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PACKET Town Board Study Session 2009-06-23
2.Miscellaneous.TOWNBOARDTuesday,June23,20095:00p.m.to6:30p.m.TrainingRoom170MacGregorAve.AGENDANOTE:TheTownBoardreservestherighttoconsiderotherappropriateitemsnotavailableatthetimetheagendawasprepared.STUDYSESSION1.CodeofConduct. CynthiaDeatsFrom:EPAdministration[ir3045@estes.orgJSent:Thursday,June18,20098:24AMTo:CynthiaDeatsSubject:JobDoneNotice(Send)‘“‘JobDoneNotice(Send)“I”’*****************************JOBNO.1640ST.TIME06/1808:11PGS.1SENDDOCUMENTNAMETX/RXINCOMPLETETRANSACTIONOK6672527GregWhite5869561KEPL5869532TrailGazette5861691Channel86353677ReporterHerald2247899Coloradoan5771590EPNewsERROR1 June18,2009Subject:CODEOFCONDUCTTo:TrusteesTheattacheddraft‘CodeofConduct”hasbeenpreparedfordiscussionatourJune23rdworksession.WhatisaCodeofConduct?ACodeofConductestablishesavalues-basedapproachtoethicsandbusinessconduct.It“definestheprinciples,values,standards,orrulesofbehaviorthatguidethedecisions,proceduresandsystemsofanorganizationinawaythatcontributestothewelfareofitskeystakeholders,andrespectstherightsofallconstituentsaffectedbyitsoperations.”WhydoweneedaCodeofConduct?Aspublicofficialsandleadersofourcommunity,itisessentialthatweholdourselvestothehigheststandardofconduct,settinganexampleforotherTownofficialsandTownemployees,andensuringthatthepublichasconfidenceintheintegrityofitsgovernmentandTownOfficials.OurBoardiscomprisedofindividualswithdiversebackgroundsandvalues,andcanundergosignificantchangeinmake-upandperspectivewitheachelection.ACodeofConductestablishesavaluesdrivenmanagementprocesstoprovidecontinuityandguidanceinsupportofday-to-daydecisionmaking,consistentwithourmission,valuesandprinciples,andlinkingthemwithstandardsofprofessionalconduct.Whatistheintentofthisdraft?Thisdocumenthasbeendraftedasabasisfordiscussion,modificationandagreementtocraftandtakeownershipofacodethatwillensurethequalityandintegrityofourmanagementandstandthetestoftime.MythankstoChuck,GregandJacquiefortheiradviceandcollaborationonthedraft. DRAFT6/oc../2009TownBoardofEstesParkCodeofConductforElectedTownOfficialsPURPOSEAsleadersofourcommunity,itisimportantthatthemembersoftheTownBoardholdthemselvestothehigheststandardofconduct,settinganexampleforotherTownofficialsandTownemployees,andensuringthatthepublichasconfidenceintheintegrityofitsgovernmentandTownOfficials.AdherencetothesestandardswillprotectandmaintaintheTownofEstesPark’sreputationandintegrity.Accordingly,theTownofEstesParkhasadoptedthiscodetodescribethestandardsofbehaviortowhichitsleadersshouldaspire.ThispolicyshouldalsoserveasastandardforotherTownofficials,whetherelectedorappointed,paidorvolunteerintheirday-to-dayservicetotheTown.CONDUCTWITHONEANOTHERTheBoardofTrusteesiscomposedofindividualswithawidevarietyofbackgrounds,personalities,values,opinions,andgoals.Embracingthisdiversity,allhavechosentoserveinpublicofficeinordertopreserveandprotectthepresentandthefutureofthecommunity.Inallcases,thiscommongoalshouldbeacknowledgedevenasTrusteesmay“agreetodisagree”oncontentiousissues.INPUBLICMEETINGSPracticecivility,professionalismanddecorumindiscussionsanddebate.Difficultquestions,toughchallengestoaparticularpointofview,andcriticismofideasandinformationarelegitimateelementsofafreedemocracyinaction.Thisdoesnot,however,allowTrusteestomakebelligerent,personal,impertinent,slanderous,threatening,abusive,ordisparagingcomments.Trusteesshouldconductthemselvesinaprofessionalmanneratalltimes.Demonstrateeffectiveproblem-solvingapproaches.Trusteeshaveapublicobligationtoshowhowindividualswithdisparatepointsofviewcanfindcommongroundandseekacompromisethatbenefitsthecommunityasawhole.Bepunctualandkeepcommentsrelativetotopicsdiscussed.Trusteeshavemadeacommitmenttoattendmeetingsandpartakeindiscussions.Therefore,itisimportantthatTrusteesbepunctualandthatmeetingsstartontime.Berespectfulofotherpeople’stime.Prepareformeetingsinadvance,andbefamiliarwithissuesontheagenda.Stayfocusedandactefficientlyduringpublicmeetings.Itisequallyimportantthatdiscussionsonissuesberelativetothetopicathandtoallowadequatetimetofullydiscussscheduledissues.1 