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HomeMy WebLinkAboutCommission On Disability - Minutes - 05/27/2004Commission On Disability Minutes 2004 May Special Meeting 1 Council Information Center, City Hall Building, 300 LaPorte Ave. May 27, 2004 Attendance: City Staff Lisisonst Guests: Rachel Palmer _ Joan Cook Steve White Melinda Suits - Susan Williams Laura Burnett Jeff Harris Jetty Patterson Mark Beck Call to Order, by chairperson, Mark Beck, U:20 P.M. Motion: to approve May 2004 regular meeting mtuutcs by Melinda and seconded by Jeff Passed Unanimously Randy Hensley will ask court Referees to come to a COD meeting to talk about how they handle handicapped parking violations. January 2004 By-laws Subcommittee Report Rules Sections 1- 5 Motion: to adopt Section 1 of the rules (see attached) • by Jerry and seconded by Joan Friendly Amendments (see attached): I.B. Regular meeting in November I.C. Reasonable (incorrect spelling) Passed Unanimously Motion: to adopt Section 2 of the rules (see attached) by Jerry and seconded by Joan Friendly Amendments (see attached): 2.A. (be) selected General: chairperson to be clarified as subcommittee Chairperson 2.C. Clarify permanently replace 2.1). Clarify temporary 3.A, anyone (including the General Public) Passed Unanimously - .. Motion: to adopt Section 3 of the rules (see attached) by Jeffry and seconded by Laura Friendly Amendments (see attached): 2.E. to (include basic accessibility in new single family homes) Passed Unanimously Motion: to adopt Section 4 of the rules (see attached) by Jerry and seconded by Laura ::. .... '� '... • Friendly Amendments (see attached): - - - 3. (Make it a standing sub committed and added to Section 3 as part 4) 3.A.i.) strike and (Review the by-laws and recommend motions. for amendments) 3.B.i.) Budget> By-laws Passed Unanimously Motion: to adopt Section 5 of the rules (see attached) By Jerry and seconded by Joan Friendly Amendments: 2.C.ii) strike All (Steve White, Laura, Steve Rierson, Rachel, Jeff Hams) 2.E.ii) strike Diane (Felix Lee, Dana McBride) Passed Unanimously April 2004 By-laws subcommittee report Amendments 1145 to the By-laws Motion: to adopt Amendments 11.15 (see attached) by Jerry and seconded by Joan Passed Unanimously Motion: to suspend rules to add 15 minutes by Jerry seconded by Joao Passed by voice vote April 2004 Budget subcommittee report Motion: to approve the 2004 budget (see attached) by Jerry seconded by Laura Passed Unanimously Subcommittee Reports Mayor's Awards - Marriott is busy in October October 6 is the current proposed date The working plan is to do a brunch and the Lifestyles $ Career Fair after the event The check from the City will need to be in early July rather than in August. The City requests an invoice from the Fort Collins Business Leadership Network. This year, rather than a speaker, the proposal is. for a panel discussion of local (or not) employersthat employ people with disabilities. COD is favorable to the progress and plans made thus far Laura and Jerry to sit in on meetings. Next meeting in I st part in June. NOTTCB: GOCO grant letters of support are due June 1, but will be accepted after the date if they ate not too late. Art Show An Show needs sitters for the art more so this year from last since the show is. outdoors: The Art show is working with Arts Alive! Practical Housing for All Thursday, June 3, Sensible housing summit 8-5 at Lincoln center. Mark and two others to give presentation 130-3:30 • Ticketed event Heavy Doors June 17, 1-3 pm Peterson library, Training for people for canvassing businesses. - Motion: to Adjourn by Jerry seconded by loan Passed Unanimously Adjourned,1:50 P.M. (All motions attached below are shown as amended, UaUc indicates added text and strilwthrough indicates deletions.) • 0 City of Fort Collins Commission on Disability, Rules and Subcommittees Motion Section 1: Meeting Rules 1. Meeting Time A. The regular meetings will convene at 12:15 P.M. on the second Thursday of each month. B. Meetings will last no longer than one hour and fifteen minutes. i) Except the regular Peeemiw November meeting which will last no longer than three hours. C. Members may adjourn the regular meeting if there is no quorum by 12:30 PAL 2. Meeting Location A. The location for the meetings will be the Council Information Center, City Hall Building, 300 LaPorte Ave. 3. Accommodation A. Accommodations for access to a meeting should be requested at least five days prior to the meeting. The COD, however, should make every effort to provide necessary accommodations for requests inside of five days. B. Requests should be submitted to the chairperson of the COD or the COD staff liaisons. C. All reasonable and timely requests for accommodation will be met by the COD, striving for universal accessibility to all COD meetings. 