HomeMy WebLinkAboutMinutes - 20091204APPROVED 2/2/2010 MINUTES
ORANGE COUNTY BOARD OF COMMISSIONERS
ANNUAL PLANNING RETREAT
SOUTHERN HUMAN SERVICES CENTER
December 4, 2009
9:00 a.m.
The Orange County Board of Commissioners met for a Board retreat on Friday, December 4,
2009 at 9:00 a.m. at the Southern Human Services Center in Chapel Hill, North Carolina.
COUNTY COMMISSIONERS PRESENT: Chair Valerie P. Foushee and Commissioners Alice Gordon,
Pam Hemminger, Barry Jacobs, Bernadette Pelissier, and Steve Yuhasz
COUNTY COMMISSIONERS ABSENT: Commissioner Mike Nelson
COUNTY ATTORNEY PRESENT: John Roberts
COUNTY STAFF PRESENT: County Manager Frank Clifton, and Clerk to the Board Donna S. Baker,
School of Government Facilitators :Lydia Altman and Vaughn Upshaw
What is the value or benefit of public participation in Orange County?
---These apply to all the various Advisory Boards and Commissions (ABCJ.
• Tap expertise of our citizenry
• Practice transparency in governing
• Empower citizens to go beyond what the county can do alone; extend the reach
• Involve and engage others in process of governing
• Share the responsibility for governing and decision-making
• Gain a broader base of ideas
• Develop leadership capacity of citizens; they may want to run for office one day!
• Greater communication of ideas (back and forth between BOCC and public)
• Trust: more opportunities to share information, builds better and more accurate
information, better understanding and more trust, creates more interest in working
together. The Cycle of Communication
• Public becomes more vested in the outcome
• Creates opportunities to collaborate with others
• Recognizes the concerns of citizen or employee constituencies
In what ways has the BOCC or County successfully engaged the public?
• Passing bond referendums. (e.g., Parks)
• Enacting regulations that reflect the public's interests, especially those that are
very engaged. (e.g., Tethering, hunting, land use)
• Designing something for public use. (e.g., Animal shelter)
• Investments in education reflective of community values and priorities, SAPFO
(Schools Adequate Public Facilities Ordinance)
• Issuing Reports and Information (taps expertise). Environmental indicators set
direction about what to pay attention to and track
• Orange County is seen as a leader on many issues/areas. The citizen input results
in concrete deliverables
• Developing collaborative solutions. (e.g., OWASA and infrastructure)
• Seeding of other efforts that can be/have been taken over by others. (e.g., Community Home Trust)
What, in your view, would make the BOCCs and County's public participation process
more successful?
1. Offer clear charge to ABC when establishing or offering new task(s).
2. Outline responsibilities of the ABC and membership on the ABC. Set realistic tasks
for ABC to accomplish.
3. Provide a periodic opportunity for evaluation and review the success of each
ABC. Make changes to charge, responsibilities, or membership when it is
appropriate.
4. Check for the full support and understanding of BOCC to establish an ABC.
5. Provide an avenue for continued dialogue between BOCC and ABC.
a. BOCC agrees to:
/ Clarify ABC tasks and provide clear answers when asked.
/ Communicate back to ABC when BOCC has not taken ABC advice.
Explain the reasoning.
b. ABC agrees to:
/ Seek clarity from BOCC when needed.
6. Clarify BOCC's membership role on ABC. It is as a liaison, not to set direction or
give the answer.
7. Establish clear guidelines about staff' role as `support' to ABC. What does support
mean? Who can ask staff to undertake work? In what amounts?
8. Timing of advice from ABC and staff needs to be coordinated so BOCC has both
sets in a timely manner and can use to make informed decisions.
Goal One: Ensure a community network of basic human services and infrastructure that
maintains, protects, and promotes the well-being of all county residents.
1. Adult Care Home Community Advisory Committee
2. Advisory Board On Aging
3. Affordable Housing Advisory Board
9. Board Of Health (R)
10. Board Of Social Services (R)
18. Fire Chief's Association Of Orange County
19. Healthy Carolinians
21. HOME Program Review Committee
23. Housing Bond Program/Project Review And Selection Committee
29. Joint Orange Chatham Community Action Agency
31. Nursing Home Community Advisory Committee (R)
33. Orange County Housing Authority (New)
40. Recreation And Parks Advisory Council
43. Ten Year Plan To End Homelessness Executive Team
44. Transportation Service Board
56. Community In Schools
61. Orange county Partnership For Young Children (R)
Goal Two: Promote an interactive and transparent system of governance that reflects
community values.
21. HOME Program Review Committee
23. Housing Bond Program/Project Review And Selection Committee
24. Human Relations Commission (R?)
29. Joint Orange Chatham Community Action Committee
41. Solid Waste Advisory Board
43. Ten Year Plan To End Homelessness Executive Team
47. Rogers Road Water And Sewer Work Group
58. Community Home Trust
Goal Three: Implement planning and economic development policies which create a
balanced, dynamic local, economy, and which promote diversity, sustainable growth
and enhanced revenue while embracing community values.
