HomeMy WebLinkAboutAgenda - 11-10-2022 Work Session; 3 - Periodic Review of the Orange County Board of County Commissioners Advisory Board Policy 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 10, 2022
Action Agenda
Item No. 3
SUBJECT: Periodic Review of the Orange County Board of County Commissioners
Advisory Board Policy
DEPARTMENT: Board of Commissioners
ATTACHMENT(S): INFORMATION CONTACT:
A. Advisory Board Policy Clerk's Office, 919-245-2130
B. Advisory Board Policy (Tracked
Changes)
C. Boards and Commissions Information
Guide (Spreadsheet)
PURPOSE: To conduct a periodic review of the Orange County Board of County Commissioners
Advisory Board Policy (Advisory Board Policy).
BACKGROUND: The Advisory Board Policy was adopted February 21, 2012, and included a
provision that the Board of Commissioners would conduct a periodic review of the policy every
five (5) years. While various portions of the Advisory Board Policy have been amended since that
time based on staff recommendations, a full review and discussion of the policy has not been
conducted by the Board.
The current version of the Advisory Board Policy is included as Attachment A.
Attachment B includes suggested amendments by Clerk's Office staff. Noteworthy suggestions
include:
• Changing the periodic review period from every five (5) to every two (2) years.
• Updating the list of boards and commissions to which the policy applies.
• Clarifying the role of recommendations received from advisory boards.
• Removing the ability of an advisory board member to continue serving one year past their
term expiration date.
• Requiring a majority vote by the Board to remove an advisory board member.
• Removing reference to unexcused absences related to attendance requirements of
advisory board members.
• Allowing remote meetings of advisory boards subject to this policy at all times, not only
during a declared State of Emergency.
Attachment C includes information on all of the boards to which the Board of Commissioners
makes appointments, including the type of board, board descriptions, composition requirements,
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any special appointment or recommendation requirements, term lengths and limits, and the
relevant policies.
FINANCIAL IMPACT: There is no financial impact associated with this item.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to
this item:
• GOAL: ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
RECOMMENDATION(S): The Manager recommends that the Board review and discuss the
Advisory Board Policy, including suggested changes in Attachment B, and provide direction to
staff.
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Attachment A
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
g. Commission for the Environment
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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.
3. Although not advisory boards the Board of Adjustment, Board of Equalization and
Review, and Animal Services Hearing Panel shall comply with the terms of this
Advisory Board Policy to the extent those boards are specifically addressed herein.
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.
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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
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. 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.
i. 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 may
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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. Any appointment to a
vacant position for less than a full three year term shall be considered a full term if
the time of membership is 24 months or greater.
S. 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.
7. No person appointed to an advisory board may concurrently serve in any publicly
elected office. *(Does not apply where the appointment is required by law,
intergovernmental agreement, or approved Orange County board specific policy—
applies to all boards, committees, and quasi-judicial boards)
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 year
term.
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.
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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
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).
I. 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
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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.
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.
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3. Is the Authorized spokesperson for the advisory board.
4. Assists staff in developing the advisory board meeting agenda.
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.
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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. No member of the advisory board shall make any written or oral statement of any
confidential county matter to any individual, business, or agency. A violation of this
section will result in that member's immediate removal from the advisory board. This
prohibition does not apply to communications with county staff, officials, or their
agents conducting official county investigations.
2. 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 county
issues presented before the board. Neither the advisory board nor any individual
member shall disseminate confidential information received during advisory board
meetings.
3. 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. During a state of emergency declared by the Chair of the Board of Commissioners of
Orange County the Orange County Manager may authorize any or all advisory
boards to meet remotely, as needed, pursuant to the remote meeting rules set out
herein.
4. 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.
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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.
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 51" 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.
4. In the event of a state of emergency declared by the Chair of the Board of
Commissioners of Orange County should advisory boards meet remotely, proper
notice of the remote meeting(s) will be posted through the office of the Clerk to the
Board of Commissioners.
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.
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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.
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.
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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.
2. Members who remotely attend a meeting may 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.
S. 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 present to vote. Presence may be accomplished
through remote attendance or physical attendance.
10. Individuals appointed as ex off icio members of the advisory board are not authorized
to vote on any issue before the advisory board.
SECTION IX. ETHICS
A. This section also applies to the Board of Adjustment, Board of Equalization and Review, and
Animal Services Hearing Panel.
B. 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.
C. 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.
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2. This section shall not apply to gifts or awards authorized by Orange County Policies,
Resolutions, or Ordinances.
D. 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.
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:
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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 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.
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C. Advisory Boards, the Board of Adjustment, Board of Equalization and Review, and Animal
Services Hearing Panel, 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.
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.
SECTION XII. REMOTE MEETINGS AND REMOTE ATTENDANCE PURSUANT TO NCGS§166A-19.24
A. Declared states of emergency.
1. Upon a declaration of a state of emergency in Orange County by the Chair of the
Board of Commissioners advisory boards subject to this Advisory Board Policy may
meet remotely as authorized by the County Manager.
