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HomeMy WebLinkAboutPACKET Transportation Advisory Board 2021-8-18 Transportation Advisory Board Agenda Current Members: Belle Morris (03/31/23) August 18, 2021 Lawrence Gamble (03/31/23) Gordon Slack (03/31/24) 12:00 PM – 2:00 PM Vacant (03/31/24) Tom Street (03/31/22) Room 202 Ann Finley (03/31/23) Linda Hanick (03/31/22) Estes Park Town Hall Scott Moulton (03/31/22) Vacant (03/31/24) 170 MacGregor Ave. 12:00 – 12:05 Public Comment Chair Belle Morris 12:05 – 12:10 Approval of June & July Minutes Chair Belle Morris 12:15 – 12:45 Bylaw Template & Policy 102 Discussion Chair Belle Morris Public Works Director Greg Muhonen 12:45 – 1:15 Parking & Transit Updates Parking & Transit Mgr. Vanessa Solesbee The Car Park GM, Matt Eisenberg 1:15 – 1:30 Engineering Updates Engineering Mgr. David Hook 1:30 – 1:45 Project /Administration Updates Public Works Director Greg Muhonen 1:45 – 2:00 Other Business Adjourn Carlie Bangs, Town Board Trustee Liaison Greg Muhonen, Estes Park Public Works Staff Liaison Town of Estes Park, Larimer County, Colorado, July 21, 2021 Minutes of a Regular meeting of the Transportation Advisory Board of the Town of Estes Park, Larimer County, Colorado. Meeting held virtually on the 21st day of July 2021. Committee: Belle Morris, Tom Street, Ann Finley, Larry Gamble, Linda Hanick, Scott Moulton, Gordon Slack Attending: Belle Morris, Tom Street, Ann Finley, Larry Gamble, Scott Moulton, Public Works Director Greg Muhonen , Engineering Mgr. David Hook, Parking & Transit Mgr. Vanessa Solesbee, The Car Park Matt Eisenberg, Town Board Trustee Carlie Bangs, Project Manager Ryan Barr Absent: Linda Hanick, Gordon Slack, Ann Finley Chair Morris called the meeting to order at 12:06 p.m. PUBLIC COMMENT No electronic submissions of public comment were received prior to the deadline and no public was in attendance. Member Scott Moulton informed the TAB that he would need to leave the meeting at 1:00 p.m. A quorum wasn’t present at today’s meeting therefore there no votes would occur. Those items requiring a vote will be deferred to the August meeting. APPROVAL OF MINUTES The meeting minute approval was deferred to the August meeting due to lack of quorum. DOWNTOWN ESTES LOOP (DEL) 95% PLANS (Public Works Director Greg Muhonen) Muhonen sent files to the TAB prior to the meeting. While it isn’t reasonable to walk through all design documents at the meeting, Muhonen hopes the members were able to perform their review and bring to the meeting any errors or omissions found so he’s able to pass the information along to the design team. It was made clear that this is not the time in the process for changes as that occurred long before the 95% design, but if something was missed from the earlier discussions it should be corrected. Gamble conducted a thorough review of the design documents and wanted to mention a few things. Gamble stated that in the section showing eastbound Moraine Ave. approaching the new roundabout, that the pavement markings show a left turn as though you’re making a left onto Moraine which is not the intent. Gamble also wanted to confirm that there will no longer be an access to Picadilly Square off Riverside Drive, which was confirmed by Muhonen. Eastbound on Riverside Dr. approaching Elkhorn Ave. shows that set back from intersection there is a sign that reflecting three lanes (turn right for two lanes, turn left on one). He stated the drawings reflect a 4-lane and suggested the sign may need upgraded. He stated he just wants to eliminate any confusion. Muhonen stated that due to the sign’s placement it may not be an issue but will note the issue and pass it along. Gamble stated that the plans show removal of pedestrian crossing signs on Moraine Ave. at Wiest Dr. and asked if the pedestrian crossing itself is being removed. Muhonen stated that it will remain and be refreshed. Gamble asked that the drawings be revisited at that location and believes the treatment should be identical to the treatment at Rockwell St. Gamble also wanted to advocate for another rapid flashing beacon in Transportation Advisory Board – July 21, 2021 – Page 2 advance of the curve on Moraine Ave. Muhonen indicated the team may be installing a mast arm, and if so, there would be no need for an added pedestrian crossing warning sign, to which Gamble agreed. Muhonen indicated that the DEL Project Manager is unsatisfied with the detailing in the existing 95% plans and suggested an updated set would be forthcoming. Member Moulton asked how the transition from bike path to bike trail would be handled when heading south on Moraine Ave. Muhonen stated it would be a soft transition with potential for one-inch lip. Muhonen shared that construction is still anticipated for next year. Although FEMA identified half a dozen things needing addressed in CLOMR there doesn’t appear to be anything that should impact the schedule. GRAVES AVE. 30% DESIGN DOCUMENTS (Manager Ryan Barr) Manager Barr thanked the group for their input at the May TAB meeting, and for the suggestion to hold in-person public meetings, as many good suggestions were received. Based on the conceptual design open house survey results, the majority of individuals showed support for Option #1, which includes installation of a sidewalk on the north side of Graves Ave. connecting to the existing sidewalk. However, there were also many survey responses, comments, and discussions about the benefit and need to include a path on the south side of Graves as well, while potentially maintaining all existing parking spaces. Public Works prepared a sketch of the proposed design to guide the consultant, and the design includes a 5’ sidewalk on the north side of Graves and a 10’ wide multiuse path on the south side, while narrowing lane widths and maintaining on - street parking. As much as possible, this project will re-use existing sidewalks within the plan for cost-effectiveness. Barr shared a full rendering including both Phase 1 and Phase 2 work combined. Due to the cost estimates received, a phased approach is necessary. In Phase 1 the northern sidewalk will be constructed and will connect to the existing sidewalk. Phase 1 will also include the Brodie Avenue trail extension which will provide connectivity to the School District sidewalk. In Phase 2 the south sidewalk will be added. In order to optimize existing grant funding, the team is looking at Phase 2 items that may be included in the Phase 1 work timeframe and scope. Barr stated that the work will require an easement but believes it to be achievable. The Graves Ave. roadway width will be decreased with this work, narrowing the travel lanes which will act as a form of traffic calming. Barr shared, via screenshare, a visual of how the lanes would change. Barr shared that the consultant website is available to provide feedback, but TAB members are welcome to email him as well. He then opened the topic for questions. Chair Morris stated that there was a social trail on the north side of Graves Ave. connecting to the area apartments (east of cluster boxes) and asked if the new retaining wall would be in place of that trail. Barr stated the