3. Affordable Housing Advisory Board
4. Agricultural Preservation Board (R)
5. Air Quality Advisory Committee
8. Arts Commission
1 1. Chapel Hill/Orange County Visitors Bureau
12. Chatham/Orange Joint Planning Task Force
15. Economic Development Commission
16. Efland-Mebane SAP Implementation Focus Group
20. Historic Preservation Commission (R?)
27. Information Technology Advisory Committee
32. Orange County Board of Adjustment (R)
34. Orange County Planning Board (R)
35. Orange Unified Transportation Board
41. Solid Waste Advisory Board
45. Workforce Development Board -Regional Partnership
48. Durham-Chapel Hill-Carrboro Transportation Advisory Committee (R)
49. Durham-Chapel Hill-Orange Work Group
53. NCDOT Quarterly Meetings
57. Community Leadership Council
59. Hillsborough/Orange County Chamber of Commerce
62. Research Triangle Regional Partnership
63. Rural Planning Organization -Transportation Advisory Committee (R)
64. TTA Board of Trustees (R)
65. Triangle J Council of Governments (R)
66. Upper Neuse River Basin Association
67. Carrboro Board of Adjustment
Goal Four: Invest in quality county facilities, a diverse work force and technology to
achieve a high performing county government.
18. Fire Chief's Association of Orange County
21. HOME Program Review Committee
23. Housing Bond Program/Project Review and Selection Committee
27. Information Technology Advisory Committee
39. Information Technology Advisory Committee
41. Solid Waste Advisory Board
52. Legislative Issues Work Group
65. Triangle J Council of Governments (R)
Goal Five: Create, preserve, and protect a natural environment that includes clean
water, clean air wildlife, important natural lands and sustainable energy for present and
future generations.
4. Agricultural Preservation Board (R)
5. Air Quality Advisory Committee
13. Commission for the Environment
20. Historic Preservation Commission (R)
22. Hollow Rock Park Planning Committee
35. Orange Unified Transportation Board
40. Recreation and Parks Advisory Council
41. Solid Waste Advisory Board
48. Durham-Chapel Hill-Carrboro Transportation Advisory Committee (R)
60. ICLEI
63. Rural Planning Organization -Transportation Advisory Committee (R)
64. TTA Board of Trustees (R)
66. Upper Neuse River Basin Association
Goal Six: Ensure a high quality of life and lifelong learning that champions diversity,
education at all levels, libraries, parks, recreations and animal welfare.
2. Advisory Board on Aging
7. Animal Services Advisory Board
8. Arts Commission
1 1. Chapel Hill/Orange County Visitors Bureau
13. Commission for the Environment
14. Commission for Women
20. Historic Preservation Commission (R?)
22. Hollow Rock Park Planning Committee
26. Hyconeechee Regional Library
28. IP (Intergovernmental Parks) Work Group
40. Recreation and Parks Advisory Council
42. Sportsplex Community Advisory Committee
55. Durham Technical Community College Board of Directors (R)
56. Communities in Schools
Other Committees (Not Categorized under a Goal):
25. Human Services Advisory Committee
46. Interlocal Agreement Commission for Hillsborough Strategic Growth Plan Phase II
47. Rogers Road water and sewer work group
50. New Hope Park at Blackwood Task Force
51. Twin Creeks Work Group
54. NACO/NCACC Legislative Liaison
Table 1. Sorted List of AB&Cs by Orange County BOCC Goals
i~lationship of Orange County BOOC Advisory Boardsand Commissionsto Priority Goals
Goal
Statutory, Standing and Ad Hoc Committees 1 2 3 4 5 6 # Goals/ Committee
41. Solid Waste Advisory Board X X X X 4
21. HCMERogramF~viewCommittee X X X 3
23. Housing Bond PYOgram/PYOject F~view and Selection Committee X X X 3
40 Fa?cre_ation and Parks Advisory Couna_I X X X 3
20. historic Reservation Commsson X X X 3
29..bnt_-Orange Chath_a_m CommunrtyActron_Ac_,len_~i X X 2
43. Ten (1.O) Year Plan to End Homelessness Executive Team X X 2
3,_Affordable FiousngAdyisory Board X X 2
18. Rre Chief'sAssoaation of Orange County X X 2
2._Advisory Board_on Aging X X 2
S6. Communitiesin Schools X X 2
27. Information Technology Advisory Committee X X 2
65. TriangleJCouncil of Cwernrrrents X X 2
4._Aclmc~iltural Reservation Board X X 2
5. Air Quality Advisory Committee
... X X 2
35. Orange Unified Transportation Board X X 2
48. Durham-Chapel Fill-Carrboro Transportation Advisory Committee X X 2
63. Floral Planning Organi~tion -Transportation Advisory Committee X X 2
64. TTA Board of Trustees X X 2
66. Upper Neuse Rver Barn Assoaation X X 2
8. Arts Commission X X 2
11. Chapel Fill/Orange County Victors Bureau X X 2
13. Commission for the Environment X X 2
22. Hollow Fd~ck Park Planning Committee X X 2
'I_._Adult Care Home Community AcJvisory_Committee X
9,_Board_of Health X
