HomeMy WebLinkAboutOUTBoard agenda 041818AGENDA
Orange Unified Transportation Board
April 18, 2018
6:30 p.m.
You can bring your laptops /tablets if you would like to use them.
Conference Room 004 (Lower Floor) Orange County West Campus
131 West Margaret Lane, Hillsborough
Time Item Title
6:30 1. Call to Order and Determination of Quorum
6:32 2. Approval of Minutes from March 21, 2018
6:33 3. Consideration of Additions to the Agenda
4. Special Presentations
5. Regular OUTBoard Agenda (Action Items)
6:35 5.a. Bicycle Safety Implementation Subcommittee Report (Art Menius, Abigaile Pittman)
OUTBoard Action: Receive the information and provide any comments or direction
that the Board might have.
6:50 5.b. Draft OUTBoard Orientation Materials ( Abigaile Pittman)
OUTBoard Action: Receive the information and provide any comments or direction
that the Board might have.
7:15 5.c. SPOT 5.0 NCDOT Scoring Results and MPO /RPO Local Input Point Results for the
Durham Chapel Hill Carrboro Metropolitan Planning Organization (DCHC MPO),
Burlington- Graham Metropolitan Planning Organization (B -G MPO) and Triangle
Area Rural Planning Organization ( TARPO) (Nish Trivedi)
OUTBoard Action: Receive the information and provide any comments that the
Board might have, and provide a recommendation for the TARPO results.
6.0 Informational Items
7.0 Staff Updates
7:40 7.a. MPO /RPO and NCDOT Updates (Nish Trivedi) — Materials to be provided at the
meeting.
OUTBoard Action: Receive the information.
8:00 8.0 Adjournment — The next regularly scheduled meeting date is May 16, 2018.
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Charge of the OUTBoard (from Section 1, Part C of the adopted Rules and
Procedures)
1. The OUT Board is charged with advising the Board of County Commissioners
on the planning and programming of transportation infrastructure
improvements and other County transportation planning initiatives, as directed
by the Board.
2. From time to time the OUT Board may be directed to provide input on
regulations on which the Planning Board has primary statutory and local
ordinance advisory duties. In such instances, the OUT Board shall serve in an
advisory capacity to the Planning Board.
Meetings (from Section IV, Part C of the adopted Rules and Procedures)
C. Date, Time, and Location of Regular Meetings
Regular meetings of the OUT Board shall be held as needed to address items that
require Board action consistent with its Charge and Duties identified herein.
Meetings are held on the third Wednesday of the month. The start time and location
of the meeting shall be included on the agenda and shall typically be 6:30 p.m. at
the Orange County West Campus Office Building located at 131 West Margaret
Lane, Hillsborough. The OUT Board Chair, in consultation with staff, shall have the
authority to change the start time and location of a regular meeting to meet any
special circumstances, provided the information is included on the distributed
agenda.
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MINUTES
ORANGE COUNTY OUTBOARD
MARCH 21, 2018
REGULAR MEETING
MEMBERS PRESENT: Heidi Perry (Chair), At -Large Representative; David Laudicina, Cheeks Township
Representative; Alex Castro (Vice- Chair), Bingham Township Representative; Jenn Sykes, At- Large; Ed Vaughn,
Cedar Grove Township Representative; Brantley Wells, Hillsborough Township Representative; Art Menius, At -Large
Representative; Alyson West, At -Large Representative; Ted Triebel, Little River Township Representative; Donna
Musson, Eno Township Representative
MEMBERS ABSENT: Jeff Charles, At -Large Representative; Justin Miller, At- Large Representative; Gary Saunders,
At -Large Representative; Erle Smith, Chapel Hill Township Representative;
STAFF PRESENT: Kim Livingston, DEPAR; Abigaile Pittman, Transportation /Land Use Planner; Nishith Trivedi,
Transportation Planner; Meredith Kern, Administrative Assistant.
OTHERS PRESENT: Cheryl Sadgrove, Minutes Preparer.
AGENDA ITEM 1: CALL TO ORDER AND DETERMINATION OF QUORUM
Heidi Perry called the meeting to order at 6:34 p.m. and confirmed the presence of a quorum.
AGENDA ITEM 2: APPROVAL OF MINUTES
FEBRUARY 21, 2018, MEETING
Art Menius requested adding the date of the June BOCC Meeting (June 5) at line 74.
MOTION by Alex Castro to approve the February 21, 2018, OUTBoard Minutes with correction. Seconded by Art
Menius.
VOTE: UNANIMOUS
AGENDA ITEM 3: CONSIDERATION OF ADDITIONS TO AGENDA
There were no additions.
AGENDA ITEM 4: SPECIAL PRESENTATIONS
AGENDA ITEM 4A: APPROVAL OF MOUNTAINS TO SEA TRAIL (MST) THROUGH ORANGE COUNTY (KIM LIVINGSTON,
DEPARTMENT OF ENVIRONMENT, AGRICULTURE, PARKS AND RECREATION, AND ABIGAILE
PITTMAN)
Kim Livingston shared a map of the possible Mountains -to -Sea Trail route through Orange County, which would be
about 15 miles of the roughly 1,000 -mile trail.
The parts in Orange County are called Segment 11 and Segment 12. Segment 12 is Hillsborough's River walk
greenway, which will connect to Eno River State Park. Orange County is focused on Segment 11, which will start in
Hillsborough and will use the Occoneechee Mountain trails, connect to the Seven Mile Creek Preserve, go across
rural property to connect to the Cane Creek Reservoir, and exit the county toward Saxapahaw.
Kim Livingston reviewed that the planning process for the Orange County trail segments began more than two years
ago and included several community meetings. On January 23, 2018, the Orange County Board of Commissioners
adopted the proposed route.
Kim Livingston reviewed that the connection to Saxapahaw had been anticipated to be Saxapahaw - Bethlehem
Church Road but Alamance County is working on bringing the trail through Morrow Mill Road, which is less busy.
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Kim Livingston also said there has been a desire to connect Hillsborough to Chapel Hill through a multi -modal trail
and Orange County staff has been directed by the Orange County Board of Commissioners to work on that but
county staff sees that as a project separate from the Mountains -to -Sea Trail.
Kim Livingston reviewed that for Segment 11, Dimmocks Mill Road was identified as the best way to get over
Interstate 40. The trail is expected to follow the road in places where it is proving difficult to get landowners to agree
to grant an easement or sell land for the Mountains -to -Sea Trail. The adopted route is the proposed route, but things
change. Orange County only works with landowners who are willing to sell land or donate an easement for the trail.
Those working to create the trail know the proposed route will shift to get this complete. In the interim, there will be
road routes. The Cane Creek area is ready for trailblazing but there is a memorandum of understanding with Orange
Water and Sewer Authority that allows Orange County to put the trail on OWASA land with some conditions.
Kim Livingston would like to focus her efforts now on connecting Occoneechee Mountain to Seven Mile Creek
Preserve. That trail would cross the property of three landowners.
Ed Vaughn said he is surprised some homeowners do not want the trail to be near them.
Kim Livingston said a lot of the concern expressed is fear of crime. A brief discussion followed that cars get broken
into when people park to use trails. Kim Livingston said the Orange County Sheriff's Office has advised that any
parking lots be visible from main roads.
Ted Triebel asked whether several landowners are concerned about their loose dogs running on the trail if they were
to grant an easement or sell property for the trail. Kim Livingston said she has heard that concern but only from one
property owner.
Ted Triebel asked what the OWASA conditions are. Kim Livingston answered that one condition is that the county
cannot build the section on OWASA property until there is a clear connection completed. So, either the county has to
convince OWASA that there is connecting trail via Saxapahaw - Bethlehem Church Road or the county has to
complete the trail all the way from Seven Mile Nature Preserve to the reservoir.
Kim Livingston said another condition is that if trail is going on OWASA property less than 50 feet from adjacent
property owners, the neighbor has to agree to the placement of the trail as well. There is a narrow section that will be
close to neighboring property.
Ted Triebel asked Kim Livingston for her prognosis.
Kim Livingston said the trail is doable. She thinks what is doable in the next three years is connecting Occoneechee
Mountain to Seven Mile Creek and building the trail in the Cane Creek Reservoir area.
Kim Livingston said the connections through the middle of Segment 11 are likely to take 10 years or longer. In the
meantime, there will be a road route.
Alex Castro said OWASA's park is only open two days a week. Kim Livingston answered that is only the portion near
the dam and the reservoir. The trail will be well away from both and so available every day. She added that none of
OWASA's conditions are unreasonable.
David Laudicina asked Kim Livingston if she has thought of noting old mills and dams and other historical markers.
Kim Livingston answered that Orange County Cultural Resources Coordinator Peter Sandbeck is aware of all those
places and that is a great suggestion.
Jenn Sykes said she did not think Riverwalk and Occoneechee Mountain had been officially connected yet. Kim
Livingston said the land has been acquired. She doesn't know that the trail is complete.
Alyson West said Chapel Hill's greenway master plan includes a Millhouse Road connection to Hillsborough.
S
Kim Livingston said Orange County's Millhouse regional park has some greenway and is looking at some affordable
housing and greenway options in that area.
Heidi Perry said the 2045 Metropolitan Transportation Plan includes an Old N.C. 86 connection. Kim Livingston said
she is aware of that.
Art Menius said Orange County is slowly moving toward a county historical marker process.
Alyson West asked what kind of facilities would be at Seven Mile Creek.
Kim Livingston said the road and parking area are currently under construction and staff has constructed official
trails. This will be a nature preserve.
Jenn Sykes said it could be possible to connect Hillsborough's Kings Highway Park with Seven Mile Creek and asked
Kim Livingston how that could be done.
Kim Livingston said that isn't something she has explored but she could see that being a good spur trail.
AGENDA ITEM 5. REGULAR OUTBOARD AGENDA (ACTION ITEMS)
AGENDA ITEM 5A. BICYCLE SAFETY IMPLEMENTATION SUBCOMMITTEE REPORT (ART MENIUS, ABIGAILE PITTMAN)
Abigaile Pittman said the subcommittee has been focused on creating videos involving some local well -known
people, high school students and some professional videographers. She and Heidi Perry described some of the
scenarios from the videos. Videos created so far have involved Hillsborough Mayor Tom Stevens and the principal of
Cedar Ridge High School. Two more videos in April will involve Orange County Commissioner Rene Price and
Orange County Sheriff Charles Blackwood. The videos will be shown June 5 at the meeting of the Orange County
Board of Commissioners.
Art Menius added that primarily the distribution will be on YouTube and shared on social media.
Abigaile Pittman noted that the subcommittee has to encumber all of its money through estimates and purchase
orders by April 30.
David Laudicina said he used to frequently see cyclists pulling a baby trailer on Dairyland Road and asked how the
subcommittee addresses that safety concern.
Heidi Perry answered that you have to build a greenway.
Alyson West said enforce the speed limit.
David Laudicina pointed out the baby trailer is wider than the bicycle.
Abigaile Pittman reported that Orange County has plans to install 20 signs around edges of rural buffers. On seven or
eight of those sign poles, the bicycle subcommittee will install a drive safely sign.
Heidi Perry added that the subcommittee was also thinking of holding a reception with possibly a bike rodeo for kids.
AGENDA ITEM 5B. DRAFT OUTBOARD ORIENTATION TABLE OF CONTENTS ( ABIGAILE PITTMAN)
Abigaile Pittman said good comments were made about the orientation materials at the last meeting. Staff held
meetings to discuss changes. The orientation materials would be available online and include a lot of links to primary
sources so that as information from the primary sources changes, anyone reading through the orientation materials
would have access to the latest information. There will also be a page with transportation acronyms.
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Heidi Perry asked how one would access the materials. Abigaile Pittman answered that one would go to Orange
County's website and click on the Planning Department and then the Transportation section.
Heidi Perry asked if it is searchable. Abigaile Pittman answered that she thinks it can be made searchable.
Heidi Perry said Carrboro has a video for new advisory board members about serving on an advisory board. Abigaile
Pittman said she will pass that along to community relations.
Alyson West said she wonders whether there is a place to explain where most funding comes from in order to give
readers some idea of scale or proportions of funding. Abigaile Pittman said she and Nish Trivedi discussed that and
determined those proportions cannot be estimated because they change.
Alex Castro suggested explaining where in the project or funding process the county is month by month. Nish Trivedi
said that is a very challenging question because state and federal funding cycles are not aligned.
Alex Castro said Orange County only has 1 out of 24 votes on the Burlington- Graham MPO. It is important for people
to understand that. Abigaile Pittman said there are changes taking place. The Technical Coordinating Committee
(TCC) subcommittee is looking at how projects are scored and how we can collaborate regionally.
AGENDA ITEM 6: INFORMATIONAL ITEMS
There were none.
AGENDA ITEM 7: Staff Updates
AGENDA ITEM 7A: MPO /RPO AND NCDOT UPDATES (NISH TRIVEDI)
Nish Trivedi said he will be bringing an update of all Metropolitan Planning Organizations (MPOs) in one update that
will include how Orange County is influencing and shaping the MPO's decisions and how the MPOs are affecting
Orange County. He summarized the updates given on Page 51 of the agenda packet.
Abigaile Pittman added that she was told at the Burlington- Graham MPO meeting that 6.0 will be a trial period with
three years between processes. Nish Trivedi said he has not heard that.
Nish Trivedi said Triangle Area Rural Planning Organization's (TARPO's) draft Fiscal Year 2019 Unified Planning
Work Program is ready for public comment and so is the Burlington- Graham MPO's.
Heidi Perry asked how people would know that it was time to comment because she follows TARPO communications
and has not seen anything. Nish Trivedi will look into it.
Nish Trivedi noted an attachment contained updates on North Carolina Department of Transportation ( NCDOT)
updates.
Abigaile Pittman said a traffic light will be installed at Buckhorn Road and U.S. 70 by early May. Heidi Perry asked if
the signal would be tripped by a bicycle. Abigaile Pittman will check because it was not mentioned.
