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HomeMy WebLinkAboutAgenda - 04-20-2005-2ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 20, 2005 Action Agenda Item No. 2 SUBJECT: Board of County Commissioner Issues DEPARTMENT: Board of Commissioners/ PUBLIC HEARING: (Y/N) No Information Systems ATTACHMENT(S): BOCC Communications Infrastructure Recommendations Report Volunteer Resolution INFORMATION CONTACT: Clerk's Office, ext. 2130, 2125, 2126, 2129 Todd Jones, CIO, ext 2285 TELEPHONE NUMBERS: Hillsborough 245-2130 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To review and discuss: 1) recommendations regarding options for enhancing communications and technology support that is available to County Commissioners in their conduct of the County's business, and 2) Commissioners' roles with regard to Orange County advisory boards and commissions and the process by which the Chairs/Vice Chairs are chosen for advisory boards and commissions. BACKGROUND: a. BOCC Communications Infrastructure Recommendations The County Commissioners increasingly rely on computing and communications technologies to conduct County business. The technologies they use have been allocated over time by the County, or selected and funded by the Commissioners themselves. Additional and/or enhanced technologies have recently become available that may improve the efficiency and effectiveness with which Commissioners may communicate among themselves, with staff, and with their constituents. Pursuant to discussions with the Chair and Vice Chair, the Manager, and the Clerk, the County's Chief Information Officer has worked with the Purchasing Department to develop a recommended set of technologies to allow Commissioners to communicate more effectively. The accompanying report provides details on these technologies. b. Commissioner Roles on Boards and Commissions and Process for Selection of ChairsNice Chairs for Boards and Commissions On April 20, 2004, the BOCC voted to amend the Orange County Volunteer Resolution Appointment and Orientation Process, Sections 6 and 7. It currently reads as follows: 6. The County Commissioner "Liaison" assigned to a board or commission shall serve the following roles: 1. To communicate with the board or commission when County Commissioner communication is needed and to serve as the primary two- way communications channel between Commissioners and the board or commission. 2. To participate in filling vacancies and reviewing applications. 3. To serve as the primary formal Commissioner contact, and/or fo be invited fo attend/participate as needed. 4. To resolve questions the board or commission may have about the role of County Commissioners, county government, and the board or commission. 5. To establish formal or informal contact with the chairperson of the board or commission and effectively communicate the role of the liaison. 6. To provide procedural direction and relay the Commissioners' position to the board or commission, and communicate fo the board or commission that the liaison's role is not to direct the board/commission in its activities or work. 7. A member of the Orange County Board of Commissioners who serves as an "Alternate Member" on an Orange County, North Carolina advisory board or commission, shall have the following duties and powers: a) An alternate member (hereinafter referred fo as "alternate") shall serve as a substitute for a regular member in the event of the regular member's absence. b) An alternate is not required to attend meetings; except in the case of the Board ofAdjusfinent, for which alternates are required to attend. c) An alternate may attend meetings if she/he chooses to do so, however; d) An alternate may not participate unless the member she/he is substituting for is absent. e) "Participate" is defined as speaking during the meeting, asking questions during the meeting of staff and others, and/or voting. fl In the case of Orange County Commission members, if the attendance of the alternate would create a majority of County Commissioners in attendance, the alternate must leave the meeting table and be only a silent observer. g) Even though an alternate does not attend all meetings, he/she is required to be informed and knowledgeable of the business and activities of the advisory body. h) If Orange County Commissioners attend a meeting at which two appointed commissioners are present, they may not speak, lobby staff, or otherwise participate in the meeting except as a silent observer. The Board may wish to discuss the process by which the Chairs/Vice Chairs are chosen for advisory boards and commissions. FINANCIAL IMPACT: If the Board