HomeMy WebLinkAboutAgenda - 03-18-2025; 6-a - Periodic Review and Approval of Amendments to the Orange County Board of County Commissioners Advisory Board Policy 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 18, 2025
Action Agenda
Item No. 6-a
SUBJECT: Periodic Review and Approval of Amendments to the Orange County Board of
County Commissioners Advisory Board Policy
DEPARTMENT: Board of Commissioners
ATTACHMENT(S): INFORMATION CONTACT:
1) Advisory Board Policy Clerk's Office, 919-245-2130
2) Advisory Board Policy (Tracked
Changes)
3) Boards and Commissions Information
Guide (Spreadsheet)
PURPOSE: To conduct a periodic review and approve amendments to the Orange County Board
of County Commissioners (BOCC) Advisory Board Policy (Advisory Board Policy).
BACKGROUND: The Advisory Board Policy was adopted February 21, 2012, and included a
provision that the BOCC would conduct a periodic review of the policy. The last periodic review
of the Advisory Board Policy took place at the BOCC's November 10, 2022 work session.
The current version of the Advisory Board Policy is included as Attachment 1.
Attachment 2 includes suggested amendments by Clerk's Office staff.
Attachment 3 includes information on all of the boards to which the Board of Commissioners
makes appointments, including type of board, board descriptions, composition requirements, 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.
ALIGNMENT WITH STRATEGIC PLAN: There are no Orange County Strategic Plan Goals
applicable to this item.
RECOMMENDATION(S): The Manager recommends that the Board review and discuss the
Advisory Board Policy and approve amendments, including the suggested changes in Attachment
2.
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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 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 (2)
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
Adopted 2-2112;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;12-5-22
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g. Chapel Hill Orange County Visitors Bureau Advisory Board
h. Commission for the Environment
i. Economic Development Advisory Board
j. Historic Preservation Commission
k. Human Relations Commission
I. Nursing Home Community Advisory Committee
m. Opioid Advisory Committee
n. Orange County Parks and Recreation Council
o. Orange County Planning Board
p. Orange Unified Transportation Board
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.
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
Adopted 2-2112;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;12-5-22
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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)
J. 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.
Adopted 2-2112;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;12-5-22
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D. Application and Appointment Process
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 electto 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
advisory board.
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.
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.
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.
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.
5. 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.
Adopted 2-2112;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;12-5-22
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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 their 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 Orange County Board of Commissioners may recognize the individual's service
via a letter or certificate.
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
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.
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
Adopted 2-2112;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;12-5-22
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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 before the
scheduled meeting.
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.
Adopted 2-2112;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;12-5-22
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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. Acts as 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
Adopted 2-2112;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;12-5-22
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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
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.
Adopted 2-2112;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;12-5-22
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2. Unless otherwise specified, public meetings will follow the standard rules of
procedure defined by the Orange County Board of Commissioners.
3. The Board of Commissioners of Orange County or 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.
D. Remote meetings
1. Advisory boards subject to this policy may meet remotely as authorized by the
County Manager, except the Orange County Planning Board, Board of Adjustment,
Board of Equalization and Review, and Animal Services Hearing Panel.
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 anytime during a remote meeting the number of members needed for a
quorum is disrupted by a loss of simultaneous communication,the meeting will not
Adopted 2-2112;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;12-5-22
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continue until simultaneous communication is restored and if simultaneous
communication cannot be restored, the meeting will be adjourned without further
action.
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 5t" of each calendar year advisory boards shall post 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.
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.
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.
Adopted 2-2112;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;12-5-22
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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.
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.
Adopted 2-2112;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;12-5-22
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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
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
Adopted 2-2112;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;12-5-22
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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.
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.
Adopted 2-2112;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;12-5-22
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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.
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.
Adopted 2-2112;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;12-5-22
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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.
Adopted 2-2112;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;12-5-22
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Attachment 2
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 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 (2)
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, pelieies, eeFRF"Ass+ens, and EeHIRIc-ias:
a. Adult Care Home and Nursing 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
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
g. Chapel Hill Orange County Visitors Bureau Advisory Board
h. Commission for the Environment
i. Economic Development Advisory Board
j. Historic Preservation Commission
k. Human Relations Commission
m. Opioid Advisory Committee
n. Orange County Parks and Recreation Council
o. Orange County Planning Board
p. Orange Unified Transportation Board
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.
