HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/09/2013 - BOARDS AND COMMISSIONS PERIODIC REVIEWDATE: July 9, 2013
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:
• Human Relations Commission
• Women’s Commission
• Zoning Board of Appeals
• Planning and Zoning 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 2013
review includes the following boards and commissions:
• Human Relations Commission
• Women’s Commission
• Zoning Board of Appeals
• Planning and Zoning Board
In accordance with the adopted review process, each of the boards listed above completed a self-
assessment questionnaire. Attached to each questionnaire is the City Code description of the board’s
duties, the most recent work plan, annual report, and bylaws. The Role of Council Liaisons to
July 9, 2013 Page 2
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. Human Relations Periodic Review Questionnaire – (with attachments)
2. Women’s Commission Periodic Review Questionnaire – (with attachments)
3. Zoning Board of Appeals Periodic Review Questionnaire – (with attachments)
4. Planning and Zoning Board Periodic Review Questionnaire (with attachments)
5. Periodic Review Process adopted February 20, 2001
6. The Role of Council Liaisons to Boards and Commissions adopted on May 17, 1988 and
revised on June 6, 2000
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: June 5, 2013
BOARD/COMMISSION NAME: Human Relations Commission
LIST OF MEMBERS: Mr. Myles Crane, Chair; Mr. James Lesco Vice Chair; Dr. James
Owiny, Chair Media and Community Recognition Committee; Ms. Preety Sathe, Chair,
Government Relations Committee; Ms. Faith Sternlieb, committee member; Ms. Christine Hays,
Chair Educational Outreach Committee; Ms. Colleen Conway, committee member; and Dr.
Mary Lyons, committee member.
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?
Current duties of HRC as defined by City Code appear realistic.
HRC has no suggested additions or deletions to City Code at this time.
HRC amended its Bylaws on April 11, 2013.
2. Is the Board’s workload (annual work plan) too much; too little; about right?
Explain.
The HRC’s annual work plan is about right with extensive community communications,
government relations and educational program outreach. During the board’s annual work
plan preparation, HRC members carefully evaluated their duties to complete their
workload effectively, not to overextend themselves as had been done in 2012 and balance
these volunteer duties with their other full-time jobs, family and/or other personal time
commitments.
Some attention was given by Council in 2012 to evaluate possible consolidation of the
HRC with three other boards: Commission on Disability (COD), Women’s Commission
(WC) and Youth Advisory Board (YAB). After several meetings with these respective
boards and two meetings with HRC’s Council Liaison, HRC determined that workloads
unique to each of these four boards did not accommodate consolidation. Instead
continued collaboration is desirable. In instances where overlap of specific functions
might be identified, then consideration should be given to consolidating those specific
functions. In this regard, the HRC has initiated a proposal to consolidate the HRC and
WC awards breakfast each May with the Mayor’s Awards program presented by the
COD in October. The HRC board has also approved collaboration with the Foundation on
Aging, Senior Advisory Board and Larimer County Office on Aging for a Summit on
Aging project in 2014.
ATTACHMENT 1
2
HRC would note that as a result of limited participation and/or absence by a few
HRC members, there has been some imbalance in workload distribution. HRC has
communicated with and received support from Council Liaison about this issue.
3. Does the Board effectively accomplish its annual work plan?
On balance, the Board does accomplish its work plan well. The term “effectively”
however, has broad interpretation.
It is challenging for nine individual volunteers with varying backgrounds and interests to
provide appropriate coverage to all the diverse groups and human rights and relations
issues within the Fort Collins community. What the HRC elects to address is done
effectively. However; there are myriad groups and issues that we would like to cover but
owing to limited resources cannot do so to the extent desirable.
HRC’s Executive Committee proactively attends standing committee meetings. The
Government Relations Committee schedules commissioners’ attendance at Council
meetings and reports to the HRC on Council activities and decisions. The Media and
Community Recognition Committee devotes substantial resources to working with the
WC and in 2014 with the COD as well to plan organize and sponsor the Human Relations
Awards function. The Educational Outreach Committee continues to successfully work
with Colorado State University’s Center for Public Deliberation and numerous community
organizations to explore opportunities for presenting educational programs to inform
various segments of the community. Additionally, all HRC members have liaison
responsibilities with other Boards and Commissions (B&C) and community organizations.
In 2014, the City of Fort Collins’ Human Relations Commission will be celebrating its
50
th
Anniversary. The HRC welcomes suggestions from Council on what kinds of related
events Council might want to take place.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
Monthly board and regularly scheduled committee meetings are conducted in an efficient
and effective manner. The HRC board has excellent staff support from its staff liaison
Melissa Herzog as well as an outstanding recorder Michele Dunlop.
Regularly scheduled monthly meetings typically include: standard review of agenda,
recent minutes and HRC budget, time-limited public input, invited guest speakers, reports
by the four standing committee chairs, comments and discussion with all commissioners,
as well as an updated summary of various community liaison reports. All board
commissioners have multiple opportunities to speak during old and new business
initiatives under Robert’s Rules of Order.
3
A new initiative in 2013, is a Meeting Mentor document distributed before each meeting
to all commissioners, the staff liaison and recorder as an Agenda supplement. This
document highlights agenda items by providing helpful background information to the
meeting proceedings and key points for board members to consider and/or address. It also
serves as real-time training guide for new board members and a helpful reference during
the meetings.
At each meeting a different HRC member volunteers to note key bullet points discussed.
Immediately prior to adjournment, a motion is presented to recap the meeting’s highlights.
Then shortly after the meeting, the HRC Staff Liaison distributes these meeting highlights
to Council and several other boards and commissions.
All of the above contribute to conducting the HRC meetings in an effective manner.
To improve board meetings, members could consider submitting more email summaries of
their B&C and community liaison reports. Also guest speaker presentations and Q&A
could continue to be time limited consistent with the meeting agenda.
5. Is the current size of the board appropriate?
A board size of nine members is appropriate to the extent that all nine members regularly
attend board meetings and carry out their share of responsibilities. A smaller size would
be inadequate and a larger size board is desirable not required at this time.
As of the writing of this report, one member who has been absent from several meetings
in 2012 and 2013 recently resigned on account of his increased full-time work
responsibilities. A second member has also been absent from several meetings in 2012
and 2013. As a result the HRC board is short-staffed. The HRC would appreciate the
support of Council to fill open positions more promptly to the extent possible for B&C’s.
6. Are communications between the Board and Council effective? What could be done
to improve these communications?
HRC especially appreciates the communications relationship with Council Liaison,
Mayor Weitkunat and her excellent assistant Sara Kane. HRC’s Council Liaison has
consistently attended HRC meetings when invited, as well as significant HRC events
such as the Anti Bullying Summit, Elder Abuse Forum and HRC Awards breakfasts.
Also, Assistant Senior Attorney Greg Tempel is always prompt in responding to HRC
inquiries.
To improve communications, HRC would value an annual meeting with Council together
with selected B&C’s to discuss highlights of their completed annual work plans with
Council input provided and appreciated.
4
B&C’s could be invited in groups of two and threes. Such a meeting could be completed
in two hours over a light breakfast, lunch or supper. For the convenience of Council,
these meetings could be spread over the year and/or perhaps combined with their working
meetings. Presence of City Manager or designated staff would be a plus.
A similar process to the aforementioned is common among corporate C-level executives
especially in larger corporations who wish to improve communications within their
organizations.
Follow-up by Council is desirable regarding outcomes from the 2012 B&C’s meeting
hosted by the WC.
As B&C’s serve Council in an advisory capacity, it might be helpful for Council or City
Department Managers or their designated staff to provide heads-up communications to
B&C’s whenever there are periodic progress summary reports of activities and
accomplishments within the City.
