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01/07/2002 - Packet POOR QUALITY RECORD PLEASE NOTE: The original paper record has been archived and put on microfilm. The following document is a copy of the microfilm record converted back to digital. If you have questions please contact City of Tigard Records Department. � � _ ._.. ,,.. .��, . � i4 �,� e•tlf. ��l� City �f 1'"igard �'IC�►RD Pf.A(ViV1NC COMIIAIS�I�N shd��y JANU,�►�Y 7, 7Q02 TIGARD CtVIC CENT�� 13125 SVII HAL(� BOULEV�F�[7 TlGARD, C�REC�ON �7223 7030 P.lVI. -� R��3 ROCK CRfE�lC �OIVFEREA4�(� R��NI 1. :C;ALL Tl? ORDER x. RO�L �eALL. . �. �P�'(20!/E l�If�IlO�ES 4. !lVT�vOD�J�TI�IV� 5. �L�C�'IOtV OF �FF��EI�S 6. ��t�'�'�4�'1�(V �N� T°�AINi�6G 7. �T'FIEY� �USIl��S� 8�. e4��JOi.�i2R9iVBiENY , cisv o��onata Community � � Development Shaping A Better Community � E �IORAHDUN� C � TY 0 � TlGAR , ORE � � N 13'i 25 SW f�all Boulevard Tigard,Gregon 97223 . (503)639-4171 �ax 684••7297 � 1'�: Pl�nning (:orr�mission FRC�fl�o Dick Bewer�dorl# ��T'�o January 18, 2002 �UBJ��T: Rrr��ndrnen#s to �ommissi�n �ylaws �rticl� v!, Section 2 of tF�e Planning Comr�ission �3ylaws cover� amendment�. The byl�ws may be �mended b�r approv�i o�F a rnajar�ty of the merrebers of the �ntire �ommission at a regui�r or special meeiing, provided r�otice of the proposed amendr�ent is yiven at the pr��eding regular rrieeting or at least fv� days w�ritter� n�#ice is d�livered �o, or mai(ed to ' the h�m� addr�ss of each Commissioner. The notac� shall ici�ntify the secti�n or sections of this r��olufiion proposeci to be �menc�ed. At its January 7, 2002 meeting, th� Commission discussed th� pc�ssibili'ry of �rrs�ndirig provisior�s rela��d ta+Cc�mrnission meefiing tim�. Article li/, Section 1. Reg�alar Meefiings indic�tes that...."Regular meetings of th� Cnrt�missi�n sh�ll be held in the Council �hamb�rs, City Hall, 13125 SW Hall Blvd, Tigard, Oregor�, or at other such places as may be deterrnined by the Commission, at 7':30 p.m., or ofiher#ime as deterr�ined by the Commossion." If the Commission desires to change the meeting time, if wauld be appropriate to amend the bylaw5 accordingly. The only camplication staff is aware of related to meefiing time i$ Peer Court. The Chambers is reserved for the Commission at 6:00 p.rr�. Peer Court routinely runs over into that time. i'his sorr�etimes limi�s set up time for the Comrrtissian meet6ng which requires �45 minutes to an hour. �Il`°l �F TIGAR� PL,ANNI�V(� GONAIVIISSI4N li�eeting DAirau�e� J�nuarry� 7, 20Q2 1. �ALL �C� O�D�'R ' Vice�Presiden� Padgett called the mee#ing ta order at 7:3� p.m. �'he meeting wa� iteld in #he Ti�ard Givic Center, Fted Rc�ck Creek Conference Roam, at 1�125 SW Hail '�Ivd, �. R�LL C,AL.� . Commissioners Present: Commissior�ers Anderson, Biener�h, Bu�hner, Mores, n/lunra, Padgett, �colar, Suttan, Webb, ar�d Wolch (�Iternate) Staff F'resent: Jim Hen�ryx, �irector of Community Development; Dick B�wersdorff, F'lan�iing Managsr; Barbara Shieids, Planr�ing N�ar�ar�er; �erree C�ynor, Plar�ning Cc�mmiss�on Secr�tary 3. .�#P'PFF�i,lE �il�NIJTI�S Conimissioner Anderson rriove� �nd �or�nrr�ission�r �icolar seconded the motion tc� approve fih� D�cemb�r 3y 200N mir�utes as subm�tted. �°ice-President P�dget� asked that the minufie� be amended to include �is comments of appreciation to oufigoi�g Planning Commissic�r��r� and thankir�� h�rrd for their �ervice. A voice vot� vvas taken and the Cammissior� vated 5-0 to apprs�v� the minute� as amended. �ommis�ior�er� �iiener�h, gU�hrier, fi/lares, and V1ieb� abstained, �. i!�°��DUC`TlONS Staff and Gornmissi�n�rs ir�troduced them��lves arrc� noted any previous cornrnittees or� which �he� hav� s�rved. 5. El.��°I'IOIV �F �FFit�Ef�S . . �orrrirnissioner Sc�lar nominated IViark Padgeft as Pre�ident of the Planning Cc�mrnis�ic�n. Commi�sioner Anderson 5e�anded �he nominafiion. There were no othec nomination�, A voice vote uvas taken and the motion passed by a vote afi 8-Q: Commissioner P'adgett abstained. Commissioner Mor�s nominated Judith Anderson as Vi�e-President of fhe F'I�nning Cor�mission. Gornmis5ion�r Sutt�n seconded the nomination. There were no other naminations. A voice vote was taken and the motion passed by a vote of 8-0. Commis�ian�r Anderson abstained. PLfOI�NI2+1G COMMTSSION l�ETII�IG IvI1NUTES — January 7,2002 — Page 1 6. �I?I�IVT/AT10N �,ND 1°i2AINI�V� Jim Hendryx gave a brief av�rvi�;w of C�mrnunity Developm�nt. H� ask�d that F'lanning Commissionee•s contact �taff prior to rr�eetings with any specific yue�tions that may require re�earch. Dick Bewersdorff g�ve a Powerl�oint presentation (Exhibit A) on th� I�nd use process. In response to questions and comments posed by the Gomrnissioners, staff clarified fhe foflowing issu�s: ♦ The app(icant has the right to waive the 120-day rule for pre�entatian of new e��idence. It is generally ir� the applocant's favor to agree w�ith a reque�t for additional time ta present nev�✓ evidenc� ar information. Th� record Gan rernain open and a hearing c�n be reopened �for new evid�nce or inforrnation. � ♦ Ex parte contacts and site visits must be disclosed even if no mat�rial infarrvy�tion is gained �rom the contact or visit. The appear�nce of impropriety is an im�ortant ethicai consideration. � I� regard to persar�al bias, the fact tha� a Cammissioner is acquainted with an applicant, � a testifying �itizen, e�c., does nat necessarily mean the Commissioner �s disqualifi�d from cansid�ring a matt�r, but the acquaintance must be disclaseci. 7, C)1'F6�� USlfd�� The n�xt rn�eting, schedaaled for January 28, 2002, will be a wor�shap on planned developments. T�� r�ext public hearing is scheduled for February 4, 20�2. E�oth meetings wil! commence at 7:30 p.m. President Padgett suggested �hat the �omr�ission may want to considEr moving the s#andard rr�e�ting fiime to 7:00 p.m. ir�s#ead af 7:30 p.m. It was nc,tec� that the by-I�ws for #he Comrnission would ne�d #� be amended �a ch�nge the time. Ti�is matt�r wilf be voted on at�he n�xt maeting. Barbaca Shields provided a brief overvie�uvv �$ the work program for L.any Rang� Pl�nning. Dick �ewersdorff a�vised of upcoming proj�cts fnr Curr�nt Pfanning. (Exhibit B) � President Padgett advised the Gomrni�sion on several is�ues, as follaws: 9 Th�re is less land available for deuelopment than fihere was 5 to 10 years ago, resulting in an ir�creased �umber of applications to d�velop on parcels that w�re previou�ly consi�ered un�uitable for develaprnent. Issues concerr�ing �hese applicatian� will includ� d�nsity tran�fer, den�ity bonus, lot size averaging, and privafie stre�ts. l�here is conc�rn that the density transfer and density bonus Code provisions may b� u�ed by some deveiopers to inGr�ase den�ity on � parcel contrary to #he intent of the Code. These issues will be di�cuss�d at the workshop on plann�d develc�prreents, PLANNING�OMMI3SION MEETING MINUTES — January 7,2002 — Fage 2 � In r�:gard t� public hearings, znne changes and �omprehensiv� Plan amendmer�ts must shc�w compliar�ce with ali req�aired criteria. It is Ps°esid�nt �Padg�tt's opi�ic�n that an applicant sha�lsl alsa show that the propased us� is an improvement over the current �ase. ➢ The economi�c irrap�ct c�f a developmen�.is requirsd by Cade ta be considered. Whiie this may b� con�id�red by the �lanning Comrr�ission, the City Council has �riniary re�r�c�n�ibiiity for consideration af the econamic impacts ofi a developmer�t. planning Comrriission focus is on land use and zaning issu�s. ➢ In r�gard to heari�g �rotocol, it is the jpb of the Ghair to conduct the meetir�g, oufline fih� rules, decid� if �estimon� is redundar�t and/or irrelevant, and ta deal with any contro�rersy. Fellow commissior�ers, sfiaff, applicants, and fih� public should be tr�a#ed with courtesy �nd respect at all times. It is the policy of the Gamrroission to tr�at the �ublic like neighb�rs, to 4ry 4o put testifying citizens at e�se by fihe use of�irst names, etc., to no# be con#mntatianal, and to rnake them feel like we are here fie� wQrk together. Commissioners should al�o always be �upportive of �fiaff, especiaily be�or� the public. We are a11 h�re fio try ta r�nake oi�r comms�nify � better place to live and work. A brief discussio� was held regarding the pracedures that are foilov�ed during � F'lannir�c� Comr�ission meetings. 8. �,I�JOU�Nt1��fVT The meeti�g �djourned at 9:35 p.rrr�. � Jerr a�rnor, F'I ning mmission Secretary � � � � ATTEST: Pr id�;r�fi Mark Padge#� � : PLANNING COMMISSION MEETING M1NiJTES — Janua3y 7,2002 — Page 3 . . ,�xti�;-a . a RING� PFtnCEDIJ�tES �neral B�ck�round- ■Source - Fasano vs. Washington County 1972 �Parties to quasi-judicial proce�;ding entiti�d ta procedural due process �5tanc�ards for: econduct r�f hearing ereaching decisions � .reducing decision to writing 7anuary 7,20Q2 uasi-Ju�icial Proce�dings- gisi�tive Proceedings- ■�enerally few parties affecting ■�road in scope small tract� of land and applying ■Create n�w ar revised regulaf:ions existing regula�ions ■Generally, large tracts �r large Examples: Conditional Us�:, Subdivision, number of peopl� impacCed Zone Change Examples: Cade Amendments, Comprehensive Plan Changes portunity to Present and l�ments of Du� Process- but Evidence: ■Oppartunity to present and rebut �Every party has the right to present evidence and to rebut all evidence by other ■Right to decision based on record, parties supported by adequate findings ■Hearings body may limit rrzanner of ■aight to impartial kribunal presentation 1 t po�tur�ity to Present �nd partunity �a Present and � but EviderlCe (continued): �u� Eviderlce (continued): ■To rebut: ■Questions of staff which do no't �must know what evidence is generate new evidenc� are •have opportunity to speak or permitted after hearing closur� submit written material ■Any new evidence presented �t hearing in support of application �Once public hearing is closed, no gives automatic right to new material may be intraduced continuance to anyone who without re-opening requests it �-- e Record: � �� ' nce in Land Use Cases: �� 4 �+`�:s 2 . ■All �vidence place �earings vidence is located in the record body P�ule of thumb: Is it the kind of a Record is document tn be reviewed evidence on which reas�r�able ari appeal persans rely ir� �onduct of own � Befare close nf hearing, any party business? can request record remain open for �Evidence must be reliabl�r�.n�o�,�� 7 clays sul�s�antial I�NV ��aT N1YS'TERY. ider�ce ir� L�nd U�e Cases partial �"ribunal: ntinued): ■F�ndings needed a�to why s FRearing body acts as judge or evicience be9ieved to be sufficient arbitrator ■If doubt reliability of evidence, best r+Musk be free of personal interest or to admit to record bias � � � ',' 2 � � � � !; rden of Proofi: � [�TNGS r? ��,I' ,�,, � ■Decisicm must be support�d , ■Proponent has burden by fndings which are in turn, based ■Greater the change, greater fihe on record burden sThree essenti�l reqa�irem�nts for ■Applicanfi's job is to submit findings: substantial evidenca th�it propasal eFindings must be based on record complies with each approval criteria eBe facts and not conclusions o fie relevant to and address al! relevant criteria '�I�I.