HomeMy WebLinkAboutAgenda 05-21-24; 8-j - Orange County Staff Working Group (SWG) By-Laws Amendments 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 21, 2024
Action Agenda
Item No. 8-j
SUBJECT: Orange County Staff Working Group (SWG) By-Laws Amendments
DEPARTMENT: Orange County Transportation Services
ATTACHMENT(S): INFORMATION CONTACT:
SWG By-Laws Revised Darlene Weaver, Transportation Planning
Manager, 919-245-2002
PURPOSE: To approve amendments to the Orange County Staff Working Group (SWG) By-Laws.
BACKGROUND: On March 20, 2024, the SWG reviewed and recommended the Orange County
Staff Work Group By-Laws be amended. The updates include voting attendance and Procedures.
Details of these changes are annotated below.
1. Section VI: Attendance
• Replaced: Voting members shall be expected to attend regular meetings in person, as
described in Section 2 of these Bylaws. Virtual attendance is allowed for those unable to
attend in person. Special meetings may be held, conducted and attended virtually.
2. Section VI — Voting Procedures
• Added: One member can cast both votes for the agency they represent, this applies to Go
Triangle, DCHC MPO and Orange County. Chapel Hill separated their two votes.
FINANCIAL IMPACT: There is no immediate financial impact associated with this item.
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
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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
impacts on the environment.
• CLEAN OR AVOIDED TRANSPORTATION
Implement programs that monitor and improve local and regional air quality by: 1) promoting
public transportation options; 2) decreasing dependence on single-occupancy vehicles, and
3) otherwise minimizing the need for travel.
RECOMMENDATIONS: The Manager recommends the Board approve the amendments to Orange
County SWG By-Laws.
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BYLAWS AND OPERATING PROCEDURES
ORANGE STAFF WORKING GROUP
ARTICLE I—NAME
The name of this organization shall be the Orange Staff Working Group, hereinafter referred to as
the "Orange SWG.
ARTICLE II—PURPOSE
Article III of the Transit Governance Interlocal Agreement (Governance ILA) for the
implementation of the Orange County Transit Multi-Year Vision Plan established the Orange SWG
for the following purposes:
To coordinate the ongoing planning and implementation aspects of the Orange County
Transit Multi-Year Vision Plan as defined in the "Transit Governance Interlocal
Agreement Between Research Triangle Public Transportation Authority, Durham-
Chapel Hill-Carrboro Metropolitan Planning Organization, and Orange County,"
hereinafter referred to as the "ILA," fully executed by the three parties March 8, 2023.
To serve in a structured advisory role to the Orange County Board of Commissioners, the
Research Triangle Public Transportation Authority (GoTriangle) Board of Trustees,
and the Durham-Chapel Hill-Carrboro Metropolitan Planning Organization (DCHC-
MPO) Board in their decision-making responsibilities outlined in the ILA related to
the implementation and ongoing maintenance of and updates to the Orange County
Transit Multi-Year Vision Plan(Multi-Year Vision Plan).
To review the Multi-Year Vision Plan at least every four years and recommend changes
to the managers and governing boards of Orange County, GoTriangle, and the
Durham-Chapel Hill-Carrboro Metropolitan Planning Organization(DCHC MPO).
To prepare and make recommendations to the Orange County Board of
Commissioners and GoTriangle's Board of Trustees for the Annual Transit
Work Program.
To prepare and communicate mid-year and annual progress reports on the
implementation of the Orange County Transit Multi-Year Vision Plan.
To evaluate whether a material change, as further defined in supporting Financial
Policies &Procedures,to the Plan is necessitated, and if so, to recommend a course
of action to the managers of Orange County, GoTriangle, and the Durham-Chapel
Hill-Carrboro Metropolitan Planning Organization(DCHC MPO).
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ARTICLE III-RESPONSIBILITIES
As specified in the ILA, the responsibilities of the SWG shall include:
• Identification of one or more party(ies) to the ILA to serve as the lead agency(ies) for each
of its responsibilities enumerated in Section 3.03 of the ILA.
• Developing or delegating to one or more agencies the development of the detailed elements
of a multi-year service implementation plan, as defined in the ILA.
• Developing or delegating to one or more agencies the development of templates containing
minimum standards for project status and financial reports for the Orange County Transit
Major Funds.
• Receiving, reviewing, and providing feedback on Q1, Enhanced Q2 Report, Q3, and annual
financial plan and project status reports relating to the Orange County Transit Work Program.
