Yamhill Basin Council Charter & Rules

The Yamhill Basin Council works to improve watershed conditions and promote awareness and understanding of watershed issues to achieve healthy forest, farm, urban, and riparian communities in the Yamhill Basin. The Council seeks to:

• Conduct and coordinate education, outreach and promotion of watershed information.
• Coordinate monitoring, assessment, and action plan projects.
• Obtain funding for watershed projects.
• Act as a forum for bringing stakeholders together.

The Yamhill Basin Council will work to address natural resource management issues in the Yamhill River Basin (including the watersheds of Spring Brook, Chehalem Creek, Hess Creek and Harvey Creek) and foster coordination and cooperation among those with a stake in the basin's future (stakeholders.) Specifically it will seek to:

• Achieve a balance between economic development and environmental protection that responds to local needs
• Encourage wise watershed stewardship in advance of resource degradation and regulatory action
• Develop solutions in response to local needs while considering local impacts

The Yamhill Basin Council is an advisory body to established decision-making bodies and local communities. All major stakeholders in the basin are represented on the council. The council will consider resource management issues, seek to develop solutions by consensus and make recommendations to existing decision-making bodies. The representatives of public agencies and other organizations on the council are knowledgeable individuals, able to respond to, requests for advice on actions affecting the watershed that are proposed by public agencies, private companies and individuals.

The public agencies and organizations represented on the council are not obligated to adopt or carry out recommendations of the council, but are encouraged to consider the council's recommendations and take actions they consider appropriate. Representatives of agencies and organizations will report back to the council on any actions taken in response to council recommendations.

Council members will inform their sponsor organizations about the work of the council and will bring their organization's concerns to the council.

• Encourage coordinated efforts to protect natural resource and the "livability" of the Yamhill Basin.
• Improve communication among affected private individuals, interested citizens, business/industry, and representatives of local, state and federal agencies.
• Provide a forum to help resolve conflicts between diverse interests in the watershed by addressing the needs and concerns of the conflicting parties and the agencies, organizations, and interest represented on the council.
• Establish a framework for coordination and cost-effective use of resources, including program consolidation, if justified.
• Identify and establish an effective public involvement and education program to ensure citizen participation in natural resource management issues.
• Compile and use available resource information to determine the current condition of the watershed.
• Identify the desired condition and beneficial uses of the watershed.
• Seek funding to support program development and implementation, including funding from agencies represented on the council.
• Adopt and implement a work program, evaluate work program progress, and oversee budget.
• Promote ongoing monitoring of environmental health indicators.

The Yamhill Basin Council shall at all times include representatives from the following interests:

• One slot representing small cities
• Two slots to represent McMinnville and Newberg
• One slot for each county
• One slot for the Bureau of Land Management
• One slot for McMinnville Water and Light
• One slot for utilities
• One slot for Chambers of Commerce
• Two slots for agriculture- preference to representatives from different agricultural interests
• One slot for Soil and Water Conservation District
• Two slots for forest products- preference to one each from small woodlands and industrial forestry
• One slot for the Confederated Tribes of Grand Ronde
• One slot for restoration projects- Carlton Lake Restoration Committee
• Two slots for environmental groups
• Six slots to be unaffiliated residents

The council may add agencies, organizations, or interests upon nomination by an existing member, and approval by the council.

All members shall live, or perform the greater part of their work, in the Yamhill Basin. Members shall serve at the pleasure of their respective agencies and organizations. Members shall designate an alternate who will participate on the council in the member's absence.

The Yamhill and Polk County Boards of Commissioners will replace members who resign or are unable to continue serving on the council. Member organizations will strive to maintain continuity and balance of interest by selecting replacement members from their organizations at a similar or higher level position. The council will request the agency or organization to nominate a replacement representative. If the agency or organization is unable or unwilling to do so, the council will seek similar representation from another agency or organization from the same community of interest.

The council will select a chair or co-chairs to serve as spokesperson(s), help determine council agendas, arrange council meetings, enforce ground rules, and perform other tasks as assigned by the council. The council may select other officers as needed.

The council may form subcommittees and task groups that may include individuals not on the council to perform certain functions or focus on specific issues. The council also will identify technical advisors who can provide technical data and assistance, and call on these experts as needed.

• The council will use a consensus decision-making process. To reach a consensus decision, council members will make motions, second motions, hold additional discussion, and then the chair will call for the consensus decision on the motion.
• If consensus cannot be reached, the council may decide to delay discussion of the item until a later date, or to vote on the issue. Voting, by a 2/3 majority rule of members present, will only be used when all efforts to reach agreement by consensus fail.
• The watershed council may select a person to serve as facilitator. A facilitator would conduct the meeting, seek full participation of members, keep discussions focused, and help members reach consensus. Periodically during a decision-making process, the facilitator would check in with members to determine the level of consensus on an issue.
• Everyone present will be encouraged to participate and express their opinions and concerns at the meetings, not later in private discussions.
• When a decision is reached by consensus, council members will support adoption or implementation of the decision by their sponsoring organizations.

• The council will hold regular meetings and follow the provisions of the Open Meetings Law. A portion of each meeting will be set aside for public comment.
• A majority of the seated council members must be present to conduct business.
• Council members will inform their respective agencies, organizations or interest about the work of the council and bring concerns of their groups to the council.
• Members, or their organizations may designate a representative of their group to serve as an alternate. Designated alternates will be listed on the council membership list.
• Each member will brief his/her alternate on all issues and proceedings prior to the alternate's attendance at council meetings.
• Members will make every effort to attend all council meetings. If they are unable to do so they will notify their alternates.
• Member organizations will notify the council chair if both the member and his/her alternate are unable to attend a council meeting.
• If the member and his/her alternate are unable to attend a meeting, the member may provide written comments or ask another member to represent his/her position on a particular issue. However, absent members may not block consensus.
• Members will notify the council if they plan to vacate their positions.
• The council reserves the right to revoke the membership of any member who has three consecutive unexcused absences from council meetings.
• A member may be expelled or suspended with or without cause by a 2/3 majority vote of quorum. The council shall notify the member of the action in writing at least 14 days prior to a regularly scheduled council meeting to allow him/her the opportunity to be heard by the council, either orally or in writing. The action shall become effective at the following council meeting. The decision of the council shall be final, and shall not be subject to review or appeal by any court or other persons.

• Members will treat each other with respect, will not monopolize meeting time, and will listen to and try to understand each other's views. Members are discouraged from placing blame for past practices.
• Members will search for opportunities to develop group solutions and resolve conflicts.
• Members will strive to adhere to the council rules and will be responsible for their enforcement.

• The term of the chair(s) will be one year. Following the year, the council may re-elect or re-appoint the chair(s) for another term or select a new chair(s).
• Members are appointed for three year terms beginning in January of each year. Terms are staggered such that one third of the members are appointed annually. The selection process shall follow the provisions in the Cooperative Membership section. Unaffiliated positions shall be filled through an application process.

A council member may propose amendments to the rules at any time. After notifying all members of the proposed amendment, it will become effective at the meeting following the proposal, upon consensus of those present.