HomeMy WebLinkAboutAgenda - 11-10-2016 - 3 - Boards and Commissions Discussion 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 10, 2016
Action Agenda
Item No. 3
SUBJECT: Boards and Commissions Discussion
DEPARTMENT: Board of County
Commissioners
ATTACHMENT(S): INFORMATION CONTACT:
Donna Baker, Clerk to the Board, 919-
A - Excerpts from Minutes 245-2130
B - Training/Orientation Overview of the
Various Orange County Advisory
Boards and Commissions
PURPOSE: To discuss various Advisory Board issues.
BACKGROUND: The Orange County Board of Commissioners, at several of its past meetings,
has identified specific topics related to Boards and Commissions that the Board wanted to
further discuss. Attachment A provides excerpts from approved sets of minutes on the Board's
prior discussion of the following items:
• Vetting of Applicants; Recommendations/No Recommendations from Advisory Boards
• Filling of Board Vacancies: Statutory and/or Board approved positions
• Advisory Board Meeting Times
• Advisory Boards- Size of Boards - 9/20/16 discussion
Attachment B contains a departmental Training/Orientation Overview of the various Orange
County Advisory Boards and Commissions.
FINANCIAL IMPACT: There is no financial impact associated with discussing various Advisory
Board issues.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to
this 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.
RECOMMENDATION(S): The Manager recommends the Board discuss and provide any
direction to staff.
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Attachment A
Discussion Points for BOCC
1. Vetting of Applicants; Recommendations/No Recommendations from
Advisory Boards
Excerpt from the May 17, 2016 APPROVED MINUTES:
Board Comments
Commissioner Rich said she recently received a letter from a Chair of one
of the BOCC's committees and also had a good in-person conversation with her.
She said her take away from the conversation was that the Commissioners
needed to do a better job of knowing who is being appointed, as some applicants
are not viable.
Commissioner Rich said she also spoke with an applicant to the Chapel
Hill Planning Board, and it was an enlightening conversation. She learned that
some applicants are highly qualified, and others do not even know about the
board to which they are applying. She said the BOCC should talk about this
process going forward, in order to know who is being appointed. She said it is
important to not pick randomly.
Commissioner Price said even though she has been hesitant to take
recommendations from staff, it does provide some degree of vetting.
Commissioner Price said she attended another Habitat home dedication,
which was a lovely community event.
Commissioner Jacobs said on the issue of appointments, there was
discussion years ago regarding for which boards' recommendations should be
accepted. He said the current attitude is that an applicant's capabilities do not
seem to be as important as their socio-economic position or demographic
characteristics. He said these latter factors are certainly valid, but it is important
to have people who are knowledgeable and interested in serving.
He said he would like to resume a more conscious appointment process.
Discussion Points:
• Does the Board want to pursue a vetting process or continue the process
as is.
2. Filling of Board Vacancies: Statutory and/or Board approved
positions
Excerpt from the June 21, 2016 APPROVED MINUTES:
a. Orange County Board of Adjustment — Appointments
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The Board considered making appointments to the Orange County Board
of Adjustment.
A motion was made by Commissioner Rich, seconded by Commissioner
Price to appoint the following to the Orange County Board of Adjustment:
• Appointment to a first full term (Position #3) "At-Large" representative for
Samantha Cabe expiring 06/30/2019.
• Appointment to a partial term (Position #4) "At-Large Alternate" for Karen
Raleigh expiring 06/30/2017.
VOTE: UNANIMOUS
Discussion ensued about the Planning Board position on the Board of
Adjustment that has been vacant for three years, and whether it was a statutory
position, or if the Board could fill this position with an Orange County resident.
John Roberts said he would research this issue, and get back to the Board
later in the meeting.
Discussion Point:
• How would the Board want to proceed with vacant positions with statutory
or Board designated positions?
3. Advisory Board Meeting Times
Excerpt from the APPROVED BOCC Meeting Minutes from September 6,
2016:
6-k: Orange Unified Transportation Board (OUTBoard) Rules and Procedures
The Board will consider an amendment to the OUTBoard-specific Rules and
Procedures to revise its meeting time.
Commissioner Rich asked if there is a reason why the OUTBoard meeting time is
being changed, and if this is done for other boards.
Commissioner Dorosin said boards should be able to determine meeting times,
and he was surprised that this request had to come to the BOCC.
Commissioner Rich asked if other boards have made similar requests, and if
boards know making such a request is possible.
