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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 06/04/2002 - ITEMS RELATING TO BOARDS AND COMMISSIONS AGENDA ITEM SUMMARY ITEM NUMBER: 29 A-B FORT COLLINS CITY COUNCIL DATE: June 4, 2002FROM Wanda Krajicek SUBJECT : Items Relating to Boards and Commissions. RECOMMENDATION: Staff recommends adoption of the Resolution and of the Ordinance on First Reading. EXECUTIVE SUMMARY: A. Resolution 2002-062 Making Amendments to the Boards and Commissions Manual and Establishing Policies Relating to the Recruitment and Appointment Process for Boards and Commissions. B. First Reading of Ordinance No. 093, 2002, Amending Certain Sections of Chapter 2 of the City Code Relating to Boards and Commissions Membership Terms. During the annual recruitment process for boards and commissions last fail, Council expressed a desire to streamline the application/interview process. Staff prepared a questionnaire to collect information regarding the application/interview process in other communities. The questionnaire was sent to 20 municipalities and the information was summarized and presented to the Council Governance Committee on April 17,2002. The Council Governance Committee also addressed how boards and commissions could more effectively communicate the viewpoints of all boardmembers to Council and the City Manager. Following is a summary of the changes suggested by the Governance Committee on April 17, 2002: Resolution 2002-062 Options A and B - Eligibility Requirements: ❑ OPTION A: Requires applicants to be registered voters(except those under 18 years of age) and to reside within the Fort Collins city limits for at least one year. ❑ OPTION B: Requires applicants to be registered voters(except those under 18 years of age) and to reside within the Fort Collins Growth Management Area for at least one year. DATE: June 4, 2UU2 ITEM NUMBER: Application/Appointment Process: ❑ Advertising will include all boards, but will specify which boards have actual vacancies(no incumbents)and which boards are accepting applications solely for the purpose of establishing eligibility lists for future vacancies. ❑ Limits applicants to applying for membership on no more than two boards or commissions. ❑ Calls for strict adherence to the application deadline, with late applications being placed on file for future vacancies. ❑ Preference given to reappointment of eligible incumbents if no violations of policies or Code/Charter provisions have occurred. NOTE: Eligible incumbents seeking reappointment will file a statement of intent with the Clerk's office (rather than an application). Incumbents will not be required to interview. Meeting Minutes: ❑ Makes changes to the"Minutes"section of the Manual requiring that minutes contain details regarding individual viewpoints and opinions and include reasons for dissenting votes. Ordinance No. 093, 2002 Membership Terms: ❑ Appoints boardmembers to three-year terms and limit appointments to two consecutive three-year terms. ❑ Eliminates the provision that allowed Water Board members to serve three full terms as opposed to the two full terms applied to other boards and commissions. NOTE: For the purposes of these provisions, a "term" shall include the balance of an unexpired term served by a person appointed to fill a vacancy if such unexpired term exceeds twenty-four(24) months. RESOLUTION 2002-062 OF THE COUNCIL OF THE CITY OF FORT COLLINS MAKING AMENDMENTS TO THE BOARDS AND COMMISSIONS MANUAL AND ESTABLISHING POLICIES RELATING TO THE RECRUITMENT AND APPOINTMENT PROCESS FOR BOARDS AND COMMISSIONS WHEREAS, the City currently has several boards and commissions appointed by the City Council; and WHEREAS,the information pertaining to membership lists,descriptions of each board and commission, meeting schedules, conflict of interest guidelines, appeal procedures, and general information regarding membership limitations,attendance policies and other responsibilities of the City's boards and commissions is contained in a Boards and Commissions Manual(the"Manual"), maintained by the City Clerk, which Manual was last adopted by the City Council by Resolution 2001-26; and WHEREAS,Resolution 2001-26 requires that amendments to the Manual which constitute policy changes shall be made only by the Council by resolution, except that changes that are consistent with resolutions and ordinances adopted by the Council may be made administratively by the City Clerk's Office; and WHEREAS,the Council Governance Committee has recently recommended certain changes to the membership requirements and limitations contained in the Manual; and WHEREAS, the Governance Committee has also recommended changes to the provisions relating to the preparation of meeting minutes in an effort to provide the Council with comprehensive information documenting discussions of individual boards and commissions,particularly with regard to dissenting opinions; and WHEREAS,the Governance Committee has also recommended changes to the recruitment and appointment process for boards and commissions; and WHEREAS, the Council wishes to adopt the changes recommended by the Governance Committee. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: i Section 1. That the provisions relating to Membership Limitations, as contained on page 8 in the Boards and Commissions Manual dated January 2002,are hereby amended to read as follows: Membership Limitations The following limitations and requirements are applied to board or commission membership: No person may serve on any one board or commission for more than eight ($j consectitive wo complete terms)-'- In the event that an individual fills the unexpired term of a board or commission member,that unexpired term shall net-be counted as a complete term No person will be appointed by the City Council to serve concurrently on more than one board or commission. OPTION A: All persons appointed to,or serving on,any board or commission shall b 6ered�vltadr I8 years~ M1 r1l 4 ( vtB cjrIqJW�,year. Any member who relocates outside of the I�o1y ;'NA uh during his or her term of service on a board or commission shall resign his or her membership Zhgiireme�t� litl ap { +to u/l rntitvfdualstappatoi reap ° ° r�gj!tr A ar Z'Jrese fimitutimm-shall not apply to applicants for or members of the General Employees Retirement Committee OR OPTION B: All persons appointed to,or serving on,any board or commission shall be residents of the city of Foit eottin. or reglstezed eaters (except those under.o year of aged anrl:§hall reside,within the Fort Collins Urban Growth Manage rtent Area for' jdast'itife year. Any member who relocates outside of the Urban Growth Map@gen€Area during his or her term of service on a board or commission, shall resign his or her d�,o reamgpeominbreertsf,h, ieptf# Z"fese rel"s * h"Al,U t 'tqall rrdsi44 st hall not apply to applicantsfor or members of the General Employees Retirement Committee Section 2. That the provisions relating to the preparation of meeting minutes, as contained on pages 19 through 21 in the Boards and Commissions Manual dated January 2002, are hereby amended to read as follows: Minutes Minutes must be taken of any meeting of a board or commission (or committee of a board or commission) at which the adoption of any proposed policy, position, resolution, rule, regulation, or formal action occurs or could occur. The minutes must be open to public inspection and a copy must be filed with the City Clerk upon approval. Section 2-73 of the City Code requires that approval of minutes shall occur no later than the next regular meeting of the board,commission or committee,except in those instances when an audio or video recording has been made and maintained. Discussions that occur in an executive session shall be subject to the same audio recording requirements and related procedures and regulations as are contained in§2- 33 of the City Code pertaining to executive sessions of the City Council and its committees. The minutes of a meeting during which an executive session is held shall reflect the topic of the discussion at the executive session. Except with regard to the documentation of executive sessions, state law and City Code do not prescribe the level of detail to be contained in the minutes. As provided in the City Code, minutes of executive sessions are not taken. However, the City Code does require that the executive session be tape recorded in most circumstances (see"Executive Sessions"for more details). At a minimum,the minutes of a meeting should contain the following information: Date, time and location of the meeting. Listing of members present and a statement that such members constituted a quorum. General outline of each major topic discussed, considered, and the outcome. Comments of ii l fdtital board'.,rttembers ii h,Wh explain the indivtdual's viewpoints and opinions Verbatim(to the extent possible)recital of all motions along with the recording of how each member voted on each motion. Staterients,made mildU40tad tnembe voW�:rt is ei y im „ ,w ;K that WgWMOU. � d Detailed recital of all formal action taken. If a motion is made to go into executive session, the minutes must reflect the topic for the executive session in as much detail as possible without compromising the purpose for which the executive session is to be held. The specific citation to the provision of the City Code that authorizes the board or commission to meet in executive session, as well as the vote on the motion, must be carefully documented. (See next section on executive sessions.) Additionally, the time of convening and adjourning the executive session should be noted. Time of adjournment. In situations where the board or commission is acting in a quasi-judicial manner or is otherwise conducting an important or controversial meeting, the minutes of a meeting may not be sufficient to adequately record the events of the meeting. In those situations, City staff or the City Attorney's Office may recommend that the meeting be electronically recorded or recorded with the assistance of a court reporter. Even in this situation, minutes should still be taken as the electronic recording or stenographer's notes may never be transcribed. Approval of Minutes Any additions,deletions,or corrections to the minutes should be presented by board and staff members. A motion should be made and seconded to approve the minutes of the last meeting as amended. The approved minutes should be