HomeMy WebLinkAboutReport - Mail Packet - 4/30/2019 - City Council Resource Guide - 20192019
CITY COUNCIL
RESOURCE GUIDE
We have provided this Council Resource Guide to
acquaint City Councilmembers with their role and
responsibilities. It contains protocols, “how to’s”
and general information.
Welcome aboard and thank you
for you serving our community!
1
The City of Fort Collins .........................................................2
The City Charter ................................................................................2
Home Rule .........................................................................................2
Council-Manager Form of Government ........................................3
The City Code.....................................................................................3
City Council’s Role ............................................................... 4
Policy Makers .....................................................................................4
City Council’s Employees .................................................................4
Citizen Boards and Commissions as Advisors ..............................4
Authorities of the City .....................................................................4
Mayor and Mayor Pro Tem ...............................................................5
City of Fort Collins Vision, Mission and Values ...................... 6
City Council’s Direct Reports .................................................7
City Executive Lead Team .....................................................7
City Staff Roles.................................................................... 8
Organizational Chart ........................................................................8
City Manager ......................................................................................9
Administrative Support ....................................................................9
City Attorney ....................................................................................10
Municipal Court ...............................................................................10
City Council Actions.............................................................11
Types of Council Meetings .............................................................. 11
Council Meetings .............................................................................. 11
Proclamations and Presentations ................................................. 11
Citizen Participation ........................................................................ 11
The Consent Calendar .................................................................... 12
Discussion Agenda.......................................................................... 12
Other Business................................................................................. 12
Ordinances and Resolutions .......................................................... 12
Initiating Items for the Council Agenda ..................................... 12
Figure C: How an Ordinance is Adopted ............................... 13
Figure D: How a Resolution is Adopted................................ 14
Conduct of City Council Meetings ........................................ 15
How to Make a Motion ................................................................... 15
Seating Order .................................................................................. 15
Rules of Order .................................................................................. 15
Roll Call Votes .................................................................................. 15
Time Limits for Speakers ............................................................... 15
Absence of Mayor ........................................................................... 15
General Council Information ............................................... 16
Councilmember Attendance Policy.............................................. 16
Council “Packets” ............................................................................ 16
Service Area Requests (SARs) and
Citizen Complaints .......................................................................... 16
Brief Staff Reports .......................................................................... 16
Invitations from Community Members ....................................... 16
Mail and Councilmember Mail Responses .................................. 16
Office Supplies................................................................................. 17
iPads/Personal Computers ............................................................ 17
Cellular Telephones ......................................................................... 17
Councilmember Schedules ............................................................ 17
Conferences, Seminars or Special Meetings ............................... 17
Travel Arrangements ...................................................................... 17
City Credit Cards ............................................................................. 18
Mileage Reimbursement ................................................................ 18
Council Pay ....................................................................................... 18
Open Book Database ...................................................................... 18
District Outreach Meetings ............................................................ 18
Online Events Calendar .................................................................. 18
2
THE CITY CHARTER
The City Charter serves as the “organic law” or “constitution”
of the City of Fort Collins with regard to all local and municipal
matters. The Charter sets out the structure of the city
government, the powers and duties of its departments, boards
and officers, and the basic principles for its operation. The
Charter may be amended only by a vote of the people.
Among the articles included in the Charter are the following:
• Form of Government
• City Council
• City Manager
• City Attorney
• Municipal Judge
• Finance Administration
• Elections
• Initiative & Referendum
• Franchises & Public Utilities
Charter of the City of Fort Collins, Colorado
fcgov.com/cityclerk/codes.php
HOME RULE
The City of Fort Collins is a home rule municipality. This means
that its Charter, and the ordinances, or laws, adopted by Council
under the Charter, supersede any conflicting law of the state in
matters of purely local concern.
Because the City’s home rule powers extend only to local
matters, it is important to identify those areas of concern that
are local in nature, as opposed to those that are primarily of
general, statewide concern. Certain matters of local concern
have been specifically enumerated in the Colorado Constitution.
Others have been established by case law. What is local
depends on the inherent nature of the activity in question and
the impact or effect that it may or may not have on areas
outside of a municipality.
In matters that are of mixed state and local concern, the
City does not have the authority to supersede conflicting state
statutes. Instead it has a supplemental authority that permits
its ordinances to coexist with state statutes on the same subject,
as long as they are not in conflict.
The citizens of Fort Collins must comply with all pertinent
state statutes, except in matters of purely local concern that
are governed by local ordinances or charter provisions. In
these areas, the City has the ability to adopt its own laws and
regulations, even if they are in conflict with the corresponding
state laws.
The City of Fort Collins
The Town of Fort Collins was incorporated by an order of the Board of County Commissioners of Larimer County in 1873.
The Town became a city of the second class in 1883, and the first Charter, establishing a commission form of government
was adopted at an election in 1913. The present Charter of the City of Fort Collins, establishing the Council-Manager form of
government was adopted by the electors of the city on October 5, 1954.
3
COUNCIL-MANAGER
FORM OF GOVERNMENT
The City of Fort Collins is governed by the principles of the
Council-Manager form of government. It is a form of government
that became popular in the early part of the last century. Many
eastern cities have a “Mayor and Council” or “Commission” form
of government, which places elected officials in direct charge of
the administrative functions of the City.
The Council-Manager form of government is the more common
organization in the western U.S. and is used in more than 3,000
communities throughout the country. Under Fort Collins’ Charter,
the Council-Manager system requires that the elected officials,
City Councilmembers, are responsible for policy decisions, and
for the hiring and supervision of their direct employees—the
City Manager, City Attorney and Chief Municipal Judge. The City
Manager, in turn, is responsible for the day-to-day operations
of the organization, and gives direction to the staff members
who are his or her employees. Under the Charter, the City
Councilmembers are specifically prohibited from giving direction
to, hiring or firing any staff members, except for the City
Manager, City Attorney and Chief Municipal Judge.
The philosophy behind the Council-Manager form of government
is to create an administrative organization that is separate
from the political process, and which is run by professional
staff members who are trained in municipal government
administration. This places the City Manager in the role of being
responsible generally to the City Council for the actions of staff
in each of the City’s departments.
THE CITY CODE
The City Code contains all of the current laws enacted by City
Council. City Council frequently adopts ordinances changing
and updating the Code to address new and changing concerns
and objectives. The Code contains only ordinances that are
permanent in nature (see Ordinances/ Resolutions). Other
ordinances, such as appropriation ordinances, are not codified.
Copies of the City Code are available for the public at the City
Clerk’s Office, at the Reference Desk at the public library and
online through the City website: fcgov.com/ cityclerk/codes.php
4
POLICY MAKERS
The Council-Manager form of government seeks to differentiate
between the policy-making functions of a City government
and the administrative functions. Defining the policy-maker
role requires taking a “big picture” view of the mission of the
organization and the Council’s goals.
Councilmembers formulate policies for the broad issues that
affect the community, in both the short and long term. Policies
are the framework or foundation that, in turn, guide the
decisions that are made by the City on an ongoing basis.
In the 2018 Strategic Planning process, City Council developed
strategic objectives in seven broad Key Outcomes. The Key
Outcomes are:
1. Neighborhood Livability and Social Health
2. Culture and Recreation
3. Economic Health
4. Environmental Health
5. Safe Community
6. Transportation
7. High Performing Government
The Strategic Plan is a tool that clearly articulates City priorities
to the Fort Collins community and guided the development
of the 2019-2020 City of Fort Collins Budget. fcgov.com/
citymanager/pdf/ strategic-plan-2015.pdf
CITY COUNCIL’S EMPLOYEES
A second major responsibility of the City Council is the working
relationship with its three employees. City Council has the
sole responsibility for hiring, supervising, and terminating, if
necessary, three employees—the City Manager, City Attorney
and Chief Municipal Judge. (The Council also appoints Municipal
Court Assistant Judges whose work is coordinated by the Chief
Judge.) Council evaluates the performance of the City Manager,
City Attorney, and Chief Municipal Judge, annually, with a mid-
year review. The City Charter permits, but does not require, these
reviews to be done in executive sessions. The Council also sets
the compensation for the three individuals by ordinance.
These three employees are then responsible for the operation of
their respective functions—City Administration, Legal Services
and Municipal Court. City Council works through these three
individuals to oversee the operation of City functions.
CITIZEN BOARDS AND
COMMISSIONS AS ADVISORS
The City currently has 25 standing boards and commissions.
These boards are composed of citizen volunteers appointed
by the City Council. The role of most of these boards and
commissions is to advise City Council on issues related to a
specific subject matter. They assist the Council in its policy-
making role by reviewing issues or proposals and providing
recommendations to City Council about actions that it is
considering. Examples of this kind of work might include
reviewing proposed master plans, ordinances or other projects,
and providing a citizens’ viewpoint on the proposals. The most
significant exceptions to this “advisory” role are the Planning and
Zoning Board, Zoning Board of Appeals, Building Review Board,
Water Board and Landmark Preservation Commission, which
are each vested with certain decision-making responsibilities
regarding building and development in the community.
Council appoints a City Councilmember to serve as liaisons to
each of the 25 boards and commissions. Early in the Council
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Authority. Detailed information about specific boards,
commissions and authorities is available from the City Clerk at
fcgov.com/cityclerk/boards.php.
MAYOR AND MAYOR PRO TEM
In addition to their roles as City Councilmembers, the Mayor and
Mayor Pro Tem have additional responsibilities that are outlined
in the City’s Charter and Code.
While under the City Code the City Manager is responsible
for setting the agenda for the City Council meetings, the City
Manager works with the Mayor and Mayor Pro Tem to develop
the agenda. The Mayor presides over Council meetings, acts as
the head of City government for ceremonial functions, and signs
legal documents that require the Mayor’s signature.
The Mayor Pro Tem acts as the Mayor in the absence or disability
of the Mayor. If a vacancy occurs in the position of Mayor, the
Mayor Pro Tem fills that vacancy, under certain circumstances
defined by the Charter.
During the organizational meeting of the City Council (the
first regular or special meeting after the April election), City
Councilmembers elect the Mayor Pro Tem for a two-year term.
6
Vision, Mission and Values
The City is a dynamic and continually evolving organization.
However, the vision for the City, its mission and core values
remain a constant that help all employees focus on the “bottom
line”—service to the citizens of our community.
The vision, mission and values of the City organization were
developed of the City organization, were developed following
many thoughtful discussions among employees from a variety
of departments. These key concepts help guide employees in
many important ways.
VISION
MISSION
VALUES
A CLOSER LOOK AT OUR VALUES:
Collaboration - We partner internally and externally
and believe that by working together we achieve
better results.
Excellence - We set high standards, explore creative
approaches to service delivery and problem solving,
and seek ways to innovate and improve.
Integrity - We exemplify the highest standards of
ethical behavior. We treat others with respect, and are
honest, inclusive and transparent.
Outstanding Service - We seek to understand our
customer’s diverse needs and explore ways to exceed
their expectations.
Safety & Well-being - We embody a culture of safety
and wellness and believe that life balance matters.
Stewardship - We are dedicated to protect and
enhance our organization and community’s social,
economic, and environmental resources.
VISION › To Provide World-Class
Municipal Services through
Operational Excellence
and a Culture of Innovation
MISSION › Exceptional Service for an
Exceptional Community
VALUES › • Collaboration
• Excellence
• Integrity
• Outstanding Service
• Safety & Well-being
• Stewardship
7
Darin Atteberry
City Manager
datteberry@fcgov.com
Jackie Kozak Thiel
Chief Sustainability Officer
jkozak-thiel@fcgov.com
Coleman Keane
Broadband
Executive Director
ckeane@fcgov.com
Teresa Roche
Chief Human
Resources Officer
troche@fcgov.com
Kathleen Lane
Chief Municipal Judge
klane@fcgov.com
Carrie Daggett
City Attorney
cdaggett@fcgov.com
Jeff Swoboda
Chief of Police
jswoboda@fcgov.com
Kevin Gertig
Utilities Executive Director
kgertig@fcgov.com
Jeff Mihelich
Deputy City Manager
jmihelich@fcgov.com
Kelly DiMartino
Sr. Assistant City Manager
kdimartino@fcgov.com
Mike Beckstead
Chief Financial Officer
mbeckstead@fcgov.com
Wendy Williams
Assistant City Manager
wwilliams@fcgov.com
Tom DeMint, PFA
Fire Chief
tdemint@poudre-fire.org
Laurie Kadrich
Director of Planning,
Development and
Transportation
lkardich@fcgov.com
CITY COUNCIL’S DIRECT REPORTS
CITY EXECUTIVE LEAD TEAM
8
City staff members are responsible for the day-to-day
functioning of the City’s service areas. A current City
organization chart is shown below.
Staff members have training in a wide variety of disciplines,
from engineering to construction trades to law enforcement
and administrative support.
City Staff Roles
CITIZENS OF
FORT COLLINS
CHIEF JUDGE
KATHLEEN LANE
Last Modified 3/29/2019
CITY ATTORNEY
CARRIE DAGGETT
BOARDS &
COMMISSIONS
CITY COUNCIL
WADE TROXELL, MAYOR
GERRY HORAK, MAYOR PRO TEM, DISTRICT 6
SUSAN GUTOWSKY, DISTRICT 1 KRISTIN STEPHENS, DISTRICT 4
RAY MARTINEZ, DISTRICT 2 ROSS CUNNIFF, DISTRICT 5
KEN SUMMERS, DISTRICT 3
CITY MANAGER
DARIN ATTEBERRY
POLICE SERVICES
JEFFREY SWOBODA
ADMINISTRATION
GREGORY YEAGER
INVESTIGATIONS
KEVIN CRONIN
COMMUNITY & SPECIAL
SERVICES
TIM DORAN
PATROL
JOHN FEYEN
INFORMATION SERVICES
RENA MARTINEZ
FINANCIAL SERVICES
MIKE BECKSTEAD
ACCOUNTING &
TREASURY
TRAVIS STORIN
BUDGET
LAWRENCE POLLACK
REVENUE
JENNIFER POZNANOVIC
PURCHASING
GERRY PAUL
SAFETY, SECURITY & RISK
MANAGEMENT
KENDRA RADFORD
FINANCIAL PLANNING &
ANALYSIS
TBD
CITY GIVE
NINA BODENHAMER
BROADBAND
COLMAN KEANE JR
SENIOR ASSISTANT CITY
9
CITY MANAGER
The City Manager is appointed by and serves at the pleasure
of the City Council. The City Manager is provided with an
employment agreement, which outlines the conditions under
which he or she works for the Council, and the City Manager’s
compensation.
The City Manager is responsible for the administration of the City
organization and the supervision of all staff members except
members of the City Attorney and Municipal Court staffs. As
noted below, legal requests are coordinated through the City
Attorney. The City Manager is ultimately responsible for hiring,
firing, directing and evaluating his or her staff members, though
many of those responsibilities are delegated to the various
Service Area and Service Unit Directors, and Department and
Division Heads.
