HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/24/2007 - BOARDS AND COMMISSIONS PERIODIC REVIEW DATE: July24, 2007 WORK SESSION ITEM
STAFF: Darin Atteberry FORT COLLINS CITY COUNCIL
SUBJECT FOR DISCUSSION
Boards and Commissions Periodic Review.
GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED
Staff is seeking direction from Council regarding the status of the five boards being reviewed:
Affordable Housing Board
Human Relations Commission
Planning and Zoning Board
Women's Commission
Youth Advisory Board
The work session will conclude with either:
I. A statement that the board should continue without alteration; or
2. Direction to staff to prepare legislation making any changes (number of members, duties,
etc.).
BACKGROUND
At the January 25, 2000 study session, Council discussed several procedures regarding its boards
and commissions. A portion of the discussion focused on the establishment and scope of a process
to periodically review the purpose and functions of the City's boards and commissions. At Council's
request, staff developed a Periodic Review Process which was adopted on February 20, 2001 by
Resolution 2001-026 as a part of the Boards and Commissions Manual. The initial review dates
have been staggered, and, thereafter, each board or commission will be reviewed every six years
after the initial review. The 2007 review includes the following boards and commissions:
• Youth Advisory Board
• Affordable Housing Board
• Planning and Zoning Board
• Women's Commission
• Human Relations Commission
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
July 14, 2007 page 2
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.).
hi conjunction with this year's board and commission reviews, the Council Leadership Team asked
staff to collect information related to boards and commissions awards programs. A survey of all
boards and commissions revealed that five City boards and commissions present awards annually.
Two of the board and commissions that present awards are being reviewed in 2007 (Human
Relations Commission and the Women's Commission). The survey and summary are attached.
ATTACHMENTS
1. Periodic Review Process adopted February 20, 2001
2. The Role of Council Liaisons to Boards and Commissions adopted on May 17, 1988 and
revised on June 6, 2000
3. Youth Advisory Board Periodic Review Questionnaire—(with attachments)
4. Affordable Housing Board Periodic Review Questionnaire—(with attachments)
5. Planning and Zoning Board Periodic Review Questionnaire(with attachments)
6. Human Relations Commission Periodic Review Questionnaire (with attachments)
7. Women's Commission Periodic Review Questionnaire—(with attachments)
8. Boards and Commissions Awards Survey/Summary
ATTACHMENT 1
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 2
THE ROLE OF COUNCIL LIAISONS TO BOARDS AND COMMISSIONS
Every two years, following the election of Counciimembers, the Council selects its liaisons to the
boards and commissions. Council has defined the role of Council liaisons as follows:
1. To communicate with the board or commission when Council communication is needed
and to serve as the primary two-way communications channel between Council and the
board or commission.
2. To take the lead in filling vacancies,reviewing applications, and interviewing candidates
for the board or commission.
3. To serve as the primary informal Council contact for the board or commission.
4. To help resolve questions the board or commission may have about the role of Council,
municipal government, and the board or commission.
5. To establish formal or informal contact with the chairperson of the board or commission
and effectively communicate the role of the liaison.
6. To provide procedural direction and relay Council's position to the board or commission,
and to communicate to the board or commission that the liaison's role is not to direct the
board in its activities or work.
7. To serve as Council contact rather than an advocate for or ex-officio member of the board
or commission.
8. To review the annual work plan of the board or commission and make recommendations
to the City Council regarding the work plan.
9. To identify and help resolve any problems that may exist with respect to the functioning
of the board or commission.
10. To facilitate the training of new board and commission members by providing suggestions
and relevant information to the Citystaffinembers responsible forproviding such training.
Council liaisons do not normally attend.monthly meetings of the boards and commissions. Liaisons
are informed of boards and commissions activities through agendas and minutes, work plans, and
annual reports. Liaisons may attend a meeting due to an interest in a specific agenda topic, or may
"pop in"just to observe. Attendance by a Council liaison should not affect the normal structure of
a board meeting. Attention should not be focused on the Council liaison and his or her input.
If Council liaison participation is critical to a particular item, a direct invitation should be made to
the Council liaison, explaining why participation is deemed to be critical. If appropriate, discuss
with the liaison prior to the meeting what expectations are and whether the liaison can meet those
expectations.
Revised: June 6,2000 nip
ATTACHMENT 3
Youth Advisory Board — Lisa Poppaw, Council Liaison
— Steve Budner, Staff Liaison
Representatives — Matt Strauch, Chair
— Erin Rooney, Vice Chair
♦ Brief(1-2 minutes)board representatives introduce
themselves and present overview of board function/mission.
Present any major concerns (if any) for Council to consider.
♦ Council questions/comments (5-7 minutes) concerning the
responses on the Periodic Review Questionnaire.
♦ Brief(1-2 minutes) summary of Board or Council action
needed (if any)
Notes:
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: MONDAY,JULY 9,2007
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: June 28, 2007
BOARD/COMMISSION NAME: Youth Advisory Board
LIST OF MEMBERS: Matt Strauch, Chairperson
Laura Lamb
Erin Rooney
Lee Swanson
Kai Stuckey
Scott Umbreit
VACANT
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 Youth Advisory Board (YAB) is governed by Chapter 2, Division 34 of the City Charter.
The following are the Code defined functions of the YAB.
(1) To gather information from, and otherwise communicate with, other groups,
organizations and agencies regarding youth-oriented issues and problems.
(2) To document and discuss issues of importance to youth in the Fort Collins
community, specifically as they affect City-operated services.
(3) To review and discuss legislation that may affect youth.
(4) To recommend to City Council local legislation and policy actions or changes that
would enhance the status of youth in the Fort Collins community.
The Board feels that the Code defined functions are more than adequate in terms of setting the
stage for a proper work load. We recommend no change to these functions at this time should the
overall mission of the Board not change.
2. Is the board's workload (annual work plan) too much; too little; about right?
Explain.
At present, the 2007 work plan does not reflect the general direction of the Board. We have come
to believe that a better understanding by Board members of what a work plan is and should do
needs to be in place before we enter into the process. We often find ourselves at a loss to define a
functioning work plan as there seems to be little understanding of the present day need of the
Youth Advisory Board. There are too many potential "youth interest" items for the YAB to
potentially address. It's difficult to choose what's important to pursue among so many worthy
youth oriented issues. We need clear direction on specific projects by Council and/or City Staff
to give us a push in the right direction.
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: MONDAY,JULY 9,2007
3. Does the board effectively accomplish its annual work plan?
Due to its small size, every item on the 2007 work plan should be completed to some degree by
the end of the year.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
The Board feels the meetings are conducted effectively. They are often short (30-45 minutes) as
there is a lack of substantial discussion items. Members of the public rarely speak to the board.
Staff reports are usually brief. Board attendance is generally good.
5. Is the current size of the board appropriate?
In 2006, Council approved the reduction of YAB members from 9 to 7 as Team Fort Collins was
no longer appointing members which Council endorsed. 5 of the 7 members must be a "Youth,"
defined as age 21 or younger. The Board feels that an increase in the size of the Board would
create serious problems in attaining a quorum. At this time, the Board believes that the current
size is appropriate.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
With the recent appointment of Councilmember Lisa Poppaw as our new Council Liaison, the
Board feels that communication between the two entities will improve considerably. As
mentioned in item #2, a healthy line of communication with Council as a Board that has such a
broadly based mission of pursuing "youth issues" needs to exist so we don't end up spinning our
wheels.
7. Other comments:
We recommend that the Board service terms change from 4 years to 2 years, with the term limits
changing from 2 terms to 3 terms. Many on the Board (particularly the Youth members) do NOT
complete their full terms as they resign to attend college or pursue other interests. This would
simply codify reality.
A question we need answered is whether our Board addresses issues that are CSU or college-
aged student based. Perhaps a separate city Board should be created to address those issues? Was
the need found in the UniverCity planning process for more communication to exist between the
students of CSU and City Council? CSU students make up a significant portion of the population
and a mechanism for their input(other than ASCSU) should be addressed.
Due to the "youth heavy" nature of the Board and the extremely erratic schedules of YAB
3 -3
members past, present and those likely to come in the future, the Board is not able to hold
meetings in June, July or August. A quorum simply cannot be achieved. Board discussions on
the budget process, which are generally July and August, are not timely or effective for city staff
as full Board participation is not available. If this is to remain as a norm, Council should
seriously consider how our Board can be more effective to the Council when it is essentially
silent for 3 straight months.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
3
4
Administration—Boards and Commissions Div.34 Youth Advisory Board—§2.445
east five(5)of the members of the Board shall be under Sec.2-447. Officers;bylaws.
me age of twenty-one (21) years at the time of appoint- The Board shall elect annually from its membership a
chairperson, vice-chairperson and such other officers as
(b) ch member over the age of twenty-one (2 1) may be deemed necessary by the Board.The chairperson
years at a time of appointment shall serve without and vice-chairperson shall be under the age of twenty-
compensati for a term of four (4) years, except that one (21) years at the time of election. Bylaws may be
such member ay be appointed by the City Council for adopted by the Board, which bylaws shall not be incon-
a shorter term order to achieve overlapping tenure. sistent with the Charter, the Code or other policies that
Each member un r the age of twenty-one (21) years at may be established by the City Council. A copy of the
the time of appoin ent shall serve without compensa- bylaws shall be filed with the City Clerk for the use of
tion for a term of no ss than one (1) year and no more the City Council immediately after adoption by the
than four(4) years. Ap intments shall specify the term Board and they may be subject to the approval of the
of office of each individ 1. All members shall be sub- City Council.
ject to removal by the City ouncil. If a vacancy occurs (Ord. No. 58, 1994,4-19-94; Ord.No. 104, 2002, §4, 8-
on the Board, it shall be fil by the City Council for 20-02)
the remaining unexpired porti of the term or one (1)
year, whichever is longer. A in her over the age of Se . -448. Minutes;annual report;work plan.
twenty-one (21) years at the time itch member's term The B d shall take and file minutes in accordance
expires shall be eligible to apply for ne (1) additional with the requ ments of § 2-73 of the Code. On or be-
term of four (4) years. For the purpo s of this provi- fore January 31 each year, the Board shall file a re-
sion, a "term" shall include the balance an unexpired port with the City C setting forth the activities of the
term served by a person appointed to fill vacancy if Board for the previous . On or before November 30
such unexpired term exceeds twenty-four(24 onths. of each year, the Board sh 1 file a work plan with the
(Ord. No. 58, 1994, 4-19-94; Ord. No. 93, 2 §5, 7- City Clerk for the following y
16-02;Ord.No.93,2006, 7-18-2006) Ord. No.58 1994 4-19-94
Sec.2.446. Functions. Sees.2-449-2-450. Reserved.
The Board shall have the following functions: IVISION 35.ZONING BOARD OF APPEALS*
(1) To gather information from, and otherwise com- Sec. 451. Creation.
municate with, other groups, organizations and
agencies regarding youth-oriented issues and There all be and is hereby created a Zoning Board
problems. of Appeals, ereafter referred to in this Division as the
"Board."
(2) To document and discuss issues of importance to (Ord. No. 158, 86, § 25, 11-4-86; Ord. No. 29, 1992,
youth in the Fort Collins community, specifically 3-3-92)
as they affect City-operated services.
Sec.2-452. Membe ip;term.
(3) To review and discuss legislation that may affect
youth. (a) The Board shall nsist of seven (7) members
appointed by the City Coun ' .
(4) To recommend to City Council local legislation
and policy actions or changes which would en- (b) Each member shall se without compensation
hance the status of youth in the Fort Collins for a term of four(4)years, excep hat members may be
community. appointed by the City Council for a orter term in order
(Ord. No.58, 1994,4-19-94)
• Note—See Editors Note at Div.33.
Cross-refereno Appeals from certain boards and commissions to be
taken to by the City Council,4 2-47;open meetings,d 2-71 et seq.;Plan-
ning and Zoning Board, #2-351 et seq.; Office of Community Planning
and Environmental Services,§2-500;landmark preservation,Ch. 14.
2-38
Supp.No.81
City of Fort Collins
Youth Advisory Board
2007 Work Plan and Meeting Schedule
All regular Youth Advisory Board meetings are scheduled for the first Wednesday of
each month at the Youth Activity Center, 415 E. Monroe, 7:00 p.m.
2007 Meetine Schedule
January 3 April 4 July—no meeting October 3
February 7 May 2 August—no meeting November 7
March 7 June—no meeting September 5 December 5
2007 Work Plan (Proposed Aeenda Items)
• Complete inventory of existing City programs and facilities for youth.
• Develop a speakers series
• Pursue information sources regarding youth/assemble and forward to Council
• Develop bylaws/mission statement that are in harmony with the Board's purpose
• Explore liaison opportunities to other boards/commissions
11/06
YOUTH ADVISORY BOARD
2006 Annual Report
The Youth Advisory Board was created by City Council resolution on April 19, 1994.
The purpose of the Youth Advisory Board is to gather information; to communicate with
organizations and agencies regarding youth-oriented issues and problems; to document
and discuss issues of importance to youth in the Fort Collins community, specifically as
they relate to City-operated services; to review and discuss legislation that may affect
youth; and to recommend to City Council local legislation and policy actions or changes
which would enhance the status of youth in the Fort Collins community.
The Board held nine regular meetings in 2006. The calendar year began with Ryan
Hennig, Chairperson, and David Saperstone, Vice-chairperson.