signed by the chairperson and secretary of the board or commission. Discussion Items While the minutes should be as accurate as possible, the secretary is not required to record every remark made at the meeting. The secretary should not make the minutes a verbatim transcript. The minutes 'should include a description of each item being discussed. Listing questions and answers during discussion of each item is not necessary; however, comments that summarize board member positions on each item should be included as support for each board members vote on each issue (iEIOEe * ; >i tlxw^_iiltttutes ref[ec Clr feasori for dissenoiig voieg:J . The exact wording of any motion made should be included in the minutes, and the maker and second of the motion should be noted. If the motion is approved or defeated unanimously, such should be noted. If the vote on a motion is split, the record should reflect those voting in favor#VAK@WMand those voting against the motion. NOTE: Special matters -- such as annexation and zoning hearings -- may require considerably more detail. Items being forwarded for City Council consideration should also include more detail. Adjournment Recording adjournment of a meeting in the minutes is advisable, since it indicates whether the meeting was finally adjourned,or adjourned to another time prior to the next regular meeting. The adjournment should specify the time the meeting was adjourned, and if the meeting was adjourned to a later date and hour. Filing and Distribution of Minutes Written minutes of board and commission meetings are considered permanent records of the municipality. The Code of the City of Fort Collins requires boards and commissions to file minutes with the City Clerk for incorporation into the records of the municipality. In addition to the im copy submitted to lite eity Eletk, eC on slioullagttzvaclit ' _ ek Four copies of the minutes should aI be provided to the City Manager's Office for distribution to the Mayor, Council Liaison, City Manager and the media. Tape recordings do not take the place of written minutes and should be used only in preparation of minutes. It is recommended that tape recordings of meetings be retained at least until the minutes are approved, and ideally for 2 to 3 months. Minutes shall be taken of any meeting of any board or commission of the city,or any committee of such board or commission, at which the adoption of any proposed policy, position, resolution, rule, regulation or formal action occurs or could occur. Such minutes shall be open to public inspection and shall be filed with the City Clerk upon approval by such board,commission or committee. Such approval shall occur no later than the next regular meeting of the board,commission or committee,except in those instances when an audio or video recording has been made and maintained by the City of the board, commission or committee meeting which is the subject of the minutes. The minutes of a meeting during which an executive session is held shall reflect the general topic of the discussion at the executive session. Section 3. That the Council hereby establishes the following policies relating to the recruitment and appointment process for boards and commissions: • Individuals shall be limited to applying for membership on no more than two (2) boards or commissions. • Applications received after the application deadline established by the City Clerk's Office will not be considered for current vacancies, but must be placed on file for a period of one (1) year for consideration in the event of future vacancies. • Prior to the expiration date of an incumbent's term, an incumbent seeking reappointment must file with the City Clerk's Office a statement of intent to seek reappointment, in lieu of a full application, on or before the deadline established by the City Clerk for the filing of new applications. If an incumbent fails to file said statement of intent prior to the deadline established by the City Clerk, the incumbent's position on the board or commission will be considered to be vacant upon completion of the incumbent's term. • Incumbents seeking reappointment shall not be required to interview for reappointment unless the Council Liaison requests an interview. • Incumbents shall be given preference in determining appointments to boards and commissions unless an incumbent, during his or her tenure as a board member,has violated any provisions of the City Charter or City Code,or any policies relating to boards and commissions as may be established by the City Council. • The City Clerk's Office shall create advertising materials which accurately reflect which boards and commissions will have vacancies and which boards are accepting applications solely for the purpose of establishing eligibility lists for future vacancies. Passed and adopted at a regular meeting of the Council of the City of Fort Collins held this 4th day of June, A.D. 2002. Mayor ATTEST: City Clerk . ORDINANCE NO. 093, 2002 OF THE COUNCIL OF THE CITY OF FORT COLLINS AMENDING CERTAIN SECTIONS OF CHAPTER 2 OF THE CITY CODE RELATING TO BOARDS AND COMMISSION MEMBERSHIP TERMS WHEREAS,the City of Fort Collins currently appoints board and commission members to four-year terms, with