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HomeMy WebLinkAboutAgenda - 10-09-2012 - 3 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date:October 9, 2012 Action Agenda Item No.3 SUBJECT: Specific Policiesfor Board of County Commissioner Advisory Boards DEPARTMENT:PUBLIC HEARING: (Y/N)No County Attorney ATTACHMENT(S):INFORMATION CONTACT: Specific Policies For: Orange Unified Transportation BoardJohn Roberts, 245-2318 Agricultural Preservation Board Animal Services Advisory Board Visitors Bureau Planning Board Commission for the Environment PURPOSE: To reviewand comment onthe final draftsof the board-specific policies for six advisory boards. BACKGROUND: On February 21, 2012 the Board of Commissioners approved the General Advisory Board Policy and authorized the County Attorney to 1) work with staff of various departments tocreate specific policy documents that apply to and govern each individual advisoryboard and 2) bringthe policies forward to the BOCC forreview.The attached policies have been completed and are ready for Board of Commissioners’ review and comment. The intent of these policies is to give guidance to department staff and to direct the advisory boards in the performance of their duties, establishing their membership, establishing their charge and goals, and establishing their procedures for debate and discussion. FINANCIAL IMPACT: None. RECOMMENDATION(S): The Manager recommends the Boardreview and comment onthe specific policies for thesixadvisory boards. 2 Orange Unified Transportation (OUT) BOARD POLICIES AND PROCEDURES SECTION I:SCOPE A.Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Orange Unified Transportation (OUT) Board. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity in regards to planning and programming transportation infrastructure improvements and other County transportation planning initiatives, as determined by the Board of Commissioners. B.Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the OUTBoard, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as “Exhibit A”. 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C.Charge 1. The OUT Board is charged with advising the Board of County Commissioners on the planning and programming of transportation infrastructure improvements and other County transportation planning initiatives, as directed by the Board. 2. From time to time the OUT Board may be directed to provide input on regulations on which the Planning Board has primary statutory and local ordinance advisory duties. In such instances, the OUT Board shall serve in anadvisory capacity tothe Planning Board. SECTION II:GOALS AND OBJECTIVES A.Goals The Transportation Element of the 2030 Comprehensive Plan includes the County’s goals for transportation planning and provides guidance for the OUT Board, Planning Board, Board of County Commissioners, and staff. B.Objectives The OUTBoard shall: 3 1. Identify and provide prioritization recommendations ontheCounty’s roadway and transit needs. 2. Assist in development and review of updates to the Transportation Element of the Comprehensive Plan. 3. Provide recommendations to the Board regarding Federal and State legislation affecting transportation in Orange County. 4. Provide recommendations on innovative techniques and methods to improve the efficiency and capacity of existing and future transportation systems. 5. Carry out special projects as assigned by the Board ofCommissioners. 6. Serve as anadvisory body to the Administrative Staff of the Orange Public Transit (OPT) System. The roles of assistance may include but are not limited to being: a. A forum to discuss relevant issues related to public transportation; b. An advocate in promoting new or expanded transit services; c. Sounding board on program operations, goal setting and monitoring; d. As a guardian of passenger rights for the general public and special targeted populations; and e. When directed by the BOCC, recommends NCDOT grants, contracts, and studies that affect the current or future service levels of public transportation in Orange County. SECTION III:MEMBERSHIP A.Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B.Composition 1. The OUT Boardis composed offourteen (1413)voting members. 2. TheOUTBoard is composed of zero (0)alternate members. 3. Members shall represent (demographic, geographic, cultural and professional characteristics): a. Seven members, one from each township: Little River Township Cedar Grove Township Cheeks Township Hillsborough Township Eno Township Bingham Township 4 Chapel Hill Township b. FourThreemembers from the following advisory boards having transportation interests: Commission for the Environment Economic Development Commission Planning Board c. Threeat-large members with expertise or specific interests in the following areas: Bicycle transportation Pedestrian access and safety Public Transit 4. Appointed members shall serve a term of three years with initial terms staggered as follows: a. The following five members shall serve an initial term of one year; thereafter three years: i. Little River Township representative ii. Bingham Township representative iii. Chapel Hill Township representative iv. Orange County Commission for the Environment representative v. Pedestrian access and safety advocate b. The following