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HomeMy WebLinkAboutMinutes - City Council - 05/05/2014 (2)CITY COUNCIL 5 MAY 2014 The South Burlington City Council held a regular meeting on Monday, 5 May 2014, at 7:00 p.m., in the Conference Room, City Hall, 575 Dorset St. MEMBERS PRESENT: P. Mackenzie, Chair; H. Riehle, P. Nowak, C. Shaw, M. Emery ALSO PRESENT: K. Dorn, City Manager; T. Hubbard, Deputy City Manager; J. Barlow, City Attorney; I. Blanchard, Project Director; T. Goodwin, Recreation Department Head; M. Simoneau, S. Quest, L. Michaels, R. Greco, P. Stabler, J. Farrell, J. Zaetz, R. Farnham, K. Epstein, D. Cummings, Ms. Leavitt, J. Marone, J. Dinklage 1. Agenda Review: No changes were made to the agenda. 2. Comments & Questions from the Audience, not related to Agenda Items: No issues were raised. 3. Announcements & City Manager's Report: Mr. Dorn: City Attorney Jim Barlow will conduct the Board training session. Staff has been reaching out to Steve McGowan regarding a follow-up conversation regarding CCTA and services South Burlington is receiving. One of the items raised at the Laurel Hill neighborhood meeting was a 3-way STOP sign. Justin Rabidoux will be doing the necessary engineering studies to see if the criteria for the sign are met. Council members reported on meetings and events they had attended. 4. Consent Agenda: a. Sign Disbursement b. Consider and approve entertainment Permits for: Venue (annual permit as amended) and Trader Joe's grand opening (16 May 2014) Ms. Emery asked about the Stitzel-Page bill. Mr. Dorn explained it is for 2 months. They are still under contract with the city, especially with regard to the Airport tax situation. Ms. Riehle then moved to approve the Consent Agenda as presented. Ms. Nowak seconded. Motion passed unanimously. 5. Presentation and Approval of CSWD FY15 Proposed Budget: Mr. Stabler noted CSWD has doubled its contribution to Green Up Vermont for a total of $8200. The total budget is $9,100,000. Up to 4% of that is due to the return of composting. There is no member assessment to the towns. The budget also includes a data analyst position as well as an upgrade to materials recovery equipment ($2,000,000). Consolidation of the collection system is moving forward. A vote on this is anticipated by the end of the year. Each town will be able to opt in for participation. Ms. Nowak expressed concern that this will put some small haulers out of business because they can't compete. Mr. Stabler also noted they are about to start on a strategic plan. The General Manager will be retiring in 2 years at the end of his contract, and a search committee will be put together. Members suggested adding an energy efficiency report the next time Mr. Stabler reports to the Council. Ms. Emery moved to approve the CSWD FY15 budget as presented. Mr. Shaw seconded. Motion passed unanimously. 6. City Charter and Conflict of Interest Training: Mr. Barlow noted that the majority of states have {(home rule'" Vermont is a {(Dillon rule" state in which no authority is given by right by the state to municipalities. Municipalities only have those powers specifically granted to them by the state. All 9 Vermont cities and 35 of its towns operate under a municipal charter. No charters are comprehensive. Charters can be amended with the approval of the state. Where a municipal charter and state statute deal with the same subject, the more specific one prevails. The Charterwill generally prevail because it is more specific to the municipality. South Burlington's Charter differs from state statute in a number of ways: a. It has a City Council rather than a Selectboard b. The city operates under a Council/manager form of government c. The City Treasurer and several other officers (e.g., assessor) are appointed, not elected d. Voters have initiative authority (this exists nowhere else in Vermont) e. All voting is by Australian ballot f. The city can establish reserve funds g. There is a Steering Committee to coordinate the city and schools. A charter can be amended by a proposal made or petitioned by voters. Two public hearings must be held} and the amendment must be voted on at the next annual meeting or a special meeting. The amendment must be approved by the State Legislature. Mr. Barlow then dealt with the management of conflicts of interest. He began by reviewing the 4 stages of competence: unconsciously incompetent} consciously incompetent} unconsciously competent} and unconsciously competent. He noted there are very few concrete standards for conflicts of interest} and things are difficult to defend without such standards. In some states} conflicts of interest can result in voided contracts or voided quasi- judicial decisions. Mr. Barlow noted it is often difficult to pinpoint a conflict of interest due to the breadth of municipal government responsibility. Municipalities are often small} where everyone knows everyone else} and leaders are the ones most likely to have the personal and financial relationships with others in the community. Conflicts of interest can}t be eliminated; the hope is the successfully manage them. Tools for managing conflicts of interest include: a. A framework for identifying and evaluating conflicts of interest b. Disclosure Types of conflicts of interest include: direct and indirect monetary interests and direct and indirect personal interests. The best course of action when a conflict of interest does exist is for the person to leave the room during the discussion. This is voluntary. Mr. Barlow noted there is no recall process for an elected local official. There can be grounds for removal from an appointed position. Mr. Barlow recommended adopting a stand-alone Conflict of Interest Policy (South Burlington has one in its Personnel Handbook). The DRB has its own policy} which is more specific. Ms. Riehle noted the Council might want to revise what it asks applicants for various positions. Members also felt they should have a stand-alone policy. Mr. Dorn will provide one. 7. Consider and possibly approve a resolution authorizing the City Manager to sign a letter of interest regarding installing a solar array on the South Burlington Landfill at 1015 Airport Parkway: Mr. Dorn noted he had talked with the School Superintendent about this} but a partnership is not yet in place. It will be discussed at the next School Board meeting. Ms. Blanchard said this is a viable project. Encore} the citls renewable energy partner} has provided a letter of intent to develop a 1.8 megawatt renewable energy project. Energy would go directly into the grid and would be reflected in bills. The city would then pay a set rate to Encore. This could end up with a savings or a cost} depending on where rates go. If energy rates increase 3%} the city would get about $2}000}000. A zero increase would result in a $SOO}OOO savings. A minus 1% rate would result in a cost of $SO}OOO. The city would be protected from all issues of ownership. Ms. Nowak asked if there is a bond posted to cover decommissioning. Mr. Farrell of Encore said decommissioning would fall directly on the owners and this would be in the contract. There will also be full insurance for any damages to the landfill. Ms. Nowak then moved to direct the City Manager to sign the letter of intent to Encore in order to negotiate the contract. Ms. Emery seconded. Motion passed unanimously. 