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HomeMy WebLinkAboutPACKET Town Board 2012-09-11The Mission of the Town of Estes Park is to plan and provide reliable, high-value services for our citizens, visitors, and employees. We take great pride ensuring and enhancing the quality of life in our community by being good stewards of public resources and natural setting. BOARD OF TRUSTEES -TOWN OF ESTES PARK Tuesday,September 11,2012 7:00 p.m. AGENDA PLEDGE OF ALLEGIANCE. (Any person desiring to participate, please join the Board in the Pledge of Allegiance). PUBLIC COMMENT.(Please state your name and address). TOWN BOARD COMMENTS / LIAISON REPORTS. TOWN ADMINISTRATOR REPORT. 1.CONSENT AGENDA: 1.Town Board Minutes dated August 28, 2012 and Town Board Study Session Minutes dated August 28, 2012. 2.Bills. 3.Committee Minutes: A.Community Development/Community Services,August 23, 2012. 4.2012 Street Crack Sealing, A-1 Chipseal Co.-$119,040 –Budgeted. 5.Estes Valley Board of Adjustment Minutes dated July 3,2012 (acknowledgement only). 6.Resolution # 08-12 –Scheduling a Show Cause Liquor Hearing for Galex LLC., dba Chelitos Mexican Restaurant, 145 E. Elkhorn Avenue, Hotel and Restaurant Liquor License on October 9, 2012. 2.REPORTS AND DISCUSSION ITEMS: 1.SECOND QUARTER FINANCIAL REPORT.Finance Officer McFarland. 3.LIQUOR ITEMS: 1.TRANSFER OF OWNERSHIP –FROM CRAGS INC.DBA THE VIEW RESTAURANT TO THE VIEW INC. DBA THE VIEW RESTAURANT,300 RIVERSIDE DRIVE.Town Clerk Williamson. Prepared 8/30/12 *Revised NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. 4.ACTION ITEMS: 1.VOLUNTEER MANUAL.Assistant Town Administrator Richardson. 5.ADJOURN. Town of Estes Park, Larimer County, Colorado, August 28, 2012 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 28th day of August, 2012. Meeting called to order by Mayor Pinkham. Present: William C. Pinkham, Mayor Eric Blackhurst, Mayor Pro Tem Trustees Mark Elrod John Ericson Wendy Koenig Ron Norris John Phipps Also Present: Frank Lancaster, Town Administrator Lowell Richardson, Assistant Town Administrator Greg White, Town Attorney Jackie Williamson, Town Clerk Absent: None Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so, recited the Pledge of Allegiance. PUBLIC COMMENTS. Sharry White/Town citizen thanked the Town for holding a Town Hall meeting to discuss the bear related issues within town limits, and stated the meeting was well conducted by Town Administrator Lancaster and informative. She is pleased the Town is taking action to address the issue. TOWN BOARD COMMENTS / LIAISON REPORTS. Trustee Ericson stated an RFP for audit services has been issued with applications to be received by September 7, 2012. Trustee Phipps provided a briefing on the activities of the Larimer County Open Space committee including touring local reservoirs, which were notably very low; new campsites at the Pinewood reservoir; the new reservoir is anticipated to be completed in 2016; the County has agreed to collect the 2% lodging tax at Hermit Park; three camp areas in Hermit Park would be converted to equestrian; the County has appointed a board to review the small grant applications available to HOAs and other entities to improve open space areas; the Board is negotiating a significant land donation; and Ron Novak provided a program to get kids back into nature and suggested the community develop a couple of hidden gems to encourage the connection with nature, which may be funded through GOCO grants. Trustee Koenig informed the community that applications are now available for Community Service grants on the Town’s website and in Administration. She also thanked everyone involved in the BioBlitz and stated the event was a huge success. Trustee Norris voiced concern there are not enough volunteer firefighters responding to emergency events and requested additional information on how the Board can help promote volunteerism in this area; questioned the potential liability the Town may face if it does not address the bear issues such as the recent dumpster problem at Performance Park; stated Parnters for Commerce continue to identify critical success factors for economic development in the valley with representatives of the State to visit and discuss options; and Visit Estes Park nears completion of the 2013 visitor’s guide. Board of Trustees – August 28, 2012 – Page 2 Trustee Elrod stated the Estes Valley Planning Commission met in August to continue the discussion on updating the Comprehensive Plan; Visit Estes Park provided an update on the branding strategy; and with the resignation of Rex Poggenpohl, a county seat on the Commission has been advertised. TOWN ADMINISTRATOR REPORT. • Updated the community on items identified during the debriefing of the Woodland Heights fire including acquiring a low power AM radio station at an estimated cost of $30,000; review grant opportunities through the State for the radio station; discussions have begun with LETA on the capability of using the community portion of Everbridge to communicate with groups such as the lodging establishments; and hold training/table top exercises for member of EALA, Visit Estes Park and the Ambassadors. • Staff has a meeting on September 10th with key community members to discuss the bear issue further. The Town through the Parks division has addressed some issues through changes in procedures. A follow-up discussion would be held on September 25th with the Board at the study session. • The County Commissioners requested the Estes Valley Planning Commission county seat be readvertised because only one application has been submitted. 1. CONSENT AGENDA: 1. Town Board Study Session Minutes dated July 17, 2012, August 2, 2012 and August 14, 2012, and Town Board Minutes dated August 14, 2012. 2. Bills. 3. Committee Minutes: a. Public Safety, Utilities, Public Works, August 9, 2012: 1. Police Lobby Remodel, $140,000. 2. John Deere Utility Tractor, Colorado Equipment, $50,625 – Budgeted. 4. Estes Valley Planning Commission Minutes dated July 17, 2012 (acknowledgement only). 5. Estes Park Housing Authority Fee Waiver for The Pines Condominiums Development Application Fees. Applicant Request Continuation of the Item to September 25, 2012. It was moved and seconded (Blackhurst/Koenig) to approve the Consent Agenda Items and it passed unanimously. 2. LIQUOR LICENSE ITEMS: 1. REPORT – RENEWAL LICENSE – GALEX LLC DBA CHELITOS MEXICAN RESTAURANT. Town Clerk Williamson stated the establishment failed a recent liquor compliance check on July 20, 2012, and was to come before the Board to renew the liquor license. During the processing of the renewal, the Clerk’s Office received additional information from the Liquor Enforcement Division on a number of violation that were identified during a September 2011 liquor inspection. Therefore, a resolution would come before the Town Board at the September 11, 2012 meeting to order a Show Cause hearing. 3. PLANNING COMMISSION ITEMS. Items reviewed by Planning Commission or staff for Town Board Final Action. 1. CONSENT ITEMS: Board of Trustees – August 28, 2012 – Page 3 A. AMENDED CONDOMINIUM MAP, Ranch Meadow II, 1639 Raven Avenue, Units A-L, Ranch Meadow HOA/Applicant. B. SUPPLEMENTAL CONDOMINIUM MAP #4, Stanley Avenue Condominiums, 510, 512 & 514 Stanley Avenue, Kingswood Homes/Applicant. C. MINOR SUBDIVISION, Lot 2, Pine Knoll Subdivision, Estes Park Housing Authority/Applicant. Request to continue to September 25, 2012. D. PRELIMINARY & FINAL CONDOMINIUM MAPS, Lots 1 & 2, The Pines North Condominiums and The Pines Condominiums, Estes Park Housing Authority/Applicant. Request to continue to September 25, 2012. It was moved and seconded (Blackhurst/Phipps) to approve the Consent Agenda subject to the findings and conditions recommended by the Estes Valley Planning Commission, and it passed unanimously. 4. ACTION ITEMS: 1. TREE BOARD APPOINTMENTS. The open positions on the Tree Board were advertised and interviews were held to determine qualifications of the applicants. The Tree Board recommends the appointment of Steven Day for a four-year term expiring August 28, 2016 and a one-year appointment of current member Rex Poggenpohl expiring August 28, 2013. Mr. Day is a forensic botanist, tree pathologist and registered consulting arborist; bringing over 30 years of experience to the Board. Mr. Poggenpohl has served the Tree Board since 2009. It was moved and seconded (Ericson/Norris) to approve the Tree Board appointment of Rex Poggenpohl for a one-year term expiring August 28, 2013 and Steven Day for a four-year term expiring August 28, 2016, and it passed unanimously. 2. REVISED KIOWA RIDGE LAND PURCHASE (WATER TANK & OPEN SPACE). Assistant Town Administrator Richardson stated the Board approved the purchase of the two properties at their May 8, 2012 meeting; however, the purchase was cancelled due to unresolved title issue. The property owner has resolved the title issues, a new contract has been drafted with minor changes that do not affect the tenancy, and preliminary title work has been completed. Staff would anticipate a closing no later than September 27, 2012 if approved. Trustee Elrod restated concerns he raised at the May 8, 2012 meeting including the lack of proper evaluation on whether the properties should be purchased, no formal appraisals, and the continued easement on the open space property by MacGregor Ranch. He stated the Town has not completed proper due diligence and would be opposed to the transaction. After further discussion, it was moved and seconded (Blackhurst/Phipps) to purchase Kiowa Ridge Subdivision Outlot A (PID #3402409001) and Tract B (PID #3402410002) at a cost of $50,000 as previously approved by the Board at their May 8, 2012 meeting, and it passed with Trustee Elrod voting “No”. Mayor Pinkham whereupon he adjourned the meeting at 9:09 p.m. William C. Pinkham, Mayor Jackie Williamson, Town Clerk       Town of Estes Park, Larimer County, Colorado, August 28, 2012 Minutes of a Study Session meeting of the TOWN BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held at Museum Meeting Room in said Town of Estes Park on the 28th day of August, 2012. Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees, Elrod, Ericson, Koenig, Norris and Phipps Attending: All Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Attorney White, and Town Clerk Williamson Absent: None Mayor Pinkham called the meeting to order at 5:00 p.m. TOWN ATTORNEY/MUNICIPAL JUDGE EVALUATION CRITERIA. Attorney White stated the Town Board has three main reports; the Town Attorney, Municipal Judge and Town Administrator, and of these three only the Town Administrator has been evaluated in the past. There are no job descriptions for either the Town Attorney or Municipal Judge positions; however, the Municipal Judge must possess a high school degree or GED, a law degree is not required. He stated an annual or biennial review of the courts conduct and interaction amongst citizens and staff could be conducted and used to determine reappointment of the Municipal Judge. The Town Attorney is appointed per the Town’s Municipal Code after the biennial election and currently serves the Town through an independent contract, which can be terminated at any time. The attorney in larger communities tends to be a full-time employees of the municipality. The Municipal Judge is appointed as per the Colorado Statute 13-10-105 and can only be removed for cause during the appointed 2-year term as stated by the statute, and is not subject to the Town’s personnel manual. The position receives a biweekly salary and may elect benefits. The Board discussed the need to evaluate the Town Attorney and Municipal Judge questioning the need and if evaluated how and what would be the criteria for each; criteria should be simple such as teamwork and communication; the Judge currently provides an annual report to the Public Safety, Utilities, and Public Works (PUP) Committee and this should be the time for discussion of the courts performance during the past year; it was stated the Board does not possess the background or expertise to evaluate the performance of the judge or the court, and therefore should not evaluate the position; and it is difficult to assess a job which is quantitative. After further discussion, the Board consensus was to have the annual Municipal Court report presented to the Town Board in February/March annually by the Judge and to assess the court performance during this time. The Board requested staff develop job descriptions for the Municipal Judge and Town Attorney positions. The Board suggested requesting the assistance of Judge Brown and Attorney White to develop the job descriptions outlining the specific needs for each position in Estes Park in the event the positions become vacant. QUASI-JUDICIAL ROLE OF TRUSTEES.       Attorney White reviewed the difference between quasi-judicial and legislative hearings and stated legislative matters involve items related to code amendments, budget, contracts, Intergovernmental Agreements, annexations and all other items that are not quasi-judicial. He stated a quasi-judicial proceeding involves an official action by the Board in which an impartial decision will be made based upon the information presented to the Town Board concerning the matter at the public hearing. Therefore ex-parte communications concerning a quasi-judicial matter, liquor or land use issues, must be avoided once an application or item becomes know to the Board. He noted some projects may have both legislative and quasi-judicial items to be discussed and approved by the Board, and therefore, he would advise the Board to treat the entire issue as quasi-judicial. The Board was also advised not to donate or be involved in fundraising efforts at any level on an issue related to a quasi-judicial matter. He stated a family member or spouse may donate to a fundraising effort in their own name. FUTURE AGENDA ITEMS. Administrator Lancaster reviewed a list of Town Board Study Session items through the end of the year, which address those items identified by the Board as important to complete before the end of the year. Board discussion followed and has been summarized: questioned how an item has been identified as a study session item versus an item to be discussed at a board meeting; it was suggested to move certain items that may receive public comment to the board meeting; move up items not currently scheduled such as town owned property, role in economic development and financing options; refer B&B in E-1 zoning district to the Planning Commission; bring the volunteer policy manual to the September 11th Board meeting; remove beetle mitigation discussion with the Park; the wildlife and bear discussion should include an update as to where the community is, where the community is headed, and were the Town is on enforcement; the Town is only one player in addressing the wildlife/bear issues; and questioned the timing of the discussion on how to distribute the FOSH funds and suggested the item be moved to the end of the year. There being no further business, Mayor Pinkham adjourned the meeting at 6:50 p.m. Jackie Williamson, Town Clerk Town of Estes Park, Larimer County, Colorado, August 23, 2012 Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT / COMMUNITY SERVICES COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in Town Hall in said Town of Estes Park on the 23rd day of August, 2012. Committee: Chair Ericson, Trustees Elrod and Norris Attending: Chair Ericson, Trustees Elrod and Norris Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Director Chilcott, Managers Winslow, Fortini and Salerno, and Deputy Town Clerk Deats Absent: None Chair Ericson called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None COMMUNITY SERVICES DEPARTMENT. REPORTS. Reports provided for informational purposes and made a part of the proceedings. • September Events Report – Manager Winslow reported that the BioBlitz sponsored by National Geographic and the National Park Service is scheduled for the final weekend of August and that the Scottish Festival will be held September 6-9, 2012. Upcoming fall events include: John Denver Tribute Concert, the Labor Day Arts and Crafts Show, Elk Fest, and the Snow and Ice Conference. In addition, the fairgrounds will be utilized to accommodate events originally scheduled at the Ranch in Loveland that now cannot be held at that venue due to renovations at the facility. Staff is looking into two new events for 2013: a chuck wagon cook-off and a combination dressage, cross-country and jumping event. The Committee encouraged staff to look into events that can be added to the shoulder season schedule. • Verbal Updates – o Museum/Senior Center Request for Proposal (RFP) – Manager Fortini said that three proposals have been received which are currently being reviewed at the staff level. Following staff review and discussions with the Senior Center and Museum Boards a report and recommendation will be brought forward to the CDCS Committee. o Visitor Center Activity Report – Manager Salerno reported that both the TV screen and the public-use computer that were installed at the CVB have been well-received. She noted that visitor numbers for July were down 23.5%, August numbers to date were 20.5% lower than 2011 visitor totals, and cited the fires that occurred earlier this summer as a possible cause for the downturn. The Committee thanked Manager Salerno for her participation in the recent visit with Grand Lake town officials. o Shuttle Report – Brian Wells, Shuttle Coordinator, said that, to date, shuttle ridership is down 1.5% from last year. He said positive feedback has been received from users of the shuttle which includes both visitors and locals who have been taking advantage of the service. Stop-by-stop data comparisons for 2011 and 2012 will be compiled and shared with the Trustees to provide information for decision-making related to future shuttle service. o Pro-Cycling Events – Manager Winslow reported that enthusiasm for Community Development / Community Services – August 23, 2012 – Page 2 bringing the Pro Cycle Challenge to Estes Park in 2013 is high and said that three launch parties have been held. He said next steps include determining what type of contribution the Town of Estes Park and Visit Estes Park can make to the event and submitting a bid, with the results of the bid to be made public in December 2012. Trustee Norris suggested that the Trustees and Mayor write individual letters of support to include with the bid package. o Event Oversight – Manager Winslow said that in regard to downtown special events, staff utilizes guidelines to select vendors who do not compete with established downtown merchants. Sales tax compliance among special event vendors is the responsibility of the special event organizer, however, Finance Officer McFarland does conduct random reviews of the events. COMMUNITY DEVELOPMENT DEPARTMENT. REPORTS. Reports provided for informational purposes and made a part of the proceedings. • Community Development Monthly Report – Director Chilcott highlighted activities within the Community Development Department including: community meetings to address enhancing planning and building