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Home My WebLink AboutPACKET Environmental Sustainability Task Force 2021-08-02August 2, 2021 10:00 a.m. VIRTUAL To view or listen to the Study Session by Zoom Webinar ONLINE (Zoom Webinar): https://us06web.zoom.us/j/89820350321 Webinar ID: 898 2035 0321 CALL-IN (Telephone Option): 877-853-5257 (toll-free) Meeting ID: 898 2035 0321 I. Welcome and Introductions II. Task Force Overview and Charge III. Review of Bylaws a. Role of Staff Liaison b. Open Meetings Rules and Quorum c. Appointment of Chairperson and Vice-Chairperson d. Decision-Making Process IV. Establish Regular Meeting Schedule a. In-person or virtual V. Any Immediate Needs/Requests VI. Open Discussion VII. Adjourn AGENDA ENVIRONMENTAL SUSTAINABILITY TASK FORCE ORGANIZATIONAL MEETING Page 1 Page 2 RESOLUTION55-21ARESOLUTIONAUTHORIZINGTHEFORMATIONOFANAD-HOCTASKFORCETOEVALUATETHETOWN’SROLEINENVIRONMENTALSUSTAINABILITYWHEREAS,theTownBoardhasestablishedPublicSafety,Health,andEnvironmentasoneofitseightoutcomeareasinthe2021StrategicPlan;andWHEREAS,theTownBoardiscommittedtopromotingpoliciesthatencourageenvironmentalstewardship;andWHEREAS,theTownBoardiscommittedtomakingdata-drivendecisionstoimproveandprotectthequalityoftheenvironmentintheTown;andWHEREAS,theTownBoardiscommittedtoevaluatingwaysthattheTowncanadvancethecauseofenvironmentalsustainabilityandhasrequestedamoredetailedexplorationandevaluationofoptionsforTowninvolvementinenvironmentalsustainabilityinitiatives.NOW,THEREFORE,BEITRESOLVEDBYTHEBOARDOFTRUSTEESOFTHETOWNOFESTESPARK,COLORADO:Section1:TheEnvironmentalSustainabilityTaskForceisherebyestablishedasanad-hoctaskforceunderTownPolicy102,todeveloprecommendationsfortheTownBoardconcerningtheTown’sroleinenvironmentalsustainabilityinitiatives.Section2:ThemembersofthistaskforcewillbeappointedbytheTownBoardafteranapplicationandinterviewprocess.Section3:ThescopeofthistaskforcewillbelimitedtodevelopingrecommendationsfortheTownBoardofTrusteesonstrategiesandtacticstoadvanceenvironmentalsustainability.Recommendedstrategiesandtacticsshallbeassignedaproposedtimelineforimplementation.Section4:TaskforcerecommendationsshallbesubmittedtotheTownBoardandtheTownAdministratornolaterthanJanuary31,2022.Page 3 DATEDthis______dayof_______ATTEST:_____,2021.TOWNOFESTESPARKT(InClerkAPPROVED...__)_cC)ASTOFORM:TownAttorneyPage 4 ENVIRONMENTAL SUSTAINABILITY TASK FORCE BY-LAWS I. ROLE The Role of the Environmental Sustainability Task Force (ESTF) is to develop recommendations for the Town Board of Trustees regarding the Town’s role in initiatives, strategies and tactics to advance environmental sustainability. Recommended strategies and tactics shall be assigned a proposed timeline for implementation. In addition to these bylaws, the ESTF operates under the terms of the Town of Estes Park operating policy 102, “Town Committees.” A copy of that procedure, along with these bylaws, shall be provided to each member at the time of their appointment. II. MEETINGS A.Regular Meetings shall be held at least once per month. Any item on the agenda which cannot be heard and considered by the conclusion of the meeting may be continued until and heard at the next regularly scheduled meeting or a specially scheduled meeting and shall have priority over any other matters to be heard and considered. B.Special Meetings may be held at any time upon call by the Chairperson. The Chairperson shall call a special meeting upon request by the Town Board or Town Administrator, or upon request by three of the members of the ESTF. C.Cancellation of Meetings Regularly scheduled meetings of the ESTF may be canceled or rescheduled upon approval by two-thirds of the members of the Board. D.Meeting Procedures