AGENDA #5f
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Report on Town Advisory Boards’ Processes for Citizen Comments and Applicant Interviews
DATE: August 25, 2003
BACKGROUND
This report is in response to the June 9 request by Council members for additional information on the citizen comment and applicant interview processes of Town advisory boards, and a request for additional information on the following:
§ What process does each advisory board follow regarding allowing citizen comments?
§ Which advisory boards conduct interviews of potential members?
§ What processes do those interviews follow?
§ Are these processes written into the Rules of Procedures or bylaws for those boards?
A Council member requested information regarding the appointment schedule and process for filling vacancies on advisory boards. That information is contained in Agenda # 5g.
This report summarizes information received from all fourteen standing Town advisory boards:
DISCUSSION
The power of appointment and removal of members of advisory boards is stated Section 4.8 of the Town Code:
Appointment and removal of members of boards and commissions.
Except as otherwise provided by this Charter and notwithstanding any other provision of law, the council shall appoint and may suspend and remove:
(1) All members of boards and commissions which are created pursuant to this Charter, unless the council provides otherwise;
(2) All members of boards and commissions who are subject to appointment by the council at the time of adoption of this Charter, unless the council provides otherwise, and
(3) All members of any town board or commission created pursuant to any law enacted after the adoption of this Charter, unless said law provides otherwise.
It has become common practice for individual advisory boards to develop processes for reviewing applications, conducting interviews and hearing citizen comments before recommendations are made to the Town Council for its consideration and final vote on appointments. The attached information outlines the processes used by each Town advisory board.
FINDINGS
|
Advisory Board |
Interviews applicants: |
Does not interview applicants: |
Allows citizen comments: |
|
Bicycle and Pedestrian Advisory Board |
X |
|
x |
|
Board of Adjustment |
|
x |
x |
|
Public Arts Commission |
|
x |
x |
|
Community Design Commission |
|
x |
x |
|
Greenways Commission |
x |
|
x |
|
Historic District Commission |
|
x |
x |
|
Housing and Communiity Development |
x |
|
x |
|
Human Services Advisory Board |
x |
|
x |
|
Library Board of Trustees |
x |
|
x |
|
Parks and Recreation Commission |
|
x |
x |
|
Personnel Appeals Committee |
|
x |
NA |
|
Planning Board |
|
x |
x |
|
Transportation Committee |
x |
|
x |
|
Transportation Board |
X |
|
X |
NA = Not Applicable.
SUMMARY
Town advisory boards do not have a uniform, formalized process for allowing citizen comments or interviewing applicants for positions. The attached questionnaires more explicitly outline each advisory board’s process.
ATTACHMENTS
Advisory board processes:
1. Bicycle and Pedestrian Advisory Board (p. 4).
2. Board of Adjustment (p. 7).
3. Chapel Hill Public Arts Commission (p. 10).
4. Community Design Commission (p. 11).
5. Greenways Commission (p. 14).
6. Historic District Commission (p. 16).
7. Housing and Community Development Advisory Board (p. 20).
8. Human Services Advisory Board (p. 22).
9. Library Board of Trustees (p. 24).
10. Parks and Recreation Commission (p. 26).
11. Personnel Appeals Committee (p. 28).
12. Planning Board (p. 30).
13. Technology Committee (p. 34).
14. Transportation Board (p. 35).
Bicycle and Pedestrian Advisory Board
Information from Town staff:
Gordon Sutherland – [email protected]
What process is followed regarding allowing citizen comments?
A citizen can make a petition to the board, where a standing item is placed at the beginning of the agenda which invites either written or oral petitions not on the agenda.
In all matters before the Board, the Chair requests citizen comment from members of the public. The Chair can limit the time allotted to an individual or group for presentations. With a two-thirds majority of the members present, presentations can be extended or shortened.
Does the board/commission conduct interviews of applicants?
Somewhat – the Board invites all applicants for vacant seats to come to at least one Board meeting prior to nominations being made in order to introduce themselves to and familarize themselves with the Board.
If so, what process do the interviews follow?
All applicants for vacant seats are invited to come to at least one Board meeting prior to nominations.
Are interview processes written into the Rules of Procedures?
Yes.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The Board consists of ten (10) members appointed as follows: Six (6) representatives from the Town of Chapel Hill, two (2) representatives from the Town of Carrboro, one (1) representative from Orange County, and one (1) representative from the University's bicycle management section.
How are members nominated?
Applications for the Bicycle and Pedestrian Advisory Board are referred to it by the appointing body. Recommendations may be made only from the applications. The Board recommends two people to the appropriate appointing body for each vacancy which occurs among its membership.
How are members selected?
Selection of persons to be recommended is by signed paper ballot: the two persons receiving the largest number of votes being recommended. In case of a tie, more than two names may be submitted. Exception to the preceding rule may be made at the Board's discretion when there is an insufficient number of applicatns for the existing vacancies, or when a majority of the Board wishes to submit only one recommendation for each vacancy.