decides to proceed with implementation of enhanced Commissioner technology support, the one-time capital costs associated with a full adoption of the technology package would be $15,000 ar less (depending on the degree and extent to which individual Commissioners choose to participate).. The ongoing costs of cellular and data connectivity would be $500 or less per month (depending an the plan selected and on the degree and extent to which individual Commissioners choose to participate), There is no financial impact related to the Board's discussion of Commissioner roles regarding advisory boards and commissions, RECOMMENDATION(S): The Manager recommends that the Board review and discuss the communications infrastructure recommendations; discuss the Volunteer Resolution as it relates to Commissioner roles on advisory boards and commissions; discuss the process by which the Chairs/Vice Chairs are chosen for advisory boards and commissions; and provide appropriate direction to the Manager, Clerk, and staff. BOCC Communications Infrastructure Recommended Communications Infrastructure for Commissioners One of the ideas that came out of the Commissioner retreat in .lanuary of 20Q5 was the recognized need for communications equipment for Commissioners. This would ensure each Commissioner had the opportunity to be outfitted with state of the art technology that would enable them to communicate effectively and conveniently with constituents, each other and County staff. This document provides information on a recommended technology package to ensure each Commissioner has technology appropriate for their needs. Requirements The Commissioners need technology that conforms to the following needs: Reliability -The technology must be rugged, easy to maintain and outfitted with high levels of security to protect the equipment from viruses, spyware and malicious intrusions Ease to use -The technology must be easy to operate and must not require high levels of user training Convenience -The technology must easily conform to the busy lifestyles of each Commissioner. Portability and operability in many different environments is critical. Flexibility -The technology must be multi-purpose and support myriad software packages. It must allow further upgrades as technology evolves. Recommendation The Information Technologies group recommends a communications package consisting of the following components: t. A lightweight laptop computer-This device will ,, be used as the primary computer for each Commissioner. It will contain all of the respective ,J commissioner's files, for ready access from home or on the go. It will have integrated wireless connectivity for access to email and the Internet from any location with wireless networking. The recommended model is the latest version of IBM's Thinkpad, such as has been provided to Commissioner Foushee. 2. A docking station -This allows the laptop computer to be used at home like a standard desktop computer. It provides all the connections to the printer, fax machine, backup devices and all other peripherals. The laptop can be popped in to and out of the docking station quickly and easily, without disconnecting any wires. 3 Desktop accessories - To allow Commissioners to operate the laptop at home as though it were a desktop, we recommend the following accessories: a. Keyboard and Mouse - a standard full size mouse and keyboard b, Monitor- a 17" flat panel monitor for crisp image display. These feature a small footprint for minimal disruption of desk space These would be connected to the docking station and left behind when Commissioners take laptops on the road. Qrange County IT 1 4/18/2005 BOCC Communications Infrastructure 4. Combination printer/fax/copy/scanner -currently used in Commissioner Carey's home office, this unit provides print, fax, copy and scan functionalities. We recommend an accessory for double sided printing, to save paper resources 5. Automatic backup system -This technology would provide automated data backup, to retain Commissioner's data in the even of catastrophic data loss on the laptop. This system works without user intervention, copy data to a local device on a scheduled interval (typically once a day), With scheduled visits and rotations of the backup media, the IT department could ensure this data is stored in a secure offsite facility to protect data in case of a catastrophic event to the home office. 