C-TRAN Citizens Advisory Committee Bylaws

(Revised May 2025)

1. Mission Statement

The mission of the C-TRAN Citizens Advisory Committee (CCAC) is to act as a liaison between the community and the C-TRAN Board of Directors and staff.

2. Advisory Committee Overview

The role of the C-TRAN Citizens Advisory Committee is to advise the C‑TRAN Board and C‑TRAN staff members on transit and paratransit policies, programs, plans, and other related issues.

1. Advise and assist the C-TRAN Board of Directors and staff in the development and application of transit- and paratransit-related programs, policies, and services.
2. Act as a forum to review specific service problems under existing contracts and agreements and make recommendations to the C-TRAN Board of Directors relating to both transit and paratransit service for people with disabilities.
3. Act as a focused, educated form of public input and feedback between the organization and the community.
4. Represent the interests of the community, assist staff and the Board of Directors in making the region proud of its public transportation system.

Regular meetings of the C-TRAN Citizens Advisory Committee shall be held as scheduled unless circumstances necessitate a change.

Process for Changing a Meeting Date:

1. In cases of emergencies or unforeseen circumstances that prevent a quorum on the original date, the committee chair may propose an alternative meeting date in consultation with members.
2. If the majority of eligible voting members present cannot reach a decision, the originally scheduled date shall remain in effect.
3. The meeting date change shall be communicated to all committee members and updated on the C-TRAN website and social media pages.

3. Scope of Work

1. Look at the future transportation needs of the community.
2. Review and make recommendations to staff and the Board regarding C-TRAN programs, policies, and services.

IV. Membership Composition

The CCAC shall be composed of no more than 15 members appointed by the C‑TRAN Board of Directors. Membership shall reflect C-TRAN’s service area and strive for broad, inclusive, regional, and diverse representation from membership-based organizations to increase the reach and effectiveness of its purpose. The following list represents groups from which participation should be sought but not limited to:

Voting Representatives (Maximum number of members - 15)

1. Bi-state traveler representative: A person who regularly and frequently travels between Washington and Oregon using C-TRAN services
2. Business community representative: A person engaged in business, commerce, or economic development who can provide insight into how public transportation impacts businesses and their employees within C-TRAN’s service area in southwest Washington
3. Community-at-large representative: A person who resides in the C-TRAN service area in southwest Washington and who represent the general public and have an interest in public transportation, ensuring broad community perspectives are included
4. Community-at-large representative
5. C-VAN rider representative: A person who uses C-TRAN’s paratransit service who can provide direct feedback on accessibility and service quality
6. Deaf/hard of hearing representative: A person who is deaf or hard of hearing and can advocate for accessibility needs, communication accommodations, and overall inclusivity in public transit services
7. Developmentally disabled rider representative: A person who experiences a developmental disability and can address transit challenges and accessibility for individuals with intellectual or developmental disabilities
8. Environmental community representative: A person actively involved in environmental sustainability, conservation, or climate-related initiatives who can provide insight on environmental interests related to public transportation
9. Fixed-route rider representative: An person who uses C-TRAN’s fixed route buse system and who can share firsthand experience and concerns regarding schedules, routes, reliability, and safety
10. Low-income: A person who meets the federal definition of low-income, which is defined as a household earning at or below 80% of the Area Median Income OR individuals eligible for government assistance programs such as SNAP (food stamps), Medicaid, TANF, or subsidized housing
11. Social services representative: A person who represents organizations involved in social services that can address transit challenges and accessibility for individuals they serve
12. School system representative: A person who is a professional from the K-12 or higher education system (e.g. teacher, administrator, school board member) who can offer insight into student transit needs
13. Senior citizen representative: A person older than 65 who can advocate for the needs of older adults, including accessibility, fare affordability, and service reliability for seniors
14. Student/youth rider representative: A person under the age of 25 who actively uses C-TRAN services and can provide input on transit accessibility, safety, and affordability for young riders
15. Blind/low-vision representative: A person who is blind or has low vision and who can advocate for accessibility needs such as audible announcements, signage, and other assistive services

