City of Englewood, Colorado Mayor Manager Meetings, 18 Aug 2020

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From YouTube: Mayor Manager Meeting - 18 Aug 2020

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Agenda HTML: https://englewoodgov.civicweb.net/filepro/documents/94863?handle=4E41208C746F4AB3A225EF2F54A71F29
Agenda PDF: https://englewoodgov.civicweb.net/filepro/documents/94862?handle=B242B836FAC742199AA3FAA048315D1F

I. Mayor Linda Olson and City Manager Shawn Lewis will discuss upcoming agendas for Regular Council meetings and Study Sessions.

Agenda HTML: https://englewoodgov.civicweb.net/filepro/documents/94863?handle=4E41208C746F4AB3A225EF2F54A71F29
Agenda PDF: https://englewoodgov.civicweb.net/filepro/documents/94862?handle=B242B836FAC742199AA3FAA048315D1F

A

B

We're good to go all right great. This is a mayor manager meeting on august 18th, my son's birthday at 8 31. and in the room is linda olson, allison, mcnee brown, jade, trusket, reed, daniel sierra stephanie, carlisle and sean lewis. The virtual room.

C

Will we ever have one of these in person again, I think so.

C

This is the perfect meeting for uh this meeting. um Well, we will start with august 24th, um study session items and well. The whole thing is a study session. Yes, oh no.

D

C

D

It should be, I apologize that one should not be on that one.

C

Oh okay, um so we start with the follow up to the 2021 draft budget, um we're working on a number of things um for that we've got the cuts that we're bringing back to you up to 1.5 million plus some and we've also separated out the ongoing from the uh one time like council's ask so we'll be ready um to go over that with you um study session item number two return, in-person meetings and then finally, water and sewer utilities rate fee us rate and fee study.

C

This is your third update on that, as we continue to refine what those look like.

B

So majority of the meeting is the finance: do we know.

C

This is the financial review. Sorry.

B

And then how long do we want to put some times in on the.

E

Sure mayor, may I ask you for the return to in-person meetings, um uh I've reached out to departments that have uh facilities just trying to get some stats for you. Do you? Is there anything else you want us to include in in that, or is it just primarily a discussion on your end? um Is there anything new? I need to add well.

B

I'm not sure that there's anything new from what you already told us, the last time is there in terms of the deals of rooms, and it's maybe just resubmit that as an attachment would that work.

E

Yeah- and I just know that there was some questions about other facilities that are open, so I didn't know how much uh we needed to dive into that. Oh you're, right, like.

B

In the mallee center was that one of them or.

E

Maybe I could just give a summary of all facilities, the capacity that they're open, um and then we said something about the positivity rate. Does that sound right.

B

Yeah yeah, I yeah, I don't know where this is gonna go yeah I mean. Certainly we can talk about what.

A

The mayor yeah, in addition, um because council member russell needed to call into a regular meeting last night, I went back and reviewed what ordinance 10 says about in-person meetings or whatever sorry. I have a dog with the ball just a moment.

B

A

A

But I went back and reviewed what ordinance 10 says about meetings and what it specifically says is that you can call in by telephone even if you're back to regular meetings.

A

So even if you called a regular meeting, ordinance 10 authorizes city council members to call in or use electronics to to get back into the meeting, I'm not sure. But I I think, if you're discussing going back into meetings, you're going to have to discuss those provisions of of ordinance, 10.. Okay,.

B

That makes sense.

B

Yeah, yes include that yeah. That would be great.

B

I think that meetings can. I think that discussion is going to take 30 minutes.

B

I don't know I might be wrong, but maybe we can make it up make up time with it.

C

um Jade, I I think on the budget presentation we're not gonna need the um the two hours for that presentation was was maria, pretty firm on that.

D

um That was just what she had suggested, but um if you feel like it would be a bus, I can double check with her today, as well um with whatever times you guys feel is appropriate.

C

I I think, unless um the mayor and the mayor pro tem disagree, I think we can just give you the updates on what we've we've modified and we can do that in no more than 30 minutes, because we won't have to be going over the whole budget again.

C

We'll just need to go over what we've taken out in that split between um one time and not going.

