STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION (2026)
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
BOARD OF TRUSTEES PROCEDURE CODE
CONFEDERATED TRIBES
OF THE
UMATILLA INDIAN RESERVATION
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
BOARD OF TRUSTEES PROCEDURE CODE
TABLE OF CONTENTS
CHAPTER 1.
SECTION 1.01.
SECTION 1.02.
SECTION 1.03.
SECTION 1.04.
GENERAL PROVISIONS ................................................................................. 1
Name ................................................................................................................... 1
Purpose................................................................................................................ 1
Orientation of Board Members ........................................................................... 1
Definitions........................................................................................................... 1
CHAPTER 2.
SECTION 2.01.
SECTION 2.02.
SECTION 2.03.
SECTION 2.04.
SECTION 2.05.
SECTION 2.06.
SECTION 2.07.
SECTION 2.08.
SECTION 2.09.
SECTION 2.10.
GATHERINGS OF THE BOARD OF TRUSTEES .......................................... 3
Regular Board Meetings ..................................................................................... 3
Special Board Meetings ...................................................................................... 6
Board Work Sessions .......................................................................................... 6
Board Hearings ................................................................................................... 6
Executive Sessions .............................................................................................. 6
Resolutions of the Board of Trustees .................................................................. 7
Cancellation or Limitation of Board Gatherings Due to Death of CTUIR
Member ............................................................................................................... 7
Requests for Board Action .................................................................................. 7
Polled Actions ..................................................................................................... 8
Committee/Commission Appointments .............................................................. 8
CHAPTER 3.
SECTION 3.01.
SECTION 3.02.
SECTION 3.03.
SECTION 3.04.
AUTHORITY OF INDIVIDUAL BOARD MEMBERS ................................... 8
Findings of the Board of Trustees ....................................................................... 8
Board Members’ Interaction with Staff .............................................................. 9
Temporary Delegation of Officer Authority ....................................................... 9
Officer Vacancies................................................................................................ 9
CHAPTER 4.
SECTION 4.01.
SECTION 4.02.
SECTION 4.03.
SECTION 4.04.
TRAVEL REIMBURSEMENT PAYMENTS, HONORARIA,
STIPENDS AND GIFTS .................................................................................. 10
Third Party Reimbursement for Travel by Board Members ............................. 10
Honoraria and Stipends ..................................................................................... 10
Reporting of Reimbursements, Honoraria, Stipends and Gifts Received ......... 10
Disclosure of Committee, Commission and Board Membership ..................... 11
CHAPTER 5.
SECTION 5.01.
SECTION 5.02.
SECTION 5.03.
SECTION 5.04.
SECTION 5.05.
SECTION 5.06.
SECTION 5.07.
SECTION 5.08.
BOARD OF TRUSTEES RECORDS POLICY ............................................... 11
Board of Trustees Minutes ................................................................................ 11
Board of Trustees Resolutions .......................................................................... 11
Attachments to Board of Trustees Resolutions ................................................. 12
Indices of Board of Trustees Resolutions ......................................................... 12
Tribal Committee or Commission Access to Board of Trustees Documents ... 12
Tribal Employee Access to Board of Trustees Documents .............................. 12
Administration of Board of Trustees Records Policy ....................................... 13
Automation of Board of Trustees Records ....................................................... 13
CHAPTER 6.
SECTION 6.01.
SECTION 6.02.
SECTION 6.03.
SECTION 6.04.
SECTION 6.05.
PERSONNEL PROCEDURES OF THE BOARD OF TRUSTEES ................ 13
Findings............................................................................................................. 13
Timekeeping ..................................................................................................... 13
Notification of Absence .................................................................................... 13
Paid Time Off ................................................................................................... 13
Fringe Benefits .................................................................................................. 15
CHAPTER 7.
SECTION 7.01.
SECTION 7.02.
SECTION 7.03.
SECTION 7.04.
SECTION 7.05.
BOARD OF TRUSTEES SECRETARY’S PROCEDURES ........................... 15
Purpose and Scope ............................................................................................ 15
Documentation of Board Meetings and Work Sessions ................................... 15
Work Sessions ................................................................................................... 16
Resolutions........................................................................................................ 18
Board Meeting Minutes .................................................................................... 19
BOARD OF TRUSTEES PROCEDURE CODE
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
SECTION 7.06.
SECTION 7.07.
SECTION 7.08.
SECTION 7.09.
Letters/Correspondence .................................................................................... 20
Committee/Commission Support and Reporting .............................................. 21
Public Notices ................................................................................................... 22
General Council Reporting ............................................................................... 23
APPENDIX A
LEGISLATIVE HISTORY
BOARD OF TRUSTEES PROCEDURE CODE
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
BOARD OF TRUSTEES PROCEDURE CODE
CHAPTER 1.
GENERAL PROVISIONS
SECTION 1.01.
NAME
This document shall be known as the Board of Trustees' Procedure Code.
SECTION 1.02.
PURPOSE
The purpose of this Code is to define certain procedures employed by the Board of Trustees in
conducting its affairs. This Code includes policy goals of reasonably Informed Policy Making by the
Board of Trustees.
SECTION 1.03.
ORIENTATION OF BOARD MEMBERS
In the interest of maintaining an orderly transition of authority, the Board of Trustees shall receive an
orientation training on this Code as soon as possible after the beginning of each new term of the Board
of Trustees.
SECTION 1.04.
A.
DEFINITIONS
Unless context requires otherwise, the following terms shall be defined as indicated.
1.
"At-Large Member" means one of the four members of the Board of Trustees who are
not elected to specific offices.
2.
"Board of Trustees" or "Board" means the governing body of the Confederated Tribes
of the Umatilla Indian Reservation, established by Article VI of the Confederated
Tribes' Constitution and Bylaws.
3.
"Board meeting" means a regular or special meeting of the Board (as established under
Article VI, section 4 of the Constitution) where the Board may take official action.
4.
"Board member" means an officer, an at-large member, or an ex-officio member of the
Board of Trustees.
5.
"CTUIR" or "Confederated Tribes" means the Confederated Tribes of the Umatilla
Indian Reservation.
6.
“Confidential Document” or “Confidential Exhibit” means a document reviewed or
approved by the Board of Trustees which include, but are not limited to, the following
confidential matters: anticipated legal disputes, pending litigation, settlements, attorney
client privileged communications, confidential personnel matters, matters subject to
non-disclosure protections, sensitive financial details proprietary to the CTUIR or its
entities.
7.
"Constitution" means the Constitution and Bylaws of the Confederated Tribes of the
Umatilla Indian Reservation, adopted by the General Council on November 4, 1949 and
approved by the Secretary of Interior on December 7, 1949, as amended.
8.
"Executive session" means a gathering of the Board from which the public and nonessential staff are excluded, and no official actions are taken. Executive session applies
to confidential matters including, but not limited to anticipated legal disputes, pending
litigation, settlements, attorney client privileged communications, confidential
personnel matters, matters subject to non-disclosure protections, sensitive financial
details proprietary to the CTUIR or its entities.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
9.
"Ex-Officio Member" means the Chair of the General Council, who, under Article VI,
section 2 of the Constitution, also serves as an ex-officio member of the Board of
Trustees.
10.
"General Council" means the political institution created by Article V of the
Constitution.
11.
"General Council Officer" means one of the four people elected to General Council
offices: the General Council Chair, the General Council Vice-Chair, the General
Council Secretary and the General Council Interpreter.
12.
“Informed Policy Making” means information to support reasonably informed decision
making.
13.
"Management" and "Managerial" means or refers to the control, direction and
supervision of Tribal staff, the implementation of Tribal laws and budgets, and shortterm planning.
14.
"Member of the General Council" means a CTUIR Tribal member of the age of eighteen
years or older.
15.
"CTUIR member" means a person enrolled in the CTUIR, regardless of age.
16.
"Officer" or "Board Officer" means one of the four members of the Board of Trustees
who are elected to specific offices: the Board Chair, the Board Vice-Chair, the Board
Secretary and the Board Treasurer.
17.
“Official Board Action” means formal approval by a quorum of the Board of Trustees
by motion or resolution at a Regular Board Meeting, including motions ratifying Polled
Actions.
18.
"Outside Entity" means any government, agency, business, non-profit corporation,
citizens' group or other body that is not a branch of the government of the Confederated
Tribes of the Umatilla Indian Reservation.
19.
"Policy" means general principles established by the Board of Trustees to guide the
management of Tribal affairs. It includes Tribal laws and other guidance promulgated
by the Board. A policy is a rule of broad application, not a decision that is specific to a
particular incident or person. A policy enunciates general principles rather than
deciding the outcome of a specific controversy. Such policy-making is a legislative
power. Nevertheless, a "policy statement" by the Board on a matter of external affairs
may contain conclusions about how specific controversies should be resolved. Such
"policy statements" can be viewed as an exercise of retained executive authority by the
Board.
