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HomeMy WebLinkAboutAgenda - 11-15-2022; 8-e - Proposed Amendments - Commission for the Environment Board-Specific Policy and Procedures 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 15, 2022 Action Agenda Item No. 8-e SUBJECT: Proposed Amendments — Commission for the Environment Board-Specific Policy and Procedures DEPARTMENT: Environment, Agriculture, Parks and Recreation (DEAPR) ATTACHMENT(S): INFORMATION CONTACT: 1) Proposed Amended CFE Policy David Stancil, 245-2510 and Procedures (Marked-up) Christian Hirni, 245-2514 2) Proposed Amended CFE Policy and Procedures (Clean) PURPOSE: To approve amendments to the Commission for the Environment board-specific Policy and Procedures document. BACKGROUND: Since 2000, the primary purpose of the Commission for the Environment (CFE) is to advise the Board of County Commissioners (BOCC) on matters affecting the natural environment. This responsibility generally includes advising on environmental policy, promoting education of the public and local officials on environmental issues, making recommendations on environmental initiatives, and understanding in special environmental studies and projects. The Commission for the Environment has operated under the current form of its Policy and Procedures document since 2010. During discussions earlier this year, CFE members and staff noted a number of changes needed to address areas where the advisory board had taken on several new responsibilities or clarification was necessary regarding current roles and duties. To address these areas, the CFE has drafted a series of recommended edits to the document. At its October 11, 2022 meeting, the CFE considered a final draft and voted unanimously to adopt and present the draft to the Board of County Commissioners. FINANCIAL IMPACT: There is no identified financial impact associated with this item. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated with this item ENVIRONMENTAL IMPACT: There is no identified Orange County Environmental Responsibility Goal impact associated with this item RECOMMENDATION(S): The Manager recommends that the Board review and approve the attached updated Orange County Commission for the Environment Policy and Procedures. 2 BOCC Adopted 11/8/12 ORANGE COUNTY COMMISSION FOR THE ENVIRONMENT POLICIES AND PROCEDURES SECTION I: SCOPE Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Commission for the Environment. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity on matters affecting the environment, with particular emphasis on environmental protection and climate action. B. Authority 1. North Carolina General Stature 153A-76 grants boards of commissioners the authority to establish advisory boards. 2. The adoptea Orange County Board of Commissioners Advisory Board Policy lhencetorm rei-erred to as "County Advisory Board Policy-,, serves as the underlying policy document to which the Commission for the Environment, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as "Exhibit A". 3. in the event there Eenf'REt betweeR the nye r Advisery BeaFd DGIiGy and thio DE)linies and PFE)Ge Ji Fes dGG 1meRt this Pelinioo Board PGIeGY shall Prevail. C. Charge 1. The charge of the Commission for the Environment is to advise the Orange County Board of Commissioners on matters affecting the environment, with particular emphasis on environmental protection and climate change. SECTION II: GOALS AND OBJECTIVES A. The Commission for the Environment shall have the following goals and objectives: 1. To advise the Orange County Board of Commissioners with regard to environmental policy, with particular emphasis on environmental protection qnd climate change. 2. To educate the public and local officials on environmental issues. 3 BOCC Adopted 11/8/12 3. To perform special studies and projects on environmental questions as requested by the Orange County Board of Commissioners. 4. To recommend environmental initiatives to the Orange County Board of Commissioners. 5. To study changes in environmental science and environmental regulations in the pursuit of its duties. 6. Provide recommendations and input on the Lands Legacy Program , as requested by the Orange County Board of Commissioners. 7. Provide recommendations and input on tThe Climate Action Grant proposals and other Orange County funding opportunities for environmental concerns, as requested by the Orange County Board of Commissioners. 7-.83o perform other duties as requested by the Orange County Board of Commissioners. 