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HomeMy WebLinkAboutMinutes - Read Before Packet - 5/1/2018 - Memorandum From Delynn Coldiron Re: Leadership Planning Team Minutes - April 3, 2018City Clerk 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6515 970.221-6295 - fax fcgov.com/cityclerk MEMORANDUM DATE: April 30, 2018 TO: Mayor and Councilmembers FROM: Delynn Coldiron, City Clerk RE: Leadership Planning Team (LPT) Meeting Mayor Wade Troxell, Mayor Pro Tem Gerry Horak, City Manager Darin Atteberry, Deputy City Manager Jeff Mihelich, Senior Assistant City Manager Kelly DiMartino, City Attorney Carrie Daggett, and City Clerk Delynn Coldiron met on Monday, April 30, and the following summarizes the discussions that began at 7:38 a.m. May 1 Regular Meeting The May 1 agenda was reviewed. • Income Qualified Assistance Program – Staff was asked to provide a copy of the engagement plan to Council, and to ensure they are coordinating efforts with low-income housing complexes, the Housing Catalyst and similar entities to promote this program. • Safe Routes to School – Staff is asked to provide a read-before memo giving some background information on the BNSF Railway Foundation and how long they have been contributing to the program. There was discussion about the need to have a systematic approach when dealing with donations to ensure donors get recognized and that an appropriate level of relationship is established. This will be incorporated as the City Fund work progresses. • Urban Renewal Authority – There was discussion about the upcoming orientation for the new Board. Staff is asked to provide a memo in Thursday’s packet that describes how governance will work under the new structure. • Land Use Code Changes (Item #9) – Was withdrawn to allow time for further coordination on proposed revisions to Trash and Recycling Enclosures. • Conveyance of Various Property Interests on City-Owned Property – Staff is asked to provide a read-before memo that provides more information about which Board & Commission members voted “no” on these items, and their concerns. It was requested that this become standard process within minutes. A copy of the related Natural Areas Advisory Board minutes for Item #11 should also be provided. Leadership Planning Team Meeting April 30, 2018 Page 2 of 5 • Alley Renovation and Redevelopment – There was discussion about key contributors to this program over the years and recognition. Staff is asked to follow up and make recommendations. • Spirit at the River Appeal – The Order of Presentation was reviewed and discussed. It was noted that it would be helpful to see a rendering of the project that included the changes required by the Hearing Officer. It was noted that this would be considered new evidence and would need agreement of all parties to introduce. Six Month Calendar May 15 – • Affordable Housing Capital Fund Loan – The Community Capital Improvements Program was discussed. It was noted that this item is scheduled for the May Council Finance Committee meeting. • West Nile – There was discussion about a regional approach to this issue. Staff is asked to reach out to the County and other possible participants and report back on what it would take to operationalize a regional approach. Staff is also asked to provide information on why the change from .75 to .5 is recommended (why is .5 the right number?). July 17 – • Historic Preservation Code Changes – Item was moved to unscheduled to allow for more public engagement. It is expected to come back to Council later this year. Unscheduled Items: • Outdoor Residential Burning – Public engagement is occurring on this item. It is expected to come back to Council prior to the Fall. Other Discussion Items: City Clerk Coldiron noted: • The next Election Code Committee meeting is scheduled for May 3, 2018. Information was provided in Thursday’s packets. • PFA staff has requested a proclamation and would like to present an award to a citizen as part of the June 5 meeting. June 1-7 is designated as National CPR and AED Awareness Week. The citizen saved a person’s life through CPR. It was noted that 5 minutes is the total amount of time that can be allotted. Leadership Planning Team Meeting April 30, 2018 Page 3 of 5 Senior Assistant City Manager DiMartino noted: • There is a meeting at 10:00 a.m. today regarding the prairie dog issue. More information will follow. • There will be a memo provided in Thursday’s packet related to the Art in Public Places outreach process that outlines Board & Commission involvement. A stakeholder group will also be formed. • The Fort Collins Visitors Bureau is considering relocation due to rising rents. It was suggested that they consider co-locating with Ram Zone. Staff will follow up. Deputy City Manager Mihelich noted: • The Northern Colorado Partners for Clean Energy will be seeking a resolution from Council on the topic of 100% renewable energy. It was noted that Longmont passed a similar resolution. Staff is asked to provide a Thursday packet memo that gives information on how Longmont plans to participate in these efforts. City Manager Atteberry noted: • The Access Fort Collins Q1 Report shows that staff response rate has improved to 1.89 days. The report is attached. • He attended the Mulch Day event over the weekend. The event was very well done and well attended. It is rewarding to give back to the community in this way. • An issue reported on Sunday at one of the City’s parks and staff’s quick response and clean up. There was discussion about how well the systems that have been put in place are working. • The National Institute of Standards and Technology (NIST) will be visiting the City of Fort Collins related to our Baldrige Award. NIST will be coordinating with both the City and Elevations Credit Union. • The Larimer County Commissioners will be considering a request for a new larger sign submitted by American Furniture Warehouse. Mayor Pro Tem Horak plans to attend the meeting. It was suggested that Council consider a motion at tomorrow night’s meeting so that Mayor Pro Tem could do this as a representative of the City. The item will be added under Other Business. Staff is asked to prepare a read-before memo giving additional background info, more context and staff’s position on this item. Leadership Planning