Attachments for January 16, 2026 Board Retreat Agenda

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88 ORANGE COUNTY NORTH CAROLINA Clerk's Office Post Office Box 8181 300 West Tryon Street Hillsborough, North Carolina 27278 MEMORANDUM TO: Orange County Board of County Commissioners FROM: Tara May, Deputy Clerk to the Board DATE: January 16, 2026 RE: Discussion on the Advisory Board Policy at the January 16, 2026 Board Retreat This memorandum is intended to provide background information, suggestions, and propose questions for the Board's consideration as part of the Discussion on the Advisory Board Policy at the January 16, 2026 Retreat. Regarding attendance and removal of advisory board members, Section III(H)(3)of the Advisory Board Policy (last revised May 6, 2025), states: 3. "...the Orange County Board of Commissioners may remove any member of an advisory board for neglect of duty or nonparticipation that becomes problematic to the advisory board's functioning and purpose. Neglect of duty and non participation are defined as follows: a. Missing three (3) consecutive meetings; or b. Missing twenty-five percent (25%) of meetings within any twelve (12) month period. 4. The advisory board Chair or staff liaison shall notify a member if the member is at risk of being removed pursuant to section III(H)(3). 5. The advisory board Chair or staff liaison shall notify the Clerk to the Board of Orange County Commissioners if a member has violated section III(H)(3)." Currently, when the Clerk's Office becomes aware that a member has violated attendance requirements in the Advisory Board Policy, an email is sent, or a phone call is placed, to the member in question. The member is informed that they have violated the advisory board policy and are asked if any barriers in place have led to their absences (i.e., lack of transportation, ADA concerns), and if there is anything county staff can do to help them participate fully (i.e., offer a virtual attendance option). Staff engage in this conversation in a good- faith effort to work with volunteers. Retention of existing members is an important part of the recruitment strategy for advisory board volunteers. If the reason for the absences will not improve with county assistance, the member is informed that the Board of County Commissioners may seek to remove them from the board on which they serve, and they are offered an opportunity to resign. In most cases, members resign in lieu of removal. Recently, questions have arisen from Board members regarding how the Clerk's Office should handle members who have violated the attendance requirements outlined in the Advisory Board Policy, and if an opportunity to continue service should be offered.