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Home My WebLink AboutPACKET Town Board Study Session 2024-02-13 February 13, 2024 5:45 p.m. — 6:45 p.m. Board Room EPTOWN BOARD 5:30 p.m. Dinner STUDY SESSION AGENDA ACCESSING MEETING TRANSLATIONS (Accediendo a las Traducciones de la Reunion) y, To access written translation during the meeting, please scan the QR Code or click �•• this link for up to 48 other languages (Para acceder a la traduccion durante la flu reunion, par favor escanee el codigo QR o haga clic en el enlace para hasta 48 • idiomas mas): Cot 1. " r https://attend.wordly.ai/join/FLUL-1105 •. '.• Choose Language and Click Attend(Seleccione su lenguaje y haga clic en asistir) Use a headset on your phone for audio or read the transcript can assist those having difficulty hearing (Use un auricular en su telefono para audio o lea la transcripcion puede ayudar a aquellos que tienen dificultades para escuchar). No public comment will be heard This study session will be streamed live and available on the Town YouTube page at www.estes.org/videos 5:45 p.m. Joint Discussion with the Estes Park Planning Commission. (Board Discussion) • Development Code Changes. 6:15 p.m. HR Strategic Plan and Organizational Culture Update. (Director Williamson & Manager Lizotte) 6:35 p.m. Trustee & Administrator Comments & Questions. 6:40 p.m. Future Study Session Agenda Items. (Board Discussion) 6:45 p.m. Adjourn for Town Board Meeting. Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 5:15 p.m. 1 1� TOWN BOARD STUDY SESSION February 13, 2024 Joint Discussion with the Estes Park Planning Commission, Development Code Changes No packet material was provided for this item. PUBLIC COMMENT RECEIVED ON 2/9/2024 Board of Trustees Public Comment Name: Rebecca Urquhart Stance on Item: For Agenda Item Title: General Public Comment. Public Comment: Study Session agenda. Discussion with Planning Commission re:proposed ORD 01-24. This citizen ballot was triggered by the Planning Commission indicating, during the 685 Peakview hearing, that downsizing all lots to a 1/4 acre was mandated by the new Comp Plan. That suggestion was just an idea of opportunities for same to be reviewed, not automatic. That will just result in development of more market rate, 2nd home development(which would benefit the business of the Planning Commissioner who said that). Development consistent with its current zoning will require no neighbor approvals. A list of neighborhoods severely impacted by re-zoning or variances projects over the last decade can be provided. The incredible effort to stop the downzoning for 685 Peakview could be avoided. Lifelong investments of neighbors should be considered. File Upload Files are limited to PDF or JPG. 25 MB limit.Video files cannot be saved to the final packet and must be transcribed before submitting. Please note,all information provided in this form is considered public record and will be included as permanent record for the item which it references. 2/14/2024 Human Resources Updates Organizational Culture Survey and HR Strategic Plan 02/13/2024 1 Objectives Provide an overview of: • Services provided by Human Resources (HR) • Organizational Culture Survey & Action Plan • HR Strategic Plan 2 1 2/14/2024 Human Resources ( HR) Mission Statement The mission of Human Resources is to partner with Town departments to develop, implement and analyze effective and fiscally sound policies, programs, benefits, and services which help support existing employees, recruit diverse talent, and leverage existing resources to support overall Town operations. 3 Organizational Culture Survey: Background • Organizational (Org) Culture Survey first launched in February 2020 • Survey sent out electronically to employees every other year • 2024 survey was launched last week • Graves Consulting initiates the survey and collects all results • Aggregated responses presented back to ELT and All Employees • Survey is a mix of rating questions and open response questions • High response rate — 91% in 2020; 74% in 2022 4 2 2/14/2024 SAMPLE of survey question : Summary of Results by Question "Recommendation" Question Q17: I would recommend the Town, as an employer, to others. Question 17 1111 Strongly Disagree `b ODhbn Wee Sbrg1, Dia¢re n¢-tt' Average Score: 3.81 (3.84) Great Benefits Package Favoritism/Lack of Accountability Feel Appreciated/Respected Lack of Affordable Housing Stable Work Environment Compensation not staying competitive Best Place to work in Estes Inadequate staffing/burnout 5 Summary of Category Scores Category 2020 Score 2022 Score Communication 3.40 3.44 Ethics& Fairness 3.36 3.22 Recognition& Respect 3.57 3.48 Autonomy&Teamwork 3.48 3.48 Growth&Development 3.74 3.61 • Communication—trending up • Highest category was growth and development • Lowest category was ethics and fairness 6 3 2/14/2024 Executive Summary Very good participation but declined from last time (73% vs 91%) Most stay because they feel the work they do is valuable, they have an impact on their community and they respect and enjoy the people they work with There were several recurring themes identified in earlier slides but the three primary ones seem to be: ► Lack of Leadership