6 Wireless communication device -This technology, examples of which include cellular phones or devices such as Blackberrys and Treo Palm which provide a combination of services including: digital cell phone service, wireless access to email and internet, PDA organizers (such as address books and calendars) and text messaging. Provided below is a summary rate plans and anticipated acquisition cost for solely cellular only as well as the Blackberry and Treo Palm devices. It is recommended that one solution is chosen for all Commissioners, in all the scenarios presented, minutes "pool" together and unlimited free minutes when any of the five are speaking to each other, In the event a device whose sole purpose is cellular communication is chosen, staff recommends Alltel. Alltel provides good coverage in both the northern and southern parts of the county as well as attractive monthly rate plans. In regards to the combination cellular/data devices, for predominant voice use, the Treo phones with Internet and email capabilities are recommended over the Blackberry. For predominant Internet email capabilities over voice, the Blackberry is recommended Due to the fact these telephone numbers will be made available to the public, minutes will be monitored closely and rate plans adjusted to avoid overage charges. Once a solution is selected, staff will finalize cost figures with selected vendor. Caveats: 1. Commissioners are advised not to rely on any cellular device for communication during emergencies, During emergencies, cell phone service is either unavailable or overwhelmed by use, rendering its reliability highly questionable. IT recommends the Commissioners consider the use of EMS radios to provide the reliability needed during emergencies 2 While these devices do support many functionalities found on laptop computers and cell phones, the inherent limitations of their small size and multi-functionalities may cause some frustration, It is advised each Commissioner try one of these devices before committing to them. Wireless Networking Orange County IT has implemented a public wireless network for the main meeting room in Southern Human Services Center We are currently pricing similar networks for the Battle Courtroom and the GSC meeting room. These networks will allow Orange County IT 2 4/18/2005 BOCC Communications Infrastructure Commissioners, County staff, the media and any members of the public to access the Internet and email during Commissioner meetings. Implementation The IT organization will order these devices upon Commissioner request. Standard delivery from these vendors is two weeks.. We will work with each Commissioner to configure the technology for their preferences and providing on-going support at their convenience, Pricing Below are current prices for the computer component of the communications infrastructure package. Pricing is subject to change, particularly on hardware, which is typically manufactured offshore and subject to fluctuations in international currency, COMPUTING TECHNOLOGY PRICING Vendor Part Number Description Price IBM 18308VU PM 1.6GHz, 256MB Memory, 40G6 Hard Drive, 15" XGA, CDRW/DVD Optical Drive, 802.1 1 bg $1,460,00 IBM 69P9198 4Yr Onsite Warranty Upgrade $ 275.00 IBM 28710U IBM Dock II $440.00 IBM 02K6699 TP 72 Watt AC Adapter $ 40.00 IBM 22P7036 IBM Internal Multiburner $ 200,00 IBM 31P7405 Optical Scroll Point Mouse $ 20.00 IBM 73P2620 USB Keyboard $ 33.15 IBM 6734AC0 17" Flat Panel $ 390.15 Computer Total $2858.30 CMS 220024 CMS Automatic Backup System $179 Hewlett Packard 01638A#ABA HP Officejet 6110 $299.99 Hewlett Packard C8955A#A2L Double sided printing accessory $70 Grand Total $3407.29 Orange County IT 3 4/18/2005 BOCC Communications Infrastructure CELLULAR PRICING Cost per Monthly Plan Features Device Charges ALLTEL Total freedom 600 - $54,99 Plan Includes: $99,99 each $42,49 - 600 Anytime minutes -unlimited Alltel to Alltel (Commissioner to Commissioner) - Unlimited Night & Weekend minutes (9pm to 6 am) - Nationwide Long Distance - 5 share a pool of 3000 minutes per month ', -Voicemail & Caller ID ALLTEL2 Total freedom 900 - $54,99 Plan Includes: $99,99 each $50.96 - 900 Anytime minutes - unlimited Alltel to Alltel (Commissioner to Commissioner) - Unlimited Night & Weekend minutes (9pm to 6 am) - Nationwide Long Distance - 5 share a pool of 4500 minutes per month ', -Voicemail & Caller ID NEXTEL 1 Free Incoming 300 Plan $49,99 $40.99 per - Unlimited Incoming Calls $79,99 mo - 300 Outgoing Calls $105.99 - Unlimited Direct Connect - Unlimited Night & Weekend minutes (9pm to 7 am) -Nationwide Long Distance - Voicemail & Caller ID NEXTEL 2 Free Incoming 500 Plan $49.99 $49,19 per Plan Includes: $79.99 mo -Unlimited Incoming Cellular Calls $105.99 - 500 Outgoing Cellular Calls - Unlimited Direct Connect - Unlimited Night & Weekend minutes (9pm to 7 am) -Nationwide Long Distance - Voicemail & Caller ID 7 Orange County IT 4 4/1812005 BOCC Communications Infrastructure (~ VERIZON TREO 450 Anytime nationwide minutes no extra charges for long distance unlimited nights and weekends unlimited Verizon to Verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 2250 minutes per month unlimited email and internet access $119.99 each (w/ voice & data plan $219,99 voice only) $81,44 PER MO (voice & data) $36,44 PER MO (voice only) VERIZON 900 Anytime nationwide minutes $119,99 each $97.64 PER TREO no extra charges for long distance (w/ voice & MO unlimited nights and weekends data plan (voice & unlimited Verizon to Verizon $219,99 voice data) (Commissioner to Commissioner) only) caller ID voice mail $52,64 PER 5 share a pool of 4500 minutes per month MO unlimited email and internet access (voice only) VERIZON 450 Anytime nationwide minutes $79.99 each $81,44 PER (BLACKBERRY) no extra charges for long distance MO unlimited nights and weekends (voice & unlimited verizon to verizon data) (Commissioner to Commissioner) caller ID voice mail $36,44 PER 5 share a pool of 2250 minutes per month MO unlimited email and internet access (voice only) Orange County IT 5 4/18/2005 BOCC Communications Infrastructure -i Cell Plan Detail Alltel Total freedom 600 - $49.99 Tess 15% discount = $42.49 Plan Includes: - 600 Anytime minutes - unlimited Alltel to Alltel (Commissioner to Commissioner -Unlimited Night & Weekend minutes - Nationwide Long Distance - 5 share a pool of 3000 minutes per month - Voicemail & Caller ID Total freedom 900 - $59.99 less 15% discount = $50.98 Plan includes: - 900 Anytime minutes - Unlimited Alltel to Alltel (Commissioner to Commissioner - Unlimited Night & Weekend minutes (9pm to 6 am) - Nationwide Long Distance - 5 share a pool of 4500 minutes per month - Voicemail & Caller ID Handsets Kyocera SE44** $54.99* • Touch2Talk-capable ` ~ •Axcess Mobile Web-capable „ ~+~~+ I • Axcess Apps-capable ti .:a ~. ~.J ~~ ;. l1 (? ~ rv ~ nl o - LG AX4750 $99.99* , , • Touch2Talk-capable I ~~ • Speaker phone ~ ~, • Axcess Apps-capable ~~ (. . l O $ I ,o r= . Orange County IT 6 4/18/2005 BOCC Communications Infrastructure ~~ Nextei Free Incoming 300 Plan - $49.99 less 18% discount = $40,99 Plan Includes: - Unlimited Incoming Calls - 300 Outgoing Calls - Unlimited Direct Connect - Unlimited Night & Weekend minutes - Nationwide Long Distance - Voicemail & Caller ID Free Incoming 500 Plan - $59.99 less 18% discount = $49,19 Plan Includes: - Unlimited Incoming Cellular Calls - 500 Outgoing Cellular Calls - Unlimited Direct Connect - Unlimited Night & Weekend minutes - Nationwide Long Distance - Voicemail & Caller ID Handsets i530 - $49.99 Includes: Battery and Wall Charger Carry Case: $11 99 _ _ • Rugged flip phone • Call Preview ~ • Speakerphone • non color display i710 - $79.99 Includes: Battery and Wall Charger Carry Case: $1 1 99 • Call Preview - • Applications & Games • Speakerphone ~ •~- *color display ,-. ,~ i730 - $105,99 Includes: Battery, Wall Charger and Garry Case - ~ • External Display • Applications & Games • Speakerphone . - , ,-, .' _.__ *color display ~ ~ I ' +~. r~. I Orange Gounty IT 7 4/18/2005 BQCC Communications Infrastructure Verizon (Treo) 450 Minutes Monthly cell plan $36.44 each per month 450 Anytime nationwide minutes (free Id) unlimited nights and weekends unlimited verizon to verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 2250 minutes per month PLUS $45 for unlimited email and internet access total - $81.44 900 Minutes Monthly cell plan $52.44 each per month 900 Anytime nationwide mi nutes (free Id) unlimited nights and weekends unlimited verizon to verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 4500 minutes per month unlimited email and internet access PLUS $45 for unlimited email and internet access total - $97.44 Purchase price of TREO $119.99 Enhanced camera with video capture ~ '~' ~ o: o • Vibrant high-resolution Screen 320 x 320 color screen for ,~ ~ a ~ ~ {"y viewing emails, calendar, web etc. i, .ts w ~ ~ • MP3 player ~ i ~ ~ • Connectivity via Bluetooth® (for certain profiles') -n _ s~ '~ ' J • Palm OS 5.4 a • Speaker Phone : ~ ~~ ~': , • Secure Digital Card (SD I/O) Expansion Slot-Add memory , ~, u and accessories _` " Qrange County IT 8 4/1812005 B(~CC Communications Infrastructure Verizon (Blackberry) Monthly cell plan $36.44 each per month 450 Anytime nationwide minutes (free Id) unlimited nights and weekends unlimited verizon to verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 2250 minutes per month PLUS $45 for unlimited email and Internet access total - $81.44 Purchase price of Blackberry 7250: $79,99 The data