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HomeMy WebLinkAboutMinutes - Read Before Packet - 1/16/2024 - Memorandum From Anissa Hollingshead And Amani Chamberlin Re: Leadership Planning Team Meeting Minutes - January 16, 2024City Clerk 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6515 970.221-6295 - fax fcgov.com/cityclerk MEMORANDUM  DATE: January 16, 2024 TO: Mayor and Councilmembers FROM: Anissa Hollingshead, City Clerk Amani Chamberlin, Assistant City Clerk RE: Leadership Planning Team (LPT) Meeting Mayor Jeni Arndt, Mayor Pro Tem Emily Francis (via Teams), City Attorney Carrie Daggett, City Manager Kelly DiMartino, Deputy City Manager Tyler Marr, City Clerk Anissa Hollingshead, and Assistant City Clerk Amani Chamberlin met in person, Tuesday, January 16, 2024. The following summarizes the discussions that began at 8:05 a.m. Notes: 1/16/2024 Regular Meeting: The published agenda for this meeting was reviewed. There are two proclamations, and the consent agenda includes eight first readings and five resolutions along with two sets of minutes from the December 19 regular meeting and January 9 special meeting for approval. The two discussion items do not have formal presentations but will have staff available for any questions. For item 3, first reading of an ordinance to appropriate funding for change management resources to support the legislative management system that will update the Council’s agenda process, it was noted Council was sent the minutes of the Council Finance Committee meeting last week. Staff will work to put together a read before memo out today as well to ensure those minutes are publicly accessible. The size of the Oak Street Stormwater Improvements Project was mentioned, noting it is the second largest capital project in the city outside of MAX, with work happening on downtown outfalls over a 20-year journey. On item 8, first reading of an ordinance amending the City Code to exempt plumbing fixtures from permits and inspections, Mayor Arndt gave a shout out to Marcus Coldiron and the team that brought this forward. It was noted item 14, making an appointment to the Platte River Power Authority Board, has been the subject of a few emails to Council and may be pulled from the consent agenda for discussion. Leadership Planning Team Meeting January 16, 2024 Page 2 of 4 In light of the numerous salary adjustments coming forward recently and tonight for Council approval, there was a reminder that salary adjustments for Council members will usually happen in July. This coincides with the mid-year release of updated Area Median Income (AMI) data in June, which is the basis for Council member salaries under the Charter. It was also noted there are currently several speakers signed up for general public comment tonight to speak regarding concerns around the sale of animals in addition to other topics that are on the agenda. 1/16/2024 Work Session: There was discussion about the new location for work sessions in the CIC (Council Information Center) Room of City Hall this year, starting with tonight’s meeting. There was also conversation about preferred seating arrangements for Council and City staff. Following the LPT meeting, those present went to the CIC Room to review the space and new tables and determined a general seating arrangement that focuses on allowing Councilmembers to be seated in a manner that allows them to easily see one another. A diagram of the space is also attached to these notes.  The published agenda for this work session was also reviewed. 1/23/2024 Work Session:  The Draft Agenda for this meeting was reviewed.  City Manager DiMartino noted staff has confirmed with the retreat facilitator that they will be present for this work session and able to kick things off with a grounding in what makes a good priority before moving into the staff presentations. 6-Month Calendar: Upcoming meetings were reviewed with particular attention to any shifts. A request was made to confirm the planned placement of a grant item for the February 6 meeting. Following the LPT meeting, Clerk staff was able to confirm this item can be placed on consent and that change was made to the six-month calendar prior to its publication on the City website. A request has been made by a member of Council to schedule a community report for an update from the Larimer County Behavioral Health Services Department. It was discussed that given work sessions are full in the next several weeks, while Council meetings are less full, so it would be appropriate to schedule this report as part of a Council meeting. February 20 was noted as a potential date for this that will be confirmed with that team. City Clerk Anissa Hollingshead  Noted the election complaints filed as part of the 2023 Municipal Election have nearly all been closed. (Within an hour of the end of the meeting, the determination of the final complaint was had been communicated to both the respondent and complainant.) Through managing these