HomeMy WebLinkAboutAgenda - 04-13-2010 - 5ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 13, 2010
Action Agenda
Item No. ~_
SUBJECT: Boards and Commissions-Procedures
DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
1) List of Decision Points
2) Draft -Guidelines for Quick Reports Donna S. Baker, ext 2130
3) Draft -Quick Report
4) Draft -Annual Work Plan
5) Draft -Advisory Committee Polic
PURPOSE: The Board will consider procedural steps in the boards and commissions
evaluation process.
BACKGROUND: The Board of Commissioners met for two mini-retreat sessions and one work
session to review the boards and commissions ~rocess and to evaluate the options available for
restructuring this process. At the March 4t BOCC Work Session, the Board began its
discussion of the reorganization of the boards/commissions. This reorganization discussion will
resume at the June 10, 2010 BOCC Work Session.
However, prior to that discussion, there are some procedural decisions to be made in order to
assist staff in moving forward with administrative issues related to boards/commissions.
Attached is a list of decision points on some issues that have been discussed but not finalized
and direction for staff.
FINANCIAL IMPACT: NONE
RECOMMENDATION(S): The Board will consider procedural steps in the boards and
commissions evaluation process.
1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 13, 2010
Action Agenda
Item No.
SUBJECT: Boards and Commissions-Procedures
DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
1) List of Decision Points
2) Draft— Guidelines for Quick Reports Donna S. Baker, ext 2130
3) Draft-- Quick Report
4) Draft—Annual Work Plan
5) Draft --Advisory Committee Polic
PURPOSE: The Board will consider procedural steps in the boards and commissions
evaluation process.
BACKGROUND: The Board of Commissioners met for two mini-retreat sessions and one work
session to review the boards and commissions P rocess and to evaluate the options available for
restructuring this process. At the March 4 tBOCC Work Session, the Board began its
discussion of the reorganization of the boards/commissions. This reorganization discussion will
resume at the June 10, 2010 BOCC Work Session.
However, prior to that discussion, there are some procedural decisions to be made in order to
assist staff in moving forward with administrative issues related to boards/commissions.
Attached is a list of decision points on some issues that have been discussed but not finalized
and direction for staff.
FINANCIAL IMPACT: NONE
RECOMMENDATION(S): The Board will consider procedural steps in the boards and
commissions evaluation process.
z
Attachment 1
Decision Pointsfor BOCC
1 BOCC Liaison:
At the March 4t work session: A motion was made by Commissioner Gordon, seconded
by Commissioner Yuhasz that the Board of County Commissioners not assign a
particular liaison to the internal boards and commissions and that the County
Commissioners will attend as they wish and make sure that there are not four County
Commissioners at any one meeting.
VOTE: UNANIMOUS
Decision Points:
■ Suggested process for BOCC attendance notification at committee meetings, to
assure no violations of quorum restrictions: BOCC will notify clerk of attending
an ABC meeting within 3 working business days of meeting.
■ Implementation Date:
2. Notification from ABC
Currently, BOCC members/liaisons are on notification lists for many ABCs. This would
potentially include distribution of meeting materials prior to the meeting (emails and hard
copies).
Recision Point:
■ Should all BOCC members be added to all ABCs distribution or just not engage
in emails shared by members of the ABCs?
3. Boards/Commissions the BOCC serves on: The BOCC usually picks the ABCs they
y
to serve on annually in January/February.
Decision Points:
■ When does the BOCC want to choose their ABCs on which to serve?
■ or does the BOCC want to stay with the status quo (stay on current ABCs)until
the reorganization of ABCs is completed?
4. Sunsettin of ABCs:
Decision Points:
■ Who makes the decision to sunset ABCs? At the Feb. 19th retreat, SOG
Consultant said that"ultimately it is the Board of County Commissioners'
responsibility to decide to sunset".
