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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/28/2009 - BOARDS AND COMMISSIONS PERIODIC REVIEW DATE: July 28, 2009 WORK SESSION ITEM STAFF: Darin Atteberry FORT COLLINS CITY COUNCIL SUBJECT FOR DISCUSSION Boards and Commissions Periodic Review. EXECUTIVE SUMMARY Each year Council meets several boards and commissions to review their functions and goals. This year Council will review the following boards and commissions: Senior Advisory Board Cultural Resources Board Land Conservation and Stewardship Board Art in Public Places Board GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED 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 RevieN, 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 2009 review includes the following boards and commissions: • Senior Advisory Board • Cultural Resources Board • Land Conservation and Stewardship Board 0 Art in Public Places Board July 28, 2009 Page 2 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? - 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. Senior Advisory Board Periodic Review Questionnaire (with attachments) 2. Cultural Resources Board Periodic Review Questionnaire —(with attachments) 3. Land Conservation and Stewardship Board Periodic Review Questionnaire — (with attachments) 4. Art in Public Places Board Periodic Review Questionnaire—(with attachments) 5. Periodic Review Process adopted February 20, 2001 6. The Role of Council Liaisons to Boards and Commissions adopted on May 17, 1988 and revised on June 6, 2000 ATTACHMENT 1 Senior Advisory Board — Doug Hutchinson, Council Liaison — Barbara Schoenberger, Staff Liaison Representatives — Cathy Martin, Chairperson — Anita Basham, 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 (15 minutes) concerning the responses on the Periodic Review Questionnaire. ♦ Brief(1-2 minutes) summary of Board or Council action needed (if any) Notes: RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY,JULY 17,2009 BOARDS AND COMMISSIONS PERIODIC REVIEW QUESTIONNAIRE DATE PREPARED: May 13, 2009 BOARD/COMMISSION NAME: Senior Advisory Board LIST OF MEMBERS: Bob Phillips, Palmer Withrow, Linda Iverson, Gale Criswell, Kathleen Gronberg, Kathy Schuster, Anita Basham, Joan Deines, Cathy Martin, Marcia Richards, Stan Ulrich 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 Senior Advisory Board believes that the duties currently defined are all encompassing and cover the variety of needs, issues and challenges faced by adult citizens in Fort Collins. The description leaves room for definition as needed on an annual basis. The Board is open to suggestion for additional duties. 2. Is the board's workload (annual work plan) too much; too little; about right? Explain. The Senior Advisory Board has a history of having a facilitated session to review the projects and accomplishments of the current year as well as reviewing information collected throughout the year in order to identify the current needs of their constituency. Then, the group, as a whole, develops a work plan for the next year that is later broken down in to an action plan. Periodically throughout the year, the Board reviews the plan and makes adjustment as is necessary. Since the plan is self-derived and done so with full participation of the whole board, the work load generally is about right. 3. Does the board effectively accomplish its annual work plan? Yes. As described previously, the board works with the facilitator to develop an action plan and the Board reviews the plan periodically so that tasks are accomplished or revisions are made as is needed. The communication with the Council Liaison is very effective in helping the board in meeting their goals. The board embraces and looks forward to new challenges. 2 i _ RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY,JULY 179 2009 4. Are board meetings conducted in an effective manner? What could be done to improve board meetings? Currently, when members are recruited they are told to expect to dedicate approximately five hours monthly. Monthly meetings are expected to last about 2 %z hours. However, although the meetings are well-organized, many members find that they seem lengthy. It is suggested that members need to plan ahead and come to meetings prepared. Although much of the information received by Board members comes from liaison reports, the group is considering methods that will limit the amount of time taken by these reports and the subsequent discussions. 5. Is the current size of the board appropriate? Board members agree that the current size is very appropriate for the work of the Board. However, at the times when there are vacancies, it is difficult to complete the tasks at hand. 6. Are communications between the board and Council effective? What could be done to improve these communications? The Senior Advisory Board initiated the practice and has for the past two years, scheduled two meetings with the Council Liaison and the executive committee of the Board each year. These meetings have significantly improved the sense of purpose for the Board as well as providing essential information and/or clarification. Board members express the need to validate that the time they are dedicating is appropriate and makes a difference. These meetings have helped to meet this need. Additionally it is a good opportunity for the Board to communicate the work they are currently undertaking and as well as an opportunity to discuss these tasks in greater length. The Board has also continued to host a social event for members of the City Council so that there is an informal opportunity for Board members to meet City Council members and discuss a variety of senior issues. This event is attended sporadically. It is particularly disappointing when Council members say they will attend and then do not. Board members believe that at least one opportunity annually to meet and talk to members of City Council significantly impacts their ability to complete the work plan. 7. Other comments: Attachments: City Code description of duties Current Work Plan Current Annual Report Current Bylaws I3 SENIOR ADVISORY BOARD The Senior Advisory Board is comprised of individuals of all ages who share a concern for the aging members of our community. The primary objective is to help aging citizens in Fort Collins and the surrounding area live full and interesting lives so that they might continue to contribute,participate and share in the life of the community:dThe Board assumes responsibility for involvement in a network of senior agencies and organizations so that they can remain aware of issues,needs and occurrences that may be relevant to their work Their primary concerns is to provide education in this community about the aging process, to inform and be informed,to advocate for a good quality of life,and to encourage networking among the various groups who deal with senior issues. TELECO UNICATIONS BOARD The Te communications Board advises the City Council on telecommunications related issues including, t not limited to,cable television. The Board reviews ordinances,regulations,policies and proposa elated to telecommunications,advising City Council and City staff from both a community an chnical perspective.The Board provides staff and Council with advice regarding cable TV franchis and the-optimal use of the City's cable TV system;it encourages broader utilization and applic 'on of telecommunications services in the community,and develops community involvemen and access to telecommunications infrastructure and services. TRANSPORTATION BOARD The Transportation Board advises e Fort Collins City Council on transportation issues. The Board examines issues relating to fina ing;the development and implementation of master plans pertaining to pedestrian,streets,transit, les, automobiles,congestion,traffic signalization,and transportation facilities;the use of technolo ,and education of the public and private industry on transportation topics.'The Board acts as a fo for the citizens to express their needs and concerns. The Board"coordinates with other Ci boards and commissions on projects and issues that are of mutual interest. The Transportation Bo works with other municipalities in the region to identify and develop solutions to key transportatio issues. WATER BOARD The City of Fort Collins Water Board advises the City Council reg ing water,wastewater and stormwater.policy issues such as water rights,planning,acquisition an management, conservation and public education, floodplain regulations,storm drainage and develo enrdesign criteria. The Board reviews and makes recommendations on Water,Wastewater and Sto water Utilities budgets,fees,water quality and local,state and federal water legislation. At t' es,the Board acts as a quasi-judicial body on floodplain regulation variances. It cooperates with regio 1 entities to coordinate planning and maintain a dialogue on regional water issues. The Board is ]so involved in master planning and provides advice and citizen input regarding proposed policies an ctions affecting Utilities customers. r- 4 SENIOR ADVISORY BOARD 2009 WORK PLAN MISSION STATEMENT As determined by the Fort Collins City Council, the Senior Advisory Board shall serve as a supporting agency for all services, activities, and issues that affect seniors in Fort Collins. The following goals are designed to support the mission of the Board: I. OUTREACH 1. Schedule off-site meetings to gather information about issues, concerns, and ideas that impact seniors. 2. Participate in City and community activities, respond to invitations to events that may impact and/or involve seniors, support agencies and organizations that provide services for seniors, solicit input regarding senior needs, and provide education regarding the Senior Advisory Board and its mission. II. ADVOCACY 1. Remain informed of senior issues in order to better advocate where appropriate. 2. Support and advocate for the Fort Collins Senior Center. 3. Support and advocate for the Senior Center Expansion initiative and the fund raising efforts of the Expansion committee. 4. Work with the Transportation Board to keep transportation services available for seniors, to work for transportation services to all primary parts of the community, and to provide input on other transportation issues that may impact seniors. I11. COMMUNICATION 1. Inform and educate seniors about available resources and current issues. 2. Inform and educate the community about senior needs and the contributions and achievements of seniors in the community. 3. Maintain effective communications with the City Council, the Mayor, and the SAB City Council Liaison. 4. Develop relationships and maintain communication with other boards, commissions, organizations, and agencies that deal with senior and aging issues. � 5 Senior Advisory Board 2009 Action Plan I. Outreach WORKPLAN GOAL ACTION ITEM NOTES PERSON/PEOPLE COMPLETED ASSIGNED a.) Off-Site Meetings 1. September Meeting Joint meeting with Senior Gale Criswell Center Council 2. One other off-site Consider housing complex Kathy Schuster meeting (May or Nov.?) on West Elizabeth b.) Participate in City & l. Speakers Bureau As part of the SAB members will Community development& Communications Committee; participate. promotion will develop a power point Communication presentation Committee is Stan Ulrich, Cathy Martin, Anita Basham, Palmer Withrow and Joan Deines. 2. Bridging the Gap SAB hosts this event at Kathy Schuster, Cathy Fort Collins site Martin, Marcia Richards 3. Respond to invitations SAB chair (Marcia Richards thru 6-09) c.) Other H. Advocacy -- WORKPLAN GOAL ACTION ITEM NOTES PERSON/PEOPLE COMPLETED ASSIGNED a.) Remain informed 1. Have speakers/experts All Board regarding senior attend Board meetings. concerns/issues b.) Support & Advocate Shift from individual focus All Board on behalf of all level to greater large scale seniors and the Fort promotion of senior issues, Collins Senior Center programs, & fundraising activities. c.) Support & Advocate 1. Maintain liaison to Ensure timely updates on Stan Ulrich and Bob for SC Expansion Expansion Committee Senior Center Expansion Phillips. project. 