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HomeMy WebLinkAboutAgenda - 09-07-2017 - 1 - Board of Commissioners DRAFT Meeting Calendar for 2018 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 7, 2017 Action Agenda Item No. 1 SUBJECT: Board of Commissioners DRAFT Meeting Calendar for 2018 DEPARTMENT: County Commissioners ATTACHMENT(S): INFORMATION CONTACT: Initial Discussion Topics with: Board of County Commissioners • 8/10/2017 Email from BOCC Chair Donna Baker, 245-2130 Mark Dorosin • Draft 2018 Proposed Reduced Meeting Calendar (With Circles) • Draft 2018 Reduced Meeting Calendar (after removing circles) PURPOSE: To discuss the proposed/draft regular meeting schedule for the Board of County Commissioners for calendar year 2018. 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. This past spring, Commissioners discussed the board meetings that have been regularly scheduled 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 2018 calendar year. Board Meetings — Historically: • 19 Regular BOCC meetings • 7-9 Regular Work Sessions • 4-5 Budget Work Sessions • 2 Budget Public Hearings • 1 Retreat • 2 Closed Sessions (Manager, Clerk/Attorney) There have been historically 13 joint meetings (17 including advisory board dinner meetings) in a calendar year: • 4 Quarterly Public Hearings with Planning Board • Fire Departments Meeting • Assembly of Governments (AOG) Meeting 2 • Legislative Delegation Breakfast Meeting • Town of Chapel Hill • Town of Carrboro • Town of Hillsborough • Town of Mebane • 2 Joint meetings with School Boards • 4 Advisory Board Dinner Meetings After discussion/discussion by the Board, any proposed changes will be made and this item will be on the consent agenda at an October BOCC meeting for approval. FINANCIAL IMPACT: There is no financial impact associated with discussing the Board's 2018 meeting calendar SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated with this item. RECOMMENDATION (S): The Manager recommends that the Board discuss the proposed meeting calendar and provide direction for staff. 3 Attachment A 1. For the Board to consider and discuss a petition request by Commissioner Jacobs from the May 2, 2017 BOCC meeting about previous dinner meetings with Health,Social Services and other advisory boards that are no longer scheduled on the BOCC meeting calendar. Excerpt from APPROVED May 211d minutes below (Under Board Petitions) Commissioner Jacobs said the Board of County Commissioners (BOCC) used to have annual dinner meetings with the Board of Health (BOH), the Department of Social Services (DSS), the Affordable Housing Advisory Board (AHAB), and the Planning Board. He said he would like to have a discussion as to why these meetings were removed. Staff recollections on this issue were that these were removed during discussion in Chair/Vice Chair agenda reviews (about meeting calendar) because of: • Lack of agenda items from Advisory Board/Departments • Insufficient agenda packets (sometimes only an agenda sheet) • Low attendance from BOCC members at some meetings or late arrivals • Reduction of BOCC meetings • Advisory board meetings could always be added to the meeting calendar on "an as needed" basis 2. For the Board to consider and discuss a petition by Chair Dorosin from the May 2, 2017 BOCC meeting that staff and the Board begin thinking about the Board's annual meeting calendar and potential opportunities to reduce the number of meetings Excerpt from May 2n APPROVED BOCC minutes (Under BOCC Petitions) Email from Chair Dorosin (8/10/17) and Draft 2018 calendars Chair Dorosin said he would like to review the BOCC meeting calendar, noting there are over 50 meetings a year. The Clerk said the BOCC has nine public meetings between now and June 20th and two closed sessions. Chair Dorosin encouraged the Board to be conscientious of the time it takes to hold a meeting, including the amount of prep work After discussion/discussion by the Board, and any proposed changes made, this item will be on the consent agenda at an October/November BOCC meeting for approval. 