4. Rules Suspension A. Any title in this section may be suspended for a meeting in progress by a two-thirds vote of the quor un. B. Any Wile in this section may be suspended by a member of the executive committee via public notification at least 48 hours in advance of the meeting and the action complies with all local, state, and federal statutes. i) The member attempting to suspend the rules prior to the meeting must attempt to contact each member of the COD to notify them of the changes. • City of Fort Collins Commission on Disability, Rules and Subcommittees - Motion Section 2: General Subcommittees I. Purpose and Use A. This section establishes the standardcomponents of a COD subeommium. B.: A Subcommittee that uses these Hiles maybe referred to as a `COD Standard Subcommittee" to note that the subcommittee follows the rules of this section. 2. Chairperson - A. - The subcommitee chairperson will be selected from the membership of the subcommittee by a majority of the members of the subcommittee in accordance with the by-laws. i) In the event of a tie of lack of a majority, the COD chairperson will appoint the chairperson. H: A new subcommittee chairperson may be selected by a majority of the members of the subcommittee at anytime for any reason. .. C.. A subcommittee chairperson that is no longer able to serve will be permdaently replaced by appointment of the COD chairperson. D... The absence of the subcommittee chairperson may be temporarily filled by a temporary subcommittee chairperson who is either appointed -bythe COD chairperson or selected by a majority of the subcommittee. 3. Membership A. Membership to the subcommittee is open to anyone, including the generut public. B. Membership may be granted in three ways: i) The subcommittee chairperson may appoint a member. - ii) The COD may appoint members by a motion. iii) The subcommittee may appoint more members by means of a motion C. - Membership may be revoked by motion of the COD. • 4. Voting A. All members of the subcommittee are voting members. S. Quorum A. A quorum will consist of the greater of at least twenty-five percent of the subcommittee membership or two members. City of Fort Collins Commission on Disability, Rules and Subcommittees Motion Section 3: Standing Subcommittees 1. Purpose A. This section establishes the standing subcommittees of the COD. B. All subcommittees established by this section will -not be automatically discharged at the beginning of the first meeting of the new calendar year. 2. COD Standard (Section 2) Standing Subcommittee Charters A. The'Mayor's Awards Planning Subcommittee" is a COD Standard Subcommittee that plans the Mayor's Awards events and ensures that the event is held once every year. B. The "Mayor's Awards Nominations Subcommittee" is a COD Standard Subcommittee that works to get nominations and makes award selections for the Mayor's Awards. C. The "Art Show Subcommittee" is a COD Standard Subcommittee that plans the. Art Show events and ensures that at least one art show is held every year. D. The "Employment Subcommittee^ is a COD Standard Subcommittee that works to promote the employment of the disabled in Fort Collins. E. The "Practical Housing For All Subcommittee' is a COD Standard Subcommittee that promotes reasonable guidelines for residences to 'nclude basic accessibility in new single family homes. F. The "Public Outreach Subcommittee^ is a COD Standard Subcommittee that provides disAbblty and accessibility education in public forums. G. The "Media Relations Subcommittee" is a COD Standard Subcommittee that encourages communication between the COD and the local media. 