2. A remote meeting is an official meeting, or any part thereof,with a majority or all of
the members of the advisory board participating by simultaneous communication.
3. Simultaneous communication is any communication by conference telephone,
conference video, or other electronic means.
4. Advisory Boards shall comply with open meetings laws.
5. Advisory Boards shall coordinate with the Clerk to the Board of Commissioners to
notify the public of the remote meetings and the means by which the public may
access the remote meetings.
6. If at any time during a remote meeting the number of members needed for a
quorum is disrupted by a loss of simultaneous communication the meeting will not
continue until simultaneous communication is restored and if simultaneous
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communication cannot be restored the meeting will be adjourned without further
action.
B. Remote attendance at other times.
1. At all other times advisory boards shall meet in person at the time and location
adopted in the board's meeting schedule and as set out herein.
2. Should a member be unable to physically attend a meeting the member may attend
remotely so long as simultaneous communication is maintained for the remotely
attending member(s) and only so long as the public has access to communications
by the member(s).
3. Remote attendance involves a member(s) of the advisory board participating by
simultaneous communication.
4. If the presence of a member(s) remotely attending a meeting is necessary for
purposes of achieving a quorum and simultaneous communication with the
member(s) is lost the meeting will not continue until simultaneous communication
is restored and if simultaneous communication cannot be restored the meeting will
be adjourned without further action.
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Attachment B
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 Orange County 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 two
(52)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
fig. Chapel Hill Orange County Visitors Bureau Advisory Board
19
gh_Commission for the Environment
4ri_Economic Development COMMiSSiORAdvisory Board
qLHistoric Preservation Commission
j-k_Human Relations Commission
I. Nursing Home Community Advisory Committee
Jim. Opioid Advisory Committee
4n. Orange County Parks and Recreation Council
ff:�.o_Orange County Planning Board
�p.__Orange Unified Transportation Board
e. \/msmter's Bureau
2. This Advisory Board Policy shall also apply to any new boards, commissions, councils,
committees, or taskforces with At-Large positions upon creation by the Orange
County Board of Commissioners.
-2-3.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.
4. Although not advisory boards the Board of Adjustment, Board of Equalization and
Review, and Animal Services Hearing Panel shall comply with the terms of this
Advisory Board Policy to the extent those boards are specifically addressed herein.
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 and Appointment Eligibility
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
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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
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. 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.
i. No person appointed to an advisory board may concurrently serve in any
publicly elected office. *(Does not apply where the appointment is required
by law, intergovernmental agreement, or approved Orange County board
specific policy—applies to all boards, committees, and quasi-judicial boards)
4-.1 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. Application and Appointment Process
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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 may
identify and suggest interview questions to the Orange County Board of
Commissioners.
4. Applicant nominations and appointment recommendations from advisory boards to
the Orange County Board of Commissioners are welcome, but are not guaranteed to
result in appointment.
a. Advisory boards may elect to interview applicants prior to making a
nomination or recommendation.
b. In the event an advisory board conducts such interviews the Orange County
Board of Commissioners may identify and suggest interview questions to the
Orange County Board of Commissioners.
membership
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.
Cemmissieners is it @S rl.,+.,.-.,w,*Y,.,.J that ;+ ir. in the ;.,+,,.,,r-+ f n.--,. ge C ,,.,+., +
E. Term
1. No person appointed to an Orange County advisory board shall serve on that board
for more than two consecutive terms of three years each. Any appointment to a
vacant position for less than a full three year term shall be considered a full term if
the time of membership is 24 months or greater.
2. 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.
1. Each appointed advisery beard meMbeF shall hn-Ir-I effice -until the quaIif6r--;#iA—.n —A.nd
appOiRtmeRt n-f h6S A—r hp-.r successor er URtil ene year has elapsed since the expiratieR
f^� t#s�i�se�as ;nted�ef�er se. "^�.�' ��t�v�
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2--.3.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 year
term.
3-4.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.
45 Ne-ty ithst^^,-;^^ seetie^ 11l(E)( ` beve +"^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.
�6.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 -advisery board Chair vdill fe-Ruvard a copy of the resignatien tA- thp- Clerk to the
-3-.2.The Orange County Board of Commissioners may recognize the individual's service
via a letter or certificate.
4.3.An announcement of the open seat will be made at the time the resignation becomes
effective.
G. Vacancies
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 upon a majority vote.
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
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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, missed ed meetings On question must be
n-
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 or staff support shall notify the Clerk to the Board of Orange
County Commissioners if a member has violated section III(H)(3).
I. 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 soon as possible, and at least forty-eight (48) hours ,uGh—,T
oaf before the scheduled meeting_as pessible.
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.
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24
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. 4-sActs as the Aauthorized spokesperson for the advisory board.
4. Assists staff in developing the advisory board meeting agenda.
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.
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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.
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. No member of the advisory board shall make any written or oral statement of any
confidential county matter to any individual, business, or agency. A violation of this
section will result in that member's immediate removal from the advisory board. This
prohibition does not apply to communications with county staff, officials, or their
agents conducting official county investigations.