3
• If this is the case, who will notify the Clerk's office when an ABC needs to be
sunset and put before the BDCC? BDCC (or Support Staff/Department Head)
• Implementation Date:
5. Quick SummaEy Report: Attachment 3 is a Quick Summary Report, that a staff
and/or member of an ABC could use to report back to the Clerk, who will then forward to
the BDCC, as to what occurred at a particular ABC meeting. This would/could take
place of minutes and the Clerk's office would also keep a copy as we would do with
minutes for public records compliance. This would need to be turned in to the Clerk
within two (2) regular working days of an ABC meeting.
Decision Points:
• Does the Board want to proceed with the Quick Summary Report, which would
replace the minutes(with the exception of statutory boards?)
• who should take the minutes at the ABCs? Support Staff or member of ABCs?
Implementation Date:
6. Annual work Plan: At the March 4th work session: A motion was made by'
Commissioner Pelissier, seconded by Commissioner Jacobs to ask the internal advisory
boards to come up with a work plan every year, and then at the end of the year, to tell the
Board of County Commissioners what has been accomplished with a summary.
Commissioner Jacobs amended the motion that the work plan should be consistent with
the goals and objectives of the Board of County Commissioners.
Attachment 4: In the past(last time used 2005), this was distributed to all ABCs 2-4
months prior to the annual BDCC retreat(usually held in January); information
distributed in Sept/Oct to be returned to the Clerk's office by the end of November.
Decision Points:
■ Does the BDCC want to proceed with an annual work plan for the ABCs and to
be distributed on this schedule above or another proposed schedule?
■ Does the BDCC want to add/delete/edit the work plan before actual usage?
o Does the BDCC want ABC attendees to present an oral report to the full board at
their annual retreat?
• Implementation Date:
7. Appointment Process: It was decided at the March 41h work session that only
statutory board appointments would be filled.
Decision Point.
■ Does the Board want other non-statutory board positions to be filled if ABCs are
not achieving a quorum? And if so, what criteria is to be met?
• Implementation Date:
4
8. Establish criteria for ABA voli c usin g model rwficv:
Attachment 5 •-At the February 19 retreat, SOG consultant distributed a draft copy of a
model ABC policy that could be implemented for a boards/commissions process.
Decision Point:
0 Does the BOCC want staff to proceed to develop a similar policy process (using
the attachment as a template) for Orange County ABCs?
■ If so, would the implementation be after the reorganization of the ABC process is
completed?
DRAFT Attachment 2 5
GUIDELINES FOR QUICK REPORTS
The purpose of Quick Reports is to provide timely information to the Board of
County Commissioners about Advisory Board meetings. The Clerk to the Board
will forward these reports to the Board of Commissioners. These Quick Reports
will also serve as the minutes of the advisory boards.
Guidelines:
- Quick Reports are limited to County appointed advisory boards and other
significant meetings as determined by the Commissioners.
- The senior staff person ( or designee) present at the meeting is responsible
for drafting the memo and getting it to the Clerk for review no later than
the day after the meeting. The Clerk will forwardthe Quick Report to the
Commissioners upon receipt and review.
- Limit report to one page.
- Use the Quick Report Template. After saving the template to another Word
document, complete the information requested at the top of the report
document,(Le., Date, Name, Title, Name of Advisory Board, Date Meeting
Held).
- The focus of the Quick Report is attendance and action of the Advisory Board.
Report on discussion should be limited to those you believe may be of interest
to the Commissioners,, using "bullets" whenever practical rather than narrative.
- If a vote is not unanimous, record votes of the board members, e.g.
The Planning Board voted 7-3 to approve Resolution A, with voting as follows:
For Against
(Name) (Name)
(Name) (Name)
(Name) (Name)
DRAFT Attachment '� 6
Q�
To: P
FROM:
SUBJECT: Name of Advisory Board
DATE:
LOCATION:
MEMBERS PRESENT:
MEMBERS ABSENT:
Attachment 4 7
MEMORANDUM
TO: Chairs, County Advisory Boards and Commissions
FROM: , Chair
DATE:
RE: County Commissioners'Annual Planning Retreat
The Orange County Board of Commissioners will hold its annual planning
retreat on date and location.