During the course of the year, the Board proposed to Council to reduce the number of
Board members from 9 to 7, thus eliminating the 2 positions that were appointed by
TEAM Fort Collins. That proposed change was approved by City Council in July 2006.
As the year 2006 ended, the Board was comprised of the following members: Erin
Rooney, Ryan Hennig, Lee Swanson, Matt Strauch, Laura Lamb and Kai Stuckey. Scott
Umbreit was appointed by City Council in December to fill the one vacant seat. Council
member Kurt Kastein was City Council representative to the Board, Peggy Bowers of the
Recreation Division served as staff liaison to the Board, and Janet Urban, Recreation
Division, served as staff support. Steve Budner replaced Peggy Bowers as Recreation
Division staff liaison in November, 2006.
Youth Advisory Board highlights of 2006 include:
• The Board, along with Recreation staff member Kristie Blackmon of the Youth
Activity Center, planned and implemented a"Battle of the Bands",the proceeds
of which were donated to the fundraising committee for the Inspiration
Playground in the amount of$750.
• A "speakers series"was developed by Board members for presentation to
interested teens in February, March and April. Councilman Kurt Kastein was the
guest speaker in February, addressing the attendees on the "state of the City". In
March Tammy Agne-Moehle from the Larimer County Workforce Center spoke
to the audience about getting a job of interest and then keeping that job; she also
provided a multitude of handouts. April's guest speaker was Magistrate Mary
Joan Berenato who spoke on the juvenile justice system—how it works, its
success, etc.
• The Youth Advisory Board decided to have a booth to distribute information at
the Youth Fest on May 31 at the Youth Activity Center.
• An inventory of existing City programs and facilities for youth was undertaken by
staff and the Board as requested by Council member Kurt Kastein. In addition,
the Board was asked to expand their research to compare facilities/programs to
the adjacent youth population.
3 -7
Youth Advisory Board
Annual Report - 2006
• During the course of the year, Board members hosted guests who spoke
passionately about keeping the Youth Activity Center open, and letters from the
Board were written to City Council making that same request or, at the very least,
maintaining a south-side presence for youth/teen activities. The Board also
requested to City Council that funding not be reduced for the Recreation
Division's RAD Van program.
• The Board voted unanimously to request modification of the City Code to reduce
the Youth Advisory Board from 9 members to 7. That change was made by City
Council in July, 2006.
• As is usually the case, the Board did not meet during June, July and August.
• A presentation was made to the Board by individuals who represented the North
Front Range 2035 Regional Transportation Plan. Board members provided input
for their consideration.
• The Board decided to implement a"speakers series" once again in 2007 with
three presentations, one each in March,April and May.
• Board members received monthly verbal and written reports of activities and
participation at the City's Youth Activity Center and the Northside Aztlan
Community Center.
Lv
The Youth Advisory Board has no bylaws
3 -q
ATTACHMENT 4
Affordable Housing Board — Lisa Poppaw, Council Liaison
— Ken Waido, Staff Liaison
Representatives — Denise Rogers, Chair
— Jon Fairchild, Vice-Chair
♦ Brief(1-2 minutes)board representatives introduce
themselves and present overview of board function/mission.
Present any major concerns (if any) for Council to consider.
♦ Council questions/comments (5-7 minutes) concerning the
responses on the Periodic Review Questionnaire.
♦ Brief(1-2 minutes) summary of Board or Council action
needed(if any)
Notes:
4-1
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: July 2, 2007
BOARD/COMMISSION NAME: Affordable Housing Board
LIST OF MEMBERS: Denise Rogers, Chair
Jon Fairchild, Vice Chair
Ashley Monahan
Dan Byers
Peter Tippett
Robert Sullivan
3 Vacancies
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 Board's duty to "advise City Council on matters pertaining to affordable housing" is realistic
and allows the Board leeway to pursue issues that may affect housing affordability, such as land
use regulations, development standards, building codes, and impact fees.
2. Is the board's workload (annual work plan) too much; too little; about right?
Explain.
The Board believes their workload is about right.
3. Does the board effectively accomplish its annual work plan?
The Board's work plan calls for advocacy for affordable housing to the Council. Yet the Board
has not been effective in advocacy for all issues listed in the work plan. This might be explained
by a disconnect between the issues pursued by the Board and Council's goals and policies.
Without Council support of an issue, staff resources to research that issue are not available to the
Board. The Board would like to understand better Council's goals for affordable housing, and
adjust its work plan to be more consistent with those goals.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
The Board believes their meetings are conducted in an effective manner.
The Board appreciates receiving agenda packets in advance and the assistance of staff.
5. Is the current size of the board appropriate?
There are some issues related to the size of the Board. Turnover has been a problem. With
reduced numbers, it is sometimes difficult for the Board to achieve a quorum in order to conduct
an official meeting. Therefore, the Board would like to propose a reduction in the membership
number from nine (9) to seven(7) members.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
Because the Board has not received a response from Council to a number of memos written over
the last couple of years, (including a memo specifically requested by a Council member), it
appears to the Board that their recommendations are not being considered by Council members,
and are not having an impact on Council decisions.
The Board believes that more direct contact with the Council liaison would be helpful to discuss
issues and concerns. This would also provide the Council with an opportunity to provide
direction to the Board.
The Board recommends meeting with its Council liaison twice a year at regular Board meetings.
7. Other comments:
None.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
{ -3
Administration—Boards and Commissions Div.2 Affordable Housing Board—§2-82
ec. 2-82. Membership; term. not inconsistent with the Charter, the Code or other
policies at may be established by the City Council. A
a) The Board shall consist of nine (9) members ap- copy of the laws shall be filed with the City Clerk for
poi n d by the City Council, which members shall pos- the use of the it
Council immediately after adoption
Bess a ertise in affordable housing issues, including, by the Board, an he same may be subject to the ap-
without imitation, issues pertaining to development, proval of the City Co'dKil.
finance, le ing, charitable and low income services and (Ord. No. 84, 1993, 8-3- Ord.No. 104, 2002, § 1, 8-
general comm ity issues. 20-02)
(b) Each memb shall serve without compensation Sec. 2-85. Minutes; annual report; work plan.
for a term of four(4) s,except that members may be
appointed by the City Co cil for a shorter term in order The card shall take and file minutes in accordance
to achieve overlapping ten . Appointments shall spec- with the re irements of§ 2-73 of the Code. On or be-
ify the term of office of each individual. All members fore January of each year, the Board shall file a re-
shall be subject to removal by e City Council. If a port with the Cit lerk setting forth the activities of the
vacancy occurs on the Board, it all be filled by the Board for the previo year. On or before November 30
City Council for the remaining unex red portion of the of each year, the Boar all file a work plan with the
term. No member shall serve more two (2) con- City Clerk for the followin ear.
secutive terms. For the purposes of thi provision, a (Ord.No. 84, 1993,8-3-93)
"term" shall include the balance of an un ired term
served by a person appointed to fill a vacan if such Secs. 2-86-2-90. Reserved.
unexpired term exceeds twenty-four(24)months. D ISION 3.AIR QUALITY ADVISORY BOARD
(Ord. No. 84, 1993, 8-3-93; Ord. No. 93, 2002, § 1, 7-
16-02) Sec. 2- 1. Creation.
Sec.2-83. Functions. There all be and is hereby created an Air Quality
Advisory B rd,hereafter referred to in this Division as
The duties and functions of the Board shall be: the'Board."
(1) To advise the City Council on all matters per-
taining to affordable housing issues of concern to Sec.2-92. Mem rship; term.
the City;
(a) The Board sh 11 consist of nine (9) members ap-
(2) To aid and guide the development of City-wide pointed by the City Cc ncil.
affordable housing programs to address currently
existing and potential affordable housing issues; (b) Each member sha serve without compensation
for a term of four(4) years, xcept that members may be
(3) To promote citizen participation and public edu- appointed by the City Counc for a shorter term in order
cation on City-wide affordable housing issues; to achieve overlapping tenure. ppointments shall spec-
(4) To be aware of and coordinate with the various ify the term of office of each dividual. All members
shall be subject to removal by e City Council. If a
other City boards and commissions whose ac- vacancy occurs on the B6ard, it all be filled by the
tions may affect affordable housing in the com- City Council for the remaining une ired portion of the
munity; and term. No member shall serve more an two (2) con-
(5) To perform other such duties and functions and secutive terms. For the purposes of is provision, a
have other powers as provided by the City Coun- "term" shall include the balance of an expired term
cil. served by a person appointed to fill a vac cy if such
(Ord.No. 84, 1993, 8-3-93) unexpired term exceeds twenty-four(24) mon s.
(Ord. No. 78, 1994, 6-7-94; Ord. No. 93, 200 § 1, 7-
Sec.2-84. fficers; bylaws. 16-02)
The Board shal ect annually from its membership a
chairperson and such o cers as may be required. By-
laws may be adopted by the d, which bylaws shall
2-I1
Supp.No.77
City of Fort Collins
AFFORDABLE HOUSING BOARD
2007 Work Plan
Affordable housing is a critical component of the economic health, sustainability, and
vitality of the city of Fort Collins.
The citizens of Fort Collins recognized the importance of affordable housing in their
community when they listed affordable housing as the THIRD highest community value
in the 2003 Fort Collins Community Survey.
The Affordable Housing Board will focus its efforts on providing education and
advocacy for affordable housing to the Fort Collins City Council by:
1) Advocating for the need for affordable housing in our community,
specifically, educating the City Council on the important relationship between
economic vitality and affordable housing.
2) Identify how current and future funding levels meet the needs identified by
existing City policy(e.g. Affordable Housing Needs and Strategies report).
3) Reviewing all proposed land use and transportation issues (i.e. infill
development) and providing input to the City Council on the impact of these
issues on affordable housing.
4) Providing input to the City Council on impact fees in general, and revisiting
the impact fee rebate program.
5) Monitoring the Development Review Process and providing comments to
staff and City Council.
The Affordable Housing Board will continue its ongoing work in the following areas:
- Recognizing the interdependence of affordable housing and a multitude of
other areas, board members will maintain liaison positions to other groups,
including:
o Dan Byers—Northern Colorado Home Builder's Assn.
o Jon Fairchild—Catholic Charities Northern
o Rachel Davis—Commission on Disability
o Denise Rogers—Planning and Zoning Commission
o Pete Tippett—Board of Realtors
- Continue to play a critical role in the Competitive Review process by
reviewing all housing proposals and forwarding priority rankings to the
Community Development Block Grant (CDBG) Commission.
Ll
Affordable Housing Board
2006 Annual Report
The following lists the major items the Affordable Housing Board was involved with during
2006:
1. Land Bank Program Updates: The Board was updated throughout the year on the
progress of the land bank program to acquire properties for the long-term
development of affordable housing.
2. Competitive Process for Allocating City Funds for Affordable Housing: Worked
with the CDBG Commission in advising the City Council on the funding for
affordable housing projects in the spring and fall cycles of the competitive process.
3. City Budget/Affordable Housing Funds. The Board was updated regularly on the
City budget issues of reduced revenues and what the impacts would mean for funding
for affordable housing programs.
4. 2006 Work Program. The Board conducted a couple of in-depth meetings with
Council member Kurt Kastein, Council liaison to the Board, to discuss the Board's
2006 Work Plan.
5. Affordable Housing Summit. Met with Eric Nichols, President of the Fort Collins
Board of Realtors, to discuss the 2006 Affordable Housing Summit.
6. Building Advocacy for Affordable Housing. Following a major item on the
Board's 2006 Work Plan, the Board conducted a series of sessions with major
providers of affordable housing in the community to determine how the Board could
help them achieve their specific missions. Meeting with the Board were the following
individuals:
a. Gordon Thibedeau, Director of the Larimer County United Way
b. Chadrick Martinez, Executive Director of CARE Housing
c. Julie Brewen, Executive Director of the Fort Collins Housing Authority
d. Wendie Robinson, Executive Director of Neighbor-to-Neighbor
e. Candace Mayo, Executive Director of Fort Collins Habitat for Humanity
f. Vickie McLane, Policy&Intergovernmental Manager,North Front Range
Metropolitan Planning Organization(NFRMPO)
7. Competitive Process Application/Review Criteria. Conducted several meetings to
discuss possibly expanding the criteria to review affordable housing funding requests
in the competitive process to include the issues of handicapped access and"green"
building techniques. The issues remain unresolved.
8. Human Services Day Center. Discussed whether to send a letter of support to the
City Council regarding a proposed Human Services Day Center in the North College
area which was receiving NIMBY opposition from area residents and business
owners. Since the project had not proceeded as yet through the development review
process the Board delayed any official action.
9. Coloradoan Marketing Data. Heard a presentation from Konan Houser from the
Marketing Department of the Fort Collins Coloradoan newspaper regarding housing
prices and demands. The data presented differed from information previously given
to the Board. Some Board members questioned the validity of the Coloradoan's
'7-/
information.
10. 2007 Work Plan. The Board worked to complete a work plan for the year 2007.
q -7
BYLAWS AND RULES OF PROCEDURE
OF THE
AFFORDABLE HOUSING BOARD
CITY OF FORT COLLINS, COLORADO
ARTICLE I
Section 1. These bylaws and rules of procedure have been adopted by the Affordable
Housing Board and approved by the City Council. Any bylaws or rules of
procedure previously in effect are herewith superseded.
Section 2. The official title of this Board shall be the Affordable Housing Board of the
City of Fort Collins, Colorado.
ARTICLE lI
Section 1. Regular meetings of the Board shall be held on the first Thursday of each
month at 4:00 p.m.
