HomeMy WebLinkAboutMemo - Mail Packet - 9/5/2023 - Memorandum From Rupa Venkatesh, Davina Lau, And Jenny Lopez Filkins Re: Ex-Officio Members On Boards And Commissions
City Manager’s Office
City Hall
300 LaPorte Ave.
PO Box 580
Fort Collins, CO 80522
970.221.6505
970.224.6107 - fax
fcgov.com
MEMORANDUM
Date: August 30, 2023
To: Mayor and City Council
From: Rupa Venkatesh, Assistant City Manager
Davina Lau, Public Engagement Specialist
Jenny Lopez Filkins, Legal
Through: Kelly DiMartino, City Manager
RE: Ex-Officio members on Boards and Commissions
The purpose of this memorandum is to summarize staff research and feedback received
thus far concerning City Council direction to craft criteria for an ex-officio member
serving on a board or commission and which boards and commissions would benefit
from an ex-officio member.
Bottom Line: More time is needed to discuss and receive feedback from staff liaisons,
boards, and organizations. The Ad Hoc Council Committee on Boards and
Commissions completed its work in July 2023, and this request came up in August.
Background
During the August 8, 2023 Council work session reviewing the recommendations from
the Ad Hoc Council Committee on Boards and Commissions, there was discussion
concerning the Housing Catalyst’s request for ex-officio representation on the
Affordable Housing Board. After the work session, direction was given for staff to craft
criteria for City Council to consider when a request is made to add an ex-officio,
nonvoting member to a board or commission.
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Research to date
The specific responsibilities of ex officio members vary by organization; however, the
following are common duties:
Attend Board Meetings: Ex officio board members should attend board meetings
and participate in discussions.
Provide Expertise: Ex officio board members often are selected because of their
experience in a particular area or because of an office they hold with another
organization. For this reason, their participation on a board or commission should
align with the experience or qualifications they bring to the board or commission.
Represent the Organization: Ex officio board members should be familiar with the
goals, values, and mission of the organization or group they represent and are
expected to act in the best interests of that organization or group as well as the
City.
Report to the Board: Depending on their role, ex officio board members may
provide regular reports to the board on the activities and progress of their
organization or group.
Currently, only the current Women’s Advisory Board has ex-officio members (County
and Colorado State University).
On September 5, 2023, Council will consider adding ex-officio members to the following
boards:
Housing Catalyst representative to the Affordable Housing Board
One representative each from the Transportation Board, Colorado State
University, Bike Fort Collins, and the Downtown Development Authority to the
new Active Modes Advisory Board
Representative from the Active Modes Advisory Board to the Transportation
Board
Feedback received to date
An initial survey of board staff liaisons resulted in the following feedback though the
overwhelming sentiment was that more time was needed to discuss further with boards
and organizations. In addition, not all staff liaisons were able to respond at the time of
writing this memo.
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Could your respective board or commission benefit from having an ex-officio
member? The common duties listed above were also provided.
Need more information Maybe Yes Maybe No
Disability Advisory Board Historic Preservation Arts in Public Places
Parks and Recreation Air Quality Cultural Resources
Energy Human Services and
Funding
Land Conservation and
Stewardship
Water
Next Steps
Council liaisons are encouraged to speak with their assigned boards and commissions
to receive feedback. Staff will also continue these discussions and anticipate bringing a
recommendation forward to Council within the next few months. However, if more time
is needed, staff will provide another update to Council.
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