HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/11/2006 - BOARDS AND COMMISSIONS PERIODIC REVIEW DATE: July 11, 2006 WORK SESSION ITEM
STAFF: Darin Atteberry FORT COLLINS CITY COUNCIL
SUBJECT FOR DISCUSSION
Boards and Commissions Periodic Review.
GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED
Staff is seeking direction from Council regarding the status of the three boards being reviewed:
Commission on Disability, Golf Board and Water Board. The work session will conclude with
either:
1. A statement that the board should continue without alteration; or
2. Direction to staff to prepare legislation making any changes (number of members, duties,
etc.).
BACKGROUND
At the January 25, 2000 study session, Council discussed several procedures regarding its boards
and commissions. A portion of the discussion focused on the establishment and scope of a process
to periodically review the purpose and functions of the City's boards and commissions. At Council's
request, staff developed a Periodic Review Process which was adopted on February 20, 2001 by
Resolution 2001-026 as a part of the Boards and Commissions Manual. The initial review dates
have been staggered, and, thereafter, each board or commission will be reviewed every six years
after the initial review. The 2006 review includes the following boards and commissions:
• Commission on Disability
• Golf Board
• Water Board
In accordance with the adopted review process, each of the boards listed above completed a self-
assessment questionnaire. Attached to each questionnaire is the City Code description of the board's
duties, the most recent work plan, annual report, and bylaws. The Role of Council Liaisons to
Boards and Commissions is also attached to define the description of the Council Liaison as it relates
to direction, communication, facilitation and meeting attendance for boards and commissions. The
Council's review will consist of the following questions:
- What does the board do? (current functions)
- Does the City need a board that does this?
- If so, should any of the duties of the board be changed?
- Can any of the duties of this board be consolidated with another board?
July 11, 2006 Page 2
- Is the size of the board appropriate?
Is the work done by the board beneficial and useful to the Council?
The Chairperson and Vice-Chairperson from each of the boards and commissions have been invited
to join the Council during the review of each board or commission. The discussion at the study
session is intended to assist the Council in determining whether it should:
- Continue the board without alteration of duties or composition.
- Continue the board with amendment to duties and/or composition.
- Eliminate the board and its duties.
- Eliminate the board and transfer of some or all duties to other existing board(s).
The work session will conclude either with:
1. A statement that the board should continue without alteration; or
2. Direction to staff to prepare legislation making any changes (number of members, duties,
etc.).
ATTACHMENTS
1. Periodic Review Process adopted February 20, 2001
2. The Role of Council Liaisons to Boards and Commissions adopted on May 17, 1988 and
revised on June 6, 2000
3. Commission on Disability Periodic Review Questionnaire—(with attachments)
4. Golf Board Periodic Review Questionnaire—(with attachments)
5. Water Board Periodic Review Questionnaire—(with attachments)
Attachment I
PERIODIC REVIEW PROCESS
• A periodic review will be conducted for all boards except the Downtown Development
Authority, Housing Authority, Liquor Licensing Authority, and Massage Licensing
Authority.
• The initial review dates will be staggered. Thereafter, review will occur every 6 years.
• The reviews will be conducted at an annual study session (4-5 boards per year). Study
session materials should include self-assessment completed by each board. The study
session will conclude either with (a) a statement that the board should continue without
alteration, or (b) direction to staff to prepare legislation making any Council-requested
changes (number of members, duties, etc.). Review and formal action, if any, should be
completed at least one(1) month prior to beginning the annual recruitment process.
• Self assessment by each board should consist of the following questions:
- Are the current duties of the board, as defined by City Code,realistic? If not, what
duties would you suggest be added and/or deleted?
- Is the board's workload (annual work plan) too much; too little; about right?
Explain.
• - Does the board effectively accomplish its annual work plan?
Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
- Is the current size of the board appropriate?
- Are communications between the board and Council effective? What could be done
to improve these communications?
- Required attachments: City Code description of duties, recent work plan, annual
report, bylaws
• Council review would consist of the following questions:
- What does the board do? (Current functions)
- Does the City need a board that does this?
- If so, should any of the duties of the board be changed?
- Can any of the duties of this board be consolidated with another board?
- Is the size of the board appropriate?
- Is the work done by the board beneficial and useful to the Council?
• Possible outcomes of review include:
Continuation of the board without alteration of duties or composition.
Continuation of the board with amendment to duties and/or composition.
• Elimination of the board and its duties.
Elimination of the board and transfer of some or all duties to other existing board(s).
INITIAL REVIEW SCHEDULE
BOARD TYPE 2001 2002 2003 2004 2005 2006
Affordable Housing Board A f
Air Quality Advisory Board A �(
Art in Public Places Board A f
Building Review Board D f
Citizen Review Board AA
Commission on Disability A d
Commission on the Status of Women A d
CDBG Commission A f
Cultural Resources Board A f
Election Board D f
Electric Board A
Golf Board A
Human Relations Commission A Ir
Landmark Preservation Commission D f
Library Board A f
Natural Resources Advisory Board A f
Parks and Recreation Board A f
Planning and Zoning Board D .�
Retirement Committee D d
Senior Advisory Board A f
Telecommunications Board A f
Transportation Board A f
Water Board D d
Youth Advisory Board A f
Zoning Board of Appeals D
A = Advisory
AA — Advisory to Administration
D = Decision-making
ATTACHMENT
THE ROLE OF COUNCIL LIAISONS TO BOARDS AND COMMISSIONS
Every two years, following the election of Councilmembers, the Council selects its liaisons to the
boards and commissions. Council has defined the role of Council liaisons 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-officio member of the board
or commission.
8. 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.
Council liaisons do not normally attend monthly meetings of the boards and commissions. Liaisons
are informed of boards and commissions activities through agendas and minutes, work plans, and
annual reports. Liaisons may attend a meeting due to an interest in a specific agenda topic, or may
"pop in"just to observe. Attendance by a Council liaison should not affect the normal structure of
a board meeting. Attention should not be focused on the Council liaison and his or her input.
If Council liaison participation is critical to a particular item, a direct invitation should be made to
the Council liaison, explaining why participation is deemed to be critical. If appropriate, discuss
with the liaison prior to the meeting what expectations are and whether the liaison can meet those
expectations.
Revised: June 6,2000 i
ATTACHMENT
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY,JULY 7, 2006
• BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: APRIL 28, 2006
BOARD/COMMISSION NAME: COMMISSION ON DISABILITY
LIST OF MEMBERS: SUSAN WILLIAMS, Chairperson
STEVE RIERSON-VICE CHAIR
JOAN COOK-SECRETARY
TERRY SCHLICTING-HISTORIAN
BILL LIVINGSTON HOLT
BEVERLY HAGESETH
MELINDA SUITS
PAUL OSTROF
DAWN SCOTT
PEGGY GRAFF
I •
1. Are the current duties of the board, as defined by City Code, realistic? YES If not,
what duties would you suggest be added and/or deleted?
2. Is the board's workload (annual work plan) too much; too little; about right? Explain.
FINE
3. Does the board effectively accomplish its annual work plan?
YES
4. Are board meetings conducted in an effective manner? YES What could be done to
improve board meetings?
5. Is the current size of the board appropriate?
YES
6. Are communications between the board and Council effective? YES What could be
done to improve these communications?
• Commission on Disability — Doug Hutchinson, Council Liaison
— Steve White, Staff Liaison
Representatives — Joan Cook, Secretary
— Steve Rierson, Vice Chair
♦ Brief(1-2 minutes) board representatives introduce
themselves and present overview of board function/mission.
Present any major concerns (if any) for Council to consider.
♦ Council questions/comments (5-7 minutes) concerning the
responses on the Periodic Review Questionnaire.
♦ Brief(1-2 minutes) summary of Board or Council action
needed (if any)
Notes:
•
Div.8 Citizen Review Board-§2-140 Administration-Boards and Commissions
DIVISION 9.COMMISSION ON DISABILITY*I` (5) To recommend to the City design requirements
that ensure accessibility;
See.2-151. Creation.
(6) To help the City establish conditions and prac-
There shall be and is hereby created a Commission tices that contribute to employing individuals
on Disability,hereafter referred to in this Division as the with disabilities;
"Commission."
(Ord.No. 158, 1986,§ 6, 11-4-86) (7) To serve as advocates among City employees,
private businesses and the community on behalf
Sec.2-152. Membership;term, of individuals with disabilities.
(a) The Commission shall consist of eleven (11) (Ord.No. 158, 1986, §6, I1-4-86;Ord.No.49, 1997,3-
18-97;Ord.No. 13Q 2002, §2, 9-17-02)
members appointed by the City Council.
(b) Each member shall serve without compensation See..2-154. Officers;bylaws.
for a term of four(4)years,except that members may be The Commission shall elect annually from its mem-
appointed by the City Council for a shorter term in order I bership a chairperson and such officers as may be ve-
to achieve overlapping tenure.Appointments shall spec- I quired. Bylaws may be adopted by the Commission,
ify the term of office of each individual. All members which bylaws shall not be inconsistent with the Charter,
shall be subject to removal by the City Council. If a the Code or other policies that may be established by the
vacancy occurs on the Commission, it shall be filled by City Council. A copy of the bylaws shall be filed with
the City Council for the remaining unexpired portion of the City Clerk for the use of the City Council immedi-
the term. No member shall serve more than two (2) ately after adoption by the Commission, and the same
consecutive terms. For the purposes of this provision, a may be subject to the approval of the City Council.
"term" shall include the balance of an unexpired term (Ord. No. 158, 1986, § 6, 11-4-86; Ord.No. 104, 2002,
served by a person appointed to fill a vacancy if such § 21 8-20-02)
unexpired term exceeds twenty-four(24)months.
•(Ord. No. 158, 1986, § 6, 11-4-86; Ord. No. 92, 1992, Sec.2-155. Minutes; annual report;work plan.
§4,9-15-92; Ord.No. 93,2002, § 1,7-16-02) The Commission shall take and file minutes in ac-
See.2-153. Functions. cordance with the requirements of § 2-73 of the Code.
On or before January 31 of each year, the Commission
The Commission shall have the following functions: shall file a report with the City Clerk setting forth the
1 To develop educational activities of the Commission for the previous year. On
O p programs to acquaint our or before November 30 of each year, the Commission
citizens with issues affecting individuals with shall file a work plan with the City Clerk for the follow-
disabilities;
ing year.
(2) To form special committees including noncom- (Ord. No. 158, 1986, §6, 11-4-86; Ord. No. 79, 1988,
mission consultants or specialists to address is- §4, 6-7-88;Ord.No.92, 1992, §4,9-15-92)
sues affecting the well-being of individuals with Secs.2-156-2-165. Reserved.
disabilities;
0.
(3) To communicate with other commissions in or- DIVISION T COMMISSION ON THE
STATUS OF WOMEN`
der to generate ideas helpful to the City Council;
Sec. 2-166. Creation.
(4) To educate City employees about access issues
affecting individuals with disabilities; There shall be and is hereby created a Commission
on the Status of Women, hereafter referred to in this
Division as the"Commission."
(Ord.No. 158, 1986, §7, 11-4-86)
* Editor's note-Ord.No. 122, 1987,adopted Sept. 1, 1987,repealed
§5 of Ord.No. 158,1986,adopted Nov.4,1986,which had been in-
cluded as Div. 9, §§2-151-2-155,relating to the Choice Advisory * Editor's note-Section 2 of Ord.No.98, 1990,adopted Sept.4,1990,
Committee.Subsequently § 1 of Ord.No.98, 1990,adopted.Sept.4, renumbered Fortner Div. 11,§§2-181-2-185,as Div. 10,§§2-166-
1990,renumbered Div. 10,§§2-166-2-170,as Div.9,§§2-151-2- 2-170.
155. Cross-references-Discrimination,§ 13-16 et seq.
ross-references-Discrimination,§ 13-16 et seq.
2-2
!-19 Supp.No.77
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COD 2005 ANNUAL REPORT
One of the responsibilities of this commission is to educate the public
concerning issues on disability. So saying we spent the year not just doing but
hearing so we can learn how to be able to reach our community in a more
knowledgeable way.
The annual retreat in November to develop our work plan for 2006 was
attended by commission members Peggy Graff, Steve Rierson, (Vice Chair) Susan
Williams, (Chair)Mark Beck,Jerry Patterson, (Secretary) Melinda Suits,
(Historian) Joan Cook,Laura Burnette, and Paul Ostrof. Steve White and Annie
Houston were present as our city liaisons. Terry Schlicting and Dawn Scott were
present as our guests.
Laura Burnett, Mark Beck, Jerry Patterson, completed their terms so we had
a recognition lunch for them in December along with the once city liaison, Rachel
Palmer. Terry Schlicting, a regular guest,became a new member in December and
brings with him knowledge of the issues within the college. Dawn Scott came
onboard in December. She, too,was a consistent community guest before she
became a COD member. She brings a lot of enthusiasm. Jeff Harris resigned the
commission in June due to health reasons. The beginning of 2006 has eight
members and one vacancy.
