Board of Larimer County Commissioners

1. Board of Larimer County Commissioners Board & Commission Member Training Revised 2018

2. Larimer County: Boards & Commissions Member Training Instructions Thank you for completing the training. This training is required for all Larimer County board and commission members. The training and quiz will take approximately 30 minutes. Click through each slide, view the materials and then complete the quiz.

3. Larimer County: Boards & Commissions Member Training Instructions If you have questions or need accommodations to complete this training, please contact your staff liaison. For additional resources and information, please refer to other documents available on the Boards and Commissions Member Training website.

4. Larimer County: Boards & Commissions Member Training Learning Objectives By the end of this training, you will understand: • The basic structure of Larimer County government • The mission, vision and guiding principles of Larimer County government. • The different types of boards, commissions and tasks forces. • County policies and State laws affecting boards • Board member responsibilities • Staff responsibilities

5. Larimer County: Boards & Commissions Member Training Section 1 BASIC STRUCTURE OF LARIMER COUNTY GOVERNMENT

6. Larimer County: Boards & Commissions Member Training Basic structure of Larimer county government Overview of County Government Counties in Colorado are a constitutional subdivision of state government.    Counties can exercise only those powers specifically expressed in statute or the constitution. County Responsibilities: Under state statute, counties are primarily responsible for: • Law enforcement • Providing the state’s social service • Providing health services • Road & bridge construction, maintenance, and repair • Land use in unincorporated areas • Other responsibilities include weed control, restaurant inspections, liquor licensing, landfill operation, pest control, etc.

7. Larimer County: Boards & Commissions Member Training Basic structure of Larimer county government Overview of the Board of County Commissioners (BOCC) • For most purposes, Larimer County acts through its Board of County Commissioners.  The three-member board acts, by a majority vote of a quorum present, to adopt ordinances in those limited areas for which specific authority has been given by the State Legislature, and to adopt resolutions to conduct all of its other business. • The Board of County Commissioners performs legislative, executive and quasi-judicial functions.  The Board serves as the legislative, policy-making and administrative body governing the unincorporated areas of Larimer County.

8. Larimer County: Boards & Commissions Member Training

9. Larimer County: Boards & Commissions Member Training Section 2 MISSION, VISION, AND GUIDING PRINCIPLES OF LARIMER COUNTY GOVERNMENT

10. Larimer County: Boards & Commissions Member Training vision | Mission | Guiding Principles VISION Larimer County is a thriving, resilient community where people of all ages, cultures and backgrounds live, work, play and prosper. MISSION Larimer County protects the community’s health and safety, and enhances our quality of life. GUIDING PRINCIPLES Larimer County will add value to the lives of its citizens today and in the future by: cultivating partnerships promoting innovation and continuous improvement providing quality customer service empowering people to take responsibility being a fulfilling and enjoyable place to live being good stewards of public resources

11. Larimer County: Boards & Commissions Member Training Section 3 TYPES OF BOARDS & COMMISSIONS

12. Larimer County: Boards & Commissions Member Training Types of boards & commissions WHY DO WE HAVE BOARDS? • Some boards are required by law or regulation. • Boards provide important resources that help Larimer County fulfill its mission. • Boards bring credibility, provide balanced views and can act as a sounding board for new ideas.

13. Larimer County: Boards & Commissions Member Training Types of boards & commissions ADVISORY BOARDS AND COMMISSIONS • The purpose of these boards/commissions is to ADVISE the Board of County Commissioners. • These boards/commissions are NOT authorized to make decisions on behalf of the BOCC. • The BOCC may or may not take action that is in agreement with the board/commission advice. • These boards/commissions may NOT speak for the BOCC or take independent positions on issues with the public or press.

14. Larimer County: Boards & Commissions Member Training Types of boards & commissions QUASI JUDICAL BOARDS AND COMMISSIONS • The authority to hold formal hearing, accept testimony, and issue decision. • Ex: Planning Commission

15. Larimer County: Boards & Commissions Member Training Types of boards & commissions EX PARTE COMMUNICATIONS • Quasi judicial boards/commissions are restricted from receiving ex parte communications. • These boards/commissions have judicial-like roles, therefore it would be unfair for them to receive communication from one party without the other party present.

