HomeMy WebLinkAboutPACKET Town Board Study Session 2020-09-08September 8, 2020
4:45 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
4:45 p.m. Discussion on Holding Trustee Talks.
(Board Discussion)
5:00 p.m. Semi-Annual Compliance Review with Board Governing
Policies – Policy 1.10 Self-Monitoring of the Board.
(Board Discussion)
5:15 p.m. Family Advisory Board Recommendations.
(Assistant Town Administrator Damweber)
5:45 p.m. Childcare Funding Guidelines.
(Assistant Town Administrator Damweber)
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 4:15 p.m.
AGENDA
TOWN BOARD
STUDY SESSION
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TOWN BOARD STUDY SESSION
September 8, 2020
Discussion on Holding Trustee Talks.
Board Discussion. There are no packet
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: September 8, 2020
RE: Semi-Annual Compliance Review with Board Governing Policies – Policy
1.10 Self-Monitoring of the Board
Purpose of Study Session Item:
Conduct semi-annual self-monitoring of compliance with Town Board Governing
Policies per Governing Policy 1.10.
Present Situation:
Policy 1.10 (Self-Monitoring of the Board) establishes a semi-annual review process to
ensure that the Town Board is systematically and rigorously monitoring its compliance,
both individually and collectively, with the Board’s adopted Governing Policies.
Monitoring is on an exception basis, which means that discussion at the Study Session
will be limited to Town Board member concerns about compliance with the policies
listed in section 1.10.6.
Finance/Resource Impact:
N/A
Level of Public Interest
Low
Attachments
•Link to Town Board Governing Policies
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TOWN ADMINISTRATOR’S OFFICE Report
To: Honorable Mayor Koenig
Board of Trustees
Through: Town Administrator Machalek
From: Jason Damweber, Assistant Town Administrator
Date: September 8, 2020
RE: Family Advisory Board Recommendations
Objective:
Receive update and recommendations from the Family Advisory Board (FAB), and
provide direction to staff whether to prepare a resolution formally modifying the FAB’s
name and charge.
Present Situation:
The Family Advisory Board, which held its inaugural meeting in May 2017, was initially
tasked by the Town Board with the following three primary responsibilities:
• Research and summarize factual data on issues of importance to families in the
Estes Valley.
• Develop recommended policies that align with the Town Board Strategic Plan to
address these issues.
• Present these recommendations to the Town Board and/or Town staff.
Since its inception, the FAB has developed focus areas annually to guide its work and
tried to establish connections with families to better understand their needs and
interests and represent them before the Board. In the course of the FAB’s work, it has
become apparent to its members that “family” is in many ways synonymous with
“community.” In other words, the FAB believes that the main barriers to family success
are the same barriers to success for anyone in our community. To that end, the FAB
has found it challenging to direct recommendations to Trustees that are exclusive to
families when the overriding issues are actually more broad.
Additionally, the FAB found that many groups in town are working on similar community
concerns, so there can be duplicative efforts and confusion about roles and
responsibilities. For example, housing and childcare are common issues that many
groups are working on separately. The FAB hopes to become the “go-to” group for other
community organizations to bring their concerns and recommendations that can be
discussed and brought to the attention of the Board of Trustees. The FAB believes this
is especially appropriate given the broad representation of community organizations and
interests on the Board.
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Proposal:
The FAB proposes that the Board of Trustees consider the attached list of
recommendations. The goal of the primary recommendation is to help clarify the FAB’s
role and charge, positioning it to be more efficient and effective in representing
community and family needs and interests. Approval of this recommendation will require
a vote of the Board at a regular meeting, while the additional recommendations are
simply for the Board’s consideration ahead of the other, related discussions, including
2021 budget deliberations.
Advantages:
•The FAB’s primary recommendation would help clarify the FAB’s role and
charge, positioning it to be more efficient and effective in representing community
and family needs and interests.
•Appointing the Executive Director of the Estes Valley Investment in Childhood
Success to the FAB will ensure that the primary childhood advocacy organization
in the community is represented on the Board.
Disadvantages:
•None
Finance/Resource Impact:
Not applicable at this time.
Level of Public Interest
Medium.
Attachments
1. Family Advisory Board
Recommendations.
Page 8
Family Advisory Board – Recommendations
Presented by: Laurie Dale Marshall, Family Advisory Board Chair
With the goal of continuing to be a support and connection to the needs of the entire
community, especially in these times of uncertain futures and pandemic-related resiliency
efforts, the FAB makes the following recommendations:
1.Modify the name of the Family Advisory Board to Community and Family Advisory Board.
a.In addition to changing the name of the group, also modify the charge to reflect the
focus on community as follows:
•Research and summarize factual data on issues of importance to families in
the Estes Valley.
