Community Planning Organization Handbook
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:
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.
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.
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.
