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HomeMy WebLinkAboutMinutes - Read Before Packet - 06/17/2025 - Memorandum from Delynn Coldiron re: Leadership Planning Team Meeting Minutes – June 16, 2025 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: June 16, 2025 TO: Mayor and Councilmembers FROM: Delynn Coldiron, City Clerk RE: Leadership Planning Team (LPT) Meeting Mayor Jeni Arndt, Mayor Pro Tem Emily Francis, Deputy City Manager Tyler Marr (remote), Assistant City Manager Denzel Maxwell, Senior Policy and Project Manager Ginny Sawyer, City Attorney Carrie Daggett, and City Clerk Delynn Coldiron met in person on Monday, June 16, 2025. The following summarizes the discussions that began at 8:00 a.m. June 17, 2025 Regular Meeting • Discussed Public Comment and the planning and preparations that are being made to help manage situations where the City Council Rules of Procedure are not being followed. An excerpt from the Rules is attached. LPT discussed that if it becomes necessary for Council to recess, all Council Members will leave Chambers. A meeting is expected to be scheduled sometime this week to further plan and discuss. • Item 16 – Approving the Programs and Projects that Will Receive Funds from the Federal Community Development Block Grant Program, the HOME Investment Partnerships Program, the City’s Affordable Housing Fund, the City’s Human Services Program, and the City’s Homelessness Response and Prevention Program – Councilmembers Potyondy and Pignataro have several questions related to this item which have been forwarded to staff. Staff is asked to provide responses in a read-before memo, including more information about the CDBG meeting and the disparity between the Affordable Housing Board and the CDBG recommendations related to funding for the Remington affordable housing project. It was noted that Public Hearing should be removed from the title of these types of items if there is no special hearing process that needs to be followed, with an explanation of the hearing requirements in the executive summary. • Item #19 – Items Relating to Short Term Rentals. Most people signed up for public comment are speaking on this item. It should be highlighted in the Mayor’s script that people can speak either during general public comment or during the item but cannot speak at both. Concerns about allowing the short term rental licenses that exist to continue and be transferred are expected. Staff will be prepared to address this if it comes up. • Item #20 – Items Related to a Proposed Charter Amendment related to Vacancies – Individuals have until noon today to file a protest. Staff will inform Council if any are received. If received, Council will need to hear the protest prior to taking action on this item. City Clerk note: Two protests were received. More information about the hearing process will be sent to Council soon. Leadership Planning Team Meeting June 16, 2025 Page 2 of 3 Six-Month Calendar • June 24 – No Council Meeting due to the Colorado Municipal League conference. The Leadership Planning Team meeting scheduled for June 23 has also been canceled. • July 1 – the Mayor will attend the meeting remotely. • July 8 – Includes discussion on two potential ballot related items: o Civic Assembly Process o CCIP Tax Renewal • August 12 – includes a placeholder for finalizing and approving ballot items. • September 2 – last meeting available for approving ballot items. • September 23 – Safer Streets Northwest Project Update is listed on the calendar as tentative. LPT noted this should be scheduled for a different date due to the substantive items that are already scheduled. City Clerk Delynn Coldiron • Staff attended Eco Fest and provided Ranked Voting education to approximately 168 residents. • Efforts are going well on the Hughes Stadium petition. Only one of the two petitions that were circulated was submitted. Deputy City Manager Marr • No updates. Ginny Sawyer, Senior Policy and Project Manager • No updates. Denzel Maxwell, Assistant City Manager • City offices are closed on Thursday due to the Juneteenth Holiday. • Juneteenth celebrations are scheduled for this week: o Tuesday, June 17, Reception in the Xeriscape Garden in front of City Hall starting at 4:00 p.m. A proclamation will be read inside Council Chambers at 5:00 p.m. o Friday, June 20, Teen Night at the Cultural Enrichment Center from 6:00–9:00 p.m. and an Opening Concert at the Foothills Mall Lawn from 6:00-9:00 p.m. o Saturday, June 21, events are scheduled throughout the day at the Foothills Mall. A Community Bike ride is also scheduled at 10:00 a.m. leaving from Washington Park and ending at the Mall. City Attorney Carrie Daggett • No updates. Mayor Pro Tem Emily Francis • Asked about the Council security checks that were done and whether everyone received a follow up. Staff was asked to check. Leadership Planning Team Meeting June 16, 2025 Page 3 of 3 • Asked about the possibility of including a compost facility as part of the CCIP tax recommendation. Staff will provide related information, including cost, as part of the upcoming CCIP tax discussion scheduled for the July 8 work session. Mayor Jeni Arndt • Noted a meeting she had with an individual who started a mobile voting project app. It has been used in Denver for a ballot initiative and enabled students, disabled individuals and non-resident military individuals to vote using their phones. Once a vote occurs, the app prints a paper ballot at the County coordinating the election. Staff will look further into this. • Noted the City’s Adopt-A-Neighbor program and asked if the program