HomeMy WebLinkAboutAgenda - 04-14-2009ORANGE COUNTY BOARD OF COMMISSIONERS
AGENDA
BOCC Work Session
April 14, 2009
Meeting - 7:00 p.m.
Link Government Services Center
Hillsborough, NC
(7:00 - 9:30) 1. Discussion on Board Operations and Regular Meetings
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 14, 2009
Action Agenda
Item No.
SUBJECT: Discussion on Board Operations and Regular Meetings
DEPARTMENT: PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
List of Issues Compiled by Retreat
Facilitators
January 10, 2009 Board Annual
Panning Retreat Minutes
Generic Regular Meeting Agenda
Facesheet
General Initial Thoughts from Staff on
Items Removed from Consent
Guidelines for Commissioner Requests
for Information from County Staff
INFORMATION CONTACT:
Laura Blackmon, 245-2300
PURPOSE: To provide an opportunity for .the Board to discuss issues related to Board
operations and regular meetings.
BACKGROUND: During the Board's retreat process in late 2008/early 2009, Board members
expressed an interest in discussing various issues related to Board operations, the Order of
Business for regular meetings, and related matters. Attachment 1 from the retreat facilitators is
a listing of some of the issues Board members had proposed for discussion.
The Board discussed some of these items previously, including actually taking action to change
the starting time of meetings to 7:00 p.m.. However, the Board has not had sufficient time to
address the other issues comprehensively. Other related items have also arisen since
Attachment 1 was developed that the Board may also want to discuss.
After discussion of the items in Attachment 1, the Board may want to discuss the other potential
items from staff listed below that will hopefully assist with Board meetings and allow the Board
to complete these discussions:
1) A potential change to the regular meeting Order of Business;
2) The potential addition of items to the regular meeting agenda by staff or Board
members after the meeting agenda is officially published;
3) A potential overall time limit for the "Not on the Printed Agenda" Public
Comments portion of regular meetings; or in the alternative a maximum
number of speakers for this portion of the agenda;
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4) A standard timeframe for the receipt of additional materials for a regular
meeting from:
a) Staff
b) Board Members
5) A standard response time for staff to follow-up with a member of the public
who, during the "Not on the Printed Agenda" Public Comments portion of the
agenda, submits an inquiry which is tasked to staff to respond;
6) A potential limitation on speakers for a regular meeting agenda item who have
spoken on the same item at a previous regular meeting;
7) A potential limitation on speakers at a Budget Public Hearing who have spoken
at a previous Budget Public Hearing; and
8) A potential process for the cancellation of meetings.
There are also other issues which the Board may want to discuss in addition to those noted
above. Several other attachments are provided which may prompt additional ideas and
discussions.
FINANCIAL IMPACT: There is no financial impact associated with discussion of issues related
to Board operations and regular meetings.
RECOMMENDATION(S): The Manager recommends the Board discuss the issues related to
Board operations and regular meetings, determine a direction on the items, and provide any
other direction to staff. Following Board discussion and determination, staff will need to prepare
revisions to the Board's adopted Rules of Procedure. The revised Rules of Procedure would
then be presented at a regular meeting for Board action.
Attachment B H
Orange County BOCC Retreat Materials
January 10, 2009
Attachment B
Recommendations for Streamlining Board Meetings and Use of the Consent Agenda
rom November 2008 retreat
Y N D . Timing of Meetings
1. Change start time for meetings from 7:30 p.m. to 7:00 p.m.
2. Eliminate the mandatory adjournment time
3. Hold occasional daytime work sessions (to ease burden on staff and others of
evening commitments)
4. Limit amount of time each commissioner can speak on an item to
minutes.
• Review purpose and use of "Board Comment" section of the agenda.
Determine time frame for board comment period.
5. Set aside a separate board meeting and time for ceremonial business
Y N D Communication
6. Determine how to use technology to communicate in a timely and cost
effective manner
7. Provide the public with a synopsis of both work session and board meetings
that identify the matters discussed and the decisions made
8. Board members will acknowledge receipt of a response from staff to their (the
board member's) request. "
9. Board members to check emails from the county at least every two days
Y N D Meeting Management "
10. Board members will come prepared for the meeting by bringing printed
materials with them so staff can avoid making wasteful, duplicate copies.
