Code Review Board

BYLAWS AND RULES OF PROCEDURE
for the
MYRTLE CREEK CODE REVIEW BOARD
 

The Board is created by the City Council of the City of Myrtle Creek to review and make recommendations for amendments to the Codes of the City of Myrtle Creek.

The Board shall be known as the Myrtle Creek Code Review Advisory Board and shall subsequently be referred to in these bylaws as the "Board".

ARTICLE I - MEMBERSHIP

  1. Board shall consist of no more than five (5) members and shall include members residing within the city limits of the City of Myrtle Creek.
  2. Members of the Board shall be appointed by the Myrtle Creek City Members shall be appointed for a term of one year. Vacancies shall be filled for an unexpired term in the manner in which original appointments are required to be made.
  3. Two (2) City Council members shall serve without vote, as ex officio members of the Board.
  4. The City Administrator shall serve as a moderator for the code review process and be the City Representative for the Board.
  5. The City Recorder shall act as the Secretary to the Board.

ARTICLE II - MEETINGS

  1. Regular meetings of the Board shall be held at 5:00 p.m. on the 2nd and 4thMonday of each month at Myrtle Creek City Hall, 207 NW Pleasant The time and place of a regular meeting may be changed by the Chairperson, provided adequate notice is provided pursuant to Article II, Paragraph 4 of these Bylaws.
  2. Special meetings may be called at any time by the Chairperson, the City Administrator, or by written request to the City Administrator by a majority of the members of the Board.
  3. When, in the judgment of the Chairperson of the Board, the work prescribed for the Board is insufficient to warrant a meeting of the Board, the Chairperson may, with the support of the majority of the board, order the next regular meeting to be postponed to the following regular meeting date.
  1. Notice of regular meetings, special meetings, and cancelled meetings shall be provided as follows:
    1. The City Administrator shall file with the Secretary of the Board a statement disclosing where public notice of Board meetings will be posted.
    2. The City Administrator shall ensure the posting of notice of Board meetings in the public place identified in the disclosure statement at least 24 hours prior to the announced time of the
    3. The notice shall identify the Board by its official title and give the date, time, and place of the An agenda of the meeting shall also be posted with the notice.
    4. The City Administrator shall ensure additional notice to Board members of future meetings by the emailing of the meeting agenda to each Board member, to such email address as furnished by each member, three (3) calendar days prior to the date of the meeting.
    5. The City Administrator shall ensure additional notice to all persons who request a copy of the meeting notice and agenda to the applicant and those persons requesting meeting notice three (3) calendar days prior to the date of the meeting.

 

  1. All meetings of the Board shall be open to the public, except that the Board may hold executive sessions provided the notice states the specific provision of law authorizing Written minutes shall be kept of all public meetings and executive sessions.
  2. A majority of the duly appointed members of the Board shall constitute a quorum for the transaction of business and a majority vote of the quorum shall be required for any official action.
  3. All votes taken by the board on all matters shall be by voice vote or by roll call, except for election of officers which may be done by secret ballot.
  4. All meetings shall be conducted according to Robert's Rules of Order as amended. Where there is a conflict between these Bylaws and Robert's Rules of Order, these Bylaws shall control.

ARTICLE III    - OFFICERS

  1. The Chairperson shall preside at all meetings and hearings, sign all certificates and other official documents, appoint committees and their chairperson, and rule on all procedural questions. The Chairperson may also call for the question upon all matters being considered by the Board, but only after interested parties and all Board members present have had a reasonable opportunity to be heard.
  2. The Chairperson shall be an ex officio member of all committees.
  3. The Chairperson may participate in the voting process and may participate in the discussion of matters.
  4. Any procedural ruling of the Chairperson shall be subject to reversal by a majority of the Board members present.
  5. The Vice-Chairperson shall, in the absence of the Chairperson, exercise all the duties of the Chairperson and when so acting shall possess all the powers of, and be subject to all the restrictions upon the In the event that the Chairperson and Vice-Chairperson are absent, the members present shall appoint by majority vote a Chairman pro tern for day's meeting.
  6. The City Recorder shall serve as the Secretary and shall be responsible for the preparation of minutes of the proceedings of the Board; an agenda for each meeting which shall be emailed to each member no later than three (3) days prior to the date of the meeting; and shall be custodian of the records of the Board.

