HomeMy WebLinkAboutPACKET Town Board Study Session 2020-07-14July 14, 2020
5:30 p.m. – 6:30 p.m.
Board Room/Virtual
The Town Board of Trustees will participate in the meeting remotely due to the Declaration of
Emergency signed by Town Administrator Machalek on March 19, 2020 related to COVID-19 and
provided for with the adoption of Ordinance 04-20 on March 18, 2020.
To view or listen to the Study Session by Zoom Webinar
ONLINE (Zoom Webinar): zoom.us/join Webinar ID: 926 4967 8441
CALL-IN (Telephone Option): 1-346-248-7799 Meeting ID: 926 4967 8441
5:30 p.m. Police Training Discussion.
(Chief Kufeld)
6:00 p.m. In-Person Board Meetings.
(Town Administrator Machalek)
6:20 p.m. Trustee & Administrator Comments & Questions.
6:25 p.m. Future Study Session Agenda Items.
(Board Discussion)
6:30 p.m. Adjourn for Town Board Meeting.
Informal discussion among Trustees concerning agenda items or other Town matters may occur before this
meeting at approximately 5:15 p.m.
AGENDA
TOWN BOARD
STUDY SESSION
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TOWN BOARD STUDY SESSION
MEETING
July 14, 2020
Item 1. Police Training Discussion.
There are no materials for this item.
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TOWN ADMINISTRATOR’S
OFFICE
Report
To: Honorable Mayor Koenig
Board of Trustees
From: Town Administrator Machalek
Date: July 14, 2020
RE: In-Person Board Meetings
Objective:
Board discussion and direction on resuming in-person Town Board meetings.
Present Situation:
The Town Board is currently meeting virtually due to the COVID-19 pandemic. There
have been some questions from members of the public about when the Town Board will
resume in-person Town Board meetings. The Board requested a Study Session
discussion on this topic.
Options:
Current public health orders allow for the resumption of in-person Town Board
meetings, and this appears to include attendance by the general public. If the Board
chooses to proceed with in-person meetings, staff recommends adhering to strict social
distancing and face covering precautions.
There are three main options for the Board to consider:
Option 1: Continue with virtual Town Board meetings;
Option 2: Resume in-person Town Board meetings; or
Option 3: Hold hybrid Town Board meetings (enable both virtual and in-person
participation).
The Town Clerk’s Office conducted an email survey and limited online research to see
how other municipalities are conducting Board meetings (virtual, in-person, or a
combination of the two). Of the respondents/communities researched, 14 were holding
virtual meetings, one was holding in-person meetings, and 10 were taking a hybrid
approach. This survey was not comprehensive and represents volunteer respondents
and our nearby communities. Full results (including notes) are attached.
Staff would recommend the Town Board select either Option 1 (virtual) or Option 2 (in-
person). While hybrid meetings are appealing because they allow personal choice as to
whether to participate virtually or in person, managing two different interfaces adds
another layer of complexity to staffing, streaming, and facilitating Town Board meetings.
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Both Option 1 and Option 2 entail significant allocation of staff resources and the
requirements to adequately conduct a meeting under each format are different. Option 1
requires significant resource dedication to managing technology and facilitating virtual
participation. Option 2 requires a significant investment of time into creating,
implementing, and maintaining appropriate social distancing and safety measures.
Blending these options also creates difficulties in recording and streaming the meeting
as each participant would need to be able to hear public comment from both the virtual
and in-person attendees. Lastly, a hybrid approach would have to be accomplished in a
way that satisfies due process for quasi-judicial items, where it is preferable for
interested parties to be able to testify to the Board in a consistent manner.
If the Town Board is interested in resuming in-person Town Board meetings or moving
to a hybrid approach, staff will prepare a plan to present to the Board detailing the
necessary precautions and procedures to do so safely.
Finance/Resource Impact:
N/A at this time.
Level of Public Interest
Medium. There has been some interest expressed from the public in the Town Board
resuming in-person meetings.
Attachments
1. Meeting Participation Survey Results
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Municipalities Holding In Person or Virtual Meetings
Municipality In Person Meeting Virtual Hybrid Additional Comments
Blackhawk X
Boulder X Exploring resumption of in-person meetings
Canon City X
Carbondale X
Fort Collins X
Foxfield X
Meetings held in Community Room which is closed to the Public. No
plans to reopen at this time.
Garden City X Will hold July meeting in Person, maintaining Social Distancing.
Golden X
Greeley X X X Regular meetings are in person and work sessions are virtual.
Longmont X
Loveland X Council members choose in person vs. remote
Lyons X Board members choose in person/remote participation.
Pitkin X Maintaining social distancing, no/limited internet at Town Hall.
Snowmass Village X
Town of Avon X
Town of Breckenridge X
Town of Center X
Town of Collbran X
Town of Frederick X
Requires temperature check upon entrance to the building and
maintain social distancing.
Town of Ignacio X No plans for in person attendance at the time of the survey.
Town of Olathe X Maintaining social distancing at Town Hall.
Town of Silt X
Town of Vail X
Only staff presenting are in the Board Room and all attendees
maintain social distancing.
Windsor X
ATTACHMENT 1
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July 28, 2020
Western Heritage MOU Review
Fish Hatchery Discussion
August 11, 2020
Stanley Historic District Overview
August 25, 2020
Open Space and Outdoor
Recreation Plan
September, 2020
Downtown Estes Loop Quarterly
Update
December, 2020
Downtown Estes Loop Quarterly
Update
Items Approved – Unscheduled:
Vacation Home Regulation in
Planned Unit Developments
Discussion with County Assessor
regarding Assessment of Vacation
Rentals
Future of Human Resources
Management – HR Strategic Plan
Distributed Energy Discussion
ADUs and Sue Ballou, Partnership
for Age Friendly Communities
Reverse Decriminalization of
Municipal Code
Vacation Home Cap and
Transferability of Licenses
Items for Town Board Consideration:
None
Future Town Board Study Session Agenda Items
July 14, 2020
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