HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 06/12/2012 - BOARDS AND COMMISSIONS PERIODIC REVIEWDATE: June 12, 2012
STAFF: Darin Atteberry
Pre-taped staff presentation: none
WORK SESSION ITEM
FORT COLLINS CITY COUNCIL
SUBJECT FOR DISCUSSION
Boards and Commissions Periodic Review.
EXECUTIVE SUMMARY
Each year Council meets with several boards and commissions to review their functions and goals.
This year Council will review the following boards and commissions:
• Affordable Housing Board
• Golf Board
• Water Board
• Youth Advisory Board
GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED
The work session will conclude with either:
1. A statement that the board should continue without alteration; or
2. Direction to staff to prepare legislation making any changes (number of members, duties,
etc.).
BACKGROUND / DISCUSSION
At its January 25, 2000 Work 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 review dates have been
staggered; each board or commission will be reviewed approximately every six years. The 2012
review includes the following boards and commissions:
• Affordable Housing Board
• Golf Board
• Water Board
• Youth Advisory Board
June 12, 2012 Page 2
In accordance with the adopted review process, each of the boards listed above completed a self-
assessment questionnaire. Attached to each questionnaire is the City Code description of the board’s
duties, the most recent work plan, annual report, and bylaws. The Role of Council Liaisons to
Boards and Commissions is also attached to define the description of the Council Liaison as it
relates to direction, communication, facilitation and meeting attendance for boards and commissions.
The Council’s review will consist of the following questions:
- What does the board do? (current functions)
- Does the City need a board that does this?
- If so, should any of the duties of the board be changed?
- Can any of the duties of this board be consolidated with another board?
- Is the size of the board appropriate?
- Is the work done by the board beneficial and useful to the Council?
The Chairperson and Vice-Chairperson from each of the boards and commissions have been invited
to join the Council during the review of each board or commission. The discussion at the work
session is intended to assist the Council in determining whether it should:
- Continue the board without alteration of duties or composition.
- Continue the board with amendment to duties and/or composition.
- Eliminate the board and its duties.
- Eliminate the board and transfer of some or all duties to other existing board(s).
The work session will conclude either with:
1. A statement that the board should continue without alteration; or
2. Direction to staff to prepare legislation making any changes (number of members, duties,
etc.).
ATTACHMENTS
1. Affordable Housing Board Periodic Review Questionnaire – (with attachments)
2. Golf Board Periodic Review Questionnaire (with attachments)
3. Water Board Periodic Review Questionnaire – (with attachments)
4. Youth Advisory Board Periodic Review Questionnaire – (with attachments)
4. Periodic Review Process adopted February 20, 2001
5. The Role of Council Liaisons to Boards and Commissions adopted on May 17, 1988 and
revised on June 6, 2000
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ATTACHMENT 2
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RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY, JUNE 1, 2012
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: April 27, 2012
BOARD/COMMISSION NAME: Water Board
LIST OF MEMBERS:
Steve Balderson
Brian Brown
Liesel Hans
Lori Brunswig
Phil Phelan
Eric Garner
Meagan Smith
Brett Bovee
Duncan Eccleston
Becky Goldbach
Steve Malers
Staff Liaison: Brian Janonis
Council Liaison: Wade Troxel
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?
Section 2-436 of the Municipal Code describes the purpose of the Water Board (see attachment)
The Water Board advises council on water, wastewater, and storm-water related issues. The
Board’s agenda planning calendar helps keep the quantity of work at each meeting reasonable.
There is great depth and breadth to water, waste water and storm water utilities. The Water
Board has formed committees to allow interested members to review selected issues in greater
detail than is possible in monthly meetings. Committees provide a report to the full Board as
well as comments related to action items at the regular meetings
Occasionally, the Board acts as a quasi-judicial body on floodplain regulation variances.
Variances are not a frequent event, and the Water Board appreciates support provided by City
legal staff to insure hearings are conducted properly.
The Board does not recommend any core duties be added or deleted at this time. However,
because water issues also overlap other boards and commissions (such as Natural Areas), is the
Board recommends that additional definition be provided to guide coordination and advising on
ATTACHMENT 3
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topics of shared interest. For example, it may be appropriate to hold joint Board meetings on
occasion and request attendance of members from other Boards to coordinate efforts.
2. Is the Board’s workload (annual work plan) too much; too little; about right?
Explain.
The Board’s work plan is “about right”. The agenda planning calendar helps to distribute the
planned work load over the year. Adjustments are made when the need to review a variance or
water related items are scheduled on the council’s agenda. Occasionally a meeting will be
canceled, and sometimes a meeting will run long. It is helpful for larger policy updates and
projects that staff work with the Board and its committees to review materials prior to important
deadlines in order to ensure the Board can perform its duties efficiently.
3. Does the Board effectively accomplish its annual work plan?
Yes. We try to focus on the strategy and direction aspects water related issues. We make
recommendations on master planning and provide advice and citizen input regarding proposed
policies and actions affecting Utilities customers. We report our accomplishments annually.
Recognizing the changing nature of water issues and demands on staff, the Board also works to
adjust its approach in order to be more efficient in accomplishing its work plan.
4. Are Board meetings conducted in an effective manner? What could be done to
improve Board meetings?
The Water Board follows the procedural rules adopted and used by City Council. The meeting
format allows participation by all members yet provides an environment for varying opinions to
be expressed.
The Water Board Chair and Vice Chair meet with the staff liaison prior to each meeting to
review the agenda and insure the needed supporting materials and presentations are available to
the Board prior to the meeting. Adjustments are made when necessary.
