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HomeMy WebLinkAbout02/08/2023 - Senior Advisory Board - Agenda - Regular Meeting City of Fort Collins Senior Advisory Board Agenda Wednesday February 8, 2023 at 11:30 a.m. In-Person Meeting 1200 Raintree Drive Fort Collins Senior Center Mission: The Senior Advisory Board shall serve in an advisory capacity to the Fort Collins City Council on programs and policies that help aging citizens live full and interesting lives and continue to contribute,participate, and share in the life of the community. I. Call to Order II. Public Participation III. Administrative Items a. Attendance b. Approval of January Minutes c. Correspondence: d. Six Month Calendar Update — Sarah Olear IV. Today's Guest Speakers: Teresa Roche, FC Human Resources Executive Davina Lau, FC Public Engagement Specialist - B&C's V. New Business: a. Recent City Council Activity— Council Member Susan Gutowsky b. Debrief— State of the City Presentation January 31 st c. New Member Bio — Bruce Henderson d. SAB Retreat Discussion—Dave, Alicia and Sarah e. Proposal re: Affordable Housing for Older Adults Proposal VI. Ongoing Initiatives a. Community Outreach 2023 — Gabby b. March 8 Officer Nomination Slate —Deanna and Alan c. Housing Boards —Mary and/or Alan d. Transportation—Ben and Dave e. Safety & Wellness - Deanna f. Office on Aging — Alan g. Senior Center— Jeanne and Sarah UPCOMING EVENTS and OTHER ANNOUNCEMENTS i City of Fort Collins Senior Advisory Board Minutes Wednesday January llth 11:30 am In Person meeting 1200 Raintree Drive Fort Collins Senior Center Mission: The Senior Advisory Board shall serve in an advisory capacity to the Fort Collins City Council on programs and policies that help aging citizens live full and interesting lives and continue to contribute,participate, and share in the life of the community. I. Call to Order: 11:30am II. Public Participation None III. Administrative Items a. Attendance: City Councilmember Susan Gutowski, Myles Crane, Alan Kress, Mary Roberts, Gabby Rivera, David Kovach, Alicia Durand, Jeanne Hoag, Bruce Henderson Excused: Deanna O'Connell Staff members: Sarah Olear, Lisa Hays. b. Approval of December minutes Motion: David Kovach. Second Alan Kress Unanimously approved. IV. Welcome new SAB Member Bruce Henderson a. He will give us his Bio next month V. Guest Speakers a. Beth Jaeger - Fort Collins Human Relations commission • FOCO Human Library program—Volunteer books will be sharing their stories on February 26' from 2 to 5 pm at the Museum of Discovery. b. Heidi O'Mara & Megan DeMasters — Senior Specialist Environmental Sustainability Services • See attached slides. VI. New Business a. Susan Gutowski council update: Topics planning to be discussed at January 17th meeting. • Petition is in process for repealing the land use code • Occupancy regulations U+2 i • Licensing of rentals b. Today's virtual B&C Orientation Meeting • Bruce attended and commented that it was very good. Video will be shared with February meeting information. c. CSU gerontology Panel debrief— Myles provided video link d. Monthly Member Bios Discussion e. Attendance at City council meetings discussion— Sarah to coordinate schedule f. Draft of the annual report • Jeanne motioned to accept the annual report as written. David Kovach seconded. Unanimously approved. g. SAB approved work plan initiatives 2023 per prior SAB approval. VII. Ongoing Initiatives a. Community Outreach discussion 2023 —will continue to distribute surveys to other resident facilities and eventually LCOA Gabby discussed her work to date: • Survey conducted with Columbine Health • Activity director was able to disseminate the survey to residents • She is looking for other senior areas to complete the survey b. Housing boards —no report c. Transportation Dave —Bicycle committee new safety initiatives. Alicia—Foothills Gateway working on transportation issues d. Safety and Wellness —no report e. Office on Aging—Alan applications will be out soon for Older Americans Month awards for outstanding volunteer and caregiver. f. Senior Center— Sarah/Jeanne • We have a new Facilities Supervisor Sarah Gagne who is in charge of facility usage, set ups etc. • Jeanne — Winter of Our Lives program going strong with 35 participants • Senior Center Friends has been inactive since the pandemic VIII. Adjourn 1:25 pm UPCOMING EVENTS and OTHER ANNOUNCEMENTS Planned SAB Speakers for February 8` Meeting Teresa Roche