HomeMy WebLinkAboutAgenda - 11-22-1999 - 5i
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 22, .1999
Action Agenda
Item No. ~
SUBJECT: Amendments to the Procedures for the Boards and Commissions
DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Yes -Resolution and Procedures Commissioner Alice Gordon and Clerk
(Blacklined and clean copies) Beverly A. Blythe at ext. 2130
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To amend the resolution which outlines the appointment process for citizen
appointees by the County Commissioners to the various County Boards and Commissions, to
bring it into conformity with current practices and to address other related issues.
BACKGROUND: The County Commissioners approved on April 6, 1992 a resolution which
provides the guidelines for appointments to the various Boards and Commissions for which the
County Commissioners make appointments. These have been amended to reflect changes in
the process for handling appointments in 1994,1995 and 1999. The portion being
recommended for deletion is lined through and the additional language is underlined. The
changes reflect the current operation arocedures for handling appointments to the. various
boards and commissions.
FINANCIAL IMPACT: NONE
RECOMMENDATION(S): The Manager recommends that the Board discuss this resolution
and approve as the Board decides.
1 7`1~IQ~CRIT pI?71GT (1f`T(l [~+~p sv, ~Ca[IF
2 EFFECTIVE APRIL 6,1992
3 AMENDED MARCH 15,1994
4 ~
5 AMENDED AUGUST 8, 1994
6 AMENDED: NOVEMBER 3, 1999
7 NEW DRAFT: NOVEMBER 18, 1999
10
11
12
13
RESOLUTION
ORANGE COUNTY
APPOINTMENT AND ORIENTATION
PROCESS FOR
BOARDS AND COMMISSIONS
14 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the
is governing embody of Orange County, to appoint persons to various boards and commissions
16 t0 assist in the operation of county government; and
17
is WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and
19 ~ dependable people to serve on these boards and commissions and therefore solicits
20 the interest and input of the citizens. of Orange County in making said appointments; and
21
22 WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures
23 will increase public awareness of the various appointments that are to be made from time to
24 time. a
25
26 WHEREAS, the Board of Commissioners desires to increase the public's interest in the
27 solicitation f information and recommendations ~'~e
2s ~ that will assist the. Board in the appointment of qualified,
2 9 knowledgeable, and dependable citizens t0 serve on the various boards and
3o commissions;
31
32 NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the
33 policies and procedures governing appointments to the various boards and commissions
34 S fOIIOWS:
35
36 1. Any. citizen of Orange County is eligible to serve on the. appointed boards or
37 commissions of the County where such appointment is not prohibited by State statute. All
3s appointments will be made according to the applicable statute, ordinance, resolution or policy
39 that created the board or commission. Discretion will be used when considering County
4 o employees for membership on any of the boards or commissions.
41
42 2. The County Commissioners may recruit through public advertising, membership
93 committees ~~~ of boards and commissions., talent bank, Volunteer "^~~^~ "'^^+^~
44 Orange, ~ Internet, speakers bureau and Coun information line_
4 5 '"
4 6 ~ -While the Board of Commissioners may request and/or receive recommendations from
47 county boards and commissions or R~Other sources, the Board of Commissioners
4 s will make -the final decision based on
4 9 all factors related. to the representative needs of the ~ specific boards.
\\OCEMAIL\APPS\USERS\USERS\KHAKER\APPTMNT\Resolution -Approved Nov 3 99 New Edits Nov 18 99.doc
3
1
2 3. Appointments for point planning area and extraterritorial residents as members and
3 :alternate members to city boards shall be done in accordance with the General Statues tG.S.
4 160A-362 which requires a city to give representation to the residents of its extraterritorial
s zoning jurisdiction on its Planning Board and the Board of Adjustment. When. a vacancy exists,
6 the municipality will be requested to provide to the Board of County Commissioners a
~ resolution with a recommendation for that vacancy. The Board of County Commissioners may
s solicit other applications for said vacancy if they so desire. If the Board of County
9 Commissioners does not make the appointment within 90 days after receiving a-!i!~
io recommendation from the City Council requesting such action, the City Council may appoint
11 outside members in accordance with . G.S. 160A-362.
