CPO Handbook

Handbook

Section 1: Understanding Citizen Involvement

Section 2: Role of CPOs

Section 3: Model Bylaws

Section 4: Oregon Public Meetings Law/List of Newspapers

Section 5: Sample Meeting Minutes

Section 6: Reimbursement Procedures/Forms

Section 7: Maps

Section 8: Keeping Your CPO Recognized

Section 9: How to Conduct a Meeting

Section 1 Understanding Citizen Involvement

A Message from the Clackamas County Board of Commissioners:
For a quarter century, 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. State planning laws require all counties to establish a system of citizen involvement in the land use process.

However, CPOs are rooted not only in state planning law, but also in the business plan of Clackamas County. In fact, the first priority of the business plan is "Clackamas County shall conduct its business in a manner that provides for meaningful public participation." CPOs play a role in the larger task of self-governance in Clackamas County.

We appreciate the fact that you are willing to share your time and talents in building a better Clackamas County.

This is the third edition of the CPO Handbook. It is updated and streamlined. We hope you will find it useful as a reference tool on ways to organize and maintain your CPO. The handbook is included in the CPO Resource Guide, a collection of key CPO resources, procedures and examples. If you are a new officer to a CPO, or are reactivating a CPO and would like a CPO Resource Guide, contact Clackamas County Citizen Involvement.

If you have questions, please contact Clackamas County Citizen Involvement at (503) 655-8552.

CPOs, CCI, CIP: Understanding Citizen Involvement 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. There are three essentials to citizen involvement in Clackamas County.

Community Planning Organizations (CPOs)
CPOs are part of the citizen involvement program required by state statute as outlined in Goal 1: Citizen Involvement. They are advisory to the Clackamas County Board of Commissioners (BCC) 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 review these applications and recommend their approval, denial or no action. 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 Groups or similar associations.

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 programs and resources that promote and enhance citizen involvement in land use planning
Implementation of the citizen involvement program
Evaluating the process being used for citizen involvement, and
Providing education, training and support

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 for providing citizen involvement in all phases of the planning process. The development and review of this process is the responsibility of the CCI.

Role of the Clackamas County Public and Government Affairs Department, Citizen Involvement
The Citizen Involvement staff provides information, referral, and administrative support to the CPOs. The citizen involvement office:

Assists in the official recognition of CPOs by keeping current by-laws, minutes, names and contact information of CPO officers on file for the public.
Provides up to $150 reimbursement annually for eligible CPO activities.
Acts as a resource and referral service for information about the County.
Assists with formation or reactivation of CPOs.
Facilitates citizen involvement training sessions.
Facilitates mediation, mentoring and conflict resolution services if needed.

Clackamas County Online

In response to citizen suggestions, Clackamas County has a set of web pages to provide information on citizen involvement. Web pages include information on the County’s CPOs, citizen advisory boards and commissions, the Committee for Citizen Involvement, and notes and transcripts from CPO meetings and trainings.

Citizen Involvement can be reached by calling (503) 655-8552.

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Section 2 Role of CPOs

Oregon's land use laws provide for CPOs as an integral part of the planning process. Many kinds of 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 disapprove 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 and Development Ordinance criteria applicable to the application. The Planning Division staff considers the information submitted by the applicant, agencies such as (Oregon Department of Transportation, Oregon Division of State Lands, fire departments and water/sewer agencies, County departments such as (Roads, Building, Engineering/Transportation, Soils and Water Environmental Services (WES)), notified landowners as well as the CPO. The Planning Division staff weighs this information against the zoning criteria and renders a decision for appr oval or modified approval with conditions, or for denial.

Appeal
If neighbors, landowners or a CPO disagree with the Planning Division staff decision, they can appeal to the Hearing 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 to the BCC.

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 designated representative of a business, corporation or trust is automatically a member in the CPO designated to operate within a given boundary.

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Section 3 Model Bylaws

The Bylaws model below 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, please submit the draft to Clackamas County Citizen Involvement who will pass the draft through County Counsel to insure 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 organization itself, the language in bold face is required either by State Statute or County Ordinance.

