HomeMy WebLinkAboutAgenda - City Council - 03/07/2024 - Organizational MeetingCITY COUNCIL MEETING AGENDA
ORGANIZATIONAL MEETING
MARCH 07, 2024
Participation Options
In Person: 180 Market Street, Main Floor, Auditorium
Assistive Listening Service Devices available upon request
Electronically: https://meet.goto.com/SouthBurlingtonVT/citycouncil-organizationalmeeting03-
07-2024 You can also dial in using your phone +1 (571) 317-3112 Access Code: 528-163-773
Regular Session 6:30 p.m.
1.Pledge of Allegiance (6:30 p.m.)
2.Instructions on exiting building in case of emergency and review of technology options – Jessie
Baker, City Manager (6:31–6:32 p.m.)
3.Agenda Review: Additions, deletions or changes in order of agenda items (6:33–6:34 p.m.)
4.Comments and questions from the public not related to the agenda (6:35–6:45 p.m.)
5.Councilors’ Announcements and City Manager’s Report (6:45–6:55 p.m.)
6.Under § 13-303 of the City's Charter, elect a Council Chair, Vice Chair, and Clerk (City Manager
presiding) – Jessie Baker, City Manager (7:00–7:15 p.m.)
*** Chair becomes presiding officer after election ***
7.*** Council Orientation: Council Service, Roles, and Responsibilities – Jessie Baker, City
Manager (7:15–7:45 p.m.)
8.*** Adopt the City Council Rules of Procedure – Jessie Baker, City Manager (7:45–7:55 p.m.)
9.*** Adopt the Conflict of Interest and Ethical Conduct for Council and Appointed Members –
Jessie Baker, City Manager (7:55–8:05 p.m.)
10.Consent Agenda: (8:05–8:10 p.m.)
A.*** Consider and Sign Disbursements
B.*** Approve the grant application for the National Council on Ageing Bone Health and
Osteoporosis Community Pilot Project
C.*** Approve the 2024 Certificate of Highway mileage
D.*** Award the contract for the Ash Tree Injection Project to Teacher's Tree Service
180 MARKET STREET, SOUTH BURLINGTON, VERMONT | (802) 846-4107 | WWW.SOUTHBURLINGTONVT.GOV
11. *** Appoint Charter and Ordinance required positions for a period of one year as outlined in the
attached memorandum – Jessie Baker, City Manager (8:10–8:20 p.m.)
12. *** Discuss and possibility approve the 2024 – 2025 City Council meeting schedule pursuant to
the City Charter, Chapter 13, Section 305(a) – Jessie Baker, City Manager (8:20–8:30 p.m.)
13. Designate The Other Paper as our Official Paper of Record – Jessie Baker, City Manager (8:30–
8:35 p.m.)
14. Council Orientation: General Government – Jessie Baker, City Manager (8:35–9:05 p.m.)
15. Designate TD Bank as our Official Depository – Jessie Baker, City Manager (9:05–9:10 p.m.)
16. *** Convene as the South Burlington Liquor Control Commission to consider; Double Tree
Hotel, First Class Hotel License & Third Class Hotel License & Second Class License; Interstate
Shell, Second Class License & Tobacco License; Jiffy Mart #445, Tobacco Substitute
Endorsement; Olive Garden Italian Restaurant #1520, First Class Restaurant/Bar License & Third
Class Restaurant/Bar License; Skinny Pancake Airport LLC, First Class Restaurant/Bar License &
Third Class Restaurant/Bar License (9:10–9:15 p.m.)
17. Other Business (9:15–9:25 p.m.)
18. Adjourn (9:25 p.m.)
Respectfully submitted:
Jessie Baker
City Manager
***Attachments included
2024 City Council Orientation
Jessie Baker, City Manager
Colin McNeil, City Attorney
March 7, 2024
Agenda
•Council Authority
•Rules of Procedure
•Conflict of Interest and Ethical Conduct
•City Manager Authority
•City Policies –in place and in the works
•Resources, questions and discussion
2
Encourage you to ask questions. If you have them, residents do too!
