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HomeMy WebLinkAboutagenda.council.worksession.20170905 CITY COUNCIL WORK SESSION September 05, 2017 5:00 PM, City Council Chambers MEETING AGENDA I. Wheeler Board of Directors - Board Interviews II. Discussion with Council: purpose of conversations with your Boards and Commissions P1 City Council Board Interviews - Tuesday, September 5, 2017 5:00 pm – CITY COUNCIL MEETING ROOM Board Applicants Wheeler Opera House Board of Directors 1 Regular Opening Nina Gabianelli Ziska Childs Peter Greeney P2 I. P3 I. P4 I. P5 I. P6 I. P7 I. P8 I. P9 I. P10 I. P11 I. P12 I. Page 1 of 3 MEMORANDUM TO: Mayor and City Council FROM: Linda Manning, City Clerk Jessica Garrow, Community Development Director Sara Ott, Assistant City Manager DATE OF MEMO: August 31, 2017 MEETING DATE: September 5, 2017 RE: Working with your Boards and Commissions BACKGROUND: This year City Council has decided to focus on boards and commissions as part of their Top 9 Goals. Specifically, the goal states: Determine and improve the effectiveness of each board and commission by: · evaluating the enabling legislation, purpose, decision-making authority, history and activity, · affirming expectations of attendance and role in decision-making, · formalizing and enhancing the communication between council and boards, · clarifying the appointment process and requirements, · providing training as needed so the boards and commissions can provide assistance in policy development, and encouraging citizen participation through recruiting and training. There are 15 boards that fall under the purview of City Council (for a complete listing of each board see Exhibit I). Some of these boards have representatives appointed by the Board of County Commissioners and some are joint appointees. These boards also range from being quasi-judicial to advisory in nature. Section 2.02.020 of the Municipal Code defines Quasi- judicial proceeding as any proceeding at which direct official action will be taken where: (a) City or state law requires that the body give adequate notice to the community before acting; (b) City or state law requires that the body conduct a public hearing, pursuant to notice, at which concerned citizens must be given an opportunity to be heard and present evidence; and (c) City or state law requires the body to make a determination by applying the facts of a specific case to certain criteria established by law. DISCUSSION: This is the first of what will likely be a number of work sessions over the next two (2) years and is intended to begin the conversation of Council’s baseline expectations for the city’s boards. This memo outlines these key foundational issues through a series of questions below. P13 II. Page 2 of 3 Training: A quick survey was conducted to see what kind of guidance is provided to our current boards apart from the ethics training provided by the City Attorney’s office. The Open Space & Trails board does offer funding for its members to attend regional conferences and professional development opportunities. Other than HPC, P&Z and APCHA, for the most part, neither handbooks nor formal training is provided to the City’s boards regarding city requirements, board purpose, or reporting structure. Question – Would City Council like to see a standardized training manual / handbook? Minutes: Minutes are taken during the meetings for each board. Staff from departments that manage a board complete the official minutes, and boards do adopt their minutes at meetings. However, unless the board is staffed by a member of the Clerk’s office they are not provided to the Clerk for retention. If a request is made by a member of the public, then the minutes are provided. Question – Would City Council like to see a centralized repository for agendas and minutes where Council and members of the public can access? Meeting Attendance: All of our boards are made up of volunteers. There is no direct compensation, but occasionally a meal is provided during the meeting. P&Z is the only board that has a defined attendance requirement stating that more than four (4) unexcused absences may be cause for removal from the board. Within the last two years the city increased the number of members (by two) on the HPC and P&Z due to difficulties in meeting the quorum requirements. Unavailability of a quorum for quasi-judicial boards can result in scheduling delays and financial impacts for applicants. Question – Should all boards and commissions have attendance expectations? Does Council have any guidance on what that requirement should be? Is it different for a quasi- judicial board versus an advisory board? Board Structure: Depending on the varying mission statements and charter or state requirements, the required nature and structure of the board can change. For instance, state law requires that there be a Board of Adjustment, however it is not required to be a separate board, and the P&Z could be designated as the City’s Board of Adjustment. Additionally, some of the city’s administrative boards could be reconsidered as a Task Force rather than a full-fledged board. The task force approach is a temporary group formed to carry out a specific project, or to /solve a problem that requires a multi-disciplinary approach. Question – Should all boards and commissions remain, or would Council like staff to investigate boards that could be consolidated or moved to a task force model? P14 II. Page 3 of 3 Future Topics of Discussion: This is a two year goal and there are many areas Staff would like to address with Council. Some areas we would like Council to start thinking about include: · What is working well and not-so-well with each board from your perspective as a council member? · Does Council have preferences about how the activity of boards is communicated to Council, such as minutes, presentations by board members, etc.? · Should boards have a work plan? If so, how should they be presented to Council? · How does Council review an issue and when does it get referred to a board? · Where does the work get done – at the staff or board level? Staff will be scheduling multiple work sessions to discuss the above topics as well as to begin meeting with members of the boards and commissions. Staff suggest starting with boards that have not been on City Council’s meeting agendas recently and that serve in an advisory role. P15 II. Board Enabling Legislation Number of Members Powers and Duties Meeting date Term Other Board of Adjustment LUC 26.216.010 5 + 2 alternates To hear, review and approve variances, not including FAR or height. 