Committee for Community Involvement Bylaws

Revised 09-19-2023
Approved 10-10-2023

Article I - Name

The name of the organization shall be the Clackamas County Committee for Community Involvement, hereinafter called the “CCI”.

Article II - Purpose

The State of Oregon requires Clackamas County to have an officially recognized CCI to help the County carry out directives in State Goal 1 to develop a public involvement program that ensures the opportunity for community members to be involved in all phases of the County’s planning process.

The CCI will be responsible for:

1. Advising and assisting Clackamas County with the development and enhancement of a publicinvolvement program on land use planning that promotes widespread and meaningful participation from diverse groups in County decision-making processes, in a way that fosters collaboration and empowers community members.
2. Assisting in the implementation of the County’s public involvement program by providing ongoingguidance, oversight and direction for the program components, which include the Community Planning Organization program for public involvement in land use decisions; the process used to involve the public in revisions of the County’s Comprehensive Plan, and Zoning and Development Ordinance; and the CCI.
3. Evaluating the process being used for Clackamas County public involvement in land use planning.
4. Actively working with the County as it provides two-way communication between members of the publicand decision makers as plans that impact the public are prepared.

As part of addressing State Goal 1 and Clackamas County Comprehensive Plan Chapter 2 responsibilities, the CCI will strive to carry out the following annual activities:

1. Communicate to the County an annual action plan and estimated time table of CCI activities thataddress State Goal 1 requirements.
2. At a minimum, conduct biannual joint listening sessions with representatives from all CommunityPlanning Organizations to learn about their needs and issues in involving the public in all phases of the planning process, and increasing involvement and participation from their communities.
3. Subsequently advise the County (the Department of Public and Government Affairs, the Department ofTransportation and Development, and the Board of County Commissioners as appropriate), on those needs and issues; and provide ideas on solutions, and on ways to involve Community Planning Organizations in determining solutions.
4. Assist the County and Community Planning Organizations with the process to determine the Community Planning Organization representative and alternate to the Clackamas County Coordinating Committee (C4).
5. Support, at a minimum, an annual Community Leaders meeting, and work with Public and GovernmentAffairs to develop the agendas and programs.
6. Based on an annual report from Public and Government Affairs about the public involvement program, provide the Board of County Commissioners with an evaluation of how well the County public involvement program achieves the goals and policies in Clackamas County Comprehensive Plan Chapter 2 on public involvement; the International Association for Public Participation (IAP2) Spectrum of Public Participation standards; any applicable County community engagement standards; and the requirements of State Goal 1, including but not limited to a program that:
   1. Involves a widespread cross-section of the affected public in all phases of the planning or decision process;
   2. Clearly defines the procedures by which the general public will be involved in the on-going planning or decision-making process;
   3. Is appropriate to the scale of the planning effort or decision;
   4. Provides for continuity of public participation, and continuity of information that enables members of the public to identify and comprehend the issues;
   5. Provides effective two-way communication with the public, and assures that affected members of the public receive a response from policy-makers; and
   6. Ensures the allotment of adequate funding and human, financial, and informational resources for public involvement.

Article III - Membership

The CCI shall consist of one non-voting PGA staff liaison, and no fewer than five (5) and up to nine (9) voting members appointed by the Clackamas County Board of County Commissioners. Members shall be residents or property owners in unincorporated Clackamas County; and shall be as representative as possible of the geographic, demographic, and diverse characteristics of the County. Membership shall not be limited by race, creed, color, gender, sexual orientation, age, heritage, religion, national origin, or income.

Following a County public recruitment process, CCI members shall make recommendations for PGA to provide to the Board of County Commissioners regarding applicants for vacant positions.

MEMBERSHIP TERMS
The membership term shall be four (4) years. Members may request reappointment for another four-year term, serving up to a total of two (2) consecutive terms. Term expiration dates will be on the last day of the final month of the membership term. Whether filling a vacant position following an expired term, or replacing someone who had an unexpired term, the membership term for a new member will be four years.

ATTENDANCE
Three (3) consecutive unexcused absences from regular meetings, or a failure to attend at least 50% of regular meetings in a 12-month period, shall constitute resignation from the CCI.

Article IV - Officers

The officers of the CCI shall be the Chairperson and the Vice-Chairperson.

DUTIES OF OFFICERS
The Chairperson shall preside at all meetings of the CCI, work with the Department of Public and Government Affairs staff liaison and CCI Vice Chairperson to draft the CCI meeting agendas, and be an ex-officio member of all CCI Task Forces, Subcommittees, and Work Groups.

The Vice-Chairperson shall carry out the duties above in the absence of the Chairperson, and any other duties as assigned by the Chairperson.

TERMS OF OFFICE
The Chairperson and Vice-Chairperson will be elected for two year terms. The officers may serve no more than two (2) consecutive terms in each position, not including temporary appointments to fill unexpired terms.

SELECTION OF OFFICERS
Election of officers will be held at the first meeting of odd-numbered calendar years, and determined by an affirmative vote from a majority of CCI voting members.

VACANCIES
If an officer vacancy occurs mid-term, CCI voting members will vote to approve a temporary appointment for the remainder of the officer’s unexpired term.

Article V - Meetings

Regular meetings of the CCI will be held monthly as needed, but at least six (6) times a year. All CCI meetings will follow “Robert’s Rules of Order”, contain a public comment period, be publicized in advance of the meeting date in accordance with Oregon Public Meetings Law, and otherwise comply with the requirements of applicable law.

MEETING QUORUM
A quorum consists of a majority of all voting members of the CCI, not just those present. A quorum, at minimum, must be in attendance for the CCI to vote or take other official CCI action at a CCI meeting.

VOTING
Except for ARTICLE VII on AMENDMENTS, a vote shall be decided by an affirmative vote of the majority of all voting members of the CCI, not just those present.

MEETING RECORDS
The Department of Public and Government Affairs staff liaison shall ensure that appropriate minutes are taken and records preserved to comply with Oregon Public Records Law.

ARTICLE VI - Task Forces, Subcommittees, Work Groups

The Chairperson will create CCI Task Forces, Subcommittees, or Work Groups as needed, and establish the parameters of responsibility after discussion with CCI voting members. The number of CCI voting members in a Task Force, Subcommittee, or Work Group shall be less than a CCI meeting quorum.

Task Forces, Subcommittees, or Work Groups shall be dissolved upon completion of their objectives and submission of a final report to the CCI.

ARTICLE VII - Amendments

These bylaws may be amended. Amendments approved by at least two-thirds of the CCI voting membership shall be submitted to the County Counsel for approval. Should the County Counsel approve the amendments with any changes, the proposed amendments must be approved by at least two-thirds of the CCI voting membership to be forwarded to the Clackamas Board of County Commissioners. However, amendments shall not be in effect until approved by the Clackamas Board of County Commissioners and that approval has been communicated back to the CCI Chairperson.

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