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HomeMy WebLinkAboutMinutes - Mail Packet - 6/7/2022 - Memorandum From Anissa Hollingshead Re: Leadership Planning Team Meeting Minutes - May 31, 2022 City Clerk 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6515 970.221-6295 - fax fcgov.com/cityclerk MEMORANDUM DATE: May 31, 2022 TO: Mayor and Councilmembers FROM: Anissa Hollingshead, City Clerk RE: Leadership Planning Team (LPT) Meeting Mayor Jeni Arndt, Mayor Pro Tem Emily Francis, Interim City Manager Kelly DiMartino, City Attorney Carrie Daggett, Deputy City Manager Kyle Stannert, Interim Deputy City Manager Tyler Marr, and City Clerk Anissa Hollingshead met on Tuesday, May 31, 2022. The following summarizes the discussions that began at 7:45 a.m. 6/7/2022 Regular Meeting: Summary agenda items for this meeting were reviewed. • This Council meeting will be a hybrid meeting, with Councilmembers present in person in Council Chambers. Public participation for the meeting will be available in four ways: in person, by phone, online through Zoom and by email. There will be Spanish interpretation. • Mayor Arndt requested clarification relating to item 9 making appropriations for the 215 North Mason Street Renovation, including what determines going through the budgeting (BFO) process versus making an off-cycle appropriation. It was noted this item was heard by Finance Committee first, and the timeliness is critical for Municipal Court operations. There were budget offers proposed on this topic last year for a big fix, however there was a desire to allow time to work with a consultant and ensure there would be a medium-term plan for meeting the needs of the court. In this instance, the Judge is also a direct Council appointee which leads to greater deference from the City Manager’s Office to allow Council’s direct decision making. • The order for reviews to occur in executive session should be shifted to make the interim City Manager’s review last. • Item C under Other Business is showing a placeholder for a motion to go into Executive Session. City Attorney Daggett noted she will work with the Clerk’s Office to ensure the needed motion language is inserted in the summary agenda. Leadership Planning Team Meeting May 31, 2022 Page 2 of 5 • Item D under Other Business was confirmed as appropriate for inclusion with options for Council to move forward with the City Manager selection process depending upon its desired path at the time of the meeting. 6-Month Calendar: • Upcoming meetings were reviewed with particular attention to any shifts. • It was noted a potential issue was discovered by the City’s GIS team late last week in the redistricting process. In some instances, precinct boundaries – established by Larimer County – divide census blocks, making accurate population information difficult to obtain. Since uncovering this issue last Wednesday, the next step in understanding how impactful this is will be determining how many precincts are impacted by this at the point where district boundaries lie in each option presented for consideration by first the Election Code Committee (ECC)and ultimately the full City Council. It is hoped GIS will have more information on this for today’s ECC meeting at 10 am. At this point, it appears likely the planned consideration of redistricting at the June 21 Council meeting will need to be rescheduled. The first required notice of this hearing date has already been published, so updates will need to be made. Mayor Pro Tem Francis requested clarification on how the process had been conducted to develop initial options without discovering this issue earlier. • The potential ballot question relating to Council compensation needs to be added to the calendar for June 21. • There was discussion around how to move forward with considering a ballot question changing the residency requirement for some City employees. It was noted there is some flexibility with the June 21 date for considering other ballot questions, and the residency question could move forward on a different timetable. It was discussed the topic would be good to cover in meetings with Councilmembers in two on twos, and then add it to a work session as a brief item to help with public awareness and information. • An appeal regarding the Approval of PDP #210018 Sanctuary on the Green is anticipated to be filed by the end of today, the deadline given by Planning staff. This appeal needs to be heard by the Council between June 28 and August 16. Typically, a date is sought when all Councilmembers can be present to help in avoiding an even vote split. Once the appeal is received, further work will occur on scheduling the appeal itself as well as any desired site visit. • CSU President Joyce McConnell has identified September 13 as a potential date to visit the Council and provide a report discussing priorities and expectations for the next academic year. There was discussion about whether this was a better fit at a work session or as a community report at a Council meeting. The determining factor should be whether the intention is to provide a report to Council, which would be most appropriate as part of a community report at a Council meeting, or to have a dialogue with the Leadership Planning Team Meeting May 31, 2022 Page 3 of 5 Council on identified