2. 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
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26
responsibility of each member to respect and maintain the confidentiality of county
issues presented before the board. Neither the advisory board nor any individual
member shall disseminate confidential information received during advisory board
meetings.
3. 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 D HFiAg a tat .,f emeFgeney d elaF d by the Cha6F of the-The Board of
Commissioners of Orange County the Orange County Manager may authorize any or
all advisory boards to meet remotely, as needed, pursuant to the remote meeting
rules set out herein.
4. 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.
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.
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27
D. Remote meetings
1. Advisory boards subject to this policy may meet remotely as authorized by the
County Manager.
2. A remote meeting is an official meeting, or any part thereof, with a majority or all of
the members of the advisory board participating by simultaneous communication.
a. Simultaneous communication is any communication by conference
telephone, conference video, or other electronic means.
3. Advisory Boards shall coordinate with the Clerk to the Board of Commissioners to
notify the public of the means by which the public may access the remote meetings.
4. If at any time during a remote meeting the number of members needed for a
quorum is disrupted by a loss of simultaneous communication,the meeting will not
continue until simultaneous communication is restored and if simultaneous
communication cannot be restored,the meeting will be adjourned without further
action.
9-.E.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 advisory boardsthe-Beard shall cause a
sehedule of its meetings to be pesteapost their meeting schedules in a readily
accessible location. Such schedule shall also be delivered to the Clerk to the Board of
Commissioners for posting to the Orange County website.
4. in the-eko eI t of -A State of em eFge�a ey deslaTedbythe C h-;;*A-f t#e-Bead-e
!".,m., iss*eners of Ilr-,nge County sh. uld -,dyiseFy 6,.,-,..Jr Meet r.,metel.. .,r.,.,.,r
.tice of the r ete Fn eting(s) will be r,.,.ted thFe gh the effiee of the Clerk to the
Be r.J ef. CA-
F.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 2-21 12;Dates of Amendment 8-21-12;11-8-12;3-3-15;6-18-19;6-2-20;10-6-20;4-5-22;6-21-22
28
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.
�G.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.
2. Members who remotely attend a meeting may be counted present for purposes of a
quorum.
Adopted 2-21 12;Dates of Amendment 8-21-12;11-8-12;3-3-15;6-18-19;6-2-20;10-6-20;4-5-22;6-21-22
29
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 present to vote. Presence may be accomplished
through remote attendance or physical attendance.
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. This section also applies to the Board of Adjustment, Board of Equalization and Review, and
Animal Services Hearing Panel.
B. 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.
C. 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.
D. 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
Adopted 2-21 12;Dates of Amendment 8-21-12;11-8-12;3-3-15;6-18-19;6-2-20;10-6-20;4-5-22;6-21-22
30
interact.
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 past
calendar year, to secure the award of a bid from Orange County or the
approval of any Board or Agency of Orange County.
Adopted 2-21 12;Dates of Amendment 8-21-12;11-8-12;3-3-15;6-18-19;6-2-20;10-6-20;4-5-22;6-21-22
31
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, the Board of Adjustment, Board of Equalization and Review, and Animal
Services Hearing Panel, 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 2-21 12;Dates of Amendment 8-21-12;11-8-12;3-3-15;6-18-19;6-2-20;10-6-20;4-5-22;6-21-22
32
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.
A. Declared st-.t.,- .,f^
R AA r.d Af C e RgFnissieners a dyiseFy beards s bjeet to this n.dyisery R.,-,.-.d PeliE.. .,-,
meet r tely as etherize d by the County Manager.
,
nf..rnne.,.,i.dn. eF other nl..ctr.,ni,- .
4. n.dyisery Beards shall c my with epen meetings laws
S. n.dyisery Beards shall .- er.dinate ,.,•th the Clerk t.,the Beard .,f Ce.r.n..n..SSweners to
.,tif.,the p uhlie ..f the r et.. m ntiRgs anal the Fneans by which the public .,-.
th., r e F n et., rY. et•ng-s
G If at y time during a rernete meeting then rnber ofmemh.,r-s needed fer
queFum is disrupted by a less A-f Si.m.-Ultaneeus eeFnmy-mice-atiAen the meeting will
centinue until Sim-H-1t-.n... -Us e.,mmunieat*en is Festered -.n.d if sirn-Hitamee-US
^chin..
B. Remetn -att..n.d-.nen at Ath..r times
1 At all .,th.,r ti..-..,r a dyisery beards shall ffl. et On peFsen at the ti ffle and leeati.,n
a depte d in the h..-,r.d'r meeting sehe du le -anal -, et a ut herein
.,tely s^ leng a simultaneeus c eation iffl-aipt-aipedl f.,r the r .,te4y
Adopted 2-21 12;Dates of Amendment 8-21-12;11-8-12;3-3-15;6-18-19;6-2-20;10-6-20;4-5-22;6-21-22
33
attending rnember(s) and only so leng as the public has access te cemmunicatien-s
by the membe4s-�
Ir- atiE
4. If the pFesenee of a .,-,h.,r/.-1 r etel.,atte.,. iRg a meetiRg liS .,f. r
Adopted 2-21 12;Dates of Amendment 8-21-12;11-8-12;3-3-15;6-18-19;6-2-20;10-6-20;4-5-22;6-21-22
Attachment C DRAFT Boards and Commissions Appointment Information Guide 34
Description Board Composition Requirements Special Appointment Requirements Recommendation Term Length and Limits Policy Document
required?