1. Applications to the CCAC may be made by residents living and/or working within the boundaries of the C-TRAN service area and CCAC members applying for a second term. Applications for vacancies and interviews for the open positions are to be held prior to the expiration of the Committee member's term. Selections will be made through an application and interview process which is outlined in the Elections and Voting section below.
2. Members of the CCAC shall serve in that capacity for a term of 24 months, unless extended by the Chief Executive Officer due to an emergency. Upon completion of the 24-month term. However, membership on the CCAC may not exceed 48 consecutive months (two consecutive terms), unless a member served a partial term and was chosen to serve two consecutive terms thereafter, or extended by the Chief Executive Officer due to an emergency. After serving one or two terms on the Committee, a member is eligible to reapply after a minimum two-year waiting period. Terms will last from January through December of the following year.
3. Any member who accumulates three unexcused absences or does not attend the majority of the meetings within 12 consecutive months may be removed from the CCAC by the C-TRAN Board of Directors upon recommendation of the CCAC Chair. For an absence to be considered excused, committee members will contact the C-TRAN staff liaison for CCAC to communicate that they will be absent and the reason why prior to the start of the meeting. C-TRAN staff will track committee member absences and make note of whether or not they are excused. Committee members will receive an attendance warning from C-TRAN staff following two unexcused absences.
4. If the CCAC Chair recommends the removal of a member and the Board of Directors approves the removal, the CCAC Chair will then announce the open position to the committee
5. New applications for membership of the CCAC committee may not be from C-TRAN staff.

V. Officers

1. CCAC officers shall consist of a Chair and a Vice Chair. The Chair and Vice Chair will be nominated and selected by Committee members at the first meeting of the calendar year.
2. The Chair and the Vice Chair shall serve in that capacity for a term of 12 months. Upon completion of the 12-month term, the Committee may again nominate those members currently serving; however, members cannot retain the position of Chair or Vice Chair beyond 24 months (two consecutive terms), unless extended by the Chief Executive Officer due to an emergency. The Chair shall hold office until the first committee meeting in the calendar year.
3. The Chair or Vice Chair shall preside at all CCAC meetings.
4. When the Chair is permanently unable to preside, the CCAC shall select a new Chair for the remainder of the Chair's term.
5. The Chair or Vice Chair of the CCAC shall present a quarterly report to the C-TRAN Board of Directors regarding activities and issues addressed by the CCAC.

VI. Elections and Voting

Applications for new positions are generally accepted in early October of each year. Existing committee members wanting to serve a second consecutive term are asked to apply to be considered with the new applicants in October. In the event of a vacancy in the middle of a Committee member’s term, the Committee will receive applications for a new member to fill the remainder of that term. The new member can then complete that partial term and be eligible to apply to two complete consecutive terms thereafter.

For the open positions that come from terms expiring, all applicants, whether new to the committee or current members reapplying, will be asked to interview at the same meeting, typically in October. Applicants may apply for multiple open positions if they feel suited to represent them. The committee hair or designate staff member shall facilitate the presentation of pre-submitted questions and answers from the candidate’s application to ensure a fair and structured interview process. The Committee will then vote for each open position and the applicants with the most votes are deemed “nominated”.

The C-TRAN Board of Directors will confirm nominations. In the event of an emergency that prevents the CCAC from meeting, the Chief Executive Officer has the authority to extend the current term of CCAC members without an election.

7. Responsibilities
   1. The duties of the Chair shall include at a minimum:

1. To call the CCAC meeting to order, keep the meeting to its order of business, control discussion in an orderly manner, conclude meeting.

2. To be the primary contact with the CCAC staff liaison and assist with the development of meeting agendas.

3. To appoint and remove CCAC members, in accordance with the Bylaws and subject to the approval of the C-TRAN Board of Directors.

4. To attend and facilitate CCAC meetings, ensuring equal opportunities for participation and communication.

5. To appoint subcommittee members based on interest and availability.

6. To perform such other duties as the CCAC may determine by consensus

B. The duties of the Vice Chair shall include at a minimum:

1. To assume the duties of presiding over the meetings of the CCAC in the absence of the CCAC Chair.
2. To assist the CCAC Chair with committee-related activities and projects.

