HomeMy WebLinkAboutAgenda 04-14-2026; 4 - Potential Removal of Boards and Commissions Members Due to 2025 Attendance 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 14, 2026
Action Agenda
Item No. 4
SUBJECT: Potential Removal of Boards and Commissions Members Due to 2025
Attendance
DEPARTMENT: Board of Commissioners
ATTACHMENT(S): INFORMATION CONTACT:
Attachment A: Orange County BOCC Clerk's Office, 919-245-2130
Advisory Board Policy (as in effect
Calendar Year 2025)
Attachment B: Memo from the Advisory
Board on Aging Chair
Attachment C: Memo from the Arts
Commission Chair
Attachment D: Memo from the Economic
Development Advisory Board Chair
Attachment E: Memos from the Orange
Unified Transportation Board Chair and
Vice-Chair
PURPOSE: To discuss the removal of appointees from several boards and commissions due to
2025 attendance.
BACKGROUND: The Orange County Board of County Commissioners' Advisory Board Policy
(as in effect during calendar year 2025) required members to attend at least 75% of scheduled
meetings within a twelve-month period in order to maintain membership. The Advisory Board
Policy (Attachment A) also states that members who miss three (3) consecutive meetings are
subject to removal.
After collecting and compiling the 2025 attendance records for all boards and commissions,
members who violated the attendance requirements were identified by the Clerk's Office. Boards
and commissions staff liaisons were informed which members were subject to removal, and the
liaisons worked with the Chairs to either invite resignations or prepare memos to share with the
Board of County Commissioners (BOCC) to advocate for continued membership despite
absences. Some members did not respond to communication attempts and are therefore
presented for removal rather than continued participation.
The following members from the following boards and commissions are subject to removal
pending BOCC action:
2
• Advisory Board on Aging
NAME POSITION CURRENT CURRENT % OF 2025
DESCRIPTION APPOINTMENT TERM MEETINGS
TYPE EXPIRATION ATTENDED
DATE
Shahnaz At-Large First Full Term 06/30/2028 63.64%
"GiGi" Rashdi
Jerry Ann At-Large Second Full 06/30/2027 45.45%
Gregory Term
NOTE: A memo from the Advisory Board on Aging Chair is attached.
• Affordable Housing Advisory Board
NAME POSITION CURRENT CURRENT % OF 2025
DESCRIPTION APPOINTMENT TERM MEETINGS
TYPE EXPIRATION ATTENDED
DATE
Mariela At-Large Second Full 09/30/2028 33.33%
Hernandez Term
Andrew At-Large First Full Term 06/30/2026 11.11%
Robinson
NOTE: Both members were non-responsive to Housing staff's communication attempts.
• Agricultural Preservation Board
NAME POSITION CURRENT CURRENT % OF 2025
DESCRIPTION APPOINTMENT TERM MEETINGS
TYPE EXPIRATION ATTENDED
DATE
Anjail Taylor At-Large Second Full 06/30/2027 0%
Term
NOTE: This member has been non-responsive to Environment, Agriculture, Parks and Recreation
(DEAPR) staff's communication attempts.
• Arts Commission
NAME POSITION CURRENT CURRENT % OF 2025
DESCRIPTION APPOINTMENT TERM MEETINGS
TYPE EXPIRATION ATTENDED
DATE
Josh At-Large Second Full 09/30/2028 54.55%
Rosenstein Term
3
NOTE: A memo from the Arts Commission Chair is attached.
• Economic Development Advisory Board
NAME POSITION CURRENT CURRENT % OF 2025
DESCRIPTION APPOINTMENT TERM MEETINGS
TYPE EXPIRATION ATTENDED
DATE
John Kim Core Business First Full Term 06/30/2027 50%
Community
NOTE: A memo from the Economic Development Advisory Board Chair is attached.
• Orange Unified Transportation Board
NAME POSITION CURRENT CURRENT % OF 2025
DESCRIPTION APPOINTMENT TERM MEETINGS
TYPE EXPIRATION ATTENDED
DATE
Michael At-Large Second Full 09/30/2027 55.56%
Hughes Term
Chair
Ka'i Rashad At-Large First Full Term 09/30/2027 28.57%
Chloe Non-voting Youth First Full Term 09/30/2027 66.67%
Pankratz Delegate
NOTE: Memos from the Orange Unified Transportation Board Chair and Vice-Chair are attached.