3. Budget Subcommittee (starter A. Chatter i) The `Budget Subcommittee' prepares, presents, updates, and monitors the budget for the COD. B. Membership i) Members of the budget subcommittee must be members of the COD. .. ii) _ Membership is selected and changedby motions of the COD. C. Chairperson i) The chairperson is selected and changed by motions of the COD. ii) In the case where the chairperson is temporarily unavailable, the COD or the subcommittee may select a temporary chairperson. iii) The temporary chairperson is only chairperson for the meeting in which they are selected. D. Quorum i) The quorum will be a majority of the subcommittee members. E. Voting i) All members of the subcommittee are eligible to vote. • 0 City of Fort Collins Commission on Disability, Rules and Subcommittees - Motion Section 4: 2004 Subcommittees 1. Purpose A. This section defines subcommittees that will expire at the fast regular meeting in January 2005, in accordance with Section K7 of the by-laws. 2. COD Standard (Section 2) Subcommittee Charters A. The `Business Partnerships Subcommittee is a COD Standard Subcommittee that will seek out partnerships with local businesses and obtainsponsorships for COD events. B. The "COD Web Site Subcommittee^ is a COD Standard Subcommittee that will request changes and additions to the city's COD web page. C. The "Heavy Doors Subcommittee" is a COD Standard Subcommitee that seeks to promote awareness in the community of doors as an accessibility barrier. D. Tbe'7401) Award Subcommittee^ is a COD Standard Subcommittee that will put together an application for the National Organization for the Disabled's 2004 award. E. The "COD Brochure Update Subcommittee" is a COD Standard Subcommittee that will put together a new brochure for the COD. (The next sub -section was amended to be an.ommdment to Section 3 of the rules as sub -section 4) Secdon 3: Standing Subcommittees 4.& By-laws Subcommittee Charter A. Charter .' i) The "By-laws Subcommittee" will follow tip on The wev 4Hee additiolls and sensations to The affiewed by review the by-laws and recommend motions for amendotener.. ii) Further, the by-laws subcommittee will put together motions to fulfill any unmet requirements of the COD in accordance with the by-laws:.' ' B. Membership i) Members of the budget By-laws subcommittee must be members of the COD. ii) Membership is selected and changed by motions of the COD. C. Chairperson i) The chairperson is selected and changed by motions of the COD. u) In the case where the chairperson is temporarily unavailable, the COD or the subcommittee may select a temporary chairperson. iii) The temporary chairperson is only chairperson for the meeting m which they ate selected. D. Quorum i) The quorum will be a majority of the subcommittee members. E. Voting i) All members of the subcommittee am eligible to vote. City of Fort Collins Commission on Disability, Rules and Subcommittees. Motion Section 5: Subcommittee Appointments 1. Purpose A. To appoint the chairs and metubetship of each subcommittee. 2. Appointments A. Mayor's Awards Planning .Subcommittee.: ., i) Chairperson: Mark Beck ii), - Membership: Diane Dittos and Steve Sutter _ ..... B. Mayor's Awards Nomination Subcommittee i) Chairperson: Jerry Patterson ii) Membership: Joan Cook C. Art Show Subcommittee i) Chairperson: Susan Williams ii) Membership: Jeff Harris, Ruth Skegerbee Swe White, Laura Burneu, Stew Rierson, Rachel Painter D. Employment Subcommittee i) Chairperson: Laura Burnett ii) Membership: Jeff Harris, Jerry Patterson B. Practical Housing For All Subcommittee i) Chairperson: Mark Beck ii) Membership: Paul Ostmf, DimeDittos Felix Lee, Dana McBride F. Public Outreacb Subcommittee i)_. Chairperson: Melinda Suits ii) Membership: Joan Cook, Jerry Patterson G. Media Relations Subcommittec- i) C utirpeson: Susan William ii) Membership: Melinda Suits H. Budget Subcommittee i) Chairperson: Jerry.Patterson ii) Membership: I. Business Partnerships Subcommittee:.... i) Chairperson: Joan Cook - ii) Membership: Susan Williams, Diane Dituus J. COD Web Site Subcommittee - i) Chairperson: Paul Ostrof ii) Membership:. Jerry Patterson K. Heavy Doors Subcommittee i) Chairperson: Susan Williams ii) Membership: Steve White, Rachel Palmer L. NOD Award Subcommittee i) Chairperson: Joan Cook ii) Membership: Susan Williams M. COD Brochure Update Subcommittee i) Chairperson: Diane Dittus ii) Membership: Susan Williams, Laura Burnett N. By-laws Subcommittee i) Chairperson: Jerry Patterson ii) Membership: Joan Cook • City of Fort Collins attt�t�ameritno�� Commission On Disability By -Laws Amendment Proposal Previous Text:- G. By-laws I. Notice of Au rrdment - Written (or taped, for those members requesting it) notice of any proposed by-laws must be Provided to each member of the Commission fourteen (14) days prior to the scheduled vote thereon. Action on Previous Text: Amend Section GJ as follows in the Proposed Text section where shike throttgheare deleted text and italics am amended or added test. Add Section 6.4 accordlag to section 4 in rite Proposed Text section (also in do $), Proposed Text: 1. Notice of men[ a) Moticc, either written or, upon request, a