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HomeMy WebLinkAboutP-0490 - Boards and Commissions Appointments and Orientation Process Policy 02-21-2006POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: 05/15/84 NUMBER: P:0490 EFFECTIVE DATE: OS/15/84 REVISIONS: 08/15/89 04/06/92 03/15/94 08/08/94 11/03/99 11 /22/99 12/07/99 2/14/2000 6/06/2000 03/06/2001 04/20/2004 04/12/2005 02/21 /2006 POLICY: Boards and Commissions Appointment and Orientation Process 1 EFFECTIVE APRIL 6,1992 2 AMENDED MARCH 15, 1994 3 AMENDED AUGUST 8, 1994 4 AMENDED: NOVEMBER 3, 1999 5 AMENDED: NOVEMBER 22, 1999 AMENDED: DECEMBER 7, 1999 ~] AMENDED: FEBRUARY 14, 2000 8 AMENDED: JUNE 6, 2000 9 AMENDED: MARCH 6, 2001 1 ~ AMENDED: APRIL 20, 2004 11 AMENDED: APRIL 12, 2005 12 AMENDED: FEBRUARY 21, 2006 13 14 15 16 RESOLUTION 17 ORANGE COUNTY 18 APPOINTMENT AND ORIENTATION 19 PROCESS FOR 20 BOARDS AND COMMISSIONS 21 22 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the 23 governing body of Orange County, to appoint persons to various boards and commissions to 24 assist in the operation of county government; and 25 26 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and 27 dependable people to serve on these boards and commissions and therefore solicits the 2s interest and input of the citizens of Orange County in making said appointments; and 29 3o WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures 31 will increase public awareness of the various appointments that are to be made from time to 32 time. 33 34 WHEREAS, the Board of Commissioners desires to increase the public's interest in the 35 solicitation of information and recommendations that will assist the Board in the appointment of 36 qualified, knowledgeable, and dependable citizens to serve on the various boards and 37 commissions; 38 39 NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 4o policies and procedures governing appointments to the various boards and commissions as 41 fOIIOWS: 42 43 1. Any resident of Orange County is eligible to serve on the appointed boards or 44 commissions of the County where such appointment is not prohibited by State statute. All 45 appointments will be made according to the applicable statute, ordinance, resolution or policy 4 6 that created the board or commission. Discretion will be used when considering County 47 employees for membership on any of the boards or commissions. Elected ofFcials from other 4s jurisdictions shall not be appointed to County boards and commissions unless specifically 4 9 representing their boards in their elected capacity. 50 C:\Documents and Settings\dhunt\LOCal Settings\Temporary Internet Files\OLK32\volunteerresolutionfinal amended 2-21-2006.doc Last printed 10:20 AM1/14 /2008 i 2. The County Commissioners may recruit through public advertising, membership 2 committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers' 3 bureau and County information line. While the Board of Commissioners may request and/or 4 receive recommendations from county boards and commissions or other sources, the Board of s Commissioners will make the final decision based on all factors related to the representative 6 needs of the specific boards. s 3. Appointments for joint planning area and extraterritorial residents as members and g alternate members to city boards shall be done in accordance with the General Statues (G.S. Zo 160A-362) and, by Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a city to ii give representation to the residents of its extraterritorial zoning jurisdiction on its Planning i2 Board and the Board of Adjustment. When a vacancy exists, the municipality will be requested 13 to provide to the Board of County Commissioners a resolution with a recommendation for that 14 vacancy. The Board of County Commissioners may solicit other applications for said vacancy if is they so desire. If the Board of County Commissioners does not make the appointment within 90 i6 days after receiving a recommendation from the City Council requesting such action, the City i~ Council may appoint outside members in accordance with G.S. 160A-362. Members of sub- ia committees of County Boards and Commissions shall be members approved by the Orange i 9 County Board of Commissioners and not members selected by the particular Board or ao Commission. 21 22 4. Appointments will be made at a regular meeting of the Board of Commissioners. 23 The regular expiration of terms for positions on boards and commissions will be March, June, 24 September and December. When the appointments are presented to the County Commissioners 25 for their consideration, a list of all those who have applied and are eligible for appointment will 26 be included with the abstract. If someone is recommended for appointment, the abstract will 2~ indicate that a recommendation has been received, giving the source. The recommendation will 2a be kept on file in the Clerk's office. The attendance records, including late arrivals, for all 2 9 members seeking reappointment will be included with the recommendation. 30 31 5. No citizen of Orange County shall serve in more than two appointed positions of 32 Orange County Government unless exempted by the nature of the position he or she may hold 33 in governmental service. This policy shall not apply to individuals who serve on boards or 34 commissions because of their official position. It also does not apply to volunteers serving 3s because of a requirement that a particular type of professional individual be represented if 36 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 37 citizen service on one short-term task force (making a total of three appointments) if the 3s duration of service is less than one year. A "Task Force" is defined as a group with a specific 39 charge and a short duration for its work. This policy shall not apply to any Orange County 4o Commissioner who serves on any board as an appointee or a liaison to a board because he/she 41 is a County Commissioner. 42 6. The County Commissioner "Liaison" assigned to a board or commission shall 43 serve the following roles: C:\DOCUments and Settings\dhunt\LOCal Settings\Temporary Internet Files\OLK32\volunteerresolutionfinal amended 2-21-2006.doc Last printed 10:20 AM1/14/2008 3 1 1. To communicate with the board or commission when County Commissioner 2 communication is needed and to serve as the primary two-way communications 3 channel between Commissioners and the board or commission. 4 2. To participate in filling vacancies and reviewing applications. s 3. To serve as the primary formal Commissioner contact, and/or to be invited to 6 attend/participate as needed. 7 4. To resolve questions the board or commission may have about the role of s County Commissioners, county government, and the board or commission. 9 5. To establish formal or informal contact with the chairperson of the board or to commission and effectively communicate the role of the liaison. 11 6. To provide procedural direction and relay the Commissioners' position to the 12 board or commission, and communicate to the board or commission that the 13 liaison's role is not to direct the board/commission in its activities or work. 14 15 7. When aCounty-created advisory board has a position for a County Commissioner 16 that counts toward total membership, the presence of two commissioners shall not be 17 construed to exceed the membership total. If two BOCC members are approved by the BOCC to la attend meetings or if one member is an alternate of a particular advisory board, both shall have 19 full participations rights. On County created boards, an alternate may participate, unless the 20 number of BOCC members attending an advisory board meeting constitutes a quorum of 21 County Commissioners. 22 23 8. A member of the Orange County Board of Commissioners who serves as an 24 "Alternate Member" on an non-Orange County created advisory board or commission, shall 2s have the following duties and powers: 26 27 a.) An alternate member (hereinafter referred to as "alternate") shall serve as a 2s substitute for a regular member in the event of the regular member's absence. 29 3o b.) An alternate is not required to attend meetings; except in the case of the 31 Board of Adjustment, for which alternates are required to attend. 32 33 c) An alternate may attend meetings if she/he chooses to do so, however; 34 35 d.) An alternate may not participate unless the member she/he is substituting for 36 is absent. 37 C:\Documents and Settings\dhunt\Local Settings\Temporary Internet Files\OLK32\volunteerresolutionfinal amended 2-21-2006.doc Last printed 10:20 AM1/19 /2008 1 e.) "Participate" is defined as speaking during the meeting, asking questions 2 during the meeting of staff and others, and/or voting. 4 f.) In the case of Orange County Commission members, if the attendance of the 5 alternate would create a majority of County Commissioners in attendance, the 6 alternate must leave the meeting table and be only a silent observer. a g.) Even though an alternate does not attend all meetings, he/she is required to 9 be informed and knowledgeable of the business and activities of the advisory 1 o body. 11 12 h) If Orange County Commissioners attend a meeting at which two appointed 13 commissioners are present, they may not speak, lobby staff, or otherwise 14 participate in the meeting except as a silent observer. 15 16 17 9. A member of the Orange County Board of Commissioners who serves as an 1s "Alternate Member" on an Orange County, North Carolina advisory board or 19 commission, shall have the following duties and powers: 20 21 a.) An alternate member (hereinafter referred to as "alternate") shall serve as a 22 substitute for a regular member in the event of the regular member's absence. 23 24 b.) An alternate is not required to attend meetings; except in the case of the 25 Board of Adjustment, for which alternates are required to attend. 26 27 c) An alternate may attend meetings if she/he chooses to do so, however; 28 29 d.) An alternate may not participate unless the member she/he is substituting for 3o is absent. 31 32 e.) "Participate" is defined as speaking during the meeting, asking questions 33 during the meeting of staff and others, and/or voting. 39 35 f.) In the case of Orange County Commission members, if the attendance of the 36 ~ alternate would create a majority of County Commissioners in attendance, the 37 alternate must leave the meeting table and be only a silent observer. 38 39 g.) Even though an alternate does not attend all meetings, he/she is required to 4o be informed and knowledgeable of the business and activities of the advisory 41 body. 42 C:\Documents and Settings\dhunt\Local Settings\Temporary Internet Files\OLK32\volunteerresolutionfinal amended 2-21-2006.doc Last printed 10:20 AMl/14 /2008 h) If Orange County Commissioners attend a meeting at which two appointed commissioners are present, they may not speak, lobby staff, or otherwise participate in the meeting except as a silent observer. ~ 10. For boards/commissions, which are not state mandated, the Board's policy is to ~ limit the length of service to two-three year terms (or any combination of full terms totaling six s years) on the various boards and commissions. This time period does not include state 9 mandated training programs or partial terms. Appointment to serve for any actual period of two to (2) years or more will constitute a full term. Appointment for any actual period of less than two 11 (2) years will constitute a partial or unexpired term. This will allow for more individuals to serve 12 and for diversity of opinions. It will also provide for conformity in the length and number of 13 terms for those boards and commissions that are not state mandated with set terms. The Board 14 will limit the length of service according to this policy for boards and commissions that are 15 State mandated, to the extent permitted under state law. 16 17 11. If an appointee, in any calendar year, has absences which constitute more than 25 is percent of the regularly scheduled Board meetings or three consecutive meetings, whichever 19 comes first, which he or she is required to attend, he or she is obligated to resign. The Board of 20 Commissioners may consider extenuating circumstances. If the individual refuses to resign, he 21 or she may be removed by action of the Board of County Commissioners subject to state or 22 local law. A leave of absence may be granted for extraordinary circumstances, such as illness 23 or personal circumstances. This request must be made to the Board of County Commissioners. 24 A calendar year is to be defined as a 12-month period beginning on the date of appointment. 25 The Clerk to the Board shall request all new appointees to certify that they understand the 2 6 attendance policy. 27 28 12. The rate of pay, if any, to members for serving on boards and commissions shall 2 9 be established by the Board of Commissioners in accordance with the General Statutes. 3o Records for pay purposes shall be submitted by the appropriate department to the finance 31 Officer for monthly disbursement. 32 33 13. Attendance at a Volunteer Orientation Program will be required of all new 34 appointees to the boards and commissions. This does not include those boards and 35 commissions, task forces or committees of short duration, although, if space permits, they will 36 be invited. The purpose of this training is to supplement rather than replace any specific 37 training needed for a person to serve on a particular board or commission. The following 38 boards or commissions shall receive specific training in their area of responsibility: 39 40 * Adult Care Home Community Advisory Committee -training by the Triangle J Area 41 Agency on Aging Ombudsman Program 42 43 * Board of Equalization and Review- special on the job training, by Tax Assessor C:\DOCUments and Settings\dhunt\LOCal Settings\Temporary Internet Files\OLK32\volunteerresolutionfinal amended 2-21-2006.doc Last printed 10:20 AM1/14 /2008 1 a * Board of Health- 3 4 * Board of Social Services- 5 6 * Human Relations Commission -Ordinance training from staff; they also may receive ~ federal HUD training by attending the national HUD conferences, which a HUD pays for 9 to * Nursing Home Advisory Committee -training by the Triangle J Area Agency on Aging 11 Ombudsman Program 12 13 * Orange County Planning Board- Proposed: Institute of Government Training 14 15 * Orange County Board of Adiustment -members receive a copy of: 16 a.) Orange County Planning Ordinances 17 b.) The Zoning Board of Adiustment in North Carolina by the Institute of is Government 19 c.) County Attorney meets with members once a year 20 21 * Other boards /commissions as the Board of Commissioners shall determine as 23 14. Individuals who go off a board or commission will receive a commemorative gift of z 4 appreciation along with a letter from the Board of Commissioners thanking them for their z5 service. A person must serve at least one year to be recognized in this way. Each board and 26 commission is encouraged to also recognize its members, as it deems appropriate. 27 2a 15. The Board of Commissioners reserves the right, at any time and for any reason, 29 to remove any member of any board or commission when a motion for removal receives the 3o vote of a majority of the entire membership of the Board of Commissioners. 31 32 16. The members of County advisory boards and commissions shall agree to follow 33 the ethics guidelines adopted by the Board of Commissioners. In addition, all citizens applying 34 for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form. 35 36 THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All 37 appointments to boards and commissions by the Board of Commissioners shall follow the 3a provisions of this policy. 39 C:\DOCUments and Settings\dhunt\LOCal Settings\Temporary Internet Files\OLK32\volunteerresolutionfinal amended 2-21-2006.doc Last printed 10:20 AMl/14/2008 (6) Leadership Advisory Committee for Carolina North -Appointments The Board considered making appointments to the Leadership Advisory Committee for Carolina North. Chair Jacobs said that he sent everyone an email today, but no one was able to read it yet. He said that at the last meeting he had said that he had met with the Mayors of Chapel Hill, Carrboro, and Hillsborough and that he was suggesting deferring any action until the municipalities decided on how to be represented. Since then, both Chapel Hill and Carrboro have acted. The University has suggested that each of those jurisdictions have three members on this committee that would be appointed by the Chancellor. Both municipalities appointed four people as opposed to three. Chapel Hill appointed two elected officials, their Planning Board Chair, and the former Chair of their Carolina North committee. Carrboro appointed three elected officials and their Planning Board Chair. He is suggesting that Orange County also appoint four people. He suggested appointing himself, Commissioner Foushee, Orange County Planning Board Chair Jay Bryan, and Bernadette Pellisier, who is on the Commission for the Environment, the Planning Board, and is an officer on the Orange-Chatham Sierra Club. Commissioner Halkiotis suggested that if either Chair Jacobs or Commissioner Foushee cannot make one of these meetings, that there is an alternate. He suggested that Commissioner Gordon be the alternate. The Board agreed with Chair. Jacobs's suggestions as stated above. (7) Boards County Commissioners Serve On The Board considered the list of boards and commissions on which the BOCC serve and selected those boards on which the BOCC wishes to continue serving. Chair Jacobs said that there are several boards where two Commissioners want to serve and there was a suggestion at the retreat last year that if two Commissioners want to serve on a board, then they can. There is some language based on this suggestion that would fit this action within the bylaws without having to change memberships. Chair Jacobs asked about the Chapel Hill Public Art Selection Committee and it was answered that staff will look into this. Chair Jacobs asked about the Project Planning Committee (Chapel Hill/Orange County PPC) and if this was the Southern Park and Aquatic Center group and Commissioner Gordon said yes. Commissioner Halkiotis said that there are a number of boards and commissions calendars that conflict with the Board of County Commissioners' calendar and they have not resolved this conflict. Some boards are mandated and are autonomous, but most are not and boards may get angry if they do not have a County Commissioner member or liaison come. There are too many conflicts. He wants to figure out how to get people to buy into the County Commissioners' calendar. He said that the County Commissioners are not full-time employees but the calendar is full from 9:00 a.m. - 10:00 p.m. He said that he continues to respectfully protest the boards and commissions calendars on behalf of all of the County Commissioners. The Southern Orange Senior Center Design Committee is finished and can be taken off the list. Commissioner Gordon thanked Commissioner Halkiotis for what he said but she does not have two things scheduled at the same time. She has a lot of meetings, but they do not conflict. Commissioner Halkiotis suggested going through the list again and taking out those boards and commissions that are finished with their work. The Clerk will update the list. Commissioner Gordon suggested having a calendar showing all of the boards on a matrix so that the conflicts are seen. Commissioner Gordon made reference to the proposed amendment to the Volunteer resolution and suggested a change in language as follows: "This amendment would only affect County created boards." Geof Gledhill suggested saying "An alternate may participate unless the number of Commissioners attending is a quorum of the Board of County Commissioners." A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to adopt the text as amended by Geof Gledhill. VOTE: UNANIMOUS The updated list will come back March 21St. The Clerk will also bring back individual Commissioner lists of the boards and commissions on which each Commissioner serves. A motion was made by Commissioner Halkiotis, seconded by Commissioner Foushee to approve the list of boards and commissions as amended. VOTE: UNANIMOUS 10. Reports a. History of Preparations for Sanitation Division Transition for Public Works Department to Solid Waste Manaaement Department The Board reviewed the 2005-06 budget discussions regarding the proposed reassignment of the County's Sanitation Division from the Public Works Department to the Solid Waste Management Department. John Link said that last May 5th the County Commissioners had as part of the work session the initial proposal by staff that the Board consider the transfer of the Sanitation Division of Public Works to the Solid Waste Management Department. The rationale for that is that they believe that all functions related to solid waste would be best served being under the umbrella of one department. He thinks that this is reinforced by the fact that they are trying to address replacing or finding new solid waste convenience centers. They also. may be franchising direct service for solid waste pickup from individual homes. He said that on May Stn the staff presented the best estimate of the additional cost of making the transition. This was not the budget number. After that meeting, it was clear that the County Commissioners were expecting the staff to work harder at coming up with a reduced budget. He made reference to page two and said that most of the $152,000 is not actually being cut but is in the CIP. He said that these are examples of reducing the cost or redirecting the cost from the operating budget to the capital budget. He said that he believes strongly in this transition and that it would be in the best interest to the County long-term. Commissioner Halkiotis said that this speaks about a $152,000 reduction in the proposed division budget. He asked for an explanation of how much new money it is going to take to make this transition. Rod Visser said that they have not looked at this again for how it might be addressed in the 2006-2007 budget. The numbers from last year were in the ballpark of about $273,000, and this was broken down into three categories: $173,000 was additional costs regardless of the transition; $80,000 for referring costs; and $20,000 for one-time costs. This will need to be refined as part of the 2006-2007 budget. Commissioner Halkiotis said that he cannot give an honest answer that he agrees with this. He wants to know what the $173,000 includes. Rod Visser said that this was just a presentation of what has happened so far. They will be bringing it back fully for consideration at a later time with updated numbers. Chair Jacobs said that Commissioner Halkiotis' point is that they still need the full historical context. He asked for this information by March 15tH ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 21, 2006 Action Agenda Item No, 9-Gt- SUBJECT: Boards County Commissioners Serve On DEPARTMENT: Baard of Commissioners PUBLIC HEARING: (YIN) No ATTACHMENT{S): Under Separate Cover INFORMATION CONTACT: Comprehensive Listing of Boards/Commissions Clerk's Office, 245-2130 BOGC Survey Results Proposed Volunteer Resolution Amendment Volunteer Resolution PURPOSE: To consider the list of boards and commissions on which the BOCC serve and select those boards on which the BOCC wishes to continue serving. BACKGROUND: BOCC members serve on various County and County-related boards and commissions. Yearly, BOCC members indicate their desire to continue serving on specific boards ar commissions or their desire to make changes.. FINANCIAL. lMPAGT: None. RECOMMENDATIONS}: The Manager recommends that the Board review the list of boards and commissions and discuss any changes it may desire. Comprehensive Listing of Boards and Commissions-January 2006 Adviso Board on A in (L Affordable Housin Adviso Board L A ricultural Center Work Grou M A ricuitural Preservation Board L Air Quality Advisory Committee M) (short-term taskfarce) Alcoholic Bevera e Control Board (L Animal Services Adviso Board (M Board of Health (M Cable TV Adviso Committee (L) Central Oran a Senior Center Desi n Committee {M (short-term taskforce) Cha el Hitl Public Art Selection Committee Cha et HilllOran e Count Visitor's Bureau M CHTPEC Master Plan Work Group (sunsetted- now Twin Creeks Workgroup) (M) (short- term taskforce Commission for the Environmen# L Commission far Women (L Communities in Schools (M} Durham Technical Community College Satellite Campus Advisory Committee far Pra rammin Needs Assessmen# {M Durham-Cha el Hill-Carrbaro Trans ortatian Adviso Committee M Durham-Cha el Hii!-Oran e Work Group (M Economic Devela ment Commission L Efland/Mebane Smaii Area Plan Task Force M (short-term #askfarce) Fairview Park Master Pian Task Force M (shor#-term taskfarce) Fire Chiefs' Association of Oran a Coun M Health Carolinians M) Hillsborough Joint Planning -Strategic Growth Selection Committee- {M} (Short-term taskforce Hiilsborau h/Oran a Coun Chamber of Commerce chap a to liaison (L HOME Pro ram Review Committee M Hausin Bond Pro ram - Pro ec# Review and Selection Committee Human Relations Commission L Human Services Adviso Commission L Information Technolo Adviso Committee L) Inter overnmen#al Parks Work Group M International Council for Local Environmental Initiatives M Joint Oran a Chatham Communit Action A enc M Justice Facilities Exterior Piannin Committee M short-term taskfarce Justice Facilities Interior Piannin Committee M (short-term taskforce) Master A in Plan Taskforce M short-term taskforce Million Solar Roofs Initiatives NACo Votin Dele ate M Northern Human Services Center Communi Park Adviso Grou OPC Area Board M) OPC LME Adviso Board M Oran a Communi Housin and Land Trust Board of Directors {M) Oran e Count Partnershi for Yaun Children M 1~ Oran a Unified Trans ortation Board {L) Oran a/Chatham Justice Partnershi Board M Pro'ect Piannin Committee (Cho el Hili/Oran a Count PPC M Recreation and Parks Adviso Council M Research Trion le Re Tonal Partnership M Rura! Piannin Or anizatian -Trans ortation Adviso Committee M Small Business Work Grou (M} Social Services Board M Solid Waste Adviso Board t_ Soiid Waste Nfana ement Work Grou M Southern Oran a Senior Center New -- Deli n Committee short-term taskfarce Transfer of Devefo ment Ri hts Taskfarce (M Trans ortation Services Board M Trion ie J Council of Governments (M Trion le Transit Authori -- S ecial tax Board M TTA Board of Trustees M U er Neuse River Basin Association M Workforce Devefo meet Board - Re Tonal Partnershi M} Boards in need of re resentation Adult Care Home Gommuni Adviso Committee Adviso Board on A in Affordable Housin Adviso Board Inter overnmental Parks Work Grau KidSco e Rural Plannin Or anization- Trans ortation Adviso Committee Solid Waste Adviso Board Boards/Commissions Survey- (:mm~rAhancivn ! ictinn of Rnartis anti C;cymmissinns-February 2006 Availabte Boards ., - Current Commissioner Length of time on Interested Commissioners Board Adviso Board on A in L Commissioner Jacobs 6 ears Affordable Housing Advisory Board (L) Commissioner Foushee 1 Year Commissioner Foushee Commissioner Jacobs 3 Years Agricultural Center Work Group (M) Commissioner Halkiotis 1 Year Commissioner Halkiotis Chair Jacobs 1 Year Chair Jacobs A ricultural Preservation Board L Chair Jacobs 6 Year Chair Jacobs Air Quality Advisory Committee {M) Commissioner Gordon 1 year Commissioner Gordon short-term taskforce) Alcoholic Bevera a Control Board L Commissioner Halkiotis 6 ears Camrnissioner Halkiotis Animal Services Adviso Board M Commissioner Care 1 ear Commissioner Care Board of Health M Commissioner Care 3 ears Commissioner Care Cable TV Adviso Committee L Commissioner Halkiotis 1 ear Commissioner Halkiotis Central Orange Senior Center Design Chair Jacobs 1 year Chair Jacobs Committee {M) (short-term taskforce) Commissioner Halkiotis 1 year Commissioner Halkiotis Commissioner Gordon alternate 1 ear Commissioner Gordon Chape{ Hill Public Art Selection Commissioner Carey - Commissioner Carey Committee Chapel 1-lilllOrange County Visitor's Commissioner Carey 9 d years Commissioner Carey Bureau M1 CHTPEC Master Plan Work Group Commissioner Carey 3 years Commissioner Carey {sunsetted- now Twin Creeks Commissioner Gordon 3 years Commissioner Gorden Work rou) M) Commission for the Enviranmen# (L) Chair Jacobs 1 year Chair Jacobs Commissioner Gordon (alternate) 7 years Commissioner Gordon G ears as rims Commission for Women L Commissioner Foushee 1 ear Commissioner Foushee Communities in Schaals M Commissioner Foushee 1 ear Commissioner Foushee Durham Technical Community College Commissioner Carey 3 years Commissioner Carey Satellite Campus Advisory Committee Commissioner Halkiotis 3 years Commissioner Halkiotis far Programming Needs Assessment (M) Available Boards Current Commissioner Length of time on Interested Commissioners Board Durham-Chape# Hill-Carrboro Commissioner Gordon 6 years Commissioner Gordan Transportat#on Advisory Committee M Durham-Chapel Hi#I-Orange Wark Chair Jacobs 6 years Chair Jacobs Grou M Commissioner Gordan alternate 1 ear Commissioner Gordon Economic Development Commission Chair Jacobs 6 years Chair Jacobs L Commissioner Foushee Efland/Mebane Small Area Plan Task Chair Jacobs 1 year Taskforce ending soon Force M short-term taskforce) Fairview Park Master Plan Task Force Commissioner Jacobs 1 year Taskforce ending soap M short-term taskforce Fire Chiefs' Association of Orange Commissioner Halkiotis 12 years Commissioner Haik#otis Coun M Cha#r Jacobs Health Carolinians M Commissioner Foushee 1 ear Commissioner Foushee Hillsborough Joint Planning -Strategic Chair Jacobs Less than 1 year Growth Selection Committee- (M) Short-term taskforce Hi#Isborough/Orange County Chamber Commissioner Carey 3 years Chair is ex-officio member of Commerce than a to liaison L HOME Pro ram Review Committee M Commissioner Foushee 1 ear Commissioner Foushee Housing Bond Program -Project Commissioner Foushee 1 year Comrr~#ssioner Foushee Review and Selection Committee Human Relations Commission L Chair Jacobs 6 ears Chair Jacobs Human Services Advisory Commission Commissioner Foushee 1 year Commissioner Foushee L Information Technology Advisory Commissioner Foushee 1 year Commissioner Foushee Committee L Intergovernmental Parks Work Group Commissioner Gordon 2 years Commissioner Gordan M . Chair Jacobs 1 ear Internatiana( Caunci# far Loca# Commissioner Halkiotis 1 year Commissioner Halk#otis Environmental initiatives M Joint Orange Chatham Community Commissioner Carey 14 years Commissioner Carey Action A enc M Justice Facilities Exterior Planning Commissioner Gordon 1 year Commissioner Gordon Committee {M short-term taskforce ~.jl Avaitatale Boards Current Commissioner Length of time on Interested Commissioners Board Justice Facuities Interior Planning Commissioner Carey S years Commissioner Carey Commit#ee M short-term taskforcej Master Aging P1an.Taskfarce (M) Commissioner Gordan 1 year Commissioner Gordon short-term taskfarce) Chair Jacobs 1 ear Chair Jacobs Million Solar Roofs [nitiatives Commissioner Halkiotis '! ear Commissioner Halkiotis NACa Voting Delegate (M) Commissioner Gordon 1 Commissioner Gordon Commissioner Halkiotis Commissioner Halkiatis Northern Human Services Center Commissioner Halkiatis - Done Communi Park Adviso Grou Chair Jacobs OPC Area Board (M Commissioner Care 1 ear Commissioner Care OPC LME Adviso Board M Commissioner Care 1 ear Cammissianer Care Orange Community Housing and Land Commissioner Foushee 1 year Commissioner Foushee Trust Board of Directors M Orange County Partnership for Young Commissioner Halkiotis 1 year Commissioner Halkiatis Children M Orange Unifred Transpartatian Board Cammissianer Gordon C.ess than 1 Year Commissioner Gordon L Chair Jacobs OrangelChatham Justice Partnership Commissioner Carey 5 years Commissioner Carey Board M Project Planning Commiftee (Chapel Commissioner Gordon - Commissioner Gordon HllllOran a Count PPC) M Recreation and Parks Advisory Council Commissioner Gordan 1 year Commissioner Gordon M Research Triangle Regional Commissioner Carey - Commissioner Carey Partnershi M Rural Planning Organization - Chair Jacobs - Trans ortatian Adviso Committee M Small Business Work Group M) Commissioner Halkiatis 1 ear Commissioner Halkiotis Social Services board M) Commissioner Foushee 1 ear Commissioner Foushee Saiid Waste Adviso Board L~ Chair Jacobs 3 ears Solid Waste Management Work Group Chair Jacobs 1 year Chair Jacobs M Southern Orange Senior Center- Commissioner Gordan 2 years Commissioner Gordon Design Committee (short-term Commissioner Halkiotis Commissioner Halkiatis #askforce} ~'~. Available Boards Current Commissioner Length of time on interested Commissioners Board Transfer of Development Rights Chair Jacobs Less than 1 year Chair Jacobs Taskforce {M) Transportation Services Board (M) Commissioner Gordon 1 year Commissioner Gordan Triangle J Gouncil of Governments (M} Chair Jacobs 6 year Chair Jacobs {4 as alternate) Commissianer Gordon Commissioner Gordon (alternate) 12 years 11 as rima Triangle Transit Authority -Special tax Commissioner Carey 1 year Chair Serves Board M TTA Board of Trustees M Commissianer Gordon 10 ears Commissioner Gordon Upper Neuse River Basin Association Chair 1 year Chair M Workforce Development Board -- Commissioner Foushee 1 year Commissioner Foushee Re ions{ Partnershi M * Commissioner Foushee is willing to keep the boards on which she is currently serving; her only added interest is EDC. Marked are all her previous commitments and EDC. ** Commissioner Carey is wining to keep the boards on which he is currently serving, unless another Commissioner is interested on serving on any of his boards. Marked are ail his previous commitments. "`**Chair Jacobs has marked al( boards that he is interested in. **** Commissioner Gordon would like to continue serving on the boards to which she is currently assigned, and she is interested in being restored as the Commission for the Environment Liaison and TJCC7G Delegate, which are positions that she previously held before 20{74. These boards are marked. *****Commissioner Haikiotis wishes to remain on the boards to which he is currently assigned. These boards are marked. 