Advisory Boards&Commissions
This Committee works to maintain the rights of residents living in Applicants must complete mandatory training and
adult care homes including assisted living facilities,continuing care be designated by the Office of the State
retirement communities,and family care homes.The members of Ombudsman prior to appointment by the Board. Adult Care Home Community Advisory
Adult Care Home Community Advisory Committee this committee promote community involvement and cooperation 10 At-Large members Applicants are first appointed to a one year term, Yes Up to 3 two-year terms Committee Policies&Procedures
with these facilities to ensure quality care of residents.All and if recommended again,are eligible for 3 two
members are appointed by the Board of County Commissioners. year terms.
12 total members including:
•7 over the age of 60;
This board suggests policy and makes recommendations to the •1 member must reside in the Town of
Board of Commissioners and the Department on Aging while acting Chapel Hill;
Advisory Board on Aging as the liaison between the older citizens of the County and the •1 member must reside in the Town of None outside of Orange County Board of County No Up to 2 three-year terms Advisory Board on Aging Policies and
County government.It is charged with promoting needed services,Carrboro; Commissioners Advisory Board Policy Procedures
programs and funding that impacts the older citizens.All members•1 member must reside in the Town of
are appointed by the Board of County Commissioners. Hillsborough;
•2 members must reside in
unincorporated areas of the count
This board prioritizes affordable housing needs and assesses
project proposals.The board also publicizes the County's housing
objectives,monitors the progress of local housing programs, None outside of Orange County Board of County Affordable Housing Advisory Board
Affordable Housing Advisory Board explores new funding opportunities,and works to increase the 15 At-Large members Commissioners Advisory Board Policy No Up to 2 three-year terms policies and Procedures
community's awareness of,understanding of,commitment to,and
involvement in producing attractive affordable housing.All
members are appointed by the Board of County Commissioners.
Up to 2 three-year terms;however,
Chapter 48,Section 48-5(b)(2)of
This board promotes the economic and cultural importance of 15 total members including: the Orange County Code Ordinances allows members
agriculture in the county,and encourages voluntary preservation •8 At-Large members; None outside of Orange County Board of County Agricultural Preservation Board Policies
Agricultural Preservation Board and protection of farmland for future production.All members are •1 member from each of the 7 Commissioners Advisory Board Policy No representing the 7 Voluntary be and Procedures
appointed by the Board of County Commissioners. Voluntary Agricultural Districts Agricultural Districts
appointed as many timess as
the
Board permits to ensure
representation.
13 total members including:
•1 member representing the Town of
Carrboro;
•1 member representing the Town of
This board is charged to advise the Board of County Commissioner Chapel Hill;
on matters of concern regarding animal issues and animal services •1 member representing the Town of
in Orange County.The Animal Services Advisory Board works with Hillsborough;
the Animal Services Director to ensure best-in-class quality animal •3 At-Large members; The Towns will pass resolutions requesting
appointment of applicant to their seats. Animal Services Advisory Board Policies
Animal Services Advisory Board services,and maintains contact with the stakeholder groups from •2 Veterinarians,1 must be the No Up to 2 three-year terms
Otherwise,none outside of Orange County Board and Procedures
which its members are appointed.The board also provides a venue Veterinarian that serves on the Board of of County Commissioners Advisory Board Policy
in which stakeholder concerns about animals,animal policies and Health;
issues,and animal services programming may be voiced, •3 members with experience with
considered,and referred as appropriate. animal welfare and advocacy;
•1 member certified animal
handler/trainer/technician;
•1 member owner/manager of for-
profit pet service business
This Commission recommends strategies to promote the artistic
and cultural growth of Orange County,advises the Board of 15 total members including:
Commissioners on matters involving the arts,and acts as the .14 At-Large members; None outside of Orange County Board of County Orange County Arts Commission Board
Arts Commission granting panel for funding programs available to individual artists No Up to 2 three-year terms
•1 member student representative Commissioners Advisory Board Policy Policies and Procedures
and non-profit groups sponsoring arts projects in Orange County. from UNC that serves a one year term
All members are appointed by the Board of County
Commissioners.
35
Description Board Composition Requirements Special Appointment Requirements Recommendation Term Length and Limits Policy Document
required?
•1 from Orange County/Hillsborough
Chamber of Commerce;
•1 from Chapel Hill/Carrboro Chamber
of Commerce;
•1 from Alliance for Historic
Hillsborough;
•1 from UNC—Chapel Hill;
•2 from Orange County Lodging Assoc.