Throughout the year we heard from several guests that includes Lisa Schnell
• from Call 411, Darin Attebury, City Manager,Mayor Hutchinson(Counsel liaison),
Julie Brewen (Ft. Collins Housing Authority),Patrick Going (State ADA
Coordinator), Brownie McGraw and Janie Cramer(Inspirational Park),Wendy
Williams (Assisstant City Manager and local ADA contact), Michael Gitter and Jeff
Koska (Channel24).
PHA (Practical Housing for all)
Mark Beck has led the way for where PHA is today. I ask you to
please read the attached PHA Annual Report. Mark says it all
quite adequately.
CREATIVE ABILITIES ART SHOW
The committee for the art show comprised of Steve Rierson, Susan
Williams, Laura Burnette, and Jeff Harris. It is
sad for us to report a not-so-good show in 2005. The committee, however,
did some rethinking for future events to get more participation. There will
be an art show in Old Town, in the courtyard the last Saturday of July, 2006.
We are so very grateful for Norlarco Credit Union doing the banner for free
and the use of the plaza by the DBA at no cost.
HEAVY DOORS
This project sat dormant in 2005 with the promise it will
rise up in 2006. This is a project that access's and encourage
• businesses to make all their doors so they meet ADA standards.
A non-threatening pamphlet is given to the business suggesting
how to fix heavy doors along with a phone number should they
need assistance or have questions.
MAYOR'S AWARDS
This year would have marked twenty-five years for these
awards. This is an annual event where the COD
recognizes individuals or businesses that go beyond
to help those with disabilities. The specific awards
are: Business of the Year, Service Provider of the Year,
Volunteer of the year, Dorothy Lasley Award, and
Spirit of Ft. Collins Award. However, with Steve
Sutter having to move out of Colorado due to family,
we found having a large reception impossible with
City finances in a lull. We saw it as a time to step
back,take a look at where we are and where we want
to go with this special recognition. We did have Mayor
Hutchinson read a proclamation in October before a
City Counsel meeting marking October as National
Disability month.
NOD-NATIONAL ORGANIZATION ON DISABILITY
NOD asks for cities around the nation to answer some very pertinent
questions on how their city makes accessibility easy. The winning city
receives $25,000.
Joan Cook,Melinda Suits and Susan Williams filled out the form because
we believe Ft. Collins does a superb job in meeting accessible needs. One
question was concerning easy access to the COD on the city web site. In
checking this out we found accessing this commission was quite a honor!
Mentioning this to the person in charge of Ft. Collins' web site resulted in
prompt action. The Commission on Disability was put on the front page of
the web site. We are now one click away. We will find out sometime this
month the results of the applications.
GROCERY TAX
The COD felt strongly in taking a public stand against the
grocery tax.
LINCOLN CENTER
The Lincoln Center always charged wheelchair patrons and one guest the
higher cost even though they have no choice where they sat. Bringing this to
the attention of the Lincoln Center brought a wonderful change for their
wheelchair patrons. They are now charged the lower price and is noted on
their web site.
HANDICAP `HOW-TO' FLIER
The Department of Motor Vehicles agreed to hand out a flier with every
disability placard explaining how to use the placard and parking spaces.
CERTIFICATES
When a business goes above and beyond ADA regulations in anyway,a
certificate is sent to them by the COD noting our thanks. I believe five have
been sent out.
DIAL-A-RIDE
The COD sent a letter to City Counsel in support of keeping the DAR night
service.
CAPTIONIST
We are very pleased a woman wanted to visit a COD meeting. She needed a
captionist and one was provided.
Unfortunately, she forgot the meeting.
MEDIA
Several Soap Boxes were written concerning main aspects in the
Commission.
The Commission on Disability is made up of volunteers who truly want to make a
quality life in the lives of the disabled citizens of Ft. Collins. A couple goals in
2006 for us is to have a monthly column in the Coloradoan concerning disabilities
plus posting jobs available and having a barrier awareness day.
• Respectfully,
Susan Williams, Chair
Commission on Disability
•
Practical Housing for All 2OO5 Annual Report
2005 was a consistent and active year for the Practical Housing for All
(PHA) sub-committee. Mark Beck continued to chair the committee with Dana
McBride, Kimberly Steinberg and Paul Ostrof as consistent members for our
monthly meetings held the second Thursday of the month at 10:30 AM, in the CIC
Room at City Hall. In keeping with our mission to educate the public and
encourage the inclusion of PHA features in new home construction, several
presentations were given in support of building homes with practical features that
provide basic access and functionality for people of all ages and widely varying
mobility and ambulatory abilities.
As PHA Chair,Mark Beck was asked again to participate in the 2nd
Sensible Housing Summit Panel discussion held June 2 at the Lincoln Center. As a
panel member Mark was able to state the importance of including PHA features in
affordable housing.
Members of the PHA committee presented a breakout seminar at the
Colorado Housing Now conference in Brekenridge, October 18. Mark explained
the basic provisions of PHA. Dana McBride discussed particular building practices
used to incorporate the PHA features in new homes. Kimberly Stenberg updated
the PowerPoint presentation, video taped the presentation and provided technical
support. The seminar was well received.
Kimberly Stenberg designed a recognition certificate to present to builders
for homes built with PHA features. The certificate includes the PHA logo and
places for the signatures of the mayor and PHA committee chair.
The Committee invited local builders to put a home that included the PHA
features on the 2005 Parade of Homes Tour. Of the 65 invitations sent, only one
builder responded. Stoner Homes built a beautiful home at 841 Noriker Dr. in the
Clydesdale Development just east of I-25 off of Highway 14 that specifically
included the five PHA building features. The Committee designated the home as a
PHA home and Mayor Doug Hutchenson presented Jay Stoner of Stoner Homes a
certificate and provided a PHA Logo and PHA brochures to be available at the
home during the Tour.
The PHA committee conducted a survey at the Stoner home during the
Parade of Homes asking participants several questions regarding the importance of
including PHA features in a new home. After seeing the PHA features in the home,
92 to 97%of the respondents considered the features as either somewhat important
or very important to include in a future home. Before seeing the features, 49%of
the respondents had considered including at least one of the features in a home.
After seeing the features, 98%of the respondents indicated they would like to have
PHA features included in a future home. This is a very clear indication that if
Practical Housing for All 2005 Annual Report Page 4 of 2
• builders would make these features available in new homes,consumers would
choose them and more homes would be built with basic accessibility.
The word is getting out. There are at least four builders now in Fort Collins
who are regularly including PHA features in the homes they design and build.
In related legislative activity;the city of Arvada considered an ordinance
that would require a certain number of new homes built to be visitable. After a
strong opposition by the local HBA,the ordinance was dropped.
The Colorado state legislature considered a pilot program(HB05-1241)that
would require certain homes built that received state,Federal or local funding to
include visitable features. Both the house and the senate passed the bill that was
eventually vetoed by the governor.
In California, legislation was adopted in October that provides a model for
local buildingdepartments to require builders to provide a list of universal design
eP q
features to prospective new home buyers so they may choose what features to
include in their new home. The buyer is made aware of the extra expense of the
universal design features they choose and are responsible for the added cost of
including those features in the construction.
• In December, Cable 14 produced a video to be used for their feature
Showcase Fort Collins to be aired during the months of January and February, 2006.
After the six to seven minute video's TV run, it will be available to the PHA
Committee for promotional purposes. Funding for the video was provided by the
city, through Cable 14 and by a grant from the Bohemian Foundation in support of
Showcase Fort Collins.
The PHA sub-committee will continue to work locally, educating builders
and consumers about the benefits of PHA homes and encouraging builders to
include PHA features. Our Y
goal again this year is to feature at least one home on
S S
the Parade of Homes and use those homes to further educate the public of the
wisdom and forethought of including PHA features. The Committee also plans to
look beyond the City to cooperate with others with similar goals and expand the
reach of the effort possibly to the county,Northern Colorado, and beyond.
Project PHA is beginning its sixth year. At times it seem progress has been
slow,but looking back,an enormous change is happening, not just locally,but state
wide and nationally as the public begins to shift its way of thinking to see that
building homes that are welcoming to all and built for a lifetime make sense. Now
if we can just get the builders to get on board. Looking forward to a year of
progress.
Respectfully submitted
• December 2005
Practical Housing for All 2005 Annual Report Page 5 of 2
• l
Mark F. Beck, Chair
Practical Housing for All
Practical Housing for All 2005 Annual Report Page 6 of 2
• Commission on Disability
By-laws
A. NAME ..
The name of this organization is"Commission on Disability"as established through City Ordinance
#166 on November 3, 1981,hereafter referred to as the"Cormnission"
B. PURPOSE
The Commission will advise the City Council and the employees and residents of the City of Fort
Collins on issues concerning persons with disabilities. Within the limit of its authority,the
Commission will formulate,recommend,and support such programs and policies as it deems important
to assure compliance with Section 504 of the Rehabilitation Act of 1973,the 1990 Americans with
Disabilities.Act(ADA),the Fair Housing Act and other legislation relating to persons with disabilities.
C. COMMISSION MEFMGS
1. Rem,larMeeting - -
a) Regular meetings of the Commission will be held at least once a month.
b) Rules on time,place,accommodation,and order must be established by motions adopted by
the Commission.
c) Accommodations for meetings.must be made accessible to all.
2. Voting/Quorum
a) Only Commission members counted present at any Commission meeting may vote on any
• motion considered by the Commission.
b) A majority of active Commission members constitutes a quorum.
c) Motions may be adopted by a majority of a quorum of the Commission.
d) Motions must not be considered without a quorum,except for a motion to recess,adjourn,or
to accept subcommittee reports.
3. SSpecialMeetings. _
a) -Special meetings may be called by any Commission member with the approval of the
Commission chairperson and at least 48 hours advance notice of time and location to all
active Commission members.
b) The Commission may pass other motions to further restrict the time,place,nature,or
business of special meetings.
4. AVenda _
a) All agenda items will be generated by the Commission-membership with the concurrence of
the Chairperson and must be submitted one week prior to the scheduled meeting.
b) The agenda will allow for an open discussion in each meeting for the general public.
c). -Unscheduled presentation by City departments or the public,when not on the established
agenda,will be requested to limit their presentation to fifteen(15)minutes or less. The
Commission will need a char statement at the beginning as to whether their presentation is
for information or whether some action is being requested of the Commission.
d) The agenda maybe amended by the chairperson alone or a one-thirds(113)vote of the
quorum of a Corunission meeting as necessary during the meeting. The one-thirds(113)
vote of the quorum to amend the agenda shall override any opposing amendments made or
proposed by the chairperson alone.
e) A majority of the quorum of a Commission meeting may suspend all further amendments to
the meeting's agenda -
•
5. Record Keeping and Dissemii&Wm of lnfomra ion .
a) The City Liaison will distribute minutes and meeting agendas prepared by the
Secretary/Recorder and expedite correspondence with Commission members and pertinent
City offices.
b) The Commission will report its activities to City Council,via a written report,at least once a
Year-
D. MEMBERSHIP RFSPONSIBIIdTIES
1. Display sensitivity to and awareness of the needs,desires,and aspirations of persons with
physical,mental,or emotional disabilities: . .
2. Present any concerns or suggestions received from members of the community to the Commission
for consideration at the next regular meeting-
3. Submit suggestions for agenda items to the Chairperson(or other Executive Committee member)
one week prior to the scheduled Commission meeting.
4. Consult with the Chairperson and City Liaison prior to making any statements or joining in any
activities specifically on the behalf of the Commission.
5. Volunteer and actively participate in a minimum of one sub-committee or other project on a
continuous basis.
6. Contact a member of the Executive Committee,or the City Liaison,when unable to attend a
Commission meeting. . .
I Commission members are expected to attend all regular meetings of the Commission. If a
Commission member is absent for three(3)consecutive regular meeting's or six(6)regular
meetings within a twelve(12)month period without prior consent from the Commission,the
member's team of service on the Commission will be terminated. After that time,the ex-member
will be invited to attend meetings and participate as a cub-committee member. The resulting
vacancy on the Commission.will be filled by City Council.
E. EXECUTIVE COMMITTEE
The Executive Committee leads the Commission and meets to review the progress on the
goals of the Commission and makes recommendations to the Commission for how to best
achieve their goals. Further,the Executive Committee ensures that the Commission remains
in close contact with necessary City and City Council officials and provides reports as
desired to the City Council on the business of the Commission.
2. Membership.
a) The Executive Committee shall consist of four(4)members: Chairperson,Vice
Chairperson,Secretary,and Historian.
b) Only members of the Commission are allowed to serve as members of the Executive
Committee.
c)- Only members of the Commission that have served no less than one(1)year are eligible to
serve as the Chairperson.
d) A Commission.member may only hold one Executive Committee position at any given time.
e), The term of every Executive Committee position ends on the first regular meeting in January
after the regular election of a now Executive Committee.
f) The term for every Executive Committee position shall be about one(1)year,the time
between one January regular Commission meeting and the next January regular Commission
meeting._
3. Elections
a) Nominations for the Executive Committee positions shall be held at every first regular
Commission meeting in August.