FINANCIAL IMPACT: There is no financial impact associated with this item.
ALIGNMENT WITH STRATEGIC PLAN: This item supports:
• GUIDING PRINCIPLE — INCLUSIVITY AND ENGAGEMENT
We foster an environment in which all are welcomed, represented, and empowered to
participate in and feel connected to their community.
• GUIDING PRINCIPLE — DEDICATION AND RESPECT
We commit to our roles in public service and organizational excellence by fostering the
skills, talents, and innovation of our residents, employees, volunteers, and boards needed
to carry out this work.
RECOMMENDATION(S): The Manager recommends that the Board discuss removing the above
boards and commissions members. Any removals will be scheduled for formal approval at an
upcoming BOCC Business meeting.
Attachment A 4
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:
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 2-21 12;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;5-6-25.
1
Attachment A rJ
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. Opioid Advisory Committee
m. Orange County Parks and Recreation Council
n. Orange County Planning Board
o. Orange Unified Transportation Board
2. This Advisory Board Policy shall also apply to any new boards, commissions, councils,
committees, or task forces 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, 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 2-21 12;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;5-6-25.
2
Attachment A 6
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 board 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, all board members shall be residents of Orange
County and shall maintain their residence in Orange County. The Clerk shall
confirm applicants are residents of Orange County.
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.
2. Members shall be appointed from applicants who have properly filed and submitted
applications to the Clerk to the Board of County Commissioners.
D. Application, Nomination, and Appointment Procedures
Adopted 2-21 12;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;5-6-25.
3
Attachment A 7
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.
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
yearterm.
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. No person may concurrently hold more than two(2) positions appointed by the Board
of County Commissioners. This restriction does not impact an individual's service on
the Board of Equalization and Review or short-term task forces or work groups.
No person may serve concurrently on the Orange County Planning Board and Orange County Board of
Adjustment.
F. Resignation
Adopted 2-21 12;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;5-6-25.
4
Attachment A 8
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 after 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 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 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 or staff liaison 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 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 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
Adopted 2-21 12;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;5-6-25.
5
Attachment A 9
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:
a. 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.
b. Recommend methods to encourage and develop the advisory board's ability
to accomplish their work.
c. 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.
d. Promote public awareness of contemporary issues Orange County must
address to achieve the Orange County Board of Commissioners' goals and
priorities.
B. 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 off icio 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.
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.
The Clerk's Office shall be notified of the results of each election.
Adopted 2-21 12;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;5-6-25.
6
Attachment A 10
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 proposes recommendations or
assigns another member of the advisory board to do so.
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.
2. Keeps attendance records.
3. Submits minutes to the Chair and staff liaison to be distributed to
advisory board members in advance of meetings.
4. 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.
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
Adopted 2-21 12;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;5-6-25.
7
Attachment A 11
1. Orange County will make available for advisory board members and department staff
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 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.
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 2-21 12;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;5-6-25.
8
Attachment A 12
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 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.
Adopted 2-21 12;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;5-6-25.
9
Attachment A 13
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) 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 submit their meeting
schedules to the Clerk to the Board of Commissioners for posting to a readily
accessible location.
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.
Adopted 2-21 12;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;5-6-25.
10
Attachment A 14
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 maybe 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
Adopted 2-21 12;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;5-6-25.
11
Attachment A 15
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
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.
Adopted 2-21 12;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;5-6-25.
12
Attachment A 16
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.
B. Travel Expense Reimbursement
Adopted 2-21 12;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;5-6-25.
13
Attachment A 17
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.
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.
Adopted 2-21 12;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;5-6-25.
14
Attachment A 18
9. Interfere, attempt to interfere or involve themselves in any way in staff personnel
matters regardless of the nature of the matter.
Adopted 2-21 12;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;5-6-25.