and voice-enabled BlackBerry 7250T"" features: ~ -""" ~ ~. P "'y f t1! • Email, phone, browser, SMS, and organizer rj , applications in a single, integrated handheld ~ `" "' Y ` • Bluetooth®support for hands-free voice ~l ~J `} q ~ ~ ~ t communications ~ `~ '~ ~ ~p ~'' • Ample memory for application and data storage ~ `~{ ~ ~ ~'' ~, • PC-style 33-key QW ERTY keyboard ~ - • Easy-to-use navigation trackwheel and intuitive menu ' interface v q ,r y y c • Bright, backlit 240x 160 display supporting over 65,000 r. ~' O • M A L - colors „n ,:x [:~ v ..' N S ' J • JavaT"' development platform based on open standards ~' • Integrated attachment viewing y;. • Small form factor with a light and comfortable feel • Dual-band network support: 800/1900 MHz CDMA2000T"' iX and cdmaOneT"^ networks ~a Orange County IT 9 4/18/2005 (3 1 EFFECTIVE APRIL 6. 1992 Z AMENDED MARCH 15, 1994 3 AMENDED AUGUST 6, 1994 4 AMENDED: NOVEMBER 3, 1999 s AMENDED: NOVEMBER 22. 1999 6 AMENDED: DECEMBER 7, 1999 ~ AMENDED: FEBRUARY iA. 2000 B AMENDED: JUNE 6, 2000 9 AMENDED: MARCH 6, 2001 lO AMENDED: APRIL 20.2004 11 AMENDED: APRIL 12.2005 12 13 14 RESOLUTION is ORANGE COUNTY 16 APPOINTMENT AND ORIENTATION 17 PROCESS FOR le BOARDS AND COMMISSIONS 19 zo WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the zl governing body of Orange County, to appoint persons to various boards and commissions to zz assist in the operation of county government; and 23 z4 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and zs dependable people to serve on these boards and commissions and therefore solicits the z6 interest and input of the citizens of Orange County in making said appointments; and z~ ze WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures z9 will increase public awareness of the various appointments that are to be made from time to 3o time. 31 3z WHEREAS, the Board of Commissioners desires to increase the public's interest in the 33 solicitation of information and recommendations that will assist the Board in the appointment of 34 qualified, knowledgeable, and dependable citizens to serve on the various boards and 3s commissions; 36 3 ~ NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 3 B policies and procedures governing appointments to the various boards and commissions as 39 fOIIOWS: 40 41 1. Any resident of Orange County is eligible to serve on the appointed boards or 4z commissions of the County where such appointment is not prohibited by State statute. All 43 appointments will be made according to the applicable statute, ordinance, resolution or policy 44 that created the board or commission. Discretion will be used when considering County 4s employees for membership on any of the boards or commissions. Elected officials from other 46 jurisdictions shall not be appointed to County boards and commissions unless specifically 47 representing their boards in their elected capacity. 48 H:\CLERK'9DOCUMENTS-H Drive\VOlunteer Snfo\volunteerresolution£inal amended 4-12-2005. doc Last printed 4:29 PM4/1,8/2005 ~~ i 2. The County Commissioners may recruit through public advertising, membership z committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers 3 bureau and County information line. While the Board of Commissioners may request and/or 4 receive recommendations from county boards and commissions or other sources, the Board of s Commissioners will make the final decision based on all factors related to the representative 6 needs of the specific boards. e 3. Appointments for joint planning area and extraterritorial residents as members and 9 alternate members to city boards shall be done in accordance with the General Statues (G.S. l 0 160A-362) and, by Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a city to ii give representation to the residents of its extraterritorial zoning jurisdiction on its Planning iz Board and the Board of Adjustment. When a vacancy exists, the municipality will be requested 13 to provide to the Board of County Commissioners a resolution with a recommendation for that i4 vacancy. The Board of County Commissioners may solicit other applications for said vacancy if is they so desire. If the Board of County Commissioners does not make the appointment within 90 16 days after receiving a recommendation from the City Council requesting such action, the City i~ Council may appoint outside members in accordance with G.S. 160A-362. Members of sub- 18 committees of County Boards and Commissions shall be members approved by the Orange 19 County Board of Commissioners and not members selected by the particular Board or zo Commission. 