•Develop recommended policies that align with the Town Board Strategic Plan
to address these issues and support the ability of all to live, work, and thrive
in Estes Park.
•Present these recommendations to the Town Board and/or Town staff.
2.Accept the Childcare Funding Guidelines, to be presented to the Board of Trustees on
September 8, that will dictate how Town funds may be used to increase capacity of quality
childcare in our community.
3.Support Outside Entity funding at the 2020 allocation amount, at minimum.
4.Appoint Chris Douglas, Executive Director of the Estes Valley Investment in Childhood
Success, to the FAB (Community and Family Advisory Board).
Attachment 1
Updated 09-04-2020
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TOWN ADMINISTRATOR’S OFFICE Report
To: Honorable Mayor Koenig
Board of Trustees
Through: Town Administrator Machalek
From: Jason Damweber, Assistant Town Administrator
Date: September 8, 2020
RE: Childcare Funding Policy
Objective:
Receive direction from the Town Board regarding the proposed Childcare Funding
Policy.
Present Situation:
The Town Board’s 2020 Strategic Plan includes a Board Objective to “develop a
childcare funding policy.” This objective was informed by the June 2019 Final Report of
the Workforce Housing and Childcare Task Force, which states that “the lack of
availability of infant and toddler care in the Estes Valley is at a crisis level and has been
getting worse for several years.” Another related Board Objective is to “establish a
capital grant pool to incentive new infant/toddler childcare capacity.” While this latter
objective will likely be addressed by the Board during the budget development process,
the policy at hand will be used to inform how requests for any capital grant funds or
other childcare related funds that are budgeted will be evaluated and disbursed.
The draft policy, developed in collaboration with the Family Advisory Board and Estes
Valley Investment in Childhood Success (EVICS), provides qualification and evaluation
criteria to be used when reviewing requests for Town fund for childcare related
purposes. In order to qualify for funding, the requesting entity or individual must:
Eligibility for Capital Funds
• Be a childcare provider that provides or intends to provide year-round childcare for
at least four children between the ages of 0 and 4 who are unrelated to the
caregiver OR an in-home provider who provides year-round care for at least three
children between the ages of 0 and 4 who are unrelated to the caregiver. (Awards
to unlicensed providers will be limited to $1,000.)
• Own or lease a facility or home located within the Estes Park School District R-3
where childcare services are provided or will be provided after capital
improvements are made.
• Be in compliance with applicable state and local health and safety requirements.
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Eligibility for Non-Capital Funds
• Be a childcare provider that provides or intends to provide childcare for at least
four children who are unrelated to the caregiver OR an in-home provider who
provides care for at least three children who are unrelated to the caregiver.
(Awards to unlicensed providers will be limited to $1,000.)
• Own or lease a facility or home located within the Estes Park School District R-3
where childcare services are provided or will be provided after capital
improvements are made.
• Be in compliance with applicable state and local health and safety requirements.
The minor differences in eligibility for capital and non-capital funds (requirement to
provide year-round care with age restrictions) reflect the priority need to increase
capacity for infants and toddlers and at the same time not restrict funding for programs
that are not year-round and cater to older children.
Evaluation criteria also differs slightly for those requesting capital funds and those
requesting non-capital funds. For any qualified applicant, requests will be evaluated
based on the following, with priority/preference given based on the extent to which the
criteria are met:
• Provide childcare for children between the ages of 0 and 2.5.
• Provide childcare for children whose household income falls below 100% of Area
Median Income.
• Have capacity to provide childcare for at least four unrelated children.
• Are licensed by the State of Colorado to provide childcare services.
• Represent a non-profit entity.
For requests for capital funds, in addition to the evaluation criteria above,
priority/preference will also be given to qualified applicants that:
• Use Town funds to finance the design, construction, expansion, renovation or other
improvements of facilities at which childcare services are provided in order to
increase capacity.
• Can demonstrate that financial contributions from the requesting entity or individual
will at least match funding from the Town.
Any entity receiving Town funding to facilitate childcare service offerings would be
required to spend the funds for the intended purpose within six (6) months. The entity
would also be required to provide childcare services for at least 18 months after the
award date. If either requirement is not met, the entity would have to return the funds to
the Town.
