HomeMy WebLinkAbout04/04/2024 - YOUTH ADVISORY BOARD - AGENDA - Regular MeetingYOUTH ADVISORY BOARD
REGULAR MEETING
April 4, 2024 – meeting held at Foothills Activity Center
5:30-6:30pm: Regular meeting
1. CALL TO ORDER
2. ROLL CALL
3. COMMUNITY PARTICIPATION
4. APPROVAL OF MINUTES
5. NEW BUSINESS
a. Welcome to YAB. Introductions/Welcome Questionnaire/Why are you on the board?
b. Schedule Discussion. What night works best for meetings.
c. Elections. Need to select a Chair, Co-Chair, and Secretary
6. DISCUSSION ITEMS
a. Recruitment. Suggestions for increased participation.
b. 2024 YAB Work Plan
c. Council 6-month planning calendar
• What issues would the board like more information on?
7. BOARD MEMBER REPORTS (COMMITTEES, EVENT ATTENDANCE, ETC.)
8. OTHER BUSINESS
9. ADJOURNMENT
NEXT MEETING – TBD
5:30-6:30pm
YOUTH ADVISORY BOARD
REGULAR MEETING
February 2, 2023 – Presentation and meeting held at Northside Aztlan Center
5:30-6:30PM
1. CALL TO ORDER
a. The meeting was called to order at 5:35PM
2. ROLL CALL
a. In attendance: Rahul Ghosh, Micah Probst, Nico Ronquillo
b. Absent: Michelle Zhou, Andrew Zuniga
3. COMMUNITY PARTICIPATION
a. None
4. APPROVAL OF MINUTES
a. First meeting since May 2022.
5. NEW BUSINESS
a. Welcome to YAB. Introductions/Why you are on the board?
• Micah – Learn more about the city and how it is run.
• Rahul – Interested in city government.
• Nico – Sister was on the board. Knows that she enjoyed it.
b. Elections. Need to select a Chair, Co-Chair, and Secretary.
• Micah nominated Rahul as Chair. Nico 2nd the nomination.
• Rahul nominated Micah to be Secretary and Nico 2 nd the nomination.
• Nico agreed to be Co-Chair as only remaining board member.
6. DISCUSSION ITEMS
a. Council 6 month planning calendar.
• What issue would the board like more information on?
b. The board will review council priorities and report back at the March meeting on
topics they would like more information on.
7. BOARD MEMBER REPORTS (COMMITTEES, EVENT ATTENDANCE, ETC.)
8. OTHER BUSINESS
9. ADJOURNMENT
a. The meeting was adjourned at 5:52PM
YOUTH ADVISORY BOARD
REGULAR MEETING
NEXT MEETING – Thursday, March 2nd
5:30-6:30pm regular meeting at Northside Aztlan Community Center
YOUTH ADVISORY BOARD
The Basics
Name & Pronouns: _________________________________________________
Birthdate: __________________________________________________________
Phone Number (cell):_______________________________________________
Email:______________________________________________________________
Tell Me More
I learn best when: __________________________________________________
My preferred communication method is (circle):
Text Phone Call Email Other: _____________
I resolve Conflicts by: _______________________________________________
When I get stressed I: _______________________________________________
One unique thing about me is: _______________________________________
_____________________________________________________________________
Favorite Things
Color: _______________________ Restaurant: _______________________
Sweet Snack: ________________ Thing to Collect: __________________
Salty Snack: _________________ Sports Team: _____________________
Drink: _______________________ Way to relax: _____________________
Welcome to the City of Fort Collins Boards and
Commissions!
4-8-2023Davina Lau –Boards and Commissions Coordinator
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. It is also to
remind you of the profound responsibility which is being placed upon your shoulders. A
responsibility first to invest hours of your time collecting data, reading reports, and
evaluating results.
Secondly, it is your responsibility to keep the decisions of your group from becoming stagnant
or dominated by any individual. Please remember that you represent thousands of people.
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.
2Welcome!