What is the process for allowing citizens the opportunity to speak at meetings?
The Board invites all applicants for vacant seats to come to at least one Board meeting prior to nominations being made in order to introduce themselves to and familiarize themselves with the Board.
Petitions to the Board: A standing item is placed at the beginning of the agenda which invites either written or oral petitions not on the agenda.
Public Participation. In all matters before the Board, the Chair shall request comment from members of the public. The Chair may limit the time allotted to an individual or group for presentations, except that a two-thirds majority of the members present may in any case extend or shorten the time for public discussion of any matter.
In practice, citizens catch the attention of the chair to speak during agenda items.
What is the process for public participation at meetings?
In all matters before the Board, the Chair shall request comment from members of the public. The Chair may limit the time allotted to an individual or group for presentations, except that a two-thirds majority of the members present may in any case extend or shorten the time for public discussion of any matter.
Are specific advisory board duties outlined in Town Code?
Yes, attached.
Bicycle and Pedestrian Advisory Board
Sec. 2-174. Duties and powers.
The bicycle and pedestrian advisory board shall have the following powers and duties:
(1) Advise the council regarding the creation, development, and revision of a phased walks and bikeways master plan.
(2) Set priorities for new facilities or enhancement of existing routes in the walks and bikeways master plan.
(3) Identify and prioritize critical gaps in facilities; advise which critical gaps require town action.
(4) Review project designs related to proposed bicycle and pedestrian improvements, including review of new proposals for subdivision or development of land or improvements to existing subdivisions and developments, and recommend qualitative enhancements, following criteria established by the commission.
(5) Recommend walk and bikeway priorities for local, state, and federal projects.
(6) Assist in identifying alternative funding sources for walks and bikeways projects.
(7) Review town ordinances with respect to pedestrian and bicycle requirements and recommend enhancements or changes.
(8) Review state and regional policies pertaining to pedestrian and bicycle facilities and recommend changes that fit local community needs.
(9) Report annually to the council regarding walk and bikeway system needs and priorities for consideration during capital improvements program and budget deliberations.
(10) Promote walking and biking as alternate modes of transportation, with emphasis on educating school age children on safe, effective bicycling and walking.
(11) Advocate services for bike-commuters, such as showers, changing areas and secure bicycle parking facilities.
(12) Work with regional organizations to coordinate regional bikeway linkages.
(13) Work with other town advisory boards to coordinate walks and bikeways planning.
Board of Adjustment
Information from Town staff:
Phil Mason – [email protected]
What process is followed regarding allowing citizen comments?
The Board chair asks for comments from all citizens who have signed up to speak and have been sworn in. This process is identified on the agenda.
Does the board/commission conduct interviews of applicants?
No.
If so, what process do the interviews follow?
n/a
Are interview processes written into the Rules of Procedures?
It is not specified in the Board of Adjustment Rules of Procedures how board members are nominated or selected.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
There shall be ten (10) regular members of the Board, seven (7) to be appointed by the Town Council and three (3) to be appointed by the Orange County Board of Commissioners. The term of membership shall be three years. No regular member shall serve more than two complete consecutive terms. Alternate members may be appointed by the County Board of Commissioners and the Town Council.
What is the process for allowing citizens the opportunity to speak at meetings?
Conduct of Hearing. Any party to a case may appear in person, by agent, and/or by attorney at the hearing. The order of business for each hearing shall be as follows:
1. Swearing in of witnesses by the Secretary or Chair;
2. Introduction of the case by the Secretary;
3. Presentation of evidence and arguments in support of the application by the applicant and other persons supporting the application;
4. Presentation of evidence and arguments against the application by persons opposed to the application;
5. Rebuttals to testimony; and
6. Summary of evidence by the chair.
What is the process for public participation at meetings?
Conduct of Hearing. Any party to a case may appear in person, by agent, and/or by attorney at the hearing. The order of business for each hearing shall be as follows:
1. Swearing in of witnesses by the Secretary or Chair;
2. Introduction of the case by the Secretary;
3. Presentation of evidence and arguments in support of the application by the applicant and other persons supporting the application;
4. Presentation of evidence and arguments against the application by persons opposed to the application;
5. Rebuttals to testimony; and
6. Summary of evidence by the chair.
Are specific advisory board duties outlined in Town Land Use Management Ordinance?
Yes, attached.
Board of Adjustment
8.3.4 Powers of the Board
The Board of Adjustment shall have the following powers:
(1) To hear and decide appeals from any decision made by the Town Manager in the performance of his or her duties in the enforcement of this Chapter:
(2) To hear and decide appeals from any decision of the Planning Board, Historic District Commission, or Community Design Commission;
(3) To hear and decide requests for variances from the dimensional regulations of this Chapter, in accord with Section 4.12 of this Chapter;
(4) To make interpretations of the Zoning Atlas, including disputed questions about zoning district boundary lines or lot lines, and similar questions as they arise in the administration of this Chapter;
(5) To enter, at reasonable times, upon private lands and make examinations or surveys as necessary for the performance of its official duties;
(6) To request the Council to hold public hearings on matters within the purview of the Board; and
(7) To hear and decide any other matter as required by the provisions of this Chapter and the Town Code of Ordinances.
chapel hill Public Arts Commission
Information from Town staff:
Karen Slotta – [email protected]
What process is followed regarding allowing citizen comments?