We are going to structure our agenda to move the committee and staff reports to the beginning of
the meeting. The committees can report to the Board on their work related to agenda items prior
to the presentation and provide information related to any action items. Allowing staff to report
at the beginning of the meeting will allow staff to excuse themselves from further business so as
to not unduly impose on their time.
It is recommended that annual reports, especially those of some length, be provided to the Board
or an appropriate committee with sufficient time to allow comments on a draft, and that the final
report subsequently be presented to the full Board. Similarly, larger policy update efforts should
utilize Board committees as advisers to guide the final versions. This approach will ensure that
important business is given appropriate attention, and not rushed through Board meetings.
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5. Is the current size of the Board appropriate?
Yes. The Water Board has 11 members. The current size of the Board allows for an occasional
absence due to member’s schedule conflicts, yet maintain a quorum at meetings. We are also
able to populate four committees: Engineering; Legislative, Finance, Liaison; Conservation and
Public Education; Water Supply. The size also allows for representation from a variety of
backgrounds and viewpoints related to water.
6. Are communications between the Board and Council effective? What could be done
to improve these communications?
Typically staff advises the Board of topics that the City Council will be reviewing or taking
action on. The Water Board chair will author a memo to communicate Board recommendations
on high priority matters; in particular, to explain whether there was significant discussion about
an issue.
The Council liaison has attended meetings and provided direction to the LFL committee. The
LFL committee is evaluating its role and opportunities to improve the attendance of Board
members at Council sessions that involve agenda items pertaining to water. For example, Staff
reports at the beginning of Water Board meetings can draw attention to upcoming council
meetings so that Water Board members can discuss attendance.
The timing of communication appears to be challenging. Sometimes Water Board's agenda
includes items that will in short turn be considered by the City Council. In other cases, Council's
agenda regarding water items changes with little notice given to the Water Board. The Water
Board wants to provide timely and relevant advice to City Council and will continue to discuss
with Staff how coordination can be improved.
7. Other comments:
It would be helpful to develop an information packet for new Water Board members to get them
up to speed quickly in order to be comfortable making recommendations on the complex issues
the Water Board deals with. In particular, issues that span multiple years may require
background to understand the context of an issue. Water Board leadership is evaluating how to
improve documentation of Board meetings in order to facilitate providing such information.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
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DIVISION 33. WATER BOARD*
Sec. 2-436. Creation and purposes.
(a) There shall be and is hereby created a Water Board, hereafter referred to in
this Division as the "Board."
(b) The purposes of the Board shall be to advise the City Council in matters
pertaining to water, wastewater and stormwater utility policy issues and to act as a
quasi-judicial body relating to certain matters. These matters shall include,
without limitation, the following:
(1) To advise the City Council regarding water rights planning, acquisition and
management; service and development fees; water rental rates; annual
budgets; service area and drainage base delineation; master planning;
development and design criteria; water conservation; public information
and education; drought emergency; regulatory issues; water quality issues;
and local, state and federal legislation;
(2) To act as a quasi-judicial body relating to floodplain regulation variances,
stormwater fee disputes, determining raw water conversion factors and
storm drainage design criteria variances;
(3) To provide advice and citizen input regarding proposed policies and actions
affecting the customers of the water, wastewater and stormwater utilities;
and
(4) To advise the City Council regarding other water-related policy issues pertaining
to environmental and recreational uses of water, regional and state water
issues and projects and obligations to Fort Collins citizens outside of the
water utility service area.
(Ord. No. 158, 1986, § 23, 11-4-86; Ord. No. 117, 1996, §§ 1, 2, 9-17-96; Ord. No. 28,
1998, § 1, 3-17-98)
Sec. 2-438. Functions.
(a) The Board shall make recommendations to the City Council concerning
stormwater facilities in the City. The Board shall recommend to the City Council
the appropriate division of the City into separate drainage basins. These basins
shall separately fund the stormwater facilities to be installed to serve each basin.
The Board shall recommend the facilities needed for each basin to provide
adequate stormwater drainage in the basin. Such recommendations shall include
the following for each drainage basin:
(1) The facilities to be installed;
(2) The time and schedule for installation of facilities;
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(3) The method of assessing costs of facilities to be installed against property in the
basin; and
(4) The portion of the cost of facilities to be funded by the property in the basin and
the portion, if any, of such cost which should be paid by the City as a
whole.
(b) Before making a recommendation for any stormwater project, the Board shall
analyze the project and compare the total benefits to be achieved with the
anticipated cost of the project. Projects shall be recommended if the analysis
indicates that the total benefits are greater than the cost of the project.
(c) The Board shall review and make recommendations to the City Council on a
master drainage plan to be developed for stormwater facilities by the City
administration. Such recommendations shall include proposed methods of funding
any master drainage plan as finally approved.
(d) The Board shall consider all variances and appeals from the application of the
provisions of the provisions of Chapter 10 of this Code, Flood Prevention and
Protection.
(e) The Board shall hear the petition of any owner or owners of property in the
City who dispute the amount of the stormwater utility fee or stormwater basin fee
made against such owner's property or who dispute any determination made by or
on behalf of the City pursuant to and by authority of Chapter 26, Article VII of
this Code and shall make such revision or modification of such charge or
determination as it shall deem appropriate in accordance with § 26-520.
(f) The Board shall make recommendations to City Council regarding policy or
technical matters related to stormwater management. The Board shall make
comments on policy items prepared by other City departments.
(g) The Board shall hear the petition of any owner or owners of property in the
City who dispute or seek a variance in the City's "Storm Drainage Design Criteria
and Construction Standards."
(h) Final decisions of the Board under Subsections (d), (e) and (g) shall be subject
to the right of appeal to the City Council as set forth in § 2-46 et seq.