8. Update on Georgetown University Energy Prize: Mr. Cummings and Mr. Epstein updated the Council about this project. The reviewed some of their activities including: a. Launch party (got over 200 ideas for projects) b. Contingent represented the city at the launch event in Washington} D.C. c. Working on developing a landfill solar proposal d. Helped the School district facilities team to get connected with Efficiency Vermont regarding energy use reduction and money savings e. Helping the school include energy in the curriculum f. Building a partnership with Green Mountain Power} Vermont Gas} Efficiency Vermont} etc. g. Working on a marketing plan Near term plans include writing project charters and forming teams for various projects. The application will be submitted by the end of June} and they need to describe how they will develop energy-saving programs and plans. The Committee would like the City CouncWs help in raising the priority with city staff to start a municipal energy project and also in sharing ideas for funding sources. Ms. Nowak liked the idea of a "think tankJJ group working with the Energy Committee. She would also like to see a local bank or credit union get involved. The city might also get some energy group to lend a person for a year (this can}t be a commercial entity). Ms. Mackenzie felt a partnership with a bank or credit union could help secure low-interest loans for energy saving projects. 9. Consider and possibly approve a resolution changing the name for Dorset Park to Veterans Memorial Park, as recommended by the Veterans Committee: Mr. Zaetz felt it was important for the city to do this. He noted the dedication ceremony on 17 May} and they had hoped to change the name at that time. Ms. Mackenzie said she would like to see a conversation with neighbors at the Village at Dorset Park. Mr. Marone} of the Village} said they were just informed of this on Friday. Of the 167 homes in the development} only a few people know about it. He didn}t want to see anything rushed into. Mr. Michaels suggested a portion of Dorset Park could become Veterans Memorial Park. Ms. Nowak liked the "park within a park// concept. Ms. Emery suggested running the idea by the public on the website. Mr. Dorn said he would see if he could get some publicity on this from the Other Paper. 10. Consider Report of the Task Force on Committees: Mr. Dorn directed attention to the written report. He stressed that the proposed committees are all Council committees. In making its recommendations} the task force discussed a number of issues and interests} including: a. The high interest in volunteering b. The large range of interests not covered by existing committees c. "Silos// existing within committees d. Uncertainty about charges to committees e. Potential for burn-out and boredom on some committees f. The need for effective use of staff time. Mr. Dorn noted that Interim Zoning put a tremendous burden on staff time} and it is important to use that time wisely. The Task Force recommended replacing the existing committees with 3 committees: a. Public Land Committee b. Transportation Committee c. Community Development Committee Each committee would have by-laws} and any committee could appoint 2 task forces at any time. These could include other community members not on the committee. The Task Force also felt that some existing committees could function as "community based organizationsJJ rather than city committees. These include the Energy Committee and the Sustainable Agriculture Subcommittee. There is also hope for development of "FriendsJJ groups} such as the library has} for places such as Red Rocks Park Mr. Dorn recommended the Council hold a hearing on this proposal and get public input. The Council could extend the terms of expiring committee seats for a specific time before making a decision. Both Ms. Nowak and Mr. Shaw felt the proposal gives a broader spectrum of opportunities to people who want to participate in short-term projects. Ms. Emery suggested having existing committees see how they fit under these umbrellas. Ms. Riehle was concerned there wouldn}t be the excitement and expertise coming out of the umbrella committees. She felt this was a good start but not perfect. Ms. Quest was concerned that there were no members of the public on the Task Force and no one knew this was happening. Ms. Greco questioned the purpose of city committees} to do the CouncWs bidding or to bring ideas to the Council. She felt the Council should find out what the public wants. Mr. Dinklage felt the idea of quarterly meetings suggested unfamiliarity with how committees function. Mr. Shaw also questioned the quarterly meetings. Mr. Cummings was not sure how the Energy Committee would function on its own. Members agreed to send the proposal to the existing committees and ask for input from them by the second meeting in June (16th). 11. Convene as Liquor Control Board: Ms. Nowak moved the Council convene as Liquor Control Board. Ms. Emery seconded. Motion passed unanimously. Members considered a second class liquor license for Trader Joe's. Mr. Dorn said the approval would be subject to Trader Joe's getting a CO, which is expected to happen this week. Ms. Nowak moved to approve the second class liquor license for Trader Joe's conditioned upon their receiving a Certificate of Occupancy. Ms. Riehle seconded. Motion passed unanimously. Mr. Shaw moved to return to City Council session. Ms. Nowak seconded. Motion passed unanimously. 12. Other Business: Ms. Emery expressed concern with the new ORB member's possible conflicts of interest. Ms. Nowak noted he does not own or develop properties; he just manages them. Mr. Shaw was concerned with singling out one person. Others agreed. Members then agreed to advise all committee members of conflict of interest concerns and procedures. As there was no further business to come before the Council, Ms. Riehle moved to adjourn. Mr. Shaw seconded. Motion passed unanimously, and the meeting was adjourned at 11:00 p.m. Published by ClerkBase ©2019 by Clerkbase. No Claim to Original Government Works. South Burlington Water Dept. Accounts Payable Check Register Date: 05/06/14 Date Check No. Paid To Memo Amount Paid 5/6/2014 2533 Champlain Water District - Colchester Town Water 173.00 Date Voucher Number Reference Voucher Total Amount Paid 4/30/2014 VI-13339 7000D-121 173.00 173.00 5/6/2014 2534 Champlain Water District 42,394.57 Date Voucher Number Reference Voucher Total Amount Paid 4/30/2014 VI-13338 SBWD-288 42,394.57 42,394.57 5/6/2014 2535 Champlain Water District 95,272.70 Date Voucher Number Reference Voucher Total Amount Paid 4/30/2014 VI-13333 APRIL CONSUMPTION 94,980.20 94,980.20 4/30/2014 VI-13334 SBWD-280 292.50 292.50 5/6/2014 2536 E.J. Prescott, Inc. 56.72 Date Voucher Number Reference Voucher Total Amount Paid 4/15/2014 VI-13337 4784343 56.72 56.72 5/6/2014 2537 Ferguson Waterworks #590 732.93 Date Voucher Number Reference Voucher Total Amount Paid 4/21/2014 VI-13335 0354883 732.93 732.93 5/6/2014 2538 Office Essentials 15.17 Date Voucher Number Reference Voucher Total Amount Paid 4/20/2014 VI-13336 29942 15.17 15.17 5/6/2014 2539 City Of South Burlington 269,956.72 Date Voucher Number Reference Voucher Total Amount Paid 5/1/2014 VI-13341 APRIL SEWER BILLINGS 269,956.72 269,956.72 5/6/2014 2540 City Of South Burlington 188,949.89 Date Voucher Number Reference Voucher Total Amount Paid 5/1/2014 VI-13340 APRIL STORMWATER 188,949.89 188,949.89 Printed: May 01, 2014 Page 1 of 2 South Burlington Water Dept. Accounts Payable Check Register Date: 05/06/14 Date Check No. Paid To Memo Amount Paid Total Amount Paid: 597,551.70 SOUTH BURLINGTON CITY COUNCIL _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ Printed: May 01, 2014 Page 2 of 2 575 Dorset Street South Burlington, VT 05403 tel 802.846.4107 fax 802.846.4101 www.sburl.com REGULAR MEETING To: Kevin Dorn, City Manager From: Ilona Blanchard, Project Director Re: Landfill Solar Array Net-Metering Letter of Intent Date: May 7, 2014 Background: In order to reduce the City’s impact on the environment, stabilize and/or reduce costs related to electrical usage, and otherwise to improve the long term sustainability of the City, the City Council authorized the establishment of a partnership with Encore Redevelopment to develop renewable energy generation resources. Proposed Net