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HomeMy WebLinkAboutAgenda - 04-20-2004-5kORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 20, 2004 Action Agenda Item No. y„ I . SUBJECT: Boards and Commissions - BOCC DEPARTMENT: County Commissioners ATTACHMENT(S): YES -Under separate cover _Volunteer Resolution -Orange County Appointment and Orientation Process for Boards and Commissions-REVISED PUBLIC HEARING: (Y/N) No INFORMATION CONTACT: Donna S. Baker, ext 2130 Hillsborough Chapel Hiil Durham Mebane TELEPHONE NUMBERS: 732-8181 968-4501 688-7331 336-227-2031 PURPOSE: To consider adapting a procedure that the BOCC would like to use in order to facilitate any change in Boards and Commissions and to amend the Volunteer Resolution. BACKGROUND: County Commissioners serve on various County and County-related boards and commissions. Each year the County Commissioners indicate their desire to continue serving on a specific board or commission or their desire to make changes. The proposed procedure that the Commissioners agreed to at their April 1, 2004 meeting was a proposal made by Commissioner Gordon, in November 2003, which stated that: 1. Each Commissioner shall choose three (3) boards/commissions on which to serve. 2. After each one has made his/her choices, each person chooses a fourth board or commission; each person then makes a fifth choice, and so forth, until everyone is satisfied. 3. The order of choosing could be according to seniority, if the Board wishes. Other possibilities include choosing alphabetically by last name, or by drawing lots. Commissioners could choose to pass on making a choice if they wish. The BOCC also discussed passible amendments to the Volunteer Resolution at its April 1, 2004 meeting and these changes are incorporated in the attached proposed revised Volunteer Resolution. FINANCIAL IMPACT: NONE RECOMMENDATION (5): The Manager recommends that the Board: 1. Adopt the suggested procedure that the BOCC would like to use in order to facilitate any change in Boards and Commissions; 2. Adapt the proposed revised Volunteer Resolution (revisions are in italics/underlines).. i EFFECTIVEAPRIL6,1992 REVISED Z AMENDED MARCH 15,1994 3 AMENDED AUGUST 8, 199M1 9 AMENDED: NOVEMBER 3, 1999 S AMENDED: NOVEMBER 22.1999 6 AMENDED: DECEMBER 7,1999 ~ AMENDED: FEBRUARY 14, 2060 8 AMENDED: JUNE 6, 2600 J AMENDED: MARCN 6.2601 i O AMENDED: APRIL 20 2604 i i RESOLUTION 12 ORANGE COUNTY i3 APPOINTMENT AND ORIENTATION i9 PROCESS FOR is BOARDS AND COMMISSIONS 16 1 7 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the is governing body of Orange County, to appoint persons to various boards and commissions to is assist in the operation of county government; and 20 z i WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and 22 dependable people to serve on these boards and commissions and therefore solicits the 23 interest and input of the citizens of Orange County in making said appointments; and 29 zs WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures 26 will increase public awareness of the various appointments that are to be made from time to z~ time. zs 2a WHEREAS, the Board of Commissioners desires to increase the public's interest in the 3n solicitation of information and recommendations that will assist the Board in the appointment of 3i qualified, knowledgeable, and dependable citizens to serve on the various boards and 3z commissions; 33 39 NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the 3s policies and procedures governing appointments to the various boards and commissions as 36 fOIIOWS: 37 36 1. Any s}tiaen resident of Orange County is eligible to serve on the appointed 39 boards or commissions of the County where such appointment is not prohibited by State 9o statute. All appointments will be made according to the applicable statute, ordinance, 91 resolution or policy that created the board or commission. Discretion will be used when 9z considering County employees for membership on any of the boards or commissions. Elected 93 officials from other jurisdictions shall not be appointed to County boards and commissions 99 unless specifically representing their boards in their elected capacity. 95 96 2. The County Commissioners may recruit through public advertising, membership 9 7 committees of boards and commissions, talent bank, Volunteer Orange, Internet, speakers H:\2009 Boards and Commissions\Resolution for Boards and Commissions rev 2 for 9 20. doc Last printed 12:31 PM9 /12/2009 i bureau and County information line. While the Board of Commissioners may request and/or z receive recommendations from county boards and commissions or other sources, the Board of 3 Commissioners will make the final decision based on all factors related to the representative 9 needs of the specific boards. 