Hoodland CPO Community Meetings

Minutes

HOODLAND COMMUNITY PLANNING ORGANIZATION

After-Election Board Reorganization Meeting — Agenda and Minutes

July 16, 2026, at The Mt Hood Oregon Resort, Welches

1. Call to Order and Attendance

Time called to order: 7:06 PM

Board members (elected 6/18/2026) Present: Marti Bowne, Monica Taylor, Lisa Massena, Pete Himes, Gerald “Murph” Murphy, Marie Kennedy, Pat Erdenberger.

Community members present: Three

2. Community Comments

There were no comments.

3. Election of Officers / Motions to Assign Positions

MOTION: Pat Erdenberger nominated Marti Bowne for the position of Chair. Seconded. No further discussion. Vote: unanimous aye. Motion carried.

MOTION: Pat Erdenberger nominated Lisa Massena for the position of Vice Chair. Seconded. No further discussion. Vote: unanimous aye. Motion carried.

MOTION: Marti Bowne nominated Pat Erdenberger for the position of Secretary-Treasurer. Seconded. No further discussion. Vote: unanimous aye. Motion carried.

MOTION: A motion was made to assign all remaining unassigned Board members — Gerald “Murph” Murphy, Lisa Massena, Monica Taylor, and Marie Kennedy — to Member-at-Large positions in a single motion. Seconded. Vote: unanimous aye. Motion carried.

Follow-up actions:

The Chair will transmit an updated list of all Board members (name, address, email, phone) to Community Engagement at the County PGA office, updating last year’s roster (replacing Seaberg with Murph).
Community Engagement and County Planning will be notified of the change of contact for land use application mailings (currently addressed to the former chair).

4. Review of the Task List

The Board reviewed the task list from the agenda (which is referenced in the bylaws) and volunteered for assignments as follows. The list is intended to be flexible and will change over time.

4.1 Task assignments

Email, leading meetings, County interface: Marti Bowne, Chair will handle CPO email, lead meetings, and serve as interface to County government. The Chair will verify the G-Drive is maintained appropriately, though posting of records falls to the Secretary.
Records management / G-Drive: Pat Erdenberger, Secretary’s responsibility. All members must use the G-Drive for official communication. Minutes must reach the County on time in Word format (see 4.4).
Flyers: Monica Taylor and Marie Kennedy volunteered to design flyers as needed, coordinating between themselves.
Communication with members, social media, and calendar: Monica Taylor volunteered for social media (NextDoor, Facebook). Consensus that the Chair is best positioned to send email blasts and maintain the HCPO mailing list, since the calendar and email list live in the HCPO Google account and access should stay limited. The CPO calendar is added to this task; Lisa Massena offered to back up the Chair on calendar updates. Committee chairs and other Board members will forward events for posting.
Meeting planning (venue logistics): Largely set for the year — the room is reserved with Christopher Skipper at the resort through next July, including AV needs. Current practice of Board members arriving early to set up the room will continue; a community volunteer offered to help with setup as backup. Suggestion: always carry an HDMI cord.
Meeting management (content and speakers): Lisa Massena volunteered to coordinate meeting content and speakers, working closely with the Chair — pre-planning a calendar of CPO Appropriate content for the seven scheduled meetings, maintaining the potential speakers list, and keeping speakers engaged through the process. The Board noted this item overlaps with meeting planning and should remain a separate item.
Zoom facilitation: Marie Kennedy volunteered to manage Zoom meetings and will practice with Pat before going live (see motion in 4.3).
County/governmental involvement, local awareness and networking, local resident focus: Shared across all Board members; each member should watch for community issues appropriate for CPO or County structure and bring them to the Board.
Land Use Committee: See 4.2.

4.2 Land Use Committee

Marti Bowne will step back from doing nearly all land use review; the 209-page application currently in progress will be her last as sole responsible reviewer.
The committee will operate without a chair. A shared committee email (Landuse.hoodlandcpo@gmail.com) will be created; permits sent there will be visible to all members, one member will claim first review, and others may offer comments within a firm deadline. CPO Chair signs final comment letters.
Current members: Pat Erdenberger, Dennis Tylka, Marti Bowne (as CPO Chair), Mark Tobias, Dave Lithgow, and Marie Kennedy. Committee members need not be Board members; only a committee chair must be a Board member.
Barbara Smith volunteered to help with research and support; the committee welcomed the fresh set of eyes.
Murph, as Planning Commission, Vice Chair, previously stepped away from the committee due to conflict concerns and will not serve as chair, but remains available for discussion, particularly on floodplain issues (Sections 703/704). Marti and Dennis rewrote Section 704 (approx. 30 pages) toward clear and objective code language.
A County workshop on ZDO 290/291, including clear-and-objective code work, is expected in September.

4.3 Zoom account

MOTION: Motion to approve spending $159 for an annual Hoodland CPO Zoom account (basic package, ~100 participants). Seconded. Discussion: monthly billing cannot be reimbursed by the County; an annual purchase is required. Vote: unanimous aye. Motion carried. Marti will order the account within the week; the Board will practice internally before public use. This enables Zoom board and community meetings in bad weather.

4.4 County Word-format requirement

The County now requires all submissions in Word format and no longer accepts PDFs, citing ADA compliance. Members noted the burden on those without Word licenses. The Chair will ask the County about providing Microsoft licenses for CPOs. The Board also discussed AI notetaking and Zoom’s built-in recording/transcript/summary features as aids for minutes. All meeting minutes will be collected by AI and transcribed, formatted and drafted by AI.