21 zz 4. Appointments will be made at a regular meeting of the Board of Commissioners. z3 The regular expiration of terms for positions on boards and commissions will be March, June, z4 September and December. When the appointments are presented to the County Commissioners zs for their consideration, a list of all those who have applied and are eligible for appointment will z6 be included with the abstract. If someone is recommended for appointment, the abstract will z~ indicate that a recommendation has been received, giving the source. The recommendation will za be kept on file in the Clerk's office. The attendance records, including late arrivals, for all z9 members seeking reappointment will be included with the recommendation. 30 31 5. No citizen of Orange County shall serve in more than two appointed positions of 3z Orange County Government unless exempted by the nature of the position he or she may hold 33 in governmental service. This policy shall not apply to individuals who serve on boards or 34 commissions because of their official position. It also does not apply to volunteers serving 3s because of a requirement that a particular type of professional individual be represented if 36 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 3 ~ citizen service on one short-term task force (making a total of three appointments) if the 38 duration of service is less than one year. A "7"ask Force" is defined as a group with a specific 39 charge and a short duration for its work. This policy shall not apply to any Orange County 4o Commissioner who serves on any board as an appointee or a liaison to a board because he/she 41 is a County Commissioner. nz 6. The County Commissioner "Liaison" assigned to a board or commission shall 4a serve the following roles: H:\CLERK'sDOCUMENTS-H Drive\VOlunteer Info\volunteerresolut ionf final amended 4-12-2005. doc Last printed 9:29 PM4/18/2005 1S 1 1. To communicate with the board or commission when County Commissioner z communication is needed and to serve as the primary two-way communications 3 channel between Commissioners and the board or commission. 4 2. To participate in filling vacancies and reviewing applications. s 3. To serve as the primary formal Commissioner contact, and/or to be invited to s attendlparticipate as needed. 7 4. To resolve questions the board or commission may have about the role of a County Commissioners, county government, and the board or commission. s 5. To establish formal or informal contact with the chairperson of the board or to commission and effectively communicate the role of the liaison. 11 6. To provide procedural direction and relay the Commissioners' position to the lz board or commission, and communicate to the board or commission that the 13 liaison's role is not to direct the board/commission in its activities or work. 14 15 is 7. A member of the Orange County Board of Commissioners who serves as an 17 "Alternate Member" on an Orange County, North Carolina advisory board or la commission, shall have the following duties and powers: 19 zo a.) An alternate member (hereinafter referred to as "alternate") shall serve as a zl substitute for a regular member in the event of the regular member's absence. zz z3 b.) An alternate is not required to attend meetings; except in the case of the z4 Board of Adjustment, for which alternates are required to attend. zs zs c) An alternate may attend meetings if she/he chooses to do so, however; z7 ze d.) An alternate may not participate unless the member she/he is substituting for zs is absent. 30 31 e.) "Participate" is defined as speaking during the meeting, asking questions 3z during the meeting of staff and others, and/or voting. 33 34 f.) In the case of Orange County Commission members, if the attendance of the 3s alternate would create a majority of County Commissioners in attendance, the 36 alternate must leave the meeting table and be only a silent observer. 37 3e g.) Even though an alternate does not attend all meetings, he/she is required to 39 be informed and knowledgeable of the business and activities of the advisory 4 o body. H:\CLERK'sDOCUMGNTS-H Drive\VOlunteer Info\volunteerresolutionf final amended 4-12-2005. doc Last printed 9:29 PM4/18/2005 ~~ z h) If Orange County Commissioners attend a meeting at which two appointed 3 commissioners are present, they may not speak, lobby staff, or otherwise 4 participate in the meeting except as a silent observer. s 6 ~ 8. For boards/commissions, which are not state mandated, the Board's policy is to a limit the length of service to two-three year terms (or any combination of full terms totaling six 9 years) on the various boards and commissions. This time period does not