11. Document and clarify how board members direct staff to undertake. work
Staff will provide the board with background information, analysis,
suggestions, pros/cons of issues, especially on difficult issues. Staff will also
suggest a preliminary direction in order to help narrow the board's focus and
help set a clear work plan for staff. "
12. Items that require board action will be clearly delineated on the agenda.
13. Explore how board members get items on the agenda and prioritize them for
action
Attachment B
Orange County BOCC Retreat Materials
January 10, 2009
Y N D Removing Items from Consent Agenda
14. If board members require information or have general questions, they will
contact Laura, Greg, Donna B. and cc Melissa by email by Monday at
12:OOpm, or before the regular Tuesday meetings.
15. Set criteria for deciding whether or not to pull an item off the consent agenda.
Current criteria include:
a. Board member believes an item needs more research or discussion
b. Board members wants to postpone vote
16. Place reappointments to boards and commissions on the consent agenda.
17. Move pulled consent items and place at the end of the "Discussion, Items for
Decision" section.
18. Recommendation: Staff responses to questions about potentially removing
items osed b aboard member will be shared with all board
5
APPROVED 3/17/2009
MINUTES
ORANGE COUNTY BOARD OF COMMISSIONERS
ANNUAL PLANNING RETREAT
SOUTHERN HUMAN SERVICES CENTER
January 10, 2009
9:00 a.m.
The Orange County Board of Commissioners met for a Board retreat on Saturday,
January 10, 2009 at 9:00 a.m. at the Southern Human Services Center in Chapel Hill, North
Carolina.
COUNTY COMMISSIONERS PRESENT: Chair Valerie P. Foushee, Vice-Chair Mike Nelson,
and Commissioners Alice Gordon, Pam Hemminger, Barry Jacobs, Bernadette Pelissier, and
Steve Yuhasz
COUNTY COMMISSIONERS ABSENT:
COUNTY ATTORNEY PRESENT: Geof Gledhill
COUNTY STAFF PRESENT: County Manager Laura Blackmon and Clerk to the Board Donna
S. Baker
Facilitators: Lydian Altman and Donna Warner, UNC-CH School of Government.
Assistant managers and department heads were present from noon to 4:00 p.m.
Retreat Outcomes
1. Prepared the board to make budget decisions at the January 29th budget
meeting by reviewing current county functions and services, sharing
historical information about the revenues, expenditures, explaining the
budget process, and providing a list of funding considerations and
guidelines for the FY 2009-10 budget.
2. Identified priorities for the 2009-2010 budget and created a draft work
plan..
3. Gained agreement on ways to improve board decision-making by
streamlining county board meetings and agendas.
Highlights from Overview of Revenue Projections
Donna Coffey, budget director, shared the following information:
1. As shared with the Board in September, there is about a $10 million gap
estimated between FY 2009-10 projected revenues and expenditures.
2. Property tax accounts for 70% of the revenues for county operations. It is
likely this source will remain stable for the upcoming year.
3. Sales tax comprises 10% and is estimated to reduce due to the constraints
on spending imposed by the economic downturn.
4. Intergovernmental transfers (funds from the state and the feds) accounts
for 10%. The county could experience a decrease in funds from the state.
The feds are considering funding "shovel ready" programs.
5. Fees for services are 10% and may be reduced.
6. Working with other counties: The NC Association of County Commissioners
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is working with counties to determine ways to reduce the counties'
dependence on property tax and increase options for generating
revenues.
Expenditures
1. School funding. Currently 51 % of the county budget supports local
schools and Durham~Technical Community College. The board discussed
how funding levels were set and learned that in 2000, the board of
commissioners met with the school board and agreed to a target of
48.1 %. The following options were discussed for determining funding for
schools by tying funding to:
a. Annual increase in real property valuations
b. Consumer price index
2. Debt service. Board members were asked to consider how much the
county should take on in debt. The county is currently committed to $30
million with additional projects such as parks, affordable housing and
Gateway needing funding.