5. Priorities — Monthly Reports and Document Review

Land use permits and violations remain the number one priority for the CPO. The committee currently tracks roughly 6–7 violations, acting as a liaison between complainants and the County (example: an illegal campsite off Bridge Street on the Salmon River was resolved and the property sold). The CPO’s relationship with County Planning is strong; the CPO recently received a compliment from County Planning staff Lizbeth Dance for its response on an issue.
Short Term Rental (STR) Program Monitoring Committee: Pete Himes will lead other Board Members in developing a plan for CPO Monitoring. County program status: approximately 1,200 STRs pay the 6% transient tax but only about 300 have registered, so the County has not been collecting the .85% fee from most operators. As of July 1, all new STR registrants must complete a mandatory, feasibility form covering zoning and septic; the County Planners will review before registration is allowed. The County intends to work back through existing STRs. The County plans to hire two FTE positions (salary and benefits plus vehicle); ramp-up is expected to take at least six months, with a full program review after two years.
Members are encouraged to advocate for propane fire pits at STRs (an STR had an open campfire during the July 4 fire ban; a call to the non-emergency line brought Hoodland Fire out within five minutes). Residents should be encouraged to use the County complaint list and the Sheriff’s non-emergency line.
Underreporting of problems: the undersheriff has reported that no crimes are reported from this area, which is why patrols here are rare. Recent example: an STR on the east end of Brightwood Loop was rented under false pretenses; occupants blocked the road and raced cars, and police did not respond. Members stressed the importance of residents reporting incidents (place, date, time) to the Sheriff’s non-emergency line; callers need not give their name.
Hoodland Emergency Communication Network (HECN) will spend this year becoming an independent 501(c)(3) nonprofit, retaining a collaborative connection to the CPO.
Member collaboration report: Pat proposed a shared G-Drive page where members briefly log takeaways (a few sentences, not meeting minutes) from external meetings attended (CARES, County Commissioners, Watershed Council, Wildfire Partnership, USFS Workforce Housing, and so on). At year end this becomes the basis of an annual report, and tracked hours could support grant applications. General enthusiasm; adopted informally.
Collaboration list additions suggested: Clackamas County Code Enforcement and Planning (already deeply engaged), plus community infrastructure projects (example: PGE is undergrounding seven miles of line in Government Camp).
Land use watch item: a zone change was approved on July 13, for the former Rock Creek lumber mill site in Molalla (exclusive farm use to rural industrial, 7.5 acres). Members noted such sites — with existing power and water — could attract data center proposals and should be monitored.

5.1 G-Drive organization

Classes on G-Drive use will be held for Board members.
Planned approach: all Board members receive viewer access to everything; committee members receive access to their committee’s folders; editor rights limited to those working the documents. Working (preliminary) folders will be distinguished from read-only final documents — one document, edited in place until final.
File naming: Month/Day/Year as 01/01/2026 plus a useful keyword; Land Use files and Violations keep their county code numbers (e.g., ZO-197-26).
A G-Drive link will be circulated to all members. A separate working session will be scheduled to walk through the folder structure. Land use will maintain a status chart of permits, violations, and clear-cuts so anyone can report status.

6. Motions — Optional (Bylaws and Meeting Practices)

6.1 Term of office

MOTION: Motion to change the term of office from one year to two years in the bylaws. Seconded. Discussion: the annual election consumes about two months each year and is unnecessary for volunteer advocacy positions; members can still resign or take a leave of absence at any time; it can take a year simply to learn a position. Vote: unanimous aye. Motion carried.

6.2 Staggered terms

A motion for staggered terms of office was mentioned. Discussion noted that combined with two-year terms it would recreate annual elections; staggering suits three- or four-year terms. The motion received no second and failed.

6.3 Number of meetings

The Board discussed changing to seven meetings per year, two of them combined Board/community meetings and one via Zoom. Since the bylaws already state only minimums, no motion was required. Context: the prior monthly meeting pace and speaker production workload was unsustainable, and other community groups now cover overlapping topics (e.g., Science Night, Firewise). The CPO will still book speakers of unique value — September: County transportation staff; October/November: Kim Wheeler of AntFarm on their people-focused programs.

6.4 Public comment rules and meeting conduct

Consensus (no formal motion required): each community meeting will begin with a clear reading of the published rules on public comment — when, where, and how. Public comment occurs at the start of the meeting via sign-in/request-to-speak forms, three minutes per speaker.

The Board discussed instituting ejection after two violations of speaking out of turn. Extended discussion balanced the need to control threatening, profane, or disruptive behavior (which has occurred repeatedly, even with a police officer present) against preserving natural Q&A flow with speakers. Consensus outcome:

Rules will be read at the start and published so no one can claim ignorance.
Marti will review Robert’s Rules of Order, consult with Lisa, and produce a synopsis of how meetings will be conducted, including time for Board members to comment on agenda subjects exactly as County commissioners do. No formal vote was recorded on the two-violation ejection policy — confirm whether a motion is needed.

7. Public Questions and Comments

A member of the community volunteered to support the Land Use Committee with research; the Board has her contact information and will follow up by email.

7.1 River gauge report

Murph reported that on Friday he accompanied Jay Wilson (County disaster management), four NOAA representatives, and one USGS representative to three bridges to evaluate river gauge placement: the Brightwood Bridge on the Salmon/Sandy River and the two bridges on Lolo Pass, the Sandy and Zigzag Rivers. Key points:

The Brightwood Bridge is not affordably accessible for a hardwired gauge; a satellite connection is planned, so readings would survive power/fiber outages.
Open questions center on software and data ownership — who owns, buys, and publishes the data to a public site. An alternative discussed: cameras pointed at a story pole showing river level.
The goal is CFS readings at each bridge establishing normal and high-water baselines for flood warning. Jay Wilson has pursued these gauges for roughly ten years.
The existing gauge at the Zigzag bridge now points at a cobble bar because the channel moved and must be relocated on the bridge.

8. Old Business

None.

9. New Business