HomeMy WebLinkAboutAgenda - 01-27-2009 - 5 ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 27, 2009
Action Agend
Item No.
SUBJECT: County Commissioners: Process for Choosing Boards and Commissions Assignments
DEPARTMENT: Board of Commissioners PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): Under Separate Cover INFORMATION CONTACT:
DRAFT Master Boards and Commissions Listing Clerk's Office, 245-2130
Attachment A- Current Policy Governing the
Selection Process of BOCC
Boards/Commissions Assignments with
suggested modifications
Attachment B- Suggested Process by
Commissioner Nelson
Volunteer Resolution
PURPOSE: To consider the process by which the BOCC selects boards/commissions on
which the BOCC wishes to serve.
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 or commissions or their desire to make changes.
Attachment A -the process that the Board has used in the past is listed in Attachment A—with
modifications added by staff with the election expansion of the Board to seven members.
Attachment B- Commissioner Mike Nelson has suggested in the past that the Board use a
process similar to the one used by the Town of Carrboro in selecting their boards and
commission on which members would like to serve and this entails a listing of all of the standing
boards/commissions distributed in advance of the meeting whereby Commissioners would
indicate, by preference, which boards they may or may not be interested in; then they would
submit that information back to the Clerk's office who would compile the information for the
Commissioners for their discussion and selection meeting. (This would help indicate in
advance which boards/commissions that a Commissioner may have an interest in).
FINANCIAL IMPACT: None.
RECOMMENDATION(S): Consider discussing a policy governing the selection for boards and
commissions assignments.
2
Policy Governing the Selection Process of BOCC
Boards/Commissions Assignments (Suggested 2009
version)
• Each BOCC member (veteran) shall chose two boards that they currently
serve on that cannot be taken away by the other BOCC members.
• Least senior members of the Board will choose two (2) boards on which to
serve ( suggestion is to do this alphabetically— by last name)
• The round robin process of choosing boards/commissions shall begin, with
the least senior BOCC members (alphabetically) choosing one board, and
following with other board members, from least to senior member of the
BOCC, choosing one board at a time
• Round Robin will not include short-term taskforces (limited duration), ex-
officio boards, and non-O.C. boards with BOCC in officer positions, (these
also cannot be taken away by other BOCC members)
• In regards to BOCC members attendance at any
board/commission/taskforce meetings:
o There shall not be any more than 2 ( should this now say 3 with
expansion of board) BOCC members assigned to any one any
board/commission/taskforce
o Any third (does this now need to say 4 with expansion of board)
commissioner that attends any taskforce/staff work group meetings
can only attend as a silent observer
o In the event that 2 commissioners are assigned to any
board/commission/taskforce meeting and one other commissioner is
assigned as an alternate, that person (the alternate) can attend as a
silent observer and only become a voting or participating member if
one of the other assigned commissioners is not in attendance
(Volunteer Resolution-# 9)
BOARD OF COMMISSIONERS-DRAFT
itto.cktlettiri- 12)
Boards/Commissions Assignments as of December 31, 2008 3
Board/Commission Commissioner Wish Strong Moderate No
(s) To Interest Interest Interest
Currently Retain
Serving Seat
Advisory Board on Commissioner
Aging (L) Gordon
2 _
Affordable Housing Commissioner
Advisory Board (L) Foushee
1
Agricultural Commissioner
Preservation Board (L) Jacobs
1
Alcoholic Beverage
Control Board (L)
(non-voting) 1
Animal Services
Advisory Board (M)
1
Arts Commission (L)
1
Board of Health (M)
1
Chapel Hill/Orange Commissioner
County Visitor's Jacobs
Bureau (M)
1
Chatham-Orange Commissioner
Work Group (M) Gordon
Commissioner
2 Jacobs
Commission for the Commissioner
Environment (L) Gordon
Commissioner
2 Nelson
Commission for Commissioner
Women (L) Nelson
1
Communities in Commissioner
Schools (M) Foushee
1
Durham Technical Commissioner
Community College Foushee
(M)
