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HomeMy WebLinkAboutAgenda - 06-26-1996 - VIII-J s 1 ORANGECOUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 26. 1996 Agenda Abstract Item SUBJECT: PLANNING BOARD RULES OF PROCEDURE- PROPOSED MEETING DATE CHANGE DEPARTMENT: Planning PUBLIC HEARING:_Yes-2LNo BUDGET AMENDMENT REQUIRED: _Yes-.X-No ATTACHMENTS: INFORMATION CONTACT: Don Belk X2594 Articles VII&IX-Rules of Procedure Planner IUSpecial Projects Memorandum from Don Belk PHONE NUMBERS: Hillsborough 732-8181 Mebane 227-2031 Durham 688-7331 Chapel Hill 967-9251 PURPOSE: To consider a proposed amendment to the Planning Board's Rules of Procedure to change the regular monthly meeting date. BACKGROUND: Article VII,Meetings, of the Planning Board's Rules of Procedure state that "Regular meetings of the Planning Board shall be held the third Monday of each month at 7:30 p.m. at the Courthouse in Hillsborough or other place within Orange County designated by the Chair. " In recent years, two advisory boards have been added, and the Board of Commissioners have begun conducting bi-monthly work sessions. The net result has been to crowd the third week of the month with consecutive meetings as shown below: Planning Board Third Monday of each month Board of Commissioners Third Tuesday of each month Agricultural Districts Advisory Board Third Wednesday of each month a 2 ,T These meetings are only a part of the Planning Department staff's responsibilities to our citizen boards and commissions. Planning also provides staff support to the Board of Adjustment,the Historic Preservation Commission, the Water Resources Committee, the Township Advisory Councils, and the Water/Sewer Boundary Task Force. In addition, the Shaping Orange County's Future initiative will add new responsibilities for Planning staff, and the Flexible Development subdivision ordinance (effective July 1) will add a new requirement for community information meetings in conjunction with concept plan submittals. In an effort to try to spread out the meeting dates, the Historic Preservation Commission has already agreed to change their meeting date from the first Tuesday to the fourth Wednesday of the month(see attached memorandum). At the monthly meeting held June 17, 1996, Planning Staff suggested that the Planning Board's regular meeting date be moved to the first Wednesday of each month. The Planning Board discussed the issue and voted unanimously to amend their Rules of Procedure to affect the change in the meeting date. However, an amendment to the Rules of Procedure must be approved by the Board of Commissioners. Please note: The same process for amending rules of procedure applies to the Historic Preservation Commission, except that the Board of Commissioners' approval is not required. RECOMMENDATION: The Administration recommends amending the Planning Board's Rules of Procedure to change the regular monthly meeting date to the first Wednesday of the month. 3 i County of Orange, Planning Board Rules of Procedure, Adopted January 4, 1983 The Secretary, subject to the direction of the Chair and the Board, shall keep all minutes and records of the Planning Board, provide notice of the regular and special meetings to members, arrange proper and legal notice of hearings, attend to legal correspondence of the Board, and other such duties as are normally carried out by a secretary. The Planning Director shall not be eligible to vote. ARTICLE V - COMMITTEES A. The Planning Board may establish such standing or temporary committees as it may deem useful in its work. The members of these committees shall be appointed by the Chair of the Board. B. The Planning Board shall establish a committee on Ordinance Review which shall be responsible for a continuing review of ordinances related to the business of the Planning Board. The members of this Committee shall be appointed by the Chair of the Board. ARTICLE VI - TOWNSHIP ADVISORY COUNCILS A. The Planning Board shall recommend to the Board of County Commissioners the establishment and/or continuation of Township Advisory Councils, as provided in -Section 2.2.11 of the Orange County Zoning Ordinance. B. An Advisory Council shall be established for each township. It will be composed of residents of that township, who shall serve a term of two years. Members of the Advisory Council'can nominate new members, while any citizen of the County can recommend members for nomination. C. The members of the Councils shall be appointed by the Chair of the Planning Board upon approval by the Planning Board. D. A member of the Planning Board from each township shall serve as liaison to the appropriate Advisory Council. ARTICLE VII - MEETINGS A. Regular Meetings Regular meetings of the Planning Board shall be held the third Monday of each month at 7:30 p.m. at the Courthouse in Hillsborough or other place within Orange County designated by the Chair. The meetings shall adjourn not later than 10:30 p.m. unless extended for the meeting in session by vote of the Board. 