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HomeMy WebLinkAboutAir Quality Advisory Board - Bylaws - 2001BYLAWS OF THE AIR QUALITY ADVISORY BOARD, CITY OF FORT COLLINS.) COLORADO ARTICLE I Name and Organization The Board was created by the Council of the City of Fort Collins and named the Air Quality Advisory Board. ARTICLE H Purpose and Functions Section 1. The purpose of this board is to advise the Council of the City of Fort Collins, Colorado. Its functions include, without limitation: a. To advise the Council on matters pertaining to policies, plans, and programs to maintain and/or improve the City's air quality. b. To review air quality indicators and recommend adjustments to the Air Quality Action Plan at least every two years. C. To review and recommend revision of the Air Quality Policy Plan, and review and recommend revisions to other City plans that may have significant impacts on air quality, as needed. d. To advise the Governor -designated lead agency for air quality planning on matters pertaining to the Fort Collins element of the State Implementation Plan. e. The board shall coordinate its work with the Transportation Board and the Planning and Zoning Board, recognizing that certain transportation and land use decisions, policies, and programs affect future air quality. f. To promote citizen participation and public education on city-wide air quality issues. g. To perform such other duties and functions and have such other powers as provided by the Council. h. To convene ad -hoc citizen task groups to provide additional technical expertise to the Board for the planning of specific action strategies. LI Air Quality Advisory Board bylaws (Jan 2001) Page 2 ARTICLE III Board Composition Section 1. The membership of the Board consists of nine members, and each member shall have one vote. Section 2. Each member shall serve without compensation for a term of four (4) years, unless a members Council appointment specifies a shorter term. Each members shall be subject to removal by the City Council. If a vacancy occurs on the board, it shall be filled by the City Council for the remaining unexpired portion of the term. No member shall serve more than two (2) consecutive four-year terms. Section 3. Each year in April or May the Board shall elect from among its members a chair and a vice -chair; who shall serve one-year terms. There shall be no limitation on the number of terms the chair or vice -chair may serve. Section 4. Election of the chair and vice -chair shall be by simple majority of the members present at a regularly scheduled meeting of the Board. Section 5. In the event that the chair does not serve his/her entire term, the vice -chair shall serve until a new chair is elected or until the term is completed. In the event that the vice -chair does not serve his/her entire term, a new vice -chair shall be elected to serve the remainder of the term. Section 6. The Natural Resources Department staff and the City Attorney shall be support staff to the Board. ARTICLE IV Rules of Operation Section 1. The Board shall be guided in its operations by these bylaws, as may be from time - to -time amended. A current copy of the bylaws shall be filed with the City Clerk, and they are subject to the approval of the City Council. Section 2. Decisions are to be reached by consensus, except that Roberts Rules of Order, latest edition, shall govern the procedures of the Board whenever any member requests it for any portion of any meeting. Section 3. The Board shall operate according to the Boards and Commissions Manual issued by the City Clerk's office. Section 4. A quorum shall consist of five members present at a regular or special meeting of the Board. A meeting may be held without a quorum, but any decisions reached at such a meeting shall be subject to approval by a majority of the Board's members. n u n u -Air Quality Advisory Board bylaws (Jan 2001) Page 3 Section 5. A standard agenda shall be used, incorporating the elements below. The order of agenda items is at the discretion of the chair. Convene, call the roll, approve the minutes Review action log from previous meeting Committee reports Staff reports Unfinished business New business Clear "bike rack," update action log Draft next agenda Announcements Adjourn Section 6. The agenda shall include a realistic time limit for each agenda item. The chair shall take the lead to keep the meeting on schedule. The meeting end time may be extended with the consent of the majority. Section 7. To assure adequate time for review, the Board will generally take action on only those items that have been included in the pre -meeting mail out. The mail -out materials shall frame the discussion of such items and what action is expected by the Board. Section 8. The Board will use a "bicycle rack" to store miscellaneous comments or ideas that arise during a meeting and will decide how to handle them following completion of the agenda. ARTICLE V Meetings Section 1. The Board shall hold a regular meeting at least monthly, at a time and place agreed by its members. Special meetings of the Board may be called at the discretion of the chair. Section 2. Notice of all meetings shall be posted and distributed in accordance with City policy and applicable law. Section 3. The meeting agenda with a time limit for each item shall be prepared by staff in consultation with the chair. Agenda items may be suggested to the chair or staff liaison at any time. Section 4. An agenda and related papers should be delivered to each Board member at least seven days prior to each regular Board meeting. Agenda and materials for special meetings should be delivered to