Council Authority
•Hire the City Manager
•Appoint residents to
̶Development Review Board
̶Planning Commission
̶Board of Library Trustees
̶All policy committees
•Serve as the Liquor Control
Board, Board of Health, and
other Statutory requirements
3
•Make, amend, repeal ordinances
•Acquire, sell, lease property
•Provide for fiduciary oversight
and approve budget to bring to
the voters
•Convene public forums
•With the School Board serve as
the Steering Committee
Council Rules of Procedure
•Annually Council elects a chair, vice chair, and clerk
•Chair runs the meetings
•A quorum of the Council is 3
•All action/direction of the Council is done by affirmative vote
•Agendas include
̶Public comment
̶Consent agenda
̶Action items
̶Reports from Manager and Councilors
̶Executive Sessions (as needed)
•No Councilor can speak for the Council unless approved to do so
•Chair and Manager set the agenda
̶Two councilors can request items by the Wednesday prior
•An agenda planner is distributed weekly
4
Council meetings are meetings of the Council in public.
Council Constituent & Media Relations
Constituents
•Members of the public will look to Councilors as resources for issues of concern
•Councilors must avoid speaking on behalf of the Council except to refer to an action
previously adopted.
•Councilors must not give the appearance of negotiating on behalf of the city
•The City Manager is responsible for allocating resources, assuring services are
provided, and staff management –please direct these communications to me!
Media
•Councilors may speak on the Council’s behalf only if authorized to do so
•The Council’s policy perspective is publicly communicated by the Chair or a specific
councilor delegated by a vote of the full Council.
•Questions and inquiries related to day-to-day operations, personnel, or legal issues
should be directed to the City Manager.
5
Boards and Committees
Regulatory
•Planning Commission•Development Review Board•Board of Abatement•Board of Civil Authority•Library Board of Trustees•Sextons•Steering Committee (Council and School Board)
6
Policy Committees of the Council
•Affordable Housing•Bicycle & Pedestrian•City Charter•Common Areas for Dogs•Economic Development•Energy•Housing Trust Fund•Natural Resources and Conservation•Pension Advisory•Public Art•Recreation & ParksOthers
•Chittenden County Public Safety Authority
•Chittenden County Regional Planning Commission
•Green Mountain Transit
•Chittenden Solid Waste District
•Champlain Water District
•Winooski Valley Parks District
•Burlington International Airport Commission
•Town Meeting TV
Recent Past – Task Forces
•Climate Action Plan•Airport Rezoning
Transparency
•All (but executive session) communication by a Council member discussing City business
is considered public
•Use your @southburlingtonvt.gov email to conduct City business
•Meetings must be warned with minutes produced
•Avoid instances where 3 or more Council members are present and discussing current or
future items before the Council
•Information can be shared via email but debate must take place in public setting. Careful
of “reply all.”
•Executive session content and items marked confidential must be kept private.
—Do not forward confidential emails
—Do not talk about Executive session outside of Executive Session
7
Goal: The public trust in its officers is preserved and ensures that all decisions
made by public officers are based on the best interests of the municipality.
Conflict of Interest and Code of Ethics
•Annually the City Council adopts a Conflict of Interest and Ethics Policy for Elected and Appointed Officials
•This Policy is adopted pursuant to requirements of Vermont Statutes (24 V.S.A. §2291(10) and 24 V.S.A. §1984).
•The purpose of the Policy is:
Ensure that the business of the City will be conducted in such a way that no public officer of the City will gain a personal or financial advantage from his or her work for the City
Preserve public trust in its officers
Ensure that all decisions made by public officers are based on the best interests of the City
8
Conflict of Interest and Code of Ethics
•What is a conflict of Interest?
A real or seeming incompatibility between a public officer’s
private interests and their public or fiduciary interests to the
municipality they serve.
Generally –If you feel that you are unable to act in the best
interest of the City of South Burlington because of some other
interest, you may have a conflict
•What is not a conflict of Interest?
It is not a conflict of interest if your interest is no greater than that
of other persons generally affected by the decision
9
Conflict of Interest and Code of Ethics
•What to do if you have a conflict of interest?
Disclose the conflict if you have an actual or perceived conflict
Recuse yourself from the discussion/vote
If have a conflict but believe you are able to act fairly, objectively and in the public’s interest in spite of the conflict
̶Must publicly state why you believe you are able to act in the matter fairly, objectively and in the public’s interest.̶If you can’t or are unwilling to publicly make such a statement, you must recuse from discussion/vote
•If you are recused:
You cannot sit with the public body
You cannot deliberate with the public body
You cannot participate in the discussion about that official act in capacity as public officer
10
Manager Authority
•Serves as the Chief Executive Officer
•Prepares the annual budgets and administers them
•Oversees all ordinance enforcement, collection of funds, and
expenditure of funds
•Serves as the Personnel Director and hires, manages, and fires (if
needed) staff
•Regularly reports to the Council on finances and operations
•Attends and participates in all Council meetings
•Serves as the Councilors’ primary support and policy advisor
11
See International City Management Association’s (ICMA) Code of Ethics
Communicating with Staff
•Questions and requests should be directed to the Manager
•To the extent that general questions or history is requested, it will be shared with the full Council
•Councilors are encouraged to:
—Attend facility tours with Department Heads and the Manager
—Reach out to staff before meetings with questions and to understand more about an issue or item on the agenda.