Any citizen wishing to speak at Commission meetings is encouraged to do so. They may also call, email or write their comments to the Commission for discussion at their next regularly scheduled monthly meeting. Citizens may call and ask to be placed on the agenda or they may attend a monthly meeting and ask to speak. Any citizen attending the meeting needs to notify the Chair or staff person of their intention to speak.
Does the board/commission conduct interviews of applicants?
No (Occasionally board members have conversations via telephone with applicants or potential applicants) The Commission reviews applications at the monthly meetings and decides whether or not to recommend the person for appointment. The Commission recommends candidates who are qualified and interested in becoming a member to the Council. Anyone with interest in or knowledge of the arts is considered qualified.
If so, what process do the interviews follow?
n/a
Are interview processes written into the Rules of Procedures?
No.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The Chapel Hill Town Council shall appoint an advisory committee with up to eighteen (18) individuals with special knowledge, interest or expertise in the arts… All members of the Commission are appointd by the Chapel Hill Town Council for a term of three years. The term of office shal coincide with the annual cycle of appointment of Members by the Chapel Hill Town Council.
Are specific advisory board duties outlined in Town code?
No.
Community Design Commission
Information from Town staff:
Gene Poveromo – [email protected]
What process is followed regarding allowing citizen comments?
As outlined at the bottom of the Commissions’ monthly agenda, an opportunity for public comment for each agenda item is permitted after staff and applicant presentations.
Does the board/commission conduct interviews of applicants?
No.
If so, what process do the interviews follow?
n/a
Are interview processes written into the Rules of Procedures?
Nomination and selection of members is not address in the Commissions’ Rules of Procedure (attached).
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
A Community Design Commission, consisting of ten (10) members appointed by the Council, is hereby established. In addition to Council-appointed members, the Planning Board, Parks and Recreation Commission, Transportation Board, Greenways Commission and Historic District Commission shall designate one representative from their respective boards to be members of the Community Design Commission, each with full voting priveledges.
Are specific advisory board duties outlined in the Town Land Use Management Ordinance?
Yes, attached.
Community Design Commission
8.5.5 Powers of the Commission
The Commission is authorized and empowered to undertake such actions reasonably necessary to the discharge and conduct of its duties and responsibilities as outlined in this Chapter, in Chapter 160A, Article 19, Part 7 of the N.C. General Statutes, and in Chapter 278 of the N.C. Session Laws of 1965, including but not limited to the following:
(1) To review Site Analysis Data and Conceptual Development Plans, and offer recommendations to the applicant.
(2) To initiate, promote, and assist in the implementation of programs of general community beautification in the Chapel Hill community;
(3) To seek to coordinate the activities of individuals and public or private agencies and organizations whose plans, activities, and programs bear on the appearance of the community;
(4) To provide leadership and guidance in matters of community design and appearance to individuals and public or private agencies and organizations;
(5) To make studies of the visual characteristics and problems of the community, including surveys and inventories of an appropriate nature, and to recommend standards and policies of design for the entire community or any portion or neighborhood thereof, or any project to be undertaken therein;
(6) To prepare both general and specific plans for the improved appearance of the entire community or any portion thereof, including private as well as public property. Such plans shall set forth desirable standards and goals for the aesthetic enhancement of the community or any portion thereof, including public ways and areas, open spaces, and public and private buildings and projects;
(7) To request from the proper officials of any public agency or body its plans for public buildings, facilities, or projects to be located within the Town's jurisdiction, and to review such plans and to make recommendations regarding their aesthetic suitability to the appropriate agency or body, or to the Council. The Commission shall review all such plans in a prompt and expeditious manner, and shall make all recommendations with regard to any public project in writing, and shall promptly transmit copies of the recommendation to the appropriate agency or body, and to the Council;
(8) To formulate and recommend to the Planning Board and Council the adoption or amendment of ordinances that, in the opinion of the Commission, will serve to enhance the appearance of the community and/or strengthen design standards for development within the Town’s jurisdiction;
(9) To direct the attention of appropriate Town officials to needed enforcement of any ordinance that may affect the appearance of the community;
(10) To seek voluntary adherence to the standards and policies of its plans;
(11) To enter, at reasonable times, upon private lands and make examinations or surveys as necessary in the performance of its official duties;
(12) To promote public interest in and understanding of its recommendations, studies, and plans, and to prepare, publish, and distribute to the public such studies and reports that, in the opinion of the Commission, will advance the cause of improved community appearance;
(13) To conduct public meetings and hearings, giving reasonable notice to the public thereof;
(14) To conduct an annual meeting at which the programs, problems, and policies of the Commission shall be presented, and at which the public at large shall be invited to express itself on matters relating to the appearance and adopted design standards of the community;
(15) To recommend to the Council suitable arrangement for the procurement or provision of staff or technical services for the Commission;
(16) To establish an advisory council or other committees within its membership as it may deem necessary;
(17) To accept funds from private agencies, foundations, organizations, individuals, the State or federal government, or any other source, and to disburse such funds for any purpose within the scope of its authority;
(18) To review all schematic building designs for Special Use Permits or Special Use Permit Modifications, and forward comments and recommendations for consideration at Council public hearings;
(19) To review lighting plans and building elevations filed as part of an application for development; and
(20) To review alternative landscape bufferyards in accordance with Section 5.6.6 of this Chapter.