Effectiveness including accountability, communication Et favoritism concerns across the organization ► Compensation inadequate for cost of living ► Inadequate staffing to meet overall objectives and organizational initiatives; creates burnout and frustration Some areas that people are the most challenged by are outside of the Town's control (ie, Cost of Living, Lack of Affordable Housing); however, most feel the Town should do more to mitigate the problem Many expressed concerns that this information is gathered but no plans are put in place and nothing changes 7 What was done with the Data? • HR Hosted 3 Focus Group Sessions with topics of: • What we enjoy about serving our community and how we strengthen positive culture at the Town • Leadership Effectiveness including accountability, communication, and perception of favoritism • Staffing to meet overall objectives/burnout • HR then put together an Org Culture Action Plan and vetted that with Leadership and Employees • Routine updates provided in Town Talk 8 4 2/14/2024 Highlights: Org Culture Action Plan • Formation of Employee Engagement Committee— Led by Management Analyst • Housing: • Implemented a Duty House • Provided Four Transitional Housing Units • Formation of Organizational Housing Task Team • Policy Revisions/Updates: • Recruitment & Selection — Relocation Assistance, Sign on Bonus, Referral Program • Compensation • Supplemental Comp Adjustment in 2022 (Thank you Town Board!) • Supervisor/Manager Hiring Checklist & process improvements in recruiting • Development and Implantation of Revised Performance Appraisal Process. 9 Current Status: Ongoing/Next Steps • Re-visit flexible Work options beyond Telework — Q2 • Implement Manager/Supervisor training — Q1 • Review Performance Appraisal Process and make modifications — Q3 • Investigate Transportation Assistance Options — ongoing/continuous • Initiate conversations about Organization Wide Guiding Principles — ongoing/continuous Launch Org Culture Survey for 2024 in Q1 Zo 5 2/14/2024 HR Strategic Plan : Background • Developed in 2019 in coordination with Town Departments and Graves Consulting. • Implemented in 2020 • Reviewed annually — update current year and look out 2-3 years. • Focus Areas: • Training & Development • Recruiting, Selection, & Onboarding • Retention, Engagement, & Communication • Compensation and Benefits • Infrastructure 11 Focus Area : Training & Development Review of 2023: • Revised Performance Appraisal System to Focus on Employee Success & Development Upcoming for 2024: • Implementing Supervisor Training in 2024 • Offering training ongoing • Review and revised feedback from Employee Success & Development process 12 6 2/14/2024 Focus Area : Recruiting, Selection, and Onboarding Review of 2023: • Implemented Supervisor/Manger Hiring Checklist • Utilized Laserfiche for Job Posting Authorization form • Revised Recruitment & Selection Policy Upcoming for 2024: • Explore and begin process improvements for Employee Onboarding 13 Focus Area : Retention, Engagement, & Communication Review of 2023: • Organizational Housing Task Force Team was created • Recommending Homeownership Program revisions • Investigated flexible work options Upcoming for 2024: • Org Culture Survey and Developing/Revising an Action Plan • Updating our Exit Interview Process & clarifying how data is utilized to affect change. 14 7 2/14/2024 Focus Area : Compensation & Benefits Review of 2023: • Revised Compensation Policies • Annual review of benefits • Annual Market Study Upcoming for 2024: • Complete a comprehensive Benchmark study of Employee Benefits • Research and Develop Wellness Program 15 Focus Area : Infrastructure Review of 2023: • Electronic Job Posting Authorization Form • Implemented a secure file upload for benefits forms with Personal Identifiable Information • Developed new electronic Employee Success & Development (Performance Appraisal) Process Upcoming for 2024: • Begin moving Employee Personnel files to be electronic • In coordination with Payroll, investigate options for a new HRIS systems • Initiate Employee Handbook 16 8 2/14/2024 Moving Forward Together • Utilizing information from 2024 Org Culture Survey to guide HR Strategic Plan • Continual learning and process improvement Questions? 17 9 G/ \j EY-9 Organizational Culture Action Plan - Update 10.27.2023 - Status of the Organizational Culture Action Items will be routinely provided in Town Talks. Guiding Implementation Principles: ❖ We are all valued team members and play an important part in this organization. ❖ We enjoy our work and find meaning in our role as public servants. ❖ We are committed to providing excellent customer service—to the community and our fellow employees—as we advance the Town's strategic objectives. ❖ We will take action. We recognize improvement is a continuous process. ❖ When things don't go as we expected we will support each other and will work together to understand the situation and develop solutions. More Straightforward Items Item Year Quarter Led By Status as of 10.20.2023 Implement Employee Engagement Updates from Engagement Committee forthcoming. Committee which will work on 2023 1 Management enhancing employee recognition Analyst and