HomeMy WebLinkAboutPOLICY GOVERNANCE CompleteIntroduction
These Governing Policies, as adopted by the Board of Trustees, incorporate four categories of
policy:
1.Governance Process: This section describes the Town Board’s governance commitment
and style, operating principles, roles and responsibilities, and how the Board relates to the
residents of the Town of Estes Park.
2. Board/Staff Linkage: This section outlines the Town Board’s connection to
management, delegation to the Town Administrator, and accountability for the Town
Administrator and Town Attorney.
3.Staff Limitations: This section describes the expectations and limitations for the Town
Administrator in his/her capacity as the Town’s Chief Administrative Officer within the
scope of authority delegated to him/her by the Town Board.
4.Ends Statements and Key Outcome Areas: This section describes the vision, direction,
and key outcomes established by the Town Board. The first three sections all work
together to implement the ends and key outcome areas established in this section.
To further its accountability to the residents and taxpayers of the Town of Estes Park, the
Board of Trustees adheres to the following principles of governance:
1.Ownership: The Board derives its authority from, and is accountable to, the “owners” of
the Town – the residents and taxpayers of the Town – seeing its task as a servant leader to
and for them.
2. Governance Position: With the ownership above it and operational matters below it,
governance from the Town Board forms a distinct link in the chain of command and
authority. The Board’s role is that of commander, not advisor. It exists to exercise that
authority and properly empower others, rather than to be management’s consultant or
adversary. The Trustees—not the staff—bears full and direct responsibility for the
process and products of governance, just as it bears accountability for any authority and
performance expectations delegated to others.
3. Board Holism: The Town Board makes authoritative decisions directed toward
management and toward itself, its individual Trustees, and committees only as a total
group. That is, Town Board authority is a group authority rather than a summation of
individual authorities.
4.Board Means Policies: The Town Board defines, in writing, those behaviors, values
added, practices, disciplines, and conduct of the Board itself and of the Board’s
delegation/accountability relationship with its own subcomponents and with the
management of the organization. These decisions are categorized as “Governance
Process” and “Board /Staff Linkage” in the policies that follow.
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5. Staff Limitations Policies: The Town Board makes decisions with respect to its staff’s
means only in a proscriptive way (prohibiting those means that would be unacceptable,
even if they work) in order to avoid prescribing. These decisions are categorized as “Staff
Limitations” in the policies that follow.
6. Board Ends Policies: The Town Board defines, in writing, the ends statements and key
outcome areas through its annual strategic planning process. This document describes the
outcomes that the Town Board expects the organization to produce. These decisions are
categorized as “Ends Statements and Key Outcome Areas” in the policies that follow.
7. Self-Enforcing: These policies are collectively adopted by Town Board and, as such,
only the Board and individual members of the Board are responsible for compliance, both
individually and collectively.
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TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
Table of Contents
Category 1. Governance Process
Policy 1.0 Governance Commitment
Policy 1.1 Governing Style
Policy 1.2 Operating Principles
Policy 1.3 Board Job Description
Policy 1.4 Mayor’s Responsibility
Policy 1.5 Board Appointed Committee Principles
Policy 1.6 Board Liaison Roles
Policy 1.7 Board Committee Principles
Policy 1.8 Strategic Planning and Agendas
Policy 1.9 Self-Monitoring of the Board
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Policy Type: Governance Process
Policy: 1.0
Policy Title: Governance Commitment
Revised: 10/08/2024
Within the authority granted to it by Colorado Revised Statutes, the purpose of the Town of Estes
Park Board of Trustees (the “Board”), on behalf of the residents of Town of Estes Park, is to see
to it that the Town of Estes Park government 1) achieves results for residents at an acceptable
cost and 2) avoids unacceptable actions and situations.
1.1 The Board of Trustees will approach its task with a style which emphasizes
outward vision rather than an internal preoccupation, strategic leadership more
than administrative detail, clear distinction of Board and staff roles, collective
rather than individual decisions, future rather than past or present, and proactively
rather than reactively.
1.2 The operating principles and commitments of the Board of Trustees, as it relates
to the working relationship between the Trustees, staff and residents of the Town
of Estes Park, are to emphasize fairness; responsibilities as elected officials;
respect; honesty and integrity; and communication.
1.3 The job of the Board of Trustees is to make contributions which lead the Town
Government toward the desired performance and to assure that it occurs. The
Board’s specific contributions are unique to its trusteeship role and necessary for
proper governance and management.
1.4 The responsibility of the Mayor is, primarily, to establish procedural integrity and
representation of the Board of Trustees and the Town to outside parties (as
delegated by the Board).
1.5 The Board of Trustees may establish committees to advise the Board in carrying
out its responsibilities. Other than those statutorily required, all committees
appointed by the Town of Estes Park Board of Trustees exist so that Board
decisions (a) will be made from an informed position, and (b) will be made in a
public forum consistent with Board policy.
1.6 The Board of Trustees may appoint an individual Trustee to serve as the official
liaison of the Board to Town Boards and Commissions. The Board of Trustees
may appoint an individual Trustee to serve as the official liaison to other
community groups.
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1.7 Board Committees, when used, will be assigned so as to reinforce the wholeness
of the Board’s job and so as to never to interfere with delegation from the Board
to Town Administrator. The purpose of Board Committees shall be to provide
more in-depth discussion and information on the specific areas assigned to the
Committee. Committees may not vote on or adopt policy, but may make
recommendations to the Town Board for action.
1.8 The Town Board will prepare and follow an annual Strategic Plan that includes
(1) a complete review of the Town’s Vision, Mission, Strategic Policy Statements,
Goals, and Objectives and (2) opportunity for continuous improvement in Town
Board performance through Town Board education, enriched input, and
deliberation.
1.9 The Board of Trustees will systematically and rigorously monitor compliance
with these adopted policies, both individual and collectively, to determine the
extent to which policies are being followed.
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Policy Type: Governance Process
Policy: 1.1
Policy Title: Governing Style
Revised: 10/08/2024
The Board of Trustees will approach its task with a style which emphasizes outward vision rather
than an internal preoccupation, strategic leadership more than administrative detail, clear
distinction of Board and staff roles, collective rather than individual decisions, future rather than
past or present, and proactive rather than reactive. In this spirit:
1.1.1 The Board of Trustees will operate fully aware of its trusteeship and stewardship
obligation to its constituents.
1.1.2 The Board of Trustees will conduct itself individually and collectively with
whatever discipline is needed to govern with excellence through:
1.1.2.1 Being committed to matters such as policy-making principles, role
clarification, speaking with one voice and self-policing of any tendency to
stray from governance adopted in Board policies.
1.1.2.2 Individual Board members’ thorough preparation for meetings and regular
attendance.
1.1.2.3 Continuation of Board development including orientation of new members
in the Board’s governance process, participation in relevant continuing
education, and periodic Board discussion of process improvement.
1.1.3 The Board of Trustees will direct the organization through the careful
establishment of broad written policies reflecting the Board’s values and
perspectives. The Board’s emphasis will be on impacts on the Town outside the
organization, not on the administrative means.
1.1.4 The Board of Trustees, as trustee for and working with the residents of the Town
of Estes Park, will be the primary initiator of policy, and will also be receptive to
other policy initiatives from residents and staff. The Board, not the staff, will be
responsible for Board performance as specified in the policy entitled Board Job
Description.
1.1.5 The Board of Trustees will be accountable to the residents of the Town of Estes
Park for competent, conscientious and effective accomplishment of its obligations
as a body. It will allow no individual, committee, or entity to usurp this role or
hinder this commitment.