for matters requiring action by the Board, parliamentary procedure shall be followed in moving, discussion, and acting on such matters. E.Open Meetings All meetings and actions of the Board shall be in full compliance with State Statutes governing open meetings, as amended and incorporated herein by reference. It is the responsibility of the Staff Liaison to be familiar with these statutes and regulations F.Attendance by Non-members Meetings may be attended by persons who are not members of the ESTF. At the discretion of the Chairperson, nonmembers may be allowed to speak at meetings. However, in no event shall nonmembers be allowed to vote on matters for which a vote is required. III. MEMBERS AND QUORUM A.Membership The ESTF shall be composed of nine members, appointed by the Town Board. B.Terms Members shall be appointed to a term lasting until recommendations have been provided to the Town Board, due by January 31, 2022, and any follow-up requests from the Town Board have been met.DRAFTPage 5 C. Vacancies shall be filled by appointment by the Town Board for the unexpired portion of the term of the position to be filled. D. Recommendations for Appointment Upon request by the Town Board, the ESTF shall make recommendations for appointments to the Town Board. E. Ex-officio members of the Board shall not vote on matters requiring a vote by the Board. 1. Ex-officio members shall receive copies of all notice documents, and records of proceedings of the Board. 2. Ex-officio members shall not be entitled to vote on motions before the Board. F. Quorum Five ESTF members shall constitute a quorum. H. Action Action by the ESTF shall be by majority vote of the members attending any regular or special meeting at which a quorum is present, unless otherwise provided in these By-laws. Actions made by the ESTF represent the will of the majority of the task force but do not constitute official action as the task force can only make recommendations to the Town Board. IV. OFFICERS A. Officers The ESTF shall appoint a Chairperson and Vice-Chairperson. B. Elections Officers shall be elected by the members annually, at the first regularly scheduled meeting of each year. Officers shall be members of the Board. Notification of who is elected Chair will be sent to the Town Clerk. C. Chairperson responsibilities: 1. preside at all meetings 2. develop meeting agendas 3. ensure that all meetings are conducted with decorum and efficiency 4. call special meetings in accordance with the by-laws 5. sign any documents prepared by the ESTF for submission to the Town Board or town departments 6. see that decisions of the Board are implemented 7. represent the Board in dealings with the Town Board or other organizations. 8. The Chairperson has the same right as any other member of the Board to vote on matters before the Board and to speak for or against proposals. D. Vice-Chairperson responsibilities: 1. assist the Chairperson as requested 2. accept and undertake duties delegated by the Chairperson 3. preside over meetings or perform other duties of the Chairperson in the event the Chairperson is absent or unable to act. E. Removal from Office Any officer may be removed from office by a majority vote of the members of the ESTF in attendance at a meeting provided that at least 30 days’ notice has been given to all members that removal of the officer will be considered at such meeting. DRAFTPage 6 F. Officer Vacancies If any office is vacant, the members of the Board shall elect a member to fill the office for the remainder of the term. V. ATTENDANCE A. Regular attendance by the members of the Board is expected. In the event any member misses three (3) consecutive regular meetings or a total of