(hotel under 100&over 100 rooms);
•1 Town of Chapel Hill Council member;
The Visitors Bureau is charged with developing and coordinating •1 Town of Hillsborough Board of
visitor services in Orange County. It also implements marketing Commissioner; None outside of Orange County Board of County Chapel Hill Orange County Visitors
Chapel Hill/Orange County Visitor's Bureau programs that will enhance the economic activity and quality of lif •1 Town of Carrboro Board of Commissioners Advisory Board Policy Yes Up to 2 three-year terms Bureau Policies and Procedures
in the community.All members are appointed by the Board of Aldermen;
County Commissioners. •1 from North Carolina H.S.Athletic
Association;
•1 from Economic Development
Commission—Orange County;
•1 County Commissioner;
•1 Orange County Arts Commission
Board Liaison;
•1 Economic Development Staff
person—Town of Chapel Hill(ex-officio);
•1 Economic Development Staff person
—Town of Carrboro(ex-officio);
15 total members including:
•1 member with expertise in Air
This Commission advises the Board of Commissioners on matters Quality;
affecting the environment with particular emphasis on protection. -1 member with expertise in Biological
It educates public and local officials on environmental issues and Sciences;
Commission for the Environment performs special studies and projects.It also recommends •1 member with expertise in None outside of Orange County Board of County No Up to 2 three-year terms Orange County Commission for the
Engineering Commissioners Advisory Board Policy Environment Policies and Procedures
environmental initiatives and study changes in environmental ,1 member with expertise in Land
science and local and federal regulations.All members are
appointed by the Board of County Commissioners. Resources
•1 member with expertise in Water
Resources
•10 At-Large Members
10 total members including:
This Board works cohesively with the County's Economic •1 representing Agriculture;
•1 Entrepreneur; Majority of,but not all,members shall be residents
Development staff and other economic development partners to ,1 representing UNC-Chapel Hill; of Orange County.Otherwise,none outside of Economic Development Advisory Board
Economic Development Advisory Board position Orange County as a competitive location for business ,1 representing Tourism; Orange County Board of County Commissioners No Up to 2 three-year terms Policies and Procedures
opportunities.All members are appointed by the Board of County ,1 representing Non-Profit Sector; Advisory Board Policy.
Commissioners.
•Others representing Core Business
Community
This Commission is charged with undertaking an inventory of Appointees must have demonstrated interest,
properties of historical,prehistorical,architectural,and/or cultural experiences,or education in history,architecture,
Historic Preservation Commission
significance.It recommends areas to be designated or removed as 7 At-Large members landscape architecture,archaeology or related No Up to 2 three-year terms Orange County Historic Preservation
"historic districts"and reviews and acts upon proposals for fields.Otherwise,none outside of Orange County Commission Polities and Procedures
alterations,demolition,new construction,etc.All members are Board of County Commissioners Advisory Board
appointed by the Board of County Commissioners. Policy.
This Commission is charged to study and make recommendations 12 total members including:
concerning problems related to human relationships,anticipate •9 At-Large members;
and seek solutions to problems as they arise,make •1 representing the Town of Carrboro;
recommendations designed to promote goodwill and harmony •1 representing the Town of Chapel None outside of Orange County Board of County Human Relations Commission Policies
Human Relations Commission among groups in the County,monitor complaints involving Hill; Commissioners Advisory Board Policy No Up to 2 three-year terms and Procedures
discrimination,address and attempt to remedy harm created •1 representing the Town of
through discrimination,bias,hatred,and civil inequality,and Hillsborough;
promote harmonious relations within the county.
This Committee works to maintain the rights of residents living in Applicants must complete mandatory training and
Nursing Homes.The members of this committee promote be designated by the Office of the State
Ombudsman prior to appointment by the Board. Nursing Home Community Advisory
Nursing Home Community Advisory Committee community involvement and provides public education on long- 10 At-Large members Applicants are first appointed to a one year term, Yes Up to 2 three-year terms Committee Policies and Procedures
term care issues.All members are appointed by the Board of
County Commissioners. and if recommended again,are eligible for 3 two
ear terms.
Page 2 of 6
36
Description Board Composition Requirements Special Appointment Requirements Recommendation Term Length and Limits Policy Document
required?
12 total members including:
•1 member from each of the County's 7
This council consults with and advises the Department of townships;
Environment,Agriculture,Parks and Recreation,and the Board of •1 member residing within the Town of
County Commissioners on matters affecting park planning, Chapel Hill None outside of Orange County Board of County Parks and Recreation Council Policies
Orange County Parks and Recreation Council development and operation;recreation facilities,policies and •1 member residing within the Town of Commissioners Advisory Board Policy No Up to 2 three-year terms and Procedures
programs;and public trails and open space.All members are Carrboro;
appointed by the Board of County Commissioners. •1 member residing within the Town of
Hillsborough
•2 At-Large members
This board studies Orange County and surrounding areas to
determine objectives in the development of the County.It 12 total members including;
prepares and recommends plans to achieve that development, •1 member from each of the County's 7 None outside of Orange County Board of County
Orange County Planning Board including the suggesting of policies,ordinances,and procedure.It townships; Commissioners Advisory Board Policy No Up to 2 three-year terms Planning Board Policies and Procedures
reviews development applications and makes recommendations to•5 At-Large members
the Board of Commissioners.All members are appointed by the
Board of County Commissioners.
