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HomeMy WebLinkAboutPACKET Community and Family Advisory Board 2021-11-09November 4, 2021 3:30 p.m. VIRTUAL To view or listen to the board meeting by Zoom Webinar ONLINE (Zoom Meetings): https://us06web.zoom.us/j/97515043195 Webinar ID: 975 1504 3195 CALL-IN (Telephone Option): 877-853-5257 (toll-free) Meeting ID: 975 1504 3195 1.Public Comment. 2.Trustee and Staff Liaison Update. a.Town Board Study Session – November 9th. b.Feedback and Recommendations. c.Childcare Funding - Reserve Fund. Trustee Younglund & Assistant Town Administrator Damweber 3.Minutes dated October 11, 2021.Board Consideration 4.Member Engagement and CFAB Bylaws Review. a.Term Limits. b.Commitment to Participate. c.Meeting Time. d. Membership & Recruitment - Chair & Vice Chair Positions. Vice Chair Almond 5.Advocacy at Town Board Meetings.Vice Chair Almond 6.Draft Recommendations to the Town Board. a.Childcare Considerations(s). Vice Chair Almond 7.Roundtable Updates.Board Discussion Adjourn. AGENDA COMMUNITY AND FAMILY ADVISORY BOARD REGULAR MEETING COMMUNITY AND FAMILY ADVISORY BOARD BYLAWS [DRAFT 10/2021] I. ROLE The role of the Community and Family Advisory Board (CFAB) includes three primary responsibilities: 1.Research and summarize factual data on issues of importance to families in the Estes Valley; and 2.Develop recommended policies that align with the Town Board Strategic Plan to address these issues; and 3.Present these recommendations to the Town Board and/or Town staff. Chair in the remainder of this document will refer to the Chair of CFAB. II. MEETINGS A.Regular Meetings. Shall be held monthly, with additional meetings scheduled as needed. Regular meetings shall occur at 3:30 p.m. on the first Thursday of each 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 Chair or Assistant Town Administrator Jason Damweber as needed. Notice of at least three (3) calendar days shall be given to each member of the CFAB. The time, place, and purpose of the special meeting shall be specified in the notice to the committee members. Should a special meeting be scheduled, notification must be provided to the Assistant Town Administrator in an effort to adequately notify the public in accordance with the State of Colorado Open Meetings Law Section 24-6- 402(2)(c) C.R.S. C.Cancellation of Meetings. Regularly scheduled meetings of the CFAB may be cancelled or rescheduled upon determination by the Chair. Any cancelled meeting requires notification to the Assistant Town Administrator in an effort to adequately notify the public. D.Meeting Procedures. Chair shall preside in accordance with generally accepted norms for the conduct of parliamentary procedure. The CFAB may overturn a parliamentary determination of the Chair by majority vote. Robert’s Rules of Order may be considered as a parliamentary guide. CFAB Approved. To be considered by the Town Board on November 9, 2021. E. Open Meetings. All meetings and action of the CFAB shall be in full compliance with state statutes governing open meetings, as amended and incorporated herein by reference. It is the responsibility of the assigned staff member of the Town Administrator’s Office 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 CFAB. At the discretion of the Chair, 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 CFAB shall consist of no fewer than seven (7) and no more than ten (10) members. Members must be a resident of the Estes Park School District R-3; have adequate time to devote to the CFAB (at least six (6) hours per month); and have experience dealing with issues facing families in the Estes Valley. Appointments of members shall be made by the Town Board in accordance with Policy 102. B. Terms. Members shall be appointed to a three (3) year term. The terms of the members shall be staggered so that the terms of an equal number of the members, or as equal a number as possible, expire on the last day of April each year. There are no term limitations, and members may be reappointed by the Town Board in accordance with Policy 102. C. Vacancies. Vacant positions shall be filled by appointment by the Town Board for the unexpired portion of the term of the position to be filled. D. Quorum. A quorum for transaction of business of the CFAB shall consist of a majority of the appointed (voting) member positions that are filled at the time. This is the minimum number of members required to be present to open a meeting and conduct business. E. Action. Any action by the CFAB shall be by majority vote of the members attending any regular or special meeting at which a quorum is present, unless otherwise provided by law or ordinance. A tie vote shall constitute failure of the motion on the floor. F. Town Board Liaison. The Town Board may appoint one of its members as a liaison to the CFAB, who shall receive copies of all notices, documents, and records of proceedings of the CFAB which any member would also receive. IV. OFFICERS A. Officers. The CFAB officers shall include a Chair and a Vice-Chair as selected by the CFAB. 