2. Commit to learn and All Board remain informed of Expansion efforts 3. Incorporate Expansion Informational All Board efforts and information into Speakers Bureau project d.) Stay abreast of 1. Maintain liaison to Transportation- transportation issues Transportation Board Anita Basham; affecting seniors and to UniverCity UniverCity-Kathy Transit task force Schuster 2. Attend related 2009 All Board events 3. Monitor State Stan Ulrich legislation e.) Explore elder abuse 1. Work with HRC Host a Community Chat on Kathy Schuster/Elaine concerns on a local Elder Abuse in May at the Boni level Senior Center III. Communication WORKPLAN GOAL ACTION ITEM NOTES PERSON/PEOPLE COMPLETED ASSIGNED a.) Inform & Educate 1. SAB members go out Communication seniors about the to offer informational Committee/Speakers function of the SAB, meetings and Bureau senior resources, and gatherings current issues 2. Maintain Communication Committee 3. Commit to bring and All Board share'relevant information b.) Inform & Educate 1. Similar to item (a) Communication the Community 2. Submit articles Committee highlighting seniors to local media outlets 00 � c.) Maintain I. Plan and host Social May 1, 4-6 p.m. in Marcia Richards communication with with City Council conjunction with the Mayor, Council, & members Senior Art Show Liaison Reception 2. Chair & Vice Chair Elected officers meet with Mayor 2x in 2009 3. Invite City Council Will coordinate meeting Gale Criswell members to September with Senior Center meeting Council & SAB 4. Encourage SAB Regular Council All Board members to attend a meetings happen every Council meeting 1s' & 3rd Tuesdays at 6pm in City Hall (300 W LaPorte) d.) Develop 1. Maintain liaison work All Board relationships & 2. Bridging the Gap Work with Loveland Kathy Schuster, Cathy maintain SAB & Office on Aging Martin, Marcia Richards communication to plan BTG event e.) Other Liaisons: Kathy Schuster: VOA, RSVP, UniverCity Stan Ulrich: AARP, PERA,OOA Advisory Council,TRIAD Palmer Withrow: Columbine Health Systems Gale Criswell: Senior Center Council Bob Phillips: Expansion Committee Linda Iverson: Alzheimer's Board, HIP Cathy Martin: Eldercare Network Marcia Richards: Aspen Club, Bicycle Advisory Committee Joan Deines: Rigden Farm, CAPA Anita Basham: Transportation Board City of Fort Collins Senior Advisory Board Annual Report 2008 Mission Statement: As determined by the Fort Collins City Council, the Senior Advisory Board shall serve as a supporting agency for all services, activities, and issues that affect seniors in Fort Collins. Outreach • Four outreach meetings were held in 2008 at the following sites: Northside Atzlan Center, Lemay Ave. Health & Rehab Facility, Fort Collins Senior Center, and MacKenzie Place. Tours of the facilities preceded the meetings. • Issues raised at the outreach meetings included: 1. The need for State and Federal action to provide a type of"medical assistance program" that provides financial assistance for Medicaid patients to be transferred to an assisted living facility following discharge from a short term rehab program. 2. Transportation issues: a.) readily accessible transportation options between Fort Collins and MCR b.) increase bus service to/from the Senior Center, even when CSU is not in session. c.) extend bus route to the Harmony Park & Ride. d.) as options were decreased for transportation to/from retirement facilities with the cut back in Dial-A-Ride, services need to be revisited. 3. Increase the hours of operation for the swimming pool at the Senior Center 4. Remove the unsecured mailbox in front of the Senior Center 5. Invite City Council members to attend the Senior Advisory Board meetings 6. Host a Senior Advisory Board outreach meeting at the Harmony Library • In cooperation with the Loveland SAB and the Office on Aging, sponsored and planned the annual Bridging the Gap Networking Event for area senior service providers. • Members of the Senior Advisory Board participated in the following events: -AARP: Trip to the Capitol; Annual Conference on scams entitled "Are You Protected— Have you Been Had?" -Alzheimer Association Care Give Training -Aspen Club Medicare Advantage program -Cemetery Stroll -Holiday Market at the Senior Center -Human Relations Commission Breakfast -Joint meeting with Loveland SAB -Joint meeting with Fort Collins Senior Center Council -Older Worker Job Fair -Picnic in the Park -Pathways Past Poverty Community Open House -Rocky Mountain Senior Games -Senior Art Show at the Senior Center -Senior Law Day -Sundance Music Festival and Chili Cook-Off 110 -Transportation Summit sponsored by NMPO -Transit Strategic Planning session -United Way "State of the Community" luncheon • Members of the Senior Advisory Board participated in the following ongoing activities: -AARP -Colorado School & Public Employees Retirement Association -Colorado Activities Professionals Association -First Presbyterian Church: Mature Members -First United Methodist Church: Senior Adult Council -Fort Collins Senior Center Expansion -Front Range Forum -Golden Girls Kiwanis -Instructor: "Strong Women Strong Bones"-Aspen Club exercise class -Instructor for art classes at Senior Center and Rigden Farm -Library of Congress project: record Veterans' histories -Loveland Food Bank -Meals on Wheels: home delivery -Office on Aging Advisory Council -Pathways Past Poverty -Public Employee Retirement Association -Poudre Retired School Employees Association -Sunshine Singers -Senior Sports Club -Senior Center volunteers for numerous activities/events -Senior Center volunteer driver -RSVP: grocery delivery programs -Toys for Kids project -UniverCity Connections - Westerners Chorale Advocacy • Members of the Senior Advisory Board have worked closely with various transportation entities including the Transportation Board, Transfort, PTAG, and UniverCity Transit task force to provide input on transportation issues that affect seniors. • The Mayor, the City Council Liaison to the Senior Advisory Board, attended an SAB outreach meeting and provided an update on transportation issues. • Senior Advisory Board members have supported activities sponsored by the Fort Collins Senior Center. (see above: board member participation in events and activities) • Members of the Senior Advisory Board have been actively involved in the Senior Center Expansion Initiative and have kept the SAB informed of the work of this committee as they move to the marketing phase and begin to seek financial support. Communication � 11 • Established "communication committee" which has had several articles related to Senior Advisory Board and senior issues published in local media outlets. • Senior Advisory Board officers met twice during 2008 with the Mayor in order to provide an update on the work of the Board and to highlight senior issues. • Senior Advisory Board invited City Council members to attend the Art Show at the Senior Center --an opportunity for social interaction with Board members and seniors. • Members of the Senior Advisory Board have agreed to attend at least one City Council meeting during the year in order to become familiar with the procedure should a member need to appear before the City Council on behalf of seniors. • Senior Advisory Board members have maintained liaison relationships with the following boards, commissions, and/or groups: AARP, Aspen Club, Affordable Housing Board, and CSU Center on Aging, Elder Care Network, Human Relations Commission, FC Senior Center, Larimer Co. Office on Aging, Meals on Wheels, Poudre Retired School Employees, and VOA/RSVP. • An SAB member will serve on the newly formed Bicycle Board. • Speakers who gave informative presentations at the Senior Advisory Board meetings in 2008 included: -Dave Colliton - Fort Net: information for seniors facing financial crises and foreclosure -Craig Foreman- Parks & Recreation Dept.: update on Parks Master Policy Plan -Mary Atchison- United Way: Pathways Past Poverty program -Jill Stillwell-Cultural Services Director: update on Master Cultural Plan -Jean Helburg-Parks and Recreation: update and Recreation Master Policy Plan -Shellie Leach & Sue Baccari- Women's Commission: brainstorming senior women's issues -Yvonne Myers, Susan Barton- Columbine Health: complexities in selecting Medicare coverage The Senior Advisory Board celebrates recognitions received by a Board member in 2008: Peggy McGough was a nominee for: Senior Volunteer at the United Way luncheon and Senior Human Relations Award at the Human Relations Commission breakfast, and she received the Senior Service Award at the Bridging the Gap Networking Event. 12 BYLAWS FOR THE FORT COLLINS SENIOR ADVISORY BOARD ARTICLE I Name or Organization Section 1. The name of this board is the Fort Collins Senior Advisory Board. Article lI Objectives and Functions Section 1. Objective: • To help the senior citizens in the Fort Collins area live full and interesting lives so that they might continue to contribute, participate and share in the life of the community. Section 2. Functions: • To encourage networking among agencies and organizations serving senior adults; • To publicize and support present senior services and activities in the community; • To encourage new senior citizen programs as need is indicated; • To encourage wide opportunities for more meaningful and useful participation of senior citizens in community activities and program; • To establish and maintain communications with groups and agencies concerning senior citizens; • To advocate policies and practices within the community that respect and consider the needs and interests of senior citizens' • To work to dispel stereotypes about aging through education and awareness activities. ARTICLE III Membership Section 1. The voting membership of the Board shall consist of eleven (11) members. • Nine (9) members shall be appointed by the City Council to serve terms of four (4) years; • Two (2) members shall be nominated by the Fort Collins Senior Center Council, to serve terms of two (2) years; • Members shall assume their duties at the first regular meeting of the Board following their appointment; • All members serve without compensation. Section 2. Tenure: 13 • Only one reappointment may be made except in cases of special expertise, in accordance with the City and Commissions Manual. Members may continue to serve until their successors are appointed. Section 3. Vacancies: • Vacancies shall be filled by the City Council to serve out the balance of the term vacated. ARTICLE IV Election of Officers Section 1. • A Nominations Committee shall be elected by the Chair in March of each year to make up a slate of candidates for chair, vice-chair and secretary from the membership. Nominations may also be made from the floor. • Officers shall be elected by simple majority of the official quorum at the regular meeting in June. They will take office in July. Section 2. Term: • Officers will serve a term of one year. There shall be no limitation on the number of terms the officers may serve. There shall be no limitation on the number of terms the officers may serve. Section 3. In the event an officer does not serve out the entire term: • The vice-chair will serve as chair until a new chair is elected or until the term is completed; • If the office of vice-chair or secretary is vacant, a new vice-chair or secretary shall be elected to serve the remainder of the term. Section 4. The Senior Center Recreation Supervisor shall serve as support staff to the Board. ARTICLE V Duties of Officers Section 1. The officers