20.
"Polled action" means a resolution or motion that is adopted by surveying Board
members outside of any Board meeting, and which provides an indication of the Board's
intent, but is non-binding and does not take effect until ratified by the Board at a Board
meeting.
21.
"Regular Board meeting" or "Regular meeting" means the weekly meeting of the Board
of Trustees during which the Board takes official action.
22.
"Resolution" means a Board Resolution: a document that records certain official
decisions of the Board of Trustees, using a standard format designated by the Board
Secretary.
23.
"Special Board meeting" means a meeting of the Board of Trustees which: (1) conforms
to the notice requirement of Article VI, section 4 of the Constitution, (2) is held on a
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
date and time other than the date and time when the regular Board meeting is held, and
(3) during which the Board takes official action.
24.
"Subsidiary Body" means an advisory committee, regulatory commission, board of
directors, ad hoc committee, task force, or other entity created by the Board of Trustees
by its authority under Article VI, Section 1(c) of the Constitution and Bylaws.
25.
“Virtual meeting” means a Regular meeting, Special meeting, or other gathering of the
Board of Trustees in which remote, electronic participation is provided to one or more
Board of Trustees member. Virtual meetings may occur under the following conditions:
(1) Board meetings at which official action will be taken must conform to the notice
requirements of Article VI, section 4 of the Constitution; (2) the virtual meeting is held
on the date and time as designated on the notice; and (3) each Board member, whether
participating in person or virtually, is able to hear the comments, questions and votes of
the other Board members and meeting participants.
CHAPTER 2.
GATHERINGS OF THE BOARD OF TRUSTEES
SECTION 2.01.
REGULAR BOARD MEETINGS
A.
Time and Place. Regular Board meetings shall be held weekly on Mondays in the Board of
Trustees Chambers in the Nixyáawii Governance Center. Regular Board meetings may be in
person, or may be a virtual meeting held via electronic means, and shall ordinarily begin at 9:00
a.m. and continue until all work is acted upon, although the Board may take breaks for such
purposes as lunch, dinner, and other needs.
B.
A regular Board meeting may be deferred to the following Monday if any of the following
occur: 1) the Monday falls on a designated holiday, 2) a quorum will not be attainable, 3) it is
impossible to meet due to weather-related closure of the office or other emergency, or 4) other
reasons as determined by the Board. Whenever possible, the Board shall authorize such a
deferral at a prior regular Board meeting. Except in unusual circumstances, the Board shall not
defer consecutive regular meetings. Pursuant to Article VI, section 4 of the Constitution and
Bylaws, the Board shall assure that at least one regular Board meeting shall occur every month.
In circumstances where an in-person quorum is not attainable, the Board may hold a virtual
meeting as defined in Section 1.04.
C.
Quorum. As provided by Article VI, section 4 of the Constitution, five members of the Board
constitute a quorum. A Board meeting shall not be held if a quorum is not present. A quorum
may be established through a combination of in-person and virtual attendance.
D.
Minutes. The Secretary or an officer of the Board of Trustees shall assure that a person who is
qualified to take minutes is present and taking minutes for each meeting. Further detail on the
recording of minutes is in Chapter 7 of this Code.
E.
Attendees.
1.
On occasion a Board member may be absent from a regular Board meeting when on
authorized leave or work-related travel. If unable to attend due to unforeseen
circumstances, a Board member (or designee) shall call the main switchboard or send
electronic notice to the Board of Trustees and the Office of the Executive Director or
his/her designee.
2.
Under ordinary circumstances a staff member should only attend a meeting when the
topic for discussion falls within the subject area of their work. Staff in attendance may
ask and answer questions or otherwise address the Board when granted permission by
the Chair. Staff who wish to attend "as a member of the General Council" may only do
so if they are on annual leave or leave without pay. The staff person who is taking
minutes may not otherwise participate in the meeting, except to ask and answer
questions about the meeting record, procedure and similar matters.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
F.
3.
As provided in Article VI, section 4 of the Constitution, any member of the General
Council may attend a regular or special Board meeting.
4.
As described below, the meeting agenda shall be divided into a public session and a
tribal session. Any member of the public may attend the public session. Only tribal
members and staff are permitted to attend the tribal session.
Agenda. Under normal circumstances the meeting shall be conducted according to the
following agenda. Nevertheless, the Chair may deviate from this agenda as the need arises.
PUBLIC SESSION
1.
Call to Order
2.
Invocation
3.
Ascertainment of Quorum
4.
Agenda Review
5.
Old Business. This portion of the agenda shall be used to ratify polled resolutions or
actions, resume work on matters tabled at a prior meeting, and so forth.
6.
New Business
7.
a.
Proposed Resolutions
b.
Other Board Actions. Other Board Actions include Committee/Commission
appointments and any other official action the Board deems necessary and
appropriate to take during the Public Session.
CTUIR Executive Director Information. At this point in the agenda, the Executive
Director shall inform the Board of any new developments that require Board
consideration. The Executive Director shall use a report format determined by the
Board. The Executive Director may also request direction from the Board, including
official Board Action, as well as discuss the Board schedule and other matters. At the
Executive Director’s direction, senior staff may also participate in this discussion.
TRIBAL SESSION
8.
Other Business
a.
Treasurer’s Report. The Board of Trustees Treasurer shall report on financial
matters monthly.
b.
Legislative Report. The Legislative Affairs Manager shall report on legislative
developments in Washington, D.C.; Salem, Oregon; and Olympia, Washington
(and other jurisdictions as needed) that affect tribal interests, as well as political
campaign events and contributions.
c.
Executive Director Communication. The Executive Director may use this point
on the agenda to discuss sensitive matters not appropriate for discussion in the
public session.
d.
WRC Comp Voucher Reports/Requests. Board members shall use this time to
report to the Board any recent use of Wildhorse Comp Vouchers, or request
authorization for future use of the Wildhorse Comp Voucher.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
e.
Scheduled Work Sessions. The Secretary of the Board of Trustees shall review
with the Board the work session requests that have been received and the dates
and times for which the work sessions have been scheduled.
f.
Board Travel or External Meeting Reports. At this point in a regular Board
meeting, any Board member who has traveled or otherwise attended meetings
with outside entities either in-person or remotely during the past week shall
report on his or her activities while on travel status and shall make any
disclosures required by Chapter 4 of this Code.
g.
Board Leave and Travel or Outside Meeting Requests. Board members shall use
this portion of the meeting to request Board authorization for any Board-related
travel, Personal Leave or Administrative Leave that they plan to take during the
week or beyond. Travel or Leave that would result in a Board member missing
a regular Board meeting is discouraged. Board members seeking authorization
for travel or leave shall complete a Travel / Leave Request and submit it to the
Board Secretary or his or her designee for Board approval. Board members
needing leave or travel approval prior to the next regular Board meeting may
request polled approval consistent with Section 2.09. For tracking purposes and
to facilitate travel arrangements, Board members shall complete the travel/leave
request form even if travel has already been approved at a Board meeting or by
polled action. Administrative staff shall proactively coordinate the completion
of travel forms and arrangements for Board members once travel has been
approved at a Board meeting or by polled action.
h.
Executive Director Leave and Travel Requests. The Executive Director shall use
this portion of the meeting to request Board authorization for travel or Personal
Leave that they plan to take during the week or beyond. Travel or Leave that
would result in the Executive Director missing a regular Board meeting is
discouraged. The Executive Director shall complete a Travel / Leave Request
and submit it to the Board Secretary or his or her designee for Board approval.
If the Executive Director needs leave or travel approval prior to the next regular
Board meeting, they may request polled approval consistent with Section 2.09.
9.
Review Minutes
10.
Next Meeting
a.
Next Meeting – Date and Agenda Items.
b.
Announcements. The Board may provide informational announcements for the
benefit of the organization. No official Board action may be taken under this
agenda item, although the Board may request staff follow-up on matters
discussed during this agenda item.
11.
Tribal Entities – Monthly Reports. At this point in the agenda, the Chief Executive
Officers of the CTUIR Entities, the BIA Superintendent will be scheduled for a rotation
of monthly reporting to inform the Board of any new developments that require Board
consideration. The CEO/ED shall use a report form at determined by the Board. The
CEO and BIA Superintendent may also request direction from the Board, including
official Board Action, as well as discuss the Board schedule and other matters such as
making his or her travel reports if applicable. At the CEO’s/ED or Superintendent’s
direction, other tribal entity staff may also participate in this discussion. The Board may
request more frequent reports from specific CEOs or the BIA Superintendent if the need
arises.