� �-�-�,��/'/��I� �y I�ICAL I�SlJES Part� Contacts: �� '' _ f ■Ex Parte contacts � �a��,�� _ �5ite visiks s Contacts I�y a party on ■Conflicts of interest � a fact in i:�sue under , ■Bias circumstances which do not involve all parties to the proceeding � � � � Q � m Shauld be discauraged in favor of public hearing process Parte ContaCks (continued): E i/ISITS h�fi shou6d ou do? � � �The site and any information �° gained which does not ap�ear in ■If it accurs, put it on recorcl rr�ust be put in record record at next meeting '� ■Key is to make a disclosure ��escrib� substance of contact � �Annou�ce right of interested persons ta rebut substance of ' ' communication ' 3 � , � NFLI�T'S OF I�JT�REST' ual & Potential Con�licts: �When as public offcial, you have ■Actual is defined as one that would an Actual or Potentia! financial interest in the matter before you be to private pecuniary benefit of the pubiic official, relative or -� businesses �vith which of�icial i ��,�� ,F ,�' associated `� 'f ��f s Potential is defined as"could" r?: •m ��„ 0 ual �C Potential Conflicts RSONAL BTAS ntinued): ��, 1T' �Exists when of�cial prevented fram hat sh�ould you do? • rendering a f�ir judgment in a �Must publicly announce potential matter because of an acquaintance and actual conflicts of interest or relationship with sorrieone or something involved in the �� In case of actual, must refrain from �Where even appearance of S participating in debate on issu� or �otential bias, you must di� s � vating on issue the nature of bias and state ,�� _ whether or not in your opinion requires disqualification � � troduction: , '��;� � .' ■ORS 197J63 requires local � ,. � governments to give detailed notice ", �'�� { �' 7nd follow certain procedural � � ��F , r U requiremenfis at quasi-judicial � �. tJFt�'197 �6�� Y �� hearings , ,�� ,� �,., � r � ,� j,�;}�'a' m All issues must be raised at hearing ��at;a1��'It�q'tVNdlYe�itq''. if issue is to be addressed on . i _a �i "' �� ' � appeal to LUBA s , � s�� y � , �:� r � , , � �:�: � ,� rp n� <,,h , � � � , � � � TICE t3F HEARING . ��„ tiee of H��r9t�g (continued): � �Nature of application -� m WaUning that failure to raise an ■Pro osed use or use which co iss�ae precludes LUBA appeal based p or� that issue be authorized �`� �General explanation of procedure �List of criteria applicabla for conduct of hearing and application � � �a presentati�n of evidence A R6� �� ` �Ri�ht to reques�cantir,u�nce"if new evidence submitted STRIBUTIQN OF IVOTICE �, AF� R�PORT .. � ■Must be available 7 days 2 �✓ To al! property owners within 1�Q' prior t� hearing City sends ta 500` To neighborhood organization whose boundaries includ� property Mailed a� leas� 20 days prior to hearing, or 10 days bePore first if two held AT�NiENT BY �FiAIR NTINIl�4NCES � t beginning of ��r6rag: �Any party can request if additional ■Musi;enumerate a licable cri evidence in support of application p� i� received after notice is given �Direct participants to address �estimony �evidence to applicable criteria ■Sta�e that failure to raise an issue with su�ficient specificity to allaw response precludes appeal to LUBA S . ,o r, . . .. ._ . � � � . . � � . a � • V�OUC R��fJR� OPE�1 CO�IPLIANCE ■llnle�s contir�uance grant�d, ar�y party can r�quest record rem�in �. ��ailure to comply with apen far at l�ast 7 days after � � ORS 197.763 con�titutes hearing � � rocedural error which ■If new 6ssue raised, may have to �II result in reversal ar reopen hearing to allow ret�uttai remand if error caused pr�judice ko petitioner's aAleS rightse II. � � 6 • �, � _ ��.�°� �xh�b�� 3 'LON� �NC�E PLANN�NG PRC�C��M� �.Na PRO,�ECT� I. `�ashg��ton S��x� I��lemen�ation Stra�t�e�y �. �,doptior� of Land lJse Amendrn�nt� P�ckage 2. V�/a�hingtc►� Sqaaar� 1mpl�ment�tion f�rogram � F'uriding Stra.tegy • Greenbelt/Open Spa�e Plan • Transportation D�mand Mtanagement • Stronl��vater Managenn�nt Stirategy II. Tr�.n�po�t�tion ��r�.te�y 1 . �ransportatior� Sy�fiem Pla� � Adoption ` Implementation �. T�'I-�C�t ��ll(:S m Interr�al Workir�g C�roup " • Action Plan I7evelopment 3. Highway 217 �o�rid�r 0 1l�Ie�ro°s new study an.d coc�rdinatian group: a n�w effort to include the Washington Square Regional Center related projects �II. G�owth l�an��me�t 1. �3ull M�untain Anne�c�tion 2. IJG� Exp�nsion � Monitoring Metro Process • P<�tential Metro i7GB expansion Uy December 2002 3, �pen Space /InfiU Development verscas Q�ali�y of Life lssues Sustainability/Infill Approach: • (7p�n space integration: focus on incorporating environmental and drainage constrazns into site developynent to increase open space . p "gT,een"buildix�gs I;\GDADMVERREE\workprogrPC.doc � o ��'� � • ey� ��l 4. Irrsplementatior� of �letro Functional Pla� Af�ordable �lousing 5tra#egy � lletermination of affordable housing tools for Tigard � Funding for affordable housing IV. l�T�tur�l �:�sr�ur�es I'l�n�i�� i. Titl� 3 Adc�ptimn and lmpl�rn�nt��ion 2. �oal 5 prc�gram De��ioprnent V. �►p�n S��c� ��or�ii�ation w��th P'�xblic W�rks) i. �a�hington Square Greenbe�t Ptan Dev�laprr�ent 2. l"igard Parks l�as#er P1an implernentation 3, NV9etro Gr�enspaces Program ��e E�te�n�l �omm��nc�:tio� anc� C�ordi�at�oa� r. Nic�n�toring �/leta�o C�arnmitt�es 2. Qfiher F�e�icara�l �lgencies � � Tri-1V��t + DLCD o ODOT `�I. ��rrent �la�n�� Jpco�m�n� Pr�je��ts �. I�lanned D�velopment — 1/2�/02 and �n 2. �h�rch �arking — 2/4/02 3, Hill�id� S#andard� -- Ci#y C�uncil, begin r�id-Febr�ary 4. V�/at�r C�uafity �tand�rd� — City �ouncil 3/12/02 . 5. �lorr�e Occupation Standard� -- estirnat� �pril , 0 I:�CDAAMVERRGE\workprogrPC�doc 2 � � l'IC�A�tD PILANNING COMMI:iSiON � � � � �OLL'6�PoL6 CITY O�ARD . . �� OFtEGON HEeARIN� I3e41f�e ✓~ '� �� TAt2TIfVC �'6�E: '7 �3�",n�. � �- COIVIIVlI�.�°�IOf��E�S: � MARK PADGE°T�i' (�He�iFtPE�2S�JN) � JUDO1'H ANDEF�SON '✓� JODIE BlENE�.T'H � GRETCNEN E�UEHIVFFt v� C�L�N�! M(JRES � � JUI�I' iUdIJNFtQ �� SHEL �COL,4R � SCOT SUTTORI �' EILEEN 1nlE�� TFlOiVdAv VV'�L�GH (altern�te) � � �'�'�,FF PFt��iV7': , ✓ D1C6� QEWERSDOaFF � �ARBAF;AA SH6ELDS MORGAN TRACY JIJLIA HAJaUK �RAC� KILBY f�UANE R�.?E3EF;T� 9VIATf��FiEIDEGGER �JAM�S HENI�RYX BRIRN RAGER � GUS DUENAS , . -�" � � • r.�.�� A � � � � �� s � 1� �or�book �o� �i� C)�'��ial5 � . I'repared'by:� •. � '. . . Leagve of Oregon Cities � � ,fi � �� A Vl/�rkbe,�k fc�r City 01�icoal� � _ . . �� .. . . � � � � .,.. �oie � � W � a �� o �+ � � P�-�pared ksy. . � L�aga�� of Oregc�� Cit�� . ' i�evi�ede /�u�us�, 2C�0'! . � $5.00 • � • Foc more information, . . ' . coreta�t Christy Monson or Dicic'r'o�nr�sensi �t th�teag�u�of�regon�ities,(503)5�8=6550 or 1-�+D0-4�2-0�.38 � h� � � . . � .. . . �� _ . , " � . i �l�I`� A/�-�O� Y 11�� Pr�� . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . . Page.1 le�trocicr�4aon . . . . . . . . . . . . . . . . . . . . . . . . � . . . . . . ... . . . . . . . . . . . . . . . Pac��:2 �E��p��tJne: dl�anagir�g�et'rvee��A�e�tin� p6m�d�tnre�'ffectiv�Ay . . . . . . . Pac�e 3 Ch�pt�a°Twoo �itizen��rti�i��te¢�n . .�. . . . . . . . . . . . . . . . . . . . . . . o . : . . . . P�age f:� Chaptee°"Three: Sy�ternatic Solerir�� . . . o . . . . . . . . . . . . . . . : . . . . . �age J Clh�pger'�our: D�a�e�ag with i�i�rce�ati�v�lerdoviifua/s . . . . . . . . . . . . . ... . . . . Page 13 . Chapter��ve: Parl�ars��af�ay F',ra�cedure . . . . . . . . . e . . . . . . . � . : . . . . . . Page 'D7 �hap�e��i�c; f'resen�eeg �ra!;IZ�pr�rt� . . . a . . . . . . . . . . . . . . . . . . . . . . I�age 2Q . A�p�ndi�A: ,RI S'arr��lc l�feegdng Eeralua#iorr Foren . . . . . . . . . . . . e . . . . . . . 6'age 24 �9��n�'ix�: A �a�r►p�� i#i,��r� ►e�eforetragion F�,�m . . . . . . . . . . . . . . : . . . . . P�ge 25 , �p�►endi�e �e A�ora�ey�en�e°al i�e�tir�g GuimleAin�� . . . . . . . . . . . . . � . . . , F'ag��2� P Bods�s ��tbJect t�a Publ�c P�'I�etings L�w . . . . . . . . . . . . . . . . . . . . . . 4'ac�� 7 . ► Pu�l't�IVl�ettngs CherkO'sst . . . . . . . . . � . . . . . . . . . . . . . . . . . . �age 2� � ► �ample nAeeting P�oti��s . . . , . , . . . � . . . . . . . . . . . . . . . . . . . . . . . . �'ag� �� , ► �he�klist for Ex�cu4ive Ses�qe�r� . . . . . . . , . . � . . . . . . . . . . . . : . . . . �Pac�e 31 ► ��nn�l� �cripfi ta�A�no�r�c� atart of�xecuteve Ses�=on . , . . . . . . . . Pag� 32 � � � �� . � Haw city�councelors r.oriduct themselves in the decision-making proress can b�as imporkar�t�s � #he decisi�ns they make. The image a ciQy council prnjects is ornporkar�t if citizeny�re to pecceide Qheir lor.al gov�rnm�nt as competent,caring and ccroscientious. City council meeQings are nonmally fh�ven�e.�rom whi�ch�th�public forre�s its opinion of the�ity c�uncii. Thu�, it is irraportan@ . that council oneetings run smooihiy and effici�ntly. This ean on0y tse facilitated when each �ouncilor-gains a th�rcaugh knowledg�af thei�indivodtaal roles anc9 the couracil as a whole. nAnst city caaancils in t7�regon have adopt�i resolu4icsns mc ordinances establishing rule�of � p�ocedures for meetings. These rules are elesign�ed to prornate efficiency and�onsiskency w�h�n conducting r.ounci0 business and to avoid waste of co�ancil,�taff,and cit9zen Qem�. Rules corr�mora6y cover the Ein�e ant!i`requency of�fieetings,order of kwsiness,methoci o.f ciesignating the presiddng offi�r and mayc�r pro ten�,decorum and behavior,lianitatoo�n of cl�bate,voting; parliamentary pr�c�dure,preparafion anci distribufion of ager�das,and preparakion for r,ouncil meeting�. An exarnpi�of city aouncil�Srac�dural rules may be found'en 4he League of Orec,�on Cities'public:�fi�r�,Nar�cibook for�;ity Cwrr►cilors or by�ccessing the City Genter at � � wwuv.o�cEties.urg. � • !e�addition ta�cit�5 ru�es a�f procedur�s,public off'�cials must ansvver to the State ethics agency � jOregon Governrnen4 Sgandarrfs and Practices Coanmission, or Q�CSPCj. Ths ethics lawrs pertainBng to public o6ficials eaver conflicis of inf�res4,fnanciaQ disclosier�,use of�ffice for p�rsonai gain;as�d oiher areas. Inforrnatian covering 4hese subjects can be#ounci in the boaklet, A Guid�for Paablic C?�ceals,publishecf by the(3GSF'C. 1"her�are also other Oregon staCutes _ , which r�gula4e 4h��ha�dor of�le�ted o�cials and publi+c employees in a number.of areas outside the juris�i�ctir�a�c�f the OGSF'C. ORS 192.620 establishes open meeting iaws�n�requires ttiat the � y�ublic'�busin�ss be done in p�b6�c. Thes�sta�utes are reviewed 6n the Attom�y Gener�l's 1'a�blic . 'Re�ords�nrJ Meetfngs lVlanuaP,wrhich can b�e purchased frorr�ih�Dep�rtment of J�s4ice. � . ��eaoming a�uainted with the rufes anc��egr�fati�ns thad govern municigra!