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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 06/06/2000 - ITEMS RELATING TO BOARDS AND COMMISSIONS AGENDA ITEM SUMMARY ITEM NUMBER: 19 A-C DATE: June 6, 2000 FORT COLLINS CITY COUNCIL STAFF: Wanda Krajicek SUBJECT : Items Relating to Boards and Commissions. RECOMMENDATION: Staff recommends adoption of the Resolutions and of the Ordinance on First Reading. EXECUTIVE SUMMARY: A. Resolution 2000-76 Amending Resolution 88-78 so as to Add Certain Additional Responsibilities to the Role of Council Liaisons to City Boards and Commissions. B. Resolution 2000-77 Making an Amendment to the Boards and Commissions Manual. C. First Reading of Ordinance No. 70, 2000, Extending the Terms of All Members of Boards and Commissions of the City Through December 31. At the January 25, 2000 study session, Council met to consider issues related to boards and commissions of the City. Council considered various recommendations of the City staff relating to the composition, work plans, roles of Council liaisons, and the periodic review of boards and commissions. After review of the role of the Council liaison,Council has identified that additional responsibilities should be identified. Resolution 2000-76 amends Resolution 88-78 by adding the following responsibilities to the role of the Council liaison: to review and make recommendations to the City Council regarding the annual work plan, to identify and help resolve any problems that may exist with respect to the functioning of the board or commission,and to facilitate the training of new board and commission members by providing suggestions and relevant information to the staff members responsible for providing such training. The second Resolution would amend the Board and Commission Manual previously adopted by the Council so as to clear up an ambiguity relating recurring absences of board and commission members. The Manual presently provides that three consecutive absences (not approved by the chairperson)from regularly scheduled meetings of the board"may automatically"cause a member's appointment to be terminated,as can four unexcused absences in any calendar year. The Resolution DATE: June 6, 2000 2 ITEM NUMBER: 19 A-C would amend the manual so as to clarify that the requisite number of absences will automatically create a vacancy on the board or commission to which the member belongs. Also,Council has determined that the schedule for approving and appointing board and commission members should be changed so that the next annual recruitment and appointment process for board and commission members would begin in the fall of 2000. The current terms of board and commission members run for a period of four years,through June 30 of the calendar year in which the term expires. Ordinance No.70,2000 extends the current expiration terms of all current boards and commission members to expire on December 31 of each year. Following adoption of the Ordinance on second reading on June 20, staff will notify each individual member by letter of his or her new term expiration date. . RESOLUTION 2000-76 OF THE COUNCIL OF THE CITY OF FORT COLLINS AMENDING RESOLUTION 88-78 SO AS TO ADD CERTAIN ADDITIONAL RESPONSIBILITIES TO THE ROLE OF COUNCIL LIAISONS TO CITY BOARDS AND COMMISSIONS WHEREAS,on May 17, 1988,the City Council adopted Resolution 88-78 defining the role of Council liaisons to City boards and commissions; and WHEREAS, the Council has recently reviewed the role of such Council liaisons and has determined that, in addition to the responsibilities identified in Resolution 88-78, Council liaisons should assume certain additional responsibilities as specified in paragraphs 8, 9 and 10 below. NOW,THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the role of the Council liaisons to boards and commissions is hereby amended to read as follows: 1. To communicate with the board or commission when Council communication is needed and to serve as the primary two-way communications channel between Council and the board or commission. 2. To take the lead in filling vacancies, reviewing applications, and interviewing candidates for the board or commission. 3. To serve as the primary informal Council contact for the board or commission. 4. To help resolve questions the board or commission may have about the role of Council, municipal government, and the board or commission. 5. To establish formal or informal contact with the chairperson of the board or commission and effectively communicate the role of the liaison. 6. To provide procedural direction and relay Council's position to the board or commission, and to communicate to the board or commission that the liaison's role is not to direct the board in its activities or work. 7. To serve as Council contact rather than an advocate for or ex-offrcio member of the board or commission. • S. To review the:annual work plan:of the board or commission and make recommendations to the City Council regarding the work plan. 9. To identify and help resolve any problems that may exist with respect to the functioning of the board or commission. 