Metering Project The City’s landfill has been capped for some time. As the land is otherwise inaccessible and unusable it has often come up as a potential site for a solar array. This year, at the urging of Encore Redevelopment and members of the South Burlington community that are also in the South Burlington Energy Committee, Chittenden County representatives, specifically Senators Ashe and Lyons, included language in this year’s State net metering bill, now signed, which allows substantially larger net metering projects on landfills. This legislation extends the net metering financial benefits enjoyed by smaller projects (0.5 MW or less) to projects over 2 MW if they are on municipal landfills. This offsets the additional costs of placing solar arrays on these sites. Encore Redevelopment recently submitted a letter of intent (LOI) to develop a privately net-metered solar array on the City-owned landfill. Prior to engineering, Encore is estimating that the project will be a 1.8MW project which would generate approximately 2,200,000 kWh per year. Due to the amount of credits that will be generated, the City has suggested that the School District be included in receiving the energy credits. This suggestion has been received favorably by the Superintendent’s Office. Deal Offered Through this net metering project, the City and the School District would receive the energy and “solar adder” net metering credits (GMP provides these on electric bills per kWh) generated by the project. The energy credit is the residential retail rate for electricity, currently 14.9 cents per kWh. The “solar adder” net metering credit is expected to be between 4 and 5 cents per kWh and once set, is available for the first 10 years. The energy credit is available for the full twenty years and will change with the residential rate. Encore will construct the array and manage it. The Letter of Intent establishes what the City will pay Encore. The City would pay Encore 17 cents per kWh for the first ten years (when the City receives the “solar adder” plus the residential rate energy credits on electric bills). For year one the credit will be 19-20 cents per kWh. For the subsequent ten years the City would pay Encore .145 cents per kWh and receive from GMP whatever the residential rate is at that time as a credit. The financial savings (loss) from this offer is calculated as the credits minus what the City pays Encore. The project monetary value for the City will depend upon the rate at which the cost of electricity per kWh increases. Historically, the price of GMP kWh has increased, on average, 3% per year. • If the average kWh price increase for twenty years into the future is also 3% per year the project is estimated to yield over two million dollars. • If the average kWh price increase per year over 20 years is zero, the project is estimated to yield $530,000. • If the average kWh price increase per year over 20 years is -1% (i.e. prices fall steadily), then the Project is estimated to cost $50,000. This project also has value is in a reduction in the City’s carbon footprint. In contrast with a municipally owned system, the City will not have upfront costs, nor be responsible for permits, insurance or maintenance, nor, so long as the system is privately owned, decommissioning the system. Encore will also be responsible for re-opening the landfill permit. Steps After Signing the LOI The City has offered to partner with the School District due to the volume of net-metering credits the project will produce. Splitting the credits with the School District ensures that 100% of the credit value generated by the project is absorbed. By using fewer credits than the City’s total energy demand, the City also reserves capacity to undertake future efficiency improvements. Sharing the project credits with the School District retains the potential financial benefit to City residents. A to-be-negotiated contract would include provisions for the City to consider purchasing the facility, term, contract pricing and conditions, obligations of parties, and requirements related to construction, insurance, warrantees and additional detail as required. The Letter of Intent is non-binding, but indicates to all parties a strong interest in the project and a willingness to work in good faith to negotiate a satisfactory contract. Attachments: • Encore Landfill Letter of Intent Policy: Under §13-103(b) of the Charter, “the city … may sell, lease, mortgage, hold, manage and control such property as its interest may require.” Unless otherwise provided by law, the City acts through a majority of its legislative body, the City Council, or through the voters. - Charter §13-310; 1 V.S.A. §172. Achieve a reduction of 20% in carbon dioxide-equivalent emissions from 2009 levels by 2020 through an increase renewable energy production and reductions in energy use in the following sectors: transportation, commercial/industrial, residential, municipal/school – Energy Committee recommended goal for the draft South Burlington Comprehensive Plan Recommendation: Review the LOI; authorize the City Manager to sign the LOI in order to negotiate the contract. LETTER OF INTENT April 23, 2014 To: Kevin Dorn, City Manager City of South Burlington 575 Dorset Street South Burlington, VT 05403 Re: Letter of Intent to enter into an agreement to purchase net metering credits from a potential 1.5 MW solar array Dear Kevin, Please consider this letter a non-binding statement of intent to enter into good faith negotiations for an agreement to purchase solar net metering credits. Credits will be generated at a proposed 1.5 MW (AC) solar array to be installed on the South Burlington landfill, located at 1015 Airport Parkway, South Burlington, Vermont 05403 (the “Project”). Such array will be developed by Encore Redevelopment of Burlington, Vermont and financed by SolarCity, a nation-leading solar finance company (collectively “Owner”). The term of this Letter of Intent is 30 days from the date above. OBJECTIVE The City of South Burlington and the South Burlington School District (collectively “Customers”) both plan to participate in order to optimize financial savings. This non-binding Letter of Intent (“LOI”) is one of two LOIs, the other of which is held by the South Burlington School District. Each LOI will set out the basic terms and conditions that will be subsequently incorporated into a single and definitive agreement to purchase net metering credits (the “Agreement”). Under said Agreement, a solar energy system would be installed and commissioned at the landfill, as mutually determined and agreed upon by the South Burlington City Council and the South Burlington School District (“Customers”) and the Owner. BACKGROUND Encore is a locally owned and operated project development firm, based in Burlington, Vermont. Its team prides itself on developing clean, renewable energy projects for municipalities and school districts on underutilized properties. Encore works with the City of South Burlington, other communities and a number of local professional organizations and companies to design, permit and install these projects. Encore has the project development, permitting, financing and construction management experience to deliver solar generating facilities at no cost to Customers, allowing them to reap financial savings over the life of the Project. More information about Encore can be found at SolarCity is a national leader in clean energy finance services, making clean energy available to homeowners, businesses, schools, non-profits and government organizations at a lower cost than what they pay for energy generated by burning fossil fuels like coal, oil and natural gas. The company serves thousands of customers in 14 states with 31 operations centers. SolarCity's customers include homeowners, hundreds of schools and municipalities, government