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HomeMy WebLinkAboutAgenda - Mail Packet - 1/28/2014 - Updated Futures Committee Agenda - January 27, 2014City Manager’s Office 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6505 970.224.6107 - fax fcgov.com Futures Committee Agenda Monday, January 27, 2014, 4:00–5:00pm CIC Conference Room Chairman Comments and Approval of October Minutes 4:00–4:10 Think Tank Item 10: 4:10–4:30 Citizen Engagement—Expertise and Input Structures: Wanda Nelson 4:30–4:40 Q & A 4:40–4:50 DO 10: Next Steps Closing Thoughts: 4:50–5:00 Invited Guests: Wanda Nelson Upcoming Agenda Items: February 10 th A Global Discussion of our Energy Future (based on the book "Reinventing Fire"): Brian Janonis, Steve Catanach and Bruce Hendee Greenhouse Gas Goals: Lucinda Smith, John Phelan, Steve Catanach and Melissa Hovey March 10 th Project Plan for the Board and Commission Function and Structure Review Update: Wanda Nelson Unscheduled Items: Affordable Housing Front Range on Track – Joan Schaffer (http://frontrangeontrack.org/bod.html) Housing in Fort Collins Geo-thermal District Heating Waste Water Treatment Options Triple Bottom Line Analysis Special NetZero Cities meeting after the Conference TAXIs and Transit: Karen Cumbo Social Sustainability: Bruce Hendee Think Tank Items 1. Boards and Commissions – Strategies for More Comprehensive Citizen Engagement 2. Road to Zero Waste – Waste as a Resource - Industry Symbiosis 3. FNL as an economic development engine for NC: Shared Air Space and Virtual Control 4. Transit Futures Proposal: Commuter Rail in Northern Colorado 5. East Mulberry Visioning 6. Long-Term Vision of the City Clerk’s Office City Hall 300 LaPorte Ave. PO Box 580 Fort Collins, CO 80522 970.221.6515 970.472.3002 - fax fcgov.com MEMORANDUM TO: City Council Futures Committee FROM: Wanda Nelson, City Clerk THRU: Darin Atteberry, City Manager Diane Jones, Deputy City Manager RE: Board and Commission Function and Structure Review DATE: January 27, 2014 ACTION REQUESTED: The purpose of this agenda item is to review the discussion held at the November 2013 Council Retreat and the Project Overview (“Overview”) for how to proceed with restructuring the board and commission system. KEY QUESTION: 1. Does the Futures Committee support this Overview moving forward, including reducing the number of boards and commissions? EXECUTIVE SUMMARY: Since the Futures Committee meeting in June 2013, additional meetings (including the November 7 Council Retreat) have taken place to discuss improvements to the board and commission system. Based on recommendations from these meetings, staff is seeking direction from the Futures Committee on how to proceed with the future improvements and efficiencies related to the City’s boards and commissions. BACKGROUND: The topic of improving Board and Commission processes was first addressed in Plan Fort Collins and the City Council’s 2011-2012 Work Plan. Since then, work on this topic has been addressed in the following settings: DATE ACTIVITY February & April 2012 Staff met with Board and Commission Chairs and Vice Chairs to review the current program and provide feedback for improvements August 2012 Meeting with the Futures Committee to discuss communication, goal alignment, role of Council liaisons, recruitment, training, and funding October 2012 Meeting with Chairpersons and staff liaisons to discuss recommendations from the Futures Committee May 2013 Breakfast hosted by the Women’s Commission to discuss ways to better connect with other boards and commissions June 2013 Update provided to the Futures Committee regarding Work Plan Alignment, training opportunities, and future structural models Board and Commission Structure Review Futures Committee January 27, 2014 Page 2 The latest discussion on boards and commissions occurred at the November 7, 2013 Council Retreat. Desired outcomes from the Retreat include: • Consolidated boards and commissions that perform similar functions • Fewer number of members on boards and commissions • Fewer meetings • Standardized bylaws, agenda formats, and training • Work plans and annual reports • Consider mix of standing boards along with ad hoc groups for some emerging issues. DISCUSSION ITEMS 1. Alignment with the City’s Key Outcomes At the November 2013 Council Retreat, Council indicated its preference to leave the quasi-judicial boards “as is” as these boards have specific decision making responsibilities that have been delegated by the City Council. QUASI-JUDICIAL BOARDS • Building Review Board • Planning and Zoning Board • Citizen Review Board • Retirement Committee • Human Relations Commission • Water Board • Landmark Preservation Commission • Zoning Board of Appeals For the remaining advisory boards and commissions, Council asked staff to outline an approach to work with board and commission members and staff liaisons to align with the City’s seven Key Outcome Areas: • Community & Neighborhood Livability • Culture & Recreation • Economic Health • Environmental Health • High Performing Government • Safe Community • Transportation Board and Commission Structure Review Futures Committee January 27, 2014 Page 3 ADVISORY BOARDS AND COMMISSIONS • Affordable Housing Board • Economic Advisory Commission • Parks and Recreation Board • Air Quality Advisory Board • Energy Board • Senior Advisory Board • Art in Public Places Board • Golf Board • Transportation Board • Commission on Disability • Land Conservation & Stewardship Board • Women’s Commission • Community Development Block Grant Commission • Natural Resources Advisory Board • Youth Advisory Board • Cultural Resources Board • Parking Advisory Board 2. Project Overview and Next Steps Staff has prepared the attached Project Overview for the Futures Committee’s consideration. The Overview includes outreach to the engage City Council, board and commission members, staff liaisons, and the public in this process. In order to accomplish this, the following events have occurred or have been scheduled:  January 22 Met with staff liaisons to review the goals of restructuring  January 27 Review Project Overview with Futures Committee  January 28 Survey board and commission members  February 24 Meet with board and commission members to review the survey results, discuss aligning boards and commissions to Key Outcomes and improving the existing structure  March 10 Provide update to Futures Committee, including feedback received from board and commission members.  