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HomeMy WebLinkAboutStudy Session Agenda 01-28-13SPECIAL STUDY SESSION AGENDA CITY COUNCIL MEETING CITY OF WHEAT RIDGE, COLORADO 7500 W. 29th Ave. Wheat Ridge CO January 28, 2013 Upon adjournment from City Council Meeting Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge . Call Heather Geyer, Administrative Services Director at 303-235-2826 at least one week in advance of a meeting if you are interested in participating and need inclusion assistance . PUBLIC COMMENT ON AGENDA ITEMS APPROVAL OF AGENDA 1. Clean water requirement discussion-Ed Tauer £ EMS review and contract with Rural/Metro Pridemark 3. Forensic Crime Lab IGA 4. 38 1h Avenue Main Street Design 5. Council Rules Discussion 2.:. District/Town Hall Meetings L Elected Officials ' Report(s) ~ ~. ~ .... .,. City of ... ~Wheat~dge ~OFFICE OF THE MAYOR AND CITY COUNCIL TO: FROM: DATE: SUBJECT: Memorandum Mayor and City Council r\A Patrick Goff, City ManagerW January 28 , 2013 The Colorado Clean Water Coalition Presentation Ed Tauer will be at the January 28 th study session to give a presentation to the Mayor and City Council from The Colorado Clean Water Coalition concerning new stormwater rules set by the Environmental Protection Agency. Attachments: 1. The Colorado Clean Water Coalition information sheet 2 . EPA Press Release, dated October 5 , 2011 The Colorado Clean Water Coalition Why are we talking about stormwater? We've all driven in the rain, stopped at a stop sign and seen the water running do'Ml the curb. Once or !Wee ~ might have 'M>ndered 'htlere that water goes. We start driving again and our thoughts move on to other, more pressing, issues. Stormwater is out-of-sight, and out-of-mind . We have built pipes, canals, ditches and other systems that ensure the rain and snow that runs off our buildings, parking lots, streets and la'Mls does not flood our neighborhoods. The goal is to prevent stormwater surges from impacting our houses, business, properties or the water in our rivers. Protecting our water supplies, including stormwater runoff, is simply part of Colorado's culture. It's not exciting, but it's necessary. That Colorado culture is 'htly our region has, for decades, required every new development and redevelopment project to include stormwater detention, flow control and filtration features 'htlich protect water quality. Our Challenge The Environmental Protection Agency (EPA) out of Washington, D.C. Is pushing to implement a new, strict, one-size-fits-all set of stormwater rules that will dramatically impact new development and the jobs these projects can create . The ideas driving the new rules are: • Take a one-sim-fits-all approach to the entire country. • Expand the area impacted by the rules. • Create new obligations for on-site retention. • Require the retrofitting of existing properties to meet new standards. The cost of these new rules will be disastrous. Engineering estimates tell us that for a simple eight-acre retail or industrial project. the incremental cost 'M>uld reach an additional $400,000. Is this how~ champion jobs? These added costs are a new tax on JOBS projects. Most importantly, it's a tax that doesn't create a benefit! There is no study showing that~ have a stormwater problem here, that these rules v.ill help or that other ideas 'M>Uid not be better. r I Please provide your contact Information below to join the coalition and be kept informed. First Name r Jane Last Name Smith Your Email jane@smithco .com Phone Number 000-000-0000 Title President Jurisdiction, Business or Group Name r -- Smith Co ____ _j "You may add my organization to your list of groups supporting the coalition's position." ._ "You may add my name personally as someone 'htlo supports the coalition's position." "I elect to receive future email correspondence from the coalition." I I Submit l_ Newsroom • You are here: EPA Home • Newsroom • News Releases By Date • EPA Approves New Performance Standards for D. C. .... News Releases By Date EPA Approves New Performance Standards for D. C. Stormwater Release Date: 10/05/2011 Contact Information: David Sternberg, 215-814-5548 sternberg.david@epa.gov PHILADELPHIA (October 5, 2011) The U.S. Environmental Protection Agency announced today that it has approved new performance standards for controlling urban stormwater runoff in Washington, D.C. The District's renewed municipal separate storm sewer system (MS4) permit requires sustainable storm water management techniques including green roofs, tree planting, and retaining rainfall on-site from redevelopment projects. "This permit includes a number of green performance measures for preventing stormwater, along with the pollutants and trash it carries, from washing into local waterways ," said EPA Regional Administrator Shawn M. Garvin, "Moreover, this builds on efforts the District has already undertaken and is a major step forward in reaching our goals for restoring the Anacostia River and Chesapeake Bay ." Under the Clean Water Act, urbanized areas like the District are required by federal law to have permits covering their discharges . The permit announced today requires the District to take sustainable steps promoting green infrastructure including: · Requiring a minimum of 350,000 square feet of green roofs on District properties; · Planting at least 4,150 trees annually and developing a green landscaping incentives program ; · Retaining 1.2 inches of stormwater on-site from a 24-hour storm for all development projects of at least 5,000 square feet; · Developing a stormwater retrofit strategy, and implementing retrofits over 18 million square feet of drainage of impervious surfaces ; · Developing consolidated implementation plans for restoring the impaired waterways of the Anacostia and Potomac Rivers , Rock Creek , and the Chesapeake Bay ; and · Preventing more than 103 ,000 pounds of trash annually from being discharged to the Anacostia River . The new permit conditions are necessary because impervious surfaces in the District, such as roads, rooftops and parking lots, channel stormwater directly into local streams and rivers. Improperly managed stormwater runoff from the District damages streams, causes significant erosion, and carries excessive pollutants like nitrogen, phosphorus, sediment, toxic metals, and solvents downstream and into the Chesapeake Bay . This permit aids the District in meeting its Chesapeake Bay pollution reduction targets and its Watershed Implementation Plan . In finalizing the D.C. MS4 permit , EPA prepared responses to 21 individual comment letters received during the 45-day public comment period which closed on June 4 , 2010 , as well as approximately 50 separate form letters from area residents . To view the permit, fact sheet and response to comments online visit: http ://www.epa .gov/reg3wapd/npdes/dcpermits .htm For more information about Municipal Separate Storm Sewer Systems (MS4s) visit: http ://cfpub .epa .gov/npdes/stormwater/munic .cfm . ~". ~ ,. r-City of .. ~Wheat&_dge ~OLICE DEPARTMENT TO: THROUGH: FROM: DATE: SUBJECT: Memorandum Mayor DiTullio and City Co~~~ Patrick Goff, City Manager.