retaining wall should not impact the trail and will ensure that with the consultants. Member Gamble indicated his disagreement with the cluster boxes being located on sidewalk and asked if the sidewalk could be installed behind the cluster boxes for safety reasons and understands there is a 5’ utility easement. Barr stated that he had the consultant look into it and it would require a very large retaining wall and acquisition of an easement. All Phase 1 work, which this is in, was for work that could be done without the need to acquire easements. It will remain as is for the time being. Transportation Advisory Board – July 21, 2021 – Page 3 Member Moulton asked if the sidewalk, as it reaches S. Saint Vrain, would be ramped. Barr stated the it appears that way in the drawing but added that the Town is not interested in adding curb and gutter within the state highway. Morris asked why there was no paved extension from Brodie Ave. to the school. Barr stated that due to the steep grade, the expense increased significantly as it would require switchbacks, retaining walls, rails, etc. Barr has discussed additional options with the school and they’ve settled on a location with 6’ sidewalk – requiring a revisit of retaining walls. While the addition seems small scale it goes a long way in getting the children safely to school. Barr stated there would be a review and comment period for the 30% design beginning next week and lasting for two weeks. Once the consultant receives and compiles all comments, updated plan sets will be provided to include drainage design and environmental surveys. The next round of public comments will be at the 90% design completion point, anticipated in September. At that time Barr will bring the design back to the TAB and will make it available to the public. At that point, comment will be only to identify fatal flaws and not to collect requested changes. Morris asked about whether the signage for the improvements will indicate that it is a multiuse trail with aggressive markings. Barr indicated signage will be ironed out as they approach 90% design completion. Barr has spoken to CDOT and are referencing the Trails Master Plan. BYLAW TEMPLATE & POLICY 102 DISCUSSION (Chair Belle Morris) Due to the lack of quorum, this discussion will be moved to the August TAB meeting agenda. PARKING & TRANSIT UPDATES (Parking & Transit Mgr. Vanessa Solesbee, The Car Park Mgr. Matt Eisenberg) Parking: Manager Eisenberg shared an update regarding the tracked Key Performance Indicators. A mid-year updated on the paid parking season will occur at a Town Board Study Session on August 10, 2021. While keeping the presentation brief and concise, the update is intended to remind the Trustees of the program goals and measurable performance. Additionally, the update will provide what we’ve learned related to signage, internet connectivity, payments over the network, and staffing. Eisenberg, working with the Chamber of Commerce, has been going door-to-door to each downtown business. The Farmers Market will be another venue used to solicit feedback. Eisenberg stated that the end of year data will be brought back to the TAB prior to presenting to the Town Board. Solesbee asked Chair Morris if it was permissible to send email to TAB members sharing opportunities for participation in outreach efforts, and Morris agreed. Morris then requested the Town rename the parking structure from ‘Badger’ to something more pleasant. Solesbee will note the request and consider. Eisenberg reminded the TAB that the Key Performance Indicator (KPI) Report is published on the Town’s webpage at www.estes.org/paidparking and proceeded to review the data with the group. He indicated that according to the data, the free lots are, on average, much fuller than in years prior: Davis lot, Performance Park lot, MacGregor Ave. on-street, and averaged over 50% occupancy in parking structure. Eisenberg then went over the revenue figures. He stated that in June, the revenue was approximately $174,000 averaging $8.62 per space per day. He went on to state that, related to parking space turnover, most people are not staying in a space for over two hours. Over 3,000 Residential 30-Min. Parking Permits have been provided this year, and over 470 Employee Convenience Permits were sold. Transportation Advisory Board – July 21, 2021 – Page 4 Eisenberg will dig further into the data to provide the percentage of total permit holders that have used their permit. Director Muhonen and Chair Morris agreed it would be interesting to see those figures. Vice Chair Street asked how to answer questions regarding peak occupancy difference s between 2019 and 2021 when the peak remains the same, and it is claimed that driver behavior is changing. Eisenberg discussed how it can be shown with the different datapoints contained in the KPI Reports. Solesbee reminded the group that a primary goal of the paid parking program is to churn the spaces, which is occurri ng based on the data and traffic analysis. Transit: Solesbee stated that the trolley began service on Memorial Day and they’ve since seen a steady return to transit. There were a total of 8,800 riders in the last week of May and the month of June and on July 4th there were approximately 4,000 visitors. The Town has been more proactive this year related to transit awareness, providing brochures at any and all locations in town. The new electric trolley has been running longer this season, but not yet the full 12 hours. The second electric trolley will not arrive this transit season but it anticipated to arrive in time for the 2022 season. Hometown Trolley will provide the Town with a standard trolley to fulfill the need for the 2021 season. Solesbee shared that new lines of communication have been established with the YMCA of the Rockies allowing an opportunity to revisit transit service to that location. Other lodging facilities are also incredibly interested in transit connectivity. The discussions occurring are at a high level at this point. Solesbee asked the TAB if there is interest in being involved with future transit route discussions, which Morris confirmed. Solesbee will also bring the Shuttle Committee to a future TAB meeting for this discussion as well. CDOT’s Bustang lauched Saturday, July 3. There have been a wide variety of users: 50% going to Rocky Mountain National Park (RMNP), and 50% coming to visit Estes Park. CDOT sees the increase in ridership and is already discussing next year’s service. Once CDOT’s ridership numbers are available, Solesbee will share with the TAB. Following shows the variety of different grant agreements assisting with the Town’s transit program: Transportation Advisory Board – July 21, 2021 – Page 5 ENGINEERING UPDATES (Engineering Mgr. David Hook) Manager Hook provided project updates since the last meeting. Capital Project(s): Parking Wayfinding: Phase 1 (destination signage) is now limited to a short punch list. Phase 2 (directional signage) is complete. The most significant unfinished item is the new mast arm signs. There will be no lane closures during the summer traffic, deferring work to October 2021. Development Review: The Stanley Carriage