7. Other comments:
1. When a member on any B&C leaves before his/her term expires, a more efficient
process could be in effect to replace that member. Filling vacancies has tended to be
somewhat slow to help B&C’s on a timely basis.
2. The City might consider publishing notices on its home page requesting volunteers to
fill open board positions.
3. Better access and coordination with the City’s information services resources would be
helpful to improve HRC communications online such as through social media, Youtube
and so forth. The HRC welcomes any suggestions/assistance to improve website and
related e-communications.
The HRC would like to recognize the quick response and cooperation of the City
Warehouse.
4. A more flexible process for occasional special budget requests for unique events such
as HRC’s 50
th
anniversary in 2014 is desirable.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
DIVISION 17. HUMAN RELATIONS COMMISSION
Sec. 2-261. Creation.
There shall be and is hereby created a Human Relations Commission, hereafter
referred to in this Division as the "Commission."
(Ord. No. 158, 1986, § 11, 11-4-86)
Sec. 2-262. Membership; terms.
(a) The Commission shall consist of nine (9) members appointed by the City
Council.
(b) Each member shall serve without compensation for a term of four (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 Commission, 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 terms. For the purposes of this provision, 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.
(Ord. No. 158, 1986, § 11, 11-4-86; Ord. No. 83, 1992, § 2, 7-21-92; Ord. No. 93,
2002, § 1, 7-16-02)
Sec. 2-263. Functions.
The Commission shall have the following functions:
(1) To promote positive interaction among all City residents and to discourage
all forms of discrimination based upon the diversified values and individual
differences of such residents by:
a. Developing and promoting educational programs and activities that
advocate awareness and respect for diversity;
b. Cooperating with and providing leadership and support for other
groups interested in promoting value and respect for diversity and
positive intergroup relations;
c. Educating City residents about existing local, state and federal laws
dealing with discrimination and diversity;
d. Reviewing proposed legislation, policy changes or other governmental
action at the federal, state or local level which may affect human rights
in the City and making recommendations to the City Council regarding
the same; and
e. Recommending to the City Council such actions as may be necessary
or advisable to achieve:
1. Equal employment opportunities for all persons;
2. Equal housing opportunities for all persons;
3. Equal public accommodation opportunities for all persons; and
4. Positive community relations in all fields of governmental
endeavor.
(2) To assist residents of the City in utilizing the complaint procedure under
Chapter 13, Article II of the Code and to hear appeals from decisions of the
City Manager as provided in Subsection 13-23(b) of the Code; provided,
however, that any members of the Commission who have rendered assistance
to particular complainants shall refrain from participating in the Commission's
review of any decisions of the City Manager related to such complainants.
(3) To facilitate the review of citizen complaints concerning the actions of City
police officers or community service officers by:
a. Designating volunteers from the public or from the Commission's own
membership to assist individual citizens who wish to file such
complaints;
b. Assisting citizens who have language barriers in the completion of
complaint forms;
c. Soliciting assistance from other social agencies in notifying the public
about the complaint process; and
d. Communicating with other similar Commissions in order to share
experiences and become more sensitive to potential problems.
(4) To make periodic reports to the City Council concerning the activities and
recommendations of the Commission; and
(5) To perform such functions as are committed to it by other ordinances or
resolutions of the City.
(Ord. No. 158, 1986, § 11, 11-4-86; Ord. No. 83, 1992, § 3, 7-21-92; Ord. No. 103,
1993, 9-21-93; Ord. No. 76, 1998, § 3, 8-4-98; Ord. No. 151, 2001, 10-16-01)
Sec. 2-264. Officers; bylaws.
The Commission shall elect annually from its membership a chairperson and such
officers as may be required. Bylaws may be adopted by the Commission, which
bylaws shall not be inconsistent with the Charter, the Code or other policies that may
be established by the City Council. A copy of the bylaws shall be filed with the City
Clerk for the use of the City Council immediately after adoption by the Commission,
and the same may be subject to the approval of the City Council.
(Ord. No. 158, 1986, § 11, 11-4-86; Ord. No. 104, 2002, § 2, 8-20-02)
Sec. 2-265. Minutes; annual report; work plan.
The Commission shall take and file minutes in accordance with the requirements of
§ 2-73 of the Code. On or before January 31 of each year, the Commission shall file a
report with the City Clerk setting forth the activities of the Commission for the
previous year. On or before November 30 of each year, the Commission shall file a
work plan with the City Clerk for the following year.
(Ord. No. 158, 1986, § 11, 11-4-86; Ord. No. 79, 1988, § 10, 6-7-88; Ord. No. 83,
1992, § 4, 7-21-92)
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Fort Collins Human Relations Commission
2013 Work Plan
As Community leaders and advisors to City Council, we research, deliberate and
take proactive and responsive measures to promote the dignity of individuals and
groups in Fort Collins. HRC Mission Statement
For 2013, 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. Our Commission has pledged to become informed
about human relations issues and events within Fort Collins and recommend
appropriate action to City Council.
The EXECUTIVE COMMITTEE shall…
Determine meeting agendas for monthly HRC meetings and special meetings.
Maintain regular communication with our HRC City Council Liaison and City
Council.
Delegate issues for resolution to standing or to special committees.
Provide support to other HRC committees as needed.
Call special meetings when problem - resolution of urgent issues is needed.
The GOVERNMENT RELATIONS COMMITTEE shall…
Act as primary point of contact for the Citizen Liaison Program which assists
citizens in filing complaints with Fort Collins Police Services. Coordinate with
Police Services to train people in the Citizen Liaison Program and to allow
effective utilization of the program within the complaint process. Maintain a list of
interpreters to assist with translation in filing complaints.
Keep a calendar of City Council meetings and solicit HRC members to monitor
City Council agendas and attend or view meetings as appropriate; develop
protocol for attendance at City Council meetings; specifically monitoring the
2
Community Open Mike period at the beginning of Council sessions. Address
City Council as needed and report back to the HRC.
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 and civil liberties in the
city in order to make recommendations regarding the same, as appropriate.
Research and recommend actions necessary to achieve: equal employment
opportunities; equal housing opportunities; equal public accommodation
opportunities and the best possible Fort Collins government/community relations
in all fields of government, as appropriate.
Maintain regular communication with our HRC City Council Liaison and City
Council.
The MEDIA/COMMUNITY RECOGNITION COMMITTEE shall…
Foster cooperative relations with media to increase visibility of HRC’s work.
Draft necessary articles or communication pieces to support the work of the
HRC.
Plan and execute the Annual HRC Awards in collaboration with the Women’s
Commission.
Update the HRC website and brochure, working with the city staff.
Streamline the publicity process for event planning.
Compile and generate a media resources plan and kit.
The EDUCATIONAL OUTREACH COMMITTEE shall…
Create a better understanding of issues involving cultural, ethnic, racial, gender,
age, disability or diversity through the use of educational programs and/or
events.
Keep the Commission current on topics involving diversity and equality and to
move on action items that parallel the HRC mission and strategic plan.
Increase our collaboration with new and existing committees and organizations
in Fort Collins as well as pursue opportunities to coordinate and collaborate with
City Boards and Commissions that have similar functions.
Partner with other organizations to assist in outreach programming and direct
responsiveness to queries and situations.
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Human Relations Commission
2012 Annual Report
As Community leaders and advisors to City Council, we research, deliberate and take proactive
and responsive measures to promote the dignity of individuals and groups in Fort Collins.
HRC Mission Statement
Executive Committee:
In an effort to strengthen teamwork, improve meeting efficiency, and integrate new
members more easily and effectively into the Commission, the following were completed
in 2012:
Consistent meeting planning, organization and facilitation including education around
Robert’s Rules.
Teamwork training – 5 meetings had a separate agenda item and time dedicated to
building teamwork and strengthening relationships among Commission members
resulting in closer connections and improved performance on projects and
collaboration both inside and outside the Commission.