• '�b) The regular election for the Executive Committee positions sball be bold at the next regular
meeting after nominations have been taken. Ttie election must occur as the first order of
. business_
c) To receive a position on the Executive Committee;a nominee must receive votes from a
majority of the quorum present atthc time of the election in the appointed meeting.
d) .ff no nominee for it give position receives a majority of the vote from the quorum,a nm-off
election wfll'be field between the two,nominees that received the most votes.
e) Every member of the Commission present at the election has exactly one(1)vote for each
position. Members present at the election may not abstain from voting_
f) In the event of a tie,the curmnt Chairperson will appoint one of the two nominees to serve
as the winner of the election.
g) A motion can be made at any time during a regular Commission meeting to take nominations
to replace a vacancy in the Executive Committee. Once nominations ate in place,a vote for
- - the position=must be immediately taken. The rules for the regular election are followed.
4. Removal
a) Any member of the Executive Committee may only be removed from office by a vote of
two-thirds(2/3)of the activemembership of the Commission: -
b) A motion to unseat a member of the Executive Committee may be submitted at any time
during a regular meeting and must be seconded.
c) Any member that forfeits their membership to the Commission is automatically removed
from the Executive Committee.
5. Meetings
a) The Executive Conmitee shall meet to discuss new potential goals for the Commission,to
review the progress of the Commission in'aecormplishing its current goals,and to
• recommend the Commission's course of action to achieve new and retraining goals.
b) The Executive Committee is requited to meet at least once every six(6)months.
c) Meetings of the Executive Committee are called by the Chairperson.
-dY Notification of the time and place of any Executive Committee meeting must be given to all
acting Executive Committee members seventy-two(72)hours in advance.
a) Upon the absence of the Chairperson,the Vice-CI airperson assumes the duties of the
Chairperson until the Chairperson is no longer absdrt
b) Upon the absenceof the Vice-Chaitpetson,the Secretary assumes the duties of the Vice-
Chairperson until the Vice-Chairperson is no longer absent
c) Upon the absence of the Secretary,the Historian assumes the duties of the Secretary until
the Secretary is no longer absent
d) Upon the absence of the Historian,the Chairperson may appoint a temporary Historian that
will serve as Historian until the Historian is no longer absent.
e), The Chairpersm may appoint CommissionmEmbers to temporary positions to assist a
member'of the ExecutiveComini teo that has assumed a different position due to an absence
at the request of the member. The appointee will serve until'lhe Executive Committee
member no longer assumes the extra position.
. f) In the absence of all Executive Con rtitlee members,the Commission may take nominations
. and elect temporary Chairperson according to Sections E.3x E31that will serve as
Chairperson until amen ber of the Executive Committee is no longer absent
g) A member of the Executive Committee may be considered absent under threes different
circumstances: - -
i) The member fails W be counted as present at the most recent regular sheeting.
ii) The member notifies of their Inability to perform their prescn`bad duties to another
member of the Executive Committee or the entire Commission in writing,singed,
dated,and witnessed.
iii) The member is removed from the Commission.
•
b). A member of the Executive Committee may remove their absent status via two means:
i) Thc.member is counted present at the next.regular meeting. -
ii) The member notifies another member of the Executive Committee or the entire
. . Commission.that they should be considered present and able toperform their
prescribed duties in writing,signed,dated,and witnessed:.
i) Any conflict that arises eoncernmg the absence of an Executive Committee umber may be
resolved by the majority of the Commission in the next.regular meeting.
7. Responsibilities ofCha_
a) Preside at Commission meetings..
b) Preside at Executive Committee meetings. .
c)- Develop agenda items is coordination with the Executive Committee.
d) - Assure the:Commission meetings adhere to the agenda.
e) Assure the Vice-Chairperson is prepared to preside at meetings in Chairperson's absence.
f) Be available for consultation at request of Commission members,City of Fort Collins
employees,City Council,and residents.
g) Report to the Commission all communication received by or delivered to Chairperson.
- :b). .Maintain contact with City Liaison.
i) Oversee development of report(s)to City Council. -
1) , Assist with subcommittees.
& RRmonsibilitiesofVice-agnmets n
a) Assist with developing agenda items.
b) Assist with subcomminces.
e) Assist in writing reports to the City Council.
d) Facilitate new member orientation.
9. Rpmnsibil ties of o etary/Recorder
a) Assist with developing agenda items.
b) Assist withsuboommium.
c) Assist io writing reports to the Ory.CounciL
d) Record and compose meeting minutes and transmit to Liaisons for distribution. These
transmissions should be sent to Liaison by Monday before the next scheduled meeting.
e) Submit final,Commission approved minutes as required by the City Clerks office, any of
the City's Hiles governing the Commission,and any other applicablecity ordinances and
state statutes.
10. ResnonsibLties ocean
.a). Assist the Commission with project time i ness,meetings,and project planning.
b) Collect and organize newspaper articles and other write-upg concerning the COD.
c) Prepare and maintain a COD history and scrapbook.
F. SUBCOMMITTEES
1. - Subcommittees are formed and discharged by a motion of the Commission.
2. The rules for establishing the Chairperson of each Subcommittee am made by a motion of the
Commission:
3. The Chairperson of a Subcommittee must be a current member of the Commission.
4. . The Chairperson,or someone acting in-leiu of the Chairperson according to the Hiles established
by Section.F.2,of a Subcommittee will give a report at Commission meetings according to the
.agenda.-
5. Membership criteria and manner of placement of membership Hiles of each Subcommittee arc
established by motions of the Commission.
- a)- It is,uotrequired to have uniform rules for an Subcommittees.
..: b). .The rules may be inclusive to non-members of the Commission.
c). The rules may also establish guidelines for qualifications-of non-mambas to serve on a
Subcommittee.
d) The Commission may establish:both voting membership and non-voting membership for a
• Subcommittee.
6. The quorum requirements of each Subcommittee are established by a motion of the Commission.
7. Unless otherwise established by a motion of the Commission or these By-laws,Subcommittees
are automatically discharged at the first regular meeting of a new calendar year.
G. BY-LAWS
1. Notice of Amendmem
a) Notice,either written or,upon request,a reasonable alternate accessible format,of any
proposed by-laws mustbe provided to each member of the Commission fourteen(14)
days prior to the scheduled vote thereon.
b) The Commission shall not vote on an amendment unless it is able to verify that each
active member has received sufficient advance notice of the proposed amendment. This
may be accomplished in one of three ways:
i) The member is present at a meeting of the commission at least fourteen days(14)prior
to a vote where the proposed amendment is presented as reflected in the minutes of
that meeting.
ii) The member Submits a signed and dated copy of the amendment to the Commission at
any time before the vote,where the date of the signature is at least fourteen(14)days
prior to a vote on the amendment. This can be done via any means,facsimile,mail,
etc.
iii)The member affirms that they have had the proposed amendment at least fourteen(14)
days prior to a vote in a Commission meeting as reflected in the minutes.
c) The way that the notice of amendment was verified for each active member shall be
recorded along with the vote on the amendment in the minutes.
• 2. approval
Approval of these by-laws or any amendments may be accomplished thereto by simple-
majority vote of the entire Commission membership.
3. Review
These by-laws will be reviewed by the Commission annually for possible changes to assure
a properly functioning Commission.
4. Rules and other adopted motions that conflict with the by-laws are not valid.
Commission on Wsabillty
Rules and subcommittees
(Updated May 27,2Dn4)
Section 1•Meeting Rules
L Meeting lime
A- The regular meetings will convene at 12:15 P.M.on the second Thursday of:each
month.
B. Meetings will last no lon�et than one hour and fifteen minutes.
i) Except the regular November meeting which wifi last no,longer than three hours.
C. Members may adjourn the regular meeting if there 2. Meeting Location is no quorum by 12:30 P.M.
A. I The location for the meetings will be the Council Information Center,City Hall
Building,MOWort,Ave.
3. Accommodation -
A. Accommodations for access to a meeting should be requested at least five days prior
to the meeting. The COD,however,should make every effort to provide necessary
accommodations for requests inside of five days.
B. Requests should be submitted to the chairperson of the-COD or the COD staff
liaisons.
C. All reasonable and timely requests for accommodation will be met by the COD,
striving for universal accessibility to all CdD meetings
4. Rules Suspension
A. Any rule in this section may be suspended for a meeting in vote of the quorum. progress by a two-thirds
B. Any rule in this section may be suspended by a member of the executive committee
. via public notification at least 48 hourti in advance of the meeting and the action
complies with all local,state,and federal statutes. .
i) The member attempting to suspend the rules prior to the meeting must attempt to
contact each member of the COb to notify them of the,changes.
•
Section 2: General Subcommittees
1. Purpose and Use
A. This section establishes the standard components of a COD subcommittee.
B. A Subcommittee that uses these rules may be referred to as a"COD Standard
Subcommittee"to note that the subcommittee follows the rules of this section.
2. Chairperson
A. The subcommittee chairperson will selected from the membership of the
subcotilmittee by a majority of the members of the subcommittee in accordance with
the by'laws.
i) In the event of a tie or lack of a majority,the'COD chairperson,will appoint the
chairperson.
B A"nee subcommittee chairperson may be selected by a majority of the members of the
subcommittee at any time for any reason:
C. A subcommittee chairperson.that is no,longer able to serve will be permanently
replaced by appointment of the COD chairperson.
D. The absence of We'gabcomminee c ha rperson maybe temporarily filled by a
temporary chairperson who.is either appointed by the COD Chairperson of selected by
a inijority of die'subcommittee.'"
3. Membership
A. Membership to the subcommittee is open to my.one.
B. Membership may be granted in three ways:
i) The subcommittee chairperson may appoint a member.
The COD may,eppoinf members by a motion.
iii) The subcommittee may appoint.more members by means of a motion.
C: Membership may be revoked by a motion of the COD.
4. Voting
A. All members of the subcommittee ate voting members.
S. Qtwrurn
A A i$l ,drum will consist of the greater of at least twenty-rive percent of the
subco mninee membership or two members.
• Section 3:Standing Subcommittees
1. Purpose
A. This sectionestablishes the standing subcommittees of the COD.
B. All subcommittees established by this section will not be automatically discharged at
the beginning of the first meeting;of the new calendar year,
2. COD Standard(Section 3)Standing Subcommittee Charters
A. The Mayor's Awards Planning Subcommittee is a COD Standard Subcommittee that
plans the Mayor's Awards events and ensures that the event is held once every year.
B. The Mayor's Awards Nominations Subcommittee is a COD Standard Subcommittee
that works to get nominations and makes award selections for the Mayors Awards.
C. The Art Show Subcommittee is a COD Standard Subcommittee that plans the Art
Show events and ensures that at least one art show is held every year.
D. The Employment Subcommittee is a COD Standard Subcommittee that works to
promote the employment of the disabled in Fort Collins.
E. The Practical Housing For All Subcommittee is a COD Standard Subcommittee that
promotes reasonable guidelines for residences to include basic accessibility in new
single family homes.
F. The Public Outreach Subcommittee is a COD Standard Subcommittee that provides
disAblilty and accessibility education in public forums.
G. The Media Relations Subcommittee is a COD Standard Subcommittee that encourages
communication between the COD and the local media.
3. Budget Subcommittee Charter
A. Charter
i) The Budget Subcommittee prepares,presents,updates,and monitors the budget
• for the COD.
B. Membership
i) Members of the budget subcommittee must be members of the COD.
a) Membership is selected and changed by motions of the COD.
C. Chairperson
i) The chairperson is selected and changed by motions of the COD.
ii) In the case where the chairperson is temporarily unavailable,the COD or the
subcommittee may select a temporary chairperson.
iii) The temporary chairperson is only chairperson for the meeting in which they are
selected.
D. Quorum
i) The quorum will be a majority of the subcommittee members.
E. Voting
i) All members of the subcommittee are eligible to vote.
4. By-laws Subcommittee Charter
A. Charter
i) The by-laws subcommittee will review the by-laws and recommend motions for
amendments.
ii) Further, the by-laws subcommittee will put together motions to fulfill any unmet
requirements of the COD in accordance with the by-laws.
B. Membership
i) Members of the budget subcommittee must be members of the COT).
ii) Membership is selected and changed by motions of the COD.
C. Chairperson
i) The chairperson is selected and changed by motions of the COD.
ii) In the case where the chairperson is temporarily unavailable,the COD or the
subcommittee may select a temporary chairperson.
•
ui) The temporary chairperson is only chairperson for the meeting in wbicb they are
selected.
D. Quorum
i) The quorum will be a majority of the subcommittee members.
E. , ;Voting
i) All members of the subcommittee-we eligible to vote.
