The Chatham County Board of Commissioners held a meeting on June 21, 2025, to discuss significant updates to the advisory committee policy. The revisions aim to enhance clarity and efficiency in committee operations, with a focus on administrative responsibilities and procedural guidelines.

One of the key changes includes the adjustment of committee terms, which will now run from March 1 to February 28 over a three-year period. The policy also outlines clear procedures for resignation and removal, specifying who should be contacted when a vacancy arises. The county manager's office will take on administrative responsibilities for advisory committees, while the clerk's office will handle applications and reviews.

The meeting emphasized the importance of defining committee roles, including expectations for chairs, vice chairs, and staff leads. Each committee will have a designated staff lead responsible for coordinating agendas and ensuring compliance with policies. The advisory committees will provide non-binding recommendations to the Board of Commissioners, which retains final decision-making authority.

Voting rules were also clarified, with a new definition of quorum that excludes vacant seats, allowing committees to function effectively even with unfilled positions. The policy prohibits email or proxy voting and establishes a formal process for conflict of interest disclosures.

Public access to meetings will be improved, permitting hybrid and remote options while ensuring compliance with ADA requirements. The policy mandates annual reports from committees and outlines oversight responsibilities for the county manager's office.

Commissioners expressed appreciation for the comprehensive nature of the new policy, acknowledging the significant work involved in its development. While some concerns were raised about the complexity of the document, the consensus was to adopt the revisions, with a commitment to provide further training and support for committee members.

The meeting concluded with a motion to adopt the amended policy, which passed unanimously. The board will return with an implementation plan detailing the rollout of the new procedures and communication strategies for current committee members.