We ask that you communicate to us the priorities of your Board or
Commission for the next fiscal year beginning . And that these priorities
are in line with the Board of Commissioners adopted goals and priorities. We recognize
that your top priorities may be continuing functions or needs which have not been
addressed or new ones which have come to your attention.
Please complete the attached form and return it to Donna S. Baker
no later than Your comments will be helpful to the County Commissioners.
While the agenda has not been set for the retreat, if you would like to
address the County Commissioners please indicate on page one of the form by printing
the name of the person who may speak and their contact information. We ask that you
keep your comments to less than 10 minutes.
The County Commissioners thank you for volunteering your time in
service to the citizens of Orange County and we welcome your views in our policy
making process.
cc: Staff Support
DRAFT 8
ORANGE COUNTY ADVISORY BOARDS AND COMMISSIONS
INPUT FOR COUNTY COMMISSIONERS' ANNUAL PLANNING RETREAT
Date and LOCATION-
The Board of Commissioners welcomes input from various advisory boards and
commissions in preparation for its annual planning retreat. Please complete the following
information, limited to the front and back of this form. Other background materials may
be provided as a supplement to, but not as a substitute for,this form.
Board./Commission Name:
Person to address the BOCC at Retreat(if any) and phone number:
Chair's Name:
Chair's Phone:
Chair's E-mail:
Chair's Fax:
Primary County Staff Contact:
Brief Statement of Board/Commission's Assigned Charge and Responsibilities.
What are your Board/Commission's most important accomplishments?
List of Specific Tasks, Events, or Functions Performed or Sponsored Annually
V
DRAFT
Describe this board/commission's activities/accomplishments in carrying out BOCC
goals), if applicable.
Identify any activities this board/commission expects to carry out in 2011 as they relate to
established BOCC goals and priorities.
What are the concerns or emerging issues your board has identified for the upcoming
fiscal year that it plans to address, or wishes to bring to the Commissioners' attention?
10
Attachment 5
Advisory Committee Policy
D-R-A-F-T
1. Scope
2. Duties
3. Membership Criteria
4. Roles and Responsibilities
50 Organization
6. Meetings
7. Committees
S. Quorum
9. Votin
10. Authorized Spokespersons
11. Conflict of Interest
12. Compensation and Travel Reimbursement
13. Limitation of Powers
1. Scope
PURPOSE: To establish policy and procedure whereby the County Board of
Commissioners will make appointments to County public advisory boards,
committees, commissions and councils (hereinafter referred to as "advisory
committees").
The may appoint a committee whose duty is to serve in an advisory capacity
to concerning
AUTHORITY:
The county Board of Commissioners may establish rules and regulations in
reference to managing the interest and business of the county.
The board of commissioners has the responsibility to appoint citizens to serve as
members of advisory committees established by the board.
Upshaw/UNC-SOC DRAFT Advisory Committee Policy 1
11
All department heads and staff are responsible for support to the county advisory
committees.
POLICY: This policy establishes the parameters for board appointments to state-
mandated and/or county-developed advisory committees.
Alternative Structures for Advisory Committees:
a. Statutory committees
These are boards and committees either mandated by law (such as health, social
services, local management entity) or boards and committees that may be
voluntarily established, but once established have statutory responsibilities
(planning board or ABC board).
b. External committees
These boards and committees are established by an external authority (such as a
Council of Government or transportation authority) and the county is asked to
appoint members to serve as representatives of the county.
c. Standing committees (advisory to BDCC)
a. Standing boards and committees are ones the county commissioners
i
establish voluntarily. The county commissioners determine the scope of
duties for standing boards, membership criteria and reporting responsibilities
d. Ad hoc committees (short term)
Ad hoc boards and committees are appropriate for short-term issues. The board of
commissioners may want public involvement in evaluating options, but once the
options have been assessed prefer to dissolve the committee and give formal
responsibilities to department heads or standing committees.
Periodic Review:
Periodic review of this policy will be conducted every years by the board of
commissioners.