3. General fund. Based on historical trends, natural growth in county
revenue from property tax is projected to grow by about 3.9%. This is
exclusive of revenue increases tied to recent real property revaluations.
However, the growth in revenue could be less due to the decline in
housing sales. Historical trends in expenditure growth is about 5.4%
Policy Issues for Board Consideration
] . Based on preliminary projections shared with the Board in September
2008, there is a projected $10 million gap between.revenues and
expenditures. Options for closing the gap include:
a. Reducing expenditures and raise revenues.
b. Looking for other sources of revenues.
c. Growing the commercial tax base.
2. if the board decides not to increase taxes and stay with the revenue
neutral tax rate for FY 2009-10:
a. What would the revenue neutral tax rate be and how much
revenue will that generate?
b. How to determine the level of funding for schools and other county
priorities?
3. What level of funding should be provided for schools? Should schools be
asked to "share the pain" with other priorities? Options to consider:
a. Cap expenditures at 48.1
b. Do not use a ceiling for expenditures and consider other methods
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for allocating funding.
c. Allocate no more than 50% of the county budget to schools.
4. What level of funding should be provided to the community college?
Board members are aware of the role the community college plays in
helping citizens retool in hard economic times.
Priorities for 2009-2010 Budget
The board discussed and voted on the following priorities for consideration in the
2009-2010 budget. Below is a list of the top 11 priorities. Attachments 1-3 in this
document show the detail.
1. Conserve high priority natural areas, wildlife habitat, and prime forest.
2. Implement Comprehensive Land Use Plan.
3. Develop economic plans for 3 districts.
4. Review services to identify and protect "safety net" programs and
services.
5. Encourage for-profit investments in affordable housing.
6. Develop plan to improve the way the county and citizens communicate
with each other. Foster two-way exchange.
7. Improve intro-and inter-governmental coordination and cooperation.
Work with Town of Hillsborough on joint land use plan, policies and
ordinances and annexation. Work with Durham on economic
development districts.
8. Examine roles and responsibilities of advisory boards.
9. Update county economic development plan.
Budget priorities continued
10. Develop an energy plan that includes economic development strategies
to attract, retain and grow "green" business.
l l .Invest in technology to increase worker efficiencies.
Streamlining Meetings
1. The board recognizes it is balancing the need to be efficient with a
commitment to citizens to provide access to county government as well
as be responsive.
a. Citizens who haven't had a chance to comment will be given the
opportunity.
b. Citizens who have spoken on the same topic at the same meeting
will not be given an additional opportunity.
c. Citizens will sign up to speak and the time will be limited to 3
minutes.
d. If a citizen has second comments (on a new topic or sharing a new
perspective), they will have less than 3 minutes to speak.
2. Start times for meetings will be 7:00 p.m. beginning March 1St. The board
directed Donna Baker to let the public know of the change.
4
Communication with Public
1. Staff will let the board know the answers to questions asked by citizens at
board meetings.
2. Create standard time period for responding to public.
3. Identify the responses and make clear the petitioner gets the response.
4. Be proactive. Provide information to citizens in advance.
5. Consider implementing the above recommendations in stages.
Retreat Evaluation
Worked well:
1. Board members feel prepared to talk about the 2009-2010 budget. There
was good discussion about issues and the board is clear about the
direction it is going.
2. The subcommittee's advance work with facilitators to define outcomes
and create the agenda was very helpful.
Needs improvement for future:
1. Request that agenda and materials for the retreat be sent out by
Wednesday before the Saturday retreat to give board members time to
review and provide input. Also send out items to be handed out at the
meeting.
2. If there are changes to the agenda agreed upon at the last retreat,
please let board members know to optimize department heads
attendance. Board members voiced concern that department heads
gave up their Saturday to be at the meeting and want to be sure the
department heads' time is maximized.
