HomeMy WebLinkAboutStudy Session Agenda Packet 03-19-2018
STUDY SESSION AGENDA
CITY COUNCIL CITY OF WHEAT RIDGE, COLORADO
7500 W. 29th Ave.
Wheat Ridge CO March 19, 2018
6:30 p.m.
Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge. Call Sara Spaulding, Public Information
Officer 303-235-2877 at least one week in advance of a meeting if you are
interested in participating and need inclusion assistance.
Citizen Comment on Agenda Items
1. Staff Report(s)
2. Strategic Plan Update
3. Review of City Council Rules of Order and Procedure
4. Elected Officials’ Report(s)
ADJOURNMENT
Memorandum
TO: Mayor and Council FROM: Patrick Goff, City Manager DATE: March 15, 2018
SUBJECT: Strategic Plan Update
The attached Strategic Plan reflects the latest update of the Citywide goals and strategies
developed during last year’s annual strategic planning process on March 4, 2017.
The report is updated periodically by staff members who have responsibility for the specific action items.
The updated Plan is presented to Council for clarification, prioritization, and further discussion.
2035 VISION TOPIC 1: Wheat Ridge is an attractive and inviting city
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Define the best place for an art
presence through a public engagement
process and support the Cultural Committee
in creating a master art plan
The Cultural Commission developed a Cultural Vision for the City. They received public input
through 2015 citizen survey and attended Wheat Ridge City Council study session for
additional input and are requesting adoption of the Cultural Vision by resolution at April 9
City Council meeting. Still to do: update site map (appendix to Public Art Management Plan)
for possible public art projects locations.
Cultural
Commission, Parks
and Rec Dept.
Strategy 2.1: Renovate Prospect Park Phase I construction in process – completion spring of 2018. Phase II Design and construction
documents in process – Construction begins in summer of 2018. Phase III includes the
renovation of the Berbert House and new restroom at north end of park – not currently
funded or in process. GOCO grant awarded for Phase II - $350,000
Parks and Rec
Dept.
Strategy 2.2: Renovate Anderson Park Consultant contract awarded for design development and construction drawings. Contract
award for preconstruction services are completed. Construction begins September 2018,
completed by June 2019.
Parks and Rec
Dept.
Strategy 3.1: Plan, assess, and prioritize
options to underground utility lines
Staff has been working extensively with XCEL Energy and property owners to underground
overhead utility lines at two locations: Youngfield Street and 38th Avenue (adjacent to the
Applewood Shopping Center) and 38th Avenue between Kipling Street and approximately
Lena Gulch. These projects are being pursued in conjunction with redevelopment activities at
those two locations. Staff and property owners jointly have been successful in getting XCEL
to move in a timely fashion on both projects, and undergrounding/utility work is expected to
commence in the spring of 2018. The City intends to tap its 1% XCEL fund to assist in paying
for this work. However, the actual cost is not yet known, pending the receiving of
bids/estimates for the work from XCEL.
Public Works
Strategy 3.2: Create a ballot question to
expedite the undergrounding of utility lines
Additional discussion with City Council is required on this item. City Manager
Timeframe
GOAL 2: Ensure that the City has attractive and inviting open space and parks
GOAL 1: Develop a visual art presence in the City
GOAL 3: Underground utility lines in commercial corridors to improve streetscapes
Strategy 4.1: Update and create stricter and
more proactive code enforcement
Staff would like further direction from city council on the areas of the nuisance enforcement
code that need to be updated, as well as what city council means by the term stricter. The
department has been proactive in three areas to address neighborhood issues: the
administrative citation model, education and marketing and the TLC (Traffic, Life Quality and
Crime) Program. The administrative citation process has greatly assisted in expediting
nuisance code issues and resolving them. The TLC program is used by the Patrol Operations
Division and Community Services Team to identify neighborhoods and commercial areas as
project areas. It is very much a community policing model to address citizen concerns. The
Community Services Team surveys the area in an effort to identify the specific problems or
issues. A neighborhood meeting is held to provide information to the property owners on the
problems/issues identified, as well as listen to feedback from the property owners on what
they feel are challenges. Other city departments and Localworks participate in these
meetings. We then enter into a response phase that includes extra-patrols related to the
issues presented, bicycle patrols, and providing dumpsters for clean-up efforts. After this
process is completed, we enter an enforcement phase, which can include abatement if all
other options fail. Our efforts to date have been successful; however they are time intensive.
The department utilizes print and social media, as well as the city website to promote
education in the areas of nuisance code and animal control. The police department and
community development are currently exploring options to address the issues in the I70 and
Kipling corridor, which may include recommendations for new ordinances. Reviewing the
current code and determining what needs to be updated will require a consultant to assist
the department. The department has not begun the process to review the current code due
to other significant projects in the Police Department.