2. Duties:
For purposes of consistency, all appointments to advisory committees will be made by
the . In order to qualify for an appointment to a advisory
committee, a person must:
a. Meet qualifications of the specific advisory board.
b. Reside or work in County.
c. Be eighteen (18) years of age or older unless applying under a 'Leadership Youth'
position.
Upshaw/UNC-SOG DRAFT Advisory Committee Policy 2
12
d. Meet all statutory requirements for the appointed position.
Exceptions: The board may waive requirements, with the exception of statutory
requirements.
a. The advisory committee advises the in the
areas of
•
b. The advisory committee, through its membership and subcommittees, maintains
continual contact with representative professional groups, stakeholder groups, and
industry organizations. In this manner, the committee is kept apprised of current
information related to all matters under the jurisdiction of the
department/county.
c. The committee serves at the pleasure of the
d. All actions of the committee shall be transmitted in writing, on a regular basis, to the
county
3. Membership criteria
Composition:
a. The shall appoint all voting members to the .The
voting members shall reflect the cultural and ethnic diversity of the community.
b. The advisory committee shall be composed of#_voting
members and # non-voting member. The department's representative
shall serve as the non-voting member of the committee.
c. Advisory committee members serve the people of . As such, their
role includes their commitment for full participation in the advisory committee's
meetings and activities.
The members of the advisory committee shall consist of:
a. All committee members shall either be permanent residents of the county, own real
property or work or maintain a place of business in the county, and shall have good
reputations for integrity and community service and shall have not been convicted
or received a deferred sentence for a felony crime.
b. No nominee to the committee, nor any members of the nominee's immediate
family, shall be currently employed by the county.
c. No nominee may currently be a party nor be a legal representative in litigation
against the county.
d. Each nominee must be prepared and committed to invest the necessary time in
enhancing community relations in a manner that enhances relationships between
the county and the community.
Upshaw/U NC-SOG DRAFT Advisory Committee Policy 3
13
# members appointed by the shall represent the following (demographic
characteristics, geographic regions, professional disciplines, etc.):
Up to# Ex officio members appointed by the serve
until appointment of their successors by the
Selection Criteria:
Appointed members, except for the appointed ex officio members, shall be qualified
by . They shall be appointed from nominees (recommended by
application submitted to , representative of }.
Appointment:
a. All members of advisory boards serve at the pleasure of the county board
of commissioners.
b. Appointments to advisory boards will be. initiated (with an application process,
recommendations from , nominations by professional
organizations. All appointments to advisory boards will be made by
c. No person appointed to a county advisory committee shall serve on
that board for more than terms or more than a period of years,
whichever is longer.
d. Extension of a member's term may be approved by the board of commissioners if it
is determined that it is in the best interest of the county to allow an individual to
continue to serve.
Terms:
a. Each appointed advisory committee member shall serve a term of
years and hold office until the qualification and appointment of their successor or
until one year has elapsed since the expiration of the term for which they were
appointed, whichever first occurs. No person shall serve as an appointed member of
the committee for more than two consecutive terms.
b. In order to establish staggered terms, three of the original voting members of the
committee shall be appointed for a one-year term, three for a two-year term
and three for a three-year term. Thereafter, each new voting member shall serve for
a three-year term. No voting member will serve more than one term.
c. Advisory committee members whose terms are due to expire may request or be
asked to accept reappointment to the position.
Resignation:
Upshaw/UNC-SOG DRAFT Advisory Committee Policy 4
14
a. A member of an advisory board shall submit his or her resignation in writing to the
chair of the advisory board on which he or she serves noting the effective date of the
resignation.
b. The chair will forward a copy of the resignation to the director of the department and
to the board of commissioners.
.c.The board of commissioners shall recognize the individual's service via a letter or
certificate.
Vacancies:
Upon expiration of the term of service of members or should a vacancy otherwise
occur, the shall have the responsibility to select and appoint new
members to the committee.
