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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 12/07/2004 - RESOLUTION 2004-144 MAKING AN AMENDMENT TO THE BOA ITEM NUMBER: 29 AGENDA ITEM SUMMARY DATE: December7, 2004 FORT COLLINS CITY COUNCIL STAFF: Wanda Krajicek SUBJECT Resolution 2004-144 Making an Amendment to the Boards and Commissions Manual Relating to Citizen Participation during Board and Commission Meetings. RECOMMENDATION Staff recommends adoption of the Resolution. EXECUTIVE SUMMARY The Boards and Commissions Manual (the"Manual')was adopted by City Council by Resolution 2001-026. Resolution 2004-144 will amend the Manual to include a new section under"Meeting Responsibilities." The new section will be entitled "Public Input' and will direct all boards and commissions to include as part of the regular meeting agendas an opportunity for public comment. This new provision will afford the public an opportunity to provide input on topics assigned to the various boards and commissions and will broaden the base of information available to boards and commissions. Page 16 of the Manual is attached and includes the new section entitled"Public Input." RESOLUTION 2004-144 OF THE COUNCIL OF THE CITY OF FORT COLLINS MAKING AN AMENDMENT TO THE BOARDS AND COMMISSIONS MANUAL RELATING TO CITIZEN PARTICIPATION DURING BOARD AND COMMISSION MEETINGS WHEREAS, the City currently has several boards and commissions appointed by the City Council; and WHEREAS,the information pertaining to membership lists,descriptions of each board and commission, meeting schedules, conflict of interest guidelines, appeal procedures, and general information regarding membership limitations, attendance policies and other 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 last adopted by the City Council by Resolution 2001-026; and WHEREAS,Resolution 2001-026 requires that amendments to the Manual which constitute policy changes shall be made only by the Council by resolution, while changes that are consistent with resolutions and ordinances adopted by the Council may be made administratively by the City Clerk's Office; and WHEREAS,the City Council believes that the Manual should be amended so as to direct all boards and commissions to include in their regular meeting agendas an opportunity for public comment, so as to maximize the base of information available to such boards and commissions and so as to ensure that a mechanism exists for members of the public to provide input pertaining to the topics assigned to the various City boards and commissions. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the "Meeting Responsibilities" chapter of the Manual is hereby amended so as to include a new section entitled "Public Input" which shall read in its entirety as follows: Public Input Each board or commission shall, at or near the beginning of each of its regular meetings,afford members of the public an opportunity to speak to any matter coming within the purview of the board or commission,regardless of whether such matter is scheduled for or has been previously scheduled for consideration at that particular meeting. Time limitations may be imposed on such public input by the chairperson of the board or commission as necessary to conduct the business of the board or commission in a timely and efficient manner. Passed and adopted at a regular meeting of the Council of the City of Fort Collins held this 7th day of December, A.D. 2004. Mayor ATTEST: City Clerk MEETING RESPONSIBILITIES CONDUCT OF MEETINGS PUBLIC INPUT It is important that boards and commissions Each board or commission shall, at or near the conduct their meetings in a manner that is beginning of each of its regular meetings, procedurally correct. The Colorado Municipal afford members of the public an opportunity to League has published a handbook entitled speak to any matter coming within the purview " City Councils & Town Boards : Conduct of of the board or commission, regardless of Meetings . " This publication contains whether such matter is scheduled for or has excellent materials for the conduct of been previously scheduled for consideration at meetings . It is recommended that boards and that particular meeting. Time limitations may commissions follow the procedures for the be imposed by the chairperson of the board or conduct of meetings as established in the commission on such public input as necessary Colorado Municipal League publication, and to conduct the business of the board or that Robert 's Rules of Order, Newly Revised, commission in a timely and efficient manner. be followed as recommended by the Colorado Municipal League publication; provided, OPEN MEETINGS however, that the chairpersons of City boards and commissions shall be permitted to The City Code specifically requires that all participate in the debate of matters presented meetings of a board or commission, and all to such boards and commissions and shall also meetings of any committee of a board or com- be permitted to vote on all motions made by mission, shall be open to the public at all times, members of such boards and commissions, to except when the board or commission is meet- the same extent and with the same effect as ing in a validly convened executive session. other members . These rules of procedure may also be further modified by each board or The term "meeting" is defined as a gathering of commission, upon majority vote, if the board a quorum or three or more members, which- or commission believes that such modification ever is fewer, of any board or commission, or would enable it to better meet its responsibili- any committee of such board or commission, at ties under the Code or Charter and fulfill its which any public business is discussed or at functions . Additionally, in those instances which any formal action may be taken. It is where Robert 's Rules of Order may be important to remember that the open meeting inconsis- tent with the provisions of the City requirements apply to more than just in-person Charter, the ordinances of the City, or this gatherings. They also apply to telephone con- Manual, the Charter, ordinances, and this ference calls, electronic "chat room" confer- Manual shall take precedence. ences, or any other means of communication where conference-like communication can occur. However, the term "meeting" does not include a chance meeting or social gathering at