comprise the Executive Committee. Section 2. The chair shall: • Preside over all meetings of the Board; • Provide items for meeting agendas and help determine the sequence of items; • Appoint committees as necessary to carry out the functions of the Board; • Appoint a secretary pro tem in the absence of the elected secretary; • Review all minutes prior to their distribution; • Serve as spokesperson to Council, or appoint another qualified Board member to serve in this capacity. Section 3. The vice-chair shall: • Assume the duties of the chair in his/her absence: • Assist in preparation of the agenda: • Carry out other duties as assigned by chair. Section 4. The secretary shall: c ' 14 • Keep formal minutes of each meeting including required information as outlined in the City Boards Manual, and maintain them as part of the permanent files. Minutes will record outcome of votes; • Be custodian of all records of membership; • Transmit reports as required; • Transmit minutes and notices of meetings to all members of the Board; • Take care of correspondence, and handle other duties as assigned. ARTICLE VI Committees Section 1. With the exception of the Executive and Nominating Committees, committees will be formed as deemed necessary. Section 2. Sub-committee members will be approved by the Board and will serve at the Board's pleasure. Section 3. Membership on special sub-committees is not limited to Board members, but service on a sub-committee does not provide voting membership on the Board. ARTICLE VII Conduct of Business Section 1. A quorum for official conduct of business shall be six members. Section 2. The agenda for regular meetings shall include: Call to order Attendance Citizen participation—20 minutes Approval of minutes Old Business New Business a. Reports by advisory, agency, liaisons and staff representatives Other Business/Open Discussion Section 3. The order of agenda items is at the discretion of the officers, as determined at an Executive Committee agenda meeting. Section 4. Format for special meetings may differ from that of a regular meeting. ARTICLE VIII Meetings Section 1. Meetings: • The Board meets on the second Wednesday of each month at 1:30 P.M. at the Fort Collins Senior Center. Meeting times and place may be changed with Board approval and notification to City personnel and the public. Section 2. Agendas: • The Executive Committee in conjunction with the assigned City staff liaison shall set agenda for meetings of the Board. 15 - . • An agenda meeting will be held during the week prior to the scheduled meeting at a time and day set by the Executive Committee. • Agendas and related items shall be delivered to each Board member in timely manner before each meeting. Section 3. Special Board meetings may be called at the discretion of the presiding officer. ARTICLE IX General Responsibilities Section 1. Board members are expected to attend meetings. Any member with three (3) consecutive unexcused absences, or four (4) absences during a calendar year, will be dropped from membership as stated in the City Boards Manuel. Section 2. The chair is responsible for officially notifying City Council (with copy to City Manager) when a vacancy occurs on the Board so that Council may appoint someone to complete the unexpired term. Section 3. Refer to General Information, and Conflict of Interest sections of the Boards and Commissions Manual. ARTICLE X Public Participation Section 1. All meetings of the Board at which formal action is taken shall be open to the public. • The open meetings requirement shall not apply if the Board determines,,by two-thirds vote of the quorum present, that the subject for consideration is such that the best interests of the City or the public or an individual who will be affected by action of the Board could be jeopardized by an open meeting. Section 2. Notices and/or agenda of meetings shall be sent via staff liaison to the City Clerk to be made public in accordance with City policy. Section 3. The Board shall use all practical means of communicating its goals and objectives as well as its recommendations to City Council and to the general public. Section. 4. Public meetings shall be widely publicized when matters of substantial public interest are under consideration. XI Relations with City Council Section 1. Minutes of all meetings shall be submitted by staff liaison to the City Manager's office as outlined in the Responsibilities section of the City Boards and Commissions Manual. Section 2. When specific recommendations are made by the Board which require Council action, the Officers will contact the Council liaison in writing with a 16 copy to the Recreation Manager. Section 3. The Recreation Manager shall propose them for consideration of the Council unless other arrangements are made for a Board spokesperson to do so. ARTICLE XII Work Plans and Annual Reviews Section 1. The Board will adopt an annual statement of goals and objectives in a Work Plan and evaluate its accomplishments of the previous year in an Annual Review report. • These shall be filed with the City Clerk following the criteria and dates set forth in the Board and Commissions Manual. Section 2. The Board shall also provide other reports at such times as requested by Council or when deemed advisable by the Board. ARTICLE XIII Changes and Amendments Section 1. These bylaws may be amended by two-thirds vote of the Board members and subject to approval by the City Council. Section 2. Proposed amendments shall be presented for consideration at a regular meeting, and adopted at the next meeting. Section 3. Immediately after adoption,-copies of these bylaws shall be distributed according to the City's requirement as outlined in the Responsibilities part of the Boards and Commissions Manual, including being filed with the City Clerk as part of the Board's permanent record. ARTICLE XIV Conformance Section 1. These bylaws shall be consistent with the Charter and Ordinances of the City of Fort Collins. Section 2. The Fort Collins Boards and Commissions Manual is the official guidelines for Board procedure and membership compliance. Section 3. Robert's Rules of Order, latest edition, shall govern parliamentary procedure of this Board. Revised and Updated February (June), 1995 Approved July 12, 1995 Revised February, 2001 Revised August, 2002 r 17 ATTACHMENT 2 Cultural Resources Board — David Roy, Council Liaison — Jill Stilwell, Staff Liaison Representatives — Sue Beck-Feriss, Chairperson ♦ 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 (IS minutes) concerning the responses on the Periodic Review Questionnaire. ♦ Brief(1-2 minutes) summary of Board or Council action needed (if any) Notes: RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY,JULY 17,2009 BOARDS AND COMMISSIONS PERIODIC REVIEW QUESTIONNAIRE DATE PREPARED: BOARD/COMMISSION NAME: Cultural Resources Board LIST OF MEMBERS:, Susan Beck-Ferkiss (Chair), Patrick Moran, Carol Ann Hixon, Diane Gaede, Anne Macdonald, Janet Gilligan (Vice Chair), John Hayes. 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 of the Cultural Resources Board (CRB) as defined by City Code include 5 functions. The Board agrees that functions 3, 4, and 5 are appropriate and realistic. Functions 1 and 2, pertaining specifically to advising and making recommendations to the Museum Director and the Cultural Services director on rules, regulations, policies, administrative and budgetary matters pertaining to the Lincoln Center and the Fort Collins Museum was of less importance to their role. The Board does not believe it is their role to direct the staff, but to understand the role these facilities play in the cultural life of the community, and provide advice and recommendations to Council on the policies, major projects, and budgetary matters at the 30,000 ft level. The Board believes it has an advocacy role to play, both for the City facilities, and arts, culture, and science in general. One typo was found in the Code, Sec. 2-203.1 — the word "Museum" is left off the last sentence. 2. Is the board's workload (annual work plan) too much; too little; about right? Explain. The Board feels its workload and annual work plan is about right, although there are things each year that may not get accomplished. During these difficult economic times, the Board is receiving a larger volume of Fort Fund grant applications to review, which is requiring more time of each member. Some Board members felt this is becoming a burden, but acknowledged that this is the role of the Board and may need to be communicated to applicants for this particular Board. 3. Does the board effectively accomplish its annual work plan? The Board follows its work plan and does a good job and meeting the plan. There are some items that may not get accomplished during a calendar year, but the Board is proactive in prioritizing and updating its plan each year, and makes a concerted effort to be realistic. �j RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY,JULY 17,2009 4. Are board meetings conducted in an effective manner? What could be done to improve board meetings? The meeting agendas could be tightened up and time allocations assigned and monitored more effectively to keep meetings to 1.5 hours instead of 2+hours. 5. Is the current size of the board appropriate? The 7 member size seems appropriate, and functions well for reviewing grant applications. 6. Are communications between the board and Council effective? What could be done to improve these communications? Communication with Council has primarily taken the form of memos from the Board with little communication back from Council. The Board would like to improve communications with their Council Liaison, and specifically have a liaison that could attend some of their regular meetings. 7. Other comments: The CRB is an asset to the City. CRB has an important role to play in helping the city distinguish ourselves as a community through arts, culture, history and science. With the new Museum, Lincoln Center remodel, potential arts council, many partnerships the CRB maintains with Beet Street, FCCVB, DBA, DDA, APP, and through the Fort Fund granting program, the CRB maintains a broad view of the cultural life of the community and remains a prime resource for the Council and the community in these matters. CRB will continue to keep informed of the ongoing cultural projects and improvements occurring in the city and invites the council to seek CRB input as appropriate. Attachments: City Code description of duties Current Work Plan Current Annual Report Current Bylaws I3 Administration—Boards and Commissions _ & "AiPR '' - --— §2-184 wht bytaws shall not be inconsistent with the Charter, served by a person appointed to fill a vacancy if Stich the Co other policies that may be established by the unexpired term exceeds twentV-four(24) months. City Cou cil or the Department of Housing and Urban (Ord. No. ISS. 1956, § S. I I-4-86; Ord. No. 92. 1992, Developme rules and regulations. A copy of the by- § 7, 9-I5-92: Ord. No. 93. 2002. § I, 7-16-02) laws shall be 'led with the City Clerk for the use of the City Council in iediately after adoption by the Coln- Sec. 2-203. Functions. mission, and the s ie may be subject to the approval of The Board Shall act as an advisory board and shall the City Council. have the following functions: (Ord. No. 9S. 1990. s 9-4-90; Ord. No. 104, 2002. ` §3. 8-20-02) (1) To advise and make recommendations to the Mu- seum Director and the City COunCit for their ap- Sec. 2-1.85. Minutes; annu I report; work plan. proval as to rules. regulations, policies. adtninis- The Commission shall take a d file minutes in actor- truive and budgetary matters pertaining to the dance with the requirements of § '-73 of the Code. On Fort Collins ; or before October 31 of each year, t Commission shall (22 To advise and make recommendation,.; to the Di- file a report with the City Clerk settill forth the activi- rector of Cultural Services and Facilities and the ties of the Commission for the previol ' CDBG fiscal City Council for their approval as to rules, ICUu- year. On or before August 31 of each year\92. 