Clackamas County Community Action Board Bylaws

APPROVED: CAB 10-28-85
BCC 11-21-85

AMENDED: February, 1987
November, 1993
September, 1997
March, 2002
October, 2007
December, 2008
January 15, 2016
June, 2025

Article I - Name

This board shall be known as the Clackamas County Community Action Board (“CAB”) and shall operate under the authority of the Board of County Commissioners, as the advisory body working with the Clackamas County Community Action Agency (“CAA”).

Article II - Purpose

The purpose of the CAB is to advise the CAA on ways to: mobilize human and financial resources at the local, State, and Federal levels to benefit disadvantaged persons and maximize their opportunity for self‑sufficiency; to minimize the causes and conditions of poverty; to cooperate with other persons and organizations interested in community betterment; and to advocate for institutional change to reduce the conditions of poverty. CAB members are thus expected to become knowledgeable of CAA programs and local, state, and national issues pertaining to poverty.

Article III – CAB Functions

Subject to the advice and consent of the Board of County Commissioners and Federal and State regulations, the CAB shall:

1. Advocate on behalf of low‑income people with public and private organizations.
2. Participate in the final selection of the Executive Director of the CAA.
3. Advise on overall program plans and priorities for the CAA with final approval by the Board of County Commissioners.
4. Recommend approval of CAA program proposals and budgets.
5. Determine the policies and rules of procedure for the CAB and Board committees.
6. Select officers of the CAB and the Executive Committee.
7. Grant leaves of absence to the Board members in justifiable cases.
8. Participate in the development and implementation of the Community Needs Assessment and Strategic Plan.
9. Recruit new board members.
10. Participate in the orientation of new board members.
11. Review adherence to Community Services Block Grant (CSBG) Organizational Standards.

Article IV - Board Membership

SECTION 4.1 - CAB Structure: The CAB shall consist of a minimum of nine (9) members as follows:

1. A minimum of one-third shall be representative of the sector of people who have low incomes who are selected in adherence to the process as outlined in Appendix A;
2. One‑ third shall be elected officials currently holding office, or their representatives.
3. The remainder of the members shall be representatives of business, industry, labor, religious, private, educational, or other private sector organizations.

SECTION 4.2 - Alternates: Each CAB member may have an alternate chosen in the same manner as the member. In the absence of the Board member, the alternate shall have all the powers and responsibilities of the Board member; provided, however, that the Board member and their alternate shall not serve as a Board officer or committee chairperson.

SECTION 4.3 - Appointment: The appointment of members of the Community Action Board shall be by the Board of County Commissioners upon recommendation by the CAB.

SECTION 4.4 - Terms of Office: Low-income and private sector representatives shall serve for a term of three (3) years and may be reappointed. Public officials, or their representatives, serve at the pleasure of the Board of County Commissioners and as long as the public official is currently holding office.

SECTION 4.5 – Absences: Two unexcused consecutive absences from regularly scheduled meetings of the Board shall require Board review of the membership status of the absent member.

SECTION 4.6 – Vacancies: After consideration of the recommendations of the Executive Committee, the CAB shall recommend to the Board of County Commissioners at least one qualified candidate for appointment, or reappointment to each vacant position.

SECTION 4.7 - Conflict of interest: No employee of the Clackamas County Social Services Division or of Oregon Housing and Community Services may serve on the Board. Persons who are an employee of, or have a financial interest in, any organization which receives funds under contract with Clackamas County Social Services may serve on the Board but must adhere to the county’s conflict of interest policy, and recuse themselves from any discussion or vote that relates to their employment of financial interest. .

Article V - Meetings

SECTION 5.1 – Quorum: Fifty percent (50) of the total filled seats of the CAB, Executive Committee, or any committee of a standing or ad hoc nature must be present to transact business at any special or regularly scheduled meeting. If a quorum of the CAB is not present at a regular or special meeting, a quorum of the Executive Committee shall enact only items of business on which action is mandatory.