Future Issues to Address
1. Impact of Medicaid swap on Orange County. Commissioners asked
Laura to flag pages 10 and 11 of the budget overview document for
discussion at the upcoming legislative breakfast. The board would also
like to talk with legislators about the impact of cutting public school
building funds on the county's operations.
2. Tax increase on bonds. Board members asked Laura to check on the
past promise of a tax increase of no more than 7'/~ cents as a result of
2001 bond issue.
3. School funding.
a. In order to make decisions about school funding allocations, the
board would like to know what the impact would be of reducing
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8
5
funding to the previously agreed upon percentage of 48.1%.
b. Consider delaying funding for school # 11. The board will talk to the
schoo! board prior to making this decision.
c. Consider the impact on reducing funds for Chapel Hill schools due
to the increase in enrollments.
d. Request the staff to monitor the cuts the state makes to its budget
for schools for impact on county.
4. Additions to matrix. Board members directed Donna Coffey to add the
following:
a. percentages for county, state and federal funds
b. percentage of grant funding
c. identify programs/services the county funds which are discretionary
and beyond the requirements for schools. Example: school nurses.
d. Identify how often property is re-evaluated. The current valuation
schedule is every 4 years (page 8)
e. Identify unfunded mandates.
f. Send a list of "shovel ready" projects that may be eligible for federal
stimulus project. Also share list with Congressman Price.
g. Funding for non-profits. Consider the role these entities play in
providing a safety net for Orange County citizens in these
economic times.
h. Breakdown request for fair funding.
i. Funding for mental health. Commissioners were reminded the
board, made decisions to "fill in the gap" with county funds when
the state reduced its funding for mental health services.
ATTACHMENT l: GUIDING PRINCIPLES
County Priorities for FY 2009-2010
Guiding Principles
~ Create budget ethic/discipline for BOCC and staff that does not assume an
annual increase in the tax rate
2 Focus on providing `core' county services.
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5
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3 No new services can be added without exchanging current services or increasing
taxes.
4 County workforce is a valuable asset which should be protected.
5 Make county government accessible, understandable and transparent. Begin
now to relay the message to citizens, partner agencies, and organizations that
current levels of service may not be maintained. Make clear county priorities and
what might change.
6 Maintain a 'reserve fund' as a safety net dedicated for responding to
emergencies.
7 Exercise caution when considering issuing new debt.
8 Work against unfunded state and federal mandates.
9 Provide `adequate' staffing to perform core county services.
l0 Hire staff with 'flexibility' to be reallocated to cover core functions.
Revenues
1 Diversify tax base, including new `green' commercial tax base.
2 Lobby local General Assembly representatives to consider legislative reforms to
allow flexibility in revenue generation.
3 Seek potential federal dollars for infrastructure (new emphasis or new resources
based on political shifts).
11
ATTACHMENT 2: IDENTIFIED PRIORITIES FOR 2009-2010 BUDGET
Vote Priorities for FY 2009-10 (sorted in descending order)
s
6 Conserve high priority natural areas, wildlife habitat; and prime fores#s. (Goal 5)
5 Implement Comprehensive Land Use Plan {Goal 3j
a. Rewrite zonin and subdivision' re 'ulcitions
5 Develap economic plans for 3 districts Goal 3)"
5 Review services to identify and protect 'safety net' programs and services. (Goal
1']
4 Encourage. for profit investments in affordable housing and review available
tools. (Goal 1)
' 4 Develop plan and tools to improve the way county and citizens corr~rriunicate
with each other; foster two-way exchange (Goal 2)
4 Improve intro- and intergovernmen#al coordination, cooperation, and
collaboration. (Godl2)
a. Work with `town of Hillsborough on:
o Joint land use planning approaches, policies and ordinances and
annexafiion
o Economic Development Districts
b. Work with Durham on:
o Economic Development Districts
4 Examine advisory boards and commissions. {Godl 2j:
a. Ensure they are meeting their missions
b. Determine how boards relate to each other and how. their work can be
best Integra#ed with BOCC
c. Ensure sustainability goals
d. Ensure fit with overall county vision
e. Recognize (and be sensitive to) consistencies represented by boards,
commissions when framing this review
4 Update economic development plan for'county,(Goal 3):
a. Clarify Economic Development plan for each district
b. Identify spectrum of tools
c. Identify. other stakeholders
d. Identify what county:wants to see happen
4 Develop an energy plan that includes economic development strategies t
attract, retain, and grow "green" business ' ':~
12
4 ' fnvest in technology to incredse worker efificiencies, e.g., web streaming,
paperfess agendas, integrated tracking systems between field and office .(Goal'
4)
4 Implement county's environmentaLresponsibility goals (Goal 5)
4 Plan to provide 'equitdble' library services for OC residents. (cool 5)
4 Fulfill remainder of bond issuance approved by voters in 2001 for soccer and
Twin Creeks.::: (G- 5)
3 Complete stewardship and management plans for land legacy. (Goal 5)
2 Develop and accounting and assessment system of water and air pollution
(Goal 5):
b. In conjunction with ICLEI; set emissions reduction target for 2030; conduct
public education campaign and link public with opportunities to improve
energy efficiency and use sustainable energy sources
c. Begin multi-year implementation of Observable Well Network
2 Review the Schools and Adequate Facilities Public Funding Ordinance. (Goal 2)
a. Is it doing what it was originally intended?
b. Does it have application for Durham and Mebane?
1 Address inequities between old and new schools. Older schools are in need of
capital improvements. Building new schools has been the funding priority (Goal
4)
0 Relations with UNC-Chapel Hill: Be actively involved and informed about UNC-
CH decisions and intentions Goal 2
0 Support transit, pedestrian, and bicycle facilities and other alternatives to the
single passenger automobile (Goal 3)
0 Amend county zoning to address and modernize airport and related issues
(Goal 3)
0 Review and update county personnel and operational policies and procedures.
(Goal 4) .
0 Design and fund space for county attorney offices. Manager and board to
discuss concept and staffing. (Goal 4)
0 Plan to acquire/land bank for future park development. (Goal 5)
0 Develop apolicy/update current plan about how parks will be developed,
appropriate ratio of parks to population, length of time to develop, and
incorporation of such into CIP. (Goal 5)
0 Clari and communicate to ublic how and wh coun fundin is allocated
13
the way it is.
(Goal 2) .
ATTACHMENT 3: IDENTIFIED PRIORITIES BY GOAL
Vote Priorities for FY 2009-10 (grouped by goal area)
s
4 Encourage for-profit investments in affordable housing and review available
tools. (Goal 1)
5 Review services to identify and protect 'safety net' programs and services. (Goal
1)
0 Clarify and communicate to public how and why county funding is allocated
the way it is. (G 2)
4 Develop plan and tools to improve the way county and citizens communicate
with each other; two way exchange (Goal 2)
4 Improve intra-and intergovernmental coordination, cooperation, and
collaboration. (Goal 2)
a. Work with Hillsborough on:
• Joint land use planning approaches, policies and ordinances and
annexation
• Economic Development Districts
b. Work with Durham on:
• Economic Development Districts
0 Relations with UNC-Chapel Hill: Be actively involved and informed about UNC-
CH decisions and intentions Goal 2
2 Review the Schools and Adequate Facilities Public Funding Ordinance. (Goa! 2)
a. Is it doing what it was originally intended?
b. Does it have application for Durham and Mebane?
4 Examine advisory boards and commissions (Goal 2):
a. see if they are meeting their missions
b. how boards relate to each other
c. how their work can be best integrated with BOCC
d. sustainability goals
e. fit with overall county vision
f. recognize (and be sensitive to) consistencies represented by boards,
commissions when framing this review
10
4 Update economic development plan for county (Goal 3):
a. Clarify Economic Development plan for each district
b. Identify spectrum of tools
c. Identify other stakeholders
d. Identify what county wants to see happen
5 Implement Comprehensive Land Use Plan (Goal 3):
a. Rewrite zonin and subdivision re ulations
0 Create and connect to local, regional, and national transit networks (Goal-3)
0 Support transit, pedestrian, and bicycle facilities and other alternatives to the
single passenger automobile (Goal 3)
0 Amend county zoning to address and modernize airport and related issues
(Goal 3)
5 Develop economic plans for 3 districts (Goal 3)
4 Develop an energy plan that includes economic development strategies to
attract, retain, and grow "green" business
ATTACHMENT 3 CONTINUED
1 Address inequities between old and new schools. Older schools are in need of
capital improvements. Building new schools has been the funding priority (Goal 4)
0 Design and fund space for county attorney offices. Manager and board to
discuss concept and staffing. (Goal 4)
4 Invest in technology to increase worker efficiencies, e.g., web streaming,
paperless agendas, integrated tracking systems between field and office .(Goal
4)