“After Action Reviews” (AAR) were conducted after each major event including the
HRA Breakfast and Elder Abuse Forum to analyze what worked, what didn’t and
how to build on these for the future.
Initiation and implementation of a mentoring program for new members; new
members were paired with experienced members to assist them with questions,
answers, policies, etc.
Educational Outreach Committee:
Consistent with the HRC’s Work Plan for 2012 as revised by City Council, two HRC
members met twice with their Council Liaison, Mayor Karen Weitkunat, to ensure
compliance with Council’s directives. To that end, the HRC accomplished the
following:
o Conducted a special training meeting with the Youth Advisory Board (YAB)
and discussed a Board self-assessment tool developed by HRC members
2
o Met with the Commission on Disability (COD) and suggested they consider
coordinating annual award events of the COD, HRC, and Women’s
Commission (WC ) on the same date starting in 2014
o Suggested the COD consider appointing a liaison from COD to periodically
attend HRC meetings
o Attended various collaborative meetings with the WC including a Boards and
Commissions (B&C) breakfast meeting to share ideas with members from
several boards and commissions
o Attended the B&C meeting in October in which two HRC members assisted
in facilitation of table discussions and one HRC member
served on that meeting’s planning committee to assist and support WC’s
efforts.
Based on its work, the HRC suggests that City boards continue to collaborate
proactively and identify those areas where working together would be beneficial to
the community and maximize our resources to create economies of scale. HRC also
observed that there are many City-related initiatives which are unique to the specific
missions and directives of those individual boards including the COD, HRC, WC and
YAB
A letter from HRC Council Liaison, Mayor Karen Weitkunat, was distributed in April
2012 to clarify the original intention of the HRC’s Revised 2012 Work Plan. This
letter emphasized collaboration and initiatives with other boards to increase resource
efficiency rather than evaluate specific boards and commissions. Based on the HRC’s
interactions with these boards, the HRC wanted to share its conclusion that it is not
practically feasible at this time to consolidate most activities of HRC with COD, WC
or YAB or consider elimination of any of these boards.
HRC hosted “Make It Stop: Elder Abuse Forum” (hereafter referred to as the
Forum) on October 22
nd
at the Fort Collins Senior Center. Mayor Karen
Weitkunat introduced this important program to raise community awareness about
elderly abuse and neglect.
o The Forum was co-sponsored by HRC, Colorado State University’s (CSU)
Center for Public Deliberation (CPD) and six other boards, commissions and
councils: Disability, Senior Advisory, Women’s, Youth Advisory, Larimer
County Office on Aging, and Senior Center.
o The HRC Chair moderated a distinguished panel composed of speakers from
the following offices: Larimer County District Attorney, Fort Collins Police
Department Crime Prevention, Adult Protection Services, PVHS Emergency
Services, the AARP Foundation and AARP Elder Watch. A video of the
panel’s informative and insightful comments as well as audience Q&A
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participation can be viewed at: http://www.youtube.com/watch?v=-if6p-
CRcug&feature=plcp
o Students from the CPD facilitated intergenerational roundtable discussions
with a focus on improving elder abuse prevention, increasing monitoring,
reporting and intervention, and discussing broader issues about culture change
concerning the aging.
o Over 135 people attended including one State Senator and two State
Representatives who each expressed appreciation to HRC for this program.
Each also advised HRC of their intent to address the reporting aspect of elder
abuse in the Colorado State Legislature to the extent that there is available
funding.
o The CPD has prepared a draft Initial Report consolidating raw data provided
by attendees. The CPD will issue a subsequent Final Report later in 2013
which will add detailed analysis of the key themes derived from the raw data
in the Initial Report. Once these reports are finalized, they will be emailed to
City Council, conference attendees who provided their email addresses. The
report will also be sent to the following organizations which attended the
Forum to provide the public with an opportunity to meet with over 30
community resources in one venue at one time and talk with these
professionals about their services.
o Community Resources participating at the Forum included the above seven
co-sponsoring boards, AARP Foundation, Adult Protection Services,
Alzheimer’s Association, Arc of Larimer County, ARCH, Aspen Club,
Catholic Charities, Colorado AARP Elder Watch, Colorado Coalition for
Elder Rights and Abuse Prevention, Connecting Health, Elder Care Network,
Elderhaus, Fort Collins Police Department – Crime Prevention, Fort Collins
Senior Center, Larimer County District Attorney, Foundation on Aging,
Larimer County Office on Aging, Larimer County Ombudsman, Loveland
Senior Advisory Board, Meals on Wheels, Poudre River Public Library,
SAVA, Touchstone Health Partners, and United Way 2-1-1.
An HRC member attended a 3-day training session called “Stop the Hate”
sponsored by CSU, a train the trainer program. An HRC member also participated
at this program.
Three HRC members have been trained at CSU as CPD facilitators. Also, two
HRC members are listed in the CPD’s 2011-2012 Annual Report for their
volunteer work as community associates assisting students in class and at public
meetings.
Two HRC members managed a booth at the Fort Collins High School Diversity
conference on April 21
st
.
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HRC members participated in the Citizen Liaison Program which included
training and a police ride-a-long to increase public awareness and better
understand the role of the Citizen Review Board.
Government Relations Committee
City Council, Citizen Review Board, Commission on Disability, CSU’s Center for
Public Deliberation, Senior Advisory Board, Women’s Commission, Youth Advisory
Board and Larimer County Office on Aging Advisory Council meetings were
attended and/or monitored.
A number of guest speakers spoke at HRC meetings. Subjects included diversity,
social justice, tolerance, financial planning, medical care for low income families,
police services, the Citizen Review Board, and the LGBTQ community.
The HRC maintains a list of translators available to citizens who may need language
translation assistance.
Members of the HRC received a proclamation from Mayor Karen Weitkunat
declaring December 10, 2012 as International Human Rights Day.
As a means of improving communication both with members of City Council and
other boards and commissions, subsequent to each HRC monthly meeting, the HRC
sends out summary bullet points highlighting key topics and events discussed by
HRC.
A member of the HRC is serving on the Martin Luther King Day Planning
Committee. An HRC member has received the honor of being selected as a Martin
Luther King Day Parade leader. Members of the HRC also assisted in judging the
Youth Writing Contest coordinated by the Black/African American Cultural Center at
CSU for entries by middle school students in the Poudre School District.
Media / Community Recognition Committee:
HRC conducted its annual search for individuals, groups, companies or organizations
which promote acceptance and respect for diversity in the City of Fort Collins.
o An HRC Annual Awards Breakfast was held at the Northside Aztlan
Community Center on May 1
st
.
o HRC recognized successful candidates in the following five categories
with awards for Police and Emergency Service, Senior, Adult, Youth and
Organization.
o The Guest Speaker was Mary Ontiveros, Colorado State University’s Vice
President for Diversity.
o The Awards Breakfast was attended by approximately 130 people.
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o The event was coordinated with the Women’s Commission which
presented its annual Marcile N. Wood award for advancing the status of
women in the community.
HRC made multiple presentations and distributed HRC event flyers to City Council
and members of the Fort Collins community. The Commission also produced HRC
information pamphlets and PowerPoint slides.
Several “Soapbox” articles and letters to the editor were written by HRC members
and published in the Fort Collins Coloradoan as well as in other print and news
media.
Members of the HRC also participated in radio interviews on KRFC FM and made
public presentations promoting the Elder Abuse Forum.
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FORT COLLINS HUMAN RELATIONS COMMISSION BYLAWS
(Revised 4/11/2013)
Section I - 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
member 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
Upon application for acceptance of appointment, HRC members have demonstrated
their intention and ability to attend meetings. HRC’s regularly scheduled meetings
include: monthly HRC meetings; periodic meetings of the Standing Committee on
which the HRC member has volunteered to serve; attendance at City Council on
designated previously agreed upon dates; recommended special event meetings for
attendance by all HRC members including but not limited to the annual HR Awards
Breakfast, Educational Outreach public events, other occasional public meetings and
HRC training and development.