B

I yeah so 30 minute presentation and then a discussion. Time too, is that what you're thinking.

C

B

So foof 30-minute discussion or an hour discussion. What do you think.

B

Because we need to give you direction at that point right. We.

C

You do, I think, probably I think probably we could spend um you all could spend 45 minutes in discussion on this. I.

F

Was gonna say I was gonna, say an.

C

Hour or an hour.

F

Yeah, I'm thinking an hour.

B

Okay, all right! That's that's what I think too.

B

D

B

The one water and sewer uh 15 minutes presentation 15 minutes discussion. This is basically this is finalizing. It isn't. It.

C

It's getting really close to that.

B

Okay, is he asking for direction final direction, or um I can double check? Is this what he presented to water and sewer pork.

C

Yes, I believe it is.

B

Okay, all right.

C

Do you want to move on to september 8.? Can we.

F

Can we hold on to? Are we really expecting that only to go 30 minutes between the presentation and the discussion.

B

No, no you're right, I would say presentation. His presentation will be 15 minutes for sure he.

E

B

It it was way more than that for the water and sewer board, but it might be that it we had seen. I had seen it before so maybe he's um shortening it, because it's it's what we saw at the um at the south platte renew meeting too some of it.

F

Plus b questions came up last night, so.

F

E

Expecting that discussion.

F

To go we some of the, I believe it was member anderson that brought up some of the about sewer fees or utility fees, just based off of the s3a. All that conversation that we had last night. So I think I think, there's there's.

B

Going to be discussion.

F

Around the bees, I guess it's my point.

B

Yeah, so if you're talking about, we need to have the other fees in the context of this too, we probably need to talk about that stormwater.

B

That's not the same.

F

Thing, that's what I'm saying. So I guess so am I confused here. So this is only water and sewer. So I want to include include storm water.

B

Right but you're right, though, that um joe has been asking for the bigger picture everybody has been actually so.

B

How could we do that sean.

C

Yeah, I was thinking that when, when I was reading this, I think maybe if we maybe I could ask allison if we could, we really. I don't know that we can discuss all of those without being on the agenda, but perhaps we could put um water sewer utilities written food study.

C

um Maybe we could just put a more general rate and fee discussion. I don't know I we need to have it on the agenda, though, to discuss. You know: stormwater fees, trash potential, trash, etcetera.

F

Well, so sean, I guess just a question: the store monitor. Did we already decide to move forward with the rates, as is? Was that part of the conversation we had on the 10th.

C

No, you have another discussion to um have on stormwater, okay, it's just that. I don't think that they've changed from what we told you last year. That would be annual increases, but.

F

C

Have to make those decisions.

F

So where is it on the calendar then? So if it's going to be coming up later, then I guess we just keep it off for now.

F

Just keep the current schedule.

F

So do we have it in.

D

I'm just doing a quick glance through to see I'm not sure. If we do, I don't think.

C

It's been intern.

F

I don't think so so then the earliest we could have that discussion would be the eighth.

C

F

Or I mean um the only time we can have. The discussion is the eighth.

C

Let me get with maria d'andre and um double check that but um jade. What I think, if you can do, is just put water and sewer utilities and other I don't know.

D

I did um I did go back and look at the form that was submitted to me um in the description. This is what they sent so they're. Looking for feedback on preliminary results of the study, um that's what was submitted to me. I did just want to um verify that too, but yeah.

C

I think he's just copying and pasting that got you from the previous sense because we're not preliminary anymore um yeah. I think that what you're writing there is just fine.

C

Okay, we just need to work with him to modify the title and then mayor will make sure that you have that as part of your discussion, uh those other fees.

B

B

Does that work with daniel.

F

C

Does and then I think jade they wanted to increase the discussion time to 30 minutes or something yes,.

D

um Do we want to keep? Do we want to tentatively have stormwater fees on the eighth then, or no.

C

I I think I'd like to get with um maria d'andre first.

E

B

Okay, all right are.

C

We on yes, we might actually have a communications department up today. This is when we've moved around a lot.

B

We have he's been very patient, but he's been out of town, so.

C

He has, um then we have the amendment to title 16, floodplain regulations. um This is to change the floodplain. Oh second reading. um Will this go on consent.