John Roberts said when the Board of County Commissioners adopted the
individual advisory policies, in about 50% of the cases, the BOCC determined a meeting
time, and thus if a different time is desired, a request must come back to the Board of
County Commissioners.
Commissioner Rich said it seems inconsistent.
Bonnie Hammersley said not all advisory boards meet at 7:00 p.m.
Commissioner Rich said the Board may want to consider letting the boards pick
their own times, and make a policy change.
Commissioner Dorosin said this topic can be added to an upcoming work
session.
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A motion was made by Commissioner Rich, seconded by Commissioner Price to
approve an amendment to the OUTBoard-specific Rules and Procedures to revise its
meeting time to 6:30 p.m.
VOTE: UNANIMOUS
Discussion Points:
• Does the BOCC want to do a blanket change to advisory board policies to
allow individual boards to decide their own meeting times?
• Or does the BOCC want to stay with the current status quo?
4. Advisory Boards- Size of Boards- 9/20 discussion
Excerpt from September 20th APPROVED BOCC Meeting Minutes:
a. Human Relations Commission —Appointments
The Board considered making appointments to the Human Relations
Commission.
A motion was made by Commissioner Jacobs, seconded by
Commissioner Rich to appoint the following to Human Relations Commission:
• Appointment of Agyei Ekundayo to a partial term in Position #1 — "At-
Large" expiring 06/30/2018.
• #1 — "At-Large" expiring 06/30/2018.
• Appointment of Jessica Aguilar to a first full term for Position #3 — "At-
Large" expiring 09/30/2018.
• Appointment of Timothy McNair to a partial term to Position # 4 "Town of
Chapel Hill" expiring 06/30/2017.
• Appointment of Elizabeth O'Quinn to a first full term in Position #12 — "At-
Large" expiring 06/30/2019.
• Appointment of to a first full term (position #6) "At-Large" for Robin R.
Criffield expiring 09/30/2019.
• Appointment to a second full term (position #7) "At-Large" for Joyce
Preslar expiring 06/30/2019.
• Appointment to a first full term (position #9) "At-Large" for Susie Enoch
expiring 09/30/2019.
• Appointment to a second full term (position #10) "At-Large" for Monica
Richard expiring 06/30/2019.
• Appointment to a partial term (position #13) "Town of Hillsborough" for
Delvena Jones expiring 06/30/2017.
• Appointment to a first full term (position #15) "At-Large" for Deborah
Stroman expiring 06/30/2019.
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• Appointment to a partial term (position #17) "At-Large" for Jacqulyn
Podger expiring 06/30/2017.
VOTE: UNANIMOUS
Commissioner Pelissier said she had concerns about the large size of this
board, at 18 positions. She said any large board causes concern, since it is
sometimes difficult to fill this many positions.
Commissioner Dorosin said that the Board will discuss various issues
related to boards' and commissions' processes at the November 10th work
session, and he asked the Clerk if she could add this topic to the list.
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Attachment B
Training/Orientation Overview of the Various
Orange County Advisory Boards and Commissions
As of November 2016
• Adult Care Community Advisory Committee -
(Listed below are the topics covered in a full day training session)
>Introduction and Overview
>Long Term Care System
>Sensitivity to Aging
>Residents Rights
>Culture Change/Person Centered Processes
>Role of the Community Advisory Committee
>Commmunity Advisory Committee Visitation
>Coimmunication
>Commmunicating with Persons with Special Needs
>Complaints/Mediation
>Elder Abuse, Neglect and Exploitation
• Advisory Board on Aging-
>Mission of the Orange County Department on Aging
>Profile of Older Adults Demographics for NC and Orange County
>Advisory Board By-Laws
>Memnbership and Meeting Schedule
>Departmnent Budget and Organizational Chart
>Prograin Highlights
>Master Aging Plan—Process,plan, implementation, evaluation and reporting
>Other Boards and committees related to our department, including the Friends'
organizations
NOTE: all new board members receive a binder with the above information.
• Affordable Housing Advisory Board
>Brief overview of the organization (Mission Statement)
>Individual board policies and procedures
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>List of members with contact information
>Copies of the most recent plans (i.e. consolidated plan, strategic plans, and minutes and
agendas, etc.)
