The City of West Linn is now accepting applications for appointment to Citizen Advisory Groups, including:
• Citizen’s Budget Committee
• Clackamas County Wastewater Treatment Capacity Advisory Committee
• Clackamas Cable Advisory Board
• Historic Resources Advisory Board
• Library Board
• Parks & Recreation Board
• Planning Commission
• Public Safety Advisory Board
• Sustainability Advisory Board
• Transportation Advisory Board
• Utility Advisory Board
UPDATE: The City of West Linn is also soliciting applications for an appointed representative and alternate to the Clackamas County Wastewater Treatment Capacity Advisory Committee. The selected individuals will be appointed by the City Council to represent the City’s interests on the Advisory Committee which will be discussing wastewater treatment issues facing the County.
Apply exclusively online at
http://westlinnoregon.gov/citycouncil/citizen-advisory-group-application
Applications due by December 16, 2009, 5:00.
Complete an application on a public access
computer at the West Linn Library, the Adult Community Center, or City Hall
From the West Linn Municipal Code:
2.050 General Authority
The City Council may create standing citizen advisory boards, committees or commissions to aid the Council in the conduct of public affairs. The City Council may also create ad hoc citizen committees to accomplish a specific task or project. All standing citizen advisory boards, committees and commissions shall be governed by this chapter, except that if application of a provision conflicts with an applicable state statute, the state statute shall prevail. The specific enabling provisions for each standing advisory board, committee and commission are contained in WLMC 2.085.
2.055 Types of Advisory Boards, Committees and Commissions
(1) "Ad Hoc Committee" means a temporary committee appointed for a specific term to accomplish a specific task or project. Ad hoc citizen committees shall be established by resolution of the Council. The resolution shall set forth the term of the committee, the task or project to be accomplished, the time line for completion of the task or the project, and such other direction as the Council deems appropriate.
(2) "Advisory Board" means a standing committee that is not required by state law appointed by the Council to advise and make recommendations to the Council regarding topics as specified in the Committee's enabling provision. Advisory Boards shall be created by general ordinance.
(3) "Commission" means a standing committee that is required by state law or city ordinance. Commissions shall be created by ordinance amending WLMC 2.085, except where a commission is appointed pursuant to an independent state mandate.
(4) State statutory committees: Where state law requires a committee to have a specific name, such as in the case of the Budget Committee and Planning Commission, that name shall supersede the distinctions created by this section.
2.060 Appointment. Term. Removal of Members
(1) The Mayor, with City Council approval, shall appoint persons to positions or vacancies on advisory boards, committees or commissions by motion. The Council may interview or otherwise screen applicants for such positions, as it deems appropriate.
(2) Qualifications for appointment and term of office for a position on a City advisory board, committee or commission shall be as provided in the enabling provision for such board, committee or commission in this chapter. If a position becomes vacant before the expiration of the term, the Council shall appoint a person to fill the vacancy for the remainder of the term. Initial terms for a newly created advisory board, committee or commission shall be staggered in the resolution of appointment so that a majority of the positions do not become vacant in the same year and so that an equal or approximately equal number of positions become vacant each year.
(3) When making or approving appointments, the Mayor and Council may consider special expertise of applicants and the geographic diversity of the membership of boards, committees and commissions. To ensure opportunities for citizen participation, a citizen shall not be appointed to more than two committees.
(4) Except as otherwise provided herein, members of all city advisory boards, committees and commissions shall serve at the pleasure of the Council. An advisory board, committee or commission may recommend removal of one of its members to the City Manager for misconduct or nonperformance of duty. "Misconduct" includes failure to declare a conflict of interest and failure to comply with any applicable requirement of the West Linn Code. "Non-performance of duty" includes unexcused absences from three consecutive meetings or three meetings within a calendar year. The City Manager shall inform the Council upon receiving a recommendation for removal of a member for misconduct or nonperformance.
(5) Conflict of Interest. No member of a board, commission or committee shall participate in any commission proceeding or action in which any of the following has a direct or substantial financial interest: the member or the spouse, brother, sister, child, parent, father-in-law, mother-in-law of the member; any business in which the member is then serving or has served within the previous two years; or any business with which the member is negotiating for or has an arrangement or understanding concerning prospective partnership or employment. Any actual or potential conflict of interest shall be disclosed at the meeting of the commission where the action is being taken.
2.065 Compliance with State Law Required
All advisory boards, committees and commissions, and any subcommittees thereof, shall comply with the State of Oregon Public Records Law, Public Meetings Law, Code of Ethics, laws regarding conflicts of interest, and any other applicable state laws. Each committee, advisory board, committee or commission shall be responsible for ensuring that its subcommittees comply with these laws.
2.070 Officers
(1) Each advisory board, committee and commission shall elect a Chair and a Vice-Chair from its membership at its first regular meeting of each calendar year. Nothing in this sub-section shall prevent appointment of co-chairs, as the advisory board or commission deems appropriate. Co-chairs shall divide or share the powers and duties of the Chair, as the advisory board, committee or commission deems appropriate. No member shall serve more than two consecutive terms as either Chair or co-chair.