12
13 4. Appointments will be made~~ at a regular meeting of the Board of
14 Commissioners. The regular expiration of terms for positions on
15 boards and commissions will be arch. June.
i6 September and December.
i~
is " ~"~l`.~1~'~€I§~T €1`1=€C-Tl~~ 1~7A~C1-I 1~ '1~8~1
19 When the appointments are presented to the County Commissioners for their consideration, a
20 list of all those who have applied and are eligible for appointment will be included in the agenda.
21 If someone is recommended for appointment, the abstract will
22 -indicate that a recommendation has been received iving the source The
23 recommendation will be kept on file in the Clerk's office. The attendance records including late
24 arrivals, for all members seeking reappointment will be included with the recommendation
25
26
27 5. No citizen of Orange County shall serve in more than two appointed positions of
2 s Orange County Government unless exempted by the nature of the position he or she may hold
29 in governmental service . This policy shall not apply to individuals who serve on boards or
3o commissions ., because of their official position- € It also
3i does not apply to volunteers serving because of a ~ requirement that a
32 particular type of professional individual
33 m " . be represented if recruitment efforts have failed to locate other qualified persons This
34 policy shall not apply to :citizen service on one short-term task force (making a total of three
35 appointments) if the duration of service is less than one year. A "Task Force" is defined as a
36 group with a specific charge and a short duration for its work.. This policy shall not apply to any
37 Orange County Commissioner who serves on any board ~ as an appointee or a liaison to a
3s board because he/she is a County Commissioner.
39
4 0 6. For boards/commissions which are not state mandated, the Board's policy is to
41 limit the length of service to two-three year terms (or any combination of full terms totaling six
42 ears on the various boards and commissions .This time
43 period does not include-~ state mandated training programs or partial terms. This will
\\OCEMAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Reaolution -Approved Nov 3 99 New Edits Nov 18 99. doc ~
1 allow for more individuals to serve and for diversity of opinions. It will also provide for
2 conformity in the length. and number of terms for those boards and commissions that are not
3 state mandated with set terms. The Board will limit the length of service according to this.,,,policy
4 for boards and commissions that are State mandated to the extent permitted understate law
5 This policy may be waived if the Board of Commissioners determines that the removal of an
6 individual made ineligible by this policy would be detrimental to -the functioning of that board or
7 commission.
9 7. If an appointee, in any calendar year, has €~sras~~-absences which constitute
to more than 25 percent of the regularly scheduled Board meetings which he or she is required to
11 attend , + , he or she is obligated to resign. The Board of
12 Commissioners may consider extenuating circumstances
13 If the individual refuses to resign, he or she
14 may be dismissed by action of the Board of County Commissioners subject to state or local
15 law.-. A leave of absence may be granted for extraordinary circumstances such as illness or
16 personal circumstances. This request must be made to the Board of County Commissioners A
17 calendar year is to be defined as a 12-month period beginning on the date of appointment.
le
19 +
20 + ~+ - + -~z .,++
7 9
22 ~ .The Clerk to the Board shall request all new appointees to
23 certify that they understand the attendance polices
24
25 8. The rate of pay, if any, to members for serving on boards and commissions shall
26 be established by the Board of Commissioners in accordance with the General Statutes.
27 Records for pay purposes shall be submitted by the appropriate department to the finance
2a Officer for monthly disbursement.
29
30 9. Attendance at a Volunteer Orientation Program ~i~~ will be required of
31 all new appointees to the b~•oards and commissions This does not
32 include those boards and commissions,. task forces or committees of short duration although if
33 space permits, they will be invited.
34 .The purpose of this training is to
35 Supplement rather than replace any specific training needed for a person to serve on a
36 particular board or commission.