April 22 Presentation to City Council Work Session of suggested board and commission options for restructuring  May 20 City Council consideration of proposed board and commission restructuring Attachment: 1. Project Overview Project Overview Project Name: Board and Commission Function and Structure Review Project Manager: Wanda Nelson, City Clerk Project Sponsor: Diane Jones, Deputy City Manager Project Team: Diane Jones, Kelly DiMartino, Christine Macrina, Wanda Nelson, Ginny Sawyer, Suzanne Jarboe-Simpson, Terri Runyan Project Business Case Project Overview / Business Opportunity Improve the system which involves community members in the policy side of local government by: 1. Focusing on outcomes. 2. Aligning and defining work plans. 3. Increasing public engagement and flexibility. Project Objectives Desired Results 1. Align boards and commissions with the seven outcome areas. 2. Create board and commission work plans that align with Council’s Work Plan. 3. Boards and commissions advise City Council on policy matters in a manner that is timely for Council’s Work Plan and connected to the outcome areas. 4. Create standardized bylaws, agenda formats, budgets, and staff support for each board or commission. 5. Provide standard training to all board and commission members and staff. Key Stakeholders: Stakeholders City Council Current Board and Commission members City Manager’s Office and ELT Staff Liaisons City Clerk’s Department Project Milestones: Project Milestone Description Date Estimate EE Involvement / Communication Plan Communication Plan/Public Engagement Plan Develop a communication plan that adapts based on the Project Milestones with the goal of delivering a clear, concise message and engaging the public. Adapt plan & messages based on feedback received (buy-in, fears, concerns, etc.) throughout the process. Jan. 2014 City Clerk’s Department CPIO Meet with Staff Liaisons Provide overview of proposed process and communicate next steps. Jan. 22, 2014 Project Team Project Overview —Executive Summary November 2013; Revision January 22, 2014 Page 2 Present Overview at Futures Committee Provide overview of the process for restructuring the board and commission system. Jan. 27, 2014 Wanda Nelson Diane Jones Survey current B&C Members Purpose: to present the idea of changing the B&C structure, elicit feedback using survey Jan. 28, 2014 Project Team Meet with ELT Review the project with members of ELT to receive feedback and communicate next steps. Jan. 29, 2014 Project Team Meet with B&C Members & Staff Liaisons Provide results of survey above. Provide overview and elicit feedback of proposed process and tentative timeline, including pros/cons. Address concerns and allow opportunity for discussion. Educate on the seven outcome areas. Feb. 24, 2014 Mayor Darin Atteberry, City Manager Project Team Present Update at Futures Committee Provide overview of proposed plan and tentative timeline, including feedback received from B&C members. Set a date for plan to be presented to City Council. Mar. 10, 2014 City Clerk’s Department Present Plan at City Council Work Session Provide overview of proposed plan, including feedback received from B&C members and Futures Committee. April 22, 2014 City Clerk’s Department Present Plan at City Council Regular Meeting Council adopts the Proposed Plan and tentative timeline. Project Overview —Executive Summary November 2013; Revision January 22, 2014 Page 3 New Structure in Place. 1. Council Liaisons Assigned 2. Members Assigned 3. Staff Liaisons Assigned 4. Work Plans Developing (date TBD) Jan. 2015 City Clerk’s Department Provide orientation to all members and staff. Train B&C members, staff liaisons. Include information on BFO Process and the outcome area represented. Jan. 2015 City Clerk’s Department Budget Office On-going Training to B&C members as needed Provide training as needed to members appointed mid-year. June 2015 City Clerk’s Department Three Phases of this project: Phase I: Involvement of: CMO, ELT, Liaisons, Board and Commission Members December 2013 – May 2014 Phase II: Adoption by City Council May 2014 Phase III: Implementation (new structure in place) January 2015 May 20, 2014 City Clerk’s Department Present Adopted Plan to B&C Chairs and Staff Liaisons Present the Adopted Plan. Develop specific timelines for implementation. Discuss impact on B&C Work Plans and staff work plans, review decommissioning process for existing advisory Boards and Commissions, review tentative recruitment plan for new Boards and Commissions. May 28, 2014 Project Team Prepare Amendments to City Code to Reflect Changes to B&C’s. Create standardized bylaws. Work with City Attorney’s Office on Code Amendments. Work with CAO and B&C Chairs and Staff Liaisons on bylaws. TBD City Clerk’s Department City Attorney’s Office Staff Liaisons Create standardized agenda formats for each B&C. Develop standardized agendas for each B&C. July 2014 City Clerk’s Department Annual Recruitment. Implement recruitment and selection process for new Boards and Commissions. Aug. – Oct. 2014 City Clerk’s Department Poudre River 7. FortZED Progress 8. GigU 9. Long Term Water Strategies 10. Citizen Engagement— Expertise and Input Structures