D

This is a public hearing. I apologize. This is not um a second reading.

C

D

This will be the public hearing.

C

All right, and then the citizen of your proclamation will be on this agenda approval of benefits, prime contract.

C

This is uh one of the modules of ultipro that we're asking you to proceed with, so we will need to get direction during the budget discussion um next week on whether or not you're, okay with us, we there are a number of modules that were requested. This is the only one that I've said that I would recommend approval of, and then we have approval of unum life and supplemental insurance contract.

C

This is um to change um some of our life and supplemental insurance for city employees, and it's a net cost savings to the city to make that change and then moving down. We have a renewal of alley, grading and stabilization contract with colts and steel for zone, one work and then salary um resolutions will be sorry.

C

um And so will can we put all allison? Will we put all of those resolutions for salary into one or will those be three separate like listed.

A

Those are three separate. It's three separate decisions.

C

B

Following consent,.

F

Yeah everybody.

B

Agreed to it, it doesn't mean somebody won't pull it, but.

C

um And then we have resolution for keeping with beautiful to apply for a ten thousand dollar kab grant and authorized application for the bureau of reclamation water, smart, water efficiency, that's to convert the flat, the flat rate customers to metered customers and then um executive session. um Returning client pledge communication.

B

Okay, this is uh quite a quite a docket. We have a public hearing and an executive session. Do we think there'll be much for the public hearing.

A

uh The it's the public hearing before the pnz is tonight, and um I will let you guys know how many people show up to talk about the floodplain regulations before pnz. That may give us some idea of how many people may be interested in discussing this in front of the city council. It's actually, I don't think going to be a change that a lot of people are going to be concerned about. It basically allows the city to the city.

A

Council adopts the flood, the fema regulations, um but this allows, as as those regulations are updated, they automatically update for the city instead of the city having to go back and go through the multiple steps. So I don't think it's going to bring about a lot of interest from the public, because it's it's a really administrative decision, and then I met with the folks about the executive session yesterday and I'm going to keep updating that on icompass.

A

As I learn more, I did tell them to plan on it being limited to 30 minutes and that they're going to have to land on just one or two items and if we need more time we'll have to talk about it at a subsequent meeting.

A

B

How does that look in terms of timing than the whole thing we do? Have, let's see one two three: do we have five things on consent? Is that right.

D

If you would like to put the renewal I'm more than happy to move that there and then I was also wondering um this will not be I apologize, this is different, so this will not be unconscious.

B

Why can't we do grants like that on? That's just something for a grant can't we do that on consent. So.

D

Is this the one that you're bringing forward um the new resolution for bringing things to consent? You.

A

Know that had been my plan. I spoke with dugan yesterday and um I'm honestly not sure if, if keeping goodwood beautiful wants to have a separate resolution, that's just specific to this grant.

A

I think it'd be easier on everybody if we just brought forth a across-the-board right to apply to cdot resolution. So at this moment I'm not sure what that will look like jade, but I don't know why that couldn't go on consent it. It's really just asking permission to apply for a cdot grant, which is as business as usual for the city.

D

Okay, that's perfect um yeah, so that was the only reason why I had that on consent is now on the last agenda I like to have both of them up. So that's why um I had brought that up, but that's perfect, uh we'll have that on consent and then also the renewal of ali grades on consent, correct.

B

um It's the same thing: we we did last year right same company, it is we're just renewing it yeah. I I think, and it's budgeted.

C

Right so consider it.

B

C

I would consider it routine in nature.

B

B

So we have one two, three, four, five possibly and consent. um Plus this is the eighth right plus we have all of the salaries on consent right.

F

Yeah right we're down to what.

E

F

Two actual items.

D

We'll have three.

F

D

Three motions: well.

F

The citizen: well, we don't do that under consent agenda. Do we.

D

It'll yeah it'll be under um proclamations and there'll, be a motion.

B

D

We have the public hearing and then the um executive session.

B

And two into it: okay, yep to me it doesn't.

F

B

Okay, yep okey-doke all right, we're 14th.

C

Still right now, I am thinking of that. I should probably finally go back and see my parents during that time frame, since we don't have a council meeting, that's smart easiest time to do that. Unfortunately,.