10. To facilitate the training of new board and commission members by providing suggestions and relevant information to the City staff members responsible for providing such training. Passed and adopted at a regular meeting of the City Council held this 6th day of June, A.D. 2000. Mayor ATTEST: City Clerk RESOLUTION 2000-77 OF THE COUNCIL OF THE CITY OF FORT COLLINS MAKING AN AMENDMENT TO THE BOARDS AND COMMISSIONS MANUAL WHEREAS, the City currently has several boards and commissions appointed by the City Council; and WHEREAS,the information pertaining to the duties,composition,membership limitations, and responsibilities of the City's boards and commissions is contained in a Boards and Commissions Manual (the "Manual"), maintained by the City Clerk, which Manual was adopted by the City Council by Resolution 90-110 and subsequently amended by the City Council by Resolution 97-119 and Resolution 99-86; and WHEREAS, the attendance policy contained in the Manual is ambiguous as to whether a member's repeated absence from the meetings of a board or commission automatically creates a vacancy on the board or commission; and WHEREAS, the Council believes that it would be in the City's best interest to amend the attendance policy so as to clarify that the specified number of absences does automatically create a vacancy on the board or commission. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the "Attendance Policy" subsection of the Boards and Commissions Manual of the City of Fort Collins is hereby amended to read as follows: Attendance Policv Upon application for and acceptance of appointment, board and commission members demonstrate their intention and ability to attend meetings. If a member experiences recurring attendance problems, the chairperson of the board or commission should contact the Boards and Commissions Coordinator located in the City Clerk's Office,so that he or she can work with the Council liaison to the affected board or commission to address the issue. T+icrcfv, Either of the following may shall automatically cause a member's appointment to be terminated,and shall create a vacancy on,the board or commission: Three consecutive absences from regularly scheduled meetings of the board,if no written'notrftcation of any such absence has been submttted ta;the ahatrpersdn,or staff liaison prior to the'sne'etings where.the absences b&- urred Four absence , wtthoiit prior writtennotifrc:at[gntathec nnor _LL: , from regularly scheduled meetings of the board in any calendar year. In the event that a vacancy occurs by reason of this policy, the chairperson of the affectedboard of commission shall immediately notify the Boards and Commissions Coordinator, so that the vacancy can be filled by the Council.. Passed and adopted at a regular meeting of the Council of the City of Fort Collins held this 6th day of June, A.D. 2000. Mayor ATTEST: City Clerk • ORDINANCE NO. 70, 2000 OF THE COUNCIL OF THE CITY OF FORT COLLINS EXTENDING THE TERMS OF ALL MEMBERS OF BOARDS AND COMMISSIONS OF THE CITY THROUGH DECEMBER 31 WHEREAS, the City Council has recently met to consider issues related to the functioning of boards and commissions of the City and has considered various recommendations of the City staff relating to the composition, work plans, roles of Council liaisons, and the periodic review of such boards and commissions; and WHEREAS, the Council has determined that the schedule for approving and appointing board and commission members should be changed so that the next annual recruitment and appointment process for boards and commission members would begin in the fall of 2000; and WHEREAS, the current terms of board and commission members run for a period of four years, through June 30 of the calendar year in which the terms expire; and WHEREAS, the Council wishes to extend the terms of all current board and commission members so that they expire on December 31 of each such year. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS that,notwithstanding any provisions of the City Code or prior ordinances or resolutions of the Council to the contrary, the terms of all current members of boards and commissions of the City shall continue through December 31,rather than June 30, of the calendar year in which such terms are presently scheduled to expire. Introduced and considered favorably on first reading and ordered published this 6th day of June, A.D. 2000, and to be presented for final passage on the 20th day of June, A.D. 2000. Mayor ATTEST: City Clerk Passed and adopted on final reading this 20th day of June, A.D. 2000. Mayor ATTEST: • City Clerk