• Section 4: 2004 Subcommittees
1 Purpose
A. This section defines subcommittees that will expire at the first regular meeting in
January 2005,in accordance with Section K.7 of the by-laws:
2. COD Standard(Section 2)Subcommittee Charters
A. The Business Partnerships Subcommittee is a COD Standard Subcomrnittee that will
seek out partnerships with local businesses and obtain sponsorships for COD events.
B. The COD Web Site Subcommittee is a COD Standard Subcommittee that will request
changes and additions to the city'&COD web page,
C. The Heavy Doors Subcommittee is a COD Standard.Subcommittee that seeks to
promote awareness in the community of doors as an accessibility barrier.
D. The NOD Award Subcommittee is a COD Standard Subcommittee that will put
together:an application for the National Organization for the Disabled's 2004 award.
E. The COD Brochure Update Subcommittee is a COD Standard Subcommittee that will
put together a new brochure for the COD.
•
•
Section 5:Subcommittee Appointments
1. Purpose
A: : 1 To appoint the chairs and membership'of each subcommittee.
2. Appointments
A. Mayor's Awards Planning Subcommittee
i) CbWrpe+soni Mark Beck
Membership:Diane Dittos and Steve Sutter
B. . Mayors Awards Nomiustimt Subcommittee
i) Chairperson:Jerry Patterson
ii) . Membership:Joan Cook C. Art Show.Subcommittee
Chairpeasoir.Susan Williams
ii) Membership Jeff Harris,Steve White.Laura Bunten;Steve'Rierson Rachel
Palmer
D. Finployment Subcommittee
i) Chairperson:Laura Burnett
ii) Membership:Jeff Harris,Jerry Patterson
J?. Practical Housing For All Subcommittee
i) Chairperson:Mark Beck
ii) Membership:Paul Ostrof,Felix Lee,Dana McBride
F. Public Outreach Subcommittee
i) Chairperson:Melinda Suits
ii) Membership:Joan Cook,Jerry Patterson
G. Media Relations Subcommittee
i) Chairperson:Susan Williams
ii) Membership:Melinda Suits
H. Budget Subcommittee
i) Chairperson:Jerry Patterson
ii) Membership:
I. Business Partnerships Subcommittee
i) Chairperson:Joan Cook
ii) Membership: Susan Williams,Diane Dittos
1. COD Web Site Subcommittee
i) Chairperson:Paul Ostrof
ii) Membership:Jerry Patterson
K. Heavy Doors Subcommittee
1) Chairperson:Susan Williams
ii) Membership: Steve White,Rachel Palmer
L. NOD Award Subcommittee
i) Chairperson:Joan Cook
ii) Membership: Susan Williams
M. COD Brochure Update Subcommittee
i) Chairperson:Diane Dittos
ii) Membership:Susan Williams,Laura Burnett
N. By-laws Subcommittee
i) Chairperson:Jerry Patterson
ii) Membership:Joan Cook
• COD 2004 Budget
ExpensesOperating
Commission Member Recognition
Recognition lunch $19 0.0
Plaques/certificates $250.0
Work Session Lunch $90.0
Commission Member Notebooks $4 0.0
Otal 2peraft Expenses $570.0
Program Expenses
reavy
hensive Resource Directory $55.0's Awards $3 16 5.0 Doors brochures $30.0ow -brochures,pouters $225.0
otal Program Expenses $3 4 7 5.0
• OTAL COD EXPENSES 4 045.0
Receivables
visional budget from city $1,045.0
ayor's awards budget from city S3, 000.o
OTAL RECEIVABLES $4 045.0
ALANCE $0.0
ATTACHMENT 4
June 30,
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY:FRIDAY,Jill T,2006
• BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: May 17, 2006
BOARD/COMMISSION NAME: GOLF BOARD
LIST OF MEMBERS: David Johnson ,Chairperson
Larry Buckendorf Lauren De Rosa
Deron Grothe Shane Houska
Jay Kammerzell Dan Preble
Grant Sherwood David Thilmany
1. Are the current duties of the board, as defined by City Code, realistic? If not, what
duties would you suggest be added and/or deleted?
The current duties are very realistic with no changes to be made.
2. Is the board's workload(annual work plan)too much;too little;about right? Explain.
We have a very reasonable workload that is often heavier during the golf
season, as we would expect.
3. Does the board effectively accomplish its annual work plan?
Yes, we accomplish everything on the work plan as well as other issues,
problems, questions, or needs that may arise.
•
r .
June 30
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY:FRIDAY,Jlx 1006
4. Are board meetings conducted in an effective manner? What could be done to improve
board meetings?
Yes, Board meetings are conducted very well with the length of the
meetings mostly having to do with the time of year and the number of
items on the agenda. Nothing needs to be done to improve them.
5. Is the current size of the board appropriate?
Yes.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
Yes. Staff does an effective job of getting all necessary details and
communications to us in a timely manner. Nothing needs to be changed.
7. Other comments:
None.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
• Golf Board — Diggs Brown, Council Liaison
— Jerry P. Brown, Staff Liaison
Representatives — David Johnson, Chair
—Deron Grothe, Vice-Chair
♦ Brief 1-2 minutes board representatives
Ives introduce
themselves and present overview of board function/mission.
Present any major concerns (if any) for Council to consider.
♦ Council questions/comments (5-7 minutes) concerning the
responses on the Periodic Review Questionnaire.
♦ Brief(1-2 minutes) summary of Board or Council action
needed (if any)
Notes:
•
Administration-Boards and Commissions Div.14 Electric Board -§2-235
*Board for the previous year. On or before November 30 rules, regulations, policies, administrative and
of each year, the Board shall file a work plan with the budgetary matters pertaining to the operation and
City Clerk for the following year. maintenance of all City-owned golf courses;
(Ord.No. 100, 1991, 8-20-91;Ord.No. 92, 1992, § 9,9- (2) To advise and make recommendations to the Di-
15-92)
rector concerning the terms and conditions of
DIVISION 15. GOLF BOARD` any agreements to be entered into with golf pro-
fessionals and other concessionaires in connec-
Sec.2-236. Creation. tion with City-owned golf courses as well as any
There shall be and is hereby created a Golf Board, other agreements which may affect the manage-
hereafter referred to in this Division as the"Board." ment, operation, maintenance, construction or
(Ord.No. 158, 1986, § 10, 11-4-86) acquisition of City-owned golf courses;
Sec.2-237. Membership; term. (3) To assist in the procurement of goods and ser-
vices for City-owned golf courses, including the
(a) The Board shall consist of nine(9) members ap- selection of golf professionals, concessionaires
pointed by the City Council. and other contractors, by appointing two (2)
(b) Each member shall serve without compensation Board members to serve on any review commit-
for a term of four(4)years,except that members may be tee that may be established by the City under the
appointed by the City Council for a shorter term in order provisions of § 8-158 of this Code for the pur-
to achieve overlapping tenure. Appointments shall spec- pose of making such procurements;and
ify the term of office of each individual. All members (4) To advise and make recommendations to the
shall be subject to removal by the City Council. If a City Manager concerning approval of annual
vacancy occurs on the Board, it shall be filled by the fees and charges at City-owned golf courses.
•City Council for the remaining unexpired portion of the (Ord.No. 158, 1986, § 10, 11-4-86; Ord. No. 92, 1992,
term. No member shall serve more than two (2) con- § 10, 9-15-92; Ord. No. 133, 1994, 9-20-94; Ord. No.
secutive terms. For the purposes of this provision, a 115,2003,9-2-03)
"term" shall include the balance of an unexpired term
served by a person appointed to fill a vacancy if such Sec.2-239. Officers;bylaws.
unexpired term exceeds twenty-four(24)months. The Board shall elect annually from its membership a
(Ord. No. 158, 1986, § 10, 11-4-86; Ord. No. 82, 1990, chairperson and such officers as may be required. By-
§ 1, 8-7-90; Ord. No. 70, 1992, 7-7-92; Ord. No. 92, laws may be adopted by the Board, which bylaws shall
1992, § 10,9-15-92;Ord.No. 93,2002,§ 1,7-16-02) not be inconsistent with the Charter, the Code or other
Sec.2-238. Functions. policies that may be established by the City Council. A
copy of the bylaws shall be filed with the City Clerk for
The Board shall act as an advisory board and shall the use of the City Council immediately after adoption
have the following functions: by the Board, and the same may be subject to the ap-
(1) To advise and make recommendations to the proval of the City Council.
Cultural, Library and Recreational Services Di- (Ord.No. 158, 1986, § 10, 114-86;Ord.No. 104,2002,
rector(the"Director") and the City Council as to § 1,8-20-02)
Sec.2-240. Minutes; annual report;work plan.
The Board shall take and file minutes in accordance
with the requirements of§ 2-73 of the Code. On or be-
fore January 31 of each year, the Board shall file a re-
port with the City Clerk setting forth the activities of the
Board for the previous year. On or before November 30
• Editor's note Formerly, Div. 14; renumbered Div. 15 by Ord. No. of each year, the Board shall file a work plan with the
100,1991,adopted Aug.20,1991.The section numbers were changed City Clerk for the following year.
from2-231-2-235 tot-236 -2-240.• Cross-references-Office of Cultural,Library and Recreational Services, (Ord. No. 158, 1986, § 10 11-4-86; Ord. No. 79, 1988,
§2-501; golf fund, §8-79; recreation fund, §8-83; parks, trails and § 8,6-7-88;Ord.No. 92, 1992, § 10, 9-15-92)
recreation areas,§23-201 et seq.
2-24
Cunn Nn "1'J
Cultural,Library,and Recreational Services
Golf Division
GOLF BOARD
City of Fort Collins 2006 WORK PLAN and MEETING SCHEDULE
All Regular Golf Advisory Board Meetings are scheduled for the third Wednesday of each month
at 7:00 p.m. October through April; and at 7:30 p.m. May through September, and are normally
held at the Collindale Golf Course Clubhouse, 1441 East Horsetooth Road, in the Phillips Room.
The Board may also choose to meet on other dates and at other locations that will be publicly
announced. The Golf Board 2006 Meeting Schedule is as follows:
January 18 @ 7:00 p.m. July 19 @ 7:30 p.m.
February 15 @ 7:00 p.m. August 16 @ 7:30 p.m.
March 15 @ 7:00 p.m. September 20 @ 7:30 p.m.
April 19 @ 7:00 p.m. October 18 @ 7:00 p.m.
May 17 @ 7:30 p.m. November 15 @ 7:00 p.m.
June 21 @ 7:30 p.m. December 20 @ 7:00 p.m.
Golf Board 2006 Work Plan
♦ Approval of the 2005 Golf Board Annual Report(January)
• ♦ Review the Financial Status of the Golf Fund(monthly)
♦ 2006"Fort Collins Fore Kids" Golf Clinic Planning (March-May); The Event(June)
♦ Election of Golf Board Officers for 2006/2007(March)
♦ Prepare for Periodic Review of the Golf Board by City Council (April)
♦ Determine the Board Proposed Golf Fees and Charges for 2007 (May-June); Public Meeting
(July);Final Recommendation to the City Manager(August)
♦ Review and Recommendation on the Contents of the Collindale Golf Professional RFP
Package; and Appoint Two Board Members to the RFP Committee(July)
♦ Review and Recommendation on the Contents of the SouthRidge Restaurant/Snack Bar RFP
Package; and Appoint Two Board Members to the RFP Committee(August)
♦ Continued Discussion for a Potential New Public Golf Course in Fort Collins by 2009
♦ Revise "Golf Courses Operations, Rules, Policies, and Procedures" Manual (September-
November)
♦ Approval of the 2007 Golf Board Work Plan and Meeting Schedule(November)
• Adopted by the Golf don November 16, 2005
City Park Nine G01f Course • 411 South Bryan Avenue • Fort Collins,CO80521 • (970)221-6650
Collindale Golf Course • 1441 East Horsetooth Road • Fort Collins,CO80525 • (970)221-6651
SouthRidge Golf Course • 5750 South Lemay Avenue • Fort Collins,CO80525 • (970)226-2828
Golf Administration • 215 North Mason Street,3rd Floor • P.O.Box580 •Fort Collins,CO80522-0580 • (970)221-6350
FAX(970)221-6-W • www.fcgovmm golf
Cultural,Library,and Recreational Services
Golf Division
City of Fort Collins
GOLF BOARD 2005 ANNUAL REPORT
The City of Fort Collins Golf Advisory Board normally meets on the third Wednesday of each
month at 7:00 p.m. October through April, and at 7:30 p.m. May through September. In 2005,
the Golf Board held eight Regular monthly meetings, and primarily met at the Collindale Golf
Course Clubhouse in the H.R. Phillips Room; however, the March meeting was held at the
SouthRidge Golf Course Clubhouse,with the May, September, and November meetings being
held at the City Park Nine Golf Course Clubhouse, and the August meeting was held in the
SouthRidge Cart Building. The Regular Meetings scheduled for February 16,June 15, and
October 19 were cancelled due to the lack of pertinent business at the time, and the December 21
meeting was cancelled due to the holiday season.