(i) The Board shall advise the City Council in policy matters pertaining to the
water, wastewater and stormwater utilities including, without limitation, those
policy issues described in Paragraphs 2-436(b)(1), (3) and (4).
(j) The Board shall also perform such other duties and functions and have such
other powers as may be provided by ordinance of the City Council.
(Ord. No. 158, 1986, § 23, 11-4-86; Ord. No. 118, 1991, 11-5-91; Ord. No. 117, 1996, §§
1, 2, 9-17-96; Ord. No. 28, 1998, § 1, 3-17-98)
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2012 WATER BOARD ANNUAL WORK PLAN
Conservation and Public Education Committee
1. Improve understanding of landscape minimal water requirements to inform conservation
GPCD goals and drought reserve
2. Review City Parks & Golf Course current water use and expectations for future park
planning, design and maintenance.
3. Review Water Conservation Plan and annual report to improve understanding of area
funding and return on investment.
4. Explore implementation and reach of educational programs relating but not limited to
AMI and its anticipated effect on conservation planning and programming
Providing water use and conservation data to public to illustrate context and impacts
of water management decisions and conservation
New programs focusing on regional and local water consumption with real time data
involving regional and regional comparisons
5. Examine alternative means of delivering and marketing conservation measures,
educational programs and methods
6. Review and provide insights to the public as to the cost of providing water and water
delivery systems compared to overall utilities costs (administration, fixed cost, finance
etc.)
7. Ongoing participation in Water Supply and Demand Management update and
implementation as it effects conservation needs and projections.
Engineering Committee
1. Review Storm Water Master planning efforts
2. Review Utility CIP planning. Review strategy and direction of issues, summarize
highlights and concerns to the water board, and provide feed back and recommendation
to staff for water related capital projects both in the planning and in the implementation
phase:
a) Review timing and urgency of proposed projects regarding implementation.
b) Provide feed back to staff on the prioritization of water, waste water, and
stormwater projects.
c) The condition or needs of our raw water delivery system. Examples are: One is a
Michigan Ditch stabilization project; line the existing raw water line from Gateway
down to the Water Plant
3. Summarize highlights and concerns to the water board after review of water related
issues as needed. Examples are:
a) Fluoridation, i.e. seasonal dosing or year round reduction.
b) Emerging Contaminants (i.e. pharmaceuticals, mercury).
Legislative, Finance and Liaison (LFL) Committee
1. Legislative issues:
a) Review council’s legislative agenda and meet with city lobbyist at the beginning of
the state session
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b) Request staff to notify LFL committee/board regarding proposed critical federal and
state legislation which could impact the city relative to water issues
c) Review nutrient regulations for Colorado/other western states, keep updated on new
developments; determine if board recommendation is appropriate.
d) Track urban water conservation and grey water state legislation; determine if board
recommendation is appropriate
2. Financial issues:
a) Review and provide recommendations on status of utilities budget in 2012 before the
information goes to the full board, make recommendations (if appropriate) to board
with regard to mid-cycle adjustments
b) Review and provide recommendations on the utility’s debt service and reserve
policies
c) Review and provide recommendations on city fees for floodplain variances and
permits
d) Monitor water development projects that may impact finances of the utility (as
needed)
3. Liaison issues:
a) Monitor Poudre River water quality evaluation activities
b) Provide suggestions to improve communications with city council
c) Meet with our city council liaison
Water Supply Committee
1. Monitor and provide follow-up, as needed, on the Water Supply and Demand
Management Policy Update
2. Review proposed water rental rates
3. Monitor protection of raw water quality and supply including but not limited to both
environmental impacts (e.g. climate change and wildfire hazards) and regulatory impacts.
4. Monitor progress of Halligan/Seaman, NISP, Flaming Gorge and Windy Gap Firming
projects for their impacts (positive or negative) upon Fort Collins water supplies
5. Monitor progress of City’s change of use for its Water Supply & Storage Company
shares
6. Review plans and opportunities to develop operational storage via gravel pits
7. Monitor Statewide and regional planning efforts - IBCC roundtables, State plans,
Colorado River Basin plans for impacts (positive or negative) upon Fort Collins water
supplies
8. Meet with agricultural and irrigation interests to continue investigation for possible
recommendations concerning agricultural-City water sharing agreements
9. Make recommendations to Council regarding drought restrictions (if needed)
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2011 Fort Collins Water Board Annual Report
January 2012
2011 Board Members
Gina C. Janett, Chair* Johannes Gessler * Phil Phelan
Steve Balderson, Vice Chair Brian Brown Duncan Eccleston
Reagan Waskom* Becky Goldbach Steve Malers
Lori Brunswig Brett Bovee *retiring members
Action Items
Building Code Green Amendments: the Water Board recommended the proposed building
code green amendments pertaining to water for residential and commercial construction be
adopted by Council.
Oxbow Levee Remnant Parcel Sale: the Water Board voted to recommend Council approve
the sale of this parcel to the adjacent property owner.
City Utility Rate Philosophy and Purpose Statement: Water Board recommended that City
Council consider approval of the proposed Financial Strategy and Rate Design Philosophy,
consistent with staff’s recommendation and this Board’s recommended changes (noted below):
1. Adoption of the Water Conservation Plan as a Council-adopted policy.
2. Discussion of “pay as you go” versus debt philosophy.
3. Remove rankings on the prioritization list.
4. Add “natural” to “efficient use of resources”.
Instream Flow Recommendation: Water Board recommended to City Council that Council
take action to implement Policy ENV 24.5 of the newly adopted Plan Fort Collins by putting
resources toward it, designating a lead agency (Natural Resources Department), and to adopt a
work plan to implement a feasibility study.