16. Larimer County: Boards & Commissions Member Training Section 4 COUNTY POLICIES & STATE LAWS AFFECTING BOARDS Colorado Open Meetings Law Colorado Ethics Laws Colorado Open Records Act Americans with Disabilities ActCounty Boards, Commissions, Councils and Committees PolicyBoard and Commission By-laws

17. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law Colorado Open Meetings Law • The Colorado Open Meetings Law (C.R.S. 24-6-402), also referred to as the Sunshine Law, requires that all meetings of two or more members of any public body where any public business is discussed must be open to the public. • The purpose of the law is to: • Ensure formation of public policy is public business and is not conducted in secret • Help ensure transparency in and public access to government

18. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law Who is covered under the law? • All boards, committees, commissions, authorities or other advisory, policy making, rule-making or other formally constituted bodies and any public or private entity which has been delegated a governmental decision-making unction are included under the law. • Administrative meetings (i.e. meetings between staff) are not required to be open

19. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law Three Components of the Law • Public notice of meetings • Open Meetings • Meeting minutes and transparency

20. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law When Must Public Notice Be Given? • Public notice is a notification posted in a public space so that everyone knows when a meeting is taking place • Public noticed used to most often be given in newspaper, but today meeting notices are often published online • Notice should be posted at least 24 hours in advance • Notice must be given prior to all meetings • Agenda information should be included when possible • Commissioners’ Office staff is responsible for posting public notice

21. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law Open Meetings • Essentially, all board meetings are public meetings • All meetings of two or more members of any public body where any public business is discussed must be open to the public • A meeting can take place in any format, including: • In person • By phone • By electronic communications • Includes but is not limited to email, text, Skype/video conferencing • The law explicitly states that emailed messages discussing government business constitutes a meeting and are subject to the law, so it is best to not conduct business via email

22. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law What Meetings are Exempt from the Open Meetings Law? Executive Sessions During Meetings • Executive Sessions can only be held in a very limited number of circumstances. • Specific citation for executive session needs to be listed on agenda • Executive session should be announced with as much detail without compromising the executive session purpose • Executive session must be recorded in the same manner as the normal minutes and kept for 90 days. • Social gatherings in discussion of public business is not the purpose • Staff communicating logistical information to members • Executive sessions

23. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law During breaks, lunch or after meetings, it may be difficult to stay away from conversations about board business. Are those conversations subject to the Open Meetings Law? Yes. When two or more members discuss board business, those conversations are subject to the Open Meetings Law. All discussions should involve the board as a whole (or a designated subcommittee).

24. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law Consider these examples: • Example 1: Two board members walk outside together during a break together and discuss board business or talk about how they are going to vote on the next issue. This is a violation of the law. It is best to avoid board business conversations completely when the meeting is not currently in session • Example 2: Someone gives a presentation about an issue during the meeting, and then the board breaks for lunch. Board members can say something like, “wow, I didn’t know that information,” but they cannot say anything to the effect of, “the board should do X about it” or include the board in any other way in the conversation

25. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open Meetings Law Meeting Minutes and Transparency • What does the law require in regard to meeting minutes? Public meetings must be documented, and the public must be able to access the minutes. Staff must post meeting minutes on the board’s website. • Who is responsible for documentation? Staff, unless otherwise designated, is responsible for documenting all meetings, including both in-person and phone/video meetings. • How can I comply with these transparency rules? You can copy your staff liaison on all emails regarding board business. If your board has an assigned Larimer.org email address you must use it for all board correspondence. You can also review minutes after each meeting to check for accuracy.

26. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Code of ethics The Code of Ethics recognizes: • The importance of citizen participation in government • That conflicts may arise between a citizen’s public duty and his or her private interest • That standards of conduct that address conflicts are beneficial to all residents of the state.

27. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Code of ethics Conflicts of Interest • When conducting business, board members are expected to refrain from: • Taking actions that serve their personal interests rather than public interests • Taking official actions as board members that have a direct financial benefit to them personally or to a program for which they work or serve • If you recognize a conflict of interest, be sure to recuse yourself and let your board and staff liaison know.

28. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Code of ethics Gifts You cannot take any gifts over $50 due to your representation on the board or commission.

29. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado CODE OF ETHICS Consider this example: • Scenario: The Committee reviews grant proposals from domestic violence programs around the state and makes recommendations about programs funded and funding levels • Conflict of Interest: Some Committee members belong to organizations being considered for funding • Solution: • Committee members identify any applicant programs that might pose a conflict for them before the review process starts, and they declare that information in writing to the board • No member with a conflict reviews a grant, submits a vote, or offers discussion from the program that presents the conflict. Members with a conflict of interest leave the room for the discussion on that program • Outcome: The members and whole Committee have protected the Committee from conflicts of interest, and funding is evaluated fairly

30. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open records act CORA Purpose and Definitions: • CORA (C.R.S. 24‐72‐201 to 206) allows citizens to gain access to public records • CORA is intended to ensure transparency in government affairs • Definition of "public records" found in CORA includes all writings, books, papers, photographs, tape recordings, and electronic mail made, maintained, or kept by the State, any agency, institution, or political subdivision of the State, and any elected or appointed public official for use in the exercise of functions required or authorized by law

31. Larimer County: Boards & Commissions Member Training Laws affecting Boards: Colorado Open records act CORA Requirements: • Board records are required to be available for inspection by members of the public upon request. These records include: meeting minutes, official documents such as reports, minutes of telephone conversations about board business, emails and text messages between board members regarding board business • There are some exceptions, including communications that are personal in nature • However, as a general rule, board members should err on the side of considering all communications to be potentially releasable, including records related to board business that are kept on a personally owned, private computer

32. Larimer County: Boards & Commissions Member Training Laws affecting Boards: AMERICANS with DISABILITIES ACT ADA: • This federal law prohibits discrimination against any person with a disability (Pub. L. No. 101-336, 104 Stat. 328, 1990) • Applies to all programs, services, and activities of state governments, including meetings of boards and commissions • This law encourages the participation of all citizens in government activities • If a person with a disability needs accommodation to participate in a meeting, it is the responsibility of the program staff administering the board to arrange appropriate accommodation

33. Larimer County: Boards & Commissions Member Training COUNTY POLICIES AFFECTING Boards & Commissions Policy 100.11 - Larimer County Boards, Commissions, Councils and Committees Policy includes more info on the following: • Read full policy here • Purpose: To establish a uniform Policy and Procedure process for Larimer County boards, commissions or task forces; provide reference for cross training and training new personnel. • Scope: This Policy and Procedure applies to all County Citizen volunteer boards, commissions and task forces and the appropriate staff who support the functions of these entities. This Policy and Procedure does not apply to internal staff committees, task forces or ad hock work groups or the County Retirement Board. • Definitions of board types and other roles • Terms • Recruitment • Selection Process • Notification • Vacancies • Alternates • Staff Support • Commissioner liaison • Orientation and Training • Bylaws • Recognition • Ownership of Intellectual Property • Submitting Information to the BOCC • Open Meetings • Decision Making • Compensation and Reimbursement • Insurance Coverage • Conflict of interest • Gifts • Minutes • Agendas • Waivers

34. Larimer County: Boards & Commissions Member Training COUNTY POLICIES AFFECTING Boards & Commissions Board & Commission Bylaws • Each board, commission or task force has adopted by bylaws that are consistent with County policy. • Bylaws include a description of the goals, objectives, duties or tasks of the board/commission as defined by the BOCC. • Revisions of bylaws are adopted upon approval by the BOCC.

35. Larimer County: Boards & Commissions Member Training Section 5 BOARD & COMMISSION MEMBER RESPONSIBILITIES

36. Larimer County: Boards & Commissions Member Training Board & Commission Member responsibilities Even though Larimer County has many different types and sizes of boards and commissions, each member is in a unique and valued position to influence programs and policies. As a board member, you have seven main expectations, in addition to those defined by your board or commission. Be sure to talk with your staff liaison about your specific board’s expectation and responsibilities.

37. Larimer County: Boards & Commissions Member Training Board & Commission Member responsibilities • Attendance – Regular attendance is critical in ensuring decisions represent the board as a whole. Please refer to your board’s bylaws for specifics about attendance requirements. • Preparation – Be sure to adequately prepare for meetings by reviewing reports and other documents provided by your board’s staff liaison prior to the meeting. Being informed about issues affecting your board’s work will also help you make informed decisions • Engagement – You are responsible for being engaged in your board’s work. You are responsible for communicating well, participating in discussions, exhibiting a willingness to work with the group and make compromises, and maintaining a civil and professional demeanor.

38. Larimer County: Boards & Commissions Member Training Board & Commission Member responsibilities • Obedience of applicable laws – You are expected to be familiar with the laws discussed during this training and to ask questions if you do not understand them. • Working with Larimer County – Work collectively with other members and with the County to achieve assigned responsibilities. Also, utilize the County’s time and resources wisely and judiciously.

39. Larimer County: Boards & Commissions Member Training Board & Commission Member responsibilities • Understanding your board or commission– Be sure to check with your staff liaison about expectations and requirements for your board, which usually include: • Number and times of meetings • Leadership and organization structure (chair, officers, committees) • Decision making procedures (quorums, how decisions are made, adherence to Robert’s Rules) • Completion of this training– complete upon appointment and reappointment.

40. Larimer County: Boards & Commissions Member Training Board & Commission Member responsibilities Board & Commission Member Terms • Almost all board and commission members are limited to serving two terms • The BOCC reserves the right to both waive the 2-term limit or to not reappoint a board or commission member to a second term. • The length of the term varies with each board or commission’s bylaws and typically range from 2 to 4 years • A partial term is when a board member fills a vacancy of someone who resigned midway through is or her term. If a board member serves a partial term, he or she is eligible to serve two full terms in addition to the partial term

41. Larimer County: Boards & Commissions Member Training Section 6 STAFF RESPONSIBILITIES

42. Larimer County: Boards & Commissions Member Training STAFF RESPONSIBILITIES County staff liaisons: • Are assigned to administer each board and are not usually voting members. • Are responsible for: • Reviewing and understanding the board’s authority • Training board members on specific board responsibilities • Day to day administration of any programs assigned to the board • Scheduling board meetings • Ensuring proper records are kept, including; • Meeting agenda and minutes, including decisions made and vote counts. (These documents shall also be posted on the Board/Commission webpage) • Correspondence • Reports, recommendation, or other formal documents

43. Larimer County: Boards & Commissions Member Training STAFF RESPONSIBILITIES County staff liaisons help boards and commissions work with the County Staff serve as the main conduit of information between the board and the Department or Office in which the board or commission is placed. Staff liaisons are thus responsible for communicating: • Accurate and timely information necessary to the board or commissions work • Decisions, actions, questions, or concerns of the board or commission to the BOCC.

44. Larimer County: Boards & Commissions Member Training STAFF RESPONSIBILITIES Commissioners’ Staff: • Notice board & commission meetings • Coordinate board & commission appointments • Provide board & commission new member trainings • Host annual reception

45. Larimer County: Boards & Commissions Member Training Section 7 FINAL STEP

46. Larimer County: Boards & Commissions Member Training FINAL STEP To complete training: • Take the quiz until you correctly answer 7 out of the 10 questions. • You can take the quiz as many times as you need. TAKE ME TO THE QUIZ (You will be redirected to a JotForm quiz page)

47. Larimer County: Boards & Commissions Member Training THANK YOU! FROM THE BOARD OF COUNTY COMMISSIONERS