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

Browse Search

6 In Orange County there are 40—50 BOCC meetings a year. For the purpose of fulfilling open meeting law requirements, all of these meetings are considered "regular" meetings and officially noticed with the approval of the annual meeting calendar. Causing confusion in the terminology, Orange County refers to the twice a month formal business meetings as Regular Meetings. In addition to these meetings,the BOCC also conducts the following types of scheduled meetings. • 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) By law, the BOCC can vote and make decisions at any of these duly noticed meetings. In practice,the BOCC tries to only vote on decisions at the "Regular" meetings usually held twice a month. (There have been occasions at Work Sessions where the BOCC took an official vote and made decisions on time sensitive items.) The current discussion before the BOCC is whether to add a time for public comment at all BOCC meetings. In researching this topic there was some confusion as to the term "regular meeting". Per NCGS, a "regular meeting" classification is based on notification timelines and all BOCC meetings announced when a yearly calendar is approved could be considered regular meetings.As used by the Orange County Board of Commissioners, a "Regular Meeting" is the formal business meeting usually held twice a month.To reduce confusion, it is proposed that the BOCC change the reference of the formal meeting from "Regular Meeting"to "Business Meeting". Per the Board's request to offer an explanation and reasoning on public comments only at Business Meetings, the County Attorney offers the attached modifications to the "Rules of Procedure for the Board of County Commissioners". Additional wording has been suggested for Rule 6. Regular and Special Meetings, section (d) Work Sessions, Committee Meetings or other Informal Meetings, as follows: Work sessions include regular work sessions, budget work sessions,joint meetings with other governmental entities, and other meetings not scheduled as "business meetings."