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Home My WebLink AboutCOUNCIL - AGENDA ITEM - 07/07/2015 - RESOLUTION 2015-066 ADOPTING COUNCIL RETREAT PRIORAgenda Item 21 Item # 21 Page 1 AGENDA ITEM SUMMARY July 7, 2015 City Council STAFF Darin Atteberry, City Manager SUBJECT Resolution 2015-066 Adopting Council Retreat Priorities for 2015-2017. EXECUTIVE SUMMARY The purpose of this item is to adopt the City Council Priorities as identified during the May 2015 retreat. STAFF RECOMMENDATION Staff recommends adoption of the Resolution. BACKGROUND / DISCUSSION City Council plays an integral role in establishing long and near-term priorities for the City. This is done through a regular cycle of strategic planning, establishing goals and priorities, and directing resources to accomplish priorities through the Budgeting for Outcomes (BFO) process. In March 2014, City Council met at a work session to discuss the Strategic Plan, which forms the foundation for preparation of the budget. The Strategic Plan is based on identification and analysis of: A. Organizational inputs, such as emerging trends and issues, financial information, and workforce trends; B. Citizen survey and input information, which included extensive community outreach and the Citizen Survey; and C. Council priorities and input. The attached graphic (Attachment 1) demonstrates the relationship between the Strategic Plan, BFO, BFO Programs and Initiatives In preparation for the May retreat, City Council received an update on the Strategic Plan. Next, City Council met individually with retreat facilitator Julia Novak to discuss their expectations for the retreat and to set the stage for productive governance. This information was discussed at the retreat on May 16 and 17 with the City Council and members of the Executive Lead Team (ELT). The purpose of the retreat was to discuss Council priorities for the next two years. A report summarizing the retreat is included (Attachment 2). The priorities identified by Council fall within the seven Key Outcome Areas and are summarized below: Agenda Item 21 Item # 21 Page 2 Outcome Area Priorities Economic Health  Formation of a City Foundation  Innovative community Environmental Health  Air quality enforcement  Waste-to-energy  Water tap fees/districts  Council representation on Boxelder Safe Community  Police substation in Campus West  Bike patrols Community & Neighborhood Livability  Housing affordability  Rental licensing  Gentrification study  Use of Hughes Stadium  Community separators Culture & Recreation  Refresh current parks Transportation  I-25 widening funding  Train underpass and schedules. High Performing Government  Plan Fort Collins Update (vision for the City’s future)  Open data policy.  Discuss option of Social Sustainability as a Key Outcome Area  Sales tax recapture  Policy for excess use tax Not included on the final list of priorities are items that:  Are already underway;  Did not receive preliminary support of Councilmembers. NEXT STEPS The Executive Lead Team (ELT) will create a schedule that indicates the quarter the identified priorities will come before Council. Staff will capture this information on the current Six Month Calendar (at the end of the document) to make review of the schedule easy for citizens viewing the calendar online, the Leadership Planning Team (LPT), and the ELT. The amended Planning Calendar is included (Attachment 3). CITY FINANCIAL IMPACTS Priorities that do not have an identified funding source (recently voter-approved Capital Improvement Tax or BOB 2.0, KFCG, 2015-2016 Adopted Budget) will need to be included in the mid-year budget revision. ATTACHMENTS 1. BFO Big Picture Timeline (PDF) 2. Final 2015 Council Retreat Report (PDF) 3. Calendar Council Priorities by Quarter (PDF) Big Picture CASCADE OF COUNCIL INFLUENCE STARTING WITH THE ON-BOARDING PROCESS. City of Fort Collins, Colorado City Council Retreat May 2015 ATTACHMENT 2 May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 1 | P a g e The Fort Collins City Council met on May 16 and 17, 2015 to conduct a planning retreat. The purpose of the retreat was:  Set the stage for productive governance  Develop a workplan for Council priorities for the next 12 to 24 months to guide the City organization On May 16, the meeting was attended by the Mayor, Mayor Pro Tem, City Councilmembers, Municipal Judge, City Attorney and City Manager. The retreat was facilitated by The Novak Consulting Group. The group committed to the following ground rules during the retreat:  Listen with respect  Let others finish before you start talking  Be attentive to the speaker  Disagree agreeably  Be:  BOLD  positive and realistic  candid and honest  patient and respectful  engaged and fully present  Strive for consensus  Look for opportunities to agree  Remember the power of “if” and “and”  Have fun! Retreat Expectations At the beginning of the retreat each person had a chance to share their expectations for the retreat.  Consensus workplan  Openness, candidness with honesty  Alignment with new Councilmembers and/or identifying where we may digress  See the new team coalesce and figure out new processes to agree and disagree  Sense of priorities and themes  Focus on a few thing with a sense of doing  Clarity around expectations, anything we can stop doing? May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 2 | P a g e Governing Together The Mayor and City Council then engaged in a conversation stimulated by the following questions:  What does good governance look like to you?  What values are important to you in governing?  What is important to remember when your position is the prevailing decision and what is important to remember when your position is not the prevailing decision?  What type of relationship do you hope to have with your colleagues on the Council?  