and Davina Lau 2 Hello , Senior Advisory Board ! DAVINA LAU PUBLIC ENGAGEMENT SPECIALIST - BOARDS AND COMMISSIONS About Me Fr 1 LOBOSZ ' WWY�1W' yr o~ u C SC�o � COD i rf HyE'kit LED` _ _ 0 1� W Poudre Wilderness Volunteers 'm Caring For , pRgOw I V w - pika �y PROJECT ` . ,* City Clerk's Office Applied in September - Interviewed with City Clerk and Tammi Legislative Functions - Clerk to Council, Elections, Boards and Commissions Records Management and Information Privacy Licensing Progress so far. . . Drafting and CMS and web p Interview set-up and submitting resolutions Manageme facilitation for new members to (Revamp Websi Council Creating onboarding Assisting in revisions and training Ad Hoc Committ to BC Manual materials for new for Boards and board members and Commissions staff liaisons Super Issue Meetings Quarterly 3 Topics ,. 90 Minutes Ad Hoc Committee for Boards and Commissions 000. Recruitment ► Interview and Application Process ► Term Length ► Reimagine Research Questions ? Facility survey Title The Fort Collins Senior Advisory Board would like your input regarding improving communication between facilities, residents, and the Fort Collins community. Please take a few minutes of your time to complete the questions below. Thank you for your input 1. What type of facility do you identify a? Independent Living Assisted Living Skitted Nursing/ Rehab } memory Care Other(ptease specify . How many residents reside at your facitity? Less than 30 31-5t? 51 75 075-100 101-15fl More than 15 Facility survey 3.Estimated number of residents in your facility who have broadband access and the ability/desire to do online searches 4.What sources do your residents use to lean about external community meetings and events?Rank the most common source as 1 Online internal bulletin board posting • internal emits,newstetters,or rf[yers 2 Newspaper • Radio/-I I v Word of mouth yll))C2eAk .Who is the primary person responsible for relaying community events information to residents? 0 ;social Worker 0 Activities Director 0 Administrator Other(please specify) .What ideas do you have for improved communications between facilities,residents,and the community regarding current information about activities and events? Nan Facility 1.How many people age 65+ reside in your household? 00 0t 0 0 2 2.Do you have broadband access and the ability to do online searches? 0 vex 0 No 3.That sources do you use to learn about external community meeting's and events?Mani;the most common source as 1 Online Ernails,newsletters,or flyers Newspaper Radio!TV Word of mouth 4.That ideas do you have for improved communications between yourself and the community regarding current information about activities and events? Community Name Address Phone Contact Legacy Senior Residence 413 N Linden St, Fort Collins CO The Villages on Bryan 114 S. Bryan Ave, Fort Collins Woodbridge Senior Apartments 1508 W. Elizabeth Street, Fort Collins Mountain View 2155 W Plum Street, Fort Collins Windtrail Park 2120 Bridgefield Ln, Fort Collins Northern Hotel 172 N College Ave, Fort Collins DMA Plaza (The Remington) 300 Remington Street, Fort Collins The Sanctuary 3732 Kunz Ct, Fort Collins Oakbrook Manor 3200 Standord Rd, Fort Collins Oakbrook II 3300 Standord Rd, Fort Collins Reflections Senior Apartments 321 Troutman Pkwy, Fort Collins Cadence VOA Northern Colorado 12555 Joseph Allen Drive, Fort Collins Oakridge Crossing 14786 McMurry Ave, Fort Collins ILF Name Address Phone Contact Good Samaritan 508 W Trilby Rd, Fort Collins The Worthington 900 Worthington Circle, Fort Collins The Winslow 909 Centre Ave, Fort Collins Parkwood Estates 2201 South Lemay Ave, Fort Collins Rigden Farm 2350 Limon Drive, Fort Collins Affinity at Fort Collins 4201 Corbett Drive, Fort Collins MacKenzie Place 4750 Pleasant Oak Drive, Fort Collins ALF Name Address Phone Contact Good Samaritan 508 W Trilby Rd, Fort Collins New Mercer Commons 900 Centre Ave, Fort Collins Live to Assist 2914 W. Prospect Rd, Fort Collins Creekside Gardens 1000 E Stuart St. Fort Collins Seneca House 4406 Seneca St, Fort Collins Terry Lake 3629 Woodridge Rd, Fort Collins Morning Star 3509 Lochwood Dr, Fort Collins Monarch Greens 1725 Lakeview Drive, Fort Collins Turnberry Place 2401 Turnberry Rd, Fort Collins Brookdale 1002 Rule Drive, Fort Collins The Residence at Oakridge 4750 Wheaton Drive, Fort Collins Collinwood 5055 S Lemay, Fort Collins MacKenzie Place 4750 Pleasant Oak Drive, Fort