fourthreemembers shall serve an initial term of two years; thereafter three years: i. Cheeks Township representative ii. Eno Township representative iii. Public Transit advocate c. The following five members shall serve an initial term of three years: i. Cedar Grove Township representative ii. Hillsborough Township representative iii. Orange County Economic Development Commission representative iv. Planning Board representative v. Bicycle transportation advocate 5. TheOUT Board shall elect by majority vote a Chair and Vice Chair from among its members at a meeting in June of each year. SECTION IV.MEETINGS 5 A.Staffing 1. Orange County staff may serve a support function to the OUT Board upon the approval of the Orange County Manager. B.Agendas 1. Items for agendas shall be approved by the OUT Board Chair and Orange County staff. C.Date, Time, and Location of Regular Meetings 1. Regular meetings of the OUT Board shall be held as needed to address items that require Board action consistent with its Charge and Duties identified herein. Meetings are held on the third Wednesday of the month. The start time and location of the meeting shall be included on the agenda and shall typically be 7:00 p.m. at the Orange County West Campus Office Building located at 131 West Margaret Lane, Hillsborough. The OUT Board Chair, in consultation with staff, shall have the authority to change the start time and location of a regular meeting to meet any special circumstances, provided the information is included on the distributed agenda. SECTION V. ORIENTATION A.Attendance 1. Each member shall attend an orientation presented by the Planning and Inspectionsdepartment to familiarize the advisory board members with the operation of County government, the Planning and Inspections department rules, and the operating procedures of the advisory board. 2. Each voting member will be encouraged to complete the orientation withinsix weeks of his or her appointment. SECTION VI. BY-LAWS A.By-Laws 1. Any Bylaws adopted by the OUT Board are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document. 2. Should theOUT Board determine modifications to policies and procedures are necessary, the OUT Board may petition the Board of County Commissioners for such modifications. 6 AGRICULTURAL PRESERVATIONBOARD POLICIES AND PROCEDURES SECTION I:SCOPE A.Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Agricultural PreservationBoard. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity torecommend programs, studies, Voluntary Agricultural Districts and other emerging issues or topics of interestconcerning agriculture and agricultural preservation. B.Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. Chapter 106, Article 61 of the North Carolina General Statutes governing preservation of farmland. 3. Chapter 48 of the Orange County Code of Ordinances. 4. The Orange County Advisory Board Policy serves as the underlying policy document to which the Agricultural PreservationBoard, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as “Exhibit A”. 5. In the event that there is a conflict between Chapter 48 of the Orange County Code of Ordinances, the Orange County Advisory Board Policy,and this Policies and Procedures document this Policies priority shall be as follows; Chapter 48 of the Orange County Code of Ordinances, this Policies and Procedures document, the Orange County Advisory Board Policy. C.Charge 1. The charge of the Agricultural Preservation Boardis as follows: Itis the expressed policy of Orange County and the Agricultural Preservation Board to conserve, protect and encourage the preservation and improvement of agricultural land within the County boundaries as a critical component of the County’s cultural and rural character and its economy by virtue of the production of food, fiber and other products. (Code of Ordinances, Chapter48-3) SECTION II:GOALS AND OBJECTIVES A.Goals 1. The Agricultural Preservation Board shall work to: 7 i.reduce the loss of productive andexisting farmland by promoting agricultural values and general welfare of the County, ii.recognize the existence of important farmlands by seeking to minimize risks of nuisance suits that arise from the onset of other land uses, iii.encourage participation in voluntary programsto preserve and protect farmland from non-farm development, and iv.increase identity and awareness of the agricultural community, and its role in the economic and cultural quality of life for all County residents. B.Objectives 1. The Agricultural PreservationBoard shallundertake the following objectives toward these goals: 2. Develop recommendations for implementation of the Voluntary Agricultural Districts and Enhanced Voluntary Agricultural Districts programs, including making recommendations for approval of farms applying for designation in Agricultural Districts; certify qualifying farmland for such Districts as defined in the Voluntary Farmland Protection Program Ordinance (Code of Ordinances, Section 48-7); review and make recommendations concerning amendments to this ordinance; develop public education programs and materials to promote agriculture and agricultural preservation;review and approve the form of the agreement for Voluntary Agricultural Districts; conduct public hearings andhold joint public hearings with