agencies. More information on SolarCity can be found at www.solarcity.com/. SCOPE OF SERVICES Developer/Owner has worked to identify a suitable location for the array, and will conduct technical feasibility analyses, coordinate permitting, provide financing, and manage construction, installation and commissioning of the project. Upon execution of this LOI, Developer/Owner shall perform preliminary development services including site investigation, data collection, fatal flaw analyses, and technical and financial feasibility work at no cost to the Customers. Upon execution of the Agreement, Developer/Owner will provide turn-key engineering, equipment supply and installation services. Developer/Owner will coordinate all funding and financing and will serve as the Asset Manager of the Project, responsible for operations and maintenance services once commissioned. PROPOSED TERMS & CONDITIONS OF AGREEMENT 1. Service Term a. The Service Term will be the initial period of twenty (20) years commencing on the Service Commencement Date, with a option to renew for two additional 5 years terms; and 2. Purchase Option a. Customers have the option to purchase the Project at a depreciated Fair Market Value, after the 7th, 10th and 20th anniversary of the Service Commencement Date. 3. Contract Pricing and Conditions a. Developer/Owner will install the solar energy system; b. Customer will make a monthly service payment to Developer/Owner, which shall be based on schedule as shown below. These prices are indicative and such monthly service payment amount will be finalized in the Agreement upon the completion of site due diligence. i. $0.17/kWh for the first 10 years ii. $0.145/kWh for the remainder of the Term. c. Developer/Owner billing will be conducted on a monthly basis and will be based on actual production of the Project. 4. Developer/Owner Obligations a. Design, permit, finance and install the Project; b. Operate and maintain the Project over the term of the agreement at no cost to the Customers; and c. Insure, warrant and guarantee the Project over the term of the agreement at no cost to the Customers. 5. Customers’ Responsibilities and Rights a. Purchase all designated net metering credits (as identified above and further detailed in the subsequent Agreement) generated by the Project for the agreed term of the Agreement; and b. Agree to enroll one or more electric meters to the net metering group in order to capture savings. The production value will be allocated as a percentage among the Customers to be determined upon evaluation of Customers usage data. Developer/Owner will pay in advance for all expenses of applying for, installing, and maintaining the Meter at said property. Should these terms be acceptable to you, please confirm by signing below. We look forward to finalizing the Agreement and getting to work on this exciting opportunity. Please feel free to contact me at 802-861-3023 or at chad@encoreredevelopment.com should you have any questions. Respectfully, Chad Farrell Principal Encore Redevelopment ________________ By: __________________________________________ DATE Chad Farrell Principal Encore Redevelopment ________________ By: __________________________________________ DATE Kevin Dorn City Manager City of South Burlington Resolution to Change the name of Dorset Park to Veterans Memorial Park    Whereas, the City of South Burlington has supported the South Burlington Veterans Committee in its endeavors to build  a Veterans Memorial at Dorset Park; and,  Whereas, the concept of this Veterans Memorial was initiated by a group of concerned citizens who visualized and  planned this tribute, with overwhelming support from our community; and,  Whereas, the concept, location, and plans were unanimously approved by members of the City Council; and,  Whereas, the Memorial was designed and built through the generous in‐kind contributions from partnering local  businesses who, along with the numerous financial contributions from individuals made this project a reality; and,  Whereas, this Memorial will stand as a lasting tribute to the men and women, past and present, who honored these  United States with their service to our Country; and,  Whereas, the original name for Dorset Park is based on a street reference, unlike other parks, and the Veterans  Memorial is a prominent component of the Park; and,  Whereas, this Memorial was established in the fall of 2013 and will be dedicated this May, 2014; and,  Whereas, it is the expressed desire of the members of the South Burlington Veterans Committee to have Dorset Park  renamed in honor of our Veterans; and,  Now, Therefore, Be it Resolved, that the City Council hereby approves that the official name of Dorset Park be changed  to Veterans Memorial Park; and,  Furthermore, Be It Resolved, that this change will take effect at the dedication of the Memorial, scheduled for May 17,  2014.   Dated this 5th day of May, 2014  SOUTH BURLINGTON CITY COUNCIL    ________________________  ________________________     Pam Mackenzie, Chair    Pat Nowak, Vice‐Chair    ________________________  ________________________  Meaghan Emery, Clerk    Helen Riehle     ________________________  Chris Shaw    1        May 5, 2014    MEMO    TO:  South Burlington City Council  FROM:  Kevin Dorn, City Manager  RE:  Report of the Committee on Committees Task Force    Task Force Members:  Councilors: Pat Nowak and Chris Shaw  City Staff: Kevin Dorn, Ilona Blanchard, Todd Goodwin, Justin Rabidoux, Cathyann  LaRose, Paul Conner, Tom Hubbard    The proposal that follows provides an opportunity to enhance volunteerism, expand committee  oversight, break down silos, reduce committee burnout, clarify jurisdiction, enable more community  based organizations, focus attention on completing policy recommendations and enhance staff  efficiency in meeting City objectives.  In reseeding committees to advance Council priorities, volunteers  will be able to make a more effective contribution to policy development in the City. This proposal  facilitates important partnerships with freely‐associating organizations to advance important City  interests.         Enhance Volunteerism    As Interim Zoning expired early this year Councilors expressed their appreciation for the significant  involvement of volunteers who served both on the committees and in support of the committee  projects.  There is a strong sentiment among Council members that this level of volunteerism should  continue to be encouraged through the “standing committee” structure and through other project‐ based opportunities.    Expand Committee Oversight    At the same time, our staff has identified a fairly large spectrum of City interests and policy  development that is completely lacking oversight from any standing committee.  It is very clear that  there are policy and jurisdictional areas that are very well overseen by committees and, conversely,  areas that have no committee oversight whatsoever.    Break Down Silos    Committee “silos” are also an expressed concern not only of the Council but of many who serve on  committees.  Oftentimes issues are presented that require multi‐committee review and involvement.   There is no real mechanism to ensure that committee silos are broken down and the broad spectrum of  perspectives is engaged to respond to the issue.  Breaking down silos and gaining input from a broader  perspective yields better policy development for the Council.       2    Reduce Committee Burnout    Another committee dynamic of concern was best described in the review sessions as “Peak Loading  Burnout/Boredom Frustration.”  By this the committee means that oftentimes an intense amount of  work is placed on a committee to address a specific challenge, opportunity or project and at other times  the same committee can be seem to have little to do.  