4 Concerning more than one BQCC member on Orange County Advisory Boards and Commissions The Orange County Volunteer Resolution does not explicitly address having more than one BOCC member on advisory boards, The Volunteer Resolution defines BOCC Liaison roles.. However, it does not specify whether advisory boards can have more than one liaison.. The Volunteer Resolution also defines BOCC Alternate; this is defined as a member who serves as a substitute for a regular member who is absent.. An alternate may attend meetings, but they cannot participate, unless they are substituting. Not all Orange County advisory boards that have BOCC representation {member or liaison) also have BOCC alternates. vi some cases, advisory board bylaws specify total membership, including the number of BOCC members. If the Orange County Volunteer Resolution were to be changed, it would supersede any Orange County Advisory Board Bylaws. There are some Orange County Boards that are state-mandated or have state- regulated membership standards: ABC Boaz~d, Health Board and Social Services Boaz~d. The membership rosters of those boards cannot be changed There are some boards that are not County-created boards. The BOCG has no ,jurisdiction over the Bylaws of these boards. Example: T.~COG, TTA Because the Orange County Volunteer Resolution does not clearly deal with having more than one BOGC member on advisory boards, a change is proposed in the Volunteer Resolution so that BOCC representation is cleazIy addressed. Proposed amendment to the Volunteer Resolution When aCounty-created advisory board has a position for a county commissioner that counts toward total board membership, the presence of two commissioners shall not be construed to exceed the membership total.. if two BOCC members are approved by the BOCC to attend meetings of a particular advisory board, both shall have full participation rights. The BOCC may, at its discretion; continue to allow boaz~ds to have a single Board liaison, or to allow certain boazds to have two Board liaisons- This amendment would not affect non County-created boards.. This amendment would be Section 8 and it would come under the Definitions of Board Liaison (Sec. 6) and Board Alternate (Sec 7). AlI subsequent sections would be re- numbered accordingly. Icy ]. EFFECTIVE ApRil 6, 1992 2 AMENDED MARGH 15, 1994 3 AMENDED AUGUST 8, 1994 4 AMENDED: NQVEMBER 3, 1999 5 AMENDED: NDVEMBER 22. 1999 6 AMENDED: bECEMBER 7, 1999 7 AMENDED: FEBRUARY 14, 200D $ AMENDED: JUNE 8, 2000 9 AMENDED: MARCH 8, 2601 10 AMENDED: APRIL 20.2004 11 AMENDED: A?RIL 12.2005 12 13 14 RESOLUTION is ORANGE COUNTY 16 APPAINTMENT AND ORIENTATION 17 PROCESS FOR is BOARDS AND COMMISSIANS 19 zo WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the zl governing body of Orange County, to appoint persons to various boards and commissions to zz assist in the operation of county government; and 23 z4 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and ? s dependable people to serve on these boards and commissions and therefore solicits the zs interest and input of the citizens of Orange County in making said appointments; and z -~ z a WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures z s will increase public awareness of the various appointments that are to be made from time to 3 o time. 31 3z WHEREAS, the Board of Commissioners desires #o increase the public's interest in the 33 solicitation of information and recommendations that will assist the Board in the appointment of 34 qualified, knowledgeable, and dependable citizens to serve on the various boards and 35 commissions; 36 3 ~ NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 3 8 policies and procedures governing appointments to the various boards and commissions as 3 9 fO110WS: 40 41 1. Any resident of Orange County is eligible to serve on the appointed boards or 4z commissions of the County where such appointment is not prohibited by State statute. All 43 appointments will be made according to the applicable statute, ordinance, resolution or policy 44 that created the board or commission. Discretion will be used when considering County 4s employees for membership on any of the boards or commissions. Elected officials from other 4s jurisdictions shall not be appointed to County boards and commissions unless specifically 4 ~ representing their boards in their elected capacity. 48 H: \CLERSC`sDQCUMENTS-H Drive\VOlunteer In€o\volunteerresolution€inal ameaded 4-12-2005.doc Last printed 10:05 AM2/8/2006 a. 2. The County Commissioners may recruit through public advertising, membership z committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers' 3 bureau and County information tine. While the Board of Commissioners may request andlor 4 receive recommendations from county boards and commissions or other sources, the Board of s Commissioners will make the final decision based on all factors related to the representative 6 needs of the specific boards. ~ 3. Appointments for joint planning area and extraterritorial residents as members and 9 alternate members to city boards shall be done in accordance with the General Statues (G.S. 10 160A-362} and, by Chapter 234 of the 1987 session laws, G.S.160A-360.1 which require a city to ~~ give representation to the residents of its extraterritorial zoning jurisdiction on its Planning ~.z Board and the Board of Adjustment, When a vacancy exists, the municipality will be requested 13 to provide to the Board of County Commissioners a resolution with a recommendation for that i4 vacancy. The Board of County Commissioners may solicit other applications for said vacancy if a.s they so desire. If the Board of County Commissioners does not make the appointment within 90 16 days after receiving a recommendation from the City Council requesting such action, the City i~ Council may appoint outside members in accordance with G.S. 1fi0A-362. Members of sub- ie committees of County Boards and Commissions shall be members approved by the Orange 19 County Board of Commissioners and not members selected by the particular Board or z o Commission. zi zz 4. Appointments will be made at a regular meeting of the Board of Commissioners, z3 The regular expiration of terms for positions on boards and commissions will be March, June, za September and December. When the appointments are presented to the County Commissioners zs for their consideration, a list of all those who have applied and are eligible for appointment will zs be included with the abstract. If someone is recommended for appointment, the abstract wilt z~ indicate that a recommendation has been received, giving the source. The recommendation wilt z a be kept on file in the Clerk's office. The attendance records, including late arrivals, for all z 9 members seeking reappointment will be included with the recommendation. 30 31 5. No citizen of Orange County shall serve in more #han two appointed positions of 3z Orange County Government unless exempted by the nature of the position he or she may hold 33 in governmental service. This policy shall not apply to individuals who serve on boards or 3a commissions because of their offcial position. It also does not apply to volunteers serving 3 s because of a requirement that a particular type of professional individual be represented if 3 6 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 3 ~ citizen service on one short-term task force (making a total of three appointments) if the 3 e duration of service is less than one year. A "Task Force" is defined as a group with a specific 39 charge and a short duration for its work. This policy shall not apply to any Orange County ao Commissioner who serves on any board as an appointee or a liaison to a board because he/she 4~ is a County Commissioner. 4z 6. The County Commissioner "Liaison" assigned to a board or commission shall 43 serve the following roles: H:\CLERK'sDOCUMENSS-H Drive\Volunteer Info\voiunteerresolutionfinal amended 9-12-2005 doc Last printed 10:05 AM2/8/2006 /~ 3 1 1. To communicate with the board or commission when County Commissioner z communication is needed and to serve as the primary two-way communications 3 channel between Commissioners and the board or commission. 4 2. To participate in filling vacancies and reviewing applications. 5 3. To serve as the primary formal Commissioner contact, and/or to be invited to 6 attend/participate as needed. 7 4. To resolve questions the board or commission may have about the role of a County Commissioners, county government, and the board or commission. 9 5. To establish formal or informal contact with the chairperson of the board or 10 commission and effectively communicate the role of the liaison. ~~ fi. To provide procedural direction and relay the Commissioners' position to the 1z board or commission, and communicate to the board or commission that the 13 liaison's rote is not to direct the board/commission in tfis activities or work. ~~ 15 16 7. A member of the Orange County Board of Commissioners who serves as an 17 "Alternate Member" on an Orange County, North Carolina advisory board or 18 commission, shat! have the following duties and powers: 19 zo a.) An alternate member {hereinafter referred to as "alternate") shaft serve as a z1 substitute for a regular member in the event of the regular member's absence. 22 z3 b.) An alternate is not required to attend meetings; except in the case of the z4 Board of Adjustment, for which alternates are required to attend. 25 z~ c) An alternate may attend meetings if she/he chooses to do so, however; z7 zs d.) An alternate may not participate unless the member she/he is substituting for z9 is absent. 30 31 e.) "Participate" is defined as speaking during the meeting, asking questions 3z during the meeting of staff and others, and/or voting. 33 34 f.) In the case of Orange County Commission members, if the attendance of the 35 alternate would create a majority of County Commissioners in attendance, the 36 al#ernate must leave the meeting table and be only a silent observer. 37 38 g.) Even though an alternate does not attend all meetings, he/she is required to 3 s be informed and knowledgeable of the business and activities of the advisory 4 0 ~ body. H: \CLERK'sDOCUMENSS-H Drive\valunteer Info\volunteerresolutionfinal amended A-12-2005..doc Last printed 10:OS AM2/8/200fi r L~ a h) If Arange County Commissioners attend a meeting at which two appointed 3 commissioners are present, they may not speak, lobby staff, or otherwise 4 participate in the meeting except as a silent observer. 5 ~ 8. For boards/commissions, which are not state mandated, the Board's policy is to s limit the length of service to two three year terms (or any combination of full terms totaling six s years) on the various boards and commissions. This time period does not include state io mandated training programs or partial terms. Appointment to serve for any actual period of two ii (2) years or more will constitute a full term. Appointment for any actual period of less than two ~.a (2) years will constitute a partial or unexpired term. This will allow for more individuals to serve 13 and for diversity of opinions. It will also provide for conformity m the length and number of i4 terms for those boards and commissions that are not state mandated with set terms. The Board i5 will limit the length of service according to this policy for boards and commissions that are ~s State mandated, to the extent permitted under state law. i~ ~.a 9. If an appointee, in any calendar year, has absences which constitute more than 25 19 percent of the regularly scheduled Board meetings or three consecutive meetings, whichever zo comes first, which he or she is required to attend, he or she is obligated to resign. The Board of z ~. Commissioners may consider extenuating circumstances. if the individual refuses to resign, he za or she may be removed by action of the Board of County Commissioners subject to state or z3 local law. A leave of absence may be granted for extraordinary circumstances, such as illness 24 or personal circumstances. This request must be made to the Board of County Commissioners. zs A calendar year is to be defined as a 12-month period beginning on the date of appointment. z6 The Clerk to the Board shall request all new appointees to certify that they understand the z ~ attendance policy. 28 a 9 10. The rate of pay, i# any, to members far serving on boards and commissions shall 3 o be established by the Board of Commissioners in accordance with the General Statutes. 31 Records for pay purposes shall be submitted by the appropriate department to the finance ~ a OfFcer for monthly disbursement. 33 34 11. Attendance at a Volunteer Orientation Program will be required of all new 3s appointees to the boards and commissions. This does not include those boards and 3 6 commissions, task forces or committees of short duration, although, if space permits, they wilt 3 ~ be invited, The purpose of this training iS to supplement rather than replace any specific ~ a training needed for a person to serve on a particular board or commission. The following 3 ~ boards or commissions shall receive specific training in their area of responsibility: 40 41 * Adult Care Home Community Advisory Committee -training by the Triangle J Area 42. Agency on Aging Ombudsman Program 43 44 * Board of Equalization and Review- special on the job training, by Tax Assessor H: ~CLERK'SDOCUMEN2S-H Drive\Volunteer Infowolunteerresolutionfinal amended 9-12-2005.doc Last grinted 10:OS AM2/8/2006 ~/ z * Board of Health- ~ ~` Board of Social Services- 5 6 * Human Relations Commission -Ordinance training from staff; they also may receive ~ federal HUD training by attending the national HUD conferences, which s HUD pays for 1a * Nursing Home Advisory Committee -training by the Triangle J Area Agency on Aging 1 ~. Ombudsman Program 1z 13 * Orange County Planning Board- Proposed: institute of Government Training ~, a 15 * Orange County Board of Adjustment -members receive a copy of: 16 a.} Orange County Planning Ardinances 17 b.} The Zoning Board of Adjustment in North Carolina by the Institute of 1s Government 19 c.} Coun#y Attorney meets with members once a year zo z1 * Other boards !commissions as the Board of Commissioners shall determine zz z3 12. Individuals who go off a board or commission will receive a commemorative gift of a4 appreciation along with a letter from the Board of Commissioners thanking them for their a5 service. A person must serve at least one year to be recognized in this way. Each board and z s commission is encouraged to also recognize its members, as it deems appropriate. z~ z a 13. The Board of Commissioners reserves the right, at any time and for any reason, z 9 to remove any member of any board or commission when a motion for removal receives the 3o vote of a majority of the entire membership of the Board of Commissioners. 31 3z 14. The members of County advisory boards and commissions shall agree to follow 33 the ethics guidelines adopted by the Board of Commissioners. in addition, all citizens applying 3 ¢ for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form. 35 36 TH1S POLICY shall become effective April 6,1992, and may be amended from time to time. All 3 ~ appointments to boards and commissions by the Board of Commissioners shall follow the 38 provisions of this policy. 39 H:\CLERK'sAOCUMENTS-H Arive\VOlunteer Info\volunteerresolutionfinal amended 4-12-2005.doc Last printed 10:05 AM2/B/2006 This item was removed and placed at the end of the consent agenda for separate consideration. e. Memorandum of Agreement with North Carolina Department of Crime Control and Public Safety for Locally Managed Law Enforcement Terrorism Prevention Program (LETPP) Grant Funds The Board approved a memorandum of agreement that will govern a previously awarded State pass-through grant award of federal Homeland Security funds in the amount of $54,000 to reimburse Orange County for interoperable communications system planning, subject to final review by staff and the County Attorney, and authorized the Manager to sign. f. Resolutions Authorizing Contracts for Financing Vehicles and Equipment The Board adopted resolutions, which are incorporated by reference, required by RBC Centura Bank to facilitate the financing of equipment to be purchased by the County and authorized the Finance Director and County Attorney to execute documents as required. g_ AmeriCorps Improvements Project -Trail Construction The Board approved the submittal of an application for an AmeriCorps improvements project at Efland Cheeks Park and other park sites for trail construction, and agreed to appropriate funds in the FY 2005-06 budget toward the project as outlined. h. ' Budget Amendment #10 The Board approved budget ordinance and grant project ordinance amendments for fiscal year 2004-05 for Department of Social Services, Health Department, Human Rights and Relations Department, and Animal Shelter. i. Potential Amendment to Orange County Volunteer Resolution The Board approved an amendment to the Orange County Volunteer Resolution. ,G i Proposed Adjustment in Commissioners Local Travel Expense ~/. / ~ ~ 2,~a ~ ~G The Board approved the proposal to adjust the Board of Commissioners' local travel expense to account for inflation and recent gas prices increase and increase the travel allotment from the current levels of $150 per month for the Chair and $125 per month for the other Board members (including the Vice-Chair) to $275 per month for the Chair and $225 per month for the other Board members (including the Vice-Chair) effective April 1, 2005. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: d. To Approve the Dedication of the Sheriff s Office Explosive Detection Canine Program As "The Deputy Jodie R. Strickland Memorial Bomb Detection Canine Program" The Board considered dedicating the upcoming Explosive Detection Canine Program for the Orange County Sheriff's Office, and to designate the program as "The Deputy Jodi R. Strickland Memorial Bomb Detection Canine Program". Commissioner Halkiotis said that he took this off the consent agenda so that the County Commissioners could pay a little more attention to Jodie Strickland, who really loved being a school resource officer. He said that she would always be a very special person in the eyes of the children and teachers and A. L. Stanback and Orange County Schools. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to approve dedicating the upcoming Explosive Detection Canine Program for the Orange County Sheriff's Office, and to designate the program as "The Deputy Jodi R. Strickland Memorial Bomb Detection Canine Program". VOTE: UNANIMOUS ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 12, 2005 Action Age ~a.~ Item No. ____~~ SUBJECT: Proposed Adjustment in Commissioners Local Travel Expense DEPARTMENT: Board of County PUBLIC HEARING: (YIN} No Commissioners ATTACHMENTS}: INFORMATION CONTACT: Commissioner Moses Carey TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel HII! 9fi8-4501 Durham 688-7331 Mebane 336-227-2431 PURPOSE: To consider an adjustment in the Board of Commissioners coca! travel expense to account for inflation and recent gas prices increases. BACKGROUND: The current local travel allowance expense for Commissioners equals $150 per month ($1,800 per year) for the Chair and $125 per month for each of the other four Board members ($1,500 per month per member for a total $6,000 per year). In July 2002, when the Board approved the current rates, those amounts were sufficient for travel allowances because the average price of a gallon of gasoline ranged from 95 to 99 cents per gallon. As a point of comparison, the average cost per gallon of gasoline today ranges from $2.20 to $2.25 per galion~ A proportionate comparison of the change in gas prices to Commissioners' travel allowance would support an increase in the travel allotment from the current levels of $150 per month for the Chair and $125 per month for board members (including the Vice Chair} per month to somewhere in the neighborhood of $330 and $275 respectively, These rates equate to an increase of $183 per month for the Chair and $150 for other Board members. With the County's current and anticipated fiscal picture in mind, the Chair proposes a more modest increase that would set the local travel allowance expense for Commissioners at $275 per month for the chair and $225 per month for Board members (including the Vice Chair}. The proposed rates reflect an increase of $125 per month for the Chair and an increase of $100 per month for Board members other than the Chair. The Chair proposes that the increase be effective on April 1, 2005. FINANCIAL IMPACT: Based on the proposed reimbursement rates outlined in the background section above, the financial impact for the current year (April 1 through June 30, 2005) totals $1,575, with the financial impact for the upcoming 2005-06 fiscal year totals $8,300. There are sufficient funds in the Commissioners' current year budget to cover the proposed increase. z Should the Board approve the proposed increase, the Manager's Recommended 2005-06 budget would allow for the increase of $6,300 in travel allowances for Commissioners. RECOMMENDATiON(Sj: The Manager recommends that the Board approve the proposal to adjust the Board of Commissioners local travel expense to account far inflation and recent gas prices increase and increase the travel allotment from the current levels of $150 per month for the Chair and $125 per month for the other Board members (including the Vice Chair) #o $275 per month for the Chair and $225 per month for the other Board members (including the Vice- Chair} effective on April 1, 2005. This item was removed and placed at the end of the consent agenda for separate consideration. L Application for Grant from the Federal Farm and Ranch Land Protection Program for Agricultural Conservation Easements This item was removed and placed at the end of the consent agenda for separate consideration. ,/ k. Boards and Commissions - BOCC ~ " ~ O ' ~ The Board adapted the suggested procedure that the BOCC would like to use in order to facilitate any change in Boards and Commissions and adopted the proposed Volunteer Resolution, which is incorporated by reference. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: i. Budget Amendment #11 The Board considered approving the budget ordinance amendments and a grant project ordinance for fiscal year 2003-04. Gommissioner Gordon asked for more detail on page 4 about the Efland sewer. Rod Visser said that County Engineer Paul Thames has been working with the Budget and Finance staff to look at financing the Efland sewer system operations. They discovered #hat the County owed some money to the Town of Hillsborough based on two reasons. One is that certain capital facility fees for the tap-on were received but have been kept in the County's Efland Sewer Fund rather than being remitted to Hillsborough. This amount was $27,504. The other aspect was that the Town of Hillsborough, when it adjusted the sewer rates, the bills did not adjust the rates and the County was under billed. The Gounty will have to provide funding from the General Fund to the Efland Sewer Fund to pay these bills due to Hillsborough. Commissioner Gordon asked if this was something that Hillsborough overlooked. Rod Visser said yes, but that rt is part of the County's respansibi6ty also. A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve the attached budget ordinance and grant project ordinance amendments far Department of Social Services, Department on Aging, outside agencies, Governing and Management Non-Departmental, Emergency Management, Emergency Telephone System (Wireless 911}, and Efland Sewer Operating Fund. VOTE: UNANIMOUS L Application for Grant from the Federal Farm and Ranch Land Protection Proaram for Aaricultural Conservation Easements The Board considered authorizing the staff to submit a grant application to the U.S. Department of Agriculture's Farm and Ranch Land Protection Program in an amount not to exceed $1,000,000 prior to the May 3 deadline, with county matching funds to come from a combination of alternative financing conservation easements and the Lands Legacy Fund, for the purchase of farmland preservation conservation easements in Orange County. Chair Jacobs painted out that Orange County is applying far up to $1,000,000 in federal funds, which it would match, to protect more than 600 additional acres for farmland. The County received 40% of what was available to the State two years ago. There is preliminary reason to believe that the County will be successful to a large extent again this year. A motion was made by Chair Jacobs, seconded by Commissioner Carey to authorize the submittal of a grant application to the federal Farm and Ranch Land Protection Program in an amount not to exceed $1,000,000 prior to the May 3 deadline, with County matching funds to ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 20, 2004 Action Agenda Item No. ,~v ~ SUBJECT: and rr-ais~ons - BOCC DEPARTMENT: County Commissioners PUBLIC HEARING: (YIN) No ATTACHMENT(S): YES -Under separate cover -Volunteer Resolution -Orange County Appointment and Orientation Process for Boards and rn~n~ro~s-RE?+J1SEQ INFORMATION CONTACT: Donna S. Baker, ext 2130 TELEPHONE NUMBERS: Hillsborough 732-$181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227.2031 PURPOSE: To consider adopting a procedure that the BOCC would like to use in arder to facilitate any change in Boards and Co~nrrtissi and to amend the Volunteer Resolution. BACKGROUND: County Commissioners serve on various County and County-related boards and cxarnrrussi©r~s. Each year the County Commissioners indicate their desire to continue serving on a specific board ar commission or their desire to make. changes. The proposed procedure that the Commissioners agreed to at their April 1, 2004 meeting was a proposal made by Commissioner Gordon, in November 2003, which stated that: 1. Each Commissioner shall choose three (3) bd~rds~corr~missions on which to serve. 2. After each one has made hislher choices, each person chooses a fourth board or commission; each person then makes a fifth choice, and so forth, until everyone is satisfied. 3. The order of choosing could be according to seniority, if the Board wishes. Other possibilities include choosing alphabetically by last name, or by drawing lots. Commissioners could choose to pass an making a choice if they wish. The BOCC also discussed possible amendments to the Volunteer Resolution at its April 1, 2004 meeting and these changes are incorporated in the attached proposed revised Volunteer Resolution. FINANCIAL IMPACT: NONE RECOMMENDATION (5}: The Manager recommends that the Board: 1. Adopt the suggested procedure that the BOCC would like to use in order to facilitate any change in Boards and Commissions; 2. Adopt the proposed revised Volunteer Resolution (revisions are in italics/underlines}.. 1 EFFECTIVE APRIL 6,1992 ~ ~~ ~ ~ ~ D 2 AMENDED MARCH 15,1$94 3 AMENDEp AUGUST 8, 1994 4 AMENDEp: NOVEMBER 3, 1999 cJ AMENDED: NOVEMBER 22. 1999 AMENDED: DEGEMBER 7,1999 7 AMENDED: FEBRUARY t4, 2000 $ AMENDEp: 3UNE 6, 2000 ~ AMENDED: MARCN 6.2001 ~ ~ AINE~D: APRIL 20. 2004 11 RESOLUTION 12 ORANGE COUNTY 13 APPOINTMENT AND ORIENTATION 14 PROCESS FOR is BOARDS AND COMMISSIONS 16 i ~ WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the ~.$ governing body of Orange`County, to appoint persons to various boards and commissions to a.9 assist in the operation of county government; and 20 21 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and 22 dependable people to serve on these boards and commissions and therefiore solicits the 23 interest and input of the cittxens of Orange County in making said appointments; and 24 2s WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures 26 will increase public awareness of the various appointments #hat are to be made from time #o 2~ time. 2$ 29 WHEREAS, the Board of Commissioners desires to increase the public's interest in the 30 solicitation of information and recommendations that will assist the Board in the appointment of 31 qualified, knowledgeable, and dependable citizens to serve on the various boards and 32 commissions; 33 34 NOW, THEREFORE, BE tT RESOLVED by the Orange County Board of Commissioners that the 3s po{ides and procedures governing appointments to the various boards and commissions as 36 follows: 37 36 1. Any siti~er- residenf of Orange County is eligible to serve on the appointed 39 boards or commissions of the County where such appointment is not prohibited by State 4o statute. All appointments will be made according to the applicable statute, ordinance, 4 ~. resolution or policy that created the board or commission. Discretion will be used when 42 considering County employees for membership on any of the boards or commissions. Elected 4 3 officials from other jurisdictions shat! not be appointed to County boards and commissions 44 unless specifically representing their boards in their elected capacity. ._ .. 95 ____. 4 6 2. The County Commissioners may recruit #hrough public advertising, membership 9 7 committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers H:\2004 Boards and Commissions\Resolution for Hoards and Commissions rev 2 for 9 20.doc Last printed 12:31 PM9/12/2004 i bureau and County information line, White the Board of Commissioners may request and/or 2 receive recommendations from county boards and commissions or other sources, the Board of 3 Commissioners will make the final decision based on all factors related to the representative 4 needs of the specific boards. s 3. Appointments for joint planning area and extraterri#orial residents as members and ~ alternate members #o city boards shall be done in accordance wi#h the General Statues (G.S. s 160A-362) and, by Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a city to s give representation to the residents of its extraterritorial zoning jurisdiction on its Planning is Board and the Board of Adjustment. When a vacancy exists, the municipality will be requested i i to provide to the Board of County Commissioners a resolution with a recommendation for that i2 vacancy. The Board of Gounty Commissioners may solicit other applications for said vacancy if 13 they so desire. 