1
Durham-Chapel Hill- Commissioner
Orange Work Group Gordon
(M) Commissioner
2 Jacobs
Board/Commission Commissioner(s) Wish Strong Moderate No Interest
Currently to Interest Interest 4
Serving retain
seat
Economic Commissioner
Development Jacobs
Commission (L) Commissioner
2 Nelson
Fire Chiefs' Commissioner
Association of Orange Jacobs
County (M) Commissioner
2 Gordon (alt.)
HOME Program Commissioner
Review Committee (M) Foushee
1
Housing Bond Commissioner
Program—Project Nelson
Review and Selection
Committee (M)
1
Human Relations Commissioner
Commission (L) Nelson
1
Human Services Commissioner
Advisory Commission Foushee
(L)
1
Information Commissioner
Technology Advisory Nelson
Committee (L)
1
Intergovernmental Commissioner
Parks Work Group (M) Gordon
2 Commissioner
Jacobs
International Council Commissioner
for Local Nelson
Environmental
Initiatives (M)
1
Joint Orange Chatham
Community Action
Agency(M)
1
NCDOT Quarterly Commissioner
Meetings (M) Foushee
2 Commissioner
Jacobs
OPC Area Board (M)
1
Board/Commission Commissioner(s) Wish Strong Moderate No Interest
Currently to Interest Interest 5
Serving retain
seat
Orange Community Commissioner
Housing and Land Nelson
Trust Board of
Directors (M) 1
Orange County
Partnership for Young
Children (M)
1
Orange Unified Commissioner
Transportation Board Gordon
(L)
1
Orange/Chatham
Justice Partnership
Board (M)
1
Project Planning Commissioner
Committee (Chapel Gordon
Hill/Orange County
PPC (M)
1
Recreation and Parks Commissioner
Advisory Council (M) Gordon
1
Rural Planning
Organization —
Transportation
Advisory Committee
(M)
1
Social Services Board Commissioner
(M) Foushee
1
Solid Waste Advisory Commissioner
Board (L) Nelson
1
Sportsplex Community Commissioner
Advisory Committee Jacobs
(L)
1
Transportation Commissioner
Services Board (M) Gordon
1
6
SHORT TERM TASK FORCES
Air Quality Advisory Committee (M) Commissioner Gordon
Animal Shelter Design Committee (M) (2) Commissioner Jacobs
Animal Tethering Committee Commissioner Nelson
Efland-Mebane SAP Implementation Focus Group Commissioner Jacobs
(M)
Eno EDD Small Area Plan Taskforce (M) Commissioner Foushee
First School Planning Work Group (M) Commissioner Foushee
Hillsborough Joint Planning Strategic Growth Commissioner Jacobs
Committee (M)-
Interlocal Agreement Committee for the Commissioner Jacobs
Hillsborough area-Orange County Strategic Growth
Plan— Phase 2
Hollow Rock Park Planning Taskforce (M) Commissioner Jacobs
Commissioner Gordon (alt)
IFC Comprehensive Service Center Commissioner Foushee
Work Group (M)
IFC Men's Residential Facility Work Group (M) Commissioner Gordon
Interlocal Agreement Committee for the Commissioner Jacobs
Hillsborough Area-Orange County Strategic Growth
Plan — Phase II
Legislative Issues Work Group Commissioner Gordon
Commissioner Nelson
Library Services Taskforce (M) Commissioner Jacobs
Commissioner Nelson
New Hope Park at Blackwood Farm Master Commissioner Gordon
Planning Taskforce (M) Commissioner Jacobs
Rogers Road Small Area Plan Task Force (M)
Commissioner Foushee
School-based Health Center Planning Group Commissioner Foushee
Solid Waste Management Work Group (M) Commissioner Jacobs
Triangle Transit—Special tax Board (M) OPEN—2 members serve
Ten (10)Year Plan to End Homelessness Executive
Team
Transfer of Development Rights Taskforce (M) Commissioner Jacobs
Twin Creeks Workgroup (M) ( 2 serve) Commissioner Gordon
Ex-Officio (off limits)
Community Leadership Council (M) Chair Serves
Hillsborough/Orange County Chamber of Commerce (L) Chair Serves
NACo/ncacc Voting Delegate (M) Delegate is chosen by BOCC
NCACC County Legislative Liaison (M) Jan 22nd appointment
Upper Neuse River Basin Association (M) I Chair serves
7
Boards where BOCC members are officers-(off limits)
Durham-Chapel Hill Carrboro Transportation Commissioner Gordon
Advisory Committee (M) Commissioner Carey (alternate)
Triangle J Council of Governments (M) Commissioner Jacobs
Commissioner Gordon (alternate)
TTA Board of Trustees (M) Commissioner Gordon
Planning/Legislative Committee
Boards without BOCC representation
Adult Care Home Community Advisory Committee (L) 1
Equalization and Review Board (April-June)(M) 1
Healthy Carolinians (M) 1
Research Triangle Regional Partnership (M) 1
Rural Planning Organization (M) 1
Small Business Work Group (M) 1
Workforce Development Board— Regional Partnership (M) 1
Arts Commissions ( L) 1
Boards without a BOCC seat
Historic Preservation Commission
Hyconeechee Regional Library
Nursing Home Community Advisory Committee
Orange County Board of Adjustment
Orange County Planning Board
Personnel Hearing Board
Boards to be Sunset-
8•
1
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
6 AMENDED: DECEMBER 7,1999
7 AMENDED: FEBRUARY 14,2000
8 AMENDED: JUNE 6.2000
9 AMENDED: MARCH 6,2001
10 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
28 interest and input of the citizens of Orange County in making said appointments; and
29
30 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
40 policies and procedures governing appointments to the various boards and commissions as
41 follows:
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
46 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 officials from other
48 jurisdictions shall not be appointed to County boards and commissions unless specifically
49 representing their boards in their elected capacity.
