HomeMy WebLinkAbout2016-026-03/15/2016-ADOPTING THE 2016 BOARDS AND COMMISSIONS MANUAL2
EXHIBIT A
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City Council
Wade Troxell, Mayor
Gerry Horak, Mayor Pro Tem, District 6
Bob Overbeck, District 1
Ray Martinez, District 2
Gino Campana, District 3
Kristin Stephens, District 4
Ross Cunniff, District 5
City Manager
Darin Atteberry
City Attorney
Carrie Daggett
City Clerk
Wanda Winkelmann
Boards and Commissions Coordinator
Christine Macrina
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Table of Contents
GUIDELINES FOR BOARD AND COMMISSION MEMBERS......................................... 4
INTRODUCTION TO CITY GOVERNMENT .................................................................... 6
GENERAL INFORMATION .............................................................................................. 7
General Provisions................................................................................................. 7
Boards and Commissions Yearly Planning Calendar ............................................ 8
Membership Limitations ......................................................................................... 9
Attendance Policy .................................................................................................. 9
Vacancies ............................................................................................................ 10
Election of Officers............................................................................................... 10
Staff Liaison Role................................................................................................. 10
Council Liaison Role ............................................................................................ 12
Orientation and Training ...................................................................................... 13
Budget ................................................................................................................. 13
Bylaws ................................................................................................................. 13
Periodic Review ................................................................................................... 14
Annual Reports .................................................................................................... 17
Work Plans .......................................................................................................... 17
MEETING RESPONSIBILITIES ..................................................................................... 18
Conduct of Meetings ............................................................................................ 18
Public Input .......................................................................................................... 18
Open Meetings..................................................................................................... 18
Notice Requirement ............................................................................................. 19
Quorum Requirements......................................................................................... 19
Minutes ................................................................................................................ 19
Executive Sessions.............................................................................................. 22
CONFLICT OF INTEREST GUIDELINES ...................................................................... 24
APPEALS PROCEDURE ............................................................................................... 28
TYPES OF BOARDS AND COMMISSIONS .................................................................. 29
BOARDS AND COMMISSIONS FUNCTIONS............................................................... 30
MEETING TIMES ........................................................................................................... 37
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GUIDELINES FOR BOARD AND COMMISSION MEMBERS
Welcome
Welcome to the City of Fort Collins! Your selection as an active member of a board or
commission provides you with a valuable opportunity for genuine public service and we thank
you for your contribution. Although the specific duties of each board and commission vary
widely, there are certain responsibilities common to all board and commission members. These
guidelines will assist you in maximizing your contribution to our community.
Representation of a Board or Commission
As an individual member of a board or commission, you must not represent your own views or
recommendations as those of the board or commission unless the majority of the body has
officially voted to approve such action. Board or commission members making
recommendations or expressing views which have not been approved by a majority of the board
should indicate they are expressing individual opinions and are not speaking on behalf of the
board or the City.
Public statements should not contain promises that may be construed to be binding on a board
or commission, staff, or the City Council. When making a public statement, members should
remind listeners that board actions are recommendations (unless otherwise provided by law)
and that final action will be taken by the City Council. Remember that your actions and
statements as a board or commission member assume special significance, and if not
responsibly discharged, could result in a situation detrimental to the City’s best interests.
Although board and commission members may be selected, in part, on the basis of representing
specific interest groups, each member should represent the overall public good and not that of
an exclusive group or interest.
Relationship with Other Members
On many occasions, the success or failure of the efforts of a board or commission is dependent
upon the degree of cooperation evident among the individual members of the body. We
encourage you to keep the following points in mind in your interactions with other members:
Show respect for another’s viewpoint.
Allow others adequate time to present their views fully before making comments.
Be open and honest.
Welcome new members and help them become acquainted with their duties.
Strive to minimize political action among members.
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CHARGE: A Checklist for Effectiveness
C – Charter
Am I familiar with . . .
The Charter of the City of Fort Collins in general?
The specific function of my board or commission, as outlined in the City Code?
What my fellow board members and I expect to achieve for the community?
The name of the Council liaison and staff liaison to my board or commission?
H – Hierarchy
Do I understand . . .
How my board or commission’s work affects the community?
The scope of authority of my board or commission?
The role of my board’s staff liaison, Council liaison and chair?
My role as a board or commission member?
A – Accountability
Do I understand . . .
My board or commission’s liability and my own liability as an individual member?
What constitutes a conflict of interest?
Exactly how the law requires that a conflict of interest be handled?
My board’s accountability to the public?
R – Responsibility
Do I . . .
Attend all board and commission meetings?
Prepare for the meetings by studying the agenda and supplemental materials ahead of time?
Complete the tasks I have volunteered to take on?
Know what responsibilities each of us, as individual board members, has to our board
colleagues?
G – Goals
Do I know . . .
My board or commission’s goals for the next 12 months?
What tasks must be completed to reach each of our goals?
Deadlines for the tasks for which I’m responsible?
E – Evaluation
Have I . . .
Discussed with other members and staff what our board or commission can do to improve
our performance?
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INTRODUCTION TO CITY GOVERNMENT
City Council
The Fort Collins City Council is composed of six district Councilmembers who are elected on a
nonpartisan basis for a term of four years, and a Mayor who is elected at-large for a two-year
term. The Mayor Pro Tem is chosen from among the entire Council and serves a term of two
years.
City Council serves as the community’s legislative body, having responsibilities for enacting
City ordinances, appropriating funds to conduct City business, and providing policy direction
to City staff. By provision of the City Charter, City Councilmembers are specifically
prohibited from giving direction to any of the City staff members, except for the City
Manager, City Attorney, and Municipal Judge.
City Manager
The City of Fort Collins operates within a council-manager form of government. The City
Manager is the chief executive officer of the City and is responsible for the overall management
of City operations.
Functions of the City Manager include:
Implement policy decisions and legislative actions taken by the City Council
Make recommendations to City Council
Oversee the operations of the City
Prepare the City budget
Council Manager Form of Government
City Council
City Manager
Responsible for:
Policy Decisions
Day-to-day operations
Hires and Supervises:
City Manager
City Attorney
Municipal Judge
All other City staff
members/employees
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GENERAL INFORMATION
General Provisions
Details about boards and commissions may be found in Article III, Chapter 2 of the City Code.
The City Council may, by ordinance, establish appointive boards and commissions to advise the
Council on various issues and perform functions as the Council may designate. The ordinance
establishing each board or commission prescribes the powers, duties, and operating procedures
of the board or commission; and establishes the terms of office of the board or commission
members, including initial overlapping terms.
In addition to the duties and functions specified in the City Code for any particular board or
commission, boards and commissions are authorized to participate on a case-by-case basis in
the review, discussion and advisement of Council regarding any policy or program matter, upon
the request of the City Council or the City Manager. Participation Includes “Super Issue”
meetings which engage a cross-section of board and commission members in discussions of
broader policies issues and interests of the City, to further enhance the efficiency and
effectiveness of City operations.
All board and commission members are subject to removal by the Council with or without cause.
Any vacancy during the unexpired term of any member is filled by the Council for the remainder
of the term. Each board and commission shall choose its own officers from among its
members. The Council may change any or all of the powers, duties and procedures of any
board or commission and may abolish any board or commission which is not required by the
Charter or law.
A calendar summarizing annual deadlines and functions follows:
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Boards and Commissions Yearly Planning Calendar
Board/Commission Deadlines
January
Annual Report due January 31
Onboarding of new members
February Election of officers (February or March)
March Election of officers (February or March)
April
Schedule Periodic Review to meet June or July deadline
(NOTE: This is required once every 4 years per board – Clerk’s Office will contact
affected boards)
May
June
Periodic Reviews Due (June or July)
(NOTE: This is required once every 4 years per board – Clerk’s Office will contact
affected boards)
July
Periodic Reviews Due (June or July)
(NOTE: This is required once every 4 years per board – Clerk’s Office will contact
affected boards)
Review adopted Council Policy
August Begin creating or modifying Work Plans
September Work Plan due September 30
October
November Annual Appreciation Event
December Begin working on the Annual Report
Note: This calendar is not meant to be all-inclusive. Mid-year vacancy interviews are conducted as
needed.