12.
Adjournment
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
G.
Action by the Board. At a Board meeting, Board members shall discuss each proposed
resolution or other request for official Board action and take one of the following actions:
1.
Approve the proposal as presented,
2.
Approve the proposal with specified modifications,
3.
Table (defer) further discussion or decision on the proposal until:
4.
a.
Certain modifications are made,
b.
An additional work session can be held, or
c.
A subsequent Board meeting, or
Deny the proposal.
SECTION 2.02.
SPECIAL BOARD MEETINGS
As authorized by Article VI, section 4 of the Constitution, a special meeting of the Board of Trustees
may be called by the Chair of the Board or by written request of any three (3) members of the Board,
upon at least two (2) days' personal notice of each Board member of the time, place and purpose of the
special meeting. The Board may take any action at a special meeting that it could take at a regular
meeting. A special meeting may be scheduled for any time or place, and should use an abbreviated
agenda tailored to the purpose for the meeting. The rules listed above concerning quorum, minutes,
and attendees of regular Board meetings apply with equal force to special Board meetings.
SECTION 2.03.
BOARD WORK SESSIONS
A Board work session is a gathering of the Board where the Board conducts discussions and/or receives
briefings from staff and others, but does not take official action. Consequently, a quorum is not
required. Work sessions may be requested by staff, Tribal Members, outside entities, or Board of
Trustees members pursuant to the processes outlined in Chapter 7. When the Board is considering
taking action on a complex topic, the Board will ordinarily conduct a work session with staff,
committee/commission members and/or others, as appropriate, before taking official action on the
matter at a subsequent regular Board meeting. Nevertheless there is no general requirement that the
Board conduct a work session on a topic before taking action on it. Applicable briefing materials
should be provided to the Board to support Informed Policy Making, and where applicable should
include technical, financial, legal and management recommendations.
SECTION 2.04.
BOARD HEARINGS
A Board hearing is a gathering of the Board of Trustees, authorized by separate legislation, at which
the Board hears testimony, views evidence, determines facts, and/or acts as in an adjudicatory capacity
as a part of Tribal administrative procedure. Examples of Board hearings include hearings conducted
by the Board under the Land Development Code, and hearings for the removal of committee or
commission members, authorized by the bylaws of the affected committee or commission. Board
hearings may be held during a regular or special Board meeting. Alternatively, a hearing may also be
held at a different time. In such a case the Board shall finalize its hearing findings and conclusions at
the next Board meeting.
SECTION 2.05.
EXECUTIVE SESSIONS
Whenever necessary, in the judgment of the majority of the Board of Trustees, to protect the
confidentiality of sensitive information, the Board shall hold private deliberations known as executive
sessions. Members of the public, including members of the General Council, are prohibited from
attending executive sessions. Staff may only attend if: (1) as a consequence of their job duties they
have specialized information concerning the matter being discussed, and (2) they receive permission
from the Chair of the Board of Trustees. Because of the unique nature of the attorney-client
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
relationship, at least one Tribal Attorney shall attend executive sessions, except when specifically
excluded by the Chair of the Board. Regular and special Board meetings may not be conducted as
executive sessions, although the Board may temporarily recess a regular or special meeting in order to
conduct an executive session.
SECTION 2.06.
RESOLUTIONS OF THE BOARD OF TRUSTEES
The Secretary of the Board of Trustees shall designate a standard format which shall be used for all
Board of Trustees resolutions and motions. The Secretary may recommend a change in this format
from time to time for Board review and approval. The Secretary shall also designate a standard format
for "polled" actions. A voting section, recording each Board member’s vote, shall be included in each
Board motion or resolution.
Except as specifically authorized by the Board, any proposed resolution (together with any exhibits to
the proposed resolution) shall be reviewed by the Board at a work session prior to being placed on the
agenda for a Board meeting. At the work session, the format of the resolution will be reviewed for
consistency with the standard format established by the Secretary of the Board of Trustees. Any
necessary changes to the content or format of the resolution or exhibits may be noted at the work
session. If, at the work session, the Board authorizes the placement of a resolution on the agenda for a
subsequent Board meeting, the Board or its delegated staff will coordinate with the person requesting
the adoption of the Board resolution to submit a proposed resolution as agreed at the Board work
session. If the resolution refers to any exhibits, the exhibits must be submitted along with the proposed
resolution. The Board shall defer consideration of any proposed resolution that comes before them
lacking an indicated exhibit.
SECTION 2.07.
A.
CANCELLATION OR LIMITATION OF BOARD GATHERINGS DUE TO
DEATH OF CTUIR MEMBER
In response to the death of a CTUIR member, Board of Trustees meetings, work sessions, and
hearings shall be cancelled or limited as follows.
1.
No Board meetings, work sessions, or hearings shall be conducted on the same day as
the burial of the CTUIR member, except for time-critical meetings that are held after
the conclusion of the burial services. In the event work sessions that are not time-critical
are cancelled under this section, staff shall reschedule those matters.
2.
During the period after the death is announced but prior to the burial of a CTUIR
member:
3.
a.
Board meetings shall only address action items,
b.
Board hearings shall be rescheduled and time requirements established by other
tribal statutes or bylaws shall be waived.
By consensus decision, the Board of Trustees may also decide to cancel work sessions
scheduled to occur during the period after the death is announced but prior to the burial
of a CTUIR community member.
SECTION 2.08.
REQUESTS FOR BOARD ACTION
Submission of Requests. Any person (other than a Board of Trustees Member) requesting an official
Board action, such as a work session, the adoption of a resolution, an appointment to a committee or
commission, or other action shall file a request with the Secretary of the Board of Trustees. The
Secretary shall require any person submitting a request to file the request in proper form. The Secretary
shall retain all requests that have been submitted in proper form and shall present them to the Board of
Trustees at the appropriate point in each regular Board meeting.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
SECTION 2.09.
POLLED ACTIONS
Although their use is discouraged, polled action via resolution or motion may be used by the Board to
take official action. They shall only be used when circumstances require that an official Board decision
be taken sooner than a regular or special board meeting can take place. The Board Secretary will confer
with the Board Chair to determine whether the matter is suitable for polled action. The polling of
Board members shall be conducted by the Secretary of the Board of Trustees, or the Secretary's
designee. Polled actions shall be ratified by the Board of Trustees at the next Board meeting. All
ratified polled actions by the Board will be included as a numbered Board Action in the Board’s minutes
and records. The same quorum requirements apply to polled actions as to action taken at regular
meetings and the Chair only votes on polled actions in the event of a tie. Staff seeking approval of a
polled action must submit an internal review form, through the Office of the Executive Director, along
with a poll sheet which includes proposed motion language for the Board of Trustees to consider.
SECTION 2.10.
COMMITTEE/COMMISSION APPOINTMENTS
A.
The last Monday of each month shall generally be designated as the day on which the Board
makes decisions concerning announcing and advertising advisory committee and regulatory
commission vacancies, however, these matters may be delayed to the next available Board
meeting if circumstances require. The Board shall also make decisions on the last Monday
concerning appointments to fill vacancies announced the previous month. Vacancy
announcements and completed applications must be submitted to the Board of Trustees
Secretary on or before the close of business on the Friday preceding the last Monday of a given
month in order for the Board to make a decision regarding the advertising of or appointment to
a position.
B.
A person seeking appointment to a committee or commission must submit a properly completed
committee/commission application form to the main reception desk of the Nixyáawii
Governance Center, or electronically through a designated email address or CTUIR website
submission. Persons submitting incomplete applications shall not be considered for
appointment
CHAPTER 3.
AUTHORITY OF INDIVIDUAL BOARD MEMBERS
SECTION 3.01.
FINDINGS OF THE BOARD OF TRUSTEES
The Board of Trustees makes the following findings.
A.
As the governing body of the Confederated Tribes the powers of the Board of Trustees, as listed
in Article VI, section (1) of the Constitution and Bylaws, include the power to represent the
tribe, to manage the affairs of the tribe, to establish committees, enact statutes and to exercise
any other powers of the Confederated Tribes.
B.
The Board of Trustees has enacted management policies which delegate certain managerial
powers of the Board to subsidiary bodies, the Executive Director and other staff.
C.
Board policy and Board positions require official Board action. Individual Board officers or
members have no independent authority other than those specified in the Constitution or those
delegated by the Board of Trustees.
D.
The Board's authority to establish Tribal policy includes Board responsibility to monitor the
implementation of its policy direction and to revise Tribal policy as events or Tribal needs
dictate. Performing these Board functions requires Board members to have access to
information and reports so that Board policy is informed and benefits from the work of Tribal
programs and employees.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
SECTION 3.02.