Collins Prestige 700 Greenbriar Dr, Fort Collins Lighthouse 700 Greenbriar Dr, Fort Collins The Center at Rock Creek 4880 Zeigler Rd, Fort Collins The Aspens 3150 Rock Creek Dr, Fort Collins Eagles Nest 1026 Salmon Run, Fort Collins SNF Name Address Phone Contact Good Samaritan 508 W Trilby Rd, Fort Collins Columbine West Health & Rehab 940 Worthington Circle, Fort Collins Centre Ave Health & Rehab 815 Centre Ave, Fort Collins Lemay Ave Health & Rehab 4824 S Lemay Ave, Fort Collins Golden Peaks Center 1005 E Elizabeth, Fort Collins Poudre Canyon Health & Rehab 1000 S Lemay Ave, Fort Collins Creekside Village Health & Rehab 1000 E Stuart, Fort Collins Rehab & Nursing Center of the Rockies 1020 Patton St, Fort Collins The Center at Rock Creek 14880 Ziegler Rd, Fort Collins Date Meeting Type Agenda Item Tuesday, February 07, 2023 Council Meeting Ordinance2nd Rental Housing Program Design with ordinance to change impacted codes & request budget Reading appropriation for implementation Tuesday, February 14, 2023 Work Session Vision Zero Action Plan -Seek feedback on the Plan that includes a broad range of multidisciplinary strategies detailing how the City can move toward zero serious injuries and fatalities resulting from crashes Tuesday, February 21, 2023 Council Meeting Ordinance-1st Adoption of North College MAX Plan as the future vision and design for transit service in the Reading area - requires PH Tuesday, February 28, 2023 Work Session Occupancy Regulations-Discuss updated regulations Tuesday, March 28, 2023 ICancelled Tuesday, May 23, 2023 lWork Session I JAdvancing Transit Initiative Update Boards an • Commissions Orientation Meeting Recording • I City of Boards and Commissions Orientation Recording Link Fort Collins _ r City of Welcome to the Cityof Fort Collins Boards and Fort Collins /1000o� I�ommissions ! Davina Lau — Boards and Commissions Coordinator 11 -18-2022 City of Fort Collins 1111� Welcome! Dear Community Member: To welcome you as a member of a Fort Collins Board or Commission is to thank you for your willingness to serve your community in ways vital to our form of government. But it is also to remind you of the profound responsibility which is being placed upon your shoulders. A responsibility first to invest countless hours of your time in collecting data, reading reports, listening to other citizens, meeting with your group to plan strategy, structure programs, implement policies, and evaluate results. Secondly, it is responsibility to keep your Board or Commission vital and alive by upholding certain general principles which the City Council has established as necessary --- to keep the decisions of your group from becoming stagnant or dominated by any individual. Please remember you represent thousands of people; you cannot allow your group to become a rubber stamp for a single point of view. In welcoming you, I urge you to be firm and vigilant in your service...ask the piercing question, seek the elusive detail, listen to all sides, and make the difficult decision. Be aware of the remarkable opportunity that is yours --- to serve with other individuals of fine backgrounds and motives, who are joining with you in efforts towards a common goal. This fellowship is one to be treasured as perhaps unique in this community. Therefore, as we welcome you, we burden you...but we also honor you. City of Fort Collins What is the purpose of our Boards . • • • • The City of Fort Collins currently has 25 _ standing boards, commissions and authorities ,, consisting of approximately 210 volunteer i members. • All board members are appointed by the Fort Collins City Council and serve without ` r -9 f JAI r compensation. PAI • Boards and commissions are established for the purpose of acquiring and studying information ins specific areas and to make ` : y ' 'v p ,. recommendations to City Council on issues ' . . . within the board's area of expertise. • Commissions are quasi-judicial and have decision-making powers within their areas of expertise. Decisions made by quasi-judicial , Commissions are appealable to the City .t Council or the courts. l M r� City of Fort Collins 1111� Getting Help • Please communicate any City of - Search in WebLink needs that you may have with C Fort ollins VuWc R000rds your staff liaison or your board's chairperson. FortCollins > City Clerk > Boards and Commissions • Educate yourself on the issues Name that your board or commission d Agendas will be