The City Manager serves as the primary clearinghouse for all
non-legal requests from City Council. The City Council works
with the City Manager to establish priorities and goals for the
organization. This direction takes place both at City Council
meetings, and through Council workshops.
On more routine matters, the City Manager has established
several processes that are available to City Councilmembers for
seeking information or assistance on issues of concern. Service
Area Requests (SARs) and “brief staff reports” are two methods
for Council to obtain information from City staff members.
ADMINISTRATIVE SUPPORT
The City Manager also provides a system for Councilmembers
to receive administrative support. Through this support, the
Council is able to be more responsive in meeting the needs of its
constituents. Staff in the City Manager’s Office is dedicated to
support of the City Council, including the following services:
• Follow and track service area requests (SARs) (i.e., resident
inquiries, Council questions, etc.)
• Open and route Council mail
• Coordinate the preparation of response letters on
behalf of Council
• Track Council invitations
• Prepare Council information packets for delivery on
Tuesdays and Thursdays
• Make travel arrangements
• Coordination of the Mayor’s calendar given the Mayor’s
unique ceremonial and public events role
• Payroll and personnel paperwork for all Councilmembers
• Coordination of special District Meetings, as needed
• Scheduling of rooms for meetings in City Hall or
other City facilities
• Arranging meals for Council meetings
Services which the CMO is not staffed
to provide include:
• Any campaign or election related activities
• Any non-city related services
• Councilmember calendaring–Councilmembers keep and
maintain their own calendars with access to the City’s
Outlook email and calendaring available to all members
• Coordination of individual Councilmember meetings outside
City Hall
10
CITY ATTORNEY
Under the City Charter, the City Attorney is appointed by and
serves at the pleasure of the City Council. The City Attorney’s
Office advises and provides other legal services to the City
Council, City staff, City board and commission members, and
represents the City in all legal proceedings. The attorneys in the
office work with the Council, the administrative, enforcement,
and Court staffs to identify legal aspects of their work, analyze
those issues, and evaluate how they impact decisions, programs,
and policies. The attorneys are also responsible for preparing
all resolutions and ordinances and other legal documents of the
City, approving contracts, attending all Council meetings, and
prosecuting violations of the Charter or Code in Municipal Court.
The office does not give legal advice to private citizens.
Requesting Legal Opinions
The City’ Attorney’s Office works closely with City staff to
provide legal input in response to service requests and requests
for staff reports. Additionally, if a Councilmember has a question
that deals primarily with a legal issue, that question should
be submitted directly to the City Attorney, either in person, by
telephone, or by electronic mail. Legal opinions are provided in
the confidential portion of the Council packet or via electronic
mail. Attorney-client communications are confidential and
privileged and should not be distributed to or shared with
others. Because the City Attorney’s client is the organization,
rather than individual members of the organization, legal
opinions and advice requested by individual Councilmembers
are shared with the entire Council.
MUNICIPAL COURT
The Municipal Court is responsible for administering the
operations of the judicial branch of City government according
to the Charter, ordinances adopted by City Council, and the
Municipal Court Rules adopted by the Colorado Supreme Court.
The Chief Municipal Judge is appointed by City Council and
serves for a two-year term as allowed by the Charter. Cases
adjudicated in Municipal Court involve criminal misdemeanors,
civil infractions, petty offenses, and traffic violations arising
under the City Charter or Code. Many cases are based on citizen
complaints, and others are brought to Municipal Court by the
Fort Collins Police Department, Colorado State University Police
Department or other City departments.
11
City Council Actions
TYPES OF COUNCIL MEETINGS
There are several types of meetings that City Councilmembers
participate in on a regular basis. Each type of meeting is
established to accomplish certain tasks that are important in
Council’s role as policy makers.
Regular Council Meetings
Council meets in regular session the first and third Tuesdays of
each month at 6 p.m. The meetings are the “business” meetings
of the City Council at which Council takes action and makes
decisions by considering and adopting ordinances, resolutions,
and motions. Citizen participation is included in these meetings.
Adjourned Meetings
An official meeting can be “adjourned” or continued to a
specific date and time upon a majority vote of the Council for
the purpose of continuing discussion or action on an item of
unfinished business or considering additional items of business.
Work Sessions
Work sessions are held on the second and fourth Tuesdays
of each month at 6 p.m. At these meetings, Councilmembers
discuss upcoming issues, review preliminary agenda issues,
conduct in-depth study of an issue, or conduct other discussions.
The public may attend work sessions but normally may not
participate in the discussion. No formal action can be taken by
the Council at work sessions.
Special Council Meetings
The Mayor or a majority of the City Council may call a special
meeting to conduct official business. A special meeting may be
held only after written notice is given at least 24 hours prior to
the meeting stating the time, place, and purpose of the meeting.
Executive Sessions
Executive sessions are portions of Council meetings that are
closed to the public and may be called by a two-thirds vote of the
present and voting Councilmembers for the purpose of considering
personnel matters, legal matters, water or real property sales
or acquisitions, or competitive industry matters of the electric
utility (including Connexion). Such sessions may be held during
the course of a regular, special, or adjourned Council meeting. No
formal action may be taken by the Council in an executive session.
Matters discussed in executive session are kept confidential.
Council/Staff Meetings
The Mayor and Mayor Pro Tem meet with key staff from the
offices of the City Manager, City Clerk, and City Attorney once
each week to discuss upcoming agendas and related issues.
Impromptu Meetings
Whenever three or more Councilmembers get together to
discuss public business in person, or by telephone, or even by
a pre-arranged email exchange, such a gathering constitutes
a meeting that must be open to the public. If four or more
Councilmembers attend such a meeting, or are even expected
to attend, the City Code requires that “full and timely notice” be
given to the public, which means the posting of a written notice
at least 24 hours in advance. These requirements do not apply to
chance gatherings or those that are primarily for social purposes,
or to most conferences or seminars. The City Attorney’s Office
should be consulted with regard to any situations where these
requirements may come into play.
COUNCIL MEETINGS
Council has adopted meeting procedures that provide a structure
12
agenda item considered by Council. The Mayor establishes
individual time limits for all speakers based on total number of
citizens wishing to speak and agenda timing considerations.
THE CONSENT CALENDAR
The Consent Calendar portion of the meeting is intended to
allow the City Council to spend its time and energy on the
more complex or controversial items on a lengthy agenda. In
the Consent portion of the agenda, a number of agenda items
are adopted with one motion without discussion. Items in this
section of the agenda are usually routine or not expected to be
controversial. At the beginning of the meeting, a Councilmember
or citizen may ask that an item be moved from the Consent
Calendar to be considered individually.
DISCUSSION AGENDA
Following the Consent Calendar, the remainder of the agenda
is devoted to items needing individual consideration. Each
discussion item is considered and voted on separately.
OTHER BUSINESS
This portion of the agenda allows Councilmembers to bring
up new items for future discussion with the support of at least
three Councilmembers, request information, and, in limited
circumstances, introduce motions about urgent items requiring
immediate attention, pursuant to the related City Code provision
(Section 2-32(d)).
ORDINANCES AND RESOLUTIONS
Ordinances
Ordinances are legislative acts that establish permanent policy
of broad application affecting the people of the city or a change
to the City Code. Some ordinances are administrative actions
approving agreements, making appropriations, or taking other
similar actions. An ordinance requires two readings by City
Council at two separate meetings and takes effect ten days
after final passage on second reading. The City Clerk’s office
is required to publish the ordinance title at least seven days
prior to second reading. Ordinances must also be published by
title within seven days after final passage and are published in
full on the City’s web site (fcgov.com). Emergency ordinances
are allowed to address certain urgent matters. They require
five affirmative votes, must state the nature of the emergency,
require only one reading, and take effect immediately upon
passage. The provisions of ordinances adopting permanent legal
requirements are codified in the City Code.
Resolutions
A resolution usually denotes an action that is administrative in
nature or that gives policy direction in a less formal manner than
an ordinance. Resolutions often deal with matters of a more
temporary character, such as statements of opinion or policy not
imposing a legal requirement on the public, or administrative
direction regarding particular items of business. Resolutions
must be voted on once to be adopted and take effect
immediately after they are approved by vote of the Council.
INITIATING ITEMS FOR
THE COUNCIL AGENDA
As stated in the City Code, Section 2-30, the City Manager, in
consultation with the Mayor and Mayor Pro Tem, will prepare
the agenda for all regular and special meetings of the City
Council. City staff prepares an Agenda Item Summary (AIS)
and background material for each agenda item.
As noted earlier, City Councilmembers are responsible for
13
Figure C
CITY MANAGER 3 COUNCILMEMBERS
NO FURTHER ACTION
ORDINANCE DETAILS DEVELOPED
BY CITY MANAGER, CITY ATTORNEY
AND STAFF
COUNCIL WORK SESSION,
COUNCIL COMMITTEE,
COUNCIL LEADERSHIP
FURTHER DISCUSSION TEAM OR FORMAL MOTION
OR DIRECTION NEEDED?
ORDINANCE PASSED
ON FIRST READING?
FURTHER DISCUSSION OR REVIEW NEEDED?
CITY COUNCIL MEETING: FIRST READING AND VOTE
CITY COUNCIL MEETING: SECOND READING AND VOTE
ORDINANCE PASSED ON SECOND READING?
ORDINANCE BECOMES LAW 10 DAYS
AFTER SECOND READING
YES
NO
NO
YES
YES
NO
NO
PRIORITIES
IDENTIFIED IN BFO
OR THROUGH
COUNCIL DIRECTION
COUNCILMEMBER OR
BOARD OR COMMISSION
Examples of actions requiring
approval by ordinance:
• Adopting the City’s budget and
appropriating funds
• Annexing land
• Calling special elections
• Amending utility rates
• Establishing rules and regulations
How an Ordinance is Adopted
14
Examples of actions that may be approved by resolution:
• Execution of agreements
• Council committee and liaison assignments
• Initiating annexation proceedings
• Appeal findings
• Recognitions or condemnations
• Adoption of policies
• Adoption of Plans (land use, transportation,
street, parks, recreation, etc.)
CITY MANAGER 3 COUNCILMEMBERS
NO FURTHER ACTION
RESOLUTION DETAILS DEVELOPED
BY CITY MANAGER, CITY ATTORNEY
AND STAFF
COUNCIL WORK SESSION,
COUNCIL COMMITTEE,
LEADERSHIP PLANNING TEAM
OR FORMAL MOTION
FURTHER DISCUSSION
OR DIRECTION NEEDED?
RESOLUTION ADOPTED
RESOLUTION TAKES EFFECT IMMEDIATELY
CITY COUNCIL MEETING/ VOTE
YES
NO
NO
YES
BOARD OR COMMISSION
Figure D
How a Resolution is Adopted
PRIORITIES
IDENTIFIED IN BFO
OR THROUGH
COUNCIL DIRECTION
COUNCILMEMBER OR
BOARD OR COMMISSION
15
HOW TO MAKE A MOTION
A motion is a proposal that the Council take a certain action or
express certain views. The Mayor will entertain motions at the
appropriate time in the discussion by asking if there are any
motions. A motion is made by a Councilmember obtaining the
floor and saying, “I move that…“ and then stating the action
proposed. Once a motion has been made, the Mayor will ask if
there is a second. The motion dies unless there is a second. Every
Councilmember present must vote yes or no. Any abstention is
recorded as an affirmative vote.
SEATING ORDER
The Mayor is seated in the center, with the Mayor Pro Tem seated
at either the left or the right. Seating order is rotated for each
meeting for the remainder of the Council.
RULES OF ORDER
As noted above and attached as Exhibit B, the City Council
has adopted its own rules and procedures for conducting
Council meetings. Under those rules, the Mayor not only chairs
the meeting but also participates in the making of motions,
discussion, and voting.
The following sequence is used by the Council for receiving and
considering agenda items at its meetings:
A. City staff presentation
1. Description and analysis
2. Recommendations
3. Council questions
B. Citizen input
C. Public discussion closed
D. Council Questions
E. Council motion and second
F. Council discussion
G. Council decision
Before addressing the City Council, each individual citizen must
be recognized by the Chair, come to the microphone at the front
of the Chamber, and state his or her name for the record. Council
proceedings are audio and video taped.
Conduct of City Council Meetings
ROLL CALL VOTES
The Mayor, who chairs the Council meeting, calls for a roll call
vote at the conclusion of the Council discussion of the motion on
the floor. The City Clerk calls the names of the Councilmembers
in the order in which they are seated. Each subsequent roll call
vote begins with a different Councilmember and rotates to the
Mayor’s left.
TIME LIMITS FOR SPEAKERS
By resolution, Council has authorized the Mayor to set time
limits for citizens addressing the Council, subject to override by
majority vote of the Council. The limit is generally three minutes
during the discussion agenda and the citizen participation
portion of the meeting. Time limits may be adjusted depending
on the number of speakers.
ABSENCE OF MAYOR
Occasionally, the Mayor may be absent from a Council meeting.
The Mayor Pro Tem will generally chair these meetings, or
another Councilmember may be designated to do so if the Mayor
Pro Tem is unavailable.
16
COUNCILMEMBER ATTENDANCE POLICY
The Charter specifies that a vacancy on Council exists when a
member of the Council fails to attend all regular and special
meetings of the Council for 60 consecutive days unless excused
by resolution of the Council.
COUNCIL “PACKETS”
Written information is provided to Council on each Tuesday
(before Council meetings and Work Sessions) and Thursday.
These packets include information for Council meetings,
correspondence received by mail or hand delivered from citizens,
events that Council has been invited to, memos from staff, and
notices of conferences.
TUESDAY PACKETS include information pertinent to the
Council meeting and are put in a “read before the meeting”
folder and placed on the table in the Council Conference
Room. Tuesday packets include urgent/timely information
and confidential memoranda.
THURSDAY PACKETS include the agenda for the following
Tuesday’s Council meeting or work session and any
additional information or correspondence received in
the City Manager’s office. Thursday packets are available
electronically and are delivered to Councilmembers’
homes unless staff is otherwise instructed.
Packets (other than confidential materials) are online
at fcgov.com/cityclerk/agendas.php under Council
Correspondence
SERVICE AREA REQUESTS
AND CITIZEN COMPLAINTS
Service Area Requests (SARs) are City Councilmember questions
regarding policy or operational issues. These questions can be
posed either through Access Fort Collins web site or through
the City Manager. For data tracking purposes, all Councilmember
requests of this type are entered into the Access Fort Collins
data base.
For the fastest, most direct response to citizen questions about
City services, we encourage Council to refer residents to Access
Fort Collins web site fcgov.com/accessfortcollins. This eliminates
the need for Councilmembers to be in the middle of routine
questions and helps build use of this key customer service tool.