the Board of County Commissioners on public projects likely to have an impact on agricultural operations within Orange County; consider appeals to decisions on Voluntary Agricultural Districts (as provided in COO, Chapter 48-8); hold public hearings if action is taken to condemn any certified farms and qualifying farmland (Chapter48-11); advise the Board of County Commissioners on projects, programs or issues likely to have an impact on the agricultural economy or activities within the County that will affect Agricultural Districts; develop studies, plans and reports as directed by the Board of Commissioners or State of North Carolina; consult with other agencies involved in the preservation or production of agriculture as needed; develop an annual report to the N.C. Commissioner of Agriculture, Board of Commissioners and others on the status of the Voluntary Agricultural District program; perform other related tasks and duties and pursue other research and advise on other topics as directed by the Board of Commissioners; and provide recommendations and input on the Orange County Agricultural Development and Protection Plan and Lands Legacy Program, as per Chapter48, section 48.5(e)(9) of the Code of Ordinances. SECTION III:MEMBERSHIP 8 A.Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. 2. Agricultural Board membership and authority is also granted and addressed by N.C. General Statutes 106-735 through 106-744 and Chapter 153A, and Chapter 48 of the Orange County Code of Ordinances. B.Composition 1. See Chapter 48, Orange County Code of Ordinances. SECTION IV.MEETINGS A.Staffing 1. Orange County staff from the Department of Environment, Agriculture, Parks and Recreation shall serve as staffsupport to the Agricultural Preservation Board, contingent upon the approval of the Orange County Manager. B.Agendas 1. Items for agendas shall be approved by theAgricultural Preservation Board Chair and staff. 2. Regular meetings of the Board shall be held on the third Wednesday of each month at a time and location established by the Board. The Board may also choose to meet bi-monthly by cancelling regular meetings in selected months, as part of the annual adoption of the meeting schedule. When the regular meeting day falls on a holiday, the Board may call a special meeting. 3. Special meetings may be called by the Chair or by written request by two members of the Board, submitted to the Board or the Chair. Written or oral notice of meetings shall be given to all members at least 48 hours prior to the meeting and shall state the time, place and purpose of the meeting. 4. Quorum: A quorum shall consist of a majority of the appointed voting members (50%, plus one) of the Board.All issues shall be decided by a majorioty vote of the Board, except as otherwise stated herein or in the Code of Ordinances, Section 48. 5. Records: the Board shall keep meeting summaries or minutes of the proceedings showing the vote of each member upon each question, or if absent of failing to vote, indicating such fact, and shall keep records of its examinations and other official actions, all of which shall be filed in the office of the Department of Environment, Agriculture, Parks and Recreation and shall be a public record. 9 6. Cancellation: The Board may cancel meetings when there is no business for the Board or lack of a quorum is determined, by notice from the Chair or staff provided at least 24 hours prior to the scheduled meeting. SECTION V. ORIENTATION A.Attendance 1. Each member shall attend an orientation presented by the Department of Environment, Agriculture, Parks and Recreationand/or the officers of the Board to familiarize the advisory board members with the operation of County government, and the operating procedures of the advisory board. 2. Each voting member will be encouraged to complete the orientation within eightweeks of his or her appointment and participate in at least onesite tour or visit (as deemed practical) SECTION VI. BY-LAWS A.By-Laws 1. Any Bylaws adopted by the Agricultural Preservation Boardare void and no furtherbylaws shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document – as well as the Board rules and procedures found in the Code of Ordinances, Chapter 48. 2. Should the Agricultural Preservation Boarddetermine modifications to policies and procedures are necessary the Boardmay petition the Board of County Commissioners for such modifications, to be made to this document and the Code of Ordinances, as applicable. Appendix 1 – Text of Chapter48.6 and Map of VAD Regions 10 ANIMAL SERVICES ADVISORYBOARD POLICIES AND PROCEDURES SECTION I:SCOPE A.Purpose 1. To establish a policy and procedure whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Animal Services AdvisoryBoard. 2. The Orange County Board of Commissioners mayappoint an advisory board whose duty is to work with Animal Services staff and serve County Commissioners in an advisory capacity regarding animal services in Orange County. B.Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the Animal Services Advisory Board, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as “Exhibit A”. 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C.Charge The charge of the Animal Services Advisory Board is as follows: 1. To advise the Board of County Commissioners on matters of concern regarding animal issues and animals services in Orange County. 