discussing. Please visit www.fcgov.com/cityclerk/boards d Annual Report _ to find your board page and d Minutes familiarize ourself with the y d Work Plan boards work. You can find past minutes, agendas, work plans, v and more on the board's web ' page. i City of Fort Collins Our • of • - • The City of Fort Collins is a Council/Manager form of government. _ This is different from other cities such as Denver or Colorado Springs. - • The City of Fort Collins is broken up into - six different voting districts, and the residents of each district elect a - - Councilmember to represent them on Council for four years.The Mayor isAm- elected by the community at large to serve a two year term. Our Council has oversight over three city employees: the _ - City Manager, the City Attorney, and the Municipal Judge. The Councils job is to enact City policies and adopt a budget. y City of Fort Collins Mayor . • Council CouncilLiaisons Mayor Councilmember Councilmember Councilmember Tricia Councilmember Councilmember Councilmember Jeni Arndt Susan Gutowsky Julie Pignataro Canonico Shirley Peel Kelly Ohlson Emily Francis • Water • Historic Preservation • Air Quality Advisory • Art in Public Places • Building Review • General Employee's • Human Relations Commission Commission Board Board Commission Retirement Commission • Disability • Affordable Housing Board • Natural Resources • Energy Board • Land Use Review Committee • Planning and Zoning Advisory Board • Cultural Resources Board Advisory Board Commission • Land Conservation Commission • Golf Board • Senior Advisory Board • Human Services and • Citizen Review Board and Stewardship • Transportation Board • Parks and Housing Funding Board • Economic Advisory Board • Youth Advisory Board Recreation Board Board t Arm Oak � . r O `• o` Jeni Arndt Susan Gutowsky Julie Pignataro Tricia Canonico Shirley Peel Kelly Ohlson Emily Francis Mayor Councilmember, District 1 Councilmember, District 2 Councilmember, District 3 Councilmember, District 4 Councilmember, District 5 Councilmember, District 6 5peel@fcgov.com kohlson@fcc ov.com (Mayor Pro Tern) jarndt fcgov.com sgutowskyay�fcgov.com jpignataro[a�fcgoycom tcanonico(c�fcgov.com efrancis(cDfcgov.com City of Fort Collins 1111� City Charter, Ordinances, and Resolutions • The Fort Collins City Charter and Code provides the basic laws our City follows. (j) Fort Collins,CO Search orjumpto Any changes made to the Code is Fort Collins.Colorado-Municipal Code,HOME RULE CHARTER AND CODE OF THE CITY OF FORT COLLINS accomplished through Ordinances VERSION:NOV 21,2022(CURRENT)- — HOME RULE CHARTER AND CODE. adopted by Council. CITYFORT COLLINS HOME RULE CHARTER AND CODE OF THE CITY OF FORT COLLINS SUPPL• Ordinances must be voted on twice — FORTCOLLINSHARTERENT HISTORY ABLE 1986 � FORT CLLINS CHARTER there will be a first and second reading, CHARTER COMPARATIVE TABLE Published by Order of the City Council FORT COLLINS MUNICIPAL CODE Beginning with Supp.No.113, and must be Publicly Noticed. > CHAPTER 1-GENERAL PROVISIONS Supplemented by Municipal Code Corporation • Council will also pass Resolutions. A > CHAPTER 2-ADMINISTRATION P (� > CHAPTER 3-ALCOHOL BEVERAGES municode Resolution demonstrates Council's 1 olicy > CHAPTER 4-ANIMALS AND I NSECTS POWERED BY CIVICPLUS Intent and can b e adopted after a single CHAPTER 5-BUILDINGS AND BUILDING info@municode.com 135 Tall2.asw I WW2316 eode.tom REGULATIONS P.O.Box 2235 Tallahassee,FL 32316 CHAPTER 6-CABLE MCOMMUNICATIONS reading. It does not change City law. SYSTEMS/GAS COMPANY FACILITIES OFFICIALS � CHAPTER • The City Charter and Code can be 5-E FEES CITY OF F FOR � CHAPTER 7.5- ORT COLLINS accessed through the following link. > CHAPTER 8-FINANCE Municipal Municipal CodeIFort Collins, CO ICollins, CO I � CHAPTERS-FIREPREVENTIONAND feMayort PROTECTION Mayor M u n i co d e Library > CHAPTER 10-FLOOD PREVENTION AND PROTECTION Emily Francis,District 6 > CHAPTER 11-HAZARDOUS MATERIALS Mayor Pro Tem TRANSPORTATION City of Fort Collins 1111� The 5 Key People You Will Be Working With 1 . Board Chair — This individual runs the meetings and can delegate tasks. 2. Staff Liaison — A knowledgeable staff member who can guide members and answer questions. The staff liaison prepares the agenda, coordinates the board's annual work plan and annual report, handles meeting logistics, and ensures that new members are oriented to the board. 