HomeMy WebLinkAboutMemo - Mail Packet - 1/30/2024 - Memorandum From Rupa Venkatesh Re: 2024 Council Retreat1 of 3 | P a g e
City Manager’s Office
PO Box 580
300 LaPorte Ave.
Fort Collins, CO 80522
970.221.6505
970.224.6107 - fax
fcgov.com
MEMORANDUM
Date: January 24, 2024
To: Mayor and City Council
From: Rupa Venkatesh, Assistant City Manager
Through: Kelly DiMartino, City Manager
Re: 2024 Council Retreat
The purpose of this memorandum is to provide information as to what to expect during the 2024
Council Retreat which takes place January 26 - January 27. This retreat was designed around
feedback from Councilmembers with close collaboration of Mayor Jeni Arndt and Mayor Pro
Tem Emily Francis throughout the process.
Jan. 26 dinner
Council direct reports (City Manager, City Attorney, and Municipal Judge) and the retreat
facilitators, Fountainworks, (see Attachment 6 for their biography) will join Council for an
informal dinner on Jan. 26. Councilmembers will be asked to share out their responses to the
following question:
Tell us about something you have seen on TV, read about, or encountered while traveling
that inspired you to think about how it could translate to Fort Collins.
In addition, Council may choose to discuss the 2024 Council calendar (Attachment 4) which
provides a high-level overview of Council meetings, some conferences, board and commission
interviews, and Council meeting break to coincide with National Night Out (August 6).
Council may also choose to discuss the 2024 Council development opportunities which is
included as Attachment 5. These conferences, classes and trainings provide Council with
opportunities to expand their knowledge and apply learnings to their elected role in Fort Collins.
Some of these opportunities are fully budgeted for all of Council (National League of Cities,
Colorado Municipal League and one Legislative Review Committee lobbying trip) as part of core
Council functions. The City also funds travel expenses for Councilmembers who have been
selected by professional organizations to serve on regional and national committees that
provide benefit to the City organization.
In addition, there is $30,000 allocated as a development fund for Council’s use in other
professional development, trainings, and learning opportunities. In 2023, Councilmembers
notified staff if they wanted to attend any of the conferences or trainings on the curated list
provided (similar to Attachment 5). Anything separate from the list, staff consulted the Mayor
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and the opportunity was provided for everyone to participate, if they wished. Mayor and City
Manager Office’s staff regularly audited the development fund budget to ensure proper
administration.
Staff is providing this information so that Council can create a shared understanding of how
funds will be spent so staff can administer accordingly. If Council wants to take a different
approach in 2024, staff welcomes the feedback and further discussion. In 2023, approximately
$22,000 was spent from the development fund.
Jan. 27 retreat
There will be two main sections of the retreat: priority setting and Council appointments. A
detailed agenda is provided in Attachment 1.
Priority setting
This session will be from 8:30-noon. As agreed upon at the January 23 Work Session, each
Councilmember will bring five priorities to share by providing an up to ten minute presentation.
This will be followed by an interactive conversation to ask questions and build a shared
understanding of what is important to each Councilmember before prioritizing. The expected
takeaway will be a list of shared priorities including context on Council’s desired outcome on
what success would look like for each.
For each proposed priority, staff will bring the following information during the Feb. 13 Council
Work Session:
Work underway
Short-term goals
Resource requirements
Community outreach and engagement
Challenges/tradeoffs
Council appointment selection process
Appointments for the 2024-2025 term will be made via resolution during the Feb. 6 Council
meeting. At the retreat, Councilmembers will be asked to indicate their interest in serving. If
there is consensus of assignments, names will be inserted in the draft resolution. If there is not
consensus those items will remain blank and further discussion to resolve appointments will
happen during the regular Council meeting.
For reference, Attachment 2 contains a list of appointed liaison assignments from the 2022-
2023 term. Since this selection process, the following are no longer active and therefore,
Council will not be appointing for the 2024-2025 term. These are struck through on Attachment
2.
Golf Board
Ad Hoc Committee on Boards and Commissions
Regional Transportation Coordination Task Force Policy Advisory Committee
Regional Water Collaboration Steering Committee
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New to 2024 and in bold on Attachment 2 are:
Active Modes Advisory Board
Women and Gender Equity (formerly Women’s Advisory Commission)
An alternate to the Compensation Policy Committee
Attachment 3 is the section of the Municipal Code that Council amended in September 2023 at
the recommendation of the Ad Hoc Committee on Boards and Commissions outlining the
responsibilities of the Council board and commission liaison.
Library Trustee Selection Committee
Council does not have to make any determination at the retreat but we wanted to flag for further
discussion in 2024 prior to the 2025 Library Trustee appointment process.