CPO MODEL BYLAWS:

________ COMMUNITY PLANNING ORGANIZATION
BYLAWS

ARTICLE I

Section 1. NAME. The name of the organization shall be the ______ Community Planning Organization. (Referred to herein as the _CPO).

ARTICLE II

Section 1. BOUNDARIES. The boundaries of the _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.

ARTICLE III

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

Section 2. GOALS. The goals of the _CPO are as follows:

a. Involve area residents in the land use and community planning processes, as required by Oregon's Statewide Planning Goal 1: Citizen Involvement.

b. Provide a line of communication between area residents and the Board of County Commissioners, the Planning Commission and other public bodies.

c. 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 _CPO.

d. Assist County with fulfilling the citizen involvement goals provided for in the Clackamas County Comprehensive Plan.

e. 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 _CPO.

f. Protect the character of the area by maintaining a vigilant posture to sustain a safe, healthful, and pleasant quality of life.

g. Take such action as necessary by speaking out as a non-partisan group in support of the _CPO's objectives.

h. Be fully responsive to the comprehensive needs of the area and to take action as may be necessary in support of its objectives.

ARTICLE IV

Section 1. MEMBERSHIP. Membership in the __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 will be required to show proof of eligibility. Participation is by individual initiative rather than by governmental invitation. The _CPO is participatory rather than appointive.

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

A. Comply with the membership qualifications;

B. Be of legal voting age;

C. Have registered at one previous meeting during the past twelve months.

D. 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 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 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 _CPO shall include the following:

a. Chairperson

b. Vice-Chairperson

c. Secretary

d. Treasurer

The _CPO shall provide the County Public and Government Relations Office with a current list of officers.

Section 2. SELECTION OF OFFICERS.The first election shall be held at the first meeting of the _CPO. After the first election, the election of officers of the _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.

Section 3. 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.

Section 4. VACANCIES. A vacancy occurs when an officer dies, resigns, is removed, or has more than two (2) 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 thirty (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 (2) 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:

a. Chairperson: The Chairperson shall preside over all meetings of the _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.

b. 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.

c. Secretary: The Secretary shall keep accurate records of all meetings of the _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 _CPO. The Secretary shall be responsible to maintain the membership registry required by these bylaws.

d. Treasurer: The Treasurer shall maintain an accurate record of all income and expenses of the _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 _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 with proper notice, upon the request of two (2) of the officers or any five (5) members of the _CPO. The time and location shall be determined by the _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 _CPO, of which at least two (2) are officers. A quorum shall be present at a meeting in order for the _CPO to transact business.

Section 3. RECORDS. All records of the _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 _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 _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 _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 _CPO Chairperson.

ARTICLE IX

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

ARTICLE X

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 _CPO. However, the amendments shall not be in effect until approved by the Board of County Commissioners and approved as to form by County Counsel and that approval has been communicated back to the Chairperson.

The amended bylaws shall supersede all previous bylaws and become the governing rules for the _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.

OPTIONAL SECTIONS for use if applicable to your CPO:

ARTICLE _____ (In lieu of Article V)

Section 1. BOARD OF DIRECTORS. The Board of Directors shall consist of seven members: three elected officers and four elected representatives, all members of the organization, as follows:

A. President: Presides at all meetings. May represent the community in all conferences or activities involving inter-organizational planning and coordinating.

B. 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. Shall direct the activities of all committees and see to it that the organization actions are carried out.

C. 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 organization.

D. Area Representatives: Four (or more) elected members who shall represent geographic areas within the boundaries of the organization.

Section 2. SELECTION OF OFFICERS. The first election shall be held at the first meeting of the _CPO. After the first election, the election of officers of the _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.

Section 3. 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.

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, age, disability, national origin, income, or political affiliation in any of its policies, recommendations or actions.

For more information on CPO bylaws, contact Citizen Involvement, (503) 655-8552.

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Section 4 Oregon Public Meetings Law/List of Newspapers

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 make 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 decision 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 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 principle subjects to be discussed.

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. None are 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 ten days in advance of the meeting. As policies and procedures vary, a list of Clackamas County newspapers is provided for your convenience in contacting your local newspaper.