Section 2. Special meetings maybe called by the Chairperson of the Board at such other
times as the Chairperson or the Board may determine to be admissible,
provided that written notice or notice by telephone of such meeting and of the
subject matter of such meeting be given to each Board member at least
twenty-four(24)hours prior to the time set for such meeting;provided further
that notice of any such meeting be filed with the City Clerk twenty-four(24)
hours before the time of such meeting. Any Board member may sign a
waiver of notice which waiver shall then be in lieu of any other notice
requirement. A Board member attending any meeting shall be deemed to
received the necessary notice of such meeting.
Section 3. All meetings of the Board shall be held in a designated conference room in a
City facility or after proper notice as set forth in Section 2.
Section 4. All meetings shall be open to the public. The first item on the agenda shall
be noted for Open Discussion and shall allow a ten-minute time slot for
public input. Persons wanting to address the Board may also do so by
obtaining agenda item approval by both the Secretary and the Chairperson of
the Board not less than fourteen(14)days before the next regularly scheduled
meeting. Guests may also address the Board at other times by Board
invitation.
Section 5. A quorum of the Board shall consist of 50% of current membership. No
official action may be taken by the Board unless a quorum is present.
However, if a quorum is not present,the meeting may still be conducted for
the purposes of status reporting and discussion of items.
y-
Section 6. The order of business for all meetings shall be the order as it appears in the
agenda except that the Chairperson may, under special circumstances,
rearrange the order of business unless otherwise directed by a majority of the
Board.
Section 7. Any Board member who has a personal interest in any matter before the
Board shall disqualify himself or herself from any such consideration or
discussion of or voting upon such matter. Any such disqualification shall be
noted in the official Minutes of the meeting.
ARTICLE III
Officers and Duties
Section 1. The Affordable Housing Board shall be comprised of nine regular members
who shall serve without compensation.
Section 2. At the first regular meeting in each year,a Chairperson and Vice-Chairperson
shall be elected by majority vote of the Board. That meeting shall be
designated as the Board's annual meeting.
Section 3. The Chairperson shall preside at all meetings of the Board. In the event of
the absence or disability of the Chairperson, the Vice-Chairperson shall
preside.
Section 4. A vacancy in the office of Chairperson shall be filled automatically by the
Vice-Chairperson, and a new Vice-Chairperson shall be elected at the next
regular meeting of the Board from among the regular members. A vacancy in
the office of Vice-Chairperson shall be filled at the next regular meeting of
the Board by election from among the regular members. The officers so
elected shall serve until the next annual meeting.
Section 5. The Chairperson,subject to these bylaws and rules of procedure,shall decide
all points of order or procedure,unless otherwise directed by a majority of the
Board in session at that time.
Section 6. The Secretary of the Board shall be the Chief Planner, Advance Planning
Department,who shall be a non-voting member of the Board. The Secretary
shall keep or cause to be kept the Minutes of each Board meeting, shall
conduct all official correspondence and generally supervise the clerical and
technical work of the Board.
ARTICLE IV
Amendments
These rules may be amended or modified by a majority vote of the Board, provided that such
amendments be presented in writing and such action be taken thereon at a subsequent regular
y-R
meeting, subject to the approval of the City Council.
Amended: March 1, 2007
ATTACHMENT 5
Planning and Zoning Board —Diggs Brown, Council Liaison
— Cameron Gloss, Staff Liaison
Representatives —David Lingle, Chair
— Brigitte Schmidt, 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 (10-12 minutes) concerning
the responses on the Periodic Review Questionnaire.
♦ Brief(1-2 minutes) summary of Board or Council action
needed(if any)
Notes
5 _I
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: MONDAY,JULY 9,2007
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: June 29, 2007
BOARD/COMMISSION NAME: Planning& Zoning Board
LIST OF MEMBERS: David Lingle, Chairperson
Brigitte Schmidt, Vice-Chairperson
Gino Campana
Ruth Rollins
Andy Smith
Butch(William) Stockover
James Wetzler
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.
2. Is the board's workload (annual work plan) too much; too little; about right?
Explain.
Meeting agendas over the past few years appear to indicate an appropriate workload. The
Board's workload has been reduced substantially as the adoption of the Land Use Code
now permits more development proposals to come before an Administrative Hearing
Officer rather than the Board. As a result, Board meetings were reduced from two
meetings per month down to one. The number of hearings per year seems appropriate
given that agendas remain full and items are continued only in those cases where there
are substantive issues. Meetings are rarely cancelled due to a lack of items.
3. Does the board effectively accomplish its annual work plan?
The Board either completes, or makes substantial progress in accomplishing, its annual
work plan. Success in this area is largely predicated on the workload generated through
the development review process, which is out of the board or staffs control.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
Yes. The Board has adopted a continuous improvement approach to effective meeting
management. Several changes to meeting protocol has been implemented which seem to
have resulted in smoother running hearings.
5 -a--
Planning&Zoning Board
B&C Periodic Review Questionnaire
Page 2
5. Is the current size of the board appropriate?
Yes, seven members seem to adequately represent the diverse range of views held by our
constituents and also maintain the likelihood that a quorum is provided.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
In recent years, the Council liaison has been attending the Board's annual retreat and
dedicating time on the retreat agenda to brainstorm methods to improve communication.
While this approach has been helpful, additional interaction between Council and the
Board would improve communication. One suggested change is a moderated annual City
Council-Planning and Zoning Board joint worksession where issues of land use policy
direction could be weighed and discussion.
Written summaries of Planning and Zoning Board land use recommendations are
included within the City Council agenda item summary document. This summary,
coupled with Planning and Zoning Board meeting minutes, is an effective way to
communicate the Board's stance on an item.
Since City staff has caught up on a long-standing backlog of hearing minutes, Council
members now have ready access to past Planning and Zoning Board discussions on a
particular item.
Over the past year, the Planning staff instituted a change to the Planning and Zoning
Board worksessions by providing updates on City Council actions taken on items where
the Board has made a recommendation. This followup information keeps Board
members in touch with Council's policy position on land use matters.
7. Other comments:
One of the Board's responsibilities is the coordination between the City, PoudreR-1
School District, Thompson School District, and Larimer County. After a series of
conflicting actions came up between these entities, a more collaborative approach has
been adopted that seems to be working well.
Attachments:
City Code description of duties
2007 Work Plan
2006 Annual Report
Current Bylaws
-3
DIVISION 26. PLANNING AND ZONING BOARD*
ec. 2-351. Creation. LQ0
e shall be and is hereby created a Planning and Zoning Board, hereafter referred to
in thi Division as the "Board."
(Ord. No. 58, 1986, § 19, 11-4-86)
Sec. 2-352. mbership; term. mot
(a) The B d shall consist of seven(7) members appointed by the City Council.
(b) Each to er shall serve without compensation for a term of four(4) years,
except that m bers may be appointed by the City Council for a shorter term in
order to achieve verlapping tenure. Appointments shall specify the term of office
of each individual. 11 members shall be subject to removal by the City Council.
If a vacancy occurs the Board, it shall be filled by the City Council for the
remaining unexpired p ion of the term. No member shall serve more than two
(2) consecutive terms. Fo the purposes of this provision, a"term" shall include
the balance of an unexpire erm served by a person appointed to fill a vacancy if
such unexpired term exceeds enty-four(24) months.
(Ord. No. 158, 1986, § 19, 11-4-86; Ord. 82, 1990. § 6, 8-7-90; Ord. No. 92, 1992, §
16, 9-15-92; Ord. No. 93, 2002, § 1, 7-16-02)
Sec. 2-353. Functions. toot
The Board shall have the following functions:
(1) To advise the City Council on zoning, subdivision, annexations, major public
and private projects and long-range planning;
(2) To exercise the authority vested in it by state planning and zoning laws subject
to the provisions of this Division and the following additional provisions and
limitations:
a. All references in Title 31, Article 23, Part 2, C.R.S., to the adoption of the
master/comprehensive plan by a "planning commission" shall not apply to
the Board, and the function of the Board with respect to the adoption of a
master/comprehensive plan for the City shall be to advise and make
recommendations to the City Council regarding the adoption of the same.
b. Notwithstanding any provision to the contrary in Section 31-23-214, C.R.S., or in
Title 31, Article 23, Part 2, to the effect that a planning commission has
the power to adopt regulations governing the subdivision of land in the
5-y
City, all such regulations governing the subdivision of land shall be
adopted by the City Council as required pursuant to Article II, Section 6 of
the Charter.
c. The procedures for development review within the City shall be as established in
the Land Use Code or, if applicable, the Transitional Land Use
Regulations. Accordingly, Section 31-23-215, C.R.S., shall have no force
or effect in the City.
d. To the extent that any provision contained in Title 31, Article 23, C.R.S.
conflicts, either expressly or implicitly, directly or indirectly,with any law
or regulation enacted by the City, the law or regulation of the City shall
control.
(3) To cooperate with school, county and any other planning and zoning board
and with the approval of the City Council to enter into agreements to promote
uniform planning and zoning within and without the City,
(4) To take final action to approve, disapprove or approve with conditions
planning items in accordance with this Code and Charter subject to the appeal
procedures contained in Article II, Division 3 of this Chapter. In taking such final
action, the Board shall have the authority to accept the dedication of streets,
easements and other rights-of-way as laid out on plats presented to the Board for
approval or as otherwise described in deeds of dedication, whether on or off the
site of a specific planning item,provided that such dedication is necessitated by
reason of the approval of such planning item. The Board shall also have the
authority to vacate easements and other rights-of-way,but not to include streets
and alleys, by resolution or by approval of replats containing notation of such
vacation.
(Ord. No. 158, 1986, § 19, 11-4-86; Ord. No. 173, 1987, 11-3-87; Ord. No. 4, 1988, 1-19-
88; Ord. No. 59, 1988, 5-3-88; Ord. No. 135, 1988, 10-18-88; Ord. No. 37, 1993, 5-4-93;
Ord. No. 89, 1995, § 1, 8-1-95; Ord. No. 33, 1996, 4-2-96; Ord. No. 51, 1997, § 6, 3-18-
97; Ord. No. 91, 1998, 5-19-98; Ord. No. 43, 2005, 5-3-05)
Cross-references—Zoning, annexation, subdivisions and development of land, Land
Use Code (or Transitional Land Use Regulations, if applicable).
Sec. 2-354. Officers; b ws. t0-ot
The Board shall elect annual om its membership a chairperson and such officers as
may be required. Bylaws may be a ted by the Board, which bylaws shall not be
inconsistent with the Charter, the Code other policies that may be established by the
City Council. A copy of the bylaws shall be d with the City Clerk for the use of the
City Council immediately after adoption by the d, and the same may be subject to
the approval of the City Council.
TO: Karla Smith
Boards and Commissions Coordinator
FROM: David Lingle, Chairman
Planning and Zoning Board
DATE: December 1, 2006
SUBJECT: Planning and Zoning Board Work Program- 2007
The Planning and Zoning Board saw an overall reduction in the number of
development applications during the past year. The trend toward more
infill and redevelopment development also continued, along with the
unique issues that often arise with these projects.
In addition to evaluating development proposals, the Board will address
important land use policy and process issues during 2007, including:
• Infill and Redevelopment Reaulations Work on fine-tuning
development regulations and processes for inf ill and redevelopment
will continue in 2007, building on efforts of the 2005 REFILL Fort
Collins study and the 2006 Land Use Code amendments. Emphasis
will be on design compatibility standards, alley paving policies, fire
safety requirements, public infrastructure warranty requirements, and
utility connection fee issues.
• South College Corridor Plan -A Subarea Plan for the area abutting
South College, south of Harmony Road to Carpenter Road that was
part of the Southwest Enclave Phase I Annexation. The Plan will
address redevelopment issues including, but not limited to, land use,
infrastructure, design, and financing implementation.
• Urban Renewal Plans—Urban Renewal Authority staff will likely be
preparing urban renewal plans for a few specific areas in Fort Collins.
Possible plan areas include: Foothills Mall and East Mulberry.
• North College Corridor Plan - An update of the North College Corridor
Plan providing direction on future land use and community character.
• 1-25/392 Interchanae Improvement Plan -Action strategies to
implement improvements to the interchange, with particular emphasis
on funding mechanisms.
a Maior Annexations - Annexation applications for the Fossil Creek
Reservoir and the CSU Foothills Campus are likely to be considered
during 2007.
• Mountain Vista Subarea Plan update - Some new land use and
transportation issues have arisen that will need to be addressed in the
Plan update.
cc: Planning and Zoning Board Members
Karen Weltkanut,Council Liaison
Greg Byrne,CPES Director
Cameron Gloss,Current Planning Director
Joe Frank,Advance Planning Director
Community Planning and Environmental Services
Current Planning
City of Fort Collins
Memorandum
To: Karla Smith, Boards and Commissions Coordinator
From: Cameron Gloss, Director, Current Planning Department
Date: January 31, 2007
Re: 2006 Current Planning & Zoning Board Annual Report
The Planning and Zoning Board membership remained unchanged during 2006.
David Lingle was elected Chairperson and Brigitte Schmidt became the Vice-
Chairperson.
In 2006, the Planning and Zoning Board held 12 regular public hearings, taking
action on an average of 6 items per meeting. The agenda ranged from two items to
as many as 12 items. The Board held 12 work sessions prior to the regular
meetings. In addition, there was also one Board/staff retreat.
