. The officers of the (Name) CPO shall include the following:

  1. Chairperson or President: Presides at all meetings. May represent the community at all conferences or activities involving organizational planning and coordinating.
  2. Vice Chairperson or Vice President: Presides over meetings during the absence of the President. Is a member of the organization and works with the President and other members of the organization on inter-organizational planning and coordinating.
  3. Secretary/Treasurer: Keeps minutes and attendance records of all membership and committee meetings. Keeps a file of all correspondence and records available for public inspection and review in compliance with state statutes regarding public access. Will serve as treasurer, as needed, by recording funds, if any, and reporting same to the organization. (The CPO may choose to elect separate individuals, one to serve as secretary and one to serve as treasurer).
  4. Area Representatives: (Optional) Four (or more) elected members who shall represent geographic areas within the boundaries of the organization.

The (Name) CPO shall provide Public and Government Affairs with a current list of officers.

Section 2. SELECTION OF OFFICERS. The first election shall be held at the first meeting of the Name) CPO. After the first election, the election of officers of the (Name) 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 Chairperson shall not vote for an officer except in the event of a tie when the Chairperson shall cast the deciding vote. Proxy votes shall not be allowed.

Section 3. TERM OF OFFICE. The term of office for all officers shall be one year, however, the officer shall continue to serve until a successor is elected or appointed to that office.

Section 4. VACANCIES. A vacancy occurs when an officer dies, resigns, is removed or has more than two unexcused absences from meetings. A vacancy shall be filled by appointment by the Chairperson. 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.

Section 5. NOMINATING COMMITTEE. A Nominating Committee shall be appointed by the Chairperson at least 30 days prior to the annual meeting. 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 people nominated for each office. No person may be confirmed as a nominee without the permission of the nominated person.

Section 6. DUTIES OF THE OFFICERS. The duties of each officer is as follows:

  1. Chairperson: The Chairperson shall preside over all meetings of the (Name) 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 Chairperson shall act as an ex-officio member of all
    committees.
  2. Vice Chairperson: The Vice Chairperson shall aid the Chairperson and perform the duties of the Chairperson in his/her absence or disability. The Vice Chairperson may also co-sign for authorized expenditures in the event the Chairperson or Treasurer is absent.
  3. Secretary: The Secretary shall keep accurate records of all meetings of the (Name) CPO. The minutes shall be made available to any member of the public as required by the Oregon Public Records and Meetings Law. The Secretary shall handle all correspondence of the (Name) CPO. The Secretary shall be responsible to maintain the membership registry required by these bylaws.
  4. Treasurer: The Treasurer shall maintain an accurate record of all income and expenses of the (Name) 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.

ARTICLE VI

Section 1. MEETINGS. Meetings of the (Name) CPO shall be held in accordance with the Oregon Public Meetings Laws. Meetings shall be held no less than twice per year, with the annual meeting being held once per year for the purpose of electing officers and such other business as deemed necessary. The Chairperson may call special meetings at any time upon the request of two (2) of the officers or any five (5) members of the (Name) CPO. The time and location shall be determined by the (Name) 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 PGA Department.

Section 2. QUORUM. A quorum consists of five voting members of the (Name) CPO, of which at least two are officers. A quorum shall be present at a meeting in order for the (Name) CPO to transact business.

Section 3. RECORDS. All records of the (Name) CPO shall be subject to disclosure except as allowed by exemptions of the Oregon Public Records Law.

ARTICLE VII

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 (Name) CPO. The Chair shall be guided by these principles in deciding any procedural questions. The Chair's decision on procedural matters may be overruled by a majority of the members voting on the question. The (Name) CPO may establish a more detailed hearing procedure to provide for an orderly process for holding a public hearing. All meetings shall comply with the Oregon Public Meetings Law.

ARTICLE VIII

Section 1. COMMITTEES. The (Name) CPO may create committees as required to promote the purposes and objectives of the (Name) CPO. A chairperson for each committee shall be selected by the (Name) CPO Chairperson.

ARTICLE IX

Section 1. DISSOLUTION. The (Name) CPO shall be considered inactive if it fails to meet the requirements of these bylaws. An inactive CPO shall be dissolved and will no longer be recognized by the Board of County Commissioners. Should the (Name) CPO be dissolved, disbursement of the (Name) CPO's funds, if any, shall be to a non-profit organization, preferably within the (Name) CPO area. This organization shall be selected by the (Name) CPO membership in attendance at the final meeting. Funds provided to the (Name) CPO by the county shall be returned to the county upon dissolution of the (Name) CPO.

ARTICLE X

Section 1. AMENDMENTS. These bylaws 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 (Name) CPO.