10. Board of Social cervices X
19 HealthyCarolirnans X
31 Nursing Hor~1e Community Pdyisory Committee X
33. Orange County FiousingAuthority X
44. Transportation Services Board X
61 CaangeCountyPartnershipforYoungChildren X
24. Hunk~n F~IationsCor~~mission
47. Fd~gers Fd~acl Water amcl Sewer Work CYOUp
58. Community Home Trust
12. Chatham/OrangeJuint Planning Task Force
15. Economic Development Commission
16. Efland-Mebane SAP I mplementation Focus Group
32. Caamge Coumty Boarcl of Acljustn~emt
34. Caamge Coumty Ramming Boarcl
45. Workforce Development Board - tonal Partnership
49. Durham-Chapel Fill-Orange Work Group
53. NCDOTQuarterlyMeetings
57. Community LeadershipCounal
59. Fillsborough/Orange County Chamber of Commerce
62. F~search Triangle F~cjonal Partnership
39. F~rsonnel FiearingBoard
52. Legslative Issues Work C-Youp
60. I CLD
7. Animal ServicesAdvisory Board
14. Commission for Women
26. Fiyconeechee F~cjonal Library
28. IPQntergovernmental Parks) WorkC-Youp
42 ~cortsplex Community Advisory Committee
SS DurhamTechnical Comnnu~ty Collette Board of Qrectorn
- - - - -
6,_AlcoholicBeveradeControl Board
17 Estu_al~tiorl amcl F~view Boarcl
25. Hunk~n ServicesAdvisory Commission
30 ,Jruy_Comn~snon
36 Crar~cte Water & Sewer Airtl~outy Boarcl of Directors
38. OF~LMEGoveming Board
46 Interloc~~l AcReen~ent_Committeefor the Hllstx>roughArea Grande
Coumty:3ratecjcQowth Ram Ruse II
50. New Hope Park at Blackwood Farm Master RanmimgTaskforce
51. Twin OeeksWorkCYOUp
54. NAOCV NCAOCLec~slative Liaison
X ' 1
X 1
X ' 1
X ' 1
X ' 1
X ' 1
X ' 1
X ' 1
X ' 1
X 1
X 1
X 1
X 1
X 1
X 1
X 1
O
O
O
# Committees/ Goal 17 8 25 8 13
O
O
O
O
O
O
O
14
Statutory committees
Committees to sunset
What are other priorities for committees in Orange County?
• Make committee charges consistent with goals priorities and overall mission
• Make committees more accountable in their reporting to BOCC
Next Steps
For immediate action:
SOG provides list of existing ABC aligned with current goals and priorities:
• Based on today's discussion and materials, the manager and BOCC members will
each prepare potential lists of ABC that could be changed. This may mean
dissolving, merging, reducing their charge, or some other option(s). When? How
to discuss?
• To aid in BOCC understanding of what each ABC does, staff will prepare a brief
template of `report of actions taken' for each ABC meeting. The draft will
represent a first draft of what information is required, how much, and when. The
report, to be prepared by staff, may include a brief statement of the ABC charge
and actions taken. It should be available on the county's main website, along
with a link to the directors' report or ABC minutes. When?
• Appoint a BOCC and staff subcommittee to undertake the following issues (not
the fate of individual ABCs!). The notes and other materials come back to full
BOCC to decide how the subcommittee will work, what topics they will address,
and subcommittee membership. Bernadette, Alice, and Pam expressed interest
in serving.
Potential items to be considered and decided:
• Develop a defined process of how to assign BOCC to ABC.
• Plan an annual, simple, low-cost way to recognize and acknowledge the work of
ABC.
• Decide under what conditions/whether to appoint and charge a group for
action. [Create BOCC discipline!]
• Determine guidelines and adopt policies for establishing ad hoc and standing
boards
• Decide how staff time gets allocated and assigned to ABC. Include a process for
how BOCC and ABC volunteers make assignments to staff.
• Prepare an orientation for volunteers that will serve on ABC: their roles,
expectations, liability, etc.
• Review the current ABC application process to ensure that we're getting the best
fit of volunteers to serve the purposes of each ABC. [Vaughn has sample criteria
matrix to share.]
• Clarify expectations for BOCC involvement on standing and ad hoc committees
Other items:
• Conflict of interest. We should require that BOCC members disclose their
relationships with nonprofits, e.g., serving on various Board of Directors, when casting
votes that may impact those nonprofits. Serving isn't a conflict of interest, but it is
good practice to disclose the relationship.
• HSAC has atime-limited responsibility vs. an ongoing charge. Their role is to make
recommendations about community human service priorities, not funding amounts.
BOCC role is to create a budget that reflects and balances all the county's priorities,
not just humans services.
~ Should Health and DSS staff review applications for funding to minimize service
duplications and make funding recommendations?
Valerie Foushee
Chair
Donna S. Baker
Clerk to the Board