2 Cois- lations, policies, administrative and budgetary Sion shall file a work plan with the Citythe matters pertaining to the Lincoln Center and anv following CDBG fiscal year. other clltural facility constructed by the City; (Ord. No. 98, 1990, § 3, 9-4-90: Ord. No. 6, 9-I5-92) (3) To review proposals for funding from the Cttl- tural Development and Programming Account Sees. 2-186-2-200. Reserved. and the Tourism Proaramming Account, follow- _�� DIVISION 12. CULTURAL RESOURCES BOARD in g established and published guidelines, and to submit recommendations regarding such piopos- See:. 2-201. Creation. als to the City Council to be approved by the City There shall be and is hereby created a Cultural Re- Council by resolution: sources Board. hereafter referred to in this Division as (4) To advise and make recommendations to the City the "Board." Mana-er rcaardinL, any proposed revisions to the (Ord. No. 158, 1986. § 8. 11-4-S6) guidelines used by the Cultural Resources Board Sec. 2-202. iMembership: term. to make the funding recommendations referred to in Paragraph (3)above: (a) The Board shall consist of seven (7) members appointed by the City Council. (5) To assist, advise and make recommendations to the Director of Cultural Services and Facilities (b) Each member shall serve without compensation and the City Council in cooperating on commu- for a term of four(4) years. except that members may be nity projects with other civic organizations and appointed by the City Council for a shorter term in order with individuals interested in the City's cultural to achieve overlapping tenure. Appointments shall spec- programs and facilities, in order to promote ify the term of office of each individual. All members awareness and understanding of, and apprecia- shall be subject to removal by the City Council. If a tion for, the value of cultural resources in the vacancy occurs on the Board, it shall be filled by the community. City Council for the remaining unexpired portion of the (Ord: No. 158, 1986,. § 8, 11-4-86: Ord. No. 78, 1988, term. No member shall serve more than two (2) con- §,§ I, 1 6-7-88; Ord. No. 28, 1992. 3-3-92; Ord. 74. secutive terms. For the purposes of this provision, a 1997, §§ I, 2. 5-20-97: Ord. No. 23, 1999, 3-2-99; Ord. "term" shall include the balance of an unexpired term No. 032. 2006, 3-7-06) Cross.references—Landmark preservation, Ch. la; For Collins Nlu- seum.§23-186. Cross-references—OfSce of Cultural, LiSrary and Recreational Ser- vices. §2-311: cultural services and facilities fund, §8-76; landmark preservation,Ch. 14;the Fort Collins Museum, §23-186. 2-22 Supp.No.79 4 CULTURAL RESOURCES BOARD WORK PLAN - 2009 VISION: The Fort Collins Cultural Resources Board envisions a community where art, music, performances and the stories of its people enhance the quality of life for all residents and visitors. MISSION: The mission of the Fort Collins Cultural Resources Board is to advise City Council on cultural issues for the greater good of the Fort Collins community. Cultural resources are defined as intellectual and artistic achievements or expressions, including customs and civilizations of a particular time or people, all of which stimulate community potential and pride. OVERARCHING GOAL (OAG) -- 2009 The Cultural Resources Board will help make Fort Collins a cultural center and destination. STRATEGIES TO ACHIEVE THE OVERARCHING GOAL 1. Serve as a catalyst for the development of a common vision to achieve the OAG by working with City Council, staff and cultural groups striving to make Fort Collins a cultural center. • Support the creation of an arts council (or arts alliance) and participate in its formation as being proposed by Arts Alive and UniverCity Connections. • Recommend City Council support an arts alliance. • Meet with the City Council liaison in order to inform Council on CRB and to understand the City Council's vision. • Request Cultural groups to provide their long range plans with the CRB as part of the Fort Fund granting process. • Continue to dialogue with such groups and projects as Beet Street, SCFD, Library District, Fort Collins Museum / Discovery Science Center Partnership, Lincoln Center renovation, University Center for the Arts, Front Range Community College, UniverCity Connections, Downtown Business Association, Downtown Developmetn Authority, Fort Collins Convention and Visitor's Bureau (CVB) and local arts and culture agencies about the state of arts and culture in Fort Collins. • Advise City Council on specific issues regarding the Museum and Lincoln Center. , 5 2. Enhance regional awareness of Fort Collins' arts and cultural events and activities. • Review the efforts and effectiveness of the Fort Collins Convention and Visitors Bureau's comprehensive, on-line cultural calendar. • Promote awareness of Arts and Humanities Month (October) through the Mayoral proclamation, by encouraging liaisons to promote the month, and by providing ideas and resources to arts and humanities organizations to help them promote and celebrate the month. • Enhance the visibility of the CRB in the community. • Support the CVB to in promoting Fort Collins' cultural offerings specifically in Denver and the region. 3. Leverage available resources to the Board in forwarding the OAG. • Ensure Fort Fund dollars support the overarching goal of"making Fort Collins a cultural center and destination,"encourage increased participation in arts and culture, and have a positive impact on the local economy. • Encourage new applicants to apply through press releases, workshops, or other promotional means. • Administer Fort Fund. ➢ Funding Session - January ➢ Funding Session - April ➢ Funding Session - June • Work with the Convention and Visitors Bureau when making recommendations for funding from the Tourism Account and for Tier 4. • Review and revise Fort Fund guidelines and procedures. • Support initiatives that will enhance revenue for cultural facilities and events. For example: Scientific and Cultural Funding District or an increase in the City lodging tax. 4. Provide networking opportunities for the exchange of ideas and resources. • Provide liaisons to the appropriate groups to serve as a catalyst in the development and awareness of arts and culture in Fort Collins. Some possible groups include: Art in Public Places Board - Currently have a liaison. Convention and Visitors Bureau - Currently have a liaison. Arts Alive/new arts alliance task force - Currently have a liaison. SCFD - Currently have a liaison. Beet Street- Currently have a liaison. Downtown Business Association - Currently have a liaison. • Promote opportunities for dialogue around arts, culture, and economics. 6 L -- �i�`��� Cultural Services City Collins® Lincoln Center 417 W. Magnolia St Fort Collins,CO 80521 970.221-6735 �+ 970,221-6373-fax .LCT/X.com CULTURAL RESOURCES BOARD ANNUAL REPORT - 2008 BACKGROUND The Cultural Resources Board (CRB) consists of seven members. Regular meetings were held on the last Thursday of February, March, May, July, August, September, October, November and December from 12:00 p.m., to 2:00 p.m. at the Lincoln Center. The Board held three Fort Fund funding sessions on the fourth Wednesday of January, April, and June. The Board receives monthly updates from staff and acts in an advisory capacity to City Council for the Cultural Services Department that includes Lincoln Center, the Fort Collins Museum and other responsibilities as needed. The Board reviews and advises staff on the following: biannual budget, facilities improvements, projects and other issues as they arise. The Board continues to gather community input on cultural issues and to represent the ideas expressed. Members who served in 2008 were Ms. Sue Beck-Ferkiss, Dr. Diane Gaede, Ms. Carol Ann Hixon, Ms. Anne Macdonald (appointed in August) Ms. Susan Marshall, Mr. Patrick Moran, Mr. Jack Steele (resigned in June), and Ms. Ann Wilmsen. Mr. Moran served as Chairperson. Ms. Beck-Ferkiss served as Vice-Chairperson. Council liaison: David Roy Staff Liaisons in 2008 were Marty Heffernan, Jill Stilwell, Cheryl Donaldson, and Gail Budner. Liaisons from the Fort Collins Convention & Visitors Bureau were Jim Clark and Cathy Jones. YEARLY HIGHLIGHTS - 2008 The Cultural Resources Board (CRB) outlined four strategies for 2008 to work towards the overarching goal: "To serve as a catalyst in making Fort Collins a cultural center and destination." 1. Serve as a catalyst for the development of a common vision by working with various organizations. • CRB members served as liaisons and committee members for various groups to gain a I7 City of Fort Collins broader understanding of the cultural activities in Fort Collins. The CRB was represented with the following groups: - DDA's Beet Street Committee—Patrick Moran - Task Force for Scientific and Cultural Facilities District— Sue Beck-Ferkiss - Fort Collins Museum—Jack Steele - Convention/Visitors Bureau— Diane Gaede - Art in Public Places—Carol Ann Hixon - Downtown Business Association— Susan Marshall/Anne Macdonald - Arts Alive—Ann Wilmsen - UniverCity Connections—Patrick Moran and Carol Ann Hixon • CRB members served as liaisons to events funded by Fort Fund, attending approximately 40 different cultural events in the community, lending support and assuring that the Fort Fund monies were being well spent. • Recommended to City Council the adoption of the Cultural Plan, including the Cultural Facilities Plan. Council adopted the plan in August 2008. • The Board recommended to Council the approval and signing of the Partnership Agreement between the Fort Collins Museum and the Discovery Science Center to form a new museum. The agreement was signed in March 2008. • The Board hosted a presentation on the Way Finding Project and provided input as to how the project could incorporate cultural elements, specifically through Art in Public Places. • The Board was actively involved in discussions regarding the closure of Arts Alive at the end of 2008, and the future of a new entity to serve as an arts council. A task-force of the Board members researched and developed a proposal for activities a future arts council could perform and possible structures and funding mechanisms. 2. Enhance regional awareness of arts and cultural events and activities • The CRB continued to support the Fort Collins Convention and Visitor Bureaus on-line cultural calendar and encouraged Fort Fund grantees to submit their events to the calendar. • The Board submitted and accepted Mayor Hutchinson's proclamation of October as Arts & Humanities Month. The Board supported the Fort Collins Museum's October 5 Kick-Off event to celebrate Arts & Humanities Month. • Two CRB members participated in the UniverCity Connections initiative. 3. Use and grow resources available to the Board to forward the overarching goal. • Fort Fund: The Board monitored the impact of the four-tiered funding system that was instituted in 1998 and made changes as needed. The Board administered three funding sessions for Fort Fund and recommended grants for distribution as follows: January 2008 Session $30,696 to 18 organizations April 2008 Session—Tier 1 $133,550 to 16 organizations April 2008 Session—Tier 4 $17,000 to 1 organization June 2008 Session $54,600 to 23 organizations Totaling $235,846 to 54 organizations • Fort Fund grants supported over one hundred community cultural and recreational events in 2008. • The Board recommended the first Tier 4 Cultural Entrepreneurial Innovation fund grant and it was awarded to the TriMedia Film Festival. IS Fo`rof t� C ll�\ • Over 135,000 people attended an event supported by Fort Fund in 2007. • The Board continued to work cooperatively with the Convention and Visitor's Bureau in making recommendations for Fort Fund dollars, including Tier 4. 