3. Council Liaison — A Councilmember who has volunteered to help your board or commission communicate with the entire Council. They may review your Work Plans or answer questions, but they do not participate directly in discussions or influence your decisions. 4. City Attorney Liaison — They can answer any legal questions your board or commission may have. 5. Davina Lau — I can help you with any questions you may have. If I don't have the answer, I will find it for you! .����,-;_� � ...z � _.,, ,,. 1 � - _-`�.:i t i,... I _ •t__- to � �^ ao B i■ Q i q s .�,..-m r r, �,�`����!�j-fir•" a. ii?' !I tdr. p RR11q 11t•�w�� wrl.i'i '�+► ... II u ��`� • Y` �+ - •I r f.rc r >•�wrl L L I L L L L t l e IkII.I!III ttli *k"= _ rYC: .,-A. .■ � .� =�. L�i'� 11 - ._', . .. �i �`�Ia'_ r-.'�^ 1. ... City of Fort Collins 1111� Types of Boards and Commissions Advisory Boards - Type 1 Advisory Boards - Type 2 Quasi-Judicial Commissions Type 1 advisory boards make In addition to serving an advisory function to Quasi-judicial commissions are non-judicial recommendations to the City Council and City the City Council and City staff, the assigned bodies that use formal procedures to staff on particular areas of knowledge or functions of Type 2 advisory boards give them objectively determine facts, interpret the law, expertise. Recommendations made by the authority to make decisions on certain and draw conclusions to provide the basis of advisory boards are formal opinions to the City matters specified in the City Code. These an official action. Decisions of quasi-judicial Council on items and subjects that are on the decisions then serve as formal commissions are subject to appeal to the City boards' approved workplans. These recommendations to City Council or City staff Council or the courts. recommendations are limited to advisement for their consideration and adoption. and are not decisive actions. • Affordable Housing Board 0 Art in Public Places Board Building Review Commission • Air Quality Advisory Board 0 Citizen Review Board Historic Preservation Commission • Disability Advisory Board 0 Cultural Resources Board Human Relations Commission • Economic Advisory Board Human Services and Housing Funding Board Land Use Review Commission • Energy Board Planning and Zoning Commission • Golf Board Water Commission • Land Conservation and Stewardship Board • Natural Resources Advisory Board • Parks and Recreation Board • Senior Advisory Board • Transportation Board • Youth Advisory Board City of Fort Collins What does . meeting look FixedMeeting Process Order of (TypicalExample) 1 Call to order. Call to Order 2 Roll call of members present. A Member Seeks Recognition 3 Reading of minutes of last meeting. from the Chairman � The Motion is Lost 4 Members' reports. A Motion is Made No Other Member Seconds the Motion The Motion is Seconded 5 Special orders --- Important business previously designated for Q consideration at this meeting. Che Motion is 4Befthe mbership fn 6 Unfinished business. The Topic or Aed Membership Can VoteWithin a Time /� to Extend the Debat7 New business. The Memberste 8 Announcements. 9 Adjournment. City of Fort Collins 12 • • ns — How • • they work? Voting on a Motion Making Effective Motions The five methods used to vote are: • Allow motions that are in order. 1 . By Voice -- The Chair asks those in favor to say, • Obtain the floor properly. "aye", those opposed to say "no". Any member may 0 Speak clearly and concisely. move for an exact count. By Roll Call -- Each member answers "yes" or "no" as ' Obey the rules of debate. their name is called. This method is standard, and each Most importantly, BE COURTEOUS. vote must be recorded (Sec. 2-78 "A record shall be made of each vote by which a board or commission takes formal action.") • Roll call is required if there are any remote participants of boards/commissions present. r = �v 17$ 1 . By Unanimous Consent j ' r 2. By calling division when the ruling on a vote is in ■ �; question. 