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HomeMy WebLinkAboutMinutes - Read Before Packet - 3/21/2023 - Memorandum From Anissa Hollingshead Re: Leadership Planning Team Meeting Minutes – March 20, 2023 City Clerk 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6515 970.221-6295 - fax fcgov.com/cityclerk MEMORANDUM DATE: March 20, 2023 TO: Mayor and Councilmembers FROM: Anissa Hollingshead, City Clerk RE: Leadership Planning Team (LPT) Meeting Mayor Jeni Arndt, Mayor Pro Tem Emily Francis, City Manager Kelly DiMartino, City Attorney Carrie Daggett, Deputy City Manager Tyler Marr, and City Clerk Anissa Hollingshead met via a Teams online conference on Monday, March 20, 2023. The following summarizes the discussions that began at 8:00 a.m. 3/21/2023 Council Meeting: The published agenda for this meeting was reviewed. • This Council meeting will be conducted in person with hybrid remote participation options. Councilmembers will be present in person in Council Chambers. Public participation for the meeting will be available in three ways: in person, via Zoom, and by phone. The meeting will be broadcast on FCTV on cable television and via livestream. • One proclamation is planned for this meeting, proclaiming March as Women’s History Month, to be presented at 5 p.m. in Council Chambers. • The City Manager’s agenda review will include an explanation of a publication error that occurred following the March 7 Council meeting. All ordinances adopted at that meeting on first or second reading will need additional action because publication of those ordinances in the Coloradoan did not occur within the required time frame. • The consent calendar was reviewed. There are four second readings of ordinances, six first readings, and six resolutions planned for the consent calendar along with approval of four sets of minutes. The ordinances scheduled for second reading will need to be removed from the consent calendar, which will be explained by the City Manager in the review of the agenda, with a Council motion to postpone them to April 4 to allow for proper publication in the Coloradoan. • It was noted the appropriation for the vendor services in support of an update to the utilities billing system was heard and discussed at the last Council Finance Committee meeting. Leadership Planning Team Meeting March 20, 2023 Page 2 of 5 • The discussion agenda includes three first readings of ordinances. Tyler Marr and Blaine Dunn will be handling the presentation regarding the appropriation ordinance for the purchase of the Hughes site. The actual presentation is not expected to be lengthy. The other two items also have brief presentations, including the adoption of the Vision Zero Action Plan, and amendments to City Code relating to elections to make updates needed for the transition to regular November municipal elections. • There has been discussion around the potential to have language added to the proposed ordinance making appropriations for the purchase of vacant land at the former Hughes Stadium site to solidify that intention to shore up either the natural areas fund or general fund, dependent upon the determination for use of the land. A read before memo will be provided with suggested language for a potential amendment that would add a new section at the end of the ordinance to add a council direction to the city manager regarding the allocation of funds. With the amendment provided, any Councilmember will be in a position to make the proposed amendment if desired. The amendment language will need to be read into the record since it wasn’t posted 48 hours in advance. • The meeting script will include an announcement at the conclusion of the meeting reflecting there will not be a work session on the fourth Tuesday of March due to the National League of Cities spring conference. 6-Month Calendar: • Upcoming meetings were reviewed with particular attention to any shifts. • From the prior LPT meeting, the request to schedule time for the work sessions in July and August regarding the Land Use Code has been completed, with time held on both July 25 and August 22. On May 16, time has also been held for an employee recognition proclamation at 5 pm and employee awards at the start of the meeting at 6 pm. A time has not yet been set for a work session on the work of the Boards and Commissions Ad Hoc committee, so it has been placed on the unscheduled section of the calendar to ensure it remains under consideration. • Ordinances from the March 7 meeting will need to be added to the calendar for April 4. Items adopted on first reading on March 7 will be postponed on March 21 to be considered for second reading on April 4. The items that were adopted on second reading on March 7 will need to be presented on April 4 for first reading with a new ordinance for each item that repeals the ordinance that was adopted on March 7 and adopts a new, otherwise identical, ordinance. The items that passed unanimously will be consolidated on the consent calendar with an Agenda Item Summary that clearly identifies the repeal and reconsideration is being done for purely procedural reasons to ensure the ordinances are enacted in full compliance with the City Charter. The items passed without unanimous votes will be placed on discussion and presented with similar language regarding the procedural reasons they are coming forward again. Leadership Planning Team Meeting March 20, 2023 Page 3 of 5 • Chief Bergsten has indicated the planned Poudre Fire Authority (PFA) annual report for the May 23 work session will need to be rescheduled. Looking at future Council meetings as well as work sessions was discussed. Staff will work to confirm an August work session date for this report and dinner with Council. • A scheduling request has come in from the District Attorney’s Office to share an update with the Council about the work of the Office, including its commitment to transparency and community engagement. It was noted there is currently an upcoming staff report scheduled for July 25 