The Development Review agenda items for the year totaled:
3 Overall Development Plans (including amended plans);
16 Project Development Plans;
2 Easement Vacations;
21 Easement Dedications;
1 Modification of Standard (Stand-alone request);
9 Rezonings;
8 Annexations totaling approximately 1,997.87 acres;
1 Major Amendments;
6 Site Plan Advisory Reviews;
1 Out-of-City Utility Request;
1 Wireless Telecommunication Facility;
1 Right of Way Dedication; and
1 Change of Use.
,7 ' U
The Board provided recommendations to the City Council on the following items:
• Recommendation to amend Section 3.5.4(C)(3)(a) of the LUC to place
additional emphasis on providing a functional entrance(s) on the side of a
large retail establishment and that such an entrance may be to a small
retail store (liner store.)
• Sunrise Ridge Second Annexation & Zoning
• Boma Annexation & Zoning
• Sanctuary Annexation & Zoning
• Mountain & Frey Rezoning & Amendment to the West Side Neighborhood
Plan
• Willow Brook Parcel F Rezoning
• Recommendation for an increase in the postage fee for the notification fee
for affected property owners.
• Harmony & Shields Structure Plan Amendment and Rezoning
• Spring Creek Farms Rezoning & Structure Plan Amendment
• Recommendation regarding the Fort Collins-Loveland Municipal Airport
Master Plan Update.
• Peterson Annexation & Zoning
• Streamside Annexation & Zoning
• Johnston Annexation & Zoning
• Spring and Fall 2006 Land Use Code Revisions, Clarifications & Additions
• Recommendation for two text amendments to the LUC to add two
permitted uses to the Harmony Corridor zone district and be subject to
Administrative Review.
• Southwest Enclave Annexation & Zoning
• Recommendation to amend the LUC to add the Rural Lands Zoning
District
• Recommendation for minor wording amendments to the Larimer County &
City of Fort Collins Intergovernmental Agreement to the Fort Collins
Growth Management Area
• New Dawn Fort Collins Rezoning & Structure Plan Amendment
• Arbor South Second Annexation & Zoning
• Recommendation for a text amendment to the LUC to add Health Clubs
as permitted use to the River Downtown Redevelopment zone district
• Recommendation for amendments to the LUC and City Code
implementing mitigation measures of the Southwest Enclave Annexation.
• Harmony & Shields Revised Structure Plan Amendment and Rezoning
• Front Range Second Rezoning & Structure Plan Amendment
• Recommendation for Adoption of the Northwest Subarea Plan
None of the Board's 2006 decisions were appealed to City Council:
cc: Planning & Zoning Board members
Darin Atteberry, City Manager
Joe Frank, Interim CPES Director
Karen Weitkunat, Board Liaison
.S A
t
ADOPTED BY CITY COUNCIL
October 21, 1980
By-Laws and Rules of Procedure
of the
Planning and Zoning Board
City of Fort Collins, Colorado
Article I -- Introduction
Section 1. These by-laws and rules of procedure have been adopted by
the Planning and Zoning Board and shall become effective upon approval of
the City Council and shall supercede any by-laws or rules of procedure
previously in effect. These by-laws and rules of procedure are designed
and intended to inform all residents of the city and other interested
persons about the operation of the Planning and Zoning Board. These
by-laws and rules of procedure meet the requirements for the adoption of
same as set forth in the City of Fort Collins "Boards and Commissions
Manual ," and are intended to be applied in conjunction with all of its
requirements and provisions. It is hoped that through the use of these
by-laws and rules of procedure that the Planning and Zoning Board can
effectively carry out its obligation to the City Council of the City of
Fort Collins, Colorado and that each and every matter to come before the
Board will receive a fair and reasonable hearing.
Section 2. The official title of this Board shall be the City of Fort
Collins, Colorado Planning and Zoning Board.
Article II -- Membership and Officers
Section 1. The Planning and Zoning Board shall be comprised of a
membership determined by the charter and codes of this City of Fort Col-
lins, Colorado.
Section 2. The officers of the Board shall be a Chairman and Vice-
Chairman. No officer shall be eligible to serve for more than two con-
I
---- --------- — -. . . .. � ��
secutive terms in the same office.
Section 3. The election of the Chairman and Vice-Chairman shall be
held at the regular meeting of the Board in September of each year.
Section 4. The Planning Director of the City of Fort Collins shall
serve as Secretary of the Board.
Section 5. A vacancy in the office of Chairman shall be filled
automatically by the Vice-Chairman and a new Vice-Chairman elected at the
next regular meeting of the Board from among the members. A vacancy in the
office of Vice-Chairman shall be filled at the next regular meeting of the
Board by election from among the members. The officers so elected shall
serve until the next annual meeting in September.
Article III -- Duties of Officers
Section 1. The Chairman shall preside at all regular, special or
adjourned meetings of the Board and shall, subject to these by-laws and
rules of procedure, decide all points of procedure unless otherwise direct-
ed by a majority of the members there present and in session.
Section 2. The Vice-Chairman shall assume the duties and responsi-
bilities of the Chairman in the event the Chairman is absent or unable to
perform. The Vice-Chairman, with the Chairman and staff assistance,
is responsible for an orientation program provided new Planning and Zoning
Board members.
Section 3. The secretary shall keep or cause to be kept all records
of the Board and shall transmit all appropriate records to the City Clerk
to become a part of the official City record. The Secretary, subject to
the direction of the Board and its Chairman, shall prepare or have prepared
all correspondence of the Board; receive and file all matters referred to
the Board; send out all notices required by law, ordinance, these rules or
as requested by the Board; scrutinize all matters to insure that these
rules are complied with; prepare and keep calendars, dockets and minutes of
the Board's proceedings; retain in the records the original papers acted
upon by the Board; keep all records, files and indices required by the
Board.
I
5-ll
Article IV -- Meetings
Section 1. The Secretary shall prepare or cause to be prepared an
agenda for every regular, adjourned or special meeting of the Board subject
to the review and approval of the Chairman.
Section 2. The regular meetings of the Board shall be held on the
fourth Monday of each month at 6:30 p.m. in the Council Chambers, City
Hall, Fort Collins, Colorado or, after timely notice, at such time and
place within the City of Fort Collins as the Chairman shall designate.
The regular monthly Work Session shall be held during the week on Friday,
unless otherwise scheduled, preceding the fourth Monday of the month.
Section 3. The regular meeting in September of each year shall
be considered the annual meeting.
Section 4. Any regular meeting may be adjourned and reconvened at a
time and in a place determined by a majority of the members there present
and in session.
Section S. Special meetings may be called by the Chairman, or by the
Secretary at the request of two members, provided that notice of the same
including a listing of all items to be considered shall be delivered to
each member of the Board or to his or her residence at least forty-eight
hours prior to the time set for such meeting; providing further, however,
that announcement of a special meeting at any meeting at which all members
are present shall be sufficient notice of such meeting. Formal action
taken at a special meeting called in accordance with this rule shall be
considered as though it were taken in a regular meeting for those, and only
those matters referred to in the call for the meeting.
Section 6. All meetings of the Board shall be open to the public.
Section 7. All meetings of the Board shall require a quorum to be
present and in session before official and formal action can be taken on
any matter. A quorum is defined for the purposes of these by-laws and
rules of procedure as any four members. The Vice-Chairman shall preside in
the absence of the Chairman. Where both the Chairman and Vice-Chairman are
absent, .those members present through a majority vote shall select a member
to preside over that meeting.
Section B. The Chairman may from time to time call work session
meetings for the purpose of receiving information, hearing presentations
and discussing information provided, however, that no formal or informal
action may be taken.
Section 9. Voting at any regular, adjourned or special meetings shall
be by a roll call vote.
Section 10. Any member shall request of the Chairman to be excused
from the discussion and voting on any matter before the Board in which the
member feels there is a personal interest or conflict. The Chairman may
require a member to be excused from the discussion and voting if in the
Chairman's opinion a personal interest or conflict exists. A majority vote
of members present, excluding the Chairman, may require the Chairman to be
excused from the discussion and voting if in the majority's opinion a
personal interest or conflict exists. Any such exclusion shall be noted in
the official minutes of the meeting.
Section 11. The order of business for all meetings shall be the order
as it appears in the agenda except that the Chairman may under special
circumstances rearrange the order of business unless otherwise directed by
a majority of the members there present and in session.
Section 12. The Secretary shall keep or cause to be kept minutes and
keep the same recorded to date, showing all important facts pertaining to
each meeting and hearing, the vote of each regular member upon each matter
or those absent or failing to vote, and such other details as the Board or
its Chairman shall direct. The minutes of each meeting shall be approved
by the Board at its next regular meeting. The regular monthly meeting
minutes shall also include date, time, and attendance of Planning and
Zoning Board members and alternate at the monthly Work Session.
' t
Section 13. The Secretary shall prepare or cause to be prepared the
transmittal of official and formal actions of the Board to the City Mana-
ger's office for scheduling before the Fort Collins City Council .
Article V -- Committees
Section 1 . There shall be no standing committees of the Board.
Section 2. The Chairman may from time to time create such ad-hoc
committees as he or she may deem appropriate for special study or review
unless directed otherwise by a majority of the members present and in
session at any regular, adjourned or special meeting of the Board.
Section 3. The Chairman shall appoint all ad-hoc committee members
and shall appoint a committee chairman which shall be a member of the Board
provided, however, that no member shall be required to serve on more than
two committees simultaneously or as chairman of more than one committee.
Section 4. Any committees created under this Article will be required
to file a final report with the Board and shall be deemed to be disbanded
upon the filing and acceptance of such report with the Board.
Section 5. The Chairman and Vice-Chairman of the Board will automat-
ically become ex-officio members of all committees created under this
Article.
Article VI -- Amendments
Section 1. These rules may be amended by a majority vote of a quorum
of members present and in session at any regular meeting provided that
notice in writing has been given to each member at least ten days prior to
such meeting or provided such amendment was read at the last preceding
regular meeting of the Board.
Section 2. Any rule of these by-laws and rules of procedure may be
suspended at any regular, adjourned or special meeting by a majority vote
of a quorum of members present and in session at any regular meeting.
ATTACHMENT 6
Human Relations Commission — Lisa Poppaw, Council Liaison
— Becky O'Donnell, Staff Liaison
Representatives — Maryanne Ingratta, Chair
— Elaine Boni, 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 (10-12 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: MONDAY,JULY 9,2007
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: June 2007
BOARD/COMMISSION NAME: Human Relations Commission
LIST OF MEMBERS:
Maryanne Ingratta, Chair
Elaine Boni, Vice Chair
Page Backlunc-Jarquin
Joann Ginal
Maya Jairam
Karen Wong-Brown
Christina Matsushina
James Ross
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 flexible enough to allow us to be as active as we believe we can be. Our
limitations are, in part, determined by our funding and the fact that most of us also have full time
jobs. This past year City Council has not called upon us to provide any feedback to them on
anything specific and so our agenda has been self defined.
2. Is the board's workload (annual work plan) too much; too little; about right?
Explain.
We are committed to the annual HRC Awards and Breakfast and plan accordingly.
We make an effort to watch for pending legislation so we can do some research and advise
Council as to how it might implicate Human Relations within the city. We continue to monitor
the Citizen's Review Board and our members participate in the Citizen's Liaison Program.
We make an effort to educate ourselves to issues that come before the Council from Fort Collins
citizens and organizations. NOTE: The HRC made minor revisions to the 2007 Work Plan at
it's recent retreat. The revised (highlighted/strikeout version) is attached.
3. Does the board effectively accomplish its annual work plan?
This past year brought many changes to the Commission's membership. Our current Board has
reviewed our 2007 Work Plan and decided to move forward with some modifications.
6 - 1
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: MONDAY,JULY 9,2007
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
Our meetings are always full of good discussion; we routinely have speakers and regularly have
community members in attendance. Aside from our regular monthly meeting, each Committee
meets once a month and many times we need to calls special meetings to cover timely issues.
P g Y
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?
We have always received great support from our Council Liaison David Roy. Our only
disappointment is that the City Council does not reach out to us as we think they could to get
input or to organize community feedback on diversity issues. We are looking forward to working
with our new Council Liaison Lisa Poppaw.
7. Other comments:
We are all passionate in our commitment to serving our community. We understand that many
issues are controversial and work hard to provide opportunities for discussion and offer
thoughtful recommendations. At our Retreat, June 23, we adopted the following Mission
Statement.