(2) The Chair shall:
(a) Set the agenda. Any member of the committee, advisory board, committee or commission may request that an item of business appear on the agenda. The advisory board, committee or commission may by majority vote compel that item be placed on the agenda.
(b) Preside at all meetings.
(c) Be responsible for maintaining communication with the Council liaison and City staff assigned to the Committee.
(d) Call special meetings. A majority of the members of the advisory board, committee or commission may also call a special meeting.
(e) Be responsible for attendance of members and report to the staff liaison or City Manager if and when repeated absences impair a member's ability to serve on the advisory board, committee or commission.
(3) The Vice-Chair shall exercise the duties of the Chair in the Chair's absence.
(4) The City Manager shall determine which department or staff person shall serve as liaison to an advisory board, committee or commission. Staff will ensure that minutes are produced for each meeting.
2.075 Quorum, Meetings, Rules
(1) Quorum. A majority of the members of an advisory board, committee or commission shall constitute a quorum.
(2) Vote. Except as otherwise expressly provided by the City Code or other applicable law or regulation, the concurrence of a majority of members present and eligible to vote shall be necessary to decide any question.
(3) Meetings. An advisory board, committee or commission, in consultation with staff, shall establish a regular meeting at such time, interval, and place, as the advisory board, committee or commission deems necessary. Special meetings may be called as provided in WLMC 2.070 2 (d).
(4) Rules of Procedure. An advisory board, committee or commission may from time to time adopt and amend rules of procedure consistent with the laws of the state, the City Charter, and any other applicable provisions of the City Code.
(5) Recommendations.
All recommendations to the Council shall be in writing, signed by the Chair.
(6) Subcommittees. No advisory board, committee or commission shall appoint a standing subcommittee, an outside advisory committee or an ad hoc subcommittee without first obtaining approval of the City Council. The City Council may approve, deny or modify the request to create and/or staff a subcommittee. Prior to voting to request the Council to approve creation of a subcommittee, the advisory board, committee or commission shall first request and consider a report from staff regarding the costs and time involved in staffing such a subcommittee. Any request to form such subcommittees shall be submitted to the City Council in writing and shall contain:
(a) An explanation of the function of and need for the subcommittee;
(b) The number and any qualifications of its members;
(c) The staff analysis of the cost and time involved in staffing the subcommittee; and
(d) If the subcommittee is an ad hoc subcommittee, a deadline for completion of the ad hoc subcommittee's responsibilities.
2.080 Relationship to City Council
(1) Council Authority. The City Council is the elected legislative and policy-making body of the City. Unless governed by a specific state mandate, advisory boards, committees and commissions are appointed pursuant to the Council's authority and shall have only those powers and functions as expressly delegated by the Council. Generally, advisory boards, committees and commissions are expected to provide advice and recommendations to the Council and help the Council implement the Council goals. Council members may attend meetings of any advisory board, committee or commission. A councilor may not speak on behalf of the City Council at a board, committee or commission meeting unless authorized to do so by the Council. Council members may not vote at any meeting of any advisory board, committee or commission.
(2) Annual Meeting. The City Council shall hold an annual meeting with each standing advisory board, committee and commission except the Budget Committee. The purpose of such meetings will be to note accomplishments, to address concerns and to discuss issues related to the duties and activities of the advisory board, committee or commission. Annual meetings of related advisory boards, committees or commissions may be held jointly, as the Council deems appropriate.
(3) Council Liaison. Each year the Mayor may appoint a liaison from its members to each advisory board, committee and commission. The purpose of the Council liaison is to provide a direct line of communication between the advisory board, committee or commission and the City Council. The Council liaison and the chair of the affected advisory board, committee or commission shall have joint obligation to keep the Council and the advisory board, committee or commission informed of relevant City or advisory board, committee or commission information. The Council liaison to each advisory board, committee and commission shall be rotated annually.
(4) Expenditure of Funds. No advisory board, committee or commission shall have the authority to expend City funds, or to obligate the City for payment of any sum of money, except as expressly delegated or authorized by prior approval by the City Council.
(5) Additional Duties and Projects. In addition to the duties established for each advisory board, committee or commission in its enabling provision contained in WLMC 2.085, the City Council may from time to time assign an advisory board, committee or commission such other duties or projects as the Council deems appropriate.
(6) A member of any advisory board, committee or commission may testify before the Council but only as a member of the body, not on behalf of the body, unless the member has been designated as a spokesman for the body.
(7) Members of advisory boards, committees or commissions shall take care to conform with the Oregon Election Division’s guidelines relating to political advocacy and participation in political campaigns.
2.085 Boards, Committees and Commissions
A. PLANNING COMMISSION
(1) Establishment. The Planning Commission for the City is reestablished and reorganized in accordance with the provisions of Sections 2.050 to 2.080.
(2) Membership. The Planning Commission shall consist of seven members. All members of the Planning Com¬mission shall be residents of the City and shall be selected on the basis of their qualifications to serve in such capacity. The City Manager shall be entitled to sit with the commission and take part in its discussions or deliberations, but shall have no vote on any matter to come before the commission.
(3) Terms of Office. Terms of office for Planning Commission members shall be for a period of four years.
(4) Vacancies
Appointments to fill vacancies shall be for the remainder of the unexpired term.