The amended bylaws shall supersede all previous bylaws and become the governing rules for the (Name) 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 12 months.

NOTE: Membership and participation in a CPO shall not be conditional upon the payment of dues or other mandatory fees. Such dues or fees may be collected on a voluntary basis only.

REMINDER: CPOs may not discriminate against individuals or groups based on race, religion, color, sex, sexual orientation, age, disability, national origin, income or political affiliation in any of its policies, recommendations or actions.

For more information on CPO bylaws, contact 503-655-8552.

Section 4: Oregon Public Meetings Law

Overview: How the Public Meetings Law Applies to CPOs

The Oregon Public Meetings Law (ORS 192.610) requires that meetings of advisory bodies be open to the public. A CPO is a public body with authority to make decisions and recommendations, and therefore is subject to the Public Meetings Law. For CPOs, these requirements enhance rather than restrict the decision-
making process. Generally, meetings will be more effective if efforts are made to include all interested parties and encourage their participation. An informed public is aware of the deliberations and decisions of governing bodies and the information upon which decisions are made.

NOTICE OF YOUR CPO MEETING:

The Public Meetings Law requires that public bodies (such as CPOs) provide notification in advance of all meetings.

  • Actual notice must be provided to those requesting it – by phone, email or mail.
  • Reasonable notice must be provided to the public at large. To meet this requirement, the posting of a notice is the minimum. The local newspaper should also be notified.
  • The law encourages but does not require notification of parties known to have a special interest in a meeting.
  • Public notification must include date, time and place of the meeting and a brief description of the principal subjects to be discussed.

WHERE, HOW AND WHEN:

CPO meetings should be held within their geographical boundaries or at the nearest practical location. Meetings should be accessible to the disabled. All official actions by governing bodies (such as a CPO) must be taken by public vote. The vote of each member must be recorded unless the body has 26 or more members. Even then, any member of the governing body (such as a CPO) may require that the votes of each member be recorded. ORS 192.650(1)(c). Written ballots are not prohibited, but each ballot must identify the member voting and the vote must be announced.

Executive sessions (where the public is excluded) are never permitted with a CPO. Under law, executive sessions are allowed only when discussing labor negotiations, confidential medical records, property transactions or public investments. These are not CPO meeting topics.

Community newspapers generally run announcements of your CPO meetings. Verify the deadline for submittal of public meeting notices with interested newspapers. Note that most newspapers in the county are weekly; if so, the CPO should plan to notify those papers at least 10 days in advance of the meeting.

Don't ignore the potential of follow-up articles on what happened at your meeting. That article can include mention of the next meeting date and place, too. This could encourage even greater attendance at your event.

Section 5: Sample Meeting Minutes

Sample Minutes for Public Meetings

The Public Meeting Law requires that written minutes be taken at all meetings and include the following:

  • Date, time, and location of the meeting;
  • List of members who are present;
  • Any motions, proposals, resolutions, orders, ordinances and measures proposed and the action taken by the public body regarding those;
  • The results of all votes, and a record of the vote of each member by name if the public body has 25 members or less (Note: if the public body has more than 25 members, then the votes do not need to be listed by name unless a "roll call" vote is requested by a member of that body);
  • A summary of any discussion on any matter; and
  • Reference to any document discussed at the meeting.

Minutes do not have to be verbatim and the meeting does not have to be tape recorded unless otherwise required by law. The minutes must give a true reflection of the matter discussed at the meeting and the views of the participants.

Minutes may be available within a "reasonable time after the meeting." The public has access to them once they are prepared, even if the minutes have not yet been approved at the next meeting. If minutes have not been approved, they may be so identified.

Minutes from each meeting should be submitted to Clackamas County Public and Government Affairs (citizen involvement) within a reasonable time. Submit
minutes within 60 days after the meeting. If the minutes have not yet been approved at the next meeting, simply note on them that they are "draft." The
minutes will be kept and available for public review. The CPO should also keep a file of its past minutes. The county will retain the minutes of each CPO, following the rules of the State Archives.

Minutes and records available to the public must be made available to persons with disabilities in a form usable to them, even if it means converting the minutes to large print, Braille, etc. If an individual with disabilities requests the minutes in a special format, contact Clackamas County PGA.

For further reference: ORS 192, especially ORS 192. 650 and the Attorney General's Public Records and Meetings Manual (Oregon Department of Justice, 1997)

Sample Minutes of Public Meeting

Name of Committee/Subcommittee
Minutes

Regular (or Special or Emergency) Meeting Place Date/Time

Notice for this meeting was made by press release to newspapers of general and local circulation throughout the county (and, if appropriate, mailed to people on the mailing list of the committee and the members of the committee).