ARTICLE IV - COMMITTEES

  1. The Chairperson may appoint from among the members of the Board committees as may be required to facilitate the work of the Board.
  1. All committee meetings shall be conducted in accordance with the notice and other provisions of Article II, Paragraph 5 of these Bylaws.

ARTICLE V - ELECTION OF OFFICERS

  1. The initial Chairperson of the Board shall be elected by a majority of the regular members at the first meeting in June to serve for a term ending December 31, 2024.
  1. Thereafter, Chairperson of the Board shall be elected by a majority of the regular members at the first meeting in January to serve a term of one (1) calendar year. A Vice-Chairperson shall be elected in the same manner, at the same meeting to follow the same term schedule.
  2. A vacancy in the office of the Chairperson or Vice-Chairperson may be filled by the members of the Board at any regular meeting or special meeting called for such purpose after such vacancy has occured.
  3. No member of the Board shall serve successive terms as Chairperson or Vice-Chairperson.

ARTICLE VI - ORDER OF BUSINESS

At each regular or special meeting of the Board, the order of business shall be as follows:

  1. Call to order by the Chairperson
  2. Roll call
  3. Pledge of Allegiance
  4. Review of the minutes of the last meeting and their approval
  5. Report of Committees
  6. Public Participation
  7. Old Business: Consideration of any matters held over from previous meetings
  8. New Business:
  9. Other business
  10. Good of the Order
  11. Adjournment

ARTICLE VII - MATTERS PENDING BEFORE THE BOARD
(HOW PRESENTED)

  1. Every matter on which the Board is authorized or required to act shall be presented through the City Administrator in writing.
  2. All matters upon which the Board is asked to act shall be brought forth at a regular meeting of the Board for open No action shall be taken by the Board on any matters except for those matters on the regular agenda and those matters considered at a special meeting called for that purpose.

ARTICLE VIII - CODE REVIEW PROCEDURES

  1. The Board shall recommend to the City Council all proposed changes, deletions and additions to the Myrtle Creek Municipal Code.
  2. The City Administrator shall appoint members of their staff to participate in and coordinate the functions of all code review procedures.

ARTICLE IX - AMENDMENT OF BYLAWS AND RULES OF PROCEDURE

These Bylaws and Rules of Procedure may be amended at any regular or special meeting of the Board, provided a copy of the proposed amendment or amendments shall have been mailed or emailed to each member of the Board at least thirty (30) days prior to the meeting at which it or they are to be considered.

ARTICLE X - CONFLICT OF INTEREST

Any member of the Board who has a substantial interest in the outcome of any matter brought before the Board shall make known that interest and the minutes of the meeting shall record that the member made such fact known. The member shall refrain from voting or in any way participating in that matter.

ARTICLE XI - SPECIAL STUDIES

Requests for studies or any other action or work by staff will be made only to the City Administrator and only by a majority vote of the Board. However, the Chairperson of the Board and the City Administrator may confer regarding preparation of matters to come before the Board.

ARTICLE XII - BOARD MEETING ATTENDANCE

  1. It is the responsibility of each Board member to attend regularly scheduled Board meetings. It is expected that each Board member will miss no more than two (2) meetings in a three month period.
  2. If a Board member does not meet the above minimum meeting attendance requirement, the Chairperson of the Board may contact the member to discuss the situation. A majority of the Board may also direct the Chairperson to contact any member not attending the required number of meetings regarding his or her attendance.
  1. If after consultation with that board member, attendance does not improve over the next three (3) month period of time, the City Administrator will report the matter to the City The City Council is authorized to remove a member for cause.

Approved this 24th day of June, 2024.