The 2007 Intergovernmental Agreement (IGA) between the Library District, County, and City
stipulate that the City and County are responsible for appointing trustees to the Board of
Trustees through a selection committee made up of two officials from each legislative body.
Under the state Library Law, each body must ratify (appoint) the new trustees but does not
dictate the manner in which the selection process occurs to include the review of applications,
interviews, and choosing finalists.
The Library District has proposed the following three options and the County is tentatively in
support of Option 3, pending City Council support.
Option 1: Continue the process and timeline as is – City and County narrow candidates
list, interview, select, and appoint
Option 2: Library narrows down the list of candidates and sends top 3 to City and County
to interview and appoint
Option 3: Library interviews candidates, selects finalist, and sends to City and County to
appoint
For 2024, in consultation with the current Council Section Committee, staff have indicated
continuing with Option 1 unless there is different direction from Council.
Attachments
1.Jan. 27 Agenda
2.2022-2023 Council liaison assignments
3.Council liaison responsibilities outlined in Municipal Code
4.2024 Council calendar
5.2024 Council development opportunities
6.Fountainworks Biography
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City Manager’s Office / www.fcgov.com/citymanager / 970-221-6505
City Council Retreat Agenda
SATURDAY, JANUARY 27, 2024
8:00 A.M – 2:30 P.M.
CSU CANVAS STADIUM, INDOOR CLUB (6TH FLOOR), 751 PITKIN ST., 80521
FACILITATOR: JESSICA DAY, FOUNTAINWORKS
AGENDA ITEMS
8:00 – 8:15 Breakfast and settle in
8:15 – 8:30 Welcome and Review of the Day Mayor Jeni Arndt
Priority Setting Session Jessica Day
8:30 – 9:50 Priorities for the Coming Two Years
Councilmembers will have 10 minutes each
to share up to 5 priorities with the group.
9:50-10:20 Questions and Clarification
Councilmembers to ask any follow-up
questions to each other. City Manager and
Service Area Directors to provide input as
needed.
10:20-10:35 Break
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City Manager’s Office / www.fcgov.com/citymanager / 970-221-6505
10:35-12:00
Prioritizing by Council
Councilmembers will have two different
colored dots to select their top priorities, each
with different weights.
Define Success for Each Priority
What would success look like two years from
now?
12:00 – 12:30
Lunch Break
Council Appointments
12:30 – 2:00
1) Council subcommittee assignments
2) Other entities assignments
3) Boards and Commission assignments
Jessica Day
Rupa Venkatesh
2:00 – 2:15 Break
2:15 – 2:30
Wrap up and Next Steps
Jessica Day
Kelly DiMartino
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2022-2023
COUNCIL LIAISON ASSIGNMENTS
COUNCIL BOARD AND COMMISSION ASSIGNMENTS
ASSIGNMENT
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Active Modes - 2024
Affordable Housing Board X
Air Quality Advisory Board X
Art in Public Places Board X
Building Review Commission X
Citizen Review Board X
Cultural Resources Board X
Disability Advisory Board X
Economic Advisory Board X
Energy Board X
Golf Board X
Historic Preservation Commission X
Human Relations Commission X
Human Services and Housing Funding
Board
X
Land Conservation & Stewardship
Board
X
Land Use Review Commission X
Natural Resources Advisory Board X
2022-2023
COUNCIL LIAISON ASSIGNMENTS
ASSIGNMENT
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Parks and Recreation Board X
Planning and Zoning Commission X
General Employees Retirement
Committee
X
Senior Advisory Board X
Transportation Board X
Water Commission X
Women and Gender Equity – 2024
(formerly known as Women’s Advisory)
X
Youth Advisory Board X
COUNCIL COMMITTEE ASSIGNMENTS
Ad Hoc Joint Committee on Airport
Governance (2) X X
Ad Hoc Committee on Boards and
Commissions (3 + A) X X A X
Compensation Policy Committee
(3 +A. Alternate new to 2024) X
X
X
Election Code Committee (3 + A) A X X X
Ethics Review Board (3 + A) X X A X
Finance Committee (3 + A) X A X X
Futures Committee (3 + A) X X A X
Legislative Review Committee (3 + A) A X X X
2022-2023
COUNCIL LIAISON ASSIGNMENTS
ASSIGNMENT
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AUTHORITY ASSIGNMENTS
Downtown Development Authority
(1 + A)
2nd Thursday each month, 7:30-
10am, except Jan and July
X A
Housing Catalyst (1)
3rd Thursday of the month, 8-9:30am
X
Boxelder Basin Regional Stormwater
Authority Board (thru 4/1/26)
3rd Wednesday of Jan, Apr, Jul, Aug, Dec
at 1pm
X
OTHER ORGANIZATION ASSIGNMENTS
Boxelder Basin Regional Stormwater
Authority Selection Committee
Varies depending on vacancies
X X
Colorado Communities for Climate Action
Board
Varies
X
Colorado Municipal League (CML)
Policy Committee (2, one of which can
be the CM)
3rd Friday Feb-May from 9-11am
X X
Emergency Management Policy Group
(Mayor)
As needed
X
Forfeited Property Disposition Committee
(1)
As needed
X
Larimer County Behavioral Health Policy
Council (1 + A)
1st or 2nd Monday each month, 8-10am
X A
Larimer County Community Services
Block Grant Advisory Tripartite Board (1)
Meets quarterly depending on schedules
X
2022-2023
COUNCIL LIAISON ASSIGNMENTS
Library Trustee Selection Committee (2)
Feb-March
X X
North Front Range Metropolitan Planning
Council (MPO) (1 + 2A)
1st Thursday each month, 6-8pm.