Intergovernmental Agreement Between the City of Fort Collins, the City of Longmont and
Platte River Power Authority Relating to the Operation of a Joint Customer Information
System: the Water Board recommended adoption of the Intergovernmental Agreement
between the cities of Fort Collins and Longmont and Platte River Power Authority for the
operation of a customer information system required for the maintenance and billing of customer
accounts.
Appropriation Request for Relocation of Utilities in Mason Corridor: Water Board
recommended that City Council approve the proposed appropriation ordinance to fund the
relocation of water and wastewater facilities in the BRT/Mason Corridor.
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2002 Storm Drainage Revenue Bonds: the Water Board recommended that the City Council
approve the ordinance appropriating the proceeds from the refunding bonds to pay off the 2002
bonds, and the Storm Water Enterprise Board to approve the issuance of the refunding bonds
and amending ordinance 8.
2012 Water/Wastewater Budget Exceptions and Rate and PIF Recommendations; 2012
Stormwater Budget Exceptions and Rate and PIF Recommendations: the Water Board
recommended City Council adopt the proposed 6 percent across the board water rate increase
and the 8 percent across the board wastewater increase for 2012. The Water Board
recommended City Council adopt the proposed changes to the 2012 plant investment fees for
water, wastewater, and stormwater. The Water Board recommend City Council approve the
Water and Stormwater Funds’ 2012 proposed exceptions to the 2011-2012 Budget.
Poudre River Floodplain Regulations: the Water Board recommended the existing floodplain
regulations be retained, but that additional consideration to implementing specific life safety and
property damage criteria and increased preservation of natural and beneficial functions of the
floodplain that would enhance and support the current regulations be incorporated with the
process to adopt the new Floodplain Rules and Regulations for the State of Colorado as
approved by the Colorado Water Conservation Board (CWCB).
Stormwater Criteria Manual: the Water Board recommended Council approval of the proposed
Fort Collins Stormwater Criteria Manual as attached to this Board packet and recommends
incorporating the proposed Stormwater Criteria Manual update into the City of Fort Collins Land
Use Code and the City of Fort Collins Municipal Code, as appropriate.
Construction Specifications Update: the Water Board recommended approval and adoption
of the Standard Development Specifications for Stormwater, Water, and Wastewater
Construction including the process outlined for future updates.
Water Supply and Demand Management Policy: the Water Board prepared a letter of support
to City Council for the draft policy incorporating comments made during the board meeting with
assistance as needed from staff. The Water Board reviewed the letter and voted to endorse the
letter of support at the December meeting.
Amendment to City Code Section 26-236 Regarding Exemptions to Connect to the City's
Public Sewer System: the Water Board recommend approval to the City Council of
amendments to Chapter 26-236 of the City Code relating to requirements to connect to the
City’s public sewer system.
Committee and Proposed Gray Water Legislation: the Water Board recommends to the City
Council Legislative Review Committee that they consider supporting the concept of a proposed
bill (enabling legislation) that would permit cities to set up standards and guidelines governing
the use of graywater in their communities.
Recommendations on Legislative Review by the LFL: the Water Board voted to encourage
City Council to direct Utilities staff to be more involved in monitoring, tracking, and testifying on
state legislation and policy regarding water issues as appropriate. The Water Board also voted
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to authorize its Legislative, Finance, and Liaison Committee to monitor state legislation and be
enabled to send informational memos on bills that the LFL believes should be of concern or
interest directly to the Council Legislative Committee. The memos would not suggest a position
in support or opposition but would describe the issues and potential impacts to the City.
Easements
The water board reviewed and approved the following easement requests:
Request from Larimer County for an Underground Storm Sewer Pipe on Property Owned by
City Utilities
Easement Request for the Sanctuary West Development
Stormwater Easement - Creekside Park
Maxwell Farm Conservation Easement Water Use Agreement
Easement on City Property to Public Service Company of Colorado
Presentations
Army Corps of Engineers Briefing on Halligan-Seaman Reservoir Projects
Floodplain Regulations: No Adverse Impact Option
Fluoride Regulations Update
2011 Raw Water Rental Rates and Delivery Charges
Lower Cache la Poudre and Urban Creek Water Quality Report
Upper Poudre Wildfire Watershed Assessment
CIPO Project Update
2009 Global Reporting Initiative Report
Agricultural Water in Larimer County
2010 QualServe Benchmarking Presentation
Utilities for the 21st Century
Drinking Water Quality and Annual Consumer Confidence Reports
MS4 Stormwater Permit Annual Update
Authorizing Conveyance of a Non-Exclusive Utility
Watershed Program (Protection of Raw Water Quality and Supply)
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Nutrient Regulation Changes and associated impacts
Smart Grid Technology Update
Nutrients and Water Quality Memo
Standing Committees
Conservation and Public Education Committee
Engineering Committee
Legislative, Finance, and Liaison Committee
Water Supply Committee
Report prepared by Steve Balderson, Water Board Vice Chair
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December 8, 2008
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BYLAWS OF THE
WATER BOARD
CITY OF FORT COLLINS, COLORADO
ARTICLE I
Introduction
Section 1. The Water Board (the “Board”) was created by the City Council’s adoption
of Ordinance No. 117, 1996, which combined the City’s then existing Water Board and
Storm Drainage Board.
Section 2. These Bylaws have been adopted by the Board and supercede any
bylaws or rules or procedures previously in effect for the Board.
Section 3. These Bylaws are intended to assist the Board in carrying out its advisory
obligations to the City Council and in carrying out its quasi-judicial responsibility to
provide a fair hearing on variances and appeals that come before it.