a maximum of two consecutive four-year terms; and WHEREAS, the Council wishes to change the membership terms for boards and commissions to three-year terms,and to limit individual appointments to two consecutive three-year terms. NOW,THEREFORE,BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That Sections 2-82(b), 2-92(b), 2-102(b), 2-118(b), 2-152(b), 2-167(b), 2 182(b), 2-202(b), 2-202(b), 2-232(b), 2-237(b),2-262(b), 2-277(b), 2-292(b), 2-307(b), 2-337(b), 2-307(b), 2-352(b), 2-419(b), 2-427(b), and 2-452(b), 7-27(b), 21-27(b) and 21-87(b) of the Coale of the City of Fort Collins relating to membership terms for boards and commissions be arrirr;ded to read as follows: (b) Each member shall serve without compensation for a term of f0ttr{4)jlipm wears, except that members may be appointed by the City Council for a shorter term in order to achieve overlapping tenure. Appointments shall specify the term of office of each individual. All members shall be subject to removal by the City Council. If a vacancy occurs on the board, it shall be filled by the City Council for the remaining unexpired portion of the term. No member shall serve more than two (2) consecutive foar-gear Cure =dear terms For tttses of thts, wa1t; a "term"shad tr elude the tin "t of an une telit kby a persot *p6mted to 61I,4 Va nc y't, '.. . d term ti'14 k��{ r})months Section 2. That Section 2-138(b) of the Code of the City of Fort Collins relating a: membership terms of the Citizen Review Board shall be amended to read as follows: (b) Each member shall serve without compensation for a term of fenr(4) three (3)'years,except that members may be appointed for a shorter or longer term in order to achieve overlapping tenure.Appointments shall specify the term of office of each individual. All members shall be subject to removal by the City Council, with or without cause. When a vacancy occurs on the board prior to or at the expiration of a term,the vacancy shall be filled for the remaining unexpired portion of the term or for a new term,whichever is applicable,by City Council appointment pursuant to the process described in subparagraph (a) of this Section. No member shall serve more • 1 than two (2) consecutive fenr-Year terms. Section 3. That Section 2-397(b) of the Code of the City of Fort Collins relating to membership terms of the Senior Advisory Board shall be amended to read as follows: (b) Each member appointed by the City Council shall serve without compensation for a term of four(4) ffJM years, except that members may be appointed by the City Council for a shorter term in order to achieve overlapping tenure. Appointments shall specify the term of office of each individual. Each member appointed by the City Council shall be subject to removal by the City Council. If a vacancy occurs on the board by reason of the depaittite of a member VFOinted by the eity ,it shall be filled by the City Council for the remaining unexpired portion of the term.No member appointed by the City Council shall serve bmorean two (2) consecutive fottr-Year' terms. x Section 4. That Section 2-437(b) of the Code of the City of Fort Collins relating to membership terms of the Water Board shall be amended to read as follows: (b) Each member shall serve without compensation for a term of fear(4) years, except that members may be appointed by the City Council for a shorter term in order to achieve overlapping tenure. Appointments shall specify the term of office of each individual. All members shall be subject to removal by the City Council. If a vacancy occurs on the board, it shall be filled by the City Council for the remaining unexpired portion of the term.No member shall serve more than three (3) tt�� (2� consecutive oar-Year fh terms Fq� pYupeges�t q�ti5 p�� k Y 5; d & TFS`I ix. L e t F YPY ippot3 .,. IL a va< tj if Bach tuie%pu e. xc?eeds cw 31 fct ( t# tifiis Section 5. That Section 2-445(b) of the Code of the City of Fort Collins relating to membership terms of the Youth Advisory Board shall be amended to read as follows: (b) Each member over the age of twenty-one (2 1) years at the time of appointment shall serve without compensation for a term of fom-(4)three(3)years, except that such members may be appointed by the City Council for a shorter term in order to achieve overlapping tenure. Each member under the age of twenty-one (21)years at the time of appointment shall serve without compensation for a term of no less than one (1) year and no more than four (4) thre years. Appointments shall specify the term of office of each individual. All members shall be subject to removal by the City Council.If a vacancy occurs on the board,it shall be filled by the Council for the remaining unexpired portion of the term or one (1) year, whichever 2 • is longer. A member over the age of twenty-one(21)years at the time such member's term expires shall be eligible to apply for one(1)additional term of four(4) s. i&==v Introduced and considered favorably on first reading and ordered published this 4th day of June, A.D. 2002, and to be presented for final passage on the 16th day of July, A.D. 2002. Mayor ATTEST: City Clerk Passed and adopted on final reading this 16th day of July, A.D. 2002. • Mayor ATTEST: City Clerk i3