Police
Strategy 4.2: Establish a rental inspection
program
Additional discussion with City Council is required on this item. Community
Development
Investigate and develop an incentive
program for homeowner investment
Is this needed or differentiated from the existing local works loan program? What types of
projects/home owners would be prioritized? Grant or loan?
Community
Development
Update the sign code Limited updates are scheduled for City Council hearing first reading: April 9 second reading:
April 23
Community
Development
Items not associated with a specific goal
GOAL 4: Expand proactive code enforcement
2035 VISION TOPIC 2: Wheat Ridge is a community for families
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Increase enrollment in
neighborhood schools; identify problems
that are specific to those schools and
research how other cities have addressed
similar problems
Wheat Ridge
Education Alliance
Strategy 2.1: Conduct a needs assessment of
current senior programs
Admin. Services
Strategy 2.2: Develop a plan to initiate a
senior crime prevention program
The police department provides crime prevention training to seniors when it is requested.
Current staffing limits our ability to add a specific program without additional staffing. The
department will be looking at federal grants in 2018, which may be able to address this
specific objective in 2019 and beyond.
Police Dept.
Strategy 2.3: Resolve the status of accessory
dwelling units (ADUs)
ADU public meetings were held in Spring 2016 and discussed at City Council Study Session
June/July 2016. Efforts are currently on hold pending NRS update and resident survey results.
Research was done in 2016 and could be restarted in 2018 depending on how much
additional outreach City Council desires.
Community
Development
Strategy 3.1: Assist residents in setting up a
neighborhood watch program
The police department promotes the Neighborhood Watch program at various community
events. Currently, the police department has 23 neighborhood watch programs throughout
the community, with several more working to earn the designation. The police department
has proactively promoted the Dog Walker Watch program in 2017/2018, which has had a
great response from community members.
Police Dept.
Strategy 3.2: Further develop and expand
community-wide crime prevention program
The police department has one officer assigned to crime prevention efforts and multiple
programs related to crime prevention. To further develop and expand our efforts in this area
will require additional staffing. The department is awaiting the announcement of the 2018
federal grants from the Department of Justice, to try to determine if there will be opportunity
to augment additional staffing through federal grants to enhance community policing and
crime prevention citywide. The current staffing situation in the department limits our ability
to provide more robust services in this area.
Police Dept.
Strategy 4.1:
Timeframe
GOAL 1: Improve the quality of Wheat Ridge's public schools
GOAL 2: Provide options for seniors are to age in place
GOAL 3: Support residents in taking an active role in community policing
GOAL 4: Create a baseline assessment for "live, work, and play" metrics
Strategy 5.1: Identify funding source and
potential location
The Mayor and City Manager met with the Jefferson Library District in January 2018. The
District has inititated a facilicites study to determine future needs. Intitailly the District has
identified the need for two additional libraries and over 150,000 of additional square
footage. The District recently increased its mill levy and therefore has more capacity to
provide additional services. A City funding source or a new location in Wheat Ridge has not
been identified at this time.
City Manager
GOAL 5: Build a new library in Wheat Ridge
2035 VISION TOPIC 3: Wheat Ridge has great neighborhoods
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Resolve the status of
Accessory Dwelling Units (ADUs)
ADU public meetings were held in Spring 2016 and discussed at City Council Study Session
June/July 2016. Efforts are currently on hold pending NRS update and resident survey results.
Research was done in 2016 and could be restarted in 2018 depending on how much
additional outreach City Council desires.
Community
Development
Strategy 1.2: Update the Neighborhood
Revitalization Strategy
Negotiating scope of service with consultant, will brief City Council on scope at the April 2,
2018 study session. Initiate contract and start work May/June 2018, estimated 9-12 month
process.
City Manager,
Community
Development
Strategy 1.3: Set policy on "shared housing''
(e.g., AirBnB, VRBO)
Including question on this topic in resident survey. Staff research completed in 2017. Could
initiate public outreach process in 3rd/4th quarter of 2018.
Community
Development
Strategy 2.1: Identify historical
neighborhoods
Strategy 2.2: Identify neighborhood
"captains" and provide support for them
Localworks
Strategy 2.3: Market Localworks
neighborhood programs
Ongoing - meet with Executive Director of Localworks monthly to discuss programming and
areas where the the City and Localworks can work together.
City Manager,
Community
Development,
Police Dept.
Strategy 2.4: Create and support
neighborhood internet Sharepoint programs
Based on IT workload in supporting regionalization efforts, can be prioritized for 2019. Need
clarification as to how this service/system is intended to be used differently than NextDoor
and other platforms.
Admin. Services
Strategy 3.1: Adopt a complete streets
policy
Staff would like feedback from Council on how high a priority this is, and how they might
wish staff to proceed. The City informally includes complete streets practices, does Council
wish to adopt a formal policy or include in the City Code, similar to what some other cities
have done? The process in adopting such a measure could look differently, depending on
how Council wishes to proceed.