4 8/10/2017- email sent to BOCC from Chair Dorosin Friends: I hope everyone is having a relaxing summer. Would that I were.... On our agenda for our Sept. 7th work session will be a consideration of our 2018 meeting calendar. As you know, I believe there is an opportunity for us to reduce the number of meetings we have (49 scheduled this year). Doing so would, I hope, lead us to work more deliberatively and efficiently, but also reduce the substantial burden put on all core administrative staff, further highlighting our commitment to the dedicated folks who work for the county. It also lessens the burden on folks interested in serving in the board, especially considering all the meetings we attend in addition to the BoCC meetings. In an effort to have a thorough discussion about the number of meetings we have, the following ideas are offered for your consideration: 0 Move the 4 quarterly public hearings from separate meetings into regular meetings each quarter. According to John R., this a perfectly legitimate alternative and can be done without any changes to the UDO. (If we wanted to go further and change the UDO however, we would have even more flexibility and planning items requiring a public hearing could be considered at a public hearing during any of the 20 or so regular board meetings annually. o Reduction: 4 meetings O Move the joint town meetings (Hillsborough/Mebane/Chapel Hill/Carrboro) to the first portion of a BoCC work session. Following the joint meeting portion, our colleagues could leave, with the rest of the work session dedicated to BoCC issues. We may also want to discuss whether we still need to have all of these joint sessions. o Reduction: 4 meetings O Move the 2 meetings for personnel evaluations (clerk/attorney, manager) to closed sessions at the end of regular meetings. We did this with the manager's evaluation this year and I think it worked fine. o Reduction: 2 meetings O Move the legislative breakfast to a regular meeting or work session. It might be ideal to do this at the regular meeting where we discuss/vote on our legislative goals and agenda. o Reduction: 1 meeting Of course, if we determine during the course of the year that we need to add a meeting back, we always have the option to do so. 5 Attached are two draft calendars; one is based on this year's model (49 meeting days); the other with all the changes proposed (37 meeting days), a 25% reduction. I look forward to your input and ideas, and am happy to talk before the Sept. 7th meeting. M PS I'll be out of town next week, so Penny, you have the Conn. Mark Dorosin Chair Orange County Board of Commissioners 113 Creekview Circle Carrboro, NC 27510-1278 919-967-1486 Revised 8/4/2017 BOCC 2018 Meeting Calendar DRAFT Proposed Reduction Days Circled January February March S M T W T F S S M T W T F S S M T W T F S 2 3 4 5 6 1 2 3 1 2 3 7 8 9 10 11 12 13 4 5M1 7 8 9 10 4 5 6 7 W8 9 10 14 16 17 18 19 20 11 12 13 14 5 16 17 11 12 13 14 151 16 17 21 22 W23 24 25 26 27 18 r 21 23 24 18 19 S20 21 23 24 28 29 30 31 25 26 27 28 25 28 29 31 31-2 Managers Winter Conference 3-7 NACo gislative Conf.Wash.D.C. 26th 9:00 am-4:00 pm Retrt @ TBD 12th 7:00 pm QPH 15th 7:00 pm Town of Chapel Hill 15th 7:00 pm Work Session 26th 8:30 am Legislative Breakfast @ SW 27th 7:00 pm Work Session 22nd 7:00 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 2ssir 4 5 6 7 ® 2 4 5 1 2 8 9 10 11 12 13 14 6 7 Elct8 9 10 11 12 3 4® 6 7 8 9 15 16 18 19 20 21 13 14 S15 16 17 18 19 10 11 12 13 14 15 16 22 23 24 25 27 28 20 all 22 