In 2005, eleven citizens were appointed by City Council to serve on the nine-member Golf
Board. They were Larry Buckendorf, Lauren DeRosa, Deron Grothe, Shane Houska, David
Johnson,Vanessa Kabel, Jay Kammerzell, Mindy Markley,Dan Preble, Grant Sherwood, and
David Thilmany. Vanessa Kabel resigned from the Board in January because of job relocation,
and Council appointed Deron Grothe to replace her effective February 1,to a term that will
expire December 31, 2008. Mindy Markley resigned from the Board in March because of family
• considerations, and Council appointed Shane Houska to replace her effective April 19, to a term
that will expire December 31, 2006. The regular terms of Larry Buckendorf and David Johnson
expired on December 31, and Council reappointed both of them effective January 1, 2006, to
new four-year terms that will expire December 31, 2009.
Mindy Markley served over 8 1/2 years total on the Golf Board in two different terms, originally
from July 1, 1994 until December 31, 2000; and then again from January 1,2003 until her
resignation on March 17, 2005. The main reason she resigned was family considerations
following a tragic accident, as she felt she needed to focus more on doing things for her family
and close friends. Mindy was the founding creator and mentor of our"Fort Collins Fore Kids"
Junior Golf Program, and she served as a Board Officer during most of her time on the Board,
including serving as Board Chairperson from September 1996 until September 1999. Mindy
contributed leadership and innovation to the Board, and was especially supportive of Staff during
many difficult fees and charges issues, accepting a great deal of unfair personal criticism for her
opinions. She was truly an outstanding Golf Board Member.
At the March meeting, the Board unanimously re-elected David Johnson for another term as
Board Chairperson for 2005/2006. The Board then elected Larry Buckendorf as
Vice-Chairperson,replacing Mindy Markley, and re-elected Lauren DeRosa as Board Secretary,
for 2005/2006... Councilman Bill Bertschy served as City Council Liaison to the Golf Board, a
position he held for most of his eight-year tenure on Council,until the April City Election,when
City Councilman Diggs Brown was appointed as the new Council Liaison. Bill Bertschy was a
City Park Nine Golf Course • 411 South Bryan Avenue • FortColGns,C080521 • (970)221-6650
Collindale Golf Course • 1441 East Horsetooth Road • Fort Collins,CO 80525 • (970)221-6651
SouthRidge Golf Course • 5750 South Lemay Avenue • Fort Collins,CO80525 • (970)226-7828
Golf Administration • 215 North Mason Street,3rd Floor • P.O.Box 580 • Fort Collins,CO 80522-0580 • (970)221-6350
FAX(970)221-6%6 • www.fcgov.corr golf
wonderful and supportive liaison to the Board over the years, and deserves our thanks for a job _
well done!... Manager of Golf Jerry P. Brown provided administrative support to the Board, and
Administrative Aide Dawn Worth provided clerical support.
The most significant issues/action items that the Golf Board dealt with in 2005 were as follows:
Golf Play and Revenues/Financial Status - Since 2002 the City of Fort Collins Golf Fund has
been metaphorically on life-support systems as golf play and revenues decreased and have
remained nearly flat. This trend will probably continue for the near-term as there are few
positive signs that things will get substantially better as the economy has not returned to previous
positive levels, and the popularity of golf has not shown any significant growth of new golfers
entering or returning to the game. In addition, there is currently an over-supply of golf courses,
which simply put means there is more supply than demand,which is great for golfers,but not
good for golf courses. To cope,we have been managing our expenditures to remain within our
revenues and reserves in the Golf Fund by reducing expenses, and we have delayed or postponed
almost all capital outlay purchases or improvements. The Golf Board has been following this
issue closely and has expressed their concern and support, and has provided some suggestions
and input to Staff.
Through the first half of 2005 golf play and revenues showed no improvement over 2004,which
was the worst year on record, however,the second half of 2005 actually showed some gains that
we had not seen since May, 2002. Our 2005 Golf expenditure budget had been severely
restructured downward to match the circumstances and conditions of the realities of our situation,
and we were able to remain fully self-supporting,which is required of us as a City Enterprise
Fund operation. We ended 2005 achieving 99.37%of Projected Operating Revenues,which is
roughly only$15,200 short of 100%, and we saved over$50,000 in budgeted expenditures,
meaning we showed a"profit" of about$35,000 in 2005. We did not need to utilize Golf Fund
Reserves for the first time since 2002. Also, 2005 golf play ended up at 123,182 total rounds
played, up from the 118,781 total rounds played in 2004. This remains well short though of the
145,000 total rounds annually we averaged from the mid-1980's until 2002.
Golf Fees and Charges - In January the Staff provided its suggested 2006/2007 Golf Fees and
Charges to the Board for initial discussion. Options presented for 2006 included raising the
Surcharge Fees .50 cents on 9-Holes and$1.00 on 18-Holes to increase the revenues dedicated to
pay our Debt Service, increase our 18-Hole Green Fee rates by $2.00 and$1.00 to create a larger
differential between Prime Time and Non-Prime Time Green Fee rates, no increases to most
9-hole Green Fee rates or to Annual Pass Base rates, increase selected Golf Cart Rental rates by
$1.00, and eliminate the Medical Golf Cart rates as being unnecessary since Single Golfer rates
had been introduced in 2005. The Board was generally supportive of these suggestions and
voted unanimously to approve them. ... In March, the Board discussed and refined the Staff
Proposed Fees and Charges, including reducing Annual Pass Per Play Fees for folks Age 75+
from being with Adults to now being with golfers Age 17-, saving them .50 cents on 9-hole
Rounds and$1.00 on 18-Hole Rounds in 2006. After further discussion, the Board voted
unanimously to approve the Recommended 2006 Golf Fees and Charges for Public Input. ... The
Board then held a Public Input/Comment meeting on the Proposed 2006 Golf Fees and Charges
in April. At that time Staff suggested modifying the original recommendation by adding a third
-2-
Annual Pass Base Rate for golfers Ages 60-74 which would be consistent with our existing
• Green Fees (changing the age from 62 to 60), at a fee($338)half way between the other two
Annual Pass Base Rates. After public input and Staff and Board Member discussion, the Board
voted unanimously to approve the revised 2006 Golf Fees and Charges as discussed, and
recommend them to the City Manager who approved them as submitted.
Prime Time/Non-Prime Time Modifications -Throughout the year the Board and Staff
discussed various marketingideas and was to hopefully attract and re-attract golfers to our golf
Y P Y g
courses. Finally, in November, the Board voted unanimous) to recommend modifying the
Y Y � g
structure of various Prime Time and Non-Prime Time hours at the courses by making several
major changes and user friendly improvements. Historically, Prime Time has been on weekends
(including Friday) during the main golf season of April through September. Because of the
increasing competition,we need to encourage more play during lesser demand hours during this
period. The most significant change made was that effective 2006 City Park Nine Golf Course
will become Non-Prime Time all of the time, meaning that discount Green Fees rates and Annual
Passes can be used all day, everyday. Also, 2006 Non-Prime Time will begin on September 16
rather than October I at Collindale and SouthRidge, and Collindale will become Non-Prime
Time every Sunday afternoon beginning at 2:00 p.m.,meaning that Annual Passes can be used
and discounted Green Fees will be offered. We previously had expanded Non-Prime Time hours
at SouthRidge from first Tee Time until 2:30 p.m. Monday through Thursday. Finally,normal
Twilight Rate discounts begin 1 1/2 hours prior to posted sunset,but from November through
February the discounted Twilight Rate will be effective at 2:00 p.m. daily.
• Extending the Term of the Agreement with the SouthRidge Golf Professional -
The existing agreement at SouthRidge Golf Course with contractual Golf Professional Dale
Smigelsky, PGA, was scheduled to expire on December 31, 2005. The agreement was entered
into on December 19, 2000, after being awarded through Request For Proposal (RFP)#P-777.
The agreement may be extended annually beyond the original five-year term until December 31,
2010 if performance is satisfactory, subject to public input,negotiations, and City Council
approval. At the July meeting, the Board thoroughly discussed consideration of extending the
agreement. Most Board Members commented favorably about his performance, and then
unanimously voted to recommend extension of the agreement until 2010 with 4% annual Service
Fee payment increases, and to schedule a Public Input/Comment meeting... In August the Board
held the Public Input/Comment meeting on the extension, receiving much positive e-mail in
advance and hearing only positive public comments. After further discussion, the Board voted
unanimously to recommend to the City Director of Purchasing and City Council to extend the
agreement for up to five years with the 4% annual Service Fee payment increases. Council then
unanimously approved Ordinance No. 109, 2005, on October 4, authorizing the Purchasing
Agent to enter into annual extension options with Dale Smigelsky through 2010, with the new
agreement signed on November 8.
Marketing -The Board and Staff discussed marketing issues throughout the year, beginning in
January, and culminating at the September 21 meeting with a round table discussion. The Board
and Staff also conducted a Marketing Brainstorming Committee Meeting on September 15 where
• many ideas were shared and suggested by those in attendance, including potential discounting
options. One result of all the discussions is the modification of Prime and Non-Prime Times.
-3-
We are also emphasizing trying to add more Leagues, and expand on Tournaments and Outings
if at all possible. Staff will be producing a new brochure in 2006 on our golf courses, and we are
hoping to work more with the Convention and Visitors Bureau.
2005 "Fort Collins Fore Kids" Event-98 girls and boys ages 7 to 12 attended our 9th Annual
"Fort Collins Fore Kids" Introductory Youth Golf Clinic held at City Park Nine Golf Course on
June 7th. This event is co-sponsored and supported by the Golf Board, and coordinated by City
Park Nine Golf Professional David McCleave,PGA, and his staff,with the help and support of
SouthRidge Golf Professional Dale Smigelsky,PGA, and his staff, and Collindale Golf
Professional Jim Greer,PGA, and his staff. Several Board Members volunteered and worked at
the event. The kids received hands-on instruction on putting,chipping,driving, and golf rules,
safety, and etiquette. For a$2.00 Pre-Registration Fee they also received refreshments and a
"goodie bag" filled with fun golf materials, a Mulberry Pool admission pass, and discounts on
future golf lessons, as well as ice cream provided free by Walrus.
Other Golf Board Issues of Concern -Also in 2005,the Board in April responded to the City
Manager's request for Board input on the 2006/2007 City Budget preparation process, informing
him on the status of the Golf Fund, et. al., and then in July the Board reviewed the Proposed
2006/2007 Golf Fund Budget as prepared by Staff and submitted to the City Manager. At that
time the Board discussed the potential implications on the Golf Fund of the new BFO (Budgeting
For Outcomes)process used for the first time in Fort Collins. In November City Council
adopted the 2006/2007 City Budget, including the Golf Fund Budget as submitted... In May the
Board held a Round Table Discussion with Staff on any and all golf issues, as desired. The
meeting started with each Staff Member telling the Board a little about themselves, and generally
Board Members told Staff that they were doing a great job maintaining the courses and
appreciated the way Staff treats the customers. There was concern expressed about the less than
desirable conditions at City Park Nine Golf Course,with Staff explaining the situation and what
is being done to solve the problems. Pace of Play was also discussed in some detail with the
Board in agreement with the Staff approach to managing this difficult issue. Board Members
questioned Staff about policies and procedures, and asked about cash flow and computerization.
There was also some discussion about service levels and practices associated with our food and
beverage concessionaires... And finally,we purchased three new single rider golf carts in the
Spring, one for each course, that are ADA compliant. These SoloRider carts allow disabled
golfers virtually complete access to our courses,including being able to drive up onto the greens
to putt, if necessary.
-4-
• CITY OF FORT COLLINS
GOLF BOARD
BYLAWS
ARTICLE I--Introduction
Section 1. The name of this organization shall be the Fort Collins Golf Board.
Section 2. These bylaws have been adopted by the Fort Collins Golf Board and shall become
effective immediately and shall supersede any bylaws previously in effect. These bylaws may be
subject to the approval of the City Council.
ARTICLE II --Purpose and Function
The Golf Board shall act as an advisor
y board and shall have the following functions:
(1) To advise and make recommendations to the Cultural,Library, and Recreational Services
Director (the "Director") and the City Council as to rules, regulations, policies,
administrative and budgetary matters pertaining to the operation and maintenance of all
City-owned golf courses.
(2) To advise and make recommendations to the Director concerning the terms and
• conditions of any agreements to be entered into with golf professionals and other
concessionaires in connection with City-owned golf courses, as well as any other
agreements which may affect the management, operation, maintenance, construction, or
acquisition of City-owned golf courses.
(3) To assist in the procurement of goods and services for City-owned golf courses, including
the selection of golf professionals, concessionaires, and other contractors, by appointing
two(2)Board members to serve on any review committee that may be established by the
City under the provisions of Section 8-158 of the City Code to review proposals received
through the City's request for proposal process for goods, services or professional
services for City-owned golf courses.