(5) Chairperson and Vice Chairperson.
(a) The commission shall elect a chairpe¬son and vice chair¬person from its membership at its first regular meeting of each calendar year. No member shall serve more than two consecutive terms as the chairperson.
(b) The chairperson of the Planning Commission, or in the chairperson's absence the vice-chairperson, shall have a vote on all matters that come before the Planning Commission, and shall vote last on all motions requiring a vote.
(c) If a vacancy of the chair occurs, an election shall be held at the next regular meeting to fill that position.
(d) In the absence of both the chair¬person and the vice chairperson, the members present shall appoint an acting chairperson for the purposes of conducting business during that meeting.
(e) The chairperson shall carry out his or her responsibilities in conformance with Section 2.070(2).
(6) Secretary and Staff Services.
The City Manager shall provide a secretary to the commission and such other staff and consultation services as may be appropriate, feasible, and within budgetary limitations. The secretary shall keep a record of all commission proceedings. The Planning Director and City Attorney, or their duly authorized representative, shall attend all official Planning Commission meetings and shall provide technical and legal advice and guidance to the commission. The commission shall give due consideration to such technical and legal advice.
(7) Meetings.
The commission shall meet at least once a month. Meetings of the com¬mission shall be open to the public. Meetings other than at regularly scheduled times may be announced at a prior meeting and thereby be made a part of the meeting records. The chairperson upon a motion may, or at the request of three members of the commission shall, by giving notice to members of the commission, call a previously unannounced special meeting of the commission for a time not earlier than 24 hours after the notice is given.
(8) Powers and Duties.
The commission shall have the powers and duties which are now or may hereafter be as¬signed to it by charter, ordinances or resolutions of this City and general laws of this state.
(9) Compensation.
Planning Commission members shall receive no compensation for their service but shall be fully reimbursed for all duly authorized expenses.
(10) Consideration of Qualifications for Membership.
In selecting individuals for membership on the Planning Commission, the City Council shall give preference to those individuals who possess a particular competence in the field of municipal planning by way of their profession, trade, or prior or present governmental service. No more than two voting members shall be engaged principally in the buying, selling or developing of real estate for profit as individuals, or be members of any partnership, or officers or employees of any corporation, that is engaged principally in the buying, selling or developing of real estate for profit. No more than two voting members shall be engaged in the same kind of occupation, business, trade or profession.
(11) Lack of Quorum Because of Unfilled Vacancies
Should the Planning Commission be unable to function with a quorum of members due to unfilled vacancies, the City Council shall fulfill the duties of the Commission until a quorum of members is restored.
B. LAND USE HEARINGS OFFICER
(1) Establishment of Land Use Hearings Officer. There shall be a land use hearings officer to conduct hearings on applications for such classes of permits and zone changes as the City Council designates by resolution.
(2) Appointment. The land use hearings officer shall be appointed by and shall serve at the pleasure of the City Council. The City Council may appoint one or more alternates to serve as a hearings officer. The terms of appointment may be set forth in a professional services contract.
(3) Hearings Officer Unavailability. In the event a hearings officer is not available to conduct hearings, whether due to non-appointment, conflict of interest, absence or other reason, the Planning Commission shall automatically serve as hearings officer with all the powers and duties of a hearings officer.
(4) Hearings. The hearings officer shall conduct hearings as necessary to review and make decisions on land use applications and other land use matters. The time and place of all hearings shall be scheduled by the City Manager or his or her designee.
(5) Powers and Duties. The hearings officer shall exercise such powers and have such duties as are described in this chapter, this code, other ordinances and resolutions of the City, and state law. The hearings officer has the power to request, receive, and examine available information, enter upon any land, and make examinations and surveys, and place and maintain necessary monuments and markers, conduct public hearings, prepare a record, enter findings and conclusions, and exercise such other powers as necessary to carry out the assigned duties of the hearings officer.
(6) Reports, Advice, Joint Meetings, and Coordination. The hearings officer shall make such reports on the hearings officer’s activities as the City Council and Planning Commission may require. The hearings officer shall advise the City Council and the Planning Commission concerning any problem or issue related to the powers and duties of the hearings officer. The hearings officer shall meet from time to time in joint public meetings with the City Council and Planning Commission. The hearings officer shall cooperate and coordinate with the City Council, Planning Commission and City officers and staff.
C. BUDGET COMMITTEE
(1) Appointments. The Budget Committee shall be established as provided by state law. [See ORS Section 294.336]
D. UTILITY ADVISORY BOARD
(1) Establishment. There is hereby established a Utility Advisory Board.
(2) Membership.
The Utility Advisory Board shall consist of seven (7) members. The Council shall consider nominations made by neighborhood associations, as well as applications submitted independently by interested candidates.
(3) Officers. At its first meeting in January of each year, the Board shall elect a chairperson and vice chairperson to serve one-year terms. If a vacancy of the chair occurs, an election shall be held at the next regular meeting to fill that position. In the absence of both the chairperson and vice chairperson, the members present shall appoint an acting chairperson for the purposes of conducting business during that meeting.
(4) Terms of Office. Terms of office shall be for a period of three (3) years and shall be staggered even if some members are appointed to less than a three-year term.