Heidi Perry asked if there are any other projects staff wants to call to the board's attention.
Abigaile Pittman noted the fencing was installed on Orange Grove Road Bridge over Interstate 40.
Art Menius asked about the bridge on U.S. 70 east of Hillsborough.
Brantley Wells said a temporary bridge will be built on the north side of U.S. 70 to maintain traffic while the old bridge
is replaced.
Abigaile Pittman noted Graham is about to grow rapidly, which may affect traffic in Orange County.
C.9
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226 AGENDA ITEM 8: ADJOURNMENT
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228 OUTBoard meeting was adjourned by consensus at 7:47 p.m.
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230
Heidi Perry, Chair
ORANGE COUNTY
ORANGE UNIFIED TRANSPORTATION BOARD
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 18, 2018
Action Agenda
Item No. 5.a.
SUBJECT: Bicycle Safety Implementation Subcommittee (BSIS) Report
DEPARTMENT: Planning and Inspections
ATTACHMENT(S):
1. Campaign logos
2. Campaign Website Content
INFORMATION CONTACT:
Abigaile Pittman, Transportation /Land
Use Planner, 919 - 245 -2567
PURPOSE: Receive a report on the recent activities of the Bicycle Safety Implementation
Subcommittee
BACKGROUND: Since the BSIS report at the OUTBoard's February 21St meeting, the
subcommittee has been busy working on the following activities:
Highlights of our work include:
• Production of Campaign Videos
Filming of four (4) bicycle safety video PSAs began on March 10 and 17, and will
continue on the weekend of April 14 -15. The videos will be approximately 15- second
PSA's with the following themes:
1. It's Never Too Early' addressing teaching young children about bicycle safety and that
when passing a bicyclist in a no- passing zone, the operator of the passing vehicle
must allow four feet of space or change lanes;
2. `Reluctant Driver' addressing that when safe for the cyclist to do so, a cyclist can
facilitate passing by pulling over;
3. `Emergency Vehicles' addressing that cyclists must always pull over and stop for
emergency vehicles using its sirens and lights; and
4. `Passing Groups' addressing that riding two abreast is legal in North Carolina and can
often create more visibility and shorten the passing distance needed.
Although there is much editing still to do, "pre- cuts" will be shown at the meeting.
• Campaign Logos
The selected three (3) versions of the Campaign logo will go before the Board of County
Commissioners (BOCC) as part of an Information Item. The vertical version of the logo is
intended to be used on planned local road signage and other messaging such as
brochures, posters, branded swag (promotional merchandise), and video public service
announcements (PSAs). The horizontal version of the logo was developed for use on
smaller more rectangular types of messaging such as bumper stickers. The black and
white version of the logo was developed for use on small branded swag items such as
pens and reflective bike straps, where it will be more visible and cost - effective. See
Attachment 1.
• Campaign Website
An Orange County Bicycle Safety Website, linked to the County's website, will be
created. Website content will be populated by the BSIS members. The website design,
outline, placement and monitoring has been discussed at length with the Community
Relations Department. An outline of the website content is provided in Attachment 2 to
this memorandum.
• Campaign Signage
The North Carolina Department of Transportation ( NCDOT) has given permission to
place bicycle safety signs on NCDOT right- of -way, but signs may not be posted on the
same support as their signs. The Campaign signs will be metal and present the
Campaign logo. Ultimately, encroachment agreements will be required for the NCDOT
road signs, subject to Board of County Commissioners (BOCCO review prior to
submission. A request for the Campaign sign encroachments will be on the June 5 BOCC
agenda. The number of signs for Year 1 will be determined by the budget. Around 7 -8
signs will be co- located with proposed Rural Buffer signs. Ultimately, there could be up
to 50 bicycle safety signs at entry points to the county and frequently used bicycle routes.
Details regarding sign posts, installation and cost estimates will be finalized by the end of
April.
• Campaign Budget.
A final version of the Campaign budget will be finalized by the end of April.
• Campaign Posters and Brochures
Designs for Campaign posters and brochures are being reviewed and will be developed
by the Community Relations Department. At least one different poster from four targeted
audiences would be designed: There would be one generic poster, one targeted to
drivers, one to riders and one to children. They would be designed in such a way that
they all complement each other.
• Media
First year budget funds have been made available for social media ads on Facebook,
Instagram and Twitter. Funds have been also made available for print and /or radio ads
as well (WCHL Radio, News of Orange, etc.). Audio PSAs will be put out on WCOM
Radio.
• Branded Swag
A modest amount of branded swag (promotional marketing items) will be purchased to
promote the campaign. The BSIS chose to emphasize the more permanent messaging
provided by road signage and video PSAs.
• Bike Rodeo /Bicycle Helmet Initiative
Sheriff Blackwood has numerous bicycle helmets obtained from NCDOT and other grant
sources. He has agreed to assist the BSIS with a Bike Rodeo for children this year. The
exact date and details are still to be worked out.
• Campaign Launch
The Campaign Launch will be June 5t" with a presentation to the BOCC. The video
PSAs will be shown, and several participants from the Cedar Ridge Video Club will also
be recognized.
FINANCIAL IMPACT: There is no immediate financial impact associated with this item.
RECOMMENDATION(S): Staff recommends that the OUTBoard:
1. Receive an information; and
2. Provide any comments or direction that the Board might have.
Attachment 1
Vertical Version of the Campaign Logo
Horizontal Version of the Campaign Logo
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Black and White Version of the Campaign Logo
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Attachment 2
Orange County Bicycle Safety Website Outline
HOMEPAGE
Fixed Drive Safe Ride Safe logo
Message block: Why bicycle safety is important - text and images
Permanent video block: with manual or automated change of featured video
News blog
For
example http: / /www.orangecountVnc.gov /departments /planning and inspections /Bike%
20Safety% 20Law% 20Changes% 20 Proposed %20in %20House %20Bi11 %20959.pdf
SIDEBAR
• http: / /www.orangecountync.gov /departments /planning and inspections /task forc
e.php
• Sheriff's office — how to report an accident
• Campaign social media links and feed
• Bicycle Safety Implementation Subcommittee (BSIS) meeting dates
• Any other links deemed of particular importance
DROPDOWN MENU — About Us
• Mission
• How you can participate
• Contact Us
• Links
• Orange County Bicycle Organizations
• State and National Bicycle Organizations
• Websites about bicycle safety and bicycle -auto safety
DROPDOWN MENU — How to Ride Safe Drive Safe
• 5th Grade bike safety curriculum
• Downloadable brochure
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• PDFs of bicycle safety documents
• Signage concordance
• Important NC Traffic Laws Applicable to Bicyclists
• How to Pass a Bicyclist
• Bicycles and emergency vehicles
• Group Bicycling Best Practices: Skills and Techniques
• Bike Safety Law Changes Proposed in House Bill 959
• House Bill 959
DROPDOWN MENU — Video Resources
DROPDOWN MENU — Bicycle Safety Task Force Documents
• Summary of Origins of Bicycle Safety Task Force and Adopted Bicycle Safety
Report
• Orange County Bicycle Crash Report Presentation
• Other data
• http: / /www.orangecountync.gov /departments /planning and inspections /BicycleS
afetyReportBOCC.pdf
• http: / /www.orangecountVnc.gov /departments /planning and inspections /task forc
e.php
• Other relevant PDF's
IMPLEMENTATION AND MAINTENANCE PLAN
Subcommittee will describe the basic design elements desired.
Art Menius will do initial design and set up using WordPress. BSIS members and the
Transportation /Land Use Planner (Abigaile Pittman) will provide the initial content.
The Committee will appoint one of its members to serve as point person.
Log -in information will be provided to Orange County Transportation /Land Use Planner
and to the BSIS point person BSIS members and the Transportation/ Land Use Planner
will be responsible for obtaining and posting content as well as removing out -of -date
information.
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ORANGE COUNTY
ORANGE UNIFIED TRANSPORTATION BOARD
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 18, 2018
SUBJECT: OUTBoard Orientation, Section 1
DEPARTMENT: Planning and Inspections
ATTACHMENT(S):
1. Introduction to the OUTBoard
2. OUTBoard Members
3. Transit Advisory Services (TAS)
role
4. OUTBoard's Role in Transportation
Planning Processes and
Requirements
5. Orange County Advisory Board
Policy
6. OUTBoard Rules and Procedures
Action Agenda
Item No. 5.b.
INFORMATION CONTACTS:
Abigaile Pittman, Transportation /Land
Use Planner, 919 - 245 -2567
Tom Altieri, Comprehensive Planning
Division Supervisor, 919 - 245 -2579
PURPOSE: Review Draft OUTBoard Orientation, Section 1 material and provide input.
BACKGROUND: At its March 21 Meeting the OUTBoard reviewed the Staff's draft Table of
Contents for the OUTBoard's orientation materials. The table of contents for Section 1,
shown below, was approved by consensus.
Section 1 - The OUTBoard: Introduction and Governing Documents
• Introduction to the OUTBoard
• OUTBoard Members (link to Roster)
• Transit Advisory Services (TAS) role
• OUTBoard's Role in Transportation Planning Processes and Requirements
• Orange County Advisory Board Policy (link)
• OUTBoard Rules and Procedures (Purpose, Charge, Membership Criteria, Meeting
Schedule, Subcommittees, etc.) (link)
Orientation information for Section 1 is provided in Attachments 1 -6.
Format
As discussed at the March 21 meeting, the orientation materials will be available online, on
the Transportation section of the Planning Department's web page. The materials will be
included in a large pdf file, with sub -files bookmarked as separate pdfs. Links will also be
provided within the pdf sections to materials that are already provided elsewhere and /or
regularly updated by other agencies, such as NCDOT and the MPOs /RPO. In this way,
information is uniformly and accurately updated by the responsible agency. Additional links
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on the transportation web page will be provided for the general public.
FINANCIAL IMPACT: There is no immediate financial impact associated with this item.
RECOMMENDATION(S): Staff recommends that the OUTBoard discuss as appropriate and
provide input.
Attachment 1
Introduction to the Orange Unified Transportation Board (OUTBoard)
On May 17, 2005, the Orange County Board of County Commissioners (BOCC)
established a County transportation advisory board, at that time called the Orange
County Unified Transportation Advisory Board (OCUTAB). OCUTAB, under continuing
direction of the BOCC, was to advise the BOCC and provide information and comments
on major transportation issues; and provide recommendations regarding the overall
planning and programming of transportation improvements in the County. The advisory
board was directed to:
• Identify and prioritize the County's roadway and transit needs along with
associated costs and specific sources of funding;
• Assist in development and review of the transportation component of the
Comprehensive Plan;
• Provide recommendations to the Board regarding Federal and State legislation
affecting transportation in Orange County; and Explore and make
recommendations on innovative techniques and methods to improve the
efficiency and capacity of existing and future transportation systems.
On August 22, 2006, the advisory board was renamed to the Orange Unified
Transportation Board (OUTBoard).
Board membership is comprised of fourteen (14) voting members representing
demographic, geographic, cultural and professional characteristics:
• Seven (7) members, one from each township (Cedar Grove, Little River, Cheeks,
Hillsborough, Eno, Bingham and Chapel Hill)
• Seven (7) members with expertise or specific interests in as many of the
following areas as possible:
• Bicycle transportation
• Pedestrian access and safety
• Public Transit
• Environmental Issues
• Economic Development
• Planning
• Public Health
From time to time the OUTBoard may be directed to provide input on regulations or
other matters on which another County board has statutory and /or local ordinance
advisory duties. In these instances, the OUTBoard serves in an advisory capacity to
that board. Other County Boards and Commissions that deal with transportation issues
includes:
• Orange County Planning Board
• The Economic Development Commission
• The Commission for the Environment
• The Aging Department
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The advisory board is administered by the Planning Department with primary stuff
support provided by transportation staff with assistance from Orange County Public
Transportation (OCPT) for issues pertaining to OCPT service.
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II[MIA V1
Attachment 2
Orange Unified Transportation Board
Membership and Contact List
Position
NAME OF MEMBER
DATE OF
REPRESENTATION
Expertise
BUSINESS TELEPHONE
APPT
HOME ADDRESS/
TELEPHONE
APPT
or
Specific
E -MAIL
EXPIRES
Interest
1.
Alex Castro (Vice Chair)
10/20/2015
Bingham Township
N/A
alexcastroilOotmail.com
9/30/2018
(919) 619 -1510 (Day)
5915 Morrow Mill Road
Chapel Hill, NC 27516
919 929 -6368 (Evening)
2.
David Laudicina
09/20/2016
Cheeks Township
N/A
Laud9876nabellsouth.net
9/30/2019
(919) 942 -4444 (Day /Evening)
5333 Lucas Farm Lane
(Serving At- Large)
Chapel Hill, NC 27516
919 428 -1009 Cell
3.
Ed Vaughn
10121/14
Cedar Grove
N/A
eddievee @nc.rr.com
9/30/2020
412 Lake Orange Road
Township
(919) 283 -4444 (Day /Evening)
Hillsborough, NC 27278
4.
Erle Smith
10/20/2015
Chapel Hill
N/A
Erle @ErleSmith.com
9/30/2018
103 Sunset Creek Cir
Township
Day Phone: (919) 259 -2100
Chapel Hill NC 27516
Evening Phone: 919 929 -1596
5.
Donna Musson
09/20/2016
Eno Township
N/A
donna(@musson.org
9130/2019
600 Sinai Circle
(919) 428 -3683 (Cell)
Hillsborough, NC 27278
6.
Brantley Wells
10/15/2013
Hillsborough
N/A
wells.14544 angmail.com
9/30/2020
(919) 998 -8630
1314 US HWY 70E
Township
Hillsborough, NC 27278
(919) 732 -3883 (Work)
919 730 -2524 Work Cell
7.