SECTION 5.2 - Regular Meetings: The CAB shall establish a regular monthly meeting date and time. Regular meetings can be held in-person at a place to be designated by the CAB or the Executive Committee or electronically utilizing video conferencing platforms like Zoom. Notice and agenda for CAB meetings shall be sent to all Board members not less than five (5) calendar days in advance of the scheduled meeting date. See Appendix B for Electronic Meeting Expectations and Protocols.

SECTION 5.3 - Special Meetings: Special meetings of the CAB may be called by the Chairperson, or upon the written request of any five (5) members of the CAB, provided each member has at least two (2) calendar days advance notice of the time and place of the meeting.

SECTION 5.4 - General Rules: The principles of Robert's Rules of Order shall govern all CAB and committee meetings in all cases in which they do not conflict with these Bylaws. All meetings of the CAB and committees of the CAB shall be open to the public, except as closed Executive Sessions are needed. Each Board member shall have one vote. If a Board member is not present and the member’s alternate is present, the alternate will have one vote. The chairperson shall provide opportunity for comment from the public on each agenda item considered by the Board.

Article V1 - Officers of the Community Action Board

SECTION 6.1 – Officers: Officers of the CAB shall be as follows:

1. A Chairperson who shall preside over all meetings of the CAB and exercise overall responsibility for the supervision of all Board activities.
2. A Vice‑Chairperson who shall perform and/or share all the duties of the Chairperson.
3. Member-at-large. In the event of more than one member of the CAB expressing an interest in serving on the CAB Executive Committee as an Officer of the CAB representing the member-at-large, two candidates, but not more than two, can be elected to serve as the member-at-large.

SECTION 6.2 - Term of Office: Each officer shall serve a one-year term of office and may be reelected, but may not serve more than two (2) consecutive terms in any one office.

SECTION 6.3 - Elections: Officers shall be elected annually at the December meeting and assume office in January. A slate will be nominated by the Executive Committee, either directly, or through the creation of a special committee. Nominations will also be accepted from the floor.

SECTION 6.4 - Recall and Vacancies: In the event a vacancy occurs in any office of the CAB or Executive Committee, an election shall be held at the next succeeding regular meeting to fill the vacancy for the remainder of the term. A motion to recall an officer must be approved by a simple majority vote of the total filled seats of the CAB at any regular or special meeting called for this purpose.

Article VII - Committees

SECTION 7.1 - Standing Committees: The only standing committee for the CAB shall be the Executive Committee which shall also have lead authority for responsibilities enumerated in Article II. It shall be the prerogative of the Chairperson and/or the CAB to create any committee as needed. The Chairperson of the CAB shall appoint committee membership. Any member of a CAB committee shall have one vote.

SECTION 7.2 - Executive Committee: shall be composed of the officers of the CAB as set forth in Article VI, Section 6.1. The Executive Committee shall:

1. Meet on call of the Chairperson.
2. Transact business between meetings of the full Board.
3. Plan an agenda for each Board meeting.
4. Report on the actions it takes between meetings at the next meeting of the full Board.
5. Recommend policies and advocacy actions to the full Board.
6. Act as Nominating Committee

Article VIII - Amendments to Bylaws

Bylaws may be amended at any meeting of the CAB by the majority of the members present at a meeting duly called for the purpose; provided that notice of such a meeting, together with a copy of such proposed amendment or amendments, shall be sent to each member of the Board (10) days prior to the meeting. No amendment may be adopted without the prior written notice having first been given to the Board of Clackamas County Commissioners.
 

APPROVED: CAB June 2025

 

Appendix A – Low-Income Democratic Selection Procedure

CSBG Organizational Standard 5.2 requires that boards have a democratic selection process in place for low-income board members to assure representation of low-income community. According to CSBG IM #82 “the implicit intent of this requirement is to ensure that those who currently live in areas served by the agency are represented so that they have a strong voice in agency governance and direction and are able to convey to those they represent the presence and significance of community action in their lives.”