division services to be held in October; hiring of Karlin Goggin as the Senior Building Permit Technician; year- to-date building permit totals remain approximately the same as 2011; building officials are performing approximately 16 building inspections per day; life and safety code compliance concerns continue to be addressed including issues related to the Courtyard building; and staff met with a potential buyer of Mary’s Lake Lodge regarding open permits. Planning staff has received numerous pre- applications over the past month with a variety of new projects underway, and is continuing to work with the Estes Valley Planning Commission (EVPC) on the Comprehensive Plan. Director Chilcott noted that the transportation section of the plan will be reviewed by the Planning Commission to determine if changes to remove obsolete references and bring the code up to date are necessary. She said that an opening exists on the Planning Commission due to the resignation of Commissioner Rex Poggenpohl. • Outdoor Sales, Storage, and Display Downtown (Court Decision) – Staff reported on a 2011 municipal court decision related to a summons and complaint that was issued to the Estes Park Sweatshirt Center last year. Staff had been directed to strictly enforce the ‘containment provision’ of the Sign Code and the Estes Valley Development Code in the downtown area. A summons was issued because the outside alcove area was being utilized to display merchandise. Municipal Judge Brown found that any ambiguity in the code language was to be construed in favor of the property owner, and held that the display of merchandise inside the alcove was a display or activity “within the interior of a building.” Based on this decision, staff proposes a discussion concerning retail sales and displays downtown is warranted. • Verbal Updates – o Sign Compliance – In the current sign code, an election sign is considered a temporary sign. It is staff’s understanding that, according to a supreme court decision, the amount of time an election sign can be displayed prior to an election cannot be limited because the display is considered freedom of speech, however, limits can be defined as to when the sign must be removed after an election. Staff will follow-up on this matter with Attorney White for confirmation. o Staffing – The Community Development Department is currently fully staffed at the 2012 authorized staffing level. Director Chilcott continues to review processes related to building permits, the existing software system, and the flow of work related to necessary comments and approvals. Community Development / Community Services – August 23, 2012 – Page 3 ADMINISTRATION. Reports provided for informational purposes and made a part of the proceedings. • Verbal Updates – o Policy Inventory – The review of Town policies is underway with an inventory and prioritization process being utilized. Personnel policies are currently being addressed and Assistant Town Administrator Richardson said that the new personnel policy may be ready to bring forward to the Board by the end of the year. The Committee commented that the previous Board was confused by the personnel compensation policy during the 2012 budgeting process and, in light of the upcoming budgeting process for 2013, requested re-education on the existing policy related to compensation. Town Administrator Lancaster said that discussion with the Board about several topics related to compensation would be beneficial including the Board’s philosophy on compensation, how compensation is related to the market, identification of the market for comparison purposes; the classification of jobs; and re-classification of employees. The adoption of an interim policy position relative to compensation to assist the Trustees with decisions through the budgeting process was proposed. Chair Ericson said now is the time to be pro- active and look to the leadership team and administration for recommendations and input. Town Administrator Lancaster said it is important to make sure policies are correct, meet the needs of the organization, and add value to the product being provided to the citizens of Estes Park. o 2013 Budget Status – Finance Officer McFarland reported that data has been entered into the preliminary budget for 2013 and adjustments have been made to the 2012 budget. Meetings are being held with administration and the department heads to justify large increases, decreases, and changes to the budget. He discussed migrating capital items into the Community Reinvestment Fund and moving expenses from one department to another which would produce significant changes in the budget. o Western Area Power Administration (WAPA) – Chair Ericson said the Town had previously submitted a resolution to WAPA related to the Board’s position regarding the proposed transmission line rebuild. Trustee Elrod asked that the County Commissioners be diligent in representing their constituents since most of the rebuild is outside of the Estes Park town limits. There being no further business, Chair Ericson adjourned the meeting at 9:22 a.m. Cynthia Deats, Deputy Town Clerk PUBLIC WORKS Memo To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Scott Zurn, PE, Public Works Director Kevin Ash, PE, Public Works Civil Engineer Date: September 11, 2012 RE: 2012 Street Maintenance Program – Crack Sealing Background: Public Works is continuing its focus on road improvements with a Town-wide crack seal program. A Request for Bid for a Town-wide crack seal project was advertised in the Fort Collins Coloradoan, the Estes Park Trail Gazette and the Town of Estes Park website on July 13th, 2012. The work will consist of applying 80,000 lbs of hot asphalt crack sealant on the 57 miles of existing roadways within the Town of Estes Park. The bid submittal deadline was 3:00 p.m. on July 27th. The following four bids were received by that time: Firm Name City Fee A-1 Chipseal Co. Denver, CO $99,200 Coatings, Inc. Arvada, CO $116,800 Sealco Windsor, CO $200,925 Bonneville Asphalt Provo, UT $224,000 The bids have been reviewed by Public Works staff and it has been determined that A-1 Chipseal is the lowest responsible bidder. A-1 has provided asphalt services for the Town in the past with favorable results and their municipal references provided positive feedback concerning their work. Most recently they were able to provide an asphalt sealant to cover the Park Lane parking on the Virginia Drive project. Their bid is inclusive of all equipment, traffic control, labor, mobilization and sealant material required to install 80,000 lbs of crack sealant. At the August 8th PUP Committee meeting, discussions included the project’s intent to crack seal all 57 miles of Town maintained roadways. 80,000 lbs was estimated to meet this mileage. A 20% contingency was recommended by the PUP Committee to allow for additional material that may result from the severity of crack width on public streets. Throughout the project, Public Works will receive a daily update on the mileage progress and quantity of material used. Schedule: Pending approval from the Town Board, A-1 Chipseal will receive a Notice to Proceed with the work on September 12th, with a completion date set for November 21st (weather permitting). Budget: Including a 20% contingency, the 2012 Crack Seal Project budget will be a not-to- exceed fee of $119,040.00. This will come out of the annual Street Improvement Program (STIP) 101-3100-431.35-51. Recommendation: Public Works recommends the award of the 2012 Street Maintenance Crack Sealing Contract to A-1 Chipseal Co. for $99,200.00, with a not-to-exceed cost of $119,040.00. Sample Motion: I move for the approval/denial of the award of the 2012 Street Maintenance Crack Sealing Contract to A-1 Chipseal Co. for $99,200.00, with a not-to-exceed cost of $119,040.00. RECORD OF PROCEEDINGS Regular Meeting of the Estes Valley Board of Adjustment July 3, 2012, 9:00 a.m. Board Room, Estes Park Town Hall Board: Chair John Lynch, Members Bob McCreery, Wayne Newsom Jeff Moreau, and Pete Smith; Alternate Member Chris Christian Attending: Chair Lynch, Members Smith, Lynch, Moreau, Alternate Member Christian Also Attending: Director Chilcott, Planner Shirk, Recording Secretary Thompson Absent: Member McCreery Chair Lynch called the meeting to order at 9:00 a.m. The following minutes reflect the order of the agenda and not necessarily the chronological sequence. There were two people in attendance. 1. PUBLIC COMMENT None. 2. CONSENT Approval of minutes of the May 1, 2012 meeting. It was moved and seconded (Newsom/Smith) to approve the Consent Agenda as presented and the motion passed unanimously. 3. METES AND BOUNDS PARCEL, 2121 EAGLE CLIFF ROAD Planner Shirk reviewed the staff report. The applicant, Thomas Caldwell, requests a variance to EVDC Section 4.3, Table 4-2 “Base Density and Dimensional Standards”, to allow a side-yard setback of 8-feet in lieu of the 25-foot setback required in the E-1– Estate zone district. The purpose of the variance request is to allow removal, replacement, and expansion of an existing deck. Planner Shirk stated the property meets the minimum lot size for the zone district, but a hardship was created by the existing dwelling that was built prior to the setbacks being adopted. This request was submitted to all applicable agencies and adjacent property owners. No significant issues or concerns were expressed by reviewing staff relative to code compliance or the provision of public services. The property owners at 2117 Eagle Cliff Road provided a letter of support. Larimer County Building Department noted there were two outstanding building permits, and “the owner must obtain final inspection approval for the wood stove expired permit.” The applicant was made aware of this requirement. Planner Shirk stated the requested variance would not substantially alter the essential character of the neighborhood, nor would adjoining properties suffer a substantial detriment. The variance request represents the least deviation from the regulations that will afford relief. If approved, failure to apply for a building permit and commence construction or action with regard to the variance approval within one year of shall automatically render the decision of the Board of Adjustment null and void. Staff recommends approval of the requested variance, conditional to compliance with the site plan and building design, as approved by the Board of Adjustment. In this case, staff does not require a setback certificate due to the location of the proposed deck. Staff and Member Discussion Member Moreau asked for and received clarification of the expired building permits. Public Comment Mr. Caldwell was in attendance for questions. RECORD OF PROCEEDINGS Estes Valley Board of Adjustment 2 July 3, 2012 It was moved and seconded (Newsom/ Moreau) to approve the variance request with the findings and conditions recommended by staff and the motion passed unanimously. 4. PORTION OF NORTH ½ OF SECTION 29-5-72, 1770 BIG THOMPSON AVENUE Planner Shirk reviewed the staff report. He stated this was a variance request by Rocky Mountain Hotel Properties I, LLC, aka Estes Park Resort (formerly the Lakeshore Lodge). The property owner requests to removal and replacement of an existing off-premise sign, locate a new sign in an access easement, and exceed the maximum size limit in regards to the Larimer County Land Use Code. Planner Shirk explained that while the Estes Park Resort property is inside the town limits, the proposed sign location is outside the town limits but within the Estes Valley Development Code (EVDC) area. He stated the existing sign has been altered without a sign permit or approval from the Board of Adjustment, and is currently in violation of the most recent variance in 2003 and the Larimer County Sign Code. Planner Shirk stated the resort was built prior to the adoption of the EVDC and was annexed into the Town in 2001. The original sign was designed to keep in character and scale of the Estes Valley Recreation and Parks District’s (EVRPD) marina sign, and one condition of approval was the sign could not exceed the allowable size limit set by the Larimer County Sign Code. Planner Shirk stated the previous variance approval stated because the sign is on Bureau of Land Management (BLM) land and managed by the EVRPD, the sign must look similar to the Estes Park Marina sign. The new owner of the resort desires to change the design scheme, and the new director of the EVRPD does not object to this change. Planner Shirk explained the resort has one owner, the proposed sign location is owned by the federal government, and the land under the proposed sign is managed by the EVRPD. When the current property owner purchased the property, the previous variances did not transfer with the property. In short, this was a difficult application to process. The applicant desires to change the design in order to distinguish it from the marina to increase visibility to the entrance of the resort. The proposed sign would have a stone base, aligning with the design of the canopy at the resort. There would be minimal lighting changes, and the proposed sign would be nearer to the pedestrian walkway than the existing sign. It has been determined that the proposed sign would not be in the site- visibility triangle. The resort does not have direct frontage to the highway, so a hardship exists. Planner Shirk stated the Larimer County Sign Code prohibits signs from being located within access easements. However, this is the only location the BLM would allow the sign. Staff found the relocation outside of the easement would have no discernible impact. Staff supported the idea of an off-premise identification sign designed to help customers know where to turn, but did not support the idea of an off-premise sign designed to advertise the site or attract undue attention. Staff is recommending approval of the sign, with conditions. Staff recommended placing the off-premise sign as close to the resort property as possible. Staff also recommended against approving the proposed sign size of 53 square feet, instead keeping it to 33 square feet, the maximum size allowed by the Larimer County sign code. Member Newsom asked for clarification on how the size is measured. Planner Shirk stated Larimer County building staff calculated the upper oval-shape size at 38 square feet and the lower rectangular shape at 15 square feet. When two signs are on one base, they are calculated as one sign. Planner Shirk stated the Board would be voting on whether or not to allow an off-premise sign, and whether or not to allow a variance to the maximum size of the proposed sign. Planner Shirk pointed out several areas of the Estes Valley Comprehensive Plan that the Board should consider when reviewing this request. He did not normally include this RECORD OF PROCEEDINGS Estes Valley Board of Adjustment 3 July 3, 2012 information with variance requests, but due to the proposed sign being off-premise and located at the entrance to the Estes Valley via Highway 34, felt it was important for the Board to be aware of the guidelines. Briefly, the Comprehensive Plan addresses monument signs, the scenic character and visual quality of open space, protection of Lake Estes as an entry to the town, improvements to the overall image and character of developed areas within the Estes Valley, and ensurance that new development minimizes visual and environmental impacts. Planner Shirk stated the application was routed to affected agencies and adjacent property owners. Public Engineer Kevin Ash recommended installing a pedestrian crossing sign at the exit of the resort to alert drivers of the pedestrian trail running parallel to the highway. Larimer County staff stated sign and building permits would be required if the variance was approved. Staff and Member Discussion Discussion followed among staff and Board members. General topics included 1) methods used to determine sign size, 2) visibility of sign when entering Estes Valley from Highway 34, and 3) the need to support local business efforts to succeed. Public Comment Rodney Eaton/sign company representative stated this application process began approximately 18 months ago. Because the resort is set back off the road, he stated the property owners must rely on this sign for clear identification of the resort location. The Waterfront Grille sign indicates the Estes Park Resort is a place to stay and a place to eat. Both signs would be internally illuminated, using dark sky initiative regulations. Only the white lettering will be lit, not the entire sign. Concerning the variance for the increased size of the proposed sign, Mr. Eaton stated the actual resort building would not have any signage that would otherwise be permitted by the Town sign code. He thought the lack of signage on the building would justify the request to increase the proposed off-premise sign size. He stated the proposed sign would be placed approximately one sign length back from the existing sign. If the desired size of 53 square feet was not approved by the Board, he stated the sign could be adjusted accordingly. There was discussion among staff and the Board as to whether or not the Waterfront Grille sign was considered an advertising or identification sign, the importance of the pedestrian crossing sign, and how the motion should be presented. Conditions 1. Compliance with approved site and sign plans, except for revisions required below. 2. Sign shall not exceed 33 square feet in size. 3. A Model Uniform Traffic Code Devices ‘pedestrian crossing’ sign shall be installed at the applicant’s expense prior to issuance of a sign permit. 4. A surveyor shall provide a surveyors certificate to document location of sign. 5. Landscaping as shown on plan, or alternative approved by staff, shall be installed immediately upon completion of the sign, and shall be maintained in accordance with Section 7.5.J Maintenance Requirements of the Estes Valley Development Code. It was moved and seconded (Newsom/Moreau) to approve the variance request to allow the off-premise sign with the findings and conditions as presented by staff, removing condition #2, which would then allow the proposed sign size to remain at the desired 53 square feet, and the motion passed unanimously. 