2. To work with the Animal Services Director (or designee) on various policy concerns and issues regarding County animal services. 3. To carry out duty to hear Potentially Dangerous Dog Declaration appeals as proscribed by N.C. Gen. Stat. §67-4.1(c). SECTION II:GOALS AND OBJECTIVES A.Goals 1. The Animal Services Advisory Board shall work with the Animal Services Director and designated staff to ensure quality animal services within Orange County. 2. The Animal Services Advisory Board shall work collaboratively with the Animal Services Director and staff. B.Objectives 1. Advise the Board of County Commissionersonanimal services as such. 1 11 2. Advise the Board of County Commissioners on the health, safety and quality of lifeas it relates to animals in Orange County. 3. Conduct fair and impartial hearings of appeals of potentially dangerous dog declaration and any other appeals as may be required by the Animal Services Department. SECTION III:MEMBERSHIP A.Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B.Composition 1. The Animal Services Advisory Board is composed of twelve (12)voting members. 2. Members shall represent: a. The Townships of Carrboro (1), Chapel Hill (1) and Hillsborough (1); b. Three (3) at-large representatives, two (2) of which reside in the unincorporated areas of the county; c. Two (2) veterinarians, one of which shall be the veterinarian serving on the Orange County Board of Health; d. Three (3) county residents whose experience demonstrates a commitment to animal welfare and/or advocacy; e. One (1) professional animal handler, trainer or technician with a recognized credential or certification. SECTION IV.MEETINGS A.Staffing 1. Orange County staff may serve a support function to advisory boards upon the approval of the Orange County Manager. SECTION V. COMMITTEES 1. Potentially Dangerous Dog Appeal Committee a. Three (3) members of the Animal Services Advisory Board, selected by the Board Chair and approved by the board as a whole, shall form a Potentially Dangerous Dog Appeal Committee to satisfy Orange County’s obligation under Chapter 67 of the North CarolinaGeneral Statute. 2 12 b. At least one (1) member shall be a veterinarian and one (1) shall be a member whose position is based upon residency. c. The responsibility ofthis committee is to determine whether or not a potentially dangerous dog declaration is warranted based upon the definition(s) set out by the North Carolina General Statute. d. The Potentially Dangerous Dog Appeal Committee shall be convened as needed by the Animal Services Director. e. In the event that a member is unable to attend within the timeline mandated by the North Carolina General Statute, the Animal Services Director may designate another voting member of the Animal Services Advisory Board to fill his or her place. 2. Other Appeal Committees a. Committees for other appeals (e.g., adoption denials) may be formed as needed. b. These committees shall have no fewer than three members and themembersshall be appointed by the Chair of the Animal Services Advisory Board. c. A chair for such an appeal committee shall be designated by the Chair of the Animal Services Advisory Board. d. The appeal committee chair shall be responsible for coordinating with the Animal Services Director to ensure that any such appeal is conducted in a timely and a judicious manner. SECTION VI.ORIENTATION A.Attendance 1. Within three months of his or her appointment, each member shall attend an orientation presented by the Animal ServicesAdvisory Chair (or another officer) and the Animal Services Director (or designated staff)to familiarize the advisory board members with the operation of County government, the department organization and policies, and the operating procedures of the advisory board. SECTION VII. BY-LAWS A.By-Laws 1. Any bylaws adopted by the Animal Services Advisory Board are void and no further bylawsshall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document. Should the Animal Services Advisory Board determine modifications to 2. policies and procedures are necessary the Animal Services Advisory Board may petition the Board of County Commissioners for such modifications. 3 13 CHAPEL HILL ORANGE COUNTY VISITORS BUREAU BOARD POLICIES AND PROCEDURES SECTION I:SCOPE A. Purpose 1.To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Chapel Hill/Orange County Visitors Bureau Board. 2.The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity to the Chapel Hill /Orange County Visitors BureauBoard. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the Chapel Hill/Orange County Visitors Bureau Board, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as “Exhibit A”. 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge 1. The charge of the Chapel Hill/Orange County Visitors Bureau Board is as follows: To develop and coordinate visitor services in Orange County and to implement marketing programs that will enhance the economic activity and quality of life in the community. The purpose for which the Chapel Hill/Orange County Visitors Bureau Board was formed:The Chapel Hill/Orange County Visitors Bureau (VB) was established in 1982 as a department of county government for the purpose of developing year-round sustainable tourism for the towns that comprise Orange County in a manner favorable to impact its economic well -being. The board’s purpose is to serve in an advisory capacity to Orange County government by adopting an annual marketing plan and program of work for Visitor Bureaustaff as necessary to carry out the Visitor Bureau’s mission as stated above and below. 