�ourr�its shou{d b�th� ' vc:ry first step cs�uncitors take. Adhering to thes�reguiations can safegua,rd decisbc�ns�r�acie by th�c�eunciL � Simply folls�wing th�x rules and regulations gov�mbng a councol,h�w�v�r,does n�t necessari�y . guarantee a�nrel6-rure and effectigre council. �ach�councilo�'s canduct and behavior has�direct influence ot�howo welP Qhe cmunci!perfoRns as a wteol�. For t�xampte, a council�r v+�o daes nvt actavely listen fo fello�ra cr�unciE merrabers or�6tizens can give qhe'impression that he/��ie does no4 - care what people have fo say. As a r�sull,cit9zens might visw the city as not valz�ir��public onpufi. Arguing during a public meetingj and ma�king personal�ttacks on�itizer�s or fe9low council merrubers only s�rves the purp�se of de0aying or interrupting tiie prc�eedBngs. Not adhering to C011�l(�E3f1t7�I0�(DOIICBESs su�Fa as leaking ser�sitive information,can c�use real harm and daoroage�o �he city"s credibility. Making promises to citizens wo4houfi the approval af a majori�y of the city . counci!is a ccrrr�rrror�failing. These exampies illustrate some of the°pot holes"vsrhiz:h can slow � d�wn and negativ�0y af�ect the performanc�mf city business. AI!i�all,r.munciPors should e�nduc#thi�rros�lv�s te brir�g credit upc�n the City as a wrhole and to s�t an example of�aod eth6cal conduct fur all citizeo�s of the cammunity. "�h�y should preserve arder and decorum du�ing council meefings and come prepared Qo negotiate,camprornise,and work for solutions anrJ gaals�that are best fo�al!parties invoived. Only in an atmosphere of�o�peration can a city o�e�aintain muQual respect and trust. . This workbook, Conductin,q E(f�ective A9eetings, is an additional too!from which public off'icc:ials can cfevelop better ski0s at conduc4ing and�participating in meet9ngs, Acquiring and useng these skilis will promole open anci honest communicateon needed to foster ieam building and conducting the pu�ilic"s business 6n an effective rrnane�er. ' . � , � ��Y��0�� This workbcaok is intended to help cify officials improve their skQlis in conductorag.and . partic�pating in rneetings. It�nras deve6oped by th� League of Oregon C9tie�after a . suc�rey of city offici�,ls indi�ted that the subject of inee4i�g skills was�r�e�'f their top 9rainin� ne�ds. 919n�t city c�f�cials are n�t trained ta run oc be invalved i� the type of rn�etio�gs c.�m�ron in�oty government. �lloslt�f us are 4aught ta"#hink fr�r yo�rself,"sa th� idea o6 gro�p . iiecisir�n-making is not always corrpfort�ble. Furfhermore, mQSt offici��v r�c�ive no trairaing at all in arriving at decisions ira the"fishbowl"atm�sphere c�emanded by taw in �cmnducfi�g the public's busine�s. � If prac�ic�d rega�iasiy, the activities r�comrreended in th'ss�n+orkbo�k sh�uld help to beaild ski�t in f��r gener�l areas. These ar�e: ,1. Skill irr rnanagins� tt�e tim�that you hau�during the rr�eetinq as wePl�s b�kween me�tings,including: � coming to the rreeting prepared to ir�teHigent0y d'asc,uss#he if�ms r�r�the agPnd�; s de�+eiopinc� a r�vorkable ager�da thak doesn°t atterr�pt tao much n�r rivast�tc�rye by covering too littie; and � • using a system�tic appro�ch Qo prablem-sofv'sn�. • , 2. Skil! is�involvirag citiz�ns in B9ie dec�s�on-making process �iy cre�ting�a c9Brnate�hat mak�s�a�ople f�el wc:icorree at rn��tings. � 3. S�Cii! 6n rnaxemi�in� the pe�tentia{of enur��il, staff and citaz�ns to sc�l�e probiecns. Thps . � is clone by creatir�g a clirriate af rn�tual 4n�st a�d cc��p�rafion on�he ce�ur�cil�nd provid9ng� c6�annels#hro�gh vdhich cr�ativity of'th��itizer�s c�n b�dir�cteri. 4. �kil! at dealing v�ith the hostile or disra�ptive endividu�l. Thes�c�6ajectives, �s vv�ii as the rnaterial contabned in 4he�nrorkbook,are the results c�f _ ir�fo�mation prov�ded t�y many�ity a�eia6s eo�sc�l4ed before pr�par�ng Qhis ra�atecial. The � League�a�atter�pte�i to addres�th�mc�st common cornp�aints express�d by thas� offciaes abaaut w�hhy their meetings didn't wor�c and to offer some us�fui suggestioo�a � aba�t condu�cfir�g meetings rv�ore effectively. .. � . � � L' .. . .- � - Z � . �� ' . Nlara��ir�g ��r�e�-mee�ir�� '�r�� A/lor� E'fi`ec�iver� Mlos#s�ace�ssful aneetings don't just Faappen. As a rule, Buck, fiate or gaod Ic�ok�have less to do wifh the�e�f�ctiveness of a rrtieeting th�an do hard work and thor�u�h ptar�ning. As a prela�de to#his chapter, exarnine the folda�nring questions. � • i. �a ali o��ials g�t a c�py af the prelirninary agenda at least one week prio�r Qo th� � rneeting? � o Yes . � OVe� 2. Bs#her� an att�enpt to c;onsa�lt tl�e mernbers.of the body before the ager�da is firaalizec�to see i�th�r�aa-�ac6dition�l topics? , a Ye� o No �. Is th�r�an atterv��t to provide a method of solicitBng citbzen input in draanring �p#he �ger�da? , a Yes ❑ Nn 4. i�re rnemb�rs o��he gr�up pr�vided�dec�uate Bnfc�rrr��,tio� about the natu�re, s�ope ��d backgro�un�of�ach it�m? ❑ 1'e� ❑ INo 5. ��:�th�boci�r have a rnethod for se6ting prior��ies fcar th��ta�ious.agend�i#�ms? � ❑ Yes ❑ Na � �e �c�es E�e�dy have a r�neEhc�e!f�►r al0ocating tir�re to tF��v�ri��as ag�nda itenns? ❑ Yes � P�� 7. Is a consent��genda used for it�rns that aee r�ot controversial? 0 1(es ❑ BJo if you�a�is�ered"no"to any of these it�ms,then aro er�ph�5ps on plarrni�g for�� rneetings may help eiiminate som� problems, 3 � '�he A en,da (uleetings should b�pl�nn�ci f�llowir�g the do�trin�c�f"roc�surprise�." T6iis�neans iFoa�all of the partiapants shoulsl be auvar�of what items are apt ta be on the age�nda and have , � e��.rgtr infc�rmatioc�to make gocyd decisions about those items. idealiy, a teretative agenda�nri0!b�in the hands�f the p�rtieipants at least a�eek in .� �ddance r,f the rne�t6ng. A system of gafh��ir�g fe�clback a�bout the agenda should be �stablished. fls�ea6ly t6�is s�st�rn is�n in�ormal or�e�h�r� �:�ch partic�pan�who has a �r,�rro feel�cornfortablP�xpPessoo�g that conce�n to th$pe��pr�paring the agenda. ' If ara ir�fvrrna0�y�ster�n cfc�esn't exist. or if ther�Is t�rpic�lly a large volume of business, a _ � �nore fomnal systee�s0�ould be e�tabl6shed. �forr��i systerre gath�rs in6om�tion about 4vlleth�er fhe ��a�icipand,�feel 4hat they have en�gh inf�rrnation tc�m�ke�decisi�n,whether th�age.r�da c�ntairis too rnany items, and atihether ar�y of the pa�rtici�an4�has�ny additional items�they wiish f��a�dd:to the�nal �r�enda. in d�signirbg the agenda,lhc�ugh�shcruld be given tio the flow of the me�ting. !t sh�uld �kept in m6nd,for�xarr�ple, th�#the besf quaiit�decisions tend tca k�e m�de early ie�a ro�e�ting when ederyane i�fresh. � L.ength�f NO��teng . �ength of�eeti�igs is oe�e of 4he most comrr►on compl�ints cited by city officials. Tvuo fact�rs�hac�ld be.c�n�idered whera deciding he�vv lar��th� me�ting should be: (1)few ' p,eopl�can�make quawi#y d�sions after rneetirog cant�r�uo�sly far ov�r Qvvo fnaurs; and {�)rr�st pec�pl�:aan°t�ak��ood deci�ions afY�r rnidnight. If either of t6��5� factors des�ibes y�ui nne�eti�a�gs,You miyht cor�sider#he faltovrrdr�g ��agg�st6ons uvhnn pr�par�ng . �he ag�nd�,: , . 1. Assign�tirrte lire�ii t��ae;h�opi�on the agenda. If ail members ofi the group�n be� . ��rsuarl�cl to fmU�w a pr«xess for estabRi�hi�g tam� limits�nd s�icking to iheUn,you • , wf10 acccamp�ish just as rr�uch �iut ir�less tirne. �`his is p�r�cuf�rly�rnee f�ar�ublic hearings. Most�art�c�panfs in a public hearing�nrill � � . adhere tw t�me iimits if t�ae�r�re rea�onab9e a6�d�re fai�fy irnp�ased. Have dearly � � es4�blished eules 4hat�re printeai on�t»agend� and anr�nsanced at the beqinning�f � the m�eting. There should alsc�be a pro�ss for granP,ing exc�pti�ras vvhen neesied. . .2. �chedule recesses af twahau�intervals. These ca�a t�e shart and will raot unneaessarily cl�lay 4he progr�ss oi th�rr�ee4ing. �. If�neetings are r�egula�ly extenclirog beyond mBdnight, rmnsider having more frequent . � rneetinc��. Ot6��r things rnay t,e tried to.�hor�en sn�etings, but there cornes a fime in • � rnost ci�i��vviien tFae v�olurne�f busines��grows to the paint that txaore frequent rneetings�re nec,essary. �: �lf not already eni use,§orne�nsideratiora sh�aald be giver�to using�c:onsent � . ageroda. �'his tcsol atlovus severai it�ms that are noQ corotroversiaB to be passed wdth , one�tion; A pro�ess i�es�ablished that altows any memb�er of the group to � - . request#hat an item be r`emov�d frc�rre the consent agenda and discus�ed � separateBy. The c.�ns�nt�agenda has allcawed many aties to despose af routine items ` witt�a►ninima0 aa�vu�nt of disca�ssian. . 4 . � ^ • . �vadua4ion IForests . ' , A hewpful item for�areside�is a �n�ee4ing evaluatian fomn_ T�is form Bs a goc�d cr�eth�d c►f ' getting fe�dback on hcaw t4�e ath�o°participants think th� me�tir�gs ar�t�ing . coor�inat�d. !f distriba�t�:d pesicxiic�li9r d�rir�g a se�ies a�f m�tings, th�farm is helpful�for � guicBing th�pre�ider in inst6Quting char�ges to make the rne�tia�gs more pr�cl��4iv�. A sa�tnpie f�rm is c�n�in�d.in th�ap�rendix ttra�can be taiiored to the need::of s�c6fic �a��. 14 is��r�sponsibil�ty of every m�e6ng partccipant ta�r�e ta 4he rneetir�g pa•�pared. � I�farvnation mu��be made available.far�noa�gh in acivance af the rnee4in� to�Blow►for adequa4e prepar�atior�. Including ot�nns an 9he ev�luatian fform abe�u#the quaitti�+and ' quality of infoemafic�r�sen�mut before�m�eting �»ay b�h�IpfuL . ��tvv�ee� Me�tin�s . . 1�is si.�ggested 4h�t you meef with#he rv3�rritaer�of�he grpup and drae�r up�a tinnetable for � �c�mplishing betwreer�-meetong�asks. S�t dead0ines far: � (�!)collecting rneetirag �valuatinn f�orm�; . . �2)contactong res�r,�rc�p�ople�#or ya�ur r�ext meeting; � (3).checking or�4he availabifity af sp�cial�c��ipment ne�ded for the next c�neeter�g; � ��sol6ati�g ager�ds� iterns, opini�ans c�n th��riarity af iterns, �nd'tirne r�quired far th� ra�x9t meet�neJ; . . (5)�tistaibu�inc�meeY�mg agendas. ; Set aside som�tirr�� te�m�et�tl�the rr�er�bers a�f the�raa�p to c�Qiq�+e th�:rraeetings�o� . th� past tw�rnonths: �ocus the discussisan on the ag��da, spe�ife�6ly the num@�r�f it�m�;4he arr�oura�¢�f tirn�sp�r��s�n�ach item, �nd hc��nr f6�e ag�nda�ould b��raior� �usEDf��taaf for h�ipin�th�gra�up t�a dc� its vvoric. Sumrn�r�t . ' The foli�v+�ng�ire�ff�red a�s�gg�tions for r�e�ting participants: � � . 't.' lise meeting evatlt�ation form�tc��aQher data frc�m pa�ticip�rats on hc�onr ta irnprom� rnee4�ngs. � 2v t;vnsider using a oanser�t agenda$or nor�cantrmvecsial items. 3. C�ider sett�ng tirne lir�ifs on items�n the agenda. 4. N�ke sure it�fo��ec�n about iterns an the ag�nda i�s��cient and�asable. . � 5. Con�ad�r r��re fr�quent meeti!ngls 66 r�n�etings are t��tir�g too lAng. . �_ 8et a schedule for cantactin�r�eting par�icipants beiwe�n rr�eetings. C,�omrnunicate with them at�o�et the a�enda an�i ia�fo�tion ffror�Qhe evalu�tion forms. Ge#as rreuch feedbacle abc�ut the up�caming rneeting as pflssible. 5 , i� �Ii `. . . . . . � , � � , � � . . . , , � . � � � .. • � � . �� • � Ci�izen d�a�i�i�a#io►� . . Howr many of tFie iollc�wing cc►mplaints harre been c9irected at your gr�up% � 1. "TP�ey realiy v►rer�n't interested iea t�earirv� 4vF�at we had to say" �. '"They aEready had their minds rri�d� up ar�d et wou0cin't have rrr��t�reel ve�trat we saici." � �. "That cleasion�nras sc�srr�oo#h, they h�d ta have wcarkeci it o�ut already before the . . traee�ing." � ' . . . 4. °!get so n�rv�us tryir►g to speak inta th�t re�oicraphcyne ar�sii i�ooking u�at 4hem on the dais tiiat 9 forget h��ff of what 1 w�nted t�s�y" � � 5. "V+�hen 1 cx�rr��tca#he r�eetcng 6h�y alway�gook at rne�s if to say`iMh�t, hirn again! I � wronder v�at he v►r�nts this 4irne.' I fe�l 8ike 1�hauldr�°t h�ve bother�d,° : How many of the faliowir�cornplaints Fi�v� o�u mad�about citi�en5 appe�ring bc�for� . Your group? • 1. °`The�r ask us to do fh�icnpcs�sibl�anci then��cuse us o#�na�t 16sfer�ir�g wrh�r�v�re dv�'t (�O th�IIl'i�405S6bI�.�' � � �. "I g�t tir�d of a�le 8in��f pec�p��ha fe�l�hey ha�ve to speak and th�n say the s.�m�thireg ov�r�nd over aga6n.°' ' �. "1fVi�y dnesn't everyone e��:r shaw up vuhen vve�re making arr�po��nt pol6�y . . cie�ci�ic�ns? Th�y c��9y corn�wPten 4hey°r�dir�ctiy�ffeeied �nd a�s�ally adh�n it'�toa . late 8o do mvhat they�r�t." , . . 