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 CFAB. Notification of who is elected Chair and Vice Chair will be sent to the Town Clerk. C. Chair Responsibilities: 1. Preside at all meetings 2. Ensure that all meetings are conducted with decorum and efficiency 3. Call special meetings in accordance with the bylaws 4. Authority to cancel a meeting 5. Sign any documents prepared by the CFAB for submission to the Town Board or town departments 6. Represent the CFAB in dealings with the Town Board or other organizations 7. The Chair has the same right as any other member of the Board to vote on matters before the CFAB, to move or second a motion, and to speak for or against proposals D. Vice-Chair Responsibilities: 1. Assist the Chair as requested 2. Accept and undertake duties delegated by the Chair 3. Preside over meetings or perform other duties of the Chair in the event the Chair is absent or unable to act E. Chair Pro Tem. In the absence of the Chair and Vice-Chair at a given meeting, the CFAB may elect a voting member to serve as Chair for the duration of that meeting. V. STAFF ROLE Assigned staff member for the Town Administrator’s Office is responsible for proper notification of meeting, preparation and distribution of agenda, assembly of packet and taking minutes for all meetings. VI. ATTENDANCE Regular attendance by the members of the CFAB 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. VII. GENERAL PROVISIONS Recommendations for amendments to these bylaws may be adopted at any regular or special meeting of the CFAB by a majority of the membership of the CFAB provided that notice of such possible amendments is given to all members at least 5 days prior to the meeting at which action is to be taken. Any amendments shall be subject to approval by the Town Board. VIII. COMPLIANCE WITH TOWN POLICIES A. In addition to these bylaws, the CFAB shall operate in compliance with the adopted Town Board policy on Town Committees, Policy 102, as amended. The terms of this policy are incorporated into these bylaws by this reference. A copy of the policy, along with these bylaws, shall be provided to each member at the time of their appointment. B. Failure to comply with applicable Town policies may be grounds for an official reprimand or censure by the CFAB and/or a recommendation to the Town Board for removal. IX. CONFLICT OF INTEREST: All members of the CFAB are subject to the standards of conduct under the State of Colorado Code of Ethics, Sections 24-18-101 et seq., C.R.S., and Article XXIX of the Colorado Constitution (Amendment 41). At the time of introduction of an individual item on the CFAB agenda in which the member has a conflict of interest, the member shall state that he or she has a conflict of interest and then abstain from participating and voting on the matter. A member having a conflict of interest on any matter shall not attempt to influence other members of the CFAB at any time with regard to said matter. Adopted this ___ day of _______, 2021 ESTES PARK BOARD OF TRUSTEES By: ________________ Mayor APPROVED AS TO FORM: ____________________________ Town Attorney October 25, 2021 To:Town of Estes Park Board of Trustees From: Community and Family Advisory Board On October 11, 2021 the Community and Family Advisory Board (CFAB) unanimously approved three recommendations to the Town Board. Each recommendation is a result of long-term discussions and exploration by CFAB, and are being referred to the Town Board as top priorities for immediate action. You will note that each recommendation is focused on childcare, as CFAB has increasingly grappled with this issue, especially in light of the impacts of the COVID pandemic on working families and young children in our community. Currently, our community has only 2 licensed family childcare providers, reducing licensed infant and toddler slots to 4. CFAB urges Town Board to elevate access to childcare and the provision of childcare facilities to priority status, as a critical step toward attracting and retaining a viable workforce in Estes Park. Thank you for your consideration of the following recommendations. CFAB members are available to address questions and concerns at your request. Recommendation #1: Town Trustees shall direct Town Staff to develop policy that establishes a Childcare Reserve Fund within the Town Budget, as set as a goal in the current Strategic Plan. The fund shall have the ability to grow over time and may be utilized to increase childcare capacity and early education opportunities and shall be modeled after the existing Housing Reserve Fund. Recommendation #2: Town Trustees shall support the efforts of community partners by offering the services and expertise of Town Staff in the development of a comprehensive inventory of existing buildings, buildable spaces, and future development that could include a childcare component. Recommendation #3: Town Trustees shall direct Town Staff to engage in partnership with community-based organization (EVICS Family Resource Center) to explore the viability of Town owned property located at 179 Stanley Circle for use as a childcare/early education site. Respectfully submitted by: Laurie Dale Marshall, CFAB Chair Nancy Almond, CFAB Vice-Chair Town of Estes Park, Larimer County, Colorado, October 11, 2021 Minutes of a Regular meeting of the COMMUNITY AND FAMILY ADVISORY BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held Virtually in said Town of Estes Park on the 11th day of October, 2021. Committee: Chair Dale Marshall, Vice Chair Almond, Members Brown, Bryant, DeLorme, Douglas and Strom Attending: Chair Dale Marshall, Vice Chair Almond, Members Brown, Bryant, DeLorme, Douglas and Strom, Town Board Liaison Younglund, Assistant Town Administrator Damweber and Deputy Town Clerk Beers Absent: None Chair Dale Marshall called the meeting to order at 1:35 p.m. WELCOME NEW MEMBER. The Community and Family Advisory Board (CFAB) welcomed new member Patti Brown who provided an overview of her experience and background. PUBLIC COMMENT. Christy Crosser/Town of Estes Park Grant Specialist requested promotion and participation in Larimer County’s Child Safety Survey and would be sending information to staff for distribution to the CFAB. TRUSTEE AND STAFF LIAISON UPDATE. Liaison Younglund attended a ribbon cutting at the Trailblazer Broadband location and the Time Emporium Escape Rooms noting their family friendly challenge. She stated the 2022 Budget would be reviewed by the Town Board at the October 26, 2021 and November 9, 2021 meetings. Assistant Town Administrator Damweber stated a Town Board Study Session item has been scheduled for November 9, 2021 to discuss CFAB and the level of productivity, clarity and direction in directives