four (4) regular meetings in a calendar year, the Town Board may remove its appointed member for neglect of duty and designate a new member to fill the vacancy. VI. GENERAL PROVISIONS A. These by-laws may be amended at any regular or special meeting of the ESTF by a majority of the membership of the Board provided that notice of such possible amendments is given to all members at least 20 days prior to the meeting at which action is to be taken. Any amendments shall be subject to review by the Town Board. VII. COMPLIANCE WITH TOWN POLICIES A. The Board shall operate in compliance with the adopted Town Board policy on Town Committees, Policy 100 as amended. The terms of this policy are incorporated in these bylaws by this reference and are attached herewith. B. Volunteer members of the board will act in accordance to the adopted Town Volunteer Manual. VIII. CONFLICT OF INTEREST: A. A conflict of interest occurs when a person’s private, personal relationships or interests diverge so that an independent observer may reasonably question whether the person’s actions or decisions are determined by personal benefit, gain, or advantage. B. Members of committees shall not use their membership for private gain, and shall act impartially and not give preferential treatment to any private organization or individual. C. A member of any committee who has a personal or private financial interest in a matter proposed or pending shall disclose such interest to the committee; shall not vote on the item; and shall not attempt to influence the decisions of other members voting on the matter. Adopted this ___day of _______ ESTES PARK BOARD OF TRUSTEES By: ________________ Mayor DRAFTPage 7 Page 8 EffectivePeriod:UntilSupersededReviewSchedule:Annual-JanuaryEffectiveDate:October24th,2018References: GovernancePolicyManual1.6BoardAppointed CommitteePrinciples______TOWNBOARDGOVERNANCEPOLICIES102TownCommittees1.PURPOSEToestablishauniformPolicyandProcedureprocessforTownofEstesParkcommitteesandtoprovidereferenceforcrosstrainingandtrainingnewpersonnel.2.SCOPEThisPolicyandProcedureappliestoallTowncitizenvolunteer boards,commissions andtaskforces,hereincollectivelyreferredtoas“committees”andtheappropriatestaff whosupport thefunctionsoftheseentities.ThisPolicyandProceduredoesnotapplytointernalstaffcommittees,committeesnotappointedbytheTownBoardoroutsideindependentcommittees.3.RESPONSIBILITYTheTownAdministratorandTownstaffshallberesponsiblefortheimplementationofthisPolicyandProcedure.TownCommittees102Revisions:10/2312018TownofEstesPark,TownBoardPoliciesPage1of13Page 9 TABLEOFCONTENTSPURPOSE.12.SCOPE13.RESPONSIBILITY14.PROCEDURE4a.Definitions4i.CommitteeTypes4ii.TownBoardLiaisonSiii.StaffLiaisonSb.Terms6c.Recruitment6i.Recruitment6H.Applications6Hi.Eligibility7d.SelectionProcess7e.Notification8f.Vacancies8g.CommitteeAlternativesah.StaffSupport8i.TrusteesLiaison9j.OrientationandTraining9k.Bylaws9I.Recognition10m.OwnershipofIntellectualProperty10n.OpenMeetings10o.DecisionMaking10p.CompensationandReimbursement11i.Compensation11ii.Mileage11TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage2of13Page 10 iii.Meals.11iv.Expenses.11q.InsuranceCoverage.11r.Conilictofinterest12s.Gifts12t.Minutes12u.Agendas12v.Waivers12TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage3of13Page 11 4.PROCEDURENOTE:Ininstanceswherefederalorstateregulationsandlawsdifferfromthispolicy/procedure,thefederalandstatelawsandregulationswillbefollowed.a.Definitionsi.Committee TypesCommitteesservemanydifferentroleswithintheTown.Itisimportantthatstaffandcommitteemembersfullyunderstandtheroleofeachcommitteeandtheauthorityandresponsibilityforthecommitteeanditsmembers.Tohelpdefinetheseroles,eachcommitteewillbedesignated