• Designating or delegating to one or more agencies the designation of agencies responsible
for each respective implementation element, as defined in the ILA.
• Developing or delegating to one or more agencies the development of a strategy or
incorporating or accounting for public outreach, involvement, and communication of the
Orange County Transit Work Program.
• Developing or delegating to one or more agencies the development of an articulated strategy
for each implementation element, as defined in the ILA, or agreement, which shall include
scope, geography,purpose and goals,processes for allowing amendments, and processes for
addressing Significant Concerns, as defined in the ILA.
• Develop an ongoing schedule for the completion of work products for which it is responsible
for producing.
ARTICLE IV—MEMBERS
Section 1 —Number and Qualifications:
As specified in the Governance ILA on March 8, 2023, a technical committee called the Staff
Working Group(SWG)is to be formed to facilitate the implementation of the Orange County Transit
Multi-Year Vision Plan. It is within the authority of the SWG's initial membership to expand the
committee's permanent voting and non-voting membership to include additional members deemed
necessary to fully execute the responsibilities of the SWG outlined in the ILA. Expansion of
permanent voting membership shall be considered an amendment subject to the provisions of Article
VI of these Bylaws. Each member agency's representative(s) shall be appointed by action of the
designated authority of each member. The Orange SWG shall include as voting members:
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Primary ILA Signatories:
A. Orange County (2 representatives)
B. Durham-Chapel Hill-Carrboro MPO (2 representatives)
C. GoTriangle (2 representatives)
Additional Parties to SWG:
D. Town of Chapel Hill (1 representative)
E. Chapel Hill Transit (1 representative)
F. Town of Carrboro (1 representative)
G. Town of Hillsborough (1 representative)
H. City of Mebane (1 representative)
Representatives and alternates shall be designated by the chief executive officer,or her/his designee,
of each member agency. Designations shall be made in writing and submitted to the staff person
appointed to provide administrative support to the Orange SWG (hereinafter, "SWG
Administrator"). The SWG Administrator may not be appointed to the SWG as a representative of
the member agency for which they work.
In addition to voting members,the following agencies shall have one (1) non-voting representative
participate in meetings:
a. Central Pines Regional Council
b. University of North Carolina, Chapel Hill
Non-voting members of the SWG shall be authorized to attend regular and special meetings of the
SWG and may participate in discussions and deliberations on items coming before the SWG for its
consideration. An expansion of non-voting membership shall be considered an amendment to these
Bylaws subject to Article VI and may be executed by a simple majority vote of SWG members. The
SWG Administrator shall always maintain an updated list of all designated representatives from both
voting and non-voting members.
Section 2 —Terms of Representation:
There shall be no limitation on the length of time a voting member may serve on the SWG subject
to the authorization to do so by the respective agency's designated authority.
Section 3 —Alternates:
Each member agency's designated authority may appoint an alternate to its primary representative(s)
provided each alternate also meets the same qualifications of membership. The alternate member
may serve as a full voting member during any meeting at which that agency's representative(s)is/are
not in attendance. Alternates must also be appointed by action of the designated authority of each
member in the same manner as regular voting members.Proxy and absentee voting are not permitted.
The agency responsible for administering the SWG shall always maintain an updated list of all
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designated alternate representatives from both voting and non-voting members.
ARTICLE V—OFFICERS
Section 1 —Officers Defined:
The Orange SWG shall,upon the majority vote of its present and eligible voting members, appoint
one voting member to act as Chair and one voting member to act as Vice-Chair. Chair and Vice
Chair cannot be from the same jurisdiction for any consecutive term.
Section 2—Elections:
The Chair and Vice Chair shall be elected annually at the last regularly scheduled meeting of the
fiscal year. The newly elected Chair and Vice-Chair shall take office immediately upon being
elected.
Section 3 —Terms of Office:
The term of office shall be one year. The Chair is limited to two consecutive terms. Each officer
shall hold office until his/her successor has been duly elected or until his/her earlier death,
resignation, disqualification, incapacity to serve, or removal from the SWG by his/her chief
executive officer.
Section 4—Duties of Officers:
The Chair shall call and preside over meetings and appoint subcommittees. The Chair shall
coordinate with the SWG Administrator in the development of meeting logistics, meeting agendas,
and summary meeting notes of the SWG's proceedings. The SWG Administrator shall maintain a
current copy of these Operating Procedures as an addendum to the Interlocal Implementation
Agreement, to be distributed to the public upon request.
In the absence of the Chair, the Vice-Chair shall preside and complete all other duties of the Chair.
