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HomeMy WebLinkAboutMinutes - Ad Hoc Boards and Commissions Committee - 06/15/2023 -6/15/2023 – Minutes Page 1 Minutes Ad Hoc Committee for Boards and Commissions June 15, 2023 – 4:30 PM CIC Conference Room, City Hall, 300 Laporte Ave and via Zoom at https://fcgov.zoom.us/j/96632430604 Remote Participation Available A) Call Meeting to Order  4:38 PM B) Roll Call  Committee Members Present: Julie Pignataro, Tricia Canonico, Kelly Ohlson (Alternate)  Staff Members Present: Davina Lau, Rupa Venkatesh, Jenny Lopez-Filkins, LeAnn Williams, Mike Calhoon, Scott Phelps  Members of the Public: Emily Gallichotte C) Approval of Minutes 1. The purpose of this item is to approve the draft minutes of the May 3, 2023, Ad Hoc Committee for Boards and Commissions meeting. Committee Member Canonico made a motion, seconded by Committee Member Ohlson, to approve the minutes of the May 3, 2023 meeting. The motion was adopted unanimously. D) Discussion / Informational Items 2. Review and discuss committee progress, board evaluation tools, Youth Advisory Board Code changes, consolidation of the Golf Board, recruitment efforts, council liaison responsibilities, and final drafts of the Anti-Discrimination and Anti-Harassment Policy, Code of Conduct and complaint process, and Council Liaison responsibilities. The purpose of this item is to review and discuss the progress of what the Ad Hoc Committee has accomplished up until this point, to review what needs to be considered by full Council for approval, to review key dates, to Review revisions to the Anti-Discrimination and Anti- Harassment Policy as well as the Code of Conduct and complaint process, to review the updated Council Liaison responsibilities, and to discuss improvements to recruitment and the evaluation of boards. Assistant City Manager Rupa Venkatesh outlined the items the Committee has addressed for administrative changes and those that will need Council consideration. She discussed the plans for surveying Board and Commission members and the criteria that will be utilized for determining whether a Board or Commission should sunset, be repurposed, or be newly formed. Committee Member Ohlson asked about the criteria for merging Boards. Assistant City Manager Venkatesh outlined those considerations noting that would be decision for the full Council. 6/15/2023 – Minutes Page 2 Assistant City Manager Venkatesh stated the Youth Advisory Board will be discussed per a recommendation from LeAnn Williams, the Recreation Department Director, related to quorum issues and a lack of applications for vacancies. Staff Member Williams commented on issues with the Youth Advisory Board and stated recruitment will naturally occur if the City works to make the Board more robust. Acting Chair Pignataro asked about initial recruitment plans. Staff Member Williams replied work will be done with schools and various groups within schools as well as other community organizations to ensure diversity. Committee Member Canonico suggested participating in beginning of school year club information sessions. Staff Member Williams replied that will be made a priority and noted existing members will ultimately be participating in that role. Staff Member Williams outlined the structural changes that are being suggested for the Board, including limiting the Board to no more than 12 members with a couple alternates, having the ability to meet with other youth boards in the area, and giving the Board the opportunity to complete an annual project and participate in an annual retreat. Assistant City Manager Venkatesh stated the item will be brought before the Committee at the July meeting for a formal recommendation. Assistant City Manager Venkatesh provided an example of when the assessment tools and indicators would be used to determine whether a Board should be sunsetted or repurposed, in this case, the consolidation of the Golf Board and Parks and Recreation Board. Mike Calhoon, Director of Parks, discussed the history of golf in the city, noting it was originally started by a private golf association, not the City. He also commented on the history of Parks and Recreation in the City organization as well as the City’s takeover of golf and the formation of the City’s three courses. As it is unlikely the City will construct another municipal course, he stated the Golf Board may no longer serve a purpose on its own and the Parks and Recreation Board could cover the golf topic. Acting Chair Pignataro asked how members of the Golf Board feel about the idea of combining the Boards. Scott Phelps, Manager of Golf and staff liaison to the Board, replied there are only four members, therefore, if only one member does not attend a meeting, there is a lack of quorum; therefore, there is an overall level of frustration. Staff Member Calhoon noted the Parks and Recreation Board is excited about the idea of including golf. He also commented on the Golf Board’s formation of a youth scholarship fund and moving that to the City Give area for management. Assistant City Manager Venkatesh outlined the proposal to expand the Parks and Recreation Advisory Board to include up to 13 members to allow the four Golf Board members to participate until their terms expire. Committee Member Canonico commended the proposal as a thoughtful solution. Acting Chair Pignataro concurred. Assistant City Manager Venkatesh outlined the proposed changes related to the Council liaison responsibilities, which are suggested to be added to the Code. Committee Member Ohlson questioned why the responsibilities are slated to be part of the ethical rules of conduct section. Acting Chair Pignataro stated she believes it is appropriate given ethics complaints that could be filed related to why Council liaisons may be present at a Board or Commission meeting. 