As Community leaders and advisors to City Council, we research, deliberate and then take
proactive and responsive measures to promote the dignity of individuals and groups in Fort
Collins.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
� 3
Administration—Boards and Commissions PW.15 Gulf Sual it—
oazd for the previous year. On or before November 30 Sec.2-263. Functions.
f each year, the Board shall file a work plan with the The Commission shall have the following functions:
'ty Clerk for the following year. S
( d. No. 1986, § "' 11-4-86; Ord.No. 79, 1988, (1) To promote positive interaction among all City
§ 8, 6-7-88;Ord.No. 92, 1992, § 10,9-15-92) residents and to discourage all forms of discrimi-
Secs. -241-2-245. Reserved. nation based upon the diversified values and in-
dividual differences of such residents by;
IVISION 16.HOUSING AUTHORITY" a. Developing and promoting educational pro-
Sees.2- 46-2-260. Reserved. grams and activities that advocate awareness
Editor's no The Housing Authority creation, membership, powers, and respect for diversity;
duties,etc.,ar contained in Article IV of this Chapter. b. Cooperating with and providing leadership
and support for other groups interested in
DI I IS ON 17.HUMAN RELATIONS promoting value and respect for diversity and
COMMISSION** positive intergroup relations;
Sec.2-261. reation. c. Educating City residents about existing local,
state and federal laws dealing with discrimi-
There shall e and is hereby created a Human Rela- nation and diversity;
tions Commissi , hereafter referred to in this Division d. Reviewing proposed legislation, policy
as the "Commissi n." changes or other governmental action at the
(Ord.No. 158, 19 6, § 11, 11-4-86) federal, state or local level which may affect
human rights in the City and making recom-
Sec.2-262. Mem ership; terms. mendations to the City Council regarding the
(a) The Commis ion shall consist of nine (9) mem- same;and
bens appointed by the City Council. e. Recommending to the City Council such ac-
tions as may be necessary or advisable to
(b) Each member all serve without compensation achieve:
for a term of four(4)ye ,except that members may be ]. Equal employment opportunities for all
appointed by the City C cil for a shorter term in order persons;
to achieve overlapping to ure. Appointments shall spec- 2. Equal housing opportunities for all per-
ify the term of office of ch individual. All members sons;
shall be subject to remova by the City Council. If a 3. Equal public accommodation opportunities
vacancy occurs on the Co 'ssion, it shall be filled by for all persons;and
the City Council for the remai ing unexpired portion of 4. Positive community relations in all fields
the term. No member shall s e more than two (2) of governmental endeavor.
consecutive terms. For the purp ses of this provision, a (2) To assist residepts of the City in utilizing the
"term" shall include the balance of an unexpired term complaint procedure under Chapter utilizing
Article II
served by a person appointed to 11 a vacancy if such
unexpired term exceeds twenty-fo (24)months. of the Code and to hear appeals from decisions
(Ord. No. 158, 1986, § 11, 11-4-86; rd.No. 83, 1992, of the City Manager as provided in Subsection
§2,7-21-92;Ord.No. 93,2002, § 1, -16-02) 13-23(b) of the Code; provided, however, that
any members of the Commission who have ren-
dered assistance to particular complainants shall
refrain from participating in the Commission's
• Editor's note—Formerly, Div. 15, renumbered 'v. l6 by Ord. No. review Of an decisions of the City M
100, 1991, adopted Aug. 20, 1991. The section n bets remain an- �' tyanaer re-
changed. lated to such complainants.
Cross-reference—Discriminatory housing practices pro itcd,§ 13-18.
•�Editor's note—Formerly, Div. 16; renumbered Div. I by Ord.No.
100, 1991,adopted Aug. 20, 1991. The section numb remain un-
changed.
Cross-references The Human Relations Commission shal have the
authority to hold closed meetings for certain purposes, §2 71(cx2);
human relations,Ch. 13;Human Relations Commission shall h appeals
regarding discriminatory practices, § 13-24; discrimination, §1 -16 et
seq.
2-25
Supp.No.77 _ r
I
Administration-Boards and Commissions Div.17 Human Relations Commission-§2-263
(3) To facilitate the review of citizen complaints before November 30 of each year, the Commission
concerning the actions of City police officers or sh Il file a work plan with the City Clerk for the follow-
community service officers by: ing ear.
a. Designating volunteers from the public or (Ord. o. 158, 1986, § 11, 11-4-86; Ord. No. 79, 1988,
from the Commission's own membership § 10, 7-88;Ord.No. 83, 1992, §4,7-21-92)
to assist individual citizens who wish to
Secs.2-2 2-269. Reserved.
file such complaints;
b. Assisting citizens who have language bar- DIV ION 18. LAND CONSERVATION
riers in the completion of complaint forms; A D STEWARDSHIP BOARD
c. Soliciting assistance from other social Sea 2-270. C eation.
agencies in notifying the public about the
complaint process;and There shall be and is hereby created a Land Conser-
d. Communicating with other similar Com- vation and Stew ship Board, hereafter referred to in
missions in order to share experiences and this Division as the 'Board."
become more sensitive to potential prob- (Ord.No. 169,2005, § 1, 12-20-05)
lems.
(4) To make periodic reports to the City Council Sec.2-271. Member ip; term.
concerning the activities and recommendations (a) The Board shall onsist of nine (9) members ap-
of the Commission- and pointed by the City Court '1.
(5) To perform such functions as are committed to it (b) Each member shall erve without compensation
by other ordinances or resolutions of the City, for a term of four(4) years, cept that members may be
(Ord. No. 158, 1986, § 11, I 1-4-86; Ord. No. 83, 1992, appointed by the City Counci for a shorter term in order
§ 3, 7-21-92; Ord.No. 103, 1993, 9-21-93; Ord.No. 76, to achieve overlapping tenure. ppointments shall spec-
1998, § 3, 8-4-98;Ord.No. 151,2001, 10-16-01) ify the term of office of each individual. All members
shall be subject to removal b the City Council. If a
\eha
2-264. Officers; bylaws. vacancy occurs on the Board, i shall be filled by the
e Commission shall elect annually from its mem- City Council for the remaining u xpired portion of the
hi a chairperson and such officers as may be re- term. No member shall serve mo than two (2) con-
ed. laws may be adopted by the Commission, secutive terms. For the purposes of is Section, a term
ch byla s shall not be inconsistent with the Charter, shall include the balance of an unexpi ed term served by
ode or er policies that may be established by the a person appointed to fill a vacancy 1 such unexpired
Council. copy of the bylaws shall be filed with term exceeds twenty-four(24)months.
City Clerk to the use of the City Council immedi- (c) In connection with the solicitation, onsideration
after adoption y the Commission, and the same and appointment of members to the Bo d, the City
be subject to the roval of the City Council. Council may consider and give preference an appli-
.No. 158, 1986, § 1 11-4-86; Ord.No. 104,2002, cant's experience or training in, or familiarity 'th land
8-20-02) conservation and stewardship, publicoroutdo recrea-
2-265. Minutes; annua eport;work plan. tion (such as wildlife observation, hiking, b1 ing or
horseback riding), conservation biology (includi g res-
he Commission shall take file minutes in ac- toration ecology,range management,fire ecology, 'par-
ance with the requirements of -73 of the Code. ian ecology and wildlife management); nature inte re-
r before January 31 of each year, a Commission tation and education, land or resource management, d
l file a report with the City Clerk s ing forth the real property transactions.
ities of the Commission for the previo s year. On (Ord.No. 169,2005, § 1, 12-20-05)
* Editor's note-Div. 18, land Conservation and Stewardship Board,
was added by Ord.No. 169,2005,adopted 12-20-05.Divs. 18 through
26 were renumbered Divs.19 through 26.
2-26
Supp.No.77
Fort Collins Human Relations Commission
2007 WORK PLAN
For 2007, the Fort Collins Human Relations Commission will continue with a broad plan for
supporting Human issues that are pertinent to the City of Fort Collins. Responsibilities are divided
amongst its four Committees but are not exclusive to that Committee.
The EXECUTIVE DELEGATION COMMITTEE shall...
Call special meetings when problem resolution of urgent issues is needed.
Delegate issues for resolution to standing or to special committees.
i
Become informed about human relations issues within Fort Collins and recommend appropriate
action.
Provide support to other HRC committees as needed.
Determine meeting agendas for monthly HRC meetings and special meetings.
The GOVERNMENT RELATIONS COMMITTEE shall...
Act as primary point of contact for the Citizen Liaisons Program which assists citizens in filing
complaints with Fort Collins Police Services.
Maintain a list of interpreters to assist with translation in filing complaints
Coordinate with Police Services to train people in the Citizen Liaison Program and to allow
effective utilization of the program within the complaint process.
Keep a calendar of City Council meetings and solicit HRC members to monitor City Council
agendas and attend or view meetings as appropriate, specifically monitoring the Community Open
Mike period at the beginning of Council sessions.
Attend Citizen Review Board meetings and provide assistance upon its request.
Help to educate citizens and recommend actions which promote positive relations among
community members, Fort Collins Police Services and the Citizen Review Board
Review proposed legislation, policy changes or other governmental action at the federal, state or
local level which may affect human rights in the city and make recommendations regarding the
same.
Continue to monitor, update and analyze board and commissions diversity data.
Research and recommend actions necessary to achieve: equal employment opportunities; equal
housing opportunities; equal public accommodation opportunities and the best possible Fort
Collins govemment/community relations in all fields of government.
The PUBLIC RELATIONS/MEDIA COMMITTEE shall...
Foster cooperative relations with local media regarding HRC's vision, misslon and consequent
events and activities and work to Increase the visibility of HRC Issues with local organizations,
corporations, and citizen groups.
Draft necessary articles or communication pieces to support the work of and increase the visibility
of the HRC.
Be knowledgeable of city calendar events and meeting dates affiliated with city programs and
historic and cultural holidays.
Plan and execute the Annual HRC Citizen's Awards (which commend individuals, groups,
companies or organizations for inspiring contributions and leadership on behalf of minority or
disadvantaged citizens)
Plan, participate in or host at least one forum per year. /
The EDUCATION COMMITTEE shall...
Create a better understanding of issues involving cultural, ethnic, racial, gender, age, disability or
diversity through the use of educational programs.
Keep the Commission current on topics involving diversity and equality and to move on action
items that parallels the NCR mission and strategic plan
Increase our collaboration with new and existing committees and organizations in Fort Collins as
well as work with other City Boards and Commissions who deal with Issues related to human
relations.
Establish and develop working relationships with local educational institutions.
Hold community Coffee Talks to discuss various topics in the community.
Continue to update our general presentation and brochure and assist the community by providing
basic presentations on diversity topics and case studies as well as partnering with other
organizations to assist in outreach programming and direct responsiveness to queries and
situations
i
_ . - 6 7
2006 HRC Year End Report January 11, 2007
Education Committee
The EDUCATION COMMITTEE had regular monthly meetings.
A PowerPoint presentation highlighting some of the responsibilities and activities
of the HRC was developed and used when appropriate.
HRC pamphlets were updated, printed and used as handouts at various community
functions.
A Retreat was planned and Implemented for all HRC members and facilitated by
Alma Vigo-Morales.
Community "Coffee Chats" were held on the following topics.
Psychology of Hate
The Faces of Oppression
Legality and Equal Rights/ Growing up Gay In Fort Collins
A Resolution recommending support for Referendum I was written,reviewed by Greg Temple and
read to City Council at the Open h is session prior to their regular meeting in October.Three HRC
members also spoke In support of this Resolution.
An HRC representative interviewed several downtown businesses to get feedback on the Menorah
display issue.
The HRC sponsored a table at the 3r°Annual "Pride in the Park" in June.
The HRC continues to support the ERASISM Film Series.
To get a better understanding of community Issues, the HRC Invited several
speakers to make a short presentation prior to our regular meeting. Some are listed
as follows:
David Roy and Wendy Williams, City government
Jen Lowe and Jason Thiel, LAMBDA Community Center
James Downey,Senior Advisory Board
Karen Schwartz shares her impressions on the City Holiday Display Policy
Rabbi Yerachmlel Gorelik of the Chabad Jewish Center of Northern Colorado
Shay Bright of CSU's Office of Conflict Resolution and Student Services.
Frank Gibson and Mark Smith of the Mennonite Peace &Justice Committee on
behalf of Ron Pittman.
Mr. Lloyd Spawn, Latimer County Office on Aging Advisory Council
Government Relations Committee
The GOVERNMENT RELATIONS COMMITTEE compiled, analyzed and presented a
Boards and Commissions Diversity Data Report with recommendations to the City
Council. This will be completed again in the year 2011.
A proposal was made to Internal Affairs, Fort Collins Police Department to make the
Police Complaint Forms available electronically for downloading purposes only
from the city's website. This was agreed upon by Internal Affairs and is currently
available in English.
All City Council meetings, Citizen Review Board meetings, Senior Advisory
Council meetings, Lorimer County Office on Aging, NCMC meetings and NIOTA
meetings were attended and/or monitored.
In April and July, a member of the Fort Collins HRC spoke at a meeting of the
Greeley and Aurora HRC's and discussed common concerns. Subsequently, a
member of the Greeley HRC contacted the Fort Collins HRC for Information with the
hope that they might start a Not in our Town Alliance (NIOTA).
In September, a member of the Fort Collins HRC attended a Colorado Civil Rights
Commission hearing in Longmont.
In September, several members of the HRC presented a workshop titled
"Developing a More inclusive Community" at the Connect People; Create
Community Conference.
Members of the HRC developed a plan of action supporting the Menorah display
Issue. This plan was subsequently delivered to City Council prior to a Council Work
session In September.
In October, the HRC gave a presentation at the NIOTA Networking Forum.
Two HRC members spoke in the Open Mic session prior to City Council's November
meeting in support of Dial a Ride. HRC Chair wrote a personal email to all City
Council members In support of Dial a Ride.
Two HRC members attended several meetings when a name change was suggested
for the Northside Aztlan Community Center and the HRC remains on their official
mailing list.
The HRC maintains and updates regularly a list of transistors available to citizens
who may need this service.
V - �
edia/Community outreach Committee
Once again the HRC conducted a search for individuals, groups, companies or
organizations that inspire contributions and leadership on behalf of minority or
disadvantaged citizens to the betterment of the community. A Breakfast was held at
the Lincoln Center and awards were presented to the winners.
The HRC complied with the City Manager's office by providing an extensive
stakeholder's mailing list so that Invitations could be extended to a "Open Mic with
the Mayor"for a public outreach effort regarding the creation of a City holiday display
policy.
