HomeMy WebLinkAboutAgenda 10-01-19 Item 6-b - Approval of Board of Commissioners Meeting Schedule for Calendar Year 2020 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 1, 2019
Action Agenda
Item No. 6-b
SUBJECT: Approval of Board of Commissioners Meeting Schedule for Calendar Year 2020
DEPARTMENT: Board of Commissioners
ATTACHMENT(S): INFORMATION CONTACT:
Original Draft List of Meetings - Text Board of County Commissioners
Original Option #1 Draft 2020 Meeting Donna Baker, (919) 245-2130
Calendar David Hunt, (919) 245-2130
Alternate Option #2 Draft 2020 Meeting
Calendar
BOCC 2020 Meeting Calendar
Considerations
PURPOSE: To select between two draft meeting schedules, or a variation there of, for the
Board of County Commissioners meetings for calendar year 2020.
BACKGROUND: In accordance with 143.318.12 of the North Carolina General Statutes, a
schedule of regular meetings shall be filed with the Clerk to the Board of County
Commissioners. The schedule must show the date, time and place of each meeting. All
meetings will begin at 7:00 p.m. unless otherwise noted.
Discussion and selection of the 2020 calendar will provide the opportunity for the Board to
review the meeting schedule for the entire year as well as the proposed budget public hearing
schedule and other related issues.
In regard to the budget process, it should be noted that after the Manager presents the
Recommended Budget on May 5t", all proposed amendments from Board members and staff
will be compiled, posted and updated on a continual basis on the County's website. This effort
will inform the public on the proposed amendments and provide interested individuals and
organizations sufficient time to prepare for making comments at the public hearings and/or
share any comments with the Board via electronic or other means.
Two calendar options are offered for consideration. The first calendar (Option #1) was
presented at the BOCC work session on September 10, 2019. Based on Board member
comments during the work session, an alternate calendar (Option #2) is also presented.
Original Option #1
During the budget process this past spring, Board members requested that the budget
amendment process be addressed, specifically to allow for public comments on any
amendments proposed after the Manager presented the Recommended Budget. Staff has
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addressed this opportunity in the proposed meeting calendar for 2020 by scheduling the two
public hearings differently than in the past.
The first budget public hearing is proposed to occur on May 12, 2020 at the Whitted Center in
Hillsborough - after the Manager's Recommended Budget presentation on May 5th. The second
budget public hearing is proposed to occur at the Southern Human Services Center in Chapel
Hill three weeks later on June 4, 2020. As proposed, convening the second public hearing on
June 4th would occur after the Board has conducted three budget work sessions and Board
members have had the opportunity to propose potential amendments to the Recommended
Budget. The June 4th second public hearing would provide the opportunity for public comment
on any proposed amendments and any other parts of the budget. The Board's fourth and final
budget work session is proposed for June 9, 2019 when the Board would make decisions on
proposed amendments and the entire budget, and also adopt its Resolution of Intent to Adopt
the Budget. The Board would officially approve the budget at the proposed June 16, 2020
Regular Meeting.
Option #2
For Option #2, the proposed April 23, 2020 Work Session has been moved to March 31.
Budget Work Sessions in May and June are also shifted forward to reduce the number of May
meetings and thereby extend the budget work sessions and last regular meeting to later in June.
The second/last budget public hearing is proposed to occur on June 9, 2020, after the Board
has conducted three budget work sessions and Board members have had the opportunity to
propose potential amendments to the Recommended Budget. It should be noted that shifting
the third budget work session to June 4th and the second public hearing to June 9th would
provide only three business days between meetings for the public to prepare comments on any
proposed amendments. The Board's fourth and final budget work session would occur on June
16, 2019 when the Board would make decisions on proposed amendments and the entire
budget, and also adopt its Resolution of Intent to Adopt the Budget. The Board would officially
approve the budget at the proposed June 23, 2020 Regular Meeting.
FINANCIAL IMPACT: There is no financial impact associated with discussion of the draft 2020
BOCC meeting calendar.
SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated
with this item.
ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal
impact associated with this item.
RECOMMENDATION(S): The Manager recommends that the Board discuss the draft schedule
of meetings for calendar year 2020 and the proposed budget public hearing schedule and
consider approval of a meeting schedule for the Board of County Commissioners for calendar
year 2020.