Ted Triebel
10/20/2015
Little River
N/A
triebela.mindspring.com
9/30/2018
(919) 732 -6691 (Day /Evening)
6601 Sirladdinn Lane
Township
Rou emont, NC 27572
8.
Art Menius
10/21/2014
At -Large *
ED
art(o)artmenius.com
9/30/2020
4720 Green Riley Rd
(919) 675 -2787 (Day /Evening)
Rou emont, NC 27572
919 675 -2787 Cell
9.
Jenn Sykes
02/07/2017
At -Large *
P
sykes.iennifer(@gmail.com
9/30/2020
(919) 442 -8152
210 Collins Ave
Hillsborough, NC 27278
10.
Gary Saunders
10/20/2015
At -Large *
El
gary.saunders(@ncdenr.gov
9/30/2018
(919) 733 -1497 (Day)
103 Woodshire Lane
Chapel Hill, NC 27514
919 942 -0045 (Evening)
11.
Heidi Perry (Chair)
10/2112014
At -Large *
BT
heidiperov gmail.com
9/30/2020
(919) 962 -0572 (Day)
407 Robert Hunt Drive
Carrboro, NC 27510
(919) 929 -8671 (Home)
919 618 -8199 Cell
12.
Dr. Jeff Charles
10/20/2015
At -Large *
PAS
jmc5l@ix.netcom.com
9/30/2018
5904 Treetop Ridge
(919) 489 -7753
Durham NC 27705
919 489 -7753
13.
Alyson West
09/20/2016
At -Large *
PT
Alyson.west(�gmail.com
9/30/2019
(503) 734 -5299 (Cell)
901 N Greensboro Apt D
Carrboro, NC 27510
14.
Justin Miller
12/13/2016
At -Large
PH
Justindm8(@yahoo.com
9/30/2019
919 - 448 -1376 (cell)
5505 US 70
Mebane NC 27302
STAFF:
Abigaile Pittman
abpittmanna,orangecountync.gov
245 -2567
* Through the appointment process, the County will attempt to maintain a balance among the OUTBoard's At -Large membership that
captures as many of the following areas of expertise or specific interests as possible: Bicycle Transportation (BT), Pedestrian Access
and Safety (PAS), Public Transit (PT), Environmental Issues (EIl, Economic Development (ED), Planning (P), Public Health (PH)
21
Attachment 3
Transportation Advisory Services (TAS) Role
Legal Requirement for Recipients of Federal Section 5311 Funds
Orange County is a sub - recipient of the State of North Carolina to receive federal
Section 5311 funds for Orange County Public Transportation (OCPT) services
provided within the County's non - urbanized areas. To continue receiving Section
5311 funding in support of OCPT services, the County is required to have a
Transportation Advisory Board (TAB) approved by the BOCC. A TAB is a locally
formed advisory group that is made up of representatives from the County's
public human service agencies, transportation providers, public and business
sectors, government affiliates, and transit users, as well as representatives from
elderly, minority, and limited English proficiency populations, etc.
For reference, the North Carolina Department of Transportation ( NCDOT) Public
Transportation Division (PTD) FY18 Community Transportation Program
Application Package is appended to this attachment. This package includes the
Section 5311 - Non - urbanized Area Formula Program TAB requirements.
History
The County's transportation services /OCPT advisory function has been in
existence since 1992 when it was operating under the name of the
Transportation Services Board (TSB). In June, 2010 OCPT and the BOCC
approved the administration of the TSB to be moved from the Aging Department
to the Planning Department, and the function was incorporated into the Orange
Unified Transportation Board (OUTBoard). County staff members from
departments that represent populations that NCDOT requires to be represented
were included in the staff component of the transportation services /OCPT
advisory function of the OUTBoard.
More Recent Transportation Services Advisory Function
As part of the 2012 Orange County Bus and Rail Investment Plan (OCBRIP)
development and implementation, there were many outreach meetings and
interdepartmental meetings, supplemented by OUTBoard meetings, which were
used to meet the requirements of the NCDOT. However, there was a need for
ongoing interaction with human service agencies regarding the provision of
public transit and opportunities to access public services.
Current Transportation Advisory Services Advisory Function
In order to more fully meet requirements for Section 5311 funding, Planning and
OCPT staff , the TAB function in Orange County was established as the Transit
Advisory Services (TAS) group, to function in conjunction with the County's
existing OUTBoard. The transportation services /OPT advisory function are
expanded by adding transit topics to OUTBoard agendas on a quarterly basis,
formally including OCPT staff on the agenda for the community transportation
system to maintain ongoing communications as one means of seeking public
22
involvement, and ongoing administrative oversight. The TAS jointly discusses
unmet needs in the OCPT service area, service design and scheduling, billing
rates and fares, and to resolve complaints. Meetings are to be held quarterly at a
minimum. The TAS group consists of staff from other County Departments (DSS,
Aging, Housing, Human Rights & Community Development, Child Support
Enforcement, and the Library).
23
North Carolina
Department of Transportation
ORTH C -7�
Z
o
�-
OF TS X145_!, �
FY18 Community Transportation
Program Application Package
Includes the Section 5311- Non - urbanized Area Formula Program, Human
Service Transportation Management Program
August 29, 2016
N.C. Department of Transportation
Public Transportation Division
1 S. Wilmington Street
Raleigh, NC 27601
24
OVERVIEW
Announcement
There will be a separate Consolidated Capital Call for Projects for all capital projects.
Background
The Federal Transit Administration, on the behalf of the Secretary of Transportation, apportions
appropriated 5311 funds annually to the Governor of each state for public transportation
projects in non - urbanized areas.
Specifically, the Section 5311 program intends to: (1) enhance the access of people in
nonurbanized areas to health care, shopping, education, employment, public services and
recreation; (2) assist in the maintenance, development, improvement and use of public
transportation systems in non - urbanized areas; (3) encourage and facilitate the most efficient
use of all transportation funds used to provide passenger transportation in nonurbanized areas
through the coordination of programs and services; (4) assist in the development and support of
intercity bus transportation; (5) provide for the participation of private transportation providers
in non - urbanized transportation; (6) to provide and enhance public transportation to the Tribal
Transit Program on Indian reservations /tribal lands and to provide transit services to serve
tribal communities; (7) to provide technical assistance to include project planning, program and
management development, public transportation coordination activities, and research to
promote effective delivery of public transportation in rural areas of the designated Appalachian
region, and (8) to enhance and improve access to jobs through employment - related
transportation services for welfare recipients and eligible low - income individuals; this includes
transportation of residents from urbanized and rural areas to suburban employment
opportunities. Public Transportation definition has changed slightly under MAP -21 by
including a reference to 'shared ride' transportation. From the FTA Circular C 9040.1G, the
definition is:
"Public transportation means regular, continuing shared -ride surface transportation services that are
open to the general public or open to a segment of the general public defined by age, disability, or low
income... Public transportation can be either fixed -route or demand- response service, but excludes
intercity passenger rail provided by Amtrak, intercity bus service, charter bus service, school bus service,
sightseeing services, courtesy shuttle services provided by individual businesses, and intra- terminal or
intro facility shuttle services."
The Governor of North Carolina, in accordance with the Urban Mass Transportation Act of
1964, as amended, designated the N.C. Department of Transportation (NCDOT) Public
25
Transportation Division (PTD) as the agency to receive and administer federal and state public
transportation funds. The NCDOT (G.S. 136- 44.20) is the recipient of all Section 5311 funds and
the Community Transportation Program (CTP) applicant is the sub - recipient. The purpose of
Section 5311 assistance is the provision of public transportation services and maximum feasible
coordination with other rural transportation services.
The Public Transportation Division shall have principal responsibility and authority for the
administration of the Section 5311 Program, and shall administer the programs in accordance
with the guidance published by the Federal Transit Administration Circular 9040.1G and in
accordance with existing Federal and State regulations pertaining to the administration of
Federal grants by the North Carolina Department of Transportation. Transportation systems
can use Section 5311 funds for public transportation projects in non - urbanized areas. Because
most rural trips end in urbanized areas, Section 5311 funds can be used for portions of trips in
urbanized areas, however, the primary beneficiary of the transportation must be rural areas. A
rural transit provider may design its Section 5311 funded services to maximize use by members
of the general public who are transportation disadvantaged. Transportation disadvantaged
people include elderly people and people with disabilities.
NCDOT incorporates the Federal Section 5311and the State Human Service Transportation
Management Program into a single CTP funding application. For FY2018 there will be a
separate Consolidated Capital Call for Projects for all capital projects.
Timetable
Application Process for FY18
UA I CS
I A,1Vt V tN l
August 29, 2016
■ Grant Application Package Distributed
Sept. 2 - Sept. 7, 2016
■ Partner Connect outage /unavailable
November 4, 2016
■ Grant Application Due to NCDOT (including
Project Funding Request Form)
November 11, 2016
Nov. 2016 - Jan. 2017
Partner Connect will close and no applications will
be accepted after this date
■ Grant Application Review Process
Feb. - March 2017
■ PTD makes funding recommendation to NCDOT
BOT
April - June 2017
■ FTA grant review and award for federal funding
July 1, 2017
■ Effective date of one year grant agreement
26
MAP -21 & FAST Act OVERVIEW
On July 6, 2012 President Obama signed into law a new two -year transportation authorization,
entitled Moving Ahead for Progress in the 21st Century (MAP -21). MAP -21 furthers several
important goals, including safety, state of good repair, performance, and program efficiency.
MAP -21 gives FTA significant new authority to strengthen the safety of public transportation
systems throughout the United States. The act also puts new emphasis on restoring and
replacing our aging public transportation infrastructure by establishing a new needs -based
formula program and new asset management requirements. In addition, it establishes
performance -based planning requirements that align Federal funding with key goals and tracks
progress towards these goals. Finally, MAP -21 improves the efficiency of administering grant
programs by consolidating several programs and streamlining the major capital investment
grant program known as "New Starts." These, and other important changes, are summarized in
this document.
While this summary focuses on the transit title (Division B, including amendments to chapter 53
of title 49, United States Code), several provisions that reside in the highway title (Division A,
including amendments to title 23, United States Code) also affect transit. These provisions
include performance measures in transportation planning, the Transportation Infrastructure
Finance and Innovation Act (TIFIA), the Surface Transportation Program (STP), the Congestion
Management and Air Quality program (CMAQ), and acceleration of project delivery through
streamlining environmental reviews. A summary of these provisions can be found at
httl2://www.ffiwa.dot.gov/mal221/summaryinfo.cfm.
On December 4, 2015, President Obama signed the Fixing America's Surface Transportation
(FAST) Act, reauthorizing surface transportation programs through Fiscal Year 2020.
27
ELIGIBILITY
Designated Applicant
North Carolina's coordinated approach to service delivery currently allows a single application
within each designated service area. Section 5311 funding is only provided to a single sub
recipient within each geographical area (county or counties served by a regional transit system).
Originally, the transit system's service area for rural operations was established by the governing
body in the initial Transportation Development Plan (TDP) for the service area and approved by
the NCDOT. PTD will implement the adoption of a Governing Board resolution that designates
the single designated 5311 applicant on a 5 year cycle. This cycle is 2018, 2023, 2028 and so
forth.
Transportation Advisory Board
Each applicant is REQUIRED to have a Transportation Advisory Board (TAB). A TAB is made up
of stakeholders from the service area that care about the services provided by the transit system.
The make -up of the TAB is representative of the various target audiences in the service area and
includes one or more actual passengers of the transit system. An "ACTIVELY ENGAGED"
Transportation Advisory Board is expected to discuss unmet needs in the service area, service
design and scheduling, billing rates and fares, and to resolve complaints. They also monitor
compliance with federal regulations and the status of any deficiencies noted in any official
federal, state or local review or report. The Transportation Advisory Board is a locally formed
advisory group based on the following guidelines and requirements:
TRANSPORTATION ADVISORY BOARD (TAB) COMPOSITION
CATEGORIES
PUBLIC HUMAN
SERVICE AGENCY
TRANSPORTATIO
N PROVIDERS
PUBLIC AND
BUSINESS
SECTORS
GOVERNMENT
AND
GOVERNMENTAL
AFFILIATES
TRANSIT
USER
Suggested number
of representatives
3 -5
1 -2
4 -5
3 -5
1-3
per category
■ Senior Services
■ Private
■ Chamber of
■ MPO
Passenger(s) that
NOTE: TAB
■ DSS
transportation
Commerce
■ RPO
currently utilize
members should
■ Vocational
providers
■ Major
■ Economic
the transit system
be individuals
Rehabilitation
■ Intercity bus
employers
Development
that know about
. Head Start
providers
■ DBE's
■ Employment
the transit needs
■ Shelter
■ Ambulance
■ Hospital/Dialy
Security
of the general
Workshop
Service
sis Ctr. Staff
Commission
public including
■ Health Dept.
■ Regional
■ Non - profit
■ Job Link and /or
the elderly,
Veterans Admin
Authority
organizations
Career Centers
minorities,
Smart Start
■ Urban System
■ Employment
■ Elected Officials
disabled, or
Mental Health
■ Faith based
Transit Users
■ County
low income e
populations
Housing
services
■ General Public
Government staff
Authority
■ Volunteers
Transit Users
■ Community
living in the
Human Service
■ Public Citizens
College
service area.
Transit Users
• The Transportation Advisory Board must include representatives from the elderly, minority, LEP,
disabled and /or low income populations in the service area or include individuals that represent these
consumer groups that will challenge the transit system to be more sensitive to their needs or to discuss
unmet needs of their consumer group. Census data should be consulted to determine which groups
should be represented and the size of the representation needed.
• If the applicant serves as an "umbrella" agency for programs in addition to transportation services,
then the Executive or Governing Board may not serve as the Transportation Advisory Board. There
may be overlapping of members from the Executive or Governing Board, but there must be a separate
Transportation Advisory Board that meets the requirements.
