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01/05/2016 - Work Session - Announcements City Council Announcements January 5, 2016 Information Needed by Council Staff 5:43:47 PM Note: Councilmember Mendenhall was absent for announcements. A. Financial Disclosure Announcement (Attachment A) During January of each year, Council Members are given an annual reminder to submit financial disclosure form statement if the Council Member's position in his/her business entity has changed or if the value of such Council Member's interest in the entity has materially increased since last disclosure (SLC Code 2.44.050) ➢ Please let staff know if you need the documents to update your disclosure forms. Cindy Gust-Jenson, Executive Council Director, said this was an annual reminder. B. Central Business Improvement Assessment Area Board of Equalization A resolution the City Council adopted in December included three meeting dates for the Central Business Improvement Assessment Area Board of Equalization. The board is authorized to hear objections to property assessments within the Assessment Area's boundaries and make recommendations to the City Council before the Council takes the final steps at the end of March to assess properties within the proposed area. The resolution included the names of the entire City Council and one staff member to serve as a pool of candidates to serve on the Board of Equalization. There are three meetings, but only one Council Member needs to serve at each meeting. The other Board members will be a representative of the City Treasurer's Office and a representative of the City Engineer's Office. The three meeting dates and times are: • January 25, a Monday, from 9 a.m. to io a.m. • January 26, a Tuesday, from io a.m. to ii a.m. • January 27, a Wednesday, from 1 p.m. to 2 p.m. The meetings were held in the City Engineer's Office the last time the assessment area was renewed three years ago. ➢ Is anyone interested in serving on the Board? Ms. Gust-Jenson said Staff would send appointments to the following Council Members. Councilmember Adams —Monday, January 25th Councilmember Penfold — Tuesday,January 26th Councilmember Kitchen — Wednesday,January�7th C. 2016 Annual Calendar (Attachment B) Each year, an annual calendar of the Council Meeting dates must be posted for the public. The times or meetings may change throughout the year as unexpected needs arise. Below is a list of general questions for the months where holidays or a conference may pose options for the Council. The month-by-month calendar includes potential meeting dates,but can be changed based on the Council's preferences. This will be posted once the Council approves it and then reviewed with the new Council after the first of the year. Council Members were in favor of meeting dates as proposed with the following exceptions/requests: Councilmember Rogers asked Staff to remove the "tentative meeting dates"of Thursday,June 2, and Thursday, June 9th. Councilmember Penfold said the RDA did not have a meeting scheduled in August but that could be modified depending on a potential Truth-in-Taxation hearing. Further discussion was held about scheduling around the August Truth-in-Taxation hearing. Ms. Gust-Jenson said Staff would work with the County to determine potential dates (preferably August 9th) and come back to the Council with suggestions. Discussion was held on the potential for a second Council workshop (retreat) in September. Council Members wanted to delay making that decision until later in the year. Ms. Gust-Jenson said she would check with Councilmember Mendenhall since she was absent for the discussion. General Questions / Double Checking: 1. The Council may want to review the holidays for 2016 (listed in on the calendar-Attachment B) to see if they pose any conflicts for Council Meetings or preparation. January: 2. The Council generally holds a retreat toward the beginning of the year. Some years, it has been held on a fourth Tuesday or day in addition to the Council's typical three meetings. Other years, the Council has chosen to take one of the three Tuesday meetings and use the time for the retreat. February: (None) March: 3. In March,the National League of Cities (NLC) conference conflicts with the second Tuesday of the month (March 8). To accommodate this, does the Council want to add a third meeting on the fourth week? If so, the meetings would be March 1, 15, and 22. (Please note-The U of U Spring Break is March 12 -19.) April: 4. In April, the American Planning Association (APA) conference conflicts with the first Tuesday of the month (April 5). i. To accommodate this, does the Council want to hold a third meeting the fourth week? If so, the meetings would be April 12, 19 and 26. ii. If the Council elects to have three meetings, when would you prefer to hold the formal meetings? Should one be scheduled earlier, on the RDA meeting night (April 12)? Or at the two later meetings? May/June: 5. Typically, the Council meets every Tuesday in May and early June to allow adequate time for budget briefings and discussion