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 County Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform as notated in the Ofa-nge-County Board of COMM iSSOORerc Advisory Board Policy. B. Composition 1. The Commission for the Environment is composed of no more than fifteen voting members. and no fewer than nine. 2. The Commission for the Environment has no appointed alternate members. +ve 3. All Commission for the Environment members shall have a background, or knowledge base, in science, education, law, public health, solid waste, or a field which is relevant to environmental protection and/or climate change[DS11. 4 BOCC Adopted 11/8/12 &4. The Commission for the Environment seeks to have at least one member with specific expertise in each of the following areas: • Air Quality Engineering (preferably in a field related +e the eRVirenmen+) s I ai9 d Rr • Water Resources 4.T n at large members h come Lnewledge of RVireRrne tal SGie e following fietd-&--. • Edi Gabon • Land Resources • Energy •L-aw • Di ihlin Health • Di ihlin DeliGY • Selod Waste Qther areas that everlap with the fide areas of cher expertiseBioloaical Sciences 5. The Commission for the Environment shall have no appointed ex officio members. C. Officers 1. The elected officers of the Commission for the Environment shall consist of a Chair and a Vice Chair. D. Election Procedures and Terms of Office 1. The Officers shall be elected by the Commission for the Environment from among its members at the regular meeting in November of each year. They shall take office at the following regular meeting. SECTION IV. MEETINGS A. Staffing 1. Orange County staff may serve a support function to advisory boards upon the approval of the Orange County Manager. of the Manager, +I[DS21 The Department of Environment, Agriculture, Parks and Recreation (DEAPR) shall serve as staff to the Commission for the Environment. DEAPR shall keep all minutes and records of the Commission for the Environment and provide proper and legal notice of regular and special meetings to members of the public. 5 BOCC Adopted 11/8/12 2. The Sustainability Projects Manager may also serve a support function to the Commission for the Eenvironment. B. Agendas 1. Items for agendas shall be approved by the Commission for the Environment Chair and staff. To request an agenda item for consideration, a request must be received by the Chair or staff at least fifteen days before any regular scheduled meeting. 2 All business t be Gens�T�hall�st � agenda. To seGUFee Z�c1T77U7TTfGTJ—��� sUnh oensideration a request must be reneiyed by the Chair at least sevdays before lar crhedi led mee�f� Alp other b iciness TRl�G7TG Q'Qi 7 '.^"" IiT�JffTGTJ may be nensidered exnent by majority vote of the Board members present 411 special byciness or items net speGifirally noted on the regular meeting agenda may be deferred by the r�ossuoni fr^vr the Environment until the next regular meeting date 2. The agenda will be submitted to the Commission for the Environment members no less than 7 days before any regularly scheduled meeting_ Only items listed on this provided agenda may be voted upon. 3.The order of business at regular meetings shall be: a. Call to order. b. Consideration of additions or changes to the agenda. This is the only time additional items for discussion may be recommended and will be added if the majority present votes to approve. c. Call for approval of minutes of previous meeting. d. Consideration of remaining items on the agenda. e. Adjournment. 4. All meetings of the Commission for the Environment shall be open to the general public. 5. In order for a meeting to occur a quorum must be present. A quorum is defined as a majority of current members. &-.6. The vote of a majority of these members present shall be sufficient to decide all matters before the Commission for the Environment; prev KeseRt. _ During a meeting the members may decide to postpone a final deoisienvote to allow a document to be finalized for further consideration and to be voted upon Via e'eGtFGROG mall /Cemail\, as long as the doting renords are done imented and Tr on at a subsequent or special[DS31 meeting. 6J. For procedures not covered by these rules or the Orange County Advisory Board Policy, the Commission for the Environment shall n 6 BOCC Adopted 11/8/12 follow the rules contained in Robed the "Rules of 8r4er, Revise Procedure for the Board of County Commissioners, Orange County, NC." C. Date, Time and Location of Regular Meetings 1. Regular meetings of the Commission for the Environment shall be held the second Monday of each month at 7:30-00 p.m. at the Southern Human Services Center in Chapel Hill or the Environment and Agriculture Center in Hillsborough, or other place within Orange County designated by the Chair. The meetings shall adjourn not later than 9:30 p.m. unless extended for the meeting in