• If the applicant is a transportation authority or a non - profit organization that qnly provides
transportation, the Executive or Governing Board may serve as the Transportation Advisory Board. In
this case, the composition of the Executive or Governing Board will have to meet the 5311 Program
requirements to serve as the TAB or consider creating a separate TAB that does meet the requirements.
• PTD expects, at a minimum, quarterly TAB meetings for the community transportation system to
maintain ongoing communications as one means of seeking public involvement, and ongoing
administrative oversight. TAB meetings must be open to the public and the public must be notified of
the scheduled meetings through such means as posting notices on agency Web sites; local news media;
flyers; etc. Additionally, meeting minutes must be published and distributed to PTD regional mobility
development specialists, with original file copies maintained by the transportation system for a
minimum of five (5) years.
• All TAB or Governing Board members must sign a Conflict of Interest form and the signed form(s)
must be attached as an annlication document.
Regulatory Compliance
All projects must annually meet all Federal /State requirements prior to July 1, the beginning of
the project period and State fiscal year, to be eligible for reimbursement of Federal funds for the
entire project period. Applicants that do not meet federal and state requirements are not
eligible to receive reimbursement for expenses incurred prior to the effective date of
compliance. NCDOT will not award any financial assistance until the applicant provides
assurance of compliance and it has been determined that federal and state requirements are
met. In addition to Federal compliance requirements, PTD requires all transit systems to:
1) submit a 5 -year budget with account codes mapped to PTD G- codes; 2) use automated
scheduling software; 3) maintain 80% or greater compliance in AssetWorks; 4) submit required
reports such as Charter, OpStats, ROAP, etc ... by the designated due date; 5) submit a Fully
Allocated Cost Model; 6) submit invoices on a monthly or quarterly basis; 7) participate in 2
official site visits per fiscal year with Mobility Development Specialist.
29
ALL the documents below must be completed and returned as part of the CTP application.
Documents will be uploaded as "Miscellaneous" documents to the Drop Box in Partner
Connect. Where applicable, documents that apply to multiple budgets i.e., Authorizing
Resolution, Title VI Report, etc ... only have to be uploaded one time.
Q Some documents must be signed by the AUTHORIZED OFFICIAL as indicated
Q Some documents must AFFIX A SEAL as indicated on the form
Q Instructions are included with the form
30
DOCUMENTS
COMMENTS
Authorizing Resolution
Each applicant will accurately complete and submit with its grant
application a Governing Board Approved Community
Transportation Program Or Human Service Transportation
authorizing resolution, whichever is applicable. The Community
1
Transportation Program Resolution is for Federal and State
funded projects that provide general public transportation, while
the Human Service Transportation Resolution is for State funded
projects that provide only human service transportation.
Certifications and
In accordance with 49 U.S.C. 5323(n), Certifications and
Assurances, Attorney's
Assurances have been compiled for the North Carolina
Affirmation, Lobbying
Community Transportation Program. NCDOT requires sub -
2
Certification,
recipients to certify to all applicable categories.
Equivalent Service
Certification, and
Certifications and Assurances documents are received from the
5333(b) Labor Warranty
FTA. All State and Federal certification documents will be
distributed as a package upon receipt of federal documents.
Title VI Certification
All Recipients of FTA and State funds must comply with Title VI of
the 1964 Civil Rights Act, Section 601. Title VI states that "No
person in the United States shall, on the ground of race, color or
national origin, be excluded from participation in, be denied the
benefits of, or be subjected to discrimination under any program or
3
activity receiving Federal financial assistance."
■ Additional federal information may be found in FTA Circular
4702.1B "Title VI Requirements and Guidelines for Federal
Transit Administration Recipients," dated October 1, 2012 at:
http: / /www.fta.dot.gov /documents /FTA�Title VI
=FINAL.pdf
Disadvantaged Business
All recipients and sub - recipients of grant funds from the FTA
Enterprise (DBE)
and /or the State of North Carolina must participate in the DBE
4
Certification
Program /Minority Business Enterprises (MBE) Program. DBE
Program information may be found at
https: / /apps.dot.state.nc.us /vendor /directory[.
5
DBE /MBE /WBE /HUB
Expected DBE /MBE/WBE/ and HUB to be used in FY2018.
Anticipated Vendor
30
Awards
31
Public Hearing Notice As part of the CTP application, a public hearing must be held in
front of the applicant's governing body. The public hearing may
cover multiple grant requests to include 5311, Appalachian
Program, 5310 Enhanced Mobility for Seniors and Individuals with
Disabilities, and ROAR The applicant must publish one public
notice in a newspaper(s) having general circulation in the project's
proposed service area. It is recommended that the Public Hearing
Notice provide a minimum of seven (7) calendar days notice and a
6 maximum of fourteen (14) calendar days notice between the time
that the Public Hearing Notice is published in the newspaper and
the actual public hearing date. In accordance with the DOT LEP
Guidance, 70 FR 74087, (December 14, 2005), a public notice will
also be published in Spanish in counties that have 1,000 or 5% of
their population that speaks Spanish at home, but speaks English
less than well. Applicants in the counties listed in Appendix A
MUST publish a public hearing notice in English and Spanish.
PTD is not including a Spanish version of the public notice in the
application package. Applicants should have the public notice
translated locally to ensure the accuracy of the translation.
Public Hearing / Public The applicant must hold a public hearing on the proposed
Hearing Record / Public project(s) to allow members of the community the opportunity to
Hearing Minutes comment on transportation needs and the grant application. Each
grant request (i.e., 5311, Appalachian, 5310, or ROAP) must be
addressed individually with the hearing formally opened and
closed, and reflected in the minutes. During the hearing the public
should explicitly be asked if they wish to comment on the proposed
funding. The public hearing will be held before the governing
board.
7 County Commissioners - county applicants
■ Board of Directors - non - profit applicants
■ Authority Board of Directors or Executive Board - public
transportation authorities
■ City/Town Council - municipalities
The Clerk /Secretary to the Board must complete, sign and certify
the Public Hearing Record form. Either indicate that NO public
comments were made or public comments were made and enter
the estimated date for board approval of meeting minutes. A copy
of the board approved minutes must be submitted if comments
were made at the Public Hearing.
32
33
Public Hearing
Outreach efforts beyond holding a public hearing must be
Outreach
conducted to inform the public including minorities, women,
elderly, disabled, Limited English Proficiency (LEP), low income
individuals, and persons who are not human service agency clients,
about the availability of CTP funds and to discuss transportation
service needs. These efforts should include, but are not limited to
surveys, presentations to groups, committees, fliers and /or posters.
The intent is to remove barriers and conditions that prevent these
8
groups from receiving access, participation and benefits of the CTP
funded services. Services and benefits must be distributed in a non-
discriminatory manner. Title VI of the Civil Rights Act of 1964
applies. This form should include a DETAILED DESCRIPTION of public
hearing outreach efforts by the applicant to inform the public
(INCLUDING MINORITY, WOMEN, ELDERLY, DISABLED, LIMITED ENGLISH
PROFICIENCY (LEP), AND LOW INCOME INDIVIDUALS) about the public
hearing to comment on the Community Transportation Grant
application.
Local Share
The Legal Applicant must certify to the North Carolina Department
Certification for
of Transportation that the required local funds for the FY2018
9
Funding
Community Transportation Program will be available as of July 1,
2017 for FY2018, which has a period of performance of July 1, 2017
— June 30, 2018.
10
Surface Transportation
List of all private transportation providers.
Providers
Transportation
Each applicant is REQUIRED to have a Transportation
Advisory Board
Advisory Board (TAB). A TAB is made up of stakeholders
Composition
from the service area that care about the services provided by
the transit system. The make -up of the TAB is representative
of the various target audiences in the service area and
includes one or more actual passengers of the transit system.
11
An "ACTIVELY ENGAGED" Transportation Advisory Board is
expected to discuss unmet needs in the service area, service
design and scheduling, billing rates and fares, and to resolve
complaints. They also monitor compliance with federal
regulations and the status of any deficiencies noted in any
official federal, state or local review or report.
33
Procurement and Third Party Contracting
Procurement and third party contracting activities are primarily the responsibility of the
subrecipient. Subrecipients should follow established local procedures and applicable state or
federal standards in accordance with the North Carolina Consolidated Procurement Code (as
amended). The procurement and contract standards set forth under N.C. G. S. 143 Article 8 and
FTA Circular 4220.1F shall apply to the procurement of all goods and services the sub - recipient
will purchase under the project contract.
For more information on procurement and third party contracting refer to item "P ",
Procurement and Third Party Contracting, and item "Q ", Circular 4220.117, Third Party
Contracting Guidance.
Application Process
The FY2018 CTP grant application must be transmitted through the online NCDOT Grants
Module no later than 11:59 pm EST, Friday, November 4, 2016. Partner Connect will close on
34
Equal Employment
Threshold Requirements: Any applicant, recipient, or sub - recipient
Opportunity (EEO)
is required to comply with program requirements in Chapter III if
it meets the following thresholds:
a. Employees 50 or more transit - related employees *; and
b. Requests or receives capital or operating assistance under
12
Sections 3, 4(i), or 9 of the FTA; assistance under 23 U.S.C.
142(a)(2) or 23 U.S.C. 103(e)(4), or any combination thereof,
in excess of $1 million in the previous Federal fiscal year; or
c. Request and receives planning assistance under Sections 8
and /or 9 in excess of $250,000 in the previous Federal fiscal
year.
Project Funding
Attention: The Project Funding Request Form (Page 1) must be
Request Form
completed by all systems for each budget requested and placed in
13
the grant application. In FY2018 no projects have been approved
for funding in the Strategic Transportation Investment (STI)
process. This includes Expansion Vehicles, Facilities, and Fixed
Guideway.
14
Conflict of Interest
All TAB and /or Governing Board members must sign a Conflict of
Form(s)
Interest form. Signed forms must be scanned and uploaded.
5311 Designee
Certification resolving there will be one operator and applicant for
15
Certification Form
the coordinated community transportation system for FY2018 —
FY2022
Procurement and Third Party Contracting
Procurement and third party contracting activities are primarily the responsibility of the
subrecipient. Subrecipients should follow established local procedures and applicable state or
federal standards in accordance with the North Carolina Consolidated Procurement Code (as
amended). The procurement and contract standards set forth under N.C. G. S. 143 Article 8 and
FTA Circular 4220.1F shall apply to the procurement of all goods and services the sub - recipient
will purchase under the project contract.
For more information on procurement and third party contracting refer to item "P ",
Procurement and Third Party Contracting, and item "Q ", Circular 4220.117, Third Party
Contracting Guidance.
Application Process
The FY2018 CTP grant application must be transmitted through the online NCDOT Grants
Module no later than 11:59 pm EST, Friday, November 4, 2016. Partner Connect will close on
34
Friday November 11, 2016 and no applications will be accepted after this date. An incomplete
application will not be reviewed. The documents identified in the Application Submission
Checklist must be submitted as attachments in the Drop Box within Partner Connect. Note that
documents with original signatures must be scanned for electronic submittal (ensure that seal is
visible for documents with seals) and some forms /other documents must be saved and attached
in their original form (Microsoft Word /Excel), as indicated in the Application Submission
Checklist.
All documents are to be uploaded as "Miscellaneous" in the Drop Box and must use
the following naming convention: SystemName.FY.DocumentName; i.e.
" CarolinaCounty .FY2018.TitleVIReport ". Mobility Development Specialists will
review uploaded documents and attach them to the appropriate budget forms as
necessary. Refer to item "R" in the application package for Drop Box document
uploading instructions.
35
FUNDING AND MONITORING
The PTD supports community transportation systems in fulfilling the transportation needs of
each community by providing ADMINISTRATIVE, CAPITAL, AND OPERATING funding assistance
programs. The division has sought increased state funding in these key areas to assist in
meeting the goals and policy objectives of the Community Transportation Program.
Community transportation systems will be eligible to receive these funding assistance programs
if the policy requirements of the Community Transportation Program are met.
Community Transportation Systems in Urbanized Area Counties — For the FY2018 Call for
Projects, a funding allocation formula will be used. The funding formula for Fiscal Year 2018
provides 1) a base level of $30,000 for each county in the 5311 - funded transit system's service
area, 2) 10% of the formula is for performance and 3) the remaining funds are based on the
amount of funds that were generated by each transit system. The remaining funds are
distributed based on the FTA Apportionment formula which is how FTA determines the
apportionment to each state. If the formula amount apportioned to a transit system was below
FY 2017 totals, state or other federal funds were added to equal no more than a 10% reduction.
This 10% reduction will continue each year until the funding matches the earned amounts. Ten
percent (10 %) of the funding will be based on performance as well. If you were above the
apportioned amount, you will receive a slight increase. This funding formula will allow for
future incorporation of performance criteria.
Funding Requests - All community transportation systems are required to utilize the Uniform
Public Transportation Accounting System (UPTAS) for budgeting and reporting. The
governing board determines how to allocate the maximum amount of funds for which they are
eligible, to meet the transportation needs of the service area for the fiscal year. The
administrative funding (with the exception of G481 central services [indirect cost], G452 vehicle
insurance, G371 marketing, G372 promotional items, and G395 Training [employee
development]), allocated to the system can be budgeted at the discretion of the system, utilizing
eligible UPTAS cost categories (Object Codes).
Indirect Cost Plans - Under Federal and State funded grant programs, recipients may incur
costs of both a direct and indirect nature. Sub - recipients who seek federal or state funding for
36
Not to exceed
Budget Category
Local Share
Federal
80%
80%
State'
5%
10%
15%
10%
ADMINISTRATION
CAPITAL
• Other Vehicles / Capital
80%
10%
10%
• Technology
80%
10 %0
10%
• Facilities
80%
10 %
10%
OPERATING (net)
50%
0%
50% or more
' State funding is subject to State appropriations and availability
of funds
Community Transportation Systems in Urbanized Area Counties — For the FY2018 Call for
Projects, a funding allocation formula will be used. The funding formula for Fiscal Year 2018
provides 1) a base level of $30,000 for each county in the 5311 - funded transit system's service
area, 2) 10% of the formula is for performance and 3) the remaining funds are based on the
amount of funds that were generated by each transit system. The remaining funds are
distributed based on the FTA Apportionment formula which is how FTA determines the
apportionment to each state. If the formula amount apportioned to a transit system was below
FY 2017 totals, state or other federal funds were added to equal no more than a 10% reduction.