15
Attachme7""I'lliq
19
Orange County
Department on Aging
endless puss bilitieS Robert& Pearl Seymour Center 12551 Homestead Rd. I Chapel Hill, NC 27516
Jerry M.Passmore Center 1 103 Meadowlands Dr., PO Box 8181 1 Hillsborough,NC 27278
March 20, 2026
The Hono able Jean Hamilton
Orange C unty Board of County Commissioners
P.O. Box 81181
Hillsborough,NC 27278
Dear Chair Hamilton,
At the March 10th meeting of the Orange County Advisory Board on Aging we reviewed the
attendance records of the board.
We have two board members,Shahnaz GiGi Rashdi and Jerry Ann Gregory that are in violation of
the attendance policy. Both persons have been valuable members of our board and to the
community that we serve. They have each experienced health challenges over the past year that
necessitated some missed meetings. They are both engaged in the work of supporting older adults
in Orange County and are active participants at the majority of meetings,each making unique
contributions that the board would sorely miss.
As an advisory board serving and primarily made up of older adults,we recognize the importance
of showing)up and are working on balancing higher medical comorbidities than younger volunteers.
We have reviewed the requirements are dedicated to continuing the work.
We would hike to request that GiGi and Jerry remain on the board.
Thank you for your consideration of this request.
Respectfully submitted,
JW
Dr,Tracey Holsigner,Chair
Orange County Advisory Board on Aging
Visit us online www.orangecountync.gov/departments/aging
Like us on Face ook @ www.facebook.com/OrangeCountyDepartmentOnAging
Attachment C 20
ORANGE COUNTY
ARTS COMMISSION
March 18, 2026
Laura Jensen
Clerk to the Board of County Commissioners
300 W. Tryon St.
Hillsborough, NC 27278
Dear Laura:
On behalf of the OCAC Advisory Board, I'm writing to request that Josh Rosenstein (Position #14) be
allowed to remain on our board, despite his absences over the last year.
Josh works for a national nonprofit organization which requires frequent travel, which is the reason
behind most of his absences. Josh has recently resigned his position to stay closer to home, which is
certain to positively impact his attendance. The September 2025 absence was due to the meeting being
rescheduled to accommodate our director's annual family vacation
Despite missing several meetings,Josh is an active and engaged board member. He is a constant
volunteer for events and OCAC functions. He also brings to the board a Masters Degree in Public
Administration and perspective as a longtime Chapel Hill Arts Commission board member and a working
performing artist.
Josh is aware of the renewed emphasis on board meeting attendance and has assured his presence going
forward.
Sincerely,
Denise Duffy
Chair, Orange County Arts Commission
Attachment D 2
From: Emilee Collins <emilee _ emileecollins.com>
Subject: 2025 Economic Development Advisory Board Attendance
Dear Orange County Board of County Commissioners,
I am writing to address the attendance concern of Board Member John Kim.
While we will honor and aim to uphold the county's Advisory Board Attendance Policy, I
wanted to share compensating factors that apply to Mr. Kim's status.
Mr. Kim recently underwent a medical procedure last year and we understood an absence
was related to his recovery. Moreover, he has been a dedicated and valued participant on
our Small Business Grant's Program which has required on average four hours per quarter
to review and evaluate submitted applications.
We will update and continue to remind all Board Members of the attendance policy and
understand that Mr. Kim does not anticipate further absences that will cause him to be in
violation.
Sincerely,
Emilee Collins
Chair, Orange County Economic Development Advisory Board
Attachment E
ORANGE COUNTY GOVERNMENT
ORANGE TRANSPORTATION SERVICES DEPARTMENT man ,RAN"
COUNTY
NOK11i C:AROUNA
4
Orange County Board of County Commissioners
300 W. Tryon Street
Hillsborough,NC 27278
Dear Chair and Members of the Board of County Commissioners,
We are writing regarding the membership of Chloe Pankratz to the Orange Unified
Transportation Board(Outboard).
As part of a recent review of board attendance, Chloe Pankratz was contacted regarding their
participation and continued interest in serving. In response, Chloe Pankratz expressed a strong
commitment to continuing their service and provided the following explanation regarding their
past attendance:
"I apologize for missing the meetings this past fall. I had a scheduling conflict due to a class at
the same time, and I believed I had communicated this in advance. Otherwise, I would have
made every effort to attend.