5. REPORTS Director Chilcott reported staff has been working on gathering property owner information in the Woodland Heights fire area. Planner Shirk has been working with the Town and County GIS departments to identify and determine the number of structures burned. Director Chilcott stated if burned structures are located within the setbacks of properties, property owners are allowed to rebuild in the same footprint without obtaining a variance, if they pull a building permit and begin construction within one year of the burn date and complete construction within three years. Director Chilcott reported staff is researching what levels of changes might come through this board as property owners begin to RECORD OF PROCEEDINGS Estes Valley Board of Adjustment 4 July 3, 2012 rebuild. Additionally, the EVDC does not allow recreational vehicles to be used as temporary housing. Staff is researching the feasibility of placing a temporary moratorium on this regulation for those directly affected by the fire. Any moratorium would contain limitations on who could live there and for what time period. Director Chilcott reported the decision on the future of the burned trees that remained standing in the fire area will be left to the property owners. There being no further business, Chair Lynch adjourned the meeting at 10:25 a.m. ___________________________________ John Lynch, Chair ___________________________________ Karen Thompson, Recording Secretary Page 1 Town Clerk’s Office Memo To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Jackie Williamson, Town Clerk Date: September 7, 2012 RE: Resolution # 08-12 – Scheduling a Show Cause Liquor Hearing for Galex LLC., dba Chelitos Mexican Restaurant, 145 E. Elkhorn Avenue, Hotel and Restaurant Liquor License on October 9, 2012. Background: The Town has received notice from the Colorado Liquor Enforcement Division of a number of liquor code violations that have occurred at Chelitos Mexican restaurant on November 2011 and the failure of a recent compliance check on July 20, 2012, in which an employee of the establishment illegally sold and served alcohol to an underage person and/or did not ask for identification and sold and served the underage person alcohol. All substantial liquor license violations will be scheduled for a Show Cause Hearing. The proposed Resolution sets the Show Cause hearing for October 9, 2012 Town Board meeting. Once the hearing is set an Order to Show Cause and Notice of Hearing will be issued to the Licensee. Budget: N/A Staff Recommendation: N/A Sample Motion: I move to approve/deny Resolution #08-12 setting a Show Cause Hearing for Galex LLC dba Chelitos Mexican Restaurant. RESOLUTION NO. 08-12 WHEREAS, a complaint by the Colorado Liquor Enforcement Division was presented to the Trustees of the Town of Estes Park on September 11, 2012 charging GALEX LLC dba CHELITOS MEXICAN RESTAURANT, a HOTEL & RESTAURANT LIQUOR LICENSE, LIQUOR LICENSE NO. 42-68041-0000 with certain violations of the statutes of the State of Colorado and Rules and Regulations of the Colorado Department of Revenue, Liquor Enforcement Division; and WHEREAS, the Board of Trustees hereby determines that there is probable cause to believe that the aforementioned Licensee has violated one or more of the statutes and/or rules and regulations governing the operations of the license as more fully set forth in the complaint; and WHEREAS, the Board believes it is necessary to hold a hearing and issue an Order to Show Cause why the aforementioned license should not be suspended or revoked due to the violations presented to the Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: Section 1. That a show cause hearing shall be held pursuant to Section 12-47-601, C.R.S., and a Notice of Hearing be issued to the Licensee to appear and show cause why the license should not be suspended or revoked. Said hearing shall take place at the Town Board meeting scheduled Tuesday, October 9, 2012 at 7:00 p.m. in the Board Room of the Estes Park Town Hall, 170 MacGregor Avenue, Estes Park, Colorado. Section 2. That the Town Clerk shall cause an Order to Show Cause and Notice of Hearing on the aforementioned complaint to be mailed to the following: GALEX LLC D/B/A CHELITOS MEXICAN RESTAURANT 205 VIRGINIA DRIVE P.O. BOX 3345 ESTES PARK, COLORADO 80517 INTRODUCED, READ AND PASSED THIS DAY OF ____________, 2012 TOWN OF ESTES PARK Mayor ATTEST: Town Clerk Page 1 FINANCE Memo To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Steve McFarland – Finance Officer Date: September 11th, 2012 RE: Second Quarter Financial Report Background: Attached is the 2nd Quarter Sales Tax and Financial report for 2012. The sales tax information includes January – June, 2012, while the financial data is provided through July 2012. The Financial Indicator slide provides information in four key areas: • General Fund: Due to timing (June sales tax data received after closing of July books), sales tax is only reported through May 2012 in this section. “Other” revenues of $1,020,622 include licenses & permits ($375k), intergovernmental ($286k), interest/rents ($123k), and charges for services ($63k). Major expenditure categories are all well within budgeted parameters (54% of budget expended with 58% of year completed). Public Works is at 64% of budget because of the Virginia Drive capital project. “Transfers Out” are slightly higher than budget because 100% the Medical Fund transfer was made in January, in order to “seed” the Fund. • Sales Tax: Sales tax for the first half of 2012 is 11% ahead of budget, and 13% ahead of 2011. All eyes are on July (July represents ~16% of the fiscal year), information on which should be available by the time this report is presented. • Enterprise (Utility) Funds: In aggregate, utility revenues are on target with budget. Staff is anticipating increasing forecasted revenues in Water, and decreasing forecasted revenues in Light & Power. Perhaps this is the flip side of strong sales tax revenues. With the warm weather, sales tax collections are on record pace – however, warm weather is not so friendly to electric revenues, as demand was below expectations for the first two quarters. Expenditures (53%) are well within budgeted parameters. As is the case with the General Fund, part of the reason expenditures are so low is because capital projects (at only 38% of budget) usually are not undertaken until spring/summer. Page 2 FINANCE Memo • Investments: A municipality’s investment universe is limited to interest-rate sensitive instruments, including money markets, CDs, US Treasuries and US Instrumentalities. The drop in interest rates from 2008 (~4.75%) to today (~ 0.20%) has caused over $750,000 in returns to evaporate, subsequently affecting every Town fund. Recent legislation (HB 12-1005) has allowed municipalities to again invest in government-backed securities that were prohibited when the ratings agencies downgraded the US Government in 2010. The Town has taken advantage of this, as can be seen in the increase in its position in said securities over the past 3 months. Our investment strategy is to keep duration (length of investment) on a very short leash – the Town does not want to be caught disproportionately in long positions should interest rates increase significantly. Investment levels usually reach their high-water mark in September, corresponding to receipt of July sales tax. Pertinent information included in the sales tax slides include: • Compared to other CAST communities, Estes Park’s year over year (2012 v 2011) increase for January – June was outstanding. This is a strong number, as 2011 was also a good year for Estes Park. As can be seen, collection of data varies by Town, so this is not exactly an apples – apples comparison, but it is very encouraging. • The “Sales Tax Rate of Change” slide show that on a 12-month moving average, sales tax is now at a record level of $647,832/month ($7,773,990/year). This would exceed original 2012 budget by approximately $450,000. Staff is waiting to receive July sales tax information before adjusting sales tax forecasts in the revised 2012 Budget. The above information references the top blue line, which ties to the left vertical axis. The lower maroon line, connected with the right vertical axis, shows that sales tax is currently increasing at an annual pace of nearly 9.0%, a pace not seen since 2007. For almost a year (August 2009 – August 2010), sales tax was actually experiencing negative growth, so the current numbers are most encouraging. • The “Sales Tax Comparison: 2010-12” slide provides detailed information about each of the Town’s major sales tax sectors for the first half of the past 3 years. Food and lodging (62% of the sales tax total) are up a combined 25% over the past two years. Construction is also up 29% over the past two years, which would offer encouragement that the sales tax gains are broad-based, and reflect increased activity in many areas of the Estes Park economy. Page 3 FINANCE Memo Concluding/other thoughts Staff is in the midst of revising the 2012 Budget and creating the 2013 Budget. Budgets are discussed in detail during the budget sessions, held the first few Friday mornings in October. Staff expects to propose a budget mix that addresses services and projects in an optimal way to the Estes Park community. Budget: N/A Staff Recommendation: N/A Sample Motion: N/A Update:Update:  Financial and Sales Tax Report (Jan –Jul 2012) S ld i OffiSteve McFarland –Finance Officer FINANCIAL INDICATORSFINANCIAL INDICATORS TOWN OF ESTES PARK – THROUGH JULY 31st, 2012 FINANCIAL  INDICATORS 2012 2012 % of 2012 2012 % of Year ‐to ‐Date Budget Variance Budget Year ‐to ‐Date Budget Variance Budget  % of y ear  ela p sed> 58% % of  y ear  ela p sed> 58% ENTERPRISE  FUNDS  (L&P/WATER)GENERAL  FUND TOWN  OF  ESTES  PARK Through   July  31, 2012 y p y p REVENUES REVENUES   Taxes  (sales, ptax, f  fees) $2,653,636 $8,356,212 ($5,702,576)31.8%  Utility Sales $9,347,319 $16,189,428 ($6,842,109)57.7%   Other 1,020,622 1,822,765 (802,143)56.0%  Fees/services 302,512 319,000 (16,488)94.8%   Transfers  from  Enterprise 706,771 1,233,322 (526,551)57.3%  Other 168,488 276,290 (107,802)61.0% TOTAL  REVENUES 4,381,029 11,412,299 (7,031,270)38.4% 9,818,319 16,784,718 (6,966,399)58.5% EXPENSES EXPENSES   General  Government 1,533,071 3,291,912 1,758,841 46.6%  Source  of Supply 3,599,763 6,577,948 2,978,185 54.7%   Public  Safety 1,724,089 3,423,385 1,699,296 50.4% Purification 343,848 662,255 318,407 51.9%   Public  Works 1,367,938 2,130,332 762,394 64.2%  Distribution 1,697,574 3,073,266 1,375,692 55.2%   Culture‐Recreation 511,425 979,979 468,554 52.2%  Customer  Accounts 468,810 897,623 428,813 52.2%   Interfund  Transfers  Out 1,356,531 2,252,364 895,833 60.2%  Admin/General 1,199,189 2,332,210 1,133,021 51.4%   Interfund  Transfers  Out 769,687 1,296,238 526,551 59.4%   Debt Service 507,892 854,999 347,107 59.4%   Capital 690,606 1,833,300 1,142,694 37.7% TOTAL  EXPENSES 6,493,054 12,077,972 5,584,918 53.8% TOTAL EXPENSES 9,277,369 17,527,839 8,250,470 52.9% NET  INCREASE/DECREASE ($2,112,025) ($665,673) ($1,446,352)NET  INCREASE/DECREASE $540,950 ($743,121)$1,284,071 *includes  sales ‐related  taxes  through  May  '12 SALES  TAX 1st Q2nd QJulyTotalINVESTMENTS  (Fair  value)May ‐12 Jun ‐12 Jul ‐12   Town  Funds 2012  Budget 912,241 1,751,278 2,663,519 Money markets/CDs 14,076,508 13,898,888 13,165,451 2012 995,733 1,963,313 2,959,046 U.S. Treasuries 2,856,906 2,853,023 2,860,297 2011 888 185 1 719 409 2 607 594 US Instrumentalities 5 007 738 4 509 738 55274392011888,185 1 ,719 ,409 2 ,607 ,594 U .S . Instrumentalities 5 ,007 ,738 4 ,509 ,738 5 ,527 ,439 2010 832,196 1,647,599 2,479,795   Total 21,941,151 21,261,649 21,553,187      FOSH/Theater  Fund 457,556 457,630 457,704 2012  vs  budget 9.2% 12.1% 11.1%  2012  data  thru  07/31/12:  DJIA +6.5%, S&P500  +9.7%, NASDAQ  +12.8% 2012  vs  2011 12.1% 14.2% 13.5%  annual  pooled  govt mm  rate:  07/31/12  = 0.25%; 0.15% locally. SALES TAX FACTS •1st half of 2012 complete. •50% of calendar year; ~37% of fiscal year. •14% ahead of 1 st half 2011. •11% ahead of 2012 budget. •Of the 21 CAST communities reporting, Estes Park still ranks #1 (tied)in year‐year change.()y y g And – last year was a banner year! CAST COMMUNITIES 13.5%13.5% 10 0% 15.0%2012  v  2011   8.1% 4.7%5.2%4.8% 7.9% 4.6% 6.5% 5.0% 10 .0% 0.9% 2.9% 1.9% 0.9%0.6% 2.6% 0.0% ‐2.5% ‐6.4% 70% ‐4.1%‐5.0% ‐7.3%‐7 .0%‐7.5% ‐10.0% SALES TAX RATE OF CHANGE 10% 15% 20% $600,000 $700,000 $647,832 $7,773,990 2011 = $7.42M '2012B = $7.32MJune-12 12 Mo Rev. 0% 5% 10% $ $400,000 $500,000 g o f A v e R e v . me 15% -10% -5% $100 000 $200,000 $300,000 12 M o % C h g In c o m 8.96% 12 Mo. ROC =June-12 -20% -15% $0 $100 ,000 12 Mo Ave 12 mo % SALES TAX COMPARISONS: 2010‐12 TOWN OF ESTES PARK 2012 SALES TAX CLASSIFICATION BREAKDOWN Prior  Prd Prior Prd 2012 2011 2012 2010 2012 BRIEF TOTAL % of Jan‐Jun vs. Jan‐Jun vs. DESCRIPTION YEAR Total YEAR 2011 YEAR 2010 AMUSEMENTS/RECREATION 20,638.98 1% 20,257.86 2% 16,029.13 29% AUTOMOTIVE 63,743.34 2% 60,698.33 5% 62,702.53 2% FOOD 1,126,349.57 38% 1,008,231.26 12% 978,479.97 15% RETAIL 500,071.77 17% 447,189.04 12% 438,131.32 14% LODGING 706,093.86 24% 573,570.24 23% 485,649.60 45% CONSTRUCTION 202,743.33 7% 155,427.49 30% 156,875.64 29% PERSONAL/PROFESSIONAL 55,168.20 2% 45,830.04 20% 40,918.09 35% UTILITIES 284 238 17 10%296 389 75 ‐4%301 008 56 ‐6%UTILITIES 284,238.17 10%296,389.75 4%301,008.56 6% GRAND TOTAL 2,959,047.22 100% 2,607,594.01 13% 2,479,794.84 19% Administration Memo To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Lowell Richardson, Assistant Town Administrator Date: 09/11/2012 RE: Volunteer Policy Manual Background: Presented before the Town Board is a final draft of the Volunteer Policy Manual. This final draft contains revisions based on comments provided by the Town volunteers and the Town Board (see attachment). The changes made to this final draft are identified in the comments attachment by section and each comment contains a parenthetical response that is highlighted in bold. The last version presented to the Town Board was only the policies section of the manual. This version contains the appendices A and B that contain the volunteer job descriptions and all the relevant volunteer forms. Budget: None Staff Recommendation: Staff recommends approval of the policy manual presented. Sample Motion: I move for the approval/denial of the Town of Estes Park Volunteer Policy Manual. 1    Volunteer Manual Comments Attachment  Volunteer Comments:  The comments posted below are a compilation provided by the Ambassadors, Senior Center Inc. and  Friends of the Museum volunteer groups. They are:  1) 1. 1.6.15 It states that volunteers conduct themselves as stated in the Town of Estes Park  Employee Policy manual section M, but there is no link to find this information.  (language was  changed to address this comment)     2)  1.3.2 The first sentence doesn't seem to be completed.  "Estes Park Building Authority is a non‐  profit corporation set up by the town to facilitate public"? 1.3.2 First sentence just ends –  “public what”?  (This was revised)    3) 1.3.3 Creative Sign Design Review appointees must reside within town limits.  Other boards say  appointees must reside within the areas affected.  Why does signs board have authority outside  town? (Not relative to this process)    4) 1.6.17 Two comments stating this paragraph needs to be reworded, very confusing as it is  written.  (This was rewritten for clarity purpose but it is important to note this  is required  statutory language)    5) 1.6.2   Volunteer Liability.   On page 12, last line, it states that one must sign a release of liability  clause, nowhere in the manual is there a release form.  If it is part of the manual then the form  should appear. (The language was rewritten to accurately reflect what a volunteer is signing in  regards to the policy manual, an acknowledgement and agreement form which is in the front  of the manual)  6) 1.6.3 A Volunteer is required to undergo an application and selection process.  This should state  that the process is the responsibility of the Volunteer group. (No, this is not accurate. The  volunteer group may conduct interviews and select their preferred candidate but the Town  Rep (normally a department head) must approve the selection and the volunteer process. The  language was rewritten to include this component.)     7) 1.6.4 Is the alcohol prohibited a change from old policy?  In the past some has been served at  social events at Seniors, Museum, etc.  (Nothing has changed this section is referring to  volunteers who are providing services on behalf of the Town cannot consume alcohol, it does  not restrict them from consuming alcohol during a sponsored event for their volunteer  organization, i.e. fundraiser etc…)    8)  There is no information on the Fire District Board that was on the last election.  (The Town has  no involvement with the Fire District in regards to volunteer management)    9) "Planning Commission reviews new development."  Are there any zoning regulations for  established buildings, lots, etc. There have been newspaper articles about various things.  Are  2    there established rules? Does something about who does zoning regulation belong in the  manual? I have seen somebody from town being very picky about small items and doing nothing  about some really junky, trashy lots along main roads that seem like a blot on Estes Park.  (Just  one of my pet peeves.) (No relevance to this process)  Town Board Comments and Discussion is summarized:      1. The liability language is redundant and ‘in your face’ and does not show sensitivity to the  concerns of the volunteers; (The current language does not depict any known redundancies  upon review by staff or legal.)    2. Consider requiring volunteers to sign indicating receipt and understanding of the Volunteer  Manual;  (That is in this revised version)    3. Sign statement showing agreement to the terms outlined; (included in this recent version)  4. Background checks are not required of all volunteers, only those working with youth, seniors,  operating a motor vehicle as part of Town operations, or handling money or confidential  information; (That is clarified within section 1.6.3)    5. Consider a separate form to be completed for volunteer positions that require a background  check; consider eliminating the individual Volunteer Services Agreement and have individuals  sign that they have read and understand the volunteer Manual and agree to be bound by it; and  (The application form will include a box to be checked by staff indicating the need for a  background check and the signature page now reflects an acknowledgement and agreement).    6. Consider including the liability information in an appendix to the Volunteer Services Agreement  (The liability component is moved to section 1.6.2 and no longer is part of the volunteer  services agreement)    7. Add fire extinguishers to the Volunteer Safety section; (This was added to section 1.6.8)    8. Include and clearly mark appendices referenced in the document;  (this was addressed)    9. Clarify that Section 1.6.7 Work Place Violence is meant to address illegal weapons; and (This  section was revised to address this comment)    10. Amend 1.6.11(d) from “Gloves must be worn…” to “Gloves should be worn…”  (This section was  revised to include said language)    11. The document will be revised and made available to volunteer groups for comment with their  feedback forwarded to the Board.  (This was accomplished)    Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     1    TABLE OF CONTENTS    Volunteer Agreement and Acknowledgement Form………………………………………………………4 Tracks in Time: A Brief History of Estes Park……………………………………………………………...5 About This Volunteer Manual……………………………………………………………………………….6 Town Board, Vision, Mission and Guiding Principles……………………………………………………..6 Town Organizational Chart………………………………………………………………………………….7 Sections 1.1 Purpose………………………………………………………………………8 1.2 Policy…………………………………………………………………………8 1.3 Town Board Appointed Volunteers (Standing Committees)…………..8 - 10 1.4 Ad-Hoc Committees…………………………………………………………10 1.5 Town Department Volunteers………………………………………..11 – 13 1.5.1 Community Services 1.5.5 Estes Park Police Department 1.6 Volunteer Procedures………………………………………………….14 – 19 1.6.1 Volunteer Recognition 1.6.2 Volunteer Liability 1.6.3 Volunteer Application, Selection and Background Checks 1.6.4 Alcohol and Drugs 1.6.5 Vehicle Usage Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     2    1.6.6 Harassment 1.6.7 Work Place Violence 1.6.8 Volunteer Safety 1.6.9 Emergency Cases 1.6.10 No Pain Injury 1.6.11 Accidents Involving Others 1.6.12 Scheduling and Meetings 1.6.13 Uniforms and Protective Personal Gear 1.6.14 Electronic Media Access 1.6.15 Volunteer Conduct 1.6.16 Volunteer Medical Coverage 1.6.17 Responsibility to Notify 1.6.18 No Employer/Employee Relationship 1.7 Volunteer Agreement and Acknowledgement…………………………19 -20 Appendix A: Volunteer Job Descriptions……………………………………………21 – 45 Community Services Department Estes Park Museum………………………………………………..21 – 25 Estes Park Senior Center…………………………………………..25 - 32 Fairgrounds/Events………………………………………………...32 – 36 Visitor Services……………………………………………………..36 – 37 Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     3    Police Department Police Auxiliary……………………………………………….….37 – 38 Police Chaplain………………………………………………….38 – 40 Front Window Customer Service………………………………40 – 42 Estes Valley restorative Justice Partnership…………………..42 - 45 Appendix B: Volunteer Descriptions…………………………………………….46 – 52 Volunteer Written Notification of Injury………………………...46 Volunteer Background Check………………………………….47 Board and Committee Appointment Procedure………………48 Volunteer Application………………………………………49 – 50 Vehicle Accident Review Form……………………………51 - 52                                     Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     4      TOWN OF ESTES PARK   VOLUNTEER AGREEMENT and ACKNOWLEDGEMENT    AGREEMENT BY VOLUNTEER:   I offer and agree to volunteer my services without compensation to accomplish the Volunteer Activities  in assisting the Town of Estes Park (the “Town”) in accordance with the following understandings:     I am at least 18 years of age, or if I am less than 18, my parent or guardian consents to this Agreement  by signing below. I understand that there may be health and physical condition requirements for doing  the work offered.    ACKNOWLEDGEMENT BY VOLUNTEER  By signing this Agreement, I am acknowledging I have read, understand and agree to the terms as  outlined within this Volunteer Policy Manual.     Signature of Volunteer:_________________________________ Date: ___________________    Signature of Parent or Guardian: _________________________Date: ___________________    (if Volunteer is under 18)    Print Name of Parent or Guardian:________________________________________________    Relationship to Volunteer: ______________________________________________________    Address and Phone No. of Parent or Guardian: ______________________________________  (If different than applicant’s)                                  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     5      Estes Park History  The history of Estes Park begins with the formation of its wild, natural beauty.   About seventy million years ago, massive forces pushed tectonic plates against  one another, creating the remarkable Rocky Mountains.  Over millions of  years, huge glaciers carved out local landmarks such as peaks, meadows and  valleys, creating the landscape we enjoy today.     The first people in the area were ancestors of today’s American Indians.  They  stayed in the Estes Valley for the summer to hunt mammoth, giant bison and  other large mammals.  In more recent times, the Ute migrated seasonally from  what is now North Park, using the land as a summer hunting ground.  Other  Native American tribes also came to the area seasonally; however, the hunting  bounty could sustain only two tribes at a time.  From oral histories of the Arapaho, we know they  inhabited the land prior to the arrival of Anglo settlers.  Fur‐trapping mountain men and Anglo explorers  more than likely also came to the area, but they left behind almost no written accounts.    William Byers, founding editor of the Rocky Mountain News, gave the name “Estes Park” to the area to  honor Joel Estes.  Arriving in 1859, Estes settled here with his family to  raise cattle until 1866, when he moved to seek a more favorable  climate.    In the 1870s, surveys of Estes Park brought homesteaders to the area  who attempted farming, ranching, logging and mining.  Most of the  early ranchers (such as Evans, MacGregor, James, and Sprague) found  it more profitable to become proprietors. They catered to the growing  number of visitors in the area, lured all the way from Europe by words  of beauty and adventure.    After downtown Estes Park was platted in 1905, the village thrived, setting the groundwork for the town  of today.  Access to the area was vastly increased with road improvements funded by the Stanley Hotel  owner, F.O. Stanley. At the same time, the natural surroundings were protected for posterity with the  dedication of Rocky Mountain National Park in 1915.  The incorporation of the Town of Estes Park in  1917 formed a local government that assisted with large ventures like the Colorado‐Big Thompson  Project, the largest trans‐mountain water diversion project in Colorado, which was built between 1938  and 1957. The project included the creation of Lake Estes in 1949. Local, state and national government  also helped Estes Park recover from disasters such as the Big Thompson Flood of 1976 and Lawn Lake  Flood of 1982. Visit the Estes Park Museum to learn more about the people, architecture, and events  that constitute our rich and colorful history.          Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     6    About This Volunteer Manual  Far from a contradiction in terms, “volunteers in government” is the norm in the United States today.  Millions of Americans give of themselves by serving on citizen advisory committees, task forces, for  special events, and much more.  In fact, volunteering for government agencies and departments is the  rule, not the exception. All across America, neighbor helping neighbor is still an ideal. In Estes Park we  exceed the norm in volunteerism. Within the Town of Estes Park there are over 500 volunteers who give  back to their community in various capacities of service.     This manual is intended to provide the volunteer with direction, answer questions, and help guide the    volunteer with their activities within the Town of Estes Park. The policies and information in this manual  are intended for internal management guidance only, and do not constitute, ether implicitly or explicitly,  a binding contractual or personnel agreement.  The Town staff volunteer coordinator in your specific  department will work with you on the purpose, duties, and required qualifications of your particular  assignment. To provide volunteers with an understanding of direction for the Town of Estes Park, please  find the Vision, Mission and Guiding Principles adopted by the Estes Park Town Board of Trustees.  Town of Estes Park Vision   The Town of Estes Park will enhance our position as a premier mountain resort community.  Town of Estes Park Mission   The Mission of the Town of Estes Park is to provide high‐quality, reliable services for the benefit of our  citizens, visitors, and employees, while being good stewards of public resources and our natural setting.  Guiding Principles  The Town of Estes Park strives to maintain a balanced approach while we:  „ Maintain and strengthen our economic vitality  „ Provide services which are responsive, sensitive, and reliable  „ Preserve our unique character and history  „ Sustain a family‐friendly community for our citizens and visitors  „ Consider the impact of our actions on the environment  „ Support diverse, affordable housing  „ Enhance recreational and cultural opportunities  „ Employ and maintain a professional, innovative, and productive team            Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     7    Town Organizational Chart                                                 Estes Park  Citizens Town Board of  Trustees Municipal  Judge Town  Administrator Administrative  Services Community  Development Community  ServicesFinancePublic SafetyPublic WorksUtilities Assistant Town  Administrator Town Attorney Boards and Commissions  • Building Code of Appeals  • Creative Sign Review Board  • Estes Valley Planning Commission  • Estes Valley Board of Adjustment  • Tree Board  • Local Marketing District Board  • Housing Authority Board  Town Committee  • Public Work, Utilities and Public Safety  Committee  • Community Services and Community  Development Committee  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     8    1.1 Purpose  The Town of Estes Park manages over 500 volunteers through its various Town Departments and  through the Town Board. Due to the volume of volunteers and the need to provide effective and  consistent communication for all volunteers the Town of Estes Park has established these policies and  procedures.    1.2 Policy  It is the policy of the Town of Estes Park to encourage the recruitment and retention  of community  volunteers in its effort to meet its missions and goals by using volunteers in various Town  operations throughout the organization. As such these volunteer members shall be provided the  same protections under the Governmental Immunity Act, liability insurance and all Town policies.  Should a conflict in Volunteer Policy arise with Town Policy, Town Policy supersedes any policy  within this manual.     1.3 Town Board‐Appointed Volunteers (Standing Committees and Boards)  Town Volunteers serve in various capacities within the Town’s government operations. For  clarification and delineation there are two volunteer groups; Town Board appointed volunteers and  Town Department volunteers. The Town Board Appointed  Volunteer group serves at the pleasure  of the Town Board and is depicted within this manual for clarification of volunteer types and how  they are selected.    All Town Board appointed volunteers are required to submit applications through the Town’s  Human Resource Division. Those selected for further review shall undergo interviews by an  interview panel. The interview panel is responsible for recommending their selections to the Town  Board of Trustees for approval.     Openings for any Town Board‐appointed standing committee and board volunteer positions and  their appointed alternates are announced in the newspapers and on the Town website. Those  committees and/or Board appointed positions are:     1.3.1 Estes Park Building Codes Board of Appeals  The Board of Appeals is an appellate board appointed by the Town Board to hear  and decide appeals of orders, decisions or determinations made by the Chief  Building Official pursuant to the International Building Code as amended and  adopted by the Town of Estes Park. The Board of Appeals currently has three  members serving two‐year terms. Contact Alison Chilcott at achilcott@estes.org.    1.3.2 Estes Park Building Authority  The Building Authority is a nonprofit corporation set up by the Town to facilitate  public affordable housing. This committee meets once a year to elect officers and to  approve payments. Currently there are five members serving three‐year terms,  including the Town Administrator, Town Finance Officer, and three citizens. Contact  Steve McFarland at smcfarland@estes.org.    Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     9    1.3.3 Creative Sign Design Review Board  As part of the newly‐revised sign code, in 2011 the Town of Estes Park established a  five‐member Creative Sign Design Review Board. The Creative Sign Program  provides flexibility in the application of the sign code, and encourages high‐quality  materials and workmanship for signs that make a positive visual contribution to the  community, are of unique design, and exhibit imagination and inventiveness. The  Creative Sign Design Review Board is responsible for reviewing Creative Sign  Program applications, sign variance applications, and appeals of staff sign code  decisions. Appointees must reside within Town limits. Contact Alison Chilcott at  achilcott@estes.org.     1.3.4 Estes Park Housing Authority  The Estes Park Housing Authority (EPHA) is a nonprofit organization committed to  providing affordable housing to low‐ and moderate‐income citizens of Park School  District R‐3.  Per the bylaws, five board members serve in a volunteer capacity, each  for a five‐year term.  Board member responsibilities include active involvement as  an advocate for EPHA in the community, assisting in retention and development of  housing opportunities, examining policies, procedures and financial reports, and  performance review of the executive director.  Board members must reside within  Park School District R‐3.  Contact Rita Kurelja at rkurelja@estes.org.    1.3.5 Estes Park Local Marketing District Board   A Local Marketing District (LMD) is an organization formed for the purpose of  advertising, marketing, and promoting tourism within the service area. The Estes  Park Local Marketing District was created in 2008 after voter approval. Five board  members are appointed by the Town Board; two by the Larimer County  Commissioners. Members must live within the designated district in Larimer County.  Visit www.marketestes.org for current information.     1.3.6 Estes Park Tree Board   The mission of the Tree Board is to “protect and promote trees for the present and  the future.” When the Town of Estes Park became a Tree City USA in 1997, the  Town Board created the Tree Board. In addition to advising the Town Board on  matters of public safety, the Tree Board works to help residents appreciate the  value of trees, maintain the health of their own trees, and add to the beauty of the  Estes Valley by planting trees as gifts or memorials. The Tree Board sponsors an  Environmental Stewardship Award and Tree Symposium. The board has six  members who serve four‐year terms.  Contact Russ Franklin at rfranklin@estes.org.    1.3.7 Estes Valley Board of Adjustment  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     10    The Estes Valley Board of Adjustment is a joint Town/County board that reviews  variance requests within the Estes Valley. The board consists of five appointed  members. Two members are appointed by the Larimer County Commissioners;  three members are selected by the Town Board; one alternate member is jointly  appointed by the Board of County Commissioners and the Town Board. Members  must reside in their respective areas of the Estes Valley. Interested residents are  encouraged to participate in the Town's Citizens Information Academy. Contact  Alison Chilcott at achilcott@estes.org.    1.3.8 Estes Valley Library District Board   A board of seven trustees governs the Estes Valley Public Library District.  The board  adopts and oversees the budget, bylaws and policy; conducts strategic planning; and  hires and evaluates the library director.  It delegates authority and accountability to  the library director, who operates under policies set by the board. Trustees are  volunteers jointly appointed by the Town Board and Larimer County Commissioners  for staggered terms of four years.  Contact Claudine Perrault at  cperrault@estesvalleylibrary.org.     1.3.9 Estes Valley Planning Commission  The Estes Valley Planning Commission is a joint Town/County commission that  reviews development proposals and subdivision proposals within the Estes Valley.  The commission consists of seven appointed members. Four members are  appointed by the Larimer County Commissioners; three members are selected by  the Town Board. Members must reside in their respective areas of the Estes Valley.  Interested residents are encouraged to participate in the Town's Citizens  Information Academy. Contact Alison Chilcott at achilcott@estes.org.     Town Board appointed volunteers are not subject to the same requirements as Town  Department Volunteers unless any of the appointed volunteers duties require; 1)  handling money; 2) working with youth; 3) working with seniors; 4) operating a  motor vehicle as part of Town operations; and/or 5) handling confidential  information.    1.4 Ad Hoc Committee Appointees   The Town Board appoints special or ad hoc committees to work on specific problems or  tasks. Usually the committee exists on a temporary basis and is dissolved when the task  is completed. These individuals are not subject to the Town’s Volunteer application and  selection process unless specified by the Town Board.       Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     11    1.5 Town Department Volunteers  Town Department Volunteers assist to augment Town Departments and their operations.  Volunteers who fall under this category of volunteer are responsible to the Department Head or  their designee. Outlined within this section are volunteer job descriptions identifying current  positions within Town operations. Job descriptions are available through each Department and  located in the Town’s Administrative Services Department as well. Current volunteer positions and  functions are:    1.5.1 Community Services Department  The Community Services Department provides non‐traditional  government services  including recreational, cultural, educational, and visitor assistance services to increase  Estes Park’s economic strength  and community well‐being. Community Services  Department divisions  which utilize volunteers include the Estes Park Museum, the  Estes Park Senior Center, the Fairgrounds/Events Division, and the Visitor Services  Division. Each Division Manager is responsible for overseeing their volunteers providing  guidance and direction as needed to compliment their Division operations. Those  divisions and their operating definitions  are:    1.5.1.1 Estes Park Museum  The Estes Park Museum collects, interprets and preserves local history,  as well as  presents exhibits, programs and events, for the education and  benefit of residents and  visitors of all ages.    1.5.1.2 Estes Park Museum Friends & Foundation, Inc.  The Estes Park Museum Friends & Foundation, Inc. is a non‐profit organization  with a mission to “ensure that the Estes Park Museum is the premier local  history museum in Colorado.” Contact Elaine Hunt‐Downey at ehunt‐ downey@estes.org    1.5.1.3 Other Museum Volunteers    Volunteers aid staff in the areas of research, exhibit preparation, collections     management, front desk assistance, and seasonally at the Historic Fall River     Hydro‐plant. Contact Alicia Mittelman at amittelman@estes.org.     1.5.2.1 Estes Park Senior Center    The Senior Center’s mission is “to involve and inform Estes Park area seniors       and enrich their lives by providing a comprehensive range of programs and       opportunities.”    1.5.2.2 Estes Park Senior Citizens Center, Inc.  