14 SECTION II:GOALS AND OBJECTIVES A. Goals The Chapel Hill/Orange County Visitors BureauBoardshallposition 1. Orange County as a desirable meeting and vacation destination to select visitor markets with careful consideration of the needs and assets of the communities that comprise Orange County To work in cooperation with community organizations to achieve an 2. effective, coordinated and comprehensive marketing program with high-quality collateral materials, on-line programs, and visitor services. To serve as a county wide leader in developing strategies for 3. consistently providing quality visitor services to travelers who visit Orange County. To encourage longer stays, increased spending and repeat visits of 4. travelers to Orange County. To examine the range of visitor services available, to identify unmet 5. needs and to encourage private businesses to meet those needs, as appropriate. To operate in a manner that contributes to the economic development 6. and quality of life that comprises Orange County. B. Objectives 1.To establish the Bureau as the premier destination marketing organization in the region.By highlighting the Orange County towns of Chapel Hill, Carrboro, Hillsborough and surrounding Efland. Improving the promotion of Orange County will inevitably enhance the promotions and quality of tourism opportunities throughout the county. The marketing initiatives will create awareness of the tourism assets of Orange County; increase the level of interest in Chapel Hill/Carrboro/Hillsborough destinations for leisure travel; and increase the level of interest in Orange County as a destination for business meetings and conferences. SECTION III:MEMBERSHIP A. Authority 1.North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. 15 B. Composition QTYRepresentation 1 Orange County/Hillsborough Chamber of Commerce 1 Chapel Hill/Carrboro Chamber of Commerce 1 Alliance for Historic Hillsborough 1 UNC– Chapel Hill 2 Orange County Lodging Assoc. (rep hotel under 100 & over 100 rooms) 1 Town of Chapel Hill Council 1 Town of Hillsborough Council 1 Town of Carrboro Council 1 North Carolina H.S. Athletic Association 1 EDC Board– Orange County 1 Board of County Commissioners 1 Orange County Arts Commission Board Liaison 1 EDC – Town of Chapel Hill (ex-officio) 1 EDC – Town of Carrboro (ex-officio) 1 Chapel Hill Downtown Partnership (ex-officio) 1 At-large SECTION IV.MEETINGS A. Staffing 1.Orange County staff may, upon the approval of the Orange County Manager, serve support functions as follows: a.Administrative Duties, meeting minutes SECTIONV. ORIENTATION A. Attendance 1.Each member shall attend an orientation presented by the Orange County Stafffor familiarize the advisory board members with the operation of County government, the Visitor Bureau’s Department rules, and the operating procedures of the advisory board. 2.Each voting member will be encouraged to complete the orientation within six weeks of his or her appointment and participate in at least one meeting with the staff. SECTION VI.BY-LAWS A. By-Laws 1.Any Bylaws adopted by theChapel Hill/Orange County Visitors Bureau Board are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the General 16 Advisory Board Policy Document. 2.Should theChapel Hill/Orange County VisitorsBureau Board determine modifications to policies and procedures are necessary the Chapel Hill/Orange County Visitors Bureau Board may petition the Board of County Commissioners for such modifications. 17 PLANNING BOARD POLICIES AND PROCEDURES SECTION I:SCOPE A. Purpose 1.To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the PlanningBoard. 2.The Orange CountyBoard of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity to Orange County Board of Commissioners. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the Planning Board, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached heretoas “Exhibit A”. 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge 1. The charge of the Planning Board is contained in Section 1.6.3 of the Orange County Unified Development Ordinance. The purpose for which the Planning Board was formed:to serve in an advisory capacity to the Orange County Board of Commissioners in regards to planning, zoning, and subdivision matters, as provided in Section 1.6.3 of the Orange County Unified Development Ordinance. SECTION II:GOALS AND OBJECTIVES A. Goals The PlanningBoardshallcarry out the duties contained in Section 1. 