Proposal:
Staff proposes that the Board review the draft Childcare Funding Policy and application,
propose revisions as desired, and direct staff to include an agenda item to formally
approve the policy at a future meeting.
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Advantages:
•Childcare is an identified priority area in the Town Board’s Strategic Plan. A
policy to guide funding decisions related to childcare and increasing childcare
capacity will enable the Town to act more quickly as opportunities arise.
Disadvantages:
•None.
Finance/Resource Impact:
Not applicable at this time.
Level of Public Interest
Medium.
Attachments
1.Draft Childcare Funding Policy and Application
Page 13
Document Title Policy XXXX – Childcare Funding Guidelines 9/2/20
Revisions: 1 Town of Estes Park, Town Administrator Page 1 of 3
Effective Period: Until superceded
Review Schedule: Annually
Effective Date:
References:
ADMINISTRATION 2XX
CHILDCARE FUNDING POLICY
1.PURPOSE
To provide guidelines for Town investments in childcare in order to increase capacity.
Guidelines include qualification and evaluation criteria, including an indication of a
preference for matching funds. This policy does not obligate the Town to budget for or
disburse any funds for childcare purposes, but rather provides guidelines for how funds
should be disbursed when budgeted.
2.PROBLEM STATEMENT
The lack of availability of infant and toddler care in the Estes Valley is widely recognized
as a crisis. The lack of childcare options creates significant challenges for families in the
Estes Valley and for local organizations, including the Town, trying to recruit and retain
employees.
3.FUNDING AND APPROPRIATIONS
The Town of Estes Park recognizes the need for increased capacity for childcare,
especially for infants and toddlers. On an annual basis, the Town Board may appropriate
funds in order to provide financial support for endeavors aimed at increasing the capacity
for childcare. Such appropriations may be in the form of contributions to a reserve fund
earmarked for capital or other expenditures related to childcare, funds budgeted annually
in a Capital Grant Pool to assist with capital needs for new facilities or improvements to
existing facilities that would enable growth in capacity, and/or funds budgeted annually in
the General Fund that are dedicated to increasing childcare capacity.
4.GUIDELINES FOR CAPITAL FUNDS
a.Qualification Criteria for Capital Funds
Entities or individuals receiving Town funds for childcare related purposes must:
•Be a childcare provider that provides or intends to provide year-round childcare
for at least four children between the ages of 0 and 4 who are unrelated to the
caregiver OR an in-home provider who provides year-round care for at least
three children between the ages of 0 and 4 who are unrelated to the caregiver.
(Awards to unlicensed providers will be limited to $1,000.)
•Own or lease a facility or home located within the Estes Park School District R-
3 where childcare services are provided or will be provided after capital
improvements are made.
Attachment 1
Page 14
Document Title Policy XXXX – Childcare Funding Guidelines 9/2/20
Revisions: 1 Town of Estes Park, Town Administrator Page 2 of 3
• Be in compliance with applicable state and local health and safety
requirements.
b. Evaluation Criteria for Capital Funds
Among applicants who meet the qualification criteria outlined above,
priority/preference in determining how funds will be allocated shall be given to
applicants who:
• Use Town funds to finance the design, construction, expansion, renovation or
other improvements of facilities at which childcare services are provided in
order to increase capacity.
• Provide year-round childcare for children between the ages of 0 and 2.5.
• Provide full day childcare for children between the ages of 0 and 2.5.
• Have capacity and ability to provide year-round care for at least four unrelated
children.
• Are licensed by the State of Colorado to provide childcare services.
• Can demonstrate that financial contributions from the requesting entity or
individual will at least match funding from the Town.
• Represent a non-profit entity.
5. GUIDELINES FOR NON-CAPITAL FUNDS
a. Qualification Criteria for Non-Capital Funds
Entities or individuals receiving Town funds for childcare related purposes must:
• Be a childcare provider that provides or intends to provide childcare for at least
four children who are unrelated to the caregiver OR an in-home provider who
provides care for at least three children who are unrelated to the caregiver.
(Awards to unlicensed providers will be limited to $1,000.)
• Own or lease a facility or home located within the Estes Park School District R-
3 where childcare services are provided or will be provided after capital
improvements are made.
• Be in compliance with applicable state and local health and safety
requirements.
b. Evaluation Criteria for Non-Capital Funds
Among applicants who meet the qualification criteria outlined above,
priority/preference in determining how funds will be allocated shall be given to
applicants who:
• Provide childcare for children between the ages of 0 and 11.