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Consistent with the Attendance Policy in the Boards and Commissions Manual Revised
January 2013: either of the following shall automatically cause a member’s appointment
to be terminated:
Three consecutive absences from regularly scheduled HRC meetings, if prior to the
meeting where the absences occurred, no written notification of any such absence has been
submitted to the staff liaison, or the chair, or if the chair is the person experiencing
attendance problems, then to the vice chair.
Four absences from regularly scheduled HRC meetings in any calendar year, without
written notification to the staff liaison or the chair or, if the chair is the person experiencing
the attendance problems, then to the vice chair.
In the event that a vacancy occurs by reason of this policy, the chair and/or vice chair shall
work with the staff liaison consistent with current Boards and Commissions Manual policy
so that the vacancy can be filled in a timely manner by 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 and they will be eligible for re-election. Their duties shall be those generally
assigned by the nature of their offices. Interim elections may be held if any such office is
vacated.
Section IV - Committees
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 among its membership. Interim elections may be held if any such office is
vacated. The 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.
- 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.
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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 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 government/community 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 Robert's Rules of Order.
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.
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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.
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 Council when deemed advisable by the Commission.
Adopted by the Human Relations Commission this 11th day of April, 2013.
Myles W. Crane, Chair April 11, 2013
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: May 16, 2013
BOARD/COMMISSION NAME: Women’s Commission
LIST OF MEMBERS:
Lea Hanson, Chair
Marija Weeden-Osborn, Vice-Chair
Ginny Carroll
Catherine Douras
Suzzette Greany
Jan Hawn
Merry Hummell
Deborah Young
Annette Zacharias
Staff Liaison: Suzanne Jarboe-Simpson
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?
Our current responsibilities are realistic. That said, we would like to see our duties and
responsibilities grow to include the Women’s Commission being a more regular sounding board
to the City Council on decisions that affect women in Fort Collins. We are very interested in
being able to provide more regular advice and feedback so city leadership can continue to make
decisions that take into consideration the needs of women in our community, particularly in
relation to our core issues of poverty, health and safety.
2. Is the board’s workload (annual work plan) too much; too little; about right?
Explain.
Our work plan evolves and improves each year. Through our work plan in 2013 and the last few
years we have focused on improving the state of women in Fort Collins in two ways: through our
three focus areas (poverty, health and safety) and by working to improve the way that boards and
commissions work with each other and with City Council in order to help ensure that the issues
and concerns of women are factored into recommendations and decision. While well-balanced,
we believe that there is room to expand our work plan to increase our role in city discussions on
issues that directly impact the financial stability, health and safety of women in Fort Collins. To
accomplish this we would like to have City Council include the Women’s Commission regularly
when referring issues to boards and commissions for feedback.
ATTACHMENT 2
3. Does the board effectively accomplish its annual work plan?
Absolutely. We add responsibilities each year that help us to continually better align with serving
the needs of the City Council and the community at large, and we believe that we can serve City
Council and the community in a higher capacity when included in conversations earlier.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
Yes. We consistently have high attendance and a full agenda of important and relevant topics for
conversation and decision.
5. Is the current size of the board appropriate?
No, as requested at our last review and in conversations with our Council Liaison, we believe the
Commission needs two additional positions to be reserved for youth members. We feel so
strongly that young women in our community should have a voice that in the past three years we
have recruited two young women who have attended our meetings as non-voting members.
These members have provided a perspective of the community and the issues we faced that is not
often heard and we are committed to working to recruit these positions, but believe they should
be voting members.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
Since our last periodic review, we have worked to improve and streamline our communication
with City Council more each year, and we believe there is additional work to be done. We are
thankful for the Council’s willingness to hear feedback from the Women’s Commission when we
provide it, but we believe this could be improved by making communication more bilateral.
While the Women’s Commission works to keep up on Council agendas and the 6 month
planning calendar, it would be helpful to also have Council seeking the input of the commission
and notifying us when issues are before you that affect the women of Fort Collins.
The Women’s Commission has chosen to focus on three specific areas that affect the women of
Fort Collins, though we recognize that there are other issues that may arise and we are willing to
weigh in on those as well. The areas we have focused on are Poverty, Safety and Health. There
is a great range of specific issues that fall within these categories, and since our last review we
have engaged in several. These included:
● Transit, in particular the need for transit in southeast Fort Collins which has a high
population of seniors, which is a population that tends to be predominantly women
● The Student Housing Action Plan because of its potential influence on the multifamily
housing and therefore the affordability of housing in Fort Collins which greatly impacts
low income families, particularly families which are headed by females, and
● tiered water rates and electric rate increases which while may seem like minor changes
can be a huge impact on a low income family’s budget.
While on the surface these examples may not seem to be issues that affect women – at least
specifically – when we examine them more deeply, it’s a clear connection.
With increased bilateral communication with City Council we anticipate being able to join these
important conversations sooner, thereby increasing the ability of the solutions to address these
important issues. One particular example that stands out is the Student Housing Action Plan.
While the discussion started as an attempt to address student housing issues, it became clear that
anything that came out of it would affect affordable housing across the board in Fort Collins. As
a result, representatives from our commission attended multiple meetings to give feedback as the
topic related to and affected women in our community, though we would have appreciated
Council bringing the discussion to our attention sooner. Multifamily dwelling units are not only
for students - many families reside in them. These units are especially important for families who
have fewer resources, which often includes those which are headed by one parent. In Fort
Collins, we know that 70% of single family homes are headed by women.
The Women’s Commission is committed to ensuring that Fort Collins is a community that
provides opportunity for all of its residents, and many of the decisions that you as Council make
affect that opportunity for women and their families. Over the course of the next few years we
would greatly appreciate Council being more proactive in seeking our voice and notifying
us of conversations in which we should be engaged.
7. Other comments:
The Women’s Commission is very proud of our work over the past few years to engage and
collaborate with other boards and commissions. We have worked hard to create events and
avenues for improving and streamlining communication among and between groups. Some
examples of these efforts include the planning, execution, and facilitation of an annual mixer;
creating a partnership with the HRC with the annual awards and recognition breakfast; and
planning the B&C collaboration meeting in late October 2012 that resulted in recommendations
for a number of systematic and organizational changes that will improve communication,
training, and the general work of each board and commission.
We look forward to continuing this important work to improve the effectiveness of how boards
and commissions work with each other and City Council with city staff and Council members.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
DIVISION 10. WOMEN'S COMMISSION
Sec. 2-166. Creation.
There shall be and is hereby created a Women's Commission, hereafter referred to in
this Division as the "Commission."
(Ord. No. 158, 1986, § 7, 11-4-86; Ord. No. 066, 2006, 5-2-06)
Sec. 2-167. Membership; term.
(a) The Commission shall consist of nine (9) members appointed by the City
Council. In addition, the County and Colorado State University may each
appoint a representative to serve as an ex officio nonvoting liaison to the
Commission.
(b) Each member shall serve without compensation for a term of four (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 Commission, 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 terms. For the purposes of this provision, 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.
(Ord. No. 158, 1986, § 7, 11-4-86; Ord. No. 27, 1987, § 1-4, 3-17-87; Ord. No. 24,
1990, § 1, 4-3-90; Ord. No. 92, 1992, § 5, 9-15-92; Ord. No. 7, 1994, 2-1-94; Ord. No.
103, 2000, 9-5-00; Ord. No. 145, 2001, 9-18-01; Ord. No. 93, 2002, § 1, 7-16-02)
Sec. 2-168. Functions.