Mission, Vision & Values
3
Exceptional Service for an
Exceptional Community
We foster a thriving and
engaged community through
our operational excellence
and culture of innovation.
PARTNERSHIP
We believe in
shared decision-
making and invest
authentically in
relationships.
We are welcoming,
solution-oriented
and supportive of
each other and
our community.
SERVICE
We work to
understand the
diverse needs of
our customers
and evolve with
the community
to implement
innovative, people-
centered solutions
to provide
outstanding
service.
SAFETY &
WELLBEING
We are
committed to
physical and
psychological
safety in the
workplace
and throughout
the community.
SUSTAINABILITY
We are entrusted
and accountable
to protect and
enhance the
social, economic
and environmental
resiliency of our
community and
organization for
present and future
generations.
INTEGRITY
We earn the trust
of our community
by exemplifying
the highest
standard of ethical
behavior. We
demonstrate
respect, honesty,
inclusivity and
transparency.
BELONGING
We strive to build
equitable, inclusive
and supportive
work environments
that cultivate a
sense of belonging
for employees
and community
members of
all identities to feel
safe and valued.
4What is the purpose of our Boards and Commissions?
•From City Ordinance: “acquiring and
studying information in specific areas and
to make recommendations to City Council on
issues within the board's area of expertise."
•Boards and Commissions bridge the gap
between the public and Council. They provide
valuable perspectives and insight to the topics
they discuss. It is important for Council to
hear their voices and recommendations to
gain an idea of the impact the policies that
Council enacts will have.
•Giving residents a voice through Boards and
Commissions allows them to shape the
quality of life where they live.
5Being an Effective Member of a Board or Commission
2. Learn what you can about the City and its structure, including:
•How the budgeting process works and what the Strategic Plan says.
•Major projects or objectives the organization considering over the next few years.
•What role the major adopted plans play in work plans and budgets.
1. Educate yourself on the role of your Board (and your role as a Board member).
•You should understand the board's role and responsibilities in relation to guiding the City toward the realization of
its mission, goal, and objectives.
•Understand:
-The scope of the board's authority.
-The matters that typically come before the board.
6Being an Effective Member of a Board or Commission
3. Exercise care when making decisions and voting by informing yourself, asking questions, and expecting answers.
4. Take time to prepare for meetings in advance; read the materials that are distributed and think about the issues on the agen da.
5. Always act in the best interest of the public.
6. Consider your ethical responsibilities and follow the Anti -Discrimination and Anti-Harassment Policy and the Code of Conduct.
7. Operate in compliance with the Colorado Open Meetings Law
7Our Form of Government
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 Council-Manager form of government recognizes
the critical role of elected officials as policy makers,
who focus on mapping out a collective vision for the
community and establishing the policies that govern it.
The City of Fort Collins has six different voting districts,
and the residents of each district elect a
Councilmember to represent them for four years.
The Mayor is 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.
Mayor and Council 8
Council Liaisons
Mayor
Jeni Arndt
Councilmember
Susan Gutowsky
Councilmember
Julie Pignataro
Councilmember
Tricia Canonico
Councilmember
Melanie Potyondy
Councilmember
Kelly Ohlson
Councilmember and
Mayor Pro Tem
Emily Francis
•Water
Commission
•Energy Board
•Economic
Advisory Board
•Art in Public Places
Board
•Citizen Review Board
•Parks and Recreation
Board
•Senior Advisory Board
•Transportation Board
•Building Review
Commission
•Land use Review
Commission
•Human Services and
Housing Funding Board
•Women and Gender
Equity Advisory Board
•Historic Preservation
Commission
•Affordable Housing
Board
•Disability Advisory
Board
•Youth Advisory Board
•General Employee's
Retirement
Committee
•Land Conservation
and Stewardship
Board
•Air Quality Advisory
Board
•Natural Resources
Advisory Board
•Active Modes
Advisory Board
•Human Relations
Commission
•Planning and Zoning
Commission
•Cultural Resources
Board
Types of Boards and Commissions 9
Advisory Boards - Type 1 Advisory Boards - Type 2 Quasi -Judicial Commissions
Type 1 advisory boards make
recommendations to the City Council and
City staff on areas of knowledge or
expertise. Recommendations made by
advisory boards are formal opinions to the
City Council on items and subjects that are
on the boards' approved workplans. These
recommendations are limited to advisement
and are not decisive actions.