The “Peak Loading” segment can lead to burnout  of committee members and the “Boredom” segment can lead to frustration and the eventual exit of  members from the committee.    Clarify Jurisdiction    Members of several of our committees have also expressed concern that their charge and jurisdiction is  not clear – that they have no direction or boundaries to the issues for which they are responsible.  This  fuzziness led the Recreation and Leisure Arts Committee, for instance, to draft its own set of bylaws that  they brought to the Council for review and approval so that they would have a better idea of their “job  description.”  This action by R&LA was one of the factors that led to this comprehensive examination of  the committee structure.    Enable More CBOs    We also recognize that while many communities depend upon “Community Based Organizations” to  support programs and activities at the local level South Burlington has, for whatever reason, very few of  these locally based NGOs.  Recognizing that a response by government isn’t always the most efficient  way to address a challenge or opportunity it is in the City’s interest to not only encourage but nourish  the establishment of resource or issue‐based CBOs.    Focus Staff Attention/Efficiency    Finally, from a management perspective, the City Manager has placed a high priority on the efficient and  effective use of staff time in support of committee activities. The Manager and staff recognize the  critical role committees play in supporting the Council and both policy and programmatic development  in the City.  That said, the Manager is also very mindful of the demand that servicing committees has on  limited staff resource.    Realignment    It is with all of these issues in mind that the Task Force proposes the realignment and expansion of  committee jurisdiction and external support for community priorities that is outlined below.  As  Councilor Shaw stated during one of the meetings it is “time that we move the committee structure into  the 21st century.  The way we have done things over the past 30 – 40 years is not necessarily the best  way to do them today”    What Stays the Same    We start our recommendations by leaving certain committees and their jurisdictions entirely as they  are.  The role of several City committees is laid out in statute or in the City Charter and if change was  needed to the charge or organization of these committees it would take a much more involved process.   So, the recommendation of the Task force is to leave these “statutorily‐based” committees unchanged  and as they are:      3     Board of Civil Authority   Development Review Board   Planning Commission   Library Board of Trustees   Steering Committee    Narrow‐Task Committees to Remain    There are also City Committees that have a very narrow, specific function that would warrant their  continued existence as they are until such time as the Council resolves they need to be changed:     City Charter Committee   Pension Advisory Committee   Design Review Committee     New Structure    In lieu of the remaining, existing committee structure that has been created over the many years the  committee proposes the following combination of Standing Committees, City Sponsored Community  Based Organizations (CBOs) and “Friends” groups.    A)  THE CREATION OF THREE NEW STANDING COMMITTEES    The committee recommends that the jurisdiction of the existing standing committees be incorporated  into three larger standing committees with a broader scope that will expand into policy areas and  jurisdiction not covered at all in the existing committee structure.       1. Public Lands Committee    Jurisdiction    Develop policy and general recommendations related to:      Public lands and lands that may become public,    Plans related to management and long term maintenance for public land (eg: Red  Rocks Park restoration),    Land acquisition – identification and prioritization,    Administration of the Open Space Fund,   Requests for long‐term use of public lands,   Development on public lands (eg: new ballfield, solar array, etc.),   Identification of community needs for active recreation, passive recreation, wildlife  areas, and sustainable agriculture,   Private sector proposals to donate land for public use,   Upon request of the Development Review Board preview development applications  for appropriateness of proposed park/open space land to be deeded to and  maintained by the city,   Other issues as they relate most closely with public lands and the natural  environment.    4        2. Transportation Committee    Jurisdiction    Develop policy and general recommendations related to:    a) Vehicle/Rec path/ped facilities,   b) Transit,   c) Transportation Demand Management,   d) Smart traffic lights and sequencing,   e) Complete streets,   f) Facilitating and enabling an energy efficient and safe transportation system,   g) Neighborhood and community connections and access,   h) Supporting transportation infrastructure for active communities,   i) Maintaining air quality,   j) Street lights and lighting,  k) Upon request of the Development Review Board review plans for vehicle, bicycle  and pedestrian facilities,   l) Master plans for pedestrian and bicycle facilities,  m) Other issues as they relate most closely to transportation.      3. Community Development    Jurisdiction    Develop policy and general recommendations related to:     Supporting local job growth, retention and recruitment of new businesses,   Fostering economic growth and innovation,    Increasing and preserving housing supply at all levels of affordability,   Managing public facilities and buildings,   Realizing energy conservation and efficiency in public buildings,    Administering affordable housing assessments, inclusionary zoning requirements  and funds as may be available for affordable housing and the Affordable Housing  Trust Fund (If approved by the City Council and, possibly, voters),   Other issues as they relate most closely to community and economic development.      The three new standing committees will have nine members appointed by the Council for three year  terms (staggered at the beginning).   Each committee will have bylaws provided by the Council as well as  a clear assignment of jurisdiction.  Rules of procedure that are consistent between the committees will  be adopted and utilized.   Council members will neither serve on nor be assigned as liaison to the  committees but will appoint members with skillsets, experience and interests reflective of the charge.      An annual work‐plan will be developed by each committee in consultation and in agreement with the  City Manager and approved by the City Council.  Committees will meet quarterly. Each committee will  choose its own chair, vice chair and clerk.   Committee leadership and assigned staff of the three    5    committees will meet together twice a year to share information and update each other on work plans  and progress.    Committees will provide either written or oral reports to the City Council at least twice a year.  More  frequent updates may also be provided on specific issues or topics of importance to the Council.    Task forces may be appointed by the committees for specific purposes or projects that can meet more  frequently.  Committee task forces may include volunteers from outside the committee that have  needed skillsets and knowledge.    No more than two task forces should be operating at any given time  per standing committee.  Each task force will have a deadline to deliver its work‐product and then the  task force will automatically sunset unless its mandate is extended by the committee.    Training on managing efficient and effective meetings will be provided to chairs, vice chairs and clerks at  least annually.  Training will also include open meeting law and public records requirements.    