DRAFTO9O9AvoidexpressingopinionsduringPublicHearings.Trusteesshouldnotexpressopinionsduringthepublichearingportionofthemeetingexcepttoaskpertinentquestionsofthespeakerorstaff.“Ithink”and“Ifeel’commentsbyTrusteesarenotappropriateuntilafterthecloseofthepublichearing.Trusteesshouldrefrainfromarguingordebatingwiththepublicduringapublichearingandshallalwaysshowrespectfordifferentpointsofview.RespecttheroleoftheMayororCommitteeChairpersonsinmaintainingorder.ItistheresponsibilityoftheMayortokeepthecommentsofTrusteesontrackduringpublicmeetings.TrusteesshouldhonoreffortsbytheMayortofocusdiscussiononcurrentagendaitems,IfthereisdisagreementabouttheagendaortheMayor’sactions,thoseobjectionsshouldbevoicedpolitelyandwithreason.INPRIVATECOMUNNICATIONSContinuerespectfulbehaviorinprivate.Thesamelevelofrespectandconsiderationofdifferingpointsofviewthatisdeemedappropriateforpublicdiscussionsshouldbemaintainedinprivateconversations.Beawareoftheinsecurityofwrittennotes,voicemailmessages,ande-mail.Technologyallowswordswrittenorsaidwithoutmuchforethoughttobedistributedwideandfar.Wouldyoufeelcomfortabletohavethisnotefaxedtoothers?Howwouldyoufeelifthisvoicemailmessagewasplayedonaspeakerphoneinafulloffice?Whatwouldhappenifthise-mailmessagewasforwardedtoothers?Writtennotes,voicemailmessagesande-mailshouldbetreatedas“public”communication.Evenprivateconversationscanhaveapublicpresence.Electedofficialsarealwaysondisplay.Peoplearoundthemthattheymaynotknowmonitortheiractions,mannerisms,andlanguage.Lunchtableconversationswillbeeavesdroppedupon,parkinglotdebateswillbewatched,andcasualcommentsbetweenindividualsbeforeandafterpublicmeetingsnoted.TRUSTEECONDUCTWITHTOWNSTAFFBoardprioritizationofStaffprojects.ItistheresponsibilityoftheTownBoardasawholeandnotindividualTrusteestoidentifyandprioritizeprojectsfortheTownStaff.IndividualTrusteesshallrefrainfrominstructingStaffastotheprioritizationofprojectsidentifiedbytheBoard.TheTownBoard,ortheMayorintheabsenceinTownBoardaction,shallprioritizeStaffprojects.Treatallstaffasprofessionals.Clear,honestcommunicationthatrespectstheabilities,experience,anddignityofeachindividualisexpected.Poorbehaviortowardsstaffisnotacceptable.7 DRAFT6t:/O9LimitcontactwithspecificTownstaff.QuestionsofTownstaffand/orrequestsforadditionalbackgroundinformationshouldbedirectedtotheTownAdministrator.TheTownAdministratorshouldbecopiedonorinformedofanyrequest.Requestsforfollow-upordirectionstostaffshouldbemadeonlythroughtheTownAdministratorortheMayorwhenappropriate.Whenindoubtaboutwhatstaffcontactisappropriate,TrusteesshouldasktheTownAdministratororMayorfordirection.MaterialssuppliedtoTrusteesinresponsetoarequestwillbemadeavailabletoallTrustees,sothatallhaveequalaccesstoinformation.DonotdisruptTownstafffromtheirjobs.TrusteesshouldnotdisruptTownstaffwhiletheyareinmeetings,onthephone,orengrossedinperformingtheirjobfunctions,inordertohavetheirindividualneedsmet.Neverpubliclycriticizeanindividualemployee.TrusteesshouldneverexpressconcernsabouttheperformanceofaTownemployeeinpublic,totheemployeedirectly,ortotheemployee’ssupervisor.CommentsaboutstaffperformanceshouldonlybemadetotheTownAdministratorthroughprivatecorrespondenceorconversation.Donotgetinvolvedinadministrativefunctions.TrusteesmustnotattempttoinfluenceTownstaffonmakingappointments,selectingconsultants,processingofdevelopmentapplications,orgrantingofTownlicensesandpermitsunlesstheTrusteehasbeeninvitedtoparticipateintheprocess.CheckwithTownstaffoncorrespondencebeforetakingaction.Beforesendingcorrespondence,TrusteesshouldcheckwithTownstafftoseeifanofficialTownresponsehasalreadybeensentorisinprogress.Requestsforstaffsupport,shouldbemadetotheTownAdministrator,whoisresponsibleforallocatingTownresourcesinordertomaintainaprofessional,well-runTowngovernment.Donotsolicitpoliticalsupportfromstaff.Trusteesshouldnotsolicitanytypeofpoliticalsupport(financialcontributions,displayofpostersorlawnsigns,nameonsupportlist,etc.)fromTownstaff.Townstaffmay,asprivatecitizenswithconstitutionalrights,supportpoliticalcandidatesbutallsuchactivitiesmustbedoneawayfromtheworkplace.TRUSTEESCONDUCTWITHTHEPUBLICINPUBLICMEETINGSMakingthepublicfeelwelcomeisanimportantpartofthedemocraticprocess.Nosignsofpartiality,prejudiceordisrespectshouldbeevidentonthepartofindividual3 DR..FT/O/9:Trusteestowardanindividualparticipatinginapublicforum.Everyeffortshouldbemadetobefairandimpartialinlisteningtopublictestimony.Bewelcomingtospeakersandtreatthemwithcareandgentleness.SpeakinginfrontoftheBoardcanbeadifficultexperienceforsomepeople.SomeissuestheBoardundertakesmayaffectpeople’sdailylivesandhomes.Somedecisionsareemotional.ThewaythattheTrusteestreatpeopleduringpublichearingscandoalottomakethemrelaxortopushtheiremotionstoahigherlevelofintensity.Befairandequitableinallocatingpublichearingtimetoindividualspeakers.TheMayormaydetermineandannouncelimitsonspeakersatthestartofthepublichearingprocess.Ifmanyspeakersareanticipated,theMayormayshortenthetimelimitand/oraskspeakerstolimitthemselvestonewinformationandpointsofviewnotalreadycoveredbypreviousspeakers.Nospeakerwillbeturnedawayunlessheorsheexhibitsinappropriatebehavior.EachspeakermayonlyspeakonceduringthepublichearingunlesstheBoardrequestsadditionalclarificationlaterintheprocess.Afterthecloseofthepublichearing,nomorepublictestimonywillbeacceptedunlesstheMayorreopensthepublichearingforalimitedandspecificpurpose.Givetheappearanceofactivelistening.ItisdisconcertingtospeakerstohaveTrusteesnotlookatthemwhentheyarespeaking.Itisfinetolookdownatdocumentsortomakenotes,butreadingforalongperiodoftimeorgazingaroundtheroomgivestheappearanceofdisinterest.Beawareoffacialexpressions,especiallythosethatcouldbeinterpretedas“smirking,”disbelief,angerorboredom.Askforclarification,butavoiddebateandargumentwiththepublic.OnlytheMayor—notindividualTrustees--caninterruptaspeakerduringapresentation.However,aTrusteecanasktheMayorforapointoforderifthespeakerisoffthetopicorexhibitingbehaviororlanguagetheTrusteefindsdisturbing.IfspeakersbecomeflusteredordefensivebyTrusteesquestions,itistheresponsibilityoftheMayororCommitteeChairpersontocalmandfocusthespeakerandtomaintaintheorderanddecorumofthemeeting.QuestionsbyTrusteestomembersofthepublictestifyingshouldseektoclarifyorexpandinformation.Itisneverappropriatetochallengeorbelittlethespeaker.Trustees’personalopinionsorinclinationsaboutupcomingvotesshouldnotberevealeduntilafterthepublichearingisclosed.Nopersonalattacksofanykind,underanycircumstance.Trusteesshouldbeawarethattheirbodylanguageandtoneofvoice,aswellasthewordstheyuse,couldappeartobeintimidatingoraggressive.INUNOFFICIALSETTINGSMakenopromisesonbehalfoftheBoard.TrusteeswillfrequentlybeaskedtoexplainaBoardactionortogivetheiropinionaboutanissueastheymeetandtalkwithconstituentsinthecommunity.ItisappropriatetogiveabriefoverviewofTownpolicy4 DRAFT6/09/2009andtorefertoTownstaffforfurtherinformation.ItisinappropriatetoovertlyorimplicitlypromiseBoardaction,ortopromisethatTownstaffwilldosomethingspecific(fixapothole,waiveafee,plantnewflowersinthemedian,etc.).MakenopersonalcommentsaboutotherTrustees.Itisacceptabletopubliclydisagreeaboutanissue,butitisunacceptabletomakederogatorycommentsaboutotherTrustees,theiropinionsandactions.RememberthatEstesParkisasmallcommunityatheart.ThecommunityisconstantlyobservingTrusteeseverydaythattheyserveinoffice.TheirbehaviorsandcommentsserveasmodelsforproperdeportmentintheTownofEstesPark.HonestyandrespectforthedignityofeachindividualshouldbereflectedineverywordandactiontakenbyTrustees,24hoursaday,sevendaysaweek.Itisaseriousandcontinuousresponsibility.BOARDCONDUCTWITHOTHERPUBLICAGENCIESBeclearaboutrepresentingtheTownorpersonalinterests.IfaTrusteeappearsbeforeanothergovernmentalagencyororganizationtogiveastatementonanissue,theTrusteemustclearlystate:1)ifhisorherstatementreflectspersonalopinionoristheofficialstanceoftheTown;2)whetherthisisthemajorityorminorityopinionoftheBoard.EveniftheTrusteeisrepresentinghisorherownpersonalopinions,rememberthatthisstillmayreflectupontheTownasanorganization.IfaTrusteeservesinadecisionmakingcapacityforanotherorganizationandamatterwhichtheTownhastakenanofficialpositionisdiscussedbytheorganization,theTrusteeshouldnotmaintainapositionthatsignificantlyimpactsorisdetrimentaltotheTown’sofficialposition.IntheeventtheTownhasnottakenanofficialpositionwithregardtoamailer,andintheTrustee’sjudgment,theTrusteebelievesthattheTownwouldtakeapositionsubstantiallydifferentthanthatproposedtobetakenbytheorganization,theTrusteeshouldconsultwiththeMayorregardingtheTown’spossibleposition.Correspondenceshouldalsobeequallyclearaboutrepresentation.CORRESPONDENCEUSINGTOWNLETTERHEAD:TheTownletterheadshallbeusedonlytocorrespondandrepresenttheTown’sofficialpositiononanymailer.AllofficialTowncorrespondenceshallbesignedbytheMayororMayorProTernunlessaspecificTrusteeisauthorizedbytheTownBoardtoindividuallyrespondtoamatterandexpresstheTown’sofficialposition.AcopyofofficialcorrespondenceshouldbegiventotheTownClerktobefiledaspartofthepermanentpublicrecord.TRUSTEECORRESPONDENCECONCERNINGTOWNMATTERS:TrusteesmaycorrespondwithindividualsororganizationsonanymatterinvolvingtheTown.IntheeventthattheTrustee’spersonalcorrespondenceexpressesapersonalopinionthatdiffersfromtheTown’sofficialposition,theTrusteeshouldmakeclearthattheTrustee’spersonalopiniondiffersfromtheTown’sofficialposition.5 DRAFT69t2OTOWNTRUSTEECONDUCTWITHOTHERBOARDSANDCOMMISSIONSTheTownhasestablishedseveralBoardsandCommissionsasameansofincreasingcommunityinvolvementingovernmentandtoserveasadvisorstotheTownBoard.TheyareavaluableresourcetotheTown’sleadershipandshouldbetreatedwithappreciationandrespect.IfattendingaBoardorCommissionmeeting,becarefultoonlyexpresspersonalopinionsunlessyouareauthorizedtorepresenttheTownBoard.TrusteesmayattendanyBoardorCommissionmeetingopentothepublic,butshouldbesensitivetothewaytheirparticipation—especiallyifitisonbehalfofanindividual,businessordeveloper--couldbeviewedasunfairlyaffectingtheprocess.AnypubliccommentsbyaTrusteeataBoardorCommissionmeetingshouldbeclearlymadeasindividualopinionandnotarepresentationoftheopinionoftheTownBoard.Berespectfulofdiverseopinions.AprimaryroleoftheBoardorCommissionistoprovideadviceandmakedecisionsbasedonafullspectrumofconcernsandperspectives.TrusteesmustbefairandrespectfulofallcitizensservingonBoardsandCommissions.Inappropriatebehaviorcanleadtoremoval.InappropriatebehaviorbyaTrusteeshouldbenotedtotheMayor,andtheMayorshouldcounseltheoffendingmember.Ifinappropriatebehaviorcontinues,theMayorshouldbringthesituationtotheattentionoftheTownBoard,andtheindividualmaybesubjecttoremovalfromtheBoard.CONDUCTWITHTHEMEDIATrusteesmaybecontactedbythemediaforbackgroundinformationandquotes.AllmediacontactsshouldbereferredtothePlO.TheMayoristheofficialspokespersonfortheTownBoardofTrustees.TheMayoristhedesignatedrepresentativeoftheBoardofTrusteestopresentandspeakontheofficialTownposition.IfthemediacontactsanindividualTrustee,theTrusteeshouldbeclearaboutwhetherher/hiscommentsrepresenttheofficialTownpositionorapersonalviewpoint.Thebestadvicefordealingwiththemediaistonevergo“offtherecord.”Mostmembersofthemediarepresentthehighestlevelsofjournalisticintegrityandethics,andcanbetrustedtokeeptheirword.Butonebadexperiencecanbecatastrophic.Wordsthatarenotsaidcannotbequoted.Choosewordscarefullyandcautiously.Commentstakenoutofcontextcancauseproblems.Beespeciallycautiousabouthumor,sarcasm,orwordplay.Itisneverappropriatetousepersonalslursorswearwordswhentalkingwiththemedia.6 DRAFT6/2009CONFLICTOFINTERESTSection31-4-402(2)C.R.S.addressesconflictofinterestofmembersoftheBoardofTrusteesasfollows:Section31-4-404(2)C.R.S.“Anymemberofthegoverningbodyofanycityortownwhohasapersonalorprivateinterestinanymailerproposedorpendingbeforethegoverningbodyshalldisclosesuchinteresttothegoverningbody,shallnotvotethereon,andshallrefrainfromtheattempttoinfluencethedecisionsoftheothermembersofthegoverningbodyinvotingonthematter.”ApersonalorprivateinterestforpurposesofidentifyingaconflictofinterestbyamemberoftheBoardofTrusteesisdefinedasfollows:Anysubstantialfinancial,propertyorcommercialbenefitofanyTrusteeoranyparent,spouse,orchildoftheTrusteeinanymailerwhichwillorpotentiallywillrequireanofficialactionoftheBoardofTrustees.ATrusteedoesnothaveaconflictofinterestifthemailerinvolvesasimilarbenefitconferreduponoravailabletoallpersonsorpropertysimilarlysituated.Disclosure:ATrusteehavingaconflictofinterestinanymailerbeforetheTownBoardshalldisclosetheinteresttotheTownBoard.TheTrusteeshallnotvoteorotherwisetakeanyformalactionconcerningthematter,shallnotparticipateinanyexecutivesessionconcerningthemailer,andshallrefrainfromattemptingtoinfluenceanyothermemberoftheBoardofTrusteeseitherinpublicorprivatediscussionofthemailer.AdditionalStateRequirements:TheprovisionsofthissectionshallbeinadditiontoanyapplicableconflictofinterestprovisionsoftheStateStatutesorStateConstitutionthatareatleastasrestrictiveasthissection,andshallsupersedeanysuchconflictofinterestprovisionsoftheStateStatutesand/orStateConstitutionthatarelessrestrictivethanthissection.7 DRException:AmemberoftheBoardofTrusteesmayvotenotwithstandingaconflictofinterestiftheTrustee’sparticipationisnecessarytoobtainaquorumorotherwiseenabletheBoardtoactiftheTrusteecomplieswiththevolunteerdisclosureprovisionsofSection24-18-110C.R.S.Sanction:Section31-4-307C.R.S.provides,byamajorityvoteofallmembersoftheBoardofTrustees,theMayorandanymemberoftheBoardmayberemovedfromoffice.AviolationofthissectionmaybeconsideredbytheBoardofTrusteesasgroundsforremovalfromofficepursuanttotheproceduressetforthinSection31-4-307C.R.S.AppearanceofImpropriety:ATrusteeshouldconsider,butisnotrequiredto,excusethemselvesfromthosemailerswhichduetothespecificcircumstancesconcerningthemattermayappeartomembersofthepublictobeapotentialconflictofinterestthusavoidingtheappearanceofimpropriety.SANCTIONSInappropriateStaffBehavior.TrusteesshouldrefertotheTownAdministratoranyTownstaffthatdoesnotfollowproperconductintheirdealingswithTrustees,otherTownstaff,orthepublic.TheseemployeesmaybedisciplinedinaccordancewithstandardTownproceduresforsuchactions.TrusteesBehaviorandConduct.TrusteeswhointentionallyandrepeatedlydonotfollowproperconductmaybereprimandedorformallycensuredbytheTownBoard.SeriousinfractionsoftheCodeofConductcouldleadtoothersanctionsasdeemedappropriatebytheTownBoard,includingremovalfromtheBoardpursuanttoSectioti31-04-307CRS.ItallcomesdowntorespectRespectforoneanotherasindividuals...Respectforthevalidityofdifferentopinions.••Respectforthedemocraticprocess...Respectforthecommunitythatweserve.8