•The Manager must be cc’ed on all correspondence between staff and Councilors
•Councilors may not direct staff to act unless it is through direction to the City Manager by vote in a warned meeting
•Direct constituents to the City Manager when asked about an operational issue
•Emergency Situations
—The City Manager or Acting City Manager will attempt to keep the council informed
—During emerging events, the focus must be on the event and public safety. In these instances, it’s best to speak with one voice (Manager, Chief, Council Chair)
12
City Organization and Staffing
13
Employees
•About 193 regular employees
•Another 15 – 20 per diems,
substitutes, seasonal
employees
Labor Relations
•South Burlington Career
Firefighters’ Association (IAFF
Local 3671)
•South Burlington Police
Officers’ Association (NEPBA)
•AFSCME (DPW and City Hall)
Council serves as the final
appeal body for employee
grievances. *To be updated
Staff Authority: As Directed by State Statute
Zoning Administrator: Must adhere to 24 V.S.A. Chapter 17 and enforce the Land Development Regulations.
Police Chief: Must adhere to 24 V.S.A Chapter 55 and enforce all local and state laws.
Fire Staff and Building Inspector: Must adhere to V.S.A. relevant to a variety of building trades and fire safety protocols.
City Clerk: Must adhere to 24 V.S.A. Chapter 35 and administer all elections and recording as prescribed.
14
Roles and Authority
15
CityPlan 2024
The guiding principle of this Plan is to make policy
decisions through the lens of climate resilience and
reduction in greenhouse gas emissions, while factoring in
other principles goals in our diverse community.
Key Principles
•Climate-Resilient. Prioritize mitigating climate change
impacts and reducing greenhouse gas emissions.
•Inclusive, Fair, and Just. Be equity-oriented, transparent,
equitable, and fiscally responsible in governance.
•People-Oriented, Thoughtful, and Sustainable Built
Environment. Invest in a welcoming and walkable built
environment, thriving neighborhoods, and a vibrant,
pedestrian-oriented City Center.
•Collaborative and Engaged. Be a leader and collaborator
in the regional and statewide community.
City Plan and Strategies
17
City Plan 2024
Annual workplan – Policy Priorities & Strategies
Climate Action Plan (CAP)
Adopted first CAP in October 2022
•Transportation Implementation Plan
•Government Implementation Plan
•Building/Thermal Implementation Plan
Climate Action Plan: Transportation
Transporation Implementation Plan
Climate Action Plan: Government Operations
November 6, 2023
Council Presentation
Climate Action Plan: Building and Thermal
Adopted Carbon-Free
Heating Ordinance &
Solar PV requirement
for new construction
New Construction Subject to Heating Ordinance & Solar
PV Requirements
Carbon-Free
Heating Solar PV Install
Single-Family
Dwelling Units 15 -
Multi-Family
Dwelling Units 9 196
Non-Residential S.F.5,000 32,000
Other active planning efforts
•Zoning Amendments
̶Housing in areas served by water &
sewer
̶Walkable, mixed-use
neighborhoods
̶Land Conservation & Civic Space
•Impact Fees: Fees on new
development for water,
wastewater, transportation,
police, recreation, and schools
•Rental Housing Ordinance and
Rental Registry launched
•Studies Underway
̶City Center Traffic
̶Parking in City Center
̶Equity in Planning
̶Active Transportation Plan
̶Parks and Open Space Master Plan
̶City Green
•Studies Anticipated
̶Economic Development Strategic
Plan
̶Cultural Plan
̶Housing Needs Assessment
East West
Crossing
Walk bike bridge over
I-89
Williston Rd
Streetscape
(south side)
Garden Street
(including
Williston Rd
Intersections)
City Center
Park Phase II
Rick
Marcotte
Central
School
Public
Library
We are investing in a
walkable and
bikeable
vibrant
downtown.