Public Works
Timeframe
GOAL 1: Set a clear policy to achieve diverse housing options
GOAL 2: Facilitate neighbor-to-neighbor relations
GOAL 3: Create a Complete Streets Program and assessment
2035 VISION TOPIC 4: Wheat Ridge has a choice of economically viable commercial areas
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Work with CDOT to prioritize I-
70/Kipling improvements
CDOT is moving forward with completion of an environmental assessment (EA), anticipated
for completion in late spring 2018. Upon completion of this document, CDOT intends to
pursue funding to proceed with completing construction plans. At this time, there is no
funding identified or a construction year or schedule established. Staff has been supportive of
CDOT through this process, including working with CDOT and adjacent property owners to
identify ROW and access issues and potential redevelopment opportunities.
City Manager,
Public Works
Strategy 1.2: Develop an I-70/Kipling
Corridor Strategy to address crime,
aesthetics, redevelopment opportunities
Met with strategy consultant in February and March 2018. Kipling is budgeted for a corridor
plan in 2018 but a complete corridor plan, including robust public input, may be delayed to
allow staff to work on the NRS update.
City Manager,
Police Dept.,
Community
Development
Strategy 1.4: Market sites to the
development community
Ongoing - an Economic Development newsletter is distributed to the development
community monthly which include development opportunities in Wheat Ridge. Staff created
a marketing flyer and are working on a marketing video for the WR - Ward Station area.
City Manager
Strategy 2.1: Finalize design of 38th Ave
streetscape
City Council
Strategy 2.2: Provide funding for business
area marketing and organized support
City Manager
Strategy 2.3: Incentivize priority business
clusters
City Manager
Strategy 2.4: Maintain and expand
commercial grant/loan program
City Council,
Localworks
Timeframe
GOAL 1: Build out key development sites along I-70 corridor by 2025
GOAL 2: Provide support to existing commercial areas
Strategy 3.1: Create a plan identifying mid-
and long-term redevelopment sites
2018 priority for Economic Development Manger City Manager,
Community
Development
Strategy 3.2: Inititate proactive rezoning Few areas where we can or need to do this. Community
Development
Strategy 4.1:
Assess internet sales tax leakage The City hired a new Accounting Manager in March 2018. This item will be prioritized by late
2018 or 2019.
Admin Services
Educate the community on urban renewal,
tax increment financing and enhanced sales
tax incentive program
In August 2017, Renewal Wheat Ridge entered into a service agreement with The 27th Letter
to provide marketing and public relations services for Renewal Wheat Ridge.
City Manager,
Renewal Wheat
Ridge
GOAL 4: Become a leader in technological infrastructure
Items not associated with a specific goal
GOAL 3: Proactively identify emerging redevelopment areas
2035 VISION TOPIC 5: Wheat Ridge has diverse transportation
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Work on connections between
public transportation and development
Connections and and/or improved access to public transportation is considered and pursued
as much as possible on all developments. This includes major redevelopment areas, (such as
Clear Creek Crossing, Ward Road TOD area, and Wadsworth Blvd Reconstruction) as well as
smaller scale projects where improved pedestrian access to bus stops for example, may be
desired. RTD is engaged and included as appropriate and as much as possible on
development projects, particularly for larger scale developments such as Clear Creek Crossing
and Ward Road TOD where significant opportunities arise, such as improved access to
commuter rail, identifying bus circulator/connection opportunities, and improved bike/ped
access to public transit opportunities. In addition, staff closely follows RTD bus route service
and schedules, particularly where there may be proposed changes to existing routes, times,
and services. The maintaining of existing service levels on specific routes through the City
has always been identified as a high priority.
Public Works
Strategy 1.2: Support rideshare programs
like Uber and Lyft
Staff needs clarification on what support would look like and what City Council is looking for.Admin Services
Strategy 1.3: Investigate feasibility of a bike-
share program
Staff would like further direction from Council as to how high a priority this may or may not
be. Staff has engaged in informal conversations with vendors who provide bike/share
services, but no specific plan or cost for implementing a plan has been identified at this time.
Public Works
Strategy 2.1: Finalize the bike/pedestrian
master plan and the ADA plan
Both plans were finalized and approved by City Council in 2017 Public Works
Strategy 2.2: Improve pedestrian mobility
on 29th Ave
Sidewalks/pedestrian mobility on 29th are being addressed segment by segment as
opportunities arise and funding is available. Staff is finalizing plans for the reconstruction of
29th Avenue west of Fenton Street, which includes sidewalks. Per Edgewater’s request, the
project has been extended to Kendall Street, and will include sidewalks. Construction is
expected to commence August, 2018.