appreciation. Leadership Effectiveness Focus- To be addressed with changes to the Performance Evaluation process ELT will identify focus actions and as well as Supervisory training. these will be incorporated into the 2023 1 ELT 2023 Supervisor Performance Evaluation form for accountability Implemented December 2022. Please contact Facilities for more Explore opportunities for Duty information or visit the sign up sheet here: Housing for Employees& Initiate 2022 4 HR https://sites.google.com/a/estes.org/ep-staff-intranet/hr/hr- Trial period newsletter-archive?authuser=0 (iTown->HR Calendars, News& Information-> Duty House Reservation Log) Currently In progress: Year Revise Recruitment&Selection Policy 302—Recruitment&Selection Approved by Town Administrator Policy-highlight correlation to 2022 4 HR Machalek on 03/23/2023. Policy includes items such as sign on bonus, Recruitment& Retention Goals referral program,and relocation are included. Revise Compensation Policy Policy 304—Changes in Pay and Additional Pay was approved by Town highlight correlation to 2022 4 HR Administrator Machalek on 09/12. Recruitment& Retention Goals Policy 303—Compensation was approved by the Town Board at the meeting on 10/24 Approve Supplemental 2022 3 Town Board Completed Compensation Adjustment Communicate to Employees re: Completed Supplemental Compensation 2022 3 ELT Adjustment Initiate Training for 2022 4 HR Delayed—Will implement Q1 of 2024 Managers/Supervisors Completed Provide Hiring Checklist for 2022 3 HR Managers/Supervisors 2 ' Page Status Update as of 03.01.2023 Items that will require more information and/or more resources Revise Homeownership Program This item is being addressed by the Organizational Housing Task and make policy& budget 2023 1 HR Team. Deputy Town Administrator Damweber provided some recommendations information at the All Employee Meeting on 10.10.2023 Investigate Transportation Conversations took place and will resume prior to the Summer 2024 assistance options such as shuttle 2023 2 ELT visitor season. program,carpool incentive; facilitated ride-share, etc. Initiate discussions with HR is investigating facilitators to lead this conversation. Likely a 2024 employees to develop Q1 item. 2023 3 4 ELT Organization Wide Guiding Principles HR and ELT had discussions on this topic. Town Administrator Explore Flexible Work Options 2023 1 HR and ELT Machalek provided more information through Town Talk. We will re- Beyond Telework evaluate this in the Spring of 2024. (potentially) Implement Flexible 2023 4 HR and ELT On hold until Spring of 2024. Work Options Beyond Telework Currently In progress: Year Revise Performance Review On track-HR has been working with the ELT and Graves Consulting. system (initiate 2023, implement 2023 HR and ELT We will be initiating training prior to the end of this year with 2024) anticipated launch date in 2024. Groundbreaking for Fish Hatchery 2023 This item is better addressed by the Organizational Housing Task site housing development Team. More information from that team forthcoming anticipated 10 reserved units for /202 Town Board 4 Town Staff Rolling over to 2024 with potential implementation forthcoming. Investigate Wellness Program 2023 HR Options --------- ------------------ 3Rage Items that will require more time or financial resources This item is being addressed by the Organizational Housing Task Implement Revised Homeownership Program-Potential Budget Team. Deputy Town Administrator Dam weber is working on Request for FY2024 completing the plan. Implement Transportation Assistance Options—Potential Budget Will be re-visited prior to Summer 2024. Request for FY2024 This item is being addressed by the Organizational Housing Task Explore Housing Assistance Options for New and Current Employees- Team. The Town is in the process of Master Leasing four units to be Potential Budget Request for FY2024 used for transitional housing. See above. Potential implementation for the first half of 2024. Implement Wellness Program -Potential Budget Request for FY2024 Implement Organizational Guiding Principles An update on this item will occur after Q1 of 2024 after a facilitator *may also tie in with revisions of Performance Review System has been identified. The full version of Organizational Action Plan Document can be found on iTown. 4IPage 1 1� EP AL TOWN OF ESTES PARK Future Town Board Study Session Agenda Ite February 13, 2024 February 27, 2024 Items Approved — Unscheduled: • Draft Arts Master Plan (continued from • Power Outage Overview 12-12-2023) • Commercial/Residential Insurance • Seasonal RV Housing on Commercial Overview Sites Pilot Program • Electric Rate Study • 2024 Street Improvement Program • Hosted Short Term Rentals Overview • Bed and Breakfast Code Revisions • Future Use of Town-Owned Property at • Governing Policies Updates Elm Road and Moraine Avenue • Stanley Park Master Plan Implementation March 12, 2024 • Downtown Loop Updates as Necessary • Shared Parking Agreements • Encore Arts and Fairgrounds Facility Items for Town Board Consideration: Relocation Costs • Parking Enforcement Ordinance • Substandard Rental Housing Updates May 14, 2024 • CIRSA Liability and Risk as an Elected Official 1 1