The Staff Review Committee will continue to serve as the coordinating link between and among  committees and with the Council.      B)   FOSTERING THE GROWTH OF COMMUNITY BASED ORGANIZATIONS    There are two committees; one a standing committee and the other a subcommittee of the Planning  Commission, that are largely project‐based and could function more effectively and efficiently as “City  Sponsored Community Based Organizations (CBOs)”.    The first is the Energy Committee.  The Energy Committee takes on projects to increase public  awareness of the importance of efficiency and conservation, promote the use of renewable energy and  works on specific projects that will achieve these ends.  The bulk of the work of the Energy Committee is  project based and requires significant time and commitment from Committee members.      The ability to expand into a membership‐supported CBO will enable more South Burlington residents to  be involved in these issues and work on these projects. Furthermore, independent organizations set  their own agenda and can operate under a more simplified organizational and meeting structure.    As a CBO, the “South Burlington Energy Partnership” let’s call it, could raise money, pursue grants and  other types of financial support, facilitate its own contracting, build membership and be a more  significant presence in the community.  The ability to be an advocate on public policy matters before the  Council and in other venues would be fully and completely preserved.    The City would also consider providing an annual contribution to support “Partnership” activities  derived from savings that accrue to City Government from energy efficiency and conservation projects  related to public buildings and from renewable energy contracts that provide savings to the City.    The Sustainable Agriculture Subcommittee of the Planning Commission has been asked by the  Commission to follow up on a small number of the recommendations that came out of the IZ process in  support of the development of Form Based Code.      As the Subcommittee completes this task there remain a number of project‐based recommendations  stemming from the report of the Committee that need to be picked up by some organization.  That  organization could by the “South Burlington Sustainable Agriculture Project” let’s call it, that would be a    6    newly established CBO. Or that work could go to an already established organization whose mission fits  in well with the furtherance of the goals of sustainable agriculture.  Either way, the project list of the  Sustainable Agriculture Committee would be implemented consistent with the goals of the IZ process.    It is possible that funding could be found in the City budget that could support the activities of the  “Project”, or another existing CBO to the extent that those organizations can fulfill the objectives of the  various identified projects and as approved by the Council.    C) COUNCIL SUPPORTED TASK FORCES    From time to time issues will arise that the Council needs to have addressed but that fall outside the  jurisdiction of existing standing committees.  In those cases Council‐appointed Task Forces can fill that  need with a clear deadline as to when the work‐product must be delivered including the date on which  the appointments expire.      D) “FRIENDS GROUPS”.    Just as the mission of the Community Library is supported by the “Friends of the Library”, so too can  other informal “Friends” groups be encouraged to form and take on activities of specific narrow interest  to that group of residents.  Membership and organizational structure can be as formal or informal as  members would like, with the total freedom to act in support of the underlying program or institution.    E)  COMMITTEE BYLAWS    The Governing document of each of the three new standing committees will be a set of bylaws that  provide a consistent structure between the committees but are customized to the jurisdiction of each.        BY-LAWS PUBLIC LANDS COMMITTEE   Article I Mission Statement   The committee shall be called the City of South Burlington Public Lands Committee.    The Public Lands Committee is appointed by the South Burlington City Council to serve the residents of  South Burlington by acting in an advisory capacity on policy matters to the City Council.    Article II Duties and Purpose of the Committee   A. The Committee jurisdiction shall be those policy issues as specified below;   a. Public lands and lands that may become public,  b. Plans related to management and long term maintenance for public land,    c. Land acquisition – identification and prioritization,   d. Administration of the Open Space Fund,    7    e. Requests for long‐term use of public lands,  f. Development on public lands,  g. Identification of community needs for active recreation, passive recreation, wildlife  areas, and sustainable agriculture,  h. Private sector proposals to donate land for public use,  i. Upon request of the Development Review Board preview development applications for  appropriateness of proposed park/open space land to be deeded to and maintained by  the city,  j. Other issues as they relate most closely with public lands and the natural environment.    The Committee will file a written or oral report on activities with the City Council twice a year  and on a schedule as jointly determined by the Chair of the Committee and the Chair of the  Council.    Article III Membership and Attendance   A. The voting membership of the Committee shall be nine members.  All members shall be residents of  the City of South Burlington, Vermont.  Members shall be appointed to three‐year, staggered  terms,  with the initial terms being three members serving a one year term, three members serving a two  year term and three members serving a three year term.  All terms become three year terms at the  beginning of the second term. There are no limits on the number of terms a member may serve.   Terms shall begin on July 1 and end on June 30.    B. The Committee shall be supported by one or more members of the City staff as assigned by the City  Manager.      C. In the event of the resignation of any Committee member, the Committee will petition the City  Council to appoint a member to finish any unexpired term that might remain.    D. The Committee may request the City Council to add additional members if needed.    E. The Committee may make recommendations of desired qualities in candidates.    F. Attendance will be recorded in the minutes of each meeting.  Members are expected to attend at  least 75% of the Committee’s regular meetings.      G. The Committee follows the City Council of South Burlington, Vermont, Guidelines for Citizen  Participation, as City Council Appointees on City Boards, Commissions, or Committees in a Volunteer  Capacity, adopted by the City Council October 17, 2011.    H. A member who is unable to attend a meeting should notify the Chair prior to the meeting and  should submit reports of any business he/she has conducted on behalf of the Committee since the  last attended meeting.      8    Article IV Meetings   A. All meetings shall be conducted under “Robert’s Rules of Order” unless otherwise provided.    B. The committee shall hold a regular meeting quarterly, on a day, time and place convenient to the  majority of the membership.    C. The Chair may call special meetings as needed and as approved by the City Manager.    D. The first meeting after July 1 and the appointment of new members shall be known as the  Organizational Meeting.  This meeting will include the election and installation of officers, namely  the Chair, Vice‐Chair, and the Secretary.    E. A majority of voting members constitute a quorum at any regular or special meeting.    F. All meetings are open to the public, and the agenda will be published in accordance with Vermont  Open Meeting Law requirements.    