-\JJ' Daniel G. Brennan, Chief of Police Joseph Cassa, Division Chief Support Services Division January 28 , 2013 StaffReport: Pridemark Paramedic Services: 2012 Annual Review Two meetings were held in November and December, 2012 to evaluate the services provided by Pridemark Paramedic Services for the time period of January 1, 2012 , through and including December 31 ,2012. The current Intergovernmental Agreement (IGA) expired December 31 ,2012 , with the first extension beginning January 1, 2013. The first review committee meeting was held on November 27 , 2012 , in the Chiefs Conference Room at the Wheat Ridge Police Department. Those in attendance were: • Robert Waples , Director of Operations, RuraVMetro Ambulance -Pridemark Paramedic Services • David Patterson, Division General Manager, RuraVMetro Ambulance -Pridemark Paramedic Services • Dr. Steven Gillespie , Fire Chief, Wheat Ridge Fire Protection District • Joe Cassa, Division Commander, Wheat Ridge Police Department • Michelle Stodden, Administrative Assistant, Wheat Ridge Police Department The second review committee meeting was held on December 10 , 2012 , at the Pridemark Paramedics/Rural Metro offices, with the same attendees as the first meeting. The purpose of the meetings was to evaluate the performance ofRural/Metro-Pridemark Paramedic Services as outlined in the IGA between the City of Wheat Ridge, Wheat Ridge Fire Protection District and Pridemark Paramedic Services , which was executed on October 24 , 2011 , to become effective on January 1, 2012. The IGA was for a period of one calendar year, and can be continued for successive one-year periods for an additional four years. Under these tenns, the current IGA will expire on December 31 ,2016. The methodology used to conduct the review consisted of reviewing the terms of the agreement followed by discussion between those parties in attendance. The purpose of the IGA was to ensure the availability of adequate emergency ambulance service within the entire corporate limits ofthe City of Wheat Ridge, and the boundaries of the Fire District. StaffReport-Pridemark Annual Review January 28,2013 Page 2 This annual report includes all calls beginning January 1, 2012, through and including December 31 , 2012. 2.0 Recitals and Purpose 2.2 Response area for the Fire District Effective January 1, 2013, the City of Edgewater became a response area ofthe Wheat Ridge Fire Protection District. As a result, this section will require an amendment to the IGA. 3.1 Service From January 1, 2012, through and including December 31 , 2012, Pridemark Paramedic Services was dispatched to 5,207 calls for service. Of these calls, there were 3,938 transports (these include both priority one and two calls). The IGA requires a six-minute response time to emergency calls for service 90% of the time. The IGA requires a response time often minutes on non-emergency calls for service 90% of the time. From January 1, 2012, through and including December 31 , 2012, there were 2 ,808 emergency calls for service responded to by Pridemark. The average emergent response time was four minutes and 21 seconds. Of these calls, 93.70% (2,631) were responded to in under the six minutes, as required by the IGA. The six-minute fractile of90% was reached in all months of the time period included in this report. According to Wheat Ridge Fire Department's Chief, Dr. Steven Gillespie, the average response time of the Wheat Ridge Fire Department for the reporting period of time in this report is three minutes and 48 seconds for priority one calls, and five minutes and 34 seconds for priority two calls. For the reporting period, the District responded to 2,755 calls for service (2,070 of which were EMS related) and arrived on scene of all priority one and priority two calls in under six minutes 92% of the time. From January 1, 2012, through and including December 31 ,2012 , there were 2,399 non-emergency calls for service responded to by Pridemark. The average non-emergency response time was five minutes and ten seconds. The ten-minute fractile of 90% was reached in all months included in this reporting period. 95.41% (2 ,289) of the non-emergency calls were responded to within the required ten-minute fractile of 90%. The non-emergency response times longer than ten minutes were an average of 12 minutes and 41 seconds. 3.1.3 Company Deployment Plan Throughout the year, Pridemark adjusted their unit hours and posting plans due to volume changes in calls for service. 3.1.6. Response Priorities Dr. Gillespie reported there have been no issues with this section. In a January 10 , 2013 letter to Chief Brennan, Dr. Gillespie stated that he would like to see all of his department 's EMS calls routed to the di spatch center at West M etro Fire Department first , in stead of notifying Pridemark first. Since Pridemark is the City's designated EMS provider, EMS calls will continue to be handled by notifying the EMS provider of the call for service first , followed by a notification to the appropriate fire district. The police department will continue to meet with all EMS stakehold e rs to ensure the needs of citizens requiring EMS service are met. Staff Report-Pridemark Annual Review January 28, 2013 Page 3 All other portions of this section ofthe IGA were complied with throughout the year 2012. The 2012 emergency and non-emergency response performance tables are attached for review. 3.2 Penalties for Non-Compliance 3.2.2.1 Required Notification Dr. Gillespie reported there have been several instances where the required notifications by Pridemark crews to the West Metro dispatch center, as required by this section, have not been made. He reported these issues have been addressed through proactive and positive meetings. Wheat Ridge Fire Department has elected not to seek the required fines due to the changes and restructuring at Pridemark. 3.2.2.2 Penalty for response times greater than 15 minutes This penalty section has not been invoked. Pridemark has had reasonable explanations for violations of this section to the satisfaction of the EMS Response Time Compliance Committee (ERTCC). 3.3 CaDs All portions of this section of the IGA were complied with throughout the year 2012. 3.4 Compliance with Law All portions ofthe section of the IGA were complied with throughout the year 2012. A copy ofthe Jefferson County License to Operate Ambulance Service is attached. The current license expires in May, 2013. 3.5 Communications Pridemark maintained one T-1 line for communications with the Police Department Communications Center, and two backup speed dial lines having caller ID. The Wheat Ridge Fire Protection District continued its contract with West Metro Fire Protection District to provide dispatching services for fire and selected EMS calls, as determined by the Fire Protection District. 3.6 Medical Supervision Throughout the year 2012, Dr. Mike Stackpool (with Lutheran Medical Center) remains the physician advisor for Pridemark. 3.7 Rates A 1.8 %increase was requested by Pridemark. This is the Denver-Boulder-Greeley Medical CPI for the last half of 2011 and the first half of 2012. As the requested increase does not exceed this CPI, the ERTCC can approve the increase to be effective on January 1, 2013. The ERTCC has approved the increase to be effective on January 1, 2013. A discussion was held regarding a verbal proposal by the Fire District to have West Metro Fire dispatch receive all fire and EMS calls from the Police Department Commw1ications Center directly, Staff Report-Pridemark Annual Review January 28, 2013 Page4 thus eliminating EMS calls being routed to West Metro through Pridemark. According to Dr. Gillespie, this would require additional dispatching fees to be paid to West Metro by the Fire District. The Fire District originally proposed this increase be paid for by those customers who receive EMS services. On behalf of the Fire District, Pridemark proposed a 9.19% increase in their rate schedule. Subsequently, Chief Gillespie met with Chief Brennan and City Manager Patrick Goff on January 16, 2013 and stated that any increase in dispatching fees (resulting from routing, etc.) would be covered solely by the Wheat Ridge Fire District and not passed along to the end user of EMS. 4.0 Helicopter There were no helicopter responses throughout the year 2012. 