4. "'9IIPe hav��ne g�y vuh��m�s to ev�ry meeting. i think he must be running far ss>methirt�." . s �� , Inv��ving catozens in the de�Bsion-making processes of th�city is a desicable yet � frustrating ex�rcise in participatvry der�cracy. For some pesaple, an app��rancr�b�efar� the cit�l cauncil o�the plannir�g cornmission is the snle experienee or�ve►hich t�baise hovv eff�ctiv�ly kt�e ci4y is being run. Nlar�y tcrnes that experience as frustr�ting for both the r�itiz�n anr9 th�officials. However, vvith a little work, city o�Fficials can rra�k��h� �xperi�nce I�ss fnistrat6ng. � Th�nAestins� Proce�s F��€�pfe m�y be irot�midated by what ihey d�n't under:star�d. Copie�of the�,genda shoc�ld �e made availabl�, ar�d a��orm ean explain norrnal procedure�. , Usin�� sign-a�p she�t for persos�s vjiishang ta speak has s�me vai�e� pa�rt��uta�rfy iff 9h�re e� a p�uc�ss fcar fa�llovv-up. In additiora 4o having spac�for�he aJSUaO (narne,��addPess,.efc.) the s'sgn-up sheet should have a place for#he perso�t#o io�ciic;ate 6ntere�k in � p�rt6c�far � ete�n on the agenda ant9 vvhether the persor�int�nds to speak on that etern. In some cit6es�one persan is assig��d th��a�k of sending out follow�up letters tca peopi�who • speak�t rr�e�t6ngs. Th�s�tetters usually thank them for paiticipating a�d rriay offer � • , addifiof�ai��formation if.they have indic,at�d an interest in a particula�tapia. '� The per�on cond�ectimg�e rneefing has a speciai r�sponsibility ior rnaking peopl�.d�el wrelcome. T��presider shouid start ea�ch mee�ing vNith a sha�w�Ocoming staternenf, . exg�lain procedures,and introdu�the members�fi the grvug�and any�t�,f�that�is0�lay a rcale ira the pa�ocess. � . �s�he meeting progresses,the pr�sid�r shoa�fd give a pr�gr�s�report nrt awhich ag�nda 6ten�is bsing discus�ed. Th@s is helpful ta�osneane not farniHa�v�rith 4he process. 1'he pr��ider afso shc�uld set a fo�erodly tone ta the s��tin�so ffhat aetizens�nrh�are s�peaki�ng �will fe�0 at eas�. ��Q�ireq� �eexlb��k: . � A°'�itizen inforrnation f�rm"rr�ay be h�lpfu! in�gettir�g fe�dback abaut how rr�eetir�gs ar� �erc�ived by th�cit6ze�r�. These can b�used perioclica0ly dura�g th�yea�-. a�a�th� . Bnfiom�ation�accderr�ulat�d c�n prgvide input ab�ut area�that need 'amprovem�nt. For p�urposes o��ircuiat6on,Qhey can be stapled to fihe r.,�pies of�a�agenc�a ih�t are g8ver�to tf��audien�. ��vi�wing�he�;�forms should becr�me�r�gular p�rt o�the befiw��n- - . nraeeting ��n�. �sarnpf�fo�reyo is incBud�d in �he�pper�dax. � PrA�ch �.it�zLr� r�acti�Dn to a par�icular nnee4ing clepend�a�n wh�gher those aftending got , � what they twar�ted. If fhe decision was disappoir�ting t�m�ny e�f those in the a�adience, th�y are apt to be critica!ofi the proce�s. 4Nh�n ev�luating citiz�n infc�rrnation fiorms,look �car trends and p�t that inforrnation in �e��ae��ive. . � . �um�ar� . � �. AAake p�ople feel e�relcome. This r�esponsibility falls prim�rily on the pres€der. ' 2. 11s��sign-�t�sh�et and f�olR��nr ta�rn►ith additiot�al ir�forrnati�n if cequested. : 3. I►�ake sure everyane gets an�,genda and �hat th�y are k�pt aware of�h��rogress of : � the meeting and the proceclures b�ing followed. � 4�. Use a ciGzen infarrnation�a�rrr�for feedback on the reaction of��audi�r�ce tm the me�tings. � � 7 . � � Suc�qiested�octivities : 1. Evaluat��he cur�ent me4hads�s�d tc�inrrolv�cBCsz�:ns 6n the rme�tings. A�e fhey sa4sfactoryr? Hold aa�o�n disetossio�v�rith th�gr�p�boeat this issue.usirtg ' . 6nfoern�tia�r��nom the citizen ir�fUrmaUor�torm. ' 2. Alor�g w�ith th�groupq�ttend.m+ee�ing�of sirnilar groups 9n e��arby cibes. Cornpare their�n�eting format rnfith yours and s�e of�here are ideas you car�borrov�, $ . � � . , �� S�r.�te�aar#ic Pr�rbl�r� S�►!lven� • � How ra�ny a�f the foliavaing are true for yo��group?� 1. The gro�ap do�sr�'t c8earty st�fe or agi-ee an the nbjective�of an ag��la it�rn befor� beg's�ning to d'o�c�ss it. ,. ' 2. hAembers of the group�don"t prcaduc�enoa�gh helpful ideas when a probl�m is �nc�untered: . 3. The group sometimes fails to thoroughly disci:ass an ag�nda itern �ontil it is • �atisfactoriiy resoived. . 4. Sometirnes� cc�nflicf b�ebnreen groc�p sr��rrab�rs gets s�r Qnt�nse 4hat discussion�are � � counter-product�v�_ � � .5, The gro�p sometirr�es diseusses an item, but fai9s to take action or agree up�� caua�se of acxion. � F. 5osne mernbers of t��gro��r Qc:nd ta go�ff on tan�er�ts oc raiss irr�Aevar�t paints. � 7. Scxrr�etinn�s�evero�fter arriv�n�at�parti�ul�r d�cision, it is�tili rJiscussed over�rad over.. �. S�c�e�imes rnemb�r��af the grQUp`efus��ta p�rtic3pate in irrzplernenting a d�cision . that the group has agreed on. If�Ine��pc�lertos scrund fa�niBiar, analyze�he proc�ss used for making decisio�s. V1lhat � fcalfis�ws is��ggesteci farmat for d�aling�nth i�sues ir� ah orderly�ncJ systee�ati�9nray. `Th�s recr.�mr�ended pros��0ure dffers some h�lp in structur�nc�a group's cD6scuss6c�n in a _ �more product�ve fashion. � � : . i i � � ` . o , . • i : - � , . s � � �. �t�p'i -[/efine 4he Pr�bO�m � Sotne issuss presenQ thernsel�res as a eor�flict�iie other�do not. �egin d�0iberatians by defining the nature of th�is�ue, and rnaking clear ihe purpos�mf the discussian. � � �ne helpful @echnique for defermining the limits of a�n issue facing 11h�grou�4s to exarnine it frorn the perspective of ar�"open-enr9ed"questian. For exaa�iple, faced vvith . �,x�ncecr�ov�r a deter6orating do�nmtown ar�a, begen the discussi�€� by�sOci�,g, "To v�vhhat � ext�rtt, if any,dca vv� h�ve a pro6f�m with our do�wmtar►vn area?",as opposed �o a question like,"'�hauld vve esfablish dandscaping•st�nc�ards for the d�wr�t�uvn area?" T'h� clns�d-e�ded question focuses on s4luQions to th� �aroblem without defie�6ng it�s natur�. . �lnother approach �s go ask fh�g�oup to generate a list oover�ng a�ll Qtae things knmwr� �b�►ut the prob6em. The lis#moc�ht be groupec!by the scope of th��roblem, the effect of fB�e problerr�, and the tirr�e6ic�e of th�effects occxarri�g_ A secor�d list is then made of item�that th�group b�llev�s are not part of the problem. When the tvvo 9ists�ore � . ccrr��red, �fairiy c�e�r picture of�xactly wh�t the problem is can be deve0oped. Addi�ionally, the group is m�de more�ware of what�ssurnptions c:an�nd c��a�ot be veriFed b�r�thers. This is helpful in separating fact frc►�a opinion. � The tencieroey during this and subsequenf phases is to offer solutic�ns irra�ediatel�r • . dvithout berre�t of sound investigataon and an�lys�s. �y focusing on�olutiar�s t�ca early, i� is eaSy far the e�roup to s{�iit a�p into��abgroups, with each"ownirag"a particular solu#6�r�. � T�is rriakes the task of finciing a solution that everyone can live with alrrtc�st impossibie. - 5te��=�et�rrreine How to At�a�ic�h�Prota6�rro g-{►��oing deterrra�hed what the probl�m is and what it i�a�'t, determine vvhelher the c�ty h�as � tB7e a�neans�o solve the probBern. At this stage the protrterrs r�ay be entirely beyond th� sc�pe of�he gro�p's responsibi0ifies, or further reso�rce�rnay be neecied to generate mor� inf�rm�t6an. T'�e q�s�s#ion navw siioufd be, "wrhat 8nformation is nE:eded �n discuss soleations'?" Irier�fi�fy � s�urr��s o#'addit6ona!i�forriroakioa�. ��-��ra�rate i4lterrea�tives A good r�al�of thumb i5 that the group�an never l�ave too rr�any atternatives to consid�r. . Du�n�#his pi�ase of the discussion, prev�nt premature�val�ation o�a prop�osaL �metimes. suggestions that se��m�bsolutely ridiculaus at first turr�out to I�e mor� reasonable tha�thiey seerraeri_ f:ven a silly propasal c�n trigger a genuinel�r workable .� solu4ian Dn sorneoc�e else's r�i�od. �t is the responsibi{ity c�f the presid�r to�rotect mernbers o€the group and their idea5 fram being at#acked by other rtiembers. �or�"t 9et�ro�mQmber darvipen the crea�ive impulse��f anoQ6�er ev�emb�er. 10 „e � � . Cansider these:grounii rulss: � o �ve:ryone Qosses out�s mar�y id�as as possible; . � atl idea� are r�nsod�r�d; �+ nn o�e is aBloweci to criti�ize or evaluate any idea until th�br�i�stormimg session� is t�ffi�ia0ly over. Us�d properly, br�inskorming �an rPlease the ca�eafive pr�blem-solvi�� talents of th� grouP. It er�crs�erages each rn�mber of the group to speak his or he:r cnirod withz�ut fear of criticism. • The pre�id�r has severa� respansibilities d�r�ng a brainstorrning sessior�. �'h�presider must:. � • fvcus the discuss6on by r�minding the group s�6 Qtie agr�ed-upon sc,�p�of�e ' � prablern; � • se#goals for com�letion o�the tasks; d draw ou�inernbers whm aren°t participatirag; . • enforr.e fhe graund rules; . . p bring �iosure to this phase when the ideas are exhac�sted. , �tr��p 4-E�saleeate the Alterna#iv�� he impart�nt point to rem�mb�r at�this stage is to nofi accept�r dismi�s �n aiternative 4oca quick9y or uncr'stically A good technique for gu�rding ag�air�st thBs tendency is the "thre�fimes on�”�pproach. This appr�ach r�qui�ss thak three po�itiv� stateonenfi,� bs given about a propc�sed solution before a r�egative staf�rreent c.an be given. !fi the group tends to offer too fewr alt�rnative�or wants to accept the first idea t� qa�ickBy,t�en the"three tirrie�csr�e"approach ca►�Eie r��ee�s�d. Is�Yhis instanc�,thr�e negative��t�t�rr�ents rreust be mad� befcare a positiv�orr� c�ro b�ro�ade. . The key tc�evaluaf��rg alternative so9utions is tm be both thorough a�id �ritic�l. The pr�sider must de�a�lop a sens�fi�r�hen those goais have been reached �r�si the , � p�oc�ss r,�n contanue. The presid�r rv�a�use fhe technsque describ�d abeav�or a 9ess . staxa�tured�proc�s�, until Bt is cle�r that 9he�rou�p has finish�c9 the evaluati+�e stags. . S��a�5-s�Bect�k�e�est Alt�rnafii�ee Before fin�iiy settiing o�a speca�i�solution, examine the pras and r.mns of!he nnasQ pop�lar alternatiaes, Have someone keep a list of tFoe variou� reasons for accepting a p��ieular soiaation and another list of th�reasons for rejecting it: � IViake lists ft�r each aft�rnativF that is appropr6ate fo�the prokvl�rn. Put the lists side by sid�and cx�rnpare thenn. T'his process forc�s th��roup to b�thmra�►gh and c►-i��l. B# c- - a�so puts ev�ryone an record as fully und�rstanc0ing the consequences of�he gro�p°s ultirr�ate deasian. Accountabilit�r enco�r�ges�espansibilihr. ��aution: Don't oveNook the fact that the best salution might be a combinat�on of a number of proposals. Encourage the group to be creat6ve. ' �f . � � � : Step 6�Take St�eps tea fmplemQnt tt�e Sc�i�tiara �'ar�of the process of evaluating and selec�ing th�b�sQ scalution invo9ves�n as�essat�ent by'the graup a�f its ability to implemer�t 4�te soiutior�. R�s�ant�ir�g th�t the�c�lutior� select�d is�c�ine that can be impiemented, prcx;eed�nriYh that st�p. Caution: Ofter� qt is a staff responsibiYity to d�velop pla,n�fc�r irr�plerraent�tion onae t!� b�st�It�ra��f�ve has be�n chosen. ��"he gro�p shc��l�f discus�imripl��en�atiean �tr�tegies with fhe city ma�ager or administrator b�;fore c�nerete pla�s are mad�for irnplement'sng the soEutic�. � . , ,�kep,7'�l9e�r�eiop Crateu�ia for ��ea�uaticar� ae�d �valtaate� �,ri�ssenQiai ingredient a�ar�y prograrrc or plar�; and�n�that is negl�cted too o6tera, is p�rfr�s�ing ati�valuation. It is necessary Qo develop�c�teria#o be used to judge the�nal nutc�om�befc�re ttre aetual evalu�6on t�kes place. Ftesponsibility for developing the criter's�anc9 for��raluating the solution shauld b� �ssigneci to an individual or a � caot►►rnitt�e imrr+�di�tely after the group has�gr�ed on dhe best salution to be problem. A�ir�al �ote� Tt�is process �s only�n o�tBin� �f a fair9y detailed apprc►a�h to probl€�m � salvir�g. Cl��rly, not�very de�a�ion that the group i��sked 4o n�ake has t�be run througG�fhis pracess. 