reasonable aftercare accessible format, of any proposed by-laws must be provided to each member of the Commission fourteen (14) days prior to the scheduled vote thereon. . b) The Commission shall not vote on an amendment unless it is able to verify that each active member has received snfft'cient advance notice of the proposed amendment. This may be accomplished in one of three ways: i) The member is present at a meeting of the commission at least fourteen days (14) prior to a vote where the proposed amendment is presented as reflected in the minutes of that meeting. ill The member Submits a signed and dated copy of the amendment to the Commission at any time before the vote, where the date of the signature is at least fourteen (14) days prior to a vote on the amendment This can be done via any means, facsimile, mail, etc. iii) The member affirms that they have had the proposed amendment at least fourteen (14) days prior to a vote in a Commission meeting as reflected in the minutes. e) The way that the notice of amendment was verified for each active member shall be recorded along with the vote on the amendment in the minutes. 4. Rules and other adopted motions that conjhct with the Jry-taws are not valid. Rationale: During this process, the question came up as to what "must be provided" means. The proposed Section G.I.b. will address this. There are three different ways the Commission can show that each member had sufficient notice: 1) The Member can simply be at a meeting where the amendment was proposed. The amendment may be proposed or re -presented at several meetings if necessary. Just so long as the Commission has minutes from one of its meetings that shows the members anendance and the fact that an amendment was proposed or presented at the meeting and that meeting is 14 days before the vote (motion to consider). 2) The member may sign a copy of the amendment and send that to the commission (preferably the secretary, but that's not strictly necessary). This is here so that the repeated absence of one member of the • Commission doesn't hold up the whole process. If they are out of town, forr-Urople, thenjambe.rwould send a signed copy to the secretary, and the Commission could proceed about their business. 3) The member can simply say that they had suffre M notice on or before the vote on the amendment and the secretary should make certain that is entered into the minutes. This a protection or right of each member, not of the Commission, so if an individual chooses to lie and put down an incorrect date on the signature or affirm something that isn't true, that member is simply forgoing that protection or right, it isn't up to the Commission to prove that sufficient notice was given, butrather just to demonstrate that either the members did or say they did have sufficient notice in order to avoid later problems. (Le., what do you do if a commission member comes back six months after an amendment was passed and contests it becausethey say they didn't have prior notification? You've been following the amended version of the by-laws for six months! Do you undo all the work of the last six months of the Commission? That is a possible outcome.... lees avoid that, shall we?:) ) G.I.c. is just away for the commission to show that, indeed, each member had sufficient notification. For example, the minutes might read: Motion: To consider a by-laws amendment that there is always food at the march meeting. Bob Smith, notified at March 2004 Regular Meeting Jane Johnston, signed copy Pat Jackson, affirmed notification at April2004 Regular meeting. That way if somebody has a problem, it's all in one place and the issue should be easy to resolve. Section GA is mostly a formality that just reminds us what we can and can't do with respect to the by-laws. • City,of Fort Collins Amendm ntliot2 Commission On Disability By -Laws Amendment Proposal Previous Text- E. ERECVfTVE COMMITTEE 5. a) The Executive Committee is required to meet at least once every six (6) months. b) Meetings of the Executive Committee are called by the Chairperson. c) Notification of the time and place of any Executive Committee meeting must be given to all acting Executive Committee members seventy-two (72) hours in advance. Action on Previous Text: Move subsecdoas E.S.o - E.S.c to b - d and add the proposed text below as subsection E.S.a. Propsed Text - a) The Executive Committee shall meet to discuss new potential, goals for the Commission, to review the progress of the Commission in accomplishing its current goals, and to recommend the Commission's course of action to achieve new and remaining goals. • Rationale: The purpose of the executive committee meetings was omitted in the proem of amending, the By-laws. Further, this amendment changes the purpose of these meetings slightly to include the ability to, in this meeting, scope out new directions for the Commission. 