5.0 Control All portions of the section of the IGA were complied with throughout the year 2012. 6.0 Training A Pridemark Paramedic continued to provide regularly scheduled EMS classes for all Wheat Ridge Fire Department personnel. These included on scene operations and Continuing Education topics. Pridemark also provided seasonal H1N1 flu shots to Fire District personnel. 7.0 Equipment There were no issues during 2012 regarding personal protective equipment, medical equipment and the operation ofPridemark vehicles in a safe and prudent manner, and being in compliance with appropriate state statutes, city and county ordinances relating to the operation of emergency vehicles. 8.0 Company Employees There have been no complaints received from the community. There have been some personnel issues which have been appropriately dealt with. Pridemark will begin sending a list of their field employees and their certification levels on a quarterly basis to the ERTCC. 9.0 Term This IGA was executed on October 24, 2011, to become effective on January 1, 2012. The IGA was for a period of one calendar year, and can be continued for successive one-year periods for an additional four years. Under these terms, the current IGA will expire on December 31,2016. The agreement allows for successive one-year agreements, subject to review by the Wheat Ridge City Council and the Wheat Ridge Fire Protection District annually. There have been no issues with this section of the IGA. 10.0 Policy The EMS Response Time Compliance Committee (ERTCC) convened monthly on a regular and consistent basis throughout 2012. These meetings included a variety of topics and issues, to include a review ofPridemark response times to emergency and non-emergency calls, and communication processes. Attendees included Pridemark management and operations personnel, the Wheat Ridge Fire Protection District Fire Chief or designee, and the Wheat Ridge Police Department Support Services Division Commander or designee. Meeting minutes were taken by Michelle Stodden, Wheat Ridge Police Department. These meetings have proven to be valuable and insightful for all parties at the table. Staff Report -Pridemark Annual Review January 28 , 2013 Page 5 11.0 Assignment There were no circumstances requiring the use of this portion of the IGA. 12.0 Liability There were no liability issues brought forth to the ERTCC during the year 2012. 13.0 Insurance Pridemark provided a copy of their Certificate of Liability Insurance. Committee review of the certificate shows the company to be in compliance with the insurance requirements of the IGA. The employees and management ofRural/Metro-Pridemark are very pleased to continue to provide excellence in medical transportation to the City and Fire Protection District of Wheat Ridge. We continue to commit resources to exceed the contract requirements and remain an integral partner in the EMS service delivery . Recommendations: The review committee recommends the extension of the Intergovernmental Agreement for the year 2013. The committee also recommends that the IGA be amended to include the City of Edgewater into the defined response area of the Wheat Ridge Fire Protection District. ATTACHMENTS: 1. Table ofPridemark Responses in Wheat Ridge for 2012 Pridemark Paramedics Wheat Ridge Responses EMERGENT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Responses 216 216 246 217 214 221 285 271 217 226 On Time 202 196 223 199 194 204 273 263 205 217 Percentage 93.52% 90.74% 90.65% 91.71% 90.65% 92.31% 95.79% 97.05% 94.47% 96 .02% NON-EMERGENT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Responses 223 180 210 182 225 223 176 225 197 209 On Time 209 168 197 169 212 220 173 218 189 200 Percentage 93 .72% 93 .33% 93.81% 92.86% 94.22% 98.65% 98.30% 96.89% 95.94% 95.69% OVERALL Jan Feb Mar Apr May Jun Jul Aug Sep Oct Responses 439 396 456 399 439 444 461 496 414 435 On Time 411 364 420 368 406 424 446 481 394 417 Percentage 93.62% 91.92% 92.11% 92.23% 92.48% 95.50% 96.75% 96.98% 95.17% 95.86% Nov Dec 221 258 211 244 95.48% 94.57% Nov Dec 161 188 154 180 95 .65% 95.74% Nov Dec 382 446 365 424 95.55% 95.07% TOTAL 2808 2631 93 .70% TOTAL 2399 2289 95.41% TOTAL 5207 4920 94.49% """ .. c Q) E .c u ~ .. .. Cl: ~ .. ~ .. .... ~ r City of • I+em 3 . ~ .. ~Wheat~dge ~OllCE DEPARTMENT Memorandum TO: Mayor Jerry DiTullio and City Council THROUGH: Patrick Goff, City Manager .()} Daniel Brennan, Chief of Police FROM: Joseph Cassa, Division Chief Support Services Division DATE: January 28 , 2013 SUBJECT: Jefferson County Combined Crime Laboratory ISSUE The Jefferson County Combined Crime Laboratory has been one of the recent regionalization efforts of the Jefferson County Law Enforcement Agencies. This effort began with a multi- jurisdictional committee being formed at the direction of the Law Enforcement Agency CEO's. All of the Jefferson County Law Enforcement Agencies were invited to participate in this committee effort. Those agencies represented on the committee include the Jefferson County Sheriffs Department, Lakewood Police Department, Arvada Police Department, Golden Police Department and the Wheat Ridge Police Department. A number of meetings were held throughout 2012 and will continue throughout 2013. There were a number of studies conducted to determine the feasibility of a combined crime laboratory serving the needs of Jefferson County Law Enforcement Agencies and the communities served. Crime Laboratory Construction Jefferson County Sheriffs Department is remodeling and making an addition to their facilities. One of the additions includes a new crime laboratory. The new laboratory includes ample work space for the addition of personnel and work space to easily accommodate a regionaVcombined crime laboratory. Construction is expected to begin in March, 2013 , with the laboratory becoming operational mid-year 2014. The costs for construction are being funded by Jefferson County. Crime Laboratory Staffmg Considerable time and effort has been spent to develop the staffing plan for this laboratory. The staffing plan incorporates personnel from the Arvada and Lakewood crime labs being reassigned to the new regional forensic laboratory. The current staffing plan includes the following: • March , 2014: The addition of one JCSO FTE for DNA analysis , for a total of two JCSO PTE 's conducting DNA analysis • January, 2015: The addition of one JCSO FTE for Firearms/Toolmarks analysis and comparisons I Jefferson County Combined Crime Laboratory January 28 , 2013 Page2 • 2016: Staffing evaluation and recommendations to be completed the Board of Directors by June, 2015 Funding Formula and Member Agency Assessment A study was conducted by the committee to determine the most reasonable way to conduct member agency assessments. The use of a crime lab would likely be proportional to the number of crimes in each agency jurisdiction. The criteria used to determine member agency assessments consist of: 1) the number of sworn officers, and 2) the FBI-defined Part 1 Crimes reported by each member agency for a five-year period of time. It was decided to use a five-year average format in order for the budgeting for each agency to remain consistent, rather than generating a new assessment percentage each year. The assessment for our department has been determined to be: • 2014: $31 ,812.42 (A prorated portion depending upon when the crime lab becomes operational) • 2015: $31 ,812.42 • 2016: $35 ,246.00 Major Equipment Costs