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1.1.6 The Board of Trustees will monitor and discuss the Board’s own process and
performance, and ensure the continuity of its governance capability through
continuing education and training.
1.1.7 A member of the Board of Trustees who votes in the minority is free to express
his/her dissent, but will respect the process and legitimacy of the majority
decision.
1.1.8 All Town Trustees will respect legitimacy of the opinions and reasoning of other
Trustees when and after making board decisions.
1.1.9 All Town Trustees agree not to hold grudges or bring disagreements from past
actions into future decisions.
1.1.10 A member of the Board of Trustees who, in their sole opinion, believes they have
a conflict of interest or for any other reason believes that they cannot make a fair
and impartial decision in a legislative or quasi-judicial decision, will recuse
themselves from the discussion and decision. Any recusal will be made prior to
any Board discussion of the issue.
1.1.11 Any Trustee may choose to abstain from voting on any question, at their sole
discretion. If there is not conflict of interest or reason for recusal as outlined in
1.1.10, the Trustee may participate fully in Board discussions of the issue, yet
abstain from voting, should they so choose.
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Policy Type: Governance Process
Policy: 1.2
Policy Title: Operating Principles
Revised: 10/08/2024
The operating principles and commitments of the Board of Trustees, as it relates to the working
relationship between the Trustees, staff, and residents of Town of Estes Park, are to emphasize
fairness; responsibilities as elected officials; respect; honesty and integrity; and communication.
As such, the Board shall adopt and comply with a Board Code of Conduct and associated
Operating Principles.
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Policy Type: Governance Process
Policy: 1.3
Policy Title: Board Job Description
Revised: 10/08/2024
The job of the Board of Trustees is to lead the Town Government toward the desired
performance and to assume a good faith effort toward those objectives. The Board’s leadership
is unique to its trusteeship role and necessary for proper governance and management.
1.3.1 The products of the Board shall be:
1.3.1.1 Linkage: As the Board of Trustees places a high value on open,
participatory government, the board will produce the linkage between
Town of Estes Park government and the residents of the town of Estes
Park.
A. Needs Assessment: The Board of Trustees will strive to identify the
needs of the residents as they relate to Town of Estes Park’s
activities and scope of influence, and shall translate such
knowledge into written governing policies.
B. Advocacy and Ambassadorship: The Board of Trustees will act as
the representatives of the residents to the Town of Estes Park
government, and shall take steps to inform and clarify:
o the residents’ relationship with government, and
o the organization’s focus on future results, and as well as
present accomplishments.
C. Communication:
o Any Board member expressing a personal point of view on
a matter of Town business must include language which
states the views expressed do not represent the view of the
Town, rather they are the official’s personal opinions,
unless previously authorized to speak on behalf of the
Board of Trustees, or when articulating a position official
adopted by the Board of Trustees.
o Board members should recognize that they may be legally
liable for anything they write, present online, or say.
1.3.1.2 Written governing policies that, at the broadest levels, address each
category of organizational decision.
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A. Governance Process: Specification of how the Board of Trustees
conceives, carries out, and monitors its own task.
B. Staff Limitations: Constraints on staff authority which establish the
prudent and ethical boundaries within which all Town
Administrator and staff activity and decisions must take place.
C. Board/Staff Linkage: How power is delegated and its proper use
monitored; the role, authority and accountability of the Town
Administrator and the Town Attorney.
D. Outcomes: Organizational products, effects, benefits, to answer the
questions for (what good, for which recipients, and at what cost?).
1.3.1.3 Assurance of:
A. Town Administrator performance (in accordance with policies in
2A and 2B).
B. Town Attorney performance (in accordance with policies in 2A and
2B).
C. Municipal Judge performance.
1.3.1.4 Adopted resolutions, regulations, ordinances, and fee schedules;
legislative positions; the Audit; the Budget; Boards and Commissions; and
statutorily mandated items.
1.3.2 Role of Town Trustees
1.3.2.1 Representation:
A. Providing leadership for the Town on behalf of the residents of
Estes Park.
B. Representing and acting in the best interest of residents of the
Town of Estes Park.
C. Being knowledgeable of issues, researching background
information, attending regularly scheduled meetings, and acting as
a resource for residents’ concerns.
D. Serving as a conduit for information from residents to the Town
Administrator and the Mayor in responding to questions and
individual problems.
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E. Finding a balanced approach for addressing competing interests
among constituent groups to ensure the community is fairly
represented.
F. Representing the Board of Trustees on standing committees of the
Town for the purpose of monitoring major Town activities and
policy implementation.
1.3.2.2 Legislative
A. Serving as the governing body of the Town and holding all
legislative and corporate powers of the Town specifically granted
or implied by statutory provisions and the Municipal Code.
B. Enacting ordinances, resolutions, and policies for the governance
of the Town of Estes Park and protecting the life, health and
property of its citizens and visitors.
C. Establishing policy for the direction of the Town Board and Town
Staff.
D. Establishing fiscal policy, financial targets, and budget goals for
the Town government.
E. Having final decision-making responsibilities over pertinent land
use issues and application of development code requirements
within the Town of Estes Park.
1.3.2.3 Quasi-Judicial
A. Acting in a quasi-judicial manner in matters brought before it that
relate to public hearings, appeals, land use, and liquor licensing.
B. Making decisions concerning quasi-judicial matters based upon
testimony presented at formal hearings which are normally
conducted during regularly scheduled Town Board meetings.
C. Not accepting nor seeking outside input or lobbying that attempts
to influence their decision prior to the quasi-judicial Public
Hearing. Any and all ex-parte communication shall be disclosed at
the beginning of the hearing. Not doing so may cause a Trustee to
be disqualified from the proceedings.
1.3.2.4 Communications
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A. Following a formal decision, acting as a united body, not as
individual Trustees, and acknowledging the decision of the Town
Board.
B. The Town Administrator is the sole point of contact for directions
from Trustees, as policy makers, to Town Staff. Trustees may ask
questions and request information from Town Staff, but shall not
direct staff actions except through direction from a majority of the
Board to the Town Administrator.
C. Interacting with the media, governmental entities, the public or
other bodies as individual Trustee and not as a representative of the
majority of Trustees, unless an official position or legislative action
has been established or authorized to do so.
D. Communicating to the Mayor and other Trustees items of
importance from their respective committees and providing
information that may be necessary to keep other members aware of
important Town activities or critical functions.
E. In times of community emergency, it is important that the Town
Board speak with one voice. The Mayor, or the Mayor Pro Tem, if
the Mayor is not available, shall speak for the Board during an
emergency. Other Trustees will refer all requests for information to
the Mayor or Mayor Pro Tem. The Mayor will coordinate all
communication with the incident commander and the Town
Administrator. The purpose of this policy is not to restrict the
communication of the Trustees or the Mayor, but to ensure all
communication is timely, accurate, and is in concert with the
incident response plan.
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Policy Type: Governance Process
Policy: 1.4
Policy Title: Mayor’s Responsibility
Revised: 10/08/2024
The responsibility of the Mayor is, primarily, to establish procedural integrity and representation
of the Board of Trustees and the Town to outside parties (as delegated by the Board).
Accordingly:
1.4.1 The responsibility of the Mayor is to consistently guide the behavior of the Board
with its own rules and those legitimately imposed upon it from outside the
organization.
