Oak Lodge Community Council By-Laws
The Oak Lodge Community Council (OLCC) by-laws were approved and became effective as of January 1, 2008.
The language in underlined, bold italics is required either by State Statute or County Ordinance.
ARTICLE I – NAME
The name of this organization shall be the OAK LODGE COMMUNITY COUNCIL (OLCC), referred to herein as the “Council”.
ARTICLE II – COUNCIL AUTHORIZATION and BOUNDARIES
Article II (A)
1. Authorization: Oregon Revised Statute (ORS) 215 provides Clackamas County the authority to establish Citizen Planning Organizations (CPOs) and to define their boundaries.
2. The OAK LODGE COMMUNITY COUNCIL operates as a duly established and recognized CPO by Clackamas County.
Article II (B)
All CPO Boundaries are established by Clackamas County. See the Exhibit map for the current Boundaries of the Oak Lodge Community Council.
ARTICLE III – COUNCIL PURPOSE AND GOALS
Article III (A)
To bring together persons who share a common concern for the Oak Lodge Community’s interest and environment.
Article III (B)
To inform Citizens in the Oak Lodge Community of all proposed developments and/or changes in land use which will affect the area, and to provide an opportunity for Citizen input.
Article III (C)
To make recommendations to Clackamas County regarding land use, including zoning, conditional use permits, residential and/or industrial development.
Article III (D)
To organize the Citizens in the Oak Lodge Community area to establish their own priorities for land use.
Article III (E)
To provide the Oak Lodge Community with a vehicle for establishing an organized two-way communication channel with public agencies and governmental organizations.
Article III (F)
To aid the Oak Lodge Community in preserving and enhancing the existing and/or proposed neighborhoods.
Article III (G)
To advise County, Regional, State and Federal agencies about the Oak Lodge Community’s concerns and problems and suggest solutions for same.
Article III (H)
To provide opportunities for Service Districts to update and receive feedback from the Oak Lodge Community on services offered.
ARTICLE IV – COUNCIL MEMBERSHIP & VOTING
Article IV (A)
1. Membership in the Oak Lodge Community Council shall be open to anyone who is: a resident of the Council’s recognized area; a property owner within the Council’s recognized area; or a designated representative of a business, corporation or trust within the Council’s recognized area.
2. To become a voting member of the Oak Lodge Community Council, and thus be eligible to take action on Council Business matters, a person must:
Attend five (5) Council Business meetings during the previous twelve (12) months.
Sign their name on the official register at the required five (5) Council Business meetings.
The five (5) meetings must consist of a minimum of three (3) Regular Council Business Meetings. The remaining two (2) meetings may be Special Council Business meetings. Members may then vote when attending their sixth (6) Council Business meeting.
Article IV (B)
1. A Meeting Quorum / Voting Quorum for a Regular or Special Council Business meeting shall consist of ten (10) voting members, of which at least two (2) are Council Board of Directors members.
2. Action of the Council shall be by a majority vote of Council voting members present at any Regular or Special Council Business meeting for which proper public notice is given and at which a meeting quorum is present as defined in the paragraph above.
3. Notice shall be provided in accordance with the requirements of ORS 192.640 or any succeeding statute governing public meeting notices.
Article IV (C)
1. The vote of each member shall be recorded by name unless more than 25 members vote.
2. The results of the voting shall be reported numerically and become part of the meeting minutes.
3. In cases where response deadlines preclude action at a Regular or Special Council Business meeting, the Council may delegate responsibility for taking action to the Board of Directors. Council action shall then be taken at the next Regular or Special Council Business meeting with proper notice.
Article IV (D)
The Council Chairperson shall not vote, except in case of a tie.
Article IV (E)
Management of a governmental or quasi-governmental agency who attends as a representative of that agency are advisory only and do not vote.
ARTICLE V – COUNCIL OFFICERS AND BOARD of DIRECTORS
Article V (A)
The Board of Directors shall consist of seven (7) voting members of the Council as follows:
1. The four (4) Officers of the Council.
2. Three (3) Directors elected at-large from the voting members of the Council.
Article V (B)
SELECTION OF OFFICERS
All Officers must be eligible voting members of the Council.
DUTIES OF THE OFFICERS
1. CHAIRPERSON: Presides at all Regular or Special Council Business meetings. May represent the Oak Lodge Community in all conferences or activities involving intra/inter-organizational planning and coordinating.
2. VICE-CHAIRPERSON: Presides over Regular or Special Council Business meetings during the absence of the Chairperson. Works with the Chairperson and other members of the Council on intra/inter-organizational planning and coordinating.
3. SECRETARY: Keeps minutes and attendance records of all Regular and Special Council Business meetings. Maintains Council minutes, attendance records, and keeps a file of all correspondence and records available for public inspection and review in compliance with State Public Access Law.
4. TREASURER: Is responsible for maintaining a record of all
Council moneys received, expended for (or by) the organization, will report at Regular Council Business meetings and will give a general accounting once a year. A review of the financial records, by the Board of Directors, will be required whenever a new treasurer is elected.
