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Home My WebLink AboutAgenda - 09-10-2015 - 4 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 10, 2015 Action Agenda Item No. 4 SUBJECT: Board of Commissioners DRAFT Meeting Calendar for Year 2016 DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Information from Other North Carolina Board of County Commissioners Jurisdictions Donna Baker, 245-2130 List of Meetings Summary — Number of Meetings Draft 2016 Calendar PURPOSE: To discuss the proposed/draft regular meeting schedule for the Board of County Commissioners for calendar year 2016. BACKGROUND: In accordance with 143.318.12 of the North Carolina General Statutes, a schedule of regular meetings shall be filed with the Clerk to the Board of County Commissioners. The schedule must show the date, time and place of each meeting. During the budget process this past spring, Commissioners brought up the issue of board meetings and wanted the Board to be able to discuss the proposed meeting calendar in more detail at a work session, such as the volume of meetings, for the upcoming 2016 calendar year. (There is still the potential to need to rearrange March meetings if the Presidential Primary is held on Tuesday, March 15.) After discussion by the Board, any proposed changes will be incorporated and this Meeting Calendar will be scheduled for approval on the consent agenda for the October 61" BOCC meeting. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to this agenda item: • GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. The Board adopts a meeting schedule for the entire year so that the public is aware of Board meeting times and places and can have the opportunity to attend meetings and address the Board. The Calendar is also developed with meetings occurring in both Hillsborough and Chapel Hill, allowing the opportunity for residents across the County to have closer access to Board meetings. RECOMMENDATION(S): The Manager recommends that the Board discuss the proposed meeting calendar and provide feedback to staff. 2 OTHER COUNTIES/CITIES- Guilford County: • 22 Regular Meetings -First and Third Thursday of every month (We only have one meeting in July and one in September) Public Hearings are included in Regular Meeting Agendas. • 12-18 work sessions per year (As needed, but on average once a month —we hold these immediately prior to the board meetings in most cases so that we only eat up one day of the Board's time that week—we normally only have 3 Budget Work Sessions (But they last ALL DAY) • 1 (2 day) annual retreat in January. Wake County: • Two regular meetings a month ( one meeting in December)- meetings start at 2pm. (1St and 3rd Mondays of month)- • One work session per month-meetings start at 2pm (2nd Monday of the month) Durham County: • average 34 regular meetings (Work sessions/2 Regular sessions each month); Joint City-County Meetings (6); Joint County-School Board (6); Budget Work sessions (6); Closed Sessions (10-20); Crime Cabinet(6);Legislative Breakfast (1) Durham City: • Two meetings per month (approx. 24/year) Town of Chapel Hill: • As low as 35 (in FY 10-11) to as high as 62 (in FY 14-15). • On average, between (FY 05-06 to current year), around 45 meetings per year. This number only includes 2 joint meetings with BOCC/Carrboro Town of Carrboro: ® 35-45 meetings per year(Every 1St 2nd, 3rd and 4t" Tuesdays except for Election Day, the last three weeks of December, the first week of January, and the months of July and August) 3 DRAFT ORANGE COUNTY BOARD OF COMMISSIONERS MEETING CALENDAR FOR YEAR 2016 NOTE: All meetings will begin at 7:00 pm unless otherwise indicated January 21 BOCC Regular Meeting Whitted Building—Hillsborough January 26 BOCC Work Session Southern Human Services Center — Chapel Hill January 29 BOCC Retreat Whitted Building- Hillsborough (note: meeting to be from 9:00am-4:00pm) February 2 BOCC Regular Meeting Whitted Building—Hillsborough February 9 BOCC