Community Planning Organization Handbook

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.