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.

Clackamas County media
(January 2005)

Newspapers

Canby Herald – Twice Weekly.
PO Box 1108
241 N. Grant St.
Canby, OR 97013
Phone: 503-266-6831
FAX: 503-266-6836
Email: dhowell@eaglenewspapers.com
Editor: David Howell
Publisher: Bill Cassel

Clackamas County News – Weekly.
PO Box 549
224 SW Zobrist
Estacada, OR 97023
Phone: 503-630-3241
FAX: 503-630-5840
Email: email@estacadanews.com
Editor: Clinton Vining

Clackamas Review/Oregon City News – Weekly.
1325 Custer Drive, Portland, OR 97219
Phone: 503-786-1996
FAX: 503-786-6977
Email: dstroup@clackamasreview.com
Associate Editor: David Stroup

Gresham Outlook - Twice weekly.
PO Box 747
1190 NE Division
Gresham, OR 97030
Email: drhodes@theoutlookonline.com
Phone: 503-665-2181
FAX: 503-665-2187

Lake Oswego Review – Weekly.
PO Box 548
111 A St.
Lake Oswego, OR 97034
Phone: 503-635-8811
FAX: 503-635-8817
Email: email@lakeoswegoreview.com
Editor: Martin Forbes

Molalla Pioneer – Twice weekly.
PO Box 168
217 E. Main St.
Molalla, OR 97038
Phone: 503-829-2301
FAX: 503-829-2317
Email: sst.amand@eaglenewspapers.com
Editor: Steve St. Amand
General Manager: Jan Lasallette

The Mountain Times- Monthly on 1st.
P.O. Box 1031
Welches, OR 97067
Phone: 503-622-3289
FAX: 503-622-5984
Email: mountaintimes@earthlink.net
Editor/publisher: Steve Wilent

Oregonian/South Metro – Daily.
PO Box 5029
1678 S. Beavercreek Rd.
Oregon City, OR 97045
Phone: 503-656-0083
FAX: 503-656-2417
Email: annportal@news.oregonian.com
Bureau Chief: Tom Wolfe
Reporter: Sarah Hunsberger

Oregonian/East Metro – Daily.
PO Box 1398
295 NE Second
Gresham, OR 97030
Phone: 503-294-5932
FAX: 503-667-9973
Email: east@news.oregonian.com
Bureau Chief: Randy Lemmerman

Oregonian/West Metro – Daily.
10245 S.W. Parkway
Portland, OR 97225
Phone: 503-297-8861
FAX: 503-203-1813
Email: west@news.oregonian.com
Bureau Chief: Jerry Casey

Oregonian/SW Metro – Daily.
15495 SW Sequoia Parkway
Suite 190
Portland, OR 97224
Phone: 503-294-5966
FAX: 503-968-6061
Email: southwest@news.oregonian.com
Bureau Chief: Michael Rollins

Sandy Post – Weekly.
PO Box 68
17279 Bluff Road
Sandy, OR 97055
Phone: 503-668-5548
FAX: 503-668-0748
Email: lwoods@sandypost.com
Contact: Lloyd Woods

City Edition – Monthly.
39320 Evans St.
Sandy, OR 97055-7336
Phone: 503-668-0327
FAX: 503-771-4020
Email: gnn@northwest.com
Publisher: Caren Topliff

Wilsonville Spokesman – Weekly.
PO Box 878
Wilsonville, OR 97070
Phone: 503-682-3935
FAX: 503-682-6265
Email: ckipp@eaglenewspapers.com
Publisher: Bill Cassel (same as Canby Herald)
Editor: Curt Kipp

West Linn Tidings – Weekly.
PO Box 548
111 "A" St.
Lake Oswego, OR 97034
Phone: 503-635-8811
FAX: 503-635-8817
Email: email@westlinntidings.com
Contact: Ray Pitz

The Villager– Monthly.
P.O. Box 516
Wilsonville, OR 97070
Phone: 503-694-5516
FAX: 503-694-5783
Email: villagerkc@aol.com
Managing Editor: KC Weary