General Council Information
The advantages of Access Fort Collins include:
• Quickest response to resident issues and questions
• Access to FAQ’s that answer many common questions
• Allows staff to track issues and trends in the types of questions
submitted and identify needed performance improvements
BRIEF STAFF REPORTS
A staff report request from a Councilmember is a request for staff
work that provides detailed information on a specific topic. This
differs from a service request because the information requested
is often new, more detailed and requires some research from staff.
Because the City Charter specifies that Council work with staff
only through the City Manager, a Councilmember can request
a staff report on a specific topic during the “Other Business”
section of a City Council meeting and with the support of two
additional Councilmembers the Manager will proceed.
INVITATIONS FROM COMMUNITY MEMBERS
Invitations for the Mayor and City Council from community
members and local organizations are received in the City
Manager’s Office. Administrative Support staff sends Outlook
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OFFICE SUPPLIES
Administrative Support staff will supply Councilmembers with
note cards, stationery, envelopes, pens, pencils and computer
or printer supplies for Councilmember computers. Alternatively,
Councilmembers may choose to purchase these materials on a
City credit card and provide the receipt to staff.
IPADS/PERSONAL COMPUTERS
Each Councilmember is provided an iPad or a laptop computer
for the purpose of accessing the City’s corporate electronic mail
system. The City Manager’s administrative staff will work with
Information Technology (IT) staff to make hardware and training
available. Staff will arrange for internet service provision at the
Councilmember’s residence, if required. Internet Service Provider
system installation will be at the City’s expense.
Use of City issued or personally owned phones, computers,
tablets and or other technology for the purpose of accessing the
City’s corporate electronic mail system is governed by the same
policies that are applicable to City employees (except for those
that are obviously applicable only to employees). Copies of those
policies appear at the end of this handbook in “Exhibit A.”
IT staff will train new Councilmembers on the basic use of
the electronic mail system and standard office software. Staff
will inform Councilmembers of additional computer training
opportunities. IT staff is also available 24x7 for troubleshooting
and support. Contact the Helpdesk at 970-221-6791. After
business hours (5 p.m.–7 a.m., Monday–Friday) calls will be
taken by an answering service. Non-urgent requests are those
that can wait until the next business day for resolution. Urgent
requests will be responded to within 20 minutes.
Councilmembers should assume that all email, even if contained
on Councilmembers’ personal computers, dealing with City
business is subject to inspection by members of the public.
CELLULAR TELEPHONES
The City will issue an iPhone upon Councilmember request to be
used during their term on City Council. The City will purchase the
phone and pay for all related charges, including any connection
fees or other initiation fees.
The City will also pay the monthly fee and rates for calling plans
that should allow an adequate number of minutes for calls
pertaining to City business. Within those limits, Councilmembers
may also use the City cellular phone for personal calls. Minutes
used that exceed the number of minutes allowed under the
subscribed calling plan will require monthly reimbursement
to the City at a usage rate to be established by the City
Manager. A copy of monthly billing summaries will be mailed
to Councilmembers for review.
Please be aware that phone bills are public information. These
accounts may also be audited.
COUNCILMEMBER SCHEDULES
Administrative Support staff makes many travel or conference
arrangements and RSVPs to invitations for Councilmembers;
therefore, they are generally aware of most Councilmember
travel plans for City business. It is beneficial, however, for staff to
have general information about Councilmember work schedules,
business trips, vacations, etc. because staff is often asked to
assist others in contacting Councilmembers. This is easier to do if
staff knows when Councilmembers plan to be out of town.
CONFERENCES, SEMINARS OR
SPECIAL MEETINGS
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If you are interested in a per diem rate for meal expenses on an
out-of-town trip, Administrative Support staff can make those
arrangements. With a per diem, you would not need to provide
receipts for meal expenses at the end of your trip.
Your guest may travel with you, but the City will only pay for
your share of the expenses. For example, airfare for your guest
will not be covered, and if the hotel rate is higher for double
occupancy, the City will only pay for single occupancy.
CITY CREDIT CARDS
As a Councilmember, you will be issued a City of Fort Collins
purchasing card (P-card) to cover expenses related to official
City business. Generally, the appropriate expenses incurred
on City credit cards include expenses associated with travel
(hotel, meals, car rental); City-related meetings (meals); and
seminar registrations.
The City Manager’s Office will process incurred City credit card
expenses. Retain all credit card receipts and bring them to
Administrative Support staff. Documentation needed for out-of-
town travel and in-town meals must include an itemized receipt
as well as a notation regarding the names of individuals being
fed, the place or location, the business purpose, the date and
which meal was purchased (lunch, breakfast or dinner).
City policy prohibits the use of City funds for purchasing alcohol.
If alcoholic beverages are included on a restaurant or hotel
bill, Councilmembers should reimburse that amount to the
City through cash or check. If a hotel bill includes charges for
entertainment such as in-room movies, Councilmembers should
reimburse these charges to the City.
Please be aware that credit card expenses are public information
and have been requested for review in the past. These accounts
may also be audited.
MILEAGE REIMBURSEMENT
Councilmembers are entitled to reimbursement for mileage
incurred while conducting City business. The City reimburses
at the same per-mile rate as the IRS allows for tax purposes.
You may submit a mileage reimbursement form, including
the address of the beginning and ending locations to the City
Manager’s Office on a monthly basis.
COUNCIL PAY
City Councilmembers are compensated on a monthly basis,
with checks drafted on the 25th of each month. Payments are
made by Direct Deposit. New Councilmembers will be asked to
provide information to the City’s payroll office such as a Social
Security Number, proof of citizenship (i.e., a Social Security
Card, driver’s license, birth certificate and/or other proof of
citizenship), and a W-4 tax withholding form. W-2 tax forms
will be provided to Councilmembers in January of each year
for income tax filing purposes.
OPENBOOK DATABASE
OpenBook, an online spending transparency database, was
launched in September 2010. Council spending, including Council
Dinners, Leadership Team meals, and land-line phone expenses,
are typically reported as a “group” Council expense in OpenBook,
whereas Council business meal expenditures, conferences and
travel, district meeting expenses, cell phone charges, office
equipment, office supplies, internet service, mileage, and dues
and subscriptions are reported individually (by Councilmember
name) within Open Book.
OpenBook is updated on the 15th of every month to include
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These accounts are public and should be managed in a way that
respects the rights of citizens to participate.
The City of Fort Collins engages many tools to educate and
inform the public including:
• Our own YouTube channel.
• Facebook pages for the City of Fort Collins, Police Services,
FC Bikes, the Lincoln Center, Recreation, Transfort, Utilities,
and the Museum of Discovery.
• A Twitter account which is especially useful during snow
and other weather or emergency events.
• A Flickr and an Instagram account
PLEASE NOTE: Social media accounts provided by the City or
used by a Councilmember to discuss City or Council business are
subject to first amendment protections and should be managed
so as to respect the free speech rights of the public.
ELECTRONIC MAIL SYSTEM
Outlook is the City’s electronic mail network and scheduling
software. Information Technology will provide you with an iPad
or laptop computer to access Outlook, which is used extensively
by Councilmembers and City staff to send and receive messages.
EMAIL TRANSPARENCY PROJECT
The Council Email Transparency Initiative went live in July 2014,
providing citizens the ability to search Councilmembers’ emails.
To promote transparency, all emails sent or received by
Councilmembers using their fcgov.com addresses are visible in
an online archive, unless they are attorney/client privileged or
the sender puts #PRIVATE in the subject line of the email.
Councilmembers who send or receive emails that were not
marked but should be protected from public releases should
contact the City Attorney by email to request that the item be
restricted from release.
However, the City of Fort Collins can’t guarantee that any email
to or from Council marked “#PRIVATE” will remain private under
the Colorado Open Records Act (CORA) if a citizen makes a
CORA request that would otherwise include that email.
The archive is at fcgov.com/emailtransparency and the login ID
councilemail@fcgov.com password City-80521.
COUNCIL EMAIL POLICY
This policy governs the use, management and retention of
electronic mail by members of the City Council. It was adopted
by Council Resolution 2003-008.
Email created, received or kept by Councilmembers that is
related to City business, whether on paper or in electronic form,
constitutes a “public record” of the City, regardless of its physical
location or the form in which it is maintained. Therefore, such
email communications are generally subject to the disclosure
requirements of the Colorado Open Records Act unless a
particular provision in the Act allows or requires confidentiality.
Furthermore, email messages may be discoverable in litigation.
Accordingly, Councilmembers should have no expectation of
privacy in either sending or receiving information electronically,
unless the subject of the email is purely personal in nature, and
they are responsible for using, managing, and retaining email in
accordance with this policy.
A. Management of Email
Email related to City business should be handled with
the same level of care properly used in the creation,
distribution, management and retention of paper records
and correspondence. Email is subject to the same etiquette
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b. If certain email is not required to be retained under the
Guidelines, but a Councilmember nonetheless wishes to
retain that email for a period exceeding two years, for easy
reference or for convenience, the Councilmember should
again save the email or print it out in hard copy form for
permanent filing or ensure it is otherwise saved outside the
email system.
3. To enable the City to efficiently and securely manage the
retention of electronic communications, the Mayor and
Councilmembers are encouraged to use the City’s email
system, rather than a private email system. If a Councilmember
or the Mayor uses a private email system to communicate
regarding City business, their City email address should be
included as a copied recipient.
C. Guidelines for the Retention of Council Email
For the purposes of this policy, email will be considered to
be a form of correspondence, to be categorized and retained
as follows:
• Calendars and Notes - Retain until no longer needed.
Description: Records kept to document and facilitate the
routine planning and scheduling of meetings, appointments,
and similar activities; includes calendars, appointment books,
telephone messages, notes, diaries and similar records with
routine content.
• Transitory Value - Retain until material has been read or is no
longer needed for reference.
Description: General documentation of extremely short-term
value, including advertisements, drafts and worksheets, desk
notes, copies of materials circulated for informational “read
only” purposes, and other records with preliminary or short-
term informational value.
• Complaints, Routine Services Requests, and Citizen Petitions
- Retain for two years or until response or action has been
taken by City.
Description: Communications of various types that convey
objections, dissatisfaction or disagreement with actions or
positions taken or not taken by City; routine requests for
service or information; petitions with no legal effect that are
submitted to the City to express the opinions of the signers;
and City’s responses.
• Routine Value - Retain no longer than two years.
Description: Operating documentation that is routine and
contains no significant administrative, legal, fiscal, historical,
informational, or statistical value. Includes routine letters or
memoranda sent and received, reading or chronological files
that are kept solely for convenience and contain duplicates
of memos or letters that are also filed elsewhere, routine
requests for information, transmittal documents that contain
information of short-term value, etc.
• Long-Term Value - Retain permanently
Description: Documentation or correspondence with long-
term administrative, policy, legal, fiscal, historical or research
value; records that relate to policy issues and actions or
activities in which an important precedent is set; records of
historic events relating to the City or the community; records
that document commitments made by the City; records of
issues that are expected to reoccur; and other similar records
and documentation.
COLORADO OPEN RECORDS
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ETHICAL CONDUCT AND CONFLICT OF
INTEREST GUIDELINES
Introduction
City Councilmembers (along with other City officers and
employees) are subject to certain rules of ethical conduct
established by the City Charter and Code. The following
summary highlights the primary areas of concern addressed by
these rules. When in doubt, a Councilmember should consult
with the City Attorney’s Office for clarification of any applicable
regulations. Also, Councilmembers are permitted under the City
Code to submit an inquiry to the Ethics Review Board seeking an
advisory ethics opinion and recommendation. Ultimately, each
individual is responsible for his or her own compliance with all
applicable laws and regulations.
Conflicts of Interest
A Councilmember must refrain from voting on or attempting
to influence any decision in which he or she has a financial or
personal conflict of interest. Additionally, when a conflict exists
under the rules contained in the City Charter, the Councilmember
should file with the City Clerk’s Office a written statement of
disclosure as soon as the conflict of interest is discovered.
A copy of the disclosure form is included with these materials
as Exhibit C, and additional forms may be obtained from the
City Clerk’s Office.
Generally, a Councilmember has a financial interest in a decision
when the decision entails some foreseeable, measurable
financial benefit to the individual member or relative.
Even if a Councilmember does not have a financial interest in
a decision or recommendation, a personal interest may also
create a conflict of interest. The test for a personal interest is
whether, in the judgment of a reasonably prudent person, the
Councilmember would realize or experience some direct and
substantial benefit or detriment different in kind from that
experienced by the general public. In applying these standards
in a business context, a Councilmember should evaluate whether
there is a conflict of interest before participating in any decision
which directly and substantially benefits a business in which he
or she either has a substantial financial interest or is engaged
as a consultant or representative. Or, if a decision of the City
might directly and substantially affect a particular business to
its economic detriment, and a Councilmember has a substantial
financial interest in a competing firm, the member should
also exercise caution in deciding whether to participate in
the decision.
If a Councilmember has declared a conflict of interest, the
disclosure of related confidential information to that member
is prohibited.
Certain exceptions to the general rules pertaining to financial and
personal conflicts of interest are contained in Article IV, Section
9(a) of the City Charter.
Interactions with City Officers and Employees
Following the Declaration of a Conflict of Interest
Once a Councilmember has declared a conflict of interest in a
matter, the Councilmember is prohibited from participating in or
attempting to influence City decisionmakers about the matter.
He or she is prohibited from representing any person or interest
before the City Council or any board or commission of the City,
or dealing with any City officer or employee about the matter,
except that the Councilmember may represent his or her own
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the date, time and general subject matter of the contact, and
who was contacted. Disclosure by email meets this requirement.
Routine City matters include usual and ordinary dealings like
registrations, reservations, or other applications or requests
carried out using a routine process or system or standard
practices. For more information, see City Code § 2-568(a)(16)
and (c)(6).
In February 2019, the City Council adopted a Respectful
Workplace Policy that addresses respectful conduct by City
Councilmembers, and by those appointed by Council (including
direct report employees and board and commission members)
while acting in that role in relation to members of the public and
City staff. The Policy addresses the Council’s position related
to harassment, discrimination and retaliation, the process to
be followed when a complaint is made and identifies several
alternatives for a complaining party to report an alleged violation
of the Policy. It identifies possible outcomes or options available
in the event harassment is substantiated. Regular training for
all Councilmembers, board and commission members, and
City employees will be offered on an ongoing basis to ensure
familiarity with and understanding of the Policy. A copy of the
Policy is attached as Exhibit D.
Contracts with the City
The Charter prohibits Councilmembers and their relatives
from having a financial interest in sales to the City, but only
if they exercise, directly or indirectly, any decision-making or
supervisory authority with regard to the goods or services to be
sold to the City. (City Charter art. IV, § 9).
As to purchases from the City, such purchases are permitted only
when the property is offered for sale at an established price and
not by bid or auction, and the purchase must be on the same
terms and conditions as would be available to all members of the
general public.
