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HomeMy WebLinkAboutAgenda - 12-04-2017 - 8-i - Board of Commissioners - Boards and Commissions Annual Selection Process 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 4, 2017 Action Agenda Item No. 8-i SUBJECT: Board of Commissioners - Boards and Commissions Annual Selection Process DEPARTMENT: Board of Commissioners ATTACHMENT(S): INFORMATION CONTACT: Excerpt from the November 9, 2017 Donna Baker, 919-245-2130 Approved Minutes PURPOSE: To approve a selection process for the Board to utilize as part of Board members' annual selection of Boards and Commissions to serve on going forward in 2018. BACKGROUND: At its November 9, 2017 work session, the Board discussed options for changing the way Board members annually select boards and commissions on which to serve. The proposed selection process, which would begin in 2018, would allow: • Each Commissioner is to have one "save" (choosing one board that they currently serve on, with service as an officer not an automatic exemption) • Two year term limits (not retroactive) starting in 2018 • Continue with round robin selection process (as has been done in the past) FINANCIAL IMPACT: There is no financial impact associated with this item. SOCIAL JUSTICE IMPACT: There are no Orange County Social Justice Goals associated with this item. RECOMMENDATION(S): The Manager recommends that the Board approve the proposed selection process for Board members' annual selection of Boards and Commissions on which to serve. 2 EXCERPT FROM THE APPROVED BOCC MINUTES-NOVEMBER 9, 2017 1. Board of Commissioners -Annual Advisory Board Selection Process Discussion Chair Dorosin said this issue came up last February, due to an expressed desire to increase diversity and broader participation on boards. He said the policy was not changed, but the BOCC agreed to discuss it at a later time. Chair Dorosin said he proposes the alternative that no board slots are saved at all, and all seats are open. He said in the first round, one cannot pick a board on which one currently serves. He said in all subsequent rounds, the Commissioners could choose freely. He said this would allow Commissioners the opportunity to serve on all manner of Boards. Commissioner Rich said she and Commissioner Marcoplos are on the Chatham Orange Work Group, but it has never met. She asked if it was going to meet. Craig Benedict, Planning Director, said Orange County had been asked by Chatham to delay until September 2017, but staff has still not been given a date when this group will meet. Commissioner Rich asked if two new Commissioners will be assigned to this group, if the first meeting is not being scheduled until January 2018. Craig Benedict said all entities have made appointments, and it could be suggested to start in January. Donna Baker said the Boards and Commissions will be chosen in February, as there is no work session in January. Chair Dorosin said the choices could be made in January at the BOCC retreat. Commissioner Price suggested that Commissioner Marcoplos and Commissioner Rich stay on the Chatham Orange Work group since it has never met. Commissioner Rich said her point is that the BOCC waits too long to assign boards and commissions. Chair Dorosin said he would like to discuss the policy first. Commissioner McKee said some of these boards need continuity, and he is not married to any of the boards on which he serves. He said there is a learning curve on some of the Boards, but he is happy to change any of the boards on which he serves. He asked if there is a goal hoping to be achieved by changing the policy. Chair Dorosin said all of the Commissioners are responsible for everything that the County does, and there is an overreliance of people staying on boards too long. He said the best example is GoTriangle, and the rest of the Board is left under informed as it relies on the one member serving on a board. He said he trusts all the Commissioners, but thinks the Commissioners would be better served by gaining knowledge of many boards, by serving on many types of boards. Commissioner Marcoplos asked if there is a middle path between changing every year, and allowing a Commissioner to serve on one board for years on end. He said he would want Commissioner Jacobs to stay on GoTriangle at this time, but perhaps some other boards could be shuffled around via open dialogue. Chair Dorosin said he believed that his proposal is a middle path. He said not saving positions does not mean that all positions will be shuffled. Commissioner Jacobs said when he joined the BOCC, he was given the board positions of the Commissioner that he replaced on the BOCC. He said there was no choice, but over the years this process has become more open. Commissioner Jacobs said a limit could be placed on how long a Commissioner could be on any board. He said each Commissioner could have one pick, and if one is an officer that could be one's pick, or not. He said the rest can be negotiated, rather than a round robin, leading to a less formal process. He said there are some arguments about continuity, and when one is up to speed on a board, one becomes a more effective member. Commissioner Burroughs said she is inclined to keep a process, and she would go with the proposed one or a modified version. 