4. Provide networking opportunities for the exchange of ideas and resources. • The CRB continued to serve as liaisons to appropriate groups in meeting the CRB's overarching goal, including the Art in Public Places Board, Fort Collins Convention and Visitors Bureau, Arts Alive, UniverCity Connections, SCFD group, Beet Street, and the Downtown Business Association. � 9 L _ CITY OF PORT COLLINS CULTURAL RESOURCES I30AP'D B VI :\VS ARTICLE I—Name The name of this organization shall be the Cultural Resources Board. ARTICLE IT—Functions The Board shall act as an advisory board and shall have the following functions: (1) To advise and make recommendations to the Museum Director and the City Council for their approval as to rules; regulations, policies, administrative and budgetary matters pertaining to the Fort Collins Museum; ('') To advise and make recommendations to the Director of Cultural Services and Facilities and the City Council for their approval as to rules, regulations, policies, administrative and r budgetary matters pertaining to the Lincoln Center and any other cultural facility cotisir:acted by the city; (3) To review proposals for funding from the Cultural Development and Programming Account, following established and published guidelines, and to submit reconnnendations regarding such proposals to the City Council to be approved by the Council by resolution; (4) To advise and make reconunendations to the City Manager regarding any proposed revisions - to the guidelines used by the Cultural Resources Board to make the funding recoimnendations referred to in subparagraph (3) above; (5) To assist, advise and make recommmendations to the Director of Cultural Services and Facilities and the City Council in cooperating on cornmunity projects with other civic organizations and with individuates interested in the city's cultural programs and :facilities, in order to promote awareness and understanding of, and appreciation :for, the value of cultural resources in the conurruriity. ARTICLE M—Membership Section 1. The Cultural Resources Board shall consist of seven (7) members appointed by the City Council. Member shall serve for a teen of four (4) years, except that members may be appointed by the City Council for a shorter terin in order to achieve overlapping tenure. Appoin-nents shall specify the term of office of each individual. All members shall be subject to removal by the City Council. If a vacancy occurs on the board, it shall be filled by the City Council for the remaining unexpired portion of the terra. No member shall serve more than two (2) consecutive terms. F_ 10 Section 2. The staff liaison shall notify the City Clerk's office when a member resigns or a vacancy exists for other reasons, so that thee vacancy may be filled. ARTICLE IV— Officers Section 1. The officers of the Board shall be a Chairperson and a Vice-Chairperson. Section 2. The election of officers shall be held each year during the regular meeting in February or March. The staff liaison shall notify the City Clerk's office when new officers are elected. Section 3. The Chairperson shall be responsible for assisting staff support in the preparation of the agenda for all meetings, calling special meetings as needed, and for conducting meetings. Section 4. The Vice-Chairperson shall assume the duties of the Chairperson upon his or her absence or disability. ARTICLE V— Committees The Chairperson shall appoint committees as needed for specific tasks from among the members of the Board, and shall dissolve the committees upon completion of the assigned task. ARTICLE VI—Meetings Section 1. Regular scheduled monthly meetings shall be held as approved by the Board. a. "Meeting" shall mean any gathering of a quorum or three (3) or more members, whichever is fewer, of the Board or any committee of the Board at which any public business is discussed or any formal action may be taken. Section 2. Special meetings maybe called by the Chairperson at his/her discretion, however, notice of special meetings must be filed with the City Cleric at least twenty-four (24) hours before the time of such meetings. Section 3. An agenda shall be sent to each Board member prior-to each meeting. Section 4. 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. For the purpose of this provision, adopting a regular meeting date and the filing of a statement with the City Clerk shall be considered full and timely notice. Notice of special or rescheduled meetings must be filed with the City Clerk and posted as required by the City Code. Section 5. A quorum of the Cultural Resources Advisory Board shall consist of four (4) voting members and no official action may be taken by the Board on any matter unless a quorum is present. 111 Section 6. Executive sessions inay_ be called upon the affinnative vote of two-thirds (2/3) of those members present and voting 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 reaardina legal issues. The Board may not take any formal action at such sessions. ARTICLE VL1 -- Attendance 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 Board. b. Four (4) absences from regularly scheduled meetings of the Board in any calendar year. Such absences shall not result in termination if prior notification of any such absence has been submitted io the staff liaison or the Chairperson or, if the Chairperson is the person experiencing (lie attendance problems, then to the Vice-ChaLj)ersoa. ARTICLE VILl—Relations with City Council Section 1. Minutes. Mirnufes shall be taken of any meeting of[lie Board or any committee of the Board at which the adoption of any proposed policy, position, resolution, rule, regulation or formal action occurs or could occur. Such minutes shall be open to public inspection and shall be filed witin the City Clerk upon approval by the Board. Such approval shall occur no later than the nest regular meeting of the Board, except in those instances when an audio or vi.dco recording has been made and maintained by the City of the Board meeting which is the subject of the nninutes. Four copies of the minutes shall also be provided to the City 'Manager's Office. Section 2. Annual Report. On or before January 31 of each year, the Board shall file a report with the City Clerk setting forth the activities of the Board for the previous year. Section J. Work Plan. On or before November 30 of each year, the Board shall file a work plan Nvith the City Clerk for the followrung year. ARTICLE LX —Procedure Section 1. The Board shall operate pursuant to the procedures established by the City of Fort Collins for boards and conumssions, and these bylaws shall not be inconsistent with the Charter and the City Code. Section 2. All questions of order not answered by these bylaws shall be decided by reference to the latest edition of Roberts Rules of Order. 12 ARTICLE X—Anendments to Bvlaws Any member may propose amendments to these bylaws at any regularly scheduled Board meeting. Proposed amendments shall be voted on at the next regularly scheduled Board meeting, and must be approved by a majority of the voting members then present. Revised bylaws shall be submitted to the City Clerk's office and are subject to approval by the City Council. Dated: July 28, 2004 13 k_ ATTACHMENT 3 Land Conservation and — Aislinn Kottwitz, Council Liaison Stewardship Board — Mark Sears, Staff Liaison Representatives — Linsey Debell, Chairperson — Michelle Grooms, Boardmember ♦ 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 (15 minutes) concerning the responses on the Periodic Review Questionnaire. ♦ Brief(1-2 minutes) summary of Board or Council action needed (if any) Notes• RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY,JULY 179 2009 BOARDS AND COMMISSIONS PERIODIC REVIEW QUESTIONNAIRE DATE PREPARED: 5/19/2009 BOARD/COMMISSION NAME: Land Conservation and Stewardship LIST OF MEMBERS: Linsey Bell; Lesli Ellis, Chris Gaughan, Juli Germany, Michelle Grooms, Trudy Haines, Linda Knowlton, Linda Stanley 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, they are realistic. 2. Is the board's workload (annual work plan) too much; too little; about right? Explain. It's about right. At times, it has been fairly light due to how items are timed, but overall, it's about right. 2. Does the board effectively accomplish its annual work plan? We have effectively accomplished most items on our work plan, with the exception of holding meetings with other related boards, such as the Larimer County Open Lands Board. 4. Are board meetings conducted in an effective manner? What could be done to improve board meetings? Staff is typically quite well-prepared, and they are able and willing to answer board member questions. Open discussion among board members on agenda items is the norm. Meetings typically start and end on time. 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? Since the board started writing and sending memos to council explaining our recommendations, communication has become more effective. 7. Other comments: Attachments: City Code description of duties Current Work Plan Current Annual Report Current Bylaws 2 HUMAN RELATIONS COMMISSION The I-3uman Relations Commission was established by City Coun to=pr'6otethe acceptance and respect for diversity through educational programs and.aaiVifi"es,and to discourage all forms of discrimination based on race, religion,age, 0 Mrs bility,etc. The commission often coordinates these efforts with such groups as t ill rct turaI Commission and the Women's Commission. The commission also oversee 'a' rvities of the Citizen Liaison Program, and presents the annual Human Relations Awar ognize those citizens who have advanced the cause of human rights through their vo e forts. LAND CONSERVATION AND STEWARDSHIP BOARD Tire duties and functions of the Board shall be as follows: The duties and functions of the Board shall be as follows: (1) To advise.Ciry Council regarding policy and budgetary matters pertaining to the Natural Areas Program, including but not limited to the expenditure of Open Space,Yes! and Larimer County Help Preserve Open Space dedicated sales tax revenues. (2) To advise Natural Areas Program staff and the City Council in connection with the proposed acquisition or disposition of land, interests in land, interests in water and other interests in real property for the Natural Areas Program. (3) To advise Natural Areas Program staff regarding the development of management plans and public improvements for Natural Areas Program properties. (4) Upon request of the City Manager or at the direction of the City Council,to advise City Council regarding any positive or negative impacts that particular plans or projects of the Cary or of other public or private entities may have on Natural Areas Program properties or properties that may be of interest to the Natural Areas Program. This provision shall not apply to development projects for which applications have been submitted to the City for approval under the Land Use Code. (5) Upon request of the City Manager or at the direction of the City Council,to advise City Council in connection with the proposed acquisition or disposition of land, interests in land,interests in water and other interests in real property for City programs other than the Natural Areas Program. LANDMARK PRESERVATION COMMISSION The Landmark Preservation Commission members are knowledgeable in the practice of-r-reserving our community's historic resources including sites,buildings,structures,objects-and-districts. Their primary functions are the local landmark designation of historic properties and Chview and approval of plans for exterior changes to them. The Commission also is respori`s bie for promoting awareness