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HomeMy WebLinkAboutAgenda - 09-07-2017 - 2 - Board of Commissioners - Boards and Commissions Discussion 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 7, 2017 Action Agenda Item No. 2 SUBJECT: Board of Commissioners - Boards and Commissions Discussion DEPARTMENT: Board of Commissioners ATTACHMENT(S): INFORMATION CONTACT: Attachment A — Points for Discussion Donna Baker, 919-245-2130 Attachment B — Proposed Changes to the Boards and Commissions Application Process Attachment C —Advisory Board Eligibility for Partial Terms Attachment D — Orange County Demographic Report - Another Aspect of Equity: Composition of Our Town and County Advisory Boards PURPOSE: To discuss various Advisory Board issues. BACKGROUND: The Orange County Board of Commissioners, at several of its past meetings, has brought up specific topics as it relates to Boards and Commissions. Attachment A provides excerpts from approved sets of minutes for the Board's discussion. FINANCIAL IMPACT: There is no financial impact associated with discussing boards and commissions. 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 that the Board discuss various Advisory Board issues and provide direction as needed to staff. 2 Attachment A Discussion Points for BOCC 1. Statutory Boards-By-laws vs state statutes: It was requested at the February 21, 2017 meeting that information be provided about internal by-laws in reference to statutory boards: By Laws/NCGS for Statutory Boards: Board of Health- Under NCGS- 130A-35 but also has their own internal by- laws. DSS-only under-GS§ 108A-1 —there are no internal by laws. ABC Board operates under the General Statues as a political sub-division of the state. No internal by-laws General Statutes are below: http://www.ncleg.net/gascripts/statutes/statutelookup.pl?statute=18B E&R Board—There are no internal by-laws for the Board of Equalization and Review. The primary statute that governs the Board is G.S. 105-322. BOA-Under-NCGS 153A-345.1 And 160A-388 and also has internal Rules of Procedure (revised 2015). 2. Partial Terms A commissioner had asked about partial terms earlier in the year. Please see Attachment B Flowchart—Thom Freeman will be here to discuss and answer any questions. Attachment C-Advisory Board Eligibility- for Partial Terms 3. HRC Request to review verbiage on Advisory Board application: The HRC requested that the word "Caucasian"be replaced with "White" 4. For the Board to consider and discuss Commissioner Price's concern brought up at the May 16th meeting about not having more minority representation on the boards and commissions and how to develop a strategy to address this issue. Excerpt from May 16th APPROVED Minutes below: Attachment D —Orange County Demographic Report-Another Aspect of Equity: Composition of Our Town and County Advisory Boards 4 5. For the Board to consider and discuss Commissioner Jacobs'suggestion at the May 16th meeting of how to engage more seniors in community activities, such as BOCC meetings and to consider day meeting(s) Excerpt from the APPROVED May 2 BOCC Minutes (Acceptance of the 2017-22 Orange County Master Aging Plan) MAP Commissioner Jacobs referred to the suggestion of involving more seniors on County advisory boards, and asked if this topic could be added to a work session in September. He said perhaps a statement could be added to the applications to encourage seniors to apply. Commissioner Jacobs said it would be easier to garner more civic engagement by having meetings during the day for seniors, but it is hard for many elected officials that work during the day to attend meetings. He said the Board of County Commissioners may need to try harder to address this, and maybe there is a different time of day that would get more seniors to attend a Board of County Commissioners' meeting. 6. For the Board to consider and discuss Commissioner Price's request to have the BOCC Advisory Board chairs submit reports/updates/concerns to the BOCC via agendas Excerpt from the DRAFT June 20, 2017 BOCC Minutes: 3. Announcements, Petitions and Comments by Board Members Commissioner Price asked if the agenda review committee could find a creative process to get advisory chair reports to the Board of County Commissioners. She said this does not have to be a long report, and could be more akin to a flyer or a poster. 