Present were (list all voting members in attendance, or attach sign-up sheet if
voting is open to everyone in attendance).

The Chair presented the agenda as follows:

(1)

(2)

(3)

FOR EACH AGENDA ITEM, SUMMARIZE BRIEFLY:
Testimony on (list the item above) was received from (any person who testifies) representing _____________, stating that (summarize the major points, including
support or opposition).

Also, briefly capture the major points of any committee discussion on the agenda item.

After discussion, (name of member) moved that (describe the motion made).

Voting for the motion: (Depends on group size whether names or number)
Voting against the motion: (Depends on group size whether names or number)
Or state that the motion was carried unanimously.

State whether the motion fails or passes.
If the motion carries, the Chair restates any instructions that are needed to
follow up on the item.

Set next meeting. There being no further business, the meeting was adjourned.

Section 6: Reimbursement Procedures/Forms

Reimbursement Procedures for CPO Expenses

The Public and Government Affairs Department (PGA) has budgeted money to cover CPO expenses in the amount of $150 per CPO for the fiscal year, which is July 1 (current year) to June 30 (following year). Usual CPO expenses may include printing, postage, training, post office box rental, meeting place rental, etc. If you have an expense that appears to be out of the ordinary, call PGA's citizen involvement at 503-655-8552 for approval.

Follow these procedures to ensure that prompt and accurate reimbursement is made.

  • Each CPO Chair will be asked to provide PGA with a letter indicating who is authorized to submit expenses and receive reimbursement within the CPO. This will speed the process. Provide an original receipt; only original receipts can be accepted for reimbursement.
  • Receipts must be dated and received in the current fiscal year (as described above) in order to be eligible for reimbursement, i.e. a receipt dated in October must be paid no later than June 30 of the following year; a receipt dated in March must be paid by June 30 of the current year.
  • Send receipts with a brief explanation of the expense to Public and Government Affairs Citizen Involvement, 2051 Kaen Road, Oregon City, OR 97045.
  • PGA will submit request for payment to the county Finance Department.
  • County Finance will process the request and send a check directly to recipient within about two weeks.

If you have any questions regarding these procedures, call PGA's citizen involvement at 503-655-8552.

Request for Reimbursement

Complete this form and return with original receipts to Public and Government Affairs (PGA) Citizen Involvement, 2051 Kaen Road, Oregon City, OR 97045.

DATE: __________________________________

CPO NAME: ____________________________________________________________________
CPO ADDRESS: ________________________________________________________________

REIMBURSEMENT PAYABLE TO - Authorizing letter must be on file in the PGA office:

NAME: _________________________________________________________________________
ADDRESS: ______________________________________________________________________

LIST VENDOR NAME, DATE, AMOUNT, REASON FOR EXPENDITURE _________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

TOTAL AMOUNT OF REIMBURSEMENT: ____________________________________________

____________________________________________________
Authorized CPO Signature - Form must be on file in the PGA office

CPO Authorization Form

In order to ensure that all CPO requests for reimbursement are handled in an efficient manner, complete this form and submit with all the requirements for your CPO to be officially recognized (Section IX of this handbook).

DATE: _______________________________
CPO CHAIR: ___________________________________________________________________
CPO NAME: ____________________________________________________________________
ADDRESS: ______________________________________________________________________
________________________________________________________________________________

The following individuals are authorized to submit and receive reimbursement for the allowed CPO expenses:

1. NAME: ___________________________________________________________________
ADDRESS: ________________________________________________________________

2. NAME: ___________________________________________________________________
ADDRESS: ________________________________________________________________

________________________________________________ CPO Chair

Section 7: How to Request Maps

Maps

CPO maps may be requested by CPOs through the PGA's Citizen Involvement office. If there is a cost it will be deducted from each CPO's annual expense budget. Contact PGA's Citizen Involvement at 503-655-8552 to request additional maps.

Section 8: Keeping Your CPO Recognized

Keeping your CPO Recognized

Every year Citizen Involvement is required to undertake the review of CPO files in order to assure that requirements for official recognition are met. CPOs are officially recognized by the Board of County Commissioners annually.

The following information is required annually to insure a CPO's recognized status:

  • A list of current CPO officers with addresses, phone numbers and email addresses;
  • Current CPO bylaws; and
  • You must meet at least twice a year, keep minutes and provide copies to PGA's citizen involvement. However, if you meet more frequently, submit a copy of each meeting minutes to comply with public records law.

In addition, provide a letter indicating who is authorized to submit and receive reimbursement for CPO expenses.