In addition to serving an advisory function to
the City Council and City staff, the assigned
functions of Type 2 advisory boards give them
the authority to make decisions on certain
matters specified in the City Code. These
decisions then serve as formal
recommendations to City Council or City staff
for their consideration and adoption.
Quasi-judicial commissions are non-judicial
bodies that use formal procedures to
objectively determine facts, interpret the law,
and draw conclusions to provide the basis of
an official action. Decisions of quasi-judicial
commissions are subject to appeal to the City
Council or the courts.
•Active Modes Advisory Board
•Affordable Housing Board
•Air Quality Advisory Board
•Disability Advisory Board
•Economic Advisory Board
•Energy Board
•Land Conservation and Stewardship Board
•Natural Resources Advisory Board
•Parks and Recreation Board
•Senior Advisory Board
•Transportation Board
•Women and Gender Equity Advisory Board
•Youth Advisory Board
•Art in Public Places Board
•Citizen Review Board
•Cultural Resources Board
•Human Services and Housing Funding Board
•Building Review Commission
•Historic Preservation Commission
•Human Relations Commission
•Land Use Review Commission
•Planning and Zoning Commission
•Water Commission
City Charter, Ordinances, and Resolutions 10
The Fort Collins City Charter and Code
provides the basic laws our City follows. Any
changes made to the Code are accomplished
through Ordinances adopted by Council.
Ordinances must be voted on twice – there
will be a first and second reading and must
be Publicly Noticed .
Council will also pass Resolutions. A
Resolution demonstrates Council’s policy
intent and is adopted after a single reading.
Resolutions do not change City law.
The City Charter and Code can be accessed
through the following link: Municipal Code |
Fort Collins, CO | Municode Library
Your Support System 11
Staff Liaisons
Staff Support
Other Board
and
Commission
Members
Your Attorney
Liaisons
(answer legal
questions
and provide
training on legal
issues for a
board or
commission)
Public
Engagement
Specialist
12What does a meeting look like?
Meeting Process
Fixed Order of Business (Typical Example)
1 Call to order.
2 Roll call of members present.
3 Review & Adoption of previous meeting minutes.
4 Member reports.
5 Unfinished business.
6 New business.
7 Announcements.
8 Adjournment.
Motions – How do they work?13
Voting on a Motion
Methods used to vote:
1.By Voice -- The Chair asks those in favor to say,
"aye",those opposed to say "no". Any member may
move for an exact count.
2.By Roll Call -- Each member answers "yes" or "no"
as their name is called. This method is standard, and
each vote must be recorded (Sec. 2-78 "A record
shall be made of each vote by which a board or
commission takes formal action.")
a.Roll call is required if there are any remote
participants of boards/commissions present.
Making Effective Motions
•Allow motions that are in order.
•Obtain the floor properly.
•Speak clearly and concisely.
•Obey the rules of debate.
Most importantly,BE COURTEOUS.
The Chairperson of the Board or Commission 14
The Chair oversees the meeting in an impartial manner with
support from vice or co -chair.
Duties:
•Opens the meeting session.
•Calls members to order.
•Announces the purpose and topics of
the meeting which will be discussed.
•Recognizes members on the floor who are going
to speak.
•Announces results of the vote.
•Keeps the meeting from straying off topic.
•Manages disruptive/distracting actions
and conduct that may arise to ensure business
can proceed.
Attributes
•To maintain impartiality, should not make proposals or
motions unless necessary to carry out the business of
the board or commission.
•Has the ability to vote.
•Has the ability to intervene when necessary.