7he im�ror�nt thing is to d�veio� a , pr�cess o�sev�ra0 prace�ses tl�af tlie gro�rp has confidence ic� using. Sura�anarr� '�. �h�frst s�tep i�sysf�rrnatic prcablern s�lvin� invalv�s de��ea�g th� prableen. Gr�ups . shaa�ld av�id bc�innpng wi#h �discussior��th� reiative merets mf various alte�ative s�la�tior�s. �. Or�r,e th� problem ha�be�n z��fined, �nsider as r►�aray aBterr��five sol�atbor�s as , pr�ctir�L � 3. !n imp0eme�tin�a solutiore,�sp�cifc res�onsibiti6es shouid b�assigned and crite�ia for��r�l�aa#ion shmu0d be�stablished.. 5�a�ste�i�cla�ities . '9 e A��Eyze the grc�up's agendas for 4h�Qast tyvo rnon�hs anci see ifi t�e pr�cess for solving eacte prc�blern vvas ratioo�al. !f not, �levelop a �trategy for sorne pcoblems �liat may ocx,�ar in�he f�tcare. . 2. 9-iave your qraup practic�a brair�st�rming session. Seiect a hyp�thetical 6ssue ao�d �et aside 1t1 to 15 minu#es to.�ar�through a practice session. - �: Practir.e the"three 4i�es one"approach to�ss�ss or�rious sofutions tm a p�rticular � prablem. . . 12 - n _ _ � � �Ht4PTE:12 ��lJ� � d7��alln� wi#h �i�ra��vt�v� l��iveduals ira Ane��wngs . VVhich af the foll��wing kypes of d6sruptive b�h�vior has your city exp�rience�i during meeting�? � '9. �orneone from the audie�ce�,sks tc�sp�ak on a subject j�sk as the grvup is about to rnake a decision. � � 2. �riernbers of th��udience begin to deb�te uvi#h each other while the group is trying to make a d�cisian. 3. �11 member of the aude�nce b�co�nes threatenirtg or abusive during public testimc�ray. �4. The atodience becornes noisy whii�th�group is tryer�g to c�mplet�discussi�n on a topic. � � 5. A member of 4he audience ris�s tc� mak�a motio��duri�g discussion on a,top6c. 6. �mernber af the gro�p�a�ti�ua9ly�nterrupts vvhil�oth�rs ar� frying to sp�ak. Ze A mer�b�r of th�group alway� pl�ays t�th�audienc�by making sp�eches that appeal�o the�motion mf the auddence rath�r�h�an cor�tribu�e to th�: r�tional . discussiot�r�f th�topic�t hand. . �. A re�rerreber flf the group rr.e��stantfy chaliei�g�s the other rra�mb�rs�f th�group on their so�rces o€infc�rmation. � . J. e4 rnernber of the group const�ntly engage�in personal a4Q�cks againsk anoth�r � � rrr�ember of the group. � These and other situatians occ�r regularly in public rneetings. In each i�stance,they ar� disrt�ptive A�that they detract from#he Peal purpose of th� meeting. And, in each . ins4ance.4hey r�qc�ire actior�from the presid�r to keep the group focused on their � � appomt�d task. . Withoa�t a doub#e one of the mo�d difficu0t problems facting a group is th�t o�clea9ir�w6th p�¢apie weho disrup�the pr�ceedings. The disruptors may be people in th�au�lience or they may be mernbers af the group itse6f. It is es�entia{that th� presider have a v�ri�ty of respans�s in�9��se,s3tuations iri order to k�ep cor�trol and to aehieye the s�bjectives of the mee�ing. . j� . � 06sruptive M�mbers in the A�clierrc� � � Keep a couple of facts in mind when dealing with members of the audience. First of all, the Open Meetirag�Law requires that meetings be hetd in public; it dmes raot give the pubfic the righf to participate in the rneetings. 7'he body has the right:to set the rules ur�der which the rr�eeting will proceed. �eoand,a member�f 4he audi�nr,e may b�e excl�dec�fra�m the m�eting qf that person is being activel�y disruptive. i�erxiind th� � audience of#hese le��i disQanctions as the ne�d ri5es. . [?ea�lin�w+ikh passible disruptions in a rneeting Bs easier if some o�th�suggestcoros �atie is�the chapter on RIlanaging Befinreen-Meeting lirne hav� �een �ollovv�d. The be4ter pr�pared the body is going antc��xneeting, th�less Oike�y tha#sorrieon�wdll succe�s�iABly C�15Cff�t it. ' Revie�wing the rules befor�th� mee4ing starts, either with a�nrritten sheet a�tas;hed to the � agenda or with an oral reviev+r by the presider a#the begir►nirag of th�; rneeting, c�n be pacticu9a�Iy helpful. People tend to be willing to follow th�rules weh�t� they understand ' _ � them and feel they are fair. They are more a�t to b�disPUptide if the rules seem to be emnnsed unfairly(the imapr�ssi�an th�t they ge�if the nales aren't explair�ed frarrs the � beginning). Peop�e rr�ay becam� inadvertently disruptive in situ�tior�s�here they f�ei �ancornfortable. . �lgair�, c�ncern far rr»king ihe m��tong raom�as�mf�rtabl�as po�sibl� and for rxx�aking sure that everyane has a�ag�enda so they kn�w vvhat's gaing an vfrill!help to�Biminate ' smme of th� incidenta!disreaptio� �nher�nt vvith a large�udi�nce. ' A�evievv of the agend��or#he rn�eting wili almost a9verays reveal the it�ms that ar�apt to be�ntroversial�;nUt�gh ta cause disrupii�n. �"he staff may have same additi�na9 cora�act with inelividuais that vvilE give thern a clue as ta which ot�r�s or iradivi�ivals have , � eiisniptive potential.i'hi�in6c�ro�aiati�n ra�ay he�p get ymu m�n�lly�repared and a69ow you to ae�tici��te tro�ble. � Thc�se�peop9�vNho iead public meetings anust develop thick ski�s wt�sn theer�wn ego is � eonc¢;rr�ed. On�e go�t�chnique fQr d�fusing ho�tiiity di�ected aQ th� �r�sider is to rnee# it with�xag�erated court�sy. The technique o#"fogging" is sarnetie�es helpfuB. T�i�is the te�hn6qu�of agreeereg Wvith an�th6ng the �a�dividual rneght direct at the pr�sider, no rnatter haw derogato�it might b�*. Such a technique, h�vveorer, is not�pprc�psiate if th� att�ck ds aimed�it another•nn�r�i'�Cer of the gr�up. if the presider is to r�tain�credibito�+ . with the group and with Qhe re�t of th�a�adier�c�, he/shs has a responsiki6iity to prn�ect other membess of fh�group and even other rraera-ibers of the audi�nce frort�personal attacks. Disruptive tiAernb+ers of the Group � . � ' I�ealing with disruptive behavior fro�another mernber of th�group is a dif�erent, anc! . of�er�, rnc�re difficult m�tt�r. Eac� r�nernber of fhe�roup has 4he rBght to expect a certain : d�gre�of sovereignty over their own be�avior tln9ike the audience, they hav�the right ta participa#e. Th� prablesn is to.co�vince thern�hat they aiso have� resgao�sibiiity to f�ehave in a� �nanne�that helps fu�ther th�goal of the gro�ap. If disruptive b�havior is defined as a�y behavior that.de4r�cts frorro the ability of th� group#a cnnduct its business, then al�ost�eery ra�ember is,at one lime or�noQhec, disrupt�ve. Howev�r, in sorne cas�s,a �emb�r of tihe c�ro�p wi10 disp9ay�-egular 14 . � � . d'esrup4ive behavior. �'hen if bec�m�s the eesporasibility of the c�r�tap to correct t��at behavior. As with lr�os�of the probl�rras that have been discuss�d9 tihe prob6em oi the disruptive .group rraernt�er is best de�lt H+ith be�rnre�:n mee#ir��s. lJst�ally fhe responsibility ialls a�ost h��vil�an the presid�r. �°i�►�pre�ider rna�find 'ot n��ssasgr to sit down mvi#f� the andivid�al bel�r�ea� m�eting�and �iiscuss Yhe problera�. Th�fcsl9ovv�ng ar�sora�e guide6ines that rmay be h�lpful: 1. �e as desr.riptive as p�ssible, Avoid using judgmental or evaivafiive language. 2. Try to avoid becoming argur�erata@ive, aregry or defensive. 3. Lar�k for�rorkable a:ornprornis�s tha#allov�everyone.to save�face,yet�u�ri4i ��sult in a rnore�ffective group. . 4. Tuy to d�termdne if there es an underiying cause of.the prabl��. Ofter�O the , disrupfiv�b�havior i�a response to a situation about vvhich the rest of the group � � rnay be aan�ware. In thes�instanc�s it may be p�ssibte to elimBna4e changing som�thcng abaut the�nr�y t�he group operates. � . � 5. �d'ry to�vie�ne the pa�oble�rr from the otheo�p�rson°s perspective. Be willir�g to ac�ept � th�tneth tha8 may�e c:ontained en#hat�p�rspecteve. l9staafiy this Oeind of conversation.b�fore•tt�e rneeti�g vvil!eliminate the problerr�. But, in ' sor�ie ca�es, it may becora�e r��cessa�.y ta�nfror�t th��lASrupfive beh�vior du�ng � rr�eeling. The failuwring a�-e sam�suggesti�ns for dea9ii�g�nrith this problem. 1. Paraphra��the i�ndirrid�af's comrrients. This tecF�nique h�� sev�r�!advantages. • Pt ma�+clarify v+�hat 9h�p�rson 9s saying. ; � It tnay F��Ip tlis i�dividc�al to understand thaf what he or sh�is s�ying is absaard or r�p��itie�us. ' - �+ !t he(p�rr��k��iear to other rnerrebers af the t�c-�up and to the auciierace that fhe � , pr�sid�r is makorag an eifort to be fair. • R�statia�g a persort's thoughts rr�ay prod�c� rnore ernp�athy with his c�r her position. . 2. In�nany Dns�ances, disruptive b�havior�ccurs as a restal#�f aliov+ring a disc�ission to #um into a debate. �'his typ�of dis�caption migh#be a�oided if the presid�r af the �roup restates 4f�e issue�n a way that rwill k�ep groug� rnembers fcom chooseng . aides. � . . 3. Refuse to argu�e vvi4i� th�disruptiv� indieridual. Try 9r�stead fo ciirect all discussion to the identification and so6ution�of eomrrson�roblems. 4. 1Nhen confrontin.g a disruptive individuat, tr�to uncover the ur�derlying rnotive of the behav�or.• if that Bs pos�ibte, it might ta good to�llow the perscvn to express the probl�m and clear the air: � 15 . . 1 � , � It is ahn►ays e�sier to deal with disPUptive behavior betwe�er�rath�r than during meetings. Or�e goad b�tween-meeting activity mighk be to conduct a discussion of.prooess. In tBii� disr.ussi�n,have the gra�p�et ground rui�s for good pt�ocess. 1"hen iff a problem o�curs � durong the mee4irag, the presider has the a�utha�ity to re'fer to previou�ly agreed-upar� � nafes to help keep the group directed towards oonstructive behavior. . � 7h�u�e of the rreeeting evaluati€a�form rraecotioned earlier migh4 help th�group and the p�eside�to aoi�ic�ipafe probPer�s. If the infoa7natron in tt�e fc�rm is used ta regularty monitor p6a:ess, som� pr�blems might be�v�id�d. ��rmma�no '!. Disrup4eve behavior is easier ta corre�t if it�s ar�ticipated. This mear�s that th�;rnare p0�nning 4F+at go�s i�to a m�efing, the enore IBkely�fhe sn�eting is to be��s�cce�sfu�. � , 2. IPar�phrasing is a good tas�inique 40�us�in inst�nces of c�isruptive b�:havior, 3. Try�o sdentify a�nd�rfy6rag matives for c9isr�ptive taehavoor. Sorxietirraes mot6ves are easier ta a�rr�ct than the t�ehavao�itself. � � . ' Sue�,��ted�4eti�ities . 1. Review the group's rneetings for�h� last lwc�or three rreonths. See afi there was a pa�tt�m a�f disrvp#i�� k�ehaviar. If ther��vi►a�,tr�/tc�dev�6op a straYe�y�or ho�nr 4o d�a@ v�rith repetifian c�f t�at beh�viar. . � 2. Seh�ci�al�a di�cus�iora with the gro��regarding pr�eess. Try.to get th�rn to set . ground ru�es fa�appr�pr�ate behavcor. 3. Try using a meeti�� eval�aat�on forrr�fior a fe�na meetings and see if any previousty unstat�d �arnpiaint�#�at�night explaire disruptive b��vior�re expossd. ; � , . _ ' _ �s ,,. •,. � � ��►�T�� F'�� a�rlsam�n#ar�v Pr-o�e�ur� The foAowing are imparta�t t�:rms to r�rnerr�ber in pa�iiaomentary proced�c�: . 1. 