Chapter 2.85
GENERAL SERVICE DISTRICT/MERLIN AREA ADVISORY BOARD
Sections:
2.85.040 Advisory Board membership.
2.85.070 Amendments to bylaws.
Prior legislation: Order 82-85, Order 82-152, Res. 99-44 and Res. 2006-037.
2.85.010 Name.
The name of this organization shall be the “North Valley General Service District/Merlin Area Advisory Board,” hereafter referred to as “Advisory Board.” [Res. 2006-066.]
2.85.020 Purpose.
The purpose of this Advisory Board shall be to make recommendations to the Josephine County Board of County Commissioners, hereafter referred to as “BCC” on all matters relating to the planning, development and operation of a sewer system as described in Res. 2006-037, dated June 1, 2006 (hereafter referred to as the “sewer project”). [Res. 2006-066.]
2.85.030 Authority.
The Advisory Board Chair and members shall have the authority to conduct open public meetings to discuss and consider all topics relevant to the sewer project, pursuant to requirements of the Oregon Public Meetings Law. The Advisory Board Chair shall have the authority to communicate to the BCC the vote of the Advisory Board on matters affecting the sewer project. [Res. 2006-066.]
2.85.040 Advisory Board membership.
A. The Advisory Board shall consist of seven members, as follows:
1. Positions 1 through 4 will represent the Phase 1 property owners;
2. Position 5 will represent the Merlin business community in need of sewer services under Phase 2;
3. Position 6 will represent the Merlin residential community in need of sewer services under Phase 2;
4. Position 7 will represent the Three-Rivers School District.
Advisory Board members shall be appointed by and serve at the pleasure of the BCC and must reside, work, own property, or represent a property interest in NVGSD in Josephine County and be at least 18 years of age. Membership of the Advisory Board may be increased by the BCC in order to ensure effective representation of residents served by the NVGSD, following appropriate action by the BCC to modify Res. 2006-037 regarding the number of members authorized for the Advisory Board.
B. Appointment. Advisory Board members shall be appointed by the BCC. All Advisory Board members shall complete a volunteer application form available at the County Personnel Office.
C. Term of Office. The term of office of each member shall be as follows:
1. Initial Term of Office. The term of office for members in Positions, 1, 3, 5, and 7 shall be for four years, unless the membership is earlier terminated by action of the BCC or resignation of the member, and except where a member is appointed to fill an unexpired term.
The term of office for members in Positions 2, 4, and 6 shall be for two years, unless the membership is earlier terminated by action of the BCC or resignation of the member, and except where a member is appointed to fill an unexpired term.
2. After expiration of the initial appointments, all terms shall be for a period of four years, unless the membership is earlier terminated by action of the BCC or resignation of the member, and except where a member is appointed to fill an unexpired term.
All members of the Advisory Board shall be appointed and removed at the pleasure of the BCC. When a vacancy occurs, the BCC shall appoint a replacement.
Members may be reappointed to serve additional terms. A member may reapply for an Advisory Board position four years following the end of the member’s second term.
D. Absences. A member of the Advisory Board who has two or more consecutive unexcused absences may be removed from membership on the Advisory Board upon Advisory Board recommendation and BCC approval. The BCC shall appoint a successor to serve out the displaced member’s term of office.
An unexcused absence shall not include: (1) an absence that has been communicated by a member to the Advisory Board Chair in advance of the meeting, or (2) an absence due to an emergency or illness.
E. Resignations. Advisory Board members may resign by delivering written notice to the BCC with a copy to the Advisory Board Chair.
F. Vacancies. After consideration of the recommendations of the Advisory Board and the BCC as to qualified candidates, the BCC shall make an appointment to each vacant position, to fill the unexpired term of that position.
G. Conflict of Interest. If an Advisory Board member identifies a conflict of interest in any matter coming before the Advisory Board, the member must disclose the conflict to the Advisory Board and may be required to abstain from voting on the issue. At that time, a majority of the other members present shall constitute a quorum for the purpose of taking action. [Res. 2006-066.]