What type of relationship do you hope to have with the City Administration?  What do you hope this City Council will be known for? o Where we actually accomplish something – there is deliverable and achievement; we have the luxury of getting a lot done; making progress. o It’s about accomplishing those things that meet the needs of our constituents – that’s why we are here – to serve the constituency. o Confidence in the community – that we are representing their best interests in our deliberations and our decisions. o Good is a value – it’s about liking the governance you see – bad governance could be done with values I like but the outcome I could disagree with. You can’t see it, you can’t determine it for others – there is no objective criteria for good governance because it is a value. o True! But we should still try to achieve good governance. o If people don’t like decisions and we have petitions every month then we are not governing well. o Some of that ties back to confidence that Wade talked about – if we have a 4-3 vote, then there is less confidence in the judgment; people decide who they will vote for then – out of sight out of mind – but if they see 4-3 votes I think they engage more. o Due Process is governance, not outcomes – to me citizens look for a fair process and things are dealt with fairly – that is the basis of our country. o Relationships mentioned in the literature provided as being a factor in effectiveness. o To me – transparency, openness, honesty – a process that yields good results. o City Council talks a lot about policy – but good governance also applies something about operations – efficiency, reliability, things people don’t think about! Are the pipes being replaced, are the police being trained; the most frequent interaction people have in FC is when they turn the light switch on. o Informed conscious decision-making. o Relationships – the community, each other, how the Mayor runs the meeting, what he allows and doesn’t allow; respect to the community and from the community – discussing issues without personal attacks. There needs to be respect both ways – this is incumbent upon the Mayor in how he runs the meetings; and us being honest in our relationships and how we treat staff! How we email, talk to staff and the way staff makes presentations, etc. Sometimes it feels like we are setting staff up to trip, don’t like that feeling. o Important decisions – it is important to hear from one another on how we got to yes and how we got to no – it helps me and it helps staff understand where we are focused and what it means, etc. We can’t expect staff to second guess, we need to share our philosophical opinions – can’t just say “no”. o Why you are making the vote – it’s important to say why “yes” and why “no”. o Good process. May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 3 | P a g e o Respect – people in the public have a lot of dissatisfaction with government in general – when there isn’t respect that breeds dissatisfaction. People out talk each other – a lot of people aren’t engaged at all. Good governance is getting the public engaged in the process as we are. We hear from a handful of people a lot – and most people not at all. Bickering turns people off and discourages them from participating. We need to model this type of respect! o Big turnout doesn’t equal good governance or a better decision; it doesn’t ensure a better outcome. Representative form of government – ideas are good, more doesn’t equal better, interesting but not necessarily relevant. o Active listening – there are different roles we take and play – hearing one another, engaging is really important. Our representative role is also important. o Good to hear from a lot of people in different ways – not just about people coming to public comment; exposure to those viewpoints are important. Ultimately we have to make a decision but that we heard those viewpoints is important. o One of the things I appreciate about Council is we have 7 perspectives and 7 different experiences – that helps us provide good governance. We all have some special expertise to bring. If we listen we should be hearing the same things – the districts aren’t that different. Sometimes there are distinctions, but generally people want the same things. Would like us to bring the wisdom we have, then go out and get informed and bring that to make the decision – make sure we don’t just represent the loud voice. We can’t govern for the loud voice. o There are people who are poor and can’t get there – some don’t want to get engaged, but they want to trust us. o Respect is about esteem – they have something really special – that would be hard to do. o Respect is built based on trust and interactions with perceived fairness. That is not given it is earned. o Where do you begin? Do we start with an A? But we are not at the first day of class. o Maybe Council shouldn’t engage in campaigns so we don’t team up against each other o Articulating our values allows us to hold one another accountable – translates to interactions with staff and the public. o Respect starts with us, then our interaction with City staff and citizens as a whole. o Each person brings something to the game – so each person should have their own voice. Respect is acknowledging the voice they bring to the deliberation. Wherever you fall – explain your voice. After the conversation on governing, the Council debriefed the recent election and how active participation by sitting Councilmembers in the election process has impacted working relationships moving forward.  How do we move beyond the election?  