50
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2
1 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
5 Commissioners will make the final decision based on all factors related to the representative
6 needs of the specific boards.
I 7
8 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
11 give representation to the residents of its extraterritorial zoning jurisdiction on its Planning
12 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
15 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
17 Council may appoint outside members in accordance with G.S. 160A-362. Members of sub-
18 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
20 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
27 indicate that a recommendation has been received, giving the source. The recommendation will
28 be kept on file in the Clerk's office. The attendance records, including late arrivals, for all
29 members seeking reappointment will be included with the recommendation.
30
31 5. No resident 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
35 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
38 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
40 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:
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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.
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
8 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 a County-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
18 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
25 have the following duties and powers:
26
27 a.) An alternate member (hereinafter referred to as "alternate") shall serve as a
28 substitute for a regular member in the event of the regular member's absence.
29
30 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
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1 e.) "Participate" is defined as speaking during the meeting, asking questions
2 during the meeting of staff and others, and/or voting.
3
4 f.) In the case of Orange County Commission members, if the attendance of the
alternate would create a majority of County Commissioners in attendance, the
6 alternate must leave the meeting table and be only a silent observer.
7
8 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
lo 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.. For boards/commissions, which are not state mandated, the Board's policy is to
18 limit the length of service to two three year terms (or any combination of full terms totaling six
19 years) on the various boards and commissions. This time period does not include state
20 mandated training programs or partial terms. Appointment to serve for any actual period of two
21 (2)years or more will constitute a full term. Appointment for any actual period of less than two
22 (2) years will constitute a partial or unexpired term. This will allow for more individuals to serve
23 and for diversity of opinions. It will also provide for conformity in the length and number of
24 terms for those boards and commissions that are not state mandated with set terms. The Board
25 will limit the length of service according to this policy for boards and commissions that are
26 State mandated, to the extent permitted under state law.
27
28 10. If an appointee, in any calendar year, has absences which constitute more than 25
29 percent of the regularly scheduled Board meetings or three consecutive meetings, whichever
30 comes first, which he or she is required to attend, he or she is obligated to resign. The Board of
31 Commissioners may consider extenuating circumstances. If the individual refuses to resign, he
32 or she may be removed by action of the Board of County Commissioners subject to state or
33 local law. A leave of absence may be granted for extraordinary circumstances, such as illness
34 or personal circumstances. This request must be made to the Board of County Commissioners.
35 A calendar year is to be defined as a 12-month period beginning on the date of appointment.
36 The Clerk to the Board shall request all new appointees to certify that they understand the
37 attendance policy.
38
39 11. The rate of pay, if any, to members for serving on boards and commissions shall
40 be established by the Board of Commissioners in accordance with the General Statutes.
41 Records for pay purposes shall be submitted by the appropriate department to the finance
42 Officer for monthly disbursement.
43
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1 12. Attendance at a Volunteer Orientation Program will be required of all new
2 appointees to the boards and commissions. This does not include those boards and
3 commissions, task forces or committees of short duration, although, if space permits, they will
4 be invited. The purpose of this training is to supplement rather than replace any specific
5 training needed for a person to serve on a particular board or commission. The following
6 boards or commissions shall receive specific training in their area of responsibility:
7
8 *Adult Care Home Community Advisory Committee -training by the Triangle J Area
9 Agency on Aging Ombudsman Program
10
11 * Board of Equalization and Review-special on the job training, by Tax Assessor
12
13 * Board of Health-
14
15 * Board of Social Services-
16
17 * Human Relations Commission -Ordinance training from staff; they also may receive
18 federal HUD training by attending the national HUD conferences, which
19 HUD pays for
20
21 * Nursing Home Advisory Committee -training by the Triangle J Area Agency on Aging
22 Ombudsman Program
23
24 * Orange County Planning Board-Proposed: Institute of Government Training
25
26 * Orange County Board of Adjustment -members receive a copy of:
27 a.) Orange County Planning Ordinances
28 b.) The Zoning Board of Adjustment in North Carolina by the Institute of
29 Government
30 c.) County Attorney meets with members once a year
31
32 * Other boards/commissions as the Board of Commissioners shall determine
33
34 13. Individuals who go off a board or commission will receive a commemorative gift of
35 appreciation along with a letter from the Board of Commissioners thanking them for their
36 service. A person must serve at least one year to be recognized in this way. Each board and
37 commission is encouraged to also recognize its members, as it deems appropriate.
38
39 14. The Board of Commissioners reserves the right, at any time and for any reason,
40 to remove any member of any board or commission when a motion for removal receives the
41 vote of a majority of the entire membership of the Board of Commissioners.
42
43 15. The members of County advisory boards and commissions shall agree to follow
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6
i the ethics guidelines adopted by the Board of Commissioners. In addition, all citizens applying
2 for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form.
3
4 THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All
5 appointments to boards and commissions by the Board of Commissioners shall follow the
6 provisions of this policy.
7
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