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Membership Limitations
The following limitations and requirements are applied to board and commission membership:
No person may serve on any one board or commission for more than two complete
terms. For the purpose of this provision, the balance of an unexpired term served by a
person appointed to fill a vacancy shall be considered a “complete term” if such
unexpired term exceeds 24 months.
No person will be appointed by the City Council to serve concurrently on more than one
board or commission. This limitation does not apply to committees deemed to be
temporary in nature.
Employees may not serve on any board or commission appointed by City Council,
except the Retirement Committee. This restriction shall not apply to “Hourly with no
Benefits” employees, provided that such employees do not serve on a board or
commission which, in the judgment of the City Manager, directly affects the terms,
conditions, or benefits of employment of any City employee. “Hourly with No Benefits”
employees are required to obtain the written authorization of the City Manager prior to
serving or continuing to serve on a board or commission.
All persons appointed, or reappointed, to any board or commission shall have resided
within the Fort Collins Growth Management Area for at least one year. Any member
serving on a board or commission who relocates outside of the Growth Management
Area during his or her term of service on a board or commission, regardless of his or her
date of appointment or reappointment, shall resign his or her membership. These
limitations shall not apply to applicants for or members of the General Employees
Retirement Committee.
Attendance Policy
Upon application for and acceptance of appointment, board and commission members
demonstrate their intention and ability to attend meetings. If a member experiences recurring
attendance problems, the chair of the board or commission (of if the chair is the person
experiencing the attendance problems, then the vice chair) should contact the Boards and
Commissions Coordinator located in the City Clerk’s Office, so that he or she can work with the
Council liaison to the affected board or commission to address the issue. Either of the following
shall automatically cause a member’s appointment to be terminated, and shall create a vacancy
on the board or commission:
Three consecutive absences from regularly scheduled meetings of the board, if prior to the
meetings where the absences occurred, no written notification of any such absence has been
submitted to the staff liaison or the chair or, if the chair is the person experiencing the
attendance problems, then to the vice chair.
Four absences from regularly scheduled meetings of the board in any calendar year, without
written notification to the staff liaison or the chair or, if the chair is the person experiencing the
attendance problems, then to the vice chair.
In the event that a vacancy occurs by reason of this policy, the staff liaison and the chair of the
affected board or commission or, if the vacancy has occurred by reason of repeated absences
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of the chair, then the vice chair, shall immediately notify the Boards and Commissions
Coordinator so that the vacancy can be filled by the Council.
Meeting shall mean any gathering of a quorum or three (3) or more members, whichever is
fewer, of any board or commission of the City, or any committee of such board or commission,
at which any public business is discussed or at which any formal action may be taken, but shall
not mean any chance meeting or social gathering at which the discussion of public business is
not the central purpose. (City Code § 2-71)
Vacancies
Staff liaisons are responsible for notifying the City Clerk’s Office when a member resigns or a
vacancy exists for other reasons. The City Clerk’s Office will work with the appropriate Council
liaison to fill the vacancy.
Council will appoint replacements by official resolution as needed. The City Clerk’s Office will
notify the staff liaison of appointments.
Election of Officers
The election of officers should be held each year during the regular meeting in February or
March. This time frame follows the annual appointment of new members. It is suggested that
new board members attend at least one meeting prior to election of officers taking place. Staff
liaisons must notify the City Clerk’s Office when new officers are elected.
Staff Liaison Role
Staff support is available to boards and commissions through the various staff members
assigned as liaisons to help each group. The boards and commissions staff liaison is
responsible for the following:
Upload yearly meeting dates to Event Calendar on fcgov.com.
Upload current meeting agenda to fcgov.com.
Prepare the agenda and review it with the chair prior to distribution.
Distribute the agenda packet.
Ensure the recording and distribution of meeting minutes. The length and
content of minutes will vary with the needs and legal requirements of each board and
shall include minimum requirements listed under “Meeting Responsibilities” in this
Manual. Minutes distribution:
e-mail pdf of signed/approved copy to the Boards and Commissions
Coordinator
Handle logistics regarding meeting scheduling, setup and public notification.
When appropriate, review the proposed Council Policy Agenda with the board.
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Coordinate the board’s annual work plan:
Gather input from staff and board members
Include items on the Council Policy Agenda
Ensure work plan is scheduled and discussed with board at least one
month prior to submission deadline
Ensure that the Service Area Director is familiar with the board’s work
plan and staff resources needed for implementation
Submit final work plan to City Clerk on or before September 30
Ensure the board’s annual report is prepared and submitted to the City Clerk in
accordance with report guidelines.
Inform the board when the budget cycle occurs and explain the board’s
opportunities to provide input.
Ensure new members are oriented to the board, including procedures and
projects.
Prepare annual attendance record and submit to the City Clerk when requested.
At the direction of the Service Area Director, coordinate response to
miscellaneous service requests raised during the course of a board or
commission meeting.
If the board/commission desires to have bylaws, work with members and City
Attorney’s Office to write bylaws and send an original to the City Clerk after
formal adoption by the board.
Ensure the election of officers is held during February or March of each year.
Inform the Boards and Commissions Coordinator of the results of each election.
At the request of the Boards and Commissions Coordinator, provide information
to the board/commission regarding policy changes and distribute updated
information to all members.
Work with the City Attorney’s and City Clerk’s Offices to write Agenda Item
Summary for any changes to the functions, duties or membership as written in
the City Code.
Advise the Boards and Commissions Coordinator of the following:
• Attendance problems
• Resignations
• Meeting schedule/location changes
• Name/address/phone number changes for board members
• Staff/name/title/phone number changes for staff liaisons
It should be noted that staff liaisons are not authorized to:
Override a decision of the Council liaison (regarding a request by the board).
Serve as a resource for projects not on the board’s work plan.
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Serve as a communications link between the City Council and board
members. (This is the role of the Council liaison.)
In order to initiate and dedicate staff time to policy investigation, consideration of an ordinance
or other significant projects not on the board’s work plan:
The request must be supported by a majority of the entire board or commission.
If a majority agrees, the board should first contact the City Manager and
Council liaison.
The City Manager and Council liaison will work with the board to seek direction
from the Council subcommittee or the full Council on the appropriateness of the
request and will provide direction on whether or not staff should proceed.
From time to time, staff liaisons may prepare memorandums to Council at the
request of the board or commission. These communications are sent directly to
Council. It is the responsibility of Council to respond directly to the board or
commission if Council so chooses. The staff liaison is not responsible to monitor
or ensure a response from the Council.
Council Liaison Role
Every two years, following the election of Councilmembers, the Council selects its liaisons to the boards
and commissions. The role of Council liaisons is defined by Resolution 2000-076 as follows:
Will communicate with the board or commission when needed and serve as the
primary two-way communications channel between Council and the board or
commission.
Will takes the lead in filling vacancies, reviewing applications, and interviewing
candidates for the board or commission.
Serve as the primary informal Council contact for the board or commission.
Help resolve questions the board or commission may have about the role of
Council, municipal government, and the board or commission.
Establishes formal or informal contact with the chair of the board or
commission and effectively communicate the role of the liaison.
To provide procedural direction and relay Council’s positions to the board or
commission, and to communicate to the board or commission that the liaison’s role is
not to direct the board in its activities or work.
To serve as Council contact rather than an advocate for or ex-officio member of the
board or commission.
Conduct a periodic review with their respective board or commission at a regular
meeting according to the schedule outlined in this manual.
Review the annual work plan of the board or commission and make recommendations
to the City Council regarding the work plan.
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Identify and help resolve any problems that may exist with respect to the functioning
of the board or commission.
To facilitate the training of new board and commission members by providing
suggestions and relevant information to the City staff members responsible for
providing such training.
Council liaisons do not normally attend monthly meetings of the boards and commissions.