Daily Journal Of Commerce - Daily.
P.O. Box 10127
Portland, OR 97210
Phone: 503-226-1311
FAX: 503-224-7140
Email: newsroom@djc-or.com
Publisher: Joan Ray
Editor: Joe Wilson

The Asian Reporter - Weekly
922 N. Killingsworth #1-A
Portland, OR 97217
Phone: 503-283-4440
FAX: 503-283-4445
Email: asianreporter@juno.com

El Hispanic News - Weekly
P.O. Box 306
Portland, OR 97207
Phone: 503-228-3139
FAX: 503-228-3384
Email: hispnews@hispnews.com

The Skanner Newspaper
P.O. Box 5455
Portland, OR 97228
FAX: 503-285-2900
Email: skphotos@earthlink.net

Radio

KEX Radio
4949 SW Macadam
Portland, OR 9720
Phone: 503 225-1190
FAX - 503-224-3216
Email: bradford@1190kex.com

KXL Radio
0234 S.W. Bancroft
Portland, OR 97201
Phone: 503 417-7630
FAX - 503-417-7661
Email: dougcarter@kxl.com

KPAM Radio
888 SW 5th
#790
Portland, OR 97204
FAX: 503-226-3994
Phone: 503-226-3996
Email: news@ kpam.com

KOPB Radio
7140 SW Macadam
Portland, OR 97219
Phone: 503-293-1905
FAX: 503-293-1919
Email: opbnews@opb.org

Television

KGW TV
1501 SW Jefferson
Portland, OR 97201
Phone: 503-226-5111
FAX: 503-226-5059
Email: newsdesk@kgw.com

KOIN TV
222 SW Columbia
Portland, OR 97201
Phone: 503-464-0797
FAX: 503-464-0806
Email: koindesk@koin.com

KATU TV
PO Box 2
Portland, OR 97207
Phone: 503-231-4264
FAX: 503-231-4263
Email: thedesk@katu.com

KPTV/FOX
14975 N.W. Greenbrier Parkway
Beaverton, OR 97006-5731
Phone: 503-548-6550
FAX: 503-548-6920
Email: kptvnews@kptv.com
debbie.curran@meredith.com

KOPB
7140 S.W. Macadam
Portland, OR97219
Phone: 503-293-1905
FAX: 503-224-7140
Email: opbnews@opb.org

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Section 5 Sample Meeting Minutes

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 must 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 Citizen Involvement within a reasonable time. Please try to 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 permanently 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, please contact the Clackamas County Citizen Involvement.

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

Sample - Minutes of Public Meeting

Name of Committee/Subcommittee
Minutes

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

Notice for this meeting was made by press release to newspapers of general and local circulation throughout the County (and, if appropriate, mailed to persons 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.

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Section 6 Reimbursement Procedures/Forms

Reimbursement Procedures for CPO Expenses

The Public & Government Relations Department (PGR) has budgeted money to cover CPO expenses in the amount of $150 per CPO for the fiscal year, which is July 1st (current year) to June 30th (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, please call Citizen Involvement at 655-8552 for approval.

Please follow these procedures to insure prompt and accurate reimbursement is made:

Each CPO Chair will be asked to provide Public & Government Relations Department a Authorization Form (pdf) 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 30th of the following year; a receipt dated in March must be paid by June 30th of the current year
Send receipts with a brief explanation of the expense to Public and Government Relations, Citizen Involvement, 2051 Kaen Rd. Oregon City, OR 97045
PGR will submit request for payment to County Finance Department
County Finance will process request and send a check directly to recipient within approximately two weeks
PGR will send a brief memo to CPO indicating that reimbursement has been made and indicating the remaining dollar amount available for expenses until the end of the fiscal year

If you have any questions regarding these procedures, please call Citizen Involvement at (503) 655-8552

Please complete the following form and return with original receipts to Public & Government Relations, Citizen Involvement, 2051 Kaen Rd. Oregon City, OR 97045.

Request for Reimbursement

Please complete this form and return with original receipts to Public & Government Relations, Citizen Involvement, 2051 Kaen Rd. Oregon City, OR 97045.