We need to decide how we will work together  Ultimately appreciate and respect the decisions of the voters and will work with the colleagues the public has selected  Can’t continue with the “game of politics” and do a good job  The consequences of politics continuing need to be thought through  Council needs to be restorative and there is a need for reconciliation May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 4 | P a g e Procedural Review  Council Meetings – discuss formality/informality and understand how the style of a new Mayor will translate to meetings. o Regular business meetings the Mayor will work to use titles and more formalities o Worksessions will be less formal  Worksessions – what about our worksession format is working well? What adjustments should we consider to make the process more effective? o Encourage Council dialogue o Be clear what the meeting is about o Staff takes a lot of notes – remember do not spend time on something only one person is interested in o City Manager needs to summarize next steps at the end of the meeting so direction is clear and staff follow-up next steps are clear o It is okay to call in to worksessions if out of town  Planning Calendar – the staff maintains a planning calendar that includes a tentative schedule for when items will be presented for worksessions and City Council meetings. We will review this existing calendar. o Items from the retreat will be plotted over a two year period then put on the 6 month planning calendar as worksessions are scheduled o Process improvements to the planning calendar, accessibility and information on the web is appreciated  Rule of Three – Discuss the current practice of making requests of the City Manager and make adjustments as appropriate. o The City Attorney explained the 2003 Resolution which formulated what is now known as the Rule of 3 o Council requested that this item be reviewed and clarified/modified so that direction can only be given at formal business meetings of the governing body May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 5 | P a g e Governing Expectations What do you expect from your colleagues on the Council? What additional expectations do you have for the Mayor? What expectations do we have for the staff?  Meet 1-1 with each other  When a decision is made – it is done  Try not to ascribe motive to behaviors  Share the “why” behind your vote  No second guessing – assume everyone reaches an informed conclusion  Don’t triangulate through staff  Support one another when a factual matter is questioned  Support staff when/if impugned by public  No badgering one another or staff  Avoid “gotchas” – staff and one another  Ask questions in advance  Be present and engaged in the meeting  Read the materials in advance – PREPARE  Don’t rush the development of policy language – wait until next meeting, Mayor will not entertain this  Don’t disrespect the public and each other  Offer amendments if it will get us to yes!  Take lead on things we are passionate about as long as staff time is not impacted outside our normal process  Appreciation expressed for Wade’s style and how he has led meetings to-date  Meet with each member of Council monthly – work with our individual needs and styles  Provide Councilmembers equal time  Clarify and limit “comments” during question o Questions o Motion o Comments May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 6 | P a g e On Sunday, May 17, the Executive Lead Team for the City joined the retreat. The Mayor provided a recap of what was accomplished on Saturday evening to help the ELT enter the conversation. Check in/Agenda Review Those who were present on Saturday evening reflected on the discussion and offered the following input. What went well… What could have been better…  Honesty and candidness  Validated our norms and operating principles  Appreciated input of new Councilmembers  Hearing expectations  Good to come together and discuss the issues  Candor is healthy  Good to hear from Kristen  Frank discussion  Round tables  Saturday/Sunday schedule  Needed more time  Confusion on end time The ELT was invited to share their expectations for the retreat:  Alignment and prioritization  Openness to partnerships  Prioritization  Get on same team – see us as partners – Council and staff working together – staff is not the enemy  External partnerships are helpful to public safety in serving the community  Clarity of Council objectives  Clarity of expectations – what does successful staff work look like  Strategic Planning for Utility Services – want to share things and align with Council on our operations May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 7 | P a g e Strengthening the Council/Staff Partnership  Discuss how to best support the City Council in the process of governing and how best to provide input and questions to staff? o What is helpful to Council in terms of presentations, staff reports? o What staff finds helpful in terms of receiving input and questions, etc.? What does Council expect from and need from Staff? What does staff expect from and need from Council?  Genuine follow-up on matters of inquiry  SAR guidelines o Ask for clarification from Council if needed o Prepare an FAQ with standard responses for Council to use o Put “Hot Topics” Q&A on website o Show us how to search the database of prior SARs  Don’t read P*P presentations  Provide materials in a timely manner (don’t wait ‘til Tuesday)  Highlight changes to presentations and ordinances  Ask us questions – engage in the iterative process at worksessions and via SARs  Anticipate questions – generate discussion questions  Presentations – don’t read the slides, tell us what is in between the lines!  