• Provide childcare for children whose household income falls below 100% of
Area Median Income.
• Have capacity to provide childcare for at least four unrelated children.
• Are licensed by the State of Colorado to provide childcare services.
• Represent a non-profit entity.
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Document Title Policy XXXX – Childcare Funding Guidelines 9/2/20
Revisions: 1 Town of Estes Park, Town Administrator Page 3 of 3
6. SELECTION PROCESS
Town funds from any source will be distributed based on an application process
(application attached). Application materials must demonstrate need and how funds will
be used in order to increase childcare capacity. A selection committee made up of Town
officials and members of a partnering agency or agencies will review applications and
recommend funding allocations based on the criteria outlined in this document.
7. FUNDING AND REQUIREMENTS
Award amounts will depend on funds budgeted annually for the purpose of investment in
childcare. The Town reserves the right to determine whether to disperse all funds prior to
a project commencing, after a project is completed, or based on certain milestones (for
larger or more costly projects).
Awards will be made on a first-come, first-served basis.
Awards will be accompanied by an agreement from the Town that stipulates, at a
minimum:
• If award amounts are not spent within six (6) months of the award date, the
receiving entity or person will be required to return the funds to the Town.
• If the receiving entity is no longer providing the childcare services that Town funds
were awarded in order to facilitate after 18 months of the award date, the receiving
entity or person will be required to return the funds to the Town.
• Entities or individuals are only eligible for funding once per 12 months.
• Entities receiving Town funding will be required to submit a report to the Assistant
Town Administrator within seven (7) months of award date that details how funds
were spent and provides supporting documentation to confirm expenditure of
funds. The report must be no more than 350 words.
Awards to unlicensed providers will be limited to $1,000 maximum.
Approved:
_____________________________
Travis Machalek, Town Administrator
_____________
Date
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POLICY XXX – EXHIBIT A
Page 1 of 2
Childcare Funding Application
Funding Year: ______
Entity/Individual:________________________________________________________
Date of Establishment of Childcare Operations?:_______________________________
Contact Person:__________________________ Title:__________________________
Phone:___________________________ E-mail:_______________________________
Address_______________________________________________________________
Dollar amount requested: $_________________
Please provide the following information to help us assess your entity’s eligibility and
need. Responses should submitted as an attachment to this application form.
Does your childcare operation serve the Estes Valley? Y___ N___
1. What population and geographic area will be targeted for service through this
project or program (100 words max)?
2. How many children in the Estes Valley (total and unduplicated) do you expect to
serve with the project or program for which you are requesting funding (100
words max)?
3. Will you be able to demonstrate that the families you serve fall below 100% of
Area Median Income? If so, how? (100 words max) (Note: Answering “No” to
this question does not impact eligibility for funds.)
4. Describe the project or program that will be supported with the assistance of
Town of Estes Park funding if granted (200 words max).
a. Please attach your anticipated detailed budget for this project or program.
5. How will you measure the success of the project or program for which funding is
requested (200 words max)?
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POLICY XXX – EXHIBIT A
Page 2 of 2
6. Who will be responsible for the administration of the project or program for which
you are requesting funding (name, title, and entity)?
7. If you are requesting funds on behalf of an existing entity, please attach the most
recent fiscal year-end financial statements reflecting your entity’s beginning and
ending balances for the year. This requirement can be met by submitting one or
more of the following:
a. Most recent financial statements as approved by your board
b. Most recent audited statement or review by an outside expert
c. Most recently filed IRS Form 990
OR
If you are requesting funds on behalf of yourself as an in-home or unlicensed
childcare provider, please skip #6 and respond to #7, below.
8. Please list all anticipated funding sources for this project or program. Be sure to
highlight any opportunities to leverage Town funds with external funds.
I swear and affirm that all of the information included in this application, its
attachments, and its supplemental documents is true and correct to the best
of my knowledge.
I understand that funds awarded must be spent within six (6) months of the
award date or the funds must be returned to the Town.
I understand that the entity receiving Town funds to facilitate childcare service
offerings must provide the services outlined in this application for a minimum
of 18 month from the award date or the funds must be returned to the Town.
_____________________________________________________________
Name and Signature of Requestor of Funds
_____________________________________________________________
Name and Signature of Witness
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Study Session:
Childcare Funding Guidelines
September 8, 2020
Overview ●The Town Board’s 2020 Strategic Plan includes a
Board Objective to “develop a childcare funding
policy.” This objective was informed by the June
2019 Final Report of the Workforce Housing and
Childcare Task Force, which states that “the lack of
availability of infant and toddler care in the Estes
Valley is at a crisis level and has been getting worse
for several years.”
