Getting the message out about CPO meetings
- Find an appropriate, centrally located, public meeting location.
- Secure a meeting location and time.
- Properly notice the meeting as required by the Public Meetings Law (refer to CPO Handbook).
- Contact your local newspaper and discuss future story ideas with editor.
- Use a sandwich board to announce CPO meetings — placed near the meeting location.
- Have a designated contact/public relations person.
- Attend a neighboring CPO meeting to learn from that group and announce your meeting.
- Keep a mailing list of community members interested in the CPO for future mailings.
- Use email as an additional tool to announce meetings.
- If available, use community newsletter to announce the date, time, and location of meetings. Email newsletter, if possible.
- Introduce yourself and the CPO to new neighbors. Use a brochure to invite new neighbors to meetings.
- Organize and communicate early about the CPO and upcoming projects, if known.
- For controversial applications, use a phone tree to communicate/announce the CPO meeting.
- Use programs or speakers that draw people in who will stay for the business part of meeting.
- Have regularly scheduled meetings so people get into the habit of attending.
- Poll people on what topics they would like to learn about, e.g., various County departments, emergency preparedness, etc.
- CPO members go to other meetings and report back such as: neighboring CPO meetings, CCI meetings, service clubs, etc.
- Have a joint meeting with neighboring CPOs.
Once the CPO meeting has been scheduled
- Designate who should receive and review land-use applications prior to the meeting.
- Designate a contact person to be available for phone calls/inquiries.
- Have a central phone number for CPO business. Phone number could have an outgoing message line with the CPO information on it.
- Use newspaper to invite members, post notice/agenda at the post office, sandwich board on street — put up Saturday before the meeting.
- Have volunteers distribute meeting notices/information sheets to neighbors.
- Call land-use applicant. Explain to the applicant why the CPO is notified and explain the CPO's role. (CCI to work on talking points for CPOs).
- Have a printed agenda (sample provided by CCI).
At the CPO meeting
- Have a sign-in sheet and ask people to sign-in.
- Post CPO maps provided by the County on wall or bulletin board.
- Bring Zoning and Development Ordinance, CPO bylaws, Road Map book issued at 10/02 CPO Chairs meeting, Best practices for Responding to Land-use Applications and CPO brochures.
- Have plenty of copies of the agenda.
- Start the meeting promptly.
- If new people are present, explain the purpose of the CPO.
- Announce bylaws are available for review. Bylaws — have to attend at least two meetings in order to vote (Model bylaws).
- Follow the agenda.
- Keep the meeting on track; don't let discussions go too long. Limit everyone's input to 2–3 minutes so everyone has an opportunity to talk.
- Role of the Chair:
- needs to be a good mediator
- has mediation skills
- has knowledge of the County Codes
- knows/uses Roberts Rules of Order
- is unbiased
- guides the decision making process
- Chair does not vote, does not advocate or influence.
- Other topics of interest could be discussed under "Announcements" on the agenda.
- Approve the previous meeting's minutes.
When it's time to review a land-use application
- Read the application out loud.
- Use Best Practices for responding to land-use applications.
- Know how the application relates to the Zoning and Development Ordinance.
- Pay attention to the Zoning and Development Ordinance or Comprehensive Plan amendment applications.
- Identify where property is located. Use CPO Maps and Road Book.
- Identify the zoning designation of the property.
- Ask if the applicant is present. If applicant is present, ask them to explain application; or let the applicant explain their application, then open it up for discussion.
- Chair to allow and encourage discussion.
- Chair to make sure all proponents and opponents have been heard.
- Comment on application and contents (especially if information is inaccurate).
- Remind CPO that comments sent to Planning Division need to relate to Zoning and Development Ordinance criteria.
- CPO has to make a recommendation on the application. May add conditions of approval to address concerns.
- Vote on application and provide explanation of vote, use Best Practices for responding to land-use applications as a reference/resource.
After the CPO Meeting
- Send comments from land-use applications to Planning Division.
- Write up minutes to the meeting.
- Prepare agenda for next meeting.
- Email a copy of meeting minutes to the Clackamas County Public and Government Relations Department.
- After election of new officers, previous officers to hand over resource material, including CPO Handbook, Comprehensive Plan, Zoning and Development Ordinance, CPO and Zoning Maps and Road Map book.