•Chairperson is an elected person from the group.
•Whenever there is a vote from the group,
the chairperson is then obligated to rule on a motion
based on a majority vote.
Quorum 15
A Quorum is
the minimum number of
voting members who
must be present of a
“deliberative assembly
necessary to conduct the
business of that group”
(Quorum,2013).
How Many Members Constitute a Quorum?
Four members
**These boards and commissions have 7 members, and a quorum
is the four-member minimum majority of membership
• Affordable Housing Board
•Art in Public Places Board
•Citizen Review Board
•Cultural Resources Board
•Building Review Commission
•Planning and Zoning Commission
•Land Use Review Commission
•Women and Gender Equity Advisory Board
Five members
**These boards and commissions have 9 members, and a quorum
is the five -member minimum majority of membership
• Active Modes Advisory Board
• Air Quality Advisory Board
•Disability Advisory Board
•Economic Advisory Board
•Energy Board
•Land Conservation and Stewardship Board
•Natural Resources Advisory Board
•Parks and Recreation Board
•Senior Advisory Board
•Human Services and Housing Funding Board
•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 half the number of members, rounded up to a
whole number.
Minutes
Minutes should be taken at every meeting.
The staff liaison or their designee is responsible
for taking minutes at any meeting of a board.
Board members are responsible for approving
the previous meetings minutes at each regular
meeting. A motion should be made and
seconded to approve the minutes of the last
meeting. Minutes should be approved and
dated by the board.
16
[Board/Commission Name]
REGULAR MEETING
Day, Month XX, 20XX – X:XX PM
[Location/Address]
1. CALL TO ORDER: X:XX PM
2. ROLL CALL
a. Board Members Present -
b. Board Members Absent -
c. Staff Members Present -
d. Guest(s) -
3. AGENDA REVIEW
4. CITIZEN PARTICIPATION
5. APPROVAL OF MINUTES
6. UNFINISHED BUSINESS
7. NEW BUSINESS
8. BOARD MEMBER REPORTS
9. STAFF REPORTS
10. OTHER BUSINESS
11. ADJOURNMENT
a. (TIME ENDED)
Minutes approved by the Chair and a vote of the Board/Commission on XX/XX/XX
Signature:
X/XX/XX– MINUTES Page 1
Attendance Policy
If a member fails to attend regular board or commission meetings, the chair of the board (of 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 the 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:
(1) Two absences from regularly scheduled meetings of the board in any calendar year if, prior to the
meetings where the absences occurred, the member did not submit written notification of such
absence to the staff liaison.
(2) Absence from more than twenty-five (25) percent of regularly scheduled meetings of the board in
any calendar year, with or without written notification to the staff liaison, unless the member has discussed
one or more temporary impediments to attendance with the board chair before this absence threshold is
met.
See Fort Collins Municipal Code § 2-79. 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.
17
Work Plans & Annual Reports 18
Annual Reports
•The City Code requires all boards to prepare
an annual report on or before January 31st of
each year for the previous year.
•Annual reports should directly correspond to
the work plan prepared by the board for the
year.
Work Plans
•The City Code requires all boards to file
work plans on or before November 30th
for the following year.
•Work plans should set out major projects
and issues for discussion for the following
year.
•A Board’s projects are limited to what is in
its work plan unless it consults with the
City Manager and its Council Liaison first.
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:
http://www.fcgov.com/growth-management-area
19
20
2024 City Council Strategic Objectives
Neighborhood &
Community Vitality
Culture & Recreation
Economic Health
Environmental Health
Safe Community
Transportation & Mobility
High Performing Government
Making Public Comment to City Council 21
[CAO TO FILL IN]
Boards and Commissions Manual 22
This has been a general overview.
For more information, please refer to the Boards and Commissions Manual:
https://www.fcgov.com/cityclerk/pdf/boards/bcmanual.pdf
For Questions or Comments, Please Contact:
THANK YOU!
Davina Lau
Dlau@fcgov.com/(970)416-2525