7alc� P'r�edence. Of a mo�io�take�prec�dea�c�, if ineaa�s that it i�i�order$or tlyat rr�ot6s�n to be ma�de�nd s;onsader��n t4�ough�ther moflior�s may b�,.pending. � 2. �end'enca. Ar� �r�campl�ted a�;tiar� before the group. . . �. �is��ssi�on. �onsid�raiion of a rnotion by�emb�rs of the growp. Discussion ' . ra�v�r pr��ec�es a me�tior�. , � ' • 4. �D�bate. 64moth�r term�or d'esCa�ssion. � 5. M�in NA�tia�n. A�otion desi�ra�#o farir�g the�ubJect before the gr�up for . corr�aderatio�. A rvocition tha�krrin�s up 1�usine:s�wh�r� r�o o�her mr�tion os pert��ing is . . �on5id�red a rriai� r�otiore. Ortly on�ra��ir�rnc�tion sho�ld be pending�t any t�rne. 6. ln�Bdenta�l Il��ti��. A�tion arising�aat af the s;o+�rse�a€the graup°s bu�9n�ss Qhat • has� �el�tie��ship Qc+the que5uon immediat�ly pending. it�akes prec�den��e over . the pending rno6on and rnasst b�de�ided��r�t. �`�his type�+fi rn�tior� rn�y lndud� . moti�ro ko s�sp�nd tt-re raaEes, painfis of ord�re�nd poirtt�of ir�forrrt�tis�r�. �. �a�tasia�ta�IVIe��€o�n. A nnotie�h�t��k rnodifi�s,cf�l�y�action upon, e�r dispos�s c��a rnair�motia�n: 7'h�:�e rno#ions would inda�s�e amendrneo�Qs, a moti�n to �ostpmine indefr�iteiy, �nd a m�tian to�Vay on the tabl�. �:. P'rivB�e�q�ci�11o��on. �1 r��tic�t Qhat i�not r�lated te�fhe pending mntion but has . �ur��ncy and ir�po�ttaance ft��t d�rnar�ds irnrnediately consider�tion. The�e moti�n� � inciva�e qu��fiic�ns of�rsanai pr�vilege, �tian to r�cess, and motiorr to adjaurr�. 9. uarurxte The smailest r�umb�r of m�emb�r�of the group that rnust b� present � . b�fore#he group can legally cc�nduct business. This nt�rr�ber is used in th� cor�text c�f�pen rr�etirtc�s lavvs to d�termiro��irhen a gathering is a meeting. 17 � � �'�rliair�entary�rocedures have bee�i u�ed f+ar centuries in situa#ions where a de�nite � ' decis6c�n mus!•b�clearly�e�rmulated. Often a gro�p c,an only be sure of how its er�em�r�f�et ab�uk a particular action if they take at least tvvc�st�ps: 1. Th��roposa0 rnust be furmu9ated as a resoiution c�r sorr��stat�rne�t inc�icated prmpo;sed actis�n; and 2. �"he resolu�ion must be tested by a vote#o deterr�irue wE�ether c�r not the group sup��,�it. • F�acliaa�enf�ry pruced�re provides a rneans ffor#aking these tvyo steps and is aiso useful in gtsiding th��n�ir�praceedings of a group in an orderiy fashion. The�cr+uci�l�oint tc�k�ep i� rnind �s you read through the fiollawing discussimn is that parliarnentary procedure is intereded as� tool to far.il6tate derr�cratic discussions and decisions. !t Ds not int�nded�s a w�apzan to sile�ce your oa��onents o�-raiiro�d d�cisions. • llie folBnwing poin4s ar�not i�+ke��d as an exhaustive dissertation.on parBiarr��ntary � prr�edure. but rather as�highlight of�ome of the rr�ore troubiesorrie parts of that proc��iure. S�veral good guicies to�ariiarnentary pracedure�xist.and ae�yor�e who is responsible for�cnnducting criee#ings regularly may wr�on!to acaquire ane or two. 1. Consider only�ne quest4�n ak� #6me. /�qu�stion is intrad�aced by a motion. !t rr�ust be seconded arxJ should be restaged �iy the presider t��fore it is descussed. t�nce a � , c�uestion 6s before the gra�tap, i�rreus#be pr�operly disposed af�efore anather qeaestion i�considered. � �. Subsidia�ry oe secoatdary rvx�tdons scarnetirnes c�use sornP confusiori. Th�se motions � depend �pon the main ariatie�n. l�ny af these moti�ns may b� made rnrhite the rnain motic,n is pending. F'ur4herD subsidia�/r�otio�s may b� rnac9e vrrhil� one or more ofi the ather mo6ons�are pendin�� 'The f�liawr9ng ar�s�bsidiaay m�tions. .' A. Pos@poi�e lnde�nite0v. This is a rlebatable rnotion and gh� main motion t�which it app0ies rernains d�eia�t�bl�whi6e it ds bein� ca�rosidered. T�ctically, �his r�ootion has n�thing to.do wifh postpo�aing, but is�vvay of def�ating the rnotion�nd�r • . consideratic�. 9t r.,�n�orn��ir�e�be tased foP cc�ntiruuing disc�ssic�n v�rh�n the spe�k;ing privil�ges of inernb�rs descussing the m�ora rraotion have been exh��isted. �. Am�ndinea�f. This is debatable di the m�in rra�tior� to which 6t r�fers is debat�ble. Amendments must be�eariy rela��d t�the main rnotion and rnay make . Ghanges by ins�rting,s�r�king c�ut, �r substitutir�g words, but rrtay not reverse the . intent�on of the arigi�a0 motion. . . C. R�fer to a Comtnitf�. �Yhis is a debatab6e and amend�ble rnotion. Its pur�se is t�o refer a main motian and its amendtroents. if any, #o a cornrr�i�tee for spe�cial study and recommendations. The motion to refer shouid inciude how fhe - , comrriit�ee is to be sstecte�9,wvhen it shoutd repc�rt9 arad whether�t is to report ' • facls or make recommendations ar both. � D. P�sf��ae to a Certain �me. Th6s is not debatable�xcept as to the p�opriety of . postpor�ernenf. It i��m�;ndable only writh r�gard�a th�kia�e. af the postponement is to the n�ex#meeting, the postponed motion autormatically cx�m�s � up as unfinoshed busones�s. � � � E. Limif�r E�ctend D�bate. �his is not debatable and may f�e amendsd as to th� number of tim�s a speaker ra�ay speak and as to th�leragth of tirne each may • spe�k. ' 98 � � � F. Pr+e�rioaos Question. This as reot d�b�fabt�or arnendat�0e. �'h� purpose of 9his • motiorl is to terminat�d�bate and mc�ve fo an imm�iate vot�on aiiy rnotion to which it•is applied. 1'h� �rrop�r form to�se in making 6his rviotion is to saiy, "I r�aov�4h� pr�vious ques�ion�rr the imrnedi�t�ly per�ding (or on all pendia�g) ques@ian.°° The presider�hen s�afes th��the prewious qt�estion is moved and ,second�d�,nd caifs f��a vot�. G. �av_on th� Table. Ti his is n�t z9eb�table or arr��ndab9e. The purpo�e o�ti�9s rnoti�rt is ta!ay a mation�side temporar�ly rwithcaut postpmnBr�g it ta a cer�aain tinne. �'he rnotion laisi on ttie table may bs bro�ght agai�i before the group by a simpl�e rncr�inn to take it frorn the tabfe. This has the �tatus of a main motion. A rnotian rnay be�ken firoim the tabl�any tim�before the end of the nex�rrie�tir�g .after the ane at which it was laid on the table. If at is nc�t reraBav�d fr�rrra the t�bVe before the�nd of the roe3st rneeting, th� motion r.�ases tm exist. 3. Inad�ratal motians develop out of situations 4hat are in sc�rne wr�ay related to th� discussion that 6s c�oing on. They rnay be rnad�whenever tlne�are ne�d�ed�nd h�ve no ocder of prer.edence arriong�h�nns�lves_ /Any one of thern takes � precedence over a rnain rriotion or a subsidiary motion but is lower in precedence thart a pr�vileged motion. lnc�dental rrao�ions ar�no�debatable. Fc�lla��ving�are �several of the more cammonBy used in�iden�ai moticrrts: A. Poi►af of t)ader. l"his is rais�d vuhen a member of the group feeis thaQ�he n.�9�s of � � ard�r have been viiolated. Af@er the r��mber s�a�es th�ir r.ancem, t�e pr�sid�nt c�nust n.oie eith�r"You�poirrfi is vbell taken,"ur"You�pc�int is not v+s�il taker�." TY�e pre�ider gives a de�ision and �rr�cts� mist�ke if one has b�en four�d. mt i� gsxgei practice for the presider to expiain the rea�on for th� decisiora to avoxd eonfusioro. � �_ �ead the Ca�cisio►a baf f�re P'resider. This act�on ot��y be tak�n whenever a � r��mber s�f th�group b�Bi�rres that the �r�sider h�s give� �wr+�ng �r9i�nnentary � d�cision. The mernbc�r states th� reas�n for Qhe appe�l and then th��pr�esi�ler sh�aaaid m�rr�to an ie�-�mediat�de�te. ,+4�ampl� m�joriky vot� against the pr�esider , is r�quQr�d ta ov�rruie th�deeision. _ � � C: Suspensa�n of the Reoies. The purpose of t�e motio� is to��mporariiy s�t�side � ' th��aorma! pr�ctices of#he�raup. i��c�nnot be�ased to s�aspend�provisian of a � c�r�stitution or layi�ws. It as snost�ften usec3 to alter 4h�order of business. � D. Dd��rision of tdae C?a��stiorr. This rroay be ame�d�d bd�t may not hav�a�o�r o�er. . subsidiary rnotior��pplied to it. l'he pcorps�s��f#his motion ws to sepaarate a r�otiorro into s�parate�arts and can5id�r each af th�ose pacQs ind°nridually. � �umtt�arv . 1. Pa�16a�ntary pr�dure is i�tended as a tcao!rath�r than a vveapcan. - 2. An orderiy pr�ss demands that onfy one issW� be cfebafi�rl at� time. . ��. S�bsidiary anc0 incadental rr�tion� are ir�tended tm provide flexibility in the proce�s. . . TTi�,i�y shauld not be �nisused or�ased to confu�e the proe�ss. �ug¢�ested At:tivito► � ' FZeview th�;use of parli�m�entary proeedure during the tast coupBe of nnonths. See if 6t �onfarme�witt►dh�guidelines laid out abov�. 19 . . . � , � . , . �� .�80� . P'a��se��ing Oral l��orts �. No workbook fo��iiy offciais about meetings would be complete dwritha�at a section of gi�ing r�ports. to�uc�h of th�.rne�t�ng tirr�e�is spent g��vi�g or liste�►ing tc�oral presentations. � , ,. � l�nfQrtunately,there are no ma�ic r�les that c�r�guarantee s�acc�ss in ge4ting a poent acxc�s5. �his is b�cau�e c:omrvz�nicat6on is a cornplex 6�uman event. It dn�+olv�v a numb�r of factors, ali ofi rovhich cliange from spe�ker to sp�aker and.from�udie�nc�to auc8ienc�. . �4lthough th�re are n�rnagic rules, there are some pr�nciples of�ffsctive�ral pr�sentations wrhicF�rn�y help imiprove report-givin� abilety. � 1. Unclerstand Yoo�r Audierec�. This may be th� most�irnportant elerroent in, . � success�uf oral corvom�nir,atic�ns. �efor� pr�paring a report, sr�m�k�y ques4ions abaut the group tc�wi�o�a the�repoek uvill b�c�iven. . � A. V1fhy do they need this inforrnation? Hovv irn�rt�nfi is it th�t thsy understand and beli�ve what is k�irac��aid? � ` �. 6iow much c10 th�y kaiow? H�vv e�uct� backgrour�c� 9s�e�ded? C. Flavr dn they feel about rrte? [��1 have rriuch crPdiblity with th�rra c�r do I nee� � tce��uppor�mms@�f#he 4hir�gs.ti�a# { say? �?. �V/h�t"language"dc�they speak? Wk�at t�rr�nns, slang,�r j�rgon wil��h�y uraderstanci� 1f'V'Vhat uVOrds, phrases, or s;oncepts�nril! I have to expl�in or de3tne? E. �Fiovv�nany peopl�wi{I be in the audience. V'Ji6i I need a rnicroph�ne or can I speak�reore informaily? . . Yh�paint to keep in sr�ind is that 4he�nore known af�ut the audien�e, the less lifcely a needless mistake based o�fals�assumptions vs►ill be made. � . 2• 9�eep it SiQre�le. lVlaEce enr9iaQ i�s�id and how it is said�impie. Avoid presenting tmca . m�ch a�ew informatiora at any one tiraie. Three ar four new ideas are at�ut th�nnost �large group can digest af ar�y one time. if there is a ne�d to present more ideas, � try!o break up.the presentatiot�into�three or four very broad�at�gories and rela4e severa!subordinate points or ideas to these broader categor�s. . 20 � � � � . � I�form�4ion s�r�n�t�be r��ained best whe�r i�fc�Mloe�s several eaoiss o6 simpiicity: �a. T�ing�expl�ined from top ta bottom�re more ea�i0y und�rs400d and re�mt�ePed th�n cxpnc�pts that are exp0air�ed froo�tl�e b�ltom to the top. �. in explai�ir4g a sec�ueer��f�ventsr present the s�quenc�from begir�ning tca�nd raf�r 4han starfing at�he end�nd working b�cicrnrard. C. Aa�dier�ces understand cc�m�arisa�ros mcsre easily rrshen th�y are pr�sent�e9, . positively rath�r tha�negatively. �or exampl�, s�y�ng, "parc�l A is larger thar� p�rr�el �`�9� l71�f��SiI�/l.1C1t��C5tOC?(��Flc�fl S�yIf1�, "parc�t� is sm�!!er 4h�n parcel A." D. G�nerally,�ctive sentences ar�more easily ur�derstooc! than�assive s�nt�nces. "1'h�councal pass�d the resolutior�"fmr example, is bett�r thar�, "1"tt��r;esolutioo� � vieas pa�ssed by�he council." .� K�eep i�mind that the report is probably going to be heard only onr.,�, so keep� it as � sia�npie as�os�it�le. � '. � 3. 11s�"guide phras�s"to lead the audtenc;e thr�ugh the speer.h. These phrasss i��luds: • �. F'requent transitior�a0 phrases th�#provide a bridge frs�m one set of odeas to as�wttt�r. Phra��s 16k�: "dVa�v�►that 1'ye s��uwoi ya�t..."�r."hlexf 9 want Bo �a,lk about..."v�ri01 serve#c�ke��th�a�dEence on tr��k. Ever�tern�s sta��s "�ir�st�°'"��c�nd,"and"�Bs�,"«altf�ough;°and"�ac�Heever,"a�l! help th�audi�rec� . folicrw�h�thought patt�rr�. � E�. Transiti�al°'rnarkersp wfill aid audderx;e�orrapr�hensio�. �lse of such mark�r� �rill prov�de�kind of psigu� post"for�h�e a�adi�nc.