Liaisons are informed of boards and commissions activities through agendas and minutes, work
plans, and annual reports. Liaisons may attend a meeting due to an interest in a specific
agenda topic, or may “pop in” to observe. Attendance by a Council liaison should not affect the
normal structure of a board meeting. Attention should not be focused on the Council liaison
and his or her input.
If Council liaison participation is critical to a particular item, a direct invitation should be made to
the Council liaison, explaining why participation is deemed to be critical. If appropriate, discuss
with the liaison prior to the meeting what expectations are and whether the liaison can meet
those expectations.
Orientation and Training
City staff provides yearly training with regard to the structure and operation of City government
and the legal and ethical duties and responsibilities of board and commission members. All
members of City boards and commissions are required to attend the training, either in person or
in such other fashion as the City Manager and City Attorney may deem appropriate (such as
viewing a training video). This requirement must be fulfilled within six months of the
appointment of any member.
Record of compliance with this requirement will be maintained in the office of the City Clerk and
retained for at least two years following the expiration of each board and commission member's
term of office.
Additionally, staff liaisons should provide new board members with pertinent materials which will
assist new members in becoming fully functioning members of the board. Established board
members are encouraged to share their experience and knowledge with new members.
Budget
Generally, budgets are not established for boards and commissions. However, funds necessary
for the routine business of boards and commissions are included in the departmental budget for
each City department which provides staff support to a board or commission.
Bylaws
The City Code provides that all boards and commissions may adopt bylaws which are not
inconsistent with the Charter, the Code or other policies that may be established by the Council.
A copy of the bylaws must be filed with the City Clerk for the use of the City Council immediately
after adoption by the board and they may be subject to the approval of the City Council.
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Periodic Review
A periodic review will be conducted for all boards and commissions with their respective Council
liaison at a regular meeting of the board or commission. The initial review dates will be
staggered, and thereafter, each board or commission will be reviewed every six four years
according to their primary alignment with a Key Outcome Area, as outlined in the matrix on
the following page. A review schedule is provided below.
The questions to be addressed in the board’s self-assessment are included in the Periodic
Review Questionnaire at the end of this section.
The City Clerk’s Office will send a self-assessment questionnaire to the staff liaison of each
board or commission, along with a schedule indicating the submission deadline.
Periodic Review Schedule:
2016 Culture and Recreation, Transportation
• Cultural Resources Board, Golf Board, Parks and Recreation Board, Youth
Advisory Board, Transportation Board
2017 Economic Health, Safe Community
• Art in Public Places Board, Building Review Board, Citizen Review Board,
Economic Advisory Commission, Parking Advisory Board, Planning and
Zoning Board
2018 Environmental Health, High Performing Government
• Air Quality Advisory Board, Energy Board, Land Conservation Stewardship
Board, Natural Resources Advisory Board, Retirement Committee, Water
Board
2019 Community and Neighborhood Livability
• Affordable Housing Board, Commission on Disability, Community
Development Block Grant Commission, Human Relations Commission,
Landmark Preservation Commission, Senior Advisory Board, Women’s
Commission, Zoning Board of Appeals
Affordable Housing Board Cultural Resources Board Art in Public Places Board Air Quality Advisory Board Retirement Committee Citizen Review Board Transportation Board
Commission on Disability
Golf Board
Building Review Board
Energy Board Community Development
Block Grant Commission
Building Review Board
Air Quality Advisory Board
Community Development
Block Grant Commission
Parks and Recreation
Board
Economic Advisory
Commission
Land Conservation
Stewardship Board
Zoning Board of Appeals Human Relations
Commission
Commission on Disability
Human Relations
Commission
Youth Advisory Board
Parking Advisory Board Natural Resources
Advisory Board
Citizen Review Board
Water Board
Senior Advisory Board
Landmark Preservation
Commission
Land Conservation
Stewardship Board
Planning and
Zoning Board
Water Board Human Relations
Commission
Women’s Commission
Affordable Housing Board
Senior Advisory Board Natural Resources
Advisory Board
Affordable Housing Board Parks and Recreation
Board
Youth Advisory Board Natural Resources
Advisory Board
Women’s Commission
Art in Public Places Board
Cultural Resources Board
Building Review Board
Commission on Disability
Parking Advisory Board
Zoning Board of Appeals
Landmark Preservation
Commission
Landmark Preservation
Commission
Energy Board
Youth Advisory Board
Art in Public Places Board
Transportation Board Planning and
Zoning Board
Transportation Board
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BOARD AND COMMISSION
PERIODIC REVIEW QUESTIONNAIRE
BOARD/COMMISSION NAME:
DATE PREPARED:
LIST OF MEMBERS:
1. Chair
7.
2. Vice Chair
8.
3. 9.
4. 10.
5. 11.
6. 12.
1. Please indicate the Key Outcome Areas this Board/Commission is aligned with, using (1) for the
primary connection, (2) for second largest connection, and (3) for third connection:
Community and Neighborhood Livability Culture and Recreation
Economic Health Environmental Health
High Performing Government Safe Community Transportation
2. How do the current duties of the board, as defined by City Code, align with the Key Outcome
Areas identified above? What duties would you suggest be added and/or deleted?
3. Regarding the board’s annual Work Plan:
A. How is the Work Plan aligned with the Key Outcome(s) identified above?
B. How is the Work Plan aligned with the City’s Strategic Plan?
C. How is the Work Plan aligned with the Agenda Planning Calendar (Six Month Calendar)?
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D. Does the board effectively accomplish its annual Work Plan?
4. Are board meetings conducted in an effective manner (do the meetings start on time? Are
discussions focused around the agenda topic, etc.)? What could be done to improve board
meetings?
5. Is the current size of the board appropriate? If not, what suggestions would you make?
6. Please describe the effectiveness of the communications between the board and Council. What
could be done to improve these communications?
7. Other comments:
Attachments:
City Code description of duties
Current Work Plan
Current Annual Report
Current Bylaws
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Annual Reports
Each board and commission is required, by City Code, to prepare an annual report on or before
January 31 of each year for the previous year.
Annual reports should directly correspond to the work plan prepared by the board or
commission for the year. The status of each item identified on the work plan should be
included, along with other items of business conducted by the board or commission. Annual
reports are filed with the City Clerk for distribution to the City Council.
Work Plans
The City Code requires all boards and commissions to file work plans on or before September
30 for the following year. Work plans are filed with the City Clerk.
Work plans should set out major projects and issues for discussion for the following year.
Timelines and scope of review should be provided when possible. If appropriate, an estimate of
action to be taken should be included. Work plans should be concise and easily readable. The
City Council will review the work plan for each board and commission. The following table
includes the deadlines and action needed to complete the work plan review process:
WORK PLAN DEADLINES
ACTIONS
September 30
Work plans for boards and commissions must be
filed with City Clerk
Second Thursday in October
City Clerk forwards specific work plans with
comment forms to Council liaisons
Approximately 2 weeks after Clerk distributes work
plans with comment forms
Council liaison comments due back to City Clerk
Early November
City Clerk circulates all work plans with Council
liaison comments to City Council
Second City Council meeting in November
Councilmembers propose amendments to work
plans pursuant to previously established policy for
initiating and developing Council ordinances and
resolutions. (Support of 3 Councilmembers
needed to initiate item.)
First City Council meeting in December
Council consideration of resolution to make
amendments (if any) to work plans.
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MEETING RESPONSIBILITIES
Conduct of Meetings
It is important that boards and commissions conduct their meetings in a manner that is
procedurally correct. It is recommended that boards and commissions follow the procedures for
the conduct of meetings as established in Robert’s Rules of Order, Newly Revised be followed,
however, the chairs of City boards and commissions shall be permitted to participate in the
debate of matters presented to such boards and commissions and shall also be permitted to
vote on all motions made by members of such boards and commissions, to the same extent and
with the same effect as other members. These rules of procedure may also be further modified
by each board or commission, upon majority vote, if the board or commission believes that such
modification would enable it to better meet its responsibilities under the Code or Charter and
fulfill its functions. Additionally, in those instances where Robert’s Rules of Order may be
inconsistent with the provisions of the City Charter, the ordinances of the City, or this Manual,
the Charter, ordinances, and this Manual shall take precedence.