ARTICLE II
Object and Functions
Section 1. The Board shall perform those functions designated for the Board in City
Code Section 2-438.
Section 2. The Board shall perform such other functions as are required of it by the
City Council.
ARTICLE III
Membership and Officers
Section 1. The Board shall consist of eleven (11) members appointed by City Council
in accordance with the applicable City Code provisions.
Section 2. The Board shall at a regular meeting in February or March of each
calendar year elect from its membership a chairperson and a vice-chairperson, each
elected for a term of one year. There shall be no limitation on the number of terms the
chairperson or vice-chairperson may serve.
Section 3. Election of the chairperson and vice-chairperson shall be by simple
majority of the members present.
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December 8, 2008
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Section 4. The chairperson shall preside at all regular and special meetings of the
Board, including executive sessions, and shall, subject to these Bylaws, decide all
points of procedure unless otherwise directed by a majority of the Board members
present and voting on the matter.
Section 5. The vice-chairperson shall assume the duties and responsibilities of the
chairperson in the event the chairperson is absent or for any reason is unable to preside
over the meeting.
Section 6. In the event that both the chairperson and the vice-chairperson are absent
or unable for any reason to preside over a meeting, those members present shall, by a
majority vote, select a member to preside over the meeting.
Section 7. In the event that the chairperson does not serve out his/her entire term,
the vice-chairperson shall serve until a new chairperson is elected or until the
chairperson’s term is completed. In the event of the position of the vice-chairperson
becoming vacant, a new vice-chairperson shall be elected to serve the remainder of the
vice-chairperson’s term.
Section 8. The Utilities Executive Director or his or her designee shall serve as the
Water Board Staff Liaison, and shall be primarily responsible for coordinating with the
Board chairperson and vice-chairperson, as applicable, in connection with planning and
preparing for Board meetings.
Section 9. A Utilities staff person designated by the Utilities Executive Director shall
serve as secretary to the Board. The secretary shall keep or cause to be kept all
records of the Board. The secretary shall transmit all appropriate records to the City
Clerk in accordance with applicable City Code and policies. The secretary shall prepare
or have prepared all correspondence of the Board and the chairperson, shall receive
and file all matters referred to the Board, send out and post all notices required by law
and these Bylaws or as requested by the Board, prepare or cause to be prepared an
agenda for every regular or special meeting of the Board in consultation with the Water
Board Staff Liaison and Board chairperson, shall retain the original papers acted upon
by the Board, and shall prepare attendance records and minutes of all meetings of the
Board.
Section 10. Utilities staff shall provide support to the Board at the direction of and as
assigned by the Utilities Executive Director.
ARTICLE IV
Rules of Operation
Section 1. The Board shall adopt a set of Bylaws consistent with the Charter and
Ordinances of the City of Fort Collins, and the Fort Collins Boards and Commissions
Manual, which governing documents together shall govern the operation of the Board.
In the event of conflict among said governing documents they shall take precedence in
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the order listed above, provided that the Bylaws shall be the least in order of
precedence.
Section 2. Except as provided in the City Code and Charter, or as otherwise provided
in these Bylaws, the latest edition of Robert’s Rules of Order, as far as practical, shall
govern the parliamentary procedures of the Board.
Section 3. Each member shall be responsible for identifying and taking appropriate
action in connection with any conflict of interest that member may have in relation to his
or her service on the Board. In accordance with applicable City Code, any member
shall refrain from voting on or attempting to influence any decision in which he or she
has a financial or personal conflict of interest (as defined in the City Charter and Code),
and shall file with the City Clerk’s office a written statement of disclosure (in the form
provided by the City Clerk) as soon as the conflict is discovered.
Section 4. A quorum shall consist of six (6) members present at a regular or special
meeting of the Board. In the event that a quorum is not present at any Board meeting,
those members present may adjourn the meeting to a later date and time.
Section 5. Attendance at meetings of the Board shall be required, and members shall
contact the Board chairperson (or, if the chairperson, shall contact the vice-chairperson)
and the secretary of the Board in advance in writing (including by electronic message)
of any meeting he or she will not be able to attend. Absences from regularly scheduled
meetings may cause automatic termination of a Board members appointment, in
accordance with adopted City Council policy. Pursuant to Council-adopted policy, three
(3) consecutive absences without advance notification, or four (4) absences in a
calendar year without advance notification, will result in automatic termination of a
Board member’s appointment.
Section 6. The Board may establish such standing or temporary committees as a
majority of the Board determines to be appropriate, and the chairperson may appoint
Board members volunteering to serve on each such committee no less frequently than
annually, and shall appoint a temporary committee chairperson to serve in that capacity
until such time as the committee elects a chairperson. The Board chairperson’s
appointments hereunder are subject to contrary direction from the members of the
Board by majority vote. Each committee shall at its first meeting elect its own
chairperson, and shall be responsible for its assignments. Each committee shall report
to the Board in writing in advance of or verbally at each regular meeting regarding its
activities, information developed and recommendations to the Board. A quorum of any
committee shall consist of a majority of those appointed to the committee. The Board
may eliminate any committee at any time by majority vote.
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ARTICLE V
Meetings
Section 1. The Board shall meet monthly on a regular schedule adopted by the
Board annually, except as otherwise approved by the Board from time-to-time.
Section 2. Proposed Option 1 and Option 2 (choose one):
Option 1: In the event the chairperson determines in advance of any Board meeting that
scheduling conflicts create a need to reschedule the Board meeting to a different date
or time, or that there are no substantive items to be considered on the agenda for the
Board meeting, the chairperson may cancel the Board meeting by providing notice to all
Board members no less than forty-eight (48) hours in advance of the meeting.