Disclosure of Confidences
Councilmembers regularly receive confidential information
from City staff. Such information should not be used for the
private benefit of the Councilmember or any other individual.
Additionally, disclosure of the information is prohibited if
received in executive session, or if a reasonable person would
consider that the disclosure would injure the financial interests of
the City. See City Code § 2-568 for more requirements.
Gifts and Favors
The acceptance of honoraria (compensation for speech or
participation in public events as an official of the City) is
prohibited. The acceptance of any other gift or favor from
persons doing business with the City or desiring to do
business with the City is also prohibited if the gift or favor
might reasonably be construed as compensation for an official
decision or as something that would tend to impair the board
or commission member’s independence of judgment in the
performance of his or her official duties. The following specific
items are excluded from the definition of prohibited gifts or
favors and may be accepted:
• Nonpecuniary awards for public service.
• Reimbursement for expenditure for attending job-related
conferences or other meetings.
• Invitations to social functions or meetings which are not
extraordinary when viewed in the light of the position held by
the board or commission member.
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at a regular City Council meeting, and the City Council then
determines whether to adopt the opinion. (A Councilmember
whose conduct or circumstance is the subject of the opinion
must refrain from participating in any deliberations of the City
Council regarding the opinion.)
More information can be found in Municipal Code §2-569.
Abuse of Public Office
In addition to the requirements mentioned above, there are
also state criminal statutes that make it an offense to trade in
or abuse public office. In general, state law prohibits a public
servant, which includes any person performing a governmental
function or appointed to perform a governmental function, from
soliciting, accepting or agreeing to accept a bribe intended to
influence his vote, opinion, etc. See C.R.S. §§ 18-8-301 to 18-8-
308. State law also generally prohibits a Councilmember from
misusing official information to his or her financial benefit. See
C.R.S. §§ 18-8-401 to 18-8-409.
Violations of these laws may subject a Councilmember to
criminal prosecution by the District Attorney and may result in
criminal penalties.
Checklist
The following questions are suggested when examining a
potential conflict of interest or question of ethical conduct. If
the answer to the question is “yes,” the Councilmember should
avoid participating in the decision of engaging in the proposed
transaction:
Sales to the City: Will I or my relative receive some foreseeable,
measurable financial benefit? Am I involved in the procurement
or supervision?
Purchases from the City: Am I, or is my relative, buying
this at auction? Are we buying it under any different terms
and conditions than would be available to members of the
general public?
Financial Interest in a Decision: Will I or my relative receive
some foreseeable, measurable financial benefit?
Personal Interests: Would a reasonably prudent person believe
that I or my relative will realize or experience some direct
and substantial benefit or detriment from this decision that is
different in kind from that experienced by the general public?
Will the business that either of us represents directly
and substantially benefit? Will a competing firm be directly
and substantially harmed?
Gifts or Favors: Is this gift or favor being offered to me because
of a decision I have made or am about to make? Would a
reasonably prudent person think that this gift or favor would
impair my independence of judgment? (Before deciding to
accept a gift, it should fit under one of the exemptions in City
Code §§ 2-568(c)(4).)
Confidences: Am I about to use or disclose a confidence which,
in the judgment of a reasonably prudent person, would injure
the financial interests of the City? Will I be using it for private
gain, either for myself or for another person? Is this information
marked as confidential? Is this information subject to the
attorney-client privilege? For other examples of confidential
information, see City Code §§ 2-568.
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A
ADA Americans with Disabilities Act
AHB Affordable Housing Board
AIS Agenda Item Summary
APPA American Public Power Association
APTA American Public Transportation Assoc.
APWA American Public Works Association
ASCSU Associated Students CSU
B
B&C Boards and Commissions
BAC Bicycle Advisory Committee
BFO Budgeting for Outcomes
BNSF Burlington Northern Santa Fe Railroad
BOB Building on Basics
(capital improvement program)
BRB Building Review Board
BRT Bus Rapid Transit
C
CAO City Attorney’s Office
CAD Computer Aided Dispatch
CAFR Comprehensive Annual Financial Report
(“The Audit”)
CARE Community Affordable Residences
Enterprise, Inc.
CASTA Colorado Association of Transit Agencies
CATV Cable Television—Channel 14
CBT Colorado Big Thompson
CCN Catholic Charities Northern
CDBG Community Development Block Grant
CDNS Community Development &
Neighborhood Services
(City organizational service unit)
CDOT Colorado Department of Transportation
Common Abbreviations and Acronyms
CGFOA Colorado Government Finance Officers
Association
CHW City Hall West
CIC Council Information Center
CIS Customer Information System
CM City Manager
CMAQ Congestion Mitigation and Air Quality
CMO City Manager’s Office
CML Colorado Municipal League
CNG Compressed Natural Gas
COD Commission on Disability
COLT City of Loveland Transit
COPs Certificates of Participation
CPIO Communications and Public Involvement Office
CuRB Cultural Resources Board
CRB Citizen Review Board
CRS Colorado Revised Statutes
CSU Colorado State University
CSUPD CSU Police Department
CSURF CSU Research Foundation
CTC CSU Transit Center
D
DA District Attorney
DAR Dial-A-Ride
DARTAC Dial-A-Ride/Transfort Advisory Committee
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E
EAP Employee Assistance Program
E911 Emergency 911
EEO Equal Employment Opportunity
ELCO East Larimer County Water District
ELT Executive Lead Team
EPA Environmental Protection Agency
EPIC Edora Pool Ice Center
F
FAA Federal Aviation Administration
FAR Floor Area Ratio
FBO Fixed Base Operator (Airport)
FCPS Fort Collins Police Services
FEMA Federal Emergency Management Agency
FHWA Federal Highway Administration
FLSA Fair Labor Standards Act
FMLA Family and Medical Leave Act
FNL Fort Collins-Loveland Airport
FOP Fraternal Order of Police
FPHS Funding Partners for Housing Solutions
FRA Federal Railroad Administration
FRCC Front Range Community College
FTA Federal Transit Administration
FY Fiscal Year
G
GET Greeley/Evans Transit
GID General Improvement District
GIS Geographic Information Systems
GMA Growth Management Area
H
HB House Bill
HOME Home Investment Partnership Act Program
HRC Human Relations Commission
HUD Housing and Urban Development
HUTF Highway Users Tax Fund
I
ICMA International City/County Management
Association
IBC International Building Code
IDRB Industrial Development Revenue Bonds
IFC International Fire Code
IGA Intergovernmental Agreement
IRC International Residential Code
IT Information Technology
K
KFCG Keep Fort Collins Great
(Issue 2B 2010 funding measure)
L
LAN Local Area Network
LEAF Law Enforcement Assistance Fund
LEP Limited English Proficiency
LETA Larimer Emergency Telephone Authority
LID Local Improvement District
LLA Liquor Licensing Authority
LLAC Local Legislative Affairs Committee
(Chamber of Commerce)
LOS Level of Service
LPC Landmark Preservation Commission
LRC Legislative Review Committee
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M
MAP-21 Moving Ahead for Progress in the 21st Century
MAX Mason Express Bus Rapid Transit
MCR Medical Center of the Rockies
MMJ Medical Marijuana
MPO Metropolitan Planning Organization
(Transportation)
N
NCEA Northern Colorado Economic Alliance
NCWCD Northern Colorado Water Conservancy District
NEPA National Environmental Policy Act
NFRT&AQPC North Front Range Transportation & Air Quality
Planning Council (see MPO)
NFRMPO North Front Range Metropolitan Planning
Organization
NISP Northern Integrated Supply Project
NLC National League of Cities
NRAB Natural Resources Advisory Board
NRRC Natural Resources Research Center
O
O&M Operation and Maintenance
OEM Office of Emergency Management
ODP Overall Development Plan
ORD Ordinance
P
PAI Potentially Affected Interest
P&R Parks and Recreation
P&Z Planning and Zoning Board
PCI Pavement Condition Index
PE Performance Excellence
PDOD Planned Development Overlay District
PDP Project Development Plan
PDT Planning, Development and Transportation –
City organizational Service Area
PFA Poudre Fire Authority
PNO Public Nuisance Ordinance
PSD Poudre School District
PRPA Platte River Power Authority
PTAG Public Transit Action Group
PUC Public Utilities Commission
PVFPD Poudre Valley Fire Protection District
PVH Poudre Valley Hospital
PVLC Pleasant Valley and Lake Canal Company
R
RAF Recordable Accident Frequency
R2J Thompson R2J School District
REA Rural Electric Association
RFI Request for Information
RFP Request for Proposal
RFQ Request for Qualifications
RM Risk Management
RMRA Rocky Mountain Rail Authority
ROI Return on Investment
ROW Right-of-Way
RSVP Retired Senior Volunteer Program
RTD Regional Transportation District
S
SAINT Senior Alternatives in Transportation
SAR Service Area Request
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T
TAC Technical Advisory Committee
TAZ Traffic Analysis Zone
T-Board Transportation Board
TIF Tax Increment Financing
TIP Transportation Improvement Program
Title VI Title VI of the Civil Rights Act of 1964
TMA Transportation Management Area
TOD Transit Oriented Development
TSOP Transfort Strategic Operating Plan
U
UCHS University of Colorado Health System
U+2 Occupancy Ordinance Marketing Slogan
UPC Uniform Plumbing Code
UPRR Union Pacific Railroad
URA Urban Renewal Authority
UZA Urbanized Area
V
VFW Veterans of Foreign Wars
WAPA Western Area Power Administration
WTP Water Treatment Plant
WWTP Wastewater Treatment Plant (Water
Reclamation Facility)
Z
ZBA Zoning Board of Appeals
#
215 215 N. Mason St. – City Offices
281 281 N. College Ave. – City Offices
222 222 LaPorte Ave.-City Offices
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COMPUTER SECURITY AND
ACCEPTABLE USE
8.4.1 Security Must be Maintained
A. City staff has a responsibility to protect City information
and equipment, including technology equipment, from
unauthorized use. Unauthorized use can include use by
staff members who do not have a business need to access
the equipment or information, as well as outside hacking
efforts. To prevent unauthorized access to information in
City computer systems, all computer users must use an
identification code and password to log on (except when
using public access services, such as the library’s on-line
public access catalog). Employees must take precautions to
ensure that unauthorized users do not gain access to the City
computer systems, such as by logging off the system while
away from the computer, locking computer screens, locking
their offices and maintaining confidentiality of identification
codes and passwords. Maintaining confidentiality of
identification codes and passwords includes employees taking
precautions not to reveal codes or passwords to coworkers,
unless otherwise directed by a supervisor. Employees must
also follow generally accepted password guidelines, as
required by the system administrator). Please contact the
Information Technology Department for more information
about password security.
B. Employees may not obtain passwords of other users, and
may not represent themselves as another user, without
specific authorization. In addition, employees may not seek
information about, copy, delete or otherwise modify files, data
or passwords of another user except as required to complete
assigned job duties. Access to City computer systems will
cease immediately when an employee’s employment ends,
unless specific arrangements are made by the supervisor.
C. To help protect City computer equipment and systems from
viruses and other debilitating programs, employees may not
install software, applications or apps, hardware components
(such as additional monitors, modems, compact disc players,
etc.) or other equipment on City computers unless:
1. The employee has worked with the Information Technology
Department to arrange for installation of the software,
application/app or shareware on the City computers;
2. The software, application/app or shareware has been
examined for viruses and other issues concerning
compatibility with the City’s computer equipment and systems
and approved by the Information Technology Department; and
3. The hardware components or other equipment has been
approved by the Information Technology Department.
4. If an employee has reason to believe his or her computer is
infected with a virus, the employee must immediately notify
the Information Technology Department in order to minimize
potential harm caused by a virus.
D. Strict precautions are especially important to maintain the
security of the City’s enterprise computer applications and
protect critical information from theft, loss, contamination
or destruction. Essential applications include but are not
limited to the Utility Customer Information System, Financial
Accounting Information System and the Payroll/Personnel
System. Employees are prohibited from gaining access to such
systems unless they have explicit authorization, have been
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B. Access to any information designated as confidential may
only be obtained by the originator of the information,
the designated recipient, their supervisors, or others who
are specifically given the information by the originator
or designated recipient in order to perform the essential
functions of their positions. Anyone receiving confidential
information must continue to maintain its confidentiality.
C. Employees, both during and after their employment with the
City, may not disclose confidential material to anyone except
to other employees who need the information to perform the
essential functions of their positions, and except as required
by law.
8.4.3 Software is City Property
A. Software purchased with City funds is City property. In
addition, any software that an employee installs, or has
installed, on a City computer becomes City property. All
software on City computers is subject to applicable licensing
and copyright agreements.
B. All software and other intellectual property and inventions
created with City computers or other equipment, or created
during working time, are City property. Please refer to the
policy on “Inventions and Copyrights” in these City of Fort
Collins Personnel Policies and Procedures.
8.4.4 No Expectation of Privacy in Computer or
Electronic Information
A. Although information on City computers is sometimes
confidential (non-public), it is not private. Employees
should not have an expectation of personal privacy in any
computer information or electronic mail messages stored,
sent or received on City computers. All information on City
computers, including electronic mail messages, is subject to
inspection and copying by each employee’s supervisors with
or without notice or consent. Supervisors wishing to review
electronic information should request access from the Chief
Human Resources Officer, who has the discretion to grant or
deny the request.
B. Information in computers, including electronic mail messages,
may remain retrievable for long periods of time, even though
employees have “deleted” the information from their screens.
Accordingly, employees should exercise good judgment as to
what information they create on the computer and send via
electronic mail.
C. Various departments (such as the City Attorney’s Office,
Human Resources Department and City Manager’s Office)
have a need to maintain confidentiality and prevent public
access to certain information in City computers and electronic
mail systems. Even though such information may be
confidential and non- public in nature, individual employees
should have no expectation of privacy in any information they
generate or store on City computers or electronic mail systems
because all such information is subject to inspection and
copying by the employee’s supervisor with or without notice
or consent.
D. Because the City’s computer equipment and systems,
including electronic mail systems and the information on all
such systems, at all times remain City property, employees
have no right to obtain the information on or the contents
of their computers or electronic mail upon termination of
employment.