There are two major equipment costs involved in this project. The first is the equipment necessary to process DNA evidence. The cost of the DNA equipment is anticipated to be between $850 ,000 and $1 ,000,000. The second cost is the purchase of the gas chromatography- mass spectrometry (GC-MS) equipment. It is anticipated this will be approximately $150 ,000. The committee has set the following priority funding sources to pay for this equipment. The funding sources are: • Construction project budget • Federal seizure dollars from the West Metro Drug Task Force • Grants to include state and local Justice Assistance Grants • Member agencies The committee continues to work towards securing the major equipment costs. DNA Analysis and Firearms Examination Turnaround Times A study was conducted to evaluate the DNA analysis and firearms examination turnaround times by the Colorado Bureau oflnvestigation. Data was collected from the Jefferson County Sheriffs Department, Lakewood Police Department, Golden Police Department and the Wheat Ridge Police Department. Specifically regarding our department , the turnaround times for DNA analysis are: • 2008: Range of 52-724 days Avg.: 309 days I 10.3 months • 2009: Range of 48-335 days Avg.: 166 days I 5.5 months • 2010: Range of394-652 days Avg.: 458 days I 15.3 months • 2011: Range of 52-327 days Avg.: 146 days I 4.9 months Jefferson County Combined Crime Laboratory January 28 , 2013 Page3 The overall averages for the four law enforcement agencies turnaround times for DNA analysis was 7.2 months, and for firearms examination, was 12.5 months. Regarding the DNA analysis , the committee anticipates a turnaround time averaging four months or less based upon the opinion of the Jefferson County Sheriffs Department DNA analyst. Regarding firearms examinations, the turnaround time will not improve until the position is funded and equipment is acquired. When this happens , the committee anticipates the responsiveness will greatly improve to acceptable levels. Board of Directors A proposal is before the committee regarding the establishment of a Board of Directors upon the acceptance of an Intergovernmental Agreement by the member agencies. The proposal includes choosing a board consisting of one voting member from each member agency. An interim board would be convened to begin with , helping iron out the details involved in the construction of the lab , oversee management of the construction of the new lab, and would also work to complete the initial start-up plan, which includes picking management personnel, developing personnel needs (some of this has already been done), timeline for the construction and other details. These three steps would assist in moving the project along and would help to manage the project during its various stages and provide input from the member agencies. Recommendations There are reasons why it is important for the City to join this effort. There continues to be discussion at the Colorado Bureau of Investigation (CBI) and the State Legislature regarding the charging of fees to process evidence submitted to their forensic laboratory due to state budget funding concerns. Those fees have yet to be determined. CBI currently does complete forensic crime lab services for many law enforcement agencies throughout the state. Denver has a DNA laboratory, and communities in Larimer and Weld Counties are currently working towards a regional forensic crime laboratory. Citizens are demanding that criminals be held accountable for their crimes and they have high expectations when it comes to evidence processing. Through the combined laboratory project, the City will experience quicker turnaround time on the analysis of evidence thus providing the police department the opportunity to resolve active criminal investigations in a timelier manner. Reducing the amount of 'down' time waiting for forensic analysis will also be of benefit in the investigation of pattern crimes. The ability to file criminal charges in a timely manner strengthens the prosecution of criminal offenders in the criminal justice system , which aids in the closure of cases for victims of criminal activities . Staff is seeking policy direction from City Council regarding this effort. It is recommended that the police department continue its committee membership, with the intent of becoming a member agency of the Jefferson County Combined Crime Laboratory project. It is also recommended that an Intergo v ernmental Agreement be brought to City Council for review and approval. ~ ~ A~ ... ~ ~ City of • _.~Wheat&_dge ~OMMUNITY DEVELOPMENT TO: THROUGH: FROM: DATE: SUBJECT: Introduction Memorandum Mayor and City Council Kenneth Johnstone, Community Development Director Tim Paranto, Public Works Director Sarah Showalter, Planner II January 23, 2013 (for January 28 Study Session) 381h A venue Corridor Roadway Design At the November 19, 2012 Study Session, City Council asked staff to evaluate potential changes to the 381h A venue roadway improvements. Specifically, Council expressed concern about the temporary look of the planters that are located in the parking lane on the south side of the street. These planters are part of the $308,000 pilot construction project completed in summer 2012. Council asked staff to prepare a conceptual design and cost estimate for replacing or augmenting the planter boxes in the Main Street sub-district (Pierce St. to Upham St.) with more permanent, curbed planters, or landscape islands. At the study session on January 28, staff will present the results of the concept design, including cost estimates. Landscape Islands -Overview Public Works staff evaluated the replacement of all seven planters (both planter pods and smaller concrete planters) between Pierce St. and Upham St. with landscape islands that would look similar to traffic · islands throughout the The size and configuration of the landscape planters would vary by location depending on existing conditions such as existing driveways and stormwater inlets. The islands may contain a combination of trees , shrubs and grasses , depending on the final design. The example below shows the design for a landscape island at the southeast corner of Teller Street and 38th Avenue, where the planter would be integrated into an existing concrete bulb out: 7172 to llBfJ : · ~. ', ' Above: potential location for landscape island at the southeast corner of 38 th and Telle r Street. 2 Above: existing conditions at the southeast corner of 38 th and Teller Street . The images below show the proposed design for a landscape island located in front of 7030 W. 38th Avenue, just west of Compass Construction: ~· J"~~v;~};:f'~ -·~ _::,~_:::_ :, E:~:,.~l:{,~-:)\:·:t' . · 7030 w 38th !:'i ! 1 11-s ., Above: potential location for landscape island in front of 7030 W. 381h A venue Above: existing conditions at 7030 W. 38'h Avenue Attachment 1 shows the total seven locations for the landscape islands suggested for improvement. Landscape Islands -Cost Estimate The estimated cost for installing the new landscape islands is $150,000. This amount includes the cost of relocating the existing planters to locations further east on the corridor, where they could be consolidated with other planters to form larger planter pods. The $150,000 cost estimate does not include any infrastructure for permanent irrigation. In addition to the $150,000 for construction, an additional $10,000 would be required each year to maintain the landscape islands, including hand watering. Issues to Consider The construction of landscape islands with concrete curbs raises some important issues for Council's consideration. 