This Board advises the Orange County Board of County
Commissioners and provides information and comments on major The 7 At-Large members much have expertise or
transportation issues.Specifically,the OUT Board provides the specific interest in as many of the following areas
Board of County Commissioners with recommendations regarding as possible:
the overall planning and programming of transportation Bicycle transportation
improvements in the County,including identification and 14 total members including: Pedestrian access and safety
prioritization of the County's roadway and transit needs along with•1 member from each of the County's 7 Public Transit Orange Unified Transportation Board
Orange Unified Transportation Board associated costs and specific sources of funding;provision of townships Environmental issues No Up to 2 three-year terms policies and Procedures
recommendations to the Board regarding Federal and State •7 At-Large members Economic Development
legislation affecting transportation in Orange County;and Planning
exploration and suggestion of recommendations on innovative Public Health
techniques and methods to improve the efficiency and capacity of Otherwise,none outside of Orange County Board
existing and future transportation systems.All members are of County Commissioners Advisory Board Policy.
appointed by the Board of County Commissioners,
Decision Making(Quasi-Judicial)Boards
16 total members including:
•1 member representing the Town of
Carrboro
•1 member representing the Town of
The charge of the Animal Services Hearing Panel Pool is to hear Chapel Hill
appeals concerning violations of the Orange County Code of •1 member representing the Town of
Ordinances,Chapter 4("Animal Control Ordinance'),as provided Hillsborough
in the Orange County Code of Ordinances,Section 4-53 Appeals •1 member representing the Public Yes,requires
Animal Services Hearin Panel Pool and also potentially dangerous do appeals as prescribed b N.C. Health field At-Large members must have some relevant Resolution for Town U to 2 three-year terms Animal Services Hearing Panel Pool
g p y g g pp y knowledge of animal behavior. p y Policies and Procedures
Gen.Stat.§67-4.1(c).It is the responsibility of pool members to •1 member representing the Public seats only
conduct fair and impartial hearings for these appeals and they will Safety field
receive training in both law and proper procedure from the Office •3 At-Large members
of the County Attorney prior to participating in a hearing. •3 At-Large members from
unincorporated areas of the County
•1 veterinarian
•3 members of the Animal Services
Advisory Board
The Board of Equalization and Review hears appeals from resident
concerning various property tax issues,including valuation and
exemption appeals.The Board of Equalization and Review is NC General Statutes Chapter 105 Article
Board of Equalization and Review charged with ensuring that all taxable property is appraised and 3 At-Large members and 7 alternates None No Up to 2 three-year terms 21
assessed according to the standards required by the North Carolina
General Statutes.All members are appointed by the Board of
County Commissioners.
The Board of Adjustments hears and decides on variance
applications,appeals submitted related to official
decisions/determinations made by the Planning Director,reviews
Orange County Board of Adjustment and takes action on Class B Special Use Permit applications,as well 6 At-Large members and 1 alternate None No Up to 2 three-year terms Board of Adjustment Rules of Procedure
as matters required to pass by the Unified Development
Ordinance.All members are appointed by the Board of County
Commissioners.
Statutorily Required Boards
The ABC Board has the authority to buy,sell,transport and possess
alcoholic beverages for the operation of its stores.This board also 5 At-Large members and 1 County Orange County Alcoholic Beverage
Alcoholic Beverage Control Board adopts rules for the ABC system and has the authority to hire and Commissioner who serves as a non- The Board of County Commissioners must No Up to 2 three-year terms Control Board Policy and Procedure
dismiss employees.All members are appointed by the Board of voting member designate the Chair of this board. Manual
County Commissioners.
Page 3 of 6
37
Description Board Composition Requirements Special Appointment Requirements Recommendation Term Length and Limits Policy Document
required?
11 total members including:
•1 County Commissioner
•1 Licensed Physician
•1 Licensed Dentist
This Board makes public health policy and is charged with •1 Licensed Optometrist Orange County Board of Health Policy
Board of Health protecting and promoting public health in Orange County. •1 Licensed Veterinarian None No Up to 3 three-year terms and Procedures Manual
•1 Licensed Pharmacist
•1 Registered Nurse
•1 Professional Engineer
•3 At-Large members
5 total members including:
The board is charged with selecting the Director of Social Services •2 members appointed by BOCC
and advising the County and municipalities on ways to improve the(including one commissioner) The Board of County Commissioners only appoints
Board of Social Services social conditions of the community.It consults with the Director of•2 members appointed by Social two members to this board. No Up to 2 three-year terms NC General Statutes Chapter 108A
Social Services to solve problems and to plan the budget. Services Commission
•1 member appointed by the Board of
Social Services
3 total members including:
•1 member appointed by the BOCC
This commission reviews the list of potential jurors and prepares •1 member appointed by the Senior The Board of County Commissioners only appoints
Jury Commission the jury list. Resident Superior Court Judge one member to this commission. No Up to 3 two-year terms NC General Statutes Chapter 9
•1 member appointed by the Clerk of
Su erior Court
Authority Boards
The goal of the Orange County Housing Authority board is to
provide decent,safe,and sanitary housing for the low and
moderate income families in the County.At least one member of
the Board shall be a Section 8 voucher holder.Other board Members serve 5 year terms and may serve up to Bylaws of the Orange County Housing
Orange County Housing Authority Board members may represent the following areas of interest:real 7 At-Large members two consecutive terms No Up to 2 five-year terms Authority
estate,development,affordable housing,municipal law,and
banking.All members are appointed by the Board of County
Commissioners.