3 4 :ounty of Orange, Planning Board Rules of Procedure,Adopted January 4, 1983 B. Special Meetin>s Special meetings may be called by the Chair or by the written request of at least three other members of the Planning Board. 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 Planning Board members present. C. Meeting.Notice The Secretary shall give three days notice for both regular and special meetings. Except in extraordinary circumstances, there shall be a maximum of three meetings and/or hearings per month. D. Quorum A quorum shall consist of a majority of the regular appointed members of the Planning Board. A quorum shall be present for conduct of formal business. E. Voting "The vote of a majority of those members present shall be sufficient to decide all matters before the Planning Board, provided a quorum is present. Ex-officio members shall not vote. 1. No Planning Board members shall participate in the decision of any matter in which they have a personal financial interest. 2. Each member shall vote "yes" or "no" except when excused by the Chair. The Chair shall be entitled to the same voting privileges as any other member of the Board. F. Conduct of Meetings 1. Ann& All business to be considered shall be listed on the agenda. To secure such consideration, a request must be received by the Chair or Secretary at least seven days before any regular scheduled meeting. No other business may be considered except by unanimous consent of the Board members present. All special business or items not specifically noted on the regular meeting agenda may be deferred by the Planning Board until the next regular meeting date. 4 5 County of Orange, Planning Board Rules of Procedure,Adopted January 4, 1983 2. Order of Business The order of business at regular meetings shall be: a. Call to order and roll call. b. Call for approval of minutes of previous meeting. C. Consideration of additions to the agenda. d. Consideration of items on the agenda. e. Adjournment. The order of business for special meetings shall be as set out in the meeting call. 3. Public Meetings All meetings of the Planning Board, its committees and councils shall be open to the general public. The Planning Board shall have the power to meet in executive session providing appropriate procedural necessities are complied with as prescribed in North Carolina's Open Meeting law, N.C. General Statutes §143-318.1 to 143-318.7 (1974). G. Cancellation of Meetings Whenever there is no business for the Planning Board, the Chair may dispense with a regular meeting by giving notice to all members not less than twenty-four hours prior to the time set for the meeting. ARTICLE VIII - JOINT PUBLIC HEARINGS Joint public hearings, attended by both the Board of County Commissioners and the Planning Board, shall follow the procedures given below. A. Hearing,on Reignings. and Other Hearings Conducted by the Planning Board Chair . 1. Call of agenda items by the Chair. 2. Presentation by staff: a. explanation of the effect of the proposal 5 i 6 County of Orange, Planning Hoard Rules of Procedure,Adopted January 4, 1983 b. technical evaluation. 3. Statements in support of the proposal. 4. Statements of opposition to the proposal. 5. Rebuttal statements by supporters. 6. Rebuttal statements by the opposition. 7. Board discussion. 8. Board action. Before beginning this procedure, the Planning Board may determine the maximum number of minutes to be allocated to each of the above items, with the constraint that supporters and opponents shall be given equal time. B. Hearings on Suecial Use Permits. and other Hearings Conducted by the Commissioners' Chair The hearings shall follow the procedures designated by the Board of County Commissioners. ARTICLE IX - AMENDMENTS These Rules of Procedure may, within the limits allowed by law, be amended at any time by an affirmative vote of not less than a majority of the regular appointed members of the Board, provided that such amendment shall have first been presented to the membership in writing at a regular or special meeting preceding the meeting at which the vote is taken, and provided further, that any amendment shall be approved by the Board of County Commissioners in accordance with Section 2.2.6 of the Zoning Ordinance. 