Public Input
Each board or commission shall, at or near the beginning of each of its regular meetings, afford
members of the public an opportunity to speak to any matter coming within the purview of the
board or commission, regardless of whether such matter is scheduled for consideration at that
particular meeting. Time limitations may be imposed by the chair of the board or commission
on such public input as necessary to conduct the business of the board or commission in a
timely and efficient manner.
Open Meetings
The City Code specifically requires that all meetings of a board or commission, and all meetings
of any committee of a board or commission, shall be open to the public at all times, except when
the board or commission is meeting in a validly convened executive session.
The term “meeting” is defined as a gathering of a quorum or three or more members, whichever
is fewer, of any board or commission, or any committee of such board or commission, at which
any public business is discussed or at which any formal action may be taken. It is important to
remember that the open meeting requirements apply to more than just in-person gatherings.
They also apply to telephone conference calls, electronic “chat room” conferences, or any other
means of communication where conference-like communication can occur. However, the term
“meeting” does not include a chance meeting or social gathering at which the discussion of
public business is not the central purpose.
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Notice Requirement
The notice requirement for meetings is slightly different from the public openness requirement.
Full and timely notice to the public must be given prior to the holding of any meeting of a board
or commission (or committee of a board or commission) at which a majority or quorum is in
attendance or is expected to be in attendance or at which formal action could be taken.
Therefore, a gathering of three members of a seven member board to discuss board business
would be open to the public but there would be no notice requirement if a quorum of the board
was not expected to be in attendance and no formal action to occur.
The City Code defines full and timely notice for regularly scheduled meetings as providing a
statement with the City Clerk’s Office with the regular meeting dates, times and locations. For
special meetings, irregularly scheduled meetings, or rescheduled meetings, notice of the
meeting must be filed with the City Clerk’s Office and posted in the vestibule at the south
entrance of City Hall West, 300 LaPorte Avenue at least 24 hours before the time of the
meeting. The City Code provides that the chair is responsible for the posting.
Quorum Requirements
In order for a board or commission to conduct any business or take any formal action, it is
necessary that a quorum of the membership be present at the meeting. A quorum consists of
the majority of the total number of members specified by the City Code to comprise the board or
commission. This quorum requirement does not change even if a position on the board or
commission is vacant and the City Council has not appointed a replacement. In the event that a
quorum is not present for a meeting, those present can adjourn the meeting to a later date and
time. Unless otherwise provided in the board or commission bylaws or City Code, members
present at the meeting by speaker phone shall be counted toward establishing a quorum, and
may participate and vote in non-quasi-judicial portions of meetings. Attendance by speaker
phone for purposes of establishing a quorum or participating and voting in the meeting is not
permissible in quasi-judicial portions of meetings.
The quorum for the Youth Advisory Board shall consist of three (3) members for a five (5)
member Board or four (4) members for a Board consisting of six (6) to nine (9) members.
The quorum for a board or commission subcommittee shall be a majority of those appointed to
the subcommittee unless the Charter, City Code, or the board or commission establishing the
subcommittee specifies otherwise.
Minutes
Minutes must be taken at any meeting of a board or commission (or committee of a board or
commission) at which the adoption of any proposed policy, position, resolution, rule, regulation,
or formal action occurs or could occur. The minutes must be open to public inspection and a
copy must be filed with the City Clerk upon approval. Section 2-73 of the City Code requires
that approval of minutes shall occur no later than the next regular meeting of the board,
commission or committee, except in those instances when an audio or video recording has
been made and maintained. Discussions that occur in an executive session shall be subject to
the same audio recording requirements and related procedures and regulations as are
contained in §2-33 of the City Code pertaining to executive sessions of the City Council and its
committees. The minutes of a meeting during which an executive session is held shall reflect
the topic of the discussion at the executive session.
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Except with regard to the documentation of executive sessions, state law and City Code do not
prescribe the level of detail to be contained in the minutes. As provided in the City Code,
minutes of executive sessions are not taken. However, the City Code does require that the
executive session be electronically recorded in most circumstances (see “Executive Sessions”
for more details). At a minimum, the minutes of a meeting should contain the following
information:
Date, time and location of the meeting.
Listing of members present and a statement that such members constituted a
quorum.
General outline of each major topic discussed, considered, and the outcome.
Comments of individual board members which illustrate the individuals viewpoints
and opinions.
Verbatim (to the extent possible) recital of all motions along with the recording of how
each member voted on each motion.
Statements made by individual board members in explanation of their vote. (Note:
it is especially important that board members state, and the minutes reflect, reasons
for dissenting opinions.)
Detailed recital of all formal action taken.
If a motion is made to go into executive session, the minutes must reflect the topic
for the executive session in as much detail as possible without compromising the
purpose for which the executive session is held. The specific citation to the provision
of the City Code that authorizes the board or commission to meet in executive
session, as well as the vote on the motion, must be carefully documented. (See next
section on executive sessions.) Additionally, the time of convening and adjourning the
executive session should be noted.
Time of adjournment.
In situations where the board or commission is acting in a quasi-judicial manner or is otherwise
conducting an important or controversial meeting, the minutes of a meeting may not be
sufficient to adequately record the events of the meeting. In those situations, City staff or the
City Attorney’s Office may recommend that the meeting be electronically recorded or recorded
with the assistance of a court reporter. Even in this situation, minutes should still be taken as
the electronic recording or stenographer’s notes may never be transcribed.
Approval of Minutes
Any additions, deletions, or corrections to the minutes should be presented by board and
staff members.
A motion should be made and seconded to approve the minutes of the last meeting as
amended.
The approved minutes should be signed by the chair and secretary of the board or
commission.
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Discussion Items
While the minutes should be as accurate as possible, the secretary is not required to
record every remark made at the meeting. The secretary should not make the minutes a
verbatim transcript.
The minutes should include a description of each item being discussed. Listing
questions and answers during discussion of each item is not necessary; however,
comments that summarize board member positions on each item should be included as
support for each board member’s vote on each issue. The exact wording of any motion
made should be included in the minutes, and the maker and second of the motion should
be noted. If the motion is approved or defeated unanimously, such should be noted. If the
vote on a motion is split, the record should reflect those voting in favor of the motion and
those voting against the motion. Board member names must be listed along with the
reason for the nay vote on motions. (NOTE: Special matters such as annexation and
zoning hearings may require considerably more detail. Items being forwarded for City
Council consideration should also include more detail.)
Adjournment
Recording adjournment of a meeting in the minutes is advisable, since it indicates
whether the meeting was finally adjourned, or adjourned to another time prior to the next
regular meeting. The adjournment should specify the time the meeting was adjourned to
a later date and hour. The Chair may adjourn the meeting by declaration.
Filing and Distribution of Minutes
Written minutes of board and commission meetings are considered permanent records
of the municipality. The Code of the City of Fort Collins requires boards and
commissions to file minutes with the City Clerk for incorporation into the records of the
municipality. After minutes have been approved, send:
E-mail pdf of signed/approved minutes to the Boards and Commissions
Coordinator (as required by City Code). The Clerk’s Office will distribute to
Council Liaisons, scan into CityDocs, and filed in Central Records.
Electronic recordings do not take the place of written minutes and should be used only in
preparation of minutes. It is recommended that electronic recordings of meetings be
retained at least until the minutes are approved, and ideally for 2 to 3 months.
Minutes shall be taken of any meeting of any board or commission of the City, or any
committee of such board or commission, at which the adoption of any proposed policy,
position, resolution, rule, regulation or formal action occurs or could occur. Such
minutes shall be open to public inspection and shall be filed with the City Clerk upon
approval by such board, commission or committee. Such approval shall occur no later
than the next regular meeting of the board, commission or committee, except in those
instances when an audio or video recording has been made and maintained by the City
of the board, commission or committee meeting which is the subject of the minutes. The
minutes of a meeting during which an executive session is held shall reflect the general
topic of the discussion at the executive session.