Removal:
a. Members of the committee are expected to exhibit the highest ethical and
professional standards. The County Manager or designee will remove a member
upon a majority vote of the board.
b. The may remove any member of the committee for neglect of duty,
non-participation or other just cause.
Release from Service:
a. When it may be deemed.necessary to release a member from his or her term of
appointment on an advisory board, the affected individual shall be notified by letter.
b. When an advisory board or committee has completed its function, the members
shall be informed of the termination of the advisory board by letter from the board
of commissioners and/or the responsible department.
Orientation and Training:
The county will make available periodic training for advisory board members and
department staff on state and county statutes and policies; including public meetings,
public records and ethics.
4. Roles and Responsibilities
Members:
a. Members shall attend meetings of the advisory committee, serve on subcommittees
and perform other functions as assigned by the advisory committee Chair. For
Quorum considerations, if a committee member is unable to attend committee
U pshaw/U NG-50G DRAFT Advisory Committee Policy 5
15
meetings, the member shall contact the or designated staff as soon
as possible, and at least 48 hours before the scheduled meeting.
b. Committee members that are non--board members may be appointed by the
for the purpose of meeting subject-matter expert needs. When appointing,
criteria identified in section should be used.
c. Upon review of the above matters,the committee shall address
recommendations and concerns, if any, to in writing.
I. The will consider the advisory committee's recommendations or
concerns.
2. Should any concerns remain unresolved after receiving a response from the
, the board may request the matter be referred to the County
Manager.
d. To enhance trust between the department and the community, members
of the Advisory Committee will:
1. Assist staff of the department in achieving a greater understanding
of the nature and causes of community problems, with an emphasis on
improving relations between the department and the citizens.
2. Recommend methods to encourage and develop
I Work to strengthen and ensure, throughout the community, the application of
4. Promote public awareness of contemporary issues the department
must react to.
Chair and Vice Chair Selection and Responsibilities:
The Chair.of the advisory committee is (nominated,appointed, elected) by the
county .
Advisory committee Chair and Vice Chair shall be appointed members with at least
two years remaining of their four-year terms.
The Chair and Vice Chair shall serve no more than consecutive terms.
The Chair and the Vice Chair shall assume office on . At the
first advisory committee meeting upon assuming office, the advisory committee
Chair shall present members with a copy of the committee charge, scope and
membership.
a. The Committee Chair has the following duties:
1. Calls all meetings
Upshaw/UNC-50C DRAFT Advisory Committee Policy 5
I
16
2. Serves as presiding officer
3. Assists staff to develop the committee meeting agenda
4. Designates subcommittees
5. Dissolves or appoints additional subcommittees (subject to committee
and/or I approval)
6. Appoints subcommittee chairs and membership
7. works in consultation with the
g. Carry out Committee assignments from the
9. Designate a Vice Chair for the committee.
10. Conduct committee meetings and present a report of the committee's
proceedings and resulting motions for approval at
County Board meetings.
11. Review the all committee minutes or assigns another member of the
committee to do so.
12. Review as directed by the
13. Recommend to the
14. Provide to the
15. Convene . for the purpose of
b. The Committee Vice Chair has the following duties:
Shall preside at Committee meetings in the absence of the Committee Chair.
5. organization
rr ■n rrrn�
The members shall adopt rules and procedures relating to the operation of the
committee.The committee shall determine the date, time, and place for each meeting.
Training:
a. Each member shall attend an orientation presented by the department
to familiarize the board with the operation of county government,the
department and the rules and operating procedures of the committee.
b. Each voting member will be encouraged to complete the and
participate in at least one (ride-along, site visit,training session....
c. Members will be issued a manual and should become familiar with
its contents.
Operating Expenses:
a. Voting members of the advisory committee are not employees of the
county.
b. Voting members serve in a voluntary capacity and shall receive (no, amount)
monetary compensation or any other financial or employee benefit from the county.
U pshaw/U NC-SOG DRAFT Advisory Committee Policy 7
17
c. The county will provide office supplies and assume responsibility for other expenses
necessary for the operation of the committee.