Public Works
Strategy 2.3: Determine feasibility of
building sidewalks from 32nd to 35th on
Wadsworth
Staff has completed conceptual plans and an estimate for the construction of a multi-use trail
(similar to recently constructed along Kipling), along Wadsworth from 32nd Avenue to 35th
Avenue. Estimated cost at this time: $1M. Funding will need to be identified before moving
forward any further.
Public Works
Timeframe
GOAL 1: Improve and identify areas of need for public transportation
GOAL 2: Implement top three priorities of bike/pedestrian plan
Strategy 3.1: Coordinate with other
communities on connectivity options
between communities
Entered into an MOU with Arvada and Jeffco regarding roads at WR Ward station area in 2 nd
Quarter of 2018. Staff consistently engages with our neighbors (Lakewood, Arvada, Jefferson
County, and Denver) on a regular basis, as well as other agencies and advocacy groups such
as Bike JeffCo, CDOT, RTD, and ATAT. All of these stakeholders were involved with visioning
and planning in the Ward Road – TOD area, where staff are presently engaged with Arvada
and Jefferson County to address transportation and traffic issues and opportunities in the
station area. Staff also reviews and looks at connectivity options internal to Wheat Ridge
when opportunities arise, such as private redevelopments, improvements to trails, and
leveraging of bike/ped opportunities with other projects as they arise.
Public Works
Strategy 4.1: Maintain the level of existing
RTD routes
Staff closely follows RTD bus route service and schedules, particularly where there may be
proposed changes to existing routes, times, and services. The maintaining of existing service
levels on specific routes through the City have always been identified as a high priority.
Public Works
Strategy 5.1: Identify and prioritize
connectivity options to the G Line
Staff consistently engages with our neighbors (Lakewood, Arvada, Jefferson County, and
Denver) on a regular basis, as well as other agencies and advocacy groups such as Bike
JeffCo, CDOT, RTD, and ATAT. For example, all of these stakeholders were engaged during
the Bike/Ped Master Plan update, and also with visioning and planning in the Ward Road –
TOD area, where staff are presently engaged with Arvada and Jefferson County to address
transportation and traffic issues and opportunities in the station area. Staff also reviews and
looks at connectivity options internal to Wheat Ridge when opportunities arise, such as
private redevelopments, improvements to trails, and leveraging of bike/ped opportunities
with other projects as they arise.
Public Works
Strategy 5.2: Implement a circulator bus
service between the G Line, commercial
centers and the Seniors' Resource Center
In summer and fall of 2018 coordinating with RTD to re-locate a bus transfer station within
the Clear Creek Crossing Project. Staff consistently engages with our neighbors (Lakewood,
Arvada, Jefferson County, and Denver), as well as other agencies and advocacy groups such
as Bike JeffCo, CDOT, RTD, and ATAT. Staff also reviews and looks at connectivity options
internal to Wheat Ridge when opportunities arise, such as private redevelopments,
improvements to trails, and leveraging of bike/ped opportunities with other projects as they
arise.
Public Works
Maintain bike lanes Public Works
Support transportation maintenance
companies
City Manager
Discuss how to finance the Drainage,
Infrastructure, Roads, and Trails (DIRT) Task
Force
City Manager
GOAL 5: Increase multi modal access to G Line stations
Items not associated with a specific goal
GOAL 3: Increase connectivity to surrounding communities and local gathering centers (ten new locations)
GOAL 4: Maintain the level of existing RTD routes
2035 VISION TOPIC 6: Wheat Ridge is committed to environmental stewardship
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Develop mission and goals for
Committee
Completed in 2017 Admin Services
Strategy 1.2: Create Committee
membership application and advertise for
Committee
Completed in 2017 Admin Services
Strategy 1.3: Select and appoint Committee Completed in 2017. Committee will provide final report with recommendations to City
Council in June 2018
Mayor and City
Council
Timeframe
GOAL 1: Create an Environmental Sustainability Committee to set priorities for the City for the next five years
2035 VISION TOPIC 7: Wheat Ridge residents are proud of their hometown
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Conduct Resident survey City Council approved final formal on biannual survey on February 26, 2018. Survey results
will be presented to City Council in June 2018.
Admin Services
Strategy 2.1:
Strategy 3.1: Create a City 101 course for
residents
Plans are underway for a City 101 course in Fall 2018. Researching best format and best
options.
Admin Services
Strategy 3.2: Assess current levels of public
participation and the needs of residents
Admin Services
Identify choice destination metrics to inform
future work plans
City Manager
Create a charter commission to update the
City Charter to increase pride in Wheat
Ridge's government
City Council
Create a recognition campaign for
hometown pride
Planning for 50th Anniversary Celebration in 2019 is underway. Staff will be bringing ideas
and funding requests to Council during the 2019 budget process.
