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HomeMy WebLinkAboutMemo - Read Before Packet - 1/9/2024 - Memorandum From Anissa Hollingshead And Ann Marie Sharratt Re: Leadership Planning Team Meeting Minutes – January 8, 2024 City Clerk 300 Laporte Avenue P.O. Box 580 Fort Collins, CO 80522 970.221.6515 970.221-6295 - fax fcgov.com/cityclerk MEMORANDUM DATE: January 9, 2024 TO: Mayor and Councilmembers FROM: Anissa Hollingshead, City Clerk Ann Marie Sharratt, Assistant City Clerk RE: Leadership Planning Team (LPT) Meeting Mayor Jeni Arndt, Mayor Pro Tem Emily Francis, City Attorney Carrie Daggett, City Manager Kelly DiMartino, Assistant City Manager Rupa Venkatesh, City Clerk Anissa Hollingshead, and Assistant City Clerk Ann Marie Sharratt, met via Teams on Monday, January 8, 2024. The following summarizes the discussions that began at 8:00 a.m. January 9, 2024 Special Meeting (Organizational Meeting): • The published agenda for this meeting was reviewed. • The Oaths of Office will be signed during the ceremonial portion of the meeting. A table will be set up on which to sign them, after the oath is taken. • It was confirmed each person taking the oath will be “affirming” the oath. • Assistant City Manager Rupa Venkatesh will ensure the wording is finalized for the reading of the City of Fort Collins Land Acknowledgement prior to the start of the meeting. January 16, 2024 Regular Meeting: • The draft agenda for this meeting was reviewed. • The consent calendar was reviewed which includes 1 set of minutes for approval, no second reading ordinances, 7 first reading ordinances, and 4 resolutions on the consent calendar for approval. • There are 2 items on discussion: 1 second reading ordinance, and 1 first reading ordinance. The order of the items will reflect the second reading occurs first, as per protocol. January 16, 2024 Work Session: • The draft agenda for this work session was reviewed. • Because this is the first work session that will move back to the Council Information Center (CIC) Room after meeting in the Colorado River Room of 222 for the last two years, it was requested this Leadership Planning Team Meeting January 8, 2024 Page 2 of 4 change be given extra promotion. It was suggested CPIO send out a social media post regarding the change in locations in addition to other potential methods of publicizing the shift. A prominent note about the location will be added to the next several work session agendas and a sign will posted on the door at 222 with the new location of the work session. 6-Month Calendar: • Upcoming meetings were reviewed with particular attention to any shifts. • City Manager DiMartino noted work sessions are currently fully booked until May. It is anticipated following the Council retreat in late January there may be a need for shifting some of the currently planned items based on Council’s identified priorities. In addition, it is expected business items for regular Council meetings will also increase after that point. • In response to a question to confirm if it is the intention for the full Council to discuss the Community Capital Improvement Tax and Street Maintenance ¼ cent tax renewal prior the topic coming to Council Finance Committee, City Manager DiMartino indicated she would confirm this with CFO Travis Storin. Currently the first work session on this topic is scheduled for February 13, with a second work session scheduled for April 23. City Clerk Anissa Hollingshead • In follow up on the prior LPT discussion about summer break options, presented considerations relating to the two primary options for the summer break in 2024, including Option 1 occurring June 17-July 5, over the Colorado Municipal League (CML) Annual Conference and the week of the Fourth of July, or from July 22-August 9, including a fifth week in July and the week of National Night Out. Presented information about key dates currently planned or anticipated for both the adoption of the 2025-26 Budget and considering any potential ballot questions. Any ballot language being referred to a special election held as part of the November 5 Coordinated Election needs to be certified by September 6, 2024. o Option 1 would include cancelling two Council meetings and one work session and would also require rescheduling the planned timing of the Recommended Budget Preview from the June 25 Work Session. In terms of considering potential ballot questions, there would be two periods of more than a month between Council meetings, from June 4 to July 16, and again from July 16 to August 20, as the August 6 Council meeting would still need to be cancelled for National Night Out. o Option 2 would include cancelling one Council meeting and one work session, with a fifth Tuesday also included in the three-week period. For 2024, it would still likely be possible for Council to meet during the week of CML given the conference will be held in Loveland and Councilmembers may still be able to attend both the meeting and the conference. There would not be an impact to planned budget dates with this option. o Option 2 was identified as the preferred