complaints, process analysis has taken place by both the City Clerk’s Office and City Attorney’s Office and good insight can be provided for Election Code Committee’s work in this realm this year. Leadership Planning Team Meeting January 16, 2024 Page 3 of 4  Shout out to Davinia Lau as her Boards and Commissions engagement work has proved fruitful with a high number of applications coming in during the recruitment period that just ended. Just over the weekend, an additional 60 applications were submitted. Assistant City Clerk Amani Chamberlin  No additional items. City Attorney Carrie Daggett  Noted the updates to the formats of resolutions and ordinances have been finalized and are in use for the January 16 meeting. Expressed gratitude for the additional feedback received when sharing the proposed new formats at a prior LPT meeting, as it led to some good additional changes to the final product. Deputy City Manager Tyler Marr  Shared a good news item regarding the Poudre Library District and Poudre School District Board both approving the Intergovernmental Agreement for the Southeast Community Center. Shared kudos to Real Estate, Finance and Recreation teams for their efforts.  Kudos to the pivots on the MLK Day march and event and kudos to Mayor Arndt and Kendall Minor as well for their roles in the event. City Manager Kelly DiMartino  Noted the water came back on last Friday afternoon in the 215 Mason building. That facility had been without water service for a full week after a boring company hit sewer lines from the building while doing work in the area. Mayor Pro Tem Emily Francis  Requested clarification on when interviews for boards and commissions appointments are planned and when holds will be placed on Councilmember calendars. It was noted the planned window for interviews is in February, which was confirmed to be February 12 through March 1. Requested calendar holds be placed as soon as possible. Following the close of the recruitment period yesterday, the Boards and Commissions primary coordinator has provided applicant summary and time sheets to the City Manager’s Office to support placing those holds.  Posed a question about whether a standard process has been identified regarding how many applicants are interviewed for boards and commissions considering the capacity of all those involved. Spoke on a few questions about interviewing and efficiency of recruitment process and requested an update on standards in this realm at the time calendar holds are placed. Kudos for the added language in Mayor’s scripts regarding the requirement for those involved in boards and commissions to state such when providing public comment.  Asked for clarification regarding the process for notifying liaisons when someone resigns from a board or commission. as presently there is not a formal process. Francis asked that when someone resigns that notice be shared with the Council liaison that includes information about when recruitment for Leadership Planning Team Meeting January 16, 2024 Page 4 of 4 that position will next occur as well as what are necessary requirements for filling the position. It was subsequently confirmed with the Public Engagement Specialist who manages board and commission administration that her standard practice is to email the Council liaison regarding any resignations. Mayor Jeni Arndt  Commended the organizers of the City/CSU/Community MLK day event despite it having to be rearranged and re programmed due to the weather. Stated that people felt involved, and the event was inclusive and well attended. Added that there was great communication on all fronts to make it go smoothly even with the changes.  Stated her thanks to the city for 24/7 services, opening on time and being ready to go for snow removal and thanks to PRPA for the reliable light and power in this weather.  Attended State of the State address last Thursday along with the other mayors of the state’s four largest cities. Noted Fort Collins was recognized twice, including for its work on housing and as well as the vibrant downtown area. Denver Mayor Mike Johnston is trying to coordinate mayors around the country regarding the issue of Immigration–Arndt indicated her willingness to be part of the group in terms of listening and learning about this discussion predicting immigration is something that will continue to grow in relevance to this community.  Requested a pulse check with staff regarding the process overall of Council priority setting, particularly in light of the shift in timing with November elections. City Manager DiMartino noted staff response overall includes optimism in the upcoming process and is appreciative of the thoughtful requests from Council while also acknowledging there is still growing to do in adjusting to changes in the process. Meeting adjourned at 8:47 a.m. Screen KEY: Green = Staff/Presenters Gold = Council Periwinkle = Manager, Clerk, Attorney Mayor Mayor Pro Tem Manager Clerk Attorney Moveable Wall to Council Chambers