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     12     Estes Park Senior Citizens Center, Inc. is a non‐profit organization with a mission  to work cooperatively with the Town of Estes Park to meet the needs of area  seniors. Contact Lori Mitchell at lmitchell@estes.org.    1.5.2.3 Meals on Wheels Drivers   Meals on Wheels is a home delivery program serving homebound and older  adults in the Estes Valley. Volunteers use their own vehicles to deliver meals  Monday through Friday at noon. A training manual is provided by Senior Center  staff. Contact Lori Mitchell at lmitchell@estes.org.     1.5.2.4 Other Senior Center Volunteers   Volunteers assist staff with programs and at the reception desk. Contact Lori  Mitchell at lmitchell@estes.org.     1.5.3.1 Fairgrounds/Events  The Fairgrounds and Events staff plans and organizes Town‐sponsored events, provides  support for users of Town facilities, and coordinates scheduling of activities at a number  of locations.     1.5.3.2 Estes Park Western Heritage, Inc.   The purpose of Estes Park Western Heritage Inc. (EPWH), a nonprofit  corporation, is to promote the western culture and preserve the western  heritage of the Estes Valley by producing and supporting activities for the  education and enjoyment of its residents and visitors. EPWH provides support  for the Rooftop Rodeo and the Rooftop Royalty Scholarship Fund. Contact  membership@rooftoprodeo.com.    1.5.3.3 Elk Fest Committee   Elk Fest is an annual event that features elk bugling, competitions, educational  areas, seminars, and guided elk tours. It includes food and art vendors as well as  entertainment such as musical acts, Native American dancing and storytelling,  and a Mountain Man Rendezvous. Contact events@estes.org.    1.5.3.4 Wool Market Volunteer   Wool Market is a multi‐day fiber festival which includes workshops, exhibits,  demonstrations, competitions and vendor booths.  Featured attractions include  a children’s area, sheep dog herding and sheep shearing demonstrations, sheep,  llama, alpaca, cashmere and angora goat competitions, fleece contests, and  more than fifty vendor booths.  Contact events@estes.org.    Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     13    1.5.4.1 Visitor Services  Visitor Services provides visitors and residents with information about current events,  lodging, restaurants, museums, tours, businesses and activities.     1.5.4.2 Ambassadors of Estes Park  The mission of the Ambassadors is “to provide a warm welcome along with  providing, to the best of our knowledge, accurate information to visitors to help  them to have an enjoyable and memorable time in the Estes Valley.”  Approximately seventy‐five volunteer Ambassadors assist at the Visitor Center  front desk year‐round. Staff and Ambassadors provide training. Contact Teri  Salerno at tsalerno@estes.org.    1.5.5 ESTES PARK POLICE DEPARTMENT  The Estes Park Police Department provides police protection and other  public safety  programs for the Estes Park area and its citizens and provides assistance to the Larimer  County Sheriff's Department, Colorado  State Patrol, and Rocky Mountain National Park  as requested by each agency.    1.5.5.1 Estes Park Police Auxiliary  The Police Auxiliary exists to support and enhance the services provided to the  community by the Estes Park Police Department. Auxiliary Police serve as  volunteer “eyes and ears,” performing a variety of tasks including vehicle and  pedestrian traffic control, foot patrol of the downtown, investigations,  fingerprinting, special events assistance and administrative tasks. Positions  include Auxiliary Member, Chaplain, and Front Window/Customer Service  Volunteer. Candidates must complete the Citizen’s Police Academy as well as  twenty hours of Police Auxiliary Training. Contact Amanda Nagl at  anagl@estes.org.     1.5.5.2 Estes Valley Restorative Justice Partnership  The Estes Valley Restorative Justice Partnership exists to reduce crime and  disorder by applying the principles of Restorative Justice such as repair of harm  to victim and community, and enhanced empathy and understanding among  participants. Volunteers in the Community Circle program are witnesses to or  victims of a crime or event, or serve as a support for a victim or witness.  They  are called to participate with the transition of offenders back into the  community. Contact RestorativeJustice@estes.org.        Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     14    1.6 Volunteer Procedures  Volunteers are responsible for following all Town of Estes Park policies and procedures, and the  policies  and procedures of the departments in which they work. The purpose of this manual is to provide overall  guidance and direction to management, staff, and volunteers.     1.6.1 Volunteer Recognition  The Town of Estes Park appreciates the many hours of service our volunteers  provide.  We want to be sure they know how valuable they are to the organization.   Each year, a recognition event is held for all Town of Estes Park volunteers and the  staff who work with them.  The event is sponsored by the mayor and coordinated by  Town staff.    At the event, the Town presents the Estes Park Pride Awards for Estes Park  Volunteer of the Year, Volunteer Group of the Year, Business Person of the Year,  and Teacher of the Year, and the Estes Park High School Student Pride Scholarship.  Pride Awards are not limited to Town of Estes Park volunteers. Anyone can make a  nomination or be nominated for an award; residency within Town limits is not  required.     1.6.2 Volunteer Liability   As a public entity, the Town of Estes Park carries property and liability insurance for all of  its employees and volunteers. All Town of Estes Park volunteers are afforded liability  protection from legal claims when volunteers perform their defined duties within the  scope of the Town’s policies and the policies for the departments in which they  volunteer.     Defining roles and responsibilities is extremely important with regard to Town and  volunteer liability. The Colorado Governmental Immunity Act (CGIA), which governs the  liability of the Town, its employees, agents, and volunteers, defines public employee to  include an authorized volunteer.     An authorized volunteer means a person who performs an act for the benefit of the public  entity (the Town) at the request of and subject to the control of the Town.     The CGIA further provides that the Town shall be liable for the cost of defense of any of  its public employees and payment of all judgments and settlements of the claims against  any public employee, where the claim against the public employee arises out of injuries  sustained from an act or omission of the scope of his/her employment, except where  such act or omission is willful and wanton. All authorized volunteers have this same  protection as public employees pursuant to the CGIA.     Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     15    There are two types of Town Department Volunteer groups within the Town of Estes  Park: 1) Incorporated volunteer organizations; and 2) All other volunteer organizations.  The incorporated volunteer organizations enter into an annual Memorandum of  Understanding (MOU) with the Town of Estes Park, which includes a release of liability  waiver.  This release of liability is signed by the volunteer organization’s Chair/President  on behalf of the volunteer organization once that organization’s membership body has  voted to approve the MOU. All other volunteers are required to sign the  acknowledgement and agreement signature page of the Volunteer Manual.     The Town insures its activities through participation in the Colorado Intergovernmental  Risk Sharing Agency (CIRSA). This is a municipal self‐insurance pool which provides  insurance coverage to the Town, liability management consultation, and cost‐effective  insuring agreements with third party insurance companies. It is strongly recommended  by CIRSA that the Town enter into agreements with volunteer entities defining the scope  of those volunteer organizations’ activities and responsibilities, including the release of  liability clause.    In no way is the release of liability language designed to restrict the Town’s liability for  volunteer activities. Rather, the purpose of the language is to provide both the Town and  the volunteers assurance that, if they abide by the terms and conditions of their defined  duties as outlined in the job description(s) and this manual, they are covered for and  immune from liability for any of their acts or omissions, including any negligent act or  omission, pursuant to the terms and conditions of the Colorado Governmental Immunity  Act.     1.6.3 Volunteer Application, Selection and Background Checks  To ensure a safe environment exists for Town volunteers, Town employees and citizens,  Town volunteer candidates are required to undergo an application, selection and review  process. Depending on the volunteer services applying for the selection process may be  coordinated by a volunteer organization or by a Town department or both. Before a final  selection is finalized the Department Head or their designee shall approve the  recommendation.   In the event a volunteer is required to do any of the following:  1) Handle money;   2) Work with youth;   3) Work with seniors;   4) Operate a motor vehicle as part of Town operations; and/or   5) Handle confidential information.      Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     16    The volunteer shall submit to a Colorado background check and/or driving record check.  Volunteers for the Police Department are required to undergo a comprehensive  background check that shall be administered by Police Department staff.    1.6.4 Alcohol and Drugs  The use of alcoholic beverages or non‐medicinal drugs by a Town volunteer while on  duty is prohibited.     1.6.5 Vehicle Usage  Those who will be driving their own vehicles while volunteering for the Town must  annually provide proof of insurance and proof of a valid Colorado driver’s license with a  good driving record. Under no circumstances will privately‐owned vehicles be fueled at  Town pumps. Under certain circumstances Town Volunteers may operate Town vehicles.  The volunteer should consult his/her Town supervisor for guidelines.     In the event a volunteer is in an accident involving a vehicle while performing volunteer  duties, the volunteer will immediately contact the Estes Park Police and the volunteer’s  supervisor. The volunteer should request that all parties to the accident remain at the  scene until a law enforcement representative releases them. The volunteer must report  the accident to his/her supervisor as soon as possible, but no later than twenty‐four  hours. Volunteers should refrain from discussion of the accident with anyone other than  the investigating police officer, appropriate Town officials, representatives of the  insurance company designated by the Town, and/or representatives of the volunteer’s  own insurance company.  If towing is required, the volunteer must contact his/her  supervisor for prior authorization. Town vehicles may not tow personal vehicles;  therefore, a commercial towing business must be contacted and the bill submitted to the  volunteer’s supervisor.    1.6.6 Harassment   The Town of Estes Park is committed to a workplace free from harassment. Each  employee and volunteer has the right to work in a professional atmosphere which  promotes equal opportunities and prohibits discriminatory practices, including  harassment based upon age, disability, religion, national origin, or sex. Sexual  harassment, whether verbal, physical, or environmental, is unacceptable and will not be  tolerated.    1.6.7 Work Place Violence   The Town of Estes Park strives to maintain a work environment free from intimidation,  threats, or violent acts. This includes, but is not limited to, intimidating, threatening or  hostile behaviors; physical abuse; vandalism; arson; sabotage; illegal use of a  weapon;  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     17    bringing illegal weapons into the workplace; or any other act, which in management’s  opinion, is inappropriate to the workplace. However, this policy does not apply to those  who are authorized to carry concealed weapons under C.R.S. 18‐12‐214 (Authority  Granted by Permit) and do not violate C.R.S. 18‐12‐106 (Prohibited Use of Weapons).      1.6.8 Volunteer Safety   Volunteers have a responsibility to understand and follow all Town rules and safety  standards; become familiar with the safe and proper use of equipment; and operate all  equipment in a safe and careful manner. Volunteers should contact their supervisors if  unfamiliar with how to perform a task or to use a piece of equipment safely.    Volunteers must report unsafe working conditions to their supervisors immediately.  Volunteers should contact their supervisors for the location of first aid, fire exstinguishers  and automatic external defibrillator (AED) stations.     If an accident occurs, the volunteer must immediately report it to his/her supervisor. If  medical treatment is needed, the Town of Estes Park has designated the Timberline  Medical Center and Family Medical Center as the providers of treatment for all work‐ related illnesses and injuries. Any Town volunteer who is injured on duty must seek  treatment at one of these locations. If neither center is open, treatment may be obtained  at the Estes Park Medical Center Emergency Room.     1.6.9 Emergency Cases  In cases of life‐or‐limb injuries, volunteers are required to obtain treatment at the Estes  Park Medical Center. A physician will be assigned to the case and all paperwork will be  done at the center. The volunteer will receive a pink copy of the medical center form.  This is to be turned in to the supervisor, who submits it to the Town’s Human Resource  office.     1.6.10 No Pain Injury  If a volunteer has been injured on duty, even if there is no pain at the immediate time of  the accident, it must be reported to the supervisor and a first report of injury form must  be filed. This protects the Town and volunteer in the event that an injury develops into  something larger at a future date. It is safer to report an injury and have a claim number  assigned, than to wait and possibly jeopardize the volunteer’s benefits later on. The  volunteer’s supervisor must submit the first report of injury form to the Town’s Human  Resource office within twenty‐four hours.    1.6.11 Accidents Involving Others  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     18    Should a guest or customer be injured during a volunteer shift, the volunteer should  follow these guidelines:  a. Do not leave the victim unattended.  b. Notify the supervisor immediately and medical personnel as needed.  c. Attend to the victim only to the level of current emergency medical certification.  d. Use appropriate precautions (such as gloves and masks). Gloves should be worn  when blood or other body fluids are present.   e. Do not administer medication of any kind.  f. Do not perform any surgery, including microsurgery (the use of tweezers).  g. Do not attempt to diagnose the illness or injury.  h. After the victim has been stabilized or transported, fill out  a Notification of Injury  form  and give it to the supervisor. This is mandatory.  i. Do not release any information regarding the incident to anyone other than the  supervisor, police or paramedics.   j. Additional information on emergency procedures is available from the supervisor.     1.6.12 Scheduling and Meetings  For some volunteers, particularly those not appointed by the Town Board, the staff  supervisor will coordinate the work schedule. In some departments, this is done through  volunteer schedulers. The volunteer informs the scheduler of availability. Once the  schedule is set, it is the volunteer’s responsibility to either be at the shift, or find another  qualified volunteer to substitute.     In addition to regular work shifts, volunteers may be asked to attend trainings and  meetings throughout the year. It is important to attend these meetings. They provide  volunteers with the chance to get information about Town of Estes Park activities, review  issues, and provide feedback about the areas in which they work. All volunteers are  encouraged to attend the Town of Estes Park’s Citizens Information Academy when  available. This thirty‐hour course provides volunteers with invaluable information  concerning Town operations and Town government.     1.6.13 Uniforms and Protective Personal Gear  Some volunteers are expected to wear uniforms and nametags, if provided, whenever  they volunteer. If protective personal gear is assigned, it is to be worn as required. For  non‐uniformed volunteers, dress and grooming should be appropriate for the position  and duties.     1.6.14 Electronic Media Access  Volunteers authorized to use Town computers must adhere to the Town’s Electronic  Media Access Policy. The purpose of this policy is to ensure that users of the Town of  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     19    Estes Park’s email, internet, voice mail, electronic facsimile (fax), bulletin boards and  electronic subscription services are aware of privacy, security, public records, and legal  issues related to the usage of the Town’s systems, and to ensure that requests for  information stored in the aforementioned formats are complied with as required by law  and as required by the Town of Estes Park’s Electronic Access Policy.    1.6.15 Volunteer Conduct   Volunteers will conduct themselves, at all times, in a manner which reflects favorably on  the Town.  Failure to follow Town policies and procedures may result in the immediate  suspension or termination of volunteer privileges.     1.6.16 Volunteer Medical Coverage   The Town endeavors to provide a healthy and safe working environment for its  volunteers and to protect the public and public property from injury or damage.  Volunteers will be trained and expected to use safety equipment. Volunteer should  understand their activities may involve hazardous circumstances depending on the  activity they choose to volunteer for. Volunteers will be informed as to the known  specific circumstances and potential hazards of any volunteer activities in which  they are asked to participate with and if a volunteer suffers an injury while  performing a volunteer activity the Town will not be liable for medical coverage  beyond what is provided for in the Volunteer Insurance Policy. The specific  provisions of this policy are available upon request and are contained in the Town’s  Volunteer Manual. If a volunteer feels this coverage is not sufficient, they can  choose to provide excess coverage at their own expense through a private medical  plan.     1.6.17 Responsibility to Notify  Should you become subject to a lawsuit for services provided as a Town Volunteer  you are required to notify the Town’s Human Resource division within fifteen (15)  days. If you fail to make a reasonable effort to notify the Town within that required  fifteen day period the Town is not liable and may not provide legal coverage.  