6 3. Appointments forjoint planning area and extraterritorial residents as members and ~ alternate members to city boards shall be done in accordance with the General Statues (G.S. e 160A-362) and, by Chapter 234 of the 1987 session laws, G.S. 160A-360.1 which require a city to 9 give representation to the residents of its extraterritorial zoning jurisdiction on its Planning io Board and the Board of Adjustment. When a vacancy exists, the municipality will be requested i i to provide to the Board of County Commissioners a resolution with a recommendation for that lz vacancy. The Board of County Commissioners may solicit other applications for said vacancy if 13 they so desire. If the Board of County Commissioners does not make the appointment within 90 i9 days after receiving a recommendation from the City Council requesting such action, the City is Council may appoint outside members in accordance with G.S. 160A-362. {Members ofsub- i 6 committees of County Boards and Commissions shall be members approved by the Orange ~. ~ County Board of Commissioners and not members selected by the particular Board or i e Commission. 19 zo 4. Appointments will be made at a regular meeting of the Board of Commissioners. 21 The regular expiration of terms for positions on boards and commissions will be March, June, zz September and December. When the appointments are presented to the County Commissioners 23 for their consideration, a list of all those who have applied and are eligible for appointment will zn be included i~-the-agenda with the abstract. If someone is recommended for appointment, the 2s abstract will indicate that a recommendation has been received, giving the source. The z6 recommendation will be kept on file in the Clerk's office. The attendance records, including late 2~ arrivals, for all members seeking reappointment will be included with the recommendation. 26 z 9 5. No citizen of Orange County shall serve in more than two appointed positions of 3o Orange County Government unless exempted by the nature of the position he or she may hold 31 in governmental service. This policy shall not apply to individuals who serve on boards or 32 commissions because of their official position. It also does not apply to volunteers serving 33 because of a requirement that a particular type of professional individual be represented if 39 recruitment efforts have failed to locate other qualified persons. This policy shall not apply to 35 citizen service on one short-term task force (making a total of three appointments) if the 36 duration of service is less than one year. A "Task Force" is defined as a group with a specific 3 ~ charge and a short duration for its work. This policy shall not apply to any Orange County 3e Commissioner who serves on any board as an appointee or a liaison to a board because he/she 39 is a County Commissioner. Q o 6. The County Commissioner "Liaison" assigned to a board or commission shall 9 i serve the following roles: H:\2009 Boards and Commissions\Resolution for Boards and Commissions rev 2 fox 9 20,.doc Last printed 12:31 PM9/12 /2009 1 1. To communicate with the board or commission when County Commissioner z communication is needed and to serve as the primary two-way communications 3 channel between Commissioners and the board or commission. 9 2. To participate in filling vacancies and reviewing applications. s 3. To serve as the primary formal Commissioner contact, and/or to be invited to 6 attend/participate as needed. ~ 4. To resolve questions the board or commission may have about the role of e Countv Commissioners, Countv government, and the board or commission. 9 5. To establish formal or informal contact with the chairperson of the board or to commission and effectively communicate the role of the liaison. 11 6. To provide procedural direction and relay the Commissioners' position to the lz board or commission and communicate to the board or commission that the 13 liaison's role is not to direct the board/commission in its activities or work. 19 15 1 e 7. A member of the Orange County Board of Commissioners who serves as an 17 "Alternate Member" on an Orange County. North Carolina; advisory board or la commission, shall have the following duties and powers: 19 zo a.) An alternate member (hereinafter referred to as "alternate") shall serve as a z 1 substitute for a regular member in the event of the regular member's absence. zz 23 b.) An alternate is not required to attend meetings; except in the case of the z9 Board ofAdiustment, for which alternates are required to attend. 25 z 6 cl An alternate may attend meetings if she/he chooses to do so, however; z~ 2a d.) An alternate may not participate unless the member she/he is substituting for z9 is absent. 30 31 e.l "Participate" is defined as speaking during the meetin~Lasking questions 32 during the meeting of staff and others, and/or voting. 33 39 f.) In the case of Orange County Commission members, if the attendance of the 3s alternate would create a majority of County Commissioners in attendance, the 36 alternate must leave the meeting table and be one a silent observer. 37 3a g.) Even though an alternate does not attend all meetings, he/she is required to 39 be informed and knowledgeable of the business and activities of the advisory 9 o body. H:\2009 Boards and Commissions\Resolution for Boards and Commissions rev 2 for 4 2Q..doc Last printed 12:31 PM9/12/2009 z h) If Orange County Commissioners attend a meeting at which two appointed 3 commissioners are present, they may not speak, lobby staff, or otherwise 9 participate in the meeting except as a silent observer. 