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Executive Sessions
The holding of an executive session is the only time that a meeting of a board or commission
may lawfully be conducted privately. Because of the strong interest in maintaining an open and
public government, the City Code and the courts have strictly limited the use of executive
sessions to certain prescribed situations. For most boards and commissions, the use of
executive sessions is a rare event and board and commission members are encouraged to
obtain advice in advance from City staff and the City Attorney’s Office if they contemplate
requesting such a session.
The City Code provides that any board or commission, upon the affirmative vote of 2/3 of the
quorum present, may go into executive session for the purpose of considering such matters as
would be permissible for consideration by the City Council in executive session, insofar as such
matters may be pertinent to the purposes for which the board or commission has been
established. The permissible purposes are generally as follows:
Meetings with the City Attorney or other attorneys representing the City regarding
litigation or potential litigation involving the City and/or the manner in which particular
policies, practices or regulations of the City may be affected by existing or proposed
revisions of federal, state or local law. (City Code §2-31(a)(2))
Consideration of actual or hypothetical situations involving potential conflicts of interests
with individual board or commission members, provided that no executive session shall
be held for the purpose of concealing the fact that a member has a financial or personal
interest in the purchase, acquisition, lease, transfer or sale of any real, personal or other
property interest from the City. (City Code §2-31(a)(1)c)
Consideration of water and real property acquisitions and sales by the City, restricted to
consideration of appraisals and other value estimates and the consideration of strategy
for the acquisition or sale of such property. (City Code §2-31(a)(3))
Personnel matters (unless the employee who is the subject of the session has requested
an open meeting). This exception does not apply to the discussion of matters pertaining
to board or commission members or to personnel policies that do not require the
discussion of matters personal to particular employees. (City Code §2-31(a)(1)a,b,&d)
Consideration of electric utility matters if such matters pertain to issues of competition in
the electric utility industry. (City Code §2-31(a)(4))
Additionally, the City’s pension boards may go into executive session for the purpose of
reviewing pension applications, medical records, personnel records and reports and discussing
pending as well as previously granted pensions with board attorneys. (City Code §2-71(d)(1)).
The Citizen Review Board review subcommittees may go into executive session for the purpose
of receiving and considering evidence relating to internal investigations conducted by Police
Services (City Code§2-71(d)(2)).
A motion to go into an executive session must contain a statement as to the topic for the
executive session. The statement as to the topic for the executive session must provide as
much detail as possible without compromising the purpose for which the executive session is to
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be held. However, it is not necessary or advisable to identify a confidential component of the
topic, such as the specific individual or specific property that the executive session will concern.
Additionally the motion to go into an executive session must specifically cite the provision of the
City Code that authorizes the board or commission to meet in executive session. An example of
a valid motion to go into an executive session is as follows:
“As authorized by City Code Section 2-31(a)(2), I move to go into executive session for
the purpose of meeting with the City Attorney to receive legal advice regarding potential
litigation and the manner in which the board’s action may be affected by existing law.”
In order to convene an executive session, it is necessary that the motion to do so be made at an
open and validly convened regular or special meeting of the board or commission. The motion
must be approved by not less than two-thirds (2/3) of the quorum present at the meeting. The
minutes of the regular or special meeting must specifically reflect the motion, the topic of the
proposed executive session, the specific citation of the City Code authorizing the executive
session, and the vote upon the motion.
An audio recording must be made of all discussions that occur in an executive session, except
those discussions that constitute a privileged attorney-client communication. In that attorney-
client situation, a recording need not be made so long as the attorney is present at the executive
session and the audio recording of the executive session discussion reflects the fact that no
further record was kept of the discussion based on the opinion of said attorney that the
discussion constitutes a privileged attorney-client communication. The board or commission
may choose to record the privileged attorney-client communication portion of the executive
session so there is no question about the propriety of going “off the record.”
The audio recording of an executive session must be maintained for not less than 90
days, after which the recording may be destroyed pursuant to the City’s document
retention policy. It is important to realize that any person may file an application with the
District Court challenging the lawfulness of an executive session. In such a circumstance, the
District Court Judge would review the recording to determine whether or not the requirements
of the City Code were met. If the above described legal requirements were not met, the Court
will make public that portion of the executive session that either strayed from the appropriate
topic or where formal action was taken.
During an executive session, the board or commission cannot make final policy decisions, adopt
resolutions, or take other formal action. If a board or commission does attempt to take formal or
final action in an executive session, such action would be void and of no effect.
Information received by board and commission members in an executive session shall be kept
confidential by the members. A member could become criminally liable for misuse of official
information if a member used confidential information for his or her personal pecuniary gain or
aided another in achieving a pecuniary benefit. Disclosure of confidential information could also
result in the loss of liability protection under the Colorado Governmental Immunity Act for the
individual making the disclosure and removal from membership on the board or commission.
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CONFLICT OF INTEREST GUIDELINES
Introduction
The members of City boards and commission 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 board or commission member should
consult with the City Attorney’s Office for clarification of any applicable regulations. Also, a
board or commission’s Council liaison is permitted under the City Code to submit an inquiry to
the Ethics Review Board on behalf of a board or commission member for an advisory opinion
and recommendation. Ultimately, each member is responsible for his or her own compliance
with all applicable laws and regulations.
Conflicts of Interest
A board or commission member should 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 member 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 and additional forms may be
obtained from the City Clerk’s Office.
Generally, a board or commission member 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 member 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 judgement of a reasonably prudent person, the board or commission member
would realize or experience some direct and substantial benefit or detriment different in kind
from that experienced by the general public. In applying this test in a business context, a board
or commission member should check with the City Attorney’s Office 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 board or commission member has a substantial financial interest in a competing firm, the
member should also exercise caution in deciding whether to participate in the decision.
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.
Contracts with the City
Board and commission members and their relatives are prohibited 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.
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.
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Disclosure of Confidences
Board and commission members sometimes receive confidential information from City staff.
Such information should not be used for the private benefit of the board or commission member
or any other individual. Additionally, disclosure of the information is prohibited if a reasonable
person would consider that the disclosure would injure the financial interests of the City.
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.
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.
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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 board or commission member 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 the Code.)
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?
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CONFLICT OF INTEREST DISCLOSURE STATEMENT
CITY OF FORT COLLINS, COLORADO
The following disclosure statement is submitted to the Clerk of the City of Fort Collins pursuant
to the requirements of Article IV, Section 9 of the City Charter and, to the extent applicable,
Section 24-18-109(3)(a), C.R.S. or pursuant to City of Fort Collins Personnel Policy 5.7.2.F.
Name:
Title:
Decision(s) or contract affected (give description of item to be addressed by Council, Board,
Service Area Director, etc.):
Brief statement of interest:
Date: Signature:
REMOVAL OF CONFLICT OF INTEREST
I affirm that the above-stated conflict of interest no longer exists.
Date: Signature:
cc (if Councilmember or Board or Commission member): City Attorney and City Manager
cc (if City employee): HR Director
Updated: March 2014
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APPEALS PROCEDURE
The decisions of certain boards, commissions, and other decision makers can be appealed to the City
Council. The procedure for filing an appeal is specified in Chapter 2 of the City Code. In an effort to
assist citizens with the appeal process, the City Clerk's Office has developed Appeal Guidelines which
are available on the City’s website.
Questions regarding the appeal process should be directed to the City Clerk's Office by calling
970.221.6515.
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TYPES OF BOARDS AND COMMISSIONS
Boards and commissions are established for the purpose of reviewing information and making
recommendations to City Council on City policy issues. There is no difference between a board and
commission. Specific duties and functions are established individually for each board or commission.
The majority of boards and commissions are advisory to the City Council and/or City administration.