The Commission is created for the purpose of enhancing the status of and
opportunities for all women in the City. The Commission shall have the ability to:
(1) Document issues of importance to the status of women in the City;
(2) Conduct educational programs in the Fort Collins community to increase
public awareness and sensitivity to the needs and capabilities of all women;
(3) Cooperate with other organizations and individuals interested in issues
affecting women in the Fort Collins area;
(4) Review proposed legislation, policy changes or other governmental action
at the federal, state or local level that would enhance or otherwise affect the
status of women in the City and make recommendations to the City Council
regarding the same.
(5) Recommend to the City Council the adoption of local legislation or policies
that would enhance the status of women in the City.
(Ord. No 158, 1986, § 7, 11-4-86; Ord. No. 001, 2011, 1-18-11)
Sec. 2-169. Officers; bylaws.
The Commission shall elect annually from its membership a chairperson and such
officers as may be required. Bylaws may be adopted by the Commission, which
bylaws shall not be inconsistent with the Charter, the Code or other policies that may
be established by the City Council. A copy of the bylaws shall be filed with the City
Clerk for the use of the City Council immediately after adoption by the Commission,
and the same may be subject to the approval of the City Council.
(Ord. No. 158, 1986, § 7, 11-4-86; Ord. No. 104, 2002, § 2, 8-20-02)
Sec. 2-170. Minutes; annual report; work plan.
The Commission shall take and file minutes in accordance with the requirements of
§ 2-73 of the Code. On or before January 31 of each year, the Commission shall file a
report with the City Clerk setting forth the activities of the Commission for the
previous year. On or before November 30 of each year, the Commission shall file a
work plan with the City Clerk for the following year.
(Ord. No. 158, 1986, § 7, 11-4-86; Ord. No. 79, 1988, § 5, 6-7-88; Ord. No. 92, 1992,
§ 5, 9-15-92)
Women’s Commission
2013 WORK PLAN
The City of Fort Collins Women’s Commission promotes decisions and actions that
address the needs and positively impact women in our community. We do this by
listening to the voice of women, advising city council, promoting community events, and
educating ourselves and others about safety, health and poverty.
INTRODUCTION
For the year 2013, the Fort Collins Women’s Commission will continue to focus
its efforts on three key areas affecting women in Fort Collins: Poverty, Health,
and Safety. The Commission is focused on becoming a stronger voice to the City
Council and the community on behalf of the women of Fort Collins.
GOALS
The Women’s Commission has established the following goals for 2013:
[1] Review and capitalize on the research available from existing sources
to provide a picture of the status of women in the community. These
sources include, but are not limited to, the Shriver Report, updates from
the National Association of Commissions on Women, Larimer County’s
Pathways Past Poverty research, Larimer County Compass website, and
information from local agencies and organizations. By utilizing these
credible resources and communicating key data, stories and pictures about
women to the decision makers and movers, we seek to engage the
community, foster dialogue and create the forums and synergies necessary
for problem solving.
[2] Bring to the attention of City Council and identify and utilize key
events/media outlets in the community where the materials and messages
of the Women’s Commission can be effectively communicated and
leveraged.
[3] Continue to develop and leverage relationships with other City of Fort
Collins’ boards and commissions around issues that impact the key focus
areas of the women’s commission, i.e. – presentation of the the Marcile N.
Wood Award at the HRC’s annual awards breakfast and collaboration
meetings .
ANNUAL COMMISSION ACTIVITIES
• Attending and presenting material at City Council meetings
• Organizing collaboration meetings with other Boards and Commissions
• Produce written materials related to annual goals which will be available in both
electronic and paper form
• Work with local media to highlight events and emerging relevant topics
• Participate in and/or arrange community events that highlight issues pertinent to
women in Fort Collins. (The Marcile N. Wood Award will be presented at the
HRC’s annual awards breakfast)
• Create collaborative relationships with individuals and entities who address the
community’s issues of poverty, health, and safety
• Identify and reach out to community experts and resources to inform the work of
the women’s commission
• Professional development and training for Women’s Commission members
• Quarterly evaluations of progress
• Participate in city budget discussions as appropriate
COMMISSION LIAISONS
Relationship with City Council – 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 information gathered by the commission.
Develop and strengthen relationships with community organizations and groups
that focus on women in the community - including Colorado State University,
local non-profit groups, and others.
GENERAL TIMELINE
January:
• Approve the 2012 Annual Report to be presented to the City Council by the end
of the month.
• Set up the 2013 Commission Retreat for February
• Work collaboratively with Board and Commission members on Board and
Commission effectiveness groups
• Assign development of the March proclamations - International Women’s Day
(March 8, 2013) and Women’s History Month
• Assign development of Equal Pay Day Proclamation (April)
• Schedule meeting with City Council liaison
February:
• Annual Retreat
• Discuss Affordable Care Act/Health Exchange community event
• Discuss plans for Take Back the Night participation and support (April).
• Discuss ways to collaborate with other Senior Advisory Board for Older
Americans Month (May)
• Assign development of Equal Pay Day Proclamation (April)
• Approve the March proclamations; confirm attendance to receive the
proclamation (March 5, 2013).
• Collaborate with HRC in preparation for their annual awards breakfast
o Marcile N. Wood Award application and selection process
March:
• Schedule the year based on information from the February Retreat – review and
confirm subcommittee assignments
• Explore publicity options for promoting events, winners, and honoring women
within the community at large
• Approve Equal Pay Day Proclamation; confirm attendance to receive the
proclamation in April
• Attend City Council meeting for International Women’s Day and Women’s
History Month proclamations
• Assign development of Women’s Health Week Proclamation (May)
• Assign development of Women’s Equality Day Proclamation (July)
• Quarterly evaluation of progress
April:
• Approve the Women’s Wellness Week proclamation; confirm attendance to
receive the proclamation in May
• Attend City Council meeting for Equal Pay Day proclamation
• Support the HRC Award breakfast; present the Marcile N. Wood Award
May:
• Attend City Council meeting to receive the Women’s Wellness Week proclamation
• Assign development of the Women’s Equality Day proclamation
• Review City Council retreat outcome and six month planning calendar
• Quarterly evaluations of progress
June:
• Participate in Four Year Review of Commission
• Planning as determined by the Commission – review rest of 2013 and make
adjustments as necessary
• Approve the Women’s Equality Day proclamation; confirm attendance to receive
the proclamation in July
• Discuss participation in Pride in the Park
July/August:
• Attend City Council meeting to receive the Women’s Equality Day proclamation
September:
• Review subcommittee assignments
• Begin working on 2014 Work Plan.
• Quarterly evaluations of progress
October:
Review draft 2014 Work Plan
Work collaboratively with Board and Commission members on Board and
Commission effectiveness groups
November:
• Approve 2014 Work Plan; submit to Clerk’s Office.
• Plan December activity to review the year and celebrate any outgoing
Commission members
December:
• Begin working on 2012 Annual Report
• Quarterly evaluations of progress
• Celebration
City of Fort Collins
Women’s Commission
2012 Annual Report
The City of Fort Collins Women’s Commission promotes decisions and actions that address the
needs and positively impact women in our community. We do this by listening to the voice of
women, advising city council, promoting community events, and educating ourselves and others
about safety, health and poverty.
Women’s Commission members in 2012 were Ginny Carroll, Catherine Douras, Lea Hanson, Jan
Hawn, Sara Hoffman, Merry Hummell, Marija Weeden-Osborn, Deborah Young and Annette
Zacharias.
In 2012, the Women’s Commission:
• Compiled a list of resources in the three focus areas (Poverty, Safety, and Health) for
women in Fort Collins and posted the list on the Women’s Commission web page.
• Held the third annual retreat on March 3, 2012, creating a strategic plan for the year.
• Continued to discuss the message and image for the Commission and wrote a motto
that sums up the Commission’s work.
• Met with Mayor Karen Weitkunat February 29, 2012 (Young and Hanson).