3 a. Chapel Hill Orange County Visitors Bureau —Appointments The Board considered making appointments to the Chapel Hill Orange County Visitors Bureau. A motion was made by Commissioner Rich, seconded by Commissioner McKee to appoint the following to the Chapel Hill Orange County Visitors Bureau: • Appointment to a partial term (Position #5) "Orange County Economic Development Advisory Board" representative for Anthony Carey expiring 12/31/2017. This recommendation will be presented by the Economic Development Advisory Board at this same meeting. (Please see the Economic Development Advisory Board Abstract) • Appointment to a first full term (Position #7) "Town of Hillsborough Board of Commissioners" representative for Mark Bell expiring 12/31/2019. • Appointment to a first full term (Position #9) "Carrboro Board of Aldermen" representative for Mayor Lydia Lavelle expiring 12/31/2019. • Appointment to a first full term (Position #13) "Ex-Officio Economic Development Staff—Town of Chapel Hill" for Lee Storrow expiring 12/31/2019. • Appointment to a second full term (Position #14) "Ex-officio Economic Development Staff Town of Carrboro" representative for Annette Stone-Lafferty expiring 06/31/2020. • Appointment to a second full term (Position #15) "Ex-officio Chapel Hill Downtown Partnership Staff" representative for Meg McGurk expiring 06/30/2020. Commissioner Marcoplos asked if the other elected boards appoint their representatives to the Visitors Bureau. Commissioner Rich said no, the other elected boards recommend a name, but the final choice is at the discretion of the BOCC. Commissioner Jacobs asked if any other elected boards are asked to contribute money from the taxes being collected for hospitality purposes. He knows this is an ongoing conversation, but wondered if there has been any movement. Bonnie Hammersley said an email was sent to the Managers of the non- contributing municipalities, and the response indicated a willingness to talk about it. She said conversations are happening, but nothing has come to fruition yet. Chair Dorosin asked if it would be worthwhile for him to reach out to the Mayors of Hillsborough and Carrboro. Bonnie Hammersley said yes. Commissioner Price said the board of the Visitors Bureau fails to represent the multicultural population of Orange County. Commissioner Rich said diversity goes in and out on this board. Commissioner Price said diversity needs to be maintained. Commissioner Rich said this is a well taken point, but there is not always diversity among those willing to serve. Chair Dorosin said there is an upcoming work session where boards will be discussed. 4 5. For the Board to consider and discuss Commissioner Jacobs'suggestion at the May 16th meeting of how to engage more seniors in community activities, such as BOCC meetings and to consider day meeting(s) Excerpt from the APPROVED May 2 BOCC Minutes (Acceptance of the 2017-22 Orange County Master Aciinci Plan) MAP Commissioner Jacobs referred to the suggestion of involving more seniors on County advisory boards, and asked if this topic could be added to a work session in September. He said perhaps a statement could be added to the applications to encourage seniors to apply. Commissioner Jacobs said it would be easier to garner more civic engagement by having meetings during the day for seniors, but it is hard for many elected officials that work during the day to attend meetings. He said the Board of County Commissioners may need to try harder to address this, and maybe there is a different time of day that would get more seniors to attend a Board of County Commissioners' meeting. 6. For the Board to consider and discuss Commissioner Price's request to have the BOCC Advisory Board chairs submit reports/updates/concerns to the BOCC via agendas Excerpt from the DRAFT June 20, 2017 BOCC Minutes: 3. Announcements, Petitions and Comments by Board Members Commissioner Price asked if the agenda review committee could find a creative process to get advisory chair reports to the Board of County Commissioners. She said this does not have to be a long report, and could be more akin to a flyer or a poster. Proposed Changes to the Boards and lAttachme nt B 5 Website,Newspaper, Encourage current Commissions Application Process Radio,and/or Word of Advisory Board Mouth Vacancy Members to solicit — '—` Information new members ORANGE COUNTY NOR'l-H CAROUNA If Applications are incomplete,return them to Public Interest in L applicant for additional Serving on a information Board& Commissions Access Volunteer Complete Online or Application Volunteer Manual Application Orange Manual Online County Internet Site Complete the Complete the Volunteer Application Volunteer Application and Mail or FAX and Submit Applicant is Assistant to the Clerk Application Received Contacted via No Applicant Verifies Address of in the County email for Current on Applicant&Requests Commissioner's Clarification Taxes? Tax Status Office Yes When the The Application is The Applicant and the Delinquent Tax Imported to the The Application is Posted Internally on Board& Status is Satisfied Boards& the Intranet and Added to the Interest Commissions Contact the Application is Commissions List in the Database for the Board& Processed Database Person are Notified Commissions of Interest In order to move forward in a more Recommendation efficient and concise way, we Process recommend looking for a new vendor database. Advisory Board members must Applicant Recommendation to Appointment Process 6 do a better job of vetting applicants as they come through. Develop ways to