session by vote of the members. D. Special Meetings 1. Special meetings may be called by the Chair or by the written request of at least three other members of the Commission for the Environment. -The notice of such a meeting shall specify the purposes of the meet[Rn and no other business may be considered except by unanimous consent of the Commission for the Environment members present. E. Meeting Notice 1. Department of Environment, Agriculture, Parks and Recreation ("DEAPR") staff and the Sustainability aA-Projects Manager shall give a minimum of five days' notice for both regular and special meetings. SECTION V. ORIENTATION A. Attendance 1. Each member shall attend an orientation presented by staff and the Chairthe[DS41DEAPR to familiarize the advisory board members with the E)PeFatinn Of ('GURt i gGVeFRMeRt, the DE RR policies and procedures, and-the operating procedures of the advisory board..-, the work of current committees, and member obligations. Other members of the CFE may attend as designated by the Chair. 2. Each voting member will be encouraged to complete the orientation within five weeks of his or her appointment and participate in at least one tour of locations relevant to the business of the Commission for the Environment. SECTION VI. BY-LAWS A. By-Laws g 7 BOCC Adopted 11/8/12 1. Any Bylaws adopted by the Commission for the Environment are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the GeneralCounty Advisory Board Policy document, and the "Rules of Procedure for the Orange Go, Board of County Commissioners, Orange County, NC." 2. Should the Commission for the Environment determine modifications to policies and procedures are necessary the Commission may petition the Board of County Commissioners for such modifications. 8 BOCC Adopted 11/8/12 ORANGE COUNTY COMMISSION FOR THE ENVIRONMENT POLICIES AND PROCEDURES SECTION I: SCOPE A. Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Commission for the Environment. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity on matters affecting the environment, with particular emphasis on environmental protection and climate action. B. Authority 1. North Carolina General Stature 153A-76 grants boards of commissioners the authority to establish advisory boards. 2. The adopted Orange County Board of Commissioners Advisory Board Policy (henceforth referred to as "County Advisory Board Policy") serves as the underlying policy document to which the Commission for the Environment, in addition to this policy and procedure document, is subject. The County Advisory Board Policy is attached hereto as "Exhibit A". C. Charge 1. The charge of the Commission for the Environment is to advise the Orange County Board of Commissioners on matters affecting the environment, with particular emphasis on environmental protection and climate change. SECTION II: GOALS AND OBJECTIVES A. The Commission for the Environment shall have the following goals and objectives: 1. To advise the Orange County Board of Commissioners with regard to environmental policy, with particular emphasis on environmental protection and climate change. 2. To educate the public and local officials on environmental issues. 3. To perform special studies and projects on environmental questions as requested by the Orange County Board of Commissioners. 1 9 BOCC Adopted 11/8/12 4. To recommend environmental initiatives to the Orange County Board of Commissioners. 5. To study changes in environmental science and environmental regulations in the pursuit of its duties. 6. Provide recommendations and input on the Lands Legacy Program, as requested by the Orange County Board of Commissioners. 7. Provide recommendations and input on the Climate Action Grant proposals and other Orange County funding opportunities for environmental concerns, as requested by the Orange County Board of Commissioners. 8. To perform other duties as requested by the Orange County Board of Commissioners. 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 County Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform as notated in the County Advisory Board Policy. B. Composition 1. The Commission for the Environment is composed of no more than fifteen voting members. 2. The Commission for the Environment has no appointed alternate members. 3. All Commission for the Environment members will have a background in science, education, law, public health, solid waste, or a field which is relevant to environmental protection and/or climate change. 