Article V Officers and Elections   A. The officers of this Committee shall be a Chair, Vice‐Chair and a Secretary, who shall be elected at  the Organizational Meeting to serve for one year or until a successor shall be elected.    B. All officers shall be nominated and elected from the floor at the Organizational meeting.  A majority  vote of those present shall constitute an election.      Article VI Duties of Officers   A. The Chair shall preside at all meetings of the Committee.     B. The Vice‐Chair shall act in the absence of the Chair.     C.  The Chair shall meet regularly with assigned staff to discuss preparation of agendas, reports, and  other matters that concern the Committee.      D. The duties of the Chair shall also include:  1. Serving as representative of the Committee at public affairs  2. Together with assigned staff, creating a calendar of Committee activities and workplan for the  coming year to be approved annually by the Committee and the City Council.  3. Conducting a new Member Orientation with the assigned staff.  4. Creating an annual report of Committee accomplishments and objectives that will be included  in the City’s Annual Report.    9    5. Conducting correspondence with City management and City Council on behalf of the  Committee.    E. The Secretary shall keep a record of the proceedings of the Committee in the form of minutes.  Minutes shall be published in accordance with City guidelines.    Article VII Duties of Members   Each member is expected to attend meetings, and to participate in the work of the Committee.     Article VIII Task Forces   Task forces may be appointed by the Committee to address specific issues or complete projects. Task  forces will be provided a specific charge and a clear deadline as to when the work‐product must be  delivered including the date on which the appointments expire.  No more than two task forces may be  operating under the committee at any given time.  The committee may draw membership for the task  force from residents who are not on the committee.  The task force will select a chair. The chair will  schedule and conduct meetings, and report to the full Committee.  Staff support for each task force will  come from the staff assigned to the committee and other staff as directed by the City Manager.    Article IX Amendments   These by‐laws may be amended at any time at any regular or special meeting by a majority vote of the  City Council, provided notice of the proposed amendment has been given in writing to all City Council  and Committee members at least fifteen (15) days prior to said meeting.                BY-LAWS TRANSPORTATION COMMITTEE Article I Mission Statement   The committee shall be called the City of South Burlington Transportation Committee.    The Transportation Committee is appointed by the South Burlington City Council to serve the residents  of South Burlington by acting in an advisory capacity on policy matters to the City Council.    Article II Duties and Purpose of the Committee     10    A. The Committee jurisdiction shall be those policy issues as specified below; a. Vehicle/Rec path/ped facilities,   b. Transit,   c. Transportation Demand Management,   d. Smart traffic lights and sequencing,   e. Complete streets,   f. Facilitating and enabling an energy efficient and safe transportation system,   g. Neighborhood and community connections and access,   h. Supporting transportation infrastructure for active communities,   i. Maintaining air quality,   j. Street lights and lighting,  k. Upon request of the Development Review Board review plans for vehicle, bicycle and  pedestrian facilities.    l. Master plans for pedestrian and bicycle facilities,  m. Other issues as they relate most closely to transportation.  Committee jurisdiction can be expanded beyond these issue areas by petition to and approval of  the City Council.    The Committee will file a written or oral report on activities with the City Council twice a year  and on a schedule as jointly determined by the Chair of the Committee and the Chair of the  Council.    Article III Membership and Attendance   A. The voting membership of the Committee shall be nine members.  All members shall be  residents of the City of South Burlington, Vermont.  Members shall be appointed to three‐year,  staggered  terms, with the initial terms being three members serving a one year term, three  members serving a two year term, and three members serving a three year term.  All terms  become three year terms at the beginning of the second term. There are no limits on the  number of terms a member may serve. Terms shall begin on July 1 and end on June 30.    B. The Committee shall be supported by one or more members of the City staff as assigned by the  City Manager.      C. In the event of the resignation of any Committee member, the Committee will petition the City  Council to appoint a member to finish any unexpired term that might remain.    D. The Committee may request the City Council to add additional members if needed.    E. The Committee may make recommendations of desired qualities in candidates.    F. Attendance will be recorded in the minutes of each meeting.   Members are expected to attend at least 75% of the Committee’s regular meetings.      G. The Committee follows the City Council of South Burlington,  Vermont, Guidelines for Citizen Participation, as City Council Appointees on City Boards,    11    Commissions, or Committees in a Volunteer Capacity, adopted by the City Council October 17,  2011.    H. A member who is unable to attend a meeting should notify the  Chair prior to the meeting and should submit reports of any business he/she has conducted on  behalf of the Committee since the last attended meeting.    Article IV Meetings   A. All meetings shall be conducted under “Robert’s Rules of Order” unless otherwise provided.    B. The committee shall hold a regular meeting quarterly, on a day, time and place convenient to  the majority of the membership.    C. The Chair may call special meetings as needed and as approved by the City Manager.    D. The first meeting after July 1 and the appointment of new members shall be known as the  Organizational Meeting.  This meeting will include the election and installation of officers,  namely the Chair, Vice‐Chair, and the Secretary.    E. A majority of voting members constitute a quorum at any regular or special meeting.    F. All meetings are open to the public, and the agenda will be published in accordance with  Vermont Open Meeting Law requirements.    Article V Officers and Elections   A. The officers of this Committee shall be a Chair, Vice‐Chair and a Secretary, who shall be elected  at the Organizational Meeting to serve for one year or until a successor shall be elected.    B. All officers shall be nominated and elected from the floor at the Organizational meeting.  A  majority vote of those present shall constitute an election.      Article VI Duties of Officers   A. The Chair shall preside at all meetings of the Committee.     B. The Vice‐Chair shall act in the absence of the Chair.    C. The Chair shall meet regularly with assigned staff to discuss  preparation of agendas, reports, and other matters that concern the Committee.      D. The duties of the Chair shall also include:  1. Serving as representative of the Committee at public affairs    12    2. Together with assigned staff, creating a calendar of Committee  activities and workplan for the coming year to be approved annually by the Committee  and the City Council.  3. Conducing a new Member Orientation with the assigned staff.  4. Creating an annual report of Committee accomplishments and  objectives that will be included in the City’s Annual Report.  5. Conducting correspondence with City management and City  Council on behalf of the Committee.    