1. Will the visual impact of the landscape islands be cohesive and well-received, or could they be seen as another temporary measure? 2. In order to construct the landscape islands in locations that will not require their complete removal in the future with a permanent redesign, important design decisions that influence the location of the final curbs would need to be made now, such as: o Should the back-in parking be retained or replaced with parallel parking, as the plan envisioned? o Should bike lanes be incorporated into the final design , even though they were ranked low by the public during the planning process and were only added to the pilot project where there was an additional 1 0' of existing ROW? 3. Public input: will the public have an opportunity to give input on some of the important design issues mentioned in number 2 above? 3 4. Trees: the trees to be planted in the landscape islands likely will not match the even spacing of street trees that would be part of a permanent redesign. Even for those trees in locations that may be preserved with a permanent redesign, their root balls are likely to be damaged during construction and the trees may need to be replaced. It is important to consider how the islands would align with the vision and course of action laid out in the 38th A venue Corridor Plan since they begin to set permanent design decisions. The roadway improvements completed in 2012 were part of a pilot project that was envisioned to be in place for a minimum of 18-24 months. This timeframe was deemed necessary in order to evaluate important metrics, such as sales tax and new businesses on the corridor, in addition to the traffic considerations, which will indicate the overall success of the project. Assuming that the pilot project is successful, the plan calls for a permanent reconstruction of the Main Street Sub-district from Pierce to Upham Streets. This reconstruction is essential to the vision for a vibrant, pedestrian-friendly main street. A well-designed street with a cohesive streetscape on both sides of the street is also a key component of the branding and marketing plan that the Leadership Committee adopted in 2012. During the planning process for the Corridor Plan, the public consensus was that their first choice for the main street sub-district was to rebuild the street in a way that would allow continuous sidewalks with street trees. The final design would likely require some large changes to the street, such as consolidating driveways. For this reason, the Plan calls for additional public input on the final design after the pilot project phase is complete. The Plan also estimates a total construction cost of approximately four million dollars and notes that funding sources beyond the City's CIP budget, such as bonds or a special district, should be considered. Leadership Committee Input On January 22 , staff presented the concept design and budget for the landscape islands to the Ridge at 38 Leadership Committee. The committee members asked questions about how the islands would be incorporated into a permanent redesign and how they might further the goal in the plan to draw more businesses to the corridor. A couple of the committee members expressed reservations about spending money on a semi-permanent change to the street before the pilot project and assessment period are complete. A few members also raised concerns about how the islands might pre-determine permanent design decisions that need further public input, such as whether or not to have bike lanes on the street. After discussion, the committee voted on the topic. Of the fourteen members present, six voted against the landscape islands , two voted in favor, and six abstained from voting. Attachments: 1. Aerial showing potential landscape island locations 4 Attachment 1: Aerial showing seven landscape islands ...... ~~ ... ~ ., . City of .. ~Wheat;Rl_dge ~OFFICE OF THE MAYOR AND CiTY COUNCIL Memorandum TO: Mayor and City Council FROM: Mayor Pro tern, Davis Reinhart DATE: January 28, 2013 SUBJECT: Discussion and clarification of City Council Protocol 1. Study Sessions a. What consensus direction can be given i. Move to a regular meeting ii. Provide more research (is the language in A.4 reflective of intent?) b. Does Council want to continue public comment at Study Sessions? 2. Communication Protocols a. Quasi-judicial issues (Dahl) b. Non-quasi 1. General Guidance (Dahl) n. Background in package m. Email 1. All party information 2. Requests for clarification 3. Procedural resolution Are the current rules adequate? 3. Agenda a. Mayor Pro Tern sets agenda content and order b. All requests by 2 or more Councilmembers or Mayor and Councilmember must be put on the agenda c. All requests through Mayor Pro Tern Are the current rules adequate? D 0 l TABLE OF CONTENTS AUTHORITY ............................................................................................................ 3 GENERAL RULES .................................................................................................. 3-4 ABSENCE FROM MEETINGS ............................................................................ 3 RIGHT OF FLOOR .......................................................................................... 3 ELECTED OFFICIALS' MATTERS ....................................................................... 4 CITY ATTORNEY ............................................................................................ 4 CITY CLERK .................................................................................................. 4 PARLIAMENTARIAN ........................................................................................ 4 TYPES OF MEETINGS ............................................................................................ 4-6 MEETINGS .................................................................................................... 4 ADJOURNED MEETINGS ................................................................................. 5 EXECUTIVE SESSIONS ................................................................................... 5 INFORMAL MEETINGS ................................................................................. 5-6 ATTENDANCE AT MEETINGS OF OTHER ORGANIZATIONS AND SOCIAL GATHERINGS ................................................................................................ 6 CHAIR, MAYOR PROTEM AND THEIR DUTIES .......................................................... 6 -7 CHAIR ......................................................................................................... 6 MAYOR PROTEM ........................................................................................ 6-7 PRESERVATION OF ORDER ............................................................................. 7 POINT OF ORDER .......................................................................................... 7 ORDER OF BUSINESS AND THE AGENDA ............................................................... 8-11 ORDER OF BUSINESS .................................................................................... 8 AGENDA .................................................................................................... 8 -9 AGENDA ITEMS ........................................................................................ 9-10 PUBLIC HEARINGS ...................................................................................... 10 ORDINANCES ON FIRST READING ................................................................. 10 TIME OF ADJOURNMENT .............................................................................. 