These boards and commissions do not have decision-making powers. The advisory boards are as
follows:
Advisory to Council:
Affordable Housing Board Land Conservation and Stewardship Board
Air Quality Advisory Board Natural Resources Advisory Board
Art in Public Places Board Parking Advisory Board
Commission on Disability Parks and Recreation Board
Community Development Block Grant Commission Senior Advisory Board
Cultural Resources Board Transportation Board
Economic Advisory Commission Women’s Commission
Energy Board Youth Advisory Board
Golf Board
Advisory to Council and City Administration: Citizen Review Board
Various boards and commissions are quasi-judicial and have decision-making powers within their areas
of expertise. Their decisions are subject to appeal to the City Council or the courts. The following are
quasi-judicial boards:
Quasi-Judicial:
Building Review Board Retirement Committee
Human Relations Commission Water Board
Landmark Preservation Commission Zoning Board of Appeals
Planning and Zoning Board
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BOARDS AND COMMISSIONS FUNCTIONS
Affordable Housing Board
The Affordable Housing Board advises the City Council on matters pertaining to affordable
housing issues of concern to the City. The City has established several programs designed
to stimulate the construction of additional affordable housing units and retention of existing
housing units in the community. These programs include development review priority
processing, impact fee collection delay and sales tax rebates.
Air Quality Advisory Board
The Air Quality Advisory Board advises the City Council regarding policies, plans and
programs to improve and maintain the city's air quality. The Board may, without limitation,
biennially review air quality indicators; review and recommend revisions as needed to the
Air Quality Plan, and to any other City Plans that may have significant impacts on air
quality; and advise the Governor-designated lead agency for air quality planning on matters
pertaining to the Fort Collins element of the State Implementation Plan. The Board may
also convene ad hoc citizen task groups to provide additional technical expertise to the
Board for the planning of specific strategies. The Board coordinates its work with the
Energy Board, Transportation Board, Natural Resources Advisory Board and the Planning
and Zoning Board.
Art in Public Places Board
The Art in Public Places Board advises and makes recommendations to the City Council
regarding incorporation of works of art into construction projects; advises and makes
recommendations to the City Council regarding the acceptance of offers to donate art to be
placed in public areas; and advises and makes recommendations to the Community
Services Director and the City Council as to rules, regulations, guidelines, policy,
administrative and budgetary matters pertaining to the Art in Public Places Program.
Building Review Board
The Building Review Board is charged with the responsibility to hear appeals and requests
for variances related to the Fort Collins building codes and contractor licensing regulations.
The BRB hearing provides a formal recourse to building permit and contractor license
applicants who disagree with an interpretation or ruling by the Fort Collins Building Official.
The BRB is authorized to rule in favor of the applicant and to approve alternative building
methods and materials that are not specifically prescribed in the building codes. This board
may also revoke or suspend a contractor license when it determines that a licensee has
violated the building codes or licensing rules. In an advisory capacity, the BRB makes
recommendations to City Council concerning the revision of existing codes or the adoption
of new building codes and contractor regulations.
Citizen Review Board
At the request of the City Manager or the Chief of Police the Citizen Review Board makes
recommendations concerning interpretation of police policies and procedures. The Board
reviews internal investigations where a peace officer is alleged to have used force,
discharged a firearm, committed a crime, when a person sustained severe injury, death, or
alleged their civil rights were violated by a peace officer, or other investigations requested
by the City Manager or Police Chief. Use of deadly force would be a mandatory review by
the Board even if no complaint is filed. The Citizen Review Board also offers reviews for
outside law enforcement agencies operated within the City and makes annual reports to the
City Council and City Manager concerning activities and recommendations of the Board.
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Commission on Disability
The Commission on Disability serves as an advisor to the City of Fort Collins City Council
on issues relating to citizens with disabilities. In its role as an advocate for citizens with
disabilities, the Commission on Disability: develops educational programs to acquaint
citizens with issues affecting individuals with disabilities; forms special committees to review
and address particular issues; works together with other boards and commissions and the
City Council to provide recommendations to assure compliance with Section 504 of the
Rehabilitation Act of 1973, the 1990 Americans with Disability Act (ADA), the Fair Housing
Act and other legislation relating to persons with disabilities; and serves as ombudsman
between City departments, the private business sector and the community of citizens who
have disabilities.
Community Development Block Grant (CDBG) Commission
The CDBG Commission advises the City Council on matters pertaining to the City’s
Competitive Process which includes funding from the U.S. Department of Housing and
Urban Development (HUD) Community Development Block Grant (CDBG) and Home
Investment Partnership (HOME) Program, and the City’s Affordable Housing Fund (AHF)
and Human Services Program (HSP). HUD provides federal grant funds to the City to meet
affordable housing and community development needs of low and moderate income
people. The City receives about $1.5 million from HUD and just under $1 million from the
General Fund annually. Program funds are typically used for housing, human services, and
community development programs, projects, and activities.
Cultural Resources Board
The Cultural Resources Board’s primary function is to advise City Council on issues relating
to the Lincoln Center and the Fort Collins Museum. In addition, the Board reviews
applications and makes recommendations for funding from the City of Fort Collins’ Cultural
Development and Programming Account and Tourism Programming Account (Fort Fund).
Economic Advisory Commission
The duties and functions of the Commission shall be:
(1) To advise the City Council on matters pertaining to the economic health and
sustainability of the city, including, but not limited to,
(a) events and trends occurring outside the Fort Collins community that may affect
the local economy;
(b) immediate and long-term threats to the local economy;
(c) ways in which to enhance the City's competitive position in relation to other
communities; and
(d) possible partnerships with other public and private entities;
(2) To recommend programs and strategies that may enhance the economic health and
sustainability of the city;
(3) To be aware of and coordinate with other City boards and commissions whose actions
may affect the economic health and sustainability of the City;
(4) To advise Council on existing or proposed policies, practices or regulations of the City
that may affect the local economy; and
(5) To perform other such duties and functions as provided by the City Council.
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Energy Board
The duties and functions of the Board shall be:
(1) To advise the City Council and staff regarding the development and implementation of
the City’s energy policy;
(2) To advise the City Council and staff in developing City policies that encourage the
incorporation of energy conservation and efficiency, carbon emissions reduction, and
renewable energy into the development and provision of City utility services, the design
and construction of City transportation projects, and the way in which the City impacts
the overall built environment within the City.
(3) To advise the City Council and staff regarding the alignment of energy programs and
policies with City, ratepayer and community values and service delivery expectations;
(4) To advise the City Council and staff regarding the recommendations for improvements to
City energy systems;
(5) To coordinate with other City boards and commissions regarding energy issues;
(6) To advise the City Council and staff regarding budgetary, rate-making and operational
matters related to the electric utility.
(7) To annually review and provide advice to City Council and staff on the City’s Legislative
Policy Agenda regarding energy and energy-related carbon issues; and
(8) To perform such other duties and functions and have such other powers as may be
provided by ordinance of the City Council.
Golf Board
The Golf Board advises and makes recommendations to the Community Services Director
and the City Council as to rules, regulations, policies, administrative and budgetary matters
pertaining to the operation and maintenance of all City-owned golf courses. The Board
advises and makes recommendations to the Director concerning the terms and conditions
of any agreements to be entered into with golf professionals and other concessionaires in
connection with City-owned golf courses, as well as other agreements which may affect the
management, operation, maintenance, construction or acquisition of City-owned golf
courses; assists in the procurement of goods and services for City-owned golf courses,
including the selection of golf professionals, concessionaires and other contractors, as
defined; and advises and makes recommendations to the City Manager concerning
approval of annual fees and charges at City-owned golf courses.
Human Relations Commission
The Human Relations Commission was established by City Council to promote the
acceptance and respect for diversity through educational programs and activities, and to
discourage all forms of discrimination based on race, religion, age, gender, disability, etc.
The commission often coordinates these efforts with other City boards and commissions,
community groups and organizations. The commission also oversees the Citizen Liaison
Program, and presents the annual Human Relations Awards to recognize those citizens who
have advanced the cause of human rights through their volunteer efforts.