B

I start school that day.

C

um And then look looking at the 21st of september, we've got a city center development redevelopment, update and uh 2020. This will be 2021 pub budget public hearing um will take place. I should mention we're going to get some information between. um You know the last presentation that we looked at on the agenda and this one that will include the property taxes which this is not a revaluation year, but you know people that have bought how property or property has changed hands it.

C

It is going to affect your your property tax and we are hopeful that that will help further close that gap, but I'm not apparently hopeful, but to so when you see the public hearing here, it's gonna have some differences between the last one, but it should be to the good um we also on floodplain. um Another item we have is cb27 flood, plain language, adoption resolution for contract approval for permit and land management system and building and barcode adoption.

D

That'll be going on to the 28th.

C

Yeah yeah so far, just three four items on that 21st.

C

On the 28th, we have uh building a fire code. Adoption um august 2020 financial review, um we'll have our presentation from the staff at innovative housing concepts, housing authority.

C

Sorry, that's on august october 5th, and also on october 5th, we have resolution to approve the historic preservation commission applying for a 15 000 grant from the state historical fund and then a 2021 budget ordinance.

C

First reading.

C

um August 13th model traffic code, adoption public hearing for huron planned unit development oops. So that's the night.

E

C

And then october, 20 um where's, our second reading of the budget.

D

um I typically do not put the second readings on until they've passed the first reading, um but I'm more than happy. It would be the following. Regular meeting, though.

C

B

So what what day would that be?

B

F

It'll be the 20th.

B

F

D

The 19th 19th october 19th, yes,.

B

F

Yeah there it is so why do we have october 13th on there shouldn't it be the 12th.

D

F

D

October 12th is a inglewood holiday. I may be wrong, but I believe it is. Is it columbus day yeah? I think so.

E

It's not a holiday, I'm sorry! That's.

B

Okay, it isn't one okay good, otherwise, we need to change that degree.

C

All right, so I think all we have left on here is the 26th 20th september financial review um ethics policy, um allison's pro handing on bringing that forward, and then a public hearing for some town homes as well.

C

Do you want to move into november folks are really entering their items and I'm really proud of them.

D

I know it's exciting.

B

Look at them just to get a bird's eye since they're there and they did them. I.

D

Do want to talk. um I know we have. Oh, we have some duplicate study sessions. um Sorry, um so we have the english municipal code coming, but we also were tentatively planning for this to be the study session to go. Do the um boarding commission interviews and that'll typically take three hours? um Do you guys have any thoughts on this.

B

B

That means we have to start recruiting really soon so.

D

Applications will start to be received from september 8th october 26th, so.

B

B

And then remind me what their start date is.

D

They'll be appointed by resolution on december 7th and I believe it's I could be wrong, but january start, but stephanie.

E

May need to it's a february appointment, but we had manipulated the dates to make sure we weren't right in the middle of holiday season.

F

B

Yeah: okay: we could go one week later on that.

B

F

We had to well, if we do that, then we get into a council meeting.

B

Yeah is the 16th the council meeting, or is it yeah? It is okay. This is a council meeting, so it's the 16th yeah that won't work.

E

Okay, also, you could create a stand-alone meeting just for the interviews which I know you've done in the past, if needed,.

B

Yeah, let's see how many apply okay, we need to get the word out this time and have everybody yeah we've gotten the word out before. I think council can help with that.

B

C

Right, do you want to look at step future or gentlemen.

B

Yeah, it's probably be good to do that is. Are we doing the calendar again this year? I would assume.

C

Yes, it has moved to communications, but we are doing it.

B

B

Because don't we do a calendar event? And I remember when we do it.

B

Is it january, then we do the calendar.

B

E

I am not remembering yes, like I believe. Yeah krista typically ran that and that's moving to communications, but I I believe it was a rollout in january because that's when the calendars are ready to go, but I I don't want to speak for.

D

E

For them, it's fine.

B

Be good for them to let us know. As we know, I mean it's going to be different if it's virtual or we can't be handing out stuff to little kids and well.

E

Then I'm hoping that they can submit artwork if they're, I know.

B

We have a paperless campus, this fall.

B

Okay, well, let's look, I don't see.