Work Session Southern Human Services Center — Chapel Hill February 16 BOCC Regular Meeting Southern Human Services Center —Chapel Hill February 18 Quarterly Public Hearing Whitted Building- Hillsborough February 20- NACo Legislative Conference Washington, D.C. 24 February 25 BOCC Joint meeting with Town of Hillsborough Whitted Building—Hillsborough March 1 BOCC Regular Meeting Whitted Building—Hillsborough March 3 BOCC Dinner Meeting with Advisory Board Whitted Building—Hillsborough (note: meeting to start at 5:30pm) March 3 BOCC Work Session Whitted Building—Hillsborough (note: meeting to start at 7:00pm) . March 15 BOCC Regular Meeting Southern Human Services Center —Chapel Hill March 17 BOCC Joint Meeting with Chapel Hill Southern Human Services Center —Chapel Hill March 22 BOCC Work Session ;Southern tted-Hillsborough April 5 BOCC Regular Meeting tted Building Hillsborough April 7 Budget Work Session Human Services Center — Chapel Hill April 12 BOCC Dinner Meeting with Advisory Board Whitted Building —Hillsborough (note: meeting to start at 5:30pm) April 12 BOCC Work Session Whitted Building Hillsborough (note: meeting to start at 7:00pm) April 19 BOCC Regular Meeting Southern Human Services Center — Chapel Hill 2-Sep-15 SAAgendas\2015\09-10-15\4-B-List of Meetings.doem 4 April 25 Legislative Breakfast Solid Waste Admin Offices- (note: meeting to start at 8:30am) Chapel Hill April 26 BOCC Joint Meeting with School Boards Southern Human Services Center Chapel Hill April 28 Clerk and Attorney Annual Evaluations Link Government Services Center (note: meeting starts at 6:00pm) Hillsborough May 10 BOCC Work Session Southern Human Services Center Chapel Hill May 12 BOCC Budget Work Session Whitted Build ing—H illsborough May 17 BOCC Regular Meeting Southern Human Services Center Chapel Hill May 19 BOCC Budget Public Hearing Whitted Building — Hillsborough May 23 Quarterly Public Hearing Whitted Building —Hillsborough May 26 BOCC Budget Public Hearing Southern Human Services Center Chapel Hill June 7 BOCC Regular meeting Whitted Building — Hillsborough June 9 BOCC Budget Work Session Southern Human Services Center —Chapel Hill June 14 BOCC Budget Work Session Whitted Building —Hillsborough June 16 BOCC Budget Work Session Southern Human Services Center Chapel Hill June 21 BOCC Regular Meeting Southern Human Services Center —Chapel Hill June 23-25 NC City/County Manager's Summer TBD Conference June 28 County Manager's Annual Evaluation- Closed Link Government Services Center Session -Hillsborough (note: meeting to begin at 6:00pm) July 22-25 NACo Conference Long Beach, California August 11-14 NCACC Conference Forsyth County (N.C.) September 6 Regular BOCC Meeting Whitted Building — Hillsborough September 8 BOCC Work Session Southern Human Services Center —Chapel Hill ,September 12 Quarterly Public Hearing e d- Hillsborough 2-Sep15SAAgmdos\20150810'15\4 B List ofMeetingadoom 5 .......... September 15 BOCC Joint Meeting with Town of Mebane Mebane City Hall- Mebane (note: meeting starts tentatively at 6:00 pm) September 20 BOCC Regular Meeting Southern Human Services Center —Chapel Hill September 29 Joint Meeting with School Boards Whitted- Hillsborough October 4 Regular BOCC Meeting Whitted— Hillsborough October 6 Joint Meeting with Fire Departments/Work Whitted — Hillsborough Session October 13 BOCC Work Session Southern Human Services Center —Chapel Hill October 18 Regular BOCC Meeting Southern Human Services Center —Chapel Hill .............. October 20 BOCC Joint Meeting with Town of Carrboro Southern Human Services Center —Chapel Hill November 1 Regular BOCC Meeting Whitted- Hillsborough November 10 BOCC Work Session Southern Human Services Center Chapel Hill November 15 BOCC Regular Meeting Southern Human Services Center Chapel Hill November 17 Assembly of Governments Meeting Whitted — Hillsborough November 21 Quarterly Public Hearing Whitted- Hillsborough December 5 Regular BOCC Meeting (Organizational Whitted