Greenways Commission
Information from Town staff:
Bill Webster – [email protected]
What process is followed regarding allowing citizen comments?
The Commission freely allows citizen comment at any time. There is a part of every agenda entitled “Comments from Citizens in Attendance” for non-agenda items. Citizens can speak concerning any agenda item when the Commission deals with the item. The Commission is very informal in this regard and always allows citizens to fully participate if they desire.
Does the board/commission conduct interviews of applicants?
Yes.
If so, what process do the interviews follow?
The Commission invites applicants to attend a meeting prior to making their recommendations. It is not a formal interview, but applicants are asked to explain why they want to be on the Commission.
Are interview processes written into the Rules of Procedures?
No.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The Commission shall consist of seven (7) members who are appointed by and serve at the pleasure of the Town Council.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Greenways Commission
Sec. 2-154. Duties; powers.
The greenways commission shall have the following powers and duties:
(1) Develop and propose for council consideration a master greenways plan, including a proposed timetable for development and listing of potential greenway properties and extensions.
(2) Along with property owners and neighborhood organizations in areas along greenway corridors, identify potential property and easements to accomplish the greenway plan.
(3) Work with neighborhoods to develop specifications for appropriate design, use, and maintenance and security of greenways.
(4) Promote awareness of the greenways program among town residents. For example, publish maps and trail guides for use of greenways.
(5) Advise council regarding the status of needs of the greenway system annually during consideration of the capital improvements program and annual operating budget. Recommend property to be acquired and trails to be constructed.
(6) Work with community groups to encourage the development and maintenance of greenway trails.
(7) Work with regional organizations and greenway commissions to coordinate regional greenway plans, encouraging linking of greenway systems when beneficial to Chapel Hill citizens.
(8) Review proposals for subdivision or development of land in the identified greenway corridors, and make recommendations to the planning board regarding provision or dedication of property or easements to accomplish the greenway plan.
(9) Recommend and promote alternative funding sources for acquisition and maintenance of greenways.
Historic District Commission
Information from Town staff:
Kay Pearlstein – [email protected]
What process is followed regarding allowing citizen comments?
Prior to the meeting, citizens wishing to speak are asked to sign up on sign-up sheets for the application they wish to comment on. They must be sworn in prior to speaking, usually all citizens wishing to speak are sworn in at one time.
Does the board/commission conduct interviews of applicants?
No.
If so, what process do the interviews follow?
n/a
Are interview processes written into the Rules of Procedures?
The nomination or interview of members is not addressed in the Commissions’ Rules of Procedure.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The Commission shall be composed of 10 members the majority of whom shall has demonstrated sepcial interest, experience or education in history or architecture. All members shall reside within the planning jurisdiction of Chapel Hill. Members shall be appointed to serve terms of three (3) years and until their respective successors have been appointed and qualified. Vacancies shall be filled for the unexpired term only.
How are members selected?
The majority of commission members must have demonstrated special interest, experience, or education in history, architecture, archaeology, or related fields.
What is the process for allowing citizens the opportunity to speak at meetings?
Citizens wishing to speak sign up and are sworn in prior to the start of a meeting.
What is the process for public participation at meetings?