This 10% reduction will continue each year until the funding matches the earned amounts. Ten
percent (10 %) of the funding will be based on performance as well. If you were above the
apportioned amount, you will receive a slight increase. This funding formula will allow for
future incorporation of performance criteria.
Funding Requests - All community transportation systems are required to utilize the Uniform
Public Transportation Accounting System (UPTAS) for budgeting and reporting. The
governing board determines how to allocate the maximum amount of funds for which they are
eligible, to meet the transportation needs of the service area for the fiscal year. The
administrative funding (with the exception of G481 central services [indirect cost], G452 vehicle
insurance, G371 marketing, G372 promotional items, and G395 Training [employee
development]), allocated to the system can be budgeted at the discretion of the system, utilizing
eligible UPTAS cost categories (Object Codes).
Indirect Cost Plans - Under Federal and State funded grant programs, recipients may incur
costs of both a direct and indirect nature. Sub - recipients who seek federal or state funding for
36
indirect costs must have an approved indirect cost plan (cost allocation plan) and an approved
indirect cost rate. A cost allocation plan is required if a grantee desires to charge indirect
program - related costs. The Public Transportation Division requires each sub - recipient
requesting central services (indirect costs) in their CTP budget to submit a copy of their most
recently audited cost allocation plan and obtain an approved indirect cost rate prior to
submitting their grant application.
NOTE: Indirect cost is an eligible operating expense for small fixed route, regional
transportation systems, and urban -rural consolidated transportation systems. Grantees
must have an approved cost allocation plan and indirect cost rate prior to submitting
their grant application.
Program Auditing -The Public Transportation Division is responsible for providing program
monitoring and oversight to ensure that Federal /State funds are used for the intended purpose.
This is accomplished through various onsite program monitoring and evaluation tools
including but not limited to: Maintenance Reviews, Site Visits, Compliance Reviews, Drug and
Alcohol Reviews and attendance at TAB meetings. In addition, the Community Transportation
Program is subject to the OMB A -133 single audit requirement. The department's Office of
Inspector General periodically conducts site visits to audit expenditures of the local Community
Transportation Grant program sub - recipient.
Safety & Security Compliance Reviews — A Safety & Security Plan is required from the
systems and must be annually certified by the Accountable Executive via a formal process. PTD
performs a Safety & Security Compliance Review every three (3) years and the plan will be
revisited on a triennial basis. If the system makes any updates to their plan, Board approval is
required. A Safety Officer and an Accountable Executive must be identified in the Safety &
Security Plan.
37
FUNDING ASSISTANCE
Administrative Budgets
Applicants are expected to carefully consider administrative budget request submissions. A
careful review of actual line item expenditures over the past 2 -3 years should play an integral
role in determining current budget request. For the FY2018 Call for Projects, an interim funding
allocation formula will be used. The interim funding formula provides 1) a base level of $30,000
for each county in the 5311 - funded transit system's service area, and 2) allocates the remaining
funds based on the amount of funds that were generated by each transit system. The remaining
funds are distributed based on the FTA Apportionment formula which is how FTA determines
the apportionment to each state. If the amount apportioned to a transit system was below FY
2017 totals, state or other federal funds were added to bring the allocation to back to that level.
If you were above the amount, you will receive a slight increase. Funding allocations will be
provided to each transit system through their Mobility Development Specialist.
* ** System requests may not go over the federal and state amount allocated.
Vehicle insurance is an allowable administrative expense in the CTP application. Only active
revenue vehicles are eligible for vehicle insurance cost participation by PTD. The applicant will
be required to submit the following documentation that will be used to determine the PTD
financial participation level for vehicle insurance:
• Certificate of Insurance - verifying liability limits, and the deductible amount,
• Auto Schedule — a list of the vehicles insured and the cost associated with insuring
each vehicle at the required levels. The PTMS cannot be used as a substitute for the
Auto Schedule.
The applicant should request this information from their insurance provider. PTD will cap
reimbursement to the federal and state share of 85% of the actual annual premium cost, up to a
maximum annual premium cost of $2,500 per revenue vehicle.
Note: All Transit systems are required to have a minimum amount of insurance, $1.5 Million
per vehicle, but transit systems that have 16 passenger vehicles or larger in their fleet must
have insurance coverage of $5 Million.
Training - Employee Education Expenses (Object Code 395) — These funds are intended to
support training and development activities for community transportation systems' employees.
Eligible employee training expenses include: registration fees, tuition, books and materials for
approved courses; travel, lodging and meals related to approved training activities; fees for
purchase or rental of Video or CD -ROM training or fees for participation in Internet or world
wide web based training courses (excluding basic Internet service provider fees); and instructor
fees and materials cost for approved courses. Employee Development funds may be used to
support the travel and registration fees for no more than two drivers for the annual statewide
Bus and Van Roadeo.
NOTE: Travel expenses for Roadeo volunteers and judges must be paid from another source or
the administrative travel line items (object codes 311, 312, and /or 314. Employee Development
funds may not be used to defray the cost of salaries for staff attending a training course or
conducting a training course for other system employees.
IMPORTANT: No costs that are actually or potentially associated with lobbying activities may
be paid for using funds approved in the CTP grant in general and in object code 395 in
particular. Applicants may not co- mingle approved activities eligible to be funded in this line
item with any lobbying activities.
The Public Transportation Division will issue minimum training standards for all community
transportation systems that receive state financial assistance from the department.
Marketing and Promotional Items — Applicants are required to budget Marketing (Object Code
371) and Promotional Items (Object Code 372) at designated levels. According to the 2014 State
Management Plan, State Role in Program Administration, "Technical Management Assistance"
page 72, "Systems are required to spend 2% of the total of their Section 5311 administrative
funding request, minus vehicle insurance, on marketing." Applicants should thoroughly
evaluate their marketing needs to determine if more than the 2% minimum should be budgeted.
Additionally, funding requests for Object Code 372 cannot exceed 25% of the budgeted amount
for Object Code 371.
Operating Budgets
Applicants must ensure their operating budget requests match the FY18 approved budgets.
Section 5311 operating funds can ONLY be used to support rural general public routes (RGP).
RGP DEFINITION: Intended to provide transportation services for individuals from the county
who do not have a human service agency or organization that will pay for the transportation
service. The passenger's origin or destination must be in the rural area.
Operating Expenses - Operating expenses are considered those costs directly related to system
operations. Eligible items are defined as stated in the UPTAS manual and State Management
Plan.
Net operating expenses are eligible for assistance. Net operating expenses are those expenses
that remain after the provider subtracts operating revenues from eligible operating expenses.
Operating revenues must include farebox revenues. Farebox revenues include fares paid by
riders who are later reimbursed by a human service agency or other user -side subsidy
arrangement. Farebox revenues do not include payments made directly to the transit system by
human service agencies to purchase service. However, purchase of transit passes or other fare
39
media for clients would be considered farebox revenue. A voluntary or mandatory fee that a
college, university, or similar institution imposes on all its students for free or discounted transit
service is not farebox revenue. Farebox revenue must be used to reduce total operating expenses
(treated as revenue).
Funds received pursuant to a service agreement with a State or local social service agency or a
private social service organization may be used as local match. Income from contracts to
provide human service transportation may be used either to reduce the net project cost (treated
as revenue) or to provide local match for Section 5311 operating assistance. In either case, the
cost of providing the contract service is included in the total project cost.
The manner in which a subrecipient applies income from human service agencies to a project
affects the calculation of net operating expenses and, therefore, the amount of Section 5311
operating assistance the project is eligible to receive.
* ** System requests may not go over the federal and state amount allocated.
Sources of Local Match. Local match for the remainder of net project costs may be provided
from:
An undistributed cash surplus, a replacement cash fund or reserve, a service agreement
with a State or local social service agency or a private social service organization; or
Amounts appropriated or otherwise made available to a department or agency of the
Government (other than the [U.S.] Department of Transportation) that are eligible to be
expended for transportation.
Note: Fare box revenue is not an applicable source of local match.
Examples of non - Federal sources that may be used for any or all of the local share include: State
or local appropriations; dedicated tax revenues; private donations; and net income generated
from advertising and concessions.
Subrecipients may use funds from other non -DOT Federal agencies (e.g., employment training,
aging, community services, vocational rehabilitation services, and TANF) for the entire local
match if the other agency makes the funds available to the recipient for the purposes of the
project. Any non -DOT Federal funds used as local match must be used for activities included in
total net project costs of this grant.
Net Operating Expenses = Total Eligible Operating Expenses - Fare Revenues
Cost Participation: The Federal share for net - operating expenses may not exceed 50 %.
ONLY the systems listed below are eligible for STATE OPERATING Funds and must
apply for a development grant
W
Small Fixed Route
Urban/Rural
Regional Systems
Systems
Consolidated Systems
NOTE: Increases in operating
NOTE: Section 5311 operating funds are
NOTE: Section 5311 operating funds
assistance are provided
also provided to the regional
will be available to the systems listed
consistent with percentage
transportation systems listed below to
below to support GENERAL PUBLIC
increases in the State's
support rural general public routes as
ROUTES in the non - urbanized area.
Governor's Apportionment
defined above.
Consolidated urban/rural
through the Section 5307
transportation systems will use a cost
Program and /or at the
allocation based on urban /rural miles
discretion of PTD.
and hours from FY 2013 Operating
Statistics to allocate any joint
urban /rural expenses and determine
the rural share eligible for Section
5311funding.
WILSON TRANSIT
ICPTA
GATEWAY
City of Wilson
Albemarle Regional Health
Goldsboro -Wayne
Services
Transportation Authority
CPTA
APPLE COUNTRY TRANSIT
Choanoke Public
Western Carolina
Transportation Authority
Community Action, Inc.
Appa1CART
KARTS
TAR RIVER TRANSIT
Town of Boone and
Kerr Area Transportation
City of Rocky Mount
Watauga County
Authority
(op erates in a region)
RCATS
GREENWAY PUBLIC
Randolph County Senior
TRANSPORTATION
Adults Association, Inc.
Western Piedmont Regional
Transit Authority
(operates in a region)
YVEDDI
Yadkin Valley Economic
Development District. Inc.
CARTS
Craven County
Facility Safety and Security Improvement Budgets - Applicants will be eligible to request
facility SAFETY AND SECURITY IMPROVEMENT assistance to address safety and compliance with
federal and state regulations. Facility improvement /repairs funding is available only for a
facility owned by the applicant and occupied by the transit system.
NOTE: DOCUMENTATION TO INCLUDE WITH APPLICATION
• A copy of the deed of ownership must be provided to the Public Transportation Division
(PTD) with the safety and /or security renovation budget request.
• An estimate is required if funding is applied for in the application.