from the Town Board. Chair Dale Marshall requested clarification on participation during the meeting and encouraged CFAB members to attend. Comprehensive Plan Engagement - Assistant Town Administrator Damweber presented the Estes Forward Comprehensive Plan Existing Conditions Snapshots produced by the CompPAC and plan consultant. He stated the plan focuses on land use and may contain elements which relate to the focus area of CFAB. The CompPAC would be holding additional engagement opportunities in November. More details related to the comprehensive plan are available at www.engageestes.org. 2021 Strategic Plan Check-In – An overview of the Strategic Plan objective was provided highlighting items which staff are currently working on related to workforce housing and childcare initiatives. The Town Board would be scheduling a Study Session to discuss a Town owned property with potential to be utilized as a childcare center. The proposed 2022 Budget incorporated Workforce Housing General Fund reserves which would be utilized to address workforce housing infrastructure at the Town owned Fish Hatchery property. 2022 Strategic Plan – Assistant Town Administrator Damweber reviewed the workforce housing and childcare related items in the 2022 Strategic Plan including: Negotiate development agreement with AmericaWest for Workforce Housing on the Fish Hatchery site; evaluate additional funding streams for the workforce housing reserve fund; participate in the County Strategic Plan childcare capacity team; and establish a reserve fund to fund investment in childcare. Discussion ensued regarding building height code DRAFT Community and Family Advisory Board – October 11, 2021 – Page 2 changes and how the building height changes in the code could help address needs related to childcare and locations for childcare centers. Vice Chair Almond questioned the appropriate times to provide input from the CFAB regarding strategic plan objectives which relate to the CFAB focus area. An overview of Base Funding and Community Initiative Funding was provided to the CFAB. Workforce Housing – Assistant Town Administrator Damweber would meet with the workforce housing consultant AmericaWest to discuss the Town owned Fish Hatchery property site and workforce housing development. He stated a grant application has been submitted to the Department of Local Affairs which could be applied towards a housing needs assessment. At the September 14, 2021 Town Board meeting staff were directed to pursue a fee study related to the nexus between residential short-term rentals and workforce housing. MEETING MINUTES DATED JUNE 3, 2021 AND SEPTEMBER 2, 2021. It was moved and seconded (Almond\Strom) to approved the minutes dated June 3, 2021 and September 2, 2021 and it passed unanimously. ADVOCACY AT TOWN BOARD MEETINGS. Chair Dale Marshall and Member Brown would provide public comment during the October 12, 2021 Town Board meeting to provide a brief overview of CFAB efforts. DISCUSSION OF DRAFTED RECOMMENDATIONS TO THE TOWN BOARD. Discussion ensued regarding CFAB recommendations and has been summarized: Whether the CFAB should identify and recommend a specific dollar amount for the Childcare Reserve Fund (CRF), based on a percentage of the known need in the community as identified in the Childcare Needs Assessment; how the Workforce Housing Reserve Fund amount was determined and if a similar method could be used for the CRF; would creating the CRF replace the annual $10,000 provided by the Town for childcare needs, and whether annual unallocated funds are rolled into the following year. It was moved and seconded (Brown/Almond) to bring forward recommendations presented by CFAB provided below in verbatim to the Town Board, and it passed unanimously: • Town Trustees shall direct Town Staff to develop policy that establishes a CRF within the Town Budget, as set as a goal in the current Strategic Plan, that has the ability to grow over time and may be utilized to increase childcare capacity and early education opportunities, and that shall be modeled after the existing Housing Reserve Fund. • Support the efforts of community partners by offering the services and expertise of Town Staff in the development of a comprehensive inventory of existing buildings, buildable spaces, and future development that could include a childcare component by offering the services and expertise of Town Staff. • Engage in partnership with community-based organization Estes Valley Investment in Childhood Success (EVICS) Family Resource Center) to explore the viability of Town owned property located at 179 Stanley Circle for use as a childcare/early education site. CFAB was in agreement to provide the Town Board a summary of the discussions related to defining the term family. There being no further business Chair Dale Marshall adjourned the meeting at 3:20 p.m. Bunny Victoria Beers, Deputy Town Clerk DRAFT Included below are the remaining recommendations for discussion at the Nov. 4 meeting. 1. Incorporate childcare consideration(s) within the Town's development process. Include information, a question, or check-box on Town Development Application that prompts developers to consider how childcare is connected to their development plan; how/if their development and those utilizing it will rely on childcare; and how their development plan might include an element; Possibly a check box on the development application. The following recommendation has been brought before the Town Trustees by community based nonprofit organization, EVICS Family Resource Center. CFAB may consider a recommendation in support of this. For discussion. 2. Establish the requirement/expectation that all applications for services of the Town or Town funded entities shall be provided in Spanish to ensure equitable access to all existing services. CFAB Focus Area: Ensure equitable access to all existing community services.