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RULES OF PROCEDURE GOVERNING THE
CONDUCT OF CITY COUNCIL MEETINGS AND
WORK SESSIONS
As Adopted April 3, 2018 Resolution 2018-034
Section 1. Order of Business for Regular or Special
Council Meetings.
a. Council business at regular Council meetings shall be
conducted in the following order (except as provided in
Subsection 1.c, 1.d, 1.e or 1.f, below):
(1) Proclamations and Presentations. (Prior to the meeting)
(2) Pledge of Allegiance
(3) Call Meeting to Order
(4) Roll Call
(5) City Manager’s Agenda Review (including removal of items
from Consent Calendar for individual discussion)
(6) Opportunity for City Council to Pull Consent Items
(7) Opportunity for Citizens to Pull Consent Items
(8) Citizen Participation
(9) Citizen Participation Follow-up
(10) Consent Calendar
(11) Consent Calendar Follow-up
(12) Staff Reports
(13) Councilmember Reports
(14) City Manager/Council-Pulled Consent Items
(15) Items Needing Individual Consideration
(16) Citizen-Pulled Consent Items
(17) Other Business
(18) Adjournment
b. Council business at special Council meetings shall be
conducted in the following order (except as provided in
Subsection 1.c, 1.d, 1.e or 1.f, below):
(1) Pledge of Allegiance
(2) Call Meeting to Order
(3) Roll Call
(4) Individual Consideration of Items Identified
in the Call of Special Meeting
(5) Adjournment
c. Appeals to Council shall be conducted in accordance with
Division 3 of Article II of Chapter 2 of the City Code.
d. Addition of a Permitted Use applications pursuant to Land Use
Code Section 1.3.4(c)(3) and zonings and rezonings of land
with an area of six hundred forty acres or less (“Quasi- judicial
Rezonings”), shall be conducted as follows subject to
such limitations in time and scope as may be imposed at the
discretion of the presiding officer:
(1) Announcement of Item;
(2) Consideration of any procedural issues;
(3) Explanation of the application by City staff;
(4) Presentation by the applicant;
(5) Public testimony regarding the application;
(6) Rebuttal testimony by the applicant;
(7) Councilmember questions of City staff, the applicant and
other commenters; and
(8) Motion, discussion and vote by the City Council.
e. Protest hearings pursuant to City Code Section 7-88 (regarding
re-districting) and Section 7-156 (regarding ballot title and/or
submission clause) shall be conducted in the following order,
as part of the agenda item for the item under protest:
(1) Announcement of Item;
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Section 3. Citizen Comment During Regular and
Special Council Meetings.
a. Comment during Citizen Participation. During the “Citizen
Participation” segment of each meeting, citizen comment will
be allowed on matters of interest or concern to citizens except
the following:
(1) items the Council will consider at that night’s meeting that
include time for citizen comment (discussion items);
(2) matters that are the subject of a board or hearing officer
decision that will be appealable to the Council, if a submittal
has been made to initiate the decision-making process.
b. Comment on Agenda Items. Citizen input will be received with
regard to:
(1) each item on the discussion agenda;
(2) each item pulled from the consent agenda; and
(3) any item that is addressed by formal Council action under
the “Other Business” segment of the meeting that may
directly affect the rights or obligations of any member of
the general public.
Such citizen input will be permitted only once per item
regardless of the number of motions made during Council’s
consideration of the item.
c. Time Limits for Speaking. The amount of time to be allotted to
each speaker will be set by the presiding officer based upon
the number of persons expected to speak, in order to allow as
many as possible to address the Council within a reasonable
time given the scheduled agenda. The presiding officer may
ask those intending to speak to indicate their intention by a
show of hands or some other means, and to move to one of
the two lines of speakers (or to a seat nearby for those not
able to stand while waiting). Each speaker will generally be
limited to three minutes. If necessary in order to facilitate
Council’s understanding of the item, or to allow the Council
to consider and act upon the item in a timely fashion, the
presiding officer may increase or decrease the time that would
otherwise be allowed for each speaker.
d. Manner of Addressing the Council. Comment and testimony
are to be directed to the Council. Unless otherwise directed
by the presiding officer, all comments must be made into
the microphone.
e. Yielding the Lectern. Each speaker shall promptly cease his
or her comments and yield the lectern immediately upon the
expiration of the time allotted by the presiding officer.
f. Yielding of Time. No speaker may yield part or all of his or her
time to another speaker, and no speaker will be credited with
time requested but not used by another.
g. Citizen Presentation Materials and Evidence. The use of City
projection equipment to display presentation materials to
Council will be allowed in limited circumstances that permit
City staff to manage the use of the equipment, prepare
materials for display and avoid delay or disruption to the
meeting. The following limits will apply to all presentations
by members of the public:
(1) Persons wishing to display presentation materials using
the City’s display equipment under the Citizen Participation
portion of a meeting or during discussion of any Council
item must provide any such materials to the City Clerk
in a form or format readily usable on the City’s display
technology no later than two (2) hours prior to the
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(2) Such signs or props must be held directly in front of one’s
body so as not to impede the view of others.
(3) Signs or props may not be waved, held by more than
one person at a time, or used in a manner that, in the
judgment of the presiding officer, disrupts the orderly
conduct of business.
(4) Signs or props may not be left unattended anywhere in
the Meeting Room or left unattended on display in the
City Hall lobby area.
(5) Signs or props attached to sticks, poles, or other objects
are prohibited.
c. Distribution of Literature. Distribution of fliers or other
literature is permitted in the public lobby areas of City Hall
only when City Hall is open for a public event. Distribution of
fliers and other literature is permitted on the sidewalks and
grounds around City Hall. Persons wishing to engage in such
activities may do so only in a manner that does not interfere
with the movement of persons or obstruct the passage of
pedestrians or vehicles.
d. Video and Audio Recording. Video and audio recording by
the press or other members of the public is permitted in the
Meeting Room only if the person making the recording is
using a small unobtrusive recording device and is seated or
standing at a speaker lectern when authorized to speak, or
in line awaiting an opportunity to speak, or is either standing
in the back of the Meeting Room behind all seated persons
or standing in any other area pursuant to the direction of
the presiding officer in his or her reasonable discretion or
designated for that purpose in advance by the City.
e. Areas Permitted for Seating and Standing. Except for persons
waiting in line to speak in accordance with the presiding
officer’s instructions, no persons shall sit in the Meeting Room
except in chairs or seats provided by the City or in wheelchairs
or other assistive devices, and no persons shall stand in the
aisles or other locations in the Meeting Room except in the
back of the Meeting Room, and only in accordance with other
applicable limits for fire and building safety.
Section 5. Procedural Decisions Subject to
Modification by Council.
Decisions by the presiding officer regarding procedures and
procedural issues, including but not limited to time limits
for public comment, may be overridden by a majority vote
of the Council.
Section 6. Council Questions and Debate.
Council questions and debate regarding an agenda item during
a regular or special Council meeting will occur immediately
following citizen input and prior to entertaining any main motion
related to the item. Except when raising a point of order at a
regular or special Council meeting, Councilmembers seeking to
ask questions or participate in debate or discussion will do so
only when recognized by the presiding officer. The presiding
officer may limit or curtail questions or debate as he or she
deems necessary for the orderly conduct of business.
Section 7. Basic Rules of Order for Regular and
Special Council Meetings.
The following commonly used rules of order will govern the
conduct of City Council business at regular and special Council
meetings. Except as specifically noted, all motions require a
second. These rules of order are based upon Robert’s Rules
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SUBSIDIARY MOTIONS
These are motions that may be applied to another motion for the
purpose of modifying it, delaying action on it, or disposing of it.
1. Motion to Amend. The point of a motion to amend is to
modify the wording - and, within certain limits, the meaning -
of a pending motion before the pending motion itself is
acted upon.
• A motion to amend, once seconded, is debatable and may
itself be amended once.
• A “secondary amendment,” which is a change to a pending
“primary amendment,” cannot be amended.
• Once a motion to amend has been seconded and debated,
it is decided before the main motion is decided.
• Certain motions to amend are improper.
- For example, an amendment must be “germane” to be an
order. To be germane, an amendment must in some way
involve the same question that is raised by the motion to
which it is applied.
- Also, some motions to amend are improper, for example,
a motion that would merely make the adoption of the
amended question equivalent to a rejection of the original
motion, or one that would make the question as amended
identical with, or contrary to, one previously decided by the
Council during the same session.
• “Friendly” amendments acceptable to the maker and the
seconder of the main motion do not require a second and are
permissible at any time before a vote is taken on motions to
amend the main motion.
2. Withdrawal of a Motion. After a motion has been seconded
and stated by the presiding officer it belongs to the Council
as a whole and the maker may withdraw his or her motion
unless one or more members of the Council objects, in which
case the majority of the Council must consent to withdrawal
of the motion.
3. Motion to Postpone to a Certain Time (or Definitely). This is
the motion by which action on an agenda item or a pending
motion can be put off to a definite day, meeting or hour, or
until after a certain event has occurred.
• A motion to postpone definitely can be debated only to the
extent necessary to enable the Council to determine whether
the main motion should be postponed and, if so, to what
date or time.
• Similarly, it is amendable only as to the date or time to which
the main motion should be postponed.
4. Motion to Lay on the Table. A motion to table is intended
to enable the Council to lay the pending question aside
temporarily, but only when something else of immediate
urgency has arisen.
• Adoption of a motion to lay on the table immediately halts
the consideration of the affected motion, since a motion to
table is neither debatable nor amendable.
5. Motion to Postpone Indefinitely. A motion to postpone
indefinitely is, in effect, a motion that the Council decline to
take a position on an agenda item or main motion.
• Adoption of a motion to postpone indefinitely kills the
agenda item or main motion and avoids a direct vote on the
item or motion. It is useful in disposing of an item or motion
that cannot either be adopted or expressly rejected without
undesirable consequences.
34
- In making his or her ruling, the presiding officer may
consult with the City Attorney or request the advice of
experienced members of the Council.
- No member has the right to express an opinion unless
requested to do so by the presiding officer.
• When the presiding officer has made a ruling, any two
Councilmembers can appeal the ruling (one making the
appeal and the other seconding it).
- When an appeal is taken, the matter is decided by majority
vote of the Council.
- A tie vote sustains the decision of the presiding officer.
• If a point of order is to be raised, it must be raised promptly
at the time the perceived violation of the rules occurs.
2. Point of Information. Robert’s Rules of Order provides for a
“point of information” or a “request for information” which is
appropriate in the formal setting of a large legislative body.
Because Council consideration of an item is generally an
opportunity to request information and ask questions, the
formal “point of information” procedure provided in Robert’s
Rules is not needed or appropriate for City Council meetings.
3. Motion to Divide a Question. If a motion relating to a single
subject contains several parts, each of which is capable of
standing as a complete proposition by itself, the parts of the
motion can be separated for consideration and voted on as if
they were distinct questions by the adoption of a motion for
division of the question.
• A motion to divide a question, if seconded, takes precedence
over the main motion and is not debatable.
• The motion to divide must clearly state the manner in which
the question is to be divided, and while the motion to divide
is pending, another member can propose a different division
by moving an amendment to the motion to divide, in which
case the amended form of the motion, if seconded, would be
decided first.
• Often, little formality is involved in dividing a question, and it
is arranged by unanimous consent.
4. Motion to Suspend the Rules. When the Council wishes to do
something that it cannot do without violating one or more of
its regular rules, it can adopt a motion to suspend the rules
that interfere with the proposed action.
• A motion to suspend the rules can be made at any time that
no question is pending and can be applied to any rule except
those that are fundamental principles of the City Charter,
City Code or other applicable laws.
• This motion is neither debatable nor amendable.
RESTORATIVE MOTIONS
These are motions that bring a question again before the Council
for its consideration.
1. Motion to Take from the Table. The object of this motion is to
take from the table and make pending again before the Council
a motion or series of adhering motions that previously had
been laid on the table.
• A motion to take an item from the table is neither debatable
nor amendable.
• When a question is taken from the table, it is before the
Council with everything adhering to it, exactly as it was when
laid on the table.
2. Motion to Reconsider. This motion enables a majority of the
Council to bring back for further consideration a motion which
35
• In contrast to a motion to reconsider, there is no time limit on
making a motion to rescind or a motion to amend something
previously adopted (provided that no action has been taken
by anyone in the interim that cannot be undone), and these
motions can be moved by any member of the Council,
regardless of how he or she voted on the original question.
• The effect of passage of this motion is not to place the
matter back before the assembly as it was just prior to a vote
being taken.
- Instead, it either entirely nullifies the previous action or
modifies it, depending upon which motion is used.
- For that reason, adoption of a motion to rescind or
amend something previously adopted should be carefully
considered if third parties may have relied to their
detriment on the previous action.
• In order to modify an adopted ordinance, Council must
adopt a new ordinance making the desired modification,
in compliance with all formalities applicable to adoption
of an ordinance.
PRIVILEGED MOTIONS
These motions are of such urgency or importance that they
are entitled to immediate consideration, even when another
motion is pending. This is because these motions do not relate
to the pending business but have to do with special matters of
immediate and overriding importance which, without debate,
should be allowed to interrupt the consideration of anything else.
1. Motion to Adjourn. Generally the presiding officer adjourns
the meeting at his or her discretion at the completion of the
agenda. However, any Councilmember may move to adjourn
the meeting at any time.
• A motion to adjourn requires a second.
• A motion to adjourn is always a privileged motion except
when the motion is conditioned in some way, as in the case
of a motion to adjourn at, or to, a future time.
- Such a conditional motion is not privileged and is treated
just as any other main motion.
- A conditional motion to adjourn at or to a future time is
always out of order while business is pending.
• An unconditional, privileged motion to adjourn takes
precedence over most other motions.
• The privileged motion to adjourn is neither debatable
nor amendable, while a conditioned motion to adjourn is
debatable and may be amended.
2. Motion to Recess. A motion to recess is essentially a motion to
take a break during the course of a Council meeting.
• A motion to recess must be seconded.
- A motion to recess that is made when no question is
pending is a main motion and should be treated as any
other main motion.
- A motion to recess is said to be privileged if it is made
when another question is pending, in which case it takes
precedence over all subsidiary and incidental motions and
most other privileged motions. It is not debatable and is
amendable only as to the length of the recess.
• After a recess, the meeting resumes when the presiding
officer has called the meeting back to order.
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EXHIBIT C
Page 1 of 16
FORT COLLINS COUNCIL RESPECTFUL WORKPLACE POLICY
Introduction
Fort Collins aspires to be a city that addresses the needs of all members of our
community and strives to ensure that everyone has the opportunity to thrive. As
a community, we commit to building a healthy, equitable, and resilient city – for
our families, for our neighbors, and for future generations. The high quality of
life we enjoy requires a city that is safe and where all individuals are treated with
dignity and respect. The Mayor and City Council are committed to providing an
environment that exemplifies the highest standards of ethical behavior, treats
others with dignity and respect and is known for its honesty, inclusivity and
transparency. Our elected officials and those they appoint believe that how they
treat others, and how they allow their peers to treat others, is a direct reflection
of our collective character.
The Fort Collins City Council is committed to providing and maintaining a work
environment that encourages mutual respect and promotes equality, dignity, and
respect. This Policy embodies the City Council’s commitment to prevent and
address discrimination; harassment, including sexual harassment; and retaliation.
Discrimination, harassment, and retaliation in the workplace are against the law
and will not be tolerated.
Through adoption, implementation, and enforcement of this Respectful
Workplace Policy (“Policy”) and through continuing education and training
provided by or through the Human Resources Department (“HR”), the Fort Collins
City Council will seek to prevent, address, and correct behavior that violates this
Policy.