alternative for 2024, with the summer meeting break occurring July 22 through August 6. • Highlighted the potential for identifying a standard rhythm related to the summer meeting schedule. For 2024 and 2025, the two years are similar with dates based on the calendar and when meetings Leadership Planning Team Meeting January 8, 2024 Page 3 of 4 fall, including July containing a fifth Tuesday in both years. Mayor Jeni Arndt noted it makes sense to implement a 2-year Council calendar for the current term of Council following this pattern. • In other calendar shifts, it was noted a Council meeting is scheduled for the first Tuesday of November, which is Election Day, and currently first reading of the budget adoption ordinances is scheduled for that meeting. It was decided the Council meeting will be moved to another night that week, likely Monday, November 4, and the budget adoption ordinance will be moved to another meeting date so it occurs at an expected regular meeting time and date. The Budget team has already been made aware of the potential need to shift this date and is working to identify alternative timing. Note: the Charter requires that the Budget be adopted on second reading no later than the end of November. • Reviews for Council direct reports have also been tentatively scheduled for the regular work session dates of May 28, the day after Memorial Day, and November 26, during the week of Thanksgiving. City Clerk Anissa Hollingshead has sent out an email to check availability of each direct report for the proposed dates. Assistant City Clerk Ann Marie Sharratt • No additional items. City Attorney Carrie Daggett • No additional items. Assistant City Manager Rupa Venkatesh • No additional items. City Manager Kelly DiMartino • Shared an update regarding the meeting held last Friday, January 5, with the Timbervine and Dry Creek neighborhoods focused on the recent string of arson events. Assistant Police Chief Adam McCambridge attended the meeting with 175-200 residents who expressed high engagement around partnering with law enforcement to catch the arsonist. Mayor Pro Tem Emily Francis • Noted in regard to new Councilmember onboarding, it would be helpful for all those who are beginning new terms to receive any materials provided and to be included in the opportunity for any informational or training sessions. Mayor Arndt also requested to be copied on any onboarding communications to incoming Councilmember Potyondy as a courtesy for awareness. It was noted Councilmember-elect Potyondy was provided a copy of the updated Council Resource Guide and all Councilmembers will soon be receiving the guide along with a one-page document prepared by Economic Health regarding each district. • Asked for clarification on whether the April training is only required for new Councilmembers. Assistant City Manager Venkatesh clarified it is mandatory training for all of Council, and will include the Anti-Harassment and Ant-Discrimination training that replaced the Respectful Workplace training Leadership Planning Team Meeting January 8, 2024 Page 4 of 4 and is required to be completed every two years. During this workshop, training will also be provided on the Code of Conduct, Ethics Rules, and Gifts and Honoraria. Mayor Jeni Arndt • Noted she is very aware of the recent arsons in the Timbervine and Dry Creek neighborhoods and is willing to contribute however she and Council can in supporting the work of law enforcement. Residents are rightfully concerned and want to ensure everyone is doing everything they can in this situation. City Manager DiMartino will connect with Assistant Police Chief Adam McCambridge to ask specifically if there is any way for the Mayor and Council to contribute in current efforts and will also ensure all of Council is equipped with the information shared at last week’s community meeting. It was also noted Police Services and the Larimer County Sheriff’s Office are working together closely on this issue as it spans both City and County jurisdictions. • Expressed thanks to the City staff responsible for planning and coordinating the lovely goodbye party for Councilmember Shirley Peel. • Shoutout to Councilmember Peel for her collegiality and civility in her work on Council, including in the example of inviting Councilmember-elect Melanie Potyondy to last week’s goodbye party and standing with her to pass things on both ceremonially and in practice which will set the tone on how one leaves an institution. She will be missed and the Council welcomes new Councilmember Potyondy. • Regarding Senate Bill 23-198, which goes into effect later this spring, she noted Platte River Power Authority (PRPA) is fully committed to meeting the requirements and is in compliance. The bill allows for flexibility in planning and implementing major transitions required. • Requested ensuring all lists and communications are updated to reflect the transition from Councilmember Peel to incoming Councilmember Potyondy. City Manager DiMartino noted that this was scheduled to happen as of 6:00 p.m. on January 9. Meeting adjourned at 8:53 a.m.