3 EXCERPT FROM THE APPROVED BOCC MINUTES-NOVEMBER 9, 2017 Commissioner Marcoplos said he would put a three-year term limit on positions, and make it retroactive. Commissioner Price agreed that they need a process, and to continue to keep one board (either one of choice, or due to being an officer) for however long. Commissioner Rich said she liked Chair Dorosin's proposal. She said if the first round is open, it may take care of the term limits. She agreed with having a process. Commissioner Jacobs said he does not feel that strong about any of this. Chair Dorosin said this proposal is forcing the BOCC to do something different. He said if term limits are imposed, it should be two years. He said that `no saves' produces the outcome that Commissioner Jacobs provided. Commissioner McKee said he still does not see a problem, but rather a solution searching for a problem. He said the existing process is good, and term limits would be fine, but he does not know what the problem is. He said this seems like change for the sake of change. Chair Dorosin said he disagrees, and there are people in the same positions for years, which limits the exposure and engagement of other BOCC members. Commissioner McKee said throwing the process wide-open limits the continuity. Commissioner Price agreed with Commissioner McKee. Chair Dorosin said the current process, having one Commissioner potentially serving on the same board for years on end, is not collectively good for Orange County. Commissioner Price said she would like to pick at least one to keep. Commissioner Jacobs said he does not really see what the problem is, but he understands what Chair Dorosin is trying to achieve. He said he would prefer having an option to have a conversation about giving up boards that are picked. Commissioner Rich said part of this conversation was raised by Commissioner Jacobs due to Commissioner Gordon being on the Metropolitan Planning Organization (MPO) for 18 years, which led to the rest of BOCC having no understanding of the MPO. Commissioner Jacobs said he agrees that a Commissioner should not serve on the same board for that many years. Commissioner Rich asked if Commissioner Jacobs is seeking open dialogue, and if this would be effective. She said this current BOCC may be able to talk openly, but not all Boards can. Commissioner Jacobs said if a term limit is added, this problem could be addressed. Commissioner Price asked if there is a reason that the BOCC cannot trade between the work session and the official vote. Chair Dorosin said it should be done in an open meeting in the interest of transparency Chair Dorosin said there are several options, which could be combined: • Option A— His proposed process: wide open in round one; no saves; and pick as you like thereafter. • Option B— keep the current process • Option C — modified current process: one save only (whether an officer or not) • Option D — add term limits • Option E —one save; instead of going around the circle, go down the list of boards to see who is interested. If more than one Commissioner is interested then have discussion or decide via a vote. Commissioner Rich said option E could become very personal. Commissioner McKee said he would support option C with the addition of term limits. Commissioner Marcoplos said he agrees, and would want to make the term limits retroactive. Commissioner Rich said term limits should be 2 years. 4 EXCERPT FROM THE APPROVED BOCC MINUTES-NOVEMBER 9, 2017 Commissioner McKee said to start the term limits anew, not retroactively. Chair Dorosin said the combining of options C and D seems most favorable, with two- year term limits, a round robin process, and collegial conversation. He said option E could be added, but that does not seem well supported by the BOCC. He asked if the Clerk could bring this back for approval and the Board agreed. Chair Dorosin said he wanted to bring up one more housekeeping item: when the Board votes for Chair/Vice Chair in December, it is done via a written ballot that is given to the Clerk; the Clerk reads the votes, but never states who voted for whom. He said he finds this to be inappropriate, and akin to a secret ballot. He said the votes are public record, but he thinks the votes, and who cast them, should be read aloud. Commissioner McKee said it is available to the public as a public record anyway. Chair Dorosin asked if there is a reason that the Clerk should not read this information aloud, as it allows for greater transparency. Commissioner Burroughs agreed with Chair Dorosin. Commissioner Price asked if a written ballot is even necessary, or is a show of hands acceptable. John Roberts said the action will be reflected in the minutes, which is the official record. He said other boards have used electronic voting, which shows up on the video screen of the meeting. Commissioner Price said if the intention is to see who is voting for whom, then there is no need for a ballot; a raising of hands will suffice. Commissioner Jacobs said any changes should be added to a future agenda for a vote. The Clerk will provide an abstract at the November 20th meeting.