10 ORDINANCES, RESOLUTIONS, AND MOTIONS ................................................ 11 RECONDIDERATION ................................................................................ 11 CITY ATTORNEY TO APPROVE .................................................................. 11 CITIZENS' RIGHTS ............................................................................................ 11-12 CITIZENS' RIGHT TO SPEAK ..................................................................... 11-12 CffiZENS' RIGHT TO SPEAK ON AGENDA ITEMS ............................................. 12 WRITTEN COMMUNICATIONS ....................................................................... 12 SUSPENSION AND AMENDMENT OF THESE RULES ..................................................... 12 SUSPENSION OF RULES ............................................................................... 12 AMENDMENT OF RULES ................................................................................ 12 REVIEW ..................................................................................................... 12 APPROPRIATIONS ................................................................................................. 13 2 RULES OF ORDER AND PROCEDURE FOR THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE COLORADO AUTHORITY: The Charter of the City of Wheat Ridge provides that the Council may determine its own rules of procedure for meetings. The following set of rules shall be in effect upon their adoption by the Council until such time as they are amended or new rules adopted in the manner provided by these rules. GENERAL RULES A. ABSENCE FROM MEETINGS: In the event that a Council Member is absent from a meeting, the member shall notify the City Clerk, and the City Clerk will duly notify the City Council at the beginning of the meeting why said Council Member is absent. B. RIGHT OF THE FLOOR: 1. The presiding officer must first recognize each Council Member requesting to speak on an agenda item unless limited by a motion to limit debate or for calling the question. 2. Speakers shall confine themselves to the question under discussion. All discussion must be germane to the agenda item. 3. Members of Council shall avoid personal attacks and refrain from impugning the motives of any member's argument or vote. 4. Each Council Member shall have the right to speak two (2) times for up to five (5) minutes each time to ask questions on each agenda item. Answers to questions will be included in the time and the time will not be cumulative. Before a vote, each Council Member shall have an additional three (3) minute period to make a summation. 5. No Council Member shall be allowed to speak more than once upon any one agenda item until every other member choosing to speak thereon shall have spoken. 6. Once a vote has been taken, there shall be no further discussion on that motion or Agenda Item unless a motion to reconsider is adopted. 7. In the event of an amendment, the maker of the amendment shall have one (1) three (3) minute period to make the amendment and speak to the amendment. All other members of Council shall have one (1) two (2) minute period to speak to the amendment. 3 C. ELECTED OFFICIALS' MATTERS: This is the time that elected officials and staff may make comments on any subject. Time limit per elected official and staff will be five (5) minutes. D. CITY ATTORNEY: The City Attorney, or acting City Attorney, shall attend all meetings of the Council unless excused by the City Council and shall, upon request, give an opinion, either written or oral, on the question of law. E. CITY CLERK: The City Clerk, or designated representative, shall attend all meetings of Council and shall keep the official minutes. F. PARLIAMENTARIAN: 1. The Mayor Pro Tern shall also function as the Council Parliamentarian. 2. The Parliamentarian shall advise the Chair and members of Council on parliamentary rules. TYPES OF MEETINGS A. MEETINGS: 1. The Council meets in the Municipal Building for Business, Study, Adjourned, and Special Meetings, unless otherwise specified. 2. Council Business Meetings are held the second (2nd) and fourth (4th) Monday of each month at 7:00 PM unless otherwise specified. 3. Study Sessions are the first (1st) and third (3rd) Monday of each month at 6:30 p.m., unless otherwise specified. 4. Study Sessions shall be for the purpose of discussion of concepts and ideas. No formal business shall be conducted. Consensus votes during all Study Sessions are non-binding, and unless the issue is disposed of at a Business, Adjourned, or Special Meeting, may be amended or reconsidered in that or any future Study Session. 4 a) Public comment will be allowed at the beginning of a Study Session for only those items on the agenda and each speaker is limited to a maximum of three (3) minutes. B. ADJOURNED MEETINGS: Any Meeting of the Council may be adjourned to a later date and time, provided that no adjournment shall be for a period longer than the next Council Business Meeting. C. EXECUTIVE SESSIONS: 1. The Council may meet in Executive Session on a vote of a majority of City Council in a regular business meeting (Charter-Sec 5. 7). 2. No notes may be taken during an Executive Session except by the City Clerk and/or City Attorney. 3. If at any time during the session, a Council Member feels that a matter is being discussed other than that stated, that member should so state and may request that the session be terminated. Upon consensus vote of Council Members present, the session shall be terminated. D. INFORMAL MEETINGS: 1. Five (5) or more members of Council may attend informal meetings held for the purpose of acquiring information and discussion topics provided that public notice of the meeting is posted in the location establishing for posting of all Wheat Ridge meetings at least 72 hours prior to the meeting, listing the topic of the meeting, its location, time, and date. The location of this posting shall be the bulletin board outside the City Court room in City Hall. a) Copies of the notice shall be given to all City Council Members, the City Clerk, at least 72 hours before the meeting. b) The City Clerk is responsible for the posting of the Meeting. 2. Any THREE or FOUR Council Members may attend informal meetings held for the purpose of acquiring information and discussing topics. SUCH MEETINGS MUST BE OPEN TO THE PUBLIC, BUT NO NOTICE IS REQUIRED UNLESS FORMAL ACTIONS WILL BE TAKEN. 3. Meetings involving no more than two Council Members, whether in person or by telephone, shall not be subject to any of the requirements in this Rule. 5 4. In no event, shall any vote or other action or decision be taken. This Rule (D) ( 4) shall not apply to standing Council Committees. 5. All Meetings shall be open to members of the public and the press. E. ATTENDANCE AT MEETINGS OF OTHER ORGANIZATIONS AND SOCIAL GATHERINGS: 1. The purpose for this rule is to permit the City to be represented by its elected officials at meetings of other groups or organizations, including, without limitations, intergovernmental organizations, neighborhood organizations, business and service organizations, and other organizations or groups with whom the City has a relationship. 2. Any member of Council and the Mayor may attend meetings of other groups without prior notice, provided however, that any such meeting, if attended by three or more members of the Council, is open to the public, pursuant to Section 24-6-401, et seq., C.R.S. 3. Social gatherings, at which the discussion of public business is not the central purpose, shall not be subject to any of the requirements of Rule E. CHAIR, MAYOR PROTEM AND THEIR DUTIES A. CHAIR: 1. The Mayor shall preside over the meetings of the Council. 