• Attended meeting with representatives from all 27 other city boards on April 4, 2012
(Young and Hanson).
• Completed the materials for panels on the table top display, which will be reviewed and
updated regularly.
• Attended the Growing Older in Fort Collins – Part 3 presentation on April 17 (Young).
• Partnered with Human Relations Commission (HRC) to present the Marcile N. Wood
award in 2012. The winner, Mary Atchison, was announced at the HRC Award breakfast
on Tuesday, May 1, 2012. The Women’s Commission conducted the review process and
assisted in the presentation at the breakfast.
• Continued the dialogue with other Boards and Commissions by hosting a third breakfast
mixer on May 23, 2012.
• Presented the Women’s Wellness Week, International Women’s Day, Women’s History
Month, Equal Pay Day, and Women’s Equality Day Proclamations at City Council
meetings.
• Members attended Silver Tsunami series about growing older in Fort Collins.
• Cosponsored the Elder Abuse Forum with the HRC – October 22, 2012, 4:30-6:30 at
Senior Center. Several Women’s Commission members attended.
• Coordinated and cohosted a Boards and Commissions Collaborative Meeting on October
29, 2012. Ginny Sawyer facilitated the meeting and Women’s Commission members
served as table facilitators. Most of the 27 City Boards and Commissions were
represented. The mayor and two City Council members attended.
• Will continue collaboration with interested members after October 29 meeting.
• Was a presence at City Council meetings in 2012, with a Commission member attending
each one.
• Continued our membership with the National Association of Commissions for Women
(NACW).
Guests to meetings included:
Judy Lindquist – community member
Ki Johnson – AbleWomen Mentoring Program
Myles Crane – Human Relations Commission (HRC)
Savannah Lloyd – Fossil Ridge High School student
Chris Hays – HRC Women’s Commission liaison
Ellen Lirley –Senior Advisory Board Women’s Commission liaison
Kathryn Woods – Assistant Director of the Women and Gender Advocacy Center
Karen Buchanan – HRC Chair
Dale Adamy – previously on city’s Air Quality board and interested community member
Laurie Kadrich – Director, City Community Development and Neighborhood Services
The Women’s Commission continues to work toward better communication with City Council
and collaboration with Boards and Commissions. The coordination of the breakfast mixer,
attendance at the April 4 focus group, and especially the Collaborative meeting in October are
evidence of this work. The Women’s Commission looks forward to supporting this process in
2013.
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: May 23, 2013
BOARD/COMMISSION NAME: Zoning Board of Appeals
LIST OF MEMBERS: Michael Bello, Chair
Peter Bohling, Vice-chair
Dana McBride
John McCoy
Heidi Shuff
Daphne Bear
Robert Long
1. Are the current duties of the board, as defined by City Code, realistic? If not, what
duties would you suggest be added and/or deleted?
Yes, the duties of the board are very realistic and require a reasonable amount of time to
perform.
2. Is the board’s workload (annual work plan) too much; too little; about right?
Explain.
The current workload is ‘too little’. The Board consists of talented, capable people and
we only work a few hours a month.
3. Does the board effectively accomplish its annual work plan?
Yes it does, and the members believe it does an excellent job of doing so.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
Yes, the meetings are conducted in a very professional and effective manner. Staff does
an excellent job of preparing the presentation and pre-meeting materials. The format of
the meetings is to present the appeal to the board, get input from the applicant, the
general public – both for and against – then open a dialogue amongst the board members
and finally a vote. The Board discussions are excellent, often with different opinions
being expressed. The City attorney is present for any legal guidance and we believe the
whole process is a good reflection on City process and its staff.
ATTACHMENT 3
The effectiveness of the Board is reflected in the small number of decisions that are
appealed to City Council (one in the last several years). The applicant and/or neighbors
may not agree with our decisions, but they believe they at least had a fair hearing.
5. Is the current size of the board appropriate?
Yes. Any additional members would be cumbersome, and very seldom is there an issue
with having a quorum.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
Most members have been on the Board for numerous years and can’t remember ever
having a Council member present at a meeting to observe what the Board does and how
meetings are conducted. An occasional appearance by a council member would certainly
be welcome.
7. Other comments:
Board members have heard comments repeatedly that we approve too many variances.
However, it’s important to remember that we see only a fraction of the potential
variances the city is approached on. First there is a vetting process by the City staff that
shares the process and expectations with potential applicants. Staff then review and
discuss options and viability with potential applicants who wish to take the next step.
And finally the board gets to hear those that have some basis of merit. We have good
interaction with both board members and applicants during our hearings and at time even
make recommendations for modifications to the appeal that end up being the basis of
approval. We believe we do a good job of deliberating on what a sound appeal is and
what is not. We are not a “rubber stamp” of approval, but a conscientious and
considerate voice for what is reasonable and what pushes the boundaries of good
governance.
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
DIVISION 36. ZONING BOARD OF APPEALS
Sec. 2-451. Creation.
There shall be and is hereby created a Zoning Board of Appeals, hereafter referred to
in this Division as the "Board."
(Ord. No. 158, 1986, § 25, 11-4-86; Ord. No. 29, 1992, 3-3-92)
Sec. 2-452. Membership; term.
(a) The Board shall consist of seven (7) members appointed by the City
Council.
(b) Each member shall serve without compensation for a term of four (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 two (2) consecutive terms. For the purposes of this provision, 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.
(Ord. No. 158, 1986, § 25, 11-4-86; Ord. No. 110, 1990, 10-16-90; Ord. No. 29, 1992,
3-3-92; Ord. No. 92, 1992, § 21, 9-15-92; Ord. No. 93, 2002, § 1, 7-16-02)
Sec. 2-453. Functions.
The Board shall have the following powers and duties:
(1) To hear and decide appeals from and review any order, requirement,
decision or determination made by an administrative official charged with
enforcement of the regulations established by the Land Use Code or, if
applicable, Articles I through IV of the Transitional Land Use Regulations in
accordance with the provisions of Division 2.10 of the Land Use Code.
(2) To authorize upon appeal in specific cases, and in accordance with the
provisions of Division 2.9 of the Land Use Code, variances from the terms of
Articles 3 and 4 of the Land Use Code or, if applicable, Chapter 29, Articles I
through IV of the Transitional Land Use Regulations.
(Ord. No. 158, 1986, § 25, 11-4-86; Ord. No. 154, 1987, § 13, 10-20-87; Ord. No. 29,
1992, 3-3-92; Ord. No. 51, 1997, § 7, 3-18-97; Ord. No. 113, 1997, § 2, 8-5-97)
Sec. 2-454. Officers; bylaws.
The Board shall elect annually from its membership a chairperson and such officers
as may be required. Bylaws may be adopted by the Board, which bylaws shall not be
inconsistent with the Charter, the Code or other policies that may be established by
the City Council. A copy of the bylaws shall be filed with the City Clerk for the use of
the City Council immediately after adoption by the Board, and the same may be
subject to the approval of the City Council.
(Ord. No. 158, 1986, § 25, 11-4-86; Ord. No. 29, 1992, 3-3-92; Ord. No. 104, 2002, §
1, 8-20-02)
Sec. 2-455. Minutes; annual report; work plan.
The Board shall take and file minutes in accordance with the requirements of § 2-73
of the Code. On or before January 31 of each year, the Board shall file a report with
the City Clerk setting forth the activities of the Board for the previous year. On or
before November 30 of each year, the Board shall file a work plan with the City Clerk
for the following year.
(Ord. No. 158, 1986, § 25, 11-4-86; Ord. No. 79, 1988, § 19, 6-7-88; Ord. No. 29,
1992, 3-3-92; Ord. No. 92, 1992, § 21, 9-15-92)
ZONING BOARD OF APPEALS
2013 WORK PLAN
The Zoning Board of Appeals (ZBA) will meet on the second Thursday of every month,
provided that there are discussion items appearing on the regular monthly agenda. The
Board may also meet as needed in order to convene special meetings.