E. The Secretary shall keep a record of the proceedings of the Committee in the form of minutes.  Minutes shall be published in accordance with City guidelines.    Article VII Duties of Members   Each member is expected to attend meetings, and to participate in the work of the Committee.     Article VIII Task Forces   Task forces may be appointed by the Committee to address specific issues or complete projects. Task  forces will be provided a specific charge and a clear deadline as to when the work‐product must be  delivered including the date on which the appointments expire.  No more than two task forces may be  operating under the committee at any given time.  The committee may draw membership for the task  force from residents who are not on the committee.  The task force will select a chair. The chair will  schedule and conduct meetings, and report to the full Committee.  Staff support for each task force will  come from the staff assigned to the committee and other staff as directed by the City Manager.    Article IX Amendments   These by‐laws may be amended at any time at any regular or special meeting by a majority vote of the  City Council, provided notice of the proposed amendment has been given in writing to all City Council  and Committee members at least fifteen (15) days prior to said meeting.          BY-LAWS COMMUNITY DEVELOPMENT COMMITTEE   Article I Mission Statement   The committee shall be called the City of South Burlington Community Development Committee.    The Community Development Committee is appointed by the South Burlington City Council to serve the  residents of South Burlington by acting in an advisory capacity on policy matters to the City Council.    13      Article II Duties and Purpose of the Committee   A. The Committee jurisdiction shall be those policy issues as specified below;  Supporting local job growth, retention and recruitment of new businesses,   Fostering economic growth and innovation,    Increasing and preserving housing supply at all levels of affordability,   Managing public facilities and buildings,   Realizing energy conservation and efficiency in public buildings,    Administering affordable housing assessments, inclusionary zoning requirements  and funds as may be available for affordable housing and the Affordable Housing  Trust Fund (If approved by the City Council and, possibly, voters),   Other issues as they relate most closely to community and economic development.  Committee jurisdiction can be expanded beyond these issue areas by petition to and approval of  the City Council.    The Committee will file a written or oral report on activities with the City Council twice a year  and on a schedule as jointly determined by the Chair of the Committee and the Chair of the  Council.    Article III Membership and Attendance   A. The voting membership of the Committee shall be nine members.  All members shall be  residents of the City of South Burlington, Vermont.  Members shall be appointed to three‐year,  staggered  terms, with the initial terms being three members serving a one year term, three  members serving a two year term, and three members serving a three year term.  All terms  become three year terms at the beginning of the second term. There are no limits on the  number of terms a member may serve. Terms shall begin on July 1 and end on June 30.    B. The Committee shall be supported by one or more members of the City staff as assigned by the  City Manager.      C. In the event of the resignation of any Committee member, the Committee will petition the City  Council to appoint a member to finish any unexpired term that might remain.    D. The Committee may request the City Council to add additional members if needed.    E. The Committee may make recommendations of desired qualities in candidates.    F. Attendance will be recorded in the minutes of each meeting.   Members are expected to attend at least 75% of the Committee’s regular meetings.      G. The Committee follows the City Council of South Burlington,  Vermont, Guidelines for Citizen Participation, as City Council Appointees on City Boards,    14    Commissions, or Committees in a Volunteer Capacity, adopted by the City Council October 17,  2011.    H. A member who is unable to attend a meeting should notify the  Chair prior to the meeting and should submit reports of any business he/she has conducted on  behalf of the Committee since the last attended meeting.    Article IV Meetings   A. All meetings shall be conducted under “Robert’s Rules of Order” unless otherwise provided.    B. The committee shall hold a regular meeting quarterly, on a day, time and place convenient to  the majority of the membership.    C. The Chair may call special meetings as needed and as approved by the City Manager.    D. The first meeting after July 1 and the appointment of new members shall be known as the  Organizational Meeting.  This meeting will include the election and installation of officers,  namely the Chair, Vice‐Chair, and the Secretary.    E. A majority of voting members constitute a quorum at any regular or special meeting.    F. All meetings are open to the public, and the agenda will be published in accordance with  Vermont Open Meeting Law requirements.    Article V Officers and Elections   A. The officers of this Committee shall be a Chair, Vice‐Chair and a Secretary, who shall be elected  at the Organizational Meeting to serve for one year or until a successor shall be elected.    B. All officers shall be nominated and elected from the floor at the Organizational meeting.  A  majority vote of those present shall constitute an election.      Article VI Duties of Officers   A. The Chair shall preside at all meetings of the Committee.     B. The Vice‐Chair shall act in the absence of the Chair.    C. The Chair shall meet regularly with assigned staff to discuss  preparation of agendas, reports, and other matters that concern the Committee.      D. The duties of the Chair shall also include:  1. Serving as representative of the Committee at public affairs    15    2. Together with assigned staff, creating a calendar of Committee  activities and workplan for the coming year to be approved annually by the Committee  and the City Council.  3. Conducing a new Member Orientation with the assigned staff.  4. Creating an annual report of Committee accomplishments and  objectives that will be included in the City’s Annual Report.  5. Conducting correspondence with City management and City  Council on behalf of the Committee.    E. The Secretary shall keep a record of the proceedings of the Committee in the form of minutes.  Minutes shall be published in accordance with City guidelines.    Article VII Duties of Members   Each member is expected to attend meetings, and to participate in the work of the Committee.     Article VIII Task Forces   Task forces may be appointed by the Committee to address specific issues or complete projects. Task  forces will be provided a specific charge and a clear deadline as to when the work‐product must be  delivered including the date on which the appointments expire.  No more than two task forces may be  operating under the committee at any given time.  The committee may draw membership for the task  force from residents who are not on the committee.  The task force will select a chair. The chair will  schedule and conduct meetings, and report to the full Committee.  Staff support for each task force will  come from the staff assigned to the committee and other staff as directed by the City Manager.    Article IX Amendments   These by‐laws may be amended at any time at any regular or special meeting by a majority vote of the  City Council, provided notice of the proposed amendment has been given in writing to all City Council  and Committee members at least fifteen (15) days prior to said meeting.