6/15/2023 – Minutes Page 3 Committee Member Canonico asked if there are guidelines around how many meetings should be attended by Council liaisons. Assistant City Manager Venkatesh replied that will be part of Council and Board onboarding and the topic will be discussed when Council liaisons are assigned to Boards. Committee Member Ohlson commented on the importance of ensuring Boards understand why Council liaisons may not be attending regular meetings. Staff Member Davina Lau discussed Board onboarding during which she notes Council liaisons do not regularly attend Board meetings; however, Boards can send invitations to attend. Committee Members discussed how they would prefer to be invited to meetings. Assistant City Manager Venkatesh discussed the change in name from the Respectful Workplace Policy to the Anti-Discrimination, Anti-Harassment Policy. Jenny Lopez-Filkins, City Attorney’s Office, discussed the language addition of an example related to religious beliefs, or lack thereof. Committee Member Ohlson expressed concern an example may not cover the topic. Staff Member Lopez-Filkins replied the language does address the issue from a legal standpoint. Committee Member Ohlson questioned the policy’s name change. Assistant City Manager Venkatesh replied ‘workplace’ does not necessarily apply to Boards and Commissions. Assistant City Manager Venkatesh discussed the Code of Conduct, which is a new document that was brought forward to help address standards of behavior for Board and Commission members and put together a formal complaint process. She noted the language was crafted to ensure speech is not being limited and the complaint process also includes an informal resolution piece. Committee Member Ohlson stated he disagrees with having a Code of Conduct for Council as Council is accountable to the electorate and the Anti-Discrimination, Anti-Harassment Policy covers many of the items. He stated he does not believe someone getting their feelings hurt should have a process available by which they can make a complaint and expressed concern the process could be weaponized. Committee Members discussed changes that could help to alleviate his concerns related to the inclusion of wording related to knowingly making false statements. Acting Chair Pignataro requested staff analyze the possible changes for unintended consequences prior to the next meeting. Committee Member Ohlson expressed concern with the language related to respecting the legitimacy and authority of decisions that have been finalized regardless of personal position on the issue. Staff Member Lopez-Filkins stated this language does not preclude Council from exercising other democratic processes. Acting Chair Pignataro commented on the intent of the language and suggested there could be a way to alter it to indicate the Board’s ability to conduct further business should not be altered by a decision on a previous item. Committee Member Ohlson expressed concern with the language related to respecting fellow members, staff, and the public by treating all with patience, courtesy, and civility at all times, again, out of fear a complaint could be filed by someone who feels uncomfortable. Staff Member Lopez-Filkins replied the purpose of the Code of Conduct is to give people who are experiencing consistent behavior that is making them feel uncomfortable or unsafe an avenue to do something about it. Committee Member Canonico concurred patience may be a difficult term, though people should always be civil. Acting Chair Pignataro expressed support for eliminating ‘patience.’ 6/15/2023 – Minutes Page 4 Assistant City Manager Venkatesh discussed the complaint and resolution process, including the informal resolution process. She stated this will help formalize the process and will also provide data for an applicant who reapplies. Committee Member Ohlson stated he believes it should be the job of staff and the Chair to address complaints and the formality of this language and process seems to be overkill. Staff Member Lau stated this process aims to address recurring issues. Committee Member Ohlson expressed concern Board members may be afraid of speaking their mind out of fear of offending someone and this leading to a lack of dialogue and decision- making. Assistant City Manager Venkatesh stated the Board members and Chairs that have brought forth issues are looking forward to this process. Committee Member Ohlson stated he does not understand why this Code of Conduct applies to Council as its members are accountable to the public. Acting Chair Pignataro stated this Code will help protect the people who have been encouraged to run and be elected to Council, such as those that may not be from a privileged background. Committee Member Canonico commented on feeling attacked during her first debate and stated there were no rules in place related to consequences for that behavior, despite it being specifically prohibited. E) Review of Upcoming Calendar Acting Chair Pignataro requested the Bicycle Advisory Committee be discussed at the next meeting given its unusual make-up. Committee Member Ohlson suggested the possibility of including pedestrians in the Committee. Committee Member Canonico suggested including all active modes. Committee Members discussed the date and format of the July 19th meeting. Assistant City Manager Venkatesh stated the Women’s Advisory Board and Affordable Housing Board will also be discussed at the July meeting as will the Code of Conduct and Boards and Commissions Manual. F) Other Business G) Adjournment  6:29 PM Next Scheduled Committee Meeting: 4:00 PM, July 19, 2023 Upon request, the City of Fort Collins will provide language access services for individuals who have limited English proficiency, or auxiliary aids and services for individuals with disabilities, to access City services, programs and activities. Contact 970.221.6515 (V/TDD: Dial 711 for Relay Colorado) for assistance. Please provide advance notice. Requests for interpretation at a meeting should be made by noon the day before. A solicitud, la Ciudad de Fort Collins proporcionará servicios de acceso a idiomas para personas que no dominan el idioma inglés, o ayudas y servicios auxiliares para personas con discapacidad, para que puedan acceder a los servicios, programas y actividades de la Ciudad. Para asistencia, llame al 970.221.6515 (V/TDD: Marque 711 para Relay Colorado). Por favor proporcione aviso previo cuando sea posible. Las solicitudes de interpretación en una reunión deben realizarse antes del mediodía del día anterior.