0 Review and update county personnel and operational policies and procedures.
(Goal 4)
6 Conserve high priority natural areas, wildlife habitat, and prime forests. (Goal 5)
2 Develop and accounting and assessment system of water and air pollution (Goal
5):
a. In conjunction with ICLEI; set emissions reduction target for 2030; conduct
public education campaign and link public with opportunities to improve
energy- efficiency and use sustainable energy sources
b. Begin multi-year implementation of Observable Well Network
3 Complete stewardship and management plans for land legacy. (Goal 5)
4 Implement county's environmental responsibility goals (Goal 5)
4 Plan to provide 'equitable' library services for OC residents. (Goal 5)
0 Plan to acquire/land bank for future park development. (Goal 5)
0 Develop apolicy/update current plan about how parks will be developed,
appropriate ratio of parks to population, length of time to develop, and
incorporation of such into CIP. (Goal 5)
14
10
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4 Fulfill remainder of bond issuance approved by voters in 2001 for soccer and Twin
Creeks. (Goal 5)
15
11
Orange County
Board of Commissioners
Agenda
Regular Meeting
Tuesday, ~~ YY, 2009
7:00 p.m.
Southern Human Services Center
2501 Homestead Road
Chapel Hill, NC 27514
Note: Background Material
on all abstracts
available in the
Clerk's Office
Compliance with the "Americans with Disabilities Act" -Interpreter services and/or special sound
equipment are available on request. Call the County Clerk's Office at 732-8181, extension 2130. If you
are disabled and need assistance with reasonable accommodations, contact the ADA Coordinator in the
County Manager's Office at 732-8181, extension 2300 or TDD# 644-3045.
1. Additions or Changes to the Agenda
PUBLIC CHARGE
The Board of Commissioners pledges to the citizens of Orange County its respect. The Board asks its
citizens to conduct themselves in a respectful, courteous manner, both with the Board and with fellow
citizens. At arty time should arty member of the Board or arty citizen fail to observe this public charge,
the Chair will ask the offending person to leave the meeting until that individual regains personal
control. Should decorum fail to be restored, the Chair will recess the meeting until such time that a
genuine commitment to this public charge is observed. All electronic devices such as cell phones,
pagers, and computers should please be turned off or set to silent/vibrate.
2. Public Comments
(We would appreciate you signing the pad ahead of time so that you are not overlooked.)
a. Matters not on the Printed Agenda
b. Matters on the Printed Agenda
(These matters will be considered when the Board addresses that item on the agenda below.)
3. Proclamations/ Resolutions/ Special Presentations
4. Consent Agenda
a. Minutes
b. Appointments
c.
d.
5. Public Hearings
a.
b.
6. Regular Agenda
a.
b.
c.
7. Reports
a.
b.
8. Board Comment (Three Minute Time Limit Per Commissioner)
9. County Manager's Report
10. Appointments
a.
b.
c.
11. Information Items
12. Closed Session
13. Adjournment
Note: Access the agenda through the County's web site, www. co. orange. nc. us
DRAFT
BOARD OF COMMISSIONERS REGULAR MEETINGS
PROPOSAL: ITEMS REMOVED FROM THE CONSENT AGENDA WILL BE DISCUSSED BY THE
BOARD AFTER THE ITEMS ON THE DECISION AGENDA ARE ADDRESSED.
(Below are general initial thoughts provided by staff for reference purposes as necessary. They should not be
considered as comprehensive.)