astotype,asdefinedbelow:(1)AdvisoryCommitteesAnadvisorycommitteeservesa forumofcitizenstoadviseandassisttheTownBoardand/orarequestingTowndepartment,providingthemwithtechnicalandnon-technicaladviceonissues.AdvisorycommitteesarenotauthorizedtomakedecisionsonbehalfoftheTown.TheTownBoardwillconsidertheinputofadvisorycommittees,aswellasothercommunitymembers,inmakingdecisionsonissues.TheTownBoardmayormaynottakeactionthatisinagreementwiththeadviceofaTownadvisory committee.AdvisorycommitteesmaynotspeakfortheTownortakeindependentpositionsonissueswiththepublicorthepress.ItspurposeistoadvisetheTownBoardortherequestingdepartmentonly.ConstituentAdvisoryCommittee:Thistypeofadvisorycommitteeisusedasapollingtypecommitteeusedtodevelopasamplingofcommunityreactionandopiniononanissueorprogram(s).Themembershiponthistypeofcommitteeshouldbebroadbasedandaccuratelyreflectthetotaldiversityofthelargerpublic.Example:TheTransportationAdvisory BoardContent—Advice-givingCommittee:ThistypeofadvisorycommitteeiscreatedtogiveadvicetotheTownBoardorappropriatedepartmenttoaidwithdecisionmakingprocesses.Variedinterestsandopinionsareencouraged,andtheadvisorycommitteemaybeaskedtodevelopspecificproposalsandproductsforTownBoardordepartmentconsideration.Membershipisselectedtoencourageawidevarietyofinputfromrespectedindividualsfromthecommunitywithspecialized expertise.Thisadvisorycommitteemayormaynotbeademographicreflectionofthecommunityasawhole.Example—TheParksAdvisoryBoardWorkingGroup:Thistypeofadvisory committeemayreflectboththecontentoradvisorytypeofcommittee,butisfurtherchargedwithimplementationofaprojectorprogram.Example—ThePoliceAuxiliary(2)Quasi-judicialCommitteesSome committeesandcommissionsaredefinedinstatestatuteandhavecertainstatutory responsibilitiesand authorities,asdesignatedbystatute.TownCommittees102Revisions:10/23/2018TownofEstesPark,Town BoardPoliciesPage4of13Page 12 Oftenthesecommitteeshavetheauthoritytoholdformalhearings,accepttestimony,andmakedecisionswhichhavesomelevel oflegalstanding.ThesedecisionsmayormaynotbesubjecttoreviewbytheTownBoard.Membersofthesecommitteesmustbecognizantofprotectingtheunbiasedquasi-judicialnatureofthecommitteeanditsformalhearings.ActivitiesofthesecommitteesarelimitedtothoseauthoritiesgrantedinstatuteorspecificallybytheTownBoard.Example—ThePlanningCommission(3)Decision-MakingCommitteesDecision-makingcommitteesarebodiesthateitherstatutorilyorasgrantedbytheTownBoardhaveauthoritytomakedecisionswhichmayincludesomeofthefollowing:approvingcitizenrequestsandapplications,allocatingresources,hiringorfiringemployeesoradoptingregulations.Thespecificauthorityofeachdecision-makingcommitteeisdefinedinstatuteorinthebylawsasapprovedbytheTownBoard.Examples—TheBoardofAdjustment,BoardofAppeals(4)Ad-HocTaskForcesTaskforcesarespecialad-hocpanelscreatedbytheTownBoardforaspecificprojectortask.Taskforcesarelimitedindurationandarenotongoingentities.TheresponsibilitiesofthetaskforceshallbedesignatedbyresolutionbytheTownBoardatthetimetheTownBoardauthorizestheformationofthetaskforce.TheTownBoardwillconsidertheinputoftaskforces,aswellasothercommunitymembers,inmakingdecisionsonissues.TheTownBoardmayormaynottakeactionthatisinagreementwiththeadviceofaTowntaskforce.TaskforcesmaynotspeakfortheTown,andaretoadvisetheTownBoardortheappropriatedepartmentonly,andarenottotakeindependentpositionsonissueswiththepublicorthepress.Examples—BondParkCommittee,TransportationVisioningCommittee(5)OutsideandIndependentCommitteesThesearecommitteesthatmayormaynotbeappointedwhollyorpartiallybytheTownBoard,butareindependentautonomouscommittees,oftenservingagovernanceroleforanotherentity.Thisincludes,butisnotlimitedtotheEstesValleyLibraryBoard,theLocalMarketingDistrict,theEstesParkHousingAuthority,andWesternHeritageInc.ii.TownBoardLiaisonTheTownTrusteeassignedtothecommitteepursuanttoGoverningPolicy1.7iii.StaffLiaisonAstaffpositionresponsibleforthecoordinationandcommunicationwiththeassignedcommitteeandtheday-to-daysupportforthecommittee.TownCommittees102Revisions: 