Resources
•Municipal Charter
•Council Rules of Procedures
•Council Conflict of Interest and Ethical Conduct Policy
•FY24 Policy Priorities and Strategies
24
Jessie Baker Steven Locke
City Manager Deputy City Manager
jbaker@southburlingtonvt.gov slocke@southburlingtonvt.gov
Champlain Water District
Check/Voucher Register - Check Report by Fund
From 3/5/2024 Through 3/5/2024
Check Date Check Number Vendor Name Invoice Description Check Amount Invoice Number
3/5/2024 4724 Independent Pipe & Supply Corp.Gaskets 58.92 345583
3/5/2024 Independent Pipe & Supply Corp.Returned 3 Gaskets (44.19)C46601
3/5/2024 4725 Office Essentials of Vermont Envelopes 1,059.00 39949
3/5/2024 4726 Shenk Enterprises LLC Refund Overpayment on Account 8503 47.88 REFUND 8503
3/5/2024 4727 Ti-Sales, Inc.Meters 5,835.90 INV0167182
3/5/2024 Ti-Sales, Inc.Meter Bolts and Gaskets 131.03 INV0167435
Total 70 - South Burlington Water
Department
7,088.54
Report Total 7,088.54
70 - South Burlington Water Department
SOUTH BURLINGTON CITY COUNCIL
Date: 2/27/2024 5:04:23 AM Page: 1
Memo
To: South Burlington City Council
From: David Wheeler, Water Resources Engineer
CC: Tom DiPietro, Director of Public Works
Craig Lambert, City Arborist
Date: February 28, 2024
Re: Award of Contract for Ash Tree Injection Project
On February 23, 2024 the City of South Burlington received bids for the Ash Tree Interplanting
project. This project generally includes treating 133 publicly owned ash trees to protect them
from the invasive Emerald Ash Borer using an injected insecticide.
We received proposals from 4 contractors to complete this work (Table 1). The low bid for this
project was submitted by Teacher’s Tree Service for an amount of $17,465.25. This cost will
be covered by the Tree Care line item in the Highway budget.
I have reviewed the bid package and determined that all required materials were included and
all necessary documents had been signed. There was a calculation error in the bid submitted,
with a total bid price of $17,265.00. After a discussion with Teacher’s Tree Service, it was
agreed that based on the unit price the total bid price should be $17,465.25. The contractor
agreed to this revised figure, which remains the lowest bid number.
Table 1. Summary of Bids Received for the Ash Tree Injection Project
Contractor Total Bid Price
Teacher’s Tree Service $ 17,465.25
Bartlett $ 31,755.00
Chippers $ 31,014.05
TreeWorks $ 22,228.50
Based on this, I am requesting that City Council authorize the South Burlington
Department of Public Works to award the Ash Tree Injection Project to Teacher’s Tree
Service. If you would like additional information on this project or the bid results, please
contact David Wheeler, Water Resources Engineer at (802) 658-7961 x6113.
CITY OF SOUTH BURLINGTON
ASH TREE INJECTION PROJECT 2024
BID TABULATION
FEBRUARY 23, 2024
UNIT
PRICE
TOTAL
COST
UNIT
PRICE
TOTAL
COST
UNIT
PRICE
TOTAL
COST
UNIT
PRICE
TOTAL
COST
UNIT
PRICE
TOTAL
COST
Bower St 12 170 INCHES $12.10 $2,057.00 $8.25 $1,402.50 $15.00 $2,550.00 $14.65 $2,490.50 $10.50 $1,785.00
Brand Farm Dr 15 254 INCHES $12.10 $3,073.40 $8.25 $2,095.50 $15.00 $3,810.00 $14.65 $3,721.10 $10.50 $2,667.00
Brownell Way 8 179 INCHES $12.10 $2,165.90 $8.25 $1,476.75 $15.00 $2,685.00 $14.65 $2,622.35 $10.50 $1,879.50
Butler Dr 6 96 INCHES $12.10 $1,161.60 $8.25 $792.00 $15.00 $1,440.00 $14.65 $1,406.40 $10.50 $1,008.00
Crispin Dr 11 116 INCHES $12.10 $1,403.60 $8.25 $957.00 $15.00 $1,740.00 $14.65 $1,699.40 $10.50 $1,218.00
Dorey Rd 2 26 INCHES $12.10 $314.60 $8.25 $214.50 $15.00 $390.00 $14.65 $380.90 $10.50 $273.00
Economou Farm Dr 5 73 INCHES $12.10 $883.30 $8.25 $602.25 $15.00 $1,095.00 $14.65 $1,069.45 $10.50 $766.50