Inter-Governmental Boards/Partnerships
15 total members including:
•4 members appointed by the
Governor
•4 members appointed by Durham
Durham Technical Community College Board of County Board of Commissioners The Board of County Commissioners only appoints
Trustees This board governs the Durham Technical Community College. •4 members appointed by Durham two members to this board,including one County No Up to 2 four-year terms Board of Trustee Bylaws
Public Schools Board of Education Commissioner
•2 members appointed by Orange
County Board of Commissioners
•1 ex-officio member who shall be the
Colle e's Student Senate President
9 total members including:
This board establishes operating policies on a range of issues 'Hill Town Council S members appointed by the Chapel
including billing,budgeting,personnel,purchasing,rates, The Board of County Commissioners only appoints
Orange Water and Sewer Authority Board of Directors reimbursement agreements,and water and sewer extensions.It '2 members appointed by Carrboro two members to this board. No Up to 2 three-year terms OWASA Bylaws
Board of Aldermen
also reviews and approves general system development. .2 members appointed by Orange
County Board of Commissioners
24 members total appointed as evenly
as possible by the Boards of
Commissioners of Alamance, The Board of County Commissioners currently has
This board is a partnership of public and private resources that Montgomery,Moore,Orange,and 3 appointments on this board.Members must
provides workforce development solutions for individuals and Randolph Counties. represent one of the following fields:local business
businesses.It helps businesses locate,screen,select and train organizations;local education agencies;vocational
Workforce Development Board-Regional Partnership workers and assistjob seekers access the resources they need to At least 51%of members must education institutions,community-based No Up to 2 three-year terms Workforce Development Board Bylaws
find employment.This board consults with current or relocating represent local business organizations organizations,and higher educational institutions;
businesses and economic developers to deliver customized and business trade associations. and private and proprietary schools;state or local
workforce development solutions. No less than 20%of members shall labor organizations and other interested
represent organized labor and organizations.
community based organizations.
Governmental Boards(Carrboro,Chapel Hill,
Hillsborough,Mebane)
9 total members including; The Board of County Commissioners appoints two
This board hears and decides citizen appeals from any order, •7 members appointed by the Board of members to the board including one from the Article 3,Part 2 Town of Carrboro Land
Carrboro Board of Adjustment decision,requirement,or interpretation made by the Zoning Aldermen; Yes Up to 2 three-year terms
Administrator.It also hears and decides on applications. •2 members appointed by the Board of Carrboro Extraterritorial Jurisdiction and one from Use Ordinance
County Commissioners the Northern Transition Area
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38
Description Board Composition Requirements Special Appointment Requirements Recommendation Term Length and Limits Policy Document
required?
The Committee will review zoning amendment requests,special/
conditional use permit applications for developments within the
Northern Transition Area of Carrboro make recommendations to 5 total members including:
the Carrboro Board of Adjustment or Carrboro Board of Aldermen; •2 members appointed by the Board of The Board of County Commissioners appoints
inventory areas if cultural,archaeological,historical significance; Article 3,Section 15-27 Town of
Carrboro Northern Transition Area Advisory Committeeareas of open space,rural character,scenic qualities,biological Aldermen; three members this committee,who must all No Up to 2 three-year terms Carrboro Land Use Ordinance
values;areas of agricultural uses;and make recommendations '3 members appointed by the Board of live in the Northern Transition Area
County Commissioners
based on the above studies for additional policies,goals,etc.that
will preserve and enhance the special character of this area,and
relate to its growth.
This board studies and makes recommendations to the Carrboro 11 total members including: The Board of County Commissioners appoints two
Board of Aldermen for proposed and actual developments in •9 members appointed by Board of members to the committee including one from the Article 3,Part 1 Town of Carrboro Land
Carrboro Planning Board Carrboro. It also develops and recommends policies,ordinances, Aldermen; Yes Up to 2 three-year terms
and administrative procedures,and performs any other duties •2 members appointed by the Board of Northern Transition Area and one from the Use Ordinance
assigned by the Board of Aldermen. County Commissioners Carrboro Extraterritorial Jurisdiction
This board hears and decides appeals from any decision or 10 members,3 alternates total
determination by the Town Manager,Council,or the Planning including: The Board of County Commissioners appoints
•8 members,2 alternates appointed by three members to this board including one from
Board in granting or denying site plan approval,or of the A endix A Article 8 Section 8.3 Chapel
Chapel Hill Board of Adjustment Chapel Hill Town Council; the Joint Planning Area,and two who reside in No Up to 2 three-year terms
Appearance Commission in granting or denying sign plan approval Hill Code of Ordinances
or of the Historic District Commission or Appearance Commission •2 members,1 alternate appointed by either the Joint Planning Area or the Chapel Hill
Board of County Commissioners Extraterritorial Jurisdiction
in granting or denying a Certificate of Appropriateness.