The primary purpose of the meetings will be to hear and decide appeals of certain
administrative decisions made by City staff and to authorize variances from the
requirements of the Land Use Code. It is estimated that the Board will consider
approximately 35 variance requests in 2013.
The Board will participate in the review of recommendations resulting from the Eastside
and Westside Neighborhoods Character Study prior to City Council consideration of
any related ordinances. The ZBA will also review proposed Land Use Code revisions
that will be necessary as the City continues refinement of the Code through the annual
code update ordinance. No other special projects or issues are anticipated at this time.
BOARDS AND COMMISSIONS
PERIODIC REVIEW QUESTIONNAIRE
DATE PREPARED: June 7, 2013
BOARD/COMMISSION NAME: Planning & Zoning Board
LIST OF MEMBERS:
Andy Smith, Chair
Jennifer Carpenter
Gerald Hart
John Hatfield
Emily Heinz
Kristin Kirkpatrick
Jeff Schneider
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 thinks the duties as currently defined by City Code are realistic.
2. Is the board’s workload (annual work plan) too much; too little; about right?
Explain.
In an effort to meet the demands of a higher development review load and to have the
time to consider policy issues, the board has moved to a 5 hour worksession. In addition,
the regular hearing date will be changed to 2
nd
Thursday with the 3
rd
Thursday reserved
as needed to manage the number of reviews in any given month. It’ll also insure
applications are considered at a time when affected stakeholders can participate.
3. Does the board effectively accomplish its annual work plan?
Yes, see attached 2013 Work Plan and 2012 Annual Review.
4. Are board meetings conducted in an effective manner? What could be done to
improve board meetings?
Yes. The Order of Proceedings is prescribed by the Land Use Code. The board, in
conjunction with transparency improvements such as the addition of the Neighborhood
Development Review Liaison (NDRL) position will be making suggestions for how to
improve the hearing process. The addition of the position has been a huge asset in
helping neighborhood residents understand the process and to provide effective input.
ATTACHMENT 4
5. Is the current size of the board appropriate?
Yes, it helps when vacancies can be filled quickly.
6. Are communications between the board and Council effective? What could be done
to improve these communications?
The board has consistently been interested in maintaining good communications with the
full Council. To that end, Mayor Weitkunat, our former Council Liaison at our last
retreat suggested a worksession at which the new Council and the full board could engage
in a conversation on topics of mutual interest. We understand that date is being
scheduled and look forward to meeting with you.
7. Other comments:
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
DIVISION 26. PLANNING AND ZONING BOARD
Sec. 2-351. Creation.
There shall be and is hereby created a Planning and Zoning Board, hereafter referred to
in this Division as the "Board."
(Ord. No. 158, 1986, § 19, 11-4-86)
Sec. 2-352. Membership; term.
(a) The Board shall consist of seven (7) members appointed by the City Council.
(b) Each member shall serve without compensation for a term of four (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 two
(2) consecutive terms. For the purposes of this provision, 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.
(Ord. No. 158, 1986, § 19, 11-4-86; Ord. No. 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.
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
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; bylaws.
The Board shall elect annually from its membership a chairperson and such officers as
may be required. Bylaws may be adopted by the Board, which bylaws shall not be
inconsistent with the Charter, the Code or other policies that may be established by the
City Council. A copy of the bylaws shall be filed with the City Clerk for the use of the
City Council immediately after adoption by the Board, and the same may be subject to
the approval of the City Council.
(Ord. No. 158, 1986, § 19, 11-4-86; Ord. No. 104, 2002, § 1, 8-20-02)
Sec. 2-355. Minutes; annual report; work plan.
The Board shall take and file minutes in accordance with the requirements of § 2-73 of
the Code. On or before January 31 of each year, the Board shall file a report with the City
Clerk setting forth the activities of the Board for the previous year. On or before
November 30 of each year, the Board shall file a work plan with the City Clerk for the
following year.
(Ord. No. 158, 1986, § 19, 11-4-86; Ord. No. 79, 1988, § 15, 6-7-88; Ord. No. 92, 1992,
§ 16, 9-15-92)
Community Development & Neighborhood Services
281 North College Avenue
P.O. Box 580
Fort Collins, CO 80522.0580
970.416.2740
970.224.6134- fax
fcgov.com
Planning, Development & Transportation Services
TO: Wanda Nelson, City Clerk
FROM: Andy Smith, Chair
Planning and Zoning Board
DATE: November 15, 2012
SUBJECT: Planning and Zoning Board Work Plan - 2013
During 2012, the Planning and Zoning Board saw an increase in the number of development
applications and has reviewed and approved some notable developments including Legacy
Senior Residences, Regency Lakeview, Link-n-Greens, and Bucking Horse. A number of
appeals were filed on projects approved during the year and included, The District at Campus
West, 1305 S. Shields, Remington Annex (705 – 715 Remington), Aspen Heights, and Regency
Lakeview. This trend toward appeals is expected to continue in 2013, given City Plan policies to
promote infill/redevelopment that may be in conflict with the expectations of neighborhood
property owners and residents.
The Board also reviewed and recommended approval of the Wild Plum Farm 1st & 2nd, Wood
Street, Forney, Kechter 1st & 2nd, and Kechter Crossing Annexations. A number of policy plans
were reviewed by the Board in 2012, including the Outdoor Vendor Study, Downtown Parking
Plan, Streetscape Standards, and Oil and Gas Standards. Land Use Code changes to medical
marijuana, appeal process, bicycle parking standards, and multi-family housing were also
reviewed by the Board.
Development applications increased through 2012 and are expected to continue to increase in
2013, based on recent trends in Conceptual Review requests and submittals, as well as phone
inquiries. Many of the anticipated projects will be on infill/redevelopment sites, so the Board will
be addressing compatibility issues in existing neighborhoods on these projects. Outreach to the
community on development proposals increased in 2012, with full Board packets being placed
on-line and the hiring of the City’s first Neighborhood Development Review Liaison, Sarah
Burnett.
Several key development proposals are anticipated during 2013 for the Board’s review and
include the Link-n-Greens PDP, Foothills Mall redevelopment and associated multi-family
housing, Pateros Creek PDP, and the Banner Health Medical Campus on Harmony Road. The
level of interest in developments that have either expired, or for which extensions are being
requested has also increased. These developments have been in a holding pattern for several
years and with the increased availability of investment money, projects that are already entitled
are very appealing to the development industry.
In addition to reviewing and evaluating development proposals, the Board will address important
land use policy issues during 2013, including:
2013 Planning and Zoning Board Work Plan
November 15, 2012
Page 2
- 2 -
Commercial and River Downtown Redevelopment District Architectural Design Standards -
This project was originally two separate projects that came out of the last City Plan update and
were merged due to having similar subject matter. The River Redevelopment District vision is
for redevelopment design to complement the existing historic structures and reflect the
agricultural-industrial aspects of the area’s history. The commercial development topic includes
issues of community identity, pedestrian orientation and visual quality of individual buildings and
developments and how those are brought together to shape streetscape, walkways, plazas and
other areas that adjoin the public right-of-way.
East Side/West Side Character Study – The East Side/West Side Character Study continued
through 2012 and has a November 27, 2012 work session scheduled with City Council. Staff
expects to bring recommendations to the Board in early 2013 in response to Council direction
given at the work session. The focus of this study is to identify the characteristics of these
neighborhoods that create their unique character and context and identify potential tools for
retaining and enhancing these features.
Harmony Corridor Plan Update/Gateway area – The Harmony Corridor Plan was adopted in
1991 and updated in 2003. In 2006, the Harmony Corridor Standards & Guidelines were
adopted. The update to this plan will focus on the Harmony Road gateway at I-25 and will
create design guidelines for future development in the gateway area.