Option 2: Upon a determination that a quorum will not be available to attend a
scheduled Board meeting, the Board secretary and Board chairperson will confer, and
upon confirmation of the lack quorum, will notify the Board that the scheduled meeting
has been cancelled. In the alternative, if the Board chairperson determines, after
conferring with all reasonably available Board members, that there is a substitute date
for which such a meeting may be rescheduled in order for a quorum to be available, the
chairperson may reschedule the meeting accordingly, by providing notice to all Board
members no less than forty-eight (48) hours in advance of the meeting.
Section 3. Special meetings of the Board may be called at the discretion of the
chairperson, or by the Board secretary upon the request of four (4) Board members.
Notice of any such special meeting shall be delivered to each Board member, whether
by regular mail, electronic message or personal delivery, or by direct verbal
communication no less than forty-eight (48) hours in advance of the time set for such
meeting. Public notice of any special meeting shall be provided as required by
applicable law and policy. Formal action taken at a special meeting called in
accordance with this Section shall be considered as though it were taken at a regular
meeting provided, however, formal action may be taken only with respect to those
matters referred to in the request for the special meeting.
Section 4. The chairperson may from time to time call work session meetings for the
purpose of receiving information, hearing presentations and discussing information
provided; however, no formal action may be taken at a work session, and the Board
may not develop policy positions or otherwise establish a Board position at a work
session.
Section 5. Any meeting, whether regular or special, of the Board or any committee of
the Board, at which any formal action could occur or at which a quorum is in
attendance, or is expected to be in attendance, shall be held only after full and timely
notice to the public. The term meeting shall mean any gathering of a quorum or three
(3) or more members, whichever is fewer, of the Board or any Board committee, at
which any public business is discussed or at which any formal action may be taken but
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December 8, 2008
5
shall not mean any chance meeting or social gathering at which the discussion of public
business is not the central purpose.
Section 6. The order of business for each meeting shall be the order as it appears in
the agenda prepared in advance for said meeting, except that the chairperson may
rearrange the order of business unless otherwise directed by a majority vote of the
members present at the meeting.
Section 7. The secretary shall keep or cause to be kept minutes showing all
substantive facts pertaining to each Board meeting and each Board committee meeting,
each vote, and such other details as the Board or the chairperson shall direct. Minutes
of each meeting shall be approved by the Board or relevant committee at the next
regular meeting of that body.
Section 8. Executive sessions may be called upon the affirmative vote of two-thirds
(2/3) of the quorum present for the stated purpose of discussing personnel matters as
described in the City Code, potential conflicts of interest, property acquisition and sales
by the City, or meeting with the City Attorney or other attorneys representing the City
regarding legal issues. Except for attorney-client privileged discussions, the
proceedings of any executive session shall be preserved by audio or video taping. No
formal action shall be taken by the Board at such sessions.
ARTICLE VI
Quasi-Judicial Proceedings
Section 1. The Board shall conduct quasi-judicial proceedings in accordance with the
applicable notice and fair hearing requirements, and, except as determined to be
necessary by the chairperson to accommodate procedural due process in particular
circumstances, quasi-judicial proceedings of the Board shall be organized as follows:
1) Confirmation of Board quorum;
2) Opportunity for Board member disclosures and descriptions of site visits, if any;
a. Opportunity for each party to provide additional evidence concerning that
information (if any disclosed);
3) Opportunity for Board member disclosures and descriptions of ex parte
communications, if any;
a. Opportunity for each party to provide additional evidence concerning that
information (if any disclosed);
4) Staff explanation of the nature of the variance request or appeal and staff
presentation;
5) Applicant/appellant presentation(s);
6) Opposing parties-in-interest presentation(s);
7) Opportunity for rebuttal by applicant/appellant;
8) Opportunity for rebuttal by parties-in-interest;
9) Board questions of any participants;
10) Closing statement by City staff;
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December 8, 2008
6
11) Closing statement(s) by applicant/appellant;
12) Closing statement(s) by parties-in-interest;
13) Board motion, discussion and vote on motion.
Section 2: If a Board member has not been in attendance for a quasi-judicial
proceeding from the outset, the member must review the record of the proceeding and
announce on the record that such review has been completed.
Section 3. Board members shall make diligent efforts to avoid ex-parte or off-record
communications regarding the merits of any pending or potential quasi-judicial decision
of the Board.
ARTICLE VII
Public Participation
Section 1. All meetings of the Board and of any committees of the Board shall be
open to the public, and shall at or near the beginning of each meeting afford members
of the public an opportunity to speak to any matter coming within the purview of the
Board, regardless of whether such matter is scheduled for or has been previously
scheduled for consideration at that particular meeting. Time limitations may be imposed
by the chairperson on such public input as necessary to allow for the conduct of the
business of the Board and agenda for the meeting in a timely and efficient manner.
Section 2. The Board shall have the power to cause persons to be removed from a
Board meeting or a Board committee meeting if any person fails to comply with the
requirements of the chairperson in maintaining order during the meeting.
ARTICLE VIII
Work Plans and Annual Reviews
Section 1. The Board shall adopt an annual statement of goals and objectives in a
Work Plan and evaluate its accomplishments of the previous year in an Annual Review
report. These shall be filed with the City Clerk following the criteria and dates set forth
in the Board and Commissions Manual.
Section 2. The Board shall also provide an annual report of the Board’s activities
corresponding to the Board’s work plan for the prior year, no later than January 31st of
each year, and shall provide other reports at such times as requested by Council or
when deemed advisable by the Board.
ARTICLE IX
Changes and Amendments
Section 1. These Bylaws may be amended by affirmative vote of two-thirds (2/3) of
the Board members and may be subject to approval by the City Council.