EXHIBIT A
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Page 2 of 16
Application
This policy applies to all members of the City of Fort Collins City Council and
Appointed Officials (defined herein as the City Manager, the City Attorney, the
Chief Municipal Judge, any appointed employee including municipal judges and
any City board or commission member) in the performance of City governance or
operations, at Citysponsored activities, and in all interactions between members
of City Council, Appointed Officials, and City employees and contractors (defined
herein as “Related Interactions”). Nothing in this Policy is intended or should be
read to alter the terms and conditions of the atwill status of Appointed Officials.
The focus of the remainder of this policy is on describing conduct that is
prohibited and processes for handling complaints made. It’s important for all to
keep in mind that the Mayor and City Council are committed to providing an
environment that exemplifies the highest standards of ethical behavior, treats
others with dignity and respect and is known for its honesty, inclusivity and
transparency. Conduct that does not clearly fall into the realm of prohibited
conduct but is inconsistent with these values may be cause for corrective action.
Prohibited Conduct
I. Discrimination Strictly Prohibited
Policy
The City Council strictly prohibits discrimination based on protected
characteristics and will take prompt and appropriate action in response to good
faith complaints or knowledge of an alleged violation of this Policy.
Definitions
• “Protected characteristics” means a person’s race, color, religion, creed,
national origin or ancestry, sex, sexual orientation, transgender status, gender
identity and expression, disability, genetic information, military status, age,
marital status, political affiliation, pregnancy or related condition, or any other
status protected under federal, state, or local law.
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• “Discrimination” occurs when a person covered by this policy experiences an
adverse official action based on one or more of that person’s protected
characteristic(s). Adverse official actions include, but are not limited to,
termination, suspension, involuntary demotion, failure to promote, and
opposition, rejection or failure to appoint to committee or leadership role.
Adverse official actions that are taken for any reason other than the protected
characteristic(s) of a person covered by this policy are not discrimination.
Examples of Discrimination
• An employee is terminated from his job because he is Muslim, Catholic or
Jewish.
• A female candidate is selected for promotion over a more qualified male
candidate because she is a woman.
• An employee is involuntarily demoted because he is homosexual.
II. Harassment, Including Sexual Harassment, Strictly Prohibited
Policy
The City Council strictly prohibits harassment, including sexual harassment, and
will take prompt and appropriate action in response to goodfaith complaints or
knowledge of an alleged violation of this Policy. Please note that this Policy does
not address conduct that could constitute a violation of criminal law. Any person
who believes a violation of criminal law has occurred should report the conduct to
Fort Collins Police Services or other appropriate law enforcement agency.
Definitions
• “Harassment” means verbal or physical conduct that demeans, stereotypes, or
shows hostility or aversion toward an individual or group because of the
individual’s or group’s protected class. Harassment is conduct directed toward a
member of a protected class where it creates a hostile work environment. A
hostile work environment exists when:
. The conduct was based on a protected status;
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Page 4 of 16
. The conduct was unwelcomed by the employee (which is a subjective
standard);
. The conduct was offensive to a reasonable person (which is an objective
standard); and
. The conduct was severe or pervasive.
• “Sexual harassment” is a form of harassment, and can involve males or females
or persons of any gender orientation being harassed by members of either sex or
gender orientation. Sexual harassment can fall into the following two categories:
o “Quid Pro Quo” or “this for that” means direct or implied requests for sexual
favors in exchange for actual or promised job benefits, such as favorable reviews,
salary increases, promotions, increased benefits, or support of legislation or other
legislative processes. Quid pro quo harassment can also mean direct or implied
requests for sexual favors with the threat of an adverse action for non
compliance. Quid pro quo occurs when:
. Submission to or rejection of such advances, requests, or conduct is made either
explicitly or implicitly a term or condition of employment;
. It is used as a basis for employment decisions;
. Submission to or rejection of such conduct by a person is used as the basis for
decisions or actions related to the support or opposition of legislation or other
legislative processes; or
o “Hostile Work Environment” means sexual advances, requests for sexual favors
and verbal or physical conduct of a sexual nature when such advances, requests,
or conduct have the purpose or effect of unreasonably interfering with an
individual’s work performance by creating an intimidating, hostile, humiliating, or
sexually offensive work environment. A hostile work environment exists when:
. The conduct was based on a protected status;
. The conduct was unwelcomed by the employee (which is a subjective
standard);
. The conduct was offensive to a reasonable person (which is an objective
standard); and
. The conduct was severe or pervasive.
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Examples of Harassment
No policy can provide an exhaustive list of behaviors that may rise to the level
of harassment. Harassment encompasses a broad range of conduct that may be
verbal, visual, or physical in nature. Specifically prohibited conduct includes, but is
not limited to:
• Verbal conduct such as epithets, derogatory comments, and slurs directed at
someone because of their protected class;
• Visual conduct such as derogatory posters, photographs, cartoons, drawings, or
gestures directed at someone because of their protected class;
• Mocking someone’s accent or disability;
• Acts or jokes that are hostile or demeaning toward a protected class;
• Racially offensive words or phrases;
• Written or graphic material that insults, stereotypes, or shows aversion or
hostility to an individual or group because of a protected class that is placed on
walls, bulletin boards, email, or elsewhere on the premises of the workplace;
• Displays of symbols, slogans, or items that are associated with hate or
intolerance towards any select group, such as swastikas or nooses;
• Pranks or hazing someone because of their protected class; and
• Physical aggression or gestures based on someone’s protected class.
In addition to the examples listed above, an aggregation of a series of incidents
can constitute harassment, even if one of the incidents considered separately
would not rise to the level of harassment. Harassing conduct does not have to rise
to the level of an unlawful hostile work environment to warrant corrective action
under this policy.
Examples of Sexual Harassment
Examples of sexual harassment include, but are not limited to the following
conduct:
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Page 6 of 16
• Inappropriate commentary, such as sexual epithets, jokes, written or oral
references to sexual conduct, gossip regarding a person’s sex life, comments
regarding a person’s body or sexualactivity deficiencies or prowess;
• Sexually suggestive comments about a person’s clothing, vocal activity like
catcalls or whistles, leering or staring at a person or part of a person’s body,
obscene letters, emails, text messages, photographs, cartoons, or other written or
pictorial materials of a sexual nature, or sexting or posting sexual messages or
images on social media;
• Direct sexual propositions including persistent requests for dates, drinks, or
other personal contact after being informed that the interest is unwelcome,
inappropriate sexually themed communication in person, online or via mobile
devices;
• Sexual coercion under threat of punishment including demotion, firing, negative
reviews, opposition to legislative initiatives, blacklisting or otherwise interfering
with someone’s access to opportunities;
• Explicit or implicit requests for sexual activity in exchange for reward, position,
or career advancement, support of legislative initiatives, introductions, special
access invitations to exclusive events, support for candidacies, position stability,
or any other such condition or potential benefit;
• Sexual contact including unwanted physical touching, blocking or impeding
movements, groping, or kissing.
Inappropriate sexual conduct that could lead to a claim of sexual harassment is
expressly prohibited by this policy. This policy prohibits oppositesex and same
sex harassment.
Sexual harassment may be obvious or subtle. Some behavior that is appropriate in
a social setting may not be appropriate in the performance of City governance,
City operations, at City sponsored activities, or in Related Interactions,
particularly considering the Council’s stated values noted above in the
Introduction.
III. Retaliation Strictly Prohibited
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Page 7 of 16
Policy
The City Council strictly prohibits retaliation. The City Council will take prompt
and appropriate action in response to goodfaith complaints of retaliation or
knowledge of a violation of this Policy.
Definitions
“Retaliation” means an act of punishment, reprisal, or revenge that is taken
against a person because he or she reported a form of harassment prohibited
under this Policy, prevented unlawful practices, or participated in an investigation
of an alleged act of harassment. For purposes of retaliation, an action is materially
adverse if it is harmful to the point that it would dissuade a reasonable employee
from making a complaint of discrimination.
Examples
Retaliation can take place in the workplace or outside of the workplace. Harassing
conduct does not have to rise to the level of an unlawful hostile work
environment to warrant corrective action under this policy. Examples include but
are not limited to:
• Granting access to a person differently after a complaint in a manner that
negatively affects the person’s business or ability to perform work (i.e., a
Councilmember refusing to meet with a complaining party after filing a
complaint);
• Removing a person from an assignment;
• Change in support for Council action proposed by, or supported by, a person in
their professional capacity;
• Disparaging a person to colleagues or peers;
• Changing the person’s role, responsibilities, supervisory or legislative authority;
• Newfound scrutiny of work performance by a supervisor;
• Denial of a promotion, demotion, suspension, or termination;
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Page 8 of 16
• Warnings, reprimands, or poor performance evaluations;
• Exclusion from beneficial networking or other opportunities;
• Encouraging coworker shunning;
• Exclusion from team or coworker events;
• Workplace or legislative sabotage;
• Assignment of disproportionate workload;
• Disparaging the person to others or in the media;
• Disparaging the person to potential new employers;
• Threatening legal action;
• Threatening immigration action; or
• Abusive verbal or physical behavior.
Formal Complaint and Resolution Process
The City Council encourages the reporting of all perceived incidents of
discrimination, harassment or retaliation, as described above, regardless of the
position of the alleged offender. The following processes will be used when a
reporting party reports a violation of this Policy. The formal resolution process
will be used when someone makes a goodfaith report of discrimination,
harassment, or retaliation in a manner that makes clear that the Reporting Party
intends to make a complaint of a policy violation.
Definitions
• “Reporting Party” means a person who has been subjected to or who has
witnessed another person be subjected to behavior that violates this Policy. A
Reporting Party may be a member of the City Council, a City staff member, a
member of the public, a City contractor or vendor, an Appointed Official, a
contractor, or a person whose employment gives them access to or contact with
the Fort Collins City Council.
• “Complaint Contact” means:
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. Any supervisor, manager, department head, service area director, service
unit director, deputy city manager, senior assistant city manager, or
assistant city manager;
. The Mayor;
. Any City Councilmember
. A representative of Human Resources including the Chief Human
Resources Officer;
. The City Manager
. The City Attorney
. Equal Opportunity & Compliance Manager.
• “Respondent” means a person who is alleged to have violated this Policy and
includes members of the City Council, Appointed Officials, and persons who are
under contract with the City of Fort Collins.
Confidentiality and Privacy Interests
An essential duty of the City Council is to be accountable to the public it serves.
Members of the public deserve to have access to some information about
complaints and complaint trends, but this must be balanced with the needs of the
parties to have a safe, fair, and impartial process with appropriate confidentiality.
The complaint resolution process is a confidential process. Complaint contacts
must ensure that reporting parties can communicate privately and confidentially
with them in discussing their complaints. Complaints and information about the
investigation must be kept confidential by all parties, witnesses, those who
handle the complaints, and those who recommend discipline or remediation, to
the fullest extent possible. The confidential investigation report or any records of
complaints of sexual harassment, and any sexual harassment investigations shall
not be disclosed pursuant to an open records request except in accordance with
Colo.Rev.Stat. § 2472204.
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Complaints Against a Member of the City Council
Reporting
The Fort Collins City Council encourages any person who is the subject of or
witness to a violation of this Policy by a City Councilmember to immediately bring
the violation to the attention of the Fort Collins City Council, via the complaint
contacts listed above, so it may take proper steps to investigate and address the
issue. The report should contain all facts available to the Reporting Party
regarding the alleged Policy violation.
A Reporting Party is encouraged to take the following actions:
• If the Reporting Party is comfortable addressing the issue directly with the
respondent, the Reporting Party may explain to the Respondent that the behavior
is offensive to the Reporting Party, and request that such behavior be
discontinued.
• If the behavior recurs, the Reporting Party is strongly encouraged immediately
report the behavior to a Complaint Contact listed above.
• If the Reporting Party is not comfortable addressing the issue directly with the
respondent, the reporting party should immediately report the offensive behavior
to a Complaint Contact listed above.
Action by Complaint Contact
A Complaint Contact who receives a report from a Reporting Party must
document the date, time, whether the complaint was in person or by phone, and
nature of the conversation, as well as any steps taken. The Complaint Contact
must transmit complaints that fall under the Policy to the Chief Human Resources
Officer of the City and the City Attorney. A screening process will be used to
ensure that the alleged misconduct falls within the scope and purpose of this
Policy, assuming the allegations are true. A Complaint Contact must take actions
described in this Policy promptly upon becoming aware of a complaint.
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Screening Process
The Chief Human Resources Officer or his or her designee and the City Attorney
or his or her designee will contact the Reporting Party and obtain a complete
description of the conduct that allegedly violates this Policy. The Chief Human
Resources Officer or his or her designee, the City Manager or his or her designee
and the City Attorney or his or her designee will determine whether the alleged
misconduct, if true, violates this Policy. Unless the alleged violation clearly does
not fall within this Policy, the allegations will be referred for investigation. If the
alleged violation clearly does not fall within this Policy, a confidential written
summary of the basis for not referring the matter for investigation is placed in the
file. If the allegations are not referred for full investigation, the complaining party
will be notified the allegations were reviewed as a screening matter and
determined not to fall within the scope of this Policy. If any of those involved in
the screening the complaint believe the alleged misconduct, if true, violates this
Policy, the allegations will be referred for investigation.
Investigation
Complaints against a Councilmember that, if true, violate this Policy must
promptly be referred to a thirdparty investigator retained by the City Attorney’s
Office. The City Attorney must inform the City Council that an investigation is
underway and retain an independent outside investigator (preferably a lawyer
that specializes in workplace investigations) to conduct interviews with the
Reporting Party and other individuals with knowledge of relevant facts, and to
perform such other actions as are necessary to ensure a complete investigation of
all allegations and a fair process for all involved. Once the investigation is deemed
complete by the investigator and the City Attorney, the investigator shall prepare
a written report indicating whether the allegations in the complaint are sustained
or not sustained and shall provide such confidential investigation report to the
City Attorney.
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Timeline for Investigation
Every effort will be made to complete an investigation in 60 days.
Disciplinary and Remedial Action
Upon completion of the investigation by a thirdparty investigator, the City
Attorney will inform the Chief Human Resources Officer, the City Manager, the
Reporting Party and the Respondent of the pertinent findings. The City Attorney,
the Chief Human Resources Officer and the City Manager will send the
confidential investigative report to each member of the City Council with a cover
letter that contains recommendations to remedy the harassment, discrimination,
or retaliation. Alternatively, the City Attorney shall present the investigator’s
written report to the City Council in executive session. Upon receipt, the
Respondent must immediately endeavor to comply with recommendations.
The City Council may consider and direct any or all of the following actions in
response to a finding that a complaint of harassment, discrimination or retaliation
is sustained:
1. Adopt a resolution finding that an individual covered by this policy violated this
policy;
2. Direct or encourage additional corrective training;
3. Such other action as is consistent with its authority under applicable state
statutes, the City Charter, ordinances, resolutions, or rules and policies of the City
Council.