No video tape before meetings (that’s not the “more” we want) Looking for broader engagement  Stay present during worksessions – no leaving for sidebars  Be prepared for hard questions – public expects that from Council  Give me bottom line at beginning then I can read through the report  CM Monthly report – excellent snapshot, thank you  Simplicity is Transparency  Know what the media is saying about the City (coming soon Media Tracking Services)  We don’t need the index in the packet  Don’t call Council to remind us of appointments with Darin  Stop saying “Council directed…”  Use planning calendar to let staff know in advance what questions you want addressed during the worksession  Civility matters to us in how we are dealt with  ELT engaged in worksessions – executive presence is important  Remember…staff views you with respect – presentations can be intimidating  Give us a heads up on questions  Give us an opportunity to develop staff  SARs – more detail the better – be clear in May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 8 | P a g e What does Council expect from and need from Staff? What does staff expect from and need from Council?  Recommendation – could be we need to do more outreach – doesn’t have to be the final “recommendation” – recognize where we are in the process  Use Public Engagement Plans to ensure we don’t miss key stakeholders or policy issues that need outreach – ALL policy issues in the future will have a PEP  Inspire alignment throughout the organization once Council and ELT have worked on something  Recognize the fact that Council majority accepts staff recommendations 80%+ of the time – acknowledges we have a great team and have confidence in you!  If SARs aren’t “answerable” – tell us!  Use domain expertise that exists within our Boards and Commissions to formulate policy guidance May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 9 | P a g e Council Initiatives  Each Councilmember will be asked to discuss the most important policies and initiatives they wish to pursue to further the City’s vision: To Provide World-Class Municipal Services through Operational Excellence and a Culture of Innovation.  After the initial brainstorming the City Manager identified items that are already underway. Those items are already on the City work plan and did not need to be prioritized again as part of the work plan development. Those items are indicated in italics.  The City Manager then identified things that are “easy” to accomplish and not something the Council needs to prioritize They are shown in bold below: o Policy for use of excess USE tax at year end o Add social sustainability as a key outcome area o Innovation community o Boxelder Stormwater District needs Council rep v. staff o Expand IGA discussions to discuss use of Hughes (on follow-up list)  After expressing their priorities for the items left, the Council identified 16 items for the workplan – they are shown in bold (#) with the number of “dots” the item received in parenthesis. Strategic Outcome Area Policy Project Adjustment Economic Health Policy for use of excess Use Tax at Year End – using for true onetime projects with no ongoing O&M Cost of Government for people on fixed incomes Shared Revenue with other communities IGA on community separators Regional Economic Development Partnerships Revenue diversification (double digit revenue source other than Sales Tax) Sales Tax Recapture Initiative (do we work with retailers to stay in FC) (4) Trolley Barn Use (Community Marketplace) City Foundation to fund things outside of the norm of the General Fund (3) Transportation Parking Studies (downtown and neighborhood parking) May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 10 | P a g e Strategic Outcome Area Policy Project Adjustment Transportation Better Partnerships for Transportation (Connectors, Point to point mass transit, Parking Sticker Fees) Transportation System Issues (Trains and Airport) Expand TRANSFORT services across Town and on Sunday Structures I25 Widening Funding – mechanism to work with other jurisdictions (3) Train Underpass – emergency vehicle access as a priority and share train schedules in real time (3) Special Transfort Bus for Peak times and Game Days Work with CSU to develop Park and Ride Safe Community Regional Law Enforcement Initiatives Public Safety by Environmental Design Police Substation in Campus West (4) Intentionally noting Silverado Trail for breweries – Wayfinding for MAX Revise practice of ticketing the homeless Increase Bike Patrol Community and Neighborhood Livability Emphasis on Social Issues in Neighborhoods and Community Rental Licensing (occupation tax) to May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 11 | P a g e Strategic Outcome Area Policy Project Adjustment Community and Neighborhood Livability Expand IGA discussion to discuss use of Hughes Stadium Housing Affordability (middle income issues and affordable housing for lower income and homeless) (4) Gentrification Protection Plan – address and prevent displacement (3) Culture and Recreation Establish a Creative District Regional Dog Park Initiative Public, Private Partnership to reset activities related to Streetmosphere As our Parks build out, transition from building to refreshing (3) Environmental Health Climate Action Plan – ENERGY Explore development of a Water Authority Increase Carbon Neutral Development Water Tap Fees/Districts (3) Wood burning in yards and Gas burning for Outdoor Waste to Energy – landfill and increase recycling (4) Water Storage – Halligan Climate Action Plan related projects (community engagement, Pilots, Climate-wise funding) Tree Preservation May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 12 | P a g e Strategic Outcome Area Policy Project Adjustment Environmental Health Aesthetics Council Oversight of Natural Areas Purchase High Performing Government Add a Social Sustainability Key Outcome Area (discuss at Futures Committee) What do we want to be as a City in the future (5) Prepare for City Plan 2.0 in 2017 (ensure broad community engagement and explore need for midterm funding for early engagement) Asset Management Inventory – share issues with Council Innovation Community Provide data-miners to nonprofits to help make better funding decisions Review Code – refresh based on Case Law Broadband Neighborhood districts help neighborhoods create governance Citizen Information Access (SMART CITIES) – beyond Web and Access FC – partner with others to increase information – clarity, correctness and accessibility; create inventory of prior studies (4) Approach to Community Engagement – how we address change in neighborhoods Participatory Budgeting – voting May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 13 | P a g e The Fort Collins Strategic Plan Vision To provide world-class municipal services through operational excellence and a culture of innovation. Mission Exceptional Service for an exceptional community. Values  Outstanding Service  Innnovation & Creativity  Respect  Integrity  Initiative  Collaboration & Teamwork  Stewardship Key Outcomes Council identified 21 initiatives1 within the seven Key Outcome Areas to pursue as their Workplan in the next two years. Economic Health: Promote a healthy, sustainable economy reflecting community values.  Sales Tax Recapture Initiative  Policy for Use of Excess Use Tax at Year End  IGA on Community separators – Timnath  City Foundation to fund things outside the norm of the General Fund Environmental Health: Promote, protect and enhance a healthy sustainable environment.  Air quality enforcement  Waste to Energy – landfill, increase recycling  Water Tap Fees/Districts  Boxelder Stormwater District needs Council vs. Staff appointment Safe Commmunity: Provide a safe place to live, work, learn and play  Police substation in Campus West  Community Policing Approach – increase bike patrol as a primarry duty Community & Neighobrhood Livability: Provide a high quality built environment and support quality, diverse neighborhoods. 1 21 includes the 16 “new” items and the 5 additional items that can be accomplished with ease May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 14 | P a g e  Housing Affordability – middle income issues and affordable housing for low income/homeless  Rental Licensing (occupation tax) – generate revenue for You plus 2 and money for affordable housing  Gentrification Protection Plan  Expand IGA discussion to discuss use of Hughes Stadium Culture & Recreation: Provide diverse cultural and recreational amenities.  As parks build out – shift from building to refreshing Transportation: Provide for safe & reliable multi-modal travel to, from and throughout the City.  I25 widening funding – mechanism to work with other jurisdictions  Train underpass – emergency vehicle access as a priority – share time schedules in real time High Performing Government: Deliver an efficient, innovative, transparent, effective and collaborative city government.  What do we want the City to be in the future?  Citizen information access – SMART City, Index City studies  Add Social Sustainability as a Key Outcome Area  Innovation community The Complete List The following list includes those items not on the list of final priorities either because they were already underway, are “easy” to do and will be handled administratively, or did not receive sufficient Council support during the retreat to make the final list. Items In Progress Items that can be accomplished with “ease” Items that did not receive sufficient Council support to move forward  Neighborhood Districts – help neighborhoods create governance  Climate Action Plan – community engagement, funding, pilots and climate- wise funding  Council Oversight of Natural Areas purchase  Water Storage – Halligen  Downtown Parking Structures  Parking Studies – downtown and neighborhood parking  Policy for use of excess Use Tax at year end – true one- time cost projects that don’t increase Operating and Maintenance costs  Add Social Sustainability as a Key Outcome area (process with Futures Committee)  Innovation Community  Boxelder Stormwater District needs Council appointment rather than staff member  Expand IGA discussion to discuss the use of Hughes  Prepare for traffic calming relative to stadium impacts (2)  Cost of government for May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 15 | P a g e Items In Progress Items that can be accomplished with “ease” Items that did not receive sufficient Council support to move forward  Approach to Community Engagement – how we address change in neighborhoods  Establish a creative district  Regional economic development partnership  Trolley Barn Use (Community Marketplace)  Climate Action Plan – Energy  Special Transfort Bus for Game Day  Revenue diversification – double digit revenues from something other than Sales Tax  Shared revenue with other communities (beyond Windsor)  Regional Law Enforcement Initiatives  Prepare for City Plan 2.0 in 2017 – ensure broad community engagement – midterm appropriation for early engagement  Broadband Stadium point mass transit, connectors, etc. (2)  Revise practice of ticketing the homeless (1)  Intentionally noting Silverado Trail for breweries – wayfinding to MAX (1)  Public Safety and Health through Environmental Design  Emphasis on Social issues in neighborhoods and community  Billboard Reduction Strategy – digital billboards (1)  Regional Dog Park (1)  Public Private Partnership to reset activities related to Streetmosphere (1)  Tree Preservation and Protection – City Trees (2)  Explore development of a Water Authority (2)  Increase Carbon Neutral Development (1)  Wood burning in yards and May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 16 | P a g e Follow-up Throughout the retreat a number of comments were made that are suggestions, etc. that require follow-up. This list captures those items.  