(5) Meetings. The Board shall meet at least quarterly or more often as directed by the City Council or by a majority of the Board members.
(6) Duties. The Utility Advisory Board shall make recommendations to the City Council concerning rates for water. These recommendations shall pertain to those legislative matters to be decided by the City Council concerning or affecting rates, such as master facility plans and service levels as they relate to rates. The Utility Advisory Board may also make recommendations regarding such other city-owned utilities as the City Council from time to time may determine.
E. LOCAL CONTRACT REVIEW BOARD
(1) Policy. All public contracts shall be based upon competitive bids except as expressly provided by state law, this chapter, or the rules adopted by the Local Contract Review Board.
(2) Contract Review Board. The City Council is designated as the Local Contract Review Board for the City of West Linn. The board shall adopt rules by resolution relating to the public bidding process and public contracts.
(3) Organization.
(a) The Mayor shall act as chair¬person of the board. The president of the Council shall act as the vice chairperson.
(b) Meetings of the board may be scheduled at any time, including before, after or during a regularly scheduled Council meeting.
(c) Meetings shall be called in the same manner as a Council meeting.
(d) Attendance of at least three board members shall constitute a quorum and shall be required in order for the board to take any action. The concurrence of a majority of those board members attending shall be required for the board to take any action.
(4) Authority to Obligate the City. The City Council shall approve all public contracts and personal services con¬tracts except as other¬wise provided in Section 5 below.
(5) Delegation of Authority to Obligate City.
The City Manager may enter into a public contract or personal services contract which does not exceed $25,000 without specific Council approval provided the obligation is part of an adopted budget, the rules of the board are satisfied by written findings, and record is made of the transaction which shows compliance with the rules. This delegation of authority shall be subject to the limitations of Section 6 below.
(6) Limitation on Expenditures. The delegated authority to obligate the City shall be subject to the following limitations:
(a) The expenditure shall be for a single complete item or con¬tract; and
(b) The item or contract shall not be a component of a project except in the case of a project which involves a personal services contract and a public contract. In this situation, the personal services contract portion shall be considered a single complete project and the public contract portion shall be considered a single complete project.
F. TELECOMMUNICATIONS ADVISORY BOARD FORMERLY KNOWN AS CABLE TV ADVISORY BOARD [Repealed by Ordinance No. 1524, adopted September 12, 2005.]
G. LIBRARY BOARD
(1) Appointment and Term.
The West Linn Public Library Board shall consist of nine members. Appointments shall be made for a term of four years, which shall begin on the first day of January in the year the appointment is made.
(2) Duties. The Library Board shall:
(a) Make recommendations to the City as to the appointment of the librarian;
(b) Formulate rules and policies for the governance of the Library;
(c) Prepare an annual budget for submission to the City;
(d) Recommend to the City all expenditures from the West Linn Public Library fund in compliance with local budget law, ORS 294.305 to 294.565;
(e) Recommend to the City as to the acceptance, use and expenditure of any real or personal property or funds donated to the West Linn Public Library, except that each donation shall be administered in accordance with its terms, and all property or funds shall be held in the name of the City;
(f) Such other activities as the City Council may assign.
(3) Statutes Adopted.
All acts and amendments applicable to local government units as used in ORS 357.400 to ORS 357.621, ORS 351.975 and ORS 357.990 are adopted and made a part of Section G (Library Board).
H. PARK AND RECREATION BOARD
(1) Creation; Appointments.
There is created a Park and Recreation Board for the City consisting of seven persons. All members of the Park and Recreation Board shall be residents of the City.
(2) Terms of Office.
Board members shall serve a three-year term. However, terms of office on the board shall be so arranged and staggered such that in any given year no more than three of the seven positions shall expire on December 31st of that year even if this means that some members of the board are appointed to less than a three-year term.
(3) Responsibility.
The board shall have the responsibility of advising the City Council in the following areas:
(a) Determining park needs and recommending programs to meet identified needs;
(b) Making recommendations for the annual park budget;
(c) Recommending comprehensive park pol¬icy and advising on the acquisition and receipt of new park land and recreation facilities;
(d) Making recommendations to the City Council as requested by the City Council;
(e) Maintaining an active two way communication liaison with the Planning Commission;
(f) Overseeing the execution and modification of the Park and Recreation Master Plan;
(g) Advising concerning the management and control of the public parks and recreation facilities.
I. ARTS COMMISSION
(1) Commission Established.
There is established a City Arts Com¬mission consisting of nine members appointed to four-year terms. However, terms of office on the commission shall be so arranged and staggered such that in any given year at least two of the nine positions shall expire on December 31st of that year, even if this means that some members of the commission are appointed to less than a four-year term.
(2) Purpose. The purpose of the Arts Commission is to:
(a) Encourage greater opportunities for a recognition of arts in the West Linn area;
(b) Provide coordination and communication among groups and individuals engaged in the arts;
(c) Provide coordination of events to showcase the abilities of area artists;
(d) Provide development and pro¬motion of the arts as a factor in the economic life of the community;
(e) Pursue funding sources, projects and programs to enhance the artistic diversity available for the citizens of West Linn;
(f) Provide liaison and representation of the City of West Linn to city, county, regional and state arts agencies.