In  addition a volunteer can be denied coverage if the volunteer willfully and knowingly  fails to notify the Town within a reasonable period of time of a potential claim.     1.6.18 No Employer/Employee Relationship.    This Agreement does not create or imply the existence of an employer/employee  relationship between the parties to this Agreement.    1.7 Volunteer Agreement and Acknowledgement   Due to the nature of the working relationship between the Town of Estes Park, the individual  volunteer and recognized volunteer groups, the Town of Estes Park has developed this Volunteer  Manual. This manual identifies the responsibilities and limits of liability of the Town of Estes Park  for each volunteer, and what the liabilities and responsibilities are of a volunteer for the Town of  Estes Park.   Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     20      1.7.1 Required Signatures  All volunteers or an authorized person are required to sign the acknowledgement  and agreement page of this manual. Required signatures are defined below:    1.7.1.1.1 Town Department Volunteer Agreement and Acknowledgment   Individual volunteers are defined as those volunteers who provide their  services to a Town Department and are not affiliated with any  recognized 501 (C) groups or organization who provides volunteers  services and support to the Town of Estes Park. All volunteers  designated as “Individual Volunteers” are required to sign the  agreement and acknowledgement portion of this manual before  performing their volunteer tasks.    1.7.1.1.2 Volunteer 501 (C) Organization  All recognized 501 (C) Volunteer Organizations are required to enter  into an annual working agreement; known as an (MOU) Memorandum  of Understanding. These agreements are reviewed, revised and  managed by each Town Department and signed by the Town  Administrator and the official Chair of the Volunteer Organization. The  content of these working agreements should address at a minimum:    a. Limits of Liability;  b. Sharing of costs between the Town and the Volunteer   Organization;  c. Services provided by the Volunteer Organization on behalf of   the Town;  d. Services required by the Town from the Volunteer Organization  e. Identified fundraising events managed by the Volunteer   Organization on behalf of the Town and those managed  for the   Volunteer Organization; and  f. A signature acknowledgement by the Board Chair/President a   review and membership vote approving the Volunteer   Manual.       This is not an inclusive list but an outline of subject matter relevant to defining roles and   setting expectations for each entity.               Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     21    Appendix A:  Town Department Volunteer Job Descriptions    I. COMMUNITY SERVICES DEPARTMENT ESTES PARK MUSEUM 1) Estes Park Museum Friends and Foundation, Inc. (EPMF&F) The purpose of the Estes Park Museum Friends & Foundation, Inc. is to support the Estes Park Museum’s programs and policies through fund raising activities, the publication of books and their sale together with other items in the Museum Shop, and the investment and management of endowments and other properties of funds received for non-profit purposes. The organization’s mission is to ensure that the Estes Park Museum is the premiere local history museum in Colorado. The Board of Directors manages the business of the EPMF&F. Authority: The Board of Directors has the general management and control of the Estes Park Museum Friends & Foundation, Inc. and adheres to a set of bylaws and to a Memorandum of Understanding (MOU) with the Town of Estes Park. Qualifications: The directors shall be members of the Estes Park Museum Friends & Foundation, Inc. and have an interest in Estes Park history. Members of the Estes Park Museum Friends & Foundation, Inc. fulfill duties established by the directors. Term: The normal term of a director is three years. A director’s term, unless filling a vacancy, will begin immediately following the August meeting of the Board of Directors. The board may elect a director to fill an unexpired term. Duties: The Estes Park Museum Friends & Foundation, Inc. seeks to further its mission and the mission of the Museum by providing funds for capital improvements, including maintenance of such improvements as appropriate, collections acquisitions, and other appropriate needs as outlined by the Museum Manager and agreed to by the Board of Directors. The Estes Park Museum Friends & Foundation, Inc. will maintain and make every effort to expand the membership base and is responsible for managing its own records such as correspondence and financial reviews and audits. ESSENTIAL FUNCTIONS The following are essential functions. Any one position may not include all of the duties listed. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     22    Duties: 1. Attend Estes Park Museum Friends & Foundation, Inc. meetings, as assigned per committee role description. 2. Serve on Estes Park Museum Friends & Foundation, Inc. sub-committees, as assigned per committee role descriptions. 3. Perform various tasks including, but not limited to: a) Obtaining any required special events licenses. b) Shop sales and purchases. c) Maintaining and expanding the membership base. d) Creating and delivering Estes Park Museum Friends & Foundation, Inc. information, publications and Friends to Friends newsletter. Training: Receives training, as needed, on various duties related to the Estes Park Museum Friends & Foundation, Inc. by the Board of Directors. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability a. Effective communication skills. b. Knowledge or vested interest in the history of Estes Park. c. Good standing in the community, that which does not bring discredit to the Estes Park Museum Friends & Foundation, Inc. or the Town of Estes Park. d. Ability to maintain positive working relationships with committee members and Town of Estes Park staff. Supervision Received: Works under close supervision of Museum Management. Supervision Exercised: The Estes Park Museum Friends & Foundation, Inc. manages its fundraising volunteers. Special Requirements: As required by the Estes Park Museum Friends & Foundation, Inc. Experience: As required by the Estes Park Museum Friends & Foundation, Inc. 2) Other Museum Volunteers a. Museum Volunteer Research Assistant Performs professional-level research duties in collections. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     23    Supervision Received: Works under general guidance and direction of the Museum Curator of Education/Collections. ESSENTIAL FUNCTIONS The following are essential functions. Any one position may not include all of the duties listed: 1. Performs research to respond to public and internal requests using primary and secondary sources in the Museum’s collection. 2. Handles all Museum artifacts with regard to proper techniques. 3. Works closely with, and relays results of research to, the Curator of Education/Collections. 4. Performs related duties as assigned. b. Museum Exhibits Volunteer Assists the Museum Manager/Curator of Exhibits as needed. Some tasks/projects include: 1. Mounting and hanging text panels. 2. Painting walls. 3. Installation of display objects. 4. Construction of object mounts. 5. Rearranging walls and fixtures to accommodate new exhibits. The Estes Park Museum hosts three to four temporary exhibits per year. These exhibitions take place in the Main Gallery or the Historic National Park Service Headquarters building. Typically, two to four weeks are designated for taking down an existing exhibit and installing a new one. Volunteers are contacted on an “as needed” basis to help with this process. Volunteers must be able to lift up to 35 lbs. Carpentry skills are preferred, but not necessary. Creativity is encouraged. Reports to: Museum Manager/Curator of Exhibits c. Museum Collections Volunteer Assists the Curator of Education/Collections as needed. Some tasks/projects include: 1. Scanning photographs and documents into a digital format. 2. Taking photographs of objects. 3. Working with the Past Perfect database. 4. Performing an inventory report on select storage units. 5. Assisting in accessioning new donations. 6. Creating indexes for photograph albums. Working in the Collections Department of the Museum can take place during staff office hours, which are generally 8 a.m. to 5 p.m. Monday through Friday. Hours are flexible and decided Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     24    upon between the volunteer and curator. Volunteers in Collections must be able to work independently on a pre-arranged project. Attention to details is extremely important. There are several types of projects taking place in Collections. The curator makes every effort to match volunteers with tasks that are interesting for them. This is an opportunity to physically work with the Museum’s collection of artifacts that reflect Estes Park’s history. Reports to: Curator of Education/Collections d. Museum Front Desk Volunteer Performs a variety of duties at the Estes Park Museum reception desk. Responsibilities: 1. Greeting Museum visitors. 2. Providing general information about the Museum and exhibits. 3. Selling books and gifts from the Museum Shop. 4. Using a cash register and a credit card machine. 5. Helping to open or close the Museum. 6. Taking phone messages. 7. Assisting the Museum staff as needed. The Museum is open May through October every day, Monday through Saturday, 10 a.m. to 5 p.m. and Sunday 1 p.m. to 5 p.m. Two volunteer shifts are needed every day but Sunday, when there is one four-hour slot. The morning shift runs from 10 a.m. to 1:30 p.m., and the afternoon shift runs from 1:30 p.m. to 5 p.m. Volunteers should commit to one 3.5-hour shift per week, preferably in the same time slot, but this is not required. Schedules are set one month in advance. Volunteers must call the Museum as early as possible if they cannot come in. Reports to: Alicia Mittelman, Curator of Education/Collections Telephone: 970-577-3762. Email: amittelman@estes.org e. Museum Hydroplant Docent Serves as tour guide for groups who schedule tours of the Fall River Hydroplant. Responsibilities: 1. Attending docent training. 2. Familiarization with background information. 3. Giving tours to groups at the Hydroplant. 4. Opening and closing the Museum, including setting the alarm. 5. Assists Museum staff as needed. 6. Selling Hydroplant-related books in the Hydroplant visitor center. 7. Handling cash, checks and receipts. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     25    The Estes Park Museum is looking for individuals interested in the history of hydropower and the Estes Park area to serve as tour guides for groups who schedule tours of the Hydroplant. Interested people should enjoy talking to groups. Tour guides will be responsible for opening and closing the Hydroplant. Training on opening and closing procedures and history of the Hydroplant and the area will be provided. Volunteers must be punctual and reliable, and must notify the Museum as early as possible if they will not be able to give a scheduled tour. The Historic Fall River Hydroplant is open to the public from the day after Memorial Day through the day before Labor Day under the guidance of the Estes Park Museum and the Town of Estes Park. The Hydroplant is open every day but Monday from 1 p.m. to 4 p.m., and by appointment during the rest of the year. Reports to: Curator of Education. f. Museum Hydroplant Volunteer Provides seasonal staffing of the Fall River Hydroplant. Responsibilities: 1. Greeting Hydroplant visitors. 2. Providing general information and orientation for the Hydroplant. 3. Making sales using either a cash register or a receipt book. 4. Opening and closing the Hydroplant, including setting the alarm. 5. Answering the telephone. 6. Assisting the Museum staff as needed. The Historic Fall River Hydroplant is open to the public from the day after Memorial Day through the day before Labor Day. It is operated by the Estes Park Museum and owned by Town of Estes Park. The Hydroplant is open every day but Monday from 1 p.m. to 4 p.m. during the season, and by appointment during the rest of the year. The Estes Park Museum is looking for volunteers who are interested in the history of the Estes Park area, and enjoy talking to people, to staff the Hydroplant for one three-hour shift per week. Volunteers will be responsible for opening and closing the Hydroplant, including arming and disarming the alarm. Training on opening and closing procedures, and on the history of the Hydroplant and the area, will be provided. Volunteers must be punctual and reliable, and must notify the Museum as early as possible if they will not be able to make a shift. Reports to: Curator of Education ESTES PARK SENIOR CENTER 1) Estes Park Senior Citizens Center, Inc. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     26    The purpose of Estes Park Senior Citizens Center, Inc. is to support the Estes Park Senior Center’s programs and policies through fund raising activities and the investment and management of endowments or funds received for non-profit purposes. Estes Park Senior Citizens Center, Inc. participates with the Town of Estes Park in providing the current physical facility in which senior citizens in the Estes Park area may meet for social, educational and recreational purposes, and to provide an organization through which senior citizens may be provided with other appropriate services. The Board of Directors manages the business and affairs of Estes Park Senior Citizens Center, Inc. Authority: The Board of Directors has the general management and control of Estes Park Senior Citizens Center Inc. and adheres to a set of bylaws and to a Memorandum of Understanding (MOU) with the Town of Estes Park. Qualifications: The Directors of Estes Park Senior Citizens Center, Inc. must be members of their Corporation and have an interest in supporting the Estes Park Senior Center and its programs and services. Directors of Estes Park Senior Citizens Center, Inc. fulfill dues established by the Board. Term: The Board of Directors will consist of at least nine directors and not more than twelve elected from the Membership at large. Directors will be elected for staggered three year terms such that approximately one-third of the directors’ terms will expire each year. Directors will be elected by a majority vote of all members present and voting at the annual membership meeting. Each director will hold office until his or her successor has been elected. Directors will be removable in any manner provided by the Colorado Nonprofit Corporations Act. General: Estes Park Senior Citizens Center, Inc. seeks to further its mission and the mission of the Estes Park Senior Center by providing funds for capital improvements, including maintenance of such improvements as appropriate, and other appropriate needs as outlined by the Senior Center Manager and agreed to by the Board of Directors. Estes Park Senior Citizens Center Inc. is responsible for managing its own records such as membership, correspondence and financial reviews and audits. Supervision Received: Works under close supervision of Senior Center Management. Supervision Exercised: Estes Park Senior Citizens Center, Inc. manages its fundraising volunteers. ESSENTIAL FUNCTIONS Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     27    The following are essential functions. Any one position may not include all of the duties listed. Duties: 1. Attend Estes Park Senior Citizens Center, Inc. board meetings and any assigned committee meetings. 2. Actively participate on Estes Park Senior Citizens Center, Inc. standing or temporary Committees. 3. All committees will work in cooperation with the Senior Center Management. 4. Perform various tasks including, but not limited to: development of and participation in fundraising and endowment activities, maintaining and expanding membership base, and active participation in Senior Center events and programs. Training: ƒ Receives training, as needed, on various duties related to Estes Park Senior Citizens Center, Inc. by the Board of Directors. ƒ Receives training, as needed, on various functions of the Estes Park Senior Center from the Senior Center Manager. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Effective communication skills. b. Knowledge or vested interest in working with and serving older adults. c. Good standing in the community, that which does not bring discredit to Estes Park Senior Citizens Center Inc. or the Town of Estes Park. d. Ability to maintain positive working relationships with Estes Park Senior Citizens Center, Inc. members, board and committee members and Town of Estes Park staff. Special Requirements: ƒ As required by the Estes Park Senior Citizens Center, Inc. Experience: ƒ As required by the Estes Park Senior Citizens Center, Inc. 2) Senior Center Meals on Wheels Drivers a. Driver Coordinator Volunteer utilizes a database of meals on wheels volunteer drivers. Volunteer maintains coverage for Meals on Wheels delivery routes using database. This person primarily works from his/her own home computer and telephone. Supervision Received: Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     28    Works under direct supervision of the Senior Center Manager and/or Program Coordinator. Supervision Exercised: None. ESSENTIAL FUNCTIONS The following are essential functions of the volunteer position. Any one position may not include all of the duties listed: 1. Assists staff by maintaining the schedule of volunteers who drive for meal delivery. 2. Utilizes a database of contact information for route drivers. 3. Places and receives phone calls to and from drivers to maintain route coverage. 4. When MOW Driver Coordinator obtains a substitute, he/she emails the Senior Center staff with the substitute name, route and day and date. Coordinator also keeps a paper or written record or calendar of subs as well as keeping the email record. 5. Acts as a substitute meal delivery driver as able (waived for the volunteer who meets the other criteria); follows volunteer description for Meals on Wheels drivers when in that role. 6. Participates in on-going training at Senior Center and via written or email materials such as training packets and informational updates, and honors requests for driver’s license and insurance information as needed. 7. Acts as an ambassador for the Town of Estes Park with ethical and appropriate interactions with clients. 8. Offers ideas for improved instructions for route management. 9. When Coordinator is out of town, he/she notifies Senior Center staff. He/she also leaves a message on his/her answering machine with instructions for Meals on Wheels volunteers to call Senior Center staff. 10. Operates a motor vehicle safely and legally. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Ability to safely and legally drive own car and make meal deliveries. b. Ability to pass a safe driving record history and if needed, pass a background check. c. Ability to use own telephone and answering machine, and use own computer with email/Internet capability. d. Extremely reliable and organized with good attention to details. e. Knowledge and interest in senior citizen services and sensitivity to disabled population needs. f. Ability to establish and maintain effective relationships with senior adults, employees, supervisors and the general public. g. Ability to communicate effectively in English, both verbally and in writing. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     29    Education /Experience: ƒ Any combination of education and experience is considered. ƒ Must have safe driving record. Time Commitment: This volunteer position requires approximately one to four hours a week. b. Driver Drives own car within the Estes Park area to deliver noon meals on wheels to customers of the program. Supervision Received: Volunteer works under direct supervision of the Senior Center Manager and/or Program Coordinator. Supervision Exercised: None. ESSENTIAL FUNCTIONS The following are essential functions of the volunteer position. Any one position may not include all of the duties listed. Duties: 1. Arrives at Senior Center in own vehicle between 11:00 a.m. and 11:15 a.m. on assigned route day. 2. Loads coolers and/or food bags into own vehicle and examines route tags for names of recipients on the routes each day. 3. Follows driver instruction sheet to arrive at destinations; offers ideas for improved instructions or directions to homes as needed. The volunteer follows driver instruction sheets and training packets regarding tips for drivers. 4. Places call(s) to MOW Driver Coordinator and/or staff in advance to request substitutes for planned absences. 5. Places call(s) to MOW Driver Coordinator and/or staff to notify of illness or emergency. 6. Participates as a substitute driver as able. 7. Participates in on-going training at Senior Center and via written or emailed materials such as training packets and informational updates, and honors requests for driver’s license, background check, and insurance information as needed. 8. Acts as an ambassador for the Town of Estes Park with ethical and appropriate interactions with clients. 9. Operates a motor vehicle safely and legally. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Ability to safely and legally drive own car and make meal deliveries. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     30    b. Ability to pass a safe driving record history and if needed, pass a background check. c. Ability to use own telephone and answering machine. d. Extremely reliable and able to follow a schedule. e. Knowledge and interest in senior citizen services and sensitivity to disabled population needs; ability to serve these populations with care and compassion. f. Ability to establish and maintain effective relationships with senior adults, supervisors and the general public. g. Ability to communicate effectively in English, both verbally and in writing. Education /Experience: ƒ Any combination of education and experience is considered. ƒ Must have safe driving record. Time Commitment: This volunteer position requires approximately one to one-and-a-half hours a week per route. 3) Other Senior Center Volunteers Program Assistant Performs a variety of program- and event-related tasks for the Senior Center. Supervision Received: Volunteer works under direct supervision of the Senior Center Manager and/or Program Coordinator. Supervision Exercised: None. ESSENTIAL FUNCTIONS The following are essential functions of the volunteer position. Any one position may not include all of the duties listed. 1. Assists staff with basic organizational and office tasks which may include filing, photocopying, preparing mailings, and distributing flyers, answering telephone, preparing and folding brochures or other office related tasks. 2. Assists staff with basic functions of the program office such as phone calls to participants, data entry and data management, program set-up and clean-up, program, class and trip registrations, participant check-in, and other related tasks. 3. Assists staff with planning and developing programs and day trips. 4. Participates in on-going training. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     31    a. Ability to learn to use Senior Center computer, copier, and printers. b. Ability to manage a simple database – either written or computerized or both - of names and addresses, etc. c. Ability to use own telephone and answering machine, and use own computer as needed with email/Internet capability. d. Extremely reliable and organized with good attention to details. e. Ability to communicate effectively in English and ability to use proper grammar skills and an understanding of personal and professional letter writing. f. Ability to establish and maintain effective relationships with senior adults, employees, supervisors and the general public. g. Ability to maintain confidentiality of private or personal information as it relates to donors, gifts, etc. Education /Experience: Any combination of education and experience is considered. Time Commitment: This volunteer position requires approximately four to ten hours a week. Reception Desk Volunteer Performs a variety of duties at the Estes Park Senior Center reception desk. Supervision Received: Volunteer works under direct supervision of the Senior Center Manager and/or Program Coordinator. Supervision Exercised: None ESSENTIAL FUNCTIONS The following are essential functions of the volunteer position. Any one position may not include all of the duties listed. Duties: 1. Acts as main desk receptionist at the Senior Center to create a welcoming first impression for visitors to the site. 2. Answers phone, takes and delivers messages, directs visitors, welcomes guests, etc. 3. Handles funds for a variety of Senior Center procedures: collects and accounts for money for meals, program fees and /or program tickets, sells meal tickets, etc., using established procedures and methods. 4. Follows established procedures in volunteer training and reference materials. 5. Engages hospitality hosts and staff as needed for greeting new customers. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     32    6. May assist staff and Senior Center Inc. Board with other basic office tasks as needed such as photocopying, preparing mailings, distributing fliers, and folding brochures. 7. Participates in on-going training and offers ideas for improving customer service at the Senior Center. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Ability to learn to use Senior Center telephones and answering machines. b. Ability to work in a fast paced environment and sometimes noisy environment with multiple tasks. c. Extremely reliable and organized with good attention to details. d. Ability to keep records and account for funds using established procedures. e. A good sense of humor, good customer service skills and an outgoing personality are helpful in dealing with large numbers of people. f. Ability to communicate effectively in English. g. Ability to establish and maintain effective relationships with senior adults, supervisors and the general public. h. Must pass background check. Education /Experience: Any combination of education and experience. Time Commitment: The regular weekly desk volunteer position requires approximately one day a week from 9:00 am to 1:30 p.m. A free lunch is provided for the desk volunteer by the food service contractor. A desk substitute volunteer will be called as needed to fill in for absences. FAIRGROUNDS/EVENTS 1) Estes Park Western Heritage, Inc. General: The purpose of Estes Park Western Heritage Inc. (EPWH), a nonprofit corporation, is to promote the western culture and preserve the western heritage of the Estes Valley by producing and supporting activities for the education and enjoyment of its residents and visitors. EPWH provides support for the Rooftop Rodeo and the Rooftop Royalty Scholarship Fund. Event Description: The Rooftop Rodeo is an annual Professional Rodeo Cowboys Association (PRCA) sanctioned event that showcases bareback bronco riding, team roping, saddle bronco riding, tie-down roping, steer wrestling, barrel racing, and bull riding, as well as mutton bustin’ and a calf catch for youth. Vendors, behind-the-chutes tours, and entertainment are available Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     33    throughout the event. The Rooftop Rodeo also encompasses the annual breast cancer benefit golf tournament, antique show, and queen’s dance, and promotes the sport of rodeo throughout the year. Authority: The Board of Directors has the general management and control of Estes Park Western Heritage, Inc. and adheres to a set of bylaws and to a Memorandum of Understanding (MOU) with the Town of Estes Park. Duties: Assists and performs in a variety of assignments in relation to Rooftop Rodeo and works with the Town of Estes Park Events staff to develop, promote, and conduct the annual Rooftop Rodeo. Supervision Received: Works under the close supervision of Events and Fairgrounds Management. Supervision Exercised: Supervises sub-committee members as assigned. MINIMUM QUALIFICATIONS Estes Park Western Heritage, Inc. is comprised of five membership categories: Active Members, Senior Members, Intern Members, Honorary Members, Junior Members; and the Special Events Manager. All members shall have: 1. An interest in any aspect of the sport of Rodeo. 2. A commitment to the purpose of the Committee. 3. A willingness to actively assist the Committee in carrying out its purpose and objectives. 4. A commitment to participate in Rooftop Rodeo events and activities. Membership Criteria All categories of membership shall be open to anyone eighteen (18) or over (except Junior Members, who are ages eleven (11) through seventeen (17)) who is a resident within Park School District R-3. In addition, up to twenty-five percent (25%) of Active Members may be non-residents of Park School District R-3. Term: Members will be voted upon by the organization at the August and February Committee Meetings. ESSENTIAL FUNCTIONS Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     34    The following are essential functions. Any one position may not include all of the duties listed. Duties: 1. Duties are specific to each position and are described in the bylaws. General duties are to assist and perform in a variety of assignments in relation to the Rooftop Rodeo and work with the Town of Estes Park Events Department to develop, promote, and conduct the annual Rooftop Rodeo. 2. Attend meetings as assigned. 3. Serve on Rooftop Rodeo sub-committees, as assigned per committee. 4. Perform various tasks including, but not limited to: ticket sales; soliciting sponsors; organizing the Royalty program, staff rodeo and rodeo parade; and distributing advertising. 5. Assist with the set-up and tear-down of Rooftop Rodeo and Rooftop Rodeo-related events. Training: Receives training, as needed, on various duties related to Rooftop Rodeo. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Effective communication skills. b. Good standing in the community, that which does not bring discredit to the Rooftop Rodeo or the Town of Estes Park. c. Ability to maintain positive working relationships with members and Town of Estes Park staff. Special Requirements: As required by Estes Park Western Heritage, Inc.. Experience: As required by Estes Park Western Heritage, Inc.. 1) Elk Fest Committee Works directly with the Town of Estes Park Events Department to develop, promote, and conduct the annual Estes Park Elk Fest. Supervision Received: Works under close supervision of Events and Fairgrounds Management. Supervision Exercised: None ESSENTIAL FUNCTIONS The following are essential functions. Any one position may not include all of the duties listed. Duties: Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     35    1. Ticket sales. 2. Office support. 3. Entertainment/contest organization. 4. Soliciting sponsors. 5. Handing out fliers and advertisements. 6. Set-up/tear-down. 7. Other duties as requested by Events and Fairgrounds Management. Training: The volunteer will receive training, as needed, on a variety of duties as assigned. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Ability to attend Elk Fest meetings. b. Effective communication skills, written and verbal. c. Good standing in the community, that which does not bring discredit to the Elk Fest or the Town of Estes Park. d. Maintain positive working relationships with committee members and Town of Estes Park staff. Special Requirements: Volunteers must be able to commit to working both days of Elk Fest. Experience: None required. 2) Wool Market Volunteer Assists and performs in a variety of assignments in relation to Wool Market. Supervision Received: Works under close supervision of Events and Fairgrounds Management, and receives guidance or instruction, as needed, from Wool Market superintendents. Supervision Exercised: None. ESSENTIAL FUNCTIONS The following are essential functions. Any one position may not include all of the duties listed. Duties: 1. Assist in the loading, unloading, and set-up of Wool Market workshop classes. 2. Assist in the registration and/or organization of Wool Market class participants, vendors, and show participants. 3. Assist show superintendents with the organization of score sheets and ribbons. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     36    4. Provide public with directions and information. 5. Prepare vendor, workshop, and show packets, per Events office direction. 6. Provide instructional demonstrations. 7. Assists Events and Fairgrounds management and superintendents in the selection of workshops and vendors Training: Receives training, as needed, on various duties related to Wool Market. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Effective communication skills. b. Good standing in the community, that which does not bring discredit to the Estes Park Wool Market or the Town of Estes Park. c. Maintain positive working relationships with other Wool Market volunteers and Town of Estes Park staff. Special Requirements: As assigned. Experience: As assigned. VISITOR SERVICES 1) Ambassadors of Estes Park We are volunteers who assist visitors at the Estes Park Visitor Center. Our mission is to provide a warm welcome along with providing, to the best of our knowledge, accurate information to visitors to help them have an enjoyable and memorable time in the Estes Valley. Duties: Duties are fully described in the MOU and bylaws; a summary is as follows: Ambassadors should: 1. Complete Ambassador orientation and on-site training. 2. Attend monthly Ambassador meetings, annual training, and tours. 3. Wear the official Ambassador name tag. 4. Wear red shirt or vest while on duty. 5. Refer to current information on white board, Need to Know Book, & Rocky Mountain National Park board before shift. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     37    6. Be responsible for obtaining own sub when necessary and report that sub’s name to a Visitor Services staff member. 7. Maintain record of volunteer hours. 8. Use only Town-approved materials. 9. Ambassadors who are on the sub-only list are encouraged to attend monthly Ambassador meetings, annual training and tours. 10. An Ambassador shall submit a letter of resignation when he/she decides to leave the Ambassador group. II. Police Department 1) Police Auxiliary Assists department with duties as assigned and directed. Serves as a liaison between the department and the community while promoting and incorporating community policing philosophy and practices. Supervision Received: Works under the immediate supervision of the Community Services Manager and falls into the structure and supervision of the specific unit they are assisting at any given time. Supervision Exercised: None other than what rank within the unit requires. ESSENTIAL FUNCTIONS The following are essential functions; the duties listed are not intended to be an exhaustive list of responsibilities or qualifications. As volunteers, the Auxiliary Members will need the ability to discern and perform other duties as requested and as program design and changes dictate, and as their willingness allows. Duties: 1. Follow Estes Park Police Department Auxiliary Manual, including annual volunteer hour requirement. 2. Follow Chain of Command as established in Auxiliary Manual and Estes Park Police Department Policy Manual. 3. Dependably and punctually assist with special events, large scale incidents, or investigations. 4. Serve as extra “eyes” and “ears” for Estes Park Police Department, as ambassador and liaison between department and community. 5. Assist with projects/activities as outlined in Auxiliary Manual while maintaining flexibility and responding, when possible, to department and community needs. 6. Deploy Traffman and assist with traffic studies responsibly. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     38    7. Loyally maintain confidentiality for cases, persons, and circumstances involved with department. Training: Receives training as follows: 1. Town and departmental policies and procedures, as it relates to Auxiliary Unit and special assignments. 2. Police Auxiliary Manual and Policy. 3. Auxiliary Academy. 4. Citizen’s Police Academy. 5. All items outlined and required in Police Auxiliary Manual, pertaining to level system and advancement, including mentoring. 6. Monthly in-service trainings. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Effective communication skills in both written and verbal forms in English. b. Good standing in community, that which does not bring discredit to the Auxiliary Unit, the Estes Park Police Department, or the Town of Estes Park. c. Maintain positive working relationships with Auxiliary members, Auxiliary Command Staff, and department employees, resolving all potential conflicts so that there will be no hindrance in accomplishing work goals. d. Ability to work effectively with widely diverse groups and individuals. e. Effective public speaking skills and abilities. f. Maintain phone and email capabilities for communication with unit. g. High level and demonstration of trustworthiness to access police building and records, as needed, particular to assigned cases. h. Ability to work effectively with other law enforcement agencies and professionals within the community. i. Possess ability to multi-task, converse appropriately on the phone and in person, while demonstrating flexibility and orderliness as it applies to organization skills and tasks. Special Requirements 1. Be at least 21 years old. 2. Have completed or be willing to complete Citizen’s Police Academy. 3. Be capable of standing or walking for four hours. 4. Satisfactorily (according to Unit Command and Department Command Staff) complete background investigation, ultimately determined by Chief of Police. 5. No felony convictions and no outstanding warrants. 6. Have an acceptable record as it relates to overall criminal and community involvement that would promote acceptance by unit, employees, and community. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     39    7. Successfully complete Auxiliary Unit admission interview and be chosen to serve by the panel and ultimately the Chief of Police. a. Police Chaplain Assists department employees or volunteers with pastoral needs; aiding in the understanding of life events as they relate to their spiritual and emotional well-being; providing spiritual support to the law enforcement community of Estes Park. Supervision Received: Works under the immediate supervision of the Community Services Manager and falls into the structure and supervision of the specific unit they are assisting at any given time; while participating as a part of the Auxiliary Police Unit. Supervision Exercised: None other than the designated “Head Chaplain” will assist in decision making, give voice as to bringing on new Chaplains or letting go of current Chaplains and relaying of information to other Chaplains as needed and/or requested. ESSENTIAL FUNCTIONS The following are essential functions; the duties listed are not intended to be an exhaustive list of responsibilities or qualifications. As volunteers, Chaplains will need the ability to discern and perform other duties as requested and as program design and changes dictate, and as their willingness allows. Duties: Performs duties as follows: 1. Follow Estes Park Police Department Auxiliary Manual and Police Auxiliary Policy as it relates to Chaplain program. 2. Respect and follow Chain of Command as established in Auxiliary Manual and Estes Park Police Department Policy Manual. 3. Dependably and punctually assist with special events, large scale incidents, or investigations when called and circumstances allow. 4. Serve as extra “eyes” and “ears” for Estes Park Police Department, as ambassador and liaison between department and community. 5. Spend a minimum of four hours per month with police employees and volunteers. 6. Build positive and effective relationships with all police personnel so that they will engage when needed. 7. Participate in pastoral care for employees and volunteers and their families. 8. Loyally maintain confidentiality for cases, persons, and circumstances involved with department. 9. Focus on assisting police personnel in coping with trauma associated with their work and helping employees avoid depression, post-traumatic stress disorder and other similar conditions. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     40    10. Make recommendations of other resources to employees/volunteers. Training: Receives training as follows: 1. Town and departmental policies and procedures, as it relates to Auxiliary Unit and special assignments. 2. Police Auxiliary Manual and Policy. 3. Auxiliary Academy when possible. 4. Citizen’s Police Academy. 5. Monthly in-service trainings offered but not required. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability a. Effective communication skills in both written and verbal forms in English. b. Good standing in community, that which does not bring discredit to the Auxiliary Unit, the Estes Park Police Department, or the Town of Estes Park. c. Maintain positive working relationships with Auxiliary members, Auxiliary Command Staff, and department employees, resolving all potential conflicts so that there will be no hindrance in accomplishing work goals. d. Ability to work effectively with widely diverse groups and individuals. e. Effective public speaking skills and abilities. f. Maintain phone and email capabilities for communication with unit. g. High level and demonstration of trustworthiness to access police building and records, as needed, particular to assigned cases. h. Ability to work effectively with other law enforcement agencies and professionals within the community. i. Possess ability to multi-task, converse appropriately on the phone and in person, while demonstrating flexibility and orderliness as it applies to organization skills and tasks. Special Requirements 1. Be at least 21 years old and be ordained as a minister. 2. Have completed or be willing to complete Citizen’s Police Academy. 3. Be capable of standing or walking for four hours. 4. Satisfactorily (according to Unit Command and Department Command Staff) complete background investigation, ultimately determined by Chief of Police. 5. No felony convictions and no outstanding warrants. 6. Have an acceptable record as it relates to overall criminal and community involvement that would promote acceptance by unit, employees, and community. 7. Successfully complete admission interview and be chosen to serve by the panel and ultimately the Chief of Police. b. Police Front Window/Customer Service Volunteer Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     41    Provides the public with general information and assistance with regard to questions concerning the community of Estes Park, municipal layout and the Estes Park Police Department. The volunteer will be responsible for connecting the public with the appropriate resource employees within the department, such as police, dispatch, and records or with others outside the department when appropriate. Supervision Received: Works under the immediate supervision of the Community Services Manager, outside of other volunteer teams. In the absence of the Community Services Manager, volunteer may ask other employees and volunteers for assistance as needed. Supervision Exercised: None. ESSENTIAL FUNCTIONS The following are essential functions; the duties listed are not intended to be an exhaustive list of responsibilities or qualifications. As volunteers, the Auxiliary Members will need the ability to discern and perform other duties as requested and as program design and changes dictate, and as their willingness allows. Duties: Performs duties as follows: 1. Remains friendly and positive while providing basic information to the public. 2. Diligently and benevolently explores resource options for individuals who come to the window in need. 3. Identifies the proper employee or volunteer to be of further service and follows through with alerting that individual to need and connecting the public. 4. Understands forms and location in order to provide them when needed. 5. Completes lost and found property reports as requested. 6. Receive payment for preliminary breath tests (PBTs) and notify necessary personnel to perform them. Training: Receives training as follows: 1. Applicable community information, location of resources, and resource manual. Maps and community/building layout. 2. Town and departmental policies and procedures, as it relates to Front Window/Receptionist responsibilities. 3. Location and information regarding various forms that are frequently requested. 4. Receipt and accounting information required to collect fees for PBTs and Records requests. 5. Use of copy machine, phone, and other office equipment as needed. 6. Roles within the police department in order to identify employees/volunteers to be of further assistance to the public request. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     42    7. Use and distribution of appropriate forms as they relate to needs of the public. 8. Lost and found property reports procedures and documentation. 9. How to ask and record vital information that will be requested by dispatch and/or police officers. 10. PBT administration and payment procedures. 11. Records requests information and payment procedures. 12. Animal issues and response mechanisms. 13. Citations in order to explain/answer simple questions. 14. Driver’s license information. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Effective communication skills in both written and verbal forms in English. b. Good standing in community, that which does not bring discredit to the Estes Park Police Department or the Town of Estes Park. c. Maintain positive working relationships with other volunteers and employees of the Estes Park Police Department and Town of Estes Park so that there will be no hindrance in accomplishing work goals. d. Ability to work effectively with widely diverse groups and individuals. e. Effective public speaking skills and abilities. f. Maintain phone and email capabilities for communication with other volunteers and the Community Services Manager. g. High level and demonstration of trustworthiness to access police building. h. Ability to work effectively with public and community professionals. i. Possess ability to multi-task, converse appropriately on the phone and in person, while demonstrating flexibility and orderliness. j. Remain focused and specific as to role within the department, providing as little distraction as possible in the crowded work environment. Special Requirements 1. Be at least 21 years old. 2. Satisfactorily complete background investigation, ultimately determined by Chief of Police. 3. No felony convictions and no outstanding warrants. 4. Have an acceptable record as it relates to overall criminal and community involvement that would promote acceptance by unit, employees, and community. 5. Successfully complete admission interview and be chosen to serve by the panel and ultimately the Chief of Police. 6. Must sign and comply with confidentiality statement. 2) Estes Valley Restorative Justice Partnership, Inc. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     43    The Estes Valley Restorative Justice Partnership, Inc. is a Colorado nonprofit corporation. It exists to reduce crime and disorder by applying the principles of Restorative Justice. In doing so, the project seeks to improve victim services, reduce arrest, reduce repeat offending, and allow community members to have a more visible role in our justice process. The Board of Directors for the corporation is responsible for policy. The Board of Directors is responsible for program in cooperation with the Executive Director and the Estes Park Chief of Police. The corporation is not involved with program operations. The Executive Director is a Town of Estes Park employee. The Chief of Police supervises the Executive Director. 3) Volunteer Restorative Justice Facilitator ƒ Coordinates and facilitates Community Group Conferences and Community Circles processes as assigned by the Restorative Justice Case Manager. ƒ Works directly with offenders, parents of juveniles, victims of crime, and the greater community. ƒ Coordinates and meets with various community groups, human service entities, schools, local government officials, law enforcement agencies, county government officials, court systems and others as each case determines or at the request of the case manager, in an effort to increase participation and bring the right people to the conference/circle. Supervision Received: Works under the immediate supervision of the Restorative Justice Case Manager and the general supervision of the Community Services Manager. Supervision Exercised: None. ESSENTIAL FUNCTIONS The following are essential functions; the duties listed are not intended to be an exhaustive list of responsibilities or qualifications. As volunteers, the facilitators will need the ability to discern and perform other duties as requested and as program design and changes dictate. Duties: 1. Follow Estes Valley Restorative Justice Partnership policy and procedure as outlined in Estes Park Police Department Policy and throughout Facilitator Training. 2. Enthusiastically promote programs and principles of Restorative Justice within the community, Estes Park Police Department, and Estes Valley Restorative Justice Partnership. 3. Punctually and thoroughly contact offenders and victims of crime to explain process and set up pre-conference, conference, and post-conference meetings. Follow-through meetings with compassion and tolerance, diligently completing all paperwork required. 4. Maintain confidentiality and apply discretion when, how, and to whom personal information is shared regarding victims, offenders, and community participants, in an effort to build a conference or circle. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     44    5. Sincerely maintain neutral demeanor during circle process, regardless of level of conflict, and direct all types of personalities and opinions to a common purpose with the goal of satisfactory resolution for all participants. 6. Exhibit high level of tolerance and self-control for wide range of human emotion, behavior, and background. Following Town of Estes Park Anti-Discrimination policy; treat all people with fairness, respect, and dignity. 7. Serve as mentor and example to program participants; using resources and knowledge to assist in solutions to individual and community issues. 8. Dependably perform other duties as assigned by the Restorative Justice Case Manager, Community Services Manager, Chief of Police, or Estes Valley Restorative Justice Partnership Board of Directors. Training: 1. Town and departmental policies and procedures, as it relates to restorative justice and/or volunteers. 2. Restorative Justice 501(c)(3) policies and procedures. 3. Community Group Conference facilitator training. 4. Circle Keeper training (Community Circles program specific). 5. Monthly trainings at team meetings. 6. Juvenile and Adult Justice Systems. 7. Restorative Discipline processes. 8. All other training deemed relevant for this position. MINIMUM QUALIFICATIONS Required Knowledge, Skill, and Ability: a. Effective communication skills in both written and verbal forms required in English (bilingual English/Spanish appreciated). b. Good standing in community, that which does not bring discredit to the facilitator team, Estes Valley Restorative Justice Partnership programs or the Estes Park Police Department. c. Maintain positive working relationships with co-facilitators, board members, and department employees, resolving all potential conflicts so that there will be no hindrance in accomplishing work goals. d. Ability to work effectively with widely diverse groups. e. Effective public speaking skills and abilities. f. Humbly apply conflict resolution skills in own life and relationships. g. Maintain phone and email capabilities for communication with staff and clients. h. High level and demonstration of trustworthiness to access police building and records, as needed, particular to assigned cases. i. Ability to work effectively with other law enforcement agencies and professionals within the community. Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     45    j. Possess ability to multi-task and converse appropriately on the phone and in person, while demonstrating flexibility and orderliness as it applies to organization skills and tasks. Special Requirements: ƒ Current and thorough knowledge of Restorative Justice principles. ƒ Ability to maintain control and practice discernment over potentially emotional situations. ƒ Ability to deal with information in a confidential manner. ƒ Must successfully pass a background check as determined by Chief of Police. Education: Bachelor’s Degree Preferred; or the equivalence of experience and training. High School education required.                                                 Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     46                  APPENDIX B VOLUNTEER FORMS    Volunteer Written Notification of Injury Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     47    Volunteer Background Check Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     48    Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     49    TOWN OF ESTES PARK VOLUNTEER APPLICATION Position Applied For: ___________________________________________________ INSTRUCTIONS: Please complete this application in its entirety. Type or print legibly and accurately. No  action will be taken on this application until all questions have been answered. If the space provided is  not adequate, add another page and identify the additional information by item number. Resumes may  be submitted as additional detail but not in place of information requested.   Name (Last, First, Middle)    Other names by which you are (or have been) known:   Mailing Address (include City, State, Zip):  Home Address (if different than mailing address):  How long have you resided at the address listed?    Prior address(es) and length of residence if you’ve lived at the address listed above for less than 4 years:    Home Phone:  Cell Phone: Email Address:   Current Employer: Address of Current Employer:    Current Position: Length of Current Employment:    Are you 18 years of age or older? … Yes  … No How did you hear about this position?  If previously employed by the Town of Estes Park, list dates and position(s):    Do any relatives work for the Town of Estes Park? … Yes … No          List Name(s) and Relationship:    Highest Grade Completed: College and Degree/Major: Trade School or  Licenses/Certifications:  Are you currently serving on another Town of Estes Park Board or Committee? … Yes … No       List:    FOR OFFICIAL USE ONLY:  Date Received_________  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     50    To insure a safe environment exists for Town volunteers, Town employees and citizens, anyone interested in becoming a  Town volunteer is required to undergo an application and selection process. In addition, any volunteer who will 1) handle  money; 2) work with youth; 3) work with seniors; 4) operate a motor vehicle as part of Town operations; or 5) handle  confidential information will be required to undergo a background check to be administered by the Town’s Human  Resources. All volunteers for the Police Department are required to undergo a comprehensive background check  administered by the Police Department. For Town Board‐appointed Board or Committee applicants, background checks  will be administered for finalists only.     TO BE COMPLETED BY STAFF:  This position involves one or more of the following and therefore requires a background check:  …Handling Money …Working with Youth …Working with Seniors …Operating a Motor Vehicle as part of Town operations …Handling Confidential Information …Volunteering for the Police Department     Please read the following, date and sign this application.  Date of Birth and Social Security Number are required  to conduct the criminal background check. I certify that the facts and statements contained in this volunteer  application and background check are true and correct.  I further understand that false statements shall be  sufficient cause for rejection of this application.  I further certify that I have not been convicted of a felony under the  laws of Colorado or in another jurisdiction.  If required for this position, I authorize the Town of Estes Park to  conduct a criminal background investigation with the understanding that any felony conviction found will become a  matter of public record.  I further understand and acknowledge my rights under federal privacy laws, including the  Privacy Act of 1974 with respect to access and disclosure of information, and hereby waive such rights with the  understanding that any and all information furnished will only be used in connection with consideration of this  application. If I become a board member, this form will be valid for the period of my term.    Signature:  ___________________   Date: __________ DOB:___________ SS#____________________      November 2, 2011  Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     51    Policy:  Volunteer Manual  Date: 07/10/2012  Review Date: 07/10/2013     52