simplify the amount of information being provided in Notify the BOCC when a RANGE COUNTY order to make the selection process C acancy exists on the vacancy exists and enlist NORTH CAROLINA less cumbersome Advisory Board their help to find candidates. Members of the Letter of Advisory Recommendation must Documentation is Abstract Board be submitted to the prepared by Assistant Board Member List Review the Commissioner's Office to the Clerk for the Recommendation Applicant Interest BOCC LAII solution List on of Nominee Interest List Applicati Email A representative from the Advisory Board should be present when appointments are presented. County Manager's Applicant is BOCC Reviews the Office adds Email Documents to Appointed Recommendations that documents to the the County Manager's have been Submitted BOCC Meeting Office No L Packets Yes Applicant and Applicant and Advisory Advisory CDatabase Member list is Board Board to Reflect new are Notified of are Notified of ointment BOCC Decision I Appointment Application:Remains on the ApInterest List fars 7 Attachment C ADVISORY BOARD ELIGIBILITY When a new board is created, first terms are staggered. This means that for a board of 12 members, 4 members will initially serve a 1st term of 3 years; 4 members will serve an initial term of 2 years and 4 members will serve an initial term of 1 year. Membership 1st terms are? Serving? Further Eligibility 4 members 3 years Full term 1 additional 3 year term 4 members 2 years Full term (but less 1 additional 3 year term than 3 years) 4 members 1 year Partial term ( less 2 full 3 year terms than 2 years) All Orange County Advisory Board members are eligible to serve 2 3-year terms. However, there are times when a board member resigns before their term is over. This does not stop the "clock". The time remaining in that term continues to roll by as if someone was still in that position. This mechanism is in place to keep board terms staggered so that all board members do not roll off the board at the same time. For example: Volunteer A is serving a 3-year term 6/30/2004-6/30/2007. Unfortunately, A resigns on 8/30/2005. This leaves the position vacant. (This leaves less than 2 years on the term) Volunteer B is appointed to A's position on 9/30/2005. B will be serving a partial term, which will end on 6/30/2007 (which is the same expiration date that A would have had, if they had remained in that position.) However if A is serving a 3 year term 6/30/2004-6/30/2007 and resigns on 6/01/2005, that term still continues to exist as if someone is in it. Then if B is appointed into A's position on or before 6/30/2005, B will be serving a first full term which will expire on 6/30/2007. This is based on the Volunteer Resolution, which states that if a volunteer is serving a term, which consists of at least 2 years, it counts as a full term. 8 Attachment D Another Aspect of Equity: Composition of Our Town and County Advisory Boards More than 630 residents serve on our towns' and county's 71 advisory boards. Advisory board volunteers give their time and knowledge and provide an important service by helping our elected officials and staff make decisions that influence the vibrancy of our community. According to the Town of Carrboro website, "These volunteers perform a vital role in our community by contributing their time, expertise and talent.... They serve willingly and without compensation. They interpret town codes, they counsel and advise elected officials and they listen to citizen appeals." Orange County's advisory boards "assist the staff of Orange County in achieving a greater understanding of the nature and causes of community issues" and "promote public awareness of contemporary issues Orange County must address to achieve the Orange County Board of Commissioners' goals and priorities." These boards include human service advisory boards, which help allocate over $2 million of town and county funds to a variety of community service organizations, such as the Community Empowerment Fund, the Art Therapy Institute, and Triangle Bikeworks. We also have parks and recreation boards, transportation advisory boards, and even a youth advisory board in Carrboro. Advisory boards are the first line of review for proposals and projects that will come before the county and the municipalities. Yet, as important as the advisory boards are, they often do not reflect the demographic makeup of our communities. Why are inclusive advisory boards important? 1) More inclusive boards bring wider perspectives that are more representative of the entirety of our community. 2) Research shows that serving on such boards builds the social capital of members as they interact with their colleagues, elected officials, and town and county staff. These interactions, along with the knowledge and experience gained through this service, can lead to wider employment prospects that can help to reduce the racial wealth gap. 3) Advisory board service is often a stepping stone to elected office. All of Carrboro's Board of Aldermen (6 of 6) and the Orange County commissioners (7 of 7), 78% (7 of 9) of the Chapel Hill Town Council, and at least 67% (4 of 6) of the Hillsborough Town Board have previous advisory board service. 