1f the Soard of County Commissioners does not make the appointment within 90 14 days after receiving a recommendation from the City Council requesting such action, the City ~.s Council may appoint outside members in accordance with G.S. 160A-362. {Members ofsub- ~ 6 committees of County Boards and Commissions steal! be members approved by the Orange i. ~ County Board of Commissioners and not members selected by the particular Board or ~ a Commission. 19 20 4. Appointments will be made at a regular meeting of the Board of Commissioners. 21 The regular expiration of terms for positions on boards and commissions will be March, June, 22 Sep#ember and December. When the appointments are presented to the County Commissioners 23 for their consideration, a list of all those who have applied and are eligible for appointment wil! 24 be included i~be-agenda with the abstraef. If someone is recommended for appointment, the 25 abstract will indicate that a recommendation has been received, giving the source. The 26 recommendation will be kept on file in the Clerk's office. The attendance records, including late 27 arrivals, for alt members seeking reappointment will be included with the recommends#ion, 26 2 9 5. No citizen of Orange County shall serve in more than two appointed positions of 3o Orange County Government unless exempted by the nature of the position he or she may hold 31 in governmen#al service. This policy shall not apply to individuals who serve on boards or 32 commissions because of their official posi#ion. tt also does not apply to volunteers serving 33 because of a requirement that a particular type of professions! individual be represented if 39 recruitment efforts have failed to locate other qualified persons. This policy shall no# apply to 35 citizen service on one short-term task force (making a total of three appointments) if the 36 duration of service is Less than. one year. A "Task Force" is defined as a group wi#h a specific 37 charge and a short duration for its work. This policy shaii not apply to any Orange County 36 Commissioner who serves on any board as an appointee or a liaison to a board because he/she 39 is a County Commissioner. 9 o fi. The County Commissioner "Liaison" assigned to a board or commission shat! 9 ~, serve the following roles: H:\2004 Hoards and Commissions\Resolution for Hoards and Commissions rev 2 foz 4 20..doc Last Qrinted 12:31 PM4/12/2009 ~ 1 To communicate with the board or commission when County Commissioner z communication is needed and to serve as the primary two-way communications 3 channel between Commissioners and the board or commission. 4 2 To participate in filling vacancies and reviewing applications. 5 3 To serve as the primary formal Commissioner contact, and/or to be invited to 6 attend/participate as needed. ~ 4. To_ resolve questions the board or commission may have about the role of $ Countv Commissioners, Countv government, and the board or commission. 9 5 To establish formal or informal contact with the chairperson of the board or to commission and effectively communicate the role of the liaison, 11 6 To provide procedural direction and relay the Commissioners' position to the lz board or commission. and communicate #o the board or commission That the 13 liaison's role is not to direct the board/commission in its activities or work. 14 15 16 7. A member of the Orange Countv Board of Commissioners who serves as an 1 ~ "Alternate Member" on an (?range Counfv. North Carolina; advisory board or la commission, shall have the following duties and powers: 19 zo a) An alternate member (hereinafter referred to as "alternate") shall serve as a z 1 substitute for a regular member in the event of the regular member's absence. zz 23 b) An alternate is not required to attend meetings; except in the case of fhe z 4 Board of Adiustment, for which alternates are required fo attend. 25 z 6 c) An alternate may attend meetings if she/he chooses to do so, however; 27 za d) An alternate may no~articipate unless the member she/he is substituting for 29 is absent. 30 ~1 e) "Participate" is defined as speaking during the meetings asking questions 3z during the meeting of staff and others, and/or vofing. 33 3 4 f) !n the case of Orange Countv Commission members, if the attendance of the 35 alternate would create a maiority of County Commissioners in attendance, the 36 alternate must leave the meetin_p fable and be only a silent observer. 37 3a q~ Even though an alternate does not attend al! meetings,- he/she is required to 39 be Informed and knowledgeable of the business and activities of the advisory 9 a body H:\2009 boards and Commissions\Resolution for Boards and Commissions rev 2 for 4 20,.doc Last printed 12:31 PM4/12/2009 1 2 1~ !f Orange County Commissioners attend a meeting at which two appointed 3 commissioners are present, they may not speak, lobby staff, or otherwise 4 participate in the meeting except as a silent observer. 5 9 8. For boards/commissions which are not state mandated, the Board's policy is to to limit the length of service to two-three year terms (or any combination of full terms totaling six 11 years) on the various boards and commissions. This time period does not include state 12 mandated training programs or partial terms. If the unexpired term is greater than two years it 13 may be considered a full term. This will allow for more individuals to serve and for diversity of 14 opinions. !twill also provide for conformity in the length and number ofterms for those boards 15 and commissions that are not state mandated with set terms. The Board will limit the leng#h of 15 service according to this policy for boards and commissions that are State mandated, to the 1 ~ extent permitted under state law. 18 19 9. !fan appointee, in any calendar year, has absences which constitute more than 25 zo percent of the regularly scheduled Board meetings or three consecutive meetings, whichever 21 comes first, which he or she is required to attend, he or she is obligated to resign. The Board of 22 Commissioners may consider extenuating circumstances. If the individual refuses to resign, he 23 or she may be removed by action of the Board of County Commissioners subject to state or 24 local law. A leave of absence may be granted for extraordinary circumstances, such as illness zs or personal circumstances. This request must be made to the Board of County Commissioners. 26 A calendar year is to be defined as a 12-month period beginning on the date of appointment. 2 ~ The Clerk to the Board shall request all new appointees to certify that they understand the 2s attendance policy. 29 30 10. The rate of pay, if any, to members for serving on boards and commissions shall 31 be established by the Board of Commissioners in accordance with the General Statutes. 32 Records for pay purposes shall be submitted by the appropriate department to the finance 3s Officer for monthly disbursemen#. 34 35 11. Attendance at a Volunteer Orientation Program will be required of aft new 36 appointees to the boards and commissions . This does not include those boards and 3 ~ commissions, #ask forces or committees of short duration although if space permits, they will 3s be invited. The purpose of this #raining is to supplement rather than replace any specific 39 training needed for a person to serve on a particular board or commission. The following 4o boards or commissions shat! receive specific training in their area of responsibility: 41 4 2 Adult Care Home Communit~,Advisory Commitfee•training by the 7rian_ale J Area 4 3 AQency on A_cLlng Ombudsman Program 4 4 Board of Equalization and Review-special on the lob fraininc~per John Smith) H:\2004 Boards and Commissions\Resolution for Boards and Commissions rev 2 for 4 20.doc Last printed 12:31 PM9/12/2004 ~. Board of Health-awaiting response z Board of Social Services- awaiting response 3 Human Relations Gommission-HRC members receive Ordinance training from ~ sfaff and they can receive federal HUD training by attending the national HUD s conferences and HUD pans for (heir training 6 Nursing Home Advisory Committee- frainin_g by the Triangle J Area A_aency on ~ Agin_g Ombudsman Program e Orange County Planning Board-Proposed: Institute of Government Training 9 Orange County Board of Adjustment As of April, 20x4, the BOA members receive a Zo copy of the Orange County Planning Ordinances; a copy of the book from the iOG i i (lnsfitufe of Government): "The Zoning Board ofAdiustmenf in North Carolina": 1 z and the County Attorney meets with members of the BOA once a year. 13 Other Boards as the Board of Commissioners shall determine 14 is i~ 12. Individuals who go off a board or commission will receive a commemorative gift of i ~ appreciation along with a letter from the Board of Commissioners thanking them #or their a.s service. A person must serve at least one year to be recognized in this way. Each board and 19 commission is encouraged to also recognize its members as it deems appropriate. zo 21 13. The Board of Commissioners reserves the right, at any time and for any reason, zz to remove any member of any board or commission when a motion for removal receives the z3 vote of a majority of the entire membership of the Board of Commissioners. 24 zs 74. The members of County advisory boards and commissions shalt agree to follow z6 the ethics guidelines adopted by the Board of Commissioners. In addition, all citizens applying a ~ for the OWASA Board of Directors wilt be required to sign a Board Member Disclosure Farm. z8 29 THIS POLICY shalt become effective April 6, 1992, and may be amended from time to time. Alt ~o appointments #o boards and commissions by the Board of Commissioners shaft follow the 31 provisions of this policy. ~z i{:\2004 Boards and Commissions\Resolution fox Boards and Commissions rev 2 for 4 20.doc Last printed 12:31 PM9/12/2009 • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE;_ 05/1.5/84. EFFECTIVE DATE: 05/15/84 NUMBER: P:0490 REVISIONS: 08/15/89 04/06/92 03/15/94 08/08/94 11/03/99 11/22/99 12/07/99 02/14/2000 06/06/2000 03/06/2001 POLICY: Boards aid Comrr}issions appointmen# and Orien#a#ion- Process . 1 ' 1 MINUTES 2 ORANGE COUNTY BOARD OF COMMISSIONERS •3 REGULAR MEETING 4 March 6, 2001 5 6 The Orange County Board of Commissioners met in regular session on Tuesday, March 6, 7 2001 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. g 9 COUNTY COMMISSIONERS PRESENT: Chair Stephen H. Halkiotis and Commissioners 1o Moses Carey, Jr., Alice M. Gordon, and Barry Jacobs 11 COUNTY COMMISSIONER ABSENT: Margaret W. Brown, 12 COUNTY ATTORNEY PRESENT: Geoffrey Gledhill 13 COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager 14 Rod Visser and Clerk to the Board Beverly A. Blythe (All other staff members will be identified 15 appropriately below) 16 17 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT 18 AGENDA FILE IN THE CLERK'S OFFICE. 19 20 1. ADDITIONS OR CHANGES TO THE AGENDA 21 The Board added to the agenda a closed session "to consult with an attorney retained by the 22 Board in order to preserve the attorney-client privilege between the attorney and the Board, pursuant 23 to G.S. 143-318.11(a)(3) in the case of Orange County versus CP&L." The County Commissioners 24 also accepted a revised abstract for items 5a and 7a as distributed. 25 26 PUBLIC CHARGE ~7 Chair Halkiotis read the public charge. 8 29 2. CITIZEN 8~ AUDIENCE COMMENTS 3o a. Matters not on the Printed Aaenda 31 Karl Rabe proposed that the County Commissioners consider forming a Commission for 32 Men since the County has a Commission for Women. He gave his contact information to Clerk to 33 the Board Beverly Blythe. 34 b. Matters on the Printed Aaenda (These matters were considered as the Board 35 addressed the items on the agenda below.) 36 37 3. BOARD COMMENTS 3s Commissioner Gordon spoke about a Triangle Transit Authority public forum on March 8'h at 39 7:00 at the Hillsborough Town Barn to solicit public comment regarding express bus service between 4o Hillsborough and Duke Medical Center. 41 Commissioner Gordon said that there was also going to be the 25th Anniversary Celebration of 42 Women's History Month on March 8tr, at the Government Services Center. This event will begin at 43 7:30 p. m. 44 Commissioner Gordon suggested that there be a cover sheet on all agenda packets stating 45 whether or not the packet is complete. 46 Commissioner Jacobs mentioned that there was a public information and comment meeting on 47 March 1St regarding the Little River Regional Park at the Pleasant Green Road Community Center 4s and about 40 people attended. According to the timeline, the Little River Advisory Board will be 9 giving a report to the County Commissioners in April. ~ Commissioner Jacobs mentioned that at the Orange County landfill for the next four Saturdays ~1 compost would be sold at $10.00 a scoop. This is a product of the restaurant food waste collection 52 program. The compost will be available from 7:30 a.m. - 12:00 p.m. drive toward adopting a county wide Civil Rights Ordinance, which culminated on June 6, 1995, when the Orange County Civil Rights Ordinance was enacted. "The Ordinance provided an avenue for traditionally disenfranchised Orange County residents - those who are discriminated against because of their race, color, national origin, age, gender, or disability - to complain about discriminatory treatment and, in the majority of cases, to reach a satisfactory resolution of their complaints. Thus, the people of Orange County had local legislation to safeguard the things that are essential to most Americans: their homes and their jobs. "The recent court decision declaring unconstitutional the employment provisions of the Orange County Civil Rights Ordinance has seriously compromised the Ordinance's integrity, and has compromised the HRC's ability to fulfill its charge to promote harmonious relations through hearings and due process of law. The majority of discrimination complaints received by the Orange County Human Rights and Relations Department are employment-related. Because of the court order, the Department is now prohibited from providing assistance to the majority. of those who call for help: Orange County residents, and those who work in Orange County, who have employment discrimination complaints. "If the proposed bill is enacted, Orange County will be able to re-enact the employment provisions of its Ordinance, and the Human Rights and Relations Department will once again be able to assist those who believe that their employer has discriminated against them. "For these reasons, we, the members of the Orange County Human Relations Commission, urge the Orange County Board of Commissioners to include in its legislative packet the proposed bill authorizing cities and counties in North Carolina with populations of 100,000 to enact ordinances prohibiting discrimination in employment, housing, and public accommodations." Ann McPherson urged the County Commissioners to support this legislation. She said that she was proud of the Commissioners because they seek progress for Orange County. Commissioner Carey pointed out that this item was a part of the legislative goals package and that the Commissioners are appealing the court decision on the civil rights ordinance. A motion was made by Commissioner Jacobs, seconded by Commissioner Carey to approve the proposed legislative package with the changes and recommendations made by the Commissioners. VOTE: UNANIMOUS 8. ITEMS FOR DECISION -CONSENT AGENDA A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to approve those items on the consent agenda as stated below: a. Motor Vehicle Property Tax Refunds The Board adopted a refund resolution for eight property tax refund requests amounting to $618.64, which is incorporated herein by reference. b. Budget Amendment #7 The Board approved a budget ordinance amendment for the current fiscal year, which is incorporated herein by reference. c. CJPP Continuation Grant Application The Board approved a grant proposal to continue implementation of the Criminal Justice Partnership Program for Orange and Chatham counties. d. Lease Renewal: Highway 57 Solid Waste Convenience Center This item was removed and placed at the end of the consent agenda for separate 49 consideration. 5o a1 e. Amendment to Resolution for Appointment and Orientation Process for Boards and 51 ommissions as required by OWASA 7 ~ 1 The Board approved amending the resolution for appointment and orientation process for 2 boards and commissions to require all citizens applying for the OWASA Board of Directors to sign a 3 disclosure form. f. Orange County/Hillsborough Courtesv Review Agreement 5 This item was removed and placed at the end of the consent agenda for separate 6 consideration. 7 g Housing Rehabilitation Contract Award 8 The Board approved a housing rehabilitation contract with Taylor Home Improvements in 9 the amount of $23,350 at 114 Glosson Circle; Carrboro, North Carolina. 1o h. HOME Program: Second Mortgage Assistance 11 The Board approved a development agreement with Habitat for Humanity on behalf of the 12 Orange County HOME Consortium to provide second mortgage assistance for five low-income 13 families. 14 i. Memorandum Renewal with North State Legal Services 15 This item was removed and placed at the end of the consent agenda for separate 16 consideration. 17 1: Revised Scrap Tire Agreement 1s The Board approved and authorized the Chair to sign afour-year contract with Central 19 Carolina Tire for removal of scrap tires from the Orange County landfill. 20 21 VOTE ON CONSENT AGENDA: UNANIMOUS 22 23 ITEMS REMOVED FROM THE CONSENT AGENDA: 24 25 d. Lease Renewal: Highway 57 Solid Waste Convenience Center 2b The Board considered a lease for the solid waste convenience center on Highway 57 in Hillsborough Township. Chair Halkiotis made reference to a statement from a citizen about getting proof of 29 residency in Orange County to use the solid waste collection centers. He asked about the status of 3o the rearview mirror tags and if they were still being used. 31 Solid Waste Manager from the Sanitation Division Terry Campbell explained that the 32 decals are still being used. Sometimes there is a problem with out-of-County waste. All sites have 33 telephones and radios. 34 A motion was made by Commissioner Carey, seconded by Commissioner Gordon to 35 approve and authorize the Chair to sign a lease for the solid waste convenience center on Highway 3b 57 in Hillsborough Township. 37 VOTE: UNANIMOUS 38 f. Orange County/Hillsborough Courtesv Review Agreement 39 The Board considered a courtesy review agreement with the Town of Hillsborough. 4o Planning Director Craig Benedict distributed a revised copy of the agreement. 41 Geoffrey Gledhill said that there were no substantive changes in the agreement. He said 42 that the language was made clearer. 43 A motion was made by Commissioner Gordon, seconded by Commissioner Jacobs to 44 approve the changes to the courtesy review agreement with the Town of Hillsborough. 45 VOTE: UNANIMOUS 46 i. Memorandum Renewal with North State Legal Services 47 The Board considered the renewal of a memorandum of agreement with North State 48 Legal Services for legal counseling and assistance required by Title III of the Older American's Act. 49 Commissioner Carey asked for a report on the utilization of this service. 5~ A motion was made by Commissioner Carey, seconded by Commissioner Gordon to 51~approve and authorize the Chair to sign the renewal of a memorandum of agreement with North ORANGE COUNTY • BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 6, 2001 Action Agenda Item No. .G SUBJECT: Amendment to the Resolution for Appointment and Orientation Process for Boards and Commissions as Re wired b OWASA DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Yes -Resolution - Request from OWASA INFORMATION CONTACT: Beverly A. Blythe, ext. 2130 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To amend the Resolution for Appointment and Orientation Process fior Boards and Commissions that will require that all citizens applying for the OWASA Board of Directors sign a disclosure form. BACKGROUND: On October 26, 2000, the OWASA Board of Directors adopted a Resolution Adopting an Ethics Policy for members of the OWASA Board of Directors. They requested that we share this Board Member Disclosure Form with future applicants and/or appointees to the OWASA Board. The County requires all applicants for County advisory boards and commissions agree to follow the ethics guidelines adopted by the Board of Commissioners. Staff is recommending that one sentence be added to #12 to read "In addition, all citizens applying for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form.° FINANCIAL IMPACT: NONE RECOMMENDATION (S): The Manager recommends that the Board approve an amendment to the Board's resolution for appointments to County boards and commissions adding to #12 the sentence "In addition, all citizens applying for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form." • OWASA ORANGE WATER & SEWER AUTHORITY Quality Ser~'ice Since 19i i December 21, 2000 Mr. John Link County Manager County of Orange Post Office Boa 8181 Hillsborough, NC 27278 Dear John: On October 26, 2000, the OWASA Board of Directors adopted a Resolution Adopting an Ethics Policy for the OWASA Board of Directors. Enclosed is a blank copy of the Board Member Disclosure Form as information to share with future applicants and/or appointees to the OWASA Board. Thanks. Very truly yours, ,~ V Ed Kerwin Executive Director Enc. c: Board of Directors • Equal OPparrunur Emplot~er Printed on Rec~•cled Parr ~~~~~~ D r~- i ~~~~~ 1 L Voice (919 968-~~31 F.aX (919) 968-+-F6+ 2 4Q0 Jove; fl'rC~' Road PO Bos 366 • • Name of OWASA Board member: Name of spouse or domestic partner: Orange Water and Sewer Authority (OWASA) Board Member Disclosure Form (please print) (please print) Please fill in the following information pursuant to the Ethics Policy for the OWASA Board of Directors: A. All employers of the OWASA Board member and those of his or her spouse or domestic partner, or the nature of their business or professions if self- employed. B. .Position of Board member. C. Position of Spouse or domestic partner. a. b. a. a. b. D. Acreage, location, degree of interest and use of all real property which is owned, leased, or under option to purchase or lease by a Board member, his or her spouse or domestic partner, which is in Orange County and/or in northern Chatham County; and (1) under existing agreements might, in the future, be served by OWASA and/or (2) may be developed or subdivided upon receipt of subdivision approval or special use or conditional use approval by the local government within whose jurisdiction the land is located. E. Ownership interest of the Board member or his or her spouse or domestic partner, in any company which contracts to perform services for OWASA. a b. c. d. e. a. b. c. Page 1 of 2 w Orange Water and S~Authority (OWASA) ~ Board Member Disclosure Form III. Date of Disclosure: I hereby certify that the above information is correct to the best of my knowledge, information, and belief. By: BY~ OWASA Board member Spouse or domestic partner Date Date (Attach Additional Forms If Necessary) Page 2 of 2 EFFECTIVE APRIL 6, 1992 5 AMENDED MARCH 15, 1994 3 AMENDED AUGUST 8, 1994 4 AMENDED: NOVEMBER 3, 1999 j AMENDED:NOVEM8ER22,1999 6 AMENDED: DECEMBER 7, 1999 7 AMENDED: FEBRUARY 14, 2000 $ AMENDED: JUNE 6, 2000 9 RESOLUTION to ORANGE COUNTY 11 APPOINTMENT AND ORIENTATION 12 PROCESS FOR 13 BOARDS AND COMMISSIONS 14 i5 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the 16 governing body of Orange County, to appoint persons to various boards and commissions to 17 assist in the operation of county government; and le 19 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and Zo dependable people to serve on these boards and commissions and therefore solicits the 21 interest and input of the citizens of Orange County in making said appointments; and 22 23 WHEREAS, the Board of Commissioners is of the opinion that written policies and a4 procedures will increase public awareness of the various appointments that are to be made from time to time. 2~ WHEREAS, the Board of Commissioners desires to increase the public's interest in the 2$ solicitation of information and recommendations that wilt assist the Board in the appointment 29 of qualified, knowledgeable, and dependable citizens to serve on the various boards and 3o commissions; 31 32 NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 33 policies and procedures governing appointments to the various boards and commissions as 34 follOWS: 35 36 1. Any citizen of Orange County is eligible to serve on the appointed boards or 37 commissions of the County where such appointment is not prohibited by State statute. All 3$ appointments will be made according to the applicable statute, ordinance, resolution or policy 39 that created the board or commission. Discretion will be used when considering County 4o employees for membership on any of the boards or commissions. Elected officials from other 41 jurisdictions shall not be appointed to County boards and commissions unless specifically 42 representing their boards in their elected capacity. 43 44 2. The County Commissioners may recruit through public advertising, membership committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers bureau and County information line. While the Board of Commissioners may request and/or H:\Resolutions\Resolution for Boards and Commissions.doc 2 Last printed February 14, 2001 1:31 PM 6 receive recommendations from county boards and commissions or other sources, the Board 2 of Commissioners will make the final decision based on all factors related to the 3 representative needs of the specific boards. 4 s 3. Appointments for joint planning area and extraterritorial residents as members 6 and alternate members to city boards shall be done in accordance with the General Statues ~ (G.S. 160A-362) and, by Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a e city to give representation to the residents of its extraterritorial zoning jurisdiction on its 9 Planning Board and the Board of Adjustment. When a vacancy exists, the municipality will be to requested to provide to the Board of County Commissioners a resolution with a 11 recommendation for that vacancy. The Board of County Commissioners may solicit other 12 applications for said vacancy if they so desire. If the Board of County Commissioners does 13 not make the appointment within 90 days after receiving a recommendation from the City 14 Council requesting such action, the City Council may appoint outside members in accordance is with G.S. 160A-362. 16 17 4. Appointments will be made at a regular meeting of the Board of Commissioners. is The regular expiration of terms for positions on boards and commissions will be March, June, 19 September and December. When the appointments are presented to the County 20 Commissioners for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will indicate that a recommendation has been received, giving the source. The 23 recommendation will be kept on file in the Clerk's office. The attendance records, including 24 late arrivals, for all members seeking reappointment will be included with the 2 s recommendation. 26 27 5. No citizen of Orange County shall serve in more than two appointed positions of 2s Orange County Government unless exempted by the nature of the position he or she may hold 29 in governmental service. This policy shall not apply to individuals who serve on boards or 3o commissions because of their official position. It also does not apply to volunteers serving 31 because of a requirement that a particular type of professional individual be represented if 32 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 33 citizen service on one short-term task force (making a total of three appointments) if the 34 duration of service is less than one year. A "Task Force" is defined as a group with a specific 35 charge and a short duration for its work. This policy shall not apply to any Orange County 36 Commissioner who serves on any board as an appointee or a liaison to a board because 37 he/she is a County Commissioner. 38 39 6. For boards/commissions which are not state mandated, the Board's policy is to 40 limit the length of service to two-three year~terms (or any combination of full terms totaling six years) on the various boards and commissions. This time period does not include state mandated training programs or partial terms. If the unexpired term is greater than two years it H:\Resolutions\Resolution for Boards and Commissions.doc 3 Last printed February 14, 2001 1:31 PM may be considered a full term. This will allow for more individuals to serve and for diversity 7 2 of opinions. It will also provide for conformity in the length and number of terms for those 3 boards and commissions that are not state mandated with set terms. The Board will limit the 4 length of service according to this policy for boards and commissions that are State s mandated, to the extent permitted under state law. This policy may be waived if the Board of 6 Commissioners determines that the removal of an individual made ineligible by this policy ~ would be detrimental to the functioning of that board or commission. 9 7. If an appointee, in any calendar year, has absences which constitute more than l0 25 percent of the regularly scheduled Board meetings or three consecutive meetings, 11 whichever comes first, which he or she is required to attend, he or she is obligated to resign. 12 The Board of Commissioners may consider extenuating circumstances. If the individual 13 refuses to resign, he or she may be removed by action of the Board of County Commissioners 14 subject to state or local law. A leave of absence may be granted for extraordinary is circumstances, such as illness or personal circumstances. This request must be made to the 16 Board of County Commissioners. A calendar year is to be defined as a 12-month period 17 beginning on the date of appointment. The Clerk to the Board shall request all new la appointees to certify that they understand the attendance policy. 19 20 8. The rate of pay, if any, to members for serving on boards and commissions shall be established by the Board of Commissioners in accordance with the General Statutes. Records for pay purposes shall be submitted by the appropriate department to the finance 3 Officer for monthly disbursement. 24 2s 9. Attendance at a Volunteer Orientation .Program will be required of all new 26 appointees to the boards and commissions . This does not include those boards and 27 commissions, task forces or committees of short duration although if space permits, they will 2a be invited. The purpose of this training is to supplement rather than replace any specific 29 training needed for a person to serve on a particular board or commission. The following 3o boards or commissions shall receive specific training in their area of responsibility: 31 32 Orange County Planning Board 33 Orange County Board of Adjustment 3 4 Board of Health 35 Board of Social Services 36 Human Relations Commission 37 Board of Equalization and Review 3s Other Boards as the Board of Commissioners shall determine 39 40 10. Individuals who go off of a board or commission will receive a commemorative gift of 41 appreciation along with a letter from the Board of Commissioners thanking them for their • H:\Resolutions\Resolution for Boards and Commissions.doc Last printed February 19, 2001 1:31 PM r~ ~~ a 3 4 5 6 7 a 9 to 11 12 13 14 15 16 17 • service. A person must serve at least one year to be recognized in this way. Each board and commission is encourage to recognize its members as it deems appropriate. 