1.4.1.1 Meeting agendas and discussion content will be only those issues which,
according to Board policy, clearly belong to the Board to decide, not the
Town Administrator.
1.4.1.2 Deliberation will be fair, open, orderly and thorough, but also efficient,
limited to time, and kept to the point.
1.4.2 The authority of the Mayor is to preside over meetings and to sign documents as
authorized by the Board of Trustees and to preside over the evaluation of the
Town Administrator by the Town Board.
1.4.3 The Mayor shall not act on behalf of the Town in any unilateral manner, except as
approved by the Board of Trustees. This shall include any appointment of
committee or board positions, making any financial or other binding obligations
on behalf of the Town, or expressing the official position of the Town on any
matter.
1.4.4 Representation
1.4.4.1 Provide leadership for the Town of Estes Park.
1.4.4.2 Serve as the primary representative of the Town of Estes Park in official
and ceremonial functions.
1.4.4.3 Represent the Town in interaction with other government agencies.
1.4.4.4 Be the spokesperson for the Town unless the Town Board has decided
otherwise.
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1.4.4.5 Represent the Town Board as a liaison with the Town Administrator to
promote the timely flow of information between the Town Board, Town
Staff, and other governmental organizations.
1.4.4.6 Represent the Town on the Platte River Power Authority Board.
1.4.5 Enactment
1.4.5.1 Mayor in conjunction with the Town Board and Town Administrator
enforces the ordinances and laws of the Town.
1.4.5.2 Signs all warrants (Estes Park Municipal Code Section 2.12.020).
1.4.5.3 Executes all ordinances and resolutions authorizing expenditure of money
or the entering into a contract before they become valid.
1.4.5.4 Mayor, with Town Board approval, appoints members of committees and
other entities that may be necessary from time to time for the effective
governance of the Town.
1.4.5.5 Facilitating policies and procedures for the effective management of the
Board, establishing Town goals in conjunction with the Town Board,
promoting consensus, and enhancing Board performance.
1.4.6 The Mayor Pro Tem shall assume all duties of the Mayor in the Mayor’s absence
(Estes Park Municipal Code Section 2.16.010).
1.4.7 Mayoral Appointments
1.4.7.1 Audit Committee – At the first regular meeting following the certification
of the results of each biennial election, the Mayor shall appoint two (2) Trustees
to the Audit Committee with the Mayor serving as the third member. In the event
it is necessary to establish a specialist committee to review a matter between
regularly scheduled Town Board meetings, the Mayor shall establish and appoint
the members of the special committee (Estes Park Municipal Code Section
2.08.010).
1.4.7.2 Special Assignments – The Mayor may nominate Trustees to serve on
committees, community groups, or in some other capacities as a representative of
the Town. The Mayor shall present the nomination of any such appointments to
the Board for approval at a regular town board meeting. The Mayor will make
every effort to distribute special assignments equitably among the members of the
Board.
1.4.7.3 Special Committees – Special committees may be established by the
Board of Trustees. The Mayor shall appoint all members of any special committee
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subject to the approval of the Board of Trustees (Estes Park Municipal Code
Section 2.08.020).
1.4.8 Voting Privileges – The Mayor has full voting privileges for items coming before
the Board of Trustees (Ordinance 04-16).
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Policy Type: Governance Process
Policy: 1.5
Policy Title: Board Appointed Committee Principles
Revised: 10/08/2024
The Board of Trustees may establish committees to advise the Board in carrying out its
responsibilities. For the purposes of this policy, the term “Committee” shall refer to any board,
commission, task force, council, committee or any other volunteer group of residents. Other than
those statutorily required, all committees appointed by the Town of Estes Park Board of Trustees
exist so that Board decisions (a) will be made from an informed position, and (b) will be made in
a public forum consistent with Board policy. Accordingly:
1.5.1 Committees which are appointed by the Board of Trustees.
1.5.1.1 It is the policy of the Board of Trustees to encourage resident involvement
in Town affairs, as well as to avoid conflicts involving Trustees who serve
on committees, boards, commissions and organizations. For these reasons,
the Board has agreed that a Trustee shall serve only as a liaison to Town
committees, commissions, and boards.
1.5.1.2 Other than those legislatively directed, committees may not speak or act
for the Board of Trustees except when formally given such authority for
specific and time-limited purposes. Expectations and authority will be
carefully stated in order not to conflict with authority delegated to the
staff.
1.5.1.3 Committees appointed by the board are to help the Board of Trustees do
its job, not to help the staff do its job. Committees ordinarily will assist the
Board by preparing policy alternatives and implications for Board
deliberation. Committees are not created by the Board to advise staff. The
Board understands that at times the Town Administrator or Town Staff
may convene ad-hoc or ongoing advisory boards to serve as advisors for
operational issues. These advisory groups are subject to the same
limitations as Board appointed committees.
1.5.1.4 In keeping with the Board of Trustees’ broader focus, committees
normally will not have direct dealings with current staff operations.
Committees cannot exercise authority over staff.
1.5.1.5 Because the staff works for the Board, they will not be expected to obtain
approval of a committee before taking action unless otherwise authorized
by state statute, Board policy, or federal regulation.
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1.5.1.6 Because of the differing nature of committees, some of which are defined
by state statute, the Board shall have and keep current an operating policy
defining the role of different committees and setting forth rules and
procedures for Town of Estes Park committees (Operating Policy 102).
1.5.1.7 The authority and responsibility of any committee will not duplicate the
authority or responsibility of:
A. The Board of Trustees
B. Town Staff
C. Any other committee
D. Town Auditor
E. Town Attorney
1.5.1.8 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.
1.5.1.9 Said sunset review shall include a review of the Committee’s Mission
Statement, and of the Board of Trustees’ charge to the Committee of their
role, responsibility and authority.
1.5.2 Outside Committees: At times a Trustee may seek to serve or be asked to serve on
an outside committee not appointed by the Board of Trustees. A Trustee may seek
or be asked to serve on an outside committee in an official capacity representing
the Board and the Town of Estes Park, or as an individual Board member, not as
the official representative of the Town or the Board.
1.5.2.1 Official Representation
A. No Trustee may represent the Town or the Board of Trustees or
represent themselves as being an official representative or speak
for the Town or the Board without have first been officially
designated as the Town’s representative by the Board of Trustees at
a regular meeting of the Board.
B. The Mayor may nominate Trustees to serve on committees,
community groups, or in some other capacities as a representative
of the Town. The Mayor shall present the nomination of any such
appointments to the Board for approval at a regular Town Board
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meeting. The Mayor will make every effort to distribute special
assignments equitably among the members of the Board.
C. A Trustee serving on an outside committee shall not chair the
outside committee, board, commission or organization (with the
existing exception of the Platte River Power Authority Board)
without prior approval of the full Board of Trustees.
1.5.2.2 Individual Representation
A. Individual trustees have the right to participate as an individual in
any outside group or committee.
B. When participating as an individual Trustee, the Trustee should
clearly express to the committee membership that he/she is there as
an individual and does not speak for nor represent the Town of
Estes Park or the Board of Trustees.
C. When participating on any outside committee, Trustees should be
cautious to avoid any real or perceived conflict of interest and any
involvement that could compromise the role of the trustee in any
quasi-judicial actions or other decisions.
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Policy Type: Governance Process
Policy: 1.6
Policy Title: Board Liaison Roles
Revised: 10/08/2024
Trustees may serve as the official liaison of the Board to Town committees. The Board of
Trustees may appoint an individual Trustee to serve as the official liaison to other community
groups.