ARTICLE VI—MEETINGS
Section 1 —Clerk of the Committee:
The SWG Administrator shall serve as the clerk of the SWG and an impartial member of the SWG.
They shall provide or otherwise delegate routine administrative services for the SWG, as needed,
and will be responsible for taking summary minutes of the SWG's proceedings and documenting all
associated actions at each meeting. The SWG Administrator shall maintain a current copy of these
Bylaws, to be distributed to the Orange County Board of Commissioners, DCHC MPO Board, and
the GoTriangle Board of Trustees as required by the ILA and to the public, upon request. When a
vote is called by any voting member of the SWG, the SWG Administrator shall facilitate that vote
as the impartial person administering the group. This allows the Chair and/or Vice Chair to cast
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votes in their appropriate role.
Section 2—Regular Meetings:
Meetings will be held on a regular schedule approved by the Orange SWG, in addition to electing
a Chair and Vice Chair, the SWG shall adopt a regular meeting schedule. Meeting notices and
agendas are to be distributed in sufficient time for them to have been received by each Orange SWG
member no later than seven business days prior to the meeting. Regular meetings may be canceled
by the Chair should there be insufficient business on Orange SWG's tentative agenda. SWG
meetings shall adhere to North Carolina Public Meetings Laws (as referenced in N.C.G.S. 143-
318.9:18).
Section 3 — Special Meetings:
Special meetings may be called by the Chair or at the request of the majority of the eligible voting
members. At least seven(7) days' notice shall be given.
Section 4—Quorums:
A quorum shall be when 7 of 11 SWG voting members appointed by the Parties to these Bylaws
are present for a SWG meeting.
Section 5—Attendance:
Each voting member shall be expected to attend each regular meeting and each special meeting
provided at least seven (7) days' notice is provided. Voting members shall be expected to attend
regular meetings in person, as described in Section 2 of these Bylaws.Virtual attendance is allowed
for those unable to attend in person. Special meetings may be held,conducted and attended virtually.
Voting member may have an alternate to serve in her/his absence provided that: (1) the SWG
Administrator is notified via email prior to the meeting who the voting member is, and (2) the
alternate has been previously approved by the chief executive officer of the agency represented.
This notification shall authorize the alternate to act as a present and eligible voting member in the
member's absence. Meetings are open to the general public.
Section 6—Agenda:
The agenda is a list of considerations for discussion at a meeting. Items on the agenda originate as
a carryover from previous Orange SWG meetings or are placed on the agenda prior to its distribution
by any voting or non-voting member of the Orange SWG. Additional items may be placed on the
regular agenda following a discussion of the last item on the regular agenda if a majority
concurrence of present and eligible voting members is received. Items may be placed on the agenda
by citizens with the majority concurrence of the eligible voting members.
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Section 7—Voting Procedures:
The Orange SWG will strive to reach a consensus on recommendations. However,the Chair or any
member may call for a vote on any issue, provided the motion to vote is seconded and the issue is
within the purposes set forth in Article II and on the agenda as outlined in Section 6 of this article.
One member can cast both votes for the agency they represent, this applies to Go Triangle, DCHC
MPO and Orange County. Chapel Hill separated their two votes. As a public body, in person
attendance is required, virtual attendance is allowed for those unable to attend in person. Voting
procedures may be conducted virtually for special meetings, or during holiday schedule, as
described in Sections 3 and 5 of these bylaws. A majority vote of the members (or their approved
alternates)present and eligible to vote shall be sufficient for approval of matters coming before the
Orange SWG. The Chair is permitted to vote; however, non-voting members and unauthorized
alternates are not permitted to vote.In the absence of any direction from these Operating Procedures,
Robert's Rules of Order shall govern voting procedures.
ARTICLE VI—AMENDMENTS TO OPERATING PROCEDURES
Amendments to these Operating Procedures of the Orange SWG shall require the affirmative vote
of all Orange SWG's eligible voting members, provided that written notice of the proposed
amendment has been received by each member at least seven(7) days prior to the meeting at which
the amendment is to be considered and provided that such amendment does not conflict with the
letter or fundamental intent of the Transit Governance Interlocal Agreement governing this
document. In the event of any conflict, the Transit Governance Interlocal Agreement shall carry
precedence over these Operating Procedures.
Approved by the Orange Staff Working Group on
Approved by the Orange County Board of Commissioners on
Approved by the GoTriangle Board of Trustees on
Approved by the DCHC MPO Policy Board on
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