8 11. The Board of Commissioners reserves the right, at any time and for any reason, to remove any member of any board or commission when a motion for removal receives the vote of a majority of the entire membership of the Board of Commissioners. 12. The members of County advisory boards and commissions shall agree to follow the ethics guidelines adopted by the Board of Commissioners. In addition, all citizens applying for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form. TNIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All appointments to boards and commissions by the Board of Commissioners shall follow the provisions of this policy. H:\Resolutions\Resolution for Boards and Commissions.doc Last printed February 14, 2001 1:31 PM 5 1 APPROVED 4/17/2001 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING June 6, 2000 The Orange County Board of Commissioners met in regular session on Tuesday, June 6, 2000 at 7:30 p.m. in the F. Gordon Battle Courtroom in Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr. and Commissioners Margaret W. Brown, Alice M. Gordon, Stephen H. Halkiotis, and Barry Jacobs COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Rod Visser and Clerk to the Board Beverly A. Blythe (all other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 1. ADDITIONS OR CHANGES TO THE AGENDA A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to add as item 9g, "Consideration of a Moratorium of Development Applications near Intersections of I-85/NC86 and I- 40/Old NC86." Commissioner Brown suggested moving item 9f -consideration of The Woodlands Preliminary Plan - forward so that the speakers on this item would have time to speak. Commissioner Brown amended the motion to address item 9f and 9g after 9c, and then address items 9d and 9e. VOTE: UNANIMOUS John Link asked if the Efland Wastewater Extension report, item 10a, could be addressed tonight. He said that this report would be important to hear before considering the Richmond Hills Subdivision at the next meeting. There was a consensus by the Board to hear the Efland Wastewater Extension report after item 9g. CITIZEN ~ AUDIENCE COMMENTS a. Matters not on the Printed Agenda Jim Singleton said that he lives at the rock house at the comer of US 70A and Lawrence Road and there is a problem with dump trucks coming up Lawrence Road. He said that his house was one of only two occupied dwellings in all of Orange County that has been designated a historic landmark. Tonight during dinner, six trucks came up Lawrence Road. The trucks are causing damage to the property because of vibration. He asked that the County Commissioners declare Lawrence Road off limits for heavy trucks. He also spoke about the speed limit on Lawrence Road. The speed limit is 45mph. On a wet day he has seen cars skid through the stop sign. He asked that the speed limit be lowered to 35mph. Keith Burns spoke on behalf of Joe Phelps, who is involved in developing Bricewood subdivision. He distributed a letter related to his presentation. The development is near the intersection of Governor Scott Road and Mill Creek Road. The development is 27 acres and would have 15 residential sites of about one to two acres each. He said that at the Board of County Commissioners April 4th meeting, the Board had some concerns and referred it back to the Planning Department for additional information. He said that it was unclear as to what additional information was needed. It appears that the information relates to adjoining waterways and the efforts to police buffers that are in place in this plan. He said that efforts to work with the Planning Department and to bring the matter back have not been successful. A conservation 13 Craig Benedict said that there were two types of open space in this plan. Most lots are 2-112 acres to 3 acres in size. Commissioner Jacobs said that if this was truly a pedestrian way, there should be sidewalks or something for pedestrians to access the common area. Commissioner Jacobs asked why this repair area for the septic field was in this area and Mark O'Neill said that this was the only area for this repair field. Commissioner Jacobs said that if this became a septic repair area, he would like to make sure that there was still a visual vegetative buffer. Geoffrey Gledhill said that it could be incorporated into the covenant that if the septic repair area is located in lot 89, it will be placed there with minimal disturbance to the existing trees, and any trees that are disturbed that can be replaced, will be replaced. Discussion ensued about how to address the concerns about the buffer. Commissioner Halkiotis said that he trusts Craig Benedict to do what needs to be done to address the concerns with lot 89. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to approve the preliminary plan for Fox Hill Farm East, phase 2, sections A and B, located near the intersection of St. Mary's and New Sharon Church roads in Eno Township, with the condition that the Planning Director will address the concems expressed about the septic system on lot 89. VOTE: AYES, 4; NO, 1 (Commissioner Gordon) 9. ITEMS FOR DECISION -REGULAR AGENDA a. Appointment and Orientation Process The Board considered amending its resolution for the appointment and orientation process for boards and commissions. Commissioner Jacobs suggested being more specific in the language for the participation of elected officials on boards and commissions. He proposed removing, "or elected officials" and adding a new sentence, which would say, "Elected officials from other jurisdictions shall not be appointed to County boards and commissions, unless specifically representing their boards in their elected capacity." A motion was made by Commissioner Brown, seconded by Commissioner Halkiotis to amend its resolution for the appointment and orientation process for boards and commissions, with the addition as stated above by Commissioner Jacobs. VOTE: UNANIMOUS b. Contract between Animal Protection Society and Orange County for Animal Shelter The Board considered contracting with the Animal Protection Society of Orange County to provide animal shelter services at a cost of $392,671. Health Director Rosemary Summers said that a special subcommittee was set up to review the contract between the Animal Protection Society and Orange County for an Animal Shelter operation. The document as included in the agenda includes recommendations from the subcommittee. Changes were made in the shelter procedures manual. These changes include section 11.25, The Adoption of a Potentially Dangerous Dog; 11.26, the Adoption Appeals Process; 11.27, Outdoor Only Dog Adoption Guidelines; and 11.28, Definitions of Not Adoptable Animals. The Board of Health also reviewed the funding request for next year and recommended a 12°to increase over the current year funding. The Manager's recommendation is at 10%, which would bring the funding to $392,671. This funding is designated primarily to raise staff salaries to aid in recruitment and retention. Commissioner Halkiotis thanked Rosemary Summers and questioned section 11.27 and stipulation C, Adequate Companionship. Rosemary Summers said that this was talking about human companionship. One of the factors in outdoor only adoptions is that when dogs are only outdoors, the owners tend not to spend as much time with those dogs. As a result, the dogs become less socialized to humans and are at greater risk for becoming bite and behavior problems. One of the things with outdoor .adoptions is that it is hoped that the owners will make a commitment to spending time with their animals. The staff is working on trying to track any nuisance calls with the outdoor only adopted dogs. Commissioner Gordon asked about the recommended changes in the procedures manual. She asked if there were any other parts in the manual where changes were considered but not made. ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 6, 2000 Action Agenda Item No. q-q SUBJECT: Appointment And Orientation Process DEPARTMENT: Clerk's Office PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Yes -Resolution INFORMATION CONTACT: Beverly Blythe, ext 2130 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider amending the Board's resolution for the appointment and orientation process for Boards and Commissions. ~J BACKGROUND: To allow for greater flexibility in making decisions on recommendations which are received from representative groups or agencies for membership on the County Boards and Commissions, it is suggested that the fast sentence of item #1 of the resolution be changed to read, "Discretion will be used when considering County employees or elected offs ials for membership on any of the boards or commissions." To assure that all property taxes are paid, add a sentence to #1 which reads "Before an application is accepted, it will be determined that all County and City taxes are current. " FINANCIAL IMPACT; NONE RECOMMENDATION(S): As the Board decides. • EFFECTIVE APRIL 8, 1992 2 AMENDED MARCH 15, 1994 AMENDED AUGUST 8, 1994 4 AMENDED: NOVEMBER 3, 1999 5 AMENDED: NOVEMBER 22, 1999 6 AMENDED: DECEMBER 7, 1999 7 AMENDED: FEBRUARY 14, 2000 S AMENDED: JUNE 6, 2000 9 AMENDED: MARCH 6, 2001 to RESOLUTION 11 ORANGE COUNTY 12 APPOINTMENT AND ORIENTATION 13 PROCESS FOR 14 BOARDS AND COMMISSIONS 15 16 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the 17 governing body of Orange County, to appoint persons to various boards and commissions to le assist in the operation of county government; and 19 20 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and 21 dependable people to serve on these boards and commissions and therefore solicits the 22 interest and input of the citizens of Orange County in making said appointments; and 23 24 WHEREAS, the Board of Commissioners is of the opinion that written policies and 25 procedures will increase public awareness of the various appointments that are to be made from time to time. 2s WHEREAS, the Board of Commissioners desires to increase the public's interest in the 29 solicitation of information and recommendations that will assist the Board in the appointment 30 of qualified, knowledgeable, and dependable citizens to serve on the various boards and 31 commissions; 32 33 NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 34 policies and procedures governing appointments to the various boards and commissions as 35 fOIIOWS: 36 37 1. Any citizen of Orange County is eligible to serve on the appointed boards or 38 corr}missions of the County where such appointment is not prohibited by State statute. All 39 appointments will be made according to the applicable statute, ordinance, resolution or policy 4o that created the board or commission. Discretion will be used when considering County 41 employees for membership on any of the boards or commissions. Elected officials from other 42 jurisdictions shall not be appointed to County boards and commissions unless specifically 43 representing their boards in their elected capacity. 44 45 2. The County Commissioners may recruit through public advertising, membership 46 committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers H:\Resolutions\Resolution for Boards and Commissions.doc 2 Last printed June 25, 2001 10:92 AM 3 bureau and County information line. While the Board of Commissioners may request and/or z receive recommendations from county boards and commissions or other sources, the Board 3 of Commissioners will make the final decision based on all factors related to the 4 representative needs of the specific boards. 5 6 3. Appointments for joint planning area and extraterritorial residents as members 7 and alternate members to city boards shall be done in accordance with the General Statues a (G.S. 160A-362) and, by Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a 9 city to give representation to the residents of its extraterritorial zoning jurisdiction on its 1o Planning Board and the Board of Adjustment. When a vacancy exists, the municipality will be 11 requested to provide to the Board of County Commissioners a resolution with a 12 recommendation for that vacancy. The Board of County Commissioners may solicit other 13 applications for said vacancy if they so desire. If the Board of County Commissioners does 14 not make the appointment within 90 days after receiving a recommendation from the City 15 Council requesting such action, the City Council may appoint outside members in accordance 16 with G.S. 160A-362. 17 1e 4. Appointments will be made at a regular meeting of the Board of Commissioners. 19 The regular expiration of terms for positions on boards and commissions will be March, June, ao September and December. When the appointments are presented to the County 21 Commissioners for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will indicate that a recommendation has been received, giving the source. The a4 recommendation will be kept on file in the Clerk's office. The attendance records, including a5 late arrivals, for all members seeking reappointment will be included with the a 6 recommendation. 27 as 5. No citizen of Orange County shall serve in more than two appointed positions of a 9 Orange County Government unless exempted by the nature of the position he or she may hold 3o in governmental service. This policy shall not apply to individuals who serve on boards or 31 commissions because of their official position. It also does not apply to volunteers serving 32 because of a requirement that a particular type of professional individual be represented if 33 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 34 citizen service on one short-term task force (making a total of three appointments) if the 35 duration of service is less than one year. A "Task Force" is defined as a group with a specific 36 charge and a short duration for its work. This policy shall not apply to any Orange County 37 Commissioner who serves on any board as an appointee or a liaison to a board because 3e he/she is a County Commissioner. 39 40 6. For boards/commissions which are not state mandated, the Board's policy is to 41 limit the length of service to two-three year terms (or any combination of full terms totaling six years) on the various boards and commissions. This time period does not include state H:\Resolutions\Resolution for Boards and Commissions.doc 3 Last printed June 25, 2001 10:92 AM mandated training programs or partial terms. If the unexpired term is greater than two years it 2 may be considered a full term. This will allow for more individuals to serve and for diversity 3 of opinions. It will also provide for conformity in the length and number of terms for those 4 boards and commissions that are not state mandated with set terms. The Board will limit the s length of service according to this policy for boards and commissions that are State 6 mandated, to the extent permitted under state law. This policy may be waived if the Board of ~ Commissioners determines that the removal of an individual made ineligible by this policy s would be detrimental to the functioning of that board or commission. 9 l0 7. If an appointee, in any calendar year, has absences which constitute more than 11 25 percent of the regularly scheduled Board meetings or three consecutive meetings, 12 whichever comes first, which he or she is required to attend, he or she is obligated to resign. 13 The Board of Commissioners may consider extenuating circumstances. If the individual 14 refuses to resign, he or she may be removed by action of the Board of County Commissioners is subject to state or local law. A leave of absence may be granted for extraordinary i6 circumstances, such as illness or personal circumstances. This request must be made to the i~ Board of County Commissioners. A calendar year is to be defined as a 12-month period is beginning on the date of appointment. The Clerk to the Board shall request all new 19 appointees to certify that they understand the attendance policy. 20 21 8. The rate of pay, if any, to members for serving on boards and commissions shall be established by the Board of Commissioners in accordance with the General Statutes. Records for pay purposes shall be submitted by the appropriate department to the finance 24 Officer for monthly disbursement. 25 26 9. Attendance at a Volunteer Orientation Program will be required of all new 27 appointees to the boards and commissions . This does not include those boards. and 2s commissions, task forces or committees of short duration although if space permits, they will 29 be invited. The purpose of this training is to supplement rather than replace any specific 3o training needed for a person to serve on a particular board or commission. The following 31 boards or commissions shall receive specific training in their area of responsibility: 32 33 Orange County Planning Board 34 Orange County Board of Adjustment 35 Board of Health 36 Board of Social Services 37 Human Relations Commission 3e Board of Equalization and Review 39 Other Boards as the Board of Commissioners shall determine 40 41 10. Individuals who go off of a board or commission will receive a commemorative gift of appreciation along with a letter from the Board of Commissioners thanking them for their H:\Resolutions\Resolution for Boards and Commissions.doc Last printed June 25, 2001 10.42 AM 5 service. A person must serve at least one year to be recognized in this way. Each board and commission is encoura a to recognize its members as it deems appropriate. 9 3 4 11. The Board of Commissioners reserves the right, at any time and for any reason, 5 to remove any member of any board or commission when a motion for removal receives 6 the vote of a majority of the entire membership of the Board of Commissioners. a 12. The members of County advisory boards and commissions shall agree to follow 9 the ethics guidelines adopted by the Board of Commissioners. In addition, all citizens to applying for the OWASA Board of Directors will be required to sign a Board Member 11 Disclosure Form. 12 13 14 THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All 15 appointments to boards and commissions by the Board of Commissioners shall follow the 16 provisions of this policy. 17 • H:\Resolutions\Resolution for Boards and Commissions.doc 5 Last printed June 25, 2001 10:42 AM 1 Approved 5/16/2000 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS • REGULAR MEETING February 14, 2000 The Orange County Board of Commissioners met in regular session on Monday, February 14, 2000 at 7:30 p.m. in the boardroom of the Southern Human Services Center, Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr. and Commissioners Margaret W. Brown, Alice M. Gordon, Stephen H. Halkiotis and Barry Jacobs COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., and Clerk to the Board Beverly A. Blythe (all other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 1. ADDITIONS OR CHANGES TO THE AGENDA -NONE 2. CITIZEN 8~ AUDIENCE COMMENTS a. Matters on the Printed Agenda Audience comments will be heard when the item is presented on the agenda below. b. Matters not on the Printed Agenda Bob Clapp, a resident of Chapel Hill, said that he has a concern about the upcoming budget process for the two school systems. His concerns are based on the discussion between the Board of County Commissioners and the two school boards at their December 13, 1999 meeting. There is a concern that there may be a wedge driven between the County Commissioners and the two school boards in budget matters in particular, and this will cause education to suffer. He said that the concept of capping the budgetary categories based on percentages is a poor precedent for budget setting. He said that the implied direction of capping is contrary to national and state priorities. He pointed out that Representative David Price is in Washington, D. C. actively seeking federal funds to support the local school systems goal to reduce class size. He pointed out a number of implications to the taxpayers in Orange County as a result of the proposed capping. He included a petition in his package signed by 75 members of the public. The petition indicates that the undersigned are critical of the concept of capping or formula-based budgeting in contrast to needs-based budgeting. It also said that the undersigned are critical of the appearance that the County Commissioners have made up their minds on this issue, and the negative tone and message given to the respective school system leaders and the school boards. Chair Carey assured the public and Mr. Clapp that the concept of capping is not something that the County Commissioners have been considering. He said that the County Commissioners are considering some parameters for long term planning by the school systems and the County. Sherri Toler Murrell, a board member of ABODE and Vice President of the Board of Directors of the InterFaith Council, spoke about the idea of a housing trust fund for Orange County. She reiterated that there is a lot of public support for this idea in Orange County. She listed some organizations and individuals that support affordable housing and a housing trust fund in the County. PUBLIC CHARGE Chair Carey dispensed with the reading of the public charge. 3. BOARD COMMENTS Commissioner Halkiotis asked that a meeting not be scheduled on Valentine's Day again. He asked that a meeting be scheduled with a DOT official to explain DOT's snow and ice removal priority list. He said that a lot of people assumed that snow and ice removal was a County function. Commissioner Jacobs agreed with having DOT explain their priority list for snow and ice removal. He made reference to the County's facility on Homestead Road and asked why there is not potable water. He asked County Attorney Geoffrey Gledhill to contact the Mebane Attorney to see if Orange County could help with the litter problem around the entrance to Lake Michael. He made reference to an A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to close the public hearing. VOTE: UNANIMOUS A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to authorize the Chair to sign the Certificate of Completion for Efland Estates. VOTE: UNANIMOUS 8. ITEMS FOR DECISION -CONSENT AGENDA A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to approve the items on the Consent Agenda as stated below: a. Indirect Cost Allocation Plan Contract This item was placed at the end of the consent agenda for separate consideration. b. Advertisement of Liens on Real Progertv for Failure to Pav Taxes This item was placed at the end of the consent agenda for separate consideration. c. Procedures for Boards and Commissions -Ethics Guidelines The Board approved adding to the application for participation on County boards, commissions, and task forces, a statement regarding ethics guidelines that will need to be signed in order to be considered for a volunteer position. d. Contract between the Orange County Human Relations Commission and Eaual Emglovment Oggortunity Commission for Fiscal Year 2000 This item was placed at the end of the consent agenda for separate consideration. e. Bid Award fo_r_ General Construction Renovation at the Planning and Agricultural Center The Board approved and authorized the Chair to sign a contract for Patriot Builders in the amount of $54,464 for construction and renovations at the Planning and Agricultural Center. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM THE CONSENT AGENDA a. Indirect Cost Allocation Plan Contract The Board considered a contract in an amount not to exceed $9,000 for fiscal years ending June 30, 1999; June 30, 2000; and June 30, 2001 with DMG MAXIMUS, Inc., far preparation of the County's indirect cost allocation plan. Commissioner Jacobs asked that when dealing with consultants it would be nice to track whether or not satisfactory service was received by a firm hired by the County. He would like to have a centralized tracking system of experiences with some of the County's consultants. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to approve and authorize the Chair to sign a contract in an amount not to exceed $9,000 for fiscal years ending June 30, 1999; June 30, 2000; and June 30, 2001 with DMG MAXIMUS, Inc. for preparation of the County's indirect cost allocation plan. VOTE: UNANIMOUS b. Advertisement of Liens on Real Progertv for Failure to Pav Taxes The Board considered approving and authorizing the Chair to sign the advertisement of liens on real property for nonpayment of taxes. Commissioner Brown clarified that the list of unpaid taxes in the agenda abstract was only the first page of the report. A motion was made by Commissioner Brown, seconded by Commissioner Halkiotis to approve and authorize the Chair to sign the advertisement of liens on real property for nonpayment of taxes. Commissioner Jacobs asked if the County does business with companies that owe the County money. Finance Director Ken Chavious said that if a company owes the County tax money, that amount is deducted from what the County owes the company for services. Commissioner Gordon asked John Link to check if the County requires that individuals have to pay their taxes before serving on a board or commission. ~TE: UNANIMOUS d. Contract between the Orange County Human Relations Commission and Eaual Emglovment Opgortun~ty Commission for Fiscal Year 2000 ` ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 14, 2000 Action Agenda Item No. g- C. SUBJECT: Procedures for Boards and Commissions -Ethics Guidelines DEPARTMENT: County Commissioners PUBLIC HEARING: (YIN) No X ATTACHMENT(S): INFORMATION CONTACT: Yes -Resolution as amended and Beverly A. Blythe, ext 2130 approved Ethics Guidelines as used by Chapel Hill Ethics Guidelines for Orange County TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE:. To present for Board discussion a copy of the Ethics Guidelines for Town Advisory Boards and Commissions as used by the Town of Chapel Hill. BACKGROUND: On November 22, 1999 the County Commissioners amended and approved the resolution which outlines the process for appointments to the County's various boards and commissions. The Board discussed adding some information on ethics and requested that staff obtain a copy of the ethics guidelines used by the Town of Chapel Hill. This was faxed to the County Commissioners on November 23 for their review. The Board asked that the resolution not be implemented until they discuss adding to this resolution some information on ethics. On December 7, the Board of County Commissioners approved the implementation of the procedures for Boards and Commissions, but for lack of time did not discuss adding the ethics guidelines to the resolution or the application. FINANCIAL IMPACT: NONE RECOMMENDATON(S): Direct the Clerk to add a third page to the "Volunteer Application" entitled "Ethics Guidelines for County Advisory Boards and Commissions" effective February 14, 2000 and to add an item 12 to the "Resolution Orange County Appointment and Orientation Process for Boards and Commissions" as follows: "The members of County advisory boards and commissions shall agree to follow the ethics guidelines adopted by the Board of Commissioners." • 2 EFFECT{VE APRtI 6, 1992 3 AMENDED MARCH 15, 1994 4 AMENDED AUGUST 8, 1994 5 AMENDED: NOVEMBER 3, 1999 6 AMENDED: NOVEMBER 22, 1999 ~ RESOLUTION a ORANGE COUNTY 9 APPOINTMENT AND ORIENTATION to PROCESS FOR 11 BOARDS AND COMMISSIONS 12 13 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the 14 governing body of Orange County, to appoint persons to various boards and commissions to is assist in the operation of county government; and 16 17 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and is dependable people to serve on these boards and commissions and therefore solicits the 19 interest and input of the citizens of Orange County in making said appointments; and 20 21 WHEREAS, the Board of Commissioners is of the opinion that written policies and 22 procedures will increase public awareness of the various appointments that are to be made from time to time. 2s WHEREAS, the Board of Commissioners desires to increase the public's interest in the 26 solicitation of information and recommendations that will assist the Board in the appointment 27 of qualified, knowledgeable, and dependable citizens to serve on the various boards and 2 a commissions; 29 3o NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 31 policies and procedures governing appointments to the various boards and commissions as 32 follows: 33 34 1. Any citizen of Orange County is eligible to serve on the appointed boards or 3s commissions of the County where such appointment is not prohibited by State statute. All 36 appointments will be made according to the applicable statute, ordinance, resolution or policy 37 that created the board or commission. Discretion will be used when considering County 38 employees for membership on any of the boards or commissions. 39 40 2. The County Commissioners may recruit through public advertising, membership 41 committees of boards and commissions, talent bank, Volunteer Orange, lntemet, speaker's 42 bureau and County information line. While the Board of Commissioners may request and/or receive recommendations from county boards and commissions or other sources, the Board of Commissioners will make the final decision based on all factors related to the 4 representative needs of the specific boards. C:\windown\temp\RESOLUT3.DOC 2 C7 2 3. Appointments for joint planning area and extraterritorial residents as members 3 and alternate members to city boards shall be done in accordance with the General Statues 4 (G.S. 160A-362) and. ~ Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a s city to give representation to the residents of its extraterritorial zoning jurisdiction on its 6 Planning Board and the Board of Adjustment. When a vacancy exists, the municipality will be ~ requested to provide to the Board of County Commissioners a resolution with a s recommendation for that vacancy. The Board of County Commissioners may solicit other 9 applications for said vacancy if they so desire. If the Board of County Commissioners does to not make the appointment within 90 days after receiving a recommendation from the City 11 Council requesting such action, the City Council may appoint outside members in accordance 12 with G.S. 160A-362. 13 14 4. Appointments will be made at a regular meeting of the Board of Commissioners. is The regular expiration of terms for positions on boards and commissions will be March, 16 June, September and December. When the appointments are presented to the County 17 Commissioners for their consideration, a list of all those who have applied and are eligible for la appointment will be included in the agenda. If someone is recommended for appointment, the. 19 abstract will indicate that a recommendation has been received, giving the source. The recommendation will be kept on file in the Clerk's office. The attendance records, including late arrivals, for all members seeking reappointment will be included with the 22 recommendation. 23 24 5. No citizen of Orange County shall serve in more than two appointed positions of 2s Orange County Government unless exempted by the nature of the position he or she may hold. 26 in governmental service. This policy shall not apply to individuals who serve on boards or 27 commissions because of their official position. It also does not apply to volunteers serving 2 a because of a requirement that a particular type of professional individual be represented if 29 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 3o citizen service on one short-term task force (making a total of three appointments) if the 31 duration of service is less than one year. A "Task Force" is defined as a group with a specific 32 charge and a short duration for its work. This policy shall not apply to any Orange County 33 Commissioner who serves on any board as an appointee or a liaison to a board because 34 he/she is a County Commissioner. 