Any Councilmember at any time may initiate a motion for censure of a
Respondent Councilmember.
Complaints Against an Appointed Official
Reporting
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The City Council encourages any person who is the subject of or witness to a
violation of this Policy by an Appointed Official to bring the violation to the
attention of the City Council immediately, so it may take proper steps to
investigate and address the issue. The report should contain all facts available to
the Reporting Party regarding the alleged Policy violation.
The Reporting Party is encouraged to take the following actions:
• If the Reporting Party is comfortable addressing the issue directly with the
Respondent, the party may explain to the Respondent that the behavior is
offensive to the Reporting Party, and request that such behavior be discontinued.
• If the behavior reoccurs, the Reporting Party is strongly encouraged to
immediately report the behavior to a complaint contact listed above.
• If the Reporting Party is not comfortable addressing the issue directly with the
Respondent, the Reporting Party should immediately report the offensive
behavior to a Complaint Contact listed above.
Action by Complaint Contact
A Complaint Contact who receives a report from a Reporting Party must
document the date, time, whether the conversation was by phone or in person,
and nature of the conversation, as well as any steps taken. The Complaint Contact
must transmit complaints that fall under the Policy to the Chief Human Resources
Officer, the City Attorney, unless the City Attorney is the Respondent and the City
Manager, unless the City Manager is the Respondent. If the Respondent is the
City Attorney, the Complaint Contact must transmit complaints that fall under the
Policy to the Chief Human Resources Officer and the City Manager. A screening
process will be used to ensure that the alleged misconduct falls within the scope
and purpose of this Policy, assuming the allegations are true. A Complaint Contact
must take actions described in this Policy promptly upon becoming aware of a
complaint.
Screening Process
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The Chief Human Resources Officer or his or her designee and the City Attorney
or his or her designee, if the City Attorney is not the Respondent, will contact the
Reporting Party and obtain a complete description of the conduct that allegedly
violates this Policy. The Chief Human Resources Officer or his or her designee, the
City Manager or his or her designee, if the City Manager is not the Respondent,
and the City Attorney or his or her designee, if the City Attorney is not the
Respondent, will determine whether the alleged misconduct, if true, violates this
Policy. Unless the alleged violation clearly does not fall within this Policy, the
allegations will be referred for investigation. If the alleged violation clearly does
not fall within this Policy, a confidential written summary of the basis for not
referring the matter for investigation is placed in the file. If the allegations are
not referred for full investigation, the Reporting Party will be notified the
allegations were reviewed as a screening matter and determined not to fall within
the scope of this Policy. If any of those involved in the screening the complaint
believe the alleged misconduct, if true, violates this Policy, the allegations will be
referred for investigation. If the Respondent is the City Attorney, the City Council
will use outside legal counsel to engage in the screening process as described
herein. If the Respondent is the City Manager, the Chief Human Resources Officer
and City Attorney will engage in the screening process.
Investigation
Complaints against an Appointed Official that warrant investigation must
promptly be referred to a thirdparty investigator retained the City Attorney’s
Office, unless the Respondent is the City Attorney. Unless the Respondent is the
City Attorney, the City Attorney must inform the City Council that an investigation
is underway and retain an independent outside investigator (preferably a lawyer
that specializes in workplace investigations). If the Respondent is the City
Attorney, the Chief Human Resources Officer will retain the services of outside
counsel to retain an independent outside investigator (preferably a lawyer that
specializes in workplace investigations) and the City Manager must inform the
City Council that an investigation is underway. An outside investigator will
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conduct interviews with the Reporting Party and other individuals with knowledge
of relevant facts, and to perform such other actions as are necessary to ensure a
complete investigation of all allegations and a fair process for all involved. Once
the investigation is deemed complete by the investigator and the City Attorney or
outside counsel, the investigator shall prepare a written report indicating whether
the allegations in the complaint are sustained or not sustained, and shall provide
such confidential investigation report to the City Attorney, unless the Respondent
is the City Attorney. If the Respondent is the City Attorney, the confidential
investigation report will be provided to the outside counsel who will forward the
report to the Chief Human Resources Officer and the City Manager.
The confidential investigation report and findings, along with a recommendation,
will be provided to the City Manager and the City Council.
Timeline for Investigation
Every effort will be made to complete an investigation in 60 days.
Disciplinary and Remedial Action
Any Respondent found to have engaged in harassment, discrimination, or
retaliation prohibited by this Policy is subject to appropriate disciplinary action.
The City Council shall consult with the Chief Human Resources Officer and the City
Attorney, if the City Attorney is not the Respondent, regarding disciplinary actions
that are commensurate with the severity of the offense. If the City Attorney is the
Respondent, the City Council shall consult with the Chief Human Resources
Officer and outside employment counsel about disciplinary actions that are
commensurate with the severity of the offense. Disciplinary action can include,
but is not limited to, demotion or termination. Other remedial measures may
include:
• Verbal or written direction to cease the offensive behavior;
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• A written or verbal apology to the Reporting Party if the Reporting Party
consents to the apology;
• Resources and support to Reporting Party; or
• Education and training for the Appointed Officials.
In any case, a written record of any action taken on the complaint, or any
determination to take no further action on the complaint, shall be prepared in
consultation with the City Attorney or such other legal counsel appointed by City
Council in connection with a given complaint and kept with the report of
investigation.
Training
All members of City Council shall participate in training regarding harassment,
discrimination and retaliation every two years and in conjunction with the
orientation provided to new City Council members. All Appointed Officials shall
participate in such training every two years.
Annual Reporting and Review
The Chief Human Resources Officer will publicly report, on an annual basis, the
total number of complaints under the Policy, and the resolution of each
complaint, appropriately redacted to protect the confidential personnel decisions
and party identities. The Chief Human Resources Officer will maintain a publicly
available list of Councilmembers and Appointed Officials who have attended
mandatory and voluntary trainings.
19-21010
has already been voted on.
• A motion to reconsider is in order only if made on the same
date that the vote to be reconsidered was taken, and can be
made only by a member who voted with the prevailing side
of the vote to be reconsidered.
• The purpose of reconsidering a vote is to permit the
correction of hasty, ill-advised, or erroneous action, or to
take into account added information or a changed situation
that has developed since the taking of a vote.
• When a member who cannot make a motion for
reconsideration believes that there are valid reasons for
one, he or she can try, if there is time or opportunity, to
persuade someone who voted with the prevailing side
to make such a motion.
• A motion to reconsider is debatable whenever the motion
proposed to be reconsidered was debatable. And, when
debatable, opens to debate the merits of the question to
be reconsidered.
• A motion to reconsider is not amendable.
• The effect of the adoption of a motion to reconsider is
that the question on which the vote was reconsidered is
immediately placed before the Council in the exact position
it occupied the moment before it was voted on originally.
3. Motion to Rescind or Amend Something Previously Adopted.
By means of the motions to rescind or to amend something
previously adopted, the Council can change an action
previously taken or ordered.
• A motion to rescind or amend something previously adopted
is debatable and amendable.
• A motion to postpone indefinitely is debatable but
not amendable.
6. “Calling the Question”. “Calling the question” may sometimes
motivate unanimous consent to end debate. If it does not,
however, then debate does not automatically end.
• If any member objects to ending the debate, the presiding
officer should ask if there is a second to the motion and, if so,
he must immediately take a vote on whether to end debate.
• A motion to call the question is not debatable or amendable.
INCIDENTAL MOTIONS.
These are motions which usually apply to the method of
conducting business rather to the business itself.
1. Point of Order. If a Councilmember thinks that the rules of
order are being violated, he or she can make a point of order,
thereby calling upon the presiding officer for a ruling and an
enforcement of the regular rules.
• A “point of order” takes precedence over any pending
question out of which it may arise and does not require a
second.
• A “point of order” is not amendable.
• Technically, a “point of order” is not debatable; however:
- With the presiding officer’s consent, the member raising
the point of order may be permitted to explain his or
her point.
- In response to a point of order, the presiding officer can
either immediately rule, subject to appeal to the Council,
or the presiding officer can refer the point of order to
the judgment of the Council, in which case the point
becomes debatable.
of Order Newly Revised and have been modified as necessary
to conform to existing practices of the Council and to the
requirements of the City Charter. For example, while a two-thirds
vote is necessary for the passage of some of the motions listed
below under Robert’s Rules of Order, all motions of the Council,
except a motion to go into executive session or a motion to
adopt an emergency ordinance, may be adopted upon approval
of a majority vote of the members present at a Council meeting,
pursuant to Art. II, Sec. 11 of the City Charter.
If there is a question of procedure not addressed by these
rules, reference may be made to Robert’s Rules of Order for
clarification or direction, however, adherence to Robert’s Rules
of Order shall not be mandatory, and, in the event of any conflict
between these rules of order and Robert’s Rules of Order, these
rules of order shall prevail. In the event of any conflict between
these rules of order or Robert’s Rules of Order and a City Charter
or City Code provisions, the City Charter or City Code provision
shall prevail. Any councilmember and the presiding officer may
make or second any motion, except as specifically limited by
these rules.
MAIN MOTIONS
• Main motions are used to bring business before the Council
for consideration and action.
• A main motion can be introduced only if no other business
is pending.
• All main motions require a second and may be adopted by
majority vote of those Councilmembers present and voting,
except that: (1) a motion to go into executive session requires
a two-thirds vote of those present and voting and (2) a motion
to adopt an emergency ordinance requires the affirmative vote
of at least five (5) Councilmembers for approval.
• A main motion may be made or seconded by any
Councilmember, including the presiding officer.
• A main motion is debatable and may be amended.
beginning of the meeting at which the materials are to
be presented.
(2) As an exception to subsection (1), parties-in-interest in
agenda items considered under Section 1.c, 1.d, 1.e or
1.f, above, shall provide all presentation materials to be
displayed or proffered for Council consideration to the City
Clerk (whether in hard copy or for display) in the manner
specified by the City Clerk no later than noon on the day
of the meeting at which the subject item is scheduled for
consideration or 4:00 p.m. the business day prior to the
meeting if the meeting begins earlier than 6:00 p.m. Any
such materials must be in a form or format readily usable
on the City’s display technology. NOTE: Parties in appeals
to Council may present new evidence only in the limited
circumstances set forth in Chapter 2 of the City Code.
Section 4. Public Conduct During Regular and Special
Council Meetings and Work Sessions.
a. General Comment, or Expressions of Support or Opposition.
Members of the audience are not entitled to speak except
as provided in these Rules of Procedure, or as expressly
requested by the presiding officer or City staff, and shall
not engage in expressions of support or opposition, such as
clapping, whistling, cheering, foot stomping, booing, hissing,
speaking out, yelling, or other acts, that disturb, disrupt, or
impede the meeting or any recognized speaker.
b. Signs and Props.
(1) Signs and props no larger than 11” x 17” are permitted
in the City Council Chambers or in the Council Information
Center or other Council meeting room (collectively referred
to as the “Meeting Room”), except no such signs or props
shall be displayed during the conduct of a quasi-judicial
hearing during which general public comment is not taken
other than by authorized speakers in connection with their
hearing testimony.
(2) Staff Presentation for Agenda Item;
(3) Presentation by each person who timely filed a Protest;
(4) Councilmember questions of City staff and the protesting
parties; and
(5) Motion on each Protest, discussion and vote on each
Protest the by the City Council.
After completion of the Protest Hearing, Council will return to
the Agenda Item and receive citizen comments from any persons
desiring to speak on the Agenda Item.
f. Procedures for conduct of other types of special proceedings
by the Council shall be established by the presiding officer and
shall comply with any applicable legal requirements.
Section 2. Length of Regular Meetings
a. Regular Council meetings will begin at 6:00 p.m.
Proclamations will be presented prior to the meeting at
approximately 5:30 p.m., and will end no later than 6:00 p.m.
b. Appropriate breaks will be taken during meetings at
the presiding officer’s discretion based on meeting length
and agenda.
c. Every regular Council meeting will end no later than 10:30
p.m., except that: (1) any item of business commenced before
10:30 p.m. may be concluded before the meeting is adjourned
and (2) the Council may, at any time prior to adjournment, by
majority vote, extend a meeting until no later than midnight for
the purpose of considering additional items of business. Any
matter which has been commenced and is still pending at the
conclusion of the Council meeting, and all matters scheduled
for consideration at the meeting which have not yet been
considered by the Council, will be continued to the next regular
Council meeting and will be placed on the discussion agenda
for such meeting, unless Council determines otherwise.
EXHIBIT B
8.4.5 Use Must Comply with the Law
Numerous laws and regulations, including federal and state
laws, affect the use of computers, software, telephone lines
and related equipment and data. Employees using the City’s
computer equipment and systems must comply with all
applicable laws and regulations, in addition to all policies and
practices relating to City computers. Any questions about laws
or regulations, their application or their interpretation, should be
directed to the City Attorney’s Office.
8.4.6 Questions about or Problems with City
Computers
Any questions about computer applications or problems with
computers should be directed to Information Technology
Department. Violations of this policy should be reported to
the employee’s supervisor, Human Resources Department or
Information Technology Department.
trained, and know how to use those systems and the systems
are being accessed solely for work-related purposes.
E. In addition, shareware may not be used in conjunction with
the City’s enterprise computer applications or any other
system containing vital information.
F. Employees using mobile devices to access City systems and
information must participate in and comply with the City’s
Mobile Device Management Policy and procedures.
G. Employees shall conform to the City software, licensing,
and security standards as adopted by the City Manager and
maintained by the Information Technology Department.
8.4.2 Confidentiality Must be Maintained
A. Materials containing any confidential (non-public)
information, including word processing documents and
electronic mail messages, must be identified by the
originator as confidential and treated as confidential in their
entirety. Materials may be identified as confidential by the
title or text of a document or message, or by virtue of the
fact the material is saved in a confidential location within
the computer system, such as on an individual’s “C” drive
or on drives which are not readily accessible by the City
organization in general. If employees have any doubt as to
whether or not something is confidential, the material should
be treated as confidential in its entirety.
EXHIBIT A
Section 8 of the City of Fort Collins
Personnel Policies and Procedures
SDIC Systematic Development of Informed Consent
SID Special Improvement District
SMP Street Maintenance Program
SO Sheriff’s Office
SRO School Resource Officer
SSA Sustainability Services Area –
City organizational Service Area
STC South Transit Center
STD Short Term Disability
STIP Statewide Transportation Improvement Program
LTD Long Term Disability
LUC Land Use Code
DART Day Away Restricted or Transferred
DBA Downtown Business Association
DDA Downtown Development Authority
DOE Department of Energy
DOLA Department of Local Affairs (state)
DOT Department of Transportation
DTC Downtown Transit Center
• Perishable or nonpermanent items that are insignificant in
value, such as meals, lodging, travel expenses, tickets to
sporting, recreation, educational or cultural events.