3. Except as otherwise provided herein or through a specific advisory board policies and
procedures document,y 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
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
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. Except as otherwise provided in a specific advisory board policies and
procedures document, Aall board members shall be residents of Orange
County and shall maintain their demmdle residence in Orange County unless
they are undeF eighteen (18)yeaFs ef age and applying feF a yeuth designated
pesitien. The Clerk shall confirm applicants are residents of Orange County.
'r. Bemicile is defined- as ene's ie-ffnanent estc`1--himS..e� herneas
distinguished fre.m. ene's temperaFy altheugh actual place 9f
i. Residence is defined as the place, especially the house, in which a
person lives or resides; dwelling; home
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)
J. 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, racial, 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.
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
2. Members shall be appointed from applicants whose who have properly filed and
submitted applications were submit to the Clerk to the Board of Qfat-,,e
CountyCountV Commissioners.
D. Application L ^ppeuntr. ent Nomination, and Appointment Process Procedures
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.
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
advisory board.
S. The QFange County Beard of r direct the Clerk to the Board e
Athprrn hAArraT
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.
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.
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
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.
5. 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 their 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 Orange County Board of Commissioners may recognize the individual's service
via a letter or certificate.
3. An announcement of the open seat will be made ;# ;t- timeafter 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 may remove any member of an advisory board for neglect of duty- or
nonparticipation that becomes problematic to the advisory board's functioning and
purpose. Neglect of duty and non participation 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.
4. The advisory board Chair or staff liaison shall notify a member if the member is at risk
of being removed pursuant to section III(H)(3).
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
5. The advisory board Chair or staff sef-liaison 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 eF he their 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
HA
e FA&M
-.A.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.
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
B. Members
1. Members shall attend meetings of the advisory boardserve 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 before the
scheduled meeting.
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.
—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.
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.
4 5.The Clerk's Office shall be notified of the results of each election.
2. Responsibilities
i. The advisory board Chair:
1. Calls all meetings.
2. Serves as the presiding officer and conducts advisory board meetings.
3. Acts as 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 proposeset recommendations
or assigns another member of the advisory board to do so.
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
9. Assists staff in preparing the annual report and work plan of the
advisory board each year.
10. Signs correspondence and represents the board before the Board of
County Commissioners with the formal approval of the advisory
board by motion and vote.
11. The Chair or a quorum of the commission may call a special meeting.
The Chair may also cancel a regular meeting.
12. Performs other duties necessary or customary to the office.
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.
4�2.Keeps attendance records.
-2-3.Submits minutes to the Chair and staff liaison to be distributed to
advisory board members in advance of meetings.
84.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.
4.5.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
per+edie—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 a d-COMplete 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 r=ha4F and Viee Chair, of newly eleeted, shall t+er.a:
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
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
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. The Board of Commissioners of Orange County or 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.
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
iii. A schedule of all meeting dates, times, and places shall be properly
posted in accordance 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. Remote meetings
1. Advisory boards subject to this policy may meet remotely as authorized by the County
Manager, except the Orange County Planning Board, Board of Adjustment, Board of
Equalization and Review, and Animal Services Hearing Panel.
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.
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 seven 7 9} 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 5t" of each calendar year advisory boards shall post—submit their
meeting schedules in a readily &-wCh —Sc--hp—rd—le Shall be
delmveFed—to the Clerk to the Board of Commissioners for posting to a readily
accessible location. the QFaRg^ County ^"sit^
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
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.
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.
Adopted 2-2112;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;12-5-22;3-18-25
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Attachment 2
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.
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
Adopted 2-2112;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;12-5-22;3-18-25
12
29
Attachment 2
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
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.
Adopted 2-2112;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;12-5-22;3-18-25
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30
Attachment 2
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.
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.
Adopted 2-2112;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;12-5-22;3-18-25
14
31
Attachment 2
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.
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.
Adopted 2-2112;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;12-5-22;3-18-25
15
32
Attachment 3
Boards and Commissions Appointment Information Guide
omrequired?
Description Board Composition Requirements Special Appointment Requirements Recmendation Term Length and Limits Policy Document
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 Adult Care Home and Nursing Home
Adult Care Home and Nursing Home Community retirement communities,and family care homes.The members of Ombudsman prior to appointment by the Board.