4) Research also shows that when girls and children of color see people that look like themselves in positions of power they are more likely to have similar aspirations. We can see observe the demographic disparities in advisory board membership by reviewing advisory board applications. Town and county staff graciously provided this public information, accurate as of April 2017, which we can compare to census data from the American Community Survey five-year estimates from 2011 to 2015. (Data on income and sexual orientation are currently not collected by any of the jurisdictions, and age is not systematically collected by Chapel Hill or Orange County.) The average age of Carrboro advisory board members is 44 years, ranging from 12 to 77 years, 9 as there are youth members on the Youth Advisory Board and the Safe Routes to School Implementation Committee. The average age of Hillsborough's advisory board members is 53 years, ranging from 27 to 80 years. Based on available data, the average age of Chapel Hill's advisory board members is 52 years, ranging from 17 to 81 years. Gender and Race/Ethnicity of Town and County Advisory Boards and the Overall Population,April 2017 Characteristic %(n) Orange County Carrboro Chapel Hill Hillsborough Board Board Board Board Members Members Members Members Overalla (n=282)b Overalla (n= 113)b Overalla (n=177)b Overalla (n=65)b Sex Female 52.3% 54.6%(153) 51.9% 44.2%(50) 53.5% 45.3%(78) 46.7% 45.3%(29) Male 47.7% 45.0%(126) 48.1% 54.9%(62) 46.5% 54.7%(94) 53.3% 54.7%(35) Race/Ethnicity Asian 7.3% -d 10.1% 3.7%(4) 12.8% 4.8%(8) 1.2% 1.8%(1) Black 11.7% 10.1(28) 8.1% 8.3%(9) 9.6% 12.5%(21) 36.1% 5.3%(3) Latinx 8.3% 2.2%(6) 13.8% 2.8%(3) 6.0% 0.6%(1) 4.2% 0 White 75.0% 81.5%(225) 71.3% 84.3%(91) 72.8% 81.5%(137) 57.3% 91.2%(52) Note.One OC board member(0.4%)and one Carrboro board member(0.9%)identify as gender-nonconforming(GNC).Numbers in parenthesis do not add up to total slots due to a small amount of missing data. Population-level demographic characteristics are from the 2011-2015 American Community Survey 5-year estimates. b The analysis includes 28 advisory boards in Orange County,15 in Carrboro,20 in Chapel Hill,and 8 in Hillsborough. Orange County does not collect age on advisory board applications;18.8%of board members reported being retired. d Orange County did not provide data on Asian race. Chapel Hill's board policies state, "at the meeting when board recommendations and applications are submitted to the Council, the Town Clerk shall give the Council a report on the race and gender composition of each board and commission." A statement on Orange County's appointment process says, "the Orange County Board of Commissioners shall endeavor to appoint members who represent the ethnic, cultural, demographic, and geographic diversity of the community." However, our interest in racial and gender inclusivity is not yet playing out in practice. All four jurisdictions have underrepresentation among Latinx residents. Orange County has a 2.2% Latinx representation compared to 8.3% in the population. Carrboro's boards are at 2.8%versus 13.8% of the population, Chapel Hill's are 0.6% (1 member)versus 6%, and Hillsborough has no Latinx members compared to 4.2% townwide. Hillsborough's boards are also underrepresented by black residents:just 5.3% (3 members) compared to 36.1% of the overall population. The other municipalities have roughly proportionate representation among black residents. Carrboro (3.7%versus 10.1%) and Chapel Hill(4.8%versus 12.8%)have underrepresentation among Asian residents. In terms of gender, Carrboro and Chapel Hill both have a disproportionate amount of board members who identify as male (54.9%versus 48.1% and 54.7%versus 46.5%, respectively). Given these disparities and the importance of the service these boards provide in our community, what are some ways we can make these boards more representative? First,we might want to think about outreach. How do we let all residents know about service and its importance? Can we appeal to local community groups that represent underrepresented populations? Can we think about how,when, and where advisory boards meet to increase accessibility for a more diverse membership? Chapel Hill recently implemented remote meeting participation for many boards. Is that something we should try across the county? We are currently in the filing period for our 10 elected board races, so candidate forum season is on the horizon. It would be good to hear what ideas candidates have for more inclusive advisory boards. If we aspire to be a truly welcoming community to all sorts of people, it's important that we make decisions for all sorts of people, which requires input from all sorts of people up front.