BOARD MEMBERS’ INTERACTION WITH STAFF
Consistent with the Board's constitutionally delegated powers, and with the need to avoid disruption of
Tribal programs and staff by individual Board member requests for information and reports, the Board
of Trustees hereby establishes the following rules governing the conduct of individual Board members
and the Board as a whole:
A.
To facilitate the efficient operation of tribal affairs, Board members and staff are generally
encouraged to communicate openly with each other.
B.
The constitutionally delegated powers of the Board of Trustees shall be exercised by developing
a Board policy, position, or other decision as an entity. No individual Board member shall
attempt to exercise any power delegated to the Board unless authorized by the Constitution or
by action of the Board of Trustees.
C.
The Board of Trustees manages the affairs of the tribe and oversees the implementation of
Board policy direction. Board members shall not attempt to dictate lower-level managerial
decisions, whether supervisory, budgetary or disciplinary.
D.
If requests by an individual Board member for staff information or reports become excessive,
senior enterprise management, governmental management or other Board members may ask
for clarification of the Board policy or policy position to review the requests.
SECTION 3.03.
TEMPORARY DELEGATION OF OFFICER AUTHORITY
The Board of Trustees recognizes that from time to time individual Board of Trustees officers and the
General Council Chair will be temporarily unavailable to carry out their constitutional duties due to
travel, illness, personal leave, or other obligations. In order to maintain the continuity of necessary
governmental functions, the following order of delegation of officer authority shall apply:
A.
Chair. Generally, in the absence of the Chair, the Vice-Chair shall act in full capacity of the
Chair, including but not limited to signatory authority. If the Vice-Chair is unavailable, the line
of succession shall be the Treasurer, the Secretary, and then the at-large Board members in
order of total nonconsecutive years served on the Board.
B.
Treasurer. The Confederated Tribes’ Fiscal Management Policies delegates certain day-to-day
functions of the Treasurer, including certain signatory authority, to the Executive Director and
Finance Officer under the oversight of the Treasurer. For those functions that have not been
delegated, including but not limited to applicable signatory authority, the following line of
succession shall apply: the Chair, the Vice-Chair, the Secretary, and then the at-large members
in order of total nonconsecutive years served on the Board.
C.
Secretary. The Confederated Tribes’ Board Secretary Procedures Policy (Chapter 7 of this
Code) delegates certain day-to-day functions of the Secretary to administrative staff. For those
functions that have not been delegated, including but not limited to signatory authority, the
following line of succession shall apply: the Vice-Chair, the Treasurer, and then the at-large
members in order of total nonconsecutive years served on the Board.
D.
General Council Chair. Article V, Section 3(b) of the Constitution states that the General
Council Vice-Chair shall act in place of the Chair in the event of his or her absence or disability,
or at his or her request. The General Council Chair shall notify the Board of Trustees Secretary
in advance of a Board meeting or work session where the General Council Vice-Chair will be
delegated to carry out the function of the General Council Chair.
SECTION 3.04.
OFFICER VACANCIES
In the event that a vacancy occurs in a Board of Trustees officer position, the Board of Trustees shall,
by official action at the next Board meeting after the vacancy arises, promptly designate one of its
PAGE 9
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
members to carry out the constitutional duties of that officer position pending a special or general
election to fill the vacancy. If the vacancy is in the Chair position, the Vice-Chair shall serve in full
capacity as the Chair, consistent with Article VI of the Constitution and Bylaws and the Board shall
appoint one of its at-large members to serve as acting Vice-Chair
CHAPTER 4.
TRAVEL REIMBURSEMENT PAYMENTS, HONORARIA, STIPENDS
AND GIFTS
SECTION 4.01.
THIRD PARTY REIMBURSEMENT FOR TRAVEL BY BOARD MEMBERS
A.
All Board travel and costs must comply with the CTUIR Fiscal Management Policies.
B.
Board of Trustees members are encouraged and authorized to seek third party reimbursement
for their travel expenses in connection with their travel to a meeting. At no time shall a Board
member seek reimbursement from the Confederated Tribes for travel related expenses that have
been or will be directly reimbursed by a third party, or for travel expenses that have been or
will be paid to vendors on the traveler’s behalf (motel, airfare, etc.). If a third party reimburses
a Board member for travel expenses for which the Confederated Tribes has already advanced
funds to the Board member, then the Board member shall submit to the Finance Office the exact
amount of the duplicate reimbursement. The Finance Office will then credit the amount
received to the Board member’s travel expense line item that was used for that travel.
C.
When it is known that a third party is only going to reimburse a portion of a Board member’s
travel, the Board member shall direct the third party to remit the reimbursement directly to the
Finance Office. The Board member may then submit a Travel Advance or Reimbursement
request to the Finance Office for the full amount of the travel. If the third party is unwilling to
make the reimbursement directly to the Finance Office and insists on paying it directly to the
traveler, then the traveler shall either sign over the reimbursement check or remit funds to the
Finance Office in the amount of the reimbursement. Travel reimbursement payments made
directly to the Confederated Tribes (either by third parties or by Board members) shall be
credited to the travel line item of the Board member whose travel is being reimbursed.
SECTION 4.02.
HONORARIA AND STIPENDS
Board members shall not accept honoraria or stipends for work performed for entities to which the
Board member has been appointed by the Board of Trustees. When an organization to which a Board
member has been appointed pays an honorarium or stipend for such work, the organization shall be
asked to pay the honorarium or stipend directly to the Confederated Tribes, for use by the Board of
Trustees and in compliance with the CTUIR Fiscal Management Policies.
SECTION 4.03.
REPORTING OF REIMBURSEMENTS, HONORARIA, STIPENDS AND
GIFTS RECEIVED
A.
All reimbursements, honoraria, stipends and gifts received by Board members is subject the
conditions below, and to remain consistent with the CTUIR Fiscal Management Policies.
B.
Reporting By Board Members. When reporting on completed travel at a Board meeting, Board
members shall disclose the amount of any travel reimbursements they have received (or
anticipate receiving) from any outside entities associated with that travel. Board members shall
also disclose any travel related services that were paid directly by the outside entity.
C.
Reporting by Finance Office. On a monthly basis the Finance Office shall report to the Board
concerning all Board-related travel reimbursements, honoraria and stipends that the Office has
received in the prior month.
D.
Reporting Requirement. Board members may accept gifts so long as the Board member reports
the gift at the next Board meeting. The Board will determine the disposition of the gift. Personal
gifts unrelated to Board service (birthdays, Christmas, family) do not have to be reported.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
SECTION 4.04.
A.
B.
DISCLOSURE OF COMMITTEE, COMMISSION AND BOARD
MEMBERSHIP
By February 1st following a General Election the Board Secretary shall publish a list containing
the following information:
1.
Membership of each Board member on committees, commissions and boards of the
Confederated Tribes,
2.
Membership of each Board member on all committees, commissions and boards of
outside entities, and
3.
The frequency of meetings for each committee, commission or board.
The list shall be available for review by the Board of Trustees and tribal membership, and shall
be updated monthly.
CHAPTER 5.
BOARD OF TRUSTEES RECORDS POLICY
SECTION 5.01.
BOARD OF TRUSTEES MINUTES
A.
Following the approval of the minutes of a Board of Trustees meeting, the Secretary of the
Board of Trustees shall insure that copies of the approved minutes of Board of Trustees
meetings are available in the Tribal office for review, and that copies are available at no cost
for CTUIR members;
B.
The Secretary of the Board of Trustees shall, upon request by a CTUIR member, provide copies
of approved Board of Trustees minutes in the same calendar year at no cost;
C.
The Secretary of the Board of Trustees shall, upon request by a CTUIR member, provide copies
of minutes of Board of Trustees meetings in prior calendar years to the extent the Tribal Records
Management Program possesses and can locate such minutes in its files. Available electronic
copies shall be made available to CTUIR members who submit written requests for such
minutes. In the event paper copies are requested, the Secretary of the Board of Trustees shall
impose and collect a fee in the amount of $.15 per page for the copying of all such minutes that
are requested. In the event that CTUIR Records Management Program staff are required to
research files to locate minutes of prior Board of Trustees meetings, such research time shall
also be charged at the rate of $25 per hour. Such reproduction and research fees shall be
collected from the person requesting the Board of Trustees minutes prior to the release of the
minutes.
SECTION 5.02.
BOARD OF TRUSTEES RESOLUTIONS
A.
Following approval of a resolution by the Board of Trustees, the Secretary of the Board of
Trustees shall insure that copies of the approved resolution are available in the Tribal office for
review, and that electronic copies are available at no cost for CTUIR members at the Tribal
office.