Any person may attend and speak at an open meeting of the commission. Any radio or television station may broadcast all or any part of an open meeting, and any person may photograph, film, or tape-record any part of an open meeting.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Historic District Commission
8.4.6 Powers of the Commission
The Commission is authorized and empowered to undertake actions reasonably necessary to the discharge and conduct of its duties and responsibilities as outlined in this Chapter and in Chapter 160A, Article 19, Part 3C of the N.C. General Statutes, including but not limited to the following:
(1) To recommend to the Planning Board and Council areas for designation by ordinance as Historic Districts;
(2) To recommend to the Planning Board and Council that designation of any areas as a Historic District be revoked or removed;
(3) To recommend to the Planning Board, Council, and the State of North Carolina structures, sites, objects, or districts worthy of local, State, or national historical recognition;
(4) To propose to the Council amendments to this Chapter or to any other ordinance relating to the Historic District, and to propose new ordinances or laws relating to the Historic District or to a program for the development of the historical resources of the Chapel Hill community;
(5) To request the Council to hold public hearings on matters within the purview of the Commission;
(6) To hear and decide applications for Certificates of Appropriateness in accord with Article 6 of this Chapter;
(7) To establish guidelines under which the Town Manager shall approve applications for Certificates of Appropriateness covering minor modifications on behalf of the Commission;
(8) To undertake, on its own or in collaboration with any other commission, board, agency, society, or organization, any programs of information, research, or analysis relating to any matters under its purview;
(9) To cooperate with other commissions, boards, or agencies of the Town or other governmental unit in offering or requesting assistance, guidance, or advice concerning matters under the Commission's purview or of mutual interest;
(10) To participate in negotiations with owners and other parties in an effort to find means of preserving historic buildings scheduled for demolition;
(11) To provide advice to owners of property located within the Historic District concerning the treatment of the historical and visual characteristics of their properties, such as color schemes, gardens and landscape features, and minor decorative elements;
(12) To publish information or otherwise inform owners of property located within the Historic District about any matters pertinent to the Commission's duties, organization, procedures, responsibilities, functions, or requirements;
(13) To contract, in accord with established Town policies and procedures, for services or funds from agencies or departments of the State of North Carolina and the United States government;
(14) To accept funds granted to the Commission from private or non-profit organizations;
(15) To organize itself and conduct its business by whatever legal means it deems proper;
(16) To report violations of this Chapter or related ordinances to the local official responsible for the enforcement thereof;
(17) To exercise, within the Historic District, all the powers and duties of the Chapel Hill Community Design Commission;
(18) To exercise such other powers and to perform such other duties as are authorized or required elsewhere by this Chapter, the N.C. General Statutes, or by the Council.
Housing and Community Development Advisory Board
Information from Town staff:
Tina Vaughn – [email protected]
What process is followed regarding allowing citizen comments?
Time is allotted on the meeting agenda (15 minutes) for the Board to receive comments from the public. Citizens may speak during this time.
Does the board/commission conduct interviews of applicants?
Yes. The applications are reviewed and the Chairperson interviews them.
If so, what process do the interviews follow?
The Board Chairperson conducts interviews with applicants, by telephone or in person, to give them an overview of the duties of the Board. All applications are forwarded to the Council for their consideration, review and selection.
Are interview processes written into the Rules of Procedures?
No.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The housing and community development advisory board shall consist of nine (9) members appointed as hereinafter provided. The housing and community development advisory board shall be representative of the entire community. Three (3) members shall be current residents of public housing of Chapel Hill or Carrboro, one (1) of whom shall be a representative from the residents' council. One (1) member shall be a citizen of the Town of Carrboro.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Housing and Community Development Advisory Board
Sec. 2-164. Duties and powers.
The housing and community development advisory board shall have the following powers and duties:
(1) Approve public housing procedures, in accord with HUD regulations and within the budgetary and service levels authorized by council, regarding terms of lease, occupancy, late rent fees, pet policy, resident transfers, and other applicable regulations.
(2) Assess and update the public housing needs of the community and alert the council to changes in these needs.
(3) Serve as liaison with the public housing residents' organization. Provide time at each meeting for a report from the residents' organization and remarks by any resident(s). Hold an annual meeting with residents to hear needs, concerns, complaints, ideas.
(4) Recommend a tenant grievance policy, in accord with HUD regulations, for the council's consideration and adoption. Serve as grievance panel for those tenant grievances not settled at the staff level.
(5) Advise the council with respect to public housing funding needs at the beginning of the budget cycle and make recommendations to the council regarding the recommended budget and fiscal policies.
(6) Work with other human service organizations in the community and coordinate services to residents of public housing and help assure that residents are provided with social services to which they are entitled.
(7) Advise the council regarding housing initiatives, programs, and services.
(8) Advise the council regarding matters involving community development grant funds, including but not limited to three-year and one-year plans for using these grant funds and proposals and requests by citizens and community organizations desiring to receive community development funds for special projects and programs.
Human Services Advisory Board
Information from Town staff:
Karen Rose – [email protected]
What process is followed regarding allowing citizen comments?
There is a standing item on the agenda for comments from citizens. The agenda always includes time for comments from the public. In addition, citizens who call with concerns are always informed about the opportunity to address the Board by letter or in person, as well as the process for speaking to the Town Council at their regular meetings.
Does the board/commission conduct interviews of applicants?
No.
If so, what process do the interviews follow?
n/a
Are interview processes written into the Rules of Procedures?
n/a
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The human services advisory board shall consist of seven (7) members appointed as hereinafter provided. The advisory board shall be selected to be representative of the entire town community, its needs, aspirations and values. The advisory board shall not be an advocacy group to lobby for or represent special interests. Members of the human services advisory board may serve as a board member or as paid or nonpaid staff of a human service agency only if that agency does not apply for or receive funding from the town.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Human Services Advisory Board
Sec. 2-124. Duties; powers.