HRC members attended the lecture by Ernesto Zedillo at C.S.U.
As a result of the"Connect People, Create Community Conference"the HRC chair
contacted the city's Public Information office and requested input Into the Fort Collins
branding project currently under way. A suggestion was made that Diversity might
be an Important element to consider.
In May, several HRC members attended a "Day of Dialog"with the Colorado Civil
Rights Commission (CCRC) in Greeley.
Several HRC members marched in the Martin Luther King parade.
After the Hate Crime at the Jewel Stone Court subdivision, several members of the
HRC dialogued with concerned parties. As a result, the HRC has begun to pursue an
Initiative to address the Issue of Hate Crimes.
The HRC attended two Deliberative Dialogue Training sessions sponsored by the
Northern Colorado Multi-Cultural Corporation.
The HRC worked with the Latino Action Council to develop a list of local Intercultural
competency trainers and posted It on the HRC website.
FORT COLLINS HUMAN RELATIONS COMMISSION BYLAWS
(Revised 12/1/2004)
Section 1-Purpose of the Commission
The Commission is assigned the following functions by City Ordinance:
A. To develop and promulgate an educational program to acquaint Fort Collins residents with all
local,state and federal civil rights ordinances, statutes and laws.
B. To recommend to the City Council such actions as may be necessary or advisable to achieve
the following:
1. Equal employment opportunity for all persons.
2. Equal housing opportunities for all persons.
3. Equal public accommodation opportunities for all persons.
4. Best possible Fort Collins government-community relations in all fields of governmental
endeavor.
C. To supplement the foregoing purposes by the following means:
1. Formation of special subcommittees,including non Human Relations Commission
members specialists;
2. To make a continuing study of ways to support the laws concerned;
3. To solicit aid from other social agencies in educating the public;
4. To communicate with other similar commissions in order to share experiences and
become more sensitive to potential problems,
D. To perform such functions as are committed to it by other ordinances or resolutions.
Section II-Membership and Attendance
A. Attendance.
Either of the following shall automatically cause a memberss appointment to terminate. See
June 23,2000 Revisions of Boards&Commission Attendance Policy(Resolution 2000-77)
1. Three consecutive absences from regularly scheduled meetings if no written
notification of any such absence has been submitted to the chairperson or staff liaison
prior to the meetings where the absence occurred.
2. Four absences from regularly scheduled meetings of the board in any calendar year if
h submitted to the chairperson or
written no'flcetxm of an such absence as been su no6 y rp
staff liaison prior to the meetings where the absence occurred.
In the event that a vacancy occurs by reason of this policy, the chairperson of the affected board
or commission shall immediately notify the Vice Chair and the Boards&Commissions
Coordinator,so that the vacancy can be filled in a timely fashion by the Council.
Section III-Offices,Tenure and Duties
The commission shall elect from its membership a Chair and Vice Chair, each for a one-year term
assigned b
and they will be eligible for reelection. Their duties shall be those generally a igned y the
nature of their offices, Interim elections may be held If any such office is vacated.
Section IV-Committees
A. Standing Committees of the Commission shall be appointed by vote of the Commission after
discussion by the Commission. Each Committee shall annually elect appropriate officers from
1
among Its membership. Interim elections may be held If any such office is vacated. The
i following shall constitute the Standing Committees with responsibilities as described under
each:
STANDING COMMITTEES:
1. Executive Committee:
- To provide problem resolution of urgent issues brought to HRC.
j - To delegate issues for resolution to standing or to special committees..
To become informed about possible human relation issues within Fort Collins in order
to take appropriate preventative action.
To draw up monthly meeting agenda.
2. Educational Outreach Committee:
To promote the commission's vision and mission to the local community and to
heighten awareness to create a better understanding of issues regarding specific
cultural,ethnic, racial,gender,age,disability or diversity specific issues through the
use of forums,talk shows,articles,speaker bureau or other communication venues.
To collaborate and continue to develop liaisons with other organizations to present
cultural,educational activities to the Fort Collins community.
3. Media and Community Recognition Committee:
- To present annual HRC awards which recognize and commend deserving individuals,
groups,companies or organizations for inspiring contributions and leadership on behalf
of minority or disadvantaged citizens and betterment of the community.
- To foster cooperative relations with local media regarding HRC's vision,mission and
consequent events and activities
- To draft necessary articles or communication pieces to support the work of the HRC
4. Government Relations Committee:
- To manage the Citizen Liaison Program
- To foster cooperative relations with the Citizen Review Board
To monitor City Council agendas and attend meetings as appropriate
- To review proposed legislation,policy changes or other governmental action at the
federal,state or local level which may affect human rights in the city and make
recommendations regarding the same
- To monitor, update and analyze board and commission diversity data
To research and recommend actions necessary to achieve 1)equal employment
opportunity;2)equal housing opportunities;3)equal public accommodations
opportunities and 4)the best possible Fort Collins govemmenticommunity relations in
all fields of governmental endeavor
5. Other Committees as formed by the Commission:
The Chair of the Commission shall establish any other committees prior to the next
Commission meeting for the length of time needed to accomplish stated purposes as need
shall arise in order to carry out Commission functions.
SECTION V- CONDUCT OF BUSINESS
A. Quorum-A quorum for the official conduct of business shall consist of a majority of Commission
members.
B. Business shall be conducted in accordance with Roberfs Rules of Order.
2
C. Meeting Time
1. The Commission shall hold regular monthly meetings which shall be conducted on the
second Thursday of each month at 5:30 p.m. in the CIC Room,300 W.LaPorte Avenue.
2. Meeting times or location can be changed by a majority vote, or in case of emergency by
the Chair
3. Additional meetings as needed shall be called by the Chair.
D. Time Commitment—members have agreed to a minimum time commitment of 6 hours per
month (2 hours for the regular meeting and 2 hours for committees.
SECTION VI-CHANGES AND AMENDMENTS
The Bylaws may be changed and amended by motion passed by a majority of the entire
Commission.
I
SECTION VII CONTINUING RELATION OF THE COMMISSION TO THE CITY COUNCIL
Reports•The commission shall provide an annual report to the City Council in January,and an
annual work plan in November. It shall also provide other reports at such time as requested by the
i
Council or when deemed advisable by the Commission.
i
Adopted by a Human Relations Commission this day of 2005.
Chair
3
ATTACHMENT 7
Women's Commission — David Roy, Council Liaison
— Suzanne Jarboe-Simpson, Staff Liaison
Representatives — Beth Etter, Chair
— Stacey Arnold, Vice Chair
♦ Brief(1-2 minutes)board representatives introduce
themselves and present overview of board function/mission.
Present any major concerns (if any) for Council to consider.
♦ Council questions/comments (5-7 minutes) concerning the
responses on the Periodic Review Questionnaire.
♦ Brief(1-2 minutes) summary of Board or Council action
needed (if any)
Notes:
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: MONDAY,JULY 9,2007
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: June 18, 2007
BOARD/COMMISSION NAME: Women's Commission
LIST OF MEMBERS:
Beth Etter, Chairperson
Stacey Arnold, Vice chair
Sue Baccari
Barbara Goff
Pat Lewis
Holli Kopp
Mary Beth Lathrop
1. Are the current duties of the board, as defined by City Code, realistic? If not, what
duties would you suggest be added and/or deleted?
Yes, the current duties are realistic.
2. Is the board's workload (annual work plan) too much; too little; about right?
Explain.
The work load is appropriate. For 2007 we have planned too much, especially because we've lost
two members of the commission.
The topics we've selected are for a 2-3 year time period. While new initiatives are taking a back
seat, the essay contest and Marcile N Wood are getting better each year.
3. Does the board effectively accomplish its annual work plan?
No. It's too ambitious and each year we lose people. We'd like to hone our goals over the year to
set ourselves well for next year.
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: MONDAY,JULY 9,2007
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
While the Women's Commission board meetings are held in an effective manner there are a few
tasks that could be implemented in order to make them more effective.
• Ask all members to review the agenda and come prepared to discuss the action items.
• Determine during the board meeting what is to be discussed at the following meeting.
This gives each of us the ability to think about discussing prior to the meeting as well as
considering the items before the agenda is sent out.
• Write the agenda on a white board before the meeting starts and assign a time to each
topic. If the topic isn't resolved in the timeframe determined, the topic is tabled until the
next meeting. This should also help keep members on topic.
• Send out assignments right after the meeting so people know what they need to do for the
next meeting.
• Experiment with different note-taking styles.
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?
Communications between the Board and Council have been fairly effective in the past. However,
the communication could be more effective with more interaction between the two entities. We
would like to have our council liaison attend a meeting at least twice annually to have a better
understanding of the work we are doing, in addition to receiving input from the Council's
perspective. We would also like to see an open line of communication between all of our
Commission members and our Council liaison.
7. Other comments:
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
`7 -3
Administration-Boards and Commissions mi sion o -
\ (5) To recommend to the City design requirements Sec.2-167. Membership; term.
that ensure accessibility;
(a) The Commission shall consist of nine (9) mem-
(6) To help the City establish conditions and prac- bers appointed by the City Council. In addition, the
tices that contribute to employing individuals County and Colorado State University may each appoint
'th disabilities; a representative to serve as an ex officio nonvoting liai-
(7) T serve as advocates among City employees, son to the Commission.
pri to businesses and the community on behalf (b) Each member shall serve without compensation
of in 'viduals with disabilities. for a term of four(4)years,except that members may be
(Ord.No. 15 1986, §6, 11-4-86;Ord.No.49, 1997,3- appointed by the City Council for a shorter term in order
18-97;Ord.N 130,2002, §2,9-17-02) to achieve overlapping tenure.Appointments shall spec-
ify the term of office of each individual. All members
See.2-154. O ers;bylaws. shall be subject to removal by the City Council. If a
The Commissio shall elect annually from its mem- vacancy occurs on the Commission, it shall be filled by
bership a chairperso and such officers as may be re- the City Council for the remaining unexpired portion of
quired. Bylaws may a adopted by the Commission, the term. No member shall serve more than two (2)
which bylaws shall not a inconsistent with the Charter, consecutive terms. For the purposes of this provision, a
the Code or other policie that maybe established by the "term" shall include the balance of an unexpired term
City Council. A copy of e bylaws shall be filed with served by a person appointed to fill a vacancy if such
the City Clerk for the use f the City Council immedi- unexpired term exceeds twenty-four(24)months.
ately after adoption by the ommission, and the same (Ord. No. 158, 1986, §7, 11 4-86; Ord. No. 27, 1987,
maybe subject to the approva of the City Council. § 1-4, 3-17-87; Ord.No. 24, 1990, § 1,4-3-90; Ord.No.
(Ord. No. 158, 1986, §6, 114 6; Ord. No. 104, 20021 92, 1992, §5, 9-15-92; Ord. No. 7, 1994, 2-1-94; Ord.
§2, 8-20-02) No. 103, 2000, 9-5-00; Ord. No. 145, 2001, 9-18-01;
Ord.No.93,2002, § 1,7-16-02)
Sec.2-155. Minutes; annual re rt;work plan.
Sec.2-168. Functions.
The Commission shall take and le minutes in ac-
cordance with the requirements of § -73 of the Code. The Commission is created for the purpose of en-
On or before January 31 of each year, a Commission hancing the status of and opportunities for all women in
shall file a report with the City Clerk s tting forth the the City.The.Commission shall have the ability to:
activities of the Commission for the pre us year. On (1) Document issues of importance to the status of
or before November 30 of each year, the ommission women in the City;
shall file a work plan with the City Clerk for e follow-
ing year. (2) Review legislation which may affect women in
(Ord. No. 158, 1986, §6, 11-4-86; Ord. No. 1988, the community;
§4,6-7-88;Ord.No. 92, 1992, §4,9-15-92)
(3) Conduct educational programs in the Fort
Secs.2-156-2-165. Reserved. Collins community to increase public awareness
DIVISION 10. WOMEN'S COMMISSION and sensitivity to the needs and capabilities of all
women;
Sec.2-166. Creation. (4) Cooperate with other organizations and individu-
There shall be and is hereby created a Women's als interested in issues affecting women in the
Commission,hereafter referred to in this Division as the Fort Collins area;
"Commission."
(Ord. No. 158, 1986, § 7, 114-86; Ord. No. 066, 2006, (5) Recommend legislation, policy changes and
5-2-06) other actions which would enhance the status of
women in the City to the City Council, City
Manager and to other public and private organi-
* Editor's note-Section 2 of Ord.No.98,1990,adopted Sept 4, 1990, zations upon request.
renumbered forma Div. 11,§§2-181-2-185,as Div. 10,§§2-166- (Ord.No 158, 1986, § 7, 11-4-86)
2-170.
Crass-references-Discrimination,§ 13-16 et seq.
2-20
Supp.No.78
T
Women's Commission
2007 WORK PLAN
INTRODUCTION
For the year 2007,the Women's Commission will assume an educational leadership role
by serving as a resource through quarterly publications providing statistics and insights
on issues affecting women in Fort Collins; provide advocacy for political participation;
and will continue to lead the effort on the Women's History Month Essay Contest and the
Marcile N.Wood Award. Members will identify new community partnerships that will
increase the productivity and outreach efforts of the Women's Commission.