B.
The Secretary of the Board of Trustees shall, upon request by a CTUIR member, provide
electronic copies of any Board of Trustees resolutions in the current year at no cost.
C.
The Secretary of the Board of Trustees shall, upon request by a CTUIR member, provide
electronic copies of approved Board of Trustees resolutions from prior calendar years to the
extent the Tribal Records Management Program possesses and can locate such resolutions in
its files. CTUIR members may submit written requests for paper copies of such resolutions.
The Secretary of the Board of Trustees shall impose and collect a fee in the amount of $.15 per
page for paper copies of all such resolutions that are requested. In the event that Tribal Records
Management Program staff are required to research files to locate resolutions approved by the
Board of Trustees in prior calendar years, such research time shall also be charged at the rate
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
of $25 per hour. Such reproduction and research fees shall be collected from the person
requesting the Board of Trustees resolutions prior to the release of the resolutions.
D.
Reproduction and distribution of any Board of Trustee resolution shall be governed by this
policy unless the Board of Trustees expressly restricts or prohibits reproduction or distribution
of a resolution within the body of a particular resolution. Confidential Exhibits or Confidential
Documents will not be released or distributed. In such event, the specific instructions restricting
or prohibiting release of such resolution shall supersede this policy.
SECTION 5.03.
A.
ATTACHMENTS TO BOARD OF TRUSTEES RESOLUTIONS
Attachments to resolutions shall be governed by the same policy that applies to the availability
and release of Board of Trustees resolutions set forth in section 5.02, above, except that the
following confidential attachments shall not be released:
1.
The attachment is a contract or commercial agreement;
2.
The attachment is a document involving Tribal finance, investments or enterprises;
3.
The attachment is a document involving confidential or sensitive personnel, social
services, medical, law enforcement or related protected information;
4.
The Board of Trustees has expressly restricted the public release of an attachment within
the body of a resolution approving the attachment; or
5.
The Board of Trustees is prohibited by Tribal or other applicable law from release of
information contained in the attachment.
SECTION 5.04.
INDICES OF BOARD OF TRUSTEES RESOLUTIONS
The Executive Assistant to the Board of Trustees shall establish and maintain an index of Board of
Trustees resolutions as they are enacted on a year-by-year basis. The index shall identify the resolution
number, date of enactment, and brief summary of the subject matter of the resolution. An index of
Board of Trustees resolutions enacted in the previous calendar year shall be made available to members
of the Confederated Tribes at the Administrative Office in the Nixyáawii Governance Center in January
of each year at no cost. To the extent indices for prior years have been developed and are maintained
by the Tribal Records Management Program, such indices shall be made available, upon request by a
Tribal member, under the same financial terms as are copies of prior year Board of Trustees minutes
set forth in section 5.01(c), above.
SECTION 5.05.
TRIBAL COMMITTEE OR COMMISSION ACCESS TO BOARD OF
TRUSTEES DOCUMENTS
Any Tribal Committee or Commission possessing policy guidance or regulatory authority in
connection with a Tribal program or project shall have access to any Board of Trustees meeting
minutes, resolutions and associated attachments that pertain to the Tribal program or activity within
the Commission or Committee’s jurisdiction at no cost. Such requests shall be filed with the Tribal
Records Management Program.
SECTION 5.06.
TRIBAL EMPLOYEE ACCESS TO BOARD OF TRUSTEES DOCUMENTS
Tribal employees working on a Tribal program or project that is directly affected by an official action
of the Board of Trustees, may have access to any relevant Board of Trustees minutes, resolution and
associated attachments at no cost. Such requests shall be filed with the Tribal Records Management
Program. Tribal employees may submit requests for documents not made available on the internal
CTUIR website using the Help Desk Track-it system for tracking and processing by Tribal Records
Management Program staff.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
SECTION 5.07.
ADMINISTRATION OF BOARD OF TRUSTEES RECORDS POLICY
The Secretary of the Board of Trustees shall be responsible for the administration of this Board of
Trustees Records Policy. The Tribal Records Management Program shall assist in such administration
as directed by the Secretary.
SECTION 5.08.
AUTOMATION OF BOARD OF TRUSTEES RECORDS
The Executive Director may authorize, in conformance to the limitations within this Chapter, the
automation of Board of Trustees Resolutions, Resolution Exhibits and Attachments with viable and
secure technological resource capacities including a CTUIR website.
CHAPTER 6.
PERSONNEL PROCEDURES OF THE BOARD OF TRUSTEES
SECTION 6.01.
FINDINGS
A.
Board members are unlike tribal staff in many ways. Board members serve their two year terms
in accordance to the CTUIR Constitution and must be re-elected to new terms to retain their
positions.
B.
In other ways, Board members are similar to staff. Like staff, Board members occasionally
need to take time off of work due to illness, family duties, and to refresh themselves.
C.
Because of their many distinctions from staff, Board members are not covered by the Tribal
Personnel Policies Manual (TPPM). Therefore the Board has adopted specific guidelines set
out below.
SECTION 6.02.
TIMEKEEPING
Board members shall record their actual hours worked on semi-monthly timesheets. When designating
hours worked, any time spent performing duties related to their Board positions shall be counted,
whether during regular working hours or at other times. Examples of duties related to their Board
positions include attending funerals of tribal members who are not family members. Examples of
activities that cannot be counted as work time include campaign activities associated with elections of
the Confederated Tribes, or activities that are engaged in a non-official capacity because of personal or
family interest.
SECTION 6.03.
NOTIFICATION OF ABSENCE
Generally Board members shall request leave of the Board in advance at a Board Meeting. If unable to
attend to Board duties due to unforeseen circumstances, a Board member (or designee) shall call the
main switchboard or send electronic notice to the Board of Trustees and the Office of the Executive
Director administrative staff.
SECTION 6.04.
A.
PAID TIME OFF
Holidays.
1.
Board members may take time off with pay for the holidays designated below.
a.
New Year's Day,
b.
Martin Luther King Day,
c.
Presidents Day,
d.
Memorial Day,
PAGE 13
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
B.
Treaty Day – observed on the Monday or Friday closest to June 9, and if June 9
occurs on a Wednesday, then the holiday shall be on the Friday following,
f.
Juneteenth – observed on June 19,
g.
4th of July,
h.
Labor Day,
i.
Indigenous Peoples’ Day – observed October 11,
j.
Veterans Day,
k.
Thanksgiving Day,
l.
Day After Thanksgiving (In lieu of Columbus Day),
m.
Christmas,
n.
Birthday (Day before, day of, or day after),
2.
The Chair of the Board of Trustees may designate certain days as Tribal holidays. Board
members will be given time off with pay for all designated Tribal holidays.
3.
If any holiday falls on Sunday, it will be observed on the Monday immediately
following. If any holiday falls on a Saturday, it will be observed on the Friday
immediately preceding.
4.
A Board member will not be charged for approved Personal Leave days which occur on
holidays.
Administrative Leave.
1.
2.
C.
e.
When Provided. Board members are entitled to take administrative leave for the
following:
a.
Death in the Board member’s immediate family. The Board member may be
eligible for ten (10) working days of Administrative Leave.
b.
Death in the Board member’s spouse's immediate family. The Board member
may be eligible for ten (10) working days of Administrative Leave.
c.
Inability to travel to work safely because of unusually severe weather or natural
disaster, authorized by the Executive Director for up to 37.5 hours.
Immediate Family Defined. Immediate family members are as defined in the CTUIR
Tribal Personnel Policies Manual.
Personal Leave.
1.
Definition. In lieu of Annual (vacation) Leave, Sick Leave and Traditional Leave,
Board members shall be entitled to take Personal Leave. Personal Leave may be used
for any purpose (e.g. vacation, illness, family events, etc.) for which a Board member
desires to have paid leave from Board duties.
2.
Accrual and Use. Upon being sworn into office, each Board member shall accrue seven
weeks (262.5 hours) of Personal Leave which the Board member may take during the
Board member’s first year in office, dated from the date of being sworn in. This is
equivalent to the amount of vacation and sick leave that a long-term tribal employee
PAGE 14
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
receives in a year. On the Board member’s first anniversary of being sworn in, each
Board member shall accrue a new seven weeks (262.5 hours) of Personal Leave.
3.
D.
Limitations on Use. Any leave taken in excess of 262.5 hours in a year shall be taken
as leave without pay. Hours not used during any particular year are lost at the end of
that year and are not carried over from year to year. Board members are not authorized
to obtain cash pay-outs for their unused Personal Leave. Board members are not
authorized to donate leave to staff or receive donations of leave from staff, but may
donate leave to (and receive leave from) each other.