Location varies around the region
X A2 A1
North Front Range Wasteshed Policy
Group (Solid Waste Policy Advisory
Council – PAC) (2)
As scheduled, 2 hours
X X
North I-25 Coalition (1)
1st Wednesday each month, 6:30-8pm
X
North I-25 Coalition Working Group: I-25
Funding Committee (1)
X
Northern Colorado Airport Commission
(1 + CM)
3rd Thursday each month, 3:30-5pm
X
Northern Colorado Airport Selection
Committee (2)
Varies depending on vacancies
X X
Platte River Power Authority (Mayor or
designee, City Representative)
4th Thursday each month, 9am-noon
except for Jan, Jun, Nov
X
Poudre Fire Authority Board of Directors
(2)
3rd Tuesday each month, 8:30-9:45am
X X
Poudre School District Liaison Committee
(2)
1st Wednesday (varies) every other
month, 7:45-9am
X X
Regional Transportation Coordination
Task Force Policy Advisory Committee
(1)
X
Regional Water Collaboration Steering
Committee (2)
X X
A = Alternate
Adopted September 19, 2023
Sec. 2-82. - City Council liaison responsibilities.
City Councilmembers appointed to serve as liaison to a board or commission have the following
responsibilities:
(1) Communicate with the board or commission when Council communication is needed and to
serve as the primary two-way communications channel between Council and the board or
commission.
(2) Take the lead in filling vacancies by reviewing applications, conducting interviews with
candidates for assigned board or commission.
(3) Make decisions about appointment recommendations to the City Council, keeping in mind
the need for fresh perspectives and not primarily based on liaison's personal preferences.
(4) Serve as the primary City Council contact for the board or commission.
(5) Resolve questions the board or commission may have about the role of City Council,
municipal government, or the board or commission.
(6) Establish contact with the board or commission chairperson and effectively communicate the
role of the liaison.
(7) Serve as Council contact rather than an advocate for or ex-officio member of the board or
commission.
(8) Review the annual work plan of the board or commission and make recommendations to the
City Council regarding the work plan.
(9) Identify and help resolve problems with respect to the functionality of the board or
commission with the assistance of the City Clerk's Office, City Manager's Office and the staff
liaison.
(10) Decide whether to grant a request from their assigned board or commission to hold a joint
meeting with other boards or commissions.