10 At-Large members Yes Up to 2 three-year terms Community Advisory Committee
Advisory Committee this committee promote community involvement and cooperation Applicants are first appointed to a one year term,
Policies&Procedures
with these facilities to ensure quality care of residents.All members and if recommended again,are eligible for 2 three
are appointed bythe 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 county
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 No Up to 2 three-year terms
community's awareness of,understanding of,commitment to,and Commissioners Advisory Board Policy Policies and Procedures
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 of
agriculture in the county,and encourages voluntary preservation •8 At-Large members; None outside of Orange County Board of County Ordinances allows membersAgricultural 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 and Procedures
appointed bythe Board of County Commissioners. Voluntary Agricultural Districts Agricultural Districts to be
appointed as many times as the
Board permits to ensure
representation.
feta mem ers me u mg:
•1 member residing in the Town of
Carrboro;
This board is charged to advise the Board of County Commissioners •1 member residing in the Town of
on matters of concern regarding animal issues and animal services Chapel Hill;
in Orange County.The Animal Services Advisory Board works with •1 member residing in the Town of
the Animal Services Director to ensure best-in-class quality animal Hillsborough;
•3 At-Large members;
Animal Services Advisory Board services,and maintains contact with the stakeholder groups from ,2 Veterinarians,1 must be the None outside of Orange County Board of County No Up to 2 three-year terms Animal Services Advisory Board Policies
which its members are appointed.The board also provides a venue Commissioners Advisory Board Policy and Procedures
in which stakeholder concerns about animals,animal policies and Veterinarian that serves on the Board of
issues,and animal services programming may be voiced, Health;
considered,and referred as appropriate.All members are •3 members with experience with
animal welfare and advocacy;
appointed by the Board of County Commissioners.
•1 member certified animal
hand ler/trainer/technician;
•1 member owner/manager of for-
nrnfit nct carvi—hncin—,
33
Description Board Composition Requirements Special Appointment Requirements Recommendation Term Length and Limits Policy Document
required?
This Commission recommends strategies to promote the artistic
and cultural growth of Orange County,advises the Board of 15 total members including: Majority of,but not all,members shall be residents
Arts Commission
Commissioners on matters involving the arts,and acts as the •14 At-Large members; of Orange County.Otherwise,none outside of No Up to 2 three-year terms Orange County Arts Commission Board
granting panel for funding programs available to individual artists •1 member student representative Orange County Board of County Commissioners Policies and Procedures
and non-profit groups sponsoring arts projects in Orange County. from UNC that serves a one year term Advisory Board Policy.
All members are appointed by the Board of County Commissioners.
•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 Majority of,but not all,members shall be residents
visitor services in Orange County.It also implements marketing
Commissioner; of Orange County.Otherwise,none outside of Chanel Hill Orange County Visitors
Chapel Hill/Orange County Visitor's Bureau programs that will enhance the economic activity and quality of life Yes Up to 2 three-year terms
in the community.All members are appointed by the Board of '1 Town of Carrboro Council Member; Orange County Board of County Commissioners Bureau Policies and Procedures
County Commissioners. •1 from North Carolina H.S.Athletic Advisory Board Policy.
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);
�:u r,.....,«.0 ip o
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;
•1 member with expertise in None outside of Orange County Board of County Orange County Commission for the
Commission for the Environment performs special studies and projects.It also recommends No Up to 2 three-year terms
environmental initiatives and study changes in environmental Engineering Commissioners Advisory Board Policy Environment Policies and Procedures
•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
e Members
10 total members including:
This Board works cohesively with the County's Economic •1 representing Agriculture;
Development staff and other economic development partners to '1 Entrepreneur; Majority of,but not all,members shall be residents
•1 representing UNC-Chapel Hill; of Orange County.Otherwise,none outside of Economic= Advisory Board
Economic Development Advisory Board position Orange County as a competitive location for business No Up to 2 three-year terms
opportunities.All members are appointed by the Board of County '1 representing Tourism; Orange County Board of County Commissioners Policies and Procedures
•1 representing Non-Profit Sector; Advisory Board Policy.
Commissioners.
•Others representing Core Business
Community
Page 2 of 7
34
required?