Article V (C)
COUNCIL DIRECTORS AT LARGE
1. Must be eligible voting members of the Council.
2. Assist the Council Chairperson and/or other Council Officers on policy matters, parliamentary procedures, oversee committee activities, confer honorary titles and/or other duties as assigned.
ARTICLE VI – COUNCIL TERMS of OFFICE
Article VI (A)
The Council Officers and Directors at-large will be nominated at the January Regular Council Business meeting of each odd-numbered year.
Article VI (B)
The Council Officers and Directors at-large shall be elected and installed during the subsequent February Regular Council Business meeting.
Article VI (C)
Terms of office shall be for two (2) years.
ARTICLE VII – ELECTION(S) of COUNCIL OFFICER and BOARD OF DIRECTOR POSITIONS
Article VII (A)
NOMINATING COMMITTEE: A nominating committee shall be appointed by the Council Board of Directors.
Article VII (B)
The nominating committee shall name one (1) or more candidates for each Council Officer position and Director at-large position and verify eligibility.
Article VII (C)
At the election meeting additional nominations may be made from the floor.
Article VII (D)
Consent of each candidate must be obtained before being placed in nomination.
Article VII (E)
Council Officers and Directors at-large are elected by acclamation or written ballot (if a need arises) of the Council by a simple majority.
Article VII (F)
VACANCIES: A vacancy occurring in any Council Board of Director position shall be filled for the unexpired term by the Board of Directors nominating one or more candidates who will be voted upon by the Council members in attendance in a Regular Council Business meeting. The floor will also be open to new nominations during the Regular Council Business Meeting.
ARTICLE VIII – COUNCIL MEETINGS
Article VIII (A)
1. Regular Business meetings of the Oak Lodge Community Council shall be held on the fourth Wednesday of each month at 7:00 PM at a location appropriate for the number of attendees.
2. The November and December Regular Council Business meetings will be combined and held on the first Wednesday of December.
Article VIII (B)
Special Council Business meetings may be called by the Council Chairperson or two Board of Directors members with proper notice in accordance with Article 4.
Article VIII (C)
1. All Council meetings shall be open to the public, with the privilege of the floor extended to all present.
2. See Article IV (B) of these bylaws for the parameters of a Meeting Quorum and Voting Quorum.
3. Motions and voting on Council business matters and land use items shall be limited to eligible voting members of the Council.
Article VIII (D)
RECORDS: Records of all Regular and Special Council Business meetings shall be kept and will be available for inspection following statutory requirements.
Article VIII (E)
A designated member of the Council Board of Directors will notify the local newspapers or post other appropriate notice in advance of all meetings.
Article VIII (F)
HEARING PROCESS AND PROCEDURE: All Council meetings will be conducted in a businesslike manner and according to recognized parliamentary procedures. Robert’s Rules of Order, Revised will serve as a guideline where it is not inconsistent with these By-Laws, Clackamas County Ordinance or State Statute.
ARTICLE IX – COUNCIL COMMITTEES and OTHER REPRESENTATIVES
Article IX (A)
Council committees may be created by the Board of Directors as deemed necessary to promote the objectives of the Council and carry on its directives.
Article IX (B)
Council committees shall periodically present activities and findings to the Board of Directors and/or Council.
Article IX (C)
A Council committee may include individuals from outside the
Council.
Article IX (D)
A Council committee shall be dissolved upon completion of its objectives and submission of a final report to the Board of Directors or the Council.
Article IX (E)
Land Use Site Reviewers:
1. Must be eligible voting members of the Council.
2. Will be appointed by the Council Chairperson to conduct on-site reviews of land use matters within the boundaries of the Council on behalf of members of the Council and report findings to the Council.
ARTICLE X – COUNCIL BY- LAWS
AMENDMENTS:
Article X (A)
A committee may be appointed by the Board of Directors to review proposed amendments to these By-Laws.
Article X (B)
These Bylaws may be amended by a two-thirds (2/3) majority vote of the voting members present at a Regular Council Business meeting at which a Meeting Quorum is present, provided:
1. That the proposed amendment has been read and approved at a previous regular Council Business meeting, and
2. That the proposed amendment has been published in the minutes prior to adoption of the amendment at the following Regular Council Business meeting.
3. 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 OLCC CPO.
Article X (C)
These Council Bylaws shall be subject to review and revision every five (5) years.
ARTICLE XI – COUNCIL MISCELLANEA
Dissolution:
Article XI (A)
In the event that the OAK LODGE COMMUNITY COUNCIL becomes inactive, any existing funds in the treasury will be disbursed according to a vote of the membership.
CHRONOLOGY of APPROVAL and AMENDMENTS PRIOR to THESE CHANGES
Day, Month Date, Year of Approval – Approval by the OAK LODGE COMMUNITY COUNCIL for major revisions.
_Richard K. Jones_________________________February 27, 2008______________
Chairperson Dated
Oak Lodge Community Council