Let’s look at worksession structure to get more definitive outcomes  Look at planning calendar at end of worksession to pre-load upcoming discussions  Look at aligning CM Report with Key Outcomes and dashboard – mobile friendly  Don’t duplicate e-packet – and hard packet – can we customize?  Would use e-packet if I had more training on tools for flagging, finding items, etc.  Help us move towards e-packet use – learn from P&Z experience  Look at timing – when things go to Council and how  Do our templates “position“ staff to say “Council directed…” try “Council and staff met and this is the way we agreed to move forward”  Look at resource requirements for public engagement  Develop FAQ on hot topics and standard responses to service requisitions/questions. Put Hot Topics on Web  Identify ways to get Council to “tour” and discuss various work places and issues – learning opportunities  District “field trips” for Council/ELT  Put IGA for use of Hughes on the list for CSU liaison meetings Next Steps Staff will prepare a resolution that identifies the items that will be on the Council 2015-2017 Workplan and bring it forward for adoption. Closing Comments  Feel pretty good – great conversations today – we came together rather than pushing apart. Looking forward to working together the next two years  Great process – lots of good ideas, things I hadn’t thought about before – things to reflect further, some things below the line may move up the line  Greg – appreciate the perspective of people in the room, lots of input, like the prioritization  Jeff – alignment and priorities – that’s what we did  Judge Lane – impressive, thank you for letting us be part of it  Ross – first goal was a consensus work plan, 90% of the way there  Kevin – Very pleased with the process – alignment, strategic planning and how it interrelates, good discussion, clear where we need to focus in the future  Kristin – this was good experience for me – nice to get to know everybody – went well, there was consensus, great time learned a lot  Kelly – really good dialogue – appreciated the interactive nature and the context of what is important to Council, ended up with a great summary  Mike – applaud the continuous improvement that went on from two years ago – the process improved dramatically to narrow and focus – feel better equipped May 18, 2015 CITY OF FORT COLLINS COUNCIL RETREAT 17 | P a g e  Karen – the context is really helpful – even the things on the lower third, it’s not that they won’t ever happen, some are part of things and we can take that philosophy and put it towards other initiatives  Laurie – appreciate everyone’s thoughts and ideas – good to understand what people are thinking as you start a new position – strategizing about the things on the bottom third – we are better able to do that for hearing this  Gerry – I hope that when staff is working on capital implementation that they look at several of the items on the bottom third of the board and consider them in the future  Ray – Thought this was good – and the discussion was good – like a little bit more levity vs. last night was tense – which was helpful – needed that too. It’s all been good. Ask myself the question – it makes me think, when I was a cop on the street I would frequently walk by a blind person who I didn’t know how to approach, so I sat by him and he said “how do you do Officer” and I wondered how he knew I was a cop! So I asked, he said – even a blind man can see…what does he see, that we don’t? What does the public see that we don’t? Hope we can capture that and when we do our work that we can do it through the eyes of what the public sees and what they want from us. Mercedes Benz Vision is to be heard, understood and to be delighted. Do we hear? Do we understand? Are we delighting? Important balancing act – let’s be honest, have frank discussions – help me understand how you get to yes and no so we all understand.  Wendy – productive day, good process and good outcome! Appreciate the clarity, enjoyed the discussion  Carrie – Really interesting to understand the thought behind the policy. Can’t wait to see it on one sheet  Darin – Clarity, prioritization is what I wanted and we got it! Team does matter – Council team, Staff team and Council-Staff team. I think the public is well-served by people around this room. People love this place, they care. I like that.  Wade –Thank everybody for spending Saturday night and Sunday with us – that’s a big commitment, it’s appreciated. Want to thank everyone for the contributions that you made. You’ve come with the intention to make a contribution to the dialogue and we have worked through some things – it’s appreciated. We have the opportunity to be a high performing Council and work for better outcomes for our community. That’s what excites me the most! What we did today is really important. I see this as a process, rather than as something where “we are done” – we have started the dialogue, we are putting things up, we are engaged with City staff – there are lots of moving parts in play and now we are wrapping these items into that. My perspective is we do view it as continuous improvement. There is always some dialogue and we can move the dial together. Let’s keep the spirit of working together with us as this moves forward and comes to us as a resolution. Today was very productive. Council Retreat Priorities by Quarter Meeting Info Topic Purpose of Item 2 nd Quarter 2015 Apr – May - June Sales Tax Recapture Initiative. CFC – 6/23 Initial discussion for scope clarity scheduled in June. Anticipate multiple discussions at CFC leading to a work session review of the initiative. 