HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 01/15/2002 - RESOLUTION 2002-007 MAKING AMENDMENTS TO THE BOARD AGENDA ITEM SUMMARY ITEM NUMBER: 18
FORT COLLINS CITY COUNCIL DATE: January 15, 2002ID I FROM•
Wanda Krajicek
SUBJECT:
Resolution 2002-007 Making Amendments to the Boards and Commissions Manual.
RECOMMENDATION:
Staff recommends adoption of the Resolution.
EXECUTIVE; SUMMARY:
The City Clerk's Office annually prepares a manual for members of boards and commissions which
includes 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. On February 20, 2001, Council adopted Resolution
2001-26, adopting the 2001 Boards and Commissions Manual.
A subsection entitled"Conduct of Meetings" was inadvertently omitted from the 2001 Boards and
Commissions Manual. Also, clarification regarding quorums has been requested by several boards
and commissions. Two new subsections are being added to the"Meeting Responsibilities" section
of the Manual to correct the omission and to provide a policy regarding meeting quorums.
On September 4, 2001, the City Council adopted Ordinance No. 131, 2001, amending sections of
the City Code regarding executive sessions,to reflect amendments recently made to the State Open
Meetings Law. These revised Code requirements regarding executive sessions have been
incorporated into the Manual under the subsection entitled"Executive Sessions". Since the revised
executive session provisions were previously adopted by City Council, those changes are not
included in this Resolution.
RESOLUTION 2002-007
OF THE COUNCIL OF THE CITY OF FORT COLLINS
MAKING AMENDMENTS 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 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 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
2001-26; and
WHEREAS, a subsection entitled "Conduct of Meetings" was inadvertently omitted from
the Manual which was adopted by Resolution 2001-26; and
WHEREAS, the Manual did not previously address the policy regarding quorums; and
WHEREAS, Resolution 2001-26 requires that amendments to the Manual which constitute
policy changes shall be made only by the Council by resolution, except that 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 Council wishes to include two new subsections to the "Meeting
Responsibilities" section of the Manual.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT
COLLINS that the following two subsections be added to the "Meeting Responsibilities" section
of the 2002 edition of the Boards and Commissions Manual:
Conduct of Meetings
It is important that boards and commissions conduct their meetings in a manner that
is procedurally correct. The Colorado Municipal League has published a handbook
entitled "City Councils & Town Boards: Conduct of Meetings." This publication
contains excellent materials for the conduct of meetings. It is recommended that
boards and commissions follow the procedures for the conduct of meetings as
established in the Colorado Municipal League publication, and that Robert's Rules
of Order, Newly Revised be followed as recommended by the Colorado Municipal
League publication; provided, however, that the chairpersons of City boards and
commissions shall be permitted to participate in the debate of matters presented to
such boards and commissions and shall also be permitted to vote on all motions
• made by members of such boards and commissions,to the same extent and with the
same effect as other members. These rules of procedure may also be further
modified by each board or commission, upon majority vote, if the board or
commission believes that such modification would enable it to better meet its
responsibilities under the Code or Charter and fulfill its functions. Additionally, in
those instances where Robert's Rules of Order may be inconsistent with the
provisions of the City Charter, the ordinances of the City, or this Manual, the
Charter, ordinances, and this Manual shall take precedence.
Quorum Requirements
In order for a board or commission to conduct any business or take any formal action,
it is necessary that a quorum of the membership be present at the meeting. A quorum
consists of the majority of the total number of members specified by the City Code
to comprise the board or commission. This quorum requirement does not change
even if a position on the board or commission is vacant and the City Council has not
appointed a replacement. In the event that a quorum is not present for a meeting,
those present can adjourn the meeting to a later date and time.
The quorum for a board or commission subcommittee shall be a majority of those
appointed to the subcommittee unless the Charter, City Code, or the board or
commission establishing the subcommittee specifies otherwise.
Passed and adopted at a regular meeting of the Council of the City of Fort Collins held this
15th day of January, A.D. 2002.
Mayor
ATTEST:
City Clerk