and understanding, and appreciation for dte value preserving historic resources;advising City Council and City staff with regard to the identificationd''evaluation of historic resources; advising the City Council and City staff on appropriate polijcVJsfXentives and regulations for encouraging and/or requiring preservation and rehabilita o historic resources;and coordinating with the other various neighborhood o . cons, local heritage groups,property owners,and City boards, commissions and City staff ers whose actions may affect the preservation of historic resources in the community. r-- 3 2009 Land Conservation and Stewardship Board Work Plan Review proposed land and water transactions, including fee acquisitions, sales, conservation easements, and right of way easements and make recommendations to Council as necessary. Review various legislative and policy proposals that have a relationship to the Natural Areas Program and make recommendations to Council as necessary. Periodically review and comment on improvements (e.g... trails, structures) made to Soapstone Prairie Natural Area. Review plans for local, regional, and community separator land conservation and provide input on prioritization of land protection. Provide this input to both City Council and to Planning staff. Receive updates on implementation of the wildlife management plan, including prairie dog management. Periodically review the Natural Areas budget and provide input on spending prioritization. Participate as necessary in Budgeting for Outcomes. Review and comment on Natural Area and Poudre River management plans as needed. Organize and hold meetings with the Larimer County Open Lands Board, the City's Natural Resources Advisory Board and/or Parks Advisory Board, and/or Loveland's Open Lands Board to discuss issues of mutual interest. � 4 2008 Annual Report CITY OF FORT COLLINS Land Conservation and Stewardship Board DATE: January 30, 2009 TO: Mayor and Council Members FROM: Linda Stanley on behalf of the Land Conservation and Stewardship Board The Land Conservation and Stewardship Board (LCSB) is pleased to present its 2008 Annual Report to the Mayor and City Council. During 2008, the LCSB worked diligently to fulfill its responsibilities as advisors to City Council on issues related to the Natural Areas Program (NAP). During 2007, the LCSB recommended several actions to Council regarding real property transactions. In addition to the routine transactions related to easements, the Board recommended that the Council approve the conveyance of drainage and construction easements under the existing access road on the Vangbo property to J-B Investments, Inc. at Mustang Meadows, and a conservation easement on Bernard Ranch Phase I. The Board declined to recommend to City Council to continue the Ground Lease of 15 acres of Running Deer Natural Area to Hageman Earth Cycle. The Board reviewed the Soapstone Grazing Plan and encouraged staff to work on short-term options and make recommendations for long-term grazing options at the property. The Board also recommended approval of the agricultural (wheat) lease of the Prairie Ridge Natural Area, which is managed by Loveland. The Board reviewed presentations from staff on the Volunteer Ranger Assistant Program, Prairie Dog Management, Resource Management, Public Improvements and Facility Operations. The Board gave suggestions for improvements to staff on each of these areas. The Board also reviewed a presentation from Utilities staff on the Boxelder Creek Regional Stormwater Master Plan and gave their recommendations to staff. The Board supported City Council's recommendation for expanding the duties of the LCSB in certain circumstances. The Board received copies of a memo that had previously been presented to City Council regarding Community Separators and provided staff with input for proceeding with the effort to preserving Community Separators. The Board recommended approval of an Intergovernmental Agreement with Larimer County and the contract with Great Outdoors Colorado for a Trail Grant Award for trails and trailhead features at Soapstone Prairie Natural Area and Red Mountain Space. As in the past, the LCSB looks forward to serving the citizens and City Council in the year 2008. Thank you for the opportunity to serve our citizens and make contributions to our community. Respectfully submitted, Linda Stanley, Chair Land Conservation and Stewardship Board 5 BYLAWS OF THE LAND CONSERVATION AND STEWARDSHIP BOARD CITY OF FORT COLLINSI COLORADO ARTICLE I Name and Organization Section 1. The name of the Board is the Land Conservation and Stewardship Board. ARTICLE If Object and Functions Section 1. The object of this Board is to be advisory to the City Council of Fort Collins, Colorado and Natural Areas Program staff. Its functions are those functions designated by the City Council in City Code Section 2-272, which at the time of adoption of these Bylaws include: A. To advise City Council regarding policy and budgetary matters pertaining to the Natural Areas Program, including but not limited to the expenditure of Open Space, Yesl and Larimer County Help Preserve Open Space dedicated sales tax revenues. B. To advise Natural Areas Program staff and the City Council in connection with the proposed acquisition or disposition of land, interests in land, interests in water, and other interests in real property for the Natural Areas Program. C. To advise Natural Areas Program staff regarding the development of management plans and public improvements for Natural Areas Program properties. D. Upon request of the City Manager or at the direction of City Council, to advise City Council in connection with the proposed acquisition or disposition of land, interests in land, interests in water, and other interests in real property for city program other than the Natural Areas Program. 6 ARTICLE III Membership and Officers Section 1. The Board shall consist of nine (9) members appointed by City Council in accordance with the applicable City Code provisions. Section 2. The Board shall at a regular meeting in February or March of each calendar year elect from its membership a chairperson and a vice- chairperson, each elected for a term of one year. There shall be no limitation on the number of terms the chairperson or vice-chairperson may serve. Section 3. Election of the chairperson and vice-chairperson shall be by simple majority of the members present. Section 4. The chairperson shall preside at all regular and special meetings of the Board, including executive sessions, and shall, subject to these Bylaws, decide all points of procedure unless otherwise directed by a majority of the Board members present and voting on the matter. Section 5. 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 6. In the event that both the chairperson and the vice-chairperson are absent or unable for any reason to preside over a meeting, those members present shall, by a majority vote, select a member to preside over the meeting. Section 7. In the event that the chairperson does not serve out his/her entire term, the vice-chairperson shall serve until a new chairperson is elected or until the term is completed. In the event of the position of the vice-chairperson becoming vacant, a new vice-chairperson shall be elected to serve the remainder of the term. Section 8. A Natural Areas Program staff person designated by the Natural Resources Department Director shall serve as the Land Conservation and Stewardship Board Staff Liaison, and shall be primarily responsible for coordinating with the Board chairperson and vice-chairperson, as applicable, in connection with planning and preparing for Board meetings. Section 9. A Natural Areas Program staff person designated by the Natural Resources Department Director shall serve as secretary to the Board. The secretary shall keep or cause to be kept all records of the Board. The secretary shall transmit all appropriate records to the City Clerk in accordance with applicable City Code and policies. The secretary shall 7 prepare or have prepared all correspondence of the Board and the chairperson, shall receive and file all matters referred to the Board, send out and post all notices required by law and these Bylaws or as requested by the Board, prepare or cause to be prepared an agenda for every regular or special meeting of the Board in consultation with the Land Conservation and Stewardship Board Staff Liaison and Board chairperson, shall retain the original papers acted upon by the Board, and shall prepare attendance records and minutes of all meetings of the Board. Section 10. The staff of the Natural Areas Program shall provide support to the Board at the direction of and as assigned by the Natural Resources Department Director. ARTICLE IV Rules of Operation Section 1. The Board shall adopt a set of Bylaws consistent with the Charter and Ordinances of the City of Fort Collins, and the Fort Collins Boards and Commissions Manual, which governing documents together shall govern the operation of the Board. In the event of conflict among said governing documents they shall take precedence in the order listed above, provided that the Bylaws shall be the least in order of precedence. Section 2. Except as provided in the City Code and Charter, or as otherwise provided in these Bylaws, the latest edition of Robert's Rules of Order, as far as practical, shall govern the parliamentary procedures of the Board. Section 3. Each member shall be responsible for identifying and taking appropriate action in connection with any conflict of interest that member may have in relation to his or her service on the Board. In accordance with applicable City Code, any member shall refrain from voting on or attempting to influence any decision in which he or she has a financial or personal conflict of interest (as defined in the City Charter and Code), and shall file with the City Clerk's office a written statement of disclosure (in the form provided by the City Clerk) as soon as the conflict is discovered. Section 4. A quorum shall consist of five (5) members present at a regular or special meeting of the Board. In the event that a quorum is not present at any meeting, those members present may adjourn the meeting to a later date and time. Section 5. Attendance at meetings of the Board shall be required, and members shall contact the Board chairperson (or, if the chairperson, shall contact the vice-chairperson) in advance in writing (including by electronic message) of any meeting he or she will not be able to attend. Absences from _. I, 8 regularly scheduled meetings may cause automatic termination of a Board members appointment, in accordance with adopted City Council policy. Pursuant to Council-adopted policy, three (3) consecutive absences without advance notification, or four (4) absences in a calendar year without advance notification, will result in automatic termination of a Board member's appointment, Section 6. The Board may establish such standing or temporary committees as a majority of the Board determines to be appropriate, and the chairperson may appoint Board members to each such committee no less frequently than annually, subject to contrary direction from the members of the Board by majority vote. Each committee shall at its first meeting elect its own chairperson, and shall be responsible for its assignments. Each committee shall report to the Board at each regular meeting regarding its activities, information developed and recommendations to the Board. A quorum of any committee shall consist of a majority of those appointed to the committee. ARTICLE V Meetings Section 1. The Board shall meet regularly on the second Wednesday of each month, at 6:00 o'clock p.m. Section 2. Special meetings of the Board may be called at the discretion of the chairperson, or by the Board secretary upon the request of four (4) Board members. Notice of any such special meeting shall be delivered to each Board member, whether by regular mail, electronic message or personal delivery, or by direct verbal communication no less than forty-eight (48) hours in advance of the time set for such meeting. Public notice of any special meeting shall be provided as required by applicable law and policy. Formal action taken at a special meeting called in accordance with this Section shall be considered as though it were taken at 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 3. 