�. N�rrrbers and letters are the mos�fr�q�enfiy used, but ph�ses 69ke, '°7'he 4hird gaa�of this repdrt is.:."�r;"l'he � finai example !'d 9ik�t�giv�yo�t�is evening is...,"h�Ip tocu� the audtence'� t�iinkinc�on fh� major poi�ats�rc,und r�hich the pres�ntatic�ra as�rganizeci. � . . G. Repe�ition, re�t�t�ment.and tt�e use of int�mal sugnrna�s �r�thr�e exc�0l�nf nrganizati�d�viaes ti�at help 9istenefs betfer foilow the pr�seu�t�tion. mon't h��i�te to us��hes�t�c:hniquPS for fear that it w610 m�k�the�p�esentatiors s�eero� . � simple ar�lemen4ary. Rennernber, 4h�audie�c:e will he�r th� rep�rt just thi� . . anae and prabably vvill ne�d atl th�help it can g�t. . � 4. L��n't overls�ok the ir�pr�rt�nc�of ir�traductions ancD cnnclusions. As a �le. the � intre�eiucbon to any repor�should be an�xcellent o�aportunity ta g�#the aud6�nce's a�t�n�ti�rs,orient them ta th�appraa�t-i taken in the e��rt, and prepare them 4�listen int�lligently. 21 � , � � A sure-fi�e way to g�t ss�meor��'� attention is tcs t�ll thern why they�a�ght to be interestFd irr�rvhat you have to say. In ather words, tell thern how the inform�teon in the report af�ects them. Make thern want t�listen. F'reparing�ny graup�ta fi�ten inteiligently to an�raB r��art i�ndolves two tasks: A. Defe�e any terms or�I�rify any concepts that need to b� �nderstosx!vr appa�e�ate�wwhat you're going to te01 th�m. B. ��e� br��f preview of the rnain paints the e�epa�rt�iil!cciver. 'Tf�is as very�Faespfaa! on preparing th�auciience to comprehend v�hat you're saying. At t9�e�t�er end of 4he s�eech, there��houtd b��e;o�r�usion. This rnean s rr�r��ar� jusQ��y6ng, "that's�li,fatks." A�r��6fective eonciusion wilf try tQ�r�vide 4he audierac�vvith �se�se og dcesure. '�ere sh�i.�ld be a feeling that yau've cior�e everasthing gro�a s�t out to �➢o�rsd it°s time to end. : �'r�to ave�id a�o�6-cli�atac p�abrupt end'or�gs. l'his can be accornpOdshed and a�th��a�e Grr�e r�snforce the speeda if the main ideas of the repart are surnmarized. . in shoa�th�n, th� b�st advics far�rganizing��e�rt is9"Tell'�:r�whad you°re going #o s�y; �en tell°e►x�; then t�ll'ern wha�y�u tcsld `em." 5. .�7on°�k��p secre� from th�group fn vvhorn�ou'r�giving th�e r�port. Tell thecn hoav e�r�y ywu r��hed th�conctusions yoc� r��ch�d. Explain to thern vvii�f reasanirag . ' y�u�sed,v�rhat ev�denc�e y�u use�� W�O�S Op6Y➢B�fl�/OU!'@II�CP 011. �nc�, ira sh�r�,avhat , . r„�us�d yc�u tca corn�to the conclusion yo�c�a��t�r. "fttese re�sc�ns rnay b�as imp��r�t to�e groc�p as�oe corsclusipns therns�lves. Do�'t assume that the�r �Iready kn�rni ar r�on't wa�t to knov�r. �. �suai aids c;are be helpl`��in getQbng ar�d k��ping a group's attention ar�d in aid°ang its �bilct�to understand what ys�ur paint is. Cor�sider these tips vvhen using �isua0 �id�. _ �. Bs th�aid targe e�ough to b��seen ar�d ur�cierstaod by�ver�mne in the rnom? � �. is the aid sirnpi��nd clear? � ' �. is th�aid releeoant to wh�t you°re talkin�about? � t3. TeSt 4he equipment before usir�g it. � � E. AIl�k�sure the aid i�ready to go wh�n you are ready tcs use i�. ' . � Pr��ice�he report�s�nuch as possible using#he aid. . G. IV9ak�sure yota understand the aid. 7: Dealing woth questi�ns is another irripnrtant skill to develop. Here are three � tec�niques, each of which has�dvantages and disadvantages. 2� ' � � • '. A. Tr�kirig qu�s4icatis af the beg9nnir�of yovr report rnay gBve you the prera�e inf�rmation ysau n�d 4o adapf yocar present�tion to a speci�c group. in order to t�se thas techrepque�ffectively,,yo�rnust have a g+�oct und�r�tandPng of yoa�r � � subject matter. You h�v� to b� ab6e to thir�k and rea�t q�aici�ly. You'il alsa want 'to be sure to answer ali th�quFS�ions. �'h�defect in this technique 'ss th�t the , rep�rt rn�y raise qu�stiora�thaf th�group wor�'t have 4hc�ughf of b�fore they , t�eard 'et. • �. Taking que�t�or��during i�e r�p�or#c�r�aovork uw�ell if fhe e�r�up is small and you . . vv�n�ta keep Qhe pres�ntatior�ir�forr�aal. Mor�over, i4 helps maantain the g�oup°� . • � a�tention�n�1 os �good wray ta fi�ad out of you're g�tting yoa�r paint across. �e careful th�t you don't get t�ogged dowr�onriti�qu�stions arod not be abie to�inBs�O the �epart. � C. �'ake q�aesfiona after the repo�t"rs finished. 7"his has the�dvantage of�Olov�ing you to fi6nish the ��port�vithot�t int�rcuptions.•It also allc�ws anyone in�tFr� �. audience to leave if they are�°t intereste+d in the questians. The weaknes��f . this t��chnique is that, if you have iost or rniSdirected �he�udience, yau�wron't • kna�r it untiB�the e�nd. � . The po'snt to rememi�r in ha�dlirog qu�stians es that ou should d��de how tc�handle th�ere. It should be�consc6ous ei�cisior�on your part and no4 sorr�ething decided fe�r you . by the�audieree`. State how ymu�wiBi handfe qusstions at the b�ginr�ing of your�repoat. � . 8. Your delivery ean make a gre�t cdifferencc in whet4ier ar na�the r�port is undees�c�ad and app�reciated. Fiere ar�sor�e tips that may heip you improve yoa�r delivery. � A: �.00k at the audien�o Avoid turr�irx�yaur back on peop6e a�d try not to btary � ys�ur head in your ra�tes. �y+e contac#he0p�get�nd �a6ntain �t�ention. e�lso, . . . tr�Ecia�g at Fhe audi�nr,� pcavides nnn-verbal feedb��Bc about hc�w o+vvell 4hey ar� � ur�derstanding wh�#you're saying. .. � . . �. ��n't use a table, podium, ar��icrophon��anless you h�v�to. These tend t� � increase the psychmtcx�ical dist�r�ce b�tween the speak� and�he audienGe. They al�o�ner�as�the lik�Bihoc�d that you'I! las�att�r��ion. , �. Aithot�gh it's gc�od#a hav�mov�m�nt ini yaur pres�ntafion, #ry to avo@d paar�g or � shuffiing your fe�t. 1'hese twca neroous hak�its, al�ng with exc�ssiv�vacafiz�d pauses (�uch a�'°uh", anci "um"and"y�u knovV"), are g�arariteed to drive an . audien�ce to di�traction. , D. Vary the rate,voiume�nd pitch�f yc�ur voic�e du�ing the presentatio�. Past�r sfoanr es fne as long as there is some da�asty: �tttr�rna,r.� . � Or�l presen#ations a�e�fact of fafe�or ci�o�cials. T'he o�aly way to get good at giving th�m is to practice. The more you pra�tice;the befiter y�aa'll get. � Suqge�t�d Activi Volunteer tm give at least one oral•repo�t an th�next mor�th. Prepare the re�ort �c.cacding��th�guid�lines presenfed above. z� . , . � � , ��'�� /�. ' A Sampd�i�fe��ing Ev�Ju�t��n �o�rn NOTE: This i�>a�am�sle fra�m that�s intend�ei a��guid�to-gcoe the presid,er��the groa�p a b�tter icf�a of l�r�v the memb�rs ofi the gr�p#eel th�t k�y elerx�en�af th� . rneet�ng proc�ss�re g�ng, Bt•c�n t►e amended and vari�d in:fierrn�of I�s�gth anrl#he questions��ked: Th� ici�a is t�use sara��s6rni0ar tonl't�g�t infor�ation of this�type. �1, Did�rou receiv�the agenda sufffcie�tly iin advanc�of�h�r�eeti�ag . to ailovv adequa4e pr�paratioci for the meeting? a lres r� Ncr .,: �. Vlier�t�aere tao rnany items me�the agenda? ❑ Y�s � No ' . 3. Was thec�ar�aciequ�te amounC of��n�aBlotted fszr�a�h iYern'� � �es � No �4. V1f��ger�da items cn�recx0y p�io�tized? � 1(es �+ No �. Did th�eii��sions cat�y through,�o ce�nc9usians? ❑ ,�� ❑ Nm . C. �id the disaa�sions stay ra�a#rack? ❑ Yes ❑ Na . , • i� �. 7; Were�r�mugh alfem�tiv�s dis�rss�d b�fore�d��isi�n was r��ched?� V�s ❑ �la 8. YN�s ef�ective u��of st�fF rr�ad�� o Ye� ra �lo �; ' Ddd�orr�e p��pl��Ik taa rnuch� � Y'es a �Ic� 1Q. �la�s�r�y m�p��ori alimvv�ci#o d�ro�6nat�t�e meeto�g7 . o Y'es � t�Jcs 11. WU�s e�eryQ�e�rac:our�ged t�partaapat�? ❑ Ye� ❑ No �l�. Y��re��re�ny di�tra�kio��that dedracf�d fr�m the ddscussiot�? ❑ 'e'�s ❑ iVo 13. 11V�s th�ce a satosf�ctory�se of paa�iiament�ry pr�cedvr�? ❑ Y�s ❑ No �4. Did y�a.a��;c�ive adequat�infcxrr�atioe� prior to the�rae�ting to t�e aebB�4o ma�Ce d�sions? � . o Yes � No � 15. �1fer�;reparts adequa#��nd heipful? ❑ Ye� � Plo za , � ' , �� , ,� S�rrnp�� Citlzer� l�rforr»atian Forrr► � , N()'T�; L.ike#he sann�l� rnee#ing�valuation forrn, this#orrx�can�a �sef�i tex�l. 0# shouid pre�vir9e i�formatior�to 6narease#he eff�c�avenes�of th�graup in c1��ling wi#h the public. This is a saagges#�d fo`m and shou0d be t�bic�red to rnecafl the needs of the group. 9. . 1�11�u9d�rot�fk�t�n�c�r�our mailing list to�ec.eive future�genda�and otl�er ' inforrraatic�n? !fi�oo �ateas�c�ive name and addr�ss. . � � 2. Ar�e#hese m�etings held afi a�anvenient tim�for you? If r�t,vvhat time w�uld!ae ' more�nv�nient? � 3. 7o h�lp this group b�tter�ense your needs��i►�'d 16ke you to tak�a��wr�nir�utes and answer th�follc�vcrin�questi€�or�s. � Date a�#enc��d: • . Did the me�fiing st�rt on t�,e�e? � � Yes ❑ Na Were th�facilities r,omfa�rtak�le� o �� a 1f1��r�there any distra�cti��as that kepf ynca f�am �nd�r�tandir�� vofiat we�t on? � o Yes � No � If yes,wh��wv�re th�y? . : � Did you get a cs��uf the ag�nda? . ❑ `�es n (�� _ Was it heipful'? ❑ lres �� fVo VVer�yciu able to identify t67e rriembers c�f#he gr��ap? . • ❑ Yes � No ' . Did�ou a�rr�dersfand 4h� p�ocE;ss well enough to f�slt�vv o 1Fe,s ❑ No what�nree�t on? . Did the persor�who�resided�vc,r tF�e�eeting tA a go�od job? ❑ Ye� a No . Did y¢�u speak at the meetin�? ❑ l'es ❑ No ti yes,were you treated c�u�#eously? o Yes o No � Piease use the back of this sFaeet�for any�ddikionai comme�ts. . . . 25 _ � . , . � �,�P�� .. . . �I ft�rney Gener�i �eowcl�lsn�� , `t'he folic�wing guideiines have been r�prirated with percnission irorn ihe�ft�nney Ger�eral's P�ebdic Recorcls and A�Beefings M9anual, De��raber 19�9. Tl�e �001 eciition, � reflectang any changes from#he 20�'� Legislative Ses�ion,wiil be avaiBahle ir��cfaber�r IVov�rnber. 7o pur�hase a full exrpy c�f this publication, r�e�tact: . Publ6cation.s Section �regon De�partrn�art�of Justice 1'!62 Cou�St It�E, Roorra 16 : Salem,OR 97310-4�96 Phone: (503�)3t8-2992�exfi. 32� . . 26 � � , � � ��ride tm �oc�i�s Subject to P�blic !�l�etings Law This is a;�implified guid�to unrDersYanrlirag when t0ie rr�eetings Qif a p�rticdalar body ar� subject to th� PubBic NOe�tings law�. F�r a rfiscu�sion of the vacious elements, refer to � the te�of the Attomey Genera!'s Pe�b/ic Records�rrd OlaOeetings manu�l. Is i�a body vvith i�vo or rnore rnere�b�rs? �, � - �la �_. � Yes , Is the body a "�►ubli� body"7 � . � -t�ae �ta4e -a regianal coun�ii . . -� �our�ty -� �iistri�t ,; �ci ci�o -a municmpa!or public corporat�oe� . ' � or a�n ac�ency of any of the abc��t�, s�ech as: �� -a baard � - a depart�nent � - a council - a comnnissic�n . - � hure�au -a eommittee � -a �ub�mmi#tee -ar� adw�s€�ry group . � -Y�s : � Do�s the body hav� autFaor�ty�o: • . - snatce a decg�B�r�s(�}for . , s��ke a rer.ornrn�ndation to "°'�'' �d7 ; a public bociy(incl�ding 6ts�1f�ore policy�r administeatior�? � � Yes . � Is a quaru►� reqvired $� rn�k�th�t decision o�to d�liberat�?�� O �r... ..r � Yes � � � Is the �dy r��.