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HomeMy WebLinkAboutAgenda - 10-18-2022; 8-e - Amendments to the OUTBoard Rules and Procedures 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 18, 2022 Action Agenda Item No. 8-e SUBJECT: Amendments to the OUTBoard Rules and Procedures DEPARTMENT: Orange County Transportation Services ATTACHMENT(S): INFORMATION CONTACT: 1. Original Rules and Procedures Nishith Trivedi, Transportation Director, 2. Amended Rules and Procedures 919-245-2007 (Mark-up) PURPOSE: To approve the amended Orange Unified Transportation Board (OUTBoard) Rules and Procedures addressing quorum and other house-keeping updates. BACKGROUND: In August 2022, Orange County Transportation Services (OCTS) became responsible for all transportation roles and responsibilities. This included the administration of two transportation advisory boards: Transportation Advisory Services (TAS) and the Orange Unified Transportation Board (OUTBoard). Orange County's TAS is required for federal grant funding. It has a long and successful history dating back to the 1990's as the County's Transportation Advisory Board (TAB), mandated by Federal Transit Administrations (FTA) and prior to the formation of the OUTBoard. The OUTBoard started in May 17, 2005 through a resolution (RES-2005-041) approved by the Board of County Commissioners (BOCC) and work in accordance with the Rules and Procedures (Attachment 1). Both boards served important roles in meeting County's transportation needs. TAS is composed of Orange County department directors and support staff. The TAS members serve as the technical experts in their respective fields. As the County's federally required TAB, the TAS assists Orange County Transportation Services in obtaining various federal and state transportation grants like FTA's 5307, 5311 , 5310, 5339, and others. The OUTBoard consists of County residents appointed by BOCC to represent various sections of the County on transportation. TAS always meets quorum and will begin meeting monthly during business hours. While the OUTBoard meets monthly, it is often unable to meet quorum, nor have substantial actionable items on the agenda. In an effort to address quorum and other house-keeping changes, staff and the OUTBoard recommends OUTBoard rules and procedures be updated with the following (also see Attachment 2): • Section I: Scope, C — Charge o Rephrase subsection 2 with advising other Orange County departments upon request • Section III: Membership, B — Composition o Voting members from 14 to 7, representing Orange County geography o Remove subsection 2, not having alternates 2 o Replace at-large to non-voting or alternates o Remove expertise or interest as they are covered regularly by TAS • Section IV: Meetings o Update time and location to third Monday and Orange County Transportation Services Administration Building. • Section V: Orientation o Remove or replace Planning and Inspection with Orange County Transportation Services Legal review for all the proposed amendments has been provided by Office of the County Attorney. FINANCIAL IMPACT: There is no immediate financial impact associated with this item. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated with this item. ENVIRONMENTAL IMPACT: There are no Orange County Environmental Responsibility Goal impacts associated with this item: RECOMMENDATIONS: The Manager recommends the Board approve the amended OUTBoard Rules and Procedures. 3 09/06/2016 Attachment 1 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 Il: 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. 4 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 5 • 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. 6 09/06/2016 Attachment 2 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 r notime OUT Board may be direGted to nreyide inns it regulatio sOR which the Planning Board has primary statutory and IGGal nrdinanno ry duties. In s�inh ins OUT � rvCarvramar-rc� r�-- rYa�r�--rr-rst��s, shall serve in an ad-yiseFY GapnAGity to +«PlnnniRg Beard. Upon request, OUT Board may advise other boards regarding transportation. 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: 7 09/06/2016 Attachment 2 1. Identify and provide prioritization recommendations on the County's roadway, transit, bicycle, and pedestrian needs. 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 feurteeR (1-4)seven M voting members. The OUT Room) does not have alternate members 3-2. Members shall represent demographic, geographic, cultural and professional characteristics, as follows: a. Seven (7) members, one from each township: i&.—Seven (7) at large alternates or non-voting members, with expertise er speGifiG interests in as many of the follnniinn areas v as possible- E BiGyGle transpertatl/ln 8 09/06/2016 Attachment 2 d- Perdestrlan anness anrd safeti e- PubliG TraRSi f ERVironmental issues r. g CGonomlg Development h Planning rr.—rrarmrncJ Pi ihlin Health T 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 ' Monda=, 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 Margaret LaRe, Hillsbereughbe at the Orange County Transportation Services Administration Building, 600 NC 86, 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 PlaRnIng and IRSPeGtIGHS grange Louniy I-ransportation Services Department to familiarize the advisory board members with the operation of County government, the Planning an,d�pect ieRS deportment rulesand the operating M: rdi a oneres of the ardyisery hoard , 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 9 09/06/2016 Attachment 2 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.