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, and the Board may not develop policy positions or otherwise establish a Board position at a work session. Section 4. Any meeting, whether regular or special, or of the Board or any committee of the Board, at which any formal action could occur or at which a majority ;9 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 5. The order of business for each meeting shall be the order as it appears in the agenda prepared in advance for said meeting, except that the chairperson may rearrange the order of business unless otherwise directed by a majority vote of the members present at the meeting. Section 6. The secretary shall keep or cause to be kept minutes showing all substantive facts pertaining to each meeting, 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 of the Board. ARTICLE VI Public Participation Section 1. All meetings of the Board and of any committees of the Board shall be open to the public, and shall at or near the beginning of each meeting afford members of the public an opportunity to speak to any matter coming within the purview of the Board, regardless of whether such matter is scheduled for or has been previously scheduled for consideration at that particular meeting. Time limitations may be imposed by the chairperson on such public input as necessary to allow for the conduct of the business of the Board and agenda for the meeting in a timely and efficient manner. Section 2. Executive sessions may be called upon the affirmative vote of two-thirds (2/3) of the quorum present for the stated 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 Board at such sessions. ARTICLE VII Work Plans and Annual Reviews Section 1. The Board will adopt an annual statement of goals and objectives in a Work Plan and evaluate its accomplishments of the previous year in an Annual Review report. These shall be filed with the City Clerk following the criteria and dates set forth in the Board and Commissions Manual. Section 2. The Board shall also provide an annual report of the Board's activities corresponding to the Board's work plan for the prior year, no later than I _ - 10 January 31" of each year, and shall provide other reports at such times as requested by Council or when deemed advisable by the Board. ARTICLE VIII Changes and Amendments Section 1. These Bylaws may be amended by affirmative vote of two-thirds (2/3) of the Board members and may be subject to approval by the City Council. Section 2. Proposed amendments shall be presented for consideration at a regular I Board meeting, and adopted at the next meeting. Section 3. Immediately after adoption, copies of these Bylaws shall be distributed according to the City's requirement as outlined in the Responsibilities part of the Boards and Commissions Manual, including being filed with the City Clerk as part of the Board's permanent record. r-- 1 11 ATTACHMENT 4 Art in Public Places Board — Lisa Poppaw, Council Liaison — Ellen Martin, Staff Liaison Representatives — Liliane Francuz, Chairperson —Jane Nevrivy, 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 (15 minutes) concerning the responses on the Periodic Review Questionnaire. ♦ Brief(1-2 minutes) summary of Board or Council action needed (if any) Notes: BOARDS AND COMMISSIONS PERIODIC REVIEW QUESTIONNAIRE DATE PREPARED: July 15, 2009 BOARD/COMMISSION NAME: Art in Public Places Board (APP) LIST OF MEMBERS: Liliane Francuz, Lee Needham, Jane Nevrivy, Craig Russell, Shelby Sommer, Ray Tollison, and York 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 realistic for the APP Board. 2. Is the board's workload (annual work plan) too much; too little; about right? Explain. The board's workload is about right. Since our board is involved in city capital projects that other departments initiate, we need to coordinate our projects within their time lines. 3. Does the board effectively accomplish its annual work plan? Yes, the APP Board effectively accomplishes the APP Annual Work Plan. 4. Are board meetings conducted in an effective manner? What could be done to improve board meetings? Board meetings are conducted in an effective manner. APP staff does an excellent job of organizing information for the Board meetings and are available for questions or comments. 5. Is the current size of the board appropriate? Yes, the current size of the APP Board is appropriate, although there are times when it's difficult to get enough people together to have a quorum. 6. Are communications between the board and Council effective? What could be done to improve these communications? Communications are always key between any two groups. The board appreciates when City Council Members are available to attend the APP dedications so they can understand the impact we are having on the city. 7. Other comments: In supporting an active APP program, the City of Fort Collins continues to recognize the importance of cultural landmarks that distinguishes it from other communities. The very presence of the APP program supports the sense of community and well being that appeals � 2 i to visitors and residents alike. The APP Board approves the project budgets and takes their fiduciary responsibility seriously, understanding the impact on the city's budget and outcome. Attachments: City Code description of duties Current Work Plan Current Annual Report Current Bylaws 3 DIVISION 4. ART IN PUBLIC PLACES BOARD Sec. 2-101. Creation. There shall be and is hereby created an Art in Public Places Board, hereafter referred to in this Division as the 'Board." (Ord. No. 21, 1995, § 1, 4-25-95) Se 2-102. Membership; term. The Board shall consist of seven (7) members appointed by the City Council, thr (3) of whom shall be arts professionals. For the purpose of this Section, arts profes ' nal shall mean a person who has either a degree in a visual arts related field and extensive professional experience in the visual arts. Upon the request of the City ncil, the Cultural Resources Board shall recommend to the City Council arts pro sionals for appointment to the Board. A member of the Cultural Resources and shall serve as an ex officio liaison to the Board. (b) Each member shall sery ithout compensation for a term of four (4) years, except that members may be ap inted by the City Council for a shorter term in order to achieve overlapping tenure. ppointments shall specify the term of office of each individual. All members shall b ubject to removal by the City Council. If a vacancy occurs on the Board, it shall be fled by the City Council for the remaining unexpired portion of the term. No me er shall serve more than two (2) consecutive terms. For the purposes of this provis' , a "term" shall include the balance of an unexpired term served by a person appo' ed to fill a vacancy if such unexpired term exceeds twenty-four (24) months. (Ord. No. 21, 1995, § 1, 4-25-95; Ord. No. 93, 2002, § 1, 7-16-02) Sec. 2-103. Functions. The Board shall act as an advisory board and shall have the following functions: (1) To advise and make recommendations to the City Council regarding incorporation of works of art into construction projects and regarding expenditures from the art in public places reserve account for artists, works of art and sites for placement of works of art, following established and published guidelines; (2) To advise and make recommendations to the City Council regarding the acceptance of offers to donate art to be placed in public areas and regarding the site for placement of such donated art; (3) To advise and make recommendations to the Director of Cultural, Library and Recreational Services and the City Council as to rules, regulations, guidelines, policy, administrative and budgetary matters pertaining to the art in public places program. (Ord. No. 21, 1995, § 1, 4-25-95) 14 1 __ ART IN PUBLIC PLACES BOARD 2009 WORK PLAN Introduction: The Art in Public Places Program (APP)was reauthorized in April of 1998. The APP Board will continue to advise City Council on projects and programs relating to public art, design and aesthetics. Range of Activities Planned for 2009: Activities • Participate and make recommendations regarding Council's review of the APP Program. • Select and create an APP project with a prominent Old Town location. • Promote the APP collection and Fort Collins as a unique destination. • The APP Program will continue to develop Utility projects that support the goals of the Utility Department • Review and make recommendations to City Council on all APP projects and donations. • Advise and make recommendations for changes to rules, regulations, guidelines, policy, administrative, and budgetary matters pertaining to the APP Program. • Continue to provide public art consulting for local private businesses. • Continue to maintain the APP website. • Continue to review donations of artwork to the city. • Continue to maintain the APP an collection. Design Consultant Projects The APP Board currently has ajuried list of 10 visual artists on the city's Design Consultant Resource List. These Design Consultants work with city departments and design teams to integrate art into city construction projects. We will publicize an open call and select a new group of artists in 2009. 1% Proiects These projects are usually developed in conjunction with a larger construction project and the art project timeline coincides with the construction timeline. Therefore, the APP art project could be delayed if the construction project is delayed. All these projects have an artist working with the project design team to develop concepts that meet the goals of the project. The APP Board currently has eleven 1% projects (city construction projects with budgets over $250,000). The projects are listed in order of project budget amount. The largest art budget is listed first. The APP Program is working with artist Robert Tully and the project team on concepts for the Pickle Plant site. This project team is developing a concept that creates a gateway into Old Town, reflects the historical significance of the site and highlights renewable energy. The APP Program is working with the Mason Transportation Corridor team to develop a process and concepts for art to further enhance and support this project. Artist Barbara Baer worked with the S.E. Branch Library team on concepts for this site. This project has been approved in currently being fabricated and will be installed in 2009. The City Engineering Department presented the West Harmony Road project to the APP Board. The APP program has selected artist Christopher Weed who will take his final design to the APP Board and City Council for review. r— ; 5 i The Planning Department had previously met with the APP Board to outline the various gateways to the city and options to work together as a team. For the North College Entryway, artist Howard Kalish was selected from an open competition. With collaboration from DDA, the artist will start meeting with the project team in the near future. Soapstone Prairie Natural Area project team has selected artist Robert Tully from the APP pre-approved list of artists. This project has been approved and the artist is currently working on multiple elements for the site. The APP Program has just completed eleven new Transformer Cabinet Mural sites in the Old Town area. To