1.6.3 of the Orange County Unified Development Ordinance to the best of its ability. Objectives B. 1.Acting under the directives of the Board of County Commissioners and withCounty staff, the Planning Board shall pursue the duties contained in Section 1.6.3 of the Orange County Unified Development Ordinance. SECTION III:MEMBERSHIP A. Authority 18 1.North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B. Composition 1. Planning Board composition isdetailed in Section 1.6.1 of the Orange County Unified Development Ordinance. Additional membership requirements are listed in said Section of the UDO. 2. The Planning Board does not have alternate members. C. Chair, Vice Chair, and Secretary 1.The Planning Board shall elect by majority vote a Chair and Vice Chair from among its members at the regular meeting in January of each year. 2.Chair and Vice Chair terms of office shall correspond to the requirements of the Orange County Advisory Board Policy. 3.The Secretary of the Planning Board shall be the Planning Director or his/herdesignee. 4.The Chair and Secretary shall ensure that each Planning Board member is presented with a copy of the Planning Board’s charge, scope of authority, membership responsibilities, and code of conduct when the Planning Board member is appointed to thePlanning Board. SECTION IV.MEETINGS A. Staffing 1. The Planning Director shall perform the duties set forth in Section 1.6.4 of the Orange County Unified Development Ordinance. B. Agendas 1. Items for agendas shall be approved by the Planning Board Chair and staff. 2. The designated staff will develop and distribute to each member an agenda listing the matters to be considered at upcoming advisory board meetings. The regular meeting agenda and materials shall be distributed at least seven (7) calendar days beforethe regular meeting C. Date, Time, and Location of Regular Meetings 1.Regular Meetings of the Planning Board shall be held on the first Wednesday of each month. The start time and location of the meeting shall be included on the agenda and shall typically be7:00 p.m. at the Orange County West Campus Office Building located at 131 West Margaret Lane, Hillsborough. The Planning Board Chair, in 19 consultation with staff, shall have the authority to change the start time and location of a regular meeting to meet any special circumstances, provided the information is included on the distributed agenda. D.Notice of Meetings 1.Notice of regular Planning Board meetings and agendas shall be made available to all members and interested parties, and to any person who requests such notice, at least seven (7) days in advance of the meeting by e-mail and by posting on the Orange County government website. 2.Notice of public hearings shall conform to the notice requirements of Section 2.3.6 and/or 2.8.7, as applicable, of the Orange County Unified Development Ordinance. 3.Agenda materials for public hearings shall be distributed to Planning Board members and posted on the Orange County government website for interested parties a minimum of ten (10) calendar days prior to the publichearing. SECTION V. ORIENTATION A. Attendance 1.Each member shall attend an orientation presented by the Orange County Staff to familiarize the advisory board members with the operation of County government, the Planning Department rules, and the operating procedures of the advisory board. 2.Each voting member will be encouraged to complete the orientation within sixweeks of his or her appointment and participate in at least one meeting with the staff. SECTION VI.BY-LAWS A. By-Laws 1.Any Bylaws adopted by the Planning Board are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document. 2.Should the Planning Board determine modifications to policies and procedures are necessary thePlanning Board may petition the Board of County Commissioners for such modifications. 20 ORANGE COUNTY COMMISSION FOR THE ENVIRONMENT POLICIES AND PROCEDURES SECTION I: SCOPE A.Purpose 1.To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Commission for the Environment. 2.The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity on matters affecting the environment, with particular emphasis on environmental protection. B.Authority 1.North Carolina General Stature 153A-76 grants boards of commissioners the authority to establish advisory boards. 2.The Orange County Advisory Board Policy serves as the underlying policy document to which the Commission for the Environment, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as “Exhibit A”. 3.In the event there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C.Charge 1.The charge of the Commission for the Environment is to advise the Orange County Board of Commissionerson matters affecting the environment, with particular emphasis on environmental protection. SECTION II:GOALS AND OBJECTIVES A.The Commission for the Environment shall have the following goals and objectives: 1.To advise the Orange County Board of Commissionerswith regard to environmental policy, with particular emphasis on environmental protection. 2.To educate the public and local officials on environmental issues. 3.To perform special studies and projects on environmental questions as requested by the Orange County Board of Commissioners. 1 21 4.To recommend environmental initiatives to the Orange County Board of Commissioners. 5.To study changes in environmental science and environmental regulations in the pursuit of itsduties. 6.To perform other duties as requested by the Orange County Board of Commissioners. SECTION III: MEMBERSHIP A.Authority 1.North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of County Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B.Composition 1.The Commission for the Environment is composed of fifteen voting members. 