PUBLIC NOTICE REQUIREMENTS FOR BUREAU ADVISORY COMMITTEES
Administrative Rule Adopted by Bureau Pursuant to Rule-Making Authority
ARB-ENB-13.11
Policy:
Compliance with ORS 192.620 Public Meetings, requires the Bureau of Buildings' follow the outlined procedure when convening meetings that are considered to be Public Meetings:
A. All meetings, except executive sessions under certain conditions, are open to the public. These meetings may not be held at any place where discrimination on the basis of race, creed, color, sex, age, national origin or disability is practiced. Meetings must be held within the geographical boundaries of the City of Portland and must be accessible to the disabled.
B. Public Notice is required to interested persons, including news media which have requested notice. The minimum requirement is 24 hours. This notice should include the time, location of the meeting and the agenda.
C. A mailing list of "Interested Parties" should be kept for all committees.
D. Written minutes are required and must be available to the public withina reasonable time after the meeting.
Procedure:
A. Submit the meeting notice to the Secretarial Assistant in Administration at least seven (7) working days before the scheduled meeting. This notice will be faxed to the Daily Journal of Commerce and the Oregonian newspapers for publication in the Community Calendar section.
B. An interpreter for the hearing impaired must be provided upon request. If a request is received for an interpreter or a hearing device, contact the Secretarial Assistant in Administration 48 hours prior to the scheduled meeting.
C. Written minutes should be mailed or faxed to interested parties upon request. These should be sent within a reasonable time and should include:
1. Names of all members present;
2. All motions, proposals, resolutions, orders, ordinances and measures proposed and their disposition;
3. The results of all votes and, except for public bodies consisting of more than 25 members unless requested by a member of that body, the vote of each member by name. If decisions are made by consensus then the names of members present is sufficient;
4. The substance of any discussion on any matter.
The committee support staff will be responsible for mailing minutes and updating the "interested parties" mailing list.
Following is a partial list of the committee meetings that should follow this procedure.
Appeal Board Hearings
Budget Advisory Committee
Citizen Advisory Committees
Noise Review Board
Seismic Task Force
Special Inspections Advisory Committee
Structural Engineering Advisory Board
HISTORY
Filed by Bureau of Development Services for inclusion in PPD September 29, 2004.
Originally published as Bureau of Buildings Procedure No. B-1-29 dated April 12, 1994.