Admin Services
Fund a loan program through the Housing
Authority
WRHA staff have no direct experience administering a loan program. Localworks already
administers a loan program.
Community
Development
Timeframe
GOAL 1: Create a public survey that captures the quality of resident life, specifically in terms of the "live, work, play" metrics
GOAL 2: Create five additional opportunities for meaningful citizen engagement
GOAL 3: Increase public participation by 20% in all city-wide meetings
Items not associated with a specific goal
2035 VISION TOPIC 8: Wheat Ridge residents enjoy an active, healthy lifestyle
Current Status Responsible
parties
Need
Clarification 2018 2019 2020
Strategy 1.1: Identify a percentage target for
young family participation increase
Currently gathering data on participation, need clarification on what constitutes a young
family and how they participate – together or individually, increased youth participation in
programs in 2015-2016 by 27%
Parks and Rec
Dept.
Strategy 2.1: Complete an assessment of all
City programs promoting the vision and
identify opportunities for partnerships with
LMC
Staff is participating on the Heros of Hope Board to help plan the Heros of Hope Event.
Lutheran has joined the HEAL committee and the City worked with the committee on Heart
Healthy week. A second event is being planned for this summer. Have reached out to
Lutheran with varying degrees of success over the past few years in their participation in
proposed programs.
Parks and Rec
Dept., Admin
Services
Strategy 3.1: Needs more clarification, very broad, consultant required, no internal capacity or expertise Parks and Rec
Dept.
Strategy 3.2: Conduct a gap analysis
regarding City programs/partnerships and
resident needs for mental, physical, and
emotional resources
Narrow scope, define goals. Need to fund and conduct a needs analysis by consultant group.Parks and Rec.
Strategy 3.3: Identify Council's role in
potential oversteps in the City's role in
promoting active, healthy lifestyles
Is this needed or differentiated from the existing localworks loan program? What types of
projects/home owners would be prioritized? Grant or loan?
City Council
Update plans and investigate funding for a
ballot initiative expanding the recreation
center
Requires funding for consultant services – staff capacity late 2018 or early 2019 Parks and Rec.,
City Manger
Timeframe
GOAL 1: Increase young family participation by _____% in City-sponsored recreation programs
GOAL 2: Develop an active relationship with Lutheran Medical Center (LMC ) and plan and implement three programs that promote an active, healthy lifestyle
GOAL 3: Create metrics and evaluation programs for defining an active, healthy lifestyle
Items not associated with a specific goal
Memorandum
TO: Mayor and City Council
FROM: Patrick Goff, City Manager DATE: March 15, 2018
SUBJECT: Review of Council Rules of Order and Procedure
ISSUE:
The Charter of the City of Wheat Ridge provides that the Council may determine its own rules of procedure for meetings. Section C of Suspension and Amendment of these Rules states “These Rules shall be reviewed by the Council within three (3) months of a Regular Council Election.”
PRIOR ACTION:
Council Rules of Order and Procedure were last amended in 2016. At the June 27, 2016 Study Session, numerous sections of the Rules were discussed and recommended for change. The City Attorney incorporated all of the recommended changes and reorganized the numbering. The City Council approved the Council Rules of Order and Procedure as amended on July 11, 2016.
RECOMMENDATION: Council should review the Rules and Procedure and propose any recommended changes. If there are proposed changes, they will be placed on the next Council agenda for consideration.
ATTACHMENTS:
1. Rules of Order and Procedure, July 11, 2016
ATTACHMENT 1
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CCIITTYY CCOOUUNNCCIILL
WWHHEEAATT RRIIDDGGEE,, CCOOLLOORRAADDOO
Adopted: April 28, 2014
Revised: July 11, 2016
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TABLE OF CONTENTS
I. AUTHORITY 3
II. CITIZENS’ RIGHTS 3
III. CHAIR, MAYOR PRO TEM, CITY CLERK, CITY ATTORNEY,
PARLIAMENTARIAN AND THEIR DUTIES AT MEETINGS 4
CHAIR………………………………………………………………………………………………………………4
MAYOR PRO TEM ................................................................................ 4 CITY CLERK ....................................................................................... 5
CITY ATTORNEY ................................................................................. 5
PARLIAMENTARIAN AND RULES OF ORDER ............................................ 5
IV. COUNCIL MEETINGS AND MEETING PROCEDURES 6
TYPES OF MEETINGS .......................................................................... 6
STUDY SESSIONS .............................................................................. 6
ADJOURNED MEETINGS ...................................................................... 6
EXECUTIVE SESSIONS ........................................................................ 6 MEETING NOTICES AND REQUIREMENTS .............................................. 7
ATTENDANCE AT MEETINGS OF OTHER ORGANIZATIONS AND SOCIAL
GATHERINGS ..................................................................................... 8 ABSENCES ......................................................................................... 8
RIGHT OF THE FLOOR ......................................................................... 8
ELECTED OFFICIALS MATTERS ............................................................. 9
V. ORDER OF BUSINESS AND THE AGENDA 9
SCOPE OF RULE ................................................................................. 9 ORDER OF BUSINESS…………………………………………………………………………………….9
AGENDA: PREPARATION AND INITIATION OF AGENDA ITEMS………………….10
INITIATING AND ADDING AGENDA ITEMS ............................................ 11 PUBLIC HEARINGS ............................................................................ 11
ORDINANCES ON FIRST READING ....................................................... 11
TIME OF ADJOURNMENT ..................................................................... 11
VI. RECONSIDERATION 12
VII. SUSPENSION AND AMENDMENT OF THESE RULES 13
SUSPENSION .................................................................................... 13
AMENDMENT ..................................................................................... 13
REVIEW ........................................................................................... 13
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RULES OF ORDER AND PROCEDURE FOR THE CITY COUNCIL OF THE CITY
OF WHEAT RIDGE, COLORADO
I. AUTHORITY:
Sections 4.7 and 5.1 of the Home Rule Charter of the City of Wheat Ridge authorize the City Council to determine its own rules of order and procedure for
meetings. The following 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.