C. The duties of the Committee members shall include at a minimum:

7. 1. Commit to attending a majority of the meetings each calendar year.
   2. If a member is unable to attend a meeting, written comments or questions shall not serve as a substitute for regular attendance. Members are encouraged to attend meetings to engage in dialogue, provide input, and contribute to the committee’s work.
   3. To cast a vote, committee members must be present either in person or virtually.
   4. Written questions should be submitted to the committee chair or designated C-TRAN staff prior to the meeting. The chair shall ensure that all submitted questions are read aloud during the meeting.
   5. Become familiar with regional and local transportation issues as they pertain to Clark County and C-TRAN.
   6. Read all materials provided to CCAC prior to each meeting and come prepared to discuss agenda items.
   1. Encourage a cooperative and respectful spirit between Committee members and the public.
   2. Review and render decisions brought to the Committee regarding ADA Paratransit eligibility, no-show, and late cancellation appeals.

There must be a majority of eligible voting members present for a quorum.

8. Minutes

The proceedings of the CCAC meetings shall be recorded and maintained. The minutes shall consist primarily of a record of the action taken. Preceding the adoption of the minutes, copies of the proposed minutes will be forwarded to all CCAC members prior to the next regular meeting for their reference and/or correction. At the next regular meeting, the CCAC shall consider the minutes for adoption or necessary corrections.

Minutes can be found on the C-TRAN website on the C-TRAN Citizens Advisory Committee page.

9. Subcommittee

The Chair, from time to time, may appoint CCAC members and other interested private citizens and representatives of groups and organizations to serve on special committees. At the time of the appointment of such members, the Chair shall state the objective of the committee and the date upon which a report shall be issued to the CCAC. The Chair shall be an ex-officio member of all such committees. Recommendations of such committees shall be considered as advisory only.

10. Decision-Making Process

Committee decisions will be made by a majority. The process is as follows:

1. When an issue is raised by the C-TRAN Board of Directors, a CCAC member, agency staff, or the general public, it is usually referred to agency staff and/or a subcommittee for further investigation.
2. When neither Committee members nor C-TRAN staff request the topic/issue be included on the agenda for discussion by the CCAC, no further action is taken.
3. When a request is made for further discussion, C-TRAN staff and/or a subcommittee conducts an investigation, discusses approaches, and suggests options (and/or may also make recommendations) to the CCAC.
4. The CCAC will discuss options and/or results of staff and/or subcommittee investigation.
5. CCAC Chair calls for a vote on the issue.

XI. Public Communications

1. Meeting Participation: Community members are welcome at all CCAC meetings and are encouraged to attend. Recognition of a speaker by the Chair is a prerequisite, and necessary, for an orderly and effective meeting, be the speaker a community member, Board member, or staff member. Further, it will be expected that all speakers will deliver their comments in a courteous and efficient manner and will speak only to the specific subject under consideration. Anyone making out-of-order comments or acting in an unruly manner shall be subject to removal from the meeting.
2. Subjects not on Current Agenda: Under the agenda item "Public Comment," community members may address any item they wish to discuss with the Committee. They shall first obtain recognition by the Chair, state their name, and the subject of their comments. The Chair shall then allow the comments, subject to a three (3) minute limitation per speaker. All remarks shall be addressed to the Committee as a body and not to any member thereof. The public comment section of the agenda is intended as an intake session only. Questions should not be asked of the CCAC members, and the members should not enter into a discussion with any person addressing the Committee. Following the public comment session, if action is required or has been requested, the Committee will determine the disposition of the issue; information only, place on future agenda, assign to staff, assign to subcommittee, or do not consider.
3. Manner of Addressing the Committee (Time Limit): Each person addressing the Committee shall give his/her name in an audible tone of voice for the record and, unless the Committee grants further time, shall limit his/her remarks to three (3) minutes.
4. Personal and Slanderous Remarks: Any person making personal, impertinent, or slanderous remarks, or who becomes boisterous while addressing the CCAC may be requested to leave the meeting and may be barred from further audience before the Committee during that committee meeting by the Chair or Presiding Officer.
5. Written Communications: Interested parties, or their authorized representatives, may address the Committee by written communication in regard to any matter concerning CCAC business over which the Committee had control at any time. The written communication may be submitted by direct mail, by email to ccac@c-tran.org, or by addressing the communication to the C-TRAN staff liaison who will distribute copies to the Committee members. The communication will be entered into the record without the necessity of reading as long as sufficient copies are distributed to members of the audience/public.
6. Out-of-Order Comments: Any person whose comments have been ruled out of order by the Chair shall immediately cease and refrain from further improper comments. The refusal of an individual to desist from inappropriate, slanderous, or otherwise disruptive remarks after being ruled out of order by the Chair may subject the individual to removal from the committee meeting.
   