Team Meeting April 30, 2018 Page 4 of 5 • The $30,000 requested by the I-25 Funding Coalition and asked about the best way to formalize this. It was decided to do this in the form of a Council Resolution. Staff will follow up. • Staff has developed draft code for PUDs that will be coming to Council for consideration. Deputy City Manager Mihelich stated this is intended to facilitate the creation of a master plan for large developments of 50 acres or more. It is anticipated that this item will go to the Planning & Zoning Board in May. A Council work session will follow. • He received a thank you for the clean-up that was recently done along the Poudre River Trail. • The Larimer County Commissioners have invited City staff to participate in their comprehensive planning work. • Staff has been working with residents near Mail Creek on significant erosion issues that exist. There have been two neighborhood engagement events where a potential project to fix the issues was reviewed. Discussion included expected impacts to the neighborhood, tree loss and whether the area should have public access since funding for the project will come from the City. There was consensus from all residents who attended that they were not interested in having any kind of public access granted. However, with such a significant public investment, public access seems appropriate. Various options were discussed. Staff will set up a meeting with Council representatives and resident leaders to discuss this item further. Mayor Pro Tem Horak noted: • The memo on Ozone was good. He appreciated the information. • In the memo providing the sign code update, for the billboard at the southwest corner of Mulberry and Lemay, staff should consider providing notice to the billboard company as soon as possible and not wait until later in the year. Additional clarity on removal of the billboards at 216 N. College was requested. • In the 2017 Natural Areas Annual Report, Nature in the City is mentioned. Anytime Nature in the City funding is mentioned, it is important to talk about what the program is and the associated voter approval. • The memo on KFCG improvements provides a lot of information but does not tell a story in an easy to understand way. Leadership Planning Team Meeting April 30, 2018 Page 5 of 5 Mayor Troxell noted: • He is interested in creating cultural communities in the region that not only inform residents, but build awareness and leverage opportunities with other grass roots efforts to honor heritage and histories. He noted Tres Colonias and their Russian/German/Hispanic heritage. He noted LaPorte and their French heritage. He noted Lindenmeier and its associated Indigenous heritage. It was suggested that this become part of the City’s Cultural Plan. Staff will follow up. • CSU staff has been talking about regional transportation efforts but may not be aware of all the various efforts that are occurring. Staff is asked to reach out and engage with them. The meeting adjourned at 9:20 a.m. 136 86 77 51 44 879 1107 1198 771 919 210 197 201 212 169 Q1 '17 Q2 '17 Q3 '17 Q4 '17 Q1 '18 Public Council/City Manager This quarter, 15.5% of the total case volume were Service Area Requests submitted by Councilmembers or the City Manager, and the total number of SARs decreased by approximately 20%. The number of standard cases increased 19% from Q4 2017, which reflects a seasonal trend consistent with prior years. CUSTOMERS Code compliance topics remain the most popular, including seasonal complaints such as unshoveled sidewalks and broken streetlights. TOP FIVE TOPICS Unshoveled Sidewalks Streetlight Repairs Rubbish/ Trash Illegal Parking Signs (Zoning) Q1 2018 TOTAL CASES: 1,088 (including SARs) Total cases submitted through Access Fort Collins increased 10.7% from Q4 2017 (983). This reflects a seasonal trend consistent with prior years. 23% 26% 24.7% 27.6% 26.5% Q1 '17 Q2 '17 Q3 '17 Q4 '17 Q1 '18 The percentage of cases submitted through the mobile app has remained steady through the past year. On average approximately one in four cases are submitted via a mobile device. % SUBMITTED THROUGH MOBILE APP AVERAGE RESPONSE TIME - DAYS Staff’s average response time to customers decreased REQUESTS BY CUSTOMER SERVICE AREA REQUESTS: 169 Service Area Requests (SARs) are managed through Access Fort Collins. They are requests from Councilmembers (often asked on behalf of residents) and/or the City Manager (on behalf of Council), and are processed through the City Manager’s Office. Bob Overbeck 19% Gerry Horak 36% Wade Troxell 9% Ray Martinez 12% Ross Cunniff 9% Kristin Stephens 8% Darin Atteberry 7% Ken Summers <1% 67 29 22 21 14 10 4 2 0 10 20 30 40 50 60 70 80 Planning, Dev. & Transportation Community & Operations Services Sustainability Services Utilities Services Police Services Executive, Legislative & Judicial Financial Services Information & Employee Services REQUESTS BY SERVICE AREA STAFF TIME (hours reported) BY SERVICE AREA 32.4 40.79 13.88 10.21 9.02 2.92 0.5 0.34 Planning, Development & Transportation Sustainability Services Community & Operations Services Police Services Utilities Services Executive, Legislative & Judicial Financial Services Information & Employee Services 17.58 Total SARs decreased approximately 20% from Q4 2017 (212). Total staff time reported working on SARs decreased 46% from Q4’s reported numbers. The majority of staff time consistently comes from PDT, SSA and COS. Staff time is self-reported by responding employees. Q1 2018 PDT received 39% of all SARs this quarter and COS 17%. Other service areas each received 13% or less of total SAR volume. 39 38 29 25 20 13 5 0 5 10 15 20 25 30 35 40 45 Neighb. Livability & Social Health High Performing Government Transportation Safe Community Environmental Health Culture & Recreation Economic Health 23% of SARs fell under NLSH and 22% under HPG. REQUESTS BY OUTCOME Due to rounding, percentages may not total 100. * On behalf of Council noticeably this quarter, due in part to the decrease in SARs, which can require more time for a complete response. Other factors include reinforcing to staff the three-day response target and changing the auto- response email to state that goal to customers. (INTERNAL TARGET: < 3 DAYS) 2.38 2.35 2.31 2.41 1.89 0 0.5 1 1.5 2 2.5 3 Q1 '17 Q2 '17 Q3 '17 Q4 '17 Q1 '18