continue to help mitigate the graffiti on these cabinets, APP along with the Light & Power Department will continue to prioritize sites for future mural projects. In 2008 the project was also open to non-profit organizations, which included murals by T.R. Academy of the Arts and Crossroads Safehouse. The Parks Department joined the board to present the plans for a new city neighborhood park. The team is selecting an APP artist from the pre-approved list to work on this project. In 2008 Utilities and the APP program developed a program for the private Sponsorship of Transformer Cabinet Murals. The direction is to have the private owner cover all costs and donate the dollar amount to the city for the mural. The selected artist will then work with Art in Public Places Program to create the mural on the transformer cabinet. This new program will be promoted in 2009. A city engineer presented ideas for projects that could be incorporated into city sidewalks. The board recommended an open competition to solicit drawings from Fort Collins students ages 3-18. The APP program is advertising the 2009 Pedestrian Paver competition and will select drawings in early 2009. Up to 15 designs will be selected and be sandblasted into granite pavers. This will be the seventh competition for this program. The APP Board is working towards selecting an Old Town Location for an iconic art piece. They will further define the budget and artist selection process for this project. The Northside Aztlan Center is collaborating with the APP program to create an open call for an artwork for the walls of the pump house on their site. This structure has been the target of much graffiti and the staff is requesting that the Art in Public Places find a way to beautify this stricture and mitigate the graffiti. The direction of this project is to paint a mural, or create an artful work on the facade of the pump house. The concept will be designed by the kids, a project team, and an artist mentor. The City's Planning Department brought to the board a Wayfinding Project for the city. The city is in the design phase of this project. The project is selecting an artist from the APP pre-approved list to serve on the design team. The artists design time will be funded by the project. Potential New Project in 2009 • Discovery CenterIMuseum Project 16 ART IN PUBLIC PLACES BOARD 2008 ANNUAL REPORT BACKGROUND The Art in Public Places Board held their first meeting in July of 1995. The APP board meetings are being held the third Wednesday of each month at 3:30 p.m. at the Lincoln Center. Members who served in 2008 were Liliane Francuz, Jane Liska-Smith, Lee Needham, Jane Nevrivy, Craig Russell, Ray Tollison, and York. York served as Chairperson and Liliane Francuz served as Vice-Chair. ADMINISTRATION, POLICIES& GUIDELINES The APP Board continues to devote time to identifying ways in which policies will be administered in specific projects. SPECIAL_PROJECTS The APP Board continues to seek opportunities for art in community gateways and Utility projects that support the goals of the Utility. DESIGN CONSULTANT LIST The APP Board selected 10 visual artists to be placed on the city's Design Consultant Resource List. These Design Consultants work with city departments and design teams to integrate art into city construction projects. 1% PROJECTS(Completed) The Park Planning Department presented the Case Park project to the APP Board. Artist Jim Lynxwiler was selected for this project. The artist worked with the design team on the final concepts for the sculptural elements at this site. The Parks Department will install a garden surrounding the sculptures in 2009. The Park Planning and Development Department brought to the board information on the Harmony Park lI project in Southeast Fort Collins. The project team selected artist Jim Lynxwiler from the pre-approved Design Consultant Resource List. The artist completed a tiled entryway wall feature which incorporates hand made tiles from near-by school students. As an ongoing project, the APP program is working with the City's Engineering Department on the Pedestrian Paver project. This is the seventh competition for this program. The board recommended an open competition to solicit drawings from Fort Collins students ages 3-18. Fifteen paver designs were selected, sandblasted in granite and have been placed in City sidewalks. We have created and installed 76 pavers to date. The Red Fox Meadows Natural Area project team selected artist Barb McKee to work with the team and develop concepts for the site. The first phase of this project is complete. The artist has created and delivered all the concrete form liners for this site. The many concrete walls are in the process of being poured. The form liners will be used for up to ten walls; however they are also available for city Utilities to use in the future. As an ongoing project, the APP program is working with Utilities Light and Power on the Transformer Cabinet Mural project. 2008 was the third year for the program. Local artists are selected to paint murals on transformer cabinets that Utilities staff identifies as frequent targets of graffiti. This year, nine artists and two non-profit groups painted murals on twenty cabinets. Forty cabinets have been painted, overall. This project has a very high success rate at mitigating graffiti on the painted cabinets and is estimated to save Utilities/city $700 a month per cabinet in abatement costs. I%PROJECTS(Pending) The Pickle Plant Site is seen as an opportunity for use as a gateway feature. Artist Robert Tully was selected from an open competition. The artist is presently refining concepts and budget for the site with the project team. The project is scheduled to go through the APP approval process in early 2009. ' 7 The APP Program is working with the S.E. Branch Library team and artist Barbara Baer on artistic elements for this site. The artist is currently working on the fabrication of the artwork for this project. The artist will install the multiple art elements in early 2009. The City Engineering Department presented the W. Harmony Road project to the APP Board. Artist Christopher Weed was selected from an open competition. The project team is currently working with the artist on concepts for this site. This project will be reviewed by the APP Board and City Council early in 2009. The APP Program and the Park Planning Department are currently working on a new unamed City Park. After review from the APP Board, the team was directed to select an artist from the APP pre-approved list of Design Consultants. Artist Robert Tully has been selected and will start working with the team in 2009. The APP Program is working with the Mason Corridor team to develop a process and vision for the art along this corridor. Together they will develop a process for artist selection for this project. The Northside Aztlan Pumphouse project was presented to the board by N. Aztlan staff. This small building adjacent to the main building has been a target for graffiti. The department would like to collaborate with APP to work with an artist on this project to possibly create a mural on the building. The program will publicize an RFQ in 2009. Soapstone Prairie Natural Area project team has selected artist Robert Tully from the APP pre-approved list of artists. The artist has fabricated a series of stone cairns and an entryway sign on site and is currently working on carved stone inserts for a sheltered overlook being built. The artist also collaborated with the design team to assist with the design of the picnic shelters and overlook roofs. This project will be completed in 2009 The Advanced Planning Department had previously met with the APP Board to outline the various gateways to the city and options to work together as a team. The Board discussed being attentive to future projects that may be gateways to the city. The City's Engineering Department updated the board on the North College Improvement project. Artist Howard Kalish was selected from an open competition. The APP Program and the DDA will collaborate on this project to create a new gateway into Fort Collins. The APP Program worked with Utilities to create a Transformer Cabinet Sponsor Agreement which is a process for individuals and business to donate a transformer cabinet mural to the city. APP will promote this program in 2009. Staff from the Advanced Planning Department gave an overview of the Wayfinding project. The project team selected artist Andy Dufford to work with the project team on the design phase of this project. DONATIONS(Pending) The APP board has approved of an artistic addition to an existing bridge at The Gardens on Spring Creek. The donation will be funded by The Friends of the Gardens and designed by artist Lynne Hull. The project is expected to be completed in the spring of 2009. The APP board has approved of an art donation by the Northern Colorado Multicultural Corporation to be installed at the Northside Aztlan Community Center. Artist, Anne Bossert, is creating a large wall piece to be installed in January of 2009. The APP board is in the process of reviewing an art donation from the Rock Garden. The possible location is currently in discussion. COMMUNITY OUTREACH PROJECTS and AWARDS The APP Program received three Urban Design Awards, including Urban Fragment Award for the Police Facility and the Spring Creek Trail Project and a Civic Improvement Award for the Oak Street Project. The Transformer Cabinet Mural Project was selected to represent Fort Collins with a City Showcase Booth at the National League of Cities congress of cities and exposition in Florida. 8 2008 was the first year that the program opened up our Transformer Cabinet Project to non-profit organizations. For our first year we had participation from Crossroads Safehouse and T.R. Paul Academy of Arts& Knowledge School. The APP program promoted their Transformer Cabinet Project with informational flyers and artists painting on site in Old Town during I"Friday Gallery Walks and New West Fest. A Bike Hike to visit APP sites was coordinated by an APP Board Member and Colorado Mountain Club as one of the activities for Bike Month. APP staff members continue to give support to private businesses in the community. Staff assists with providing information on processes for acquiring art and contacts with artists. The APP webpage, www.fcgov.com/artspublic, continues to be updated with new projects and project descriptions. The APP website includes printable maps of the Pedestrian Pavers, the Transformer Cabinet Mural Project, and APP art locations throughout the city. PUBLICITY Utilities Newsletter in the August bill included an article on the APP Transformer Cabinet Project. Fort Collins Coloradoan printed articles on the proposed Pickle Plant Project. Fort Collins Now published articles on the Pedestrian Paver Project and the Streets Facility project. Journey Magazine printed articles on the APP Program and also Amelia Caruso's work on the Transformer Cabinet Project. Rocky Mountain Parent Magazine did a feature story on the two transformer cabinet murals created by TR Paul's Academy of the Arts&Knowledge school children. CSU Collegian included a photograph of artist Ren Burke working on her Transformer Cabinet mural. The Fort Collins APP Program was part of an ad in Public Art Magazine advertising the Colorado APP Programs. MAINTENANCE The program continues to maintain the APP collection. � 9 The Art in Public Places Board has not adopted bylaws 10 ATTACHMENT 5 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). ATTACHMENT 6 1. 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: l. 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 forproviding such training. Council liaisons do not normally attendmonthly 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. .y Revised: June 6,2000