PROS CONS
1-a. By discussing items removed from the Consent 2-a. An item removed from Consent (that may or may
agenda after the Decision agenda, the Board not be time-sensitive) for discussion after the
would move more expeditiously to the principal Decision agenda would POSSIBLY not be
discussion items on the Decision portion of the addressed at the meeting due to the length of the
agenda. Decision agenda, time constraints, and the 10:30
adjournment rovision.
1-b. A County resident, an advisory board member, an 2-b. A County resident, an advisory board member, an
elected official/representative from another entity, elected official/representative from another entity,
or some other interested individual at the meeting or some other interested individual at the meeting
for a Decision item would not have to wait for for a Consent item (and who may or may not want
items removed from the Consent agenda to be to sign up and speak on the Consent item) would
discussed. wait until after the Decision agenda for Board
discussion/action if their item of interest was
removed from the Consent a enda.
1-c. The delay of items removed from the Consent 2-c. Conversely, the delay of items removed from the
agenda until after the Decision agenda diminishes Consent agenda until after the Decision agenda
the potential opportunity to put off discussion of enhances the potential opportunity to put off
Decision agenda items. Under current practice, discussion of Consent agenda items. Under the
by removing an item or items from the Consent proposal, a Board member could theoretically have
agenda and the Board immediately investing time the potential opportunity to delay discussion of a
with questions and discussion, a Board member Consent agenda item. Removing an item from the
can theoretically attempt to preclude discussion of Consent agenda, with a significant number of items
Decision agenda items appearing later on the on the Decision portion of agenda, could preclude
agenda. This is due to time constraints and the discussion of the removed Consent agenda item
10:30 adjournment provision. The delaying of later in the meeting. This would be due to time
discussion on removed Consent items reduces the constraints and the 10:30 adjournment provision.
potential opportunity to preclude discussion of The delaying of discussion on removed Consent
Decision agenda items. items provides a potential opportunity to preempt
discussion of a removed Consent item at the
meetin .
ao
DRAFT
1-d. The removal of items from Consent and the 2-d. If items are removed from Consent and are not
immediate discussion of those items (current discussed as noted in " 2-a" above, the appropriate
practice) take time and sometimes cause Decision staff members would need to attend a second
agenda items to be delayed due to time constraints regular Board meeting. This use of staff work time
and the 10:30 adjournment provision. The and the loss of the employee's personal time may
appropriate staff members for the Decision items not be efficient. The proposal could create potential
then have to attend a second regular Board delay for removed Consent items and second
meeting. This use of staff work. time and the loss meetings for affected staff.
of the employee's personal time may not be
efficient. The proposal could reduce the potential
delay of Decision items and second meetings for
affected staff.
2-e. The removal of an item from the Consent agenda and
its delay to the later in the meeting may create
uncertainty and hardship for staff in regard to family-
related matters includin child care for the evenin .
2-f. A potential unintended consequence of the proposed
change may be that staff members, either through
agenda abstract content or by request, prompt the
placement of agenda items on the Decision agenda
rather than on the Consent agenda. Staff would want
to avoid their items potentially being removed from
Consent and delayed until later in the meeting. This
would result in a greater number of items on the
Decision agenda, prompt/require additional time for
Decision item presentations during meetings, and
diminish the goal of efficiency. Additionally, if
during the agenda development process there was
some question regarding whether an item was
appropriate for either the Consent or Decision
portions of the agenda, a respective staff member
may prompt the item's placement on the Decision
agenda simply to avoid the item possibly not being
discussed at all as a removed Consent item due to
time constraints/the 10:30 adjournment rovision.
DRAFT
2-g. The removal of an item from Consent and its
discussion later in the meeting (or its potential non-
discussion) could place it in anon-sequential order
or unaddressed status in the meeting minutes. This
may create .confusion in the long term for the public
and the historical record. At the Boazd's December
11, 2008 meeting, four items were removed from
Consent to be discussed after the Decision agenda.