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DRAFT
ORANGE COUNTY BOARD OF COMMISSIONERS
MEETING CALENDAR FOR YEAR 2020
NOTE: All meetings will begin at 7:00 pm unless otherwise indicated
January 21 BOCC Regular Meeting Whitted Building — Hillsborough
January 24 BOCC Retreat TBD
(note: meeting to be from 9:00am-4:00pm)
January 28 Assembly of Governments ( AOG) Whitted Building — Hillsborough
February 4 BOCC Regular Meeting Whitted Building — Hillsborough
February 11 BOCC Work Session Southern Human Services Center
— Chapel Hill
February 18 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
March 1-4 NACO Legislative Conference Washington, D.C.
March 10 BOCC Regular Meeting Whitted Building — Hillsborough
March 17 BOCC Work Session Southern Human Services Center
March 24 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
April 7 BOCC Regular Meeting Whitted Building — Hillsborough
April 14 BOCC Budget Work Session Southern Human Services Center
— Chapel Hill
April 20 Legislative Breakfast Meeting (8:30am) Solid Waste Admin Offices-
Chapel Hill
April 21 BOCC Regular Meeting Southern Human Services Center
_ — Chapel Hill
April 23 BOCC Work Session Southern Human Services Center
— Chapel Hill
April 28 BOCC Joint Meeting with School Boards Whitted Building — Hillsborough
May 5 BOCC Regular Meeting Whitted Building — Hillsborough
May 12 Manager's Evaluation Closed Session Whitted Building — Hillsborough
(meeting to start at 5:30pm w/dinner
May 12 BOCC Budget Public Hearin - 7:00 pm Whitted Building — Hillsborough
May 14 Clerk's Evaluation Closed Session (meeting to Southern Human Services Center
start at 5:30pm w/dinner) — Chapel Hill
May 14 BOCC Budget Work Session - 7:00 pm Southern Human Services Center
— Chapel Hill
May 19 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
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May 21 Attorney's Evaluation Closed Session (meeting Whitted Building — Hillsborough
to start at 5:30pm
May 21 BOCC Budget Work Session 7:00 pm Whitted Building — Hillsborough
May 28 BOCC Budget Work Session Southern Human Services Center
— Chapel Hill
June 2 BOCC Regular meeting Whitted Building — Hillsborough
June 4 BOCC Budget Public Hearing Southern Human Services Center
— Chapel Hill
June 9 BOCC Budget Work Session Whitted Building — Hillsborough
June 16 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
Jul 17-20 NACo Conference Orlando, FL
August 13-15 NCACC Conference Cabarrus County, NC
September 1 BOCC Regular Meeting Whitted Building — Hillsborough
September 10 BOCC Work Session Southern Human Services Center
—Chapel Hill
September 15 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
September 24 Joint Meeting with School Boards Whitted Building — Hillsborough
October 8 Joint Meeting with Fire Departments/Work Whitted Building — Hillsborough
Session
October 6 BOCC Regular Meeting Whitted Building — Hillsborough
October 20 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
November 5 BOCC Regular Meeting Whitted Building — Hillsborough
November 12 BOCC Work Session Southern Human Services Center
_ — Chapel Hill
November 17 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
December 7 BOCC Regular Meeting (Organizational Whitted Building — Hillsborough
Meeting)
December 15 BOCC Regular Meeting Southern Human Services Center
— Chapel Hill
Southern Human Services Center, 2501 Homestead Rd., Chapel Hill
Whitted Building, 300 West Tryon Street, Hillsborough, N.C.
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Revised 8/27/2019 BOCC 2020 Meeting Calendar DRAFT
January February March
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 1 2 Elct3 4 5 6 7
5 6 7 8 9 10 11 2 3 5 6 7 8 8 9 11 12 13 14
12 13 14 15 16 17 18 9 10 S11 12 13 14 15 15 16 S17 18 19 20 21
19 20 22 23 25 16 17 19 20 21 22 22 23 25 26 27 28
26 27 29 307 23 24 25 26 27 281 29 29 30 31
5-7 Managers Winter Conf.-Winston Salem 1-4 NACo Legislative Conf.Wash. D.C.