House Restaurant is now open for business. The technical review committee required additional pedestrian facilities be installed. There will now be a new sidewalk from Steamer Dr. to the main parking lot in front of the building. A related sidewalk on the west side of the facility’s swimming pool, is now being deferred. The developer made a proposal to combine that sidewalk in a larger analysis considering historical significance and ensuring identified areas are left undisturbed. There will be future conversations regarding a “Grand Lawn”. Manager Barr provided updates on the projects he’s actively involved with: Fall River Trail Improvements: Barr said a portion of the 2020 project scope had carried over and was primarily located in RMNP. This has been completed and the Town is working toward closeout. For 2021, there are two associated projects. One is the Colorado the Beautiful grant portion which will continue the trail along Fish Hatchery Rd. The design documents for this portion have been received and the cost estimate came up short of expected. Barr is adding work to the scope in order to maximize grant dollars. The second project is CDOT’s Transportation Alternatives Program (TAP) / Multimodal Options Fund (MMOF) grant-supported project which, from the current trail work endpoint, works the other direction and to the north. A Design Scoping Review meeting with CDOT was held two weeks ago and flushed out good details. The consultant was present to gather information for the requirements of their final design effort. Barr is currently working to schedule work alongside RMNP entrance station work beginning next year. That will take advantage of the lower volume of traffic as a lane closure will be necessary. 2021 Street Improvement Program (STIP): Crack seal work was completed in May, chip seal work was completed last week, and currently taking place is the striping and thermoplastic work. Overlay and patching work will begin in August and will involve patching and repaving some local roads. In addition to those roads, Performance Park parking lot will be repaved but will not begin until October after Elkfest. Member Gamble observed that with the recent chip seal work, there are chips being left on other roadways and asked if part of the contract addresses cleanup. Barr stated that cleanup is part of the contract and he would speak with contractor to address this concern. PROJECT / ADMINISTRATION UPDATES (Public Works Director Greg Muhonen) Director Muhonen encouraged TAB members to take a b icycle ride along the newly striped US 34 trail. All side streets now have crossbar and markings. The Town also installed parallel edge lines to delineate the parking lot from the trail. There doesn’t seem to be an issue with cars parking across the trail any longer. All was done in an effort to protect the trail users and define both a bicycle and pedestrian space. Muhonen stated that with the rollout of paid parking, internal discussions are occurring regarding traffic congestion reduction. In 2015 intersection counts and data analysis was performed as a result of consideration of the Barnes Dance. Adverse impact was documented as a result of taking green time from vehicles and giving it to pedestrians. During the same timeframe in 2016, a follow-up study occurred and the same study has occurred again in 2021. The analysis includes pedestrian counts, vehicular counts, and travel time. A simple summary is that intersection counts have gone up, pedestrian counts have gone up and travel time went down in 2021. There could be a variety of reasons for this notable change. Public Works concludes that paid parking did not make it slower to drive through downtown, and would argue that it makes traffic move faster Transportation Advisory Board – July 21, 2021 – Page 6 going through downtown. Member Gamble stated it would be very interesting to look at the data alongside the entrance station statistics with their reservation system this year. Gamble will reach out to RMNP to request entrance station data. OTHER BUSINESS (Chair, Belle Morris) There being no further business, Chair Morris adjourned the meeting at 2:06 p.m. Megan Van Hoozer, Recording Secretary Transportation Advisory Board BYLAWS [Adopted 08 2021] I. ROLE The mission of the Town of Estes Park Transportation Advisory Board (TAB) is to advise the Town Board of Trustees and the Public Works staff on: A. Local and Regional Comprehensive Transportation Planning Policies that protect air quality, diminish congestion, and enhance the safety and quality of life for the citizens, businesses, and visitors to the Estes Valley, including but not limited to pedestrian, bicycle, automobile, and transit modes. B. Maintenance, Operation, and Expansion Programs for all modes of the Town’s transportation system C. Transportation Capital Projects to ensure the Town’s transportation goals and policies for roads, trails, parking, signage, and transit are implemented. TAB in the remainder of this document will refer to the Transportation Advisory Board. Chair in the remainder of this document will refer to the Chair of the Transportation Advisory Board. II. MEETINGS A. Regular Meetings. Shall be held at least one time per month, with additional meetings scheduled as needed. Regular meetings shall occur at 12:00 p.m. on the third Wednesday 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 Public Works Director. Notice of at least three (3) calendar days shall be given to each member of the TAB. 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 Public Works Director 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 TAB may be cancelled or rescheduled upon determination by the Chair. Any cancelled meeting requires notification to the Public Works Director 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 TAB may overturn a parliamentary determination of the Chair by majority vote. Robert’s Rules of Order may be considered as a parliamentary guide. E. Open Meetings. All meetings and action of the TAB 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 Public Works Department 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 TAB. 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 Transportation Advisory Board shall consist of nine (9) members. Members must reside within the Estes Park R3 School District and meet the requirements of the TAB Job Description. Appointments of members shall be made by the Town Board in accordance with Policy 102. B. Terms. Members shall be appointed to a three 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 March 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 Transportation Advisory Board 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. [i.e. a nine member appointed board with two vacancies would require four members to be present to establish a quorum.] E. Action. Any action by the TAB 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 TAB, who shall receive copies of all notices, documents, and records of proceedings of the TAB which any member would also receive. IV. OFFICERS A. Officers. The Transportation Advisory Board officers shall include a Chair and a Vice Chair, as selected by the TAB. 