Oregon Telecommunications Coordinating Council

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At its initial meeting on December 11, 2001, the Oregon Telecommunications Coordinating Council (ORTCC) adopted the following policies and procedures to guide its work. The council recognized that these policies do not cover all aspects of their operation, and do not fully reflect the cooperative nature of its work. These policies were adopted as the a definition of the basic structure within which the Council will work among themselves and with additional interested parties to accomplish the tasks set for them by the Oregon legislature.


ORTCC Policies and Procedures

  1. The Oregon Telecommunications Coordinating Council shall operate in accordance with the Oregon constitution and applicable statutory provisions including Oregon Laws 2001, Chapter 699 (SB 765).

  2. A majority of the members appointed to the Council shall constitute a quorum for the transaction of business. Members of the Council may attend meetings in person or electronically (i.e. by telephone or video connection).

  3. Except as otherwise provided by law and these policies and procedures, and except where the Chair directs or acts to the contrary, Robert's Rules of Order shall govern parliamentary processes of this Council. Council Policies and Procedures may be amended by an affirmative vote of the majority of the Council; however, a proposed amendment must be included in the notice of the Council meeting before the Council may consider the proposed amendment. This requirement may be waived by the unanimous consent of the Council.
  4. Council meetings will occur according to the schedule established by the Council or at the call of the Chair. Staff, at the direction of the Chair, shall provide notice of meetings. Unless an ORTCC member requests an alternative method of notice and transmission of documents, the notice of meetings will be by electronic e-mail. E-mail and faxed notice will be provided to media representatives. Interested parties will be notified by e-mail unless they specifically request regular mail. Notice will be sent not more than ten and not less than five days in advance of all regular meetings.
  5. At the direction of the Chair, staff will develop agenda for all meetings, based on the proceedings of prior meetings and the ORTCC work program. All meetings shall be open to the public and press in accordance with public meetings' law.

    Meetings Procedures
  6. The proceedings of all meetings of the Council shall be recorded and shall give a true reflection of the matters discussed. Minutes shall be available to the public within a reasonable time after the meeting and shall include attendance of members and staff; names of witnesses; all motions and their disposition; and votes on official action.
  7. Draft minutes shall be made available as soon as possible, clearly labeled as draft minutes. Draft minutes shall be reviewed by the Council, and after approval, shall be made available to the public as adopted minutes.
  8. Any member of the Council may make a motion for the Council's review at any time. A motion for action shall require a second to be submitted to the Council for adoption.
  9. After a motion has been made and seconded, discussion will be limited to the subject of the motion (and amendments) until the motion (and amendments) is adopted, defeated, or tabled.
  10. ORTCC members and invited guests may participate equally in all general discussions. If necessary, participants will indicate their desire to make a comment to the Chair, who will form a queue and call upon participants in order. General discussion of any topic may precede a specific motion for ORTCC action.
  11. Only ORTCC members may vote on a motion. The Chair will retain voting rights the equal of any other member of the Council. Any ORTCC member may ask staff to formally read the motion before the Council at any time. Any ORTCC member may request a vote on a motion at any time after the motion has been seconded. A formal vote may be conducted by a voice vote, a show of hands (or other sign of decision) or, when requested by an ORTCC member, a roll call of ORTCC members.
  12. ORTCC members and invited participating guests may participate equally in all general discussions. If necessary, participants will indicate their desire to make a comment to the Chair, who will form a queue and call upon participants in order. General discussion of any topic may proceed a specific motion for ORTCC action.
  13. Meetings may be adjourned or recessed upon order of the Chair or upon the affirmative vote of a majority of those members present.
  14. Upon the affirmative vote of a majority of the Council may request that legislation concerning telecommunications in Oregon be introduced on behalf of the Council. Such legislation shall be designated as being "at the request of the Oregon Telecommunications Coordinating Council."
Information Gathering

  1. Persons invited to make informational presentations to the ORTCC will make their presentations at the direction of the ORTCC Chair. The volume of ORTCC activities may require some limitation in the time afforded to any presentation. The time allotted will be determined by the Chair.

  2. Persons making presentations will bring copies of all written materials, sufficient to provide each member of the ORTCC with a copy. At least ten (10) additional copies should be brought for staff and audience.
  3. ORTCC members may ask questions of a presenter during or after the presentation. If more than one ORTCC member wishes to ask a question, they will indicate that wish to the Chair, who will develop a queue, and call on ORTCC members for questions in an orderly fashion.
  4. Depending on time available, other attendees may be asked by the Chair to respond to a presentation. ORTCC members wishing for such a response will indicate their desire to the Chair, who will call upon the attendee at an appropriate time.
  5. Any ORTCC member may ask staff to send a written invitation or written questions to any person. Responses will be shared with the full ORTCC at the earliest opportunity.

Communications

  1. The Council intends to be a public body, operating in the open and communicating its actions to all interested persons. Consistent with its mandate as a public body collecting information concerning telecommunications in Oregon and proposing policy measures to the Governor and the Oregon Legislature, the Council will seek to have the broadest practical scope of its investigations and the most inclusive notice of its proceedings. The Council will seek to regularly communicate its deliberations to the Governor and the Legislature.

  2. At the direction of the Chair and the Council, a broad list of interested parties will be developed. Notice of Council proposals and meetings will be sent to all interested parties. The Council will continually work to update and expand the list of interested parties.

  3. At the request of any member, the Chair may designate any person to be a participant at Council meetings. Any participant so designated will thereafter be entitled to the same notice and communications as Council members, and may participate in Council discussions. A participant may not make a motion, second a motion, nor vote on Council motions.

  4. Pursuant to its legislative mandate, the Council may at any time consider expanding its membership when requested to do so by a qualified consortium or other organization presenting its credentials for membership. Such credentials shall consist of evidence acceptable to the Council showing that the prospective member meets the requirements of law for membership. The Council may accept additional members by a simple majority vote.

  5. The Oregon Telecommunications Coordinating Council (ORTCC) uses mailing lists to facilitate communications for its members and staff. Electronic messages are archived and available for examination. To access the collection of postings to the mailing lists, visit the ORTCC Archives.

Policy Regarding State and Federal Legislation

  1. All requests for the ORTCC position and/or for information regarding an issue or legislation will go to the Legislative Committee of the Council for initial consideration.

  2. The Legislative Committee will prioritize the requests it receives.

  3. The Legislative Committee may collect information that represents all aspects or points of view regarding the issue or legislation and compile it into a white paper to be presented to the full Council.

  4. The Council will review and determine if it will make recommendations regarding the issue or legislation.

  5. If the Council decides to make a commendation, the Legislative Committee will draft the recommendation report for Council approval and will include any minority recommendations or concerns requested by Council members.

  6. In cases where the Council believes that state legislation is needed, the Legislative Committee will draft the concept paper for review by the Council.

  7. Once the Council approves the concept paper the Legislative Committee will work with Legislative Counsel and staff to draft the bill.

  8. The Council will present the bill draft to the Joint Legislative Committee on Information Management and Technology who may then recommend it for pre-session filing.

  9. Individual Council members may present their personal opinions or their organization's views on issues, provided they make it clear that such views do not represent the position of the Council.

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This page was prepared by the Lane Council of Governments
This page last updated: April 24, 2006