1on 3. By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired. _ 1�1 _ City of Fort Collins The Chairperson of the Board or Commission e Chair is a person that oversees the meeting. This person can direct where and what is discussed in FTh n the meeting. Duties: Attributes • Opens the meeting session • Cannot make proposals or motions • Calls members to order • Has the ability to vote. • Announces the purpose and topic of • Has the ability to do interventions. the meetings which will be discussed for ' Chairperson is an elected person from the group the day • Recognizes members on the floor who Whenever there is a vote from the group, are going to speak the chairperson is then obligated to rule on a motion based on a majority vote. • Announces results of the vote • Protects the quorum from straying off topic • Protects majority of members from disruptive/distracting actions. City of Fort Collins Quorum How Many MembersConstitute . Quorum? • Affordable Housing Board A Quorum is • • • • Golf Board Art in Public Places Board the minimum number of Citizen Review Board Four members Cultural Resources Board voting members who • Building Review Commission • Planning and Zoning Commission must be present of a **These boards and commissions have 7 members, and a Land Use Review Commission quorum is the four-member minimum majority of "deliberative assembly membership • Air Quality Advisory Board necessary to conduct the • Disability Advisory Board • • • • ` Economic Advisory Board business of that group" - Energy Board • Board Conservation and Stewardship (Quorum , 2013). • Natural Resources Advisory Board Five members Parks and Recreation Board • Senior Advisory Board • Women's Advisory Board **These boards and commissions have 9 members, and a Human Services and Housing Funding quorum is the five-member minimum majority of Board membership Historic Preservation Commission • Human Relations Commission • Water Commission *Because the Youth Advisory Board ("YAB") may change in size from time to time, a quorum for the YAB shall be dependent on the size of the Board. A quorum for the YAB shall be as follows: • For a five (5) member board, a quorum shall be three (3) members; and • For a six (6) to nine (9) member board, a quorum shall be four (4) members. City of Fort Collins Minutes MINUTES _ Fort Collins CITY OF FORT COLLINS•BOARDS AND COMMISSIONS comm-on: • Minutes should be taken at ever meeting.g• [Board/Commission Name] REGULAR MEETING • The staff liaison or their designee is Day,Month XX,20XX—X:XXPM [Location/Address] responsible for taking minutes at any 1. CALL TO ORDER:X:XX PM meeting of a board. 2. ROLL CALL a. Board Members • Board members are responsible for Absent- b. Board Members Absent- approving the previous meetings minutes at c. Staff Members Present- each regular meeting. A motion should be d. Guest(s)- 3. AGENDA REVIEW made and seconded to approve the minutes 4. CITIZEN PARTICIPATION of the last meeting. Approved minutes 5. APPROVAL OF MINUTES 6. UNFINISHED BUSINESS should be signed by the chair of the 7. NEW BUSINESS board. 8. BOARD MEMBER REPORTS 9. STAFF REPORTS 10. OTHER BUSINESS 11. ADJOURNMENT a. (TIME ENDED) Microsoft Word Document Minutes approved by a vote of the Board/Commission on XX/XX/XX Signature: X/XX/XX—MINUTES Page 1 City of Fort Collins AttendancePolicy If a member experiences recurring attendance problems, the chair of the board (or if the chair is the person experiencing the attendance problems, then the vice chair) should contact the Boards and Commissions Coordinator in the City Clerk's Office so that they can work with Council liaison to the affected board to address the issue. Any of the following shall automatically cause a member's appointment to be terminated and shall create a vacancy on the board: • Two absences from regularly scheduled meetings of the board, if prior to the meetings where the absences occurred, the member did not submit written notification (an email is sufficient) of such absences to the staff liaison. • Absences from more than 25% of the regularly scheduled meetings of the board in any calendar year, with or without written notification to the staff liaison. • For subcommittee meetings of the Citizen Review Board, two consecutive absences from scheduled subcommittee meetings or three absences from scheduled subcommittee meetings in a calendar year, if prior to the meetings where the absences occurred, no written notification of any such absence has been submitted to the staff liaison. If a vacancy occurs by reason of this policy, the staff liaison shall immediately notify the City Clerk's Office so that the vacancy can be filled by the City Council. The City Council may approve an exception to these attendance requirements for good cause shown if the affected board member files a written request with the City Clerk's Office prior to an absence that would trigger a vacancy under this policy. City of Fort Collins Ethical Conduct . • Conflictsof • As a board or commission Checklist member, you are required to The following questions are suggested when examining a potential conflict of interest or question of ethical conduct_ If the answer to the question is "yes," the board or commission member should avoid participating file a Conflict of Interest in the decision or engaging in the proposed transaction: Disclosure with the City C Sales to the City_ Will I or my relative receive some foreseeable, measurable financial benefit? Am I involved in procurement or supervision for the sale? Clerk's Office for any board ❑ Purchases from the City. Am I, or is my relative, buying this at auction?Are we buying it under any, matter in which you or a different terms and conditions than would be available to members of the general_public? relative have a personal or ❑ Financial Interest in a Decision. Will I or my relative receive some foreseeable, measurable financial interest i n. You must financial benefit? refrain from voting on any issue ❑ Personal Interests Would a reasonably prudent person believe that I or my relative will realize or or attempting to influence any experience some direct and substantial benefit or detriment from this decision that is different in kind from that experienced by the general public? Will the business that either of us represents decision related to it. directly and substantially benefit? Will a competing firm be directly and substantially harmed? ❑ Gifts or Favors: Is this gift or favor being offered to me because of a decision I have made or am 0 You are also prohibited from about to make? Would a reasonably prudent person think that this gift or favor would impair my accepting gifts, favors, Or independence of judgment? (Before deciding to accept a gift, it should fit under one of the exemptions in City Code section 2-568(c)(4)_) special treatment that could ❑ Confidences. Am I about to use or disclose a confidence which, in the judgment of a reasonably, be seen as influencing your prudent person, would injure the financial interests of the City? Will I be using it for private gain. deCISIOn as a board member. eitherfor myself or for another person? Is this information marked as confidential? Is this information subject to the attorney-client privilege? For other examples of confidential information, see City Code section 2-568_ City of Fort Collins Membership Limitations ' • No person may serve on any one board for more than eight consecutive years. If a vacancy occurs on a board, it shall be filled by the City Council for the remaining unexpired portion of the term unless otherwise specified by the City Council. • No person will be appointed by the City Council to serve concurrently on more than one board. This limitation does not apply to committees deemed to be temporary in nature. • All persons appointed, or reappointed, to any board shall reside within the Fort Collins Growth Management Area during their service on the board. Any member serving on a board who relocates outside of the Growth Management Area during their term of service on a board, regardless of their date of appointment or reappointment, shall resign their membership. These limitations shall not apply to applicants for, or members of, the General Employees Retirement Committee. The Growth Management Area Map can be found here: https://www.fcgov.com/fortfund/pdf/growth-management-map.pdf City of Fort Collins Work Plans & Annual Reports WCity of or an Fort Collins CITY OF FORT COLLINS • BOARDS AND COMMISSIONS Commissions Work Plans Annual Reports • The City Code requires all boards to • The City Code requires all boards to prepare file work plans on or before November an annual report on or before January 31 st of 30th for the following year. each year for the previous year. • Work plans should set out major • Annual reports should directly correspond to projects and issues for discussion for the work plan prepared by the board for the the following year. year. City of Fort Collins 20 Email Communication s %mow- Poo, OW • Members of boards and commissions risk violating the open Also problematic: Two members of a board texting or emailing meetings law when three or more (for a local public body) each other during a public meeting about a matter being use email or text messaging to discuss public business, either discussed in that meeting. Such discussions are supposed to in a single transmission or in succession. Such electronic occur