B

Anything in here.

F

Interestingly,.

C

um We are providing the bac, the budget advisory committee with um food truck regulation and registration information, so I think they are going to maybe take a look at that, so probably good to have that on your future study session, because you might be getting something back on.

B

C

And then still no word from excel on when they're going to it's that power line.

B

Oh, my gosh they're, probably way behind cove, would probably put them way out. I don't review remind me what the review of fire services is. Is that did that just come up recently? It.

D

Did it was added um the very last time we were all together.

C

Your sorry services.

B

I think was some.

C

Was that you know what I think that's well, I think was that in context of the ambulance services as part of the police reform, yes,.

B

Discussion well, yes, I think we suggested. Maybe we do an overview since we have people who weren't around and we contracted. um I think I might have been the only one.

B

What does our fire service look like? It'd, probably be a good, it's probably just an informational thing.

A

John collins and alex have been working on that.

C

Yes and there's a um council request in on that from either john stone or rita russell and yeah we're actually getting ready to kind of push the envelope with denver about if they have the star program um with their denver fire program. We think we might ought to have that too, for our contract. Okay,.

B

C

Be kind of interesting.

B

So it comes through their fire services. Yes,.

C

And our contract says that we have the same services that they do, that denver residents do so.

B

C

Yeah john collins came up with that, and alex has been great to help him work through that, and I think the verdict is yes, we think that's we may qualify for that program.

B

Okay, yeah very interesting. Well, so let's keep that on the radar on which, whenever you get more information, but I do think helping all of us understand what we get under the fire services, how the ambulances work, how our current setup is in the fire buildings.

C

Yeah, that might be one you want to pull forward sooner than later, but.

B

Okay, how soon do you think we can do that?

B

Do you see any others nathaniel that should become come forward earlier? That's the only one! I see.

F

No, I think the green city, sustainable practices is part of the redevelopment conversation potentially.

B

Well, let's not forget that, as we do.

E

F

Potentially, I guess I know that a lot of it has revolved around the redevelopment, so I guess sean if, when uh dan and the team come back, maybe they could just speak to this a little bit, but no, I don't think we speak of it during the redevelopment talk, but I think yeah you're right, probably a larger conversation about title 16.

C

On the sustainability stuff.

F

C

Yeah, there's also going to be an element of the strategic plan that, because there's a whole section on that and councilmember wink has already turned in some thoughts on that. I think it could also be part of your strategic plan updates, which we we're getting. The new assistant to the city manager is getting a plan together of a schedule for bringing those updates to you on a I think, semi-annual basis with written reports provided quarterly.

B

Okay, well, it's so go back to the fire services. Where would that? Where do you think that might be able to come in.

C

Jade, can you roll up.

D

And we're wanting sooner rather than later, so are we thinking september.

C

Yeah, let's look at.

C

September so.

D

That would actually.

C

Be a little soon.

D

C

The eighth is probably too soon. First.

A

E

It's like the 21st.

B

How about the 28th or 21st or 20th study session right.

C

You know what that would be good, because we already have we'll have the fire marshal um yeah at this one. So.

C

Yeah we could do that.

B

Let's, let's do it on the 20th.

D

Let me just scroll down really quick, sorry guys, I don't have my original my normal mouse with me. um So that's why it's being a little jumpy and fighting with me this morning.

B

That's right and then I'm looking at that bright, yellow frame to art, there's no reason why we can't recognize him now I didn't know he was doing those plaques that I maybe it went in one ear and out the other.

D

So yeah I've been highlighting it just because we haven't had a chance to be able to go over and talk about it, but is it is the newest um recognition that we've been able to put on here? um So would you guys like to do something virtual, or would you prefer to do something when we're back.

B

um I I I would love to put it on the schedule on whether we're back or virtual, that wouldn't matter to me. I think.

F

B

Yeah, let's just figure out a time we can do it. I'm really he's just such a wonderful, generous person in our community.

D

Would you like for that to go in september as well? I.

B

Yeah, I think september 8th might be too much, though, would you.

D

Like for the um in the recognition for september 21st, or would you like to go to october.

B

Maybe the 21st and then let's, let's see what happens, I doubt I wonder I I wonder what will happen with the public hearing for the budget but yeah, let's just put it in there for now, thanks jade yep.