• Salary from outside employment.
For more information, see City Code § 2-568(c)(4).
Complaints
Any person who believes a Councilmember has violated any
provision of state law, the Charter, or Code pertaining to ethical
conduct may file a complaint with the City Clerk, who then
immediately notifies the chairperson of the Council’s Ethics
Review Board and the City Council, including the individual
named in the complaint. The complaint is promptly scheduled
for consideration by the Ethics Review Board. No more than
then (10) working days after the date of the filing of the
complaint, the Board must meet and consider the complaint.
All Councilmembers named in the complaint, as well as the
complainant, are given written notice of the meeting at least
three (3) working days in advance. A notice of the complaint,
including the identity of the complainant is posted along with
the meeting notice.
Upon receipt of any such complaint, the Review Board, after
consultation with the City Attorney’s Office, decides by majority
vote whether to formally investigate the complaint. In making
its determination, the Review Board considers: (1) whether
the allegations in the complaint, if true, would constitute a
violation of state or local ethics rules; (2) the reliability and
sufficiency of any facts asserted in support of the allegations;
and (3) any other facts or circumstances that the Review Board
may consider relevant.
In reviewing and investigating a complaint or inquiry, the Review
Board gives all affected individuals an opportunity to present
their interpretations of the facts at issue and of the applicable
provisions of law, and the Board may also request additional
materials or information from City staff or members of the
public. After investigation, the Review Board issues an advisory
opinion and recommendation to the City Council that is then
filed with the City Clerk and be available for public inspection.
The opinion and recommendation are submitted to City Council
interest (or that of a relative) by dealing with appropriate City
employees, the City Council or a City board or commission.
Other Limits on Interactions with City Officers
and Employees
The City Charter prohibits the Council and its members from
dealing with the administrative service of the City except
through the City Manager (“except for purposes of inquiry”),
and from giving orders to any subordinates of the City Manager
either publicly or privately.
In addition, the City Code prohibits all officers and employees
from seeking (for themselves or their relatives or related
entities) special consideration, treatment or advantage
in the interpretation, administration or enforcement of the
Charter, Code, any City regulation, policy or program or in
the provision of public services. For more information, see
City Code § 2-568)c)(5).
If a Councilmember contacts an officer or employees regarding
a request in relation to a matter that is not a routine City matter
and is not within that Councilmember’s role as an officer of the
City, the Councilmember must provide notice of the contact
no later than 5:00 p.m. the next business day. The notice must
be a written disclosure provided to the City Clerk and City
Manager and all other members of Council, and must describe
Conflicts of Interest,
Ethics and Related Policies
ACT REQUESTS
The Colorado Open Records Act requires that City staff make any
public record available for inspection and copying within three
(3) business days of a request for that record, unless certain
statutorily defined “extenuating circumstances” exist. Sometimes
the specific request will include requests for emails, documents,
etc., which are in the possession of City Councilmembers. It is
critical that the City respond promptly to any such requests by
working to locate the requested record(s) and proceeding to
determine whether the record is a “public record” as defined in
the Act, or whether it is subject to a privilege protecting it from
disclosure under the Act. When staff notifies you of the Open
Records request, please search for and retrieve applicable emails
and/or documents and provide them in a timely manner to the
City Clerk’s Office who will then work with the City Attorney’s
Office to finalize the request within the 72-hour deadline.
Email that is the subject of a pending Open Records request for
inspection should not be deleted, notwithstanding the general
retention guidelines discussed above.
LITIGATION HOLDS
When City staff becomes aware of potential litigation, the City
is required to preserve records that may be relevant to that
litigation, including email and other materials that may reside in
the email inboxes, cellphone message caches or may otherwise
be in the possession of an individual Councilmember. Staff
notifies those expected to have records related to a litigation
matter of the litigation hold, when one is initiated, and each
Councilmember is responsible for ensuring compliance with any
litigation requests he or she receives. Staff of the City Manager’s
Office and the City Attorney’s Office frequently assist with
this process.
and courtesy considerations as paper correspondence. Email
misaddressed or received in error should be deleted after a reply
is sent to inform the sender of the error.
B. Retention of Email - General Principles
1. Email is a system that is designed for communication and
not for the storage of messages. Therefore, except for the
guidelines mentioned in 2.(a) below, electronic records and
messages should not be preserved or archived in the City’s
email system on a permanent basis, and should remain in the
email system only for short-term reference and use.
The system will hold messages for two years if not deleted.
2. All electronic records, including email, of the City are subject
to the retention requirements set out in the “Guidelines for the
Retention of Council Electronic Mail,” dated January 21, 2003,
(the “Guidelines”) as set forth in Section C below, a copy of
which is maintained in the City Clerk’s Office.
a. For internal emails, that is, emails between City Council and
City staff, City staff will act as the custodian of the email for
purposes of determining whether, and for how long, email
should be retained under the Guidelines.
For external email communications, that is, communications
between Councilmembers and members of the public,
the Councilmembers sending or receiving the email
will be considered the custodians who must make that
determination. This determination as to whether to retain
email must be made by Councilmembers no more than two
years from the date of the email so as to avoid the automatic
deletion of email that should be saved. If a Councilmember
determines that email should be retained under the
Guidelines, the Councilmember must save the email or print
it out in hard copy for permanent filing.
information for the previous month.
DISTRICT OUTREACH MEETINGS
Town Meetings and District Meetings are an opportunity for the
Mayor and Councilmembers to hear from the community on
general or specific issues. Conducting community outreach on
specific issues, or just listening to our constituents in general, is an
important City Council and organizational value. If you would like to
set up a special outreach meeting, please contact the City Manager.
ONLINE EVENTS CALENDAR
In order to provide notice of public meetings being held for City
related functions, the City maintains a schedule of dates, times,
and locations of regularly scheduled Council meetings, work
sessions, boards and commissions meetings, Town meetings, ad
hoc committee meetings, task force, or other public meetings
being held in City buildings. This information is available on
the City’s web page at fcgov.com/events. Press releases are
often distributed to inform the public of planned meetings,
cancellations, and changes in time or location.
SOCIAL MEDIA
The City does not promote content, products, programs or
initiatives of external partners. Exceptions to this may only
occur through an official partnership with the City and the
external organization and for the benefit of the public. The
City’s social media architecture and strategy does not include
official accounts representing individuals. It does include flagship
accounts representing City-wide communications as well as
several accounts intended to engage specific target audiences
based on community interest. All accredited City of Fort Collins
accounts are listed at fcgov.com/connect.
Councilmembers sometimes have an opportunity to attend
conferences and seminars related to their duties as a municipal
official. To attend an event, bring the registration form to the
City Manager’s Office. Staff will complete necessary registration
forms and arrange for fees to be paid by the City or reimbursed if
the Councilmember pays the fee directly.
TRAVEL ARRANGEMENTS
When attending a City-related out of town conference
or meeting, Administrative Support staff will make travel
arrangements in advance of the trip. Please inform staff as soon
as possible regarding out- of-town conferences. Staff will make
arrangements for convenient travel dates, airline reservations,
accommodation preferences, etc.
The City makes every effort to get the most economical airfares
and room accommodations. Many airline reservations are
NON-REFUNDABLE. Please be mindful that if cancellations are
necessary, the City will end up paying the extra costs.
Airfare, hotel, conference registration, car rental or taxis, mileage
or shuttle expenses, and meal expenses will be paid by the City.
You may use your City purchasing card for these expenses or
you may use cash. Submit the receipt to Support Staff upon
completion of the travel.
Documentation needed for out-of-town travel and in-town meals
must include an itemized receipt as well as the names of individuals
being fed, the place or location, the business purpose, the time or
date and the type of meal (lunch, breakfast or dinner.) However, if a
City employee is picking up the tab for a group meal, the names of
those individuals attending and subject matter of the meeting need
to be included on the receipt. This information is required by the
City’s auditors and is required of both staff and Council.
meeting invitations which should be accepted or declined by
each Councilmember based on availability or interest. Support
staff will then coordinate RSVPs with the event host.
Responses and logistics of invitations directed to the Mayor will
be coordinated by Administrative Support staff. If the Mayor is not
available, the invitation will be offered to the Mayor Pro Tem, then
to various Councilmembers based on district or area of interest.
MAIL AND COUNCILMEMBER MAIL RESPONSES
A majority of Council’s correspondence will be mailed to City
Hall. If a Councilmember receives a letter at their home or place
of business that would be of interest to the full Council, they are
asked to bring it to the City Manager’s Office. Staff will copy and
distribute it to the other Councilmembers.
The City Manager’s Office opens and dates all Council mail unless
notified by a Councilmember to leave it sealed. Administrative
Support staff examines each piece of mail and, if pertinent to a
Council agenda item, shares the mail with all Councilmembers
and the appropriate staff.
formulating policies for the broad issues that affect the
community, in both the short and long term. Ideas for policies
come from a variety of sources, and in 2015, the City Council
adopted Ordinance No, 083, 2015, outlining the methods for
initiating ordinances or resolutions for the consideration of
the Council and enacting related Code language.
A. Council policy goals. Once Council establishes its initial key
outcomes and policy goals through the adoption of policy
priorities, strategic plans, budget and budget programs and
initiatives, and other policies and programs, work on specific
ordinances and resolutions implementing the goals will be
commenced by City staff as directed by the City Manager
or in some instances by the City Attorney.
B. Other Council-initiated ordinances and resolutions. Work on
other ordinances or resolutions can generally be initiated
at the request of the Mayor and Mayor Pro Tem or at the
direction of three Councilmembers during the Other Business
portion of a regular or adjourned City Council meeting.
C. Recommendations from City Boards and Commissions. If
a City board or commission would like Council to consider
adopting a policy or revising or eliminating an existing policy,
the board or commission should contact its Council liaison or
another Councilmember and discuss the request.
D. Staff-initiated ordinances and resolutions. Staff requests
and suggestions for other ordinances and resolutions will
be reviewed by the City Manager and/or City Attorney and
presented to the City Council as he or she deems appropriate.
Figures C and D (see following pages) provide a broad
overview of how an ordinance becomes law and how a
resolution is adopted.
that is used consistently at each meeting. The adopted Rules
of Procedure Governing the Conduct of City Council Meetings
and Work Sessions are attached as Exhibit B. In addition, the
Summary Agenda for each meeting describes the meeting
process and various components of the Agenda, as well as the
meeting itself so residents know what to expect during the
meeting. Agendas and related materials are made available
to City Councilmembers and the public on the Thursday prior
to the meeting.
PROCLAMATIONS AND PRESENTATIONS
Ceremonial items such as proclamations and presentations are
generally scheduled at 5:30 p.m. (or as early as 5:00 p.m. if
there are numerous proclamations) prior to the regular Council
meeting. Proclamations and presentations are scheduled on
the agenda through the City Clerk’s Office. Proclamations are
brought forward at the discretion of the Mayor to celebrate
community events and are not normally considered if they
promote a commercial endeavor or seek to advance a particular
cause. Council has adopted a resolution setting out the process
for initiating and providing proclamations.
CITIZEN PARTICIPATION
A portion of each regular Council meeting is devoted to citizen
participation for items not scheduled on the agenda or for
comments regarding items scheduled on the Consent Calendar.
Citizen participation is scheduled near the beginning of the
meeting. Time is also allotted for public comment during each
MANAGER
KELLY DIMARTINO
COMMUNITY SERVICES
WENDY WILLIAMS
CULTURAL SERVICES
JAMES MCDONALD
RECREATION
BOB ADAMS
PARKS
MIKE CALHOON
NATURAL AREAS
JOHN STOKES
PARK PLANNING &
DEVELOPMENT
KURT FRIESEN
INFORMATION &
EMPLOYEE SERVICES
KELLY DIMARTINO
OPERATION SERVICES
KEN MANNON
INFORMATION
TECHNOLOGY
DAN COLDIRON
HUMAN RESOURCES
TERESA ROCHE
COMMUNICATION &
PUBLIC INVOLVEMENT
AMANDA KING
DEPUTY CITY MANAGER
JEFFREY MIHELICH
CITY CLERK'S OFFICE
DELYNN COLDIRON
SUSTAINABILITY SERVICES
JACQUELINE KOZAK THIEL
ECONOMIC HEALTH
OFFICE
JOSH BIRKS
ENVIRONMENTAL
SERVICES
LUCINDA SMITH
SOCIAL SUSTAINABILITY
BETH SOWDER
PLANNING,
DEVELOPMENT &
TRANSPORTATION
LAURIE KADRICH
COMMUNITY
DEVELOPMENT &
NEIGHBORHOOD
SERVICES
TOM LEESON
STREETS
LARRY SCHNEIDER
ENGINEERING
CHAD CRAGER
TRANSFORT/PARKING
SERVICES
DREW BROOKS
PDT ADMINISTRATION
DEAN KLINGNER
FC MOVES
PAUL SIZEMORE
TRAFFIC
JOE OLSON
UTILITY SERVICES
KEVIN GERTIG
WATER RESOURCES &
TREATMENT OPERATIONS
CAROL WEBB
WATER ENGINEERING &
FIELD SERVICES
OPERATIONS
THERESA CONNOR
WATER YIELD
OPERATIONS
ANDREW GINGERICH
CUSTOMER
CONNECTIONS
LISA ROSINTOSKI
LIGHT AND POWER
OPERATIONS
TIMOTHY MCCOLLOUGH
ELECTRIC FIELD SERVICES
TRAVIS WALKER
UTILITY STRATEGIC
FINANCE
LANCE SMITH
CITY COUNCIL
term, Councilmembers designate Council liaison assignments
by resolution. Council responsibilities as board or commission
liaisons vary based on both the needs of the board or
commission, and the judgment of the individual Councilmember.
Activities can range from simply being available to the citizen
members, to attending some of their meetings, or providing
them with suggestions. In addition to Code provisions describing
each board’s role and how it operates, the Council adopts a
Boards and Commissions Manual to guide board activities.
AUTHORITIES OF THE CITY
The City also has several authorities: the Downtown
Development Authority, Housing Authority, Urban Renewal
Authority, Marijuana Licensing Authority and Liquor Licensing
City Council’s Role
Social Media ..................................................................................... 18
Electronic Mail System ................................................................... 19
Email Transparency Project ........................................................... 19
Council Email Policy........................................................................ 19
Colorado Open Records Act Requests ........................................ 20
Litigation Holds .............................................................................. 20
Conflicts of Interest, Ethics and Related Policies .................. 21
Common Abbreviations and Acronyms ................................24
Exhibit “A” Computer Security Policy ..................................28
Exhibit “B” Rules of Procedure Governing
the Conduct of City Council Meetings ................................. 30
Exhibit “C” Respectful Workplace Policy .............................36
COUNCIL RESOURCE GUIDE CONTENTS
Auxiliary aids and services are available for persons with disabilities. V/TDD: 711