in public. conversations are inherently closed because there may be no way to provide advance notice and allow the public to "attend" Board members may exchange emails about scheduling and and observe the meeting. their availability, and other emails that do not concern the "merits or substance" of pending legislation or public • Two members of a board (unless two constitutes a quorum) business, without worrying about violating the open meetings may email each other about public business without concerns. law. The messaging becomes a "public meeting" if one of those board members forwards the email to a third member. City of Fort Collins Meeting Etiquette • Prioritize Communication. • Be sincere. • Cultivate Empathy. � 44 • Be sensitive to the physical differences, sexual orientation, gender ' �G expression, political ideology, and even different personalities in Your group. p • Allow each other to feel comfortable and speak up about individual concerns knowing they will be taken seriously. • When an issue is raised b it will cause a variety Y a group member,� Y of feelings among the participants. They should be encouraged to �(c verbally express these feelings and examine them so everybody can be understood. , . r �YG When someone shares something, think about how you would feel or act if you were in a similar situation. ! � • Set clear expectations on behaviors that will not be tolerated and what the goals are. • Keep confidential information confidential. • Take turns speaking and don't speak over one another. City of Fort Collins DiscourseCivil GROUND RULES FOR BETTER CIVIL DISCOURSE Share your views from a place of dialogue rather than debate and more people will listen to you. BE HONEST & DISAGREE WITH , e listen at a rate 125-250 words RESPECTFUL 2CURIOSITY NOTper think at •• but 000 •Show respect for all views,even when you HOSTILITY wordsper minute. strongly disagree. •Direct your comments toward the group •Remember:disagreement doesn't have to rather than toward individuals. mean being disagreeable. of •Remember that all people feel passionately •Disagreement to express a new and meaning in our about their ideas. different idea=effective.Disagreement for words is derived *Avoid inflammatory words&comparisons. the sake of protest=ineffective. from facial expressions, words LISTEN TO BE BRIEF SO OTHERS 3 •is in _• actual UNDERSTAND GET ATURNspoken.. •Don't allow conflicting views to become •A well-planned comment can be both personal. impactful AND succinct. •Let others express their views without •In order for civil discourse to really work, interruption. many views need to be expressed. •Don't allow conflicting views to become personal. How you .. Community leaders, policy makers, and the public are Increasingly faced with complex and controversial Issues, demanding — What you say. difficult decisions.Citizen Input Is Imperative for community leaders to make good decisions. Be sure your input Is received in the best possible way by practicing effective civil discourse. City of Fort Collins 1111� Respectful Workplace Policy In February 2019, the City Council adopted a Respectful Workplace Policy that addressees respectful conduct by City Councilmembers and by those appointed by Council (including direct report employees and board members) while acting in that role in relation to members of the public and City staff. The Policy addresses the Council's position related to harassment, discrimination, and retaliation; the process to be followed when a complaint is made; and the alternatives available for a complaining party to report an alleged violation of the Policy. It identifies possible outcomes or options available in the event harassment is substantiated. The Respectful Workplace Policy can be accessed through the following link: www.fcqov.com/council/files/respectful-workplace-policy-02122019.pdf Please also complete the training assigned to you in Engage! City of F�or_t Collins 24 Boards and Commissions Manual 'I - �,�{`�� - / l i �. � _- � .�l' 'r V _ - � �!' •yam. �'� 1�•L'7 _ ,.^. • • i 7 This has been a general overview. For more information , please refer to the Boards and Commissions Manual : https://www.fcqov.com/cityclerk/pdf/boards/bcmanugL. pdf - — ,.� r S7r�Z�-��L.�! ',R ..�' t. ` '' o-s,.r 1 . - �..-'' .:]. Flfw. :x •,' '.i"vla. �1. '' .. .. ;.w A. � �.'Y- •a THANK YOU ! For Questions or Comments, Please Contact: Davina Lau Dlau@fcgov.com/(970)416-2525 Fort f