2. In the absence of the Mayor, the Mayor Pro Tern shall preside. B. MAYOR PRO TEM 1. At the first or second business meeting in November of each year, the Council shall nominate and elect by motion upon a majority vote, a Mayor Pro Tern who shall serve until their successor is elected. The procedure shall be as follows: • The presiding officer will announce that the floor is open for nominations for the position of Mayor Pro Tern. • Nominations will be taken from City Council Members by voice. No second is needed. 6 • Each nominee will have the opportunity to address the Council. The order of address and length of time may be determined in advance by the Council. • Each Council member will mark the paper ballot (provided by the City Clerk in their agenda packet) with the name of the nominee they wish to vote for and fold the paper in half to ensure secrecy. • The City Clerk will collect the ballots, tally the results, and return the written name of the majority vote receiver to the presiding officer, who will announce the highest vote getter. • In the event of a tie, the Mayor will cast a paper ballot, to be delivered to the City Clerk for inclusion into the election tally. • A Motion and second is then in order to elect, by acclamation, the highest vote getter to the position of Mayor Pro Tern. The Council is encouraged to confirm the nomination unanimously; however, Council Members are not required to vote for this person. If the motion is not carried, additional motions are in order until a Mayor Pro Tern is elected by a majority of Council. 2. If presiding, the Mayor Pro Tern shall have the voting privileges of a regular Council Member. 3. The Mayor ProTem's duties shall include reviewing and setting the Agenda on Wednesday prior to Council Meetings and determination of emergency items at Council Meetings. The Mayor ProTem shall have the authority to pull any item off the Agenda with the exception of an item placed on the Agenda by two (2) Council Members. 4. The Mayor Pro Tern shall arrange for, and coordinate the orientation of all newly elected officials within two months after the election. C. PRESERVATION OF ORDER: The Chair shall preserve order and decorum, prevent personal attacks or the impugning of members motives, confine members in debate to questions under discussion, be responsible for conducting meetings in an orderly manner, assure that the minority opinion may be expressed and that the majority be allowed to rule. D. POINT OF ORDER: The Chair shall determine all Points of Order, subject to the rights of any Council Member to appeal to the Council. 7 ORDER OF BUSINESS AND THE AGENDA A. ORDER OF BUSINESS The general rule as to the Order of Business in regular Council Business Meetings is stated thus: • CALL TO ORDER • PLEDGE OF ALLEGIANCE • ROLL CALL • APPROVAL OF MINUTES • PROCLAMATIONS AND CEREMONIES • CITIZENS RIGHT TO SPEAK • APPROVAL OF AGENDA • CONSENT AGENDA • PUBLIC HEARINGS, ORDINANCES ON SECOND READING, FINAL SITE PLANS • ORDINANCES ON FIRST READING • DECISIONS, RESOLUTIONS AND MOTIONS • COMMITTEE REPORTS • CITY MANAGER'S MATTERS • CITY ATTORNEY'S MATTERS • ELECTED OFFICIALS' MATTERS • EXECUTIVE SESSION (AS NEEDED) • ADJOURNMENT B. AGENDA 1. The order of business of each meeting shall be as contained in the Agenda prepared by the City Clerk. 2. For good cause shown, and by majority vote of the City Council during any City Council meeting, the order of business for that meeting may be changed. The City Manager and City Attorney may propose to add items to the Agenda under "Approval of Agenda". 3. Agenda shall be listed by topic of subjects to be considered by the Council and shall be distributed by 5:00p.m. on the THURSDAY prior to the Monday of Council Meetings. In the event of a holiday, the material shall be distributed not later than noon on the FRIDAY prior to the Monday meeting . 8 4. The City Clerk's Office shall be notified of the sequence of the Agenda Items by noon on the WEDNESDAY preceding the Monday on which Council meets. All backup material and documents shall be filed with the Clerk's office by 5:00 p.m. on that day in order to be included in the Council packet. 5. A majority of Council Members present is required to direct the City Attorney or staff to draft an ordinance to be included on the agenda. 6. If a Council Member asks that an item be added to the Agenda, it is the responsibility of that Council Member to provide backup material for the Council packet as to the subject or arrange for that backup material to be prepared. No item may be included in the Agenda without proper backup. 7. A majority vote of City Council Members present may also add or delete an item from the agenda at the beginning of the Council Meeting. In Business Meetings, this must be done before Public Hearings and Second Readings. 8. The first option of introducing Agenda Items at a Council Meetings shall go to a representative of the Council District to which the Agenda Item pertains. Council Agenda items not specific to a Council District may be introduced by any member requesting such privilege from the Chair in advance of the meeting or requesting to introduce the item at the meeting. 9. Fiscal Notes. Prior to any item being placed on the agenda, the City Manager shall prepare a brief explanatory note that shall include a reliable estimate of the anticipated change in the expenditures or revenues to the City and whether such expenditures or revenues shall be recurring in nature during future budgets years. This shall include any principal and interest payments required to finance expenditures. The note shall be known as a "fiscal note". C. AGENDA ITEMS Council Members or the Mayor may originate an agenda item with the approval of one other Council Member. Each Council Member and the Mayor shall be allowed to originate only two (2) items per month to be added to the Agenda of regularly scheduled Council Business Meetings. 1. Standing Council committees may place items on Council Agendas for further action or discussion. 9 2. Motions made by Council Members, which are not in the Council packet, must be submitted to the City Clerk and Mayor in writing during the Council Meeting so it may be repeated, and included in the minutes. 3. During a City Council Business Meeting, under the Elected Officials, City Manager's or City Attorney's matters portion of the agenda, or at a Study Session a Council Member, the City Manager, or the City Attorney may request that an item be added to a future Agenda for consideration. 4. The City Manager may add administrative and operational items to the agenda prior to or at the beginning of any meeting. D. PUBLIC HEARINGS All speakers must sign up on the appropriate roster, indicating whether they intend to speak in favor of, or in opposition to, a particular Agenda Item. The Council shall not entertain a motion for the final disposition of the matter until the City staff and applicant have made their presentations, if any, and the public hearing has been closed, provided, however, that motions regarding the conduct, scheduling or continuation of the public hearing itself shall be proper at any time. E. ORDINANCES ON FIRST READING It is the goal and desire of City Council to allow all interested parties to provide input during the Public Hearing/Second Reading on all proposed ordinances. A full, complete, and open discussion of all proposed ordinances is encouraged during the Public Hearing. Therefore, public comment and staff presentations will occur only during the Public Hearing/Second Reading. First Reading will be for the purposes of setting proposed ordinances for publication, and establishing a date for the Public Hearing/Second Reading. Amendments to a proposed ordinance can be made during a First Reading, following the guidelines for offering amendments in the City Council Rules of Order and Procedure. F. TIME OF ADJOURNMENT At 11:00 P.M., the City Council shall complete action on the Agenda Item then under discussion and shall adjourn the meeting. Prior to such adjournment, the Council may take any or all of the following actions: 1. Acting by 3f4 majority vote, complete all or portions of the remaining Agenda. 