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January February March
Su M T W Th F Sa Su M T W Th F Sa Su M T W Th F Sa
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October November December
Su M T W Th F Sa Su M T W Th F Sa Su M T W Th F Sa
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Election Day 1 Council in the Community
Nov. 5 - General Election Periods marked here indicate Jan. 1 - New Year's Day
non-meeting times.Jan. 15 - MLK Jr. Day
Feb. 19 - Presidents Day
1 Other Key Dates May 27 - Memorial Day
City Council Meetings occur typically June 19 - Juneteenth
the 1st and 3rd Tuesday of the month July 4 - Independence Day
at 6 p.m. except as otherwise noted.Sept. 2 - Labor Day
Work Sessions at 6 pm Nov. 11 - Veterans Day
Nov. 28-29 Thanksgiving
www.fcgov.com Dec. 25 - Christmas
Conferences
2024City of Fort Collins City Council Calendar
City Holidays
City Council Meetings
Swearing in
Retreat
B&C Interviews
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2024 Council Retreat
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2024 Development Opportunities
Core Functions/Memberships – Budgeted for All Council
Conference Location Dates
NLC Congressional City Conference
Washington DC March 11-13
CML annual conference
Loveland June 18-21
LRC lobbying trip
Washington DC October
NLC City Summit
Tampa Bay November 14-16
City Funded Commitments – Board and Committee Appointments
Conference Location Dates
CC4CA Board Retreat Vail
June TBD
NLC Women in Municipal Government (WIMG)
summer conference
TBD Summer TBD
NLC Leadership Committees (ex: University
Communities Council, Council on Youth,
Education and Families)
TBD Summer TBD
ICLEI Regional Executive Committee for North
America Retreat
Brazil June 18-21
US EPA Local Government Advisory Committee Washington DC May TBD
October TBD
Policy Development/Learning Opportunities – Funded from Development Fund
What Location Dates
Colorado Water Congress Aurora Jan 31-Feb 2
August TBD
Saving Places Historic Preservation Boulder Jan 31- Feb 2
Sustainability Leadership Program Classes are virtual
and in person (CO)
March – August 2024
($1050)
Energy and Environment Symposium TBD April TBD
International Making Cities Livable Newport, RI (USA) April 26-28
National Association of City Transportation
Officials (NACTO)
Miami May 7-10
International Town and Gown Association
Conference
College Park,
Maryland
June 4-7
NLC Women in Municipal Government TBD Summer TBD
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2024 Council Retreat
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Colorado Governor Tourism Conference Crested Butte Sep 25-27
Water Literate Leaders of Northern Colorado Classes at CSU Once a month for 9
months, starts in
September
Housing Colorado conference Keystone October 9-11
International travel
What Location Dates
Cities Forum 2024: Smart City Expo World
Congress
Barcelona, Spain Nov 5-7
ICLEI – Cities Summit of the Americas Sao Paulo, Brazil June 18-21
Leadership Development – Funded from Development Fund
Topic Purpose Duration
Individual and team
effectiveness using the lens of
the Enneagram
Individual surveys for each Councilmember
to complete; 1x1 sessions with consultant;
if all Council takes it, a facilitated session
to understand how council works together
based on styles
1x1; 90 mins facilitated
session with all Council
$540 for individual coaching
session
Crucial Conversations for
Masterful Dialogue
Dialogue teaches nine powerful skills for
working through disagreement to achieve
better results.
https://cruciallearning.com/
Formats are on-demand,
virtual, and in-person and
vary in cost ($300-$2000)
and availability.
City Provided Training
Topic Purpose Duration
Anti-Discrimination, Anti-Harassment Policy
(ADAHP), Code of Conduct, Ethics Rules, Gifts
& Honoraria
ADAHP is required Council training
every two years per policy
April 1
4-7pm
Employee feedback by ILG Strategies Crucial conversations and how to
provide feedback to direct reports
90 mins or can be
1x1
Emergency preparedness & workplace safety
tabletop/discussion
Strongly recommended Council training
(potential future onboarding)
3 hours
DEI 101 with Equity Officer City’s philosophy, basic grounding of
DEI, role of Council
90-120 mins
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Jessica Day
Senior Consultant
Jessica Day joined the Fountainworks team in 2023 and uses innovative techniques in facilitation,
training, and coaching to help public sector leaders develop creative solutions to increase value and
improve efficiency and effectiveness. Jessica is the current Mayor for the Town of Knightdale and has
previously served on the Knightdale Town Council and been involved with local nonprofits and
Jessica Day, Senior Consultant
Jessica serves as the lead facilitator, provides project
oversight, and brings valuable local government
experience.
Julie Brenman, Senior Consultant
Julie provides strategic oversight on the retreat
design, ensuring the entire project aligns with the
City’s goals.
Beverly Foster, Project Manager
Beverly is responsible for coordinating and executing
day-to-day tasks, overseeing timelines, and ensuring
all activities move forward as planned.
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community organizations. With over 10 years of experience in Supply Chain Operations at Syngenta and
BASF, she has a strong foundation in driving operational excellence.
Julie Brenman
COO and Senior Consultant
Julie Brenman joined Fountainworks in 2012 as a senior consultant. She has over 15 years of local
government executive experience in the City of Durham, NC and the City and County of San Francisco,
CA and currently serves as an Adjunct Instructor for the University of North Carolina at Chapel Hill’s
School of Government. Julie’s work focuses on supporting state and local governments, educational
institutions, and non-profits in strategic planning, community engagement, retreat facilitation,
organizational development, and performance measurement efforts.
Beverly Foster
Project Manager
Beverly joined Fountainworks in 2022. She serves as a Project Manager, working with a variety of clients
to implement strategic plans and other initiatives. Her passions include leadership and organizational
development with public sector clients. Prior to joining Fountainworks, she was the Human Resources
Manager in Warren County, North Carolina. Beverly also holds a Lean Six Sigma Yellow Belt certification.
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