each Board member at the earliest possible date. Section 5. The Board may hold work sessions as needed for information gathering purposes only. A quorum need not be present at work sessions, neither will minutes be taken at work sessions. Notice of work sessions will be posted according to City policy and applicable law. 0 -Air Quality Advisory Board bylaws (Jan 2001) Page 4 ARTICLE VI General Responsibilities Section 1. The Air Quality Advisory Board is advisory to the City Council. It does not function in a policy -setting or decision -making role except to the extent authorized by the City Council. Section 2. The Council -established attendance policy states that , by accepting appointment, Board members demonstrate their intention and ability to attend meetings. If a member experiences recurring attendance problems, the chair or vice chair should contact the City Clerk's office so that it can work with the Council liaison to address the issue. Either of the following shall automatically cause a member's appointment to be terminated, and shall create a vacancy on the Board: (a) three consecutive absences from regularly scheduled meetings, or (b) four absences from regularly scheduled meetings in any calendar year, if, prior to the meetings where absences occurred, no written notification of any such absence has been submitted to the staff liaison, the chair, or the vice chair. In the event that a vacancy occurs by reason of this policy, the staff liaison and the chair or vice chair shall immediately notify the City Clerk's Office, so that the vacancy can be filled by the Council. Section 3. In the event a member wishes to resign from the Board, that member shall send a letter of resignation to the City Council with a copy to the Natural Resources Department. Section 4. The Board is to be proactive in pursuing its mission, and each member is responsible for fostering this proactive approach. Section 5. Members and staff are accountable for assignments they agree to accept. An action log shall be maintained and updated each month and included in the minutes. Section 6. Members are encouraged to publicize their affiliation and activities with the Board. When making a public statement, especially to the news media, members may identify themselves as Board members and state that their views and opinions are not necessarily those of the Board, unless those views and opinions are previously approved by a majority of the Board. ARTICLE VII Duties of Officers and Staff Secretary Section 1. The chair shall: a. Preside over all meetings of the Board b. Assure that Article IV (rules of operation) and City Policy are adhered to at all meetings. C. Consult with the staff liaison on agenda preparation. d. Appoint committees as provided for by Article XI of these bylaws and appoint such other committees as he/she deems necessary to carry out the functions of the Board. e. Serve as principal liaison to City Council or appoint another qualified person to serve in this capacity. Air Quality Advisory Board bylaws (Jan 2001) Paee 5 Section 2. The vice -chair shall: a. Assume the duties of the chair in his/her absence. b. Carry out other duties as assigned by the chair. Section 3. The staff secretary shall: a. Keep the minutes of each meeting and retain them in a permanent file. The minutes shall show how each member voted on any motion which is not decided unanimously. b. Maintain permanent files in the offices of the Natural Resources Department. A copy of such files will also be maintained by the City Clerk. C. Be custodian of all records of membership. d. Transmit reports as required by the chair. e. Transmit minutes and notices of meeting to all members of the Board. ARTICLE VIII Public Participation Section 1. All meetings of the Air Quality Advisory Board shall be public meetings open to the public at all times according to City policy and applicable law. Section 2. The Board shall consider the need for public participation and input in all Board processes. ARTICLE IX Relations with the City Council Section 1. Minutes of all meetings of the Board shall be distributed to the City Manager, City Clerk, and Council members according to City guidelines. Section 2. The Board will communicate its recommendations directly to City Council. ARTICLE X Goals and Objectives and Evaluation of Accomplishments Section 1. On or before January 31 of each year, the Board shall file a report with the City Clerk setting forth the Board's activities and an evaluation of the Board's accomplishments during the previous year. On or before November 30 of each year, the Board shall file a work plan with the City Clerk for the following year. ARTICLE XI Committees Section 1. The Board shall organize itself into committees as needed. Section 2. Each committee shall report its findings and recommendations to the Board. lJ 0 Air Quality Advisory Board bylaws (Jan 2001) Page 6 ARTICLE XII Amendments Section 1. These by-laws may be amended in any of the following ways: (a) by a two-thirds vote of members attending, (b) by a majority vote of members attending, provided that notice of intent to move an amendment, together with the substance of the amendment, has been given at the previous meeting or in the call of the present meeting, or (c) by a vote of a majority of the entire membership. Section 2. To the extent permitted by law, any of the foregoing by-laws may be temporarily suspended, for a specified period of time, by a unanimous vote of all members present at any meeting, and the vote on such suspension shall be taken by yeas and nays and entered in the official record. ADOPTED: February 27, 1995 REVISED: January 2, 2001