Three of those four Consent items were discussed
after the Decision agenda and the discussion
appeazs in the minutes senazate from the first
portion of the minutes for the Consent A eg nda. The
fourth Consent item is noted in the minutes as
removed from Consent by the Boazd for discussion,
but there is not any subsequent discussion reflected
in the minutes since the Board did not further
address the item in the meeting .due to time
constraints. Discussion of all Consent items
together at one time (current. practice), rather than
separately as the proposal suggests, may serve better
for future review of the public record.
N
O
APPROVED
Orange County Board of Commissioners
Guidelines for Commissioner Requests
For Information from County Staff
" 21
Fdbru~ 0~
Purpose: To establish guidelines far Commissioners and staff for addressing individual
Commissioner's requests for information, reports, memoranda, or similar information from
County staff. The Board of Commissioners' interests in establishing these guidelines are
as follows:
• To clarify far Commissioners and staff when requests should be addressed to the
Manager or department. head or when the request may require the full Board's
consideration.
• On behalf of the full Board, to assure there is an opportunity to consider as a Board,
Commissioner requests that will involve significant staff time and impact existing goals
and priorities.
• While acknowledging the Manager and staffs willingness to respond to Commissioners
requests, to assure that there is opportunity in the process for appropriate
consideration - by the Manager or, as necessary, by the Board - of priorities and any
need for re-prioritization.
Note: In the instance of Commissioners' requests to the Clerk to the Board, the Board has
in place protocols for working with the Clerk. This procedure does not apply to requests to
the Clerk to the Board except as such requests involve the Clerk obtaining information
from County departments. In such case the Clerk addresses the request to the Manager..
Guidelines
A. Requests Outside of Board of Commissioners' Meetings
1. Copies of Existing Information
If a County Commissioner wants copies of existing information, reports, agenda
abstract or similar information, the Commissioner may request the information from
the Manager or directly from the department head involved. The Manager or
department head involved responds directly to the request as soon as possible. In
this instance, it is not necessary to provide the information to any Commissioner
other than the requesting Commissioner.
2. Additional Information Requiring Limited Staff Work (Less than Two Hours)
When a County Commissioner requests additional information that may require
limited additional work such as two hours ar less, the Commissioner may direct the
request to the department head or the Manager. The Manager or department head
-2-
involved responds directly to the request as soon as possible. If the department
head is contacted directly he or she advises the Manager of the request. In this
instance, the additional information generated is provided to all Commissioners.
3. Additional Information ReQUiring Significant Staff Work !More than Two Hours)
When a County Commissioner requests additional information that may require
significant additional staff work such as a new report or amendments to an existing
report, the Commissioner makes the request to the Manager_ If a department head
receives such a request directly and, after examining it, determines the request will
require significant additional staff work, he or she refers the request to the Manager
for the Manager's review.
If in the Manager's opinion the request will require significant work, the Manager
reviews the request with the Board Chair. The Manager and the Board Chair
discuss how the request relates to the Board's goals and priorities. As necessary,
the Board Chair discusses the request with the involved County Commissioner or all
Commissioners to reach a decision on whether to have staff provide the requested
information.
B. Requests During Board of Commissioners' Meetings (Follow Up Items)
During Commissioners' comments or in the course of discussion of a particular Board
meeting item, a Commissioner may make a request for additional information.
t . if based on the experience of the Board Chair, another Commissioner who has
knowledge of the subject, or the Manager such request would seem to involve
significant time (mare than several hours), it is the responsibility of the Board Chair,
other Commissioner or Manager to bring this to the attention of the Board.
!n this way, the Board may decide whether it wishes to pursue the staff time
investment required by the request. Also in this way the Board will understand that
the request will require more time, that it may not be possible to bring the
information back by the next meeting agenda and that it may impact other work
priorities.
Far example, the Public Safety Study arose as a follow up item to the Board`s
Comments. The decision was to pursue the study as an important objective for the
Board. This did require significant additional time and did impact other work
priorities.
2. If, as in most cases, the item does not require the above level of consideration, the
Manager will address the request and report back to the Board.
22
Approved by the Board of County Commissioners on March 6, 2002