Submission of these items should be made to PGA's Citizen Involvement, 2051 Kaen Road, Oregon City, OR 97045.

Section 9: Checklist for New CPO

Checklist for New CPO

  • Bylaws: Very carefully review the sample bylaws provided in this handbook and customize them for your new CPO. The bylaws must comply with the county's

Comprehensive Plan and include a map of the CPO boundaries (furnished by PGA's citizen involvement office). The draft document should be submitted to the citizen involvement for County Counsel to approve as to form before the CPO acts to adopt the bylaws.

  • Meeting Notice: Community newspapers generally run announcements of CPO meetings. You may also post fliers in public locations, such as libraries, grocery stores, etc. Using social media is also a good way to announce meetings. You'll want to have the broadest possible advertising.
  • First Meeting: The first meeting of the new CPO will be organizational.
  1. Review, revise and approve proposed bylaws.
  2. Appoint nominating committee for CPO Officers (Chair or President, Vice Chair or Vice President, Secretary, Treasurer). Elections will take place at the second meeting.
  • Meeting Dates and Location: Several CPOs have found it to be more
    efficient to have established meeting dates and locations. This should be
    addressed in your bylaws.
  • Responsibilities: CPO officers and all active members are volunteers. The CPO is responsible for planning and scheduling their meetings. Open meeting laws must be followed. Meeting minutes with attendees' names must be
    submitted to Clackamas County PGA. See section under Requirements for
    Recognized CPOs.
  • Funding: The CPO will understand that funds allocated by the county for the CPO program may be used for materials such as printing and mailing costs for flyers, meeting room rental fees and post office box rental, to name a few. Other expenses must be approved by Clackamas County PGA Citizen Involvement.

Section 10: How to Conduct a Meeting

Suggestion on How to Conduct a Meeting
(Darlene Knox, Professional Registered Parliamentarian, Tigard, Oregon)

Order of Business

  1. Opening Ceremonies (optional)
    (Invocation, Pledge of Allegiance, Welcome, Introductions)
  2. Reading and Approval of Minutes
  3. Financial Statement
  4. Bills
  5. Correspondence
  6. Reports of Officers, the Board and Standing Committees
  7. Reports of Special Committees
  8. Special Orders
  9. Unfinished Business and General Orders
  10. New Business
  11. Program
  12. Announcements

(This is a general format and order of business. Any items not applicable should simply be deleted).

Basic Script for Chair's Agenda
(in correlation to the above Order of Business)

  1. Call to Order
    The Chair calls the meeting to order with one rap of the gavel, after determining that a quorum is present.
    "The meeting will come to order."
  2. Opening Ceremonies
  3. Reading and Approval of the Minutes
    "The Secretary will read the minutes of the previous meeting."
    "Are there any corrections to the minutes?"
    "If there are no corrections, the minutes stand approved as read."
    (If there are corrections, they are usually made by general consent)
    "The minutes stand approved as corrected."
  4. Financial Statement
    "The treasurer will give the financial statement."
    "Are there questions?"
    "The report will be filed."
  5. Bills
    "Are there bills?"
    "The question is on the payment of the bills. Is there discussion?"
    (This is handled as any motion and is debatable and amendable. Upon approval by the assembly, the Treasurer may pay the bills.)
  6. Correspondence
    "The Secretary will read the correspondence."
    (If action is required, the Secretary may make the motion)
  7. Reports of Officers, the Board and Standing Committees
    The Chair calls only on those who have reports to make and in the order listed in the bylaws. Recommendations for the assembly's consideration should be placed at the end of a report. Adoption should be moved by the reporting member. A motion to adopt an officer's report recommendation should be made by another member and a second is required. (No second is required if a report is coming from a committee.)
  8. Reports of Special Committee
    "The committee to purchase a computer will report."
  9. Special Orders
    Special orders include the election of a nominating committee or of officers, and other items of business mandated by the bylaws for particular meetings.
  10. Unfinished Business and General Orders
    Unfinished business is business from a previous meeting because adjournment occurred before the order of business was completed.
    General Orders are those items which were postponed from the previous meeting or motions for which previous notice was given. These items should be reported in the minutes of the last meeting.
  11. New Business
    "Is there any new business?"
  12. Program
    "The Program Chair will present the program." (The Chair never "turns the meeting over to …" – but introduces the Program Chair). At the program's conclusion the Program Chair would say, "Mr./Madam Chair, this concludes the program."
  13. Announcements
    "Are there any announcements?"
  14. Adjournment "If there is no further business, this meeting will adjourn." (No motion required) "The meeting is adjourned."