   These rules are intended to promote an orderly system of holding a public meeting and to give every person an opportunity to be heard.

XII. Code of Ethics

Since it is the C-TRAN Citizens Advisory Committee's role to work closely with C-TRAN staff on policies, plans, and programs, it is not likely many ethical conflicts on the part of Committee members will arise. However, should ethical conflicts appear, this section will govern the appropriate action on the part of the affected Committee member and the Committee.

1. Definition of a Conflict of Interest: a conflict of interest arises when a committee member has a personal, financial, professional, or other interest that could compromise or reasonably appear to compromise their ability to make fair and impartial decisions on committee matters. Conflict may include, but are not limited to:
   1. Financial interests, such as direct or indirect monetary gain from a decision.
   2. Personal relationships, including family or business associates who may be affected by committee actions or is an applicant for CCAC membership.
   3. Professional affiliations, such as employment or contractual relationships that could influence decision-making.
2. Use of Influence: In the conduct of business for the CCAC, no Committee member shall use her/his perceived influence for her/his personal benefit or in such a way as to be contrary to the interests of the CCAC or C-TRAN. CCAC members may not suggest or imply they are speaking on behalf of or as a representative of the entire CCAC in the community without prior approval from the CCAC and assigned C-TRAN staff. Committee members must promptly disclose any actual, perceived, or potential conflicts of interest to the committee as soon as they become aware of them. A committee member with a conflict of interest shall recuse themselves from all discussion, deliberation, and voting on the matter in question. The committee, by majority vote, may determine that a conflict of interest exists and require the member to recuse themselves from the matter.
3. Appearance of Impropriety: All members of the CCAC should conduct their official duties with integrity and impartiality and in a manner that avoids even the appearance of impropriety or a conflict of interest. No CCAC member shall, by their conduct or participation in activities, give reasonable basis for the impression that any person can improperly influence the CCAC member, or that the member is affected in the performance of their responsibilities by the kinship, rank, or association with any person.
4. Ethical Conflicts and Violations of the Code of Ethics: As issues of ethical conflicts come up while Committee business is conducted, members should always feel free to discuss any concerns or ask any questions of C-TRAN staff. Any person may initiate a complaint regarding a potential or actual violation of any section of the Code of Ethics, with respect to a CCAC member. The complaint will be based on information, documentation, or evidence of such alleged violation provided in writing to the C-TRAN staff. Upon receipt of this inquiry, C-TRAN staff shall investigate the allegation and determine whether the facts alleged merit referral to the CCAC Chair (or Vice Chair, if appropriate) for further consideration. If a CCAC member is confirmed to have knowingly violated the Ethics Policy in these Bylaws, the Committee may warn the CCAC member or may recommend to the C-TRAN Board of Directors that the Committee member be removed from the Committee if the violation is serious or repeated.

XIII. Telephone/Electronic Meetings

In addition to attending meetings regularly as stated in Section VII.C. 1, it is encouraged that each committee member be physically present at each meeting; however, when a member is physically unable to attend a committee meeting, committee members may participate in committee meetings, including executive sessions, by telephone or virtually. All committee members, whether attending the meeting in person, by telephone, or virtually, shall have identical voting rights. Any committee member participating by phone or virtually is encouraged to attend the entire meeting.