10/23/2018TownofEstesPark,TownBoardPoliciesPage5of13Page 13 b.TermsThetermforcommitteemembershipshallbedefinedinthebylawsofeachcommittee.TermsforoutsidecommitteesaretheresponsibilityofthespecificcommitteeandnottheTownofEstesPark.Termsforallcommitteememberswillbestaggeredwiththeexceptionofad-hocortemporarycommittees,whichmayhaveafinitesunset.Mid-termappointmentstopositionsthatbecomevacantmaybemadeatanytimeormay bepostponedtotheregulartermperiod,atthediscretionoftheTownBoard.Unlessotherwisespecifiedbystatute,membersofacommitteeserveatthepleasureoftheTownBoard,havenopropertyinterestorentitlementintheirmembershiporofficeandmayberemovedatanytimeforanyreasonbytheTownBoard.c.RecruitmentTheTownClerkwillpublicizeandadvertisecommitteevacancieseachyear,andonanas-neededbasisthroughouttheyear,utilizingpaidadvertising,pressreleasestoelectronicandprintmedia,theTownwebsite,andotherproducedmaterialsthatmightengageinterestedresidents.ApplicationsshallbeavailableontheTownwebsite,atTownHallandattheEstesValleyLibrary.i.RecruitmentCurrentcommitteemembersareencouragedtohelprecruitpotentialcommitteemembers,especiallywhenspecifictargetedpopulationsorexpertiseisrequired.StaffandTrusteesmayencourageindividualstoapplyforanyopencommitteeposition,howevertheymustbeclearthattheauthoritytoappointtoacommitteeissolelytheresponsibilityoftheBoardofTrustees,andthereisnoimpliedpromiseorguaranteeofappointment.ii.ApplicationsAllcitizensinterestedinservingonacommitteeshallcompleteanofficialTownapplication.TheseapplicationswillbeavailablefromtheTownClerk’sofficeandontheTownwebsite.ApplicationsmustbereturnedbythedeadlinetotheTownClerk’soffice.OnlineapplicationsareacceptedfromtheTownwebsite.Citizensmayapplyforuptothreecommitteesatatime.Whenapplyingformorethanonecommittee,applicantsshouldprioritizetheirrequestsonthecommitteeapplicationform.TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage6of13Page 14 iii.EligibilityEligibilityforanycommitteeshallbedefinedinthebylawsofeachcommittee.However,exceptbyspecialcircumstanceasapprovedbytheTownBoard,allmembersofanyTowncommitteeshall beresidentsoftheTownofEstesPark.NoindividualwhoiscurrentlyservingasentenceafterbeingconvictedofafelonymayserveonanyTownboard.Duetothetimecommitmentinvolved,andtoallowasmanycitizensthechancetoparticipateinTowncommittees,servingonmorethan oneTowncommitteeatatimeisdiscouraged.However,theTownBoardreservestherighttoappointindividualstomultiplecommitteeswhen,intheopinionoftheTownBoard,itisinthebestinterestoftheTown.d.SelectionProcessTheTownBoardwillseekthemostqualifieddiverseapplicantswithapplicablespecialinterestandexpertise.Ingeneral,onlytheTownBoardwillselectappointmentstoaTowncommittee.Existingcommitteemembersmayassistwiththerecruitmentofnewmembers,butshouldnotscreen,interviewormakerecommendationsforappointments,unlessspecificallyrequestedtodosobytheTownBoard.Selectiontothecommitteeswillbecarriedoutasfollows:1.TheTownBoardoritsdesignee(s)willreviewtheapplications.2.TheTrusteesortheirdesignee(s)mayscreenapplicantstoselectapoolforinterviewing.3.TheTrusteesortheirdesigneemayconductreferencechecksorbackgroundchecksonapplicantswhen,intheopinionoftheTownBoardoritsdesignee(s),itisinthebestinterestofthecitizensoftheTownofEstesPark.Nosuchcheckswillbecompletedwithouttheinformedconsentoftheapplicant.4.ApplicantsforallcommitteeswillbeinterviewedbytheTownBoard,oritsdesignees.AnydesigneeswillbeappointedbythefullTownBoard.a.PersonalinterviewsshallbeconductedpriortoanyappointmenttoaTowncommittee,unlessspecificallywaivedbytheTownBoard,orasexceptedbelow.b.Priortocandidateinterviews,theTownBoardoritsdesignee(s)assignedtoconducttheinterviewsshalldevelopselectionandevaluationcriteriaforreviewofthecandidates.5.TheTrusteesmayrequestassistancefromthestaffliaisonandothercommitteemembers.6.RecommendationsfromtheinterviewteamwillbemadetotheTownBoard,whichwillmaketheappointment(s).IncumbentcommitteememberswhoareeligibleforreappointmentwillbecontactedbytheTownClerk’sofficetoassesstheirinterestinbeingreappointed.Memberswhodesirereappointmentwillbeconsideredalongwithallotherapplicants.IncumbentsmaybeinterviewedbytheTownBoardoritsdesignee,atthediscretionoftheTownBoard.TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage7of13Page 15 ByagreeingtoserveonaTowncommittee,thememberagreestoabidebythispolicyoftheTownBoard.AnycommitteememberwhoviolatesthetermsofthisPolicyandProcedureorthebylawsofthecommitteemay beaskedtoresignorberemovedfromthecommitteebytheTownBoard.e.NotificationTheTownClerk’sofficewillnotifyapplicantsofscheduledinterviews.TheTownClerk’sofficewillpromptlynotifyapplicantsandincumbentsrequestingreappointment,ofappointmentsandthestatusoftheirapplications.f.VacanciesTheTownClerk’sofficewillkeepallapplicationsonfileforoneyear.Ifvacanciesoccurduringtheyear,thepositionmaybefilledfromthecurrentlistofapplicantsusingtheselectionprocessdelineatedorthroughadvertisingforinterestedvolunteers.Fordifficulttorecruitcommittees,applicationsmay bekeptonfilefortwoyears.ResignationsfromanycommitteeshouldbeaddressedinwritingtotheTownBoardorTownAdministrator.g.CommitteeAlternativesNoTowncommitteewillhavemembersdesignatedasalternates.Allmembers,otherthanthosedesignatedasex-officioorassociate,shallhavefullmembershipandvotingprivilegesonallTowncommittees.WherefederalorstatelawsormunicipalordinancesrequirealternatesSection102.3.7.1iswaived.Alternate/non-votingmemberswhowishtobecomeregularmembersmustcompleteanapplicationfortheappropriatecommittee.h.StaffSupportStaffsupportisavailabletocommitteesthroughthestaffliaisonassignedtosupporteachcommittee.ItistheresponsibilityoftheTownBoard,incoordinationwiththestaffliaisontoprovidethenecessarybudgetandotherresourcesforanycommitteetoperformitsassignedduties.Itistheresponsibilityofthestaffliaisontoensurethecommitteehasadequateandreasonablestaffsupportwithinbudgetedresources.Staffsupportandstaffliaisonswillnotbemembersofthecommitteetowhichtheyareassigned.Itistheresponsibilityofthestaffliaisontomakerequestsforthe Trustees’liaisontoattendassignedcommitteemeetingsthroughtheTownClerk.TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPageSof13Page 16 i.TrusteesLiaisonIndividualTrusteesmay beassignedasliaisonstoacommitteebytheTownBoard.TheroleoftheTrusteeliaisonis:•Toserveastheprimarytwo-waycommunicationchannelbetweentheTownBoardandthe committee.•IfsodesignatedbytheTownBoard,toreviewapplications,interviewcandidatesandmakerecommendationstotheTownBoardforapproval.•ServeastheprimaryTownBoardcontactwiththecommittee.•Attendassignedcommitteemeetingswhenrequestedorwheneverappropriate,intheopinionoftheTrusteeliaison.Trusteeliaisonsarenotexpectedtoattendeverymeetingofthecommittee.•AnyTrusteemayattendthemeetingofanycommittee;howevertheyshouldnotifytheofficialTownBoardliaisoninadvanceofattending.ThisnotificationwillallowtheliaisontoknowwhenaquorumoftheTownBoardmaybeattendingthecommitteemeetingandto notifytheTownClerksotheappropriatepublicnotificationscanbemade,incompliancewiththeColoradoOpenMeetingsAct.