• �� . �� . :■ :00pmWo
• 17th 7:00 pm Work Session
April May June
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 2 1 3 S4 5 6
5 6 8 9 10 11 3 4 6 7 8 9 7 8 W9 10 11 12 13
12 13 S14 15 16 17 18 10 11 W12 13 S14 15 16 14 15 17 18 19 20
19 20 22 S23 24 25 17 18 - 20 W21 22 23 21 22 23 2425 26 27
27 W28 1 29 30 24 25 26 27 S28 29 30 28 29 30 26$ 0
31
14th 7:00 pm Budget Work Session-CIP 4th 7:00 pm Budget Public Hearing
20th 8:30 am Legislative Breakfast @ SW 12th 5:30 pm Mgr Eval 7:00 pm Budget PH 9th 7:00 pm Budget Work Session
23rd 7:00 pm Work Session 14th 5:30 pm Clerk Eval 7:00 pm Budget WS 19-20th Manager's Summer Seminar
28th 7:00 pm Schools 21st 5:30 pm Att Eval 7:00 pm Budget WS
28th 7:00 pm Budget Work Session
July August September
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 2 3 4 5
5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 8 9 S10 11 12
12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 16 17 18 19
19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 W24 25 26
26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30
30 31
17- 20 NACo Conf-Orlando, FL 13-15 NCACC Conf.Cabarrus Co. 10th 7:00 pm Work Session
24th 7:00 pm Schools
October November December
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 Elct3 4 6 7 1 2 3 4 5
4 5 7 W 8 9 10 8 9 10 11 S12 13 14 6 8 9 10 11 12
11 12 13 14 15 16 17 15 16 18 19 20 21 13 14 16 17 18 19
18 19 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26
25 261 271 28 291 301 31 29 30 27 28 29 30 31
8th 7:00 pm Fire Depts/Work Session 12th 7:00 pm Work Session
W Whitted Building
Regular BOCC Meeting S Southern Human Sery Ctr
Work Sessi
Budget Work Sessions 5
Budget Public Hearings 2
Assembly of Governments 1
School Boards 2
Staff Eval Closed Sessions 3
37 Meeting days
Legislative Breakfast 4 Two meetings same day
41 Total Meetings
Fire Departments Work Session 1
Total Meetings 41
Revised 8/27/2019-9:15 AM
Revised 9/19/2019 BOCC 2020 Meeting Calendar AMENDED
January February March
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 1 2 Elct3 4 5 6 7
5 6 7 8 9 10 11 2 3 5 6 7 8 8 9 11 12 13 14
12 13 14 15 16 17 18 9 10 S11 12 13 14 15 15 16 17 18 19 20 21
19 20 22 23 25 16 17 19 20 21 22 22 23 25 26 27 28
261 27 29 30 23 24 25 261 271 281 29 29 30
1 1 7 I I I I I I . I I I I L 1
5-7 Managers Winter Conf.-Winston Salem 1-4 NACo Legislative Conf.Wash.D.C.
• . 17th 7:00 pm Work Session
I• 31st 7:00 pm Work Session
April May June
S M T W T F S S M I T W T F S S M I T W T I F S
1 2 3 4 1 2 1 3 S4 5 6
5 6 8 9 10 11 3 4 6 7 8 9 7 8 S9 10 11 12 13
12 13 S14 15 16 17 18 10 11 W12 13 S14 15 16 14 15 W16 17 18 19 20
19 20 22 23 24 25 17 18 20 21 22 23 21 22 24 25 26 27
_L6k 27 W28 1 29 301 1 24 25 26 27 W28 I 29 30 28 29 30
31
14th 7:00 pm Budget Work Session-CIP 4th 7:00 pm Budget Work Session
20th 8:30 am Legislative Breakfast @ SW 12th 5:30 pm Mgr Eval 7:00 pm Budget PH 9th 7:00 pm Budget Public Hearing
14th 5:30 pm Clerk Eval 7:00 pm Budget WS 16th 7:00 pm Budget Work Session
28th 7:00 pm Schools 28th 5:30 pm Att Eval 7:00 pm Budget WS 19-20th Manager's Summer Seminar
July August September
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 2 3 4 5
5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 S10 11 12
12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 16 17 18 19
19 20 21 22 23 24 25 16 17 18 19 20 21P
20 21 22 23 W24 25 26
26 27 28 29 30 31 23 24 25 26 27 28 27 28 29 30 El
301 31
17- 20 NACo Conf-Orlando, FL 13- 15 NCACC Conf. Cabarrus Co. 10th 7:00 pm Work Session
24th 7:00 pm Schools
October November December
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 Elct3 4 6 7 1 2 3 4 5
4 5 7 W8 9 10 8 9 10 11 S12 13 14 6 8 9 10 11 12
11 12 13 14 15 16 17 15 16 18 19 20 21 13 14 16 17 18 19
18 19 1 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26
25 261 271 281 291 301 31 29 301 1 1 1 1 27 28 29 30 31
8th 7:00 pm Fire Depts/Work Session 12th 7:00 pm Work Session