topics, in which case a work session is a better fit. There was commitment by the City Manager’s Office to follow up with the President’s Office to determine which direction to go in and to then finalize a date. City Clerk Hollingshead: • Shared regarding attendance last week at the International Institute of Municipal Clerks (IIMC) annual conference, including connections made with both other clerks across Colorado and the world, as well as with potential partners in areas of work around elections in particular. • Provided an update on the Boards and Commissions appointment process. As of the end of last week, 47 applications have been submitted for 15 different boards or commissions. Staff in the Clerk’s Office will begin the process of scheduling interviews with Councilmembers for each board. There is a desire to be as surgical as possible in holding time on calendars for interviews, to minimize the time each Councilmember is blocked off for this process. As a reminder, Council should notify Sarah Kane of any times they are unavailable. If a scheduling conflict comes up, please let staff know. • The status of the Parking Advisory Board was discussed. This board was originally formed in 2013 and has had challenges with attaining quorum since 2018. There was agreement it may be appropriate to dissolve the board at this time. The Clerk’s Office will bring forward an ordinance to formally accomplish this. Interim Deputy City Manager Marr • Followed up on the questions that came up regarding permitting a shed during public comment at a recent Council meeting. Sheds less than 120 square feet or 8 feet in height do not require permitting and therefore are not subject to setback restrictions determined by zone district. A speaker at a recent Council meeting was describing a proposed shed that would be 192 square feet and 12.5 feet high, and for a shed of that size setbacks and other requirements apply. Zoning and associated setbacks would not be relevant if it was a non-permit required structure (smaller than the thresholds noted above). Deputy City Manager Stannert: • Shared a thank you and his appreciation to the Leadership Planning Team and the organization. • Also shared for awareness a note from the Equity and Inclusion Officer, Claudia Menendez. For Council awareness, there will be two proclamations supported by the Equity Office prior to the June 7 Council meeting. Hattie McDaniel Estate executive director will be here in person for the first proclamation Leadership Planning Team Meeting May 31, 2022 Page 4 of 5 declaring June 10 as Hattie McDaniel Day. There is also a proclamation declaring June 19 as Juneteenth Independence Day. There has been significant work on Juneteenth events both within the City organization and across the broader community. There will be a reception acknowledging this work in the garden in front of City Hall from 4-5 pm the night of the Council meeting with light hors d’ouevres. City Attorney Carrie Daggett • Announced the Water Court judge did grant the stay in the Montava water court case last week, which stays the water court process until the City has adopted its water adequacy determination process. Interim City Manager DiMartino: • Announced she will be meeting tonight with Betty Aragon and several community members focused on listening and trying to help clarify the parameters of City role in terms of Museo de las Tres Colonias. Noted there is a Museo board seat open right now for that organization to fill, potentially with someone from the neighborhood. Mayor Pro Tem Francis: • Shared a request from a neighbor trying to apply for the movie trailer, who keeps finding out that the dates being requested are already booked. Is it possible to know when it is available? And if the trailer is booked, what is the alternative? Interim City Manager DiMartino noted she will follow up and find a resolution. • Noted she has had discussion with Councilmember Canonico on gun-related topics. Sacramento did a no-questions-asked buy back program and there is curiosity around if Fort Collins has considered such a program in the past, or is considering it going forward. Interim City Manager DiMartino noted she will follow up on that. Mayor Arndt: • Shared observations around how we are in a huge time of flux hitting the organization and the community in multiple areas, including with regional issues and considerations. The Airport and Platte River Power Authority (PRPA) are both going through a lot of flux, demonstrating how regional collaborative work is challenging in the practicalities at this time. • Asked about the planned follow up on the value of oil and gas rights, noting this is really a serious consideration for her. City Attorney Daggett shared staff has been working on a memo with further Leadership Planning Team Meeting May 31, 2022 Page 5 of 5 details on this. Deputy City Manager Stannert noted a memo was done just under the wire for last Thursday’s packet, but was awaiting final review and will be ready for this coming Thursday’s packet. • Also inquired on whether the Civility ordinance being worked on. City Attorney Daggett noted that it is, in the form of changes to the Council rules which are underway. Follow up will occur in the next couple of weeks with some draft language. Meeting adjourned at 8:58 a.m.