35 36 6. For boards/commissions which are not state mandated, the Board's policy is to 37 limit the length of service to two-three year terms (or any combination of full terms totaling six 38 years) on the various boards and commissions. This time period does not include state 39 mandated training programs or partial terms. If the unexpired term is rg eater than two vears it may be considered a full term. This will allow for more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and number of terms for those 42 boards and commissions that are not state mandated with set terms. The Board will limit the 43 length of service according to this policy for boards and commissions that are State C: \windowe\Cemp\ttESOLUT3.000 3 4 mandated, to the extent permitted under state law. This policy may be waived if the Board of a Commissioners determines that the removal of an individual made ineligible by this policy 3 would be detrimental to the functioning of that board or commission. 4 s 7. If an appointee, in any calendar year, has absences which constitute more than 6 25 percent of the regularly scheduled Board meetings or three consecutive meetings, ~ whichever comes first, which he or she is required to attend, he or she is obligated to resign. a The Board of Commissioners may consider extenuating circumstances. If the individual 9 refuses to resign, he or she may be dismissed by action of the Board of County io Commissioners subject to state or local law. A leave of absence may be granted for ii extraordinary circumstances, such as illness or personal circumstances. This request must is be made to the Board of County Commissioners. A calendar year is to be defined as a 12- 13 month period beginning on the date of appointment. 14 The Clerk to the Board shall request all new appointees to certify that they understand the i5 attendance policy. 16 8. The rate of pay, if any, to members for serving on boards and commissions shall i~ be established by the Board of Commissioners in accordance with the General Statutes. is Records for pay purposes shall be submitted by the appropriate department to the finance i9 Officer for monthly disbursement. 9. Attendance at a Volunteer Orientation Program will be required of all new appointees to the boards and commissions . This does not include those boards and 23 commissions, task forces or committees of short duration although if space permits, they will 24 be invited. The purpose of this training is to supplement rather than replace any specific 2s training needed for a person to serve on a particular board or commission. The following 26 boards or commissions shall receives ecific trainin in their area of responsibility: a~ Za Orange Coun Planning Board z9 Orange Coun Board of Adjustment 3o Board of Health 31 Board of Social Services 3a Human Relations Commission 3 3 Board of E ~ R 34 Other Boards, as the Board of Commissions shall determine 35 36 10. Individuals who go off of a board or commission will receive a commemorative gift of 37 appreciation along with a letter from the Board of Commissioners thanking them for their 38 service. A person must serve at least one year to be recognized in this way. Each board and 39 commission is encouraged to recognize its members, as it deems appropriate. 40 11. The Board of Commissioners reserves the right, at any time and for any reason, to remove any member of any board or commission when a motion for removal receives the 43 vote of a majority of the entire membership of the Board of Commissioners. C:\Nindoua\temp\AESOLUTJ.DOC 4 5 2 THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All 3 appointments to boards and commissions by the Board of Commissioners shall follow the 9 • • provisions of this policy. C:\windown\temp\AfiSOLUT3. DOC TOWN CF CHAPEL HILL Fax 919-967-8406 Nov 23 1999 1129 P. 02 6 ETHICS GUIDELINES FOR TOWN ADviSORY BOARDS AND COMMISSIONS (Please check if you agree.) Yes, if appointed, I pledge to comply with the following ethics guidelines for advisory boards and commissions as adopted by the Chapel Hill Town Council. (Other Council committees and OWASA are excluded.) Members of advisory boards and commissions shall not discuss, advocate, or vote on any matter in which they have a conflict of interest or an interest which reasonably might appoar to be in conflict with the concept of fairness in dealing with public business. A conflict of interest or a potential conflict occurs if a member has a separate, private, or rnoncrary interest, either direct or indirect, in any issue or transaction under consideration. Any member who violates this provision may be subject to removal from the board or commission. If the advisory board or commission member believes he/she has a conflict of interest then that member should ask the advisory board or commission to be t+ccused from voting. The advisory board or commission should then vote on the question on whether or not to excuse the member making the request. In cases where the individual member or the advisory board or commission establishes a conflict of interest, then the advisory board or commission member shall remove themselves from the voting area. Any advisory board or commission member may seek the counsel of the Town Attorney on questions regarding the interpretadon of these ethics guidelines or other conflict of interest matters. The interpretation may include a recommendation on whether or not the advisory board or commission member should excuse himself/herself from voting. The advisory board~or commission member may request the Town Attorney respond in writing. Please pmvide a brief statement outlining why you wish to serve on the Advisory Boards, Commissions, or Committees you have indicated_ Applicant's Signature Required Date Please return form to: Town Clerk's Office, 306 N. Columbia Street, Chapel Hill, NC 27516 or FAX 919-967-8406 ETHICS GUIDELINES FOR COUNTY ADVISORY BOARDS AND COMMISSIONS I agree by my signature below that, if appointed, I pledge to comply with the following ethics guidelines for advisory boards and commissions as adopted by the Orange County Board of Commissioners. • Members of advisory boards and commissions shall not discuss, advocate, or vote on any matter in which they have a conflict or potential conflict of interest or an interest which reasonably might appear to be in conflict with the concept of fairness in dealing with public business. A conflict of interest or a potential conflict occurs if a member has a separate, private, or monetary interest, either direct or indirect, in any issue or transaction under consideration. Any member who violates this provision may be subject to removal from the board or commission. • If an advisory board or commission member believes he/she has a conflict or potential conflict of interest on a particular issue, then that member should state this belief to the other members of his/her respective advisory board or commission during the board or commission's public meeting. The member should state the nature of the conflict, detailing that he/she has a separate, private, or monetary interest, either director indirect, in the issue or transaction under consideration. The member should then excuse himself/herself from considering and voting on the matter. In cases where an advisory board or commission member declares a conflict or potential conflict of interest, the member shall excuse himself/herself from the board table/voting area until all discussion, consideration, and voting is completed on the matter in question. • Any advisory board or commission member having questions or needing assistance regarding the interpretation of these ethics guidelines or other conflict of interest matters should contact the administrative staff for the respective board or commission. Staff will assist the member with questions and interpretations and may provide a recommendation on whether or not the advisory board or commission member should excuse himself/herself from voting. The member may request that the staff respond in writing. Staff may contact the County Manager for any additional assistance. Applicant's Signature Date / i APPROVED 4/17/2000 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS December 7, 1999 The Orange County Board of Commissioners met in regular session on Tuesday, December 7, 1999 at 7:30 p.m. in the F. Gordon Battle Courtroom, Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Alice M. Gordon and Commissioners Margaret W. Brown, Moses Carey, Jr., Stephen H. Halkiotis, and Barry Jacobs COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Albert Kittrell, and Clerk to the Board Beverly A. Blythe (all other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. Chair Gordon said that she felt very honored about serving as Chair for the past year. She is very proud of the work that got accomplished this year. She is particularly happy about the Facilitated Small Area Plan for Carrboro's Northern Study Area, the Interlocal Agreement for Solid Waste Management, and the budget process. She is also very grateful for the support of the Commissioners. BOARD ORGANIZATION a. Election of Chair and Vice Chair Commissioner Carey was elected as Chair and Commissioner Halkiotis as Vice Chair. Commissioner Halkiotis said that he feels that the selection of Chair and Vice Chair should be on a rotation schedule so that every member gets an opportunity to serve. He urged the Board to think about this for discussion at their retreat in January. b. Designation of Voting Delegate for all NCACC and NACo Meetings for Calendar Year December 1, 1999-2000 A motion was made by Commissioner Brown, seconded by Chair Gordon to nominate Commissioner Carey as voting delegate for all NCACC and NACo Meetings for Calendar Year December 1, 1999-2000. VOTE: UNANIMOUS APPOINTMENTS a. Manager A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to reappoint John Link as County Manager. VOTE: UNANIMOUS b. Clerk to the Board A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to reappoint Beverly Blythe as Clerk to the Board. VOTE: UNANIMOUS c. County Attorney A motion was made by Commissioner Jacobs, seconded by Commissioner Brown to reappoint Geoffrey Gledhill as County Attorney. VOTE: UNANIMOUS d. Board Member Appointments (See list under separate cover) Chair Carey mentioned that he is no longer the Chair of the Justice and Public Safety Steering Committee at NACo, he is the Vice Chair. 14 restriction three to make it more liberal because Person County wanted a higher development potential in their area. He said that this issue could be addressed again. Commissioner Brown pointed out that ahigh-density development is not something that should be in the outskirts of the County. She asked about the location of the septic systems. Craig Benedict said that he received a memo from the Health Department on November 23, 1999 that put the type of septic systems that would be on the lots in a matrix system. He said that the Planning Department would work closely with Environmental Health in platting the septic systems. Commissioner Brown would like to add a reference that when Environmental Health reviews the project that ample and adequate repair area is ensured. Commissioner Gordon asked about page 17 and the objections raised by the Planning Board member who was opposed to the project. Craig Benedict said that Mr. Katz thought that the .92-acre size of the lot would put a strain on the septic system, and if there was ever a problem with septic system failure, it would be a burden on the County to go 15 miles out of the urban service area to try to capture a failed system. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to approve the Old Meredith Place subdivision in accordance with the resolution that is incorporated herein by reference. This motion includes the addition from Commissioner Brown that this project be tracked by Environmental Health. Commissioner Jacobs agrees with Commissioner Brown in that this subd'+vision is an unfortunate density for this part of the County. VOTE: UNANIMOUS c,~. Northern Human Services Center Plan Task Force -Charge, Composition and Timeline The Board was to consider a charge, composition and timeline for the Northern Human Services Center Task Force, but it was postponed to a future meeting. h. Procedures for Boards and Commissions -Ethics Guidelines The Board considered ethics guidelines for advisory boards similar to that used by the Town of Chapel Hill. Commissioner Gordon asked if the Board could formally adopt the language on the Procedures for Boards and Commissions resolution, points 1-11, and defer discussion of the ethics guidelines until another meeting. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to adopt the language on the Procedures for Boards and Commissions resolution, points 1-11, and defer discussion of the ethics guidelines until another meeting. VOTE: UNANIMOUS Commissioner Jacobs forgot to mention something in the Board comments. He said that an Agricultural Summit was planned for January 20, 2000 and he realized that to bring the proposal to the January 18, 2000 meeting was too late. He said that some advertising needed to be done. He will bring the outline to the next meeting. 10. REPORTS -NONE 11. APPOINTMENTS -NONE 12. MINUTES- NONE 13. CLOSED SESSION A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to go into closed session to discuss "Pursuant to G.S. § 143-318.11(a)(3) to consult with an attorney retained by the Board in order to preserve the attorney-client privilege between the attorney and the Board," AND "To discuss the County's position and to instruct the County Manager and County Attorney on the negotiating position regarding the terms of a contract to purchase real property," NCGS § 143-318.11(a)(5). VOTE: UNANIMOUS ' ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. 9 - h ACTION AGENDA ITEM ABSTRACT Meeting Date: December 7, 1999 SUBJECT: PROCEDURES FOR BOARDS AND COMNIISSIONS -ETHICS GUIDELINES DEPARTMENT: County Commissioners ATTACHMENT(S): YES -Resolution (amendments made 11/22/99 underlined) Ethics Guidelines as used by Chapel Hill Proposed Guidelines for Orange County PUBLIC HEARING: (Y/N) ~:~~' BUDGET AMENDMENT: (Y/1~ `<' INFORMATION CONTACT: Beverly A. Blythe TELEPHONE NUMBERS: - -ext. 2130 Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE:. To present for Board discussion a copy of the Ethics Guidelines for Town Advisory Boards and Commissions as used by the Town of Chapel Hill. BACKGROUND: On November 22, 1999 the County Commissioners amended and approved the resolution which outlines the process for appointments to the County's various boards and commissions. The Board discussed adding some information on ethics and requested that staff obtain a copy of the ethics guidelines used by the Town of Chapel Hill. This was faxed to the County Commissioners on November 23 for their review. The Board asked that the resolution not be implemented until they discuss adding to this resolution some information on ethics. FINANCIAL IMPACT: NONE RECOMMENDATON(S): Direct the Clerk to add a third page to the "Volunteer Application" entitled "Ethics Guidelines for County Advisory Boards and Commissions" effective January 1, 2000 and to add an item 12 to the "Resolution Orange County Appointment and Orientation Process for Boards and Commissions" as follows: 12. The members of County advisory boards and commissions shall agree to follow the ethics guidelines adopted by the Board of Commissioners. • 1 2 FFECTIVE APRIL 6, 1992 3 AMENDED MARCH 15, 1994 4 AMENDED AUGUST 8, 1994 5 AMENDED: NOVEMBER 3, 1999 6 AMENDED: NOVEMBER 22,1999 RESOLUTION Lo L1 12 13 14 15 16 17 18 19 20 21 ORANGE COUNTY APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the governing body of Orange County, to appoint persons to various boards and commissions to assist in the operation of county government; and WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and dependable people to serve on these boards and commissions and therefore solicits the interest and input of the citizens of Orange County in making said appointments; and WHEREAS, the Board of Commissioners is of the opinion that written policies and 22 procedures will increase public awareness of the various appointments that are to be made 23 om time to time. 2 2s WHEREAS, the Board of Commissioners desires to increase the public's interest in the 26 solicitation of information and recommendations that will assist the Board in the appointment 27 of qualified, knowledgeable, and dependable citizens to serve on the various boards and 2a 29 30 31 32 commissions; NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the policies and procedures governing appointments to the various boards and commissions as follows: 33 34 1. Any citizen of Orange County is eligible to serve on the appointed boards or 3s commissions of the County where such appointment is not prohibited by State statute. All 36 appointments will be made according to the applicable statute, ordinance, resolution or policy 37 that created the board or commission. Discretion will be used when considering County 38 employees for membership on any of the boards or commissions. 39 40 2. The County Commissioners may recruit through public advertising, membership 41 committees of boards and commissions, talent bank, Volunteer Orange, Internet, speaker's 42 bureau and County information line. While the Board of Commissioners may request and/or 43 receive recommendations from county boards and commissions or other sources, the Board 4~f Commissioners will make the final decision based on all factors related to the 45 representative needs of the specific boards. C:\windows\temp\AESOLUT3. DOC 3 3. Appointments for 'oint tannin area and extraterritorial J P 9 residents as members 3 and alternate members to city boards shall be done in accordance with the General Statues 4 (G.S. 160A-362) and, ~ Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a 5 city to give representation to the residents of its extraterritorial zoning jurisdiction on its 6 Planning Board and the Board of Adjustment. When a vacancy exists, the municipality will be ~ requested to provide to the Board of County Commissioners a resolution with a a recommendation for that vacancy. The Board of County Commissioners may solicit other 9 applications for said vacancy if they so desire. If the Board of County Commissioners does to not make the appointment within 90 days after receiving a recommendation from the City 11 Council requesting such action, the City Council may appoint outside members in accordance 12 with G.S. 160A-362. 13 14 4. Appointments will be made at a regular meeting of the Board of Commissioners. 15 The regular expiration of terms for positions on boards and commissions will be March, 16 June, September and December. When the appointments are presented to the County 17 Commissioners for their consideration, a list of all those who have applied and are eligible for is appointment will be included in the agenda. If someone is recommended for appointment, the 19 abstract will indicate that a recommendation has been received, giving the source. The 20 recommendation will be kept on file in the Clerk's office. The attendance records, including 21 late arrivals, for all members seeking reappointment will be included with the recommendation. 24 5. No citizen of Orange County shall serve in more than two appointed positions of a5 Orange County Government unless exempted by the nature of the position he or she may hold a6 in governmental service. This policy shall not apply to individuals who serve on boards or 2~ commissions because of their official position. It also does not apply to volunteers serving as because of a requirement that a particular type of professional individual be represented if 29 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 3o citizen service on one short-term task force (making a total of three appointments) if the 31 duration of service is less than one year. A "Task Force" is defined as a group with a specific 32 charge and a short duration for its work. This policy shall not apply to any Orange County 33 Commissioner who serves on any board as an appointee or a liaison to a board because 34 he/she is a County Commissioner. 35 36 6. For boards/commissions which are not state mandated, the Board's policy is to 37 limit the length of service to two-three year terms (or any combination of full terms totaling six 3s years) on the various boards and commissions. This time period does not include state 39 mandated training programs or partial terms. If the unexpired term is rct eater than two years it 4o may be considered a full term. This will allow for more individuals to serve and for diversity 41 of opinions. It will also provide for conformity in the length and number of terms for those boards and commissions that are not state mandated with set terms. The Board will limit the length of service according to this policy for boards and commissions that are State C:\winda+e\temp\RESOLUT3. DOC ~nandated, to the extent permitted under state law. This policy may be waived if the Board of 2 Commissioners determines that the removal of an individual made ineligible by this policy 3 would be detrimental to the functioning of that board or commission. s 7. If an appointee, in any calendar year, has absences which constitute more than 6 25 percent of the regularly scheduled Board meetings or three consecutive meetings, ~ whichever comes first, which he or she is required to attend, he or she is obligated to resign. e The Board of Commissioners may consider extenuating circumstances. If the individual 9 refuses to resign, he or she may be dismissed by action of the Board of County io Commissioners subject to state or local law. A leave of absence may be granted for 11 extraordinary circumstances, such as illness or personal circumstances. This request must la be made to the Board of County Commissioners. A calendar year is to be defined as a 12- 13 month period beginning on the date of appointment. 14 The Clerk to the Board shall request all new appointees to certify that they understand the 15 attendance policy. . 16 8. The rate of pay, if any, to members for serving on boards and commissions shall 1~ be established by the Board of Commissioners in accordance with the General Statutes. la Records for pay purposes shall be submitted by the appropriate department to the finance i9 Officer for monthly disbursement. Zo a 9. Attendance at a Volunteer Orientation Program will be required of all new appointees to the boards and commissions . This does not include those boards and 2 commissions, task forces or committees of short duration although if space permits, they will 24 be invited. The purpose of this training is to supplement rather than replace any specific 25 training needed for a person to serve on a particular board or commission. The following a6 boards or commissions shall receives ecific trainin in their area of responsibility: a~ 2 s Orange County Planning Board a g Orange County Board of Adjustment 3o Board of Health 31 Board of Social Services 32 Human Relations Commission 33 BoardofE8~R 34 Other Boards, as the Board of Commissions shall determine 35 36 10. Individuals who go off of a board or commission will receive a commemorative gift of 37 appreciation along with a letter from the Board of Commissioners thanking them for their 3s service. A person must serve at least one year to be recognized in this way. Each board and 39 commission is encouraged to recognize its members, as it deems appropriate. 40 41 11. The Board of Commissioners reserves the right, at any time and for any reason, to remove any member of any board or commission when a motion for removal receives the vote of a majority of the entire membership of the Board of Commissioners. C: \windowe\temp\EESOLUT3. DOC THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All s appointments to boards and commissions by the Board of Commissioners shall follow the 4 provisions of this policy. • C:\windows\temp\RESOLUT3.DOC 5 TOWN OF CHAPEL HILL Fax:919-967-8406 Nov 23 1999 11:29 P. 02 ETHICS GUIDELINES FOR TOWN ADVISORY BOARDS AND COMMISSIONS (Please check if you agree.) Yes, if appointed, I pledge to comply with the following ethics guidelines for advisory boards and commissions as adopted by the Chapel Hill Town Council. (Othei Council committees and OWASA are excluded.) Members of advisory boards and commissions shall not discuss, advocate, or vote on any matter in which they have a conflict of interest or an interest which reasonably might appear to be in conflict with the concept of fairness in dealing with public business. A conflict of interest or a potential conflict occurs if a member has a separate, private, or monetary interest, either direct or indirect, in any issue or transaction under consideration. Any member who violates this provision may be subject to removal from the board or commission. If the advisory board or commission member believes he/she has a conflict of interest thin that member should ask the advisory board or commission to be recuscd from voting. The advisory board or commission should then vote on the question on whether or not to excuse the member making the request. in cases where the individual member or the advisory board or commission establishes a conflict of interest, then the advisory board or commission member shall remove themselves from the voting area. Any advisory board or commission member may seek the counsel of tho Town Attorney on questions regarding the interpretation of these ethics guidelines or other conflict of interest matters. The interpretation may include a zecommendation on wheihcr or not the advisory board or commission member should excuse himself7herself from voting. The advisory board~or commission member may request the Town Attorney respond in writing. Please provide a brief statetnrnt outlining why you wish to serve on the Advisory Boazds, Commissions, or Committees you have indicated_ Applicant's Signature Required Date Please return form to: Town Clerk's Office, 306 N. Columbia Stzeet, Chapel Hill, NC 27516 or FAX 919-967-8406 e~' ETHICS GUIDELINES FOR COUNTY ADVISORY BOARDS AND COMMISSIONS I agree by my signature below that, if appointed, I pledge to comply with the following ethics guidelines for advisory boards and commissions as adopted by the Orange County Board of Commissioners. 7 • Members of advisory boards and commissions shall not discuss, advocate, or vote on any matter in which they have a conflict of interest or an interest which reasonably might appear to be in conflict with the concept of fairness in dealing with public business. A conflict of interest or a potential conflict occurs if a member has a separate, private, or monetary interest, either director indirect, in any issue or transaction under consideration. Any member who violates this provision may be subject to removal from the board or commission. • ff the advisory board or commission member believes he/she has a conflict of interest then that member should ask the advisory board or commission to be excused from voting. The advisory board or commission should vote on the question on whether or not to excuse the member making the request. In cases where the individual member or the advisory board or commission establishes a conflict of interest, then the advisory board or commission member shah remove themselves from the voting area. • Any advisory board or commission member may seek the counsel of the County Attorney on questions regarding the interpretation of these ethics guidelines or other conflict of interest matters. The interpretation may include a recommendation vn whether or not the adviosry board or commission member shall excuse himselflherselffrorn voting. The advisory board or commission member may request that the County Attorney respond in writing. Applicant's Signature Date %~ APPROVED 3/21/2000 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION NOVEMBER 22, 1999 The Orange County Board of Commissioners met in regular session on November 22, 1999 at 7:30 p.m. in the Southern Human Services Center, Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Alice M. Gordon and Commissioners Margaret W. Brown, Moses Carey, Jr., Stephen H. Halkiotis (arrived at 8:37), and Barry Jacobs COUNTY ATTORNEY PRESENT• Geoffrey Gledhill COUNTY STAFF PRESENT• County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Albert Kittrell, and Clerk to the Board Beverly A. Blythe (all other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. _ OPENING COMMENTS John Link made reference to two handouts. The first handout relates to the School/Parks Reserve Update and Location Opportunities and the second handout is an attempt by the staff to capture what the Board wanted to ask of the Boards and Commissions. He would like to distribute the form to the Boards and Commissions via their staff members this Wednesday, prior to Thanksgiving. John Link said that he has been working with the City Manager of Mebane to set up a joint meeting. Mebane has suggested that the County Commissioners consider a Monday or Wednesday in January for this meeting. 1. SOLID WASTE MATTERS _- GREENE TRACT 1. Greene Tract Surveys John Link outlined the process for addressing this topic. He would like to focus on three areas: 1) looking at the survey efforts of the Greene Tract that the Board had asked to be pursued; 2) looking at the proposed 200-foot buffer that was suggested by the Town of Chapel Hill; and 3) looking at the timeframe for carrying out all of the activities in order to be able to assume responsibility for solid waste management by the end of March. Solid Waste Director Gayle Wilson said that the cultural and archeological survey would locate and assess the probable significance and extent of any historical or archeological significant local cultural resources. When the Board agrees to proceed with the surveys, he will prepare a scope of work to acquire a competent firm to conduct the surveys. The biological resources survey will identify endangered and threatened species or habitat to ensure that any proposed or future development would not encroach on any of that type of habitat. Also, the survey would include conducting a wetlands delineation and flood plain survey to identify and protect wetlands containing significant aquatic life, and identify areas subject to flooding. Wilson said that the schedule would be impacted significantly by how long it takes to conduct the surveys and the weather in the winter months. He hopes to prepare an authorization to proceed by December 17tH Commissioner Brown asked about the cultural and archaeological survey and how Gayle Wilson would go about finding someone to do this because there is an offer from someone at the University to do the survey. 