Agenda 11-07-19 Item 8-f - Modifications to the Agenda 11-07-19 Item Board of County Commissioners’ “Rules of Procedure” for Meeting Classifications and Clarification on Public Comments at BOCC Meetings

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2 Orange County Unified Development Ordinance, etc. If the Board moves forward with the change, staff recommends that the action include changing all formal meeting references going forward from "Regular Meeting" to "Business Meeting". This also impacts the terminology used in the Rules of Procedure. Changes to the Rules of Procedure to elaborate on public comment would also include the use of the term "Business Meeting". North Carolina General Statute 153A-52.1 establishes a baseline for public comment at BOCC meetings. The statute requires the BOCC to "provide at least one period for public comment per month at a regular meeting of the board." Orange County far exceeds this baseline and also exceeds what is provided by many other counties. The current Rules of Procedures for the Board of County Commissioners, Rule 9, "Public Comment for Items not on the Printed Agenda", provides the opportunity for public comment on any topic at the beginning of all Regular Meetings (proposed to change to "Business Meeting") under Item #2. Speakers are required to sign up to speak, and are allowed three minutes each after being recognized by the Board Chair. There is no current specific written policy regarding public comment at non-Business BOCC meetings. However, the Board's general practice for more than 20 years has been that non- Business BOCC meetings are opportunities for Board members to study, discuss and evaluate issues among themselves, with governing boards from other jurisdictions, and with staff. Since those non-Business Meetings by practice have rarely incorporated actual decisions made by the Board, opportunities for public comment have been focused on Business Meetings when the Board is specifically considering decisions on respective issues. Attachment 3 provides the Board's Rules of Procedure with the County Attorney's proposed language modifying the Board's "Rules of Procedure" to clarify public comment at meetings. This proposed language addresses Business Meetings as referenced/newly-titled above, as well as the public comment framework for all other Board meetings. Those other Board meetings include, but are not necessarily limited to: • Work Sessions • Budget Work Sessions • Budget Public Hearings • Annual Board Retreats • Joint Meetings with the Fire Chiefs' Council • Joint Meetings with the Schools • Assembly of Governments • Any Other Joint Meetings • Legislative Breakfasts • Special Meetings (i.e. — public hearing on economic development and decision) • Meetings Specifically for Closed Session Matters (must be started in open session) FINANCIAL IMPACT: There is no financial impact associated with discussion of this issue. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to this item: