B. CAC Membership Process Courtney Stone, Membership Subcommittee Chair. B. Public Participation Plan Jason O Brien, Transportation Planner

Transcription

1 COMMUNITY ADVISORY COMMITTEE MEETING AGENDA April 24, :00-5:00 p.m. Main Conference Room Indicates that additional materials are included in the packet 1. Regular Meeting - Call to Order/Establish a Quorum/Introductions 2. Consent items A. Agenda B. Minutes C. Board Financial Report 3. Public Comments 4. Action Items A Draft Chapters for Public Release Kathryn Wenger, Senior Transportation Planner B. CAC Membership Process Courtney Stone, Membership Subcommittee Chair 5. Information /Discussion Items A. Legislative Report Jessica McMullen, Policy and Communications Manager B. Public Participation Plan Jason O Brien, Transportation Planner 6. Member Discussion 7. Items for next CAC Meeting A. Mountain Metropolitan Transit, Brian Vitulli 8. PPACG Meeting and Event Schedule 9. Adjournment The Meeting Room is accessible to persons with disabilities. In compliance with the Americans with Disabilities Act (ADA), those requiring special assistance, such as large-type face print, sign language or other reasonable accommodations, may request those through the administrative offices at: 15 S 7th St, Colorado Springs, CO (719) , at least twenty-four hours before the meeting. Si necesita ayuda con traducción, llame por favor al x126 y comuníquese con Brian Potts. 1

2 COMMUNITY ADVISORY COMMITTEE MEMBERS Thirty percent of the current voting committee membership (rounded up to the nearest whole number) shall constitute a quorum. CITIZENS-AT-LARGE Kim Mutchler Expires Nov 30, 2020 Jim Moore Expires May 31, 2020 Michelle Day * Expires May 31, 2019 Courtney Stone, 2 nd Vice Chair*Expires May 31, 2020 Aubrey Day Expires Nov 30, 2019 Orrin Childers Expires Nov 30, 2020 CITY OF COLORADO SPRINGS Tamara Dipner* Expires Nov 30, 2020 Thomas Pfeifle Expires Nov 30, 2020 Vacant CITY OF FOUNTAIN Sharon Brown, Chair Expires Nov 30, 2019 Phillip Thomas (Alternate) Expires Nov 30, 2019 CITY OF MANITOU SPRINGS Roy Rosenthal Expires Nov 30, 2020 CITY OF VICTOR Vacant CITY OF WOODLAND PARK Jon DeVaux Expires Nov 30, 2020 LEAGUE OF WOMEN VOTERS Julie Ott Expires Nov 30, 2019 TELLER COUNTY Ellen Haase* Expires May 31, 2019 TOWN OF GREEN MOUNTAIN FALLS Ann Esch Expires May 30, 2020 TOWN OF MONUMENT Terri Hayes Expires Nov 30, 2020 TOWN OF PALMER LAKE Vacant TOWN OF RAMAH Vacant PARK COUNTY Bill Boles Expires Nov 30, 2021 PIKES PEAK AREA COUNCIL OF GOVERNMENTS Jessica McMullen (Non-Voting) COUNCIL OF NEIGHBORS AND ORGANIZATIONS Tim O Donnell, 1 st Vice Chair Expires Nov 30, 2020 EL PASO COUNTY Harold Moffat* Expires May 31, 2019 Adam Rezner Expires Nov 30, 2021 Vacant *Second Term 4/2019 2

3 COMMUNITY ADVISORY COMMITEE The Community Advisory Committee serves as the formal mechanism for the active participation of citizens in the planning, promotion, and evaluation of activities of the Pikes Peak Area Council of Governments. The CAC is a non-technical body comprised of volunteers who offer a citizen s perspective on issues such as transportation, the environment, economic development and military impact planning in the Pikes Peak region. The CAC also ensures the responsiveness and accountability of government, helps create better plans and activities, and generates support for regional cooperation. The CAC nominates citizens-at-large, and member governments and community organizations nominate their respective representatives. The Board of Directors approves all nominations. CAC members are expected to: Identify problems and needs within their respective communities that relate to PPACG programs Generate new ideas and alternatives for PPACG action Review and evaluate PPACG planning products and activities Recommend priorities for allocation of PPACG program funds Share information about PPACG programs with respective communities and organizations Advise PPACG on appropriate public involvement strategies and activities Advocate a regional perspective for problem-solving Ensure a broad-based, inclusive committee environment *Second Term 4/2019 3

4 Agenda Item 2B DRAFT Minutes COMMUNITY ADVISORY COMMITTEE MEETING March 27, :00-5:00 p.m. Main Conference Room 1. Regular Meeting - Call to Order/Establish Quorum/Introductions Ms. Sharon Brown called the meeting to order at 3:01 P.M. Introductions were made. 2. Consent items A. Agenda The agenda was modified to add an item, 4B, CAC Membership Policy and Process. B. Minutes February 27, 2019 Mr. Jim Moore noted to add an asterisk to his name on the roster as he is serving his second term. C. Board Financial Report This was an information item. Mr. Jim Moore moved to approve the consent items to include the amended agenda and the roster correction, seconded by Ms. Courtney Stone. The motion carried unanimously. 3. Public Comments A. Julie Bishop, CSU Senior Project Engineer, Water Resources Ms. Bishop provided information about Colorado Springs Utilities water supplies and water resource optimization. She explained how the water is used for both drinking and non-potable supply and comes from many sources. She explained the benefits of allowing various districts and stakeholders such as USAFA to connect to the Colorado Springs Utilities waste water systems; there is currently a project in the early stages of planning and consideration. 4. Action Items A. FFY TIP Amendment #8 Ms. Kathryn Wenger, PPACG Senior Transportation Planner, provided details of TIP amendment #8. CDOT is requesting to add $5,890,934 in state Water Quality Mitigation Funds for construction of storm water ponds, ditches, and storm sewer pipe for I-25/N Gate/N Powers interchange; add $52,367,700 in private funds from Copper Ridge Metro District and lastly, add the CDOT Division of Transit and Rail project to the TIP using SB-228 state funding. Mr. John Hall, CDOT, provided highlights and addressed committee questions regarding the addition of funds for the projects. Mr. Jim Moore moved to recommend approval of TIP Amendment #8, seconded by Ms. Tamara Dipner. The motion carried unanimously. B. Membership Policy Committee Ms. Courtney Stone, Chair of the CAC Membership Policy Subcommittee, explained that there is not currently a CAC membership or application process reflective of what the PPACG Board s current procedure is. The Board changed their bylaws in 2017 to remove the option of a paid associate membership which in turn, provided community-based organizations the opportunity to designate a seat on the CAC. 4

5 Agenda Item 2B A request was made for transcription of Ms. Stone s overview; the full recording of the meeting can be found at So--to give a little bit of context of the subcommittee meeting we had yesterday initiated with the membership request from NEPCO--which we recommended approval to the Board last month, the intent of this committee meeting was we recommend approval for this particular organization but moving forward what does the process look like for community-based organizations to have representation on the CAC? I will say that our recommendations are on the table in front of you in draft form and we are very much open to input and suggestions from the entire committee about how to make sure we are being as even-handed and inclusive as possible with how we make sure that representation on the CAC is coming back to our roles as diverse and broad-based as possible-that the people that represent community needs include as many people as possible. The committee met with a few intentions in mind to identify a process moving forward but to also make sure that we had a discussion about potential unmet needs or unserved communities that could use or benefit from representation on the CAC. We have this brief for you and some of the discussion we had yesterday really focused on what our current process looks like and in short there s not a really great [sic] current process as far as what it would look like for a community-based organization to get membership on the CAC. We started our conversation with a few prompting questions; one of which was what currently unites membership on the CAC? What do groups currently have in common? How are we currently addressing unmet needs and how do we include organizational representation that doesn t create a totally bureaucratic process for people to work through? How do we make sure we are being inclusive and efficient as possible? So--you have our recommendation in front of you and I have to say I am thankful for the people who were involved in the process because I think it brings to mind that we do have a very diverse broadbase of perspectives and needs and as much as possible we were trying to be sensitive to maintaining that in the future. A couple of things to give some context for, we identified that there s three different kinds of memberships in the CAC. There are memberships that represent a geographic area, the six individual at large members, and three community-based organizations that we love and have done an incredible job representing the needs of that organization. That said, that latter group, community-based organizations, those that have membership on the CAC currently have that membership based on a process at the PPACG Board level that does not currently exist any longer. In the past, there was the option for community-based organizations to have an associate membership at PPACG; they paid for that membership and as part of the process were able to appoint someone on the CAC to represent their organization. The PPACG Board updated their bylaws in 2017 at some point and removed that option for an associate membership so it is no longer a possibility for organizations to have that membership and appoint someone to the CAC. Our current bylaws reflect that old process that community-based organizations would go to the PPACG Board for appointment or approval without necessarily having to come to the CAC because they were being appointed based on a membership that we have no interaction with. Our bylaws aren t necessarily reflective of what the current process at the PPACG Board level looks like. With that said-we recognize that those organizations have brought incredible value as far as being able to provide a broad base of input and we wanted to both include those organizations and make sure that the option for representation is available for other organizations moving forward. This is sort of where we came to our recommendation which was that we create five seats on the CAC total for organizations that represent a broad base of needs in the community and that the process for application would directly mirror our process for individual At-Large memberships so that were not creating a new discussion or new process but that the application into the CAC would fall in line with our October initiation; the membership appointment committee reviews applications and collectively recommends back to the CAC for recommendation to the Board. We have some potential processes or things that we want to make sure community-based organizations are maintaining or are in line with the general goals of the CAC. What that looks like as far as term limits and current organizational representation is open to this group. The committee discussed the draft outline of the process created by the Membership Policy Subcommittee who met March 26 th. There was discussion on how current community organizations future membership 5

6 Agenda Item 2B would be handled. After much discussion, the CAC agreed that finishing the new membership process in its entirety before allowing a new membership (NEPCO) is recommended. Mr. Jon DeVaux moved to recommend that the Board and CAC table NEPCO s request for membership until after the membership policy, process, and bylaws revision are finalized, seconded by Mr. Hal Moffat. The motion carried unanimously. 5. Information Items A. Legislative Report Jessica McMullen, Policy and Communications Manager, provided an update of the bills currently being reviewed by the Legislative Subcommittee. The Board of Directors positions on various bills are outlined in the memo. B. Strategic Plan Update Mr. Andrew Gunning, Executive Director, provided program and organizational highlights as related to PPACG s Strategic Plan and goals. 6. Member Discussion Mr. Ken Prather, PPACG Transportation Planner, is retiring after 27 years on April 2 nd. The Sertoma Club is hosting their Spirits of Spring fundraiser on Saturday, March 30 th. SpiritsofSpring.org City Council - (ADU ordinance) Accessory Dwelling Units are being discussed. 7. Items for future CAC Meetings Mountain Metro Transit CAC Membership Policy and Process 8. PPACG Meeting Schedule April 24, 2019, 3 P.M. PPACG Main Conference Room 15 S 7 th St., Colorado Springs, CO Adjournment Chair Brown adjourned the meeting at 5:07 p.m. 6

7 Agenda Item 2B Attendees Present Name Agency/Affiliation X Aubrey Day Courtney Stone, 2 nd Vice Chair Citizen-At-Large Citizen-At-Large X Jim Moore Citizen-At-Large X Kim Mutchler Citizen-At-Large Michelle Day Citizen-At-Large X Orrin Childers Citizen-At-Large X Tamara Dipner City of Colorado Springs Thomas Pfeifle Greg Lauer (Alternate) City of Colorado Springs City of Fountain X Sharon Brown, Chair City of Fountain Roy Rosenthal City of Manitou Springs X Jon DeVaux City of Woodland Park X Tim O Donnell, 1 st Vice Chair CONO X Harold Moffat El Paso County Adam Rezner El Paso County X Julie Ott League of Women Voters X Bill Boles Park County X Jessica McMullen PPACG X Ellen Haase Teller County X Ann Esch Town of Green Mountain Falls Terri Hayes Town of Monument X PPACG staff and guests 7

8 Agenda Item 2C M E M O R A N D U M DATE: April 10, 2019 TO: PPACG Board of Directors FROM: Kacy Partridge, Finance Manager THROUGH: Andrew Gunning, Executive Director SUBJECT: SUMMARY FINANCIAL REPORTS ACTION REQUESTED: Information Only SUMMARY The February 2019 financial reports are attached. The Balance Sheet illustrates PPACG assets, liabilities, and fund equity. Assets as of February 28, 2019 were $3,300,261 this is an increase of $210,275 over year end Total Assets include Cash of $1,632,059 and Accounts Receivable of $1,132,480. Liabilities as of February 28, 2019 were $907,867 this is an increase of $208,856 over year end Total Liabilities include Accounts Payable of $366,896 and Unearned Revenue of $380,554. Total Equity as of month end February 28, 2019 was $2,392,395. Statement of Revenue and Expenses shows year-to-date income and expenses as compared to budgeted amounts and budget variances. Year to date revenue as of February 28, 2019 was $1,066,963 this is 87% under total 2019 budget. Year to date expense as of February 28, 2019 was $1,065,544 this is 87% under total 2019 budget. Net Revenue over Expense as of February 28, 2019 was $1,419. I am available to address any questions that Board members may have about the report information. ATTACHMENTS 1) 2019 Balance Sheet 2) 2019 Statement of Revenue and Expense 8

9 9

10 10

11 Agenda Item 4A DATE: April 24, 2019 TO: PPACG Community Advisory Committee FROM: Kathryn Wenger, Senior Transportation Planner SUBJECT: 2045 Draft Chapters for Public Release ACTION REQUESTED: Review & Recommend SUMMARY As part of the next phase in the 2045 Long Range Transportation Plan (LRTP) development process, staff has begun drafting and editing the LRTP chapters. The draft chapters will be brought to the committees in two, possibly three, batches for review and release to the public. Approval of the action requested, is not an adoption of the chapters or the final plan. This will occur after a public comment period and additional time for TAC, CAC and the BOD to review comments and drafts before final approval (timeline below). The draft chapters batch one can be found here: 3XoMWIk88ruujw?e=ThsIiJ Draft chapters batch one: 1. Introduction 2. Planning Process and Public Involvement 4. Future Regional Development 6. Mitigation and Monitoring 9. System Management and Operations 11. Safety 12. Security 15. Air Quality Conformity Draft chapters batch two: 3. Performance Report 5. Regional Transportation Needs 7. Financial Plan 8. Implementation Plan 10. Technology 13. Freight and Economic Issues 14. Public Health 11

12 Agenda Item 4A 2045 planned timeline for remaining activities: April -TAC and CAC recommend draft chapters batch one be made available for public release and comment May -BOD approves draft chapters batch one for public release -TAC and CAC recommend draft chapters batch two and project list with EJ Analysis be made available for public release and comment June -BOD approves draft chapters batch two and project list with EJ Analysis for public release -TAC and CAC recommend draft executive summary be made available for public release and comment July -BOD approves draft executive summary for public release -PPACG staff produces materials for public comment period August -Public comment period and public events -Air quality conformity review September -TAC and CAC review public comments and full draft October -BOD reviews public comments and full draft -TAC and CAC recommend final approval and plan adoption (planned) November -BOD final approval and plan adoption (planned) ACTION REQUESTED Recommend 2045 draft chapters batch one be made available for public release and comment. ATTACHMENTS None. 12

13 Agenda Item 4B DATE: April 24, 2019 TO: PPACG Community Advisory Committee FROM: Jessica McMullen, Policy and Communication Manager SUBJECT: CAC Membership Policy and Process ACTION REQUESTED: Review & Recommend SUMMARY The CAC was approached by NEPCO with a request for a voting seat on the CAC. The CAC reviewed their request and suggested approval to the Board and assigned a committee of CAC members to review what the future process should be for membership requests. The Membership Policy Subcommittee met twice and will present recommendations on April 24th for an update to CAC bylaws, an implementation process for community-based organization membership and recommendations for the Membership Appointment Committee. The CAC recommended at our meeting on March 27th that the Board table the vote on NEPCO membership until the CAC finalizes a formal membership appointment process, at which point we would very much welcome NEPCO s membership application through the identified process DETAILS After review of the CAC approval of bylaws, the group would propose the following bylaw change. To replace; the following three community-based organizations with broad-based representation and a regional perspective related to the mission and programs of PPACG: The Council of Neighborhood Organizations, the Colorado Springs Regional Business Alliance, and the League of Women Voters. With: up to five community-based organizations. These organizations shall apply to the CAC in the committee s membership process and nominate an individual to represent them on this committee. Upon approval, an organization may serve up to two three-year terms. Organizations may reapply for membership after two terms. As needed an organization may designate a new representative subject to confirmation by the PPACG Board of Directors. Term limits are for organizational membership and not based on the individual representative. They suggest the following process for organizational membership requests; 1) All organization membership proposals begin with a letter of application to the CAC, addressing these points including the name of initial representative. a. Demonstrate to CAC i. They serve an under-represented community. 13

14 Agenda Item 4B Attachment 1 Bylaws of the Community Advisory Committee Pikes Peak Area Council of Governments Revised and Approved by the PPACG Board of Directors June 15,

15 ARTICLE I NAME The name of this committee shall be the Community Advisory Committee of the Pikes Peak Area Council of Governments. Section 1. AUTHORITY ARTICLE II ORGANIZATION The committee shall be governed by the policies and guidelines set forth by the Pikes Peak Area Council of Governments or as amended. Section 2. AREA The area to be served by the committee consists of El Paso, Teller, and Park Counties. Section 3. NONDISCRIMINATION No person in any protected class included in Federal, state of Colorado, or local Nondiscrimination Laws and ordinances will be excluded from participating in, be denied the benefits of, or be subject to discrimination from the committee. Section 1. PURPOSE The purpose of this committee is to: ARTICLE III PURPOSE A. Advise and recommend appropriate courses of action to the PPACG Board of Directors and PPACG staff on regional issues directly related to the mission and programs of PPACG; and B. Assist the Pikes Peak Area Council of Governments and the PPACG staff in keeping the general public informed relative to regional plans and programs. Approved June 15, of 10 15

16 ARTICLE IV MEMBERSHIP Section 1. COMPOSITION AND REPRESENTATION All PPACG member entities are eligible for voting membership on the committee. Entities shall be members upon submittal of a request for membership and identification of a representative, subject to confirmation by the PPACG Board of Directors. Each entity, except El Paso County and the City of Colorado Springs will have one voting member. El Paso County and the City of Colorado Springs are each authorized three representatives. Representatives of these entities are limited to two consecutive terms. Upon termination of the term of the previous representative, the entities shall designate new representatives subject to confirmation by the PPACG Board of Directors. The committee will have six at-large, voting members who will be selected according to Section 7 of this Article and are limited to two consecutive three-year terms. Additionally, voting membership positions are granted to up to five community based organizations. These organizations shall apply to the CAC in the committee s membership process, and nominate an individual to represent them on this committee.. Term limits are for organizational membership and not based on the individual representative. Organizations may reapply for membership after two terms if interested. An organization may designate a new representative subject to confirmation by the PPACG Board of Directors. PPACG staff are non-voting members of this committee and all subcommittees. Section 2. ADDITIONAL CRITERIA Members must have a sincere interest in serving the community and must have the time to review pertinent materials and attend meetings of the committee. Section 3. SELECTION The committee will make recommendations to the PPACG Board of Directors on the at-large membership of the committee. Approved June 15, of 10 16

17 The PPACG Board of Directors will review all applications for membership and recommendations for representatives from community-based organizations. It reserves the right to review and approve/disapprove or withdraw that approval at any time. Section 4. TERM OF MEMBERSHIP A full term of membership is three (3) years, which shall begin on June 1 or December 1 of their appointment year, whichever date is closer to the date the member is appointed. A member may serve no more than two (2) consecutive full terms. A member who has completed two terms may reapply for appointment to the same or different category of membership one year after the end of their second term.. Section 5. ABSENTEEISM Any member who misses three (3) consecutive, regularly scheduled meetings or a total of four (4), regular meetings, during a twelve-month period shall be automatically reviewed by the Officers of the CAC for possible termination. When a committee member has been absent for the second consecutive time or has been absent for the third time in any twelve-month period, the CAC Chairperson shall inform the member that another absence shall result in his/her membership being reviewed. If attendance does not improve, other actions including removal may be recommended by the CAC Chairperson for consideration by the PPACG Board of Directors. Section 6. LEAVE OF ABSENCE Any member may be granted an excused temporary leave of absence from serving on the Committee upon submitting a written request to the Chairperson of the CAC explaining the reason(s) for the requested absence, subject to approval of the PPACG Board. Section 7. VACANCIES AND APPOINTMENTS The committee shall screen and/or interview applicants to fill at-large vacancies on the committee and make recommendations to the Board of Directors. All other membership positions are nominated by the member entity. The PPACG Board, thereafter, reviews all recommendations and appoints members to this Committee. Section 8. RESIGNATIONS Approved June 15, of 10 17

18 Members are encouraged to send written notice of intent to resign to the PPACG Executive Director and a copy to the committee chairperson and to the administrative office of the member entity represented as soon as possible but at least one (1) month before the termination date. Section 1. OFFICERS ARTICLE V OFFICERS Officers of the committee shall consist of a Chairperson, First Vice-chairperson and Second Vice-chairperson. Section 2. SELECTION OF OFFICERS Only voting members of the committee are eligible to be officers. Officers may be nominated by a Nominating/Membership Subcommittee, from the floor or both as appropriate. Nominees shall be presented to the membership for election at the November meeting each year. Election shall be by ballot with a majority vote electing the officers. Section 3. TERM OF OFFICE Elected officers shall serve for a term of one (1) year in accordance beginning January 1 following election. Such officers shall hold office until they resign, are removed, are otherwise disqualified to serve, or until their successors shall be elected, whichever occurs first. Officers may be re-elected but may not serve more than two (2) consecutive terms. Section 4. VACANCIES A vacancy in any office shall be filled for the unexpired portion of the term by the immediate subordinate officer (e.g., if the Chair is vacant, the 1 st Vice Chair will serve in that position until the next regular election). In the event of a vacancy in the office of either2nd Vice-Chair, the Chairperson may temporarily appoint a new 2 nd Vice Chairperson until such time as an individual is elected to fill the unexpired term. When required, election for Second Vice-chairpersons shall be held at a regularly scheduled meeting within sixty (60) days after the vacancy occurs. The election shall follow the nominating/voting process established by Article V, Section 2. Approved June 15, of 10 18

19 A member elected to fill an unexpired term of six (6) months or longer shall be considered to be filling a full term of office. Section 5. REMOVAL AND RESIGNATIONS Any request for removal of an officer will be submitted to the PPACG Board of Directors. The Board of Directors, after investigation, may remove the officer and call for a special election for a new officer. Any officer may resign his/her position as an officer at any time by giving written notice to the Chairperson of the committee and the PPACG Executive Director. Any such resignation shall take effect on the date of the receipt of such notice or at any later date specified therein, not to exceed the expiration date of the regular term of the office. The acceptance of such resignation shall not be necessary to make it effective. Section 6. DUTIES OF THE CHAIRPERSON The Chairperson shall serve in the following capacities: A. Preside at all meetings of the Committee and shall be eligible to vote on all matters; B. Assure effective, efficient and timely conduct of the committee's meetings; C. Work closely and coordinate with the assigned PPACG staff liaison person on developing annual objectives of the committee to be communicated to and approved by the Board of Directors; D. Appoint all Chairpersons of sub-committees; E. Serve as an ex-officio non-voting member of all subcommittees created by the committee; F. Be responsible to the PPACG Board of Directors to assure that all subcommittees are accomplishing their objectives; and G. Perform such other duties as may be assigned from time to time by the committee or requested by the PPACG staff assigned to the committee. H. Attend Board of Directors meetings when possible and/or if requested by the Board's chair. Approved June 15, of 10 19

20 Section 7. DUTIES OF THE VICE-CHAIRPERSONS In the absence of the Chairperson or in the event of his/her inability to act or if the office is vacant, the First Vice-Chairperson shall perform all duties of the Chairperson, and when so acting, shall have all the powers and be subject to all restrictions of the Chairperson. Similarly, in the absence of both the Chairperson and First Vice-Chairperson, the Second Vice- Chairperson shall perform the duties of and have the powers of the Chairperson. Section 1. PUBLIC MEETING ARTICLE VI MEETINGS, VOTING & QUORUM All meetings of the committee and its sub-committees are open to the public. Citizens are welcome at meetings and may express their opinions at such times as designated by the agenda or when recognized by the Chairperson. Section 2. REGULAR AND SPECIAL MEETINGS A. Regular meetings of the committee shall be held monthly or as needed. Notice of said meetings and all available meeting materials shall be mailed to each committee member at least seven (7) days prior to the meeting. B. Special meetings of the committee may be called at the discretion of the PPACG staff in consultation with the Chairperson or by written petition by any three (3) committee members mailed or delivered personally to the Chairperson with a copy to the PPACG staff liaison. The PPACG shall fix the time, date and location for holding any special meeting. Committee members shall be notified by mail/fax, in person or by telephone of such special meetings, and said notice shall specify the nature of any and all business to be conducted at such meetings. Section 3. VOTING Voting members of the committee shall be entitled to one (1) vote on all matters brought before a regular or special meeting of the committee, provided a quorum is present. No proxy vote shall be allowed. All issues shall be settled by a majority vote. Section 4. QUORUM Approved June 15, of 10 20

21 Thirty percent of the current voting committee membership (rounded up to the nearest whole number) shall constitute a quorum. A quorum shall be necessary for the transaction of any official business at any meeting of the committee. Section 5. PROCEDURE The latest version of Robert's Rules of Order shall govern the conduct of business at all meetings of the committee and its sub-committees except when such Rules are in conflict with these bylaws. Section 6. SECRETARIAL DUTIES The PPACG will meet the secretarial needs of the committee and shall keep the bylaws as amended, minutes of all meetings of the committee, a current membership list containing the names, addresses and telephone numbers of all committee members, and all other official documents of the committee. Section 1. STANDING SUB-COMMITTEES ARTICLE VII SUB-COMMITTEES The Nominating/Membership Sub-Committee (NMSC) is the only standing sub-committee of the Community Advisory Committee. It shall consist of three (3) voting members. The NMSC shall select a slate of nominees for election of officers at the last meeting of the year as set forth in Article V, Section 2. The NMSC shall also select a slate of nominees for election to the positions of Chairperson and Vice-Chairpersons in the event that vacancies occur in these positions as set forth in Article V, Section 4. The NMSC shall interview and recommend new committee members to fill vacancies where appropriate. Section 2. NEW SUB-COMMITTEES When a need arises for a new subcommittee, a written request which identifies the purpose, charge, objectives, relationships, membership, officers, requirement for minutes, and term of the subcommittee will be submitted to the PPACG Board of Directors for approval. Section 3. SUB-COMMITTEE APPOINTMENTS The committee Chairperson shall appoint the Chair of each sub-committee. If warranted, the committee may request experts from outside the committee be appointed voting members of Approved June 15, of 10 21

22 the subcommittee. Members of all sub-committees shall be recommended by a majority vote of the full committee to the PPACG Board of Directors which, at its discretion, will approve/disapprove the recommendation. Section 4. SUB-COMMITTEE VACANCIES Vacancies on any sub-committee may be filled for the unexpired portion of the term in the same manner as provided in the case of original appointments. Section 5. SUB-COMMITTEE QUORUM A simple majority of the members of a sub-committee shall constitute a quorum of such subcommittee, and the actions of a majority of the members at a meeting at which a quorum is present shall be the action of the sub-committee. Section 1. ANNOUNCING CONFLICT ARTICLE VIII CONFLICT OF INTEREST Whenever a committee or sub-committee member has cause to believe that a matter to be voted upon would involve him/her in a conflict of interest, s/he shall announce the conflict of interest and shall request a ruling by the committee on voting on such matters. Section 2. ABSTENTION FROM VOTING No committee or sub-committee member shall vote on any matter which would involve a conflict of interest. ARTICLE IX AMENDMENT OF BYLAWS Action may be initiated at any duly constituted meeting of the committee to alter, amend or repeal these bylaws and have new bylaws adopted. Notice of any proposed amendment to, or repeal of, these bylaws shall be presented at a duly constituted meeting of the committee, and shall then be voted on at the next duly constituted meeting of the committee. A copy of the current bylaws with the proposed changes shall be distributed to all committee members at least thirty (30) days in advance of the meeting at which the amendment will be presented for Approved June 15, of 10 22

23 approval. An affirmative vote by the majority of the committee members is necessary for amendment adoption. The committee's recommendation to amend these bylaws is then subject to approval by the PPACG Board of Directors. The PPACG Board of Directors may from time to time amend its bylaws, or change its policies, necessitating revisions in the bylaws of this committee. Should such a case occur, the PPACG Chairman shall notify or cause to notify the Chairperson of the committee to implement such changes. Approved June 15, of 10 23

24 Agenda Item 4B Attachment 2 1. Call to Order COMMUNITY ADVISORY COMMITTEE MEMBERSHIP SUBCOMMITTEE Notes A. Attendees: Courtney Stone, Sharon Brown, Hal Moffat, Jim Moore, Tamara Dipner 2. Update and finalize recommendation for community-based organization representation A. Recommendation request CAC approval of bylaws change to replace; the following three community-based organizations with broad-based representation and a regional perspective related to the mission and programs of PPACG: The Council of Neighborhood Organizations, the Colorado Springs Regional Business Alliance, and the League of Women Voters. With: up to five community-based organizations. These organizations shall apply to the CAC in the committee s membership process and nominate an individual to represent them on this committee. Upon approval, the organizations may serve up to two three-year terms. Organizations may reapply for membership after two terms. As needed an organization may designate a new representative subject to confirmation by the PPACG Board of Directors. Term limits are for organizational membership and not based on the individual representative. 3. Determine implementation process for community-based organization representation A. Stagger introductory terms for community organizations. B. The process requires organizations to designate their initial representative at time of application. C. Current community-based organizations receive two three-year terms on acceptance of first new member. D. Membership orientation will include discussion on conflict of interest. 4. Identify process recommendations to 2019 Membership Appointment Committee A. All organization membership proposals begin with a letter of application to the CAC, addressing these points including the name of initial representative. i. Demonstrate to CAC 1. They serve an under-represented community. 2. They are additive to CAC representation of PPACG communities (Not duplicating current membership, etc.). 3. They add diversity to the CAC (geography, types of community, renter/homeowner, employers, transportation needs, etc.). ii. Demonstrate alignment to PPACG priorities and CAC roles. B. Membership committee is sent the letters of application and performs review (in alignment with citizen at-large appointment process). 5. Adjournment 24

25 Agenda Item 4B ii. They are additive to CAC representation of PPACG communities (Not duplicating current membership, etc.). iii. They add diversity to the CAC (geography, types of community, renter/homeowner, employers, transportation needs, etc.). iv. They their organization aligns with PPACG priorities and CAC roles. 2) Membership committee is sent the letters of application and performs review (in alignment with citizen at-large appointment process). The committee suggests that current community-based organizations receive automatic two three-year terms on acceptance of first new member. CAC membership orientation will include discussion on conflicts of interest and how to handle them. ACTION REQUESTED Recommend CAC approve the proposed amendment to the PPACG CAC bylaws membership section and establish the process as suggested by the committee. ATTACHMENTS 1) PPACG CAC Bylaws Revisions Suggested 2) Membership Subcommittee Notes 25

26 Agenda Item 5A M E M O R A N D U M DATE: April 24, 2019 TO: PPACG Community Advisory Committee FROM: Jessica McMullen, Policy and Communication Manager SUBJECT: Legislative Committee - Legislation ACTION REQUESTED: Information Only SUMMARY: PPACG tracks legislation that could potentially affect our programs. The Board s Legislative Subcommittee meets weekly to review and recommend positions to the Executive Committee. For 2019, PPACG hired Furman Strategies lobbying firm to assist in our relationships and ability to impact legislation. The PPACG Board of Directors took the following positions at the April 10 board meeting: Support A. HB ; Increase Tax Credit Allocation Affordable Housing. B. HB , Protect Public Health Firefighter Safety Regulation PFAS Polyfluoroalkyl Substances Oppose C. HB ; Climate Action Plan To Reduce Pollution D. SB19-196; Colorado Quality Apprenticeship Training Act Of 2019 E. HB Electric Motor Vehicle Charging Station Parking Oppose Unless Amended Requesting two amendments; Reduce violation fee and surcharge amount to align with parking fine amounts. Remove private parking references. Monitor F. HB ; Voter Approval to Retain Revenue for Education & Transportation G. HB ; Allocate Voter-approved Revenue For Education & Transportation Reviewed/No PPACG Position A. HB ; Affordable Housing Funding From Vendor Fee Changes B. HB ; Extreme Risk Protection Orders (Red Flag Bill) C. SB19-207; FY Long Bill Additional Bills Reviewed by Legislative Committee 26

27 Agenda Item 5A A. HB ; Census Outreach Grant Program; Concerning the promotion of an accurate count in the decennial census by creating a census outreach program, and, in connection therewith, making an appropriation. Position Monitor, suggest amendment to require committee have representation from all 7 congressional districts (selected by congressional offices), to ensure broad selection of members and aim for equitable distribution and fairness in grantee selections? B. HB ; Income Tax Credit and Senior Property Tax Exemption; Concerning the creation of a refundable income tax credit for qualifying seniors that replaces the senior property tax exemption, and, in connection therewith, enacting the "Senior Housing Security Act of 2019". Position Oppose C. HB ; Incentives Developers Facilitate Affordable Housing; Concerning incentives to assist land developers in providing affordable housing statewide, and, in connection therewith, supplementing the centralized inventory of state-owned real property to assist the public in identifying non-developed land owned by the state that could be developed for affordable housing purposes and making modifications to the administration of an existing property tax exemption that applies to certain affordable housing developments. Position Monitor and Loren will ask for more detail from main sponsor on what bill is actually trying to do D. HB ; Expand Supply Affordable Housing; Concerning the use of money from certain state funds to expand the supply of affordable housing statewide. Position - Monitor ATTACHMENTS: 1) The PPACG Legislative Tracking Page is available at Legislative Tracking Page tripe 27

28 Agenda Item 5B M E M O R A N D U M DATE: April 24, 2019 TO: PPACG Community Advisory Committee FROM: Jason O Brien, Transportation Planner SUBJECT: Public Participation Plan ACTION REQUESTED: Discussion SUMMARY Federal regulations require PPACG to produce a Public Participation Plan (PPP) to guide public involvement for agency plans and programs in order to ensure a well-informed effort. An early draft was brought before the TAC in January. Since that time, the draft PPP has been revised in response to comments. Substantial new material related to outreach for underserved populations has been added. Public Participation Plan The PPP guides PPACG s public process for required documents such as the Long Range Transportation Plan (LRTP) and Transportation Improvement Program (TIP). It does not determine how funds are spent or which projects may be selected for funding. It helps to determine how public input will be solicited and used during the planning process, sets certain minimum requirements for notification of the public, and provides guidance for inclusion of underrepresented groups. The current draft PPP improves over the previous plan by providing a broader selection of strategies and methods for communication with the public, especially in the area of electronic media. In response to a regular Federal Highway Administration (FHWA) certification review, it also provides better accountability by listing specific methods that will be used to communicate with the public and by detailing how we expect to measure the success of our public outreach methods. As we complete each of our other major planning documents, CDOT and FHWA will check to make sure that PPACG has conducted a public process consistent with the PPP. PPACG has traditionally completed a new PPP with each successive Long Range Transportation Plan. The draft PPP is currently available for public comment. The comment period was launched on 4/1/2019, initiating the federally required 45-day public comment period. Attachments Draft Public Participation Plan - ax8vlb6dhyrqw?e=9dnz1r 28

29 May Meetings and Events May Meetings May 7 at 12 Noon Water Quality Management Committee May 8 at 9:00 AM PPACG Board of Directors May 16 at 1:30 PM Transportation Advisory Committee Meeting May 29 at 1:00 PM Air Quality Technical Committee May 29 at 3:00 PM Community Advisory Committee Meeting May 30 at 9:00 AM Aging Regional Advisory Committee Meeting May Events May 2 at 5:30 PM Ent Retirement Series Retirement By Design May 20 at 9:00 AM Medicare 101 at PPACG May 23 at 5:30 PM Medicare 101 at PPACG Older Americans Month Each May we work to celebrate older Americans and the communities of which they are a vital part. Everyone benefits when everyone can participate. The 2019 theme, Connect, Create, Contribute, encourages older adults and their communities to: Connect with friends, family, and services that support participation. Create by engaging in activities that promote learning, health, and personal enrichment. Contribute time, talent, and life experience to benefit others. Communities that encourage the contributions of older adults are stronger! By engaging and supporting all community members, we recognize that older adults play a key role in the vitality of our neighborhoods, networks, and lives. We encourage everyone of all ages to connect, create, and contribute for stronger and more diverse communities this May, and throughout the year. CONTACT US : PPACG 15 South 7th Street, Colorado Springs, Tel : Web: PPACG Area Agency on Aging 14 South Chestnut Street, Colorado Springs Tel :