Unemployment Transition Assistance. In recognition that Board members do not qualify for
unemployment compensation, Board members who complete their Board term but do not serve
on the following Board shall be paid the equivalent of 225 hours (six weeks’ salary) at the end
of their term. This shall be for the purpose of providing them with income for a short period
while they transition to private life.
SECTION 6.05.
FRINGE BENEFITS
A.
Social Security. IRS policy prohibits Board members from participating in Social Security
unless the Board enters into a voluntary coverage agreement with the U.S. Social Security
Administration consistent with Sections 210 and 218A of the Social Security Act. Board
members who have formerly participated in Social Security remain qualified to use the benefits
earned during that employment.
B.
Unemployment Compensation. The tribe contracts with the state of Oregon to provide
unemployment benefits for employees. Board members do not qualify for these benefits.
C.
Family Medical Leave. Family Medical Leave is not applicable to Board members.
D.
401(k). Board members are eligible to participate in the tribal 401(k) program.
E.
Insurance. Board members are eligible for the tribe’s health and life insurance benefits.
F.
Worker’s Compensation. Board members are part of the Confederated Tribes’ worker’s
compensation pool and are eligible for benefits.
CHAPTER 7.
BOARD OF TRUSTEES SECRETARY’S PROCEDURES
SECTION 7.01.
PURPOSE AND SCOPE
The purpose of this Chapter is to describe the procedures used by the Secretary of the Board of Trustees
in carrying out their constitutional functions and the specific duties that have been delegated to the
Board Secretary by the Board of Trustees in various statutes such as the Advisory Committee Code.
Detailed procedures for the CTUIR staff who support the Board Secretary are outlined separately in
staff job descriptions and Standard Operating Procedures.
SECTION 7.02.
DOCUMENTATION OF BOARD MEETINGS AND WORK SESSIONS
A.
Recording. Administrative staff shall generally serve as the Recording Secretary and attend
every Board meeting and work session to record meeting minutes, attendance, official actions
and votes of members. A Recording Secretary shall not attend or record an executive session
unless authorized pursuant to Section 2.05.
B.
Archiving. Administrative Support staff and Tribal Records Program staff shall coordinate to
ensure that the electronic records of Board meetings and work sessions are regularly archived
consistent with the Board of Trustees Records Policy set forth in Chapter 5.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
C.
Digital Recording. All Board meetings and work sessions, except executive sessions, are
digitally recorded. Any person called upon to speak during a Board session shall use one of the
available microphones such that their statement is accurately recorded.
D.
Calendar Follow-up. When the Board of Trustees decides upon specific follow-up meeting
dates and/or actions, Administrative staff shall, in coordination with the Board of Trustees
Secretary, ensure that:
1.
Approved meeting dates and times, deadlines and/or reminders are entered into the
Board’s Outlook calendar;
2.
Automatic electronic notices are set through Outlook reminding lead staff or committee
members of scheduled meetings, deadlines or other requirements;
3.
Follow-up work sessions are tentatively scheduled; and
4.
Matters are placed on the Board of Trustees meeting agenda.
SECTION 7.03.
A.
WORK SESSIONS
Procedure for Work Session Requests and Approval.
1.
Any staff requesting a Board work session must complete the online work session
application on the internal CTUIR website.
2.
Prior to requesting a work session date and time, staff shall check the Board’s Outlook
calendar to ascertain Board availability. Non-staff applicants without access to the
Board Outlook calendar must contact the Executive Assistant to the Board to check for
availability.
3.
Applicants for a work session shall note on the application if they are requesting a
closed/executive session. Matters that should generally be discussed in closed sessions
include legal or legislative strategies, proprietary matters involving a contract or
commercial agreement, financial investments or enterprises, and sensitive information
such as personnel, social services, medical, or nonpublic law-enforcement related
information.
4.
Applications must be submitted by noon on Friday to appear on the agenda for the next
regular Board Meeting. Exceptions may be approved at the Board’s discretion for
emerging time-sensitive matters.
5.
Staff work session applications shall be reviewed by the Executive Director prior to
being submitted to the Board for approval. The Executive Director shall determine
whether the subject and timing of the work session is appropriate. The Executive
Director may deny or delay a staff work session request if the subject or timing are not
appropriate. Work session requests approved by the Executive Director shall be
forwarded to the Board for approval at their next meeting.
6.
A work session number will be assigned to each application approved for Board review
by the Executive Director and Administrative staff shall reserve a tentative work session
date on the Board Outlook Calendar.
7.
Administrative staff shall ensure that approved work sessions are placed on the Board
Outlook Calendar (removing any prior tentative schedules) and send Outlook calendar
notices to the Board, the applicant, and any invitees.
8.
If the Board denies a work session application, Administrative staff will notify the
applicant, and remove the tentative work session from the Board Outlook calendar.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
B.
C.
D.
E.
9.
If a work session application is approved for Board review, but the following regular
meeting is a holiday or cancelled, Administrative shall coordinate with the Board
Secretary to consider whether it is necessary to schedule the work session without first
obtaining Board meeting approval.
10.
If a work session is cancelled due to a funeral or other cause, Administrative staff shall
coordinate with the Board Secretary and the applicant to identify a rescheduled work
session date.
Filing Materials for Work Sessions.
1.
The person applying for a work session must submit all work session materials to
Admin-Staff@ctuir.org by noon on Tuesday of the week of a scheduled work session.
2.
Administrative staff shall file submitted work session materials in the designated
electronic work session folder. Changes to submitted work session materials are
discouraged after the noon deadline, to provide Board members adequate time to review
material prior to the work session. Applicants may generally only submit changes to
work session materials after the noon deadline if necessary due to emerging
circumstances requiring updated materials.
3.
The Board of Trustees will cancel a work session and require rescheduling if the
applicant has not submitted materials by the submission deadline. The Board Secretary
will notify the Board of Trustees in the event the deadline is missed.
Work Session Preparation.
1.
The staff presenting the work session should arrive early to prepare materials and/or
technology. If a preceding session prevents this, staff will be given a reasonable amount
of time to set up prior to commencing the work session. If presenting material via
PowerPoint (or similar, computer-based means), the lead staff person shall either bring
his or her own laptop and have it properly attached to the Board Chambers’ network
and virtual meeting or arrange for use of the Board Chambers laptop.
2.
Administrative staff shall ensure that staff are reminded of this requirement.
Work Session Summary and Follow-up.
1.
The Recording Secretary shall use the “Work Session Summary” template to track
which Board members are in attendance, other attendees present, the topic discussed,
the documents provided, and the outcome of the work session.
2.
At the end of the work session, the Recording Secretary shall review the contents of the
Summary with the Board to assure that it accurately reflects any Board direction. The
Board Secretary or Recording Secretary shall verbally state the recorded direction
provided by the Board.
3.
If a draft resolution was presented and approved for Board action, the Board Secretary
shall record the date of the Board Meeting at which the Board has agreed to vote on the
resolution. The Recording Secretary shall also place the resolution on the draft agenda
for that Board Meeting. Department/program staff must ensure that any identified
changes needed for consistency with Section 7.04 below or otherwise requested by the
Board are made and submitted prior to the Board meeting materials deadline.
Board Work Session Tracking Log. Administrative staff shall ensure that work session data is
entered into the work session tracking log spreadsheet. The work session tracking log records
key data about work sessions, including the work session number, the department requesting
the work session, the topic, date and time of the work session, session results, number of Board
members in attendance, and Board direction for follow-up actions.
PAGE 17
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
SECTION 7.04.
RESOLUTIONS
A.
Resolution Format. The standard formats for resolutions and polled resolutions are posted on
the CTUIR internal website and the Board of Trustees’ shared folder on the internal computer
network. Consistent with Section 2.06 of this Code, the Board Secretary shall annually review
the format and submit recommended changes to the Board. Whenever changes are made to the
standard format, the Board Secretary shall immediately post Board approved changes and send
an email notification to “All CTUIR.” The standard resolution format shall include a “Board
Resolution Voting Sheet” for each resolution voted on by the Board at a Board meeting,
recording how each Board member voted. The Board Resolution Voting Sheet shall be scanned
in PDF format into the digital repository along with the resolution, all exhibits and, if applicable,
the “Polled Resolution Voting Sheet.”
B.
Processing resolutions.
C.
1.
All proposed resolutions and exhibits (except polled resolutions) shall be reviewed by
the Board at a work session(s), prior to being placed on a Board meeting agenda for
ratification.
2.