(4) To advise and make recommendations to the City Manager concerning approval of
annual fees and charges at City-owned golf courses.
ARTICLE III--Membership
Section 1. The Golf Board shall consist of nine(9)members appointed by the City Council.
Section 2. Members of the Golf Board shall serve for a term of four (4) years or until
successors are appointed, except that members may be appointed by City Council for a shorter
term in order to achieve overlapping tenure, with appointments specifying the term of office of
• each individual. If a vacancy occurs on the Golf Board, it shall be filled by the City Council for
1
the remaining unexpected portion of the term. No member shall serve more than two (2)
consecutive four-year terms.
Section 3. Members of the Golf Board shall serve without compensation.
Section 4. All members of the Golf Board shall be subject to removal by the City Council.
ARTICLE IV--Officers
Section 1. The officers of the Golf Board shall be a Chairperson, Vice Chairperson, and the
Board Secretary.
Section 2. Election of officers shall occur at the regular March meeting each year.
Section 3. The elected officers shall assume office immediately upon election and shall serve
for a period of one year.
Section 4. The Chairperson shall be responsible for calling all meetings, approving the
agenda for all meetings, and for the conduct of each meeting; and shall work with the staff
support for the Board in communications with the City Council,Council Liaison,and City Staff.
Section 5. The Vice-Chairperson shall assume the duties of the Chairperson upon his or her
absence or disability.
Section 6. The Board Secretary shall be responsible for the recording and preparing of the
minutes of each meeting, as well as the preparing of the annual report and Board work plan;
however,these duties may be performed by the staff support for the Board if the Board desires.
The Board Secretary shall assume the duties of the Chairperson upon the absence or disability of
both the Chairperson and Vice-Chairperson.
ARTICLE V--Committees
Section 1. Committees shall be appointed by the Chairperson as needed for specific tasks.
Section 2. Committees shall be dissolved by the Chairperson upon completion of the
assigned task.
ARTICLE VI --Meetings
Section 1. Meetings shall be held as approved by the Golf Board.
a. "Meeting" shall mean any gathering of a quorum or three (3) or more members,
whichever is fewer, of the Golf Board or any committee of the Golf Board at
which any public business is discussed or any formal action may be taken.
2
• Section 2. Special meetings may be called by the Chairperson at his/her discretion, however,
notice of special meetings will be filed with the City Clerk at least twenty-four(24)hours before
the time of such meetings.
Section 3. All meetings shall be open to the public. Any meeting at which any formal action
could occur or at which a majority or quorum is in attendance, or is expected to be in attendance,
shall be held only after full and timely notice to the public.
Section 4. A quorum of the Golf Board shall consist of five (5) voting members and no
official action may be taken by the Golf Board on any matter unless a quorum is present.
Section 5. Executive sessions may be called upon the affirmative vote of two-thirds (2/3) of
the quorum present for the purpose of discussing personnel matters as described in the City
Code, potential conflicts of interest, property acquisition and sales by the City, or meeting with
the City Attorney or other attorneys representing the City regarding legal issues. No formal
action shall be taken by the Golf Board at such sessions.
ARTICLE VII--Attendance
Section 1. Newly appointed members shall attend the next regular meeting of the Golf Board
after appointment.
• Section 2. Regular attendance at meetings is required. Therefore, either of the following
shall automatically cause a member's appointment to terminate:
a. Three (3) consecutive absences from regularly scheduled meetings of the Golf
Board.
b. Four (4) absences from regularly scheduled meetings of the Golf Board in any
calendar year.
Such absences shall not result in termination if prior written notification of any such absence has
been submitted to the staff liaison or the Chairperson or, if the Chairperson is the person
experiencing the attendance problems,then to the Vice Chairperson.
ARTICLE VIII--Procedures
The Golf Board shall operate pursuant to the procedures established by the City of Fort
Collins for such Boards, and these bylaws shall not be inconsistent with the Charter and the Code
of the City.
ARTICLE IX --Rules of Order
All questions of order not answered in these bylaws shall be decided by Roberts Rules of
Order, latest edition.
•
3
ARTICLE X--Amendments to Bylaws
Amendments to these bylaws may be proposed by any member at any regularly scheduled
Golf Board meeting. Proposed amendments shall be voted upon at the next regularly scheduled
Golf Board meeting. Amendments must be approved by a majority of the voting members of the
Golf Board. Revised bylaws shall be submitted to the City Clerk's office. No amendment shall
be valid if objected to by the City Council.
Dated: January 21,2004
4
ATTACHMENT 5
• RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY,JUNE 30,2006
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: June 22, 2005
BOARD/COMMISSION NAME: Water Board
LIST OF MEMBERS: Ted A. Borstad, Chairperson (2006)
Doug Yadon, Vice Chair(2007)
Rami Naddy (2006)
Paul Czarnecky (2007)
Gina Jarrett (2007)
Reagan Waskom (2007)
Steve Balderson (2008)
John Bartholow (2008)
Johannes Gessler(2008)
Eileen Domfest(2008)
Phil Phelan (2009)
• 1. Are the current duties of the board, as defined by City Code, realistic? If not, what
duties would you suggest be added and/or deleted? Yes, the duties are comprehensive
and cover water, wastewater, and stormwater utilities.
2. Is the board's workload (annual work plan) too much; too little; about right?
Explain. For the 2006 Work Plan we asked each Committee Chair to review the 2005
Work plan and suggest modifications. We also asked that each Chair suggest the
appropriate time frame for completing specific work plan items. The workload varies
from time to time. In the past few years we have had one or two meetings cancelled for
lack of agenda items and a similar number that have extended beyond our normal two
hour time frame. So on balance the work load is about right. We try to accomplish as
much work as possible through the Committees where there is often more time to get into
the details of issues.
3. Does the board effectively accomplish its annual work plan? Yes. We have begun
developing and using a 6 to 12 month planning calendar. We also have begun monitoring
the City Council advanced planning calendar to determine related issues where the Water
Board can provide input.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings? We prepare agendas in advance with input from staff and
Board members. We follow the agenda, trying our best to give each member a voice in
the discussion. It would be helpful if agenda materials were available a week in advance
•
WATER BOARD
of the meeting. However, that is not always achievable.
5. Is the current size of the board appropriate? The Board has 11 members which seems
about right given the complex issues we deal with. The members of the Board have
shown a willingness to put in the time and effort to deal with complex technical issues —
water rights, storage, drought, conservation, chronic wasting disease, fluoridation,
floodplain variances, rates, etc. The 11 members provides for a wide range of
backgrounds and views. The size of the Board allows us to currently staff four
committees; Engineering, Water Supply, Conservation & Public Education, Legislative &
Finance.
6. Are communications between the board and Council effective? What could be done
to improve these communications? We stay in touch with our Council Liaison, David
Roy, by e-mail and occasional meetings. We met with Mr. Roy last fall to review the
draft Work Plan and his input was very valuable. It would be helpful if the Council
Liaison could attend one or two meetings per year. Council Members are encouraged to
attend technical tours such as Halligan Reservoir, Joe Wright Reservoir, Water
Reclamation Facility, Water Treatment Plant, Capital Projects, etc. to help gain more
understanding of the complex projects and programs underway.
7. Other comments: It generally takes new Board members several years to gain
knowledge on the many technical areas requiring the Board's attention. During the past
few years we have lost a number of experienced Board members due to term limits. It
would be helpful if the Water Board members could serve at least 8 years. In some cases,
members are being term limited at 6 years due to filling an unexpired term for two years
plus one four year term.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
Page 2 of 2
Water Board — David Roy, Council Liaison
— Mike Smith, Staff Liaison
Representatives — Ted Borstad, Chair
— Doug Yadon, Vice Chair
♦ Brief(1-2 minutes) board representatives introduce
themselves and present overview of board function/mission.
Present any major concerns (if any) for Council to consider.
♦ Council questions/comments (5-7 minutes) concerning the
responses on the Periodic Review Questionnaire.
♦ Brief(1-2 minutes) summary of Board or Council action
needed (if any)
Notes:
•
I •
Administration-Boards and Commissions Div.32 Transportation Board-§2427
Sec 2427. Membership; term. Sec.24 0. Officers
; bylaws.
• (a The Board shall consist of eleven (1 members The Bo d shall elect annually from its memb hip a
appo red by the City Council. chairperson d such officers as may be requ' ed. By-
laws may be a opted by the Board, which b aws shall
(b) ch member shall serve without ompensation not be inconsist t with the Charter, the C e or other
for a to of four(4) years,except that or bets may be
appointe by the City Council for a short r term in order policies that may established with
the C' Council. A
to achieve verla m tenure. A copy of the bylaws all be filed with th City Clerk for
pp g ppoin ents shall spec- the use of the City uncil immediat y after adoption
ify the to of office of each individ 1. All members
shall be sub ct to removal by the ty Council. If a by the Board, and the ame may b subject to the ap-
vacancy occu s on the Board, it sh I be filled by the proval of the City Couln .
City Council r the remaining one iced portion of the (Ord. No. 29, 1992, 3-3-9 Ord. o. 104, 2002, § 1, 8-
term. No mein er shall serve mor than two (2) con- 20-02)
secutive terms. •or the purposes of this provision, a Sec.2-431. Minutes; arm eport;work plan.
"term" shall mcl de the balance f an unexpired term
served by a perso appointed to fill a vacancy if such The Board shall take d file inutes in accordance
unexpired term exc eds twenty- ur(24) months. with the requirements § 2-73 o the Code. On or be-
(Ord. No. 29, 1992, 3-3-92; O . No. 109, 1995, 8-15- fore January 31 of h year, the oard shall file a re-
95;Ord. No. 93, 200 , § 1, 7-1 -02) port with the City erk setting forth a activities of the
Board for the pre ous year. On or be re November 30
Sec.2428. Functio of each year, t Board shall file a wo plan with the
The duties and fund ns f the Board shall be to ad- City Clerk fo he following yeai.
vise the City Council on tiers pertaining to the City's (Ord. No. 1992, 3-3-92; Ord. No. 92, 2, § 19, 9-
transportation 15-92)
p policies a system including, but not
limited to, transportatio planning, alternative modes Sees. 2-432-2-435. Reserved.
• planning (including b ays, pedestrian facilities,
transit, air [ransportati n, nd van and car pooling), DIVISION 33. WATER BOARD*
capital improvement Ojec , downtown parking man- Sec.2-436. Creation and purposes.
agement, and other tr nspo tion issues as identified in
the Board work pla Additi nally, the Board shall re- (a) There shall be and is hereby created a Water
view the City's inte ction wit federal, state and county Board, hereafter referred to in this Division as the
government, as we as North rout Range Transporta- "Board."
tion and Air Qual' y Planning ouncil, Colorado State
University, and oudre R-I o transportation-related (b) The purposes of the Board shall be to advise the
issues. City Council in matters pertaining to water, wastewater
(Ord.No. 29, 19 2,3-3-92)
Sec. 2-429. C ordination with o her boards,com-
ssions and the co munity-at-large.
The Boar will coordinate Its olicy review with ' Editor's note--Ordinance No. 29, 1992,adopted Mar. 3, 1992,added
other appro riate City boards an commissions as a new Div. 31,§§2426-2431.Consequently, Div. 31, §§2A26-
needed. Th' coordination is inten ed to provide an 2-430,and Div. 32,§§2441-2-445,have been redesignated and re-
integrated view of transportation is ues as they relate re-
numbered as Div. 32, §§2-036-2-140, and Div. 33, §§2-4s1-z-
to other licy areas such as air q ity, natural re- Ord.No. 117,1996,combined the functions of the Storm Drainage Board
sources a d land use. The Board wi ensure that an and the Water Board into the Water Utilities Board.
element its policy review will me de appropriate Ord.No.28,1998,renamed the Water Utilities Board to the Water Board.
Cross-references-Appeals from certain boards and commissions to be
communi input. taken to the City Council, §247; Office of Utility Services, §2-551;
(Ord.No. 29, 1992,3-3-92) sewer fund created, §8-85; storm drainage fund created, §8-86; water
fond created, §8-89; Water Board shall hear and decide all appears and
requests for variance from requirements of the flood prevmtion and
• protection regulations,§ 10-38;public improvements,Ch.22;stonnwater
drainage, §26491; Water Board to assist in administering stormwater
provisions,j 26-195.