DATE: _________________________________________________________________________

CPO NAME: ____________________________________________________________________

CPO ADDRESS: ________________________________________________________________

REIMBURSEMENT PAYABLE TO -Authorizing letter must be on file in Citizen Involvement office:

NAME: _________________________________________________________________________

ADDRESS: _____________________________________________________________________

_______________________________________________________________________________

LIST VENDOR NAME, DATE, AMOUNT, REASON FOR EXPENDITURE:

TOTAL AMOUNT OF REIMBURSEMENT: __________________________________________

_____________________________________________________________________________
Authorized CPO Signature -Form must be on file in of Citizen Involvement office.

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Section 7 Maps

Every two years, each recognized CPO will be furnished the following maps at no charge:

One (1) map which will show all CPOs and their boundaries
One (1) map which will show individual CPO boundaries with street detail

Additional and other maps may be requested by CPOs through the Citizen Involvement office. This cost will be deducted from each CPO's annual expense budget. Contact Citizen Involvement at 655-8552 to request additional maps.

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Section 8 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 at a business meeting.

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
You must meet at least two (2) times a year, keep minutes and provide copies to Clackamas County Citizen Involvement. However, if you meet more frequently, please submit a copy of each meeting minutes to comply with public records law.

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

Submission of these items should be made to:

Public and Government Relations
Citizen Involvement
2051 Kaen Road
Oregon City, OR 97045

Checklist for New CPO

Bylaws: Very carefully review the sample bylaws provided 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 the Citizen Involvement office). The draft document should be submitted to Clackamas County Citizen Involvement for County Counsel to approve as to form before the CPO acts to adopt the bylaws.
Meeting Notice: Refer to this handbook for ideas on how, where and when to publicize your meetings to comply with open meeting laws. You'll want to have the broadest possible advertising. Contact Citizen Involvement for ideas.
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 & Location: Several CPOs have found it to be more efficient to have established meeting dates and locations. This needs to 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 and sign-in sheets (attendees) must be submitted to Clackamas County Citizen Involvement. 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 and post office box rental. Any other expenses must be approved by Clackamas County Citizen Involvement.

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Section 9 How to Conduct a Meeting

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

Order of Business

Opening Ceremonies (optional)
(Invocation, Pledge of Allegiance, Welcome, Introductions)
Reading and Approval of Minutes
Financial Statement
Bills
Correspondence
Reports of Officers, the Board, and Standing Committees
Reports of Special Committees
Special Orders
Unfinished Business and General Orders
New Business
Program
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)

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.”
Opening Ceremonies
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.”
Financial Statement
“The Treasurer will give the financial statement.”
“Are there questions?”
“The report will be filed.”
Bills
“Are there bills?”
“The question is on the payment of the bills. Is there discussion?”
(This is handled as any other motion and is debatable and amendable.
Upon approval by the assembly, the Treasurer may pay the bills.)
Correspondence
“The Secretary will read the correspondence.”
(If action is required, the Secretary may make the motion.)
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 recommendation should be made by another member and a second is required. (No second is required if a report is coming from a committee.)
Reports of Special Committees
”The committee to purchase a computer will report.”
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.
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.
New Business
“Is there any new business?”
Program
“The Program Chairman 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. President/Madam Chair, this concludes the program.”
Announcements
“Are there any announcements?”
Adjournment
“If there is no further business, this meeting will adjourn.” (No motion required.)
“The meeting is adjourned.”

The Presiding Officer

Protocol

Uses tact, courtesy; is impartial to all; treats all members alike
Stands while
1. Calling meeting to order
2. Adjourning the meeting
3. Stating the question
4. Putting the question
5. Explaining reasons for ruling on point of order
6. Speaking on point of order or appeal, in debate
Is seated or steps back from lectern and microphone when floor has been assigned
Presiding officer should be in view of members at all times. May be seated while members speak – unless this means the members cannot see him/her – then he/she should step aside
Refer to himself/herself impersonally as “the Chair,” using third person (not “I”)

Voting

Presiding officer votes
1. When vote is by ballot
2. To make or break a tie
3. To make or break required 2/3
4. Roll call – President is called last

(On motions: A “tie vote” is a lost vote. The Chair is not required to vote unless he/she wishes to.)