●Another related Board Objective is to “establish a
capital grant pool to incentive new infant/toddler
childcare capacity.”
○This objective is separate from our
discussion this evening!
Purpose ●The purpose of this evening’s discussion is to share
the draft Childcare Funding Guidelines and
Application recommended by staff (as well as the
Family Advisory Board) and seek feedback from the
Board.
●More specifically:
○What changes, if any, would the Board like to
see in the policy?
○More generally, would the Board like to see
this policy brought back at a regular meeting
for approval?
●Adopting the Childcare Funding Guidelines DOES
NOT obligate the Board to appropriate funds for the
purpose of supporting childcare services. Rather, it
establishes the framework and process for how
funds would be awarded if the Board decides to
include such funding in the budget.
Eligibility for Funding
Eligibility for Capital Funds
Be a childcare provider that provides or intends to provide
year-round childcare for at least four children between the
ages of 0 and 4 who are unrelated to the caregiver OR an in-
home provider who provides year-round care for at least
three children between the ages of 0 and 4 who are unrelated
to the caregiver.
Own or lease a facility or home located within the Estes Park
School District R-3 where childcare services are provided or
will be provided after capital improvements are made.
Be in compliance with applicable state and local health and
safety requirements.
Eligibility for Non-Capital Funds
Be a childcare provider that provides or intends to provide
childcare for at least four children who are unrelated to the
caregiver OR an in-home provider who provides care for at
least three children who are unrelated to the caregiver.
Own or lease a facility or home located within the Estes Park
School District R-3 where childcare services are provided or
will be provided after capital improvements are made.
Be in compliance with applicable state and local health and
safety requirements.
The minor differences reflect:
●Recognition that there may be
opportunities to fund non-capital
items
●The priority need for increased
capacity for infants and toddlers
●Flexibility to provide funding for
programs that may not be year-
round and cater to older children
Evaluation Criteria
Requests for Town funding would be evaluated based on the
following criteria, with priority/preference given based on the
extent to which the criteria are met:
●Provide childcare for children between the ages of 0 and
2.5.
●Provide childcare for children whose household income
falls below 100% of Area Median Income.
●Have capacity to provide childcare for at least four
unrelated children.
●Are licensed by the State of Colorado to provide
childcare services.
●Represent a non-profit entity.
For requests for capital funds, in addition to the evaluation
criteria above, priority/preference will also be given to qualified
applicants that:
●Use Town funds to finance the design, construction,
expansion, renovation or other improvements of facilities
at which childcare services are provided in order to
increase capacity.
●Can demonstrate that financial contributions from the
requesting entity or individual will at least match funding
from the Town.
Caveats for
Awardees
●Awards made on first-come, first-served basis
●Any entity or individual receiving Town funds to
facilitate childcare service offerings must:
○Spend the funds within six months
○Provide childcare services for at least 18
months after award date
●Entities or individuals are only eligible for funding
once per 12 months.
●Entities receiving Town funding will be required to
submit a report to the Assistant Town Administrator
within seven (7) months of award date that details
how funds were spent and provides supporting
documentation to confirm expenditure of funds. The
report must be no more than 350 words.
●Awards to unlicensed providers will be limited to
$1,000 maximum (in light of capacity restrictions).
Proposed Process ●Application
○To ensure alignment with Town objectives
●Committee Review
○Staff and partner(s), such as FAB
●Funding Recommendation
●Service Agreement
Guidance Needed
●Would the Board like to see this policy (in some form) brought back for approval?
●What changes, if any, would the Board like to see made to the policy before coming
back for approval?
September 22, 2020
•Downtown Estes Loop Quarterly
Update
•Update on Community Childcare
Efforts
•Revisit Fee Waiver/Subsidy Policies
October 13, 2020
•Future Funding of Arts in Public
Places Program
October 27, 2020
•Parking Division Year in Review and
Plans for 2021
December, 2020
•Downtown Estes Loop Quarterly
Update
Items Approved – Unscheduled:
•Discussion with County Assessor
regarding Assessment of Vacation
Rentals
•Distributed Energy Discussion
•Reverse Decriminalization of
Municipal Code
•Vacation Home Cap and
Transferability of Licenses
Items for Town Board Consideration:
•Discussion of Workforce Housing
Guidelines Principles
Future Town Board Study Session Agenda Items
September 8, 2020
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