37
3a 10. Individuals who go off of a board or commission A°~°~' "~~° °',.^~,~,.,:.,^~ -~~° +~-^ -°~~~ E^#
39 ~~^~..,~~^^- ~'^^^~..:~:^~° .as.,,,^~. will receive a commemorative gift of appreciation along with a
4 0 letter from the Board of Commissioners thanking them for their service. A person must serve at
41 least one year to be recognized in this way.
42 '~ .Each board and commission ~
43 is encourage to recognize its members as it deems appropriate.
\\OCEMAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Resolution -Approved Nov 3 99 New Edits. Nov 1S 99. doc 4
5
1
z 11. The Board. of Commissioners reserves the right, at anytime and for any reason, to
s remove any member of any board or commission when a motion for removal receives the vote
4 of a majority of the entire membership of the Board.
5
6 THIS POLICY shall become effective Apri16,1992Land may be amended from time to time. All
~ r ~ '' ~ ~ appointrnents to boards and commissions by the Board of Commissioners shall
s follow ..the provisions of this policy.
s
\\OCEMAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Aesolution -Approved Nov 3 99. New Edits Nov 18 99.doc
5
1
2 EFFECTIVE APRIL 6,1992
3 AMENDED MARCH 15,1994
4 AMENDED AUGUST 8, 1994
5 AMENDED: NOVEMBER 3, 1999
6 NEW DRAFT: NOVEMBER 18, 1999
~ RESOLUTION
s ORANGE COUNTY
9 APPOINTMENT AND ORIENTATION
l o PROCESS FOR
11 BOARDS AND COMMISSIONS
12
~,
13 WHEREAS, it is the statutory duty of the Orange County Board of Commissioners, as the
14 governing body of Orange County, to appoint persons to various boards and commissions to
15 assist in the operation of county government; and
16
17 WHEREAS, the Board of Commissioners wants to appoint qualified, knowledgeable, and
is dependable people to serve on these boards and commissions and therefore solicits the
19 interest and input of the citizens of Orange County in making said appointrnents; and
20
21 WHEREAS, the Board of Commissioners is of the opinion that written policies and procedures
22 will increase public awareness of the various appointments that are to be made from time to
23 time.
24
25 WHEREAS, the Board of Commissioners desires to increase the public's interest in the
2 6 solicitation of information and recommendations that will assist the Board in the appointment of
27 qualified, knowledgeable, and dependable citizens to serve on the various boards and
28 commissions;
29
3o NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of Commissioners that the
31 policies and procedures governing appointments to the various boards and commissions as
32 follows:
33
34 1. Any citizen of Orange County is eligible t0 serve on the appointed boards or
35 commissions of the County where such appointment is not prohibited by State statute. All
36 appointments will be made according to the applicable statute, ordinance, resolution or policy
37 that created the board or commission. Discretion will be used when considering County
3s employees for membership on any of the boards or commissions.
39
4 0 2. The County Commissioners may recruit through public advertising, membership
41 committees of boards and commissions, talent bank, Volunteer Orange, Internet,-speakers
42 bureau and County information line. While the Board of Commissioners may request and/or
43 receive recommendations from county boards and commissions or other sources, the Board of
44 Commissioners will make the final decision based on all factors related to the representative
4 5 needs of the specific boards.
46
4 ~ 3. Appointments for joint planning area and extraterritorial residents as members and
4 s alternate members to city boards shall be done in accordance with the General Statues (G.S.
4 9 160A-362) which require a city to give representation to the residents of its extraterritorial
\\OCEMAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Resolution -Approved Nov 3 99 New Edits Nov 18 99.doc
i zoning jurisdiction on its Planning Board and the Board of Adjustment. When a vacancy exists,
2 the municipality will be requested to provide to the Board of County Commissioners a
3 resolution with a recommendation for that vacancy. The Board of County Commissioners may
4 solicit other applications for said. vacancy if they so desire. If the Board of County
5 Commissioners does not make the appointment within 90 days after receiving a
6 recommendation from the City Council requesting such action, the City Council may appoint
~ outside members in accordance with G.S. 160A-362.