23 24 25 26 17 18 20 21 22 23 29 30 27 29 30 31 24 25 26 27 28 29 30 10th 7:00 pm Budget Work Session-CIP 3rd 7:00 pm Wk Ses 19th 6:00 pm Closed Ses Atty&Clerk Eval 10th 7:00 pm Budget Public Hearing 7th 7:00 pm Budget Work Session 24th 7:00 pm Schools 17th 7:00 pm Budget Public Hearing 12th 7:00 pm Budget Work Session 26th 7:00 Work Session • 21st 7:00 pm QPH 24th 7:00 pm Budget Work Session 18th 6:00 pm Closed Ses Mgr Eval 31st 7:00 pm Budget Work Session 21st-23rd Manager's Summer Seminar July August September S M T W T F S S M T W T F S ©©Q©QQ© 1 2 3 4 5 6 7 1 2 3 4 ------MII 8 9 10 11 12 13 14 5 6 7 8 9 10 11 © W4 © = 8 15 16 17 18 19 20 21 12 13 14 15 16 17 18 9MBE= 13 MI® 22 23 24 25 26 27 28 19 20 21 22 23 24 25 16 M S18 19 ]®® 29 30 31 26 27 28 29 30 31 ® 24® 26® 28 29 30----_- 23- 25 NCACC Conf.Catawba Co. 13- 16 NACo Conf-Nashville,TN 10th 7:00 pm QPH 13th 6:00 pm City of Mebane 27th 7:00 pm Schools October November December S M T W I F S ©©0©00© S M T W T F S 1 3 'f1 5 6 --_-W1 ©© 1 7 8 9 10 12 13 4©EIct6 MM 9 10 2 121111 5 6 7 8 14 15 17 8 19 20 MOW S13 14 15 16.111 9 10 12 13 14 15 21 22 23 24 251 26 27 18 1 Amp= 24 16 17 18 19 20 21 22 28 29 30 31 ® ® 28 29 30- 23' 24 25 26 27 28 29 --_---- 30 31 4th 7:00 pm Fire Depts/ 15th 7:00 pm AOG 25th 7:00pm Town of Carrboro 19th 7:00 pm QPH Regular BOCC Meetings 19 Work Sessions 7 Dinner Meetings 0 Budget Work Sessio. .. 'earings 2 Quarterly Public Hearings 4 Assembly of Governments 1 School Boards 2 Closed Sessions 2 Towns 4 48 Meeting days -. lative Breakfast 1 Two meetings same day Retreat 1 49 Total Meetings Fire Departments Work Session 1 Total Meetings 49 Revised 8/4/2017-2:41 PM Revised 8/4/2017 BOCC 2018 Meeting Calendar DRAFT Reduced January February March S M T W T F S S M T W T F S S M T W T F S 2 3 4 5 6 1 2 3 1 2 3 7 8 9 10 11 12 13 4 5 W6 7 8 9 10 4 5 6 7 9 10 14 16 17 18 19 20 11 12® 14 15 16 17 11 12 13 14 16 17 21 22 W23 24 25 26 27 18 19 S20 21® 23 24 18 19 S20 21 22 23 24 28 29 30 31 25 26 27 28 25 27 28 29 31 31-2 Managers Winter Conference 3-7 NACo Legislative Conf.Wash.D.C. 26th 9:00 am-4:00 pm Retrt @ TBD 15th 7:00 pm Chapel Hill/Work Session 22nd 7:00 pm Hillsborough/Work Session 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 2I- 4 5 6 7 W1 2 3 4 5 1 2 8 9 10 11 12 13 14 6 7 Elct8 9 10 11 12 3 4 6 7 8 9 15 16 18 19 20 21 13 14 S15 16 17 18 19 10 11 12 13 14 15 16 22 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 20 21 22 23 29 30 27 29 30 31 24 25 26 27 28 29 30 10th 7:00 pm Budget Work Session-CIP 10th 7:00 pm Budget Public Hearing 7th 7:00 pm Budget Work Session 24th 7:00 pm Schools 17th 7:00 pm Budget Public Hearing 12th 7:00 pm Budget Work Session 26th 7:00 Work Session r� 24th 7:00 pm Budget Work Session 31st 7:00 pm Budget Work Session 21st-23rd Manager's Summer Seminar July August September S M T W T F S S M T W T F S S M T W T F S 1 2 3 5 6 7 1 2 3 4 1 8 9 10 11 12 13 14 5 6 7 8 9 10 11 2 W4 5 6 7 8 15 16 17 18 19 20 21 12 13 14 15 16 17 18 9 10 11 12® 14 15 22 23 24 25 26 27 28 19 20 21 22 23 24 25 16 17 EIZI 19 20 21 22 29 30 31 26 27 28 29 30 31 23 24 25 26 27 28 29 30 23- 25 NCACC Conf.Catawba Co. 13- 16 NACo Conf-Nashville,TN 13th 6:00 pm Mebane/Work Session 27th 7:00 pm Schools October November December ©©0©00© ©©0©0 0© ©©0©00© --W2 — 4— 6 ----W1 -- ======Mil WA 8 9 10 MIME= 4©EIct6 - 9 10 W3 4 6 8 14®S16 - 18 19 20 --S13 14 15 16- 9 10 S11 ®- 14 -®- 24 25 26- 18 19 20- 24 16- 18 19 20-® 28 29 30---- ® 26- 28 29 30- ® ® 28 29 ------- ------- 30.31===== 25th 7:00pm Carrboro/Work Session 15th 7:00 pm AOG Regular BOCC Meetings 19 ork Sessions Dinner Meetings 0 Budget Work Sessions 5 ings Assembly of Governments 1 School Boards 2 Towns 4 37 Meeting days 4 Two meetings same day Retreat 1 41 Total Meetings Total Meetings 41 Revised 8/4/2017-4:41 PM