5 9 8. For boards/commissions which are not state mandated, the Board's policy is to to limit the length of service to two-three year terms (or any combination of full terms totaling six 11 years) on the various boards and commissions. This time period does not include state lz mandated training programs or partial terms. If the unexpired term is greater than two years it 13 may be considered a full term. This will allow for more individuals to serve and for diversity of 19 opinions. It will also provide for conformity in the length and number of terms for those boards is and commissions that are not state mandated with set terms. The Board will limit the length of i 6 service according to this policy for boards and commissions that are State mandated, to the 1 ~ extent permitted under state law. 18 19 9. If an appointee, in any calendar year, has absences which constitute more than 25 zo percent of the regularly scheduled Board meetings or three consecutive meetings, whichever 21 comes first, which he or she is required to attend, he or she is obligated to resign. The Board of 22 Commissioners may consider extenuating circumstances. if the individual refuses to resign, he z3 or she may be removed by action of the Board of County Commissioners subject to state or z9 local law. A leave of absence may be granted for extraordinary circumstances, such as illness 2s or personal circumstances. This request must be made to the Board of County Commissioners. 26 A calendar year is to be defined as a 12-month period beginning on the date of appointment. z ~ The Clerk to the Board shall request all new appointees to certify that they understand the 2e attendance policy. 29 3o 10. The rate of pay, if any, to members for serving on boards and commissions shall 31 be established by the Board of Commissioners in accordance with the General Statutes. 32 Records for pay purposes shall be submitted by the appropriate department to the finance 33 Officer for monthly disbursement. 34 35 11. Attendance at a Volunteer Orientation Program will be required of ail new 36 appointees to the boards and commissions . This does not include those boards and 3 ~ commissions, task forces or committees of short duration although if space permits, they will 3e be invited. The purpose of this training is to supplement rather than replace any specific 39 training needed for a person to serve on a particular board or commission. The following 4o boards or commissions shall receive specific training in their area of responsibility: 91 9 2 Adult Care Home Community Advisory Committee-training by the Triangle J Area 9 3 Aaency on Apinp Ombudsman Program 94 Board of Equalization and Review- special on the iob training (per John Smith) H:\2009 Boards and Commissions\Resolution for Boards and Commissions rev 2 for 9 20.doc Last printed 12:31 PM9 /12 /2004 i Board of Health-awaiting response 2 Board of Social Services- awaiting response 3 Human Relations Commission-HRC members receive Ordinance training from 9 staff and they can receive federal HUD training by attending the national HUD s conferences and HUD pays for their training 6 Nursing Home Advisory Committee- training by the Triangle J Area Agency on ~ Aging Ombudsman Program s Orange County Planning Board-Proposed: Institute of Government Training 9 Orange County Board of Adjustment-As of April, 2004, the BOA members receive a io copy of the Orange County Planning Ordinances; a copy of the book from the IOG i i (Institute of Government): "The Zoning Board of Adjustment in North Carolina' i i z and the County Attorney meets with members of the BOA once a year. 13 Other Boards as the Board of Commissioners shall determine 19 15 i~ 12. Individuals who go off a board or commission will receive a commemorative gift of 1 ~ appreciation along with a letter from the Board of Commissioners thanking them for their is service. A person must serve at least one year to be recognized in this way. Each board and i 9 commission is encouraged to also recognize its members as it deems appropriate. 20 21 13. The Board of Commissioners reserves the right, at any time and for any reason, zz to remove any member of any board or commission when a motion for removal receives the z3 vote of a majority of the entire membership of the Board of Commissioners. 29 2s 14. The members of County advisory boards and commissions shall agree to follow z6 the ethics guidelines adopted by the Board of Commissioners. In addition, ail citizens applying 2 ~ for the OWASA Board of Directors will be required to sign a Board Member Disclosure Form. ze z9 THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All 3o appointments to boards and commissions by the Board of Commissioners shall follow the 31 provisions of this policy. 32 H:\2004 Boards and Commissions \Resolution for Boards and Commissions rev 2 for 9 20..doc Last printed 12:31 PM4/12/2009