Description Board Composition Requirements Special Appointment Requirements RecommendationTerm Length and Limits Policy Document
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,
significance.It recommends areas to be designated or removed as landscape architecture,archaeology or related Orange County Historic Preservation
Historic Preservation Commission 7At-Large members No Up to 2three-year terms
"historic districts"and reviews and acts upon proposals for fields.Otherwise,none outside of Orange County Commission Policies 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 member residing in the Town of
recommendations designed to promote goodwill and harmony Carrboro;
Human Relations Commission among groups in the County,monitor complaints involving •1 member residing in the Town of None outside of Orange County Board of County No Up to 2 three-year terms Human Relations Commission Policies
discrimination,address and attempt to remedy harm created Chapel Hill; Commissioners Advisory Board Policy and Procedures
through discrimination,bias,hatred,and civil inequality,and •1 member residing in the Town of
promote harmonious relations within the county.All members are Hillsborough
appointed by the Board of County Commissioners.
14 total members including:
•1 member from each of the County's 7
This council consults with and advises the Department of townships;
•1 member residing in the Town of
Environment,Agriculture,Parks and Recreation,and the Board of Chapel Hill
Orange County Parks and Recreation Council
County Commissioners on matters affecting park planning, •1 member residing in the Town of None outside of Orange County Board of County No Up to 2three-year terms Parks and Recreation Council Policia.
development and operation;recreation facilities,policies and Commissioners Advisory Board Policy and Procedures
programs;and public trails and open space.All members are Carrboro;
appointed by the Board of County Commissioners. •1 member residing in the Town of
Hillsborough
•2 At-Large members
•2 non-voti a vouth deleeates
This board studies Orange County and surrounding areas to
determine objectives in the development of the County.It prepares 12 total members including;
and recommends plans to achieve that development,including the •1 member from each of the County's 7 None outside of Orange County Board of County
Orange County Planning Board suggesting of policies,ordinances,and procedure.It reviews townships; No Up to 2 three-year terms Planning Board Policies and Procedure:
development applications and makes recommendations to the •5 At-Large members Commissioners Advisory Board Policy
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 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
13 total members including:
improvements in the County,including identification and •1 member from each of the County's 7 Pedestrian access and safety
prioritization of the County's roadway and transit needs along with Public Transit Orange Unified Transportation Board_
Orange Unified Transportation Board associated costs and specific sources of funding;provision of townships if possible Environmental issues No Up to 2 three-year terms Policies and Procedures
•
recommendations to the Board regarding Federal and State 5 At-Large members.1non-voting youth delegate 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
Page 3 of 7
35
Recommendation
Description Board Composition Requirements Special Appointment Requirements Term Length and Limits Policy Document
required?
18 total members including:
•2 members representing the Town of
Carrboro(Carrboro appointing
authority)
•2 members representing the Town of
The charge of the Animal Services Hearing Panel Pool is to hear Chapel Hill(CH appointing authority)
appeals concerning violations of the Orange County Code of •2 members representing the Town of
Ordinances,Chapter 4("Animal Control Ordinance'),as provided in Hillsborough(Hillsborough appointing
the Orange County Code of Ordinances,Section 4-53 Appeals and authority) At-Large members must have some relevant Animal Services Hearing Panel Pool
Animal Services Hearing Panel Pool also potentially dangerous dog appeals as prescribed by N.C.Gen. •1 member representing the Public knowledge of animal behavior. No Up to 2 three-year terms Policies and Procedures
Stat.§67-4.1(c).It is the responsibility of pool members to conduct Health field
fair and impartial hearings for these appeals and they will receive •1 member representing the Public
training in both law and proper procedure from the Office of the Safety field
County Attorney prior to participating in a hearing. •3 At-Large members
•3 At-Large members from
unincorporated areas of the County
•1veterinarian
•3 members of the Animal Services
Advisory Board
The Board of Equalization and Review hears appeals from residents
concerning various property tax issues,including valuation and
exemption appeals.The Board of Equalization and Review is
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 NC General Statutes Chapter 105 Article
assessed according to the standards required by the North Carolina 21
General Statutes.All members are appointedby the Board of
County Commissioners.The Chair receives compensation of$100
per meeting,and other board members receive$75 per meeting.