Confidentiality:
The chairperson shall serve as the spokesperson for the advisory committee.
Except for the chairperson, no member of the advisory committee shall make any
written or oral statement of any committee activity to any individual or body. A
violation will result in immediate removal from the committee.
Members of the committee may receive information regarding personnel matters and
other information of-a sensitive or confidential nature. It shall be the duty and
responsibility of each member to respect and maintain the confidentiality of all matters
presented before the board. Neither the committee, nor any individual member, shall
disseminate confidential information received during board meetings. Board members
are required to sign confidentiality statements and will be removed from the board
upon violation of the confidentiality agreement.
b. Meetlnits
In accordance with NCGS all meetings are open to the public as required by the open
Meeting Act.
Unless otherwise specified, public meeting procedures will follow the latest edition of
Roberts Rules of order.
a. Regular committee and Subcommittee Meetings
The committees convene upon call of the Chair and usually meet on a quarterly
basis. The meetings may be held in various locations within the county.
Subcommittee meeting dates shall be set by committee chairs and shall be
scheduled in conjunction with committee meetings.
b. Special Meetings
The Committee Chair may call special meetings at any time for any specific business.
Special meetings, such as appeals, are convened at a location selected by the Chair.
c. Meetings Held via Teleconference
Teleconference for meetings shall only be applied in unusual circumstances and shall
not replace a regularly scheduled Committee meeting. No Quarterly meeting or
appeal hearing shall be conducted via teleconference. Under no circumstances
should a teleconference meeting exceed one hour.
d. Emergency Meetings
The Chair may call a meeting in emergency circumstances by providing telephone
notice to media outlets at least one hour prior to the meeting. An "emergency"
situation includes a disaster which severely impairs the public's health or safety. In
Upshaw/UNC-SOG DRAFT Advisory Committee Policy 8
18
the event telephone services are not working, notice must be given as soon as
possible after the meeting.
e. Meeting Notices
Notice of any public Committee's meetings (including appeal hearings) and their
agendas shall be made available to all members, interested parties and to any
person who so requests, at least ten days in advance of the meeting by e-mail and
by posting on the Internet site.
f. Agendas
1. Committee Chairs should submit agenda items to the at
least# days prior to a scheduled meeting.
2. The agenda must provide a description.of each item of business to be transacted
or discussed so that interested members of the public will be capable of
understanding the nature of each agenda item.
3. As a general rule, only those items appearing on the agenda will be discussed or
voted on. However, if an item is raised by a member of the public, the
Committee may accept testimony and discuss the item so long as no action is
taken until a subsequent Committee meeting.
4. With the Chair's concurrence,the designated staff will develop and distribute to
each member an agenda listing the matters to be considered at upcoming
committee meetings. Also, so far as practical, copies of all written reports which
are to be presented to the Committee for member's review will be included in
this package at least ten (10) days before the meeting.
g. Minutes
Minutes shall be taken of all Committee meetings and submitted to the
for consideration and approval.
7. Committees
a. Committees are formed to research and make recommendation on special issues or
areas to carry out the identified duties of the advisory committee.
All subcommittees shall be reviewed on an annual basis to determine continued
need and realignment to priorities of the county
b. Except as approved by action, the majority of members of a
subcommittee shall be residents.
c. Subcommittees are ad hoc if they are temporary in nature. Approved ad hoc
subcommittees must have documented goals, deliverables, a timeline, and will
cease meeting when these are satisfied.
d. Advisory Committee Chairs may request of the full Board of County Commissioners
changes in the structure and/or operating procedures of their advisory committee if
they deem it is essential for its effectiveness.
e. All recommendations of advisory committees, in the form of motions, shall be
conveyed exclusively to the Board of Commissioners for action. Approved motions
Upshaw/UNC-SOG DRAFT Advisory Committee Policy 9
19
are forwarded to the Board of County Commissioners for consideration, approval, or
denial. outcomes are reported back to the committee.