II. CITIZEN’S RIGHTS
A. CITIZENS’ RIGHTS:
1. Citizens’ Comments (non-Agenda Items at a Regular or Special
Meeting: one per meeting for a maximum of three (3) minutes. A
person may speak only once per meeting for a maximum of three (3) minutes.
2. Citizens’ Comments (Agenda Items at a Regular or Special Study
Session): once per person per meeting for a maximum of three (3)
minutes.
3. The City Clerk shall be the timekeeper for Citizens’’ Comments.
4. Persons desiring to speak on an Agenda Item are requested to sign
the appropriate roster in Council Chambers. Speakers shall confine
their remarks to the relative item. There shall be no time limit applied to Citizens’ Comments on any scheduled Agenda Item unless
deemed appropriate by the Chair.
5. There shall be no restriction on the number of citizens who wish to
speak.
6. The content of any speaker’s comments cannot be censored.
7. 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.
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8. The Chair will entertain no written comments from the public unless
a member of the public representing the author is present to read
them into the record. A Council Member or the City Clerk may read
written comments into the record with the approval of the majority of the Council present.
9. Council has the choice whether or not to respond to citizens after the
closure of the Citizen Comment portion of the meeting.
10. All written communications to Council must be signed. If not signed,
the written communications may not be accepted.
III. CHAIR, MAYOR PRO TEM, CITY CLERK, CITY ATTORNEY,
PARLIAMENTARIAN AND THEIR DUTIES AT MEETINGS
A. CHAIR:
1. The Mayor shall preside over the meetings of the Council.
2. In the absence of the Mayor, the Mayor Pro Tem shall preside.
3. 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.
B. MAYOR PRO TEM:
1. At the first or second Regular meeting in November of each year, the
Council shall nominate, by secret paper ballot, and elect by motion upon a majority vote, a Mayor Pro Tem 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 Tem.
• Nominations will be taken from City Council members by voice.
No second is needed.
• Each nominee will have the opportunity to address the Council.
• Each Council member will mark the paper ballot with the name of
the nominee they wish to vote for and fold the paper in half to
ensure secrecy.
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• 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, the highest vote
getter to the position of Mayor Pro Tem. 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 Tem is elected by a majority of Council.
2. If presiding, the Mayor Pro Tem shall have the voting privileges of a
regular Council Member.
3. The Mayor Pro Tem’s duties shall include reviewing and setting the
Agenda prior to Council Meetings and adding emergency items for discussion if necessary. The Mayor Pro Tem shall have the authority
to remove any item from the Agenda of any Regular Meeting or
Study Session with the exception of: (a) an item placed on the Agenda by two (2) Council Members prior to the meeting pursuant to
Rule V.D.1; or (b) an item added by the Council by majority vote
during any meeting pursuant to Rule V.C.6.
4. The Mayor Pro Tem shall arrange for and coordinate the orientation
of all newly elected officials within two (2) months after the election.
C. CITY CLERK:
The City Clerk, or designated representative, shall attend all meetings of Council
and shall keep the official 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. PARLIAMENTARIAN AND RULES OF ORDER:
1. The Mayor Pro Tem shall also function as the Council
Parliamentarian, and may call upon the City Attorney for a
recommendation on procedure, if desired.
2. The Parliamentarian shall advise the Chair and members of Council
on parliamentary rules.
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3. The current edition of Robert’s Rules of Order, newly revised, shall
advise the Parliamentarian regarding questions of order and
procedure in all cases to which they are applicable and in which they
are not inconsistent with these Rules, the Wheat Ridge Home Rule Charter, the Wheat Ridge Code of Laws or other laws governing the
City.
