ADVISORY BOARD MEMBERSHIP POLICY March 10, 2014

Staff Recommendation • That Council either: • adopts the advisory board membership

policy or • refers comments to the Manager and Attorney. • If adopted, all preceding and conflicting

policies and procedures will be updated.

Success • Offer the public better opportunities to

contribute to Town decision-making, and • Focus input and recommendations from advisory boards to inform governance with quality, responsiveness and efficiency

Phase I: Development Review

Transportation & Connectivity Advisory Board

Community Design Commission

Environmental Stewardship Advisory Board

Planning Commission

Housing Advisory Board

Key Decision Points • Approve Memberships for 5 Development Review

Boards? • Champions – Can someone serving on one of the

development review boards also serve as that board’s champion? • Council Interviews of Applicants? • Appointment Recommendations from advisory

boards that include supporting statements?

Input Provided By… • • • • •

Council Committee on Boards and Commissions Planning Board Community Design Commission Greenways Commission Members of the: • Bicycle and Pedestrian Advisory Board • Greenways Commission • Parks and Recreation Commission • Sustainability Committee • Transportation Board • Mayor’s Task Force on Affordable Rental Housing • Key Housing Stakeholders

COMMONALITIES

Majority of Seats for Residents

Opportunities for Youth Participation

Number of Seats

ELIGIBILITY

Membership Criteria Education

Skills

Experience

Diversity

Community Design Commission Members 1 Chapel Hill Historic District Resident 8 Town of Chapel Hill Residents Non-Voting Liaison(s) 1 Chapel Hill Youth Council

Environmental Stewardship Advisory Board Members 2 Regional Collaboration 1 Town of Chapel Hill Business Owner/Manager 5 Town of Chapel Hill Residents 1 UNC Student Non-Voting Liaison(s) 1 UNC Sustainability Office 1 Chapel Hill Youth Council

Housing Advisory Board Members 1 Non-Market Rate Housing Resident 1 Renter 2 Homeowners 1 Affordable Housing Advocate 1 Non-Profit Housing Provider/Pro. 1 For-Profit Development 1 Real Estate Broker 1 Housing, Planning or Public Policy Expert Non-Voting Liaison(s) 1 Chapel Hill Youth Council

Transportation & Connectivity Advisory Board Members 2 Regional Collaboration 1 Bike Advocate 1 Greenways Advocate 4 Town of Chapel Hill Residents 1 UNC Student Non-Voting Liaison(s) 1 UNC Chapel Hill Transportation 1 Chapel Hill Youth Council

Planning Commission Members 4 Champions 1 Extra Territorial Jurisdiction Resident (ETJ) 1 Joint Planning Area Resident (JPA) 3 Town of Chapel Hill Residents Non-Voting Liaison(s) 1 Chapel Hill Youth Council

Champions Must… 1. Live within the municipal limits of the

Town of Chapel Hill and 2. Have demonstrated education,

special training, experience, or interest in the field they are championing.

Champions are Expected to… 1. Have frequent conversations with the

chair of the advisory board they are championing. 2. Represent the views of the advisory board

they are championing during Planning Commission deliberations. 3. Negotiate necessary tradeoffs.

APPLICATION PROCESS

Application Process • Applications kept on file from July 1 to

June 30. • Unsuccessful applicants will be notified

and encouraged to reapply. • Applicants encouraged to apply for

only one board, but may apply for up to two

APPOINTMENT PROCESS

Appointment Process January

Clerk notifies Council and advisory board chairs about upcoming vacancies

Feb-April

Recruitment period

March

Applications are distributed to advisory boards for review

April

Advisory board recommendations are due to Community Participation Coordinator on April 25

May & June

Council makes appointments at Business Meetings

July

New advisory board members assume their seats

Appointment Process - 2014 March

Clerk notifies Council and advisory board chairs about upcoming vacancies

March 11April 16

Recruitment period

April 18

Applications are distributed to advisory boards for review

April 25

Advisory board recommendations are due to Community Participation Coordinator. Some advisory boards my need to hold a special meeting the week of April 21 in order to meet this deadline.

May & June

Council makes appointments at Business Meetings

July

New advisory board members assume their seats

Applicant Interviews • Should they be required? • Who should do them? • Advisory board to which applicant is

applying? • Council? • Council committee?

Key Decision Points • Approve Memberships for 5 Development Review

Boards? • Champions – Can someone serving on one of the

development review boards also serve as that board’s champion? • Council Interviews of Applicants? • Appointment Recommendations from advisory

boards that include supporting statements?