•Theliaisonisnotamemberofthecommitteeandwheninattendanceatacommitteemeeting,shallbethere asanobserverfortheTownBoard.ParticipationincommitteediscussionsshouldbeminimalandrestrictedtoclarificationofTownBoardpositionsorcollectionofinformationtobringbacktothefullTownBoard.j.OrientationandTrainingStaffliaisonsshouldprovidenewcommitteememberswithpertinentmaterialsthatwillassistnewmembersinbecomingfullyfunctioningmembersofthecommittee,includingacopyofthebylawsandacopyofthispolicy.Staffliaisonsshouldclearlyinformallnewmembersoftheroleofthecommitteeandtheresponsibilitiesandauthorityofthecommittee.Establishedcommitteemembersareencouragedtosharetheirexperienceandknowledgewithnewmembers.Newmembersareencouragedtoattendmeetingsbeforetheirtermbegins.AllnewcommitteemembersshallreceiveandacknowledgethereceiptoftheTownofEstesParkVolunteerManual.k.BylawsEachcommitteeshalladoptbylawsthatareconsistentwiththesepolicies.AcopyofthebylawsshallbesenttotheClerk’sofficepriortoadoption,forstaffandTownBoardreview.ThisPolicyandProcedureshallbeincorporated,byreference,intothebylawsofallTowncommittees,Thebylawsshallincludeadescriptionoftheobjectivesanddutiesortasksofthecommittee,assetbytheTownBoardortheappropriatedepartment.TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage9of13Page 17 I.RecognitionTheTownBoardshallrecognizetheTown’svolunteersannually,inamannerdeterminedbytheTownBoard.TheTownBoardwillsendaletterofappreciationtoalloutgoingcommitteemembersingoodstanding.m.OwnershipofIntellectualPropertyAnydocuments,articles,reportsorcorrespondence,recommendationsorotherproductsproducedbyaTowncommitteeshallbethesolepropertyoftheTownofEstesPark.Nocommitteeormemberofacommitteemaycopyrightorinanyotherwaytakeownershipforanydocuments,articles,recommendationsorotherproductsproducedasafunctionoftheTowncommittee.AlldocumentsandcorrespondenceproducedaspartoftheregularbusinessofanycommitteeshallbesubjecttothesameopenrecordspoliciesapplicabletoallTowndocumentsandcorrespondence.AlldocumentsandpublicationsofanyTowncommitteemustbeclearlyidentifiedasbelongingtoororiginatingfromtheTownofEstesPark.n.OpenMeetingsAllmeetingsandactionsofanycommitteeshallbeinfullcompliancewithstatestatutesgoverningopenmeetings.Itistheresponsibilityofthestaffliaisontobefamiliarwiththesestatutesandregulations.o.DecisionMakingAnyactions,recommendationsordiscussionsofanycommitteeshall belimitedtothedefinedobjectivesofthebodyasdescribedintheapprovedbylaws.Acommonpointofmisunderstandingwithcommitteesandcitizensistheroleofthecommitteeindecisionmakingandthetypeofdecisionmakingtobeemployedbythecommitteeforaparticularissue.TheTownBoardrealizesthatnotonemethodofdecisionmakingfitsallsituations;howeveritisimportantthatthetypeofdecisionbedeclaredearlyintheprocessofpublicdiscourse.Thetypeofdecisionprocessisdependentonthe issueinvolved,thetimeframeavailableandthe amountofpublicparticipationdesired.Itistheresponsibilityofthestaffliaisontoassistthecommitteeinitsdecision-makingprocessandtotrainnewandexistingmembersintheappropriateresponsibilitiesandauthoritiesofthecommitteeanditsmembers.Staffliaisonsarenottoexertundueinfluenceduringthedecision-makingprocess,butonlytokeep thedecisionmakingofthecommitteeinagreementwiththeobjectivessetbytheTownBoard.TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage10of13Page 18 p.CompensationandReimbursementi.CompensationCitizenswhoserveonTowncommitteesdosoasvolunteers.Therewillbenofinancialcompensationorreimbursementofexpenses,exceptasnotedbelow,foranyvolunteersonany committee.ii.MileageCommitteemembersmayrequestreimbursementformileagetoattendanycommitteefunctionifthemembermusttravelgreaterthan10milesfromtheirresidence.MileagewillbereimbursedattheratecurrentlyadoptedforTowntravelbytheTownBoard.ThestaffliaisonisresponsibleforapprovingmileagereimbursementsforcommitteeswithinthebudgetprovidedbytheTownBoard.iii.MealsMealsmaybeprovidedbytheTownaspartofregularmeetingsofthecommittee,asbudgeted.iv.ExpensesMembersofcommitteesmaybereimbursedforout-of-pocketcostsassociatedwiththebusinessofthecommitteeprovidedtheexpenditureshavebeenpreviouslybudgetedbytheTownBoardandauthorizedinadvancebytheassignedstaffliaisonorTownAdministrator.