Supp.No. 77 2-35
Administration—Boards and Commissions Div.33 Water Board—§2436
and stormwater utility policy issues and to act as a shall be subject to removal by the City Council. If a
quasi-judicial body relating to certain matters. These vacancy occurs on the Board, it shall be filled by the
matters shall include,without limitation,the following: City Council for the remaining unexpired portion of the
term. No member shall serve more than two (2) con-
(1) To advise the City Council regarding water secutive terms. For the purposes of this provision, a
rights planning, acquisition and management; "term" shall include the balance of an unexpired term
service and development fees; water rental rates; served by a person appointed to fill a vacancy if such
annual budgets; service area and drainage base unexpired term exceeds twenty-four(24)months.
delineation; master planning; development and
design criteria; water conservation; public infor- (c) The County Board of Commissioners may ap-
mation and education; drought emergency, regu- point a representative of the County's Public Works
latory issues; water quality issues; and local, Department to serve as an ex officio member to act as
state and federal legislation; liaison to the Board, who shall represent the County in
the City/County coordination of stornwater manage-
(2) To act as a quasi-judicial body relating to flood- ment matters. Such ex officio member shall not have
plain regulation variances, stormwater fee dis- voting privileges on matters coming before the Board,
putes, determining raw water conversion factors and may be excluded from any closed session of the
and storm drainage design criteria variances; Board. Such ex officio member shall serve for an in-
(3) To provide advice and citizen input regarding definite duration; however, such appointment may be
proposed policies and actions affecting the cus- terminated by order of the City Council or the County
tomers of the water, wastewater and stormwater Board of Commissioners, or upon resignation of the
utilities; and member.
(Ord. No. 158, 1986, §23, 1 I-4-86;Ord. No. 145, 1988,
(4) To advise the City Council regarding other I 1-1-88;Ord.No.51, 1991, 5-21-91;Ord.No. 92, 1992,
water-related policy issues pertaining to envi- § 18, 9-15-92; Ord. No. 117, 1996, §§ 1, 2, 9-17-96;
ronmental and recreational uses of water, re- Ord.No.93,2002, §4,7-16-02)
gional and state water issues and projects and ob-
ligations to Fort Collins citizens outside of the Sec.2438. Functions.
water utility service area. (a) The Board shall make recommendations to the
(Ord.No. 158, 1986, §23, 11-4-86;Ord.No. 117, 1996, City Council concerning stormwater facilities in the
§§ 1, 2,9-17-96;Ord.No. 28, 1998, § I, 3-17-98) City. The Board shall recommend to the City Council
See.2-437. Membership; term. the appropriate division of the City into separate drain-
age basins. These basins shall separately fund the
(a) The Board shall initially consist of eighteen (18) stormwater facilities to be installed to serve each basin.
members. Seven (7) of these members shall be those The Board shall recommend the facilities needed for
persons who were serving on the City's Storm Drainage each basin to provide adequate stormwater drainage in
Board as of September 3, 1996. The other eleven (I1) the basin. Such recommendations shall include the fol-
members shall be those persons who were serving on lowing for each drainage basin:
the City's Water Board as of September 3, 1996. Not-
withstanding the provisions of Subsection (b) below, (1) The facilities to be installed;
City Council shall not fill any vacancies on the Board (2) The time and schedule for installation of facili-
until a vacancy would leave the Board with less than ties;
eleven(11)members. Once the Board is left with eleven
(11) members, the Board shall thereafter consist of (3) The method of assessing costs of facilities to be
eleven(11)members. installed against property in the basin;and
(b) Each member shall serve without compensation (4) The portion of the cost of facilities to be funded
for a term of four(4)years,except that members may be by the property in the basin and the portion, if
appointed by the City Council for a shorter term in order any, of such cost which should be paid by the
to achieve overlapping tenure. Appointments shall spec- City as a whole.
ify the term of office of each individual. All members
2-36
Supp.No.77
Administration-Boards and Commissions Div.33 Water Board-§2438
. (b) Before making a recommendation for any (j) The Board shall also perform such other duties
stormwater project, the Board shall analyze the project and functions and have such other powers as may be
and compare the total benefits to be achieved with the provided by ordinance of the City Council.
anticipated cost of the project. Projects shall be recom- (Ord.No. 158, 1986, §23, 114-86;Ord.No, 118, 1991,
mended if the analysis indicates that the total benefits 11-5-91; Ord. No. 117, 1996, §§ 1, 2, 9-17-96; Ord.No.
are greater than the cost of the project. 28, 1998, § 1, 3-17-98)
(c) The Board-shall review and make recommenda- Sec. 2439. Officers; bylaws.
tions to the City Council on a master drainage plan to be
developed for stormwater facilities by the City admini- The Board shall elect annually from its membership a
stration. Such recommendations shall include proposed chairperson and such officers as may be required. By-
methods of funding any master drainage plan as finally laws may be adopted by the Board, which bylaws shall
approved. not be inconsistent with the Charter, the Code or other
policies that may be established by the City Council. A
(d) The Board shall consider all variances and ap- copy of the bylaws shall be filed with the City Clerk for
peals from the application of the provisions of the provi- the use of the City Council immediately after adoption
stons of Chapter to of this Code, Flood Prevention and by the Board, and the same may be subject to the ap-
Protection. proval of the City Council.
(Ord.No. 158, 1986, §23, 11-4-86; Ord.No. 117, 1996,
(e) The Board shall bear the petition of any owner or §§ l 2 9-17-96; Ord.No. 104,2002, § 1,8-20-02)
owners of property in the City who dispute the amount
of the stormwater utility fee or stormwater basin fee Sec.2-440. Minutes; annual report;work plan.
made against such owner's property or who dispute any The Board shall take and file minutes in accordance
determination made by or on behalf of the City pursuant
to and by authority of Chapter 26, Article VII of this with the requirements of§ 2-73 of the Code. On or be-
Code and shall make such revision or modification of fore January 31 of each year, the Board shall file a re-
such charge or determination as it shall deem appropri- port with the City Clerk setting forth the activities of the
Ate in accordance with § 26-520. Board for the previous year. On or before November 30
of each year, the Board shall file a work plan with the
(f) The Board shall make recommendations to City City Clerk for the following year.
Council regarding policy or technical matters related to (Ord. No. 158, 1986, § 23, 114-86; Ord. No. 79, 1988,
stormwater management. The Board shall make com- § 17,6-7-88;Ord.No. 92, 1992, § 18,9-15-92;Ord.No.
meats on policy items prepared by other City depart- 117, 1996, §§ 1, 2, 9-17-96)
ments.
Sees.2-441-2-443. Reserved.
(g) The Board shall hear the petition of any owner or -
owners of property in the City who dispute or seek a DXe
ION 34.YOUTH ADVISORY BO
variance in the City's "Storm Drainage Design Criteria Sec. 2- cation.
and Construction Standards."
Thell be nd is hereby creat a Youth Advi-
(h) Final decisions of the Board under Subsections sory Bhereafte referred to i is Division as the
(d), (e) and (g) shall be subject to the right of appeal to "Board
the City Council as set forth in§ 2-46 et seq. (Ord. , 1994,4-19- 4)
(i) The Board shall advise the City Council in pol- Sec. 2- Membersbi , t m.icy matters pertaining to the water, wastewater and
a oard sh cstormwater utilities including, without limitation, those Oonsist f nine (9) members,
policy issues described in Paragraphs 2-436(b)(1), (3) seven whom Il be appoint by the City Coun-
and(4). cil and )o hom shall be appo edby the Youth
Leader mittee of Team Fort ins from its
membpointments by the Youth Leadership
i
2-37
Supp.No.77
• WATER BOARD 2006 WORK PLAN
November 29, 2005
General Issues (Committee of the Whole)
1. Consider stormwater variance requests (as needed)
2. Meet with regional water boards and related City boards to discuss issues of
common interest, i.e. annual inter-city meetings.
3. Evaluate the committee structure for improved effectiveness.
4. Develop a calendar based planning agenda consistent with Council's
agenda.
5. Evaluate merging with the Electric Board.
6. Review Council's Work Plan for water related items that should be
considered.
7. Review and consider, as needed, such items as may come before the Board.
8. Work with Utilities staff to identify and review specific topics/agenda.
Water Supply Committee
1. Make recommendation to City Council regarding future updates of the
City's Water Supply and Water Demand Management Policy including
issues related to:
a. Supply for municipal use and associated facilities
b. Regional cooperation
c. Agricultural economy and purchase of dry year options
d. Acquisition of short term supplies in dry years
e. Quality of water sources
f. City's position on its responsibility to protect the health of riverine
ecosystems affected by City water use, and the relation of that
responsibility to traditional water supply goals.
g. Recreational/aesthetic flows, i.e. quantity
2. Review opportunities to purchase water rights and/or acquire operational
storage via gravel pits.
3. Review ongoing progress of the Halligan Reservoir Project: specific short
term issue/question is to define/determine the city's stance on public access
to Halligan (acknowledging the existing agreements NPIC has/had with
adjacent private land owners).
4. Monitor protection of basin water supplies with special emphasis on water
quality (see Le. above).
5. Study opportunities for purchase of dry year options.
6. Review and assess potential effects of Northern Colorado Water
Conservancy District Northern Integrated Supply Project (NISP) on
Halligan and City's planning for long term water supply if Halligan was
• denied.
WATER BOARD 2006 WORK PLAN
7. Make recommendations to Council regarding restrictions during a drought.
8. Internal study as to basis for 50-year drought planning versus other return
intervals and effects on required long term water supply planning.
9. Review water rental rates (February)
Water Conservation and Public Education Committee
1. Water Conservation Efforts
a. Provide input and review to the City's water conservation plan, i.e.
in accordance with the Colorado Water Conservation Board's
Guidance Plan and meeting City needs.
2. Monitor public outreach and education projects
a. Review/monitor annual water usage relative to effects of
conservation (March, 2006 for 2005 usage)
b. Review youth education activities (ongoing)
c. Review City's current policy of no educational tours to the Water
Treatment Facility and Drake Water Reclamation Facility or other
key water infrastructure systems (ongoing)
d. Review public outreach on Halligan Reservoir(as needed)
e. Review public outreach regarding water quality, i.e. Watershed
Forums
f. Promote awareness of storm water quality, i.e. constructed wetlands
and other Best Management Practices. (ongoing)
g. Review public outreach on wetlands and the West Nile Virus (as
needed)
h. Review concept of wetland banking with staff(June)
3. Emergency Preparedness
a. Review flood hazard awareness outreach program (July)
b. Review outreach for potential emergency situations, i.e.
spill/explosion at water/wastewater plants. (as needed)
c. Review drought contingency options (as needed)
Legislative,Financial and Liaison Committee
1. Legislative Issues
a. Review City water policy directive per Mark Radtke (July)
b. Stay abreast of state and federal legislative actions, as relevant to
City of Fort Collins water related interests.
2. Financial Issues
a. Review proposals for revised water rate structure. (January)
b. Review proposed Utility budget adjustments. (July)
c. Review proposed wastewater and stormwater rate changes,
consistent with biennial review (2007)
d. Examine the Utility's debt service and reserve policies. (as possible)
2
WATER BOARD 2000 WORK PLAN
• e. Review Anheuser Busch's water contracts re: Utilities obligations,
payment structure, etc. (August)
3. Liaison Issues
a. Monitor Big Thompson Watershed Forum (as possible)
b. Assist with establishing potential Poudre Watershed Forum (as
possible)
c. Consider how to improve communications with City Council (as
possible)
d. Monitor Windy Gap (as possible)
e. Review plans for regional water banking (as possible)
4. Other Policy Issues
a. Review regional 208 plans, i.e. Sewer service extension policy,
possible treatment of Boxelder Sanitation District wastewater,
LaPorte wastewater treatment. (as possible)
b. Consider issues surrounding Halligan public access. (as possible)
Engineering Committee
1. Review Water Treatment, Stormwater and Wastewater Treatment Master
Plans on regular basis.
2. Review design criteria, as necessary (e.g., stormwater)
3. Updates on Halligan Project and other related projects (e.g., Seaman, NISP)
• 4. Provide input on Capital projects during 2006-2007. (as needed)
5. Water Quality/community based issues:
a. Chronic Wasting Disease
b. Emerging contaminants (i.e., pharmaceuticals)
c. Water disinfection (i.e., ozone, chlorine, ultraviolet)
d. Poudre River Corridor through downtown
e. Land Use Guidelines to assure a buffer around facilities, i.e. wastewater
plant, water plant
I. Fluoridation, i.e. seasonal dosing
6. Review construction standards and specifications (October)
7. Review FEMA Community Rating System/regulations and compare to City
Iloodplain regulations.
8. Review compliance with NPDES Phase II Stormwater Regulations.
•
3
• Fort Collins Water Board
2005 Annual Report
Following is a summary of the 2005 activities of the Fort Collins Water Board. The
report focuses on topics addressed during the year plus actions taken on the 2005 Work
Plan.
Water Board Members
Ted Borstad, Chairperson Johannes Gessler
Doug Yadon,Vice Chairperson Gina Janett
Steve Balderson Rami Naddy
John Bartholow Debra Sweetman
Eileen Dornfest Reagan Waskom
Jim Finley
Action Items
Surplus Water Rental Rates
• Each year prior to the irrigation season and after the irrigation companies have
established their annual assessments for water shares, the Water Board recommends to
City Council various rental rates and delivery charges for the use of the City's raw water.
The Water Utility uses its annual raw water rates and charges set by City Council for the
purpose of charging for various uses of its raw water. These uses include rental to
agricultural users, meeting various raw water delivery obligations and use by other City
departments.