>BOCC policies and procedures
>Meeting schedule
• Agricultural Preservation Board (APB)
New members are welcomed by staff and given a brief overview of the program and
activities of the APB, usually before or after a regular meeting. Topics include: the
VAD/EVAD program; the Voluntary Farmland Preservation Program Ordinance; and
the current activities of the board. New members are also provided with copies of the
following relevant documents:
>Voluntary Farmland Preservation Program Ordinance
>APB rules of procedure
>List of members with contact information and meeting schedule
>Copies of the most recent documents such as the Annual Report and Work Plan,
agenda, and minutes
>BOCC policies and procedures
• Alcoholic Beverage Control Board
>Verbal orientation to include conflict of interest/gift policy, code of business ethics and
conduct, and disclosure policy
>Instructions on how to retrieve our Policy and Procedure handbook from the ABC
website
>They receive a hard copy of our Board of Directors handbook
>At the time of appointment and at a 2nd term appointment, they will attend ethics
training with UNC School of Government
• Animal Services Advisory Board
(The following materials are given to each new member in a "New Member Orientation"
packet)
>BOCC Advisory Board Policy
>ASAB Policies and Procedures
>Overview of Orange County Animal Services
>Animnal&Rabies Control Services information
>Sheltering Services information
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>Free Roaming Cats explanation
>Commmunity Spay/Neuter Overview
>Volunteer^Program Opportunities
• Animal Services Hearing Panel Pool
(The following is an outline of the training given by the Orange County Attorney)
>Authority of the panel
>An outline of the "Charge"of the panel
>The "Due Process"overview
>The "Appeal Process"overview
>Outline of"Testimony or Evidence"
>Definitions to think about listed under (Sec. 4-37)
>Outline of"Public Nuisance" (Sec. 4-45)
>Discussion of Class I and Class II Kennels
>Regulations for Pet Shops selling animals
>Overview of"Vicious Animals"
>General discussion of"Without Provocation"
>Exceptions (such as law enforcement dogs)
• Arts Commission
>Overview of the Arts Commission ("About Us", "Our Mission", and "Our Programs')
>Orange County Arts Commission Policies and Procedures
>Current Board List
>Current Fiscal Year Budget
>Current year meeting schedule
• Board of Equalization and Review
>General Orientation Overview
>Review of NC DOR Appeals Handbook
>List of members with contact information
>BOCC policies and procedures
>Meeting schedule
• Board of Health
>General Orientation Overview
>Discussion of County Structure (flowchart)
>Health Department Structure and Operations
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>Health Department Division Specific Overview
>Board Orientation Trainings (including a video)
>BOH Responsibilities, Policies, and Procedures
• Board of Social Services
>Mission Statement
>A Background overview is given explaining the coverage area for Orange County DSS
>Duties and Responsibilities of the Board
>Relevant Statutes
>Discussion of why "Closed Sessions"are sometimes necessary
>Federal Administration's Role
>State Administration's Role (including a flowchart)
>County Administration's Structure (flowchart)
>DSS Leadership (flowchart)
>Overview of the DSS budget
>Detail information regarding DSS Programs (flowchart)
>Overview of"Protection and Support of Vulnerable Populations
>Overview of"Health Insurance Support"
>Overview of"Financial Assistance
>Overview of"Employment Services &Programs"
>Overview of"Support Staff"
• Chapel Hill/Orange County Visitors Bureau
>Each new board member meets with the Visitors Bureau Director within 30 days of
appointment. This typically takes place over lunch to discuss local hospitality trends,
demand, average daily rate, and history.
>A second meeting takes place within 60 days of the appointment with the full Visitors
Bureau Staff of five to learn about publications,publicity, marketing, and sales. They
also discuss the operation of the "Walk-in Visitor Center". Materials are shared with
each new member, including economic impact reports, research of visitor profile,
meeting planners guide to Orange County, and a sample media kit.
• Commission for the Environment
>Provide new members with a packet of materials that includes: membership roster,
meeting calendar, CFE Policies and Procedures, current CFE Annual Report and Work
Plan, and copies of recent meeting agendas and meeting summaries.
>Staff and CFE Chair and Vice-Chair meet with new member(s)for approximately one
10
hour prior to their first regular meeting. The purpose is to review the packet of materials
and answer questions.