could be augmented to assist with lawn mowing or other items. • Noted a nice editorial that was recently in the Colorado Sun regarding the Civic Assembly process. • Noted relying on government authority seems to be the way the Country is moving as it pertains to disagreement versus just talking to people. When something happens, people want to involve authority or government versus having a conversation with a neighbor or individual. She wondered how the City might start working to support more informal efforts among residents to resolve friction and disagreements. • Attended the Police Leaders Summit last week and it was very well done. Kudos to all who participated. • Attended the American Public Power Association meeting last week. It was very informative and well done. Meeting adjourned at 9:01 am. Excerpt from Resolution 2024-148 adopted on December 17, 2024 City Council Rules of Procedure related to Public Comment Section 4. Public Comment During Regular and Special Council Meetings. a) Comment during Public Participation. During the " Public Comment" segment of each meeting, comment will be allowed on matters of interest or concern to members of the public, including items the Council will consider at that night' s meeting. (1) Each speaker will be required to sign up to provide public comment on a City-provided form or system by 5:30 pm of the day of the meeting. (2) Each speaker will only be allowed to speak one time during Public Comment. (3) If a speaker comments on a particular agenda item during the time for general public comment, that speaker will not also be entitled to speak during discussion of the particular agenda item. Section 2-48 of the City Code allows certain interested parties to appeal development review and other types of decisions to Council for review. In considering a matter on appeal, the Council must follow certain procedures and must limit its review to the matters on appeal and the record of the decision that was appealed. Because of this, comments on matters that are the subject of a board or hearing officer decision that will be appealable to the Council are not permitted once the application, review and decision- making process has been initiated. b) Comment on Agenda Items. Council will receive public comment during consideration of individual action items, including any item that is addressed by formal Council action under the " Other Business" segment of the meeting that may directly affect the rights or obligations of any member of the general public. (1) Each speaker will be required to sign up to provide public comment on a City provided form or system by 5:30 pm on the day of the meeting, except for comment on procedural or other items that were not noted on the published agenda. (2) Each speaker will only be allowed to speak one time to comment on any particular agenda item. (3) Comments given during the comment period for an agenda item must pertain to the item under consideration. (4) The Council may, but is not required to, receive public comment in connection with procedural matters and motions. (5) Except as otherwise provided in these rules, public comment will be permitted only once per item regardless of the number of motions made during Council' s consideration of the item. c) Decorum; Scope and Type of Comments Allowed. (1) Comment and testimony are to be directed to the Council. When referring to a Councilmember, a speaker is expected to use the Councilmember' s official title. Unless otherwise directed by the presiding officer, all comments must be made into the microphone. (2) During general public comment, speakers may speak to any matter of public interest or concern. During discussion of a particular agenda item, speakers shall limit their comments to that item; testimony that strays from the topic will be out of order. (3) Speakers shall not make personal, impertinent, profane, vulgar, slanderous intimidating or harassing remarks that disturb, disrupt or impede the conduct of the meeting or the Council' s completion of its business. Similarly, threats of violence or harm, or abusive language, and racial or ethnic slurs directed at any person or group of persons, are prohibited. Any speaker who is disrupting the meeting will be warned of the disruption and then steps will be taken to prevent further disruption to the meeting. If the disruption continues, the speaker' s microphone will be muted, and further action taken to allow the Council to continue the business of the meeting agenda. (4) Speakers shall avoid lengthy repetition of comments already provided. (5) Dialogue between a speaker and attendees or audience of a meeting, or comments directed to other speakers, are disruptive to the meeting and will be out of order. d) Process and Time Limits for Speaking. (1) The presiding officer may require those intending to speak to indicate their intention by a show of hands or some other means, such as " raising a hand" using remote technology. (2) The amount of time to be allotted to each speaker will be set by the presiding officer based upon the number of persons expected to speak, in order to allow as many as possible to address the Council within a reasonable time given the scheduled agenda and as necessary to facilitate Council' s understanding of an item. (3) The presiding officer may ask those physically present at the meeting and wishing to speak to move to one of the two lines of speakers before the speaker next ahead of them on the speakers list is speaking ( or to take a seat nearby for those not able to stand while waiting ). (4) Each speaker will be