0 City of Fort Collins Ammuftent#013 Commission On Disability By -Laws Amendment Proposal Previous Text: C. COMMISSION MEETINGS 4. A a d) The agenda may be amended by a one -thirds (1(3) vote of the quorum of a Commission meeting. Action on Previous Text: Strike subsecfion C.4.d and replace 4 with the proposed text below. Additionally, subsection G4.e will be added - Proppsed Text d) The agenda may be amended by the ehaitpersion alone or a one-thirds:(1/3) vote of the quorum of a Commission meeting as necessary during the meeting. The one -thirds (1/3) vote of the quorum to amend the agenda shall override any opposing amendments made or proposed by the chairperson alone. e) A majority of the quorum of a Commission meeting may suspendall further amendments to the meeting's agenda Rationale: In the previous by-laws the Commission had the priviledge to amend the by-laws, but the c6aiipersoa was seemingly struck after the subttnttal deadline. This gives the chairperson the freedom to modify the agenda as necessary, but it also gives a reasonable minority of the Commission a chance to ensure that they also get consideration for their issues at the meeting, in case of opposing opinions between the chair and several of the Commission members over what should/should not be considered in the greeting. In case things get out of hand, 50%+ 1 members present at the meeting can pot the kabosh on any changes to the agenda, forcing the meeting to continue with the agenda as previously amended. This seems a little silly until you consider the case where two different groups are trying to get something considered/not considered, there needs to be a way to break that tie. The easiest way to do that is to allow a majority to suspend the ability of the Commission to amend their agenda at all. If the rules require that the meeting be ended before the agenda can be completed due to time constraints, the rules should address whether that meeting is merely recessed, or the meeting is actually adjourned, retiring the agenda altogether. If the meeting is just recessed, the agenda will be picked up where it left off (with the no amendment restriction if it was there before). If the meeting is actually adjourned, you shred the old agenda and any restrictions and amendments and start over. r� 0 City of Fort Collins Amendment #014 Commission On Disability By -Laws Amendment Proposal Previous Text: E. EXECUTIVE COb171 MEE e) The term of every Executive Committee Position ends on the first regular meeting in January after the regular election of a new Executive Committee. 3. Elections a) Nominations for the Executive Committee positions shall be held at the first regular Commission meeting in August,. - Action on Previous Text: Add n of the Proposed Text as subsection Eaf. Amend subsection E3.a according to the strikeouts (as de(efions) and italics (as additions) in the Proposed Text Propsed Text: - f) The term for every Executive Committee position shall be about one (1) year, the time between one January regular Commission meeting and the next January regular Commission meeting. 3. Elections a) Nominations for the Executive Committee positions shall be held allhe- every fast regular Commission meeting in August. Rationale: In the previous by-laws, the terms of the executive council was not completely clear. This should be the fix to this problem. City of Fort Collins Arnendmern#015 Commission On Disability By -Laws Amendment Proposal Previous Text: E. EXECUTIVE COMMITTEE 9. Rg=nsibillties of SecteWUdkcorder a) Assist with developing agenda items. b) Assist with sub -committees. - c) Assist in writing reports to the City Council. d) Record and compose meeting minutes and transmit to Liaisons for distribution. These transmissions should be sent to Liaison by Monday before the next scheduled meeting. Action on Previous Teat: Add the Prw"ed Text as subsection B9.e Propsed Text: e) Submit final, Comarission approved minutes as requited by the City Clerk's office, any of the Citys rules governing the Commission, and any other applicable city ordinances and .. state statutes. .. Rationale: The Commission felt it was necessary to spell this out as aduty of the secretary.