(3) Definition of Arts.
"Arts" includes, but is not limited to: music, drama, dance, creative writing and poetry, architecture and landscape design, painting, sculpture, photography, graphics, craft and folk arts, film and video, and such other endeavors as may be designated by the commission.
(4) City Support.
The City will provide for necessary support for the commission including postage, meeting place, and related services; however, any funding for projects must be generated by the commission and expenditures presented to the Council for their approval. The City can also make grants to the commission or enter into agreements with other public agencies, associations, and individuals for services which will assist the com¬mission.
J. POLICE ADVISORY COMMITTEE
(1) Establishment.
The Police Advisory Committee is established to advise and make recommendations to the Chief of Police and the City Council regarding public safety needs. The Police Advisory Committee shall not undertake the review of allegations and inquiries related to the actions of individual police officers. The responsibilities of the Committee shall be to:
(a) Review and make recommendations on community livability concerns related to crime prevention and traffic safety issues that affect public safety and the neighborhood livability in West Linn and within its Urban Growth Boundary as of December 4, 2002.
(b) Review and make recommendations for police-community partnerships to mitigate the negative influence of crime and traffic on the community.
(c) Promote public education and awareness of the effects of crime and fear of crime on the community.
(d) Collaborate with local, county, and state government agencies to develop strategies to mitigate negative community livability concerns by focusing partnership agency resources to reduce or eliminate specific crime, problem areas, or concerns.
(e) Carry out such other activities as the City Council may assign.
(2) Membership.
The Committee shall consist of seven members appointed at large. All members of the Committee shall be residents of West Linn. It is desirable that Committee members have an interest in solving community problems through active involvement with the Police Department, the Chief of Police, and various citizen / police / government work-groups.
(a) Members will be appointed for two-year terms, but three members of the initial Committee shall be appointed for one-year terms. Neighborhood associations may nominate prospective members. The City Council shall have the discretion whether to appoint any person nominated by a neighborhood association.
(b) The Committee shall elect a chair, vice-chair and secretary. The chair shall preside at Committee meetings. The vice-chair shall preside in the chair’s absence. The secretary shall record minutes of the proceedings and votes taken. Minutes may be in summary form.
(c) A quorum consists of a majority of the members of the Committee.
(d) The Chief of Police shall be an ex-officio member of the Committee.
(3) Meetings.
The Committee shall meet at least quarterly at a time and place agreed to by the members. Notices of Committee meetings shall be published in the City’s newsletter, website and calendars distributed regularly to the news media. Meetings of the Committee are public meetings.
K. HERITAGE COMMITTEE
[Repealed by Ordinance No. 1537, adopted April 24, 2006.]
L. SOLID WASTE AND RECYCLING COMMITTEE [Repealed by Ord. No. 1491, adopted December 18, 2002.]
M. FAIR COMMISSION
(1) Fair Commission Established. There is established a West Linn Fair Commission consisting of twelve members.
(2) The terms of office for the Fair Commission shall be for a period of four years and shall be staggered so that the terms of not more than three members expire in any given year.
(3) The members of the commission shall choose from among their members a chairperson elected annually in January of each year, and such other officers as are necessary to conduct their business may be elected likewise. There is no limit on the number of times a member of the commission may serve as chair; however, a member may not serve more than four consecutive terms as chair. After a member has served four consecutive terms as chair, a member must wait at least one calendar year before serving as chair again.
(4) The commission shall meet at least monthly from January through July, and as deemed necessary by the Commission through the balance of the year. The Commission shall establish rules necessary to conduct their business so long as they do not conflict with state or local requirements. Meetings shall take place on City property and shall be noticed as public meetings.
(5) At least once each year, the commission shall report on their activities to the City Council and minutes of their meetings shall be submitted to the Council for information.
(6) Purpose. The purpose of the West Linn Fair Commission is to:
(a) Arrange for the West Linn Fair to be held the last full weekend Friday, Saturday, and Sunday of July each year.
(b) Provide coordination and communication among groups, organizations and individuals interested in participating in the West Linn Fair.
(c) Encourage greater public participation in the West Linn Fair.
(7) Definition of West Linn Fair. The Fair includes, but is not limited to the music, display booths, food booths, games, activities, carnival, contests, Princess competition, exhibits, competitions and such other endeavors as may be designated by the commission.
(8) City Support.
The City will provide for necessary staff support for the commission including postage, meeting place, and secretarial service. Base funding for the West Linn Fair will be handled through the City budget process. The City can enter into agreements with other agencies, associations, businesses and individuals for services and funds that will assist the commission.
(9) Fair Coordinator.
The City Manager shall appoint a member of the staff to serve as Fair Coordinator, whose duties shall be to:
(a) Serve as principal liaison between the Fair Commission, City Manager and Council.
(b) Organize and coordinate City efforts in support of the Fair.
(c) Ensure that the Fair complies with all applicable policies, laws and regulations of the city, county, state and federal governments, including sanitation requirements, purchasing and contracting, public safety and environmental protection.
(d) Consult with the City Manager to resolve questions or problems arising from the planning and production of the Fair, as needed.
(e) Ensure that meetings of the Fair Commission are duly noticed and that notes, minutes or recordings of the proceedings of the Commission are in conformance with Oregon public meetings and records laws.