The Board of Adjustments hears and decides on variance
applications,appeals submitted related to official
Orange County Board of Adjustment decisions/determinations made by the Planning Director,reviews 6 At-Large members and 1 alternate None No Up to 2 three-year terms Board of Adiustment Rules of Procedure
and takes action on Class B Special Use Permit applications,as well
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
S At-Large members and 1 County orange Counri Alcoholic Beverage
adopts rules for the ABC system and has the authority to hire and The Board of County Commissioners must
Alcoholic Beverage Control Board dismiss employees.All members are appointed by the Board of Commissioner who serves as a non- designate the Chair of this board. No Up to 2 three-year terms Control Board Policv and Procedure
voting member Manual
County Commissioners.The Chair receives compensation of$100
per meeting,and other board members receive$75 per meeting.
11 total members including:
•1 County Commissioner
•1 Licensed Physician
This Board makes public health policy and is charged with •1 Licensed Dentist
Board of Health
protecting and promoting public health in Orange County.The •1 Licensed Optometrist None No Up to 3 three-year terms Orange County Board of Health Policy
Chair receives comepsnation of$30 per meeting,and other board •1 Licensed Veterinarian and Procedures Manual
members receive$25 per meeting. •1 Licensed Pharmacist
•1 Registered Nurse
•1 Professional Engineer
•3 At-Large members
Page 4 of 7
36
Description Board Composition Requirements Special Appointment Requirements RecommenTerm Length and Limits Policy Document
requiredation d?
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)
Board of Social Services social conditions of the community.It consults with the Director of •2 members appointed by Social The Board of County Commissioners only appoints No Up to 2 three-year terms NC General Statutes Chapter 108A
Social Services to solve problems and to plan the budget.All board Services Commission two members to this board.
members receive compensation of$30 per month. •1 member appointed by the Board of
Social Services
3 total members including:
•1 member appointed by the BOCC
Jury Commission This commission reviews the list of potential jurors and prepares •1 member appointed by the Senior The Board of County Commissioners only appoints No Up to 3 two-year terms NC General Statutes Chapter a
thejury list. Resident Superior Court Judge one member to this commission.
•1 member appointed by the Clerk of
Superior 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
6 At-Large members;one HCV Members serve 5 year terms and may serve up to Bylaws of the Orange County housing
Orange County Housing Authority Board the Board shall be a Section 8 voucher holder.Other board No Up to 2 five-year terms
members may represent the following areas of interest:real estate, participant two consecutive terms Authority
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
County Board of Commissioners
Durham Technical Community College Board of •4 members appointed by Durham The Board of County Commissioners only appoints
Trustees This board governs the Durham Technical Community College. Public Schools Board of Education two members to this board,including one County No Up to 1 four-year terms Board of Trustee t:
•2 members appointed by Orange Commissioner
County Board of Commissioners
•1 ex-officio member who shall be the
College's Student Senate President
This board establishes operating policies on a range of issues 9 total members including:
including billing,budgeting,personnel,purchasing,rates, •5 members appointed by the Chapel
Hill Town Council
Orange Water and Sewer Authority Board of Directors reimbursement agreements,and water and sewer extensions.h ,2 members appointed by Carrboro The Board of County Commissioners only appoints No Up to 2 three-year terms OWASA Bylaws
receives compensation of$250 per month,and other board
also reviews and approves general system development.The Chair Board of Aldermen two members to this board.
,2 members appointed by Orange
members receive$50 per meeting.
County Board of Commissioners
The Board of Directors is responsible for comprehensive planning, 18 members appointed by the Boards of
budgeting,implementing,and monitoring of community-based The Board of County Commissioners currently
mental health,intellectual and developmental disability,and Commissioners ofeland, makes two(2)appointments to this board, Available upon request from Alliance
Alliance Health Board of Directors Durham,Johnston,,Mecklenburg, Yes Three-year terms
substance use services to meet the needs of individuals from including one resident and one County staff
Cumberland,Durham,Johnston,Mecklenburg,Orange,and Wake Orange,and Wake Counties Commissioner
counties.