7 Commissioner Jacobs suggested adding a statement that says, "Serving an unexpired term does not constitute a full term." The Board agreed to add "If the unexpired term is greater than two years, it may be considered a full term." Commissioner Brown made reference to #9, which refers to the orientation that the County gives, and said that she would like to add that the Planning Board, the Board of Adjustment, and the Human Relations Commission be required to take training above and beyond the County orientation. The Board agreed to add, "The following boards or commissions shall receive specific training in their area of responsibility: Orange County Planning Board, Orange County Board of Adjustment, Board of Health, Board of Social Services, Human Relations Commission, Board of E8~R, and Other Boards, as the Board of County Commissioners shall determine." Commissioner Brown made reference to Chapel Hill passing a statement this year for their Boards and Commissions relating to conflict of interest. She asked that the Board take a look at it and consider adding something about conflict of interest. Commissioner Jacobs made reference to #7, and said that he has read that if someone misses three consecutive meetings then it is grounds for removal. He said that this is not reflected in #7. Beverly Blythe said that she wanted to make sure that all bylaws conform to this resolution. The Board agreed to add to #7, after "25 percent of the regularly scheduled Board meetings," "or three consecutive meetings, whichever comes first." Geoffrey Gledhill added a technical statement to #3 as follows: "(G.S. 160A-362) and, by Chapter 234 of the 1987 session laws, G. S. 160A-360.1." A motion was made by Commissioner Jacobs, seconded by Commissioner Brown to approve the amendments to the Procedures for the Boards and Commissions with the above revisions and to put it on the agenda for December 7'h. The implementation will be delayed until the Board gets information on ethics from Chapel Hill. VOTE: UNANIMOUS John Link clarified that the ethics issue will be brought back as a decision item. The Board agreed to ask the Boards and Commissions to provide 1) the basic charge or task of the board; 2) number of board members; 3) specific task, function, or events they accomplish annually; 4) email, phone number, and fax number for the chair; 5) priority concerns or emergent issues in priority order the board has identified; and 6) if the board has had training this year. 6. DEPARTMENT HEAD PAYE UITY DISCUSSION FOLLOWUP Commissioner Brown made reference to #1 in the Elements to be Addressed and asked Elaine Holmes if she was going to send something out to all of the department heads and compile position descriptions. Personnel Director Elaine Holmes said that in September she asked the department heads to begin preparing their position descriptions and she provided them with an electronic questionnaire. The position descriptions should be back to herby the end of November for initial review. Commissioner Brown added a question to the electronic questionnaire of how many employees the department heads supervise and if the department has an advisory board. Elaine Holmes said that the number of employees supervised is in the questionnaire, but that she would add the question of advisory boards. Commissioner Jacobs would be interested in knowing how many meetings outside of regular business hours the department heads are required to attend as part of their job. Commissioner Jacobs made reference to page three and the discussion for pay and classification and said that this would be a perfect thing to refer to the Innovation and Efficiency Committee. 6 • • • David Stancil clarified that the "Appropriate intensity of use for the area" was to look at the level of intensity to determine if the neighborhoods around the park would be impacted from that type of use and intensity. The other criterion is to determine if the land is suitable. Chair Gordon said that the criteria should say, "Appropriate intensity of use for the surrounding area." This item will be on consent agenda on December 7m A motion was made by Commissioner Brown, seconded by Commissioner Halkiotis to adopt the Parkland Acquisition Criteria as revised and to agree to use this to evaluate parkland proposals on an interim basis until the Lands Legacy program is adopted. VOTE: UNANIMOUS John Link will send out both items to the Commissioners before the next meeting to be sure that everything is included. 4. AFFORDABLE HOUSING BOND PROJECTS Housing and Community Development Director Tara Fikes said that in April of 1998 the Board of County Commissioners appointed a Housing Bond Policy Task Force whose charge was to develop policies that would govern how bond monies are expended in the future. The Board approved the policy on December 15, 1998. She made reference to page six of the agenda abstract that lists the members of the committee that would review the projects. At this time, the Housing Bond Policy task force proposes eight projects to be funded by the housing bond issue. Commissioner Brown made reference to a request she made for along-term affordability policy. Geoffrey Gledhill said that this would be on the December 7tn agenda for Board consideration. Commissioner Brown asked about the land trust money that was received a few weeks ago that could have a very interesting effect on some of the applications. She is not interested in approving or disapproving any of the projects tonight. She would like to look at the applications through the long-term affordability policy and the land trust money. Commissioner Jacobs made reference to the Fair Housing Plan that was open for public comment and asked if that will come back to the Board for approval. He would like to see the criteria for evaluation and how each project came out in the scoring. Commissioner Carey asked which two projects were unsuccessful and why. Commissioner Jacobs made reference to the criteria on page 4 (the Bonus under the Design criteria), and asked if he was to understand that the criterion about meeting the accessibility needs of persons with disabilities is above and beyond what is usually required and Tara Fikes said yes. The Board asked for these answers to be brought back as soon as possible, either December 7cn or January 18'n. Commissioner Brown asked for Tara Fikes to also come back with an overview of what these projects are going to add to the market for each entity. It was decided by consensus that deadlines would be noted on the agenda for December 7tn 5. BOARDS AND COMMISSIONS PROCEDURES Commissioner Brown made reference to page three, number four, and asked if there should be a separate section for reappointments. Beverly Blythe said that the attendance for the Boards and Commissions is not kept regularly. Once this is approved, she will be sure that the Board will be provided with this attendance information. Commissioner Brown made reference to number six on page four, and added, "If an unexpired term is more than 2 years, it shall be considered a full term." She was confused about appointments for unexpired terms and said that someone could be appointed early on and basically serve three terms. ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 22, 1999 Action Agenda Item No. ~_ SUBJECT: Amendments to the Procedures for the Boards and Commissions DEPARTMENT: County Commissioners PUBLIC HEARING: (YIN) No ATTACHMENT(S): INFORMATION CONTACT: Yes -Resolution and Procedures Commissioner Alice Gordon and Clerk (Blacklined and clean copies) Beverly A. Blythe at ext. 2130 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 • PURPOSE: To amend the resolution which outlines the appointment process for citizen appointees by the County Commissioners to the various County Boards and Commissions, to bring it into conformity with current practices and to address other related issues. BACKGROUND: The County Commissioners approved on April 6, 1992 a resolution which provides the guidelines for appointments to the various Boards and Commissions for which the County Commissioners make appointments. These have been amended to reflect changes in the process for handling appointments in 1994, 1995 and 1999. The portion being recommended for deletion is lined through and the additional language is underlined. The changes reflect the current operation procedures for handling appointments to the various boards and commissions. FINANCIAL IMPACT: NONE • RECOMMENDATION(S): The Manager recommends that the Board discuss this resolution and approve as the Board decides. • '1 1 n T T n .~ 1 2 EFFECTNE APRIL 6.1992 3 AMENDED MARCH 15,1994 4 ,~ ~ AMENDED AUGUST 8, 1994 AMENDED: NOVEMBER 3,1999 NEW DRAFT: NOVEMBER 18, 1999 B io il la 13 RESOLUTION ORANGE COUNTY APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS ~ ia WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the is g~ overning ~body of Orange County, to appoint persons to various boards and commissions i6 to assist in the operation of county government; and i~ is WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and 19 ~~~~ dependable people to serve on these boards and commissions and therefore solicits ao the interest and input of the citizens of Orange County in making said appointments; and ai 22 WHEREAS, the Board of Cvmmissioners is of the opinion that written policies and procedures 23 will increase public awareness of the various appointrnents that are to be made from time to a4 time. ~ 25 26 WHEREAS, the Board of Commissioners desires to increase the public's interest in the solicitation _~zs ~ ~°~' ~~ ~' " ~^. f information and recommendations~~ ~ that will assist the Board .^ - ~~ in the appointment of qualified, knowledgeable, and ~# deaendable cifizens to serve on the various boards and 3o commissions; 31 s2 NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 33 policies and procedures governing appointrnents to the various boards and commissions ~a 34 ~• ' }c. r '" S fO~~OWS: 35 s6 1. Any citizen of Orange County is eligible to serve on the appointed boards or s~ commissions of the County where such appointment is not prohibited by State statute. All 3s appointments will be made according to the applicabie statute, ordinance, resolution or policy 39 that created the board or commission. Discretion will be used when considering County 4o employees for membership on any of the boards or commissions. 41 92 2. The County Commissioners may recruit through public advertising, membership 4s committees ~a- of boards and commissions, talent bank, Volunteer ~a~ ~~~-° 44 Oranae, ~ T~~ -~ ~^~ ~*~• Inteme speakers bureau and Coun information line_ 45 ~~ :..~..i•.. .. r.... , r~ .t •,J 46 .~,~~~While the Board of Commissioners may request and/or receive recommendations from 4-r county boards and commissions or s~other sources, the Board of Commissioners ~ `~ • ~" '~ ~~` ~' : -~:..:~'. ~"~ will make the final decision based on ~ all factors related to the representative needs of the ~ specific boards. \\OCENI~IL\J1PYS\USBRS\USERS\KBAKrA\APPTt47T\itasolutlon - Approved Nov 3 99 N~w Edits Nov 18 99.doc r~ ~ J 2 3. Appointments for joint planning area and extraterritorial residents as members and 3 alternate members to city boards shall be done in accordance with the General Statues (G.S. 4 160A-362 which requires a city to give representation to the residents of its extraterritorial s zoning jurisdiction on its Planning Board and the Board of Adjustment. When a vacancy exists, 6 the municipality will be requested to provide to the Board of County Commissioners a ~ resolution with a recommendation for that vacancy. The Board of County Commissioners may s solicit other applications for said vacancy if they so desire. If the Board of County 9 Commissioners does not make the appointment within 90 days after receiving a rte-Ala=;=:~ to recommendation from the City Council requesting such action, the eCity Council may appoint 11 outside members in accordance with the-~~E l~~l~za'~at ~. G.S. 160A-362. 12 13 4. Appointments will be made~~ at a regular meeting of the Board of ..,.. ~ ,. 14 Commissioners. The re ular expiration of terms for positions on '~ -~ ~--~¢_• -~ 15 boards and commissions will be ~'~•~:~~°~'~~ ~~ ~~ ~ ., •--°°~ ~-•~~. March. June. 16 September and December. 17 18 n flt4~~.Ir~nA~R~T ~C~~f^'~'t\~~ R/F/-~1(''1„.~ ~~ ~FI~A~e ~~ "*!" Z !! C7 r ! t-C D S l T!7"! I l 0! "'! Q !'!S~! 19 When the appointments are presented to the County Commissioners for their consideration, a 20 list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will .,,"4.~ ~~_ ~ ~ a ~~,~ ... .: ~~`~~"~~. indicate that a recommendation has been received giving the source The recommendation will be kept on file in the Clerk's office The attendance records including late 24 arrivals, for all members seeking reappointment will be included with the recommendation 2s 26 27 5. No citizen of Orange County shall serve in more than two appointed positions of 2a Orange County Government unless exempted by the nature of the position he or she may hold 29 in governmental service . This policy shall not apply to individuals who serve on boards or 3o commissions ~- -'~ ~ °~~~ ~ i-• --~• ---~~-•s-~-~~-~~- because of their official position- ~ It also 31 does not apply to volunteers serving because of a ~`-~ •~~ -- :- ;~° °'-~~~ ~ • requirement that a 32 particular type of professional individual ~~~~~ ~°~ ~-~ ~~~~~•~~~~ :r ~~ ~~~---- ~••~l.~.~-~ ~--•-~---• .,~.. 33 °-~~--~~-be represented if recruitment efforts have failed to locate other qualified persons This 34 policy shall not apply to citizen service on one short-term task force (making a total of three 35 appointments) if the duration of service is less than one year. A "Task Force" is defined as a 36 group with a specific charge and a short duration for its work. This policy shall not apply to any 37 Orange County Commissioner who serves on any board ~ as an appointee or a liaison to a 3s board because he/she is a County Commissioner. 39 4 0 6. For boards/commissions which are not state mandated, the Board's policy is to 41 limit the length of service to two-three year terms (or any combination of full terms totaling six ears on the various boards and commissions ~~ • •"~~" ~°'~~- •-~ ~'•-~~-'. This time period does not included state mandated training programs orvpartial terms. This will \\OCEMAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Resolution -Approved Nov 3 99 New Edits Nov IB 99. doc ~ L allow for more individuals to serve and for diversity of opinions. It will also provide for 2 conformity in the length and number of terms for those boards and commissions that are not 3 state mandated with set terms. The Board will limit the length of service according to this policy 4 for boards and commissions that are State mandated, to the extent permitted under state law s This policy may be waived if the Board of Commissioners determines that the removal of an 6 individual made ineligible by this policy would be detrimental to the functioning of that board or 7 commission. 9 7. If an appointee, in any calendar year, has ••~~~-~••~~~' bsences which constitute io more than 25 percent of the regularly scheduled Board meetings which he or she is required to li attend ~°••~~••~~*;•~'~~~ '~••" .. '•-*~.,...~.;, he or she is obligated to resign. The Board of 12 Commissioners may consider extenuating circumstances. ~~a~a~d ,~b~a~:ee ~~~ ~'~'~~~-" ~~ 13 ~~v ~. ~' '-• •~* `~~°°~~~' ~ ~'~ ~ M*°~'. If the individual refuses to resign, he or she 14 may be dismissed by action of the Board of County Commissioners subject to state or local is law.-. A leave of absence may bedranted for extraordinary circumstances, such as illness or i6 personal circumstances. -This reauest must be made to the Board of County Commissioners. A 17 calendar year is to be defined as a 12-month period beginning on the date of appointment. is • , ~, _ 20 4x.:... ,.,,.[~ -, a.. ,., ..F 4:,~... ~s.e, k. .,, --s~, ., ,.J .. .... :*L... .~... :.,~V r; ., l: *t~. ..:: :s€ :s -r•a., ~),...s..~+.. xs..., r3... ...a _c...se ...~ .,~s .c.. ..s::, :R...,~. s..~ r..s.... r: is mesa eG s sss~ ,s a .. .~ e e ~ :~ es [ [ a ¢~•~~~ "~~ s*~ d~~•~~~.=~ The Clerk to the Board shall reauest all new appointees to certify that they understand the attendance policy. 24 2s 8. The rate of pay, if any, to members for serving on boards and commissions shall 26 be established by the Board of Commissioners in accordance with the General Statutes. 27 Records for pay purposes shall be submitted by the appropriate department to the finance 2s Officer for monthly disbursement 29 30 9. Attendance at a Volunteer Orientation Program ~;~ will be required of 31 -=all new appointees to the boards and c=ommissions • •~-: '~ ~~~ ~~ ~~ .This does not 32 include those boards and commissions, task forces or committees of short duration although if 33 S~7ace permits, t eywi a invited. RZ9 Q[IGFICCLCSCCS Ygri[[ ~ ys[G•[Gee-~4![cG aa-y-ezee ~i[ ve~srrG:sssa i" 34 •~~' ~ ~`~ ^`~•~~~ &~~~~' •" '- ~~ ~ ~•~" ~~••~° ~ *"~ • .The purpose of this training is to 35 supplement rather than replace any specific training needed for a person to serve on a 36 particular board or commission. 37 3s 10. Individuals who go off of a board or commission •••~" "~~ ~~~~°..,...:~~-' ~~ A[..~ ~:~K••~` 39 ~~`:~~~~ ~'~~~~°~_``~~~ ='::nn~Y will receive a commemorative gift of appreciation along with a 4 0 letter from the Board of Commissioners thanking them for their service. A person must serve at 41 least one year to be recognized in this way. `' ~~ ~~».......:~.~..:~..,,.,.n '" *`~•°~ j~ ~ o+ trarrrtrw....~rerr~-r',sra-~-irtireerstes=r~ee -~~~~ ~~ •~ ~b: *~ ': °~ •-~ ~"~~ Each board and commission is encourage to recognize its members as it deems appropriate. \\OCEMAIL\APPS\USERS\USERS\KBAKEA\APPTMNT\Resolution -Approved Nov 3 99 New Edits Nov 18 99. doc a a 11. The Board of Commissioners reserves the right, at any time and for any reason, to 3 remove any member of any board or commission when a motion for removal receives the vote 4 of a majority of the entire membership of the Board. 5 6 THIS POLICY shall become effective April 6, 1992Land may be amended from time to time. All ~ W ~:w: ~ ~•~~g appointments to boards and commissions by the Board of Commissioners shall s follow ~-- ..,,..~.;....~ ~-~-~{~ ~`~M the provisions of this policy. • • \\OCEMASL\APPS\USEAS\USERS\KSAKEA\APPTMNT\Aesolution -Approved Nov 3 99 New Edits Nov 18 99. doc 1 ~~ 2 EFFECTIVE APRIL 6,1992 3 AMENDED MARCH 15,1994 4 AMENDED AUGUST 8, 1994 AMENDED: NOVEMBER 3, 1999 NEW DRAFT: NOVEMBER 18, 1999 RESOLUTION s ORANGE COUNTY 9 APPOINTMENT AND ORIENTATION to PROCESS FOR 11 BOARDS AND COMMISSIONS 12 13 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the 14 governing body of Orange County, to appoint persons to various boards and commissions to 15 assist in the operation of county government; and 16 l~ WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and is dependable people to serve on these boards and commissions and therefore solicits the 19 interest and input of the citizens of Orange County in making said appointments; and 20 21 WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures 22 will increase public awareness of the various appointments that are to be made from time to 23 time. 24 25 WHEREAS, the Board of Commissioners desires to increase the public's interest in the 26 solicitation of information and recommendations that will assist the Board in the appointment of qualified, knowledgeable, and dependable citizens to serve on the various boards and commissions; 3o NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 31 policies and procedures governing appointments to the various boards and commissions as 32 follows: 33 34 1. Any citizen of Orange County is eligible to serve on the appointed boards or 35 commissions of the County where such appointment is not prohibited by State statute. All 36 appointments will be made according to the applicable statute, ordinance, resolution or policy 37 that created the board or commission. Discretion will be used when considering County 3s employees for membership on any of the boards or commissions. 39 40 2. The County Commissioners may recruit through public advertising, membership 4 i committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers 42 bureau and County information line. While the Board of Commissioners may request and/or 43 receive recommendations from county boards and commissions or other sources, the Board of 44 Commissioners will make the final decision based on all factors related to the representative 4 5 needs of the specific boards. 46 4 ~ 3. Appointments for joint planning area and extraterritorial residents as members and • alternate members to city boards shall be done in accordance with the General Statues (G.S. 160A-362) which require a city to give representation to the residents of its extraterritorial \\OCEMAIL\APPS\USERS\USERS\KBARER\APPTMNT\Reaolution -Approved Nov 3 99 New Edits Nov 18 99, doc zoning jurisdiction on its Planning Board and the Board of Adjustment. When a vacancy exists, 2 the municipality will be requested to provide to the Board of County Commissioners a 3 resolution with a recommendation for that vacancy. The Board of County Commissioners may 4 solicit other applications for said vacancy if they so desire. If the Board of County 5 Commissioners does not make the appointment within 90 days after receiving a 6 recommendation from the City Council requesting such action, the City Council may appoint ~ outside members in accordance with G.S. 160A-362. 9 4. Appointments will be made at a regular meeting of the Board of Commissioners. io The regular expiration of terms for positions on boards and commissions will be March, June, ii September and December. When the appointments are presented to the County Commissioners 12 for their consideration, a list of all those who have applied and are eligible for appointment will 13 be included in the agenda. If someone is recommended for appointment, the abstract will 14 indicate that a recommendation has been received, giving the source. The recommendation will 15 be kept on file in the Clerk's office. The attendance records, including late arrivals, for all i 6 members seeking reappointment will be included with the recommendation. i~ is 5. No citizen of Orange County shall serve in more than two appointed positions of 19 Orange County Government unless exempted by the nature of the position he or she may hold 20 in governmental service . This policy shall not apply to individuals who serve on boards or commissions because of their official position. It also does not apply to volunteers serving because of a requirement that a particular type of professional individual be represented if recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 24 citizen service on one short-term task force (making a total of three appointments) if the 25 duration of service is less than one year. A "Task Force" is defined as a group with a specific 2 6 charge and a short duration for its work. This policy shall not apply to any Orange County 27 Commissioner who serves on any board as an appointee or a liaison to a board because 2s he/she is a County Commissioner. 29 30 6. For boards/commissions which are not state mandated, the Board's policy is to 31 limit the length of service to two-three year terms (or any combination of full terms totaling six 32 years)on the various boards and commissions. This time period does not include state 33 mandated training programs or partial terms. This will allow for more individuals to serve and 34 for diversity of opinions. It will also provide for conformity in the length and number of terms 35 for those boards and commissions that are not state mandated with set terms. The Board will 36 limit the length of service according to this policy for boards and commissions that are State 37 mandated, to the extent permitted under state law. This policy may be waived if the Board of 3s Commissioners determines that the removal of an individual made ineligible by this policy 39 would be detrimental to the functioning of that board or commission. 40 41 7. If an appointee, in any calendar year, has absences which constitute more than 25 percent of the regularly scheduled Board meetings which he or she is required to attend, he or she is obligated to resign. The Board of Commissioners may consider extenuating \\OCENAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Resolution -Approved Nov 3 99 New Edits Nov 18 99,doc circumstances. If the individual refuses to resign, he or she may be dismissed by action of the 2 Board of County Commissioners subject to state or local law. A leave of absence may be 3 granted for extraordinary circumstances, such as illness or personal circumstances. This 4 request must be made to the Board of County Commissioners. A calendar year is to be defined s as a 12-month period beginning on the date of appointment. 6 The Clerk to the Board shall request all new appointees to certify that they understand the ~ attendance policy. s 8. The rate of pay, if any, to members for serving on boards and commissions shall 9 be established by the Board of Commissioners in accordance with the General Statutes. to Records for pay purposes shall be submitted by the appropriate department to the finance i i Officer for monthly disbursement. la 13 9. Attendance at a Volunteer Orientation Program will be required of all new 14 appointees to the boards and commissions . This does not include those boards and is commissions, task forces or committees of short duration although if space permits, they will i6 be invited. The purpose of this training is to supplement rather than replace any specific l~ training needed for a person to serve on a particular board or commission. is 19 10. Individuals who go off of a board or commission will receive a commemorative gift of 20 appreciation along with a letter from the Board of Commissioners thanking them for their service. A person must serve at least one year to be recognized in this way. Each board and commission is encourage to recognize its members as it deems appropriate. 24 11. The Board of Commissioners reserves the right, at any time and for any reason, to 25 remove any member of any board or commission when a motion for removal receives the vote 26 of a majority of the entire membership of the Board. 27 as THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All 29 appointments to boards and commissions by the Board of Commissioners shall follow the 3o provisions of this policy. 31 \\OCEMAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Resolution -Approved Nov 3 99 New Edits Nov 18 99. doc 1 APPROVED 2/14/2000 2 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS Regular Meeting November 3, 1999 6 7 8 9 The Orange County Board of Commissioners met in regular session on Wednesday, November 3, 10 1999 at 7:30 p.m. in the F. Gordon Battle Courtroom, Hillsborough, North Carolina. 11 12 COUNTY COMMISSIONERS PRESENT: Chair Alice M. Gordon and Commissioners Margaret W. 13 Brown, Stephen H. Halkiotis, and Barry Jacobs 14 COUNTY COMMISSIONERS ABSENT: Moses Carey, Jr. (out of town) is COUNTY ATTORNEY PRESENT: Geoffrey Gledhill 16 COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Albert 17 Kittrell and Rod Visser, and Clerk to the Board Beverly A. Blythe. All other staff will be recognized 18 appropriately below. 19 20 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE 21 PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL 22 RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 23 24 1. ADDITIONS OR CHANGES TO THE AGENDA 25 Chair Gordon added to item 4b, County Manager's Report a report on the Greene Tract. 2. CITIZEN ~ AUDIENCE COMMENTS a. Matters on the Printed Aaenda 29 Chair Gordon indicated that these matters would be considered as the Board addresses the 3o items on the agenda below. 31 b. Matters not on the Printed Aaenda -NONE 32 33 PUBLIC CHARGE 34 The Chair dispensed with the reading of the Public Charge. 35 36 3. BOARD COMMENTS 37 Commissioner Brown brought to the County Commissioners attention that Habitat for Humanity is 38 working on homes on Rogers Road. She said that there was an opportunity for the Commissioners and 39 the County employees to work on the project on November 20"' 4o Commissioner Jacobs made reference to the NCDOT meeting on November 17'h regarding the 41 widening of I-40, and asked that there be an item on the November 16'h agenda to allow for further 42 discussion. 43 Chair Gordon said that the discussion of the NCDOT meeting could possibly be put on the agenda 44 for November 9"'. 45 Chair Gordon explained that there is a project to widen I-40 that goes from Durham County into 46 Orange County. The project is divided into two sections. The section in Durham County will be done 47 soon. The section in Orange County is not funded yet. The environmental impact statement will be done 48 all at once for both sections. She said that there has been lobbying to try to get DOT to divide this into two projects. She explained that the flyer is to publicize this hearing so that anyone interested could participate. She said that there are a lot of questions about this project. She said that she would like DOT to do the environmental impact statement closer to the time the project would be done in Orange 52 County. 1 e. Personnel Ordinance Revision -Living Waae Increase 2 The Board approved raising the living wage required for County employees from $8 per hour to $8.20 per hour. f. Personnel Ordinance Revision -Multilingual Recruitment and Hiring This item was removed and placed at the end of the consent agenda. 6 g; Amendment to Policv Governing Appointments to Boards and Commissions 7 The Board approved amending the policy governing boards and commissions to allow citizens 8 serving in two appointed positions to also serve on one short-term task force. 9 h. Board of Commissioners Meeting Calendar for Year 2000 1o This item was removed and placed at the end of the consent agenda. 11 i_ Benefits for County Commissioners 12 This item was removed and placed at the end of the consent agenda. 13 L Change in Board of Commissioners Regular Meeting Schedule 14 The Board amended its regular meeting schedule to add a joint meeting with the school 15 boards December 13, 1999, 7:30 p.m. at the Southern Human Services Center in Chapel Hill. 16 VOTE ON CONSENT AGENDA: UNANIMOUS 17 18 ITEMS REMOVED FROM CONSENT AGENDA 19 a. Budget Amendment #4 20 The Board considered budget ordinance amendments and capital and grant project 21 ordinances for fiscal year 1999-2000 included herein by reference. 22 Commissioner Jacobs asked about one of the Chapel Hill/Carrboro School Systems' capital 23 projects, specifically the one regarding athletic facilities. He was unclear as to where this matter was left 24 when it was discussed in the spring. He said that there were concerns about whether this project could 25 be coordinated with the development of the facilities of the Smith Middle School. He asked for some 26 more information. 27~ Bill Mullin said that the Smith Middle School project specifications and plans are out for bid at 28 this time. He said that the project mentioned in budget amendment #4 is not as far along as the Smith 29 Middle School project. He said that the timing of the two projects is not on the same track, so they could 3o not be coordinated. 31 Commissioner Jacobs asked if more efficiency was achieved by combining anything for the 32 two sets of athletic facilities. 13 Bill Mullin said that the two projects were operating on independent tracks. •4 Commissioner Jacobs said that he would like to see what has changed in this project since ~5 the adoption of the budget in June. 6 A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to ~ approve budget amendment #4. g VOTE: UNANIMOUS 9 f. Personnel Ordinance Revision- Multilingual Recruitment and Hiring ~ The Board considered adding a multilingual hiring policy to the Orange County Personnel 1 Ordinance. Commissioner Jacobs made a correction to the Personnel Ordinance Revision. He said that it is repetitious to say, "bilingual language skills." He referred to item 3.12 and said that "language" should ~ be deleted in the last sentence. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to approve the multilingual hiring policy in the Orange County Personnel Ordinance with the above change. VOTE: UNANIMOUS Commissioner Jacobs would like a report from Elaine Holmes on how many applied at the booth at Fiesta del Pueblo. h. Board of Commissioners Meeting Calendar for Year 2000 The Board considered adopting its calendar of meetings for the 2000 calendar year. Commissioner Jacobs suggested postponing this item until Commissioner Carey is in attendance. He has problems with February 15`h and March 1S' ORANGE COUNTY BOARD OF COMMISSIONERS • Action Agenda Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: November 3, 1999 SUBJECT: Amendment to Policy Governing Appointments to Boards and Commissions DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/1~ . No, - ~ ; BUDGET AMENDMENT: (Y/l~ ~1ro ATTACHMENT(S): Appointment and Orientation Process for Boards and Commissions INFORMATION CONTACT: Alice Gordon TELEPHONE NUMBERS: - -ext. Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To consider amending the policy governing appointments to boards and commissions. BACKGROUND: The Board adopted a policy for appointments to boards/commissions in 1992, and amended it in 1994. The question has been raised as to whether task forces are included in this stipulation. A proposed amendment to section five of the policy, which addresses this question, is attached and underlined. 'The amendment would allow citizens serving in two appointed positions to also serve on one short-term task force. A current example is the Master Aging Plan Task Force. FINANCIAL IMPACT: None RECOMMENDATON(S): The Manager recommends that the Boazd approve the amendment to the policy governing appointments to boards and commissions. 2 ~xcerpt from "Appointment and Orientation Process for Boards and Commissions" -Section 5 3. Appointments for extraterritorial members and alternate members to city boairds shall be done in accordance with G.S.160A-362 which requires a city to give representation to the residents of its extraterritorial zoning jurisdiction on its Planning Board and the Board of Adjustment. When a vacancy exists, the municipality will be requested to provide to the Board of County Commissioners a resolution with a recommendation for that vacancy. The Board of County Commissioners may solicit other applications for said vacancy if they so desire. If the Board of County Commissioners does not make the appointment within 90 days after receiving a resolution from the City Council requesting such action, the city Council may appoint outside members in accordance with the General Statutes. 4. Appointments will be made quarterly. The expiration of terms for members presently serving on boards and commissions will be adjusted to the nearest quarter ending date. AMENDMENT EFFECTIVE MARCH 15 1994 When the appointments are presented to the County Commissioners for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will give the source of the recommendation. 5. No citizen of Oran a Coun shall serve in more t 9 ~/ han two appointed pos~ttons of Orange County Government unless exempted by the nature of the position he or she may hold in Governmental Service . This policy shall not apply to individuals who serve on boards or commissions or as appointees to any organization because of their official position or because of a statutory or regulatory requirement that a particular type professional individual serve as an appointee if no other qualified person can be found. This policy shall not apply to citizen. service on one short-term task force (making a total of three aapointmentsl if the duration of service is less than one vear. A "Task Force" is defined as a group with a specific charge and a short duration for its work. This policy shall not apply to any Orange County Commissioner who serves on any board or as an appointee to a board because he/she is a County Commissioner. 6. For boards/commissions which are not state mandated, the Board's policy is to limit the length of service to two-three year terms on the various boards and commissions on which citizens are appointed. This time period does not include required training programs. This will allow for more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and number of terms for those boards and commissions that are not state mandated with set terms. This policy may be waived if the Board of Commissioners determines that the removal of an individual made ineligible by this policy would be detrimental to the functioning of that board or commission. 1 APPROVED 8J23/94 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS AUGUST 8, 1994 REGULAR MEETING The Orange County Board of Commissioners met in regular session on Monday, August 8, 1994 at 7:30 p.m. in the courtroom of the old County Courthouse, Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr., and Commissioners Alice M. Gordon, Verla C. Insko and Don Willhoit. COUNTY COMMISSIONER ABSENT: Commissioner Stephen H. Halkiotis COIINTY ATTORNEY PRESENT: Geoffrey Gledhill STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Albert Kittrell and Clerk to the Board Beverly A. Blythe. Other staff members are identified appropriately below. I. ADDITIONS OR CHANGES TO THE AGENDA a. added to the Consent Agenda as item T "Resolution for Farmland Preservation Bond Application" b. deleted from Consent Agenda, the property tax refund for Mr. James Upchurch c. deleted the June 6 and June 15 minutes and accepted corrections to the May 26 and May 31 minutes d. removed the appointment to the Orange County Board of Adjustment II. AUDIENCE COMMENTS A. MATTERS ON TAE PRINTED AGENDA Chair Carey said that those citizens who want to speak to an item on the printed agenda will be recognized at the appropriate time. B. MATTERS NOT ON THE PRINTED AGENDA Molly Johnson., representing her husband George and friends who live in Gastonia, spoke about some lots they own at Lake Orange. Her concern is that with the passage of the County's watershed requirements, the lots are nonconforming and not large enough to fulfill the setback requirements. She asked that the Board amend the Zoning Ordinance to exempt existing lots of record from the setback requirements. Besty Tilley expressed the same concerns as Ms. Johnson. She had been told that existing lots would not be affected and now finds out that they are. She noted that most of the lots around Lake Orange are now worth nothing. She asked that the Board undo the action they have taken. Chair Carey responded that the regulations were implemented because Orange County is serious about protecting their drinking water. The Board '11 take these comments under consideration. Ellen McLamb, owner of a home care facility located at 202 Crawford expressed a concern about the fire inspection fee of $120 saying it is h for a small home care facility to pay. She also expressed a concern ~nsportation for one of her tenants to participate in the senior i 'vities in Hillsborough. Her tenants are willing to pay for this 3 Friday, August 26, 1994, as WOMEN'S EQUALITY DAY in celebration of women's contributions and their right to economic and political equality, and hereby urges all citizens to exercise their right to vote and continue to work to guarantee full equality for all women. VOTE: UNANIMOUS B. AMENDMENT TO RESOLUTION: ORANGE COUNTY APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS A motion was made by Commissioner Gordon, seconded by Commissioner Insko to approve the amendment to the resolution for the appointment and orientation process for Boards and Commissions as stated below: A_DD TO #2 THE FOLLOWING SENTENCE• While the Board of Commissioners may request and/or receive recommendations from County boards and commissions or some other source, the Board is not obligated to appoint the recommended individual(s) and will make a final decision based on all factors related to the representative needs of the County. VOTE: UNANIMOUS C. RESOLUTION - ORANGE/CHATHAM CRIMINAL JUSTICE PARTNERSHIP PROGRAM A motion was made by Commissioner Willhoit, seconded by Commissioner Insko to adopt a resolution approving a joint grant application and program plan for Orange and Chatham Counties. ORANGE COUNTY BOARD OF COMMISSIONERS CHATHAM COUNTY BOARD OF COMMISSIONERS RESOLUTION FOR THE FORMATION OF A JOINT CRIMINAL JUSTICE PARTNERSHIP PROGRAM FOR ORANGE AND CHATHAM COUNTIES WHEREAS, grant funds are available as a result of the N. C. Criminal Justice Partnership Act for counties to develop community-based correction programs, and WHEREAS, the N.C. Criminal Justice Partnership Program is encouraging the development of multi-county advisory boards in order to take advantage of possible savings in administrative costs, and WHEREAS, the Orange and Chatham County Boards of Commissioners approved the formation of a local work group to determine the feasibility and desirability of the two counties to apply jointly, especially since both counties share the same judicial district and mental health service area, and ~EREAS, the work group, comprised of a commissioner from each count t e y, h 1 O RANG E C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: AUGUST 8, 1994 Action Agenda Item # SUBJECT: AMENDMENT TO RESOLUTION: ORANGE COUNTY APPOINTMENTS AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS DEPARTMENT: COUNTY MANAGER PUBLIC HEARING: Yes X No COMMISSIONERS' OFFICE ATTACHMENT(S): INFORMATION CONTACT: RESOLUTION MANAGER' S OFFICE, EXTENSION 2300 COMMISSIONERS' OFFICE, EXTENSION 2130 TELEPHONE NUMBERS: Hillsborough - 732-8181 Durham - 688-7331 Mebane _ 227-2031 Chapel Hill - 967-9251/968-4501 • PURPOSE: At the June 6 County Commissioners' Meeting, the Manager and Clerk to the Board were asked to review the present process for BOCC Appointments to County Boards and Commissions and to respond with recommendations. BACKGROUND: Upon review of the attached resolution, the Manager and Clerk have concluded that the present process for Board Appointments is comprehensive and does not require any substantial changes. We do recommend the additional phrase (in bold print) to Paragraph 2 which clarifies that though the County Commissioners may receive or even solicit recommendations for appointments, that the BOCC will make a final decision on appointments based on all factors. RECOMMENDATION: The Manager and Clerk to the Board recommend that the Board adopt the amendment to Paragraph 2 of the resolution as described above. • 2~ EFFECTIVE APRIL 6, 1992 ENDED MARCH 15, 1994 RESOLUTION ORANGE COUNTY APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the Governing Body of Orange County, to appoint persons to various boards and commissions to assist in the operation of county government; and WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and dedicated people to serve on these boards and commissions and therefore solicits the interest and input of the citizens of Orange County in making said appointments; and WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures will increase public awareness of the various appointments that are to be made from time to time and increase the public's interest in the solicitation by the Board of Commissioners of information and recommendations from the public that will assist the Board of Commissioners in the appointment of qualified, knowledgeable, and dedicated persons to serve on the various boards and commissions; NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the policies and procedures governing appointments to the various boards and commissions made by the Board of County Commissioners are as follows: 1. An citizen of Oran y ge County is eligible to serve on the appointed boards or commissions of the County where such appointment is not prohibited by state statute. All appointments will be made according to the applicable statute, ordinance, resolution or policy that created the board or commission. Discretion will be used when considering County employees for membership on any of the boards or commissions . 2. The County Commissioners may recruit through public advertising, membership committees on active boards and commissions, talent bank, Volunteer Action Center, In-Touch with Orange County, speakers bureau and information line as well as receive recommendations from any .Commissioner during a regularly scheduled meeting. while the Board of Commissioners may request and/or receive recommendations from county boards and commissions or some other source, the Board is not obligated to appoint the recommended individual(s) and will make a final decision based on all factors related to the representative needs of the County. 3. Appointments for extraterritorial members and alternate members to city boards shall be done in accordance with G.S. 160A-362 which requires a city to give representation to the residents of its extraterritorial zoning jurisdiction on its planning board and the board of adjustment. When a vacancy exists, the municipality will be requested to provide to the Board of County Commissioners a resolution with a recommendation for that vacancy. The Board of 3 PAVE 2 County Commissioners may solicit other a lications for s ' PP aid vacancy if they so desire. If the Board of County Commissioners does not make the appointment within 90 days after receiving a resolution from the City Council requesting such action, the city Council may appoint outside members in accordance with the General Statutes. 4. Appointments will be made quarterly. The expiration of terms for members presently serving on boards and commissions will be adjusted to the nearest quarter ending date. AMENDMENT EFFECTIVE MARCH 15, 1994 When the appointments are presented to the County Commissioners for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will give the source of the recommendation. • 5. No citizen of Orange County shall serve in more than two appointed positions of Orange County Government unless exempted by the nature of the position he or she may hold in Governmental Service. This policy shall not apply to individuals who serve on boards or commissions or as appointees to any organization because of their official position or because of a statutory or regulatory requirement that a particular type professional individual serve as an appointee if no other qualified person can be found. This policy shall not apply to any Orange County Commissioner who serves on any board or as an appointee to a board because he/she is a County Commissioner. 6. For boards/commissions which are not state mandated, the Board's policy is to limit the length of service to two-three year terms on the various boards and commissions on which citizens are appointed. This time period does not include required training programs. This will allow for more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and number of terms for those boards and commissions that are not state mandated with set terms. This policy may be waived if the Board of Commissioners determines that the removal of an individual made ineligible by this policy would be detrimental to the functioning of that board or commission. • 7. If an appointee, in any calendar year, has unexcused absences which constitute more than 25 percent of the Board meetings which he or she is required to attend pursuant to his or her appointment, he or she is obligated to resign. Excused absences are defined as absences caused by events beyond one's control. If the individual refuses to resign, he or she may be dismissed by action of the Board of County Commissioners subject 1 APPROVED 4/494 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING MARCH 15, 1994 The Orange County Board of Commissioners met in Regular Session on Tuesday, March 15, 1994 at 7:30 p.m. in the OWA5A Community Meeting room on Jones Ferry Road in Carrboro, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr., and Commissioners Alice M. Gordon, Stephen H. Halkiotis, Verla C. Insko and Don Willhoit. COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Albert Kittrell and Rod Visser, Economic Development Director Ted Abernathy, Clerk to the Board Beverly A. Blythe, Planning Director Marvin Collins, Housing and Community Development Director Tara Fikes, Personnel Director Elaine Holmes, Budget Director Sally Kost, Budget and Management Analyst Donna Dean, and Purchasing and Central Services Director Pam Jones I. ADDITIONS OR CHANGES TO THE AGENDA Additional information on item VIII-F was faxed to the County Commissioners today and additional information on items VIII-H and IX-A was distributed for consideration when acting on these items. II. AUDIENCE COMMENTS A. MATTERS ON THE PRINTED AGENDA - NONE B. MATTERS NOT ON THE PRINTED AGENDA Chair Carey said that the citizens who have indicated a desire to speak will be recognized at the appropriate time. PUBLIC CIiARGE Chair Carey dispensed with the reading of the public charge. III. BOARD COMMENTS Commissioner Gordon reported on the Triangle Transit Authority's fixed guideway plan. She explained the three alternatives as presented at a meeting she attended. Commissioner Insko stated that one important question for the citizens and the County Commissioners is which area is going to receive the density necessary for a fixed guideway plan to work. Commissioner Willhoit suggested getting a copy of the report and asking the Planning Board to review the findings and make comments. John Link suggested asking Jim Ritchie, TTA General Director, to give a report at an upcoming meeting. In answer to a question from Commissioner Gordon on expanding recycling, John Link stated that the literature is suppose to go out in March with recycling to begin for an addition 4200 households in April. Commissioner Halkiotis reported that a traffic signal is in operation at Miller Road. A traffic signal is still needed for Highway 70 and Mt. Hermon Church Road and at New Hope Church Road. He asked for traffic information at the railroad crossing where a person was killed this past weekend. • C. T'IITIIRE PROCESS - I-40/OLD 86 ECONOMIC DEVELOPMENT DISTRICT The Board decided that a work group would be formed with two Town , of Hillsborough Commissioners, two County Commissioners, two from the Orange County Planning Board, two from the Hillsborough Planning Board and two from the Economic Development Commission. Chair Moses Carey, Jr. .and John Link will bring back to the next meeting a charge, process and timeline for this work group. They will also recommend a procedure for receiving input from the neighbors in this area. The County Commissioners will appoint the Chair of this work group. ~ BENEFITS FOR COIINTY COMMI88IONERB This item was postponed to the next meeting. Ems. PINES KNOLLS COMMIINITY DEVELOPMENT ADOLESCENT AFTER SCHOOL PROGRAM The Pine Knolls Community Center and the YMCA of Chapel Hill have jointly obtained a grant from the Greater Triangle Communities Foundation to operate an after-school program for adolescents at the Pine Knolls Community Center during the school year. They would like to continue this program during the summer and next school year. They are requesting $5,000 from the Board of County Commissioners to fund maintenance for the operation of the after school program for the next two years. A motion was made by Commissioner Halkiotis, seconded by Commissioner Insko to approve an allocation of $600 to the Pine Knolls Community Center to be used for maintenance for the next three months. VOTE: UNANIMOUS Albert Kittrell will help Debbie Horton of the Community Center complete the paperwork necessary to request additional funds as may be needed for the next year for this project. ~.~ 5`~!~ F. FROCEDIIRB FOR APPOINTMENTS TO BOARDS AND COMMISSIONS A motion was made by Commissioner Gordon, seconded by Commissioner Insko to amend the resolution which outlines the process for citizen appointees by the County Commissioners to the various County Boards and Commissions by adding the following paragraph as a subsection to number 4: "When the appointments are presented to the County Commissioners for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will give the source of the recommendation." VOTE: UNANIMOUS Z. REPORTS A. DOMICILIARY HOME COMMDNITY ADVISORY COMMITTEE'S ANNIIAL REPORT Randy Brantley, Chair of the Domiciliary Home Community Advisory Committee introduced the regional ombudsmen who work and train members of the Domiciliary Home Advisory Committee. He summarized the report as included in the agenda abstract. He asked for help in gaining access to documents located in the Department of Social Services. Also, the Committee encourages the Department of Social Services to accept the Elder Abuse Funds allocated for the Triangle J Region early in the fiscal year. The Board received this annual report and commended the Committee for their dedication and hard work. B. COIINTY COMMI88IONERB' IIPDATE - ORANGE COIINTY VISITORS BIIREAII Shelly Green, Director of the Visitors Bureau gave this report to update the Board of Commissioners on the progress of the Chapel Hill/Orange County Visitors Bureau. This Bureau has been operational for approximately ^^ --~`~-~ '"~•^ ~on~-ce ,,,~rtrn+;n.. r,lan ~~~}linac the current nroctram Of work t ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. ~X-F ACTION AGENDA ITEM ABSTRACT Meeting Date: MARCH 15, 1994 i• SUBJECT: APPOINTMENTS TO BOARDS AND COMMISSIONS (PROCEDURE) DEPARTMENT: COUNTY COMMISSIONERS PUBLIC HEARING YES: NO: X --------------------------------- ---------------------------------- ATTACHMENT(S): YES - PRESENT INFORMATION CONTACT: ALICE GORDON APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS TELEPHONE NUMBER - Hillsborough - 732-8181 Chapel Hill - 968-5401 .Durham - 688-7331 Mebane - 227-2031 ----------------------------------------------------------------------- PURPOSE: To amend the resolution which outlines the process for citizen appointees by the County Commissioners to the various County Boards and Commissions. BACKGROUND: Amend the resolution by adding the following paragraph as a subsection to number 4: When the appointments are presented to the County Commissioners for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will give the source of the recommendation. RECOMMENDATION(S): Approve the above amendments to be-added to the Orange County Appointment and Orientation Process for Boards and Commissions. RESOLUTION ORANGE COUNTY APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the Governing Body of Orange County, to appoint persons to various boards and commissions to assist in the operation of county government; and. WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and dedicated people to serve on these boards and commissions and therefore solicits the interest and input of the citizens of Orange County in making said appointments; and WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures will increase public awareness of the various appointments that are to be made from time to time and increase the publics interest in the solicitation by the Board of Commissioners of information and recommendations from the public that will assist the Board of Commissioners in the appointment of qualified, knowledgeable, and dedicated persons to serve on the various boards and commissions; NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the policies and procedures governing appointments to the various boards and commissions made by the Board of County Commissioners are as follows: 1. Any citizen of Orange County is eligible to serve on the appointed boards or commissions of the County where such appointment is not prohibited by state statute. All appointments will be made according to the applicable statute, ordinance, resolution or policy that created the board or commission. Discretion will be used when considering County employees for membership on any of the boards or commissions. i• 2. The County Commissioners may recruit through .public advertising, membership committees on active boards and commissions, talent bank, Volunteer Action Center, In- Touch with Orange County, speakers bureau and information line as well as receive recommendations from any Commissioner during a regularly scheduled meeting. 3. Appointments for extraterritorial members and alternate members to city boards shall be done in accordance with G.S. 160A-362 which requires a .city to give representation to the residents of its extraterritorial zoning jurisdiction on its planning board and the board of adjustment. When a vacancy exists,- the municipality will be requested to provide to the Board of County Commissioners a resolution with a recommendation for that Page 2 vacancy. The Board of County Commissioners may solicit other applications for said vacancy if they so desire. If the Board of County Commissioners does not make the appointment within 90 days after receiving a resolution from the City Council requesting such action, the city Council may appoint outside members in accordance with the General Statutes. 4. Appointments will be made quarterly. The expiration of terms for members presently serving on boards and commissions will be adjusted to the nearest quarter ending date. 5. No citizen of Orange County shall serve in more than two appointed positions of Orange County Government unless exempted by the nature of the position he or she may hold in Governmental Service. This policy shall not apply to individuals who serve on boards or commissions or as appointees to any organization because of their official position or because of a statutory or regulatory requirement that a particular type professional individual serve as an appointee if no other qualified person can be found. This policy shall not apply to any Orange County Commissioner who serves on any board or as an appointee to a board because he/she is a County Commissioner. 6. For boards/commissions which are not state mandated, the Boards policy is to limit the length of service to two- three year terms on the various boards and commissions on which citizens are appointed. This time period does not include required training programs. This will allow for more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and number of terms for those boards and commissions that are not state mandated with set terms. This policy may be waived if the Board of Commissioners determines that the removal of an individual made ineligible by this policy would be detrimental to the functioning of that board or commission. 7. If an appointee, in any calendar. year, has unexcused absences which constitute more than 25 percent of the Board meetings which he or she is required to attend pursuant to his or her appointment, he or she is obligated to resign. Excused absences are defined as absences catused by events beyond ones control. If the individual refuses to resign, he or she may be dismissed • by action of the Board of County Commissioners subject to state or local law. A calendar year is to be defined as a 12-month period beginning on the date of appointment. Page 3 If a board or commission has in their bylaws a policy which is more stringent than this policy, it may stand. For those boards and commissions without an attendance policy, this policy will prevail. The Clerk to the Board shall request all new appointees to certify that he/she understands the attendance policy. 8. The rate of pay, if any, to members for serving on boards and commissions shall be established by the Board of Commissioners in accordance with the General Statutes. Records for pay purgoses shall be submitted by the appropriate department to the finance Officer for monthly disbursement. 9. Orientation training will be offered to all new appointees to the Boards and Commissions which are ongoing. This does not include those boards and commissions, task forces or committees of short duration. The orientation will be offered twice a year in September and. March. Other training will be offered during the year. The purpose of this training is to supplement rather than replace any specific training needed for a person to serve on a particular board or commission. • 10. Individuals who go off of a board or commission will be recognized at the annual Volunteer Recognition dinner. A person must serve at least one year to be recognized in this way. County Commissioners will continue to send letters of appreciation to board and commission members. Each board and commission may recognize its members as it deems appropriate. 11. The Board of Commissioners reserves the right, at any time and for any reason, to remove any member of any board or commission when a motion for removal receives the vote of a majority of the entire membership of the Board. This policy shall become effective April 6, 1992. All subsequent appointments to boards and ..commissions by the Board of Commissioners shall be carried out under the provisions of this policy. • ,, • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: April 6, 1992 NIIMBER: A:0490 EFFECTIVE DATE: April 6, 1992 REVISIONS: March 15, 1994 POLICY: APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS 1. Any citizen of Orange County is eligible to serve on the appointed boards or commissions of the County where such appointment is not prohibited by state statute. All appointments will be made according to the applicable statute, ordinance, resolution or policy that created the board or commission. Discretion will be used when considering County employees for membership on any of the boards or commissions. 2. The County commissioners may recruit through public advertising, membership committees on active boards and commissions, talent bank, Volunteer Action Center, In- Touch with Orange County, speakers bureau and information line as well as receive recommendations from any Commissioner during a regularly scheduled meeting.. 3. Appointments for extraterritorial members and alternate members to city boards shall be done in accordance with G.S. 160A-362 which requires a city to give representation to the residents of its extraterritorial zoning jurisdiction on its planning board and the board of adjustment. When a vacancy exists, the municipality will be requested to provide to the Board of County Commissioners a resolution with a recommendation for that vacancy. The Board of County Commissioners may solicit other applications for said vacancy if they so desire. If the Board of County Commissioners does not make the appointment within 90 days after receiving a resolution from the City Council requesting such action, the City Council may appoint outside members in accordance with-the General Statutes. 4. Appointments will be made quarterly. The expiration of terms for members presently serving on boards and commissions will be adjusted to the nearest quarter ending date. THE FOLLOWING PARAGRAPH WAS ADDED BY AMENDMENT ON MARCH 15, 1994 • When the appointments are presented to the County Commissioners for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. 1 ,~ If someone is recommended for appointment, the abstract will give the source of the recommendation. . 5. No citizen of Orange County shall serve in more than two appointed positions of Orange County Government unless exempted by the nature of the position he or she may hold in Governmental Service. This policy shall not apply to individuals who serve on boards or commissions or as appointees to any organization because of their official position or because of a statutory or regulatory requirement that a particular type professional individual serve as an appointee if no other qualified person can be found. This policy-shall not apply to any Orange County Commissioner who serves on any board or as an appointee to be board because he/she is a County Commissioner. 6. For boards/commissions which are not state mandated, the Board's policy is to limit the length of service to two three-year terms on the various boards and commissions on which citizens are appointed. This time period does not include required training programs. This will allow for -more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and number of terms for those boards and commissions that are not state mandated with set terms. This policy may be waived if the Board of Commissioners determines that the removal of an individual made ineligible by this policy would be detrimental to the functioning of that board or commission. . 7. If an appointee, in any calendar year, has unexcused absences which constitute more than 25 percent of the Board meetings which he or she is required to attend pursuant to his or her appointment, he or she is obligated to resign. Excused absences are defined as absences caused by events beyond one's control. If the individual refuses to resign, he or she may be dismissed by .action of the Board of County Commissioners subject to state or local law. A calendar year is to be defined as a 12-month period beginning on the date of appointment. If a board or commission has in their bylaws a policy which is more stringent than this policy, it may stand. For those boards and commissions without an attendance policy, this policy will prevail. The Clerk to the Board shall request all new appointees to certify that he/she understands the attendance policy. 