The Commission will gather statistical data relevant to our community utilizing currently
published data, focus groups, and the two benchmark publications on the status and
economic realities of women compiled by previous commission members.The
predominant focus areas for the Commission are(not listed in order of priority):
1) Housing
2) Child Care
3) Safety
4) Health
5) Identity
6) Welfare
7) Economic Well-Being
8) Education
9) Transportation
10)Political Participation
In 2007,the Commission members have targeted the following:
1) Identity(demographics,in relation to economic development)
2) Economic Well-Being
3) Transportation
4) Political Participation
The gathered information will be presented in quarterly newsletters (when possible),in a
series of fact sheets, and radio programs that will be shared with Council and the
community. Suggestions generated from these areas will take into account the city's
Budgeting for Outcomes and will explore collaboration in matters impacting financial
considerations.
Other activities to be competed by the Commission include:
• Networking within the city to explore new potential partnerships on our
various projects.
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• Actively exploring ways to increase the visibility of the Commission.
• Exploring interactions with other Boards,Commissions, and city entities to
improve information dissemination and provide a framework for the
information gathering activities of the Commission.
• Considering information linked to the commission to see if changes need to be
made, such as the By-laws,Boards and Commission's Manual, and Division
10 of Ordinance.
• Continue exploring the feasibility of a website link for the Commission.
• Continue collaborating with our CSU and Senior Citizen's Advisory Board
liaisons to the Commission to improve networking.
• Working with Council in the process of assigning a new council member
liaison with the expiration of Karen Weitkunat's term.
• Promoting membership applications and assimilating new members fully into
our meetings and activities.
• Exploring the options of obtaining a budget and/or underwriting for Women's
Commission activities.
ANNUAL COMMISSION ACTIVITIES
Women's History Month Essay Contest—The Commission will continue to sponsor the
annual essay contest for Poudre School District junior high students and expand this
contest to include home-schooled and private-schooled junior high students. A
committee will work with Cindy Ronan(PSD)with the coordination of the contest
packets and picking up the completed essays and with designated representatives from
private schools and home-schooled students. Student entries will be reviewed in
February and winners will be selected. The winners will be honored at a special event,
with a presentation of trophies and prize packet by the Mayor or designated
representative. This event will include a ceremony at a School Board meeting with the
presence of a Council member. The Fort Collins Coloradoan will be notified of the
winning essays and encouraged to publish the students' names in recognition and support
of Women's History Month. Winners will receive a certificate at their respective schools
during their year-end awards ceremonies. We will explore more direct communication
with English teachers in the schools and home school organizations to continue the
increase in participation in the event. Underwriting for prizes will be arranged for by
Commission members.
Marcile N. Wood—The Commission will sponsor the 2007 Marcile N. Wood Award
recognizing an outstanding citizen in the Fort Collins community who has made a
significant contribution to the wellbeing of women in the spirit of Marcile Wood's
volunteerism and community activism. In January, the Commission will send out
applications for this award and work with 211 in announcing the event. The winner will
be chosen in February and will be publicly announced and celebrated in March.
Members of the Commission will explore celebration venues for this award in addition
to the Council meeting, and will,in particular,examine the mechanics of the now-defunct
Women's Awards Night to explore options for public recognition of women in the
community.
COMMISSION LIAISONS
Relationship with City Council—The Commission will continue to report to our City
Council liaison,Karen Weitkunat,to track the Council's policy agenda and, in the
Commission's advisory role,provide information and appropriate comments to the City
Council on issues of concern to women in Fort Collins. We will send a mails to Council
sharing information gathered by the commission.We will work with Council in the
assigning of a new liaison.
Relationship with city staff liaison Suzanne Jarboe-Simpson-Continue the wonderful
association with this valuable and dedicated city employee.
Relationship with Colorado State University—The Commission will continue to work
with our CSU Eason to improve networking by helping them establish a List Serve to
improve dissemination of information gathered by the Commission and work with
instructors and student interns to assist on the various Commission projects.
GENERAL TIME-LINE
January:
• Welcome new members and elect new officers.
• Schedule a meeting time for members to gather,team-build, and write the Vision
for the Women's Commission.
• Complete the 2006 Annual Report to be presented to the City Council by the end
of the month.
• Discuss the Women's History Month Essay Contest.
o Confirm contest prize gift certificates with the Downtown Business
Association, the Foothills Fashion Mall, and other vendors.
o Assign tasks to Commission members for the location and time of the
event, scheduling the Mayor or designated representative, and organizing
the refreshments.
o Determine schedule for reading essays.
o Contact the Coloradoan to put information about the contest in the
Coloradoan.
o Write thank yous and send a Thumbs Up to the Coloradoan.
• Discuss Marcile N. Wood Award Contest
o Complete mailing list.
o Determine schedule for printing and mailing applications.
o Work with city to have information posted on fegov.com.
o Inform 211 of event to share with non profits and on their website.
• Explore the feasibility of a website link,and if it is appropriate at this time,
submit content for approval. Initial contact will be Karla Smith from the City.
• Assign topics, time table, and gather information for the quarterly newsletters,
fact sheets,and radio programs. Develop the materials throughout the year.
• Explore publicity options for promoting events, winners, and honoring women
with in the community at large.
• Explore venue options for meeting with women, such as at the Wonders of
Women event sponsored by the Hospital Foundation and local establishments,to
gather community input and disseminate information gathered by the
Commission.Establish a time table, location,and marketing plan for these
interactions.
• Devise mechanics of working with Commission budget.
February:
• Schedule city council liaison to speak at the April meeting: City Council 101.
• Schedule a"Thank you presentation"to Karen Weitkunat as our outgoing Council
liaison.
• Prepare proclamation for Women's History month for review by Mayor.
• Review applications for Marcile N. Wood Award and choose a winner.
o Plan the award presentation.
• Collect essays from Cindy Ronan at Poudre School District,private schools,and
home—schooled children.
o Finish planning Women's History Month event.
o Pickup awards.
o Create an outline for the event.
o Explore publicity avenues incorporating the School Board and Council.
March:
• Present Marcile N. Wood Award.
• Present Women's History Month Essay Contest Awards.
• Mayor to present proclamation during Council meeting for Women's History
Month,
• Write thank yous and submit a Thumbs Up to the Coloradoan.
April:
• Presentation by city council member on City Council 101 with discussion on how
to effectively work with the City Council through the Commission.
• Critique essay contest and Marcile N.Wood award.
• Radio program on KRFC (topic:Marcile N.Wood winner).
April—December:
• Discuss the City Council Policy Agenda and link our Areas of Concern to the
Budgeting for Outcomes. Complete reports to give to our Council liaison.
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• Interview local groups working on women's issues to gain a greater
understanding of most pressing issues as they relate to the City Policy Agenda
and Budget.
• Obtain input from the women of the community on Areas of Concern and needs
assessments.
• Finish organizing website link and have a working site.
August:
• Present Women's Equality Day Proclamation at the City Council meeting.
• Discuss new member application process.
September:
• Radio program on KRFC (topic: identity,economics,or transportation).
October:
• Begin planning for Marcile N.Wood Award and Essay Contest for 2008.
• Assign Commission members to chair these events.
• Begin working on 2008 Work Plan.
November:
• Complete 2008 Work Plan to be presented to the City Council.
• Plan December activity to review the year and team build with members.
• Propose a schedule to establish training on becoming involved in the political
process and explore collaborations with other organizations such as the Chamber,
The League of Women's Voters,and the White House Project.
December:
• Begin working on 2007 Annual Report.
• Announce essay contest to PSD,private schools, and home school organizations.
• Initiate underwriting for essay contest awards.
• Critique year and focus on team building within the Commission.
Women's Commission
2006 Annual Report
Over the past year, the Women's Commission has accomplished the following things:
• We said goodbye to Paula Cole, who moved to NY for a professorship position and to
Penny Vincent, who resigned.
• We welcomed several new members to the commission (x in February and one in
October): Pat Lewis, Tanya McClandish, Shelby Maier, and Jill Walusis.
• Marjorie McTaggart, member of the Senior Advisory Board, has been attending our
meetings as a representative from SAB. Marjorie provides us great information about
what the SAB is doing and ways in which the Women's Commission can piggyback on
their efforts.
We recognized our student writer winners (6) of the Women In Your History essay
contest (grades 7 - 9) at a school board meeting (with their teachers present) and at
the April 4 City Council meeting.
• We recognized our Marcile N. Wood award winner (Dr. Audrey Olson Faulkner) at the
April 4 City Council meeting. She was also Introduced at the Education and Life
Training Center's SEE Conference on April 1, 2006.
We participated in the first of what we hope are many radio programs on KRFC. The
show, Random Access, was on September 28, 2006 and Its topic was women and
politics. Guest speakers were Jana Ley, PSD School Board President; Karen
Weltkunat, Mayor Pro-Tem; and Marty Tharp, former City Council member and
community activist. We taped one hour of conversation - 1/2 hour was aired that
night and 1/2 hour was to be aired at a later date. Beth Etter, Commission secretary,
co-hosted the program with Elizabeth Bailey (KRFC D.J.).
We attempted to start a quarterly newsletter that will contain information relevant to
women in Fort Collins and will be distributed to local service agencies as well as the
libraries and coffee shops. We have
o identified topics to discuss.
o selected a length of 4 pages.
o sent out requests for writing and graphic design interns at CSU.
Due to lack of interest from interns, we have postponed the newsletter until 2007.
i
FORT COLLINS COMMISSION ON THE STATUS OF WOMEN
BYLA'VVS
Revised May 1997
ARTICLE I - Purpose
The name of this Commission shall be the Fort Collins Commission on the Status of Women.
ARTICLE II - Purpose
The Commission shall seek:
To foster a relationship with members of the Fort Collins Community which results in
the exchange of ideas.
To further the legal, social, political, economical and educational opportunity and
advancement of all women.
To identify and eliminate discrimination against women on the basis of sex, race, age,
religion, sexual preference, disability, national origin or marital status.
To encourage the promotion of equal participation of all segments of the community in
decisions which affect their well-being.
ARTICLE III - Objectives
The objectives of the Commission*shall be genes-4y as outlined herein:
To document issues of importance to the status of women in Fort Collins.
To review legislation which may affect women in the community.
To conduct educational programs in the Fort Collins community to increase public
awareness and sensitivity to the needs and capabilities of all women.
To cooperate with other organizations and individuals interested in issues affecting
women in the Fort Collins areas.
ARTICLE Iv - Board Composition
The Board shall consist of thirteen (13) members appointed by the Fort Collins City Council.
Larimer County Commissioners and Colorado State University officials shall each appoint one
non-voting ex-officio liaison who shall function as a resource person for the Commission.
0
Permanent members shall serve for four (4) years or until their successors are appointed. The
initial appointments shall be staggered so that members have overlapping tenure.
ARTICLE V - Attendance
Upon acceptance of appointment, Commission members shall demonstrate their intention and
ability to attend meetings. Therefore, either of the following shall automatically cause a
members's appointment to terminate.
Section 1. Three consecutive absences from regularly scheduled meetings of the Commission
in any calendar year not approved by the Commission.
Section 2. Four absences from regular scheduled meetings of the board not approved by the
Commission.
ARTICLE VI - Officers
The Commission shall elect from its membership a chairperson and a vice chairperson, each for
a one (1) year term and be eligible for re-election.
ARTICLE VIE - Nominating Committee
A Nominating Committee shall be appointed at the April meeting. The nominating committee
shall submit a slate of officers to the Commission within ten days following appointment of new
members to the Commission by Council for acceptancetrejection by the Commission at the first
regular Commission meeting following new appointments.
The Nominating Committee shall request information and develop a factual summary regarding
candidates experiences to accompany nomination. Those summaries shall be made available to
Commission members prior to the Commission meeting at which acceptance of the slate of
nominees are to be considered.
The Nominating Committee shall develop and distribute a newcomers packet which minimally
includes a list of task force responsibilities, official notebook, bylaws, names and roles of
current officers.
ARTICLE VTIE - Election of Officers.
Elections shall take place at the September meeting.
ARTICLE IX-Duties of Officers
Section 1. The chair shall be spokesperson to the City Council and to the community at
large, have primary responsibility for agenda development, char regular official meetings,
appoint task force members including nominating committee, review minutes on quarterly basis
for attention to time lines and task accomplishments. The chair shall sign all official commission
communications expect wherein individual members signatures are deemed appropriate by the
Commission.
Section 2. The vice chair shall be responsible for assisting the chair in agenda development
as necessary, act as liaison to City Council, develop and provide reports to the Commission on
Council activities, act in the role of chair in chair's absence, provide orientation to newly
appointed members, monitors committees and task forces, and assists the chair in quarterly
review of minutes.
Section 3. The corresponding secretary shall handle all incoming and outgoing official
correspondence, prepare resolutions of commission consideration, maintain a file of current
materials coming to the commission and prepare a listing of the materials to be mailed each
month with the Commission packet, serve as coordinator of Womans/pace, keep an official
calendar of forthcoming articles, keep the calendar for events, and shall be responsible for
distributing information about Commission activities including the City Council and local
newspapers.
Section 4. The Commission shall employ and pay a secretary to take minutes of the
Commission's official meetings, prepare a typed draft of the minutes, and deliver the finished
draft to the office of the Commission's staff liaison within 10 days of the meeting.
ARTICLE % - Committees/Task Forces
Committees/Task Forces shall be established as needed for specific tasks. Committees/Task
Forces shall be dissolved upon completion of the assigned tasks. Task Forces shall report to the
COmmission, develop reports and recommendations for the Commission that reflect consensus
and minority positions of task force members. The Commission shall support or deny support
for recommended actions of the task force. (Refer to procedural guide on functioning of task
,forces.)