9 4. Appointments will be made at a regular meeting of the Board of Commissioners.
io The regular expiration of terms for positions on boards and commissions will be March, June,
li September and December. When the appointments are presented to the County Commissioners
12 for their consideration, a list of all those who have applied and are eligible for appointment will
13 be included in the agenda. If someone is recommended for appointment, the abstract will
i4 indicate that a recommendation has been received, giving the. source. The recommendation will
i5 be kept on file in the Clerk's office. The attendance records, including late arrivals, for all
i6 members seeking reappointment will be included with the recommendation.
i~
1s 5. No citizen of Orange County shall serve in more than two appointed positions of
19 Orange County Government unless exempted by the nature of the position he or she may hold
2 o in governmental service . This policy shall not apply to individuals who serve on boards or
21 commissions because of their official position.. It also does not apply. to volunteers serving
22 because of a requirement that a particular type of professional individual be represented if
23 recruitment efforts have failed to locate other qualified persons. This policy shall .not apply to
24 citizen service on one short-term task force (making a total of three appointments) if the.
25 duration of service is less than one year.. A "Task Force" is defined as a group with. a specific
26 charge and a short duration for its work. This policy shall not apply to any Orange County
27 Commissioner who serves on any board as an appointee or a liaison to a board because
2s he/she is a County Commissioner.
29
30 6. For boards/commissions which are not state mandated, the Board's policy is to
31 limit the length of service to two-three year terms (or any combination of full terms totaling six
32 years)on the various boards and commissions. This time period does .not include state
33 mandated training programs or partial. terms. This will allow for more individuals to serve and
34 for diversity of opinions. It will also provide for conformity in the length and number of terms
35 for those boards and commissions that are not state mandated with set terms. The Board will
36 limit the length of service according to this policy for boards and commissions thaf are State
37 mandated, to the extent permitted under state law. This policy may be waived if the Board of
3s Commissioners determines that the removal of an individual made ineligible by this policy
39 would be detrimental t0 the functioning of that board or commission.
40
~ i 7. If an appointee, in any calendar year, has absences .which constitute more than 25
42 percent of the regularly scheduled Board meetings which he or she is required to attend, he or
43 she is obligated to resign. The Board of Commissioners may consider extenuating
\\OCEMAIL\APPS\USERS\USERS\KBAKER\APPTMNT\Resolution -Approved Nov 3 99 New Edits Nov 18 99. doc '~
8
1 circumstances. If the individual refuses to resign, he or she may be dismissed by action of the
2 Board of County Commissioners subject to state or local law. A leave of absence may be
3 granted for extraordinary circumstances, such as illness or personal circumstances. This
a request must be made to the Board of County Commissioners. A calendar year is to be defined
s as a 12-month period. beginning on the date of appointment.
6 The Clerk to the Board shall request all new appointees to certify that they understand the
~ attendance policy.
8 8. The rate of pay, if any, to members for serving on boards and commissions shall
9 be established by the Board of Commissioners in accordance with the General Statutes.
1o Records for pay purposes shall be submitted by the appropriate department to the finance
n Officer for monthly disbursement.
12
13 9. Attendance at a Volunteer Orientation Program will be required of all new
14 appointees to the boards and commissions . This does not include those boards and
15 commissions, task forces or committees of short duration although if space permits, they will
i 6 be invited. The purpose of this training is to supplement rather than replace any specific
17 training needed for a person to serve on a particular board or commission.
18
19 10. Individuals who go off of a board or commission will receive a commemorative gift of
20 appreciation along with a letter from the Board of Commissioners thanking them for their
21 service. A person must serve at least one year to be recognized in this way. Each board and
22 commission is encourage to recognize its members as it deems appropriate.
23
24 11. The Board of Commissioners reserves the right, at any time and for any reason, to
25 remove any member of any board or commission when a motion for removal receivesthe vote
26 of a majority of the entire membership of the Board.
27
28 THIS POLICY shall become effective April 6, 1992, and may be amended from time to time. All
29 appointments to boards and commissions by the Board of Commissioners shall follow the
3o provisions of this policy.
31
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