(f) Approve all financial obligations, purchases and agreements undertaken on behalf of the Fair.
N. TRAFFIC SAFETY COMMITTEE
[Repealed by Ordinance No. 1537, adopted April 24, 2006.]
O. HISTORIC RESOURCES ADVISORY BOARD
(1) Establishment; Membership; Term.
There is hereby established a Historic Resources Advisory Board of the City of West Linn consisting of five regular members appointed for three-year terms, except that the initial appointments shall be made so that the terms of not more than two members expire in any given year.
(2) Qualifications.
It is desirable that members of the committee have diverse interests and backgrounds, including some with knowledge or expertise in architecture, historic preservation and restoration.
(3) Duties.
The Historic Resources Advisory Board shall:
(a) Disseminate information to educate the public as to state and federal laws protecting antiquities and historic places.
(b) Act as a coordinator for local preservation groups, educational workshops, signing and monumentation projects, and other similar programs.
(c) Advise interest groups, agencies, boards, and citizens on matters relating to historic preservation within the city.
(d) Monitor the city’s historic inventories on a periodic basis and ensure that information on inventoried historic properties is updated and maintained.
(e) Research and recommend property owner incentives to City Council to assist in continued preservation of historic resources.
(f) Coordinate with Clackamas County, neighboring cities, and regional and state historic preservation agencies and groups to integrate West Linn preservation with statewide preservation initiatives.
(g) Coordinate with the Clackamas County Historic Review Board as appropriate.
(h) Seek outside funding of preservation work and activities.
(i) Work to provide an adequate permanent facility for West Linn historic artifacts and materials.
P. TRANSPORTATION ADVISORY
BOARD
(1) Establishment; Membership; Term.
There is hereby established a Transportation Advisory Board consisting of seven regular members who are residents of West Linn appointed for four-year terms, except that the initial appointments shall be made so that the terms of not more than three members expire in any given year.
(2) Powers and Duties. The Committee shall:
(a) Provide advice concerning development and implementation of the city’s Transportation System Plan.
(b) Review and make recommendations regarding transportation improvement projects for inclusion in the Capital Improvement Plan.
(c) Review the effectiveness of traffic demand management strategies and recommend actions for improvement.
(d) Advise as to the coordination of planning and programming of transportation projects and funding with other governmental agencies and private interests.
(e) Advise and make recommendations to the City Council and city staff on transportation issues in general.
(f) Encourage and promote mass transportation, use of alternative fuels, reduction of automobile dependency, and development of alternative transportation systems and choices.
(g) Perform such other duties as may be assigned by the City Council.
Q. SUSTAINABILITY ADVISORY BOARD
(1) Sustainability Advisory Board Established.
There is established a West Linn Sustainability Advisory Board consisting of seven members.
(2) Terms of Office.
The terms of office for the Sustainability Advisory Board shall be for a period of four years and shall be staggered so that the terms of not more than three members expire in any given year.
(3) Purpose.
The purpose of the Sustainability Advisory Board is to:
(a) Advise regarding the implementation and subsequent reviews of the approved City of West Linn Sustainability Plan and its updates;
(b) Stay current on sustainability and environmental issues, make recommendations, and assist the City in promoting sustainability and environmental improvement to the West Linn community, individuals, City Council, and staff;
(c) Make recommendations to the City Council as requested by the City Council.
[Added by Ordinance No. 1556, adopted January 14, 2008.]
COMMUNITY TREE COMMITTEE
[Repealed by Ordinance No. 1533, adopted February 27, 2006.]
2.100 NEIGHBORHOOD ASSOCIATIONS
(1) Purpose.
The purpose of these sections is to establish a means for formally recognizing neighborhood associations and to provide for neighborhood associations communication with the City. This is an additional form of communication, and is not intended to inhibit other citizens or groups from communicating with the City.
(2) Neighborhood Association.
A "neighborhood association" means any group of people organized within a geographical area for the purpose of acting on issues affecting neighborhood and community livability. A recognized neighborhood association is one that satisfies the standards of Section 4.
(3) Neighborhood District.
A neighborhood district incorporates a group of neighborhood associations within established boundaries. Neighbor¬hood districts may be formed by the City to enhance communication between neighbor¬hood associations and the City, but shall not preclude a neighborhood association from meeting its responsibilities under Section 4. Neighborhood district boundaries shall be logical, contiguous and follow identifiable physical features such as streets, property ownership boundaries, topographic features, boundaries of political jurisdiction, or City rights of way, and shall be mutually agreeable to the affected associations.
(4) Standards.
In order to be recognized by the City, neighborhood associations must satisfy the standards listed herein. The City Council is authorized to determine when an association has met these standards:
(a) Membership.
The membership of a neighborhood association shall not be limited by race, creed, color, sex, age, heritage, national origin or income. Any resident, business owner or owner's representative, nonprofit organization's representative or property owner who resides, owns property or maintains a business within the recognized boundary of a neighborhood association shall be entitled to membership and to vote.
(b) Boundaries.