The human services advisory board shall have the following powers and duties:
(1) Assess and update the human service needs of Chapel Hill and alert the council to changes in these needs.
(2) Identify needs and service gaps and seek ways to fill the gaps.
(3) Help to develop an effective relationship with Orange County social programs and the human services advisory commission.
(4) Work with private agencies to coordinate delivery of human services.
(5) Advise the council on the need for and scope of advocacy services.
(6) Help assure that Chapel Hill citizens are provided with all county and state services to which they are entitled.
(7) Conduct periodic community forums to discuss human service issues with town citizens.
(8) Advise the council with respect to human service funding needs at the beginning of the budget cycle.
(9) Recommend to council which, if any, needs should be met by town funding of private agencies.
(10) Devise a recommended system of performance contracting with private human service agencies for service.
Library Board of Trustees
Information from Town staff:
Kathy Thompson – [email protected]
What process is followed regarding allowing citizen comments?
Visitor introductions are the first item of business on the Library Board agenda. Citizens who do not wish to remain for the entire meeting are offered the opportunity at that time to identify their issue and speak to it. Citizens may also participate in discussion throughout the meeting.
Does the board/commission conduct interviews of applicants?
No formal process is followed, although applicants are invited to speak. The Library Board does invite applicants to attend a meeting prior to Council appointment.
If so, what process do the interviews follow?
At the beginning of he regular Library Board meeting, applicants are introduced and invited to share their interest in serving on the Board. The Board Chair then explains the activities and responsibilities of the Board. Applicants are encouraged to remain and participate in the meeting’s discussions and to ask questions of the Board.
Are interview processes written into the Rules of Procedures?
No, this informal process is not written into the bylaws.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The library board of trustees shall consist of seven (7) appointed members as hereinafter provided. Their terms of office shall be four (4) years or until their successors are appointed and qualified. Seven (7) members shall be appointed by the mayor and council. One (1) member shall be a resident of Orange County appointed by the Orange County Board of Commissioners. Vacancies shall be filled in the same manner as original appointments.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Sec. 2-144. Duties.
Duties of the library board of trustees shall be the following:
(1) Advise the council, town manager, and library director concerning all matters relating to the operation of a public library system for the town, taking into consideration the needs and attitudes of library users and staff.
(2) Advise the council, town manager, and library director as to the use and daily operation of library services and facilities.
(3) Work cooperatively with the friends of the library in support of the library.
(4) Make recommendations to the council concerning the construction and improvement of buildings and other structures for the library system.
(5) Advise the council, town manager, and library director concerning the annual budget of the library system.
(6) Monitor gift and memorial donations and endowments of the library, and advise the council on the expenditure of these funds.
(7) Recommend a schedule of fines and charges for the late return of, failure to return, damage to, and loss of library materials, and take other measures to protect and regulate the use of such materials.
(8) Advise the council on the extension of privileges to and use of the library by nonresidents of the town and any fees associated therewith.
(9) Advise the town manager concerning the appointment of the library director.
(10) Make an annual report on the operations of the library to the council and make an annual report to the department of cultural resources as required in North Carolina General Statutes, Section 125-5.
Parks and Recreation Commission
Information from Town staff:
Kathryn Spatz – [email protected]
What process is followed regarding allowing citizen comments?
There is a citizen petition/communication agenda item at the beginning of every Commission meeting. In addition, the Parks and Recreation Commission is extremely informal and allows any citizen present to speak on an issue when it arises. Often, the Commission members have dialogue with citizens during the discussion of an item.
Does the board/commission conduct interviews of applicants?
No.
If so, what process do the interviews follow?
n/a
Are interview processes written into the Rules of Procedures?
No.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The commission shall consist of eleven (11) commissioners, all of whom shall be appointed at large. Ten (10) members shall be residents and citizens of the town appointed by the town council. One (1) member shall be a resident of Orange County appointed by the Orange County Board of Commissioners.
What is the process for public participation at meetings?
Petitions from citizens received at a regular meeting shall be referred to the staff for inclusion on a later Commission agenda, the date of which is to be determined by the Chair. The petition may not be discussed at the meeting it is received unless the Commission approves immediate discussion by majority vote.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Parks and Recreation Commission
Sec. 12-22. Duties, powers.
The parks and recreation commission shall have the following powers and duties:
(1) Advise the council, town manager and manager's staff concerning all matters relating to the operation of a system of public recreation for the Town of Chapel Hill.
(2) Advise on establishing and maintaining a system of organized and supervised recreational activity for the town within the budgetary levels authorized by the council.
(3) Recommend to the council land to be set apart for use as parks, playgrounds, recreation centers, water areas, or other recreational areas and structures.
(4) Recommend the use of appropriate lands or buildings owned or leased to the town.
(5) Recommend upon the needs of appropriate additional lands and structures for the recreational activities of the town.
(6) Advise the council, town manager and manager's staff as to controls and operation of recreational facilities which are owned or controlled by the town.
(7) Recommend to the council, town manager and manager's staff regulatory control, rules and measures for use of town-owned or controlled recreational facilities.