2.The Commission for the Environment has no appointedalternate members. 3.Five members shall have specific expertise in: Air Quality Biological Sciences Engineering, (preferably in a field related to the environment) Land Resources Water Resources 4.Tenat-large members with some knowledge of environmental science and/or environmental issues including, but not limited to experts in the following fields: Education Energy Law Public Health Public Policy Solid Waste Other areas that overlap with the five areas of specific expertise 2 22 5. The Commission for the Environment shall have no appointed ex officio members. C.Officers 1.The elected officers of the Commission for the Environment shall consist of a Chair and a Vice Chair. D.Election Procedures and Terms of Office 1.The Officers shall be elected by the Commission for the Environment from among its members at the regular meeting in November of each year. They shalltake office at the following regular meeting. 2.The candidate for each office receiving a majority vote of the Commission for the Environment members present shall be declared elected. 3.The officers shall be elected for a term of one year. They shall be eligible to succeed themselvesfor not more than three consecutive terms. 4.Appointment to serve for any actual period of one (1) year or more will constitute a full term.Appointment for any actual period of less than one (1) year will constitute a partial or unexpired term. SECTIONIV. MEETINGS A.Staffing 1.Orange County staff may serve a support function to advisory boards upon the approval of the Orange County Manager.Upon the approval of the Manager, the Department of Environment, Agriculture, Parks and Recreation(DEAPR) shall serve as staff to the Commission for the Environment.DEAPR shall keep all minutes and records of the Commission for the Environment and provide proper and legal notice of regular and special meetings to members of the public. B.Agendas 1.Items for agendas shall be approved by the Commission for the Environment Chair and staff. 2.All business to be considered shall be listed on the agenda. To secure such consideration, a request must be received by the Chair at least seven days before any regular scheduled meeting. No other business may be considered except by majority voteof the Board members present. All special business or items not specifically noted on the regular meeting agenda may be deferred by the Commission for the Environment until the next regular meeting date. 3 23 3.The order of business at regular meetings shall be: a. Callto order. b. Considerationof additions or changes to the agenda. c. Callfor approval of minutes of previous meeting. d. Considerationof remaining items on the agenda. e. Adjournment. 4.All meetings of the Commission for the Environment shall be open to the general public. 5.The vote of a majority of those members present shall be sufficient to decide all matters before the Commission for the Environment, provided a quorum is present. During a meeting the members may decide to postpone a final decision to allow a document to be finalized for further consideration and to be voted upon via electronic mail (email), as long as the voting records are documentedand included in the minutes of the next regularly scheduled meeting. 6.For procedures not covered by these rulesor the Orange County Advisory Board Policy, the Commission for the Environment shall follow the rules contained in Roberts Rules of Order,Revised. C.Date, Time and Location of Regular Meetings 1.Regular meetings of the Commission for the Environment shall be held the second Monday of each month at 7:30 p.m. at the Southern Human Services Center inChapel Hillor the Environment and Agriculture Center in Hillsborough, or other place within Orange County designated by the Chair. The meetingsshall adjourn not later than 9:30 p.m. unless extended for the meeting in session by vote of the members. D.Special Meetings 1.Special meetings may be called by the Chair or by the written request of at least three other members of the Commission for the Environment. The notice of such a meeting shall specify the purposes of the meeting and no other business may be considered except by unanimous consent of the Commission for the Environment members present. E.Meeting Notice 1.DEAPRshall give a minimum of five days notice for both regular and special meetings. SECTION V.ORIENTATION A.Attendance 4 24 1.Each member shall attend an orientation presented by the Department of Environment, Agriculture, Parks and Recreation (DEAPR) to familiarize the advisory board members with the operation of County government, the DEAPR policies and procedures, and the operating procedures of the advisory board. 2.Each voting member will be encouraged to complete the orientation within five weeks of his or her appointment and participate in at least one tour of locations relevant to the business of the Commission for the Environment. SECTION VI. BY-LAWS A.By-Laws 1.Any Bylaws adopted by the Commission for the Environment are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy document. Should the Commission for the Environment determine modifications 2. to policies and procedures are necessary the Commission may petition the Board of County Commissioners for such modifications. 5