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December 8, 2008
7
Section 2. Proposed amendments shall be presented for consideration at a regular
Board meeting, and adopted at the next meeting.
Section 3. Immediately after adoption, copies of these Bylaws shall be distributed
according to the City’s requirement as outlined in the Responsibilities part of the Boards
and Commissions Manual, including being filed with the City Clerk as part of the Board’s
permanent record.
APPROVED BY THE WATER BOARD
this 8th day of December, 2008.
___________________
Doug Yadon, Chairperson
ATTEST:
_________________________
Robin Pierce, Secretary
18
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY, JULY 13, 2012
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: 5/25/2012
BOARD/COMMISSION NAME: Youth Advisory Board (YAB)
LIST OF MEMBERS: Pranaya Sathe (Chair), Kelsey Hennig (Vice Chair), Siyu Wu
(Secretary), Langston Stuckey, Patrice Quadrel, Natalie Pederson, Sarah Pruznick, Nathan
Welch.
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?
We are charged with “Gathering information from local youth, other groups, organizations
and agencies regarding youth-oriented issues and making recommendations to City Council
in reference to these issues.” We feel that our duties as a board are realistic; however, we do
not feel that we have a voice or that council is interested in hearing our concerns. Generally,
we discuss concerns related to youth and then develop a plan to address them as a board (like
creating an event or survey) instead of taking these concerns to Council. We would like more
direction from Council and/or would like to be asked for youth feedback on current City
issues.
2. Is the board’s workload (annual work plan) too much; too little; about right?
Explain.
YAB’s workload is just about right. As we only meet during the school year, we voted in
September 2011 to move to two meetings a month instead of one in order to accomplish
more in our limited amount of meetings. We were able to participate in the Make it Stop Anti
Bullying Summit this year co-hosted by Human Relations Commission, Women’s
Commission, and the Commission on Disability. This was a successful event that would not
have had strong YAB participation without bi-monthly meetings. We were proud of the
event, and already have ideas for next year.
3. Does the board effectively accomplish its annual work plan?
We do effectively accomplish our work plan, but it would be easier if we could submit a
work plan for each school year instead of each calendar year. We feel that writing a work plan
for the school year would be much more effective and realistic than working off of a plan that
has a three month gap in between.
ATTACHMENT 4
1
RETURN COMPLETED QUESTIONNAIRE TO CITY CLERK BY: FRIDAY JULY 13, 2012
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
Board meetings are productive and creative. Moving to two meetings a month has made a
difference in the amount of work we can accomplish. Meetings could be improved by
occasional Council liaison visits and City staff sharing plans/information and requesting
youth feedback.
5. Is the current size of the board appropriate?
The current size of YAB is appropriate and is ample enough to complete the work plan.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
We feel that there is no communication between the board and Council. They have not
been asked for their input on any topic for the past two school years and the Council liaison has
not visited in two years. We would like to be given assignments from Council and would like to
be more active in reporting a collective youth opinion back to Council on topics we are asked to
advise on.
7. Other comments:
We would like to request that new members be assigned in September instead of January.
Since we meet September-May, it is difficult to stick to a work plan when current members leave
in December and new members join in January.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
2
YOUTH ADVISORY BOARD
Sec. 2-446. Functions.
The Board shall have the following functions:
(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
which would enhance the status of youth in the Fort Collins community.
(Ord. No. 58, 1994, 4-19-94)
3
City of Fort Collins
Youth Advisory Board
2011 -2012 Work Plan
All regular Youth Advisory Board meetings are scheduled for the first and third
Wednesday of each month at 6:30 p.m. at Northside Aztlan Community Center, 112 E.
Willow St.
2012 Meeting Schedule
January 4, 18
February 1, 15
March 7, 21
April 4, 18
May 2, 23
June-August – No meetings
September 5, 19
October 3, 17
November 7
December 5, 19
Fall 2011 Accomplishments
•Promoted Zombie Prom in tandem with Turning Point.
•Co-hosted the Make it Stop Anti-bullying Summit with Human Relations Commission
& Commission on Disabilities
- Approximately 100 people attended including State Representative Randy Fischer
and two members of PSD School Board.
•Met with and provided feedback to Larimer County’s ‘Plug Into Nature’ initiative
supported by Great Outdoors Colorado.
2012 Work Plan
•Promote Recreation teen ski trips to Fort Collins Students
- Ski trips will be on Saturday, 12/17, 1/21, 2/25 and Friday, 1/6
•Host Indoor Beach Party for Middle School Students before Spring Break
- Will plan, promote and execute event.
- Will create a middle school student sub-committee to advise on the event.
• Will host a “Freak Out” follow-up event to the Anti-bullying summit.
- Most likely held in March.
- YAB will plan and execute this event.
4
City of Fort Collins
Youth Advisory Board
2011 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.
In the Fall of 2011, the Youth Advisory Board voted to move to two meetings a month,
since they do not meet over the summer. The goal in meeting more often was to be able
to plan some youth centered events and carry them out in the course of nine months.
Overall, 12 meetings were held in 2011. At the first of the year, Kai Stuckey was serving
as Board Chair, Megan Ryssman as Vice Chair and Danika Ward as Secretary. In May
four Youth Advisory Board members graduated from high school and resigned from the
board. These members included; Kai Stuckey, Megan Ryssman, Danika Ward, Amanda
Maciel, Paige Radtke. Board member, Michael Mahon’s family moved out of Fort
Collins and he resigned as well.