11 W Whitted Building
Regular BOCC MeetingsS Southern Human Sery Ctr
6
Budget Work Sessions 5
Budget Public Hearings 2
Assembly of Governments 1
School Boards 2
Staff Eval Closed Sessions 3
37 Meeting days
Legislative Breakfast 1 4 Two meetings same day
41 Total Meetings
Fire Departments Work Session 1
Total Meetings 41
Revised 9/19/2019-2:21 PM
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BOCC 2020 Meeting Calendar Considerations
A draft 2020 BOCC meeting calendar (Option #1) was presented at the BOCC work
session on September 10, 2019.
Based on Board member comments during the work session, a modified calendar
(Option #2) has been discussed with the Budget Office (Paul Laughton),
Manager's Office (Greg Wilder) and the Clerk's Office (Donna Baker, David Hunt).
The following modifications are detailed in Option #2 -
• The proposed Regular Work Session on April 23 is moved to March 31.
• Proposed Budget Work Sessions in May and June are shifted forward to
reduce the May meetings and extend the budget work sessions and the
subsequent last regular Board meeting to later in June.
Considerations
• April, May and June are the busiest BOCC meeting months of the year
because of the budget process.
• February and March have fewer meetings than in past years, especially
with joint meetings with the towns being pursued in a different format.
• Part of the scheduling challenge is to have two meetings during some
weeks and thereby allow some weeks with no meetings.
• The modified calendar (Option #2) has at least one meeting per week for 16
weeks in a row. The original calendar (Option #1) has at least one meeting a
week for 11 weeks in a row.
• The BOCC, per its Rules of Procedure, conducts regular meetings typically
on the first and third Tuesdays of the month. Option #1 follows this
parameter in June 2020. Option #2 depicts the regular meetings in June
2020 occurring on the first and fourth Tuesdays.
• The last day of school before the summer break is scheduled to be June 11
for Orange County Schools and June 12 for Chapel Hill Carrboro City
Schools.
• Option #1 proposes the last regular Board meeting for June occur on June
16, 2020. Option #2 proposes the last regular meeting for June 23, 2020.
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Families who schedule summer vacations after school ends may, or may
not, be more likely to be out of town for a June 23 regular meeting,
potentially reducing public engagement.
• High School teams that win at the state level are usually recognized at the
last regular meeting in June. Student-athletes and their coaches may, or
may not, be less available for the later June 23 regular meeting proposed in
Option #2.
• The North Carolina City County Managers Association Summer Conference
occurs on June 191" and 201". In the original draft calendar (Option #1), this
would occur after the last BOCC Regular Meeting. In the modified calendar
(Option #2), the Manager and staff will still be completing the budget and
more than likely be unable to consider attending the conference.
• Option #1 provides a more concise timeframe for the Board and staff to
focus efforts on the budget. Option #2 provides a longer timeframe that
allows for more discussion and deliberation.
• The Option #1 calendar provides seven days (five business days and the
weekend) between the third Budget Work Session (where BOCC members
might offer amendments) and the second/last public hearing on June 4,
2020. The Option #2 calendar provides five days (three business days and
the weekend) between the third Budget Work Session and the June 91n
Public Hearing. It may also be worth noting that the June 91" Public Hearing
Agenda would be published the morning immediately after the third
Budget Work Session.
BOCC 2020 Meeting Calendar Number of Meeting Days
Original Draft Modified Draft
Month OPTION #1 OPTION #2
March 3 4
April 6 5
May 6 5
June 4 5