1.6.1 Appointment: The Mayor may nominate Trustees to serve as a Board Liaison. The
Mayor shall present the nomination of any such appointments to the Board for
approval at a regular Town Board meeting. The Mayor will make every effort to
distribute special assignments equitably among the members of the Board.
1.6.2 Term: A Trustee shall serve as the Town Board Liaison solely at the pleasure of
the Town Board, with no specific term limit.
1.6.3 Duties of a Liaison
1.6.3.1 Communicate with the committee when Board of Trustees communication
is needed and to serve as the primary two-way communication channel
between the Town Board and the committee or community group.
1.6.3.2 Review applications, interview candidates, and make recommendations to
the Town Board for final approval.
1.6.3.3 Serve as the primary Trustee contact for the committee or community
group.
1.6.3.4 Attend assigned committee or community group 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 or
group.
1.6.3.5 The liaison is not a member of the committee and, when in attendance at a
meeting, is there as an observer for the Board of Trustees and a resource
for the committee. Participation in board discussions should be minimal
and restricted to clarification of Town Board positions or collection of
information to bring back to the full Town Board.
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Policy Type: Governance Process
Policy: 1.7
Policy Title: Board Committee Principles
Revised: 10/08/2024
For the purpose of this policy, Board Committee is defined as a sub-committee of the Board of
Trustees and membership is composed solely of Town Trustees.
1.7.1 Board Committees: The Board shall have the following Board Committees (Estes
Park Municipal Code 2.08.010)
1.7.1.1Audit Committee: Responsible for supervising and working with the Town
Auditors in the preparation of the Comprehensive Annual Financial Report
and any other formal audits, as required.
1.7.2 Board Committees, when used, will be assigned so as to reinforce the wholeness
of the Board’s job and so as to never to interfere with delegation from the Board
to Town Administrator. The purpose of Board Committee’s shall be to provide
more in-depth discussion and information on the specific areas assigned to the
Committee. Committees may not adopt policy, but shall make recommendations
to the Town Board for action.
1.7.3 The following principles shall guide the appointment and operation of all Town
Board Committees:
1.7.3.1 Board Committees may not speak or act for the Board except when
formally given such authority for specific and time limited purposes.
Expectations and authority will be carefully stated in order not to conflict
with authority delegated to the Town Administrator.
1.7.3.2 Board Committees cannot exercise authority over staff. Because the Town
Administrator works for the full board, he or she will not be required to
obtain approval of a Board, Committee, or Commission before an
executive action.
1.7.3.3 Board committees shall consist of no more than 3 Trustees so that the
committee is never a quorum of the Town Board.
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Policy Type: Governance Process
Policy: 1.8
Policy Title: Strategic Planning and Agendas
Revised: 10/08/2024
The Town Board will prepare and follow an annual Strategic Plan that includes (1) a complete
review of the Town’s Vision, Mission, Strategic Policy Statements, Goals, and Objectives and(2)
opportunity for continuous improvement in Town Board performance through Town Board
education, enriched input, and deliberation. Accordingly:
1.8.1 The Town Board annual strategic planning cycle will produce a Provisional
Strategic Plan each year before July 1 so that administrative planning and
budgeting can be based on the priorities articulated in that plan.
1.8.1.1 The cycle will start with the Town Board development of its strategic
priorities for the next year. In April-May of each year, the Board will begin
the strategic planning process by reviewing the Town’s Vision, Mission,
and Strategic Policy Statements.
1.8.1.2 The Town Board will identify its strategic priorities to be addressed in the
coming year, and will identify the information‐gathering necessary to
fulfill its role. This may include consultations with selected groups in the
ownership, other methods of gaining ownership input, governance
education, and other education related to Goals issues (e.g. presentations
by advocacy groups, demographers, other providers, and staff).
1.8.1.3 Town Staff will prepare recommended Goals and Objectives based on the
Board’s stated priorities. Individual Board Members may also submit
Goals and Objectives for consideration by the full Board.
1.8.2 Agendas shall be governed by Town Board Policy 105 (Agendas).
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Policy Type: Governance Process
Policy: 1.9
Policy Title: Self-Monitoring of the Board
Revised: 10/08/2024
The Board of Trustees will systematically and rigorously monitor compliance with these adopted
policies, both individual and collectively, to determine the extent to which policies are being
followed. Accordingly:
1.9.1 The purpose of monitoring is simply to determine the degree to which Board
policies are being met. Monitoring will be as automatic as possible, using a
minimum of Board time so that meetings can focus on creating the future.
1.9.2 Self-monitoring of compliance with these policies will be completed by the Town
Board twice a year, in August and February at a regularly scheduled Board Study
Session. Monitoring shall be on an exception basis.
A. The Town Administrator will notify the Board of the scheduled self-
monitoring session a minimum of two weeks prior to the meeting.
B. Each Board member should review the policy list in section 1.10.6 prior to
the scheduled study session.
C. Any Board member who has a concern about compliance with any of the
policies listed in 1.10.6, or who wishes to discuss the content or
interpretation of any of the policies, should notify the Mayor at least one
week prior to the meeting.
D. Discussion at the Study Session will be limited to those polices brought to
the attention of the Mayor by a member of the Board. All other policies
shall be deemed in compliance.
1.9.3 In every case, the Board of Trustees will judge whether (a) the interpretation is
reasonable, and (b) whether data demonstrate accomplishment of, or compliance
with, the Town Board’s interpretation.
1.9.4 In every case, the standard for compliance shall be “any reasonable Town
Trustee’s individual interpretation” of the Board of Trustees’ policy being
monitored however, the Board of Trustees is the final judge of reasonableness,
and will always judge with a “reasonable person” test (what a reasonably prudent
person would do in that context). Interpretations favored by individual board
members do not constitute a “reasonable person” test.
23
1.9.5 Actions determined to be not compliant with a reasonable interpretation of Board
of Trustees’ policies will be subject to a process agreed to by the Town Board.
1.9.6 Town Board Compliance Review Schedule
Governing Policy Review Date
1.1 Governance Style
(2)(5)-(11) Aug & Feb
1.3 Board Job Description
1.3.1.1.C Aug & Feb
1.3.1.3 Aug & Feb
1.3.2.3 Aug & Feb
1.3.2.4 Aug & Feb
1.4 Mayor’s Responsibility
1.4.1 Aug & Feb
1.4.3 Aug & Feb
1.4.4 Aug & Feb
1.4.7.2 Aug & Feb
1.5 Board Committee Principles
1.5.1 Aug & Feb
1.5.1.1 Aug & Feb
1.5.1.2 Aug & Feb
1.5.1.4 Aug & Feb
1.5.1.6 Aug & Feb
1.5.1.7 Aug & Feb
1.5.2 Aug & Feb
1.5.2.1 Aug & Feb
1.5.2.2(B)(C) Aug & Feb
1.6 Board Liaison Roles
1.6.1 Aug & Feb
1.6.3 Aug & Feb
1.7 Board Standing Committees
1.7.2 Aug & Feb
1.7.3 Aug & Feb
1.8 Annual Planning and Agendas
1.8.1 Aug & Feb
Adopted Town Policies Review Date
103 Town Board Code of Conduct and Operating Principles Biannually –
following Town
Board Elections
107 Board Emails Annually March
24
TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
Table of Contents
Category 2. Boad/Staff Linkage
Policy 2.0 Governance – Management Connection
Policy 2.1 Delegation to the Town Administrator
Policy 2.2 Town Administrator Job Description
Policy 2.3 Monitoring Town Administrator Performance
Policy 2.4 Town Attorney
25
Policy Type: Board/Staff Linkage
Policy: 2.0
Policy Title: Governance – Management Connection
Revised: 10/08/2024
The Board of Trustees’ official link to the operation of departments of Town Government and
staff is the Town Administrator.