"I would like to remain involved and fully intend to participate in upcoming meetings moving
forward.
"Thank you for your understanding."
Based on this response, we believe that Chloe Pankratz remains committed to the work of the
Outboard and is prepared to improve their meeting attendance and engagement. Chloe is our
youth delegate and a non-voting member who is seeking reappointment.We respectfully request
that the Board of County Commissioners allow Chloe Pankratz to continue serving in their
current appointment.
We appreciate the Board's consideration of this request and the continued dedication of all
volunteers serving on Orange County advisory boards and commissions.
Sincerely,
Michael Hughes, Chair
d�
Art Menius,Vice-Chair
600 Hwy 86 N - Hillsborough, North Carolina 27278
Phone(919)245-2008 - Fax(919)732-2137
orangecountync.gov/transportation
Attachment E
ORANGE COUNTY GOVERNMENT
ORANGE TRANSPORTATION SERVICES DEPARTMENT man ,RAN"
COUNTY
NOK11i C:AROUNA
4
Orange County Board of County Commissioners
300 W. Tryon Street
Hillsborough,NC 27278
Dear Chair and Members of the Board of County Commissioners,
We are writing regarding the membership of Kaji Rashad to the Orange Unified Transportation
Board(Outboard).
As part of a recent review of board attendance, Kaji Rashad was contacted regarding their
participation and continued interest in serving. In response, Kaji Rashad expressed a strong
commitment to continuing their service and provided the following explanation regarding their
past attendance:
The approved Outboard attendance records currently do not align with Kaji Rashad's
documented meeting attendance. However, Mr. Rashad has been informed of all upcoming
meeting dates and locations and has expressed a commitment to improving his attendance
moving forward.
Based on this response, we believe that Kaji Rashad remains committed to the work of the
Outboard and is prepared to improve their meeting attendance and engagement.We respectfully
request that the Board of County Commissioners allow Kaji Rashad to continue serving in their
current appointment.
We appreciate the Board's consideration of this request and the continued dedication of all
volunteers serving on Orange County advisory boards and commissions.
Sincerely,
Michael Hughes, Chair
Art Menius,Vice-Chair
600 Hwy 86 N - Hillsborough, North Carolina 27278
Phone(919)245-2008 - Fax(919)732-2137
orangecountync.gov/transportation
Attachment E
ORANGE COUNTY GOVERNMENT
ORANGE TRANSPORTATION SERVICES DEPARTMENT man ,RAN"
COUNTY
NOK11i C:AROUNA
4
Orange County Board of County Commissioners
300 W. Tryon Street
Hillsborough,NC 27278
Dear Chair and Members of the Board of County Commissioners,
We are writing regarding the membership of Michael M. Hughes, PE, to the Orange Unified
Transportation Board(Outboard).
As part of a recent review of board attendance, Michael M. Hughes, PE, was contacted regarding
their participation and continued interest in serving. In response, Michael M. Hughes, PE
expressed a strong commitment to continuing their service and provided the following
explanation regarding their past attendance:
"I was formally excused from the three Outboard meetings (September,November&December)
due to a bona fide exemption arising from a work-related conflict. During that time, I was
committed to a ten-week series of meetings with our company's partner in Australia, scheduled
each Monday from 6:00-8:00 PM EST.
"In accordance with prior arrangements, Art Menius presided over the meetings in my absence.
To stay up to date, I reviewed the meeting minutes and received follow-up briefings from him."
Based on this response, we believe that Michael M. Hughes,PE,remains committed to the work
of the Outboard and is prepared to improve their meeting attendance and engagement. We
respectfully request that the Board of County Commissioners allow Michael M. Hughes, PE, to
continue serving in their current appointment.
We appreciate the Board's consideration of this request and the continued dedication of all
volunteers serving on Orange County advisory boards and commissions.
`,`�u�uueor'..,
Sincerely, �N CAR to
Michael M. Hughes,PE, Chair 16987
. co;
y'�....NE....
of t1l.100
Art Menius,Vice-Chair
600 Hwy 86 N - Hillsborough, North Carolina 27278
Phone (919)245-2008 - Fax(919)732-2137
orangecountync.gov/transportation