(Forexample,officesupplies,copies,printing,etc.)Otherexpensesmaybereimbursedif,inthejudgmentofthestaffliaison,suchreimbursementisinthebestinterestoftheTown.q.InsuranceCoverageGeneralliability(liabilityotherthanauto,includinggeneral,lawenforcementandprofessional)isprovidedtoallvolunteers.VolunteersarenotcoveredbytheTown’sworkers’compensationcoverage.Anyinjuriesincurredwhilevolunteeringistheresponsibilityoftheindividualvolunteer.Specifictoautomobileinsurance,bothphysicaldamageandlegalliabilityforbodilyinjuryordeathiscoveredforallvolunteersdrivingtownvehicles,subjecttocoveragelimitspursuanttotheTown’scoverage.Inaddition,liabilityiscoveredforallvolunteersdrivingtheirpersonalvehiclesonTownbusiness;howeverthefollowingclaimsareexcludedfromcoverage.•Bodilyinjuryordeathtopassengers(includingfriendsandfamily)whoarenotonofficialtownbusiness.•Physicaldamagetonon-Townownedvehiclesusedon Townbusiness.Propertyinsuranceisnotprovidedtoanypersonalpropertyofthe volunteer.TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage11of13Page 19 r.ConflictofInterestAconflictofinterestoccurswhenaperson’sprivate,personalrelationshipsorinterestsconflictsothatanindependentobservermayreasonablyquestionwhethertheperson’sactionsordecisionsaredeterminedbypersonalbenefit,gain,oradvantage.Membersofcommitteesshallnotusetheirmembershipforprivategain,andshallactimpartiallyandnot givepreferentialtreatmenttoanyprivateorganizationor individual.Amemberofanycommitteewhohasapersonalorprivateinterestinamatterproposedorpendingshalldisclosesuchinteresttothecommittee;shallnotvoteontheitem;andshallnotattempttoinfluencethedecisionsofothermembersvotingonthematter.s.GiftsAcceptanceoforgivingofanygiftsbyacommitteemember,whichcouldleadtoaconflictofinterest,isprohibited.Inparticular,nomemberofanycommitteemayacceptorgiveagiftinexcessofthevaluespecifiedinArticleXXIXoftheColoradoStateConstitution,fromanyindividual,organization,contractor,oranyotherentitywhichdoesbusinesswiththeTownorhasanycontroloforinterestinTownbusinessrelatedtotheactivitiesofhis orherparticularcommittee.t.MinutesMinutesshallberecordedofallmeetingsofanyTowncommitteethat aresubjecttotheColoradoOpenMeetingsAct.Approvedordraftminutesshouldbepostedassoonaspracticableafterthemeetinginquestion.Committeesarestronglyencouragedtopostdraftminutespriortothefinalapprovaloftheminutesatthenextmeetingofthecommittee.Ataminimum,minutesshallbepublishedontheTownwebsitewithinsevendaysofapprovalbythecommittee.Minutesshouldrecordanyformalactionstakenbythecommittee.Minutesarenotintendedtobeverbatimtranscriptsofthemeeting.Theamountofdetailincludedintheminutesbeyondtherecordingofactionsisleft tothediscretionofeachcommittee.u.AgendasAgendasforallpubliccommitteemeetingswillbepostedontheTownwebsiteaminimumofsixdayspriortothemeeting,wheneverpossible.v.WaiversAnysectionofthispolicycanbewaivedbyamajorityvoteoftheTownBoard.w.SunsetReviewInaccordancewithGoverningPolicy1.6.1.6,allcommitteeswillundergoaregularsunsetreview,atleast onceeveryfiveyears,unlessotherwiseprovidedformorefrequentlyand accordingtoastaggeredscheduletobeadoptedseparatelybytheBoardofTrustees.Thisappliesonlytonon-statutorilyrequiredboards/commissions.TownCommittees102Revisions:10/23/2018TownofEstesPark,TownBoard PoliciesPage12of13Page 20 Approved:ToddJirsa,PayorDateTownCommittees102ParksAdvisoryBoardBoardlCommitteeInitialSunsetreview(theneveryfiveyearsthereafter)ITransportationAdvisoryBoardOctober2017Family AdvisoryBoardApril2019October2017AuditCommitteeOctober2018Revisions:10/23/2018TownofEstesPark,TownBoardPoliciesPage13of13Page 21 Page 22