(https://acf.gov/ocs/policy-guidance/csbg-im-82-tripartite-boards)

Policy

The Clackamas County Community Action Board understands the value and is committed to ensuring that low-income residents of Clackamas County are represented on the Community Action Board. CAB will strive to ensure that low-income members of the Board represent the following communities/constituencies:

• Rural Residents
• Traditionally Underserved Communities
• People with extreme barriers to self-reliance, including those experiencing homelessness

Procedure

1. When a vacancy occurs in one of the Board positions designated for representatives of low-income individuals and families, CAB members and CCSS staff will conduct outreach to organizations and groups in Clackamas County whose membership, client base, and/or volunteer base is predominately composed of individuals with low incomes and will ask that information about the vacancy and board opportunity be shared with their members, clients, and/or volunteers. CCSS program participants will also be informed of the vacancy.
2. The vacancy will be posted on the Clackamas County website and advertised via County communication channels, including social media platforms, web postings and news releases.
3. All interested low-income community members will be asked to complete and submit an application.
4. All eligible candidates will be screened and interviewed by the CAB Executive Committee. During the interview process, candidates will be assessed to identify priority candidates who have low incomes, are representative of the current residents in the County who are experiencing economic challenges at higher rates, and who have been elected to or appointed to a position of responsibility within the past 48 months in another significant service or community organization (i.e. school PTA, faith-based organization, or another advisory board/governing council).
5. The CAB Executive Committee will forward a slate of candidates to the full CAB for consideration. The full CAB will then vote on candidates to recommend to the Board of County Commissioners for appointment to the CAB.
6. CAB bylaws and Clackamas County procedures for appointment members to Advisory Board and Committees will be followed.

APPROVED: CAB Date June 2025

Appendix B – Electronic Meetings

When the CAB holds electronic meetings, the CAB will utilize video conferencing platforms like Zoom to ensure clear communication and easy participation. Prior to the meeting, a digital agenda and all necessary materials will be sent to each member. The CAB will adhere to the same Robert's Rules as in-person meetings, including procedures for motions, votes, and consensus-building. The language should also cover aspects like digital voting, security protocols, and ensuring equal participation of all members, regardless of location or technical abilities.

Here's a breakdown of sample language for different aspects of electronic board meetings:

1. Meeting Protocols:
   • CAB members will ensure they have a stable internet connection and a device with a working microphone and camera to facilitate meeting participation. Any member who lacks the equipment or ability to fully participate in an electronic meeting will be offered the opportunity to attend the meeting in CCSSD meeting space.
   • Meetings will begin with introductions to foster a sense of community and encourage active participation.
   • The Board Chair will call the meeting to order, and we will follow Robert's Rules of Order.
   • Meeting participants will keep their microphones muted when not speaking to minimize background noise.
   • Members can use the Zoom “raise virtual hand” feature to indicate their request to speak. Members can also simply unmute and let the chair know you wish to speak.
   • For voting, the Board Chair will follow the same procedures as in-person meetings using verbal responses.
2. Ensuring Participation & Accessibility:
   • The CAB is committed to ensuring that all board members have equal opportunities to participate and contribute to the meeting. Members can let the Board Chair know if they have any technical difficulties or accessibility needs.
   • Captioning or other accessibility tools will be provided as needed upon request.
3. Following Up & Maintaining Records:
   • Minutes of the meeting will be taken and distributed electronically, reflecting the key decisions and action items.
   • All documents related to the meeting, including the agenda, materials, and minutes, will be archived electronically on CCSS systems and will be available upon request.
4. Security & Confidentiality:
   • CAB members will refrain from sharing sensitive or confidential information outside of the meeting.
   • All attendees will be expected to adhere to the same confidentiality guidelines as in-person meetings.