• Economic Development Advisory Board
(new members are provided with the following)
>Current list of all advisory board members
>Calendar schedule of upcoming meetings in the year
>Copy of official minutes from the past 4-5 previous board meetings
>Descriptive materials about the key functions of the Economic Development
Department
>Main uses of Article 26 funds (1/4 cent sales tax proceeds for economic development
uses
>Applications, bylaws &guidelines and list of subcommittee board members on the
Small Business Loan, Small Business Investment Grant &Agriculture Grant programs
>Package of the County's economic development marketing brochures, and maps of
available sites &buildings that are marketed to investment prospects.
>Opportunity for a driving tour of the County's 3 economic development districts and
industrial facilities
• Historic Preservation Commission (HPC)
New members are asked to meet in person with staff for approximately one hour to
discuss the following topics: overall goals/purpose and operation of the HPC; the
Certified Local Government and National Register programs (both are partnership with
the State Historic Preservation Office) and the Local Historic Landmark Program. Staff
also reviews the current projects and activities of the HPC and provides an overview of
the BOCC Policies and Procedures. Staff provides ongoing education programs about
historic preservation, local historic resources and County preservation projects at each
meeting.
The following key documents and resources are provided to new members:
>HPC Policies and Procedures
>Historic Preservation Ordinance
>HPC Annual Report and Work Plan
>HPC's Design Guidelines
>Memnber Roster
>Meeting schedule
>Recent meeting agendas and minutes
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>BOCC Policies and Procedures
• Human Relations Commission
>Brief overview of the organization (Mission Statement)
>Individual board policies and procedures
>Civil Right Ordinance
>List of members with contact information
>Copies of the most recent plans (i.e. consolidated plan, strategic plans, and minutes and
agendas, etc.)
>BOCC policies and procedures
>Meeting schedule
• Nursing Home Community Advisory Committee
(Listed below are the topics covered in a full day training session)
>Introduction and Overview
>Long Term Care System
>Sensitivity to Aging
>Residents Rights
>Culture Change/Person Centered Processes
>Role of the Community Advisory Committee
>Community Advisory Committee Visitation
>Coimmunication
>Commmunicating with Persons with Special Needs
>Complaints/Mediation
>Elder Abuse, Neglect and Exploitation
• Orange County Board of Adjustment
(Items covered in orientation)
>Legislative Rules (State, County, Municipalities)
>Extraterritorial Jurisdiction (ETJ) regulations
>County comprehensive plan and land use
>County zoning
>County Small Area Plans (SAP)
>County watersheds map
>Courtesy review agreement map
>Future land use map
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>Joint Planning Agreements (JPA) Chapel Hill/Carrboro (Transition Area/Rural Buffer)
>Water and Sewer Management Planning and Boundary Agreement (WASMPBA)
>Central Orange Coordinated Planning Area (Orange County/Hillsborough)
>Interlocal Agreements
• Orange County Housing Authority
>Brief overview of the organization (Mission Statement)
>Individual board policies and procedures
>List of members with contact information
>Copies of the most recent plans (i.e. consolidated plan, strategic plans, and minutes and
agendas, etc.)
>BOCC policies and procedures
>Meeting schedule
• Orange County Parks and Recreation Council
>When a member is appointed,prior to the actual training, a copy of the OC General
Advisory Board Policy, the most recent P&R Work Plan, the PRC Calendar, and the
most recent PRC roster are mailed to the appointee.
(30 minutes prior to the appointees first meeting, the PRC Chair and David Stancil
review the following information).
>Council agenda protocol
>Membership
>Board rules from the Code of Ordinances
>Review current and upcoming topics and projects.
>Q&A
• Orange County Planning Board
(Items covered in orientation)
>Legislative Rules (State, County, Municipalities)
>Extraterritorial Jurisdiction (ETJ) regulations
>County comprehensive plan and land use
>County zoning
>County Small Area Plans (SAP)
>County watersheds map
>Courtesy review agreement map
>Future land use map
>Joint Planning Agreements (JPA) Chapel Hill/Carrboro (Transition Area/Rural Buffer)
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>Water^and Sewer Management Planning and Boundary Agreement (WASMPBA)
>Central Orange Coordinated Planning Area (Orange County/Hillsborough)
>Interlocal Agreements
• Orange County Unified Transportation Board (OUTBoard)
>Background and Rules of Procedure for the OUTBoard
>Brief Overview of Federal Transportation Legislation
>North Carolina Transportation Legislation
>Transportation Planning Organizations
>Orange County Transportation Plans and Maps
>Transportation Improvement Program (TIP)
>Orange County Plans that Provide Guidance for Implementation
>The Language of Transportation