4. The Commission for the Environment seeks to have at least one member with specific expertise in each of the following areas: • Air Quality • Water Resources • Land Resources z 10 BOCC Adopted 11/8/12 • Energy • Biological Sciences 5. The Commission for the Environment shall have no appointed ex officio members. C. Officers 1. The elected officers of the Commission for the Environment shall consist of a Chair and a Vice Chair. D. Election Procedures and Terms of Office 1. The Officers shall be elected by the Commission for the Environment from among its members at the regular meeting in November of each year. They shall take office at the following regular meeting. SECTION IV. MEETINGS A. Staffing 1. Orange County staff may serve a support function to advisory boards upon the approval of the Orange County Manager. The Department of Environment, Agriculture, Parks and Recreation (DEAPR) shall serve as staff to the Commission for the Environment. DEAPR shall keep all minutes and records of the Commission for the Environment and provide proper and legal notice of regular and special meetings to members of the public. 2. The Sustainability Projects Manager may also serve a support function to the Commission for the Environment. B. Agendas 1. Items for agendas shall be approved by the Commission for the Environment Chair and staff. To agenda item consideration, a request must be received by the Chair or staff at least fifteen days before any regular scheduled meeting. 2. The agenda will be submitted to the Commission for the Environment members no less than 7 days before any regularly scheduled meeting. Only items listed on this provided agenda may be voted upon. 3.The order of business at regular meetings shall be: a. Call to order. b. Consideration of additions or changes to the agenda. This is the only time additional items for discussion may be recommended and will be added if the majority present votes to approve. c. Call for approval of minutes of previous meeting. 3 11 BOCC Adopted 11/8/12 d. Consideration of remaining items on the agenda. e. Adjournment. 4. All meetings of the Commission for the Environment shall be open to the general public. 5. In order for a meeting to occur a quorum must be present. A quorum is defined as a majority of current members. 6. The vote of a majority of members present shall be sufficient to decide all matters before the Commission for the Environment. During a meeting the members may decide to postpone a vote to allow a document to be finalized for further consideration and to be voted on at a subsequent or special meeting. 7. For procedures not covered by these rules or the County Advisory Board Policy, the Commission for the Environment shall follow the rules contained in the "Rules of Procedure for the Board of County Commissioners, Orange County, NC." C. Date, Time and Location of Regular Meetings 1. Regular meetings of the Commission for the Environment shall be held the second Monday of each month at 7:00 p.m. at the Southern Human Services Center in Chapel Hill or the Environment and Agriculture Center in Hillsborough, or other place within Orange County designated by the Chair. The meetings shall adjourn not later than 9:30 p.m. unless extended for the meeting in session by vote of the members. D. Special Meetings 1. Special meetings may be called by the Chair or by the written request of at least three other members of the Commission for the Environment. The notice of such a meeting shall specify the purposes and no other business may be considered except by unanimous consent of the Commission for the Environment members present. E. Meeting Notice 1. Department of Environment, Agriculture, Parks and Recreation ("DEAPR") staff and the Sustainability Projects Manager shall give a minimum of five days' notice for both regular and special meetings. SECTION V. ORIENTATION A. Attendance 1. Each member shall attend an orientation presented by staff and the Chair to familiarize the advisory board members with policies and 4 12 BOCC Adopted 11/8/12 procedures, the operating procedures of the advisory board, the work of current committees, and member obligations. Other members of the CFE may attend as designated by the Chair. 2. Each voting member will be encouraged to complete the orientation within five weeks of his or her appointment and participate in at least one tour of locations relevant to the business of the Commission for the Environment. SECTION VI. BY-LAWS A. By-Laws 1. Any Bylaws adopted by the Commission for the Environment are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the County Advisory Board Policy document, and the "Rules of Procedure for the Board of County Commissioners, Orange County, NC." 2. Should the Commission for the Environment determine modifications to policies and procedures are necessary the Commission may petition the Board of County Commissioners for such modifications. 5