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1 <br /> ORANGE COUNTY <br /> BOARD OF COMMISSIONERS <br /> ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: November 7, 2019 <br /> Action Agenda <br /> Item No. 8-f <br /> SUBJECT: Modifications to the Board of County Commissioners' "Rules of Procedure" for <br /> Meeting Classifications and Clarification on Public Comments at BOCC <br /> Meetings <br /> DEPARTMENT: Board of Commissioners <br /> ATTACHMENT(S): INFORMATION CONTACT: <br /> 1. Excerpt from Draft October 3, 2019 David Hunt, 919-245-2126 <br /> BOCC Minutes John Roberts, 919-245-2318 <br /> 2. BOCC Meeting Types <br /> 3. BOCC Rules of Procedure with <br /> Changes <br /> PURPOSE: To approve modifications and/or additions to the BOCC "Rules of Procedure" to <br /> change the reference for formal meetings that generally occur twice a month from "Regular <br /> Meetings" to "Business Meetings", and clarify opportunities for public comment at BOCC <br /> meetings. <br /> BACKGROUND: At the September 10, 2019 work session, the Board had a brief discussion <br /> related to public comments occurring at work sessions. <br /> At the September 17, 2019 Regular Board Meeting, a request was made by a member of the <br /> public that the Board consider providing the opportunity for public comments at all BOCC <br /> meetings. <br /> At the October 3, 2019 work session, the BOCC instructed the County Attorney to develop <br /> proposed language modifying the Board's "Rules of Procedure" to clarify public comment at <br /> meetings. An excerpt from the draft October 3rd meeting minutes is attached for reference as <br /> Attachment 1. <br /> Staff's research on this topic led to some confusion regarding the term "regular meeting". Per <br /> North Carolina General Statutes, a "regular meeting" classification is based on notification <br /> timelines, and all BOCC meetings announced when an annual meeting calendar is approved <br /> could be considered "regular meetings". As used by the Orange County Board of <br /> Commissioners, a "Regular Meeting" is the formal business meeting generally held twice a <br /> month. To reduce confusion, it is proposed that the BOCC amend its Rules of Procedure to <br /> change the reference of the formal meeting from "Regular Meeting" to "Business Meeting". (See <br /> Attachment 2) <br /> One of the challenges to the meeting name change is the number of areas and documents that <br /> reference "Regular Meetings". This could include approved calendars, advisory board by-laws, <br />