6 7 ' ORANGE COUNTY PLANNING DEPARTMENT 306F REVERE ROAD HILLSBOROUGH, NORTH CAROLINA 27278 ,8 MEMORANDUM TO: Planning Board 6`/'46 FROM: Donald R.Belk,AICP,Planner II/Special Projects SUBJECT: Change of Meeting Day for the Historic Preservation Commission DATE: June 7, 1996 COPIES: Marvin Collins,Planning Director At their meeting of June 4, the Historic Preservation Commission agreed to change their regular monthly meeting date to the fourth Wednesday of the month. This change was rcquested by Planning Department staff to allow mondtily meeting data to be distributed more evenly throughout the month,and to facilitate a proposed change to the Planning Board's monthly meeting date. As stated in their Rules of Procedure,the HPC may act to change its meeting date. Approval by the Board of County Commissioners is not required. /db attachment 8 County of Orange, Historic Preservation Commission Rules of Procedure,Adopted April 22, 1992 i SECTIONS: Amendments to Rules of Procedure ` These rules may, within the limits allowed by law, be amended at any time by an affirmative vote of not less than five (5) members of the Commission, provided that such amendment shall have first been presented to the membership in writing at a regular or special meeting preceding the meeting at which the vote is taken. SECTION 6: Notification of Zoning Change/Permit Applications In order to facilitate the exercise of the Commission authority and responsibility in promoting, enhancing, and preserving the character and heritage of Orange County, the Commission requests that the Director of Planning notify the Commission of pending applications for zoning changes, use permits, variances and demolition permits, and proposed zoning text amendment or other proposals which affect properties in an existing or proposed historic district and/or structural and landscape resources of historic, architectural, archaeological, visual or cultural significance. ADOPTED: By unanimous vote of the Orange County Historic Preservation Commission on April 22, 1992. REVISIONS N/A : Revised to include Rules of Procedure for processing applications for Certificates of Appropriateness. N/A : Revised to include Rules of Procedure for processing applications for designation as Historic Landmark. N/A : Revised to include Rules of Procedure for processing applications for the designation of Historic Districts. 8 1 9 AGENDA ITEM#10: PLANNING BOARD ITEMS a. Planning Board Rurles and Procedures. (1) Proposed Meeting Date Change Presentation by Don Belk. This item is to consider a proposed amendment to the Planning Board's rules of Procedure to change the regular monthly meeting date. Article VII,Meetings,of the Planning Board's Rules of Procedure state that "Regular meetings of the Planning Board shall be held the third Monday of each month at 7:30 p.m.at the Courthouse in Hillsborough or other place within Orange County designated by the Chair." In recent years,two advisory boards have been added,and the Board of Commissioners have begun conducting bi-monthly work sessions. The net result has been to crowd the third week of the month with consecutive meetings as follows: Planning Board Third Monday of each month Board of Commissioners Third Tuesday of each month Agricultural Districts Advisory Board Third Wednesday of each month These meetings are only part of the Planning Department staff s responsibilities to our citizen boards and commissions. Planning also provides staff support to the Board of Adjustment,the Historic Preservation Commission,the Water Resources Committee,the Township Advisory Councils,and the Water/Sewer Boundary Task Force. In addition,the Shaping Orange County's Future initiative will add new responsibilities for Planning staff,and the Flexible Development subdivision ordinance(effective July 1)will add a new requirement for community information meetings in conjunction with concept plan submittals. In an effort to try to spread out the meeting dates,the Historic Preservation Commission has already agreed to change their meeting date from the first Tuesday to the fourth Wednesday of the month. Staff is suggesting that the Planning Board's regular meeting dated be moved to the first Wednesday of each month. If the Planning Board feels that such a change is possible,an amendment to the Rules of'Procedure must be approved. If the Planning Board approves the change,it must still be approved by the Board of Commissioners. The same procedure applies to the Historic Preservation Commission except that the Board of Commissioners' approval is not required. Belk also stated that the change would make for better preparation and distribution of agenda materials. Planning Staff recommends amending the Planning Board's Rules of Procedure to change the regular monthly meeting date to the first Wednesday of the month. Jobsis noted that in polling Planning Board members,Wednesday was the only day that was agreeable to all Board members. 10 Barrows stated that she felt the Board should do anything they could to facilitate things for the Planning Staff. MOTION: Price moved approval as recommended by the Planning Staff. Seconded by Hoecke. VOTE: Unanimous.