4. In cases where the current edition of Robert’s Rules of Order, newly revised, are inconsistent with the Rules of Procedure, the Rules of
Procedure control.
5. The Mayor (or the Mayor Pro Tem, if presiding), shall be the final
authority on all points of order or procedure, subject to override
upon a three-fourths (3/4) majority vote of the entire Council.
IV. COUNCIL MEETINGS AND MEETING PROCEDURES
A. TYPES OF MEETINGS:
1. The Council meets in the Municipal Building for Regular, Adjourned, and Special Meetings and Regular and Special Study Sessions.
2. Regular Meetings are held the second (2nd) and fourth (4th) Monday
of each month at 7:00 PM unless otherwise provided by amendment
of these Rules.
3. Study Sessions are held the first (1st) and third (3rd) Monday of each month at 6:30 PM, unless otherwise provided by the Mayor Pro
Tem.
B. STUDY SESSIONS:
1. 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, with exception of
consensus votes to schedule or decline to schedule a matter for
consideration at a Regular or Special Meeting, which may, however,
be reconsidered after six (6) months as permitted by Rule V.D.3.
Unless an issue is disposed of at a Regular, Adjourned, or Special
Meeting, it may be amended or reconsidered in that or any future Study Session.
2. 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. When a Study Session is added to a
Regular or Special Meeting, Public Comment on Study Session
Agenda Items shall be taken at the beginning of the meeting.
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C. 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 Regular Meeting.
D. EXECUTIVE SESSIONS:
1. The Council may meet in Executive Session on a vote of a majority of
City Council in a Regular or Special Meeting (Charter – Section 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.
E. MEETING NOTICES AND REQUIREMENTS:
1. All Meetings, whether formal or informal (other than those between only two (2) Council Members and/or the Mayor) shall be open to
members of the public and the press except as provided in this Rule.
2. Meetings involving no more than two (2) Council Members, whether in person or by telephone, and whether or not the Mayor also
attends, shall not be subject to any of the requirements of this Rule.
3. Meetings of any three (3) or four (4) Council Members must be open
to the public, but no notice is required.
a. 4. All meetings of five (5) or more Council Members must
be preceded by public notice of the meeting posted at least 72
hours prior to the meeting, with the exception of Special
Meetings and emergency Special Meetings, on the City website and the locations designated by resolution of the Council,
listing the topic of the meeting, its location, time, and date.
Copies of the notice shall be given to all City Council Members
and the City Clerk at least 72 hours before the meeting.
b. The City Clerk is responsible for the posting of the meeting
pursuant to the Charter and Code.
c. There is no responsibility to post notices of meetings of other
bodies and groups, whether or not members of the Council are
expected to attend.
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F. 5. Public meetings arranged by the City for the citizens, such as open
houses and public input meetings, are not meetings of the City Council.
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 limitation, intergovernmental organizations, neighborhood organizations, business and service organizations, and
other organizations or groups with which 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 (3) 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 IV.E.
G. ABSENCES:
In the event that a Council Member expects to be absent from a Regular, Special or Adjourned Meeting or Study Session, the Member shall notify the City Clerk,
and the City Clerk will duly notify the City Council at the beginning of the
meeting.
H. RIGHT OF THE FLOOR:
1. The presiding officer must first recognize each Council Member requesting to speak unless limited by a motion to limit debate or for
calling the question. (applicable also to Study Sessions)
2. Speakers shall confine themselves to the question under discussion. All discussion must be germane to the Agenda Item. (applicable also
to Study Sessions)
3. Members of Council shall avoid personal attacks and refrain from
impugning the motives of any member’s argument or vote.
(applicable also to Study Sessions)
4. Once a vote, or in the case of a Study Session a Consensus, has
been taken, there shall be no further discussion on that motion or
Agenda Item unless a motion to reconsider is adopted.
I. ELECTED OFFICIALS’ MATTERS:
This is the time elected officials and staff may make comments on any subject.
Time limit per elected official and staff will be five (5) minutes.
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V. ORDER OF BUSINESS AND THE AGENDA
A. SCOPE OF RULE: This Rule V shall apply only to Regular, Special and
Adjourned Meetings, and not to Study Sessions, unless specifically noted.