asked to provide their full name and general address at the beginning of their comments. (5) Generally, speakers will be called in the order they appear on the sign-up list for speaking. e) Yielding the Lectern. Each speaker shall promptly cease their comments and yield the lectern immediately upon the expiration of the time allotted by the presiding officer. f) Yielding of Time. No speaker may yield part or all of their time to another speaker, and no speaker will be credited with time requested but not used by another. g) Public Presentation Materials and Evidence. The use of City projection equipment to display presentation materials to Council will be allowed in limited circumstances that permit City staff to manage the use of the equipment, prepare materials for display and avoid delay or disruption to the meeting. The following limits will apply to all presentations by members of the public: (1) Persons wishing to display presentation materials using the City' s display equipment under the Public Comment portion of a meeting or during discussion of any Council item must provide any such materials to the City Clerk no later than two ( 2) hours prior to the beginning of the meeting at which the materials are to be presented. Only pdf format presentations will be allowed, and no embedded video or audio may be included. (2) As an exception to subsection ( 1), parties- in-interest in agenda items considered under Section 2.c, 2.d, 2.e or 2.f, above, shall provide all presentation materials to be displayed or proffered for Council consideration to the City Clerk ( whether in hard copy or for display) in the manner specified by the City Clerk no later than noon on the day of the meeting at which the subject item is scheduled for consideration or 4:00 p.m. the business day prior to the meeting if the meeting begins earlier than 6:00 pm. Any such materials must be in pdf format and readily usable on the City' s display technology. Section 5. Public Conduct During Regular and Special Council Meetings and Work Sessions. a) General Comment, or Expressions of Support or Opposition. Members of the audience are not entitled to speak except as provided in these Rules of Procedure, or as expressly requested by the presiding officer or City staff and shall not engage in expressions of support or opposition, such as clapping, whistling, cheering, foot stomping, booing, hissing, speaking out, yelling, or other acts, that disturb, disrupt, or impede the meeting or any recognized speaker. b) Signs and Props. (1) Signs and props no larger than 11" x 17" are permitted in the City Council Chambers or in the Council Information Center or other Council meeting room ( collectively referred to as the " Meeting Room"), except no such signs or props shall be displayed during the conduct of a quasi-judicial hearing during which general public comment is not taken other than by authorized speakers in connection with their hearing testimony. (2) Such signs or props must be held directly in front of one's body so as not to impede the view of others. (3) Signs or props may not be waved, held by more than one person at a time, or used in a manner that, in the judgment of the presiding officer, disrupts the orderly conduct of business. (4) Signs or props may not be left unattended anywhere in the Meeting Room or left unattended on display in the City Hall lobby area. (5) Signs or props attached to sticks, poles, or other objects are prohibited. c) Distribution of Literature. Distribution of fliers or other literature is permitted in the public lobby areas of City Hall only when City Hall is open fora public event. Distribution of fliers and other literature is permitted on the sidewalks and grounds around City Hall. Persons wishing to engage in such activities may do so only in a manner that does not interfere with the movement of persons or obstruct the passage of pedestrians or vehicles. d) Video and Audio Recording. Video and audio recording by the press or other members of the public is permitted in the Meeting Room only if the person making the recording is using a small unobtrusive recording device and is seated or standing at a speaker lectern when authorized to speak, or in line awaiting an opportunity to speak, or is either standing in the back of the Meeting Room behind all seated persons. Other video or audio recording is allowed only in a manner and area pursuant to the direction of the presiding officer in their reasonable discretion or as designated for that purpose in advance by the City. e) Areas Permitted for Seating and Standing. Except for persons waiting in line to speak in accordance with the presiding officer's instructions, no persons shall sit in the Meeting Room except in chairs or seats provided by the City or in wheelchairs or other assistive devices, and no persons shall stand in the aisles or other locations in the Meeting Room except in the back of the Meeting Room, and only in accordance with other applicable limits for fire and building safety. f) Cellphone and Pagers. The ringer or other tones of any cellphones, pagers or other communications devices must be off, to avoid disrupting the meeting. g) Impacts to Public Property. Meeting attendees are prohibited from altering or damaging any furniture, equipment or other public property or from misusing the City' s facilities in the course of attending any Council meeting or work session. h) Leaving the Meeting. Meeting attendees leaving the meeting before it has been adjourned must leave in a quiet and orderly manner until outside of the building, to avoid disrupting the meeting.