41
Appendix A
Public Hearing Notice Safe Harbor Requirement
County population includes at least 1,000 persons
who speak Spanish at home and English "less than well"
Alamance County, North Carolina
Alleghany County, North Carolina
Bladen County, North Carolina
Brunswick County, North Carolina
Buncombe County, North Carolina
Burke County, North Carolina
Cabarrus County, North Carolina
Catawba County, North Carolina
Chatham County, North Carolina
Cleveland County, North Carolina
Columbus County, North Carolina
Craven County, North Carolina
Cumberland County, North Carolina
Davidson County, North Carolina
Davie County, North Carolina
Duplin County, North Carolina
Durham County, North Carolina
Forsyth County, North Carolina
Franklin County, North Carolina
Gaston County, North Carolina
Granville County, North Carolina
Greene County, North Carolina
Guilford County, North Carolina
Harnett County, North Carolina
Henderson County, North Carolina
Hoke County, North Carolina
Iredell County, North Carolina
Johnston County, North Carolina
Lee County, North Carolina
Lenoir County, North Carolina
Lincoln County, North Carolina
Mecklenburg County, North Carolina
Montgomery County, North Carolina
Moore County, North Carolina
Nash County, North Carolina
New Hanover County, North Carolina
Onslow County, North Carolina
Orange County, North Carolina
Pender County, North Carolina
Pitt County, North Carolina
Randolph County, North Carolina
Robeson County, North Carolina
Rockingham County, North Carolina
Rowan County, North Carolina
Sampson County, North Carolina
Stanly County, North Carolina
Surry County, North Carolina
Union County, North Carolina
Vance County, North Carolina
Wake County, North Carolina
Wayne County, North Carolina
Wilkes County, North Carolina
Wilson County, North Carolina
Yadkin County, North Carolina
42
Appendix B
REGIONAL MOBILITY DEVELOPMENT SPECIALISTS ASSIGNMENTS
CAROLYN FREITAG
JENNIFER BAPTISTE
CRYSTAL ODUM
RYAN MAYERS
919 - 707 -4677
919 - 707 -4679
919 - 707 -4682
919 - 707 -4694
cmfreitag(a)ncdot.gov
jcbaptiste(a)ncdot.gov
clodum(a)ncdot.aov
ramayers(a)ncdot.gov
DISTRICT 8
DISTRICT 7
DISTRICT 6
DISTRICT 5
BERTIE(CPTA)
BEAUFORT
BLADEN
CHATHAM
CAMDEN (ARHS)
CARTERET
BRUNSWICK
DURHAM
CHOWAN (ARHS)
CRAVEN (CARTS)
COLUMBUS
FRANKLIN (KARTS)
CURRITUCK (ARHS)
DUPLIN
CUMBERLAND
GRANVILLE (KARTS)
DARE
GREENE
HARNETT
LEE
EDGECOMBE(TRT)
JONES(CARTS)
HOKE
MOORE
GATES
LENOIR
JOHNSTON
ORANGE
HALIFAX (CPTA)
NEW HANOVER
PENDER
PERSON
HERTFORD (CPTA)
ONSLOW
RICHMOND
VANCE (KARTS)
HYDE
PAMLICO (CARTS)
ROBESON (SEATS)
WAKE
MARTIN
PITT
SAMPSON
WARREN (KARTS)
NASH (TRT)
WAYNE
SCOTLAND
NORTHAMPTON (CPTA)
WILSON
PASQUOTANK(ARHS)
PERQUIMANS (ARHS)
TYRRELL
WASHINGTON
Phillip Vereen (interim)
CASSANDRE
Phillip Vereen (interim)
Phillip Vereen (interim)
919 - 707 -4690
HAYNESWORTH
919 - 707 -4690
919 - 707 -4690
plvereen(a)ncdot.gov
919 - 707 -4688
plvereen(a)ncdot.gov
plvereen(a)ncdot.gov
DISTRICT 4
chaynesworthAncdot.gov
DISTRICT 2
DISTRICT 1
DISTRICT 3
ANSON
ALAMANCE
ALEXANDER (WPRTA)
BUNCOMBE
CABARRUS
CASWELL
ALLEGHANY
CHEROKEE
CLEVELAND
DAVIDSON
ASHE
CLAY
GASTON
DAVIE (YVEDDI)
AVERY
EASTERN BAND OF
IREDELL
FORSYTH
BURKE (WPRTA)
CHEROKEE INDIANS (EBCI)
LINCOLN
GUILFORD
CALDWELL (WPRTA)
GRAHAM
MECKLENBURG
MONTGOMERY (RCATS)
CATAWBA (WPRTA)
HAYWOOD (MT PROJECTS)
ROWAN
RANDOLPH (RCATS)
MADISON
HENDERSON (WCCA)
STANLY
ROCKINGHAM
MCDOWELL
JACKSON
UNION
STOKES (YVEDDI)
MITCHELL
MACON
SURRY (YVEDDI)
WATAUGA
POLK
YADKIN ( VYEDDI)
WILKES (WTA)
RUTHERFORD
YANCEY
SWAIN
TRANSYLVANIA
ARHS - ALBEMARLE REGIONAL HEALTH SERVICES dba ICPTA — INTER - COUNTY PUBLIC TRANSPORTATION
AUTHORITY
CARTS — CRAVEN AREA RURAL TRANSIT SYSTEM
CATS — CHARLOTTE AREA TRANSIT SYSTEM
CFPTA — CAPE FEAR PUBLIC TRANSPORTATION AUTHORITY (WAVE TRANSIT)
CPTA — CHOANOKE PUBLIC TRANSPORTATION AUTHORITY
EBCI — EASTERN BAND OF CHEROKEE INDIANS
FAST — FAYETTEVILLE AREA SYSTEM OF TRANSIT
GATEWAY or GWTA — GOLDSBORO -WAYNE TRANSIT AUTHORITY
KARTS - KERR AREA REGIONAL TRANSPORTATION SYSTEM
PART — PIEDMONT AUTHORITY FOR REGIONAL TRANSPORTATION
RCATS — REGIONAL COORDINATED AREA TRANSPORTATION SYSTEM ( RANDOLPH)
SEATS — SOUTH EAST AREA TRANSIT SYSTEM ( ROBESON)
TRT — TAR RIVER TRANSIT
WCCA —WESTERN CAROLINA COMMUNITY ACTION
WPRTA— WESTERN PIEDMONT REGIONAL TRANSIT AUTHORITY
WTA — W ILKES TRANSIT AUTHORITY
YVEDDI — YADKIN VALLEY ECONOMIC DEVELOPMENT DISTRICT, INC.
43
Attachment 4
OUTBoard's Role in Transportation Planning Processes and Requirements
List of Specific Tasks, Events, or Functions Performed Annually by the OUTBoard
1. The State Transportation Improvement Program (STIP) is typically a recurring
two -year process:
• Recommend list of transportation projects to BOCC for submission to
Metropolitan and Rural Planning Organizations (MPO /RPO)
• Review and provide recommendations on MPO /RPO local input point
process to BOCC
• Review North Carolina Department of Transportation ( NCDOT) draft
scores and results of MPO /RPO local input point process and provide
comments to BOCC
• Review draft NCDOT STIP and provide comments to BOCC
The OUTBoard assists with the identification and prioritization of NCDOT
projects in Orange County for Triangle Area Rural Planning Area (TARPO) and
Durham - Chapel Hill- Carrboro and Burlington- Graham Metropolitan Planning
Organization (DCHC MPO and BG MPO).
2. Reviews active NCDOT projects in the County, including various paving,
construction and Congestion Mitigation and Air Quality (CMAQ) Grant projects.
3. Receives updates and reviews the progress of NCDOT transportation projects
within rural Orange County.
4. Receives updates and reviews the progress of Orange County transportation
planning efforts.
5. Receives updates and reviews Orange County Public Transportation (OCPT)
Operational Statistics for federal and state program transportation grants
including the NCDOT Rural Operating Assistance Program (ROAP) Grant, NC
Community Transportation Program (CTP) Grant, and the CMAQ Grant.
6. Receives updates on TARPO, BG MPO and DCHC MPO transportation planning
activities.
7. Receives updates from the Planning staff on the NCDOT quarterly luncheon
topics of discussion.
8. Submits comments and questions for discussion with OCPT staff during
Transit /OPT Advisory Services Group meetings.
9. Reviews and discusses current Board vacancies.
10. Other items as assigned by the BOCC.
Additional activities the OUTBoard expects to carry out in 2018
1. Continue to review and make recommendations implementation efforts for the
Bicycle Safety Task Force Report to the BOCC.
2. Review and comment on amendments to the LIDO and revised Efland-Buckhorn-
Mebane Access Management Plan.
..
3. Continue to coordinate with the Orange County Department of Aging Mobility
Manager on implementation efforts of the Master Aging Plan Transportation
Goals.
4. Review, comment and make recommendations on the NC Hwy 54 feasibility
study being in DCHC MPO, TARPO and B -G MPO jurisdictions.
5. Review, comment and make recommendations on the B -G MPO CTP/ MTP.
6. Review, comment and make recommendations on the TARPO CTP:
a. Change the CTP designation on NC Hwy 86 from "Expressway Needs
Improvement" to "Major Thoroughfare Existing ",
b. Add recommendations from NC -54 Corridor Study
c. Bike /Ped connection on Old NC -86 between Hillsborough and Carrboro.
7. In 2018 B -G MPO will be coordinating with NCDOT /NCAMPO on projects and
programs that support the use of alternative fuels, electric and
autonomous /connected vehicles. The OUTBoard may be required to review,
comment and make recommendations on these projects.
8. If referred by the BOCC: Implementation efforts related to the Safe Routes to
School (SRTS) Action Plan
45
Attachment 5
ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS
ADVISORY BOARD POLICY
SECTION I: SCOPE
A. Purpose
1. To establish a policy and procedures whereby the Orange County Board of
Commissioners will make appointments to public advisory boards, committees,
commissions, and councils (hereinafter "advisory boards ").
B. Authority
1. North Carolina General Statute 153A -76 grants boards of county commissioners the
authority to establish advisory boards.
2. The Orange County Board of Commissioners may establish rules and regulations in
reference to managing the interest and business of the County.
3. The Orange County Board of Commissioners has the responsibility to appoint
residents to serve as members of advisory boards established by the
Commissioners.
4. Orange County department directors and staff are responsible for providing support
to the advisory boards.
C. Policy and Periodic Review
1. This Advisory Board Policy establishes some parameters for:
a. Appointments to state - mandated, regional, and /or county - developed
advisory boards.
b. Removals from such advisory boards.
c. Quorum and voting standards.
d. A code of general conduct for advisory board members.
e. Other aspects of advisory board service the Orange County Board of
Commissioners wishes to address.
2. Periodic Review
a. Periodic review of this Advisory Board Policy will be conducted every five (5)
years by the Orange County Board of Commissioners.
b. This Advisory Board Policy may be changed or adjusted as deemed
necessary by the Orange County Board of Commissioners regardless of
whether it is scheduled for a review.
D. Applicability
1. To the extent it does not conflict with the statute or ordinance creating a specific
advisory board, where applicable, this Advisory Board Policy applies to the following
Orange County advisory boards, policies, commissions, and councils:
a. Adult Care Home Community Advisory Committee
b. Advisory Board on Aging
c. Affordable Housing Advisory Board
d. Agricultural Preservation Board
e. Animal Services Advisory Board
f. Arts Commission
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
i
g. Commission for the Environment
h. Economic Development Commission
i. Historic Preservation Commission
J. Human Relations Commission
k. Nursing Home Community Advisory Committee
I. Orange County Parks and Recreation Council
m. Orange County Planning Board
n. Orange Unified Transportation Board
o. Visitor's Bureau
2. Except as otherwise provided herein or through a specific advisory board policy this
Advisory Board Policy shall control the appointment, reporting, operation and other
requirements of the advisory boards listed above except to the extent the same are
controlled by a specific statute or ordinance. In those cases, as noted above, where
a statute or ordinance controls the requirements of the advisory board and the
terms of this Advisory Board Policy conflict with the terms of the statute or
ordinance the statute or ordinance shall prevail.
SECTION II: DUTIES
A. Community Contact
1. Advisory boards, through their membership and subcommittees, shall maintain
contact with stakeholder groups. In this manner, the advisory board is kept
apprised of current information related to matters under the jurisdiction of Orange
County.
B. Primary Responsibilities
1. Individual advisory boards shall maintain awareness of their goals and objectives as
those goals are related to the Orange County Board of Commissioners' adopted
overall goals and objectives for Orange County.
2. All actions or recommendations of the advisory board shall be communicated to the
Orange County Board of Commissioners as provided herein.
SECTION III: MEMBERSHIP
A. Authority
1. North Carolina General Statute 153A -76 grants boards of county commissioners the
authority to establish advisory boards and to appoint members to and remove
members from those advisory boards. In acting on this authority the Orange County
Board of Commissioners hereby establishes certain general conditions to which
applicants and members of advisory boards should conform.
a. All members of standing, statutory boards must meet the qualifications for
the specific statutory requirements for an appointed position.
b. All boards members must be eighteen (18) years of age or older unless
applying for a youth- designated position.
c. All board members shall be residents of Orange County and shall maintain
their domicile in Orange County unless they are under eighteen (18) years of
age and applying for a youth- designated position. The Clerk shall confirm
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
47
applicants are residents of Orange County and maintain their domicile in
Orange County.
i. Domicile is defined as one's permanent established home as
distinguished from one's temporary although actual place of
residence.
d. All board members shall have good reputations for integrity and an interest
in community service.
e. No nominee to a board shall be currently employed by Orange County
government and serve on a board that directly affects their work.
f. No nominee may currently be a party to or be the actual legal
representative in litigation against Orange County. The Clerk shall confirm
nominees are not involved in such litigation.
g. Each nominee must be prepared and committed to participate in advisory
board work in a manner that enhances relationships between the county
and the community.
h. Advisory board members shall owe no outstanding taxes at the time of
appointment.
i. All board members are representatives of the Orange County Board of
Commissioners and shall conduct themselves, both in their official actions
and personal actions so as to be above reproach in their conduct and shall
not bring disrepute to either the County or the Commissioners.
J. The Orange County Board of Commissioners may waive any of the
conditions within this section, with the exception of statutorily imposed
conditions.
B. Composition
1. The Orange County Board of Commissioners shall appoint all voting and nonvoting
ex officio members to advisory boards. The Orange County Board of Commissioners
shall endeavor to appoint members who represent the ethnic, cultural,
demographic, and geographic diversity of the community.
C. Selection Criteria
1. Appointed members, except for ex officio members, shall be qualified by the Clerk
to the Board of County Commissioners.
2. Members shall be appointed from applicants whose properly filed and submitted
applications were submitted to the Clerk to the Board of Orange County.
D. Appointment
1. All members of advisory boards serve at the pleasure of the Orange County Board of
Commissioners.
2. Appointments to advisory boards will be initiated with a public application process
from individuals, advisory boards, or community and professional organizations.
3. All appointments to advisory boards will be made by the Orange County Board of
Commissioners.
a. The Orange County Board of Commissioners may elect to interview
applicants to certain advisory boards.
b. In the event the Orange County Board of Commissioners conducts such
interviews the advisory board to which the applicant seeks appointment
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
i
may identify and suggest interview questions to the Orange County Board of
Commissioners.
4. No person appointed to an Orange County advisory board shall serve on that board
for more than two consecutive terms of three years each.
5. The Orange County Board of Commissioners may direct the Clerk to the Board of
County Commissioners to establish an orientation program for certain advisory or
other boards.
6. Extension of a member's term may be approved by the Orange County Board of
Commissioners if it is determined that it is in the best interest of Orange County to
allow an individual to continue to serve.
E. Term
1. Each appointed advisory board member shall hold office until the qualification and
appointment of his or her successor or until one year has elapsed since the
expiration of the term for which the member was appointed, whichever first occurs.
No person shall serve as an appointed member of an advisory board for more than
two consecutive terms of three years.
2. In order to establish staggered terms the original voting members of the advisory
board shall be appointed as follows:
a. One-third for a one year term.
b. One -third for a two year term.
c. One third for a three year term.
d. Thereafter, each newly appointed voting member shall serve for a three
yearterm.
3. Advisory board members whose terms are due to expire may request they be
appointed to a second term or be asked to accept a second term appointment to
the position.
4. Notwithstanding section III(E)(1) above the membership of any advisory board
member whom the Orange County Board of Commissioners decline to appoint to a
second term shall immediately terminate upon the expiration of their term.
5. Advisory board members may not serve concurrently on more than two (2) Orange
County advisory boards. This restriction does not impact an individual's service on
boards and commissions that are not Orange County advisory boards or short term
task forces or work groups.