B

Are you? Okay with that with daniel? I.

F

B

Sounds good and then we had some count. Are we out ready to do council requests.

C

We can do that.

B

I think we only had two right and they were all yours with daniel.

F

um Those are the only two I had.

C

Yes- and he was kind enough to enter those in um the council tracker after the meeting um so yeah. um If I don't think we have any others, though I.

B

C

They're, coming back to you um for this this week for a response.

B

I'm sorry, I didn't hear all that.

C

I'm sorry, I'm muttering. uh The uh we've got a number to respond to for for this week that we're almost done ready last week, but not quite so. We'll have quite a few to give you this week.

F

Okay, so I was going to say I have, I guess, a future study session item. Was it the merit increase or moving to that.

B

Oh yeah, I brought that up last night too right yeah. It would be nice to talk about our process for that.

E

C

Yes and our um hr director- and I have had a number of discussions about that, um if it's okay with you all, um can we do that after the budget yeah after you get the budget? So we can do that. You know november december time frame and then everybody knows what to expect and plan for.

B

So should we say, executive level merit increases deputy, accurate term.

C

You know I wouldn't mind having a council member wink has expressed interest in. You know such a system for all staff, and I kind of thought that that's what you all were saying yesterday was you're interested in such a system for msc and msch employees, um plus the employees that you supervise, but.

B

I thought that we had one.

C

Well, I'm sure, at different various times, we've had different programs, but not in the last few years. As I understand- and there was some sort of bonus like a spot bonus structure, we we just discontinued that I think a couple of years ago.

B

Okay, well then, let's just make an overall general merit increase discussion. Is that what you'd like you'd like to? Is that what you're asking for.

C

Well, I think what you're saying when you talk about executives, you're trying to be respectful, that um that that's really a city manager function of the employees as opposed to health policy. The problem is: is that the council, the policy that, even if we do an internal policy, it's going to have a budgetary impact? So that's why I would be fine. Having counsel you know, give us some feedback, because, typically, what I have seen work best is just to set aside a pool of money that can be spent and not to exceed number and.

A

C

Based on some, you know, ratio or percentage of those employees. You know up to five percent say or something like that.

B

That's what I'm used to.

F

C

So yeah we can um do that, but maybe um jade. If you can put that on future study session items um to talk about pay for performance systems.

A

Everybody, I think, that's two separate conversations about a year ago when the city council was looking at its policy manual. There were two or three policies that got pulled out and I and all three of those have been mentioned in the last month. So at some point we're gonna have to bring it back, but one is. There is no process for discussing exact executive that would be city attorney, uh city manager and the judge there's really no process for discussing wage increases or or lack thereof and and there the judge mentioned.

A

He thought there was a policy, but there isn't.

A

It was pulled, there's a discussion about annual reviews, but that's it and it leaves the council hanging in an uncomfortable position every year when the subject comes up, so I think that that policy needs to be revisited and in a process established so that the the members of the council aren't caught flat-footed with that every year and I think that's a second a secondary issue from whether or not msc and ch receive a merit increase, because much of mscmsch by charter is under the direct control of the city manager.

A

So I I think those have to be separated out.

B

I agree, and I would prefer for them to be separate so that there's not any mix up about what your authority is sean, I'm glad to have us, give input and create policy to help and support whatever you need and what we think together is important for the city overall, um but I don't want to get mixed up in I mean I don't think we'd have this on this council, but mixed up in who gets paid for performance and who gets raises I'd like there to be more of a choice within your whatever you think is best within your system that helps you do what you want to do in developing your team.

C

Right but it will have a budgetary impact, so it will have to be discussed with council at some level, but.

B

If you can, do I mean if yeah I, like your idea of you, know, setting some limits and saying you've got some leeway within this.

B

Is that okay, the way she's writing it there, then that's just what.

D

I was about to ask.

A

I'm fine with that.

C

I'm fine with it.

D

Okay and then I'm gonna put this description there for both sounds good awesome. Thank you.

B

All right anything else.

B

Nothing else it's 9, 12 and the mayor manager meeting is adjourned thanks.

C

B

E