Section 11: Resources/Statewide Planning Goal 1/County and State Phone Numbers/County Elected Officials

STATEWIDE PLANNING
GOAL 1: CITIZEN INVOLVEMENT

GOAL: To develop a citizen involvement program that insures the opportunity for citizens to be involved in all phases of the planning process.

The governing body charged with preparing and adopting a comprehensive plan shall adopt and publicize a program for citizen involvement that clearly defines the procedures by which the general public will be involved in the ongoing land use process.

The citizen involvement program shall be appropriate to the scale of the planning effort. The program shall provide for continuity of citizen participation and of information that enables citizens to identify and comprehend the issues.

Federal, state and regional agencies and special-purpose districts shall coordinate their planning efforts with the affected governing bodies and make use of existing local citizen involvement programs established by counties and cities.

THE CITIZEN INVOLVEMENT PROGRAM SHALL INCORPORATE THE FOLLOWING COMPONENTS:

1. CITIZEN INVOLVEMENT – TO PROVIDE FOR WIDESPREAD CITIZEN INVOLVEMENT

The citizen involvement program shall involve a cross-section of affected citizens in all phases of the planning process. As a component, the program for citizen involvement shall include an officially recognized committee for citizen
involvement (CCI) broadly representative of geographic areas and interests related to land use and land use decisions. Committee members shall be selected by an open, well-publicized public process.

The CCI shall be responsible for assisting the governing body with the development of a program that promotes and enhances citizen involvement in land use planning, assisting in the implementation of the citizen involvement program, and evaluating the process being used for citizen involvement.

If the governing body wishes to assume the responsibility for development as well as adoption and implementation of the citizen involvement program or to assign such responsibilities to a planning commission, a letter shall be submitted to the Land Conservation and Development Commission for the state Citizen Involvement Advisory Committee's review and recommendation stating the rationale for selecting.
This option, as well as indicating the mechanism to be used for an evaluation of the citizen involvement program. If the planning commission is to be used in lieu of an independent CCI, its members shall be selected by an open, well-publicized public process.

2. COMMUNICATION – TO ASSURE EFFECTIVE TWO-WAY COMMUNICATION WITH CITIZENS

Mechanisms shall be established which provide for effective communication between citizens and elected and appointed officials.

3. CITIZEN INFLUENCE – TO PROVIDE THE OPPORTUNITY FOR CITIZENS TO BE INVOLVED IN ALL PHASES OF THE PLANNING PROCESS

Citizens shall have the opportunity to be involved in the phases of the planning process as set forth and defined in the goals and guidelines for Land Use Planning, including Preparation of Plans and Implementation Measures, Plan Content, Plan adoption, Minor Changes and Major Revisions in the Plan, and Implementation Measures.

4. TECHNICAL INFORMATION – TO ASSURE THAT TECHNICAL INFORMATION IS AVAILABLE IN AN UNDERSTANDABLE FORM

Information necessary to reach policy decisions shall be available in a simplified, understandable form. Assistance shall be provided to interpret and effectively use technical information. A copy of all technical information shall be available at a local public library or other location open to the public.

5. FEEDBACK MECHANISMS – TO ASSURE THAT CITIZENS WILL RECEIVE A RESPONSE FROM POLICY-MAKERS

Recommendations resulting from the citizen involvement program shall be retained and made available for public assessment. Citizens who have participated in this program shall receive a response from policy-makers. The rationale used to reach land-use policy decisions shall be available in the form of a written record.

6. FINANCIAL SUPPORT – TO ENSURE FUNDING FOR THE CITIZEN INVOLVEMENT PROGRAM

Adequate human, financial and information resources shall be allocated for the citizen involvement program. These allocations shall be an integral component of the planning budget. The governing body shall be responsible for obtaining and providing these resources.

Clackamas County - Phone Numbers

Board of County Commissioners 503-655-8581
Citizen Involvement 503-655-8552
Citizen News 503-742-4353
Code Enforcement 503-742-4452
Geographic Information System 503-655-8322
Planning and Zoning 503-742-4500
Sheriff 503-785-5000
Water Environment Services 503-742-4567

State of Oregon - Phone Numbers

Attorney General's Office - Consumer Hotline 877-877-9392
Department of Environmental Quality 503-229-5696
Department of Forestry 503-945-7200
Land Conservation and Development 503-373-0050
Land Use Board of Appeals (LUBA) 503-373-1265
Metro 503-797-1700
Oregon Department of Transportation (ODOT) 888-275-6368

Clackamas County website www.clackamas.us
Clackamas County (citizen involvement) www.clackamas.us/citizenin

Content provided by Citizen Involvement

Similar topics: citizen involvement