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Agenda - Item 3 - Policy on Board Petitions and Board Members Requests to Staff
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Agenda - Item 3 - Policy on Board Petitions and Board Members Requests to Staff
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BOCC
Date
5/24/2018
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Budget Sessions
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Agenda
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3
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Agenda - 05-24-2018 Budget Work Session
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<br />ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: May 24, 2018 <br /> Action Agenda <br /> Item No. 3 <br /> <br />SUBJECT: Policy on Board Petitions and Board Members’ Requests to Staff <br /> <br />DEPARTMENT: Manager <br /> <br /> <br />ATTACHMENT(S): <br />Guidelines for Commissioner Requests for <br />Information from County Staff <br /> <br />INFORMATION CONTACT: <br /> Bonnie Hammersley, 245-2300 <br /> <br /> <br />PURPOSE: To discuss the Board’s process for addressing petitions made by Board members <br />at regular meetings and requests that individual Board members may make to staff for reports, <br />research data and/or information outside of regular Board meetings. <br /> <br />BACKGROUND: At the Board of Commissioners’ March 20, 2018 regular meeting, a petition <br />was submitted that the Board review its policy on Board petitions, requests from a single Board <br />member, and the staff time commitment associated with the request. <br /> <br />Members of the Board of Commissioners voice petitions for information, reports to be <br />developed, letters to be written, etc. as part of regular Board meetings. The Manager <br />documents these petitions and then reviews them with the Board Chair and Vice Chair for any <br />additional information, concerns, and direction. The Manager then directs the subject matter to <br />the appropriate County staff for follow-up, and the designated staff member(s) sends an <br />acknowledgement to the entire Board confirming that the matter is being addressed. The staff <br />member(s) subsequently reports back to the full Board with conclusions, outcomes, or other <br />information with a presentation at a Board meeting, an Information Item included on a regular <br />meeting agenda, and/or via email. <br /> <br />Members of the Board may also individually, or in conjunction with other members of the Board, <br />be in contact with County staff outside of Board meetings and make requests to staff for <br />information, reports to be developed, letters to be written, etc. Staff members move forward to <br />address those requests and subsequently report back to the Board member(s) with conclusions, <br />outcomes, or other information. Staff sharing the results sometimes occurs with a presentation <br />at a Board meeting, an Information Item including on a regular meeting agenda, and/or via <br />email. It also sometimes occurs only with the individual Board member or those members who <br />joined in the request. <br /> <br />In both instances above, the petitions and requests have an impact on staff responsibilities, <br />priorities, and time. To address this concern, the Board of Commissioners adopted the attached <br />“Guidelines for Commissioner Requests for Information from County Staff” in 2002. The <br />Guidelines provide a framework to assess requests and a review process, especially as it <br />relates to established priorities and duties and the staff time required to address a request. The <br />process entails the Manager and the Board Chair reviewing the request and addressing any <br />concerns identified. <br />1
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