Land Use Code Amendments – In 2013, there will continue to be a major effort to identify and
recommend code revisions to City Council to implement principles of Plan Fort Collins, as well
as other plans and policies. Council’s preference for important code changes is to bring
changes on an as-needed basis, rather than waiting for the annual update package. This will
result in the Board being asked more frequently to make recommendations to City Council on
code amendments, including the following items:
• Multi-family housing related code changes, as a result of the Student Housing Action
Plan;
• Urban Agricultural Land Use code changes – this effort has been an extension of the
2012 work program to ensure the Land Use Code supports the community’s desires in
relation to urban agriculture practices both when and where appropriate. This project
will resume in early 2013.
• Non-Native Trees – In October 2012, staff discussed whether or not the current
regulations related to non-native trees, specifically Siberian elm and Russian olives,
adequately addressed the ecological value these trees can provide. The proposed
changes to the Code will be brought to the Board in early 2013.
Lincoln Avenue Corridor Strategic Plan – This plan will provide a community-supported vision
and strategies to implement that vision for the corridor area. The project will explore how the
“Catalyst Project Area” concept can be achieved and provide a model for sustainability,
collaboration and partnerships, transportation and social connections, and implement a “great
green street” along with other unique ideas to strengthen existing area attributes.
Mason Street Corridor – The Choice Center (re-development of the Johnson Mobile Home Park
in 221 dwelling units/676 beds) is nearing completion. This project, along with the Mason
Corridor/MAX improvements may act as a catalyst for other redevelopment along the Corridor.
Future redevelopment proposals along the corridor may propose significant physical changes to
the existing urban form and could include increased building height, unique architectural design,
reduced vehicular parking spaces, and neighborhood compatibility issues.
2013 Planning and Zoning Board Work Plan
November 15, 2012
Page 3
- 3 -
Mid-town Urban Design Plan – This plan will guide the design of future redevelopment in the
Mid-town area, and identify opportunities to further enhance streetscapes and multi-modal
connectivity. It is expected to address connectivity along/across College Avenue, integrate the
Mason Trial and MAX stops with other ped connections, develop a parking strategy that
supports desired densities, provide guidelines for site planning, architecture, and massing of
buildings, identify catalyst sites, and provide way-finding and signage recommendations.
Construction of the new MAX guideway and stations along the Mason Corridor is tentatively
scheduled to be completed by winter of 2013.
Nature in the City Amenities in Mixed-Use Areas – This project was identified from the City Plan
update and is intended to encourage the integration of unique landscape features into the
design and architecture of development and capital projects. These features may range from
informal and naturalized, to highly structured and maintained features (i.e. trees groves within a
project, storm water facilities that become naturalized over time, walls with vines).
Oil and Gas Exploration and Production Regulations – Assuming that the proposed Oil and Gas
Regulations are adopted by City Council, the Board would receive memo-based updates once a
month on the issue in order to more quickly respond to the need to adapt the regulations.
Planning Development Overlay District (PDOD) – In 2012, the PDOD tool was refined by staff
and a six-month Pilot Project was proposed to confirm whether the tool would work as intended
and to assess interest from the development community. The pilot project was approved by the
Board in mid-2012 and staff is meeting with Council members to further understand Council’s
concerns about the Pilot Project. The Pilot Project is expected to be considered by City council
in early 2013 and the Board is expected to review the first PDOD project sometime in 2013,
depending on the level of interest from the development community.
Student Housing Action Plan – This joint effort between C.S.U., neighbors, developers and
other stakeholders to identity strategies to address the increasing need for student housing
within the context of the existing neighborhoods will continue into 2013 and may result in
additional Land Use Code changes for multi-family housing.
West Central Neighborhood Plan Update – The West Central Neighborhood Plan was adopted
in 1999 for the area that is generally bounded in an “L” shape by Mulberry Street on the north,
Shields Street, and the BNSF Rail line on the east, Drake Road on the south, and Taft Hill Road
on the west. in1999, issues have emerged that warrant a plan update. The update this plan will
begin in January 2013 and assess such things as student housing project impacts,
neighborhood compatibility of new development, land use/zoning, and impacts of traffic/parking
near CSU and adjoining neighborhoods.
cc: Planning and Zoning Board Members
Mayor Karen Weitkunat, Council Liaison
Karen Cumbo, PDT Director
Laurie Kadrich, CDNS Director
Community Development & Neighborhood Services
281 North College Avenue
P.O. Box 580
Fort Collins, CO 80522.0580
970.416.2740
970.224.6134- fax
fcgov.com
Planning, Development & Transportation Services
MEMORANDUM
To: Molly Wendell, Boards and Commissions Coordinator
From: Sherry Albertson-Clark, Interim Planning Manager
Date: January 31, 2013
Re: 2012 Annual Report: Planning & Zoning Board
New officers (Chair Andy Smith and Vice-Chair Gino Campana) were elected in January.
In 2012, the Planning and Zoning Board held 11 regular and 3 special hearings, taking
action on an average of 5 items per meeting. The agenda ranged from one to seven items.
The Board also held 14 work sessions. In addition to reviewing upcoming hearing topics,
staff used work sessions to provide policy updates on a variety of topics including the East
Side/West Side Character Study, Oil and Gas Development Local Regulations, Streetscape
Design Standards and Guidelines, Parking Plan for Downtown and Surrounding
Neighborhoods, Student Housing Action Plan, Urban Agriculture, Affordable Housing
Redevelopment Relocation Mitigation Strategies, and Non-Native Trees.
There was one Board retreat in 2012.
The Development Review agenda items for the year totaled:
3 Overall Development Plans (including amended plans);
4 Project Development Plans;
10 Additions of Permitted Use;
8 Modification of Standard (Stand-alone request);
0 Re-zonings;
7 Annexations totaling approximately 144.879 acres;
1 Major Amendments;
4 Site Plan Advisory Reviews;
5 Extension of Final Plan.
The Board provided recommendations to the City Council on the following items:
• 3 Mile Plan Update
• Oil and Gas Regulations
• PDOD General Statements and PDOD Pilot
• Downtown Parking Plan
• Streetscape Design Standards and Guidelines
• Land Use Code - 2012 Annual Revisions, Clarifications and Additions
P&Z 2010 Annual Report
January 31, 2013
Page 2
- 2 -
• Land Use Code Amendment(s) – Medical Marijuana (consistent with former
Municipal Code Provisions)
• Land Use Code Amendment(s) – How Appeals are handled (LPC, Planning and
Zoning Board, and City Council)
• Land Use Code Amendment(s) – Outdoor Vendors
• Land Use Code Amendment(s) – Multi-Family
• Land Use Code Amendment(s) – Division 2 – Director discretion as relates to
applications/land ownership
• Wild Plum Farm 1 and 2 Annexation and Zoning
• Wood Street (formerly Benson Mobile Home Park) Annexation and Zoning
• Forney Annexation and Zoning
• Kechter Annexation and Zoning
• Kechter Crossing Annexation and Zoning
• Hansen Farm Annexation and Zoning
Planning and Zoning Board Decisions appealed to City Council:
• 1305 S. Shields (Carriage House Apartments) – Decision Upheld
• 705, 711, 715 Remington (Remington Annex) – Decision Upheld
• Regency Lakeview Addition of Permitted Use and Project Development Plan –
Decision Overturned on Appeal - Staff is now reviewing the Land Use Code in
the context of the feedback provided by City Council.
cc: Planning & Zoning Board members
Mayor Karen Weitkunat, Council Liaison
Darin Atteberry, City Manager
Karen Cumbo, PDT Director
Mark Jackson, Deputy PDT Director
Laurie Kadrich, CDNS Director
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
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
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