The boundaries of a neighborhood association shall be drawn by the association membership. These boundaries must be mutually exclusive of other formally recognized associations and must remain within or coincide with the boundaries of a single neighborhood district, if one exists. The City Council is authorized to make adjustments to boundaries if necessary to avoid creation of an area that is excluded from neighborhood association representation.
(c) Bylaws.
In order to be considered for recognition by the City, a neighborhood association must first adopt written bylaws that provide for the following:
(1) That the officers be elected on a regular schedule, at least bi-annually;
(2) That meetings be conducted in conformance with public meetings law when the association meets to act in an advisory capacity to the City. Advisory capacity exists when the City requests or the association on its own accord seeks to act in an advisory capacity to the City; that written minutes as required by open meetings law also be required to show minority opinions and a list of all those voting, and that copies of approved minutes and sign-in lists be available to the City for public review;
(3) That a current map of the association boundaries and a cur¬rent list of the association officers and their addresses be provided to the City annually;
(4) That a minimum of one general neighborhood association meeting be held each calendar year, and the time, place and purpose be well publicized throughout the neighbor¬hood prior to the meeting;
(5) That the association provide for representatives to its neighborhood district if one exists;
(6) That the City be informed of any updates or amendments to the neighborhood association's bylaws; and
(7) That procedures are developed describing the number of members required for a quorum, how votes are taken and recorded, and the action necessary to file an appeal.
(5) Responsibility of City.
The City shall provide recognized neighborhood associations with the following:
(a) Timely notification of meetings of the Council, and the Planning Commission, and upon request, any Council advisory board or commission whose decisions may affect the neighborhood;
(b) General information regarding City services and activities.
(6) Appeals.
(a) Formally recognized neighbor¬hood associations may appeal land use decisions made by the Planning Director or Planning Commission to the appropriate bodies without cost if the Planning Director finds:
(1) Community Development Code Appeal Procedures, Section 99.140 and 99.240 through 99.300, are followed;
(2) The association submits a copy of the membership minutes and vote taken supporting the appeal;
(3) The neighborhood association appeal is related to the property within the association's recognized boundaries.
(b) In addition, an association may appeal without cost on behalf of an individual or group with standing who is not represented by a recognized association if (1) and (2) above are met and the neighborhood association finds the issue(s) are of City-wide concern related to the West Linn Comprehensive Plan or the West Linn Community Development Code.
[Amended by Ordinance No. 1371, adopted 03-27-95; amended by Ordinance No. 1375 adopted 08-10-95; amended by Ordinance No. 1398 adopted 08-26-96; amended by Ordinance No. 1427 adopted 12-14-98; amended by Ordinance No. 1465 adopted 01-17- 01; amended by Ordinance No. 1467 adopted 02-14-01; amended by Ordinance No. 1490, adopted 12-04-02; amended by Ordinance No. 1491, adopted 12-18- 02; amended by Ordinance No. 1495, adopted 06-04-03; amended by Ordinance No. 1497, adopted 08-20-03; amended by Ordinance No. 1504, adopted 05-05-04; amended by Ordinance No. 1524, adopted 09-12-05; amended by Ordinance No. 1531, adopted 01-23-06; amended by Ordinance No. 1533, adopted 02-27-06; amended by Ordinance No. 1537, adopted 04-24- 06.]
2.200 Percent for Art Program Establishment. West Linn Code 2.200 shall be known as the "Percent for Art Program" of the City of West Linn. [Added by Ordinance No. 1543 adopted January 22, 2007.]
2.205 Purpose. The City of West Linn desires to expand the experience of its citizenry through public art of the highest quality in concept and execution. Public art contributes directly to the quality of life in the City of West Linn because citizens view and interact with it daily in public spaces. Public art instills concern for beauty and good design in the public and private sectors by setting high aesthetic standards. Public art reflects and communicates the history, character and values of the community and thereby creates a sense of place. The public art process involves citizens and artists by inviting them to participate in important decisions about the design of their environment. The City therefore declares its policy to include works of art in projects of the City by establishing a Percent for Art program. [Added by Ordinance No. 1543 adopted January 22, 2007.]
2.210 Definitions.
Capital Improvement Program (CIP) means the City's program for advance planning of capital improvements.
City Project means any capital project in an amount over $25,000 paid for wholly or in part by the City of West Linn to purchase, construct, rehabilitate or remodel any building, decorative or commemorative structure, park, parking facility or any portion thereof within the limits of the City of West Linn. "Project" does not include street, pathway or utility construction, emergency work, minor alterations, ordinary repair or maintenance necessary to preserve a facility.
De-accessioning means relinquishing title to a work of public art.
Eligible funds means a source of funds for projects from which art is not precluded as an object of expenditure.
Participating Department means the department that is subject to this chapter by its sponsorship of a City project.
Percent for Art means the program established by this ordinance to set aside a percentage of the total cost of City projects for public art.
Public Art means all forms of original works of art accessible to the public and/or public employees including:
a. Painting of all media, including both portable and permanently fixed works, such as murals;
b. Sculpture which may be in the round, bas-relief, high-relief, mobile, fountain, kinetic, electronic and others, in any material or combination of materials;
c. Other visual media including, but not limited to, prints, drawings, stained glass, calligraphy, glass works, mosaics, photography, film, clay, fiber/textiles, wood, metals, plastics or other materials or combination of materials, or crafts or artifacts.
d. Works of a wide range of materials, disciplines and media which are of specific duration, including performance events, and which are documented for public accessibility after the life of the piece has ended.
e. Art works that possess functional as well as aesthetic qualities.
