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HomeMy WebLinkAboutAgenda 09-19-23; 8-b - Amendments to the Orange Unified Transportation (OUT) Board Policies and Procedures 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 19, 2023 Action Agenda Item No. 8-b SUBJECT: Amendments to the Orange Unified Transportation (OUT) Board Policies and Procedures DEPARTMENT: Orange County Transportation Services ATTACHMENT(S): INFORMATION CONTACT: 1. Revised OUTBoard Rules & Procedures Darlene Weaver, Transportation Planning Manager, 919-245-2002 PURPOSE: To approve amendments to the Orange Unified Transportation Board (OUTBoard) Policies and Procedures. BACKGROUND: In July 2023, the OUTBoard reviewed and proposed updates its Policies and Procedures. The OUTBoard recommended updating the date, time, and location of the regular meetings. Meetings currently occur on the third Wednesday of the month, with a start time of 6:30 pm at the Orange County West Campus Office Building, 131 West Margaret Lane, Hillsborough, North Carolina. The OUTBoard recommends twelve (12) voting members, with no alternates, and each member representing demographic, geographic, cultural, and professional characteristics as follows: 1. Section III: Membership B. Composition • Composed of twelve (12) voting members, including one from each township, if possible. Members shall represent diverse demographic, geographic and culture and professional characteristics. 2. Section III: Membership C. Attendance • Meeting attendance will be in accordance with Section II, Hof the County Commissioners Advisory Board Policy. • Members are encouraged to attend in person. Remote options will be available to voting members upon request. 3. Section IV. Meetings C. Date, Time, Location of Regular Meetings • Meeting are held on the third Monday of the month at 6:30 pm. The meeting will be held the second Monday of the month, in the event of Holiday. The start time and location of the meeting shall be included on the agenda and shall typically be at: West Campus Office Building 131 West Margaret Lane Hillsborough, NC 27278 FINANCIAL IMPACT: There is no immediate financial impact associated with this item. 2 SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are applicable to this item: • GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. ENVIRONMENTAL IMPACT: The following Orange County Environmental Responsibility Goal impacts are applicable to this item: • ENERGY EFFICIENCY AND WASTE REDUCTION Initiate policies and programs that: 1) conserve energy; 2) reduce resource consumption; 3) increase the use of recycled and renewable resources; and 4) minimize waste stream. • CLEAN OR AVOIDED TRANSPORTATION Implement programs that monitor and improve local and regional air quality by: 1) promoting public transportation options; 2) decreasing dependence RECOMMENDATIONS: The Manager recommends the Board approve the amendments to the OUTBoard Policies and Procedures. 3 Amended October 18, 2022 Attachment 1 Orange Unified Transportation (OUT) BOARD POLICIES AND PROCEDURES SECTION I: SCOPE A. Purpose 1. To establish a policy and procedures whereby the Orange County Board of Commissioners will establish the specific policies and procedures governing the Orange Unified Transportation (OUT) Board. 2. The Orange County Board of Commissioners may appoint an advisory board whose duty is to serve in an advisory capacity in regards to planning and programming transportation infrastructure improvements and other County transportation planning initiatives, as determined by the Board of Commissioners. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the OUT Board, in addition to this policy and procedure document, is subject. The Orange County Advisory Board Policy is attached hereto as "Exhibit A". 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge 1. The OUT Board is charged with advising the Board of County Commissioners on the planning and programming of transportation infrastructure improvements and other County transportation planning initiatives, as directed by the Board. 2. Upon request, OUT Board may advise other boards regarding transportation. SECTION II: GOALS AND OBJECTIVES A. Goals The Transportation Element of the 2030 Comprehensive Plan includes the County's goals for transportation planning and provides guidance for the OUT Board, Planning Board, Board of County Commissioners, and staff. B. Objectives The OUT Board shall: 1. Identify and provide prioritization recommendations on the County's roadway, transit, bicycle, and pedestrian needs. 2. Assist in development and review of updates to the Transportation Element of the Comprehensive Plan. 4 Amended October 18, 2022 Attachment 1 3. Provide recommendations to the Board regarding Federal and State legislation affecting transportation in Orange County. 4. Provide recommendations on innovative techniques and methods to improve the efficiency and capacity of existing and future transportation systems. 5. Carry out special projects as assigned by the Board of Commissioners. 6. Serve as an advisory body to the Administrative Staff of the Orange Public Transit (OPT) System. The roles of assistance may include but are not limited to being: a. A forum to discuss relevant issues related to public transportation; b. An advocate in promoting new or expanded transit services; c. Sounding board on program operations, goal setting and monitoring; d. As a guardian of passenger rights for the general public and special targeted populations; and e. When directed by the BOCC, recommends NCDOT grants, contracts, and studies that affect the current or future service levels of public transportation in Orange County. SECTION III: MEMBERSHIP A. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority the Orange County Board of Commissioners hereby establishes certain general conditions to which applicants and members of advisory boards should conform. B. Composition 1. The OUT Board is composed of twelve (12) voting members, including one from each township, if possible.caxten (7) "^ting momhorc 2. Members shall represent diverse demographic, geographic, eual cultural and professional characteristics, as follows: a. Codon (7) members, one from each tewnship: b-a Qo.ion (7) alternates nr nnn_Vn Rg members, C. Attendance 1. Meeting attendance will be in accordance with Section III, H of the County Commissioners Advisory Board Policy. 2. Members are encouraged to attend in-person. Remote options will be available to voting members upon request. SECTION IV.MEETINGS 5 Amended October 18, 2022 Attachment 1 A. Staffing 1. Orange County staff may serve a support function to the OUT Board upon the approval of the Orange County Manager. B. Agendas 1. Items for agendas shall be approved by the OUT Board Chair and Orange County staff. C. Date, Time, and Location of Regular Meetings 1. Regular meetings of the OUT Board shall be held as needed to address items that require Board action consistent with its Charge and Duties identified herein. 2. Meetings are held on the third Monday of the month at 6:30 pm. The meeting will be held the second Monday of the month, in the event of Holiday. The start time and location of the meeting shall be included on the agenda and shall typically be at: range County roti Dlanninry and IRspeGtinn B iildinn West Campus Office Building 131 West Margaret lane Hillsborough, NC 27278 ;173. The OUT-Board Chair, in consultation with staff, shall have the authority to change the start time and location of a regular meeting to meet any special circumstances, provided the information is included on the distributed agenda. SECTION V. ORIENTATION A. AtteRdaRG B-.A Each member shall attend an orientation presented by the Orange County Transportation Services Department to familiarize the advisory board members with the operation of County government, 1".'.-B. Each voting member will be encouraged to complete the orientation within six weeks of his or her appointment. SECTION VI.BY-LAWS A. By-Laws 1. Any Bylaws adopted by the OUT Board are void and no further bylaws shall be adopted. Procedure shall be governed solely by this policy document and the General Advisory Board Policy Document. 2. Should the OUT Board determine modifications to policies and procedures are necessary, the OUT Board may petition the Board of County Commissioners for such modifications.