2.1 The Board of Trustees’ job is generally confined to establishing the broadest
policies; implementation and subsidiary decision making is delegated to the Town
Administrator.
2.2 As the Board’s primary link to the operations of Town government, the Town
Administrator’s performance will be considered to be synonymous with
organizational performance (within the scope of the Town Administrator’s
authority).
2.3 The Board of Trustees will systematically and rigorously monitor Town
Administrator job performance to determine the extent to which goals are being
achieved and whether operational activities fall within boundaries established in
management limitations policies.
2.4 The Town Attorney represents the Board of Trustees as specified in the Estes Park
Municipal Code 2.24.020 (3) and anyone acting on its behalf so long as they are
not acting in conflict with the Board of Trustee or its policies.
26
Policy Type: Board/Staff Linkage
Policy: 2.1
Policy Title: Delegation to the Town Administrator
Revised: 10/08/2024
The Board of Trustees’ job is generally confined to establishing the broadest vision and policies.
Implementation and subsidiary decision making is delegated to the Town Administrator as
specified in the Estes Park Municipal Code 2.28.
2.1.1 Only decisions of the Board of Trustees, by majority vote, are binding on the
Town Administrator.
2.1.2 With the exception of the Town Attorney and the Municipal Judge, the Town
Administrator shall have line authority over all Town departments. This authority
shall include supervision and control over day-to-day functions and management
decisions required to carry out the objectives of the Board of Trustees.
2.1.3 The policies, goals, and objectives of the Board of Trustees direct the Town
Administrator to achieve certain results; the policies permit the Town
Administrator to act within acceptable boundaries of prudence and ethics. With
respect to the policies, the Town Administrator is authorized to make all
decisions, take all actions, and develop all activities as long as they are consistent
with any reasonable interpretation of the policies of the Board of Trustees.
2.1.4 The Board of Trustees may change its policies, thereby shifting the boundary
between Board and Town Administrator domains. Consequently, the Board may
change the latitude of choice given to the Town Administrator, but so long as any
particular delegation is in place, the Board will respect and support the Town
Administrator’s choices. The Board will not allow the impression that the Town
Administrator has violated policy when the Town Administrator supports an
existing policy.
2.1.5 No individual member of the Board of Trustees has authority over the Town
Administrator. Information may be requested by individual Board members, but if
such request, in the Town Administrator’s judgment, requires a material amount
of resources or is detrimental to other established priorities, the Town
Administrator may ask for majority Board action on such a request.
2.1.6 It is understood that at times it may be in the best interest of the Town to waive or
grant exceptions to adopted Board policy. The Town Administrator shall request
Board approval for any policy waiver or exception prior to its implementation.
27
2.1.7 Should the Town Administrator deem it necessary to, or inadvertently, violate a
Board policy, he or she shall promptly inform the Board of Trustees. Informing is
simply to guarantee no violation may be intentionally kept from the Board, not to
request approval. Board response, either approving or disapproving, does not
exempt the Town Administrator from subsequent Board judgment of the action.
2.1.8 The following decisions shall be the responsibility of the Board of Trustees.
Implementation and subsidiary decision making for all other items is delegated to
the Town Administrator.
1. Establishment and approval of all Utility Rates.
2. Establishment and approval of Community Development Fees.
3. Establishment of purchasing approval limitations contained in the Town
Procurement Policy.
4. Approval of any increase to staffing levels. The Town Administrator may
approve positions funded by grants, which would not impose additional
costs to the Town in excess of the grant funds, and any temporary
positions for which existing budgeted funds are allocated.
5. All changes to the Town Budget as allocated and adopted by the Board of
Trustees.
6. Any sale, purchase, or lease of real property.
7. Any changes to employee benefits.
8. Any issue that, in the opinion of the majority of the Board of Trustees,
concerns a substantial policy determination and/or is of a controversial
nature with the public that warrants Board involvement.
9. Approval of Intergovernmental Agreements, subject to the provisions of
the Town Procurement Policy and Policy 1101 (Delegation of Contract
Signature Authority).
10. Approval of any substantive change to the scope, design, development, or
construction of any capital project.
28
Policy Type: Board/Staff Linkage
Policy: 2.2
Policy Title: Town Administrator Job Description
Revised: 10/08/2024
As the Board’s primary link to the operations of Town government, the Town Administrator’s
performance will be considered to be synonymous with organizational performance (within the
scope of the Town Administrator’s authority). The official job description for the Town
Administrator shall be adopted by the Town Board and incorporated by reference in the
Employment Agreement between the Town and the Town Administrator. The Town
Administrator’s job contributions can be stated as performance in two areas:
2.2.1 Board outcomes are met and policies are followed.
2.2.2 Town government operates within the boundaries established in Governing
Policies Category Three – Staff Limitations.
29
Policy Type: Board/Staff Linkage
Policy: 2.3
Policy Title: Monitoring Town Administrator Performance
Revised: 10/08/2024
The Board of Trustees will systematically and rigorously monitor Town Administrator job
performance to determine the extent to which goals are being achieved and whether operational
activities fall within boundaries established in management limitations policies. Monitoring
Town Administrator performance is synonymous with monitoring organizational performance
against Board policies and Staff Limitations. Any evaluation of Town Administrator
performance, formal or informal, may be derived only from these monitoring criteria.
Accordingly:
2.3.1 The purpose of monitoring is simply to determine the degree to which Board
policies are being met. Information which does not do this will not be considered
to be monitoring. Monitoring will be as automatic as possible, using a minimum
of Board time so that meetings can focus on creating the future.
2.3.2 A given policy may be monitored in one or more of three ways:
A. Internal Report: Disclosure of compliance information to the Board of
Trustees from the Town Administrator.
B. External Report: Discovery of compliance information by a disinterested
party who is selected by and reports directly to the Board of Trustees.
Such reports must assess executive performance only against policies of
the Board, not those of the external party unless the Board has previously
indicated that party’s opinion to be the standard.
C. Direct Board Inspection: Discovery of compliance information by a Board
member or the Board of Trustees as a whole. This is a Board inspection of
documents, activities, or circumstances directed by the Board which
allows a “prudent person” test of policy compliance.
2.3.3 In every case, the Board of Trustees will judge whether (a) the Town
Administrator’s interpretation is reasonable, and (b) whether data demonstrate
accomplishment of, or compliance with, the Town Administrator’s interpretation.
2.3.4 In every case, the standard for compliance shall be “any reasonable Town
Administrator interpretation” of the Board of Trustees’ policy being monitored.
However, the Board of Trustees is the final judge of reasonableness, and will
always judge with a “reasonable person” test (what a reasonably prudent person
30
would do in that context). Interpretations favored by individual board members or
by the Board of Trustees as a whole do not constitute a “reasonable person” test.
2.3.5 Actions determined to be not compliant with a reasonable interpretation of Board
of Trustees’ policies will be subject to a remedial process agreed to by the Town
Board.
2.3.6 The Board of Trustees will conduct an annual formal evaluation of the Town
Administrator which will include a summary examination of the monitoring data
acquired during that period.
