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HomeMy WebLinkAboutMinutes - Read Before Packet - 3/31/2020 - Memorandum From Delynn Coldiron Re: Leadership Planning Team Meeting Minutes - March 30, 2020City Clerk 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6515 970.221-6295 - fax fcgov.com/cityclerk MEMORANDUM DATE: March 30, 2020 TO: Mayor and Councilmembers FROM: Delynn Coldiron, City Clerk RE: Leadership Planning Team (LPT) Meeting Mayor Wade Troxell (by video-conference call), Mayor Pro Tem Kristin Stephens (by video-conference call), City Manager Darin Atteberry (by video-conference call), Deputy City Manager Jeff Mihelich (by video-conference call), Deputy City Manager Kelly DiMartino (by video-conference call), City Attorney Carrie Daggett (by video- conference call) and City Clerk Delynn Coldiron (by video-conference call) met on Monday, March 30, and the following summarizes the discussions that began at 7:08 a.m. March 31 Adjourned Meeting and April 7 and April 21 Regular Meetings: The March 31 and April 7 agendas were reviewed. There was lengthy discussion about tomorrow night’s meeting. The Leadership Planning Team (LPT) agreed that the focus of tomorrow night’s meeting should be on emergency-related items only. It is anticipated that only Item #14 – Resolution Approving Emergency Rules Enacted by the City Manager and Item #15 – Resolution Establishing City Council’s Intent that Appropriate Members of Congress and the Colorado General Assembly be Advised of City Interests in Pending and Prospective COVID-19 Related Legislation will be considered by Council. It is recommended that all remaining non-quasi-judicial items, other than Item #6 – Second Reading of the Reappropriation Ordinance and Item #16 – Resolution Approving the Ethics Opinion for Councilmember Summers, be moved to the April 7 agenda and all remaining items (Items #1 through #4, Item #6 and Items #16 and #17) be moved to the April 21 agenda. Any quasi-judicial items on the April 7 agenda will also be moved to April 21. Rescheduling the March 31 executive sessions was also discussed. The order of the tomorrow night’s agenda is expected to be: • Call the meeting to order. • Pledge of Allegiance. • Roll call. • Agenda review by the City Manager. • Consideration of a motion to move Item #5 and Items #7 through #13 to the April 7 agenda. • Consideration of a motion to move Items #1 through #4 and Items #6, #16 and #17 to the April 21 agenda. • Public Comment (general). • Staff report giving a COVID-19 update. • Consideration of Item #14. • Consideration of Item #15. • Other business. Leadership Planning Team Meeting March 30, 2020 Page 2 of 3 Logistics for tomorrow night’s meeting were also discussed. Items of note include: • No Councilmembers will be physically located in the Council Chambers; everyone plans to participate remotely. • A WebEx session will be used to facilitate the remote session, similar to what was used for the March 20 special meeting. This is a change from what was discussed at LPT; however, the change was necessary to accommodate having all Councilmembers and staff participate remotely. • No in-person public participation will be available. City Hall will remain locked and all public comment will need to be given through the WebEx session. Alternatively, residents can provide their comments to Council through an email. o The Summary Agenda will be changed to reflect this. o Additional efforts to inform the public of the changes will occur through social media, a press release and on fcgov.com. • Significant scripting will be done to help facilitate meeting logistics. Staff will follow up on the items that could be moved to ensure that there are no negative repercussions; risk of losing grant or donation revenues was noted. There was additional conversation about whether existing stay-at-home orders would extend to or past April 21. The current order for the State expires on April 11. The current order for the County expires on April 17. Although April 21 is beyond the term of the existing orders, there was some feeling that this might change and that moving quasi-judicial items into May might make more sense. More discussion is expected on this issue. • Having a technology solution in place that ensures fair participation of all parties-in-interest and ensures that all materials can be shared and viewed was discussed. A project team is working to address this. If a viable solution is identified, hearing quasi-judicial items on April 21 is plausible even if the stay-at- home order has been extended. More information will be provided as it becomes available. • To do this, Council may be asked to amend the emergency ordinance regarding remote Councilmember participation, which prohibits consideration of quasi-judicial items remotely. Both executive sessions scheduled for March 31 will be delayed. Staff will prepare a public memo related to Connexion to provide Council and the public with an update. Calling a special meeting for the purpose of holding an executive session can be done if things change requiring a more immediate meeting. The size of the April 7 and April 21 agendas was discussed. There was agreement that Council may need to adjourn these meetings to a later date in their respective weeks in order to break the meetings into more manageable chunks. So, for example, the week of April 6, Council might have an April 7 meeting that is adjourned to a continuation on April 9. More discussion is expected on this issue. Leadership Planning Team Meeting March 30, 2020 Page 3 of 3 At this point, the meeting adjourned so staff could join the emergency operations meeting. Another time will be set to finish up the Leadership Planning Team meeting. Meeting adjourned at 8:40 a.m.