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Land Conservation and Stewardship Board
The duties and functions of the Land Conservation and Stewardship Board shall be as
follows:
(1) To advise City Council regarding policy and budgetary matters pertaining to the Natural
Areas Program, including but not limited to the expenditure of Open Space, Yes! and
Larimer County Help Preserve Open Space dedicated sales tax revenues.
(2) To advise Natural Areas Program staff and the City Council in connection with the proposed
acquisition or disposition of land, interests in land, interests in water and other interests in real
property for the Natural Areas Program. To advise Natural Areas Program staff regarding the
development of management plans and public improvements for Natural Areas Program
properties.
(3) Upon request of the City Manager or at the direction of the City Council, to advise City
Council regarding any positive or negative impacts that particular plans or projects of the
City or of other public or private entities may have on Natural Areas Program properties
or properties that may be of interest to the Natural Areas Program. This provision shall
not apply to development projects for which applications have been submitted to the City
for approval under the Land Use Code.
(4) Upon request of the City Manager or at the direction of the City Council, to advise City
Council in connection with the proposed acquisition or disposition of land, interests in
land, interests in water and other interests in real property for City programs other than
the Natural Areas Program.
Landmark Preservation Commission
The Commission shall perform all duties relating to preservation of historic landmarks as set
out in Chapter 14, including the designation of sites, structures, objects or districts as
landmarks and the review and approval or rejection of plans for the construction, alteration,
demolition or relocation of any such site, structure, object or district. Decisions of the
Commission are final unless appealed to the City Council.
The Commission shall also perform the following additional functions:
(1) To promote awareness and understanding of, and appreciation for, the value of historic
resource preservation in contributing to the quality of life in the City, and actively
encourage property owners to voluntarily designate their properties as historic
landmarks;
(2) To advise the City Council and City staff with regard to the identification and evaluation
of historic resources within the Growth Management Area and provide information
regarding the significance of the resources, the nature and degree of threat to their
preservation, and methods for their protection;
(3) To advise the City Council and City staff with regard to appropriate policies, incentives and
regulations for encouraging and/or requiring preservation and rehabilitation of historic
resources;
(4) To coordinate with the various other City boards, commissions and City staff members whose
actions may affect the preservation of historic resources in the community; and
34
(5) To establish a committee of its members to provide advice and, if required under Section
2.10.2(H) of the Land Use Code, written recommendations to the owners of eligible
historic properties, and of properties located near eligible historic properties, regarding
historically appropriate design and site planning for additions, alterations, and new
construction in the City; provided, however, that any members of such committee who
provide such advice or recommendations to property owners under this provision shall
refrain from participating in any subsequent decisions of the Commission related to such
properties; and
(6) To provide advice and written recommendations to the appropriate decision maker
and/or administrative body regarding plans for properties containing or adjacent to
sites, structures, objects or districts that:
(a) have been determined to be individually eligible for local landmark designation or
for individual listing in the State or National Registers of Historic Places;
(b) are officially designated as a local or state landmark, or are listed on the National
Register of Historic Places; or
(c) are located within an officially designated historic district or area.
(7) To perform such other duties and functions as may be provided by the City Council by an
ordinance or resolution.
Natural Resources Advisory Board
The Natural Resources Advisory Board shall have the following functions:
(1) Advise City Council on all matters pertaining to natural resources and environmental
protection issues of concern to the city;
(2) Analyze various natural resources issues and to aid and guide the development of city-
wide natural resources programs to address currently existing and potential natural
resources and environmental issues;
(3) Promote citizen participation and public education on city-wide natural resources and
environmental protection issues;
(4) To be aware of and coordinate with the various Department of Natural Resources'
technical advisory committees;
(5) Perform other duties and functions as provided by the City Council.
Parking Advisory Board
The Parking Advisory Board shall have the following functions:
(1) To make recommendations to the City Council regarding the implementation of the City’s
parking policies and plans;
(2) To provide an avenue for ongoing stakeholder input and involvement in parking decisions that
affect the public;
(3) To support and advocate for parking initiatives and programs;
(4) To help educate the public about parking issues;
(5) To work with other boards and commissions of the City or other community organizations that
have an interest in parking issues; and
(6) To perform such other duties and functions and have such other powers as provided by the City
Council.
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Parks and Recreation Board
The Parks and Recreation Board shall have the following functions:
(1) To advise and make recommendations to the Community Services Director and the City Council
for their approval as to rules, regulations, policies, administrative and budgetary matters
pertaining to parks and recreation but excluding matters relating to the operation and
maintenance of City-owned golf courses and cemeteries;
(2) To assist the City in cooperating with the Poudre School District and other organizations and
individuals interested in the City's parks and recreation programs; and
(3) To promote community awareness and understanding of, and appreciation for, the value of
parks and recreation as a resource contributing to the quality of life in Fort Collins.
Planning and Zoning Board
The Planning and Zoning Board's responsibilities include making recommendations to the City
Council regarding zoning, annexations, major public and private projects and any long range
planning activities (such as City Plan or subarea plans) that require Council approval. The Board is
also the final decision making authority regarding land use proposals including overall development
plans, project development plans and any planned unit developments that remain from the City's
previous land use regulations. In addition, the Board coordinates with the Poudre R1 and Thompson
school districts and the Larimer County Planning Commission.
Retirement Committee
The General Employees Retirement Committee’s charges are: manage/administer the Retirement
Plan for members and retirees and manage accumulated Retirement Fund money; determine the
eligibility in credited service of members under Plan rules; interpret the Plan’s provisions; and
authorize payment of retirement benefits and bills for expenses of Plan and Committee. The
Committee sets the policies and procedures for these responsibilities and directs staff personnel
and actuarial consulting firm to carry out the functions. The Committee also: seeks information and
advice to benefit the Plan and members; recommends Plan changes to City Council for approval;
recommends to City Council enhancements to the Plan’s provisions and benefits; educates
Committee’s and Plan’s members; keeps abreast of legislation that could affect the Plan; keeps the
members informed of their current/projected benefits; encourages Plan members to accumulate
other sources of retirement income; and provides minutes of each meeting and files documents as
required.
Senior Advisory Board
The Senior Advisory Board is comprised of individuals of all ages who share a concern for the aging
members of our community. The primary objective is to help aging citizens in Fort Collins and the
surrounding area live full and interesting lives so that they might continue to contribute, participate
and share in the life of the community. The Board assumes responsibility for involvement in a
network of senior agencies and organizations so that they can remain aware of issues, needs and
occurrences that may be relevant to their work. Their primary concern is to provide education in this
community about the aging process, to inform and be informed, to advocate for a good quality of
life, and to encourage networking among the various groups who deal with senior issues.
Transportation Board
The Transportation Board advises the Fort Collins City Council on transportation issues. The Board
examines issues relating to financing; the development and implementation of master plans
pertaining to pedestrian, streets, transit, bicycles, automobiles, congestion, traffic signalization, and
transportation facilities; the use of technology; and education of the public and private industry on
transportation topics. The Board acts as a forum for the citizens to express their needs and
concerns. The Board coordinates with other City boards and commissions on projects and issues
36
that are of mutual interest. The Transportation Board works with other municipalities in the region to
identify and develop solutions to key transportation issues.
Water Board
The City of Fort Collins Water Board advises the City Council regarding water, wastewater and
stormwater policy issues such as water rights, planning, acquisition and management, conservation
and public education, floodplain regulations, storm drainage and development design criteria. The
Board reviews and makes recommendations on Water, Wastewater and Stormwater Utilities
budgets, fees, water quality and local, state and federal water legislation. At times, the Board acts
as a quasi-judicial body on floodplain regulation variances. It cooperates with regional entities to
coordinate planning and maintain a dialogue on regional water issues. The Board is also involved
in master planning and provides advice and citizen input regarding proposed policies and actions
affecting Utilities customers.
Women’s Commission
The Commission is created for the purpose of enhancing the status of and opportunities for all
women in the City.