before the adoption deadline of June 22. Does the Council also want to designate some Thursdays in May and June as placeholders in case additional briefing or discussion time is needed? July/August: 6. The Council generally holds two meetings in each July and August to recognize the summer months. To support the Council's summer schedules, when should meetings be scheduled? The calendar below anticipates avoiding holidays and Night Out Against Crime. i. It should be noted that we will also need to coordinate with Salt Lake County on a placeholder for Truth in Taxation. Should that count as one of the two August meetings or shall a third meeting be scheduled? September: 7. In some years,the Council has held a second retreat later in the year. Would the Council like to put a placeholder date on the calendar for a fall retreat? October: 8. In October, the Rail-Volution conference conflicts with the second Tuesday of the month (October 11). Does the Council want to avoid holding a Council Meeting that night?And if so, does the Council want to schedule a third meeting on the fourth week of the month? If so, the meetings would be October 4, 18, and 25. November: 9. In November, no meeting is scheduled on November 8 in observance of elections. In addition, the NLC conference in Pittsburgh begins on Wednesday, November 16. Does the Council want to avoid holding a Council Meeting on November 15 to allow for travel time for anyone interested in attending the conference? If so, a second meeting date would fall on the Tuesday of Thanksgiving week. Meetings would be either November 1 and 15 or November 1 and 22. December: (None) D. Opening for Council Member on the Salt Lake County Council of Governments Council Member Kyle LaMalfa served on the Salt Lake County Council of Governments. His seat on the Council of Governments is reserved for a Salt Lake City Council Member because the city is a city of the first class — a legislative term for cities with more than loo,000 residents. All meetings are held the 1st Thursday of each month at 2:0o p.m. in the Salt Lake County Government Center N2003: 2001 S State Street, Salt Lake City, UT 8419o. The first meeting of the Council of Governments for 2016 is January 7. Here is a brief description of the Council of Governments: The Salt Lake County Council of Governments is made up of the mayors of each municipality in the county as well as a city council representative from each of the cities of the first class. There are also two county council members and the County mayor who are members of the COG. This group has historically been a group that dealt with issues that cross city boundaries, such as transportation, watershed, air quality, public safety, etc. In 2006, as a result of legislative action, a local transportation corridor preservation fund was created and the COG was charged with coordinating property purchases for future roads in the county. The Council of Governments has subcommittees that deal with Air Quality, Transportation, Public Safety, Human Services,Arts and Humanities, Intergovernmental Relations. ➢ Does any Council Members want to succeed Council Member LaMalfa on the Salt Lake County Council of Governements?Ms. Gust-Jenson asked Council Members to give this some thought and said a decision could be made when the full Council was present. E. Annual Housing Report Scheduling Question (Attachment C) The Council office has received the Annual Housing Report 2014/2015. Previously, the Council has received quarterly housing reports from HAND. This is the first report to provide a year-in-review style retrospective on the city's housing market and the Administration's accomplishments. ➢ Does the Council want to schedule a briefing?Ms. Gust-Jenson said she would obtain more information about this. F. Local Building Authority - agendas and meeting format There are a few items of Local Building Authority (LBA) business on tonight's agenda. Based on advice from the City Attorney's Office, these items need to be handled on a separate agenda to meet the intent of the Council acting as a separate governing body. There are a few options for how to handle the double agendas in a way that does not hinder the Council's ability to navigate the packet and the public's ability to find information and know the order of events. For tonight's formal meeting, the Council agenda includes an item following the adoption of Council Meeting minutes that refers the Council to the separate agenda for LBA items. The Council will take the steps at that time to recess as the Council and convene as the Local Building Authority. The paperwork attached to that item provides the Council and public the information about actions to be taken (approve minutes and hold a public hearing). In order to balance all the needs (public information, legal requirements, ease of agenda navigation, etc.),we may continue to refine the process. Thank you for your patience. Ms. Gust-Jenson said Staff was working with the Attorney's Office on how to handle this issue and would come back to the Council with an update.