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 TAB. 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 TAB for submission to the Town Board or town departments 6. Represent the TAB 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 TAB, 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 TAB may elect a voting member to serve as Chair for the duration of that meeting. V. STAFF ROLE Assigned staff member for the Public Works Department 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 TAB 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 TAB by a majority of the membership of the TAB 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 TAB 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 TAB and/or a recommendation to the Town Board for removal. IX. CONFLICT OF INTEREST: All members of the TAB 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 TAB 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 matte r shall not attempt to influence other members of the TAB 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 Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 1 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 1 of 15 Effective Period: Until Superseded Review Schedule: Annual - January Effective Date: October 24th, 2018 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD GOVERNANCE POLICIES 102 Town Committees 1. PURPOSE To establish a uniform Policy and Procedure process for Town of Estes Park committees and to provide reference for cross training and training new personnel. 2. SCOPE This Policy and Procedure applies to all Town citizen volunteer boards, commissions and task forces, herein collectively referred to as “committees” and the appropriate staff who support the functions of these entities. This Policy and Procedure does not apply to internal staff committees, committees not appointed by the Town Board or outside independent committees. 3. RESPONSIBILITY The Town Administrator and Town staff shall be responsible for the implementation of this Policy and Procedure. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 2 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 2 of 15 TABLE OF CONTENTS 1. PURPOSE ........................................................................................................................................................................ 1 2. SCOPE .............................................................................................................................................................................. 1 3. RESPONSIBILITY .......................................................................................................................................................... 1 4. PROCEDURE ................................................................................................................................................................ 43 a. Definitions ............................................................................................................................................................... 43 i. Committee Types ................................................................................................................................................................ 43 ii. Town Board Liaison .......................................................................................................................................................... 54 iii. Staff Liaison ........................................................................................................................................................................ 64 b. Terms ........................................................................................................................................................................ 65 c. Recruitment ............................................................................................................................................................ 65 i. Recruitment ........................................................................................................................................................................... 65 ii. Applications ......................................................................................................................................................................... 65 iii. Eligibility .............................................................................................................................................................................. 75 d. Selection Process .................................................................................................................................................. 76 e. Notification ............................................................................................................................................................. 87 f. Vacancies .................................................................................................................................................................. 87 g. Committee Alternatives ..................................................................................................................................... 87 h. Staff Support .......................................................................................................................................................... 87 i. Trustees Liaison ..................................................................................................................................................... 98 j. Orientation and Training .................................................................................................................................... 98 k. Bylaws ................................................................................................................................................................... 108 l. Recognition ........................................................................................................................................................... 108 m. Ownership of Intellectual Property .......................................................................................................... 109 n. Open Meetings .................................................................................................................................................... 119 o. Decision Making ................................................................................................................................................. 119 p. Compensation and Reimbursement ........................................................................................................ 1110 i. Compensation ................................................................................................................................................................. 1110 Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 3 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 3 of 15 ii. Mileage ............................................................................................................................................................................. 