The Commission shall have the ability to:
(1) Document issues of importance to the status of women in the City;
(2) Conduct educational programs in the Fort Collins community to increase public awareness and
sensitivity to the needs and capabilities of all women;
(3) Cooperate with other organizations and individuals interested in issues affecting women in the
Fort Collins area;
(4) Review proposed legislation, policy changes or other governmental action at the federal, state
or
a. local level that would enhance or otherwise affect the status of women in the City and
make
b. recommendations to the City Council regarding the same.
(5) Recommend to the City Council the adoption of local legislation or policies that would enhance
the status of women in the City.
Youth Advisory Board
The Youth Advisory Board gathers information from local youth, other groups, organizations and
agencies regarding youth-oriented issues and makes recommendations to City Council in reference
to these issues.
Zoning Board of Appeals
The Zoning Board of appeals has the authority to approve variances from the requirements of the
Land Use Code and to hear and decide appeals from any decision made by an administrative
official pertaining to a specific property. The Board may grant variances when the members
determine that there is some unusual feature of a property or some other exceptional situation
unique to a property which creates an unfair burden to the applicant. Such features may include
physical conditions like exceptional narrowness, shallowness, or topography. Additionally, the
Board may grant a variance upon finding that the proposal will promote the general purpose of the
standard for which the variance is requested equally well or better than would a proposal which
complies with the standard for which the variance is requested. No variance can be granted which
is determined to be a substantial detriment to the public good.
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MEETING TIMES
Boards and commissions routinely meet at the following times and places unless a specific change is
announced.
BOARDS AND COMMISSIONS
Board/Commission
Meeting Date/Time/Location
Contact
Affordable Housing Board
First Thursday of each month – 4:00 p.m.
Council Information Center, City Hall West, 300 LaPorte Avenue
Sue Beck-Ferkiss
221-6753
Air Quality Advisory Board
Third Monday of each month – 5:30 p.m.
215 North Mason, Conference Room 1-A
Lindsay Ex
224-6143
Art in Public Places Board
Third Wednesday of each month – 3:30 p.m.
Columbine Room, Lincoln Center, 417 W. Magnolia
Ellen Martin
416-2789
Building Review Board
Last Thursday of each month – 1:00 p.m.
Council Chambers, City Hall West, 300 LaPorte Avenue
Mike Gebo
416-2618
Citizen Review Board
Second Wednesday of each month – 5:30 p.m.
Council Information Center, City Hall West, 300 LaPorte Avenue
Dan Murphy
416-2660
Commission on Disability
Second Thursday each month –12:15 p.m. Council Information
Center, City Hall West, 300 LaPorte Avenue
Subcommittees: Fourth Thursday of each month – 12:15 p.m.
Council Information Center, City Hall West, 300 LaPorte Avenue.
Ethan Cozzens
221-6273
Community Development
Block Grant (CDBG)
Commission
Second Thursday of each month – 6:30 p.m.
Community Room, 215 Mason
Sharon Thomas
221-6595
Cultural Resources Board
Last Thursday of each month –12 Noon (except January, April &
June), Lincoln Center, 417 W. Magnolia.
Fort Fund sessions held fourth Wednesday (January, April and
June) – 5:00 p.m., Lincoln Center, 417 W. Magnolia
Jill Stilwell
416-2935
Economic Advisory
Commission
Third Wednesday of each month – 11 a.m.
Council Information Center, City Hall West, 300 LaPorte Avenue
Josh Birks
221-6324
38
Landmark Preservation
Commission
Regular meetings are held on the Second and Fourth
Wednesday of each month – 5:30 p.m., in the City Council
Chambers, 300 LaPorte Avenue
Karen McWilliams
224-6078
Natural Resources Advisory
Board
Third Wednesday of each month – 6:00 p.m.
Conference Room 1A, west entrance, 215 North Mason
Susie Gordon
221-6265
Parking Advisory Board
Second Monday of each month – 5:30 p.m.
Community Room, 215 North Mason
Kurt Ravenschlag
416-2058
Parks and Recreation Board
Fourth Wednesday of each month – 5:30 p.m.
Locations vary
(check website and Parks and Recreation Board Public Notice)
Mike Calhoon
221-6301
Bob Adams
221-6354
Planning & Zoning Board
Third Thursday of each month – 6:00 p.m.
City Council Chambers, City Hall West, 300 LaPorte Avenue
Worksessions are held the Friday before scheduled hearing 12
noon, Conference Room A, 281 North College Avenue
Cameron Gloss
416-2313
Retirement Committee
Second Thursday of each month – 1:15 p.m.
2nd Floor Meeting Room 2A, 215 North Mason
Harold Hall
221-6784
Senior Advisory Board
Second Wednesday of each month – 1:30 p.m.
Fort Collins Senior Center, 1200 Raintree Drive
Katie Stieber
224-6029
Transportation Board
Third Wednesday of each month – 6:00 p.m.
Community Room, 215 North Mason
Paul Sizemore
224-6140
Water Board
Third Thursday of each month -- 5:30 p.m.
Board Room, 117 North Mason
Worksessions are held on the first Thursday of even numbered
months; i.e., February, April, June, August, October and
December at 5:30-7:30 p.m. at 281 North College Avenue,
Conference Room A
Jon Haukaas
416-2513
Women’s Commission
Third Wednesday of each month – 6:30 p.m.
39
AUTHORITIES
Downtown Development
Authority
Second Thursday of each month - 7:30 a.m. Home State Bank,
303 E. Mountain Avenue Meeting Room
DDA Executive Committee meets Wednesdays before the
regularly scheduled DDA Board meetings – 7:30 a.m. DDA
conference room at 19 Old Town Square, Suite 230.
Matt Robenalt
(970) 484-2020
Housing Authority
Fourth Thursday of each month - 7:30 a.m. Housing Authority
Conference Room, 1715 W. Mountain Ave.
Julie Brewen
(970) 416-2910
Liquor Licensing Authority
Contact Staff Liaison for schedule
Municipal Court Room, 215 N. Mason
Aimee Jensen
(970) 221-6315
Room 1B, west entrance, 215 North Mason
Suzanne Jarboe-
Simpson
224-6137
Youth Advisory Board
First Wednesday of each month – 5:30 p.m.
(no meetings held June - August)
Locations vary (check website and Youth Advisory Board Public
Notice)
Marc Rademacher
221-6309
Aaron Harris
416-2225
Zoning Board of Appeals
Second Thursday of each month – 8:30 a.m.
Council Chambers, City Hall West, 300 LaPorte Avenue
Noah Beals
416-2313
Energy Board
First Thursday of each month – 5:30 p.m.
Board Room, 117 N. Mason Street
Tim McCollough
416-2622
Golf Board
No meetings held January, February and December
First Wednesday of March, 7:00 p.m.
Third Wednesday April - September, 7:00 p.m.
Third Wednesday of October, 6:00 p.m.
First Wednesday of November, 6:00 p.m.
Park Shop, 413 S. Bryan Avenue
Mike Calhoon
221-6301
Human Relations
Commission
Second Thursday of each month – 5:30 p.m.
Council Information Center, City Hall West, 300 LaPorte Avenue
Beth Sowder
221-6752
Land Conservation &
Stewardship Board
Second Wednesday of each month – 6:00 p.m.
Conference Room 1A, west entrance, 215 North Mason
Mark Sears
416-2096
Citizen Review Board Zoning Board of Appeals Zoning Board of Appeals
Economic Advisory
Commission
Community Development
Block Grant Commission
Golf Board Energy Board
Parking Advisory Board
Golf Board
Planning and
Zoning Board
Water Board
Air Quality Advisory Board Senior Advisory Board
Cultural Resources Board
Land Conservation
Stewardship Board
Parks and
Recreation Board
Boards and Commissions Alignment to the Seven Key Outcome Areas
Community and High Performing
Neighborhood Livability Culture and Recreation Economic Health Environmental Health Government Safe Community Transportation
■ Largest Connection
■ Secondary Connection
■ Third Largest Connection
Updated: November 2014