2.3.7 Town Administrator Performance Expectations Review Schedule
Governing Policy Type Frequency Date
3.1 Customer Service Internal Annually March
3.2 Treatment of Staff Internal Annually March
3.3 Financial Planning/Budgeting Internal Quarterly Apr., July,
Oct., Jan.
3.4 Financial Condition and Activities Internal Annually March
External Annually June
3.5 Asset Protection Internal Annually March
3.6 Emergency Town Administrator Backup and
Replacement
Internal Annually March
3.7 Emergency Preparedness Internal Annually April
3.8 Compensation and Benefits Internal Annually September
3.9 Communication and Support to the Board Internal Annually March
3.10 Capital Equipment and Improvements Internal Annually March
3.11 Quality of Life Internal Annually March
3.12 Internal Procedures Internal Annually July
3.13 Town Organizational Plan Internal Annually July
31
Policy Type: Board/Staff Linkage
Policy: 2.4
Policy Title: Town Attorney
Revised: 10/08/2024
The Town Attorney represents the Board of Trustees as specified in the Estes Park Municipal
Code 2.24.020 (3) and anyone acting on its behalf so long as they are not acting in conflict with
the Board of Trustee or its policies.
2.4.1 Ethical Obligation of Town Attorney
2.4.1.1 The Town Attorney at all times will be guided by, and subject to, the
Colorado Rules of Professional Conduct for Attorneys and specifically
Rule 1.13 Organization as Client.
2.4.2 Accountability of the Town Attorney
2.4.2.1 The Town Attorney shall report directly to the Town Board. The purpose
of the Town Attorney is to ensure that the Board’s actions take place with
competent and prudent legal counsel and representation.
2.4.2.2 The Town Attorney is accountable to the Board acting as a body, never to
any individual Board member or group of members, nor to the Town
Administrator.
2.4.2.3 If individual Board members request information or assistance without
Board authorization, the Town Attorney may refuse such requests that
require, in his/her opinion, an inappropriate amount of staff time or funds
or is disruptive. In such a case, the requesting member may choose to
bring the request to the Board.
2.4.2.4 Town Attorney accountability is for all resources, including personnel,
under his or her control. Therefore, any accomplishments or violations due
to actions of a subordinate of the Town Attorney are considered to be
accomplishments or violations by the Town Attorney.
2.4.2.5 The Town Attorney may accomplish the “Job Products” of the position in
any manner not imprudent, unethical, or in violation of the prohibitions
listed below under “Limitations on Town Attorney Authority.”
2.4.2.6 The Town Attorney may use any reasonable interpretation of Board
policies as they pertain to his/her authority and accountability. The Town
32
Attorney is authorized to establish all further policies, make all decisions,
take all actions and develop all activities as long as they are consistent
with any reasonable interpretation of the Board’s policies.
2.4.3 Job Products of the Town Attorney
2.4.3.1 Timely opinion on documents and contemplated decisions or actions of
the Board, the Town Administrator or other Town Officials holding the
authority to make such decisions. Requests to the Town Attorney to
provide opinions about the wisdom of policy of decisions shall be
discouraged.
2.4.3.2 Timely opinion on the legal ramifications of pending or actual laws,
regulations, court decisions, and pending or threatened litigation.
2.4.3.3 Timely opinion on the legality or propriety under the law of the Board’s
processes and/or pending or actual acts or omissions of any Trustee,
Board, Committee, Commission, the Town Administrator, or any other
Town employee or official.
2.4.3.4 Oversight of the Town Prosecutor.
2.4.3.5 When requested or appropriate, alternate language or action to achieve
Board or Town Administrator intentions in a lawful manner.
2.4.3.6 Timely and thoughtful advice and recommendations on the range of legal
options available.
2.4.3.7 The Town Attorney shall endeavor to provide professional advice based
upon the law as determined by the Town Attorney and also other
considerations as may be appropriate to the decision. The Town Attorney
should refrain from influencing policy based upon the personal belief of
the attorney.
2.4.3.8 Litigation:
A. Advice regarding avoidance of litigation or settlement of potential
litigation.
B. Timely provision to the Board and the Town Administrator on the
status of settlement negotiations and all threatened/actual litigation.
C. Settlement of litigation, with authority as set forth in Policy 1101 –
Delegation of Contract Signature Authority.
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D. Diligent and competent representation of the Board, the Town, and
the Town’s officer’s agents and employees in litigation.
E. The Town may carry out its obligation to defend Town officials
and employees from third party claims by using the services of the
Town Attorney’s Office. The Town Attorney will be responsible for
determining conflicts of interest in such defense and advise the
Board and individuals involved. The Town Attorney may retain
separate counsel to represent the Town, its individual officials,
and/or employees.
2.4.3.9 Adequately brief the board on emerging legal issues and trends affecting
the Town.
2.4.4 Limitations on Town Attorney Authority. The Town Attorney shall not:
2.4.4.1 Exercise authority over Town Administrator or staff.
2.4.4.2 Violate applicable codes of professional ethics and conduct.
2.4.4.3 Treat the public or staff in a disrespectful or unfair manner.
2.4.4.4 Incur expenditures or fiscal encumbrances beyond those authorized under
Board Policy.
2.4.4.5 Unreasonably withhold information from the Town Administrator, nor
shall the Town Attorney fail to cooperate with the Town Administrator in
the performance of his/her official functions.
2.4.5 Evaluation of Town Attorney performance.
2.4.5.1 Town Attorney accountability is only for job expectations explicitly stated
by the Board in this document. Consequently, the provisions herein are the
sole basis of any subsequent evaluation of Town Attorney performance,
though he or she may use any reasonable interpretation of the Board’s
words.
2.4.5.2 The Board of Trustees will monitor the Town Attorney’s performance with
respect to these expectations on a routine basis.
2.4.5.3 Any modification to the compensation paid the Town Attorney shall be as
specified in the Estes Park Municipal Code, section 2.24.030.
34
TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
Table of Contents
Category 3. Staff Limitations
Policy 3.0 General Town Administrator Constraint
Policy 3.1 Customer Service
Policy 3.2 Treatment of Staff and Volunteers
Policy 3.3 Financial Planning
Policy 3.4 Financial Condition and Activities
Policy 3.5 Asset Protection
Policy 3.6 Emergency Town Administrator Backup and Replacement
Policy 3.7 Emergency Preparedness
Policy 3.8 Compensation and Benefits
Policy 3.9 Communication and Support to the Board
Policy 3.10 Capital Equipment and Improvements Programming
Policy 3.11 Quality of Life
Policy 3.12 Internal Operating Procedures
Policy 3.13 Town Organizational Plan
35
Policy Type: Staff Limitations
Policy: 3.0
Policy Title: General Town Administrator Constraint
Revised: 10/08/2024
Within the scope of authority delegated to him/her by the Board of Trustees, the Town
Administrator shall not cause nor allow any practice, activity, decision, or organizational
circumstance that is either unlawful, imprudent, or in violation of commonly accepted business
and professional ethics.
3.1 The quality of life in the Town of Estes Park depends upon the partnership
between residents, elected officials, and Town employees. Therefore, within the
scope of his/her authority, the Town Administrator shall not fail to ensure high
standards regarding the treatment of our residents.
3.2 With respect to the treatment of paid and volunteer staff, the Town Administrator
may not cause or allow conditions that are unsafe, unfair, or undignified.
3.3 With respect for strategic planning for projects, services, and activities with a
fiscal impact, the Town Administrator may not jeopardize either the operational or
fiscal integrity of Town government.