Department staff must prepare first drafts of resolutions in the standard resolution
format and submit to Admin-Staff@ctuir.org by the work session materials deadline the
week of their work session. If the resolution refers to an exhibit, department staff must
submit the exhibit along with the proposed resolution. The Exhibit must include the
standard header identifying it as “Exhibit X to Resolution XXXX-XXX.”
3.
The applicant will make any alterations (as directed by the Board) to the proposed
resolution and/or exhibits at the work session or immediately following. They shall also
check for consistency with the standard format and for spelling and technical errors.
After the applicant makes the necessary alterations, they shall email the revised
resolution and exhibits to the Administrative staff following the work session.
4.
If the resolution is approved for a Board meeting agenda, no further changes shall be
made until the Board meeting unless otherwise directed by the Board.
5.
Once the Board officially adopts a resolution, the Board Secretary shall assign that
resolution a number. If the Board votes against adopting a resolution, the Board
Secretary will assign a number and indicate that the Resolution failed. Failed resolutions
will be maintained in the Resolution archive for recordkeeping purposes. The Recording
Secretary shall make notations of any related Board directions for modification or other
action in the Board meeting minutes.
Polled Resolutions and Motions. If a decision is made to poll a resolution pursuant to Section
2.09, the following procedures shall be followed:
1.
The Board Secretary or their designee shall poll each Board member in person, via
email, or via phone and record their vote on the Polling Voting Sheet;
2.
If approved, Administrative staff shall place the matter on the next Board meeting
agenda for ratification.
D.
Resolution Tracking. Administrative staff shall be responsible for tracking resolutions, with
assistance from CTUIR Records Program staff for electronic tracking and storage. This process
shall be outlined in separate Standard Operating Procedures for Board Administrative Staff.
E.
Resolution Signature Procedure. As soon as practicable, and within a week of the Board’s
adoption of a resolution, Administrative staff shall present the resolution to the Board Secretary
for final review and signature. Once the resolution is approved and signed by the Board
Secretary, it shall be taken to the Board Chair for signature.
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STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
1.
2.
F.
If the Board Secretary discovers a substantive error in the resolution, the following
procedures shall apply:
a.
If the Board Secretary discovers a substantive error (which alters the meaning or
effect of the resolution to be inconsistent from what the Board intended to
approve), the Board Secretary shall review the error with the Board Chair.
b.
If the Board Chair agrees that the error is substantive and must be corrected, the
Board Chair may direct that the resolution not be signed and instead be placed
on the agenda for the next Board Meeting for further consideration.
Alternatively, for time sensitive matters, a corrected resolution may be polled
and submitted for ratification at the next Board Meeting.
If the Board Secretary was not present at the Board meeting at which a resolution was
approved, then the Board Member who served as Acting Board Secretary will be
responsible for conferring with the Board Secretary prior to signature of the final
resolution.
Resolution Archiving.
1.
The Records Management Program maintains a Digital Repository that stores scanned
copies of signed resolutions as well as failed resolutions from previous years.
Resolutions can be searched by resolution number, year, work session topic, name(s) of
lead department(s) and staff person(s) for each resolution.
2.
The Board Secretary or designee will ensure that resolutions and exhibits are printed on
archival paper with a laser printer.
a.
3.
If there are unsigned exhibits, the Board Secretary or designee shall send a reminder to
the lead staff person on the matter to provide signed copies of exhibits as soon as all
signatures are obtained. These reminders will be sent to staff quarterly until signatures
are obtained. Once fully signed and labeled copies of exhibits are obtained, those shall
be scanned and entered into the Digital Repository to replace any unsigned versions.
4.
The Board Secretary or designee will provide copies of final resolutions to the lead staff
person and/or the appropriate committee(s).
5.
Administrative staff shall ensure that complete and filed resolutions and exhibits are
taken to the CTUIR Tribal Records Management Program quarterly with an index that
includes the resolution number, topic, and number of exhibits. Incomplete resolutions
are also noted on the index.
6.
The Records Program Archivist scans and uploads resolutions and exhibits to the Digital
Repository with the necessary metadata. The physical resolution folders are stored in
the Records vault.
SECTION 7.05.
A.
The Archivist will store the resolution in an archival folder and label it with a
pencil.
BOARD MEETING MINUTES
Recording Meeting Minutes.
1.
Pursuant to Section 2.01(D) of this Code, the Board Secretary, or another officer of the
Board, shall assure a person who is qualified to take minutes (Recording Secretary) is
present at all Board meetings.
2.
The Recording Secretary shall use the Board of Trustees’ approved template for
recording Board Minutes. The minutes shall record the attendees, the agenda, Board
PAGE 19
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
actions taken, who made and seconded motions and a record of the votes for all
decisions.
B.
Meeting Minutes Revision.
1.
Administrative staff shall email draft minutes to the Board of Trustees and Office of the
Executive Director for review no later than 4:00pm on the Tuesday immediately
following a regular Board meeting. Board Member or Executive Director comments
shall be attached to the draft minutes and submitted no later than noon on Friday of that
week. Administrative staff shall summarize comments and proposed changes to the
draft minutes and submit it to the Board Meeting Folder for review and approval at the
following regular Board Meeting.
2.
The Board shall refer to the summarized document during the “Review Minutes” portion
of the Board Agenda and the Recording Secretary shall record final changes made to
the minutes. Following the meeting, the Recording Secretary shall correct any spelling
and formatting errors and submit the Board approved minutes to the Board Secretary
for final review and signature.
3.
Upon obtaining the Board Secretary’s signature, Administrative staff shall save the final
minutes as a PDF file with the OCR/text recognition feature enabled and save it as
“Agenda and Minutes (date of meeting)” in the Board Shared folder and shall submit
electronic copies of minutes to the Tribal Records Program on a weekly basis.
SECTION 7.06.
A.
B.
LETTERS/CORRESPONDENCE
Incoming Letters.
1.
Administrative staff shall electronically track and scan all incoming letters addressed to
the Board of Trustees and deliver electronic copies of letters to the intended recipient(s).
2.
“Non-Critical” mail or mass mailings will be discarded or delivered to particular Board
recipients who request them. Board members shall confer with the Board Secretary
and/or Administrative Staff to determine which “non-critical” mail items Board
members wish to receive. “Non-Critical” mail is defined as mail which does not pertain
to official business of the Confederated Tribes, and which does not request or require a
Board response (such as advertisements or mass mailings for commercial purposes).
3.
Administrative staff shall ensure that all letters (except confidential and non-critical) are
opened and scanned in PDF format into the Incoming Letters folder in the digital
repository.
a.
The Incoming Letter Tracking database in the digital repository will be filled out
as information is obtained. This form contains identifier data regarding the
letter, including the letter tracking number, the date received, the date scanned,
the addressee, the sender and the subject matter. The Board of Trustees response
to the mail letter and the date that the response is completed shall also be logged
as it occurs.
b.
The letter tracking number will be linked to the scanned PDF version of the letter.
4.
The hard copy of the letter will be delivered to the Board member’s office. Confidential
letters or other mail will be delivered unopened to the intended recipient.
5.
Incoming letters will also be shared with relevant departments and programs based on
subject matter.
Outgoing Letters.
PAGE 20
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
C.
1.
Board approved outgoing letters shall be scanned as a PDF into the digital repository
and tracked via the Outgoing Letter database. A folder summary page contains the letter
tracking number, the date received (by the Board Secretary or Administrative Support
Staff), the date entered into the tracking form, the addressee, the sender, the subject, the
date mailed and any other actions needed in regards to the outgoing letter. The tracking
number shall be linked to the scanned letter.
2.
Outgoing letters will also be shared with relevant departments and programs based on
subject matter
Correspondence Requiring Board Signature (Request for Internal Review).
1.
Correspondence requiring the signature of the Board of Trustees Chair (or any other
Board officer) shall be subject to the following procedures.
a.
b.
i.
Such letters shall not require approval by official Board action.
ii.
If, in the internal review process, any reviewer has questions or concerns
regarding alignment with established policy, the staff drafting the letter
may be required to provide information or citations to established policy.
iii.
If the Executive Director or Board of Trustees Chair, in consultation with
the Board of Trustees Secretary, determines that a letter requires
approval by official Board action, the staff drafting the letter shall be
informed and required to schedule time for review and approval by the
Board.
Any letter requiring the Board Chair’s signature that establishes a new policy
position that the Board has not officially adopted shall require review and
approval by official Board action prior to being sent through formal internal
review. Staff submitting such letters for review and signature shall note on the
internal review form the date of formal approval by the Board of Trustees.
2.
CTUIR staff sending correspondence that requires Board signature shall submit a
completed “Request for Internal Review form” electronically along with copy of the
proposed correspondence to the Office of the Executive Director.
3.