Debating Rights

Normally should have nothing to say, although he/she, as an individual, has the same rights as any other member. Impartiality is required of the Chair and he/she should avoid using those rights while presiding.
To participate in debate, the presiding officer must relinquish the Chair. He/she should turn the Chair over to:
1. The Vice President, or
2. The ranking Vice President who has not spoken on the question and does not wish to speak, or
3. A member who has not spoken and does not wish to speak – by general consent of the members

The Presiding Officer does not return to the Chair until the pending motion has been disposed of.

The Presiding Officer may not appoint in advance another member to act in his/her place as Presiding Officer.

The Presiding Officer may not appoint a Secretary pro tem without the consent of the assembly.

Motions

Business is brought before an assembly by the motion of a member.

A motion is a formal proposal by a member, in a meeting, that the assembly take certain action.

The only motion whose introduction brings business before the assembly is a main motion.

Handling The Main Motion

Obtaining the Floor

Member rises and addresses the Chair: “Mr./Madam Chair.”
Chair assigns the floor: “Mr./Ms. Jones.”

Handling a Motion

1. Member makes motion: “I move that . . .” (If the member provides information but doesn’t make a motion, the Chair should direct – “Would you like to put that in the form of a motion?” (Chair should not allow, “I so move.” The member should re-state the matter in the form of a motion.)
2. Another member seconds the motion: “I second it.” Or “Second.”
3. Chair states the motion: “It is moved and second that . . .”
4. Opens debate: “Are you ready for the question?”
5. (Also commonly used: “Is there discussion?”)
6. Members debate question: The maker may speak first if he/she so wishes and obtains the floor. Other members may then obtain the floor.
7. Chair puts the question: “Are you ready for the question?” If no one responds, then: “The question is on the adoption of the motion that . . .”

Voice vote:
“As many as are in favor of the motion, say ‘aye’.”

“Those opposed, say ‘no’.” (Tell them what to say – don’t just say: “Those opposed.”

Rising vote:
“Those in favor of the motion to . . . will rise.” Count. “ Be seated.”

“Those opposed will rise.” Count. “Be seated.”

Chair announces result:

Voice vote:
“The ‘ayes’ have it, and the motion is adopted.” Or,

“The ‘noes’ have it, and the motion is lost.”

Rising vote:
“The affirmative has it and the motion is adopted.” Or,

“The negative has it and the motion is lost.”

For a motion requiring a two-thirds vote for adoption (where an uncounted rising vote is conclusive):

“There are two-thirds in the affirmative and the motion is adopted.” Or, “There are less than two-thirds in the affirmative and the motion is lost.”

[A two-thirds vote is required to take away a privilege, i.e., ending debate is a privilege, therefore, a two-thirds vote is required to end debate.]

The Three Processes of Amending

Inserting or adding
Striking out
Striking out and inserting or substituting, which applies only to paragraphs.

“I move to amend the motion by . . .”

“I move to amend the amendment by . . .”

[There are no “friendly amendments”. The Chair should ask: “Would you like to make that a motion?”]

Miscellaneous:

A “motion to table” – will stop business and allow pressing business to take place.

A “motion to resume” – “I move to take from the table the . . .” -- will allow previously tabled matters to be considered.

A “motion to postpone indefinitely” – kills a motion for that meeting, but the matter can be taken up at another meeting.

[Often times you may hear people call “question” from the assembly. This means nothing. The proper way to stop debate is to obtain the floor and “move the previous question”.]

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Content provided by Citizen Involvement

Similar topics: citizen involvement

CPO Handbook

Section 1 Understanding Citizen Involvement

Section 2 Role of CPOs

Section 3 Model Bylaws

Section 4 Oregon Public Meetings Law/List of Newspapers

Clackamas County media (January 2005)

Newspapers

Radio

Television

Section 5 Sample Meeting Minutes

Section 6 Reimbursement Procedures/Forms

Request for Reimbursement

Section 7 Maps

Section 8 Keeping Your CPO Recognized

Section 9 How to Conduct a Meeting

Clackamas County media
(January 2005)