8. The rate of pay, if any, to members for serving or boards and commissions shall be established by the Board of Commissioners in accordance with the General Statutes. Records for. pay purposes shall be submitted by the appropriate department to the Finance Officer for monthly disbursement. 9. Orientation training will be offered to all new appointees to 2 the boards and commissions which are ongoing. This does not include those boards and commissions, task forces or committees of short duration. The orientation will be offered twice a year in September and March. Other training will be offered during the year. The purpose of this training is to supplement rather than replace any specific training needed for a person to serve on a particular. board or commission. 10. Individuals who go off of a board or commission will be recognized at the annual Volunteer Recognition dinner. A person must serve at least one year to be recognized in this way.. County Commissioners will continue to send letters of appreciation to board and commission members. Each board and commission may recognize its members as it deems appropriate. 11. The Board of Commissioners reserves the right, at any time and for any reason, to remove any member of any board or commission when a motion for removal receives the vote of a majority of the entire membership of .the Board. This policy shall become effective April 6, 1992. All subsequent appointments,to boards and commissions by the Board of Commissioners shall be carried out under the provisions of the policy. • • 3 1 APPROVED 5-4-92 3 MINUTES 4 ORANGE COUNTY BOARD OF COMMISSIONERS 5 REGULAR MEETING 6 APRIL 6, 1992 7 8 The Orange County Board of Commissioners met in Regular Session on 9 Monday, April 6, 1992 at 5:30 p.m. in the Courtroom of the Old County 10 Courthouse, Hillsborough, North Carolina. it 12 COUNTY COMMISSIONERS PRESENT: Chairman Moses Carey, Jr., and 13 Commissioners Alice M. Gordon, Stephen H. Halkiotis, Verla C. Insko (arrived 14 at 6:10) and Don Willhoit. 15 ATTORNEY PRESENT: Geoffrey Gledhill 16 STAFF PRESENT: County Manager John M. Link, Jr., Assistant County 17 Managers Albert Kittrell and Rod Visser, Economic Development Director Ted 18 Abernathy, Myra Austin, Clerk to the Board Beverly A. Blythe, Human Resources 19 Analyst II Eleanor Green, Budget and Management Analyst Donna Hamlet, 20 Personnel Director Elaine Holmes, Planner Eddie Kirk, Budget Director Sally 21 Kost, Public Works Director Wilbert McAdoo and Planner Mary Scearbo. 22 23 NOTE: All items referred to in these minutes are in the permanent agenda file 24 in the Clerk's office. 25 Chair Carey welcomed the high school students to the meeting. These students from both high schools will be participating in the official for a day program planned for April 14. 29 30 I. ADDITIONS OR CHANGES TO THE AGENDA 31 Chair Carey added to the agenda a report on the Hyconeechee Regional 32 33 34 35 36 37 38 39 40 41 42 43 44 Library. 11. AUDIENCE COMMENTS A. MATTERS ON THE PRINTED AGENDA Chair Carey announced that anyone wanting to speak to an item on the printed agenda will be recognized at the appropriate time. B. MATTERS NOT ON THE PRINTED AGENDA - NONE BOARD COMMENTS Commissioner Halkiotis referred to an article the confiscation of guns and knives from students at 45 Sheriff report on what he projects the crime to be in 46 can do to help the situation. in the newspaper about UNC. He asked that the the future and what we 47 48 PUBLIC CHARGE 49 Chair Carey dispensed with-the reading of the Public Charge. 50 5 2 III. ITEMS FOR DECISION - CONSENT.AGENDA 2 Motion was made by Commissioner Gordon, seconded by Commissioner 3 Halkiotis to approve all those items on the Consent Agenda as stated below 4 except item "C". A. ORDINANCE AMENDING A FRANCHISE TO CABLEVISION OF DURHAM INC. TO CONSTRUCT AND MAINTAIN A CABLE TELEVISION SYSTEM WITHIN THE UNINCORPORATED AREAS OF ORANGE COUNTY, NORTH CAROLINA The Board approved the second reading of AN ORDINANCE AMENDING A FRANCHISE TO CABLEVISION OF DURHAM TO CONSTRUCT AND MAINTAIN A CABLE TELEVISION SYSTEM WITHIN THE UNINCORPORATED AREAS OF ORDANGE COUNTY, NORTH CAROLINA. The amendment stipulates that Cablevision of Durham, Inc. will actively market a multichannel satellite system "Primestar" in an area excluded from the franchise area by the ordinance amendment. This ordinance amending a franchise to Cablevision of Durham is in the Ordinance Book in the Clerk's office. ! r / R p ~J /~ B. APPOINTMENT AND/ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS The Board approved a resolution which sets forth the procedure for making. appointments to the various boards and commissions on which the Board makes appointments and a process for an orientation .program for all new appointees. This resolution is attached to these minutes on pages and is in the Board of Commissioners' policy and procedure manual as #~. ~9a C. SPOON LAKE - PRELIMINARY PLAN - Moved- to VIII-C for separate consideration. D. FOX HILL FARM PHASE ONE SECTION B - PRELIMINARY PLAN The Board approved the Preliminary Plan for Fox Hill Farm Phase One, Section B subject to the conditions contained in the Resolution of approval attached to these minutes on pages This property is located along the Eno and Hillsborough Township line on the south side of Miller road (SR 1555). Most of the tract is in Hillsborough Township and zoned Agricultural Residential. The total acreage of the subdivision is approximately 47.73 acres. Eighteen (18} new residential lots are proposed. The average lot size is 2.49 acres. All lots will be served by individual wells and individual septic tanks. E. Z-1-92 LAWTON CABINET COMPANY - ZONING ATLAS AMENDMENT - The, Board approved a Zoning Atlas amendment in Bingham Township which corrects an error with regard to the location of the Existing Commercial-5 zoning lot and the actual location of the cabinet shop. The existing shop is on the south side of Old Greensboro Road between Ferguson Road and Ivey Road. In 1981, the EC-5 lot was drawn incorrectly on the Zoning Atlas. The cabinet shop is located on the central and eastern portions of a 4-acre tract. This lot will be shifted by approximately 245 feet to the east to include the existing cabinet shop, office, driveway and parking. VOTE ON THE CONSENT AGENDA: UNANIMOUS ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: APRIL 6, 1992 SUBJECT: APPOINTMENT AND ORIENTATION PROCESS Action Agenda Item No. --------------------------------- ---------------------------------- DEPARTMENT: BOARD OF COMMISSIONERS PUBLIC HEARING YES: NO: X --------------------------------- ---------------------------------- ATTACHMENT(S): YES - REVISED INFORMATION CONTACT: BEVERLY BLYTHE RESOLUTION TELEPHONE NUMBER - Hillsborough - 732-8181 Chapel Hill - 968-5401 Durham - 688-7331 Mebane - 227-2031 PURPOSE: TO APPROVE A RESOLUTION FOR AN APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS. BACKGROUND: THE BOARD OF COMMISSIONERS CONSIDERED THIS RESOLUTION AND THE ELEVEN PROCEDURES CONTAINED IN THE RESOLUTION AT THEIR MEETING HELD ON MARCH 24, 1992. BOARD MEMBERS MADE SOME AMENDMENTS WHIC HAVE BEEN INCORPORATED INTO THE RESOLUTION. THEY REQUESTED THAT IT BE PLACED ON THE CONSENT AGENDA FOR THE APRIL 6, 1992 MEETING FOR FINAL APPROVAL. RECOMMENDATION(S): APPROVE THE RESOLUTION FOR THE APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS. H • . ri - "~ RESOLUTION • ORANGE COUNTY APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the Governing Body of Orange County, to appoint persons to various boards and commissions to assist in the operation of. county government; and WHEREAS, the. Board of Commissioners wants to appoint qualified, knowledgeable, and dedicated people to .serve on these boards and commissions and therefore solicits the interest and input of the citizens of Orange County in making said appointments; and WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures will increase public awareness of the various appointments that are to be made from time to time and increase the publics .interest in the solicitation by the Board of Commissioners of information and recommendations from the public that will assist the Board of Commissioners in the appointment of qualified, knowledgeable, and dedicated persons to serve on the various boards and commissions; NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the policies and procedures governing appointments to the various boards and commissions made by the Board of County Commissioners are as follows: 1. Any citizen of Orange County is eligible to serve on the appointed boards or commissions of the County where such appointment is not prohibited by state statute. All appointments will be made according to the applicable statute, ordinance, resolution or policy that created the board or commission. Discretion will be used when . considering County employees for membership on any of the boards or commissions. 2. The County Commissioners may recruit through such methods as public advertising, membership committees on active boards and commissions, talent bank,. Volunteer Action ,Center, In-Touch with Orange County, speakers bureau. and information line as well as receive recommendations from .any Commissioner. 3. Appointments for extraterritorial members and alternate members to municipal boards shall be done in accordance with G.S. 160A-362 which requires a municipality to give representation to the residents of its extraterritorial zoning jurisdiction on its planning board and the board of adjustment. When a vacancy exists, the municipality will be requested to provide to the Board of County Commissioners a resolution declaring a vacancy. At its .. own discretion the municipality may provide a recommendation for that vacancy. The Board of County Commissioners may solicit other applications for said vacancy if they so desire. If the Board of County Commissioners does not make the. appointment within 90 days after receiving a resolution from the .City Council requesting such. action, the municipality may appoint outside members in accordance with the General Statutes. 4. Appointments will be made quarterly. The expiration of terms for members presently serving on boards and commissions will be adjusted to the nearest quarter ending date. This policy may be waived if necessary for appointments. to city boards in order to comply with the time requirements outlined in paragraph three. 5. No citizen of Orange County shall serve in more than two appointed positions of Orange County Government unless exempted by the nature of the position he or she may hold in Orange County Government. This policy shall .not apply to individuals who serve on boards or commissions or as appointees to any organization because of their official position or because of a statutory or regulatory requirement that a particular type professional individual serve as an appointee if no other qualified person can be found. This policy shall not apply to any . Orange County Commissioner who serves on any board or as an appointee to a board because he/she ds a County Commissioner. 6. For boards/commissions which are not state mandated, the Board's policy is to limit the length of service to two consecutive three-year terms on the various boards and commissions on which citizens are appointed. This time period does not include required training programs nor serving the unexpired term of others. No member .may serve more than two consecutive three-year terms without a one year break in service. This will allow for more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and number of terms for those boards and commissions that are not ,state mandated with set terms. This policy may be waived if the Board of Commissioners determines that the removal of an individual made ineligible by this policy would be detrimental to the functioning of that board or commission. 7. If an appointee,. in any calendar year, has unexcused absences which constitute more than 25 percent. of the regular Board meetings which he or she is required to attend pursuant to his or her appointment, he or she is • obligated to resign. Excused absences are defined as absences caused by events beyond one's control. If the • ~ 4. F,. ~ .. individual. refuses to resign, he or she may be dismissed . by action of the Board of County Commissioners subject to state or local law. A calendar year is to be defined as a 12-month period beginning on the date of appointment. If a board or commission has in their bylaws a policy which is more stringent than this policy, it may stand. For those boards and commissions without an attendance policy, this policy will prevail. The Clerk to the Board shall request all new appointees to certify that he/she understands the attendance policy. This policy may be waived if the Board of Commissioners determines that the removal of an individual made ineligible by this policy would be detrimental to the functioning of that board or commission. 8. The rate of pay, if any, to members for serving on boards and commissions shall be established by the Board of Commissioners in accordance with the General Statutes. Records for pay purposes shall be submitted by the appropriate department to the finance Officer for monthly disbursement. 9. Orientation training will be offered to all new appointees to the Boards and Commissions which are ongoing. This does not include those boards and commissions, task forces or committees of short duration. The orientation will be offered twice a year in January and July. Other training will be offered during the year. The purpose of this training is to supplement rather than replace any specific training needed for a person to serve on a particular board or commission. 10. Individuals who go off of a board or commission will be recognized at the annual Volunteer Recognition dinner. A person must serve at least one year to be recognized in .this way. County Commissioners will continue to send ~~ letters of appreciation to board and commission members. Each board and commission may recognize its members as it deems appropriate. 11. The Board of Commissioners reserves the right, at any time and for any reason, to remove any member of any board or commission when a motion for removal receives the vote of a majority of the entire membership of the Board. This policy shall become effective upon enactment. All subsequent appointments to boards. and commissions by the Board of Commissioners shall be carried out under the provisions of this policy. • • • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: August 15, 1989 EFFECTIVE DATE: August 15, 1989 POLICY• NUMBER• A:0410 REVISIONS: See 490 MAXIMUM TERMS AND LENGTH OF TERMS ON BOARDSfCOMMISSION For Boards which are not state mandated, the Board has endorsed a policy to limit the length of service to two three year terms on the various boards and commissions on which citizens are appointed. This time period will not include required training programs. This will allow for more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and number of terms for those boards and commissions that are not state mandated with set terms. C] .! PAGE 1 APPROVED 10/2/89 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING AUGUST 15, 1989 The Orange County Board of Commissioners met in regular session on August 15, 1989 in the Courtroom of the old Post Office in Chapel Hill, North Carolina. $Qg~ ~ PRESENT: Chairman Hoses Carey, Jr., and Commissioners Stephen Halkiotis, John Hartwell, Shirley E. Marshall and Don Willhoit. ~;TORNEY PRESENT: Geoffrey Gledhill ~~ PRESENTS County Manager John M. Link, 3r., Assistant County Manager Albert Kittrell, Deputy Clerk to the Board Rathy Baker, Clerk to the Board Beverly Blythe, Planning Director Marvfn Collins, Housing snd Cauommxnity Development Director Tara Fikes, Animal Control Director Elma Johnaon, Economic Development Director Sylvia Price, Health Director Dan Reimer, Land Records Manager Roscoe Reeve and EMS Director Nick Waters. A. $QARD ~ MANAGERS COH[iSNTS Chairman Moses Carey announced that a Special Meeting has bean scheduled for August 21, at 7:00 p.m, in District Courtroom with the Town of Hillsborough for the purpose of discussing the reservoir issue. Another meeting will be held on August 31, 1989 at 6:00 at the Colonial Ina with the Rural Character Study Consultant, the Rural Character Committee and the Planning Board. Item D - Resolutions and Proclamations vas moved up on the agenda to be considered after the Public Charge and items G1 and G2 will be considered immediately following the public hearing on McLsnnan's Farm. B. BLIC COMMENTS 1. Matters on the Printed Agenda Those citizens who have signed up to speak will be recognized at th® appropriate time when their item is discussed. 2. Matters not on the Printed Agenda None C. MINUTES Motion was made by Commissioner Marshall, seconded by Commissioner Halkiotis to approve the minutes for the June 14, 1989 budget public hearing as circulated. VOTE: UNANIMOUS. The minutes for the June 28th meeting will be considered at the next meeting. PUBLIC CHARGE Chairman Moses Carey xead the Public Charge. PU. B~,IC SEARING ~ PD-1-89 MCLENNAN'S F/,~$~ ~p DEVELOPMENT The presentation for this item was made by Planning Director Mervin Collins. .. PAGE 11 • short/odd hour Children's Learning Centex route effective July 1, 1989 through June 30, 1990. $,~, AUTHO~jZING Sj~BMISSTON ~ STATE AP1, ICATION ~ IN-HOME SgB.V~~ES ~ ~,B,EGIVER SUPPORT ~ ~ ~e RL To authorize the submission of an application for state funds available under Senate bill 1559 from the Triangle J Council of Governments, effective October 1, 1989 through Jura 30, 1990. There is no matching fund requirement, ,Qa _PfIARts,~ Pig 3.3 IONAL SERVICES CONTRACT ' To approve sad authorize the Chair to sign the contract which provides the legally required pharmacy consultation services, enabling the health department to dispense family planning medications and other pharmaceuticals, 7 t~ STATERS ~$ AIDS IN ,~ EDUCATION Approve and authorize the Chair to sign the two agreements for continuation of two state grant-funded gro~ects in AIDS Control: one for anonymous counseling testing and screening and the other for minority education. CONTRIBUTION ~ $ HOOpSR ~ To approve a contribution of $100.00 for the repair of the Hooper Penn monument which is located in the Guilford National Park. //5I ~y~,,, ~ ~fBMS ~ Q~ 9fj $OARDS/COMMISSIONS // To approve a policy litaiting the nuwbar of terms and length of each term for all boards and commissions that don't have state or ordinance mandated term limits to toto three year terms not including partial terms or required training progrars. VOTE: UNANIMOUS • G. ,~EHS ~ DBCISION--~B AGENDA ~,. P Mc77~1NAN' S PLANNED This item aas considered after the Public Hearing on McLennan's Farm. ~,,, i DEVELOP STANDARDS (The proposed amendments are listed in the agenda abstract which is in the permanent agenda file in the Clerk's Office). The notice of public hearing was discussed and the Comaissioners agreed to xaka several changes as suggested by Commissioner Hartwell and Marvin Collins. Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiatis, to approve setting a public hearing for September 5 at 7:30 p.m, in the auditorium at Orange High School in Hillsborough for the purpose of considering proposed amendments to the Zoning Ordinance and Subdivision Regulations which would provide procedures for the establishment of general and specific interim development standards in all designated water supply watersheds to include the Upper Eno, Seven Hile Creek, and Haw River Basin. VOTE: UNANIMOUS. ,~„_ CARRBORO ~ S' 1~RKET ~~,OP1t~ATION Motion was made by Commissioner Hartwell, seconded by Commissioner Marshall to approv® releasing $15,000 that was budgeted for the Farmer's Market. VOTE: UNANIMOUS. ~ ~~PROVAL ~ ~ ~ BOUNDARY ~ ETtiF,~ Q~j~f ~ HC ATHAK 1~l J • • ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Items No. F-J~. ACTION AG$NDA ITEM ABSTRACT Meeting Date: AUGUST iS, 1989 SUBJECT: MAXIMUM `TERMS AND L~iGTB OF TL*RI~tB ON BOARDS/CO1~II$SIONS ------------------------------- D$PARTMENT: BOARD OF COMltI88IONERS PUBLIC HEARING YES: NO: X ATTACFIIKENT(S~: NONE INFORMATION CONTACT: BEVERLY BLYTHE TELEPSONE NUMBER- HilleBorough - 732-8181 Chapel Hill - 968-4501 ~Lebetaa - 227-2031 Durham - 688-?331 ~..-~ ~-------~--~ -----------ter---r ~ -~~ ~.--------------r.-~---------~ ~ r~-- SE: TO CONSIDER A POLICY ESTABLISHING THE LENGTH OF T~[S FOR CITI APPOINTED TO HOARDS AND COMMISSIONS. ~CKGROUND,y FOR BOARDS WHICH AR8 NOT STATE MANDATED, THE 80ARD HAS EXPR$83ED THE DESIRE TO LIMIT TSB LENGTH OF SERVICE TO TWO THREE YEAR TERMS ON THE VARIOUS BOARDS AND COMMISSIONS ON WHICB CITYZENS ARE APPOINTED. THIS TIME PffitYOD WILL NOT INCLUDE REQUIRED TRAILING PROGRAMS. THIS WILL ALLOW FOR MORE INDIVIDUALS TO SERV$ AND FOR DIVERSITY OF OPINIONS. IT WILL ALSO PROVIDE FOR WNFORMITY IN TH8 LENGTH ,AND NiJMHER OF TERMS FOR THOSE HOARDS AND COMMISSIONS THAT ARE NOT STATE MANDATED WITH SET TERMS. BEGO~II~DATION(S): APPROVE A POLICY LIMITING THE NUMBER OF TERMS AND LENGTH OF EAC$ TERM FOR ALL BOARDS AND COMIrIISSIONS THAT DONUT GAVE STATE OR ORDINANCE MANDATED TERI~t LIMITS TO TWO THREE YEAR TERMS NOT INCLUDING PARTIAL TERlriB OR R$QUIRSD TRAINING PROGRAMS. THIS POLICY WILL 8E INCORPORATED IN THE POLICY MANUAL. • t POLICY FOR INSERTION INTO THE POLICY MANUAL . A, MEETING DATE: Mav 15, 1984 NUMBER. A.0050t.,h ~ ~! ~v EFFECTIVE DATE: Mav 15, 1984 REVISIONS: See 490 ,,~~ ~ ~~ POLICY: RESUMES All resumes received for consideration of appointment to the various Board and Commissions shall remain in an active status for one year and then be notified accordingly. All appointments will be listed on each agenda - the first time for information and the second t~ne for consideration with resumes attached. • • ~' • ~ , . t4INOTES - i 'ORANGE COUNTY BOARD OF COMMISSIONERS .. , MAY 15, 1984 • The Orange~County Board of Commissioners met in regular session on Tuesday, May. 15, 198e! in the courtroom of the Old Post Office Building. Chapel Hill, Noxth Carolina. ~ ' Commissioners Present: ,Don Willhoit, Chair, and Commi~ssioners_Shirley Marshall, Ben Lloyd, Norman Walker and Richard Whitted. ~ I• A. B C~I~MENT3 Chair Willhoit added two t2) items to the agenda: ~ .. ~ i (1) Voting Delegate for the NACO Conferences t2) .Proclamation for Soil Stewardship Week.~~ Willhoit announced the cancellation of the May 16, 3984,.8:30 meeting i on the Classification and Pay Plan until further information~is.provided. Commissioner Marshall noted some concerns with the Classification and i Pay Plan report as outlined in a memo she distributed and as.contained in the ~- agenda file. The pay plan is based upon a class ificat'ion study that has not .. yet been made available. - Kenneth R. Thompson, County Manager, noted that the report covers all positions in the County and some positions are consolidated under new titles. Commissioner Whitted suggested scheduling a meeting when all information i was available. B. 1. Matter en thp_ print ~_~aenda - I None 2. ~at~~ers Not on the Printed] 8g naa None • C. ~PPOIN'tMEN~ l Postpone8 ur~.1l the regular meeting in Hillsborough on June 4, 1984. ~i ; ~-i~- ~~ 2 Chair Willhoit noted that the Orange County Democratic party requested that the Board-adopt a policy on the length of time a resume would be kept one file. Willhoit made the recommendation to keep all resumes in an active) status for one .year and then notify accordingly. All appointanents will be. i listed on each agenda - the first time for information and the second time; for consideration with resumes attached. D. REPORTS ~~ ~ i 1. Utility Company~ABggain (Gatos Ratio study) .(see file ~ s in . .' the Clerk's ..files .for a copy of this study) j Kermit Lloyd, Tax Supervisor reported .his findings and gave Nisi recommendation, on the Utility Company appeals. Upon examination of .the ;_ Assessment-Sales Ratio Study from the Assessment Analysis Associates, Inc.,i, there are indications that the entire study is in question ~in accordance withi 27 arms length sales being discarded due to the criteria established by the AAA report as stipulated on pages 25 and 26. When these sales are removed) from the sales ratio study a mean ratio of 85.10 is established which is in~ the required parameters. Also upon investigation of the non arms length sales, 12 were found that did not meet the criteria for non arms length sales ~ and were included back into the sales ratio taunt which gives a sales ratio j of 85.48, which is more than the sales ratio of 85 required by law. G.S. 105.342 stater that the level of assessment is measured against all locally ': appraised property= therefore, personal property should be factored into the level of assessment. By factoring the personal property into the level of assessment without taking out any of the sales but using their 83.423 levels ~ of assessment, an 85.52 is obtained which again is above the 85 ratia~-~ required. Lloyd's sales ratio study includes all sales that took place in j 1983 giving an overall assessment ratio of 85.74. YJhen factoring the personal property into that figure the overall asessment ratio for all locally assessed property is 89.7 which is well below the 85$ required by the Machinery Act• 105-342. Based on the present information Lloyd recommends that the requests i • • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: April 6, 1992 NUMBER: A:0490 EFFECTIVE DATE: April 6, 1992 REVISIONS: March 15, 1994 August 8, 1994 POLICY: APPOINTMENT AND ORIENTATION PROCESS FOR BOARDS AND COMMISSIONS 1. Any citizen of Orange County is eligible to serve on the appointed boards or commissions of the County where such appointment is not prohibited by state statute. All appointments will be made according to the applicable statute, ordinance, resolution or policy that created the board or commission. Discretion will be used when considering County employees for membership on any of the boards or commissions. 2. The County commissioners may recruit through public advertising, membership committees on active boards and commissions, talent bank, Volunteer Action Center, In- Touch with Orange County, speakers bureau and information line as well as receive recommendations from any Commissioner during a regularly scheduled meeting. (The following sentence was added by amendment on 8/8/94.) While the Board of Commissioners may request and/or receive re- commendations from county boards and commissions or some other source, the Board is not obligated to appoint the recommended individual(s) and will make a final decision based on all factors related to the representative needs of the County. 3. Appointments for extraterritorial members and alternate members to city boards shall be done in accordance with G.S.~160A-362 which requires a city to give representation to the residents of its extraterritorial zoning jurisdiction on its planning board and the board of adjustment. When a vacancy exists, the municipality will be requested to provide to the Board of County Commissioners a resolution with a recommendation for that vacancy. The Board of County Commissioners may solicit other applications for said vacancy if they so desire. If the Board of County Commissioners does not make the appointment within 90 days after receiving a resolution from the City Council requesting such action, the City Council may appoint outside members in. accordance with the General Statutes. 4. Appointments will be made quarterly. The expiration of terms for members presently serving on boards and commissions will be adjusted to the nearest quarter ending date. 1 THE FOLLOWING PARAGRAPH WAS ADDED BY AMENDMENT ON MARCH 15, 1994 When the appointments are presented to the County Commissioners • for their consideration, a list of all those who have applied and are eligible for appointment will be included in the agenda. If someone is recommended for appointment, the abstract will give the source of the recommendation. 5. No citizen of Orange County shall serve in more than two appointed positions of Orange County Government unless exempted by the nature of the position he or she may hold in Governmental Service. This policy shall not apply to individuals who serve on boards or commissions or as appointees to any organization because of their official position or because of a statutory or regulatory requirement that a particular type professional individual serve as an appointee if no other qualified person can be found. This policy shall not apply to any Orange County Commissioner who serves on any board or as an appointee to be board because he/she is a County Commissioner. 6. For boards/commissions which are not state mandated, the Board's policy is to limit the length of service to two three-year terms on the various boards and commissions on which citizens are appointed. This time period does not include required training programs. This will allow for more individuals to serve and for diversity of opinions. It will also provide for conformity in the length and • number of terms for those boards and commissions that are not state mandated with set terms. This policy may be waived if the Board of Commissioners determines that the removal of an individual made ineligible by this policy would be detrimental to the functioning of that board or commission. 7. If an appointee, in any calendar year, has unexcused absences which constitute more than 25 percent of the Board meetings which he or she is required to attend pursuant to his or her appointment, he or she is obligated to resign. Excused absences are defined as absences caused by events beyond one's control. If the individual refuses to resign, he or she may be dismissed by action of the Board of County Commissioners subject to state or local law. A calendar year is to be defined as a 12-month period beginning on the date of appointment. If a board or commission has in their bylaws a policy which is more stringent than this policy, it may stand. For those boards and commissions without an attendance policy, this policy will prevail. The Clerk to the Board shall request all new appointees to certify that he/she understands the attendance policy. 8. The rate of pay, if any, to members for serving or boards and commissions shall be established by the Board of • 2 Commissioners in accordance with the General Statutes. Records for pay purposes shall be submitted by the appropriate department to the Finance Officer for monthly disbursement. 9. Orientation training will be offered to all new appointees to the boards and commissions which are ongoing. This does not include those boards and commissions, task forces or committees of short duration. The orientation will be offered twice a year in September and March. Other training will be offered during the year. The purpose of this training is to supplement rather than replace any specific training needed for a person to serve on a particular board or commission. 10. Individuals who go off of a board or commission will be recognized at the annual Volunteer Recognition dinner. A person must serve at least one year to be recognized in this way. County Commissioners will continue to send letters of appreciation to board and commission members. Each board and commission may recognize its members as it deems appropriate. 11. The Board of Commissioners reserves the right, at any time and for any reason, to remove any member of any board or commission when a motion for removal receives the vote of a majority of the entire membership of the Board. This policy shall become effective April 6, 1992. All subsequent appointments to boards and commissions by the Board of • Commissioners shall be carried out under the provisions of the policy. •