3.4 With respect to the actual, ongoing condition of the Town government’s financial
health, the Town Administrator may not cause or allow the development of fiscal
jeopardy or loss of budgeting integrity in accordance with Board Objectives.
3.5 Within the scope of his/her authority and given available resources, the Town
Administrator shall not allow the Town’s assets to be unprotected, inadequately
maintained, or unnecessarily risked.
3.6 In order to protect the Board from sudden loss of Town Administrator services,
the Town Administrator may have no less than two other member(s) of the Town
management team familiar with Board and Town Administrator issues and
processes.
3.7 The Town Administrator shall have an Emergency Preparedness Process in place
for the coordination of all emergency management partners (Federal, State, and
local governments, voluntary disaster relief organizations, and the private sector)
to meet basic human needs and restore essential government services following a
disaster.
36
3.8 With respect to employment, compensation, and benefits to employees,
consultants, contract workers, and volunteers, the Town Administrator shall not
cause or allow jeopardy to fiscal integrity.
3.9 The Town Administrator shall not permit the Town Board to be uninformed or
unsupported in its work.
3.10 With respect to planning for and reporting on Capital Equipment and
Improvements Programs, the Town Administrator may not jeopardize either
operational or fiscal integrity of the organization.
3.11 With respect to Town government's efforts to improve the quality of life for the
community the Town Administrator shall not fail to plan for implementing
policies of the Board regarding economic health, environmental responsibility,
and community interests.
3.12 The Town Administrator will ensure that the Town has internal operating
procedures to promote effective and efficient Town operations.
37
Policy Type: Staff Limitations
Policy: 3.1
Policy Title: Customer Service
Revised: 10/08/2024
The quality of life in The Town of Estes Park depends upon the partnership between residents,
elected officials, and Town employees. Therefore, within the scope of his/her authority, the Town
Administrator shall not fail to ensure high standards regarding the treatment of our residents.
3.1.1 The Town Administrator shall not fail to encourage the following basic attitudes
in employees:
3.1.1.1 The residents of the Town of Estes Park deserve the best possible services
and facilities given available resources.
3.1.1.2 Prompt action is provided to resolve problems or issues. “Prompt Action”
shall be interpreted as:
• Residents receive initial responses to a reported problem or issue,
at a minimum acknowledging the receipt of the contact, within two
business days of receipt.
• The appropriate process required to resolve the problem is initiated
within three business days of receipt, whenever possible.
3.1.1.3 Attention is paid to detail and quality service is provided that demonstrates
a high level of professionalism.
3.1.1.4 Each employee represents excellence in public service.
3.1.1.5 Each employee is “the Town” in the eyes of the public.
3.1.2 The success of Town government depends upon the partnership between
residents, elected officials, and Town employees. Accordingly, regarding the
treatment of residents and customers, the Town Administrator shall not:
3.1.2.1 Fail to inform residents of their rights, including their right to due process,
as they relate to the operations and responsibilities of the Town.
3.1.2.2 Ignore community opinion on relevant issues or make material decisions
affecting the community in the absence of appropriate community input.
3.1.2.3 Allow the community to be uninformed (or informed in an untimely basis)
about relevant decision-making processes and decisions.
38
3.1.2.4 Ignore problems or issues raised by the community, or fail to address them
in a timely manner, where the Town Administrator has been delegated the
authority to act (or to fail to inform the Board of issues where he/she may
not have the authority to act).
3.1.2.5 Allow incompetent, disrespectful, or ineffective treatment from Town
employees.
3.1.2.6 Unduly breach or disclose confidential information.
39
Policy Type: Staff Limitations
Policy: 3.2
Policy Title: Treatment of Staff and Volunteers
Revised: 10/08/2024
With respect to the treatment of paid staff and volunteers, the Town Administrator may not cause
or allow conditions which are unsafe, unfair, or undignified. Accordingly, pertaining to paid staff
within the scope of his/her authority, the Town Administrator shall not:
3.2.1 Operate without written personnel policies that clarify personnel rules for
employees.
3.2.2 Fail to acquaint staff with their rights under the adopted personnel rules upon
employment.
3.2.3 Fail to commit and adhere to the policies of Equal Employment Opportunity and
Fair Labor Standards Act.
3.2.4 Fail to make reasonable efforts to provide a safe working environment for
employees, volunteers, and residents utilizing Town services.
3.2.5 Operate without written volunteer policies that clarify the responsibilities of
volunteers and of the Town for all volunteers.
40
Policy Type: Staff Limitations
Policy: 3.3
Policy Title: Financial Planning
Revised: 10/08/2024
With respect for strategic planning for projects, services, and activities with a fiscal impact, the
Town Administrator may not jeopardize either the operational or fiscal integrity of Town
government. Accordingly, the Town Administrator shall not allow budgeting which:
3.3.1 Deviates from statutory requirements.
3.3.2 Deviates materially from Board-stated priorities in its allocation among
competing budgetary needs.
3.3.3 Contains inadequate information to enable credible projection of revenues and
expenses, separation of capital and operational items, cash flow and subsequent
audit trails, and disclosure of planning assumptions.
3.3.4 Plans the expenditure in any fiscal year of more funds than are conservatively
projected to be received in that period, or which are otherwise available.
3.3.5 Reduces fund balances or reserves in any fund to a level below that established by
the Town Board by adopted policy
3.3.6 Fails to maintain a Budget Contingency Plan capable of responding to significant
shortfalls within the Town’s budget.
3.3.7 Fails to provide for an annual audit.
3.3.8 Fails to protect, within his or her ability to do so, the integrity of the current or
future bond ratings of the Town.
3.3.9 Results in new positions to staffing levels without specific approval of the Town
Board. The Town Administrator may approve positions funded by grants, which
would not impose additional costs to the Town in addition to the grant funds, and
any temporary positions for which existing budgeted funds are allocated.
41
Policy Type: Staff Limitations
Policy: 3.4
Policy Title: Financial Condition and Activities
Revised: 10/08/2024
With respect to the actual, ongoing condition of the Town government’s financial health, the
Town Administrator may not cause or allow the development of fiscal jeopardy or loss of
budgeting integrity in accordance with Board Objectives. Accordingly, the Town Administrator
may not:
3.4.1 Expend more funds than are available.
3.4.2 Allow the General Fund and other fund balances to decline to a level below that
established by the Town Board by adopted policy, unless otherwise authorized by
the Board.
3.4.3 Allow cash to drop to a level below that established by the Town Board by
adopted policy, unless otherwise authorized by the Board.
3.4.4 Allow payments or filings to be overdue or inaccurately filed.
3.4.5 Engage in any purchases wherein normally prudent protection has not been given
against conflict of interest, and/or engage in purchasing practices in violation of
state law or Town purchasing procedures.
3.4.6 Use any fund for a purpose other than for which the fund was established, unless
otherwise authorized by the Town Board.
42
Policy Type: Staff Limitations
Policy: 3.5
Policy Title: Asset Protection
Revised: 10/08/2024
Within the scope of his/her authority and given available resources, the Town Administrator shall
not allow the Town’s assets to be unprotected, inadequately maintained, or unnecessarily risked.
Accordingly, he or she may not:
3.5.1 Fail to have in place a Risk Management program which insures against property
losses and against liability losses to Board members, staff, and the Town of Estes
Park to the amount legally obligated to pay, or allow the organization to be
uninsured:
3.5.1.1 Against theft and casualty losses;
3.5.1.2 Against liability losses to Board members, staff and the Town itself in an
amount equal to or greater than the average for comparable organizations;
or
3.5.1.3 Against employee theft and dishonesty.
3.5.2 Subject plant, facilities, and/or equipment to improper wear and tear or
insufficient maintenance (except normal deterioration and financial conditions
beyond Town Administrator control).