The Library Board of Trustees is responsible for recommending
long-term plans,policies,and programs of library service 9 total members including:
throughout the community. It advises the Mayor and Council on •8 appointed by Chapel Hill Town The Board of County Commissioners appoints one Chapter 2,Article 9 Chapel Hill Code of
Chapel Hill Library Advisory Board library matters,develops plans for library facilities,and Council; member to this board No Up to 2 four-year terms Ordinances
recommends operating policies of the library.The Trustees are als •1 appointed by Board of County
responsible for the monitoring of non-budgeted gifts and Commissioners
donations received by the library,
The basic function of the Commission is to promote recreation for
the citizens of Chapel Hill.The Commission serves as the recreation
policy advisory body for the Department of Parks and Recreation 9 total members including:
Chapel Hill Parks,Greenways,and Recreation and the Town.It consults with and advises the Council on matters •8 members appointed by Chapel HillThe Board of County Commissioners appoints one No Up to 2 three-year terms Chapter 12 Article 2 Cha el Hill Code of
Commission affecting the overall recreational policies of the Town,the Town Council;.1 member appointed by Board of member to this commission Ordinances
acquisition and use of lands and properties related to the total
community recreation program,and its long-range projected County Commissioners
programs for recreation,parks,and playgrounds.
The board develops a comprehensive plan for the orderly growth 10 total members including: The Board of County Commissioners appoints two
and development of Chapel Hill.It reviews all plans for buildings, •8 appointed by Chapel Hill Town
members to this commission who must reside in Appendix A Article 8 Section 8.2 Chapel
Chapel Hill Planning Commission projects and facilities to be located within the Town's jurisdiction. Council; No Up to 2 three-year terms
It also formulates and recommends the adoption and amendment •2 members appointed by the Board of the Joint Planning Area or the Chapel Hill Hill Code of Ordinances
of ordinances. County Commissioners Extraterritorial Jurisdiction
5 members and 2 alternates total
including:
•2 members and 1 alternate appointed
This board reviews non-residential building projects,variance by Town of Hillsborough Board The Board County Commissioners appoints two
Hillsborough Board of Adjustment members and l J alternate who live in the No Up to 2 three-year terms Section 2 Hillsborough UD
requests and appeals. •2 members and 1 alternate appointed Extraterritorial O
by the Board of County Commissioners Jurisdiction.
•1 member appointed by the
Hillsborough Planning Board
The board acquires and maintains information in order to 10 total members including:
•7 members appointed by Town of The Board of County Commissioners appoints 3
Hillsborough Planning Board understand past trends,prepare and amend the comprehensive Hillsborough Board members who live in the Extraterritorial No Up to 2 three-year terms Section 2 Hillsborough UDO
plan for the development of the area,and prepare and
•
recommend ordinances promoting orderly development. 3 members appointed by the Board of Jurisdiction.
County Commissioners
7 total members including:
•5 members appointed by City of
The Mebane Board of Adjustment hears and decides appeals of Mebane The Board of County Commissioners appoints one
Mebane Board of Adjustment decisions by the Mebane Zoning Enforcement Officer.It grants •1 member appointed by the Alamance member who resides in the Mebane No Up to 2 three-year terms Article 2 Mebane UDO
special use permits and variances. County Board of Commissioners Extraterritorial Jurisdiction
•1 member appointed by the Orange
County Board of Commissioners
Page 5 of 6
39
Description Board Composition Requirements Special Appointment Requirements Recommendation Term Length and Limits Policy Document
required?
9 total members including:
The Mebane Planning Board reviews plans and makes •6 members appointed by City of
recommendations to the Mebane City Council for proposed and Mebane The Board of County Commissioners appoints one
Mebane Planning Board actual developments in Mebane.It also develops and recommends•2 members appointed by theAlamance County Board of member who resides in the Mebane No Up to 2 four-year terms Article 2 Mebane UDO
polices,ordinances,and administrative procedures regarding land Extraterritorial Jurisdiction
use and development. Commissioners
•1 member appointed by the Orange
County Board of Commissioners
NOTE:Italics denote a term length NOTE:In addition to the linked Policy
and/or term limit required by Document,all boards and commissions
statute or policy other than Orange under the Advisory Boards and
County Board of Commissioners Commissions section also operate under
Advisory Board Policy the
Orange County Board of Commissioners
Advisory Board Policy
Page 6 of 6