Board Resolutions on Process
updated: June 5, 2007
The following process and
procedures have been adopted by the Villages at Mt. Hood Board of Directors to document and
codify the administrative operation of the Villages
at Mt. Hood BOD as an advisory board to the Clackamas County Board of County Commissioners
- P2006-0815-1: Motion - all Board of Directors communication with the County go through Cheri McGinnis or designee as the point of contact with the county and reply to the whole board.
- P2006-0815-2: Motion: all substantive, Villages at Mt. Hood related, communication: emails, telephones calls, and written materials, with Clackamas County must be provided to the rest of the Board members
- P2006-1017-1: Motion for the BOD to follow the State Mandated Bylaws change for"Quorum and Action" to require "more than 1/2 of the BOD members to make a decision or to reject a decision", i.e. members of the board for a quorum or decision, as we happen to have been doing . The proposed change will be taken it to the November Town Hall meeting for a reading and then voting on it at the February Town Hall meeting.
- P2006-1219-1: motion to use the proposal draft Bylaw Review Process, as amended, as the working document of interim policies and procedures. (see below)
- P2006-1219-2:.motion to adopt the 9 BOD process and procedure changes as identified in the "Three Glitches" note and as amended.
- P2006-1219-2-1: Agenda items clear in scope and desired action
All agenda items shall be clear as to scope and desired action.
- P2006-1219-2-2: Resolutions in written form
All proposed, non-administrative, resolutions of the Villages at Mt. Hood Board of Directors shall be made available in written form to the Board and to the audience before a vote is taken: recommended practice is utilization of an overhead projector or laptop projector but paper copies can be utilized if no changes are made.
- P2006-1219-2-3: Chair responsible for insuring resolutions understood
The Meeting Chair shall make reasonable effort to insure that the implications of a proposed resolution are understood by the Board and by the Audience, especially project teams impacted by the resolution
- P2006-1219-2-4: All materials available 7 days before meeting
Any and all materials for presentation shall be provided to the Board at least 7 days before the Board meeting
- P2006-1219-2-5: BOD defined community process for large resource proposed projects Any project proposing the dedication or use of significant amounts of community or county resources shall require discussion at a Town Hall meeting and other community input venues, as identified by the BOD, before requesting "supported activity status".
- P2006-1219-2-6: Final drafts of letters available at meeting
"Final drafts" of any and all requested "letters of support", motions, etc requested by non-board members and, preferably, by Directors as well, shall be provided to the Board at least 7 days before the Board meeting. Such drafts may be amended or edited at the meeting but all such edits shall be displayed to the Board and the audience before a vote is taken. At any time in the discussion, any Director may state that the changes exceed what can easily understand, at which statement, the item will be tabled until the next meeting where a revised version is to follow this process.
- P2006-1219-2-7: Chair pro-temp gets Chairs signature on letters
Any Board of Directors official correspondence approved at a Board meeting shall be taken by the Chair of that meeting to the Chair of the BOD for signature.
- P2006-1219-2-8: Official correspondence by Secretary
Per the Bylaws, any and all official correspondence of Villages at Mt. Hood Board of Directors shall be handled by the Secretary or the designee of the Secretary. If delegated, the Secretary will still be responsible for insure correct process, distribution, and archiving.
- 14. P2006-1219-2-9: Each Director personally responsible for distribution of communications
Each Director is responsible for insuring that "official correspondence" they create, distribute, send, or receive to or from the county, any other external agency or person, shall be copied in its entirety to the entire Board in a timely fashion. This includes press
releases, complaints, response to complaints, etc. Posting on the web site and notification of the precise location of such posting shall satisfy this requirement and is preferred for large documents.
- P2006-0506-Bylaws - All BOD meetings are subject to Oregon Public Records and Meeting Laws, specifically
- open to the public
- must be announced at least 7 calendar days before the day such meeting is held with an agenda
- announcement on the web site and in the library at least 7 calendar days prior to the day such meeting is to be held.
- P2007-0424-1: Motion - to use the first and last names consistently in the minutes starting with those taken at this meeting.
- P2007-0424-2: Motion - henceforth corrections for the minutes should be submitted in writing prior to the Board meeting
- P2007-0605-1: Motion to remove the word “minimum” from the current public meeting notification policy and procedure.
The current Posting Policy is thus all 6 places are mandatory:
- Mountain Times and Sandy Post, if practical
- County Web Site
- Villages at Mt. Hood Web Site
- 3 Post Offices (Welches, Rhododendron, and Brightwood)
- Breezeway at Thriftway
- Fires Station Reader Board
Process to Amend and Update Village Bylaws
Note: Clackamas County Liaison has decided that these do not need to be followed.
I. Individual/proponent creates a proposed change
..... email from Chris Roth of 2007-0723
- A well formed proposal is brought forward by an individual who will then represent the proposal to the community in the appropriate meetings. The form of such a proposal is:
- problem statement: what is the issue being addressed,
- an exact wording and placement of proposed replacement/addition text
- rationale for the change: what is not happening that is essential.
- The individual shall submit a "Proposal for Bylaws Change" simultaneously to:
- the Chair of the Strategic Planning Committee,
- the Board of Directors of the Villages at Mt. Hood
- the Web Master for the web site in time for inclusion of an announcement of "BOD Bylaws Working Meeting" in the
Mountain Times by the Chair of the Strategic Planning Committee. (email, plain text preferred)
II. Strategic Planning uses an "open and public process" to sanitize
- The Chair of the Strategic Planning Committee will insure adequate public notice is made of the "BOD Bylaws Working Meeting" to meet ORS 192 requirements and maintain the faith and trust of our mountain community.
- The proposed change shall be available to the community on the web and in the library at least 7 days before the meeting.
- The proposed change shall be reviewed with Clackamas County Legal Counsel before the Strategic Planning Meeting and the results of that consultation made available to the meeting.
- The Strategic Planning Committee meeting will have an open and public discussion on the proposed change.
- With agreement of the individual bringing forward the proposal, changes may be made in the wording of the proposal. If the proposal is incomplete or requires wording changes in areas that have not been specified, then the proposal will be tabled to allow the individual to bring forward a complete replacement proposal.
- Consensus is the desired result but a hand vote will be taken.
- If a majority of the people present are in favor of the change, the proposed changealong with the vote totals shall be brought forward to the next timely BOD but always assuring at least 7 days notice and availability of the proposed change.
- If the proposal is *not* approved, it may not be reconsidered for at least 3 months.
III. The Villages at Mt. Hood Board of Directors will review and recommend changes to the Strategic planning Committee and/or forward to the Town Hall
- The BOD, after consideration of the proposed change approved by the Strategic Planning Committee, shall decide whether to "endorse" the proposed change.
- The BOD will forward the proposed changes and the BOD recommendation to the BCC for approval. If approved, the changes will be taken to Town Hall.
IV. Proposed change must be approved at a Town Hall
- Reading at a first Town Hall Meeting
=> At the first Town Hall meeting where adequate notice can be provided,
=> Key issues in the Town Hall Meeting discussion will be captured and made available to the community and on the web.
- the proposed change as approved by the Strategic Planning Committee,
- the results of the voting at the Strategic Planning Committee, and
- the results of the roll call vote at the BOD meeting shall be made available to the Citizens of the Villages at Mt. Hood for review and discussion
=> The individual bringing forward the proposed change may, at this point, withdraw the change or send it "back to committee" for further discussion.
- Voting at subsequent next Town Hall Meeting
The proposal will again be reviewed and a paper ballot taken to accept or reject it.