3 rd Quarter 2015 July-Aug-Sept IGA on Community separators – Timnath. Fort Collins Elected Officials are going to reach out to Timnath’s Elected Officials to see if they can get this moving. Water Tap Fees/Districts. City Council would like to explore options for addressing the impacts of increasing water development fees on affordable housing in areas of the GMA served by the Water Districts. In addition, the Council is interested in exploring long-term options for water supply planning within the GMA. Policy for Use of Excess Use Tax at Year End. CFC – 8/17 Initial discussion for scope clarity scheduled in August. Anticipate multiple discussions at CFC leading to a work session review of the initiative. Air quality enforcement. Fugitive Dust Ordinance is scheduled October 6, 2015. Waste to Energy – landfill, increase recycling. Explore Waste-to-Energy concepts via a regional roundtable discussion about options for food scraps, small scale biomass, and expansion of anaerobic digester at Drake Waste Reclamation Facility. Housing Affordability – middle income issues and affordable housing for low income/homeless. Consideration of 2015-2019 Affordable Housing Strategic Plan is scheduled for August 18. The purpose is to implement the Strategic Plan to achieve identified outcomes of increasing affordable housing units, preserving existing affordable housing, and providing additional options across the housing continuum. Gentrification Study. A study is currently being conducted to assist the City of Fort Collins in the examination of gentrification by establishing baseline data, comparing data, collaborating with the Stanford Gentrification Study, and identifying strategies for the City to mitigate the negative impacts of gentrification, especially involuntary displacement of residents. DRAFT: SCHEDULE TO BE Revised 7/1/2015 10:03 AM REVIEWED BY LPT ON A REGULAR BASIS ATTACHMENT 1 4 th Quarter 2015 Oct-Nov-Dec Police substation in Campus West. The purpose of this initiative is to increase police presence in the campus west area through the deployment of a police substation. The substation will eventually increase services to the citizen offered by the police as well as form a decentralized location for police response to the public safety needs of the citizens in this area. Community Policing Approach – increase bike patrol as duty. Ongoing The purpose of this initiative is to increase community engagement through the increased use of bicycle patrols in the patrol division. Open Data Policy. Develop a robust Open Data Policy and FcGov Open Data Portal to improve citizen access to information and to enhance transparency. Discuss the option of Social Sustainability as a Key Outcome Area. To discuss whether or not the creation of Social Sustainability as an eighth outcome area will provide greater focus and emphasis on the issues of social sustainability. Innovation community. The innovation ecosystem is undergoing change in Fort Collins with the introduction of Galvanize & ongoing success of CSU and the Innosphere. The EHO team will complete an assessment of the current innovation ecosystem in Fort Collins. The assessment will identify strengths & gaps and in turn may provide the basis for new programs, partnerships, or investment. 1 st Quarter 2016 Jan-Feb-Mar Consider establishing an occupation tax for rental properties and utilize the revenues for affordable housing. Establish a rental licensing program with fees going to affordable housing efforts. To establish a dedicated funding source for affordable housing projects. To ensure that rental housing properties are regularly inspected for health and safety violations and establish a fee to off-set the costs of the program. As parks build out – shift from building to refreshing. Explore options to update, improve and refurbish aging parks to respond to increasing population densities. Expand IGA discussion to discuss use of Hughes Stadium. Engage CSU in a discussion on the use of Hughes Stadium. Suggest a community conversation with Larimer County, CSU, City of Fort Collins and area residents regarding the future use of the Hughes Stadium Property. City Foundation to fund things outside the norm of the General Fund. Establish a committee to lead community engagement and fund raising efforts to support special initiatives not funded through available General Fund sources. Partner with the Community Foundation to provide the back office fiduciary agent support and controls. 2 nd Quarter 2016 Apr-May-June Boxelder Stormwater District needs Council vs. Staff appointment. City Council desires to appoint one of their members to the BBRSA Board. The IGA allows the City to appoint one member independently and one at- large member that is mutually agreed to with the County. Current representatives, office held, and term expiration dates are: Ken Sampley, City Rep. – President – April 2016 Vic Meline, City/County Rep. – Treasurer – April 2017 I-25 widening funding – mechanism to work with other jurisdictions. To maximize the regional effort to ensure that adequate funding is available to add capacity to I-25. 3 rd Quarter 2016 July-Aug-Sep Identify potential locations for grade- separated crossings at railroad crossings. To ensure there is emergency and vehicle access available on east – west routes even when there is train traffic. 4 th Quarter 2016 Oct-Nov-Dec Create an app that informs users of train locations (and blocked intersections) and provides an alternate route To ensure motorists have current information regarding train routes and durations so that drivers can adjust their routes accordingly. 