B. ORDER OF BUSINESS:
The general rule as to the Order of Business in Regular Meetings is stated thus:
• CALL TO ORDER
• PLEDGE OF ALLEGIANCE
• ROLL CALL
• APPROVAL OF MINUTES
• PROCLAMATIONS AND CEREMONIES
• CITIZENS RIGHT TO SPEAK: NON-AGENDA ITEMS (REGULAR OR
SPECIAL MEETING)
• CITIZENS’ RIGHT TO SPEAK: CITIZENS’ RIGHT TO SPEAK: AGENDA
ITEMS (REGULAR OR SPECIAL STUDY SESSION)
•
• APPROVAL OF AGENDA
• CONSENT AGENDA
• PUBLIC HEARINGS, ORDINANCES ON SECOND READING, FINAL SITE
PLANS
• ORDINANCES ON FIRST READING
• DECISIONS, RESOLUTIONS AND MOTIONS
• CITY MANAGER’S MATTERS
• CITY ATTORNEY’S MATTERS
• ELECTED OFFICIALS’ MATTERS
• EXECUTIVE SESSION (AS NEEDED)
• ADJOURNMENT
C. AGENDA: PREPARATION AND INITIATION OF AGENDA ITEMS
1. The order of business of each meeting shall be as contained in the
Agenda prepared by the Mayor Pro Tem.
2. By majority vote of the City Council during any City Council meeting,
including any Study Session, the order of business for that meeting
may be changed. The City Manager and City Attorney may propose
to add items to the Agenda of such meetings under “Approval of Agenda,” subject to approval by a majority of the Council.
3. Agenda shall be listed by topic of subjects to be considered by the
Council and shall be distributed by 5:00 PM on the Thursday prior to the Monday of the Regular Meeting. In the event of a holiday, the
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material shall be distributed not later than noon on the Friday prior
to the Monday meeting.
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 PM 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. A majority vote of City Council Members present may add, change
the order of, or delete an item from the agenda, under “Approval of
Agenda.” In Regular Meetings, this must be done before Public
Hearings and Second Readings.
7. The first option of introducing Agenda Items shall go to a
representative of the Council District to which the Agenda Item pertains or to the Council Member who initiated the item. 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.
8. Fiscal Notes. The City Manager may 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.
9. Council cannot approve an appropriation under City Manager’s Matters, City Attorney’s Matters, or Elected Officials’ Matters.
D. INITIATING AND ADDING AGENDA ITEMS:
1. Council Members or the Mayor may each 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 a Regular Meeting or
a Study Session, subject to the scheduling authority of the Mayor Pro
Tem under Rule III.B.3. It is the intent of this Rule that no more than two (2) agenda items may be initiated by the Mayor or any
Council Member during any single month.
2. It is the responsibility of the originating 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.
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3. Other than by reconsideration pursuant to Rule VI, once an item has
been decided by a formal Council vote at any Regular, Special or
Adjourned Meeting [or by a binding consensus vote at any Study
Session under Rule IV.B.1] it is not eligible to be added to a future agenda for six (6) months.
4. Motions made by Council Members which are not in the Council
packet should be submitted to the City Clerk and Mayor in writing during the Council Meeting so they may be repeated and included in
the minutes.
5. During a Regular Meeting, under the Elected Official’s, 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 a motion be made to add an item to a future
Agenda for consideration, subject to approval by the Council by a
majority vote (for addition to a Regular Meeting Agenda) or a consensus vote (for additions to a Study Session Agenda).
6. The City Manager may add administrative and operational items to
the agenda during “Approval of Agenda.”
E. PUBLIC HEARINGS:
All speakers are requested to sign up on the appropriate roster, indicating
whether they intend to speak 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 that motions regarding the conduct, scheduling or continuation of
the public hearing, it shall be proper at any time.
F. 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/Second Reading.
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 these
Rules.
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G. TIME OF ADJOURNMENT:
At 11:00 PM, 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 of the following actions:
1. Acting by three-fourths (¾) majority vote of the Council Members
present, complete all or portions of the remaining Agenda.
2. Acting by a majority vote, schedule any unfinished items for a future Regular or Special Council Meeting.
3. Acting by majority vote, continue the meeting to a later date and
time certain.
VI. 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 scheduled Regular Meeting. A continued or rescheduled meeting shall be
considered a next scheduled Regular 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 the meeting at which
the item was discussed may vote on the substantive matter following a successful motion to reconsider provided the Council Member
affirms on the record that he or she has listened to the recording of
that Agenda Item.
VII. SUSPENSION AND AMENDMENT OF THESE RULES
A. SUSPENSION:
Any provision of these Rules not governed by the Home Rule Charter or Code of
Laws may be temporarily suspended by a three-fourths (3/4) majority vote of
Council Members present.
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B. AMENDMENT:
These Rules may be amended, or new Rules adopted by a majority vote of Council
Members at a Regular or Special Meeting, provided that the proposed
amendments or new Rules shall have been submitted in writing to Council at a
preceding meeting or a Study Session. Any Council Member, or the Mayor, may
initiate an amendment of these Rules in the manner provided for initiation of
Agenda Items by Rule V.D.
C. REVIEW:
These Rules shall be reviewed by the Council within three (3) months of a Regular
Council Election.