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; Carrboro Extraterritorial Jurisdiction and one from No Up tot three-year terms Use Ordinance
Administrator.It also hears and decides on applications. •2 members appointed by the Board of
the Northern Transition Area
County Commissioners
Page 5 of 7
37
Description Board Composition Requirements Special Appointment Requirements RecommenTerm Length and Limits Policy Document
requiredation d?
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 three
inventory areas if cultural,archaeological,historical significance; Article 3,Section 15-27 Town of
Carrboro Northern Transition Area Advisory Committee Aldermen; members to this committee,who must all live in No Up tot three-year terms
areas of open space,rural character,scenic qualities,biological •3 members appointed by the Board of the Northern Transition Area Carrboro Land Use Ordinance
values;areas of agricultural uses;and make recommendations
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; Northern Transition Area and one from the No Up to 2 three-year terms Use Ordinance
and administrative procedures,and performs any other duties •2 members appointed by the Board of
assigned bythe Board of Aldermen. County Commissioners Carrboro Extraterritorial Jurisdiction
10 members,3 alternates total The Board of County Commissioners appoints two
This board hears and decides appeals from any decision or including: members and one alternate to this board including
determination by the Town Manager,Council,or the Planning one member residing in the Extraterritorial
•8 members,2 alternates appointed by
Board in granting or denying site plan approval,or of the Jurisdiction,one member residing in either the Appendix A Article 8 Section 8.3 Chapel
Chapel Hill Board of Adjustment Chapel Hill Town Council; No Up to 2 three-year terms
Appearance Commission in granting or denying sign plan approval •2 members,1 alternate appointed by Joint Planning Area orthe Chapel Hill Hill Code of Ordinances
or of the Historic District Commission or Appearance Commission in Board of County Commissioners Extraterritorial Jurisdiction,and one alternate
granting or denying a Certificate of Appropriateness. residing in either the Joint Planning Area or the
Chapel Hill Extraterritorial Jurisdiction.
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 including one Appendix A,Article 8,Section 8.2 Cha_ .
Chapel Hill Planning Commission projects and facilities to be located within the Town's jurisdiction.It Council; residing in the Extraterritorial Jurisdiction,and one No Up to 2 three-year terms -
Hill Code of Ordinances
also formulates and recommends the adoption and amendment of •2 members appointed by the Board of who resides in either the Joint Planning Area or the
ordinances. County Commissioners Chapel Hill 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 of County Commissioners appoints two
Hillsborough Board of Adjustment •2 members and 1 alternate appointed members and an alternate who live in the No Up to 2 three-year terms Section 2 Hillsborough LIDO
requests and appeals.
Extraterritorial Jurisdiction.
by the Board of County Commissioners
•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
understand past trends,prepare and amend the comprehensive
Hillsborough Planning Board 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 Extraterritorial No Up to 2 three-year terms Article 2 Mebane UDO
special use permits and variances. County Board of Commissioners Jurisdiction
•1 member appointed by the Orange
County Board of Commissioners
Page 6 of 7
38
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 ofMebane
recommendations to the Mebane City Council for proposed and The Board of County Commissioners appoints one
Mebane Planning Board actual developments in Mebane.It also develops and recommends •2 members appointed by the member who resides in the Mebane Extraterritorial No Up to 1 four-year terms Article 2 Mebane UDO
polices,ordinances,and administrative procedures regarding land Alamance County Board of Jurisdiction
use and development. Commissioners
•1 member appointed by the Orange
Countv Board of Commissioners
Time-Limited Boards
This board is charged to discuss opioid-related health concerns and
issues impacting the residents of Orange County and advise the 20 total members including; The Board of County Commissioners appoints
Board of Commissioners on options to expend funds to remedy •7 members appointed by the Board of seven members including two members with lived
one substance use treatment provider,
Opioid Advisory Committee opioid impacts.The committee also plans and hosts one annual County Commissioners experience, No Up to 2 three-year terms No board-specific policy
meeting open to the public to receive input from municipalities on •13 members designated various one member from a community group that works
proposed uses of the settlement funds and to encourage entities on opioid-related issues,one employment
collaboration between local governments. provider,and two at-large members.
NOTE:In addition to the linked Policy
NOTE:Italics denote a term length Document,all boards and commissions
and/orterm limit other than 2 three- under the Advisory Boards and
year terms Commissions section also operate under
the
Orange County Board of Commissioners
Advisory Board Policy
Page 7 of 7