No Youth Advisory Board meetings were held in June, July or August. New officers
were elected in September. Pranaya Sathe was named Chair, Kelsey Hennig, Vice Chair
and Siyu Wu as Secretary. At year’s end the Youth Advisory Board was comprised of
the afore mentioned officers plus, Langston Stuckey, Natalie Pederson, Nathan Welch
and Rylee Johnston. Megan Greer is serving as the staff liaison. Since 2009, Aislinn
Kottwitz has been the Youth Advisory Board’s City Council representative.
2011 Youth Advisory Board Accomplishments
• YAB wrote and conducted a survey for middle school and high school students.
60 surveys were conducted in each middle school and high school in Fort Collins.
The survey questions that were asked to middle school students were:
1. Have you experienced bullying at your school?
2. If you answered yes to question #1, what type of bullying have you seen?
Internet bullying, sexual harassment, physical abuse, etc.
3. Do you think there is enough for middle school students to do in Fort Collins.
4. Would you like to see a program that would help you feel more prepared for
high school?
The results:
Over 50% have experienced or seen bullying. Cyber was the most common
followed by verbal.
Create a mentorship program
Educate on why bullying is not ok
Have a place to turn in bullying complaints
Most kids think there is enough to do in Fort Collins; it is just a matter of
knowing where to look.
5
Create an events calendar
Work with entertainment companies to promote events for middle school
Most kids would like an optional high school prep class
“A day in the life” have high school teachers come talk to students
Pre AP classes
Maybe high school students could come talk after school since they have
recently made the transition
Questions that were asked to high school students were:
1. Do you feel like you have the financial skills to be successful in the real world?
2. Would a finance class be helpful to prepare you for post-high school life?
3. Do you feel that there are enough youth oriented activities in the community.
4. If you answered YES to question #3, what types of activities do you enjoy
participating in? If you answered NO, what type of activities or programs would
you like to see offered.
The results:
All 4 High Schools in Fort Collins participated in the survey.
Only half of the students surveyed feel ready for the real world
College prep class would be helpful
Include more shadowing experience to find what they really want to do
Finance class would be helpful
How to budget
Youth activates are not openly known
Events calendar needed
Publish a club directory- info, contact info
More club sports for fun
Ski/ concert/ hiking bus
Races specifically for youth
Clubs unrelated to sports
The Youth Advisory Board put the results into a presentation and hosted a meeting for
community members to share their findings in May.
Youth Advisory Board also:
• Volunteered at the Kites In The Park Kite Festival.
• Promoted Zombie Prom in tandem with Turning Point.
• Co-hosted the Make it Stop Anti-bullying Summit with Human Relations
Commission & Commission on Disabilities
Approximately 100 people attended including State Representative Randy Fischer
and two members of PSD School Board.
• Met with and provided feedback to Larimer County’s ‘Plug Into Nature’ initiative
supported by Great Outdoors Colorado.
6
The Youth Advisory Board has no bylaws
7
PERIODIC REVIEW PROCESS
! A periodic review will be conducted for all boards except the Downtown Development
Authority, Housing Authority, and Liquor 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 5
1
INITIAL REVIEW SCHEDULE
BOARD TYPE 2001 2002 2003 2004 2005 2006
Affordable Housing Board A /
Air Quality Advisory Board A /
Art in Public Places Board A /
Building Review Board D /
Citizen Review Board AA /
Commission on Disability A /
Commission on the Status of Women A /
CDBG Commission A /
Cultural Resources Board A /
Election Board D /
Electric Board A /
Golf Board A /
Human Relations Commission A /
Landmark Preservation Commission D /
Library Board A /
Natural Resources Advisory Board A /
Parks and Recreation Board A /
Planning and Zoning Board D /
Retirement Committee D /
Senior Advisory Board A /
Telecommunications Board A /
Transportation Board A /
Water Board D /
Youth Advisory Board A /
Zoning Board of Appeals D /
A = Advisory
AA = Advisory to Administration
D = Decision-making
2
THE ROLE OF COUNCIL LIAISONS TO BOARDS AND COMMISSIONS
Every two years, following the election of Councilmembers, the Council selects its liaisons to the
boards and commissions. Council has defined the role of Council liaisons as follows:
1. To communicate with the board or commission when Council communication is needed
and to serve as the primary two-way communications channel between Council and the
board or commission.
2. To take the lead in filling vacancies, reviewing applications, and interviewing candidates
for the board or commission.
3. To serve as the primary informal Council contact for the board or commission.
4. To help resolve questions the board or commission may have about the role of Council,
municipal government, and the board or commission.
5. To establish formal or informal contact with the chairperson of the board or commission
and effectively communicate the role of the liaison.
6. To provide procedural direction and relay Council's position to the board or commission,
and to communicate to the board or commission that the liaison's role is not to direct the
board in its activities or work.
7. To serve as Council contact rather than an advocate for or ex-officio member of the board
or commission.
8. To review the annual work plan of the board or commission and make recommendations
to the City Council regarding the work plan.
9. To identify and help resolve any problems that may exist with respect to the functioning
of the board or commission.
10. To facilitate the training of new board and commission members by providing suggestions
and relevant information to the City staff members responsible for providing such training.
Council liaisons do not normally attend monthly meetings of the boards and commissions. Liaisons
are informed of boards and commissions activities through agendas and minutes, work plans, and
annual reports. Liaisons may attend a meeting due to an interest in a specific agenda topic, or may
“pop in” just to observe. Attendance by a Council liaison should not affect the normal structure of
a board meeting. Attention should not be focused on the Council liaison and his or her input.
If Council liaison participation is critical to a particular item, a direct invitation should be made to
the Council liaison, explaining why participation is deemed to be critical. If appropriate, discuss
with the liaison prior to the meeting what expectations are and whether the liaison can meet those
expectations.
Revised: June 6, 2000
ATTACHMENT 6