$�: . � rn�k�that ti��ci��on (s�e ORS '�92.610(a)�, �defob�rate tov�ard �hat decision, �r '�' �O � -�ather inf�rrn�t'san �pon which t�n make that decisic�n or to delebe�rats toward that de�isior�? � � Yes . . . . The F'ublic lWe��ng� L�vv�ppiies , 27 �� . �'a�blic l�leetirtg� �h�cfcle�t Ttie Pubiic Meetic�gs Law applw�s to ail meetings of a governing bc�ay of�p�blic badgt , for arhich a�quarum is required to mak�a�decisio�a or to d�loberate tov�ra�d�ci�cision on any ma�ter. Th6s ch�ciclist is int�nd�� t�a assi�t g�vecning �di+e� in complying�rith th� provisio�s c�ff Qhis Baw,h�wever, yo�shcauld eoe�sul�th�appr�priate sectior�(s}of th� . At4brr�ey G�nerai's PcebOic Recar+ds arvd A9eetings rrra�uai for a cmmpl�te desc�ig�tio�of the laws° requiremerots. � (JP�t�T'O�'hIE PL1�LiC, UnOess an ex�r�.ofiv� sessi�on is authorized by st�tute, the rr�eeting mus�b�capen to the pubti�. � tVt�TlCE. Th�go�err�ing bc�ly mus�notafy the pubBi�of the time and pface of th� rvaee4ing,as well as the pr�r�ci{�al subjects to be dis�aass�d. Noti�shcwqd be serat to: � N�v� Nledia � � . o N9aiNirx,�Oi�ts • ' . � �the�int�resteci p�rsons . 1"h��ea�i�f�-rege�l�r meeting �usf be reasonably ea,lc+alat�d to gi�e"actual"notice . � � af�� reeeting'�tisn�and pface. >pecaa! rn��irigs requir��t O�ast 24 h��rs rto�ir.e. �merger�cy t�r-see#iro�s rnay b�calleci on I�ss than 24 ttc�urs n�f6�e, bu�t the rnenutes rnus�describe the em�rgency ju�tifying less fhar� 24 ho�rs nntice. a SPe4CE and�OCAI"�C)f� � �ace. The governing body shouad�onsider the p�rc�bab6e pubiic attend�nc�and should rr'e�t vvhere lher�is ��aer�t rocam for tV�at ex�aected attendlan�. � Geographic Ic�#�o�. �uDeetings mu�t�h�ld aw6thin the g��ra�hec boua�daries over�vhicll the pub�ic bca�y has juriscli�tior�, at,its ad�in6str�tive headquart�rs r�r ' at"the o�her s�e�rest practical loration." ❑ RBmndiscr�min�te�ry site. Th�governir�g bocfy rryay ra�t ro�eet af a plac�vuhPre di5+crimin��ion on the basis nf r.�ce, creed,colar, sex, ag�e; national or'sg8n or - di�a�iiBily is practi�cl. . . � �moking is prohibi#ed. � /�CCESSI�ILlTY TO PEHSONS WIT�-I DISA�ILITIES � ❑ ,A�ce�sib�l6ty. Meetings must b�e h�ld 6n places aceessible to individuals wilt� mobility and other ir��pai�ment5. � Inter�reters. The governing k�dy rviust ma�C�a g�a�d faith ef#ort ta provide:an . in6erpreter for hea�rag ir�paired persons. . o Arn�ri�ans vwith Disabil6ties Act(ADA). Th�goveming body should farniliarize . itself with ti�e�DA,whicli may irn�se requirements beyond state law. o i/OTt�lta. A!I c�fficiai action5 by goveming bodies rnust be taker�by public erpte. - S�c:rst b�ltots are prohibiteci. . :28 . ' � � � • � MINIl7ES and RECORD9CEEPING. Writtero min�ut�es rriust be take�at all t�eetings except exeeutbve se�:sions,whieh may be tape recorde�d. 6Vlir�utes rnusQ indude at leas�the following: . � o Memb�rs present; . : � Ntations, progosalsy resolutinns,orders,cardinances and measures p�opased and ` their disposition; . ❑ Results of�il votes and, exc�pt for bc�di�s wiQh rr�e thar� 25 rro�mbers uniess r�ques4ed by a m�tr�ber, the r�ote c�f ea� member by name; � � Th�substance a�f�r�y di�cussiora on�ny rnatQ�r; arod ❑ A�f�r�nce to an�r ciocur�r�t disc�.assed�g the meeting. (R�fere��t�a docutrr�n4 exempt��om disclosura u�der the Pubiic Rec�-ds L.aw does nc�t affect its exempt stat�s.) . . A goveming i�dy mus#p�ep�re minutes and have thern avaiiab➢e vvid6�ir�� "eeason�t�time�af�er 1he meeting." �cer.ex�cut�ve�essions, see�eparate �heci�lest ffoc�x�ce�tive S�*ssi�e� (pag�31). � 2s . . . S�mp�le iV6�et�ng� �e�t�� I�uti��af[R��oat`,�g�ecial or�mer��e�cy] 141l�4�reg . Th�mr�g��l�aarsgen�ss�Crab CQmmesspo�v�rill hold � _ r �Bar/�a�ll�c�eegerecX,) mee4an��t!�:�0 a.rr'.at th� IVetarts Cosnmr�nity HalAf 1(�s?�a��Avee�u�, PJe�rts, Oregon� an Octc�lber 4, �1�87. � [A cop�of the a�e�d�of the'rn��ting is attaach��d.] . . . �..�r— . [fh�r�eeting wil!ce�ver e��r�s��ry �f r.mrnmercial takP,s of f�ungen��s c�°abs,arxi a pr�p��sed licnita�ion ora spocfs crabbin� in lVeahkah�ie Bay.] � ' Th��eeting k�4iae� is accessible t�persons with disabii6ties. A request for ara in�rpreter for the heaning ireipaired or foe ather a�mraiodafions for p�ersons with dwsablities�hou0d be m�de at I�ast 48 hours N�efore the nneetin�t�a Sname and t�te�f�ari�:l1T1'nurr�b�r) � Nc�tic��E�ir�cutive�es�iora l�e 23regon D�ang�n�ss Crab Comr�aission will hold an�xec�tco+e sessaon at , 9;Q0�.e�n.at tk�� INetarts C�ornrr�unity HaAI, '!0 O�ea�Aven`ae, h�etarks, Oregan,oo� C}�tab�r 4, 2Q01. 3'he sessia�n wr611 consi+d�r an appli�nt for th�po�sction af��is$an� . lVlasine�i�logist, �he ex�ct�tive s��siQn is being h�ld pu�u�nt to OR� �92.6�i0(a)(a). . • l��T�: RAe�ting�notic�s are n�t required 4�l�e sigraeci �y �n+�ffic�r or employee. �►n�tiic,� ara�4led�r de9ivered v�rill be s�fficient. It rraust be mailed�r d�iavere��o any n�ws . � medi�am that Ma�s r�qu�ste� nrati�an��, so far as pvssible, � t�any oth�r�rsons who have r�que5t�d noti��r wha ar�kno�r�tra t�inter+�sted. � �1c�t�r,��ic�n�af the g�n�ral pubtic is�also necessasy, and a r�a�#i�e rn�r�ly posted� a bullet6r�b�ard is ordinarily ne�t suft�ciee�t. �uch p�stor�g and notifii��ioe�tc��pprop�iat� rrewspapers, rad'eo�ta#6ons anci wire servic�s is apprapriate. ft is not ner.,�ssary 4a�'��paid no4ices. N�tice � by telephane or fax is�advisabl�for emerger�cy meetings. 30 . ' � . � ' . � �he�klist f�r Executrve Se�seon This checiclist is intended to assist gov�ming•bodies 6n c.omplying witt�the executive sessior�. , provisit>ns of the Pubiic Pvlee4ings Law;t�oaroev�r,yo�a sho�ld consuit ihe a�rpropri�te sec@inn(s)of 4he A4tomey General's Pe�blic Records�nd ANeetin�s manual for a can�iete descripG�of the r�uirernents. . Q Pra�vide nofice of an executove sess9on in the sarr+�manner}�au giv�notice of a publi� meetBng. The notice re�ust ca4e to the s�ecifi�st afutory provision(s)au9h�rizing the exect�t�e �essiat. � � Perrnissible grounds for going into executive session are: (a) To oonsider the ernployment of an af6icer,eanployee,staff inem6er or agent ef: (i)th�job ha�C�een publicly adv�rtised,(ii)regularized procee�ures for hiring have beer►acfopted, �,nd(iii}tfier�e E�as been an c�pp�r�unity fAr public input. F'or hiring a chief�xecutBv�off'�r, � the�d�nc�ard�,criteria and po0icy to be used rnust�ad�spteci in ac�open meeting In which t�'+e pub6ic had an c�artuni#y @a comment. This reason fa�execta�ive sessiori��y not be used io fli v�ncies on any publ6c c�mrriittee,cornm6ssBon ar other advisory group,cx Eo consici�r e�:neral eanplAyment polacies. �RS ��2.66U�1)(a). (t�) To cor7sider disrr�assat or disci�6ine oE,�r to hear charges¢sr complainks aga9nst,an off'�r, prr�ploY�e,��ff rr�ember mr agent vnles�t1�e individual requests a�a apen meeting. UF�S . 1�2.fi60(a)(9�). � {c) Ta coro�isler malters p�rt�ir�9ng to the fur►ckion.of the rnedica!staff og a pubtic hospital � lir,ens�d pursuant to ORS 441.1�15 te 441.�163,449�D85,4�1.0�7 anc�4�9,990(:b). OR� '!92.6�9�1)(cj� � (c#) T'o c�educt a�elib�rations with persc�n you have desiynated ta carry on labar n�goliafe�s. . . O�S 'i�2.�0(1}�d�. (e) �'o�com�uct d�0'�rations wri4h�rson you have designa4ec#to r�egoti�te real property ts�r��ac�ions. OFtS 192.660('1)(e). (f� 'Tc�e�n�ider rer,�rds 6hat are exernpd frmrn dis�losure ue�d�r#he�'ublic Recatds Law, . � iraduding wrrDtt�n advBce frorn yaor atto�ney C)RS 192.660(1j(fj. �(g) 'To consirler prelimir�ary�egotiat6or►s reg�rci6ng trad�or corrim�rce ie�vvhicti you ao-e 6n . a:att�petitiors avith o#her states sx r�ations. Of2S 192.6501(1)(9j• - (g) '�a�n�ult rnriRl�yc►ur attorrt�y regarding your Mega9 rights anc!aiuties in regard to current � Bit9gation ar litigation.that Ds more likely than not to be�le�d. f3RS 192.660�1)(�e)_ : . i (i} To r�view and evaluate the performance�of an o�cer,emplayee ar staff rroember � �ursuant to sfandards,criteroa aa�d policy eiirectives you have adopted in an open meeting, � unless the p�rsun requests an c�en mee.Gng. For�v�luating a G�ief executive o�cer, the � stand�rds,criteria and policy to be used�aust be adopt�in a�open meeting en whir.f�the , � • public had an oppcxtuniiy to comrnenfi, 'fhis reason for executiv��ssaon�ay no!be i , tased to do a general�valuafic�r�of agency goals,ob�jectives or op��ration or any directive to personnel r.o�nceming those subj�ts. O�iS 192.66A(1)U)- � �, �) Ta carry�rra negotbafii�ns under ORS chapter 293 with private persons or biasinesses • • regarding pnc�aosed acc,uisition,exchange or ii�uidation of public investments. C.DRS 192.�!{1�(j.). . . . 39 � �k) �or a iye�ltl�prof�ssionai re�ula#o�v i�oard to consider inforr�ation obt�6npd1 as part of an : � indest�a8�n of licens�e or�pp0icacat condd�ct. ORS 1�2.F>60(i}(k)- . �I) �To cc�nduct labor n�►tiatrons i�requested b�/both sides of th�negotiators. i�RS 9'92.660(2). 4 Annau�ce t�at you�r�gcaing int�ex�cutive session pursuan�to ORS 492.660 and c�te 4�oe . specii�c reason(s)and stahat�(s)�that authorize the executiv�s�ssio�for each�ubjeck fo be discus��ci. 5�e.s2��nple script or�next page. �i'ou may hold a�b!'�sessio�even.HF an executo've sess�on is autt�orized,) � � Ifi you int�nd to came out of execcitive session to take fsnai aciean,announce when the open session v+rilf beg6n again. ❑ Sp�cif9r�if a�ny indivic�uai�ther than the news m�edoa rraayrerraain. ❑ �'e619he ra�edia arhat rnay irot be discloseai f�c�re►-the executive s�sion, if you fa'il io do fhis, . . � the media rnay r�port every•thin�. If�u discuss mat�ers ather tt�an w6�at yau announce you � �e going to dascuess in the exea.eetive se�sior►,the medi�may repo�t those add6tion2�i tnatt�rs. , � News media'must be�xc�uded frorx�executive sessi«�s hetd 4o c�iscus�litigation with�i�l counsel if the m�dia is a g�arty ta th�IiQigatic�n. � Cocn�bacic intc�opera sessio�i�io#ake�n�6 a�fim�. Bf you�id rrot specify at th�Qbrne ya�u a�ent "�rtc��xe�tav�s��sion�nrhen jra�w�ld ret�um to a�pen�essian,�nd the ex�cut6ve session�eas . ta�en veiy sho�t,y�au m�oy cc�en the dc�or��nd�arrncxenc�e th�t yau are back in opeo�s�ss�n. �f ' ynu unexpect�dly c�re�e back into open sess'�a�t�r previously announc;ing�ro�wcpu{d r�oY kqe doing so,y�ou musQ use reason�ble m�asur�s to�ive actuai ceatice to int�re�tec9 persoras�at y�are b�ek in open s�ssioa►. Thi��a�reyuire p�ost�an6ng final actaon�nfil�n�lh�r m��eting. � � Keep minutes�r a tapg recording of execut�ve s�ssio�s. . P�Q�'iE: li yc�u.violate any proviskan appiacab7e to the executiv� . sess9on presvi�ion in the€'e�biic fVleetings L�w,a�npiaint can b�fi0�d with:the Oregnn Governm�nt Slandariis and�ractices . Cexnmbssion(C�GSF°C). �'he C�r s�'�co�ea�y ifnpose a$1,�0() � civil per�alty�ur�less ynu�n►ent into ex�tae+e s+es�ion ara th�e advzce a�f ur at�ome . , i : : 32 i r . . � ' � .�ampAe S�rl�t f� �t�no�et�ce �ta�nf�'�r�ce�terv� �Ses�ioe� T'��'[��9��Yl�+�i e�ov�r rneet irr exe�utiv�s§�ssion$or the purpose of glirtiit�3d 4e�e��a,a�oerated purposes in OR51�2 fi60]_,_________�. The eX�ufeve �es�ion is h�d p��rsuan4 io��t�,192.6Ei0(�J{choose appPOpriata�ss�tiori(�)6or t�ii�sessian], whir�h�Ilcmvs th�Carr�rnissb�xa da cn�t�o�xec�ithre se�so�a to (lis4 a�diviQvlies)� — Repress�ntatives of the ne�a�s m��i�a,nd�iesign�ted st�fif�h�li be�Ilowied to attend fhe �xecutiv�session`,All ot6�er rr��rnbers a�tfi��udience a�re asked to le,�ve th�re�orn. R�p�e�et�ta�tives of the news rneclia are sp�ccf'�alfy dir�4ed noF fo r�pat on any af dhe• d�libera�tions durirtg iFi�execeidv�sessicwn,excep4 to st�te th�ga�ne�al subject of the sessic��s pr�aioously annmu�c�. Plo decisic>re rroay be sn�d�u��xecutave s�s��Qn. �et th�end af 9he ex�ut�re sess�.vr�wiil return to��n session and oneel��thP audier�ce back i�ta!h�rcmrn. '' Th�govemi��dy may choose to aliow other specif'eed p�:rsons to � at�erid th�execuW�sessioro. S�e Barlc�r v City�of PorPland,6T Or � � 23*G76 P2d 1399 19&4 . � ' - . . i � . ! 33 .