F. Resignation
1. If a member wishes to resign, the member shall submit the resignation in writing to
the Chair of the advisory board on which the member serves and the Clerk to the
Board of Orange County Commissioners, noting the effective date of the
resignation.
2. The advisory board Chair will forward a copy of the resignation to the Clerk to the
Board of Orange County Commissioners.
3. The Orange County Board of Commissioners may recognize the individual's service
via a letter or certificate.
4. An announcement of the open seat will be made at the time the resignation
becomes effective.
G. Vacancies
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
i •
1. Upon the expiration of the term of service of members or should a vacancy
otherwise occur, the Orange County Board of Commissioners shall have the
responsibility of selecting and appointing new members to the advisory board.
2. Should any vacancy for which there is a board specific requirement that such
vacancy be filled by a nominee of a municipal corporation or a resident of a specific
Orange County township remain unfilled for six (6) consecutive months the board
specific requirements may be set aside and the Orange County Board of
Commissioners may fill the vacancy with any applicant otherwise qualified to serve.
H. Removal
1. Members of Orange County's advisory boards serve at the pleasure of the Orange
County Board of Commissioners and may be removed for any reason or no reason
with or without cause.
2. Members of Orange County's advisory boards are expected to abide by the highest
ethical and professional standards.
3. In addition to Section III(H)(1) above, the Orange County Board of Commissioners
shall remove any member of an advisory board for neglect of duty, nonparticipation
that becomes problematic to the advisory board's functioning and purpose. Neglect
of duty and nonparticipation are defined as follows:
a. Missing three (3) consecutive meetings; or
b. Missing twenty -five percent (25 %) of meetings within any twelve (12)
month period.
c. For this section III(H)(3) to apply, the missed meetings in question must be
unexcused.
4. The advisory board Chair shall notify a member if the member is at risk of being
removed pursuant to section III(H)(3).
5. The advisory board Chair shall notify the Clerk to the Board of Orange County
Commissioners if a member has violated section III(H)(3).
Release from Service
1. When it is deemed necessary by the Orange County Board of Commissioners to
release a member from his or her term of appointment on an advisory board, the
affected individual shall be notified by the Clerk to the Board of County
Commissioners by letter and /or electronic mail.
2. When an advisory board has completed its function, the members shall be informed
of the completion of their service and the termination of the advisory board by
letter and /or electronic mail.
SECTION IV. ROLES AND RESPONSIBILITIES
A. Members
1. Members shall attend meetings of the advisory board, serve on subcommittees, and
perform other functions as assigned by the advisory board chair with the approval
of the advisory board.
2. If a member is unable to attend a meeting the member shall contact the Chair or
designated staff as much in advance of the scheduled meeting as possible.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
50
3. Ex officio members may be appointed by the Orange County Board of
Commissioners for the purpose of meeting subject matter expertise needs. Ex
officio members are nonvoting members of the advisory board.
4. Upon review of the above matters, the Orange County advisory board shall address
recommendations and concerns, if any, to the Orange County Board of
Commissioners in writing.
B. Advisory Board
1. The Orange County Board of Commissioners will consider all advisory board
recommendations and /or concerns.
a. Should any concerns remain unresolved after a response has been received
from the advisory board, the Orange County Board of Commissioners may
request that the matter be referred to the County Manager.
2. To enhance trust between Orange County Government and the community, Orange
County advisory boards shall:
b. Assist the staff of Orange County in achieving a greater understanding of the
nature and causes of community issues, with an emphasis on improving
relations between the department and the residents.
c. Recommend methods to encourage and develop the advisory board's ability
to accomplish their work.
d. Work throughout the community to gain relevant information about
advisory board issues and communicate these to the staff of Orange County
and the Orange County Board of Commissioners.
e. Promote public awareness of contemporary issues Orange County must
address to achieve the Orange County Board of Commissioners' goals and
priorities.
C. Chair, Vice Chair, Secretary
1. Selection
i. Election
1. Chair, Vice Chair and Secretary shall be elected by the advisory
board unless otherwise specified by the Board of Commissioners.
2. Chair, Vice Chair and Secretary shall be elected to one -year terms.
3. Chair, Vice Chair and Secretary shall serve no more than three
consecutive one -year terms.
4. Chair, Vice Chair and Secretary shall assume office on the date of
their election. At the first advisory board meeting upon assuming
office the advisory board Chair or department staff shall present
members with a copy of the advisory board's charge, scope of
authority, membership responsibilities, and code of conduct.
2. Responsibilities
i. The advisory board Chair:
1. Calls all meetings.
2. Serves as the presiding officer and conducts advisory board
meetings.
3. Is the Authorized spokesperson for the advisory board.
4. Assists staff in developing the advisory board meeting agenda.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
51
5. Appoints and dissolves subcommittees, and the Chair and members
thereof, of the body in consultation and with approval of the
advisory board.
6. Sets goals for the advisory board in consultation with the Orange
County Board of Commissioners.
7. Carries out advisory board assignments as required by the Orange
County Board of Commissioners.
8. Reviews all advisory board minutes and proposed recommendations
or assigns another member of the advisory board to do so.
9. May excuse members from attending advisory board meetings up
to two (2) times per twelve (12) month period.
ii. The advisory board Vice Chair:
1. Serves as the presiding officer and conducts advisory board
meetings in the absence of the Chair.
2. Has all the responsibilities of the Chair in the Chair's absence.
iii. The advisory board Secretary:
1. Takes (or oversees the taking of) minutes for all advisory board
meetings.
2. Submits minutes to the Chair to be distributed to advisory board
members in advance of meetings.
3. Submits approved advisory board minutes to the Clerk to the
Orange County Board of Commissioners for retention and
distribution to the Orange County Board of Commissioners.
4. Assures that other records of the advisory board are kept as
directed by the Chair or the Orange County Board of
Commissioners.
iv. Removal:
1. The Chair, Vice Chair and /or Secretary may be replaced at any time
by the Orange County Board of Commissioners.
SECTION V. ORGANIZATION
A. Orientation and Training
1. Orange County will make available for advisory board members and department
staff periodic training on state and /or county goals and priorities as well as relevant
statutes and policies, including open meetings, public records, conflicts of interest
and ethics.
2. Each member shall attend an orientation to familiarize the advisory board members
with the operation of County government, applicable department rules, and the
operating procedures of the advisory board.
a. The Chair and Vice Chair, if newly elected, shall attend an additional
orientation to familiarize themselves with the duties and responsibilities of
the Chair and Vice Chair and the guidelines for conducting meetings.
3. Each voting member will be encouraged to complete the orientation within the time
frame established by the policy of the specific advisory board to which they have
been appointed.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
52
4. Advisory board members will be issued a manual and should become familiar with
its contents.
B. Operating Expenses
1. Members, when in service on the board, are not employees of Orange County.
2. Members serve in a voluntary capacity and shall receive monetary compensation or
reimbursement only per standard county policy and with Orange County Board of
Commissioners approval.
3. Members shall receive no financial or employee benefits from the County unless
authorized by another section of this policy and specifically approved by the Orange
County Board of Commissioners.
4. The County will provide office supplies and assume responsibility for other
reasonable expenses necessary for the operation of the board.
C. Confidentiality
1. The Chair shall serve as the spokesperson for the advisory board.
2. Except for the Chair, no member of the advisory board shall make any written or
oral statement of any confidential matter to any individual, business, or agency. A
violation of this section will result in that member's immediate removal from the
advisory board.
3. Members of the advisory board may receive information regarding personnel
matters and other information of a sensitive or confidential nature. It shall be the
duty and responsibility of each member to respect and maintain the confidentiality
of client issues presented before the board. Neither the advisory board nor any
individual member shall disseminate confidential information received during
advisory board meetings.
4. Advisory board members may be required to sign confidentiality statements as
necessary and will be removed from the advisory board upon violation of the
confidentiality agreement.
SECTION VI. MEETINGS
A. Regular Meetings
1. All meetings are to be open to the public as required by the applicable North
Carolina General Statutes.
2. Unless otherwise specified, public meetings will follow the standard rules of
procedure defined by the Orange County Board of Commissioners.
3. The advisory board members shall determine the date, time, and place for each
meeting, consistent with the guidelines below.
a. Regular advisory board and subcommittee meetings.
i. The advisory board convenes upon call of the Chair and meets on
schedule as established by the specific advisory board policy.
ii. Subcommittee meeting dates shall be set by the subcommittee
Chairs and shall be scheduled in conjunction with advisory board
meetings.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
53
iii. A schedule of all meeting dates, times, and places shall be properly
posted in accord with North Carolina Law and delivered to the Clerk
to the Board.
B. Special Meetings
1. A majority of advisory board members or the Chair may call special meetings at any
time for any specific business. Special meetings shall be convened at a location
selected by the Chair.
2. All called special meetings shall be noticed in accord with North Carolina Law and
delivered to the Clerk to the Board.
C. Emergency Meetings
1. A majority of advisory board members or the Chair may call a meeting in emergency
circumstances by providing telephone notice to media outlets at least one hour
prior to the meeting.
2. An emergency situation includes a disaster that severely impairs the public's health
or safety. In the event telephone services are not working, notice that the meetings
occurred must be given as soon as possible after the meeting in accord with North
Carolina Law and by delivery to the Clerk to the Board.
D. Notice of Meetings Generally
1. Notice of advisory board meetings, including public hearings and appeals if
applicable, and agendas shall be made available to all members and interested
parties, and to any person who requests such notice, at least ten (10) days in
advance of the meeting by e -mail and by posting on the Orange County government
website.
2. All applicable notice requirements established by North Carolina law shall be
followed.
3. Prior to January 5th of each calendar year the Board shall cause a schedule of its
meetings to be posted in a readily accessible location. Such schedule shall be
delivered to the Clerk to the Board of Commissioners for posting to the Orange
County website.
E. Agendas
1. Board members and /or staff members shall submit agenda items to the Chair and
staff for consideration at least fifteen (15) days prior to a scheduled meeting.
2. The agenda must provide a description of each item of business to be transacted or
discussed so that interested members of the public will be capable of understanding
the nature of each agenda item.
3. As a general rule, only those items appearing on the agenda will be discussed or
voted on. However, if an item is raised by a member of the public, the advisory
board may accept public comment and discuss the item so long as no action is taken
until a subsequent meeting.
4. With the Chair's agreement, the designated staff will develop and distribute to each
member an agenda listing the matters to be considered at upcoming advisory board
meetings. Also, so far as practicable, copies of all written reports that are to be
presented to the advisory board for members' review will be included in this
package at least ten (10) days before the meeting.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
54
5. All recommendations and reports of the advisory board, approved in the form of
motions, shall be conveyed exclusively to the Orange County Board of
Commissioners for consideration, approval or denial. Outcomes are reported back
to the advisory board.
F. Minutes
1. Minutes shall be taken of all advisory board meetings and submitted to the Clerk to
the Board of Orange County Commissioners for retention and distribution to the
Orange County Board of Commissioners.
SECTION VII. SUBCOMMITTEES
A. Purpose and Formation
1. Subcommittees may be formed by the advisory board to research and make special
recommendations on special issues or areas in order to carry out the duties of the
advisory board.
2. All subcommittees shall be reviewed by the appointing body on an annual basis to
determine continued need and realignment with the priorities of the advisory
board.
3. Approved subcommittees must have documented goals, deliverables, and a
timeline. The subcommittee will cease to meet when these are satisfied.
4. The advisory board Chair may request that the Orange County Board of
Commissioners change the structure and /or operating procedures of the advisory
board if he or she deems it essential for improving the board's productivity and
effectiveness.
5. A subcommittee can be formed with the approval of the advisory board chair and
majority vote of the advisory board.
6. Subcommittees shall operate as directed by the advisory board.
B. Procedure and Membership
1. A member of the subcommittee shall take responsibility for taking minutes of
subcommittee meetings and shall report to the advisory board the subcommittee's
progress toward its stated objectives, including dissenting viewpoints.
2. Subcommittees shall operate by majority vote.
3. Subcommittees may request a technical representative be approved by the County
Manager.
4. Subcommittees shall operate openly as defined by applicable North Carolina State
law and local ordinances and policies.
5. Membership on subcommittees shall be voluntary unless the specific advisory board
policy dictates otherwise.
SECTION VIII. QUORUM AND VOTING
A. Quorum
1. A quorum for a meeting of an advisory board and any subcommittee thereof shall
consist of a majority of the number of appointed members. Vacant positions are
not counted when determining if a quorum is present.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
6101
2. Members who teleconference into the meeting may not be counted present for
purposes of a quorum.
B. Voting
1. Unless otherwise required by law, all decisions shall be reached by a simple majority
vote.
2. All voting will be conducted in open meetings, except when in closed session where
such closed session is permitted by North Carolina law.
3. No issues can be voted upon unless a quorum is present.
4. Only appointed members can vote at advisory board meetings.
5. Appointed members shall not delegate their vote to another member.
6. The Chair of the advisory board may participate and vote on all issues.
7. Voting by proxy is not authorized and shall not be allowed.
8. Members may not abstain from voting but where a member has a conflict of
interest the member may be excused by majority vote of the advisory board.
9. Members of advisory boards must be physically present to vote.
10. Individuals appointed as ex officio members of the advisory board are not
authorized to vote on any issue before the advisory board.
SECTION IX. ETHICS
A. Conflict of Interest
1. During advisory board meetings, a member shall immediately disclose any potential
conflict of interest and request to be excused from voting when he or she has a
conflict of interest.
2. During appeal proceedings, the applicant has the right to question the interest of
any voting member. The advisory board chair should consult with the County
Attorney or staff attorney on any potential conflict of interest in appeal matters.
3. In determining from existing facts and circumstances whether a conflict of interest
exists the determining party shall consider the facts and circumstances as would an
ordinary and reasonable person exercising prudence, discretion, intelligence, and
due care.
