Title
Consider Revisions to the Advisory Committee Policy & Addendums
Abstract
Action Requested: Discuss the proposed changes in the documents and agree on possible changes. You may decide to request additional information or vote at another meeting.
Introduction & Background:
The Chatham County Board of Commissioners first adopted the Advisory Committee Policy and Addendums on June 6, 2011 to provide some consistency in the operations and reporting of a handful of committees that are directly at the discretion of the Board of Commissioners and not governed by state requirements nor county ordinances. A few minor amendments were made shortly after, but the documents have not been fully updated since late 2011. The changes proposed consist of revisions needed to reflect operational changes in several of the committees under the policy and also commissioners’ request to consider revising two current requirements for appointments and reappointments of members. As of today, only six county advisory committees come under the policy: Affordable Housing (which is being reorganized), Environmental Review, Library, Recreation, Solid Waste (which has been suspended until needed) and Transportation.
Discussion & Analysis:
1. Advisory Committee Policy: The most substantive proposed changes were suggested by a couple of commissioners.
• Remove the restrictions the prevented a person from serving on more than one advisory committee or being appointed to both an advisory committee AND holding another commissioner-appointed seat. (see Section 2 - MEMBER QUALIFICATIONS)
• Remove the restriction that a person can only serve two consecutive terms on advisory committee or a maximum of six years before having to take a break of at least one year. (see Section 2 - TERMS).
Other Revisions Proposed: These are all technical changes or updates in titles of persons involved with specific advisory committee responsibilities. However, the Board of Commissioners also may want to discuss the requirements for selection of chair and vice chair that is highlighted in YELLOW in section 3. Some committees are not following this requirement, mainly because a current chairperson has been unable to find someone willing to take over after they have served three years in that role.
2. Addendums to the Advisory Committee Policy:
• Addendum A: This is the document that lists the specific committees that come under the policy and describes the specifics related to mission, membership and meetings. The major changes here reflect that several committees do not exist and others have forwarded changes in their operations or focus areas. It also removes the Agriculture Advisory from this policy since it is governed by a county ordinance linked to state requirements.
• Addendum B: This provides the committees’ reporting requirements and a suggested reporting form. The only changes are technical to correct position titles.
• Addendum C: No changes suggested for the Conflict of Interest Policy.
Budgetary Impact: N/A
Recommendation: Review and discuss the proposed changes and agree on changes to approve.