(8) Advise the council as to the amount of all fees, rentals and charges for park and recreation services.
(9) Review the budget for the parks and recreation department, and make comments and recommendations to the council with respect thereto.
(10) Advise the planning board on all matters pertaining to recreational planning for the community.
(11) Make recommendations to and assist the town manager in preparing a five-year program for the parks and recreation department covering both operating and capital plans for the department.
Personnel Appeals Committee
Information from Town staff:
Pam Eastwood – [email protected]
What process is followed regarding allowing citizen comments?
The Personnel Appeals Committee hears appeals of employee grievances at the third step of the grievance process. No citizen comment would be appropriate in these situations.
Does the board/commission conduct interviews of applicants?
No, although Ms. Eastwood does review applications and has the opportunity to make recommendations to the Council on appointments.
Rules of procedure notes:
The rules of procedure for the committee relate primarily to the steps of hearing and considering grievances and making recommendations to the Manager.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The Personnel Appeals Committee consists of up to 9 members, appointed by the Town Council… Up to 5 members of the Committee may hear a grievance, with 4 members constituting a quorum.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Personnel Appeals Committee
Sec. 14-124. Purpose of committee.
The committee shall:
(1) Conduct grievance and appeal hearings and render advisory opinions to the manager.
(2) Develop and maintain adequate records of all its proceedings, findings, and recommendations.
(3) Inform the employee(s) and the manager in writing of its findings and recommendations in all cases referred to it.
Planning Board
Information from Town staff:
JB Culpepper – [email protected]
What process is followed regarding allowing citizen comments?
An opportunity for public comment is provided for each agenda item. This is outlined at the bottom of the Planning Board’s agenda at each meeting.
Does the board/commission conduct interviews of applicants?
No.
If so, what process do the interviews follow?
n/a
Are interview processes written into the Rules of Procedures?
n/a
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
The Board consists of ten members, serving terms of three years. Seven of these are residents of the Town of Chapel Hill and are appointed by the Town Council. Two members are residents of the Town's extraterritorial planning jurisdiction, and one resident of the Joint Planning Transition Area, appointed by the Board of Commissioners of Orange County. The Town Council encourages the limitation of a member's service to no more than two consecutive full terms.
How are members nominated?
Applications for the Planning Board are referred to it by the appointing body; recommendations may be only from the applications. The Board recommends two persons to the appropriate appointing body for each vacancy which occurs among its membership. Selection of persons to be recommended is by signed paper ballot: the two persons receiving the largest number of votes being recommended. In case of a tie, more than two names may be submitted.
Exception to the preceding rule may be made at the Board’s discretion when there is an insufficient number of applicants for the existing vacancies, or when a majority of the Board wishes to submit only one recommendation for each vacancy.
How are members selected?
Selection of persons to be recommended is by signed paper ballot: the two persons receiving the largest number of votes being recommended. In case of a tie, more than two names may be submitted. Exception to the preceding rule may be made at the Board's discretion when there is an insufficient number of applicants for the existing vacancies, or when a majority of the Board wishes to submit only one recommendation for each vacancy.
What is the process for allowing citizens the opportunity to speak at meetings?
In all matters before the Board, the Chairman/woman shall request comment from members of the public. The Chairman/woman may limit the time allotted to an individual or group for presentations, except that a two-thirds majority of the members present may in any case extend or shorten the time for public discussion of any matter.
What is the process for public participation at meetings?
In all matters before the Board, the Chairman/woman shall request comment from members of the public. The Chairman/woman may limit the time allotted to an individual or group for presentations, except that a two-thirds majority of the members present may in any case extend or shorten the time for public discussion of any matter.
Are specific advisory board duties outlined in the Town Land Use Management Ordinance?
Yes, attached.