Subcommittee Formation and operation:
a. Formation
A subcommittee can be formed following criteria.
b. operation
Subcommittees shall operate as specified.
1. A member of the subcommittee shall take responsibility for assigning a note
taker and reporting to the full Committee on the progress toward its stated
objectives, including dissenting view points.
2. Subcommittees shall operate by consensus or
3. Subcommittees shall have a technical representative assigned by
4. will support accommodations for other-than convenience, such as
teleconferencing for someone who cannot physically attend due to disability.
(Members can submit their contributions in writing by mail or e-mail to
staff.
c. Membership
Membership shall be voluntary (other than the discretion of the Committee Chair,
and the }.
8. Quorum
A quorum for a meeting of Committees will consist of one more than half the voting
members.
9. VoU n
Decisions are reached by a simple majority vote. All voting will be conducted in open
meetings, except when in closed session as defined in the open Meeting law. No issues
can be voted upon unless a quorum is present.
a. Advisory Committee Meetings
Only appointed members can vote at advisory committee meetings. Appointed
members shall not delegate their vote entitlement.
Advisory committee members, and other members appointed by the
County Board Chair may vote at Committee meetings.
b. Voting by Chairs
The Chairs of the Advisory Committees may participate and vote on all issues.
Upshaw/UNC-SOG DRAFT Advisory Committee Policy 10
20
c. Proxy
Voting by proxy is not allowed.
10. Authorized Spokespersons
The Advisory Committee Chair and Executive Director are authorized spokespersons for
the advisory committee. other committee members may speak on behalf of the
advisory committee only upon authorization by the Chair or Director.
11. Conflict of Interest
During committee meetings, members shall abstain from voting when they believe they
have a conflict of interest.
During review proceedings, the applicant has the right to question conflicts of interest
of any voting member.The advisory committee Chair shall rule on any potential conflict
in.appeal matters.
12. Compensation and Travel Reimbursement
a. Appointed advisory committee members shall receive no compensation for their
services.
b. Eligibility for Reimbursement of Travel Expenses
The Chair shall,to the extent practical, schedule hearings and meetings to
minimize travel and per diem costs.
Payment of expenses to Advisory Committee members shall only occur when
travel has been approved prior to the time the expenses are incurred.
shall reimburse reasonable and necessary travel and incidental
business expenses to individuals who perform services as appointed members of
Committees, and consultants appointed by the Chair. only Committee members
who attend meetings as part of their Committee duties shall have their expenses
reimbursed.
Advisory committee members shall be reimbursed in accordance with current
State rules and regulations. Expense claims shall be submitted as required in
travel procedures.
Transportation expense claims shall include charges essential for transportation
to and from the meeting place. Reimbursement shall be made only for the
method of transportation which is in the best interest of the rate.Travel should
be via the shortest, usually traveled route.
13. Limitation of powers
Upshaw/UNC-SOG DRAFT Advisory Committee Policy 11
21
Compliance with Statutes and ordinances:
Nothing contained in this statement of policy and procedures shall be construed to be in
conflict with any state law or County ordinance. Should there be an appearance
of conflict, the appropriate state law or county ordinance shall prevail.
Neither the committee nor any member thereof, shall:
1. Incur county expense or obligate the county in any manner.
2. Release any written or oral report of any board activity to any individual or body
other than to the or the office of the County Manager. The committee
Chairman may issue a press release after consultation with the
department head or County Manager.
3. Independently investigate citizen complaints against the department
or an employee of the department.
4. Conduct any activity, which might constitute or be construed as an official
governmental review of departmental or employee actions.
5. Conduct any activity, which might constitute or be construed as establishment of
county or department policy.
6. Violate the confidentiality of any information related to matters involving pending or
forthcoming civil o-r criminal litigation.
Matters pertaining to discipline will be the sole responsibility of the and
not the advisory committee. The activities of the advisory committee shall, at all times,
be conducted in accordance with all federal, state and local laws.
Upshaw/UNC-SOG DRAFT Advisory Committee Policy 12