1110 iii. Meals................................................................................................................................................................................ 1110 iv. Expenses......................................................................................................................................................................... 1210 q. Insurance Coverage ....................................................................................................................................... 1210 r. Conflict of Interest .......................................................................................................................................... 1311 s. Gifts ...................................................................................................................................................................... 1311 t. Minutes ............................................................................................................................................................... 1411 u. Agendas .............................................................................................................................................................. 1411 v. Waivers .............................................................................................................................................................. 1411 Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 4 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 4 of 15 4. PROCEDURE NOTE: In instances where federal or state regulations and laws differ from this policy/procedure, the federal and state laws and regulations will be followed. a. Definitions i. Committee Types Committees serve many different roles within the Town. It is important that staff and committee members fully understand the role of each committee and the authority and responsibility for the committee and its members. To help define these roles, each committee will be designated as to type, as defined below: (1) Advisory Committees An advisory committee serves a forum of citizens to advise and assist the Town Board and/or a requesting Town department, providing them with technical and non-technical advice on issues. Advisory committees are not authorized to make decisions on behalf of the Town. The Town Board will consider the input of advisory committees, as well as other community members, in making decisions on issues. The Town Board may or may not take action that is in agreement with the advice of a Town advisory committee. Advisory committees may not speak for the Town or take independent positions on issues with the public or the press. Its purpose is to advise the Town Board or the requesting department only. Constituent Advisory Committee: This type of advisory committee is used as a polling type committee used to develop a sampling of community reaction and opinion on an issue or program(s). The membership on this type of committee should be broad based and accurately reflect the total diversity of the larger public. Example: The Transportation Advisory Board Content – Advice-giving Committee: This type of advisory committee is created to give advice to the Town Board or appropriate department to aid with decision making processes. Varied interests and opinions are encouraged, and the advisory committee may be asked to develop specific proposals and products for Town Board or department consideration. Membership is selected to encourage a wide variety of input from respected individuals from the community with specialized expertise. This advisory committee may or may not be a demographic reflection of the community as a whole. Example – The Parks Advisory Board Working Group: This type of advisory committee may reflect both the content or advisory type of committee, but is further charged with implementation of a project or program. Example – The Police Auxiliary Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 5 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 5 of 15 (2) Quasi-judicial Committees Some committees and commissions are defined in state statute and have certain statutory responsibilities and authorities, as designated by statute. Often these committees have the authority to hold formal hearings, accept testimony, and make decisions which have some level of legal standing. These decisions may or may not be subject to review by the Town Board. Members of these committees must be cognizant of protecting the unbiased quasi-judicial nature of the committee and its formal hearings. Activities of these committees are limited to those authorities granted in statute or specifically by the Town Board. Example – The Planning Commission (3) Decision-Making Committees Decision-making committees are bodies that either statutorily or as granted by the Town Board have authority to make decisions which may include some of the following: approving citizen requests and applications, allocating resources, hiring or firing employees or adopting regulations. The specific authority of each decision-making committee is defined in statute or in the bylaws as approved by the Town Board. Examples – The Board of Adjustment, Board of Appeals (4) Ad-Hoc Task Forces Task forces are special ad-hoc panels created by the Town Board for a specific project or task. Task forces are limited in duration and are not ongoing entities. The responsibilities of the task force shall be designated by resolution by the Town Board at the time the Town Board authorizes the formation of the task force. The Town Board will consider the input of task forces, as well as other community members, in making decisions on issues. The Town Board may or may not take action that is in agreement with the advice of a Town task force. Task forces may not speak for the Town, and are to advise the Town Board or the appropriate department only, and are not to take independent positions on issues with the public or the press. Examples – Bond Park Committee, Transportation Visioning Committee (5) Outside and Independent Committees These are committees that may or may not be appointed wholly or partially by the Town Board, but are independent autonomous committees, often serving a governance role for another entity. This includes, but is not limited to the Estes Valley Library Board, the Local Marketing District, the Estes Park Housing Authority, and Western Heritage Inc. ii. Town Board Liaison The Town Trustee assigned to the committee pursuant to Governing Policy 1.7. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 6 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 6 of 15 iii. Staff Liaison A staff position responsible for the coordination and communication with the assigned committee and the day-to-day support for the committee. b. Terms The term for committee membership shall be defined in the bylaws of each committee. Terms for outside committees are the responsibility of the specific committee and not the Town of Estes Park. Terms for all committee members will be staggered with the exception of ad-hoc or temporary committees, which may have a finite sunset. Mid-term appointments to positions that become vacant may be made at any time or may be postponed to the regular term period, at the discretion of the Town Board. Unless otherwise specified by statute, members of a committee serve at the pleasure of the Town Board, have no property interest or entitlement in their membership or office and may be removed at any time for any reason by the Town Board. c. Recruitment The Town Clerk will publicize and advertise committee vacancies each year, and on an as-needed basis throughout the year, utilizing paid advertising, press releases to electronic and print media, the Town website, and other produced materials that might engage interested residents. Applications shall be available on the Town website and the Town Clerk’s office, at Town Hall and at the Estes Valley Library. i. Recruitment Current committee members are encouraged to help recruit potential committee members, especially when specific targeted populations or expertise is required. Staff and Trustees may encourage individuals to apply for any open committee position, however they must be clear that the authority to appoint to a committee is solely the responsibility of the Board of Trustees, and there is no implied promise or guarantee of appointment. ii. Applications All citizens interested in serving on a committee shall complete an official Town Committee application. These applications will be available from the Town Clerk’s office and on the Town website. Applications must be returned by the deadline to the Town Clerk’s office. Online applications are accepted from the Town website. Citizens may apply for up to three committees at a time. When applying for more than one committee, applicants should prioritize their requests on the committee application form. Commented [JW1]: This statement does not seem necessary as the Clerk’s office has never experienced a community member applying for multiple open committee positions. Propose removing. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 7 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 7 of 15 iii. Eligibility Eligibility for any committee shall be defined in the bylaws of each committee. However, except by special circumstance as approved by the Town Board, all members of any Town committee shall be residents of the Town of Estes Park. No individual who is currently serving a sentence after being convicted of a felony may serve on any Town boardcommittee. Due to the time commitment involved, and to allow as many citizens the chance to participate in Town committees, serving on more than one Town committee at a time is discouraged. However, the Town Board reserves the right to appoint individuals to multiple committees when, in the opinion of the Town Board, it is in the best interest of the Town. d. Selection Process The Town Board will seek the most qualified diverse applicants with applicable special interest and expertise. In general, only the Town Board will select appointments to a Town committee. Existing committee members may assist with the recruitment of new members, but should not screen, interview or make recommendations for appointments, unless specifically requested to do so by the Town Board. Selection to the committees will be carried out as follows: 1. The Town Board or its designee(s) will review the applications. 2. The Trustees or their designee(s) may screen applicants to select a pool for interviewing. 3. The Trustees or their designee may conduct reference checks or background checks on applicants when, in the opinion of the Town Board or its designee(s), it is in the best interest of the citizens of the Town of Estes Park. No such checks will be completed without the informed consent of the applicant. 4. Applicants for all committees will be interviewed by the Town Board, or its designees. Any designees will be appointed by the full Town Board. a. Personal interviews shall be conducted prior to any appointment to a Town committee, unless specifically waived by the Town Board, or as excepted below. b. Prior to candidate interviews, the Town Board or its designee(s) assigned to conduct the interviews shall develop selection and evaluation criteria for review of the candidates. 5. The Trustees may request assistance from the staff liaison and other committee members. 6. Recommendations from the interview team will be made to the Town Board, which will make the appointment(s). Formatted: Space After: 6 pt Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 8 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 8 of 15 Incumbent committee members who are eligible for reappointment will be contacted by the Town Clerk’s office or the staff liaison to assess their interest in being reappointed. Members who desire reappointment will be considered along with all other applicants. Incumbents may be interviewed by the Town Board or its designee, at the discretion of the Town Board. By agreeing to serve on a Town committee, the member agrees to abide by this policy of the Town Board. Any committee member who violates the terms of this Policy and Procedure or the bylaws of the committee may be asked to resign or be removed from the committee by the Town Board. e. Notification The Town Clerk’s office will notify applicants of scheduled interviews. The Town Clerk’s office will promptly notify applicants and incumbents requesting reappointment, of appointments and the status of their applications. f. Vacancies The Town Clerk’s office will keep all applications on file for one year. If vacancies occur during the year, the position may be filled from the current list of applicants using the selection process delineated or through advertising for interested volunteers. For difficult to recruit committees, applications may be kept on file for two years. Resignations from any committee should be addressed in writing to the Town Board or Town Administrator. g. Committee Alternatives No Town committee will have members designated as alternates. All members, other than those designated as ex-officio or associate, shall have full membership and voting privileges on all Town committees. Where federal or state laws or municipal ordinances require alternates Section 102.3.7.1 is waived. Alternate/non-voting members who wish to become regular members must complete an application for the appropriate committee. h. Staff Support Staff support is available to committees through the staff liaison assigned to support each committee. It is the responsibility of the Town Board, in coordination with the staff liaison to provide the necessary budget and other resources for any committee to perform its assigned duties. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 9 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 9 of 15 It is the responsibility of the staff liaison to ensure the committee has adequate and reasonable staff support within budgeted resources. Staff support and staff liaisons will not be members of the committee to which they are assigned. It is the responsibility of the staff liaison to make requests for the Trustees' liaison to attend assigned committee meetings through the Town Clerk. i. Trustees Liaison Individual Trustees may be assigned as liaisons to a committee by the Town Board. The role of the Trustee liaison is: • To serve as the primary two-way communication channel between the Town Board and the committee. • If so designated by the Town Board, to review applications, interview candidates and make recommendations to the Town Board for approval. • Serve as the primary Town Board contact with the committee. • Attend assigned committee meetings when requested or whenever appropriate, in the opinion of the Trustee liaison. Trustee liaisons are not expected to attend every meeting of the committee. • Any Trustee may attend the meeting of any committee; however, they should notify the official Town Board liaison in advance of attending. This notification will allow the liaison to know when a quorum of the Town Board may be attending the committee meeting and to notify the Town Clerk so the appropriate public notifications can be made, in compliance with the Colorado Open Meetings Act. • The liaison is not a member of the committee and when in attendance at a committee meeting, shall be there as an observer for the Town Board. Participation in committee discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board. j. Orientation and Training Staff liaisons should provide new committee members with pertinent materials that will assist new members in becoming fully functioning members of the committee, including a copy of the bylaws and a copy of this policy. Staff liaisons should clearly inform all new members of the role of the committee and the responsibilities and authority of the committee. Established committee members are encouraged to share their experience and knowledge with new members. New members are encouraged to attend meetings before their term begins. All new committee members shall receive and acknowledge the receipt of the Town of Estes Park Volunteer Manual. Formatted: Space After: 6 pt Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 10 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 10 of 15 k. Bylaws Each committee shall adopt recommend bylaws that are consistent with these policies for final adoption by the Town Board. A copy of the bylaws shall be sent to the Clerk’s office prior to adoption, for staff and Town Board review. This Policy and Procedure shall be incorporated, by reference, into the bylaws of all Town committees, The bylaws shall include a description of the objectives and duties or tasks of the committee, as set by the Town Board or the appropriate department. l. Position Descriptions All volunteers must operate under a position description that details the functions the volunteer is authorized to undertake. Position descriptions are available from each staff liaison and should be reviewed annually. l.m. Recognition The Town Board shall recognize the Town’s volunteers annually, in a manner determined by the Town Board. The Town Board will send a letter of appreciation to all outgoing committee members in good standing. n. Information Technology Volunteer access to the Town’s computing facilities must be approved by the Department Director and I.T. Manager. All volunteers that have authorized access to the Town’s computing facilities, including the network, are required to abide by the provisions of the Information Technology Acceptable Use Policy (Policy 981). A copy of this policy will be provided by the appropriate Volunteer Coordinator to volunteers authorized to access the Town’s computing facilities. m.o. Ownership of Intellectual Property Any documents, articles, reports or correspondence, recommendations or other products produced by a Town committee shall be the sole property of the Town of Estes Park. No committee or member of a committee may copyright or in any other way take ownership for any documents, articles, recommendations or other products produced as a function of the Town committee. All documents and correspondence produced as part of the regular business of any committee shall be subject to the same open records policies applicable to all Town documents and correspondence. Formatted: Indent: Left: 0" Formatted: Indent: Left: 0.75", Tab stops: 0.75", Left Formatted: Indent: Left: 0.75", No bullets or numbering Commented [JW2]: This needs some discussion by ELT before presenting to the Town Board. Want to ensure we are sending a consistent message to all committees and the Board. Formatted: Indent: Left: 0.75", No bullets or numbering Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 11 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 11 of 15 All documents and publications of any Town committee must be clearly identified as belonging to or originating from the Town of Estes Park. n.p. Open Meetings All meetings and actions of any committee shall be in full compliance with state statutes governing open meetings. It is the responsibility of the staff liaison to be familiar with these statutes and regulations. o.q. Decision Making Any actions, recommendations or discussions of any committee shall be limited to the defined objectives role of the body as described in the approved bylaws. A common point of misunderstanding with committees and citizens is the role of the committee in decision- making and the type of decision- making to be employed by the committee for a particular issue. The Town Board realizes that not one method of decision- making fits all situations; however, it is important that the type of decision be declared early in the process of public discourse. The type of decision process is dependent on the issue involved, the time frame available and the amount of public participation desired. It is the responsibility of the staff liaison to assist the committee in its decision-making process and to train new and existing members in the appropriate responsibilities and authorities of the committee and its members. Staff liaisons are not to exert undue influence during the decision-making process, but only to keep the decision- making of the committee in agreement with the objectives set by the Town Board. p.r. Compensation and Reimbursement i. Compensation Citizens who serve on Town committees do so as volunteers. There will be no financial compensation or reimbursement of expenses, except as noted below, for any volunteers on any committee. ii. Mileage Committee members may request reimbursement for mileage to attend any committee function if the member must travel greater than 10 miles from their residence. Mileage will be reimbursed at the rate currently adopted for Town travel by the Town Board. The staff liaison is responsible for approving mileage reimbursements for committees within the budget provided by the Town Board. iii. Meals Meals may be provided by the Town as part of regular meetings of the committee, as budgeted. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 12 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 12 of 15 iv. Expenses Members of committees may be reimbursed for out-of-pocket costs associated with the business of the committee provided the expenditures have been previously budgeted by the Town Board and authorized in advance by the assigned staff liaison or Town Administrator. (For example, office supplies, copies, printing, etc.) Other expenses may be reimbursed if, in the judgment of the staff liaison, such reimbursement is in the best interest of the Town. q.s. Insurance Coverage i. General Liability General liability (liability other than automotive) is provided to all volunteers operating under the direction of the Town and operating within the scope of their volunteer duties as set forth in the Position Description. ii. Automobile Insurance Both physical damage and legal liability for bodily injury or death is covered for all volunteers driving Town vehicles and equipment under the direction of the Town and operating within the scope of their volunteer duties as set forth in the Position Description (subject to coverage limits pursuant to the Town’s coverage). iii. Volunteer Accident Medical Plan (VAMP) The Town is committed to providing a healthy and safe working environment for its volunteers. Volunteers will be informed as to the known potential hazards of any volunteer activities in which they are asked to participate. If a volunteer suffers an injury while performing a volunteer activity, the Town will not be liable for medical coverage. The Town does offer a Volunteer Accident Medical Plan to volunteers working under the supervision of the Town and within the scope of their Position Description. This coverage is provided through the Colorado Intergovernmental Risk Sharing Agency and is subject to change or termination at the sole discretion of the Town. If a volunteer feels that this coverage is not sufficient, they can choose to provide excess coverage at their own expense through a private medical plan. iv. Workers Compensation Volunteers are not covered by the Town’s workers’ compensation coverage. v. Personal Property Property insurance is not provided to any personal property of the volunteer. General liability (liability other than auto, including general, law enforcement and professional) is provided to all volunteers. Volunteers are not covered by the Town’s workers’ compensation coverage. Any injuries incurred while volunteering is the responsibility of the individual volunteer. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 13 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 13 of 15 Specific to automobile insurance, both physical damage and legal liability for bodily injury or death is covered for all volunteers driving town vehicles, subject to coverage limits pursuant to the Town’s coverage. In addition, liability is covered for all volunteers driving their personal vehicles on Town business; however the following claims are excluded from coverage. • Bodily injury or death to passengers (including friends and family) who are not on official town business. • Physical damage to non-Town owned vehicles used on Town business. Property insurance is not provided to any personal property of the volunteer. r.t. Conflict of Interest A conflict of interest occurs when a person’s private, personal relationships or interests conflict so that an independent observer may reasonably question whether the person’s actions or decisions are determined by personal benefit, gain, or advantage. 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. A member of any committee who has a personal or private 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. u. Code of Conduct Volunteers will conduct themselves in a manner which reflects favorably on the Town at all times. All volunteers must exhibit a high degree of personal integrity and ethical behavior, respect the rights and feelings of others, and refrain from any behavior that might be harmful to themselves or the Town, or that might be viewed unfavorably by the public at large. Volunteers must adhere to the Town’s Code of Conduct, as codified in Policy 307. Although it is impossible to predict every possible type of volunteer misconduct, the following are some examples of the types of conduct which may result in disciplinary and/or legal action up to and including termination of a volunteer: 1) Theft or misuse of Town money or property; 2) Commission or conviction of a felony; 3) Insubordination by failure to follow reasonable or lawful instructions, or direction of a supervisor; 4) Abusive, disrespectful, or discourteous language or conduct directed toward any other volunteer, employee, or a member of the public. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 14 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 14 of 15 s.v. Gifts Acceptance of or giving of any gifts by a committee member, which could lead to a conflict of interest, is prohibited. In particular, no member of any committee may accept or give a gift in excess of the value specified in Article XXIX of the Colorado State Constitution, from any individual, organization, contractor, or any other entity which does business with the Town or has any control of or interest in Town business related to the activities of his or her particular committee. t.w. Minutes Minutes shall be recorded of all meetings of any Town committee that are subject to the Colorado Open Meetings Act. Approved or draft minutes should be posted as soon as practicable after the meeting in question. Committees are strongly encouraged to post draft minutes prior to the final approval of the minutes at the next meeting of the committee. At a minimum, minutes shall be published on the Town website within seven days of approval by the committee. Minutes should record any formal actions taken by the committee. Minutes are not intended to be verbatim transcripts of the meeting. The amount of detail included in the minutes beyond the recording of actions is left to the discretion of each committee. u.x. Agendas Agendas for all public committee meetings will be posted on the Town website a minimum of six days prior to the meeting, whenever possible. v.y. Waivers Any section of this policy can be waived by a majority vote of the Town Board. w.z. Sunset Review In accordance with Governing Policy 1.6.1.8, all committees will undergo a regular sunset review, at least once every five years, unless otherwise provided for more frequently and according to a staggered schedule to be adopted separately by the Board of Trustees. This applies only to non-statutorily required boards/commissions. Board/Committee Initial Sunset review (then every five years thereafter) Parks Advisory Board October 202217 Transportation Advisory Board October 202217 Committee and Family Advisory Board April 202419 Audit Committee October 202318 Formatted: Indent: Left: 0.75", No bullets or numbering Commented [JW3]: The Clerk’s office would suggest this be shortened to three business days. This is the new practice by the Town Clerk’s office for Town Board meeting minutes and documents following a board meeting. Document Title Policy 102 – Town Committees 6/14/216/9/21 Revisions: 1 Town of Estes Park, Town Board Policies Page 15 of 15 Town Committees 102 Revisions: 10/23/2018 Town of Estes Park, Town Board Policies Page 15 of 15 Approved: _____________________________ Todd JirsaWendy Koenig, Mayor _____________ Date