Planning Board
8.2.4 Powers of the Board – From the Land Use Management Ordinance
The Planning Board shall have the following powers and duties:
(1) To develop a Comprehensive Plan for the orderly growth and development of Chapel Hill and its environs. Such plan shall set forth goals, objectives, and policies designed to manage the quantity, type, cost, location, timing, and quality of development and redevelopment in the Chapel Hill community;
(2) To seek to coordinate the activities of individuals and public or private agencies and organizations whose plans, activities, and programs bear on the general development of the community;
(3) To undertake, on its own or in collaboration with any other board, commission, agency, society, or organization, any programs of information, research, or analysis relating to any matters under its purview;
(4) To cooperate with other commissions, boards, or agencies of the Town or other governmental unit in offering or requesting assistance, guidance, or advice concerning matters under the Board's purview or of mutual interest;
(5) To make studies of the general development characteristics and problems of the community, including surveys and inventories of an appropriate nature, and to recommend standards and policies of development for the entire community or any portion or neighborhood thereof, or any project to be undertaken therein;
(6) To request from the proper officials of any public agency or body its plans for public buildings, facilities, or projects to be located within the Town's jurisdiction, and to review such plans as to conformity with the Comprehensive Plan to make recommendations regarding such plans to the appropriate agency or body, or to the Council. The Board shall review all such plans in a prompt and expeditious manner, and shall make all recommendations with regard to any public project in writing, and shall promptly transmit copies of the recommendation to the appropriate agency or body, and to the Council;
(7) To formulate and recommend to the Council the adoption or amendment of ordinances that, in the opinion of the Board will serve to promote the orderly development of the community in accord with the Comprehensive Plan;
(8) To direct the attention of appropriate Town officials to needed enforcement of any ordinance that may affect the general development of the community;
(9) To enter, at reasonable times, upon private lands and make examinations or surveys as necessary for the performance of its official duties;
(10) To promote public interest in an understanding of its recommendations, studies, and plans, and to prepare, publish, and distribute to the public such studies and reports that, in the opinion of the Board, will promote the orderly development of the community in accord with the Comprehensive Plan;
(11) To request the Council to hold public hearings on matters within the purview of the Board;
(12) To conduct public meetings and hearings, giving reasonable notice to the public thereof;
(13) To review and make recommendations to the Council on proposed plats of land subdivision, applications for Special Use Permits, and proposed amendments to Land Use Management Ordinances;
(14) To review site plans for conformity with land development regulations, in accord with Section 4.7 of this Chapter;
(15) To review minor subdivision for conformity with land development regulations in accord with Section 4.6.4;
(16) To recommend to the Council suitable arrangement for the procurement or provision of staff or technical services for the Board;
(17) To establish an advisory council or other committees within its membership as it may deem necessary;
(18) To accept funds from private agencies, foundations, organizations, individuals, the State or federal government, or any other source, and to disburse such funds for any purpose within the scope of its authority; and
(19) To exercise such other powers and to perform such other duties as are authorized or required elsewhere in this Chapter, the N.C. General Statutes, or by the Council.
Technology Committee
Information from Town staff:
Bob Avery – [email protected]
What process is followed regarding allowing citizen comments?
All meetings are open to the public and visitors are given an opportunity to comment on topics as desired. The Technology Committee does not routinely approve items for Council vote and thus does not follow rigid rules for meeting participation. Citizens who attend are allowed to participate in all discussions.
Does the board/commission conduct interviews of applicants?
Yes. Citizens may apply for appointment to the committee and all applications are reviewed for consideration. Informal interviews are conducted either by telephone or by attending a meeting. Recommendations for submittal to Council for selection are discussed and voted on during regular meetings.
If so, what process do the interviews follow?
Applicants are normally invited to attend a meeting so members can talk with them and applicants can ask questions about the committee.
Are interview processes written into the Rules of Procedures?
No.
Additional information:
What is the definition of voting members of the board/commission?
Voting members are those committee members appointed by the Council. There is not a set number of voting members.
Are specific advisory board duties outlined in Town code?
No.
transportation board
Information from Town staff:
Sheryl Sherman – [email protected]
What process is followed regarding allowing citizen comments?
The Board chair asks for comments from all citizens who have signed up to speak. Citizens speak on an item at the time during the meeting when it arises.
Does the board/commission conduct interviews of applicants?
Yes.
If so, what process do the interviews follow?
Applicants are invited to attend a meeting of the Board where they are given the opportunity to talk with Board members, and Board members may ask questions of the applicants.
Are interview processes written into the Rules of Procedures?
No.
Additional information from bylaws or procedures:
What is the definition of voting members of the board/commission?
Voting members of the Transportation Board are defined as those nine (9) members appointed to the Transportation Board by the Mayor and Town Council of the Town of Chapel Hill. Non-voting members representing the Administration of the University of North Carolina and the Town of Carrboro are eligible to participate in all matters before the Board except any matter requiring a vote of the membership.
Are specific advisory board duties outlined in Town code?
Yes, attached.
Transportation Board
Sec. 2-134. Duties; powers.
The transportation board shall have the following powers and duties:
(1) Advise the council, town manager and staff concerning transportation matters.
(2) Advise the council, town manager and manager's staff concerning the policies and operations of the public transit system for the town, including review of the transportation department budget and making comments and recommendations to the manager and to the council with respect thereto, and approving route changes, headways and schedule changes as recommended by the town manager or transportation director within the budgetary and service levels authorized by the council.
(3) Advise the council, planning board, town manager and staff concerning the traffic impact and traffic plans for significant development and redevelopment, e.g., special use, large subdivision and special use rezoning requests.
(4) Advise the council and town manager and coordinate with the planning board on transportation planning for the community, including preparation and revision of the thoroughfare plan and implementation of the plan through transportation improvement plan requests to the state.
(5) Advise the council and town manager regarding plans and policies for cycling and bikeway facilities and regarding pedestrian access and safety.
(6) Advise the council and town manager regarding the planning, development and operation of on-street and off-street parking and parking facilities under the town's control; and regarding ordinances and other policies for taxi and other franchise carrier operations within and around the town.