Building— Hillsborough Meeting) December 13 Regular BOCC Meeting Southern Human Services Center-Chapel Hill ff Link Government Services Center, 200 S. Cameron St., Hillsborough Southern Human Services Center, 2501 Homestead Rd., Chapel Hill Solid Waste Operations Center, 1207 Eubanks Road, Chapel Hill, N.C. Whitted Building, 300 West Tryon Street, Hillsborough, N.C. 2-Sep-15 SAAgendas\2015\09-10-15\4-B-List of Meetings.doem 6 Regular Meetings: 19 Work Sessions: 9 Closed Sessions 2 Dinner Meetings 2 Budget Work Sessions 5 Budget Public Hearings: 2 Quarterly Public Hearings 4 AOG 1 School boards 2 Towns 4 Legislative Breakfast 1 Retreat 1 Fire Departments/Work session 1 TOTAL 53 There are 15 joint meetings: Town of Chapel Hill Town of Carrboro Town of Hillsborough Town of Mebane (tentative) 2 Advisory Board Dinner Meetings 4 QPH with Planning Board 1 Assembly of Governments Meeting 1 Legislative Delegation Breakfast Meeting 2 Joint meetings with School Boards 1 Joint meeting with Fire Departments PLEASE NOTE: ➢ Individual and Joint meetings with Towns/Schools –we have confirmations for Chapel Hill, Carrboro and Hillsborough dates and with CHCCS and OCS; the Mebane date is tentative as of now (their board will not review until next year) ➢ Open Weeks: ■ March 7-11- ACC Tournament Week (Chair Jacobs -out of town for work) • March 28-April 1-Spring Break for CHCCS and OCS • October 24-28—traditionally fall break week for BOCC • November 28-Dec 2- extra week after Thanksgiving that does not always occur • December 5t" organizational meeting ( first Monday in December by state statute) Revised 9/2/2015 BOCC 2016 Meeting Calendar 7 Draft January February March S M T J20 F S S 122 T W T F S S M T W T F S 2 3 4 5 6 2 4 5 3 4 5 7 8 9 7 10 11 12 13 6 7 8 9 10 11 12 10 11 12 14 15 16 14 17 W18 19 20 13 14 16 18 19 17 19 22 23 21 23 24 26 27 20 21 23 24 26 24 25 28 30 28 27 28 29 30 31 31 th 7:00 Work Session 3-5th Managers Winter Conference 30th 9 00. pm Retreat @ Whiffed 3 18th 7:00 pm QPH 20-24th NACo Legislative Conf.Wash.D.C. 00 pm Town of Hillsborough April May June S M T W T F S S M T W T F S S M T W T F S 1 2 1 2 Elec3 4 6 7 1 2 3 4 3 4 6 S7 8 9 8 9 11 W12 13 14 5 6 8 S9 10 11 10 11 13 14 15 16 15 16 18 W19 20 21 12 13 W14 15 S16 17 18 17 18 20 21 22 23 22 W23 24 25 S26 27 28 19 20 22 23 24 25 24 S26 27 L28 29 30 29 31 26 27 L28 29 30 7th 7:00 pm Budget Work Session 9th 7:00 pm Budget Work Session 15:30 pm Dinner �rk Session 10th 7:00 pm Wk Ses 14th 7:00 pm Budget Work Session st @ SW 12th 7:00 pm Budget Work Session 16th 7:00 pm Budget Work Session 26th 7:00 pm Schools 19th 7:00 pm Budget Public Hearing 23rd-25th Manager's Summer Seminar 28th 6:00 pm Closed Ses Atty&Clerk Eval 23rd 7:00 pm QPH 23rd 6:00 pm Closed Ses Mgr Eval 26th 7:00 pm Budget Public Hearing July August September S M T I W T F S S M T W T F S S M T W T F S 1 2 1 2 3 4 5 6 1 2 3 3 5 6 7 8 9 7 8 9 10 11 12 13 4 7 9 10 10 11 12 13 14 15 16 14 15 16 17 18 19 20 11 W12 13 14 16 17 17 18 19 20 21 22 23 21 22 23 24 25 26 27 18 19 1 21 22 23 24 24 25 26 27 28 20 30 28 29 30 31 25 26 27 28 W29 30 31 22nd-25th NACo Conf-Long Beach,CA 11th-14th NCACC Conf.Forsyth Co. 12th 7:00 pm QPH 29th 7:00 pm Schools October November December S M T W T F S S M T W T F S S 4g2l T F S 1 2 3 4 5 1 2 3 2 3 5 W6 7 8 6 7 Elec8 9 11 12 4 8 9 10 9 10 11 12 14 15 13 14 16 18 19 11 15 16 17 16 17 19 21 22 20 W21 22 23 26 18 22 23 24 25 26 27 28 29 27 28 29 30 25 29 30 31 301 6th 7:00 pm Fire Depts Wk Ses k Ses pm AOG 0. 21st 7:00 pm QPH 25 W Whitted Building Regular BOCC Meetings 19 24 S Southern Human Services Cent Work Sessions L 2 L Link Governement Ser Cent Dinner Meetings 2 1 SW Solid Waste Adm Office 1 M Mebane Budget Public Hearings 2 53 Location Total Quarterly Public Hearings 4 School Boards 2 Closed Sessions 2 Towns 4 51 Meeting days Legislative Breakfast 2 Two meetings same day Retreat 1 53 Total Meetings Fire Departments Work Session 1 Total Meetings 53 Revised 9/2/2015-11:48 AM