Public Art Trust Fund means a City fund or account into which all moneys derived pursuant to this Chapter shall be deposited. Monetary contributions for public art shall also be deposited into the Public Art Trust Fund. Funds within the Public Art Trust Fund shall be solely be utilized for the purposes outlined in this Chapter.
Selection Committee means the committee appointed pursuant to guidelines adopted by the City Council, and responsible for reviewing proposed public art and making recommendations on the selection of public art. The selection committee shall include a representative of the participating department, the project architect or engineer (where applicable), artists, a citizen and any other members designated in the guidelines.
Total cost means the entire amount of the City's contribution toward the price for construction of a project. "Total cost" does not include costs for design and engineering, administration, fees and permits, building demolition, relocation of tenants, contingency funds, change order costs, environmental testing or indirect costs, such as interest during construction, advertising and legal fees. [Added by Ordinance No. 1543 adopted January 22, 2007.]
2.215 Dedication of 1.5% to Public Art.
Any City official or employee who authorizes or appropriates expenditures on behalf of a participating department for a City project shall, to the degree that the funds are eligible, include within the budget for the project a monetary contribution for public art equal to 1.5% of the total cost of the project.
(1) Restricted funds: If funding for a particular City project is subject to legal restrictions that preclude public art as an object for expenditure, the portion of the City project that is funded with the restricted funds shall be exempt from the requirements of this Chapter.
(2) Phased projects: As a general rule, where a City project will be constructed in phases, the 1.5% dedication shall be applied to the estimated total cost of each phase of the project at the time that funds for the phase are appropriated and encumbered. Nothing in this section prevents the Council from deciding to set aside all or part of the entire dedication from the funds of a particular phase, however, as the Council deems appropriate. In determining when to set aside the funds for a phased project, the City shall encourage an overall public art plan for phased work to ensure that art is not located on a piecemeal basis. [Added by Ordinance No. 1543 adopted January 22, 2007.]
2.220 Public Art Trust Fund.
There is hereby created a special City fund or account called the Public Art Trust Fund into which the monetary contributions for Public Art shall be deposited.
(1) 1.5% of the total cost of City projects shall be dedicated to public art. Such funds shall be deposited into the Public Art Trust Fund by the City Official or employee acting on behalf of the participating department at the time that budgeted funds are encumbered for construction of the project.
a. 1% of the total cost of City projects shall be used for costs associated with the acquisition of public art including, but not limited to, the design, purchase and siting of public art.
b. .5% of the total cost of City Projects shall be used for costs associated with administration of the public art program, including, but not limited to, costs of selection, conservation and maintenance of the collection, community education, de-accessioning and registration of public art.
(2) Monetary contributions shall be deposited in separate accounts within the Public Art Trust Fund if separate accounting is deemed appropriate by the City Manager or is required by law.
(3) Monetary contributions made other than through the Percent for Art program shall be deposited in the Public Art Trust Fund and may be dedicated to or earmarked for a specific program or work of art, subject to acceptance by the City Council.
(4) Disbursements from the Public Art Trust Fund shall be made only after authorization of the City Manager or the Manager's designee, and shall be made according to this Chapter and any guidelines adopted hereunder.
[Added by Ordinance No. 1543 adopted January 22, 2007.]
2.225 Siting of Art.
(1) Public art selected pursuant to this chapter may be sited in, on or about any City project or other property owned, leased or rented by or to the City of West Linn in accordance with any restrictions placed on siting by the participating department. Public art may be attached or detached within or about such property, and may be either temporary or permanent.
(2) The participating department shall consider the siting of public art as part of the design and engineering phase of any City project. If costs are incurred by the participating department to comply with this subsection prior to transfer of the 1.5% for the project to the Public Art Trust Fund, the department may deduct such costs from the applicable portion of the 1.5% at the time such funds are transferred.
[Added by Ordinance No. 1543 adopted January 22, 2007.]
2.230 Program Guidelines.
The City Council shall adopt guidelines for administration of the Percent for Art program. Such guidelines may:
(1) Provide for an annual plan for public art based upon the CIP.
(2) Provide for the appointment of representatives to selection committees.
(3) Provide for a method or methods of selecting and contracting with artists for the design, execution and siting of Public Art.
(4) Determine the dedication and disbursement process for the Public Art Trust Fund.
(5) Clarify the responsibility for maintenance of public art, including any extraordinary operations or maintenance costs associated with public art, prior to selection.
(6) Facilitate the preservation of art objects, ethnic and cultural arts and crafts, and artifacts.
(7) Provide a process to de-accession art.
(8) Set forth any other matter appropriate to the administration of this Chapter.
[Added by Ordinance No. 1543 adopted January 22, 2007.]
2.235 Ownership.
All public art acquired pursuant to this Chapter shall be acquired in the name of the City of West Linn, and title shall vest in the City of West Linn. [Added by Ordinance No. 1543 adopted January 22, 2007.]