Floral Dr 19 300 INCHES $12.10 $3,630.00 $8.25 $2,475.00 $15.00 $4,500.00 $14.65 $4,395.00 $10.50 $3,150.00
Four Sisters Dr 7 95 INCHES $12.10 $1,149.50 $8.25 $783.75 $15.00 $1,425.00 $14.65 $1,391.75 $10.50 $997.50
Golf Course Rd 12 218 INCHES $12.10 $2,637.80 $8.25 $1,798.50 $15.00 $3,270.00 $14.65 $3,193.70 $10.50 $2,289.00
Iris Ln 1 19 INCHES $12.10 $229.90 $8.25 $156.75 $15.00 $285.00 $14.65 $278.35 $10.50 $199.50
Lupine Ln 6 103 INCHES $12.10 $1,246.30 $8.25 $849.75 $15.00 $1,545.00 $14.65 $1,508.95 $10.50 $1,081.50
Midland Ave 15 209 INCHES $12.10 $2,528.90 $8.25 $1,724.25 $15.00 $3,135.00 $14.65 $3,061.85 $10.50 $2,194.50
Moss Glen Ln 1 18 INCHES $12.10 $217.80 $8.25 $148.50 $15.00 $270.00 $14.65 $263.70 $10.50 $189.00
Park Rd 7 106 INCHES $12.10 $1,282.60 $8.25 $874.50 $15.00 $1,590.00 $14.65 $1,552.90 $10.50 $1,113.00
Swift St Ext 6 135 INCHES $12.10 $1,633.50 $8.25 $1,113.75 $15.00 $2,025.00 $14.65 $1,977.75 $10.50 $1,417.50
TOTAL BID
AVG UNIT PRICE
$22,228.50
TEACHER'S TREE SERVICE BARTLETT TREE EXPERTS CHIPPERS A DAVEY COMPANY TREEWORKS
$25,615.70 $17,465.25 $31,755.00 $31,014.05
STREET NUMBER OF TREES
CUMULATIVE
DIAMETER UNIT
180 MARKET STREET, SOUTH BURLINGTON, VERMONT | (802) 846-4107 | WWW.SOUTHBURLINGTONVT.GOV
180 MARKET STREET, SOUTH BURLINGTON, VERMONT | (802) 846-4107 | WWW.SOUTHBURLINGTONVT.GOV
Meeting Date Orientation Other Significant Agenda Items
March 7, 2024 Council Service
General Administration (including Finance,
ARPA, City Plan, Climate Action, Opioid)
Policies, Appointments, etc
March 18, 2024 Public Safety FY25 Policy Priorities & Strategies Process and Dates
Equity in Planning Update
Committee Organization initial discussion and Liaison role
Safe Routes to School Resolution
City Green briefing
Executive Session: Orientation to Legal issues
April 1, 2024 Public Works & CIP First Reading of an update to the Sign Ordinance
First Reading of a Water/Sewer Ordinance Update
First Reading of an Impact Fee Ordinance
Dorset Street Signals project trueup
Overlook Park naming
April 15, 2024 Planning & Zoning & Community
Development/TIF
Parks Master Plan and Open Space Master Plan briefing
May 6, 2024 Community Services Public Hearing on a Water/Sewer Ordinance
Public Hearing on an Impact Fee Ordinance
Public Hearing on a Sign Ordinance
Planning Commission recommendations on S100 LDR changes - Overview and warn public
hearing
Transportation Demand Management Regulations - Overview and warn public hearing
May 20, 2024 Potential FY25 Policy Priorities & Strategies RETREAT
Key Questions:Are there topics you would like to learn more about that are not listed here?
What did you hear on the campaign trail that you would like us to consider as we build out orientations and agendas?
First Three Months
(tentative)
180 Market St South Burlington, VT 05403 802-846-4105
March 7, 2024
The following 2024 first, second, and third class liquor licenses, tobacco licenses, and outside consumption
permits were approved by the South Burlington Liquor Control Board after review by the City tax, fire and
police departments:
NAME DESCRIPTION
Double Tree Hotel First Class Hotel License & Third Class Hotel License &
Second Class License
Interstate Shell Second Class License & Tobacco License
Jiffy Mart #445 Tobacco Substitute Endorsement
Olive Garden Italian Restaurant #1520 First Class Restaurant/Bar License & Third Class
Restaurant/Bar License
Skinny Pancake Airport LLC First Class Restaurant/Bar License & Third Class
Restaurant/Bar License
SOUTH BURLINGTON LIQUOR CONTROL BOARD
_______ ______
______ _______
Tim Barritt
_______
Andrew Chalnick