Once the form is signed by all required reviewers and the Executive Director, the Office
of the Executive Director shall forward the completed internal review form and
approved correspondence to the Board of Trustees Secretary to obtain the Board Chair’s
signature, scan the correspondence into PDF, log the letter into the BOT Outgoing
Letters database, and then notify the requestor that the form and copy of the signed letter
is available for pick up.
4.
If the Board of Trustees Chair, after consulting with the Board Secretary, determines
that the letter is inconsistent with current established positions or policy and declines
signature, the Executive Assistant to the Board shall notify the Office of the Executive
Director and the Board of Trustees of the specific reasons for the denial. The Office of
the Executive Director will be responsible for working with staff to resolve any issues
leading to denial.
SECTION 7.07.
A.
A letter requiring the Board Chair’s signature may be approved through the
administrative internal review process if the content of the letter is consistent
with current policy positions established by the Board of Trustees.
COMMITTEE/COMMISSION SUPPORT AND REPORTING
Department Support Staff for Committees and Commissions.
PAGE 21
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
1.
B.
The Administrative Support Staff assigned to individual committees and commissions
shall send PDF copies of any correspondence on behalf of committees and commissions,
and recorded meeting minutes to the Executive Assistants Board of Trustees or their
designee. The Board of Trustees Secretary or designee shall cause such electronic copies
to be sent to Tribal Records Program Staff to be recorded in the Digital Repository.
Commission/Committee Reporting to the Board of Trustees.
1.
At least annually, all Commissions and Committees shall meet with the Board of
Trustees to discuss their work, priorities, and any needs or obstacles. The Secretary of
the Board of Trustees shall develop a standard agenda which shall generally be used for
these briefings, but individual committees and commissions may modify this format to
meet their individual needs. The Executive Director and the Secretary of the Board of
Trustees shall establish a schedule for these meetings, which shall generally occur on
fifth Tuesdays to avoid overlap with regularly scheduled committee/commission
meetings. Staff providing support to committees and commissions must be available to
attend. The Board of Trustees may adjust the length and order of meetings as it sees fit.
Committees and commissions or the Board of Trustees may also request ad hoc
meetings with the Board of Trustees in addition to their annually scheduled meeting.
SECTION 7.08.
A.
B.
PUBLIC NOTICES
Commission and committee Vacancy Notices.
1.
The Board Secretary is responsible for keeping apprised of committee and commission
vacancies and notifying the CTUIR of any openings.
2.
The Board makes decisions regarding filling and announcing committee and/or
commission vacancies during the last regular Board meeting each month.
a.
The Board Secretary generally manages the format for the Committee and
Commission application, with substantive changes requiring full Board
approval. The Board Secretary or designee ensures the application is available
on the CTUIR Intranet, public internet site, and at the Board Administrative
office.
b.
Persons wishing to fill a committee or commission vacancy should submit an
electronic application through the CTUIR website. If preferred, applicants may
acquire and submit a hard copy application to the front reception desk located in
the Nixyaawii Governance Center on or before the due date.
3.
The Board Secretary, or designee, shall publish Board approved vacancy
announcements on the CTUIR website, Nixyáawii Governance Center Community
Board, in the CUJ, and on the Housing Department Bulletin Boards, and shall also
provide vacancy notices to relevant departments, programs, and entities of the CTUIR.
4.
Once the Board makes a committee or commission appointment, Administrative staff
shall publish an updated committee/commission roster on the CTUIR website and the
CUJ. An appointment letter will also be sent to the appointee, with copies to the CTUIR
Finance Department, the Committee/Commission Chair, the Umatilla Tribal Court, and
support staff for the Committee/Commission.
5.
Once the Board makes a committee or commission appointment, Administrative staff
shall send to the Umatilla Tribal Court a certificate to be signed following the swearing
in of the committee/commission member.
Statutory Notices. Many CTUIR statutes and regulations designate the Board Secretary as
responsible for receiving and/or publishing notices on behalf of the Board of Trustees and the
CTUIR.
PAGE 22
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
1.
Natural Resources Department: The Board Secretary or designee shall cause to be
published the CTUIR Natural Resource Department notices.
2.
CTUIR Inheritance Code: The Board Secretary or designee shall cause to be published
the notifications required of the BOT.
3.
Tort Claim Notices. Pursuant to the CTUIR Tort Claims Code, notices of intended tort
claims must be provided to the Board of Trustees Secretary and Chair, as well as any
named officer of the CTUIR. The Board Secretary or designee shall immediately
provide copies any such notices received to the CTUIR Office of Legal Counsel and
will notify all Board Members and the Executive Director.
4.
The Board Secretary or designee shall cause to be published all other notices statutorily
required of the Board of Trustees.
SECTION 7.09.
A.
GENERAL COUNCIL REPORTING
Reporting Generally. The Board Secretary shall address the CTUIR General Council annually
and report on work sessions, board resolutions and board travel from the previous year.
PAGE 23
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
APPENDIX A
LEGISLATIVE HISTORY
BOARD OF TRUSTEES PROCEDURE CODE
PAGE A - 1
STATUTES of the CONFEDERATED TRIBES of the UMATILLA INDIAN RESERVATION
As Revised Through Resolution No. 26-048 (August 17, 2026)
BOARD OF TRUSTEES PROCEDURE CODE
LEGISLATIVE HISTORY
In Resolution No. 99-105 (December 27, 1999), the Board of Trustees of the Confederated Tribes of
the Umatilla Indian Reservation enacted a document named the "Board of Trustees Procedures." The
resolution specified that the Board would use the procedures contained in the document on an interim
basis, subject to on-going modification by the Board, until June 30, 2000.
In Resolution No. 00-88 (September 11, 2000), the Board enacted a revised version of that document,
entitled the "Board of Trustees' Procedure Rules", which governed certain Board procedures on an
on-going basis.
In Resolution No. 03-089 (October 6, 2003) the Board enacted a revised version of the Board of
Trustees’ Procedure Rules, entitled the “Board of Trustees’ Procedure Code”. In Resolution No. 08007 (February 25, 2008) the Board enacted Chapter 4 (concerning honorariums) to the Code.
In Resolution No. 09-087 (July 6, 2009), the Board of Trustees amended the Code to correct the agenda
order for weekly meetings, and to insert the Board of Trustees Records Policy (Resolution 01-100) as
a new Code chapter.
In Resolution No. 09-110 (August 31, 2009), the Board of Trustees added a new section 2.01(G)(4) to
the Code, altering the process whereby the Board advertises and fills vacancies on tribal advisory
committees and regulatory commissions.
From February through November 2010, the Board of Trustees conducted a series of eight work
sessions and a two – day retreat to review the Board of Trustees Procedure Code. These resulted in
comprehensive revisions to the Board of Trustees Procedure Code, which the Board enacted in
Resolution No. 10-095 (November 22, 2010).
In Resolution No. 12-029 (April 30, 2012), the Board of Trustees made technical amendments to
sections 2.01(H) and (M) to add the Deputy Executive Director to the list of CTUIR employees required
to request and report travel activities to the Board – consistent with amendments to the Executive
Management Policy approved by the Board on October 3, 2011. Additionally, the Board of Trustees
amended section 5.04 to reflect the proper title of the employee position responsible for establishing
and maintaining indices of Board resolutions, as well as the proper title of the CTUIR governance
center.
In Resolution 16-066 (October 24, 2016), the Board of Trustees enacted a new section 3.03 adopting a
formal policy concerning the temporary delegation of Board of Trustees officer duties during routine
absences. The Board of Trustees also enacted section 3.04 concerning the appointment of temporary
officers during longer-term officer vacancies.
In Resolution 21-032 (April 5, 2021), the Board of Trustees approved amendments to the Board of
Trustees Procedure Code to clarify certain sections and to update the agenda for official Board of
Trustees meetings.
In Resolution 23-003 (January 9, 2023), the Board of Trustees approved amendments to the Board of
Trustees Procedure Code to facilitate a pilot program of semi-monthly regular Board of Trustees
meetings and to clarify requirements for remote meeting participation.
In Resolution 23-093 (December 18, 2023), the Board of Trustees approved amendments to the Board
of Trustees Procedure Code reverting to a weekly regular Board of Trustees meeting schedule.
In Resolution 26-048 (August 17, 2026), the Board of Trustees approved several amendments to the
Board Procedure Code. Most significantly, the Board added a new Chapter 7 to the Code, which
incorporates the formerly standalone Board of Trustees Secretary’s Procedures, with several
modifications to modernize and streamline processes. Resolution 26-048 rescinds the standalone
Secretary’s Procedures.
BOARD OF TRUSTEES PROCEDURE CODE
PAGE A - 2
This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.