2.85.050 Meetings.
A. Quorum.
1. Regular or Special Advisory Board Meetings. At regular or special meetings of the Advisory Board, at least four members, or at least two-thirds of the sitting members must be present in order to transact any business.
2. Advisory Board Meetings. For Advisory Board meetings, a majority of the Advisory Board membership shall constitute a quorum. Advisory Board alternates or other Advisory Board members may take a place of any absent member of a committee.
B. Voting. Only seven appointed members of the Advisory Board shall be eligible to vote and each member shall have one vote. Proxy votes shall not be permitted under any circumstances. In special circumstances, the Chair may authorize a member to vote by phone. Advisory Board members present at a meeting shall vote on all issues. A member may abstain from voting only if a member discloses a conflict of interest. A simple majority vote shall determine the outcome of a motion or question. Advisory Board members’ votes will be tallied and recorded on all issues and the Advisory Board Chair will forward each recommendation to the BCC for consideration and appropriate disposition. The BCC shall allow a period of 14 days from its receipt of the recommendation for review and written comment by the BCC and any interested persons before making a determination on the recommendation. The BCC shall suspend or amend the 14-day comment period of the matters that the BCC considers time sensitive.
C. Regular Meetings. Meetings shall be held at least quarterly.
D. Special Meetings. Special meetings may be called by the BCC, the Advisory Board Chair, or by any four members of the Advisory Board and will be held at a time and place approved by the Advisory Board and/or the BCC.
E. Annual Organizational Meetings. The December meeting shall be an annual organization meeting at which time:
1. The Advisory Board members shall elect and install an Executive Advisory Board of Officers as described in JCC 2.85.060(A).
2. The Advisory Board shall submit to the BCC annual goals and priorities.
F. General Rules. All meetings shall be held in accordance with the Oregon Public Meetings Law, ORS Chapter 192. Minutes shall be kept of all meetings and shall set forth the time and place, members and guests present, and actions taken at the meeting. The minutes shall be forwarded to the BCC for review and signature. The minutes shall be subject to the Oregon Public Records Law. The Advisory Board Chair may solicit public comment on each agenda item considered by the Advisory Board.
G. The order of business for regular meetings will be as follows:
1. Opening remarks by the Advisory Board Chair;
2. Secretary’s report and adoption of minutes of previous meeting;
3. Advisory Board reports;
4. Unfinished business;
5. New business;
6. Suggestions for future agendas;
7. Closing remarks and comments by citizens and Advisory Board members. [Res. 2006-066.]
2.85.060 Officers.
A. Officers. An Executive Advisory Board of Officers shall be as follows:
1. A Chair, who shall preside over all meetings and exercise overall responsibility for the supervision of all Advisory Board activities, including:
a. Providing leadership for the Advisory Board by conducting meetings appropriately and ensuring group participation in compliance with agenda items;
b. Assisting the staff in preparing agenda topics, and providing new members with necessary background information for orientation to the Advisory Board; and
c. Performing or delegating follow-up activities as needed.
2. A Vice-Chair who shall perform all duties of the Chair in the Chair’s absence and is the Chair-Elect.
3. A Secretary who shall verify quorum and be responsible for preparation of the minutes.
B. Term of Office. Each officer shall serve a one-year term of office. Officers may be reelected to one or more additional one-year terms.
C. Elections. Officers shall be elected annually, as provided in JCC 2.85.050(E), by voting members of the Advisory Board. [Res. 2006-066.]
2.85.070 Amendments to bylaws.
Bylaws may be amended at any meeting by the majority of the members present at the meeting duly called for the purpose.
Notice of such a meeting, together with a copy of such proposed amendment or amendments, shall be sent to each member of the Advisory Board 10 days prior to the meeting.
No amendment to these bylaws may be adopted without the prior written notice having first been given to the BCC. The adoption or amendment of these bylaws shall require the vote of a majority of the Advisory Board members and approval of the BCC. [Res. 2006-066.]