include state to mandated training programs or partial terms. Appointment to serve for any actual period of two zz (2) years or more will constitute a full term. Appointment for any actual period of less than two Zz (2) years will constitute a partial or unexpired term. This will allow for more individuals to serve 13 and for diversity of opinions. It will also provide for conformity in the length and number of 14 terms for those boards and commissions that are not state mandated with set terms. The Board is will limit the length of service according to this policy for boards and commissions that are ie State mandated, to the extent permitted under state law. i~ is 9. if an appointee, in any calendar year, has absences which constitute more than 25 z9 percent of the regularly scheduled Board meetings or three consecutive meetings, whichever zo comes first, which he or she is required to attend, he or she is obligated to resign. The Board of zi Commissioners may consider extenuating circumstances. If the individual refuses to resign, he zz or she may be removed by action of the Board of County Commissioners subject to state or z3 local law. A leave of absence may be granted for extraordinary circumstances, such as illness z4 or personal circumstances. This request must be made to the Board of County Commissioners. zs A calendar year is to be defined as a 12-month period beginning on the date of appointment. ze The Clerk to the Board shall request all new appointees to certify that they understand the z~ attendance policy. ze z 9 10. The rate of pay, if any, to members for serving on boards and commissions shall 3 o be established by the Board of Commissioners in accordance with the General Statutes. 3 i Records for pay purposes shall be submitted by the appropriate department to the finance 3z Officer for monthly disbursement. 33 34 11. Attendance at a Volunteer Orientation Program will be required of aii new 35 appointees to the boards and commissions. This does not include those boards and 36 commissions, task forces or committees of short duration, although, if space permits, they will 3 ~ be invited. The purpose of this training is to supplement rather than replace any specific 3 B training needed for a person to serve on a particular board or commission. The following 3 s boards or commissions shall receive specific training in their area of responsibility: 40 4 i * Aduit Care Home Community Advisory Committee -training by the Triangle J Area 4z Agency on Aging Ambudsman Program 43 44 * Board of Equalization and Review- special on the job training, by Tax Assessor H:\CLERK'sDOCUMENTS-H Drive\VOlunteer Snfo\volunteerresolut ionf final amended 4-12-2005 doc Last printed 4:29 PM4/18/2005 17 1 z * Board of Health- 3 a * Board of Social Services- s 6 * Human Relations Commission -Ordinance training from staff; they also may receive ~ federal HUD training by attending the national HUD conferences, which a HUD pays for 9 to * Nursing Home Advisory Committee -training by the Triangle J Area Agency on Aging 11 Ombudsman Program lz 13 * Orange County Planning Board- Proposed: Institute of Government Training 14 1s * Orange Countv Board of Adjustment -members receive a copy of 16 a.) Orange County Planning Ordinances 17 b.) The Zoning Board of Adjustment in North Carolina by the Institute of la Government 19 c.) County Attorney meets with members once a year zo z i * Other boards /commissions as the Board of Commissioners shall determine zz z3 12. Individuals who go off a board or commission will receive a commemorative gift of z4 appreciation along with a letter from the Board of Commissioners thanking them for their zs service. A person must serve at least one year to be recognized in this way. Each board and z6 commission is encouraged to also recognize its members as it deems appropriate. z~ z s 13. The Board of Commissioners reserves the right, at any time and for any reason, z 9 to remove any member of any board or commission when a motion for removal receives the 3o vote of a majority of the entire membership of the Board of Commissioners. 31 3z 14. The members of County advisory boards and commissions shall agree to follow 33 the ethics guidelines adopted by the Board of Commissioners. In addition, all citizens applying 34 for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form. 3s 36 THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All 37 appointments to boards and commissions by the Board of Commissioners shall follow the 3e provisions of this policy. 39 H:\CLERK'sDOCUMENTS-H Drive\VOlunteer Info\volunteerresolution£inal amended 4-12-2005. doc Last printed 9:24 PM4 /18/2005