2nd Thuraday of the month - as needed 4 year - elector and resident for 1 year required by the State Historic Preservation Commission LUC 26.220 -Ord #5, 1972 7 + 2 alternates recommend historic designation, review development in historic district and sites,adopt guidelines used to guide the commission, hear variances to RDS 2nd and 4th Wednesday of the month 4:30 pm 4 year - elector and resident for 1 year At least 3 members in preservation fields(architecture, architectural history, archaeology, history, planning, urban planning, American studies, American civilization, cultural geography or cultural anthropology) required to maintain local govt status Planning and Zoning LUC 26.212.010 7 + 2 alternates initiate amendments to Official Zone District Map, review PDs, GMQS, subdivision plats, conditional uses, special reviews, ESAs, grant variances as part of a consolidated review, hear appeals. 1st and 3rd Tuesday of the month 4:30 pm 4 year - elector and resident for 1 year Local Licensing Authority Ord #8-1994 5 + 1 alternate Grant or refuse liquor and marijuana licenses, conduct investigations and levy penaltys against licensees. 1st Tuesday of the month 9am Resident of the City. Members nor any family mbmber may not have any financial interest in the operation of any business issued a license Commercial Core and Lodging Commission Ord 1-1981 5+1 alternate Advise on circulation, parking, sidewalks, landscaping, lighting, signing, alley improvements, transit and improvement to mall areas. Recommend methods of funding above areas, develop and review programs to promote CC lodging area, manage operation of Saturday Market. 1st and 3rd Wednesday at 8:30 am 4 year no age or residency requirements APCHA Reso 1-1984 7 + 1 alternate. 3 Directors appointed by BOCC. 3 Directors appointed by COA. 1 Director and 1 Alternate Joint appointed act as AH advocates, review & recommend bi-annual work plan, housing guidelines, review specific development proposals initiated by city or county, assist in defining needs, planning, undertaking construction and operation of low, moderate and middle income housing, enforce all aspects of AH program 1st and 3rd Wednesday at 4pm 4 year terms. Can serve 2 consecutive four year terms.Must have a 1 year absence before reapplying Building Code Board of Appeals Ord 31-2011 CH 8.08.010 7 regular 2 ex officio Hear and determine all applications for contractor's licneses and suspension or revocation of same. Recommend new legislation affecting the building trade. 2nd Thursday at noon - when needed 4 year terms. ex officio - Fire protection district. If there is a Fire Marshall they shall be one. Chief building official shall be an ex officio. Wheeler Opera House Board of Directors Ord 10-1982 7 regular members Monitor and ensure preservation and viability of the historic venue and its property through exceptional performance experiences for residences, guests and performers and to support the cultural assets of the Roaring Fork Valley. 1st Wednesday 4pm Wheeler 3 year terms knowledge of or experience in performing arts and or financial management or marketing capabilities P16II. Kids First Advisory Board Ord 81-1998 voter approval 8 to 12 Develop annual and long term goals to further mission of board. Recommend projects, programs and funding to council. Review and recommend grants to childcare programs. Advocate for kids first and its 1st Friday at Human Services Bldg 3 year terms No residency requirement. Broad cross section of the community that represents various interests from staffing, business parents, childcare providers and individuals. Election Commission 2.4 of Charter 2 + City Clerk Charge of all activities and duties required of it by statute and Charter relating to the conduct of elections in the city.When needed 2 year, appointed in odd years Registered elector. In the past one member is a registered Republican and one is a Democrat. Arts and Non Profit Grants Review Committee Council recommendation 1998 Undefined. Finance director, Wheeler director and 1 Wheeler Board member Review and hear applications for arts and for non profit grants. Devise and approve grant forms. Recommend to Council the amounts of grant for the next budget year. Tuesdays and Thursdays August and September undefined Open Space and Trails Board ord 33-2007 5 + 1 alternate Establish priorties and criteria for council adoption for acquisition of open space. Recommend to council the acquisition of specific fee interests, options, easements in real property from the fund. Establish relationships with local land trusts. at least 4 times per year 4 year term 1 member of Pitco Open Space Board and qualified elector of city. If no member of board then 5 shall be qualified city electors. Next Generation Advisory Commission Ord 01-2014 7 + 1 alternate To advance the policy interests of the 18-40 year old demographic who live and work in the Aspen area. Have the responsibility, duty and power to address the needs of the constituency, identify or propose the creation of policies and programmatic opportunities; address those needs and inform the necessary elected and appointed officials serve as the meaningful voice to ensure that constituency is engaging with the COA. Last Monday of the month 5:30pm 4 year terms. Cannot serve more than 2 consecutive Members shall be between 18-40 years old. Live and work in the urban growth boundary. ARC Advisory Board Ord 52-2003 7 Guidelines, polices and procedures related to the operation of the Lewis ice arena and the the ARC. Programming and scheduling of all uses in both facilities. All fee schedule within the Ice Garden and ARC. Hiring, performance and termination of perfessional staff. Annual budgets. 2 year terms. SPARC - 2 members city residents 4- SPARC, 1- youth center board of directors, 1- swimming, 1- general public interests Animal Shelter Board Reso 96-2005 5 members + 2 alternates Operating guidelines for shelter, policies and procedures, annual operating budget, appropriate reviews and a capital improvement and maintenance program. 3 year terms - city residents 2 + 1 from BOCC, 2 + 1 from COA, 1 Joint and non voting member shall be the shelter operator P17II.