3.5.3 Receive, process, or disburse funds under controls insufficient to meet the Board-
appointed auditor’s standards.
3.5.4 Unnecessarily expose Town government, the Town Board, or staff to claims of
liability.
3.5.5 Fail to protect intellectual property, information, and files from loss or significant
damage.
3.5.6 Acquire, encumber, dispose, or contract for real property except as expressly
permitted in Town policy.
3.5.7 Allow internal control standards to be less than those necessary to satisfy
generally accepted accounting/auditing standards, recognizing that the cost of
internal control should not exceed the benefits expected to be derived.
43
Policy Type: Staff Limitations
Policy: 3.6
Policy Title: Emergency Town Administrator Backup and Replacement
Revised: 10/08/2024
In order to protect the Board from sudden loss of Town Administrator services, the Town
Administrator may have no fewer than two (2) other members of the Town management team
familiar with Board of Town Trustees and Town Administrator issues and processes.
3.6.1 The Deputy Town Administrator shall act in the capacity of Town Administrator
in his/her absence. In the absence of the Town Administrator and Deputy Town
Administrator a Town Department Director previously designated by the Town
Administrator will act in the capacity of Town Administrator.
3.6.2 The Town Administrator shall provide the necessary training needed to enable
successful emergency replacement.
44
Policy Type: Staff Limitations
Policy: 3.7
Policy Title: Emergency Preparedness
Revised: 10/08/2024
The Town Administrator shall have an Emergency Preparedness Process in place for
coordination of all emergency management partners (Federal, State, and local governments,
voluntary disaster relief organizations, and the private sector) to meet basic human needs and
restore essential government services following a disaster.
3.7.1 The Town Administrator shall be responsible for the assigned responsibilities
identified in the Town of Estes Park Emergency Operations Plan.
3.7.2 The Town Administrator shall not fail to have a business continuity plan for the
Town.
3.7.3 In the event of an emergency, the Town Administrator shall not fail to take
appropriate action immediately to ensure the safety of the public, and public and
private assets, including authorizing specific actions by Town staff and declaring
an emergency on behalf of the Board of Town Trustees in accordance with the
Estes Park Municipal Code.
45
Policy Type: Staff Limitations
Policy: 3.8
Policy Title: Compensation and Benefits
Revised: 10/08/2024
With respect to employment, compensation, and benefits to employees, consultants, contract
workers, and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal
integrity of the Town. Accordingly, pertaining to paid workers, he or she may not:
3.8.1 Change his or her own compensation and benefits.
3.8.2 Promise or imply permanent or guaranteed employment.
3.8.3 Establish current compensation and benefits which deviate materially for the
regional or professional market for the skills employed.
3.8.4 Establish deferred or long-term compensation and benefits without approval of
the Town Board.
46
Policy Type: Staff Limitations
Policy: 3.9
Policy Title: Communication and Support to the Board
Revised: 10/08/2024
The Town Administrator shall not permit the Town Board to be uninformed or unsupported in its
work. Accordingly, he or she may not:
3.9.1 Let the Town Board be unaware of relevant trends, anticipated adverse media
coverage, material external and internal changes, and particularly changes in the
assumptions upon which any Board policy has been previously established.
3.9.2 Fail to submit monitoring data required by the Board (see Policy 2.3 – Monitoring
Town Administrator Performance) in a timely, accurate and understandable
fashion, directly addressing provisions of Board policies being monitored.
3.9.3 Fail to establish a process that brings to the Town Board as many staff and
external points of view, issues, and options as needed for informed Board choices
on major policy issues.
3.9.4 Present information in unnecessarily complex or lengthy form.
3.9.5 Fail to provide support for official Town Board activities or communications.
3.9.6 Fail to deal with the Town Board as a whole, except when fulfilling individual
requests for information.
3.9.7 Fail to report in a timely manner any actual or anticipated noncompliance with
any policy of the Town Board.
47
Policy Type: Staff Limitations
Policy: 3.10
Policy Title: Capital Equipment and Improvements Programming
Revised: 10/08/2024
With respect to planning for and reporting on capital equipment and improvements programs, the
Town Administrator may not jeopardize either operational or fiscal integrity of the organization.
Accordingly, he or she may not allow the development of a capital program which:
3.10.1 Deviates materially from the Town Board’s stated priorities.
3.10.2 Plans the expenditure in any fiscal period of more funds than are conservatively
projected to be available during that period.
3.10.3 Contains too little detail to enable accurate separation of capital and operational
start-up items, cash flow requirements, and subsequent audit trail.
3.10.4 Fails to project on-going operating, maintenance, and replacement/perpetuation
expenses.
3.10.5 Fails to provide regular reporting on the status of the budget and on the progress
of each active project, including data such as changes and the financial status of
each project, including expenditures to date.
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Policy Type: Staff Limitations
Policy: 3.11
Policy Title: Quality of Life
Revised: 10/08/2024
With respect to Town government's efforts to improve the quality of life for the community, the
Town Administrator shall not fail to plan for implementing policies of the Board regarding
economic health, environmental responsibility, and community interests.
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Policy Type: Staff Limitations
Policy: 3.12
Policy Title: Internal Operating Procedures
Revised: 10/08/2024
The Town Administrator will ensure that the Town has internal operating procedures to promote
effective and efficient Town operations.
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Policy Type: Staff Limitations
Policy: 3.13
Policy Title: Town Organizational Plan
Revised: 10/08/2024
With respect to internal organizational structure of the Town, the Town Administrator will
maintain a current organizational plan (organizational chart) of the Town, in a graphical format
through the division level. The Town Administrator will update the plan annually. The current
plan shall be included in the Annual Comprehensive Financial Report each year and presented to
the Town Board at the first regular meeting following the certification of the results of each
biennial election.
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TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
Table of Contents
Category 4. Ends Statements
Policy 4.0 Ends Statements and Key Outcome Areas
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Policy Type: Board Ends Statements
Policy: 4.0
Policy Title: Ends Statements and Key Outcome Areas
Revised: 10/08/2024
The Town Board agrees on its Ends Statements and Key Outcome Areas through the annual
strategic planning process. The Board will review its Ends Statements and Key Outcome Areas
annually. The Board’s Ends Statements and Key Outcome Areas are:
4.1 Exceptional Community Services: Estes Park is an exceptionally vibrant, diverse,
inclusive, and active mountain community in which to live, work, and play, with
housing available for all segments in our community.
4.2 Governmental Services and Internal Support: We provide high-quality support for
all municipal services.
4.3 Outstanding Guest Services: We are a preferred Colorado mountain destination
providing an exceptional guest experience.
4.4 Public Safety, Health, and Environment: Estes Park is a safe place to live, work,
and visit within our extraordinary natural environment.
4.5 Robust Economy: We have a diverse, healthy, year-round economy.
4.6 Town Financial Health: We will maintain a strong and sustainable financial
condition, balancing expenditures with available revenues, including adequate
cash reserves for future needs and unanticipated emergencies.
4.7 Transportation: We have safe, efficient, and well-maintained multimodal
transportation systems for pedestrians, cyclists, motorists, and transit riders.
4.8 Utility Infrastructure: We have reliable, efficient, and up-to-date utility
infrastructure serving our community and customers.
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