The Board approved staff's recommendation to City Council that agricultural rentals of
the Colorado Big-Thompson Project (CBT) water be charged at the rate of$35 per acre
foot and that CBT water rented for municipal of industrial (M&I) purposes be charged at
$50 per acre foot to offset the higher assessments charged to M&I shareholders.
Floodplain Variance
The Board approved a variance request for Old Town North project located north of Vine
Drive and east of College Avenue. The request was to waive all floodplain requirements
in Chapter 10 of City Code including elevating the lowest floor of all structures 18 inches
above the flood elevation, floodplain use permits, and site certification for all lots in the
Old Town North development which would allow for the possible construction of
• basements.
Plant Investment Fees
The existing plant investment fees for water and wastewater were adopted in 1998. At
that time the calculations for fees, including inflationary costs and capital improvements,
were identified through 2002. A five-year review and update of the fees was planned for
2003, however, other priorities in the Utilities demanded staff time.
Existing stormwater development fees are unique to each sub-basin in the City. They
were based on the previous rainfall standard and master plans, which included regional
elements sized to handle additional runoff from development. The recently approved
City-wide master plan includes a change in approach and all new development must now
provide on site detention. The current stormwater financing plan uses a pay-as-you-go
approach for stormwater capital improvements funded from rates. The proposed revision
to stormwater development fees reflects the change in master planning and philosophy.
The electric development charges are typically updated on an annual basis as an
administrative process. The Board reviewed and approved the proposed methodologies
for plant investment fees.
2005 Utilities Rates and Fees
The Board recommended City Council approve all proposed increases:
Water Fund—No rate increase in 2006 and a 5% rate increase in 2007
Wastewater Fund—5% rate increase in 2006 and a 5% rate increase in 2007
Stormwater Fund—There will be no rate increases in 2006 or 2007.
Presentations
The following presentations were discussed during the year:
• Treated Water Production Summary &Water Supply Outlook—monthly updates
on snow pack and water supply.
• Halligan Reservoir Updates—monthly updates on the progress of the Halligan
Reservoir project.
• Consumer Confidence Report—Explanation of the drinking water quality
brochure that all City water customers received. It was noted that the water utility
surpassed all state and federal health standards for drinking water.
• Mercury Pretreatment Program Update -The implementation of a 2004 ordinance
which requires dental offices installing amalgam separators to reduce the amount
of mercury in wastewater discharged to the water reclamation facilities. The
ordinance went into effect July 1, 2005. The program should reduce the mercury
in the wastewater by approximately 25-40%.
• 2005 Drinking Water Quality Policy Annual Report—This was the tenth annual
water quality report since Council adopted a drinking water policy in 1993. The
report listed the strategies and summarizes the action taken during the year.
• • Chronic Wasting Disease —The Board reviewed a letter from the Latimer County
Department of Health Environment in response to the risk to the public of the
proximity of the Water Treatment Plant and the Department of Wildlife research
facility.
• Water Conservation Annual Update—Staff summarized some of the water
conservation programs and activities that took place during the year.
• Stormwater Quality Annual Report - An overview is given of the Stormwater
Quality program and its accomplishments as it relates to the Colorado discharge
permit requirements. The newest program is the routine maintenance and
operation of individual retention ponds.
• Northern Colorado Water Conservancy District Updates
• Legislative, Finance, Liaison Committee Updates
• Conservation & Public Education Committee Updates
• Engineering Committee Updates
• Water Supply Committee Updates
•
•
• BYLAWS
OF THE
WATER UTILITIES BOARD
CITY OF FORT COLLINS, COLORADO
Article I- Introduction
Section 1. In Ordinance No. 117, 1996, the Fort Collins City Council ("the Council")
created this board, namingit the Water Utilities Board "the Board"). The Council created the
( )
Board by combining the City's then existing Water Board and Storm Drainage Board.
Section 2. These Bylaws have been adopted by the Board and shall supersede any
bylaws or rules or procedures previously in effect for the City's previously existing Water Board
and Storm Drainage Board.
Section 3, These Bylaws are intended to assist the Board in carrying out its advisory
obligations to the Council and to ensure that the matters which come before the Board when it is
acting as a quasi-judicial body will receive a fair hearing.
Article H- Functions
• Section 1. The Board shall perform those functions designated to it by the Council
pursuant to City Code Section 2-438.
Section 2. The Board shall perform such other functions as are required of it by the
Council.
Article III- Membership and Officers
Section 1. The Board shall initially consist of eighteen(18) members with an eventual
membership of eleven (11) members as described in City Code Section 2-437(a). As provided in
City Code Section 2-437(c), the Latimer County Board of Commissioners may appoint a
representative of the County's Public Works Department to serve as an ex officio member to act
as liaison of the Board, who shall represent the County in a city/county coordination of storm
water management matters. Such an ex officio member shall not have voting privileges on
matters before the Board, and may be excluded from any closed executive session of the Board.
Section 2. The officers of the Board shall be a chairperson and a vice chairperson.
The election of the chairperson and vice chairperson shall be held during the annual meeting of the
Board in September of each year. A vacancy in the office of chairperson shall be filled
automatically by the vice chairperson and a new vice chairperson shall be elected at the next
regular meeting of the Board from among the Board members. A vacancy in the office of
• chairperson shall also be filled at the next regular meeting of the Board by election from among
the Board members. A vacancy in the office of the vice chairperson shall be filled at the next
regular meeting of the Board by election from among the Board members. The officers so elected
shall serve until the next annual meeting.
Section 3. The Water Utilities Board Coordinator of the City of Fort Collins shall
serve as secretary of the Board.
Article IV- Duties of Officers
Section 1. The chairperson shall preside at all regular, special and executive session
meetings of the Board and shall, subject to these Bylaws, decide all points of procedure unless
otherwise directed by a majority of the Board members present at that meeting.
Section 2. The vice chairperson shall assume the duties and responsibilities of the
chairperson in the event the chairperson is absent or for any reason is unable to preside over the
meeting.
Section 3. In the event that both the chairperson and the vice chairperson are absent
or unable for any reason to preside over the meeting, those Board members present by a majority
vote shall select a member to preside over the meeting.
Section 4. The Board's secretary shall keep or cause to be kept all records of the
Board. The secretary shall transmit all appropriate records to the City Clerk, as part of the
official City record and as required by City Code Sections 2-73 and 2-440. The secretary, subject
to the direction of the Board and the chairperson, shall prepare or have prepared all
correspondence of the Board; receive and file all matters referred to the Board; send out all
notices required by law and these Bylaws, or as requested by the Board; assist the Board in
complying with these Bylaws; prepare and keep calendars, dockets, and minutes of the Board
proceedings; retain in the records the original papers acted upon by the Board; keep all records,
files, and indices required by the Board; post public notice for all open meetings as required by
City Code Sections 2-72 and 2-74; provide information necessary for the Board to perform its
duties; and, perform such other duties as may be requested by the Board.
Article V- Meetings
Section 1. The Board's secretary shall prepare or cause to be prepared an agenda for
every regular, special or executive session meeting of the Board in consultation with the General
Manager of the City's Water, Wastewater and Stormwater Utility, and subject to the review and
approval of the Board's chairperson. All agenda and pertinent information shall be mailed or
delivered to all members of the Board at least one (1) week prior to any regular meeting.
Section 2. The provisions of City Code Sections 2-71 through 2-74 shall be adhered
to with respect to all meetings of the Board.
Section 3. The regular meetings of the Board shall be held on the fourth Thursday of
each month in the City's Water, Wastewater and Stormwater Utilities conference room, at 700
• Wood Street, Fort Collins, Colorado.
Section 4. The regular meeting in September of each year shall be considered the
annual meeting.
Section 5. Any regular meeting may be adjourned or reconvened at a time and place
determined by a majority of the Board members present at such meeting.
Section 6. Special meetings may be called by the chairperson or by the secretary at the
request of four(4) Board members, provided that notice of the same, including a listing of all
items to be considered shall be delivered to each Board member at least forty-eight (48) hours
prior to the time set for such meeting; and provided further that the public notice provisions
required by City Code Section 2-72 are satisfied. Formal action taken at a special meeting called
in accordance with this section shall be considered as though it were taken in a regular meeting
provided, however, that such formal action may be taken only with respect to those matters
referred to in the request for the special meeting.
Section 7. All meetings of the Board shall require a quorum of at least a majority of
the current members of the Board to be present and in session before official and formal action
can be taken on any matter. In the event that there are fewer than eleven (11) current members of
the Board, a quorum shall consist of six(6) members of the Board who are present and in session
before official and formal action can be taken on any matter.
• Section 8. The chairperson may from time to time call work session meetings for the
purpose of receiving information, hearing presentations and discussing information provided;
however, no formal action may be taken at a work session. Such work sessions shall comply with
all applicable provisions of City Code Sections 2-71 through 2-74.
Section 9. The order of business for all meetings shall be the order as it appears in the
agenda except that the chairperson may rearrange the order of business unless otherwise directed
by a majority of the members present at the meeting.
Section 10. The secretary shall keep or cause to be kept minutes showing all
substantive facts pertaining to each meeting and hearing, each vote, and such other details as the
Board or the chairperson shall direct. Minutes of each meeting shall be approved by the Board at
the next regular meeting as required by City Code Sections 2-73 and 2-440.
Section 11. The secretary shall prepare and cause to be prepared transmittal of official
and formal actions of the Board to the City Manager's office for presentation to the City Council.
Section 12. When the Board is performing its function as a quasi-judicial body in
accordance with its functions set out at City Code Sections 2-438(d), (e) and (g), the chairperson
of the Board shall conduct the hearing in the following order, subject to such limitations of time
• and scope as may be imposed at the discretion of the chairperson:
1. Explanation of the nature of the matter and presentation by City staff,
2. Presentation by the applicant submitting the matter to the Board;
3. Presentation by any party-in-interest opposing the matter being submitted
by the applicant;
4. Rebuttal presentation by the applicant;
S. Rebuttal presentation of any party-in-interest opposing the matter
submitted by the applicant;
6. The members of the Board may call and ask questions of any witness who
previously testified;
7. The applicant and the opponents are each given an opportunity to make a
brief closing statement; and
8. The motion, discussion and vote by the Board.
If an issue arises concerning the admissibility of any evidence presented at the hearing, the
chairperson shall rule on the admissibility of such evidence, in consultation with the City Attorney.
However, a majority of the members of the Board present can overrule the chairperson's decision
concerning the admissibility of such evidence.
Section 13. Except as provided in the City Code and Charter, or as otherwise provided
in these Bylaws, the latest addition of the Roberts Rules of Order, shall, as far as practical, govern
the parliamentary procedures of this Board.
Article VI- Committees
Section 1. The Board may establish such standing committees as a majority of the
Board determines is appropriate. Such committees may include, but not be limited to: (1)
Engineering Committee; (2) Conservation and Public Education Committee; (3) Legislative and
Finance Committee; (4) Water Supply Committee; (5) Storm Drainage Committee; and (6)
Liaison Issues Committee. Each committee shall be responsible for its assignments and make
reports and recommendations to the Board. The chairperson of the Board shall be an ex officio
member of all committees.
Section 2. The chairperson may, from time to time, create such ad hoc committees as
deemed appropriate for special study or review. The chairperson shall appoint the ad hoc
committee members and a committee chairperson from members of the Board; provided,
however, that no member shall be required to serve on more than two (2) such ad hoc committees
simultaneously or as the chairperson of more than one(1) such ad hoc committee. Any ad hoc
committee created under this Article shall be required to file a final report with the Board and
• shall be deemed to be disbanded upon the filing with and the acceptance of such report with by
the Board.
Section 3. All meeting of committees of the Board shall comply with all notice
provisions of City Code Sections 2-71 through 2-74.
Article VU- Amendments
Section 1. These Bylaws may be amended by a majority vote of a quorum of the
Board members present at any regular meeting provided that notice in writing of such proposed
amendment to these Bylaws has been given to each Board member at least ten(10) days prior to
such meeting or provided that such amendment was read at the last preceding regular meeting of
the Board.
Section 2. Any of these Bylaws may be suspended at any regular or special meeting
by a majority vote of a quorum of the Board members present at such meeting.
Article VM - Goals and Objectives
Section 1. The Board shall adopt a statement of its goals and objectives and review
them annually to determine whether they need to be modified in any way.
• Section 2. The Board, in accordance with City Code Section 2440, shall prepare and
file with the City Clerk on or before January 31 st of each year the Board's annual report setting
forth the activities of the Board for the previous year. In addition, in such annual report, the
Board shall report its accomplishment of its goals and objectives or its failure in doing so. Such
annual report shall also be forwarded to the City Council for its information and review.
Section 3. The Board, in accordance with City Code Section 2-440, shall file with the
City Clerk on or before November 30th of each year, the Board's work plan for the upcoming
year. Such work plan shall be forwarded to the City Council for its information and review.
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