from Municipal Court as well as another staff report planned but not yet scheduled with the City Attorney’s Office to provide an overview of that office. Discussion occurred around considering the timing of these two staff reports, since they could help in providing a clearer overview of how these different components all fit together in a legal framework for Fort Collins residents. There may also be some benefit in providing related information about the local (8th) Judicial District for context for a report from the District Attorney. City Attorney Daggett also noted her office can assist in communicating with the District Attorney’s Office to develop an approach that will ensure the content complements and builds on what is shared about related City functions. City Clerk Anissa Hollingshead • Spoke to the work that started upon the determination late Friday of a publication issue with the March 7 meeting. Shared commitment as the city clerk to ensuring existing processes are fully examined and the team is properly supported to meet these crucial requirements. One point for potential consideration moving forward that could involve Council action is consideration of a potential charter amendment regarding publication requirements. Currently, ordinances are published in full on the City website both after first and second readings, and in the Coloradoan at the same time, by number and title only. As publication deadlines have become tighter for the Coloradoan, there is no longer an opportunity to catch errors in publications and get them corrected in the Coloradoan prior to the expiration of the deadlines set in the Charter. Deputy City Manager Tyler Marr • Provided an executive team staffing update, noting Jacob Castillo starts today as the Chief Sustainability Officer and Dean Klingner has been named the ongoing Community Services Director. The executive team is fully staffed for the first time since Kelly DiMartino moved into the interim City Manager role. City Attorney Carrie Daggett • Soozy Fredrickson is starting her second pay period today as the Legal Support Supervisor for the City Attorney’s Office and has two more weeks to work on transition with Mary Donaldson. Also have a new attorney hired from the Colorado Springs City Attorney’s Office, Sara Arfmann, who will be starting April 3. Once she joins the team, the CAO will be fully staffed as well. Work has also begun with a recruiter on seeking a new deputy city attorney ahead of John Duval’s retirement in mid-September. Leadership Planning Team Meeting March 20, 2023 Page 4 of 5 City Manager Kelly DiMartino • Met with Lorenda Volker, Larimer County manager, last week and talked about the potential sales tax measure related to childcare. The County will be doing an RFP to seek the nonprofit who would be administering such a tax. It was clarified this is not indicative a ballot measure is a certainty but is a necessary step that needs to occur now in order to preserve the ability to put forward a question with the appropriate level of detail. • Shared she is looking forward to emergency preparedness training this afternoon. Mayor Pro Tem Emily Francis • Shared confirmation the Urban Renewal Authority (URA) meeting this month is not a business meeting and instead is a recognition for Joe Wise ahead of his departure from the Authority. • Noted appreciation for the invitation shared for an April 4 dinner with the Associated Students of Colorado State University (ASCSU) before the Council meeting that night, thanking the group for reaching out with a unique idea. The invitation went out last Friday to Council members as well as City leadership for a barbeque dinner being provided by ASCSU to be held in Washington Park in place of the regular Council dinner that evening. Representatives from ASCUSU due plan to speak during public comment at the Council meeting following the dinner, with a focus on U + 2 as a topic. The dinner is intended to convene a gathering of students, community leaders, City Council, and City leadership. Assistant City Manager Rupa Venkatesh will be working directly with ASCSU on this event. • Requested an update on planning for the onboarding of new Councilmembers and setting priorities. City Manager DiMartino noted Assistant City Manager Rupa Venkatesh is working on a plan that includes candidate information sessions both before candidate filing and once filing is underway, as well as onboarding plans. It was noted it is expected Kelly and Rupa will be able to sit down with Mayor Arndt and Mayor Pro Tem Francis by some point in late April to vet a full plan and then get a memo out to the full Council in April or May. Mayor Pro Tem Francis requested getting that meeting on the schedule now. Mayor Jeni Arndt • Noted it would be good if someone on Council ran for the executive committee for the Colorado Municipal League (CML). Information on the process for doing so will be provided by CML in April. Mayor Arndt noted she remains increasingly worried about potentially significant changes in the way cities are being asked to work, with things left to local control that have not been typically in the domain of cities. • There was discussion around oil and gas regulations, including how this is an example of things being potentially left to the domain of municipalities as a matter of local control that are also addressed at Leadership Planning Team Meeting March 20, 2023 Page 5 of 5 other levels and that have not historically been within the scope of cities. It was reiterated when this topic comes up again for second reading on April 4, the needed land use code updates related to oil and gas are ready for consideration. It will also be clearly articulated at that time what options exist for further actions, if desired by Council. If there is direction from Council at that time to develop additional work, the Environmental Services team will be more deeply involved and there may be potential for further work sessions as that scope of work gets developed. Meeting adjourned at 8:58 a.m.