2. Acting by a majority vote, schedule any unfinished items for future regular Council Business Meeting . 3. Acting by majority vote, continue the meeting to a later date and time certain. 10 ORDINANCES, RESOLUTIONS, AND MOTIONS A. RECONSIDERATION 1. A motion to reconsider can be made only by a Council Member originally voting with the prevailing side. 2. Such motions shall be made only at that or the next regularly scheduled Council Business Meeting. A continued or rescheduled meeting shall be considered at a next scheduled Council Business Meeting for the purpose of Reconsideration. If not reconsidered at that time, the issue cannot be placed on any agenda for six (6) months. 3. A motion to reconsider shall require an affirmative vote of a majority of the entire Council. 4. A COUNCIL MEMBER WHO HAS BEEN ABSENT FROM A PRIOR MEETING MAY VOTE ON A RECONSIDERATION PROVIDED SUCH COUNCIL MEMBER HAS LISTENED TO THE TAPE OF THAT AGENDA ITEM IN THE CITY CLERK'S OFFICE PRIOR TO THE MOTION FOR RECONSIDERATION. B. CITY ATTORNEY TO APPROVE: All Ordinances and Contracts shall be "Approved as to Form" by the City Attorney. CITIZENS' RIGHTS A. CITIZENS' RIGHT TO SPEAK: 1. Any person may speak for a maximum of three (3) minutes on any item other than Agenda items. 2. Speakers must sign the Public Comment Roster. 3. Citizens Right to Speak shall always precede all other official business except Call to Order, Pledge of Allegiance, Roll Call, Approval of Minutes and proclamations or Ceremonies. 4. There shall be no restriction on the number of citizens who wish to speak. 5. The content of any speaker's comments cannot be censored . II 6. Persons in attendance shall be allowed to donate time to other speakers to a maximum of nine (9) minutes, including the three (3) minutes the original speaker has. 7. The Chair will entertain no written comments unless a member of the public is present to read them into the record. A Council Member may read written comments into the record with the approval of the majority of the Council present. 8. Council has the choice whether or not to respond to citizens after the closure of the Citizen Comment portion of the meeting. B. CITIZENS' RIGHT TO SPEAK ON AGENDA ITEMS: Any person desiring to speak on an agenda item must sign the appropriate roster in Council Chambers and confine their remarks to the relative item. There shall be no time limit applied unless deemed appropriate by the Chair. C. WRITIEN COMMUNICATIONS: All written communications to Council must be signed. If not signed, the written communications may not be accepted. SUSPENSION AND AMENDMENT OF THESE RULES A. SUSPENSION OF RULES: Any provision of these Rules not governed by City Charter or Code of Laws may be temporarily suspended by a three-quarters (3/4) majority vote of Council Members present. B. AMENDMENT OF RULES: These Rules may be amended, or new Rules adopted by a majority vote of Council Members, provided that the proposed amendments or new Rules shall have been submitted in writing to Council at a preceding meeting. C. REVIEW: These Rules will be reviewed by Council within three months of an election or filling of a vacancy of Member(s) of Council, Council may review these Rules at any time upon request of any member of Council. 12 APPROPRIATIONS Council cannot approve an appropriation under City Manager's Matters, City Attorney's Matters, or Elected Officials' Matters. Updated April 23, 2012 13 II II II II Mayor and City Council Protocol Operating Guidelines Protocoll II Simple Information • Go to Director for the information (1/2 hour). Director will inform the City Manager. • Look in City information sources. • Be Respectful Staff time. Protocol2 II Research on a Topic • Go to City Manager. • Bring up at Council meeting or Study Session. • Go to Council consensus on direction. Protocol3 II Citizen Service Requests • First contact -Refer to appropriate department -Contact Karen • General request/contact enforcement Contact Janice or contact -Service requests -Provide feedback • Performance related issues -Contact City Manager • If outside district, notify the district council member. Protocol4 II Question on Agenda Item • Contact Director Email with questions. • Get questions to Staff prior to Monday 12 noon. • Responses go to Mayor and Council members. Copyright© 20 I 0 : Lyle Sumek Associates, Inc. 10-JUN-29 33 II II II II Pro.tocol5 II Urgent Information Mike: Work or home Karen B: Text message on cell phone Dean: Cell phone Joey: Cell phone/text Karen A: Home or cell phone Wanda: Home Davis: Text Tracey: Home/cell Protocol6 II Communications: Council and Staff A. Council to Council • Inform each other, avoid surprises. • Inform each other of your intentions to place an item on study session agenda. • Call or email others to let them know that you are going to make a suggestion or recommendation. B. Staff to Council • Information to all Mayor -Councilmembers at same time. • Use 2 on 2 meetings. Protocol7 II Employees Contact A. Mayor-Council Initiated • Contact City Manager and Director . B. Employee Initiated • Refer to Supervisor, Director and City Manager . • Inform City Manager . ProtocolS II Email • Emails go to all Mayor and City Council on City matters. • , A void sending to outside individuals and groups policy related discussion, staff drafts or informational items . • Note draft confidential. Protocol9 II Placing Item on Agenda • Bring up at Council Meeting for direction. • Two council members or Mayor or Council make request. • City Manager places item on agenda. • Two per month per person. Copyright© 2010: Lyle Sumek Associates, Inc. 10-JUN-29 34 II II II II Protocol tO II How to Get Information to You A. City Manager's Update: Revision • Future Agenda. • More complete calendar. B. Mayor's Update • E-Mail on City Manager conversations. • Regional and outside contacts. Protocolll II Positive Feedback from Citizens Share with Council and Mayor the letters and emails. II Protocol12 II Letters of Support II A. Speaking for City • Based-up council position (5 votes). • On "City of Wheat Ridge" Stationery. B. Speaking for Self • On "Office of the Mayor" Stationery. • On letter heads. Copyright <0 2010: Lyle Sumek Associates, Inc. 10-JUN-29 35 House Rules: Code of Conduct 1. Tr~at Each Other as Adults-Avoid Personal Attacks or Personal Accusations 2. Be an Active Listener and Strive to Understand the Message before Judging-A void Stereotyping or Labeling Others 3. Work Together as a Whole Council Team-Avoid Factious or Sub Teams 4. Know and Practice Your Roles and Responsibilities as Council Members-Avoid Micromanaging or Directing Staff 5. Discuss Issues Thoroughly -Allow Others to Present Diverse Ideas or Options 6. Do What is Best for the City - A void Personal Agendas ' 7. '"· Link Decisions with the Council's Vision and Goals- A void Personal Self Interests 8. Share Information with All - A void Selective Information Sharing or Communications Copyright © 20 I 0: Lyle Sumek Associates, Inc. 10-JUN-29 31