B. Gifts
1. An advisory board member shall not directly or indirectly ask, accept, demand,
exact, solicit, seek, assign, receive, or agree to receive any gift or honorarium for the
advisory board member, or for another person, in return for being influenced in the
discharge of the advisory board member's official responsibilities.
2. This section shall not apply to gifts or awards authorized by Orange County Policies,
Resolutions, or Ordinances.
C. Code of Ethics
1. Advisory board members should act with integrity and with independence from
improper influence as they exercise the functions of their offices. Characteristics
and behaviors that are consistent with this standard are:
a. Adhering firmly to a code of sound values.
b. Behaving consistently and with respect towards everyone with whom they
interact.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
56
c. Exhibiting trustworthiness.
d. Living as if they are on duty as appointed officials regardless of where they
are or what they are doing.
e. Using their best independent judgment to pursue the common good as they
see it, presenting their opinions to all in a reasonable, forthright, consistent
manner.
f. Remaining incorruptible, self - governing, and not subject to improper
influence, while at the same time being able to consider the opinions and
ideas of others.
g. Disclosing contacts and information about issues that they receive outside
of public meetings, and refraining from seeking or receiving information
about quasi - judicial matters outside of the quasi - judicial proceedings
themselves.
h. Treating other advisory boards and advisory board members and the public
with respect, and honoring the opinions of others even when they disagree.
i. Being careful not to reach conclusions on issues until all sides have been
heard.
j. Showing respect for their appointed office and not behaving in ways that
reflect badly on the office, the advisory board, Orange County, or the
Orange County Board of Commissioners.
k. Recognizing that they are part of a larger group and acting accordingly.
I. Recognizing that individual board members are not generally allowed to act
on behalf of the board, but may only do so if the board specifically so
authorizes, and that the board must take official action as a body.
m. Being faithful in the performance of the duties of their offices.
n. Acting as especially responsible residents whom others can trust and
respect.
o. Faithfully attending and preparing for meetings.
p. Carefully analyzing all credible information that is properly submitted to
them, and when applicable, being mindful of the need not to engage in
communications outside the meeting in quasi - judicial matters.
q. Being willing to bear their fair share of the board's workload.
r. To the extent appropriate, they should be willing to put the board's
interests ahead of their own and shall avoid the appearance of a conflict of
interest and shall, under no circumstances, use their position on any board
for personal gain or profit.
2. Members of the Planning Board, Board of Adjustment, Economic Development
Commission, and Board of Equalization and Review shall upon initial appointment,
and prior to December 31 annually thereafter, disclose:
a. Any interest he or she or his or her spouse or domestic partner has in real
property situated in whole or in part in Orange County and the general
description of that property.
b. Any legal, equitable, beneficial or contractual interest he or she or his or her
spouse or domestic partner has in any business, firm or corporation, which
is currently doing business with Orange County pursuant to contracts
awarded by Orange County, or which is attempting, or has attempted in the
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
57
past calendar year, to secure the award of a bid from Orange County or the
approval of any Board or Agency of Orange County.
c. Failure to file a disclosure statement setting out the above required
information shall result in immediate removal of the member from the
applicable board.
SECTION X. COMPENSATION AND TRAVEL REIMBURSEMENT
A. Compensation
1. As a general rule advisory board service is voluntary and appointed members shall
receive no form of compensation for their services.
2. However, should the Orange County Board of Commissioners determine, in its sole
discretion, that an advisory board's members should be compensated, such
compensation shall be addressed in that advisory board's specific policy and rules of
procedure as adopted by the Commissioners.
B. Travel Expense Reimbursement
1. The Chair shall, to the extent practicable, schedule all hearings and advisory board
meetings to minimize travel and per diem costs.
2. Payment of expenses to advisory board members shall occur only when travel has
been approved by the County Manager prior to the time the expenses are incurred.
3. Orange County shall reimburse reasonable and necessary travel and incidental
business expenses from pre- approved travel to advisory board members
4. Advisory board members shall be reimbursed in accordance with current local
and /or state rules and regulations. Expense claims shall be submitted as required
pursuant to the Orange County travel policy.
5. Transportation expense claims shall include charges essential for transportation to
and from the meeting place. Reimbursement shall be made only for the local
government's standard mileage allowance. Travel should be via the shortest, most
commonly traveled route.
6. Travel expense does not include hotel /motel expenses.
SECTION XI. LIMITATION OF POWER AND AUTHORITY
A. Nothing contained in this Advisory Board Policy shall be construed to conflict with any North
Carolina law or Orange County ordinance. Should there be an appearance of conflict, the
appropriate North Carolina law or Orange County ordinance shall prevail.
B. The activities of the advisory board shall, at all times, be conducted in accord with applicable
Federal law, North Carolina law, and Orange County ordinances.
C. Advisory Boards and any members thereof shall not (and shall not have the express or
implied authority to):
1. Incur expense or obligate Orange County in any manner.
a. Any expense incurred must have been pre- approved either through the
department director overseeing the advisory board's budget, the Orange
County Board of Commissioners, or the County Manager.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
i
b. It is specifically acknowledged that no member of an advisory board has the
authority, express or implied, to, contractually or otherwise, bind Orange
County.
2. Identify or release any draft document that has not been approved for release by
the Orange County Board of Commissioners or County Manager.
3. Take positions, in their capacity as an advisory board member, on any political issue
or support or oppose any candidate for public office.
4. Independently investigate resident complaints against Orange County, any
department or any employee of a department.
5. Conduct any activity that might constitute or be construed as an official
governmental review of departmental or employee actions.
6. Conduct any activity that might constitute or be construed as establishment of
Orange County or departmental policy.
7. Violate the confidentiality of any information related to matters involving pending
or forthcoming civil or criminal litigation.
8. Engage in any act to impose or attempt to impose discipline on any advisory board
member, department, or employee.
9. Interfere, attempt to interfere or involve themselves in any way in staff personnel
matters regardless of the nature of the matter.
Adopted 2-2112; Amended 8- 21 -12; Amended 11 -8 -12; Amended 3 -3 -15
59
09/06/2016
Attachment 6
Orange Unified Transportation (OUT) BOARD POLICIES AND PROCEDURES
SECTION I: SCOPE
A. Purpose
1. To establish a policy and procedures whereby the Orange County
Board of Commissioners will establish the specific policies and
procedures governing the Orange Unified Transportation (OUT) Board.
2. The Orange County Board of Commissioners may appoint an advisory
board whose duty is to serve in an advisory capacity in regards to
planning and programming transportation infrastructure improvements
and other County transportation planning initiatives, as determined by
the Board of Commissioners.
B. Authority
1. North Carolina General Statute 153A -76 grants boards of county
commissioners the authority to establish advisory boards.
2. The Orange County Advisory Board Policy serves as the underlying
policy document to which the OUT Board, in addition to this policy and
procedure document, is subject. The Orange County Advisory Board
Policy is attached hereto as "Exhibit A ".
3. In the event that there is a conflict between the Orange County
Advisory Board Policy and this Policies and Procedures document this
Policies and Procedures document shall control.
C. Charge
1. The OUT Board is charged with advising the Board of County
Commissioners on the planning and programming of transportation
infrastructure improvements and other County transportation planning
initiatives, as directed by the Board.
2. From time to time the OUT Board may be directed to provide input on
regulations on which the Planning Board has primary statutory and
local ordinance advisory duties. In such instances, the OUT Board
shall serve in an advisory capacity to the Planning Board.
SECTION II: GOALS AND OBJECTIVES
A. Goals
The Transportation Element of the 2030 Comprehensive Plan includes the
County's goals for transportation planning and provides guidance for the OUT
Board, Planning Board, Board of County Commissioners, and staff.
B. Objectives
The OUT Board shall:
1. Identify and provide prioritization recommendations on the County's
roadway, transit, bicycle, and pedestrian needs.
We
09/06/2016
2. Assist in development and review of updates to the Transportation
Element of the Comprehensive Plan.
3. Provide recommendations to the Board regarding Federal and State
legislation affecting transportation in Orange County.
4. Provide recommendations on innovative techniques and methods to
improve the efficiency and capacity of existing and future
transportation systems.
5. Carry out special projects as assigned by the Board of Commissioners.
6. Serve as an advisory body to the Administrative Staff of the Orange
Public Transit (OPT) System. The roles of assistance may include but
are not limited to being:
a. A forum to discuss relevant issues related to public transportation;
b. An advocate in promoting new or expanded transit services;
c. Sounding board on program operations, goal setting and
monitoring;
d. As a guardian of passenger rights for the general public and
special targeted populations; and
e. When directed by the BOCC, recommends NCDOT grants,
contracts, and studies that affect the current or future service
levels of public transportation in Orange County.
SECTION III: MEMBERSHIP
A. Authority
1. North Carolina General Statute 153A -76 grants boards of county
commissioners the authority to establish advisory boards and to
appoint members to and remove members from those advisory boards.
In acting on this authority the Orange County Board of Commissioners
hereby establishes certain general conditions to which applicants and
members of advisory boards should conform.
B. Composition
1. The OUT Board is composed of fourteen (14) voting members.
2. The OUT Board does not have alternate members.
3. Members shall represent demographic, geographic, cultural and
professional characteristics, as follows:
a. Seven (7) members, one from each township:
b. Seven (7) at -large members, with expertise or specific interests
in as many of the following areas as possible:
• Bicycle transportation
• Pedestrian access and safety
• Public Transit
• Environmental issues
• Economic Development
61
09/06/2016
• Planning
• Public Health
SECTION IV.MEETINGS
A. Staffing
1. Orange County staff may serve a support function to the OUT Board
upon the approval of the Orange County Manager.
B. Agendas
1. Items for agendas shall be approved by the OUT Board Chair and
Orange County staff.
C. Date, Time, and Location of Regular Meetings
1. Regular meetings of the OUT Board shall be held as needed to
address items that require Board action consistent with its Charge and
Duties identified herein. Meetings are held on the third Wednesday of
the month. The start time and location of the meeting shall be included
on the agenda and shall typically be 6:30 p.m. at the Orange County
West Campus Office Building located at 131 West Margaret Lane,
Hillsborough. The OUT Board Chair, in consultation with staff, shall
have the authority to change the start time and location of a regular
meeting to meet any special circumstances, provided the information is
included on the distributed agenda.
SECTION V. ORIENTATION
A. Attendance
1. Each member shall attend an orientation presented by the Planning
and Inspections department to familiarize the advisory board members
with the operation of County government, the Planning and Inspections
department rules, and the operating procedures of the advisory board.
2. Each voting member will be encouraged to complete the orientation
within six weeks of his or her appointment.
SECTION VI. BY -LAWS
A. By -Laws
1. Any Bylaws adopted by the OUT Board are void and no further bylaws
shall be adopted. Procedure shall be governed solely by this policy
document and the General Advisory Board Policy Document.
2. Should the OUT Board determine modifications to policies and
procedures are necessary, the OUT Board may petition the Board of
County Commissioners for such modifications.
M
ORANGE COUNTY
ORANGE UNIFIED TRANSPORTATION BOARD
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 18, 2018
Action Agenda
Item No. 5.c.
SUBJECT: SPOT 5.0 Score, Input Point Process, and recommendations on County's
TARPO aroiects.
DEPARTMENT: Planning and Inspections
ATTACHMENT(S):
1. NCDOT Scores
2. Orange County Priorities Flow Chart
3. Orange County TARPO Priorities
INFORMATION CONTACT:
Nishith Trivedi, Transportation Planner,
245 -2582
PURPOSE:
Receive an update on SPOT 5.0 activities from Orange County Transportation Planning staff
and provide recommendations to the Board of County Commissioners (BOCC) on Orange
County Triangle Area Rural Planning Organization ( TARPO) priorities.
BACKGROUND: North Carolina Department of Transportation ( NCDOT) released its Strategic
Prioritization Office of Transportation (SPOT) 5.0 scores April 3 (Attachment 1). Orange County
prioritized local transportation projects on May 5, 2017 (Attachment 2). They are now subject to
different Metropolitan and Rural Planning Organizations adopted — and NCDOT approved —
local input point processes, as presented February 21, 2018.
Orange County Transportation Staff Summary and Recommendations:
Triangle Area Rural Planning Organization ( TARPO)
• Process: 1,400 points max, 50% NCDOT scores + 50% County ranking
• Transportation Planning Staff rankings are recommended in Attachment 3 reflecting County
priorities.
o Staff recommendations are based on May 5, 2017 BOCC resolution prioritizing projects.
• Staff does not recommend any points on NC -54 due to:
• Not listed as a County priority as per May 5, 2017 resolution
• Not submitted by Orange County staff, OUTBoard, or BOCC to TARPO nor TARBO to
NCDOT.
• NCDOT is awaiting the completion of NC -54 Corridor Study in order to implement the
NC -54 carryover project (SPOT ID: H140374A) currently undergoing pre - scoping
process.
Orange County Transportation Staff Summary, for information only
Burlington- Graham Metropolitan Planning Organization (BG MPO)
• Process: 1,300 points max, 100% NCDOT score, top 13 projects get 100 points each
• Orange County projects were not submitted to SPOT 5.0 due to BG MPO project ranking
and selection processing, which put projects with the highest pre - preliminary scores forward.
63
Durham — Chapel Hill — Carrboro Metropolitan Planning Organization (DCHC MPO)
• Process: 1,800 points max, 50% NCDOT score + 50% Quantitative Input Process
• DCHC MPO staff is conducting their quantitative based process and will publish the results
for a 21 -day public review period May 14 through June 4.
In accordance with State regulations and in coordination with NCDOT schedule, MPO /RPO
Board approvals of local input point distribution are scheduled for June, after a 21 -day public
review period. These results will be presented for comments June 20, 2018.
FINANCIAL IMPACT: There is no immediate financial impact associated with this item.
RECOMMENDATION(S): Staff recommends that the Orange Unified Transportation Board
(OUTBoard):
1. Receive the information;
2. Consider Transportation Planning Staff's recommendations for TARPO priorities; and
3. Provide its recommendation to the BOCC
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