1 st Quarter 2017 Jan-Feb-Mar What do we want the City to be in the future? To engage citizens, visitors and businesses in visioning about the future of Fort Collins as part of the City Plan update. - 1 - RESOLUTION 2015-066 OF THE COUNCIL OF THE CITY OF FORT COLLINS ADOPTING COUNCIL RETREAT PRIORITIES FOR 2015 – 2017 WHEREAS, the Fort Collins City Council met on May 16 and 17, 2015 to conduct a planning retreat, and WHEREAS, the purpose of the retreat was to develop Council priorities to guide the City organization over the next two years, and WHEREAS, an overview of the City’s Strategic Plan, Vision, Mission, and Values was conducted at the retreat to help guide the list of priorities, and WHEREAS, City Council may amend the list of retreat priorities from time to time, based on community needs, available resources, and new opportunities. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS, that the following initiatives within the seven Key Outcome Areas were identified by City Council to pursue over the next two years, in addition to previously approved Strategic Plan, Budgeting for Outcomes and other approved programs and plans: 1. Economic Health: Promote a healthy, sustainable economy reflecting community values. a. City Foundation to fund things outside the norm of the General Fund. b. Innovation community. 2. Environmental Health: Promote, protect and enhance a healthy sustainable environment. a. Air quality enforcement. b. Waste to Energy – landfill, increase recycling. c. Water Tap Fees/Districts. d. Boxelder Stormwater District needs Council vs. Staff appointment. 3. Safe Community: Provide a safe place to live, work, learn and play. a. Police substation in Campus West. b. Community Policing Approach – increase bike patrol as a duty. 4. Community & Neighborhood Livability: Provide a high quality built environment and support quality, diverse neighborhoods. a. Housing Affordability – middle income issues and affordable housing for low income/homeless. - 2 - b. Rental Licensing (occupation tax) – generate revenue for U+2 and money for affordable housing. c. Gentrification Study. d. Expand IGA discussion to discuss use of Hughes Stadium. e. IGA on Community separators – Timnath. 5. Culture & Recreation: Provide diverse cultural and recreational amenities. a. As parks build out – shift from building to refreshing. 6. Transportation: Provide for safe & reliable multi-modal travel to, from and throughout the City. a. I-25 widening funding – mechanism to work with other jurisdictions. b. Train underpass – emergency vehicle access as a priority – share time schedules in real time. 7. High Performing Government: Deliver an efficient, innovative, transparent, effective and collaborative city government. a. What do we want the City to be in the future? b. Open data policy. c. Discuss option of Social Sustainability as a Key Outcome Area. d. Sales Tax Recapture Initiative. e. Policy for Use of Excess Use Tax at Year End. Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 7th day of July, A.D. 2015. _________________________________ Mayor ATTEST: _____________________________ City Clerk gas burning for outdoor aesthetics (2)  Asset Management Inventory – share issues with Council (1)  Participatory Budgeting – public voting  Review code – refresh for case law (2)  Provide data miners for non- profits to help us make better funding decisions people on fixed incomes (1)  Expand Transfort Services across town and on Sunday (2)  Work with CSU to develop a Park and Ride  Transportation System Issues – Trains, Airport (2)  Better partnerships for transportation – point to by districts and Protection Air Quality Enforcement Boxelder Stormwater District needs – Council v. Staff appointment generate revenue for You plus 2 and money for affordable housing (3) Prepare for Traffic Calming relative to stadium impacts Downtown Parking your expectations (how soon, outcome, etc.)  Give us time to get to a staff recommendation – sometimes we need to do more learning and outreach  Give us feedback on Public Engagement Plans so we don’t miss something you have an interest in  Increase rigor around SAR requests – less rhetorical questions – don’t share things from the public that are just about positions on agenda items  Rhetorical questions at worksessions and Council meetings position the staff and are uncomfortable – limit this please  Clear direction at committee meetings should frame Council discussion at worksession  Recognize within Utility Services some policies have conflicting outcomes – help us navigate these – engage in conversations with us about this – focus on each of the 4 areas within Utilities; reaffirm policies and provide reflective feedback  Come visit! Ride-a-long and observe!!!  Remind us if we start commenting before a motion  Let us know about events in our district – invite us, acknowledge us when we are there (Sarah can invite automatically)  Include Council on industry visits  Formality at Council  Informal at worksessions  Give us feedback on industry meetings  Remind us to make reports from committees  It is appreciated when you call people by name at the podium  Use the gavel if you have to in order to maintain order City Manager  Genuine follow-up on matters of inquiry  SAR guidelines o Ask for clarification from Council if needed o Prepare an FAQ with standard responses for Council to use o Put “Hot Topics” Q&A on website o Show us how to search the database of prior SARs  Don’t read P*P presentations  Provide materials in a timely manner (don’t wait ‘til Tuesday)  Highlight changes to presentations and ordinances Judge  Quarterly reports are helpful  Point out things that you see are emerging issues  Judge requests feedback on quarterly and annual report and appreciates the Judicial Review meetings Attorney  Share case law trends  Appreciate 1-1 interaction with City Council  CC all of Council on responses  City Attorney appreciates if you provide a heads up when you have legal questions and welcomes your feedback Strategic Plan 5 Yr. View BFO 2017/2018 On Board & Retreat ATTACHMENT 1