In the absence of designated officers of the Commission and in the existence of a quorum, the
Commission has the right and privilege of delegating responsibility for action in dealing with
discrete specific tasks.
ARTICLE ICI- Meetings
Section 1. Meetings shall be held on the third Monday of each month or as established by the
Commission. Committees shall meet once a month prior to the regularly scheduled Commission
meetings.
Section 2. Special meetings may be called by the chairperson, provided notice thereof is given
to all members at least 24 hours in advance.
Section 3. All meetings of the commission at which formal action is taken shall be open to the
public.
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ARTICLE XII - Conduct of Business
Section 1. A quorum shall consist of a majority of Commission members. No official action
may be taken unless a quorum is present.
Section 2. Decision making shall be by consensus whenever possible. If 2/3 of the voting
members present agree to suspend consensus, decision making shall be by majority voting.
ARTICLE XIII - Amendments to the Bylaws
Amendments to these bylaws may be proposed by any member at any regularly scheduled
Commission meeting. Proposed amendments shall be voted upon at the nett regularly scheduled
Commission meeting. Amendments must be approved by a majority of the voting members of
the Board.
ATTACHMENT
Boards and Commissions Awards Survey/Summary
The following boards and commission present annual awards:
■ Commission on Disability
■ Human Relations Commission
■ Landmark Preservation Commission
■ Senior Advisory Board
■ Women's Commission
Specific information regarding awards programs is provided below by board/commission:
Commission on Disability (COD)
1. Describe the award program:
A. Purpose: The four Mayor's Awards are presented annually at a reception to
acknowledge individuals or businesses who volunteered to help people with
disabilities. Specific Mayor's Awards descriptions follow:
Dorothy Lasley Memorial Award
This award recognizes an individual with a disability who is actively working
toward increasing awareness of the rights of those with disabilities and improving
their quality of life. Consideration is given to the nominee's contribution to the
community through volunteering, organizational membership and/or community
leadership.
This award is named for Dorothy Lasley, who was diagnosed at the age of two as
having juvenile rheumatoid arthritis, which necessitated the use of a wheelchair
for mobility and later caused the loss of her eyesight. Ms. Lasley worked
tirelessly throughout her lifetime towards removing both architectural and
attitudinal barriers for citizens with disabilities. She was and advocate for people
with disabilities, donating countless volunteer hours until her death in 1983. She
worked for equal opportunities in employment, transportation, housing, education
and independent living.
Employer of the Year
This award recognizes a business or organization for providing or increasing
accessibility to their facility and/or providing employment opportunities for
persons with disabilities.
Service Provider of the Year
This award recognizes an individual and/or agency, associated with providing
services to people with disabilities, who work to increase community awareness
of and participation for people with disabilities.
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Spirit of Fort Collins
This award recognizes and individual,business or organization who exemplifies
the spirit of assisting the disabled in our community.
B. How are the nominees solicited or identified?
Information is posted on fcgov.com and nomination forms are mailed to various
businesses, non-profits and individuals (approximately 100 forms are mailed)
C. What is the criteria for selection? Promote positive efforts in the community
that contribute to a better quality of living for people with disabilities:
■ The person/business/agency nominated must live within or be providing service to
the disabled community within the growth management area of the City of Fort
Collins.
■ Activities that are above and beyond an individual's normal expectation or job
description will be the criteria for consideration.
■ Nominees must have demonstrated commitment and involvement with a person(s)
who has a disability/disabilities.
• Nominations are open to the public and may be submitted by individuals,
employers or organizations in the Fort Collins area.
D. Who determines the award winners?
The Mayor's Award Committee (a subcommittee of the Commission on
Disability)
E. What is the award (plaque; certification; other)?
Plaques are presented to the award winners
3. What is the authorization for the award program (i.e., is it stated in the Code; did
the board/commission suggest and enact as a good idea; was it an award program
that has been provided and continued by tradition)?
Commission on Disability records indicate that the COD suggested the awards program
in March 1982 (The Commission on Disability was created in November 1981.) Minutes
from June 14, 1982 COD meeting established guidelines for the Mayor's Awards.
4. What is the approximate cost of each of the annual award programs?
The total cost for the Mayor's Award reception and 4 plaques equals approximately$500.
Human Relations Commission (HRCI
1. Describe the award program:
A. Purpose:
Every year the HRC celebrates those in our community who promote acceptance
and respect for diversity among residents of the city of Fort Collins through a
Human Relations Award.
Nominations are taken in the different categories including:
Police and Emergency Services Award (public service personnel)
Senior Award and ears 60 older)
r( y )
Adult Award (19-59 years of age)
Youth Award (18 & younger)
Organization Award
All nominees, nominators, and guests are invited to the Human Relations Award
Breakfast, traditionally held in late April or May. The event,which is designed to
celebrate the accomplishments of all nominees, is attended by the Mayor, the City
Council, and other top Fort Collins officials.
B. How are the nominees solicited or identified?
A press release announcing that the HRC is accepting Human Relations Award
nominations is provided to local newspapers. Nomination letters of interest are
mailed to a select group of organizations and HRC members distribute
nomination forms to local organizations. The Human Relations Award
Nomination Form is available on fcgov.com. The completed form is mailed or
emailed to the HRC Liaison for distribution to the HRC for selection
consideration.
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C. What is the criteria for selection?
The award process considers the length of service and commitment to the
community. Anyone who has not previously won the Award is eligible for
consideration. There are no Fort Collins residency requirements.
D. Who determines the award winners?
Nominations are taken in all categories between January and March of each year.
These nominations usually consist of a description of the nominee's efforts and a
few recommendations. Award winners are decided upon by a panel of volunteer
judges.
E. What is the award (plaque; certification; other)?
Winners receive a plaque; nominees receive a certificate. An HRC-HR plaque
(displayed in Council Chambers) is updated each year.
3. What is the authorization for the award program (i.e., is it stated in the Code; did
the board/commission suggest and enact as a good idea; was it an award program
that has been provided and continued by tradition)?
The Human Relations Awards have been conducted annually since 1994. The Human
Relations Commission bylaws, references the Standing Committee - Public Relations
(Media) and Community Recognition Committee, and states as one of the committee's
purposes: "To present annual HRC awards which recognize and commend deserving
individuals, groups, companies or organizations for inspiring contributions and leadership
on behalf of minority or disadvantaged citizens and betterment of the community."
4. What is the approximate cost of each of the annual award programs?
The annual cost for the Human Relations Award for the past two years—
$2,400.00 for 2006
$2,100.00 for 2007
Landmark Preservation Commission (LPC)
1. Describe the award program:
A. Purpose:
The Friend of Preservation Award, established in 1985 and presented annually
since then, recognizes exceptional efforts by an individual, organization, or
specific project that has done the most to preserve our community's historic built
environment.
B. How are the nominees solicited or identified?
Staff and the LPC review projects completed within the last year, to identify those
few exceptional projects that have gone above and beyond what is normally
expected, and identify individuals and organizations who have a history of
outstanding contributions to historic preservation over a period of years. Staff
then provides a brief biography of each nominee, and the Commission votes on
the award recipients. Typically, 3 or 4 recipients are chosen each year.
C. What is the criteria for selection?
Specifically, the award is presented to the person, organization, or project that has
done the most in the past year to:
• Ensure a widely visible, lasting link to our community's heritage and
accomplishments of the past;
■ Further historic preservation purposes as defined in the City of Fort Collins
Landmark Preservation Ordinance including:
■ Designate, preserve,protect, enhance and perpetuate those sites, structures,
objects and districts which reflect outstanding elements of the City's cultural,
artistic, social, economic, political, architectural, historic or other heritage;
■ Foster civic pride in the beauty and accomplishments of the past;
■ Stabilize or improve aesthetic and economic vitality and values of such sites,
structures, objects and districts;
■ Protect and enhance the City's attraction to tourists and visitors;
■ Promote the use of outstanding historical or architectural sites, structures, objects
and districts for the education, stimulation and welfare of the people of the City;
■ Promote good urban design;
■ Promote and encourage continued private ownership and utilization of such sites,
structures, objects and districts now so owned and used, to the extent that the
objectives listed above can be obtained under such policy.
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D. Who determines the award winners?
The seven members of the LPC
E. What is the award (plaque; certification; other)?
The award is a walnut block, with engraved brass photographs of historic
properties on four side, and the recipient's name on the top.
3. What is the authorization for the award program (i.e.,is it stated in the Code; did
the board/commission suggest and enact as a good idea; was it an award program
that has been provided and continued by tradition)?
The Landmark Preservation Commission suggested and enacted this award, as a means of
promoting community awareness of and appreciation for historic preservation. It was
established in 1985 as a yearly on-going award.
4. What is the approximate cost of each of the annual award programs?
Each award costs less than $50. Staff time involved is minimal, about 5 hours total.
Senior Advisory Board (SAB)
1. Describe the award program:
A. Purpose: The Senior Advisory Board in cooperating with the Loveland Senior
Advisory Board and the Larimer County Office on Againg present a Senior
Service Award annually. The purpose of the award is to recognize individuals
who have worked to improve the quality of life for senior adults in our
community either as a volunteer or employee who has gone"above and beyond".
The award also highlights needs and services for older adults.
B. How are the nominees solicited or identified?
These organizations (Fort Collins Senior Advisory Board, Loveland Senior
Advisory Board, and Larimer County Office on Aging)work cooperatively to
host an annual networking event for senior service providers, organizations,
agencies. Solicitation for nominees for the Senior Service Award is included in
the mailing to inform about the annual networking event.
C. What is the criteria for selection?
Nominees are selected on the basis of services provided for seniors or activities
that benefit seniors. Also, nominees must exceed the boundaries of any job
duties, offer personal time to complete honored service and receive no financial
reward for honored service.
D. Who determines the award winners?
A planning committee is formed annually from members of the Fort Collins
Senior Advisory Board, Loveland Senior Advisory Board, staff from Larimer
County Office on Aging, and members of the Office on Aging Advisory Council
for the networking event. A subcommittee of this planning committee makes
selection from nominees.
E. What is the award (plaque; certification; other)?
A plaque is presented .
3. What is the authorization for the award program (i.e., is it stated in the Code; did
the board/commission suggest and enact as a good idea; was it an award program
that has been provided and continued by tradition)?
The award is actually part of the senior networking event that the Senior Advisory Board
helps to plan and present. The award is based on the award program of the City of
Boulder Senior Advisory Board. The award is to bring attention to the needs of senior
adults and recognize those that are working to improve the lives of seniors.
4. What is the approximate cost of each of the annual award programs?
There is no cost for the award program. Fees from the participants at the senior
networking event cover the cost of the award. The award is presented at that luncheon.
Women's Commission (WC)
1. Describe the award program: The Women's Commission present two award each year: the
Women's History Essay Contest (WHEC) and the Marcile N. Wood Award (MNW).
A. Purpose:
WHEC—To promote the importance of Women's History Month, which is in
March. To encourage young people to understand the many roles that women play
in influencing their lives. Students write essays about a woman who influenced
their lives. These essays are reviewed and winners are selected. These winners are
recognized in front of the PSD School Board at one of their regular monthly
meetings. A reception is held immediately following the school board meeting. In
addition, these winners are recognized prior to one of the regularly scheduled City
Council meetings during the proclamations section of the meeting.
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MNW—To recognize and acknowledge the significant professional or volunteer
work of a community member who works for the betterment of women in Fort
Collins. And to continue the legacy of volunteering left by Marcile N. Wood. The
Commission calls for nominations of women who exhibit the qualities of Marcile
N. Wood. Nominations are reviewed and a winner is selected. This individual is
recognized prior to one of the regularly scheduled City Council meetings during
the proclamations section of the meeting.
B. How are the nominees solicited or identified?
WHEC —Teachers within PSD, home school or charter schools decide whether
or not to participate in the contest. They collect the essays and pass them on to the
Women's Commission. The contest is for students in grades 7—9.
MNW—They are nominated by community members. The Women's
Commission solicits nominations through press releases, PSAs, website, and word
of mouth, but it is up to the community to nominate.
C. What is the criteria for selection?
WHEC— !�are Essays graded following specific criteria similar to that used on the
Colorado Student Assessment Program(CSAP)tests. The Commission members
grade each essay on a scale from 1 —6. The top 2 scoring essays from each grade
win. If there are ties, additional readers score the essays.
MNW—There are three questions on the nomination form that are read and
scored to select the person who has done the most work for the betterment of
women.
D. Who determines the award winners?
WHEC—The Commission members
MNW—The Commission members
E. What is the award (plaque; certification; other)?
WHEC —Certificate and donated prizes.
MNW- Plaque
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3. What is the authorization for the award program(i.e., is it stated in the Code; did
the board/commission suggest and enact as a good idea; was it an award program
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that has been provided and continued by tradition)?
The MNW award was established by motion in July 1992 and has continued the tradition
each year. The WHEC was established in 1987 as part of the Commission's Work Plan
to promote Women's History Month.
4. What is the approximate cost of each of the annual award programs?
The total amount budgeted for both awards including dinner/reception and plaques/gifts
totals $500. Specific award details are listed below:
WHEC —The Commission secures donations from local businesses, including the DBA,
to give each student. Those equal around $50- $100. The Commission purchases flowers
for the winning teachers and snacks for the awards reception. Cost for 2007 was
approximately$100.00. The Commission is considering the option of presenting the
winners with a savings bond in 2008.
MNW—The Commission presents a plaque $45, and in 2007 started a monetary award
which includes dinner at a local restaurant(with members of the Commission) and $100.