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PACKET Town Board Study Session 2024-02-27
February 27, 2024 5:25 p.m. — 6:45 p.m. Board Room TOWN BOARDEP 5:10 p.m. Dinner o STUDY SESSION AGENDA ACCESSING MEETING TRANSLATIONS (Accediendo a las Traducciones de la Reunion) 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 . reunion, par favor escanee el codigo QR o haga clic en el enlace para hasta 48 11.05 • ' idiomas mas): Cr I. "VA: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 5:25 p.m. Draft Arts Master Plan. (Estes Arts District President Akin and Executive Director Miles) 5:50 p.m. 2024 Street Improvement Program Overview. (Engineer Wittwer) 6:05 p.m. Vehicle Based Accommodations for Seasonal Employees Pilot Program. (Planner Hornbeck) 6:30 p.m. Semi-Annual Compliance Review with Board Governing Policies — Policy 1.10 Self-Monitoring of the Board. (Mayor Koenig) 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 4:50 p.m. Page 1 F ESTESItIARK :, ..„. _ARTS MASTER . ,..:,.. . __.• , . I ..,.. . D 1 ) A .., L. .., . , r A.... 4 IA, •'.‘Al , -V . '- '''' : r'''''' ''.' 4- i.' . ''';'4"" ' ; ..10 r•ii. •- '-- ,-,1004 ":7.. . ,.. .:• .. 1.. .3„,;-,-_,i ,„,;.7-,• ,2 -.r-,i,k, ..,..L.14- _' I' :;.'.. 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'-.. ..'_ 2'.-'... -4 . _........ --' •••-- -,-. , . ... ..„.. ,:,.... -::-. .111 .! .:..."-, ,, Table of Contents Introduction Page 3-5 • What is Art? • History of Art in Estes Park • Current Art Community Impact of Creative Industries (in progress) Page 6-7 Methodology Page 8 Community Survey Findings Page 9-10 Inventory of Town-Owned Art (in progress) N/A Goal 1 : Collaboration Page 11 Goal 2: Spaces Page 12 Goal 3: Sustained & Thriving Sector Page 1 3-1 4 Implementation Plan Linked on Page 14 All town photo credits: John Berry 1.01111110110'11111.11-. 4:11e , _ . lflr'i _1ri f. .yy •Syr-.} 7' , ..... ;. • - - 'y " { ' r. f+ i4- i°�° ` ' • - S 1 i i `'' "4�' + mow- •"� ICY J s � . • "f i r A '.'k.. • • `* f �4c h `kw Y4 k r l_ a*' ram, r r� .� r#"r° . w - 'N. +' • { 9AF t rg ; * Are- �` t, ., � 7 T -'�/ �y j S g7 s a` Y .. e ► J :42 .-' 1.7t1 4 }. :1w ,. a , 1 f e a �+ ,._ rZ 4t Cultivating Creativity: The Estes Park Arts Master Plan Nestled within the breathtaking landscapes of Estes Park lies a community rich in natural beauty and vibrant culture. The outdoors has long served as a powerful source of inspiration for artists across various disciplines. Creativity in Estes Park cuts across artistic disciplines and industries to form a broader, "creative economy." This economy stretches from the musicians, artists, dancers, filmmakers, and others who create the paintings, films, and performances we enjoy to the designers, chefs, curators and others who work in the arts. Art serves as a direct expression of the values of a community, fostering heightened awareness among both residents and visitors. Recognizing the profound impact that the arts have on both the spirit of the community and its economic vitality, we are proud to introduce the Estes Park Arts Master Plan—a roadmap that seeks to harness and amplify the transformative power of artistic expression. Art plays a pivotal role in enhancing the experiences of both residents and visitors in our community, but there is considerable potential for further development. With the implementation of this Master Plan, we aim to seamlessly integrate art into the very fabric of our town's identity. This plan is a collaborative effort amongst various organizations as well as individual artists across town with the understanding that responsibility for implementation is shared. What is a "creative industry"? For this plan, the definition of creative industries is drawn from the Colorado Office of Economic Development and International Trade. The creative industries include nonprofit, for-profit and independent self-employed creatives. Specifically, the industries typically include 4 • 1;'S; �i` • :: design, film and media, heritage, literary and publishing, performing • - _1 arts, and visual arts and crafts. Best practice also includes local definitions and for this plan we include culinary arts and brewing. ;` "Artist" and "creatives" are utilized throughout the plan to represent all people working in the creative industries and creative economy. ;= Credit:Estes Park:Museum Art is Integral to Our History Long drawn to its beautiful mountain landscape, highly creative people have found Estes Park to be a special place of retreat, personal growth, and renewal. In the early 1900s, the town experienced a convergence of artistic pursuits and technological innovation. F.O. Stanley, the founder of The Stanley Hotel, not only constructed concert-quality violins but also invented the Stanley Steamer and financed the development of dry-plate photography—a precursor to motion picture film. To mark the opening of the Stanley Hotel in 1909, F.O. Stanley gifted his wife Flora a grand piano, which she played often and is integral to the Stanley Hotel's aesthetic to this day. This gesture set the stage for a longstanding tradition of bringing great music to the Rockies. In 1942, pianist Beth Miller Harrod founded Rocky Ridge, one of the oldest summer music programs in the country, which still thrives to this day, ensuring that Estes Park's musical heritage continues to flourish. Page N The Original Marketing Tool for Estes Park Long before the era of social media and mass advertising, Estes Park's allure spread through the works of artists, writers, and photographers. The Hudson River School artist Albert Bierstadt, invited by the Earl of Dunraven in 1877, painted the region, sparking a tradition that would be embraced by subsequent artists like Thomas Moran and R.H. Tallant. Estes Park's reputation as an artists' community solidified with Tallant's decision to make it his home in 1898, paving the way for others like Charles Partridge Adams, Sven Birgen Sandzen, and David Stirling. The town's first wave of publicity came from painters, writers like Isabella A Lady's Bird, and photographers such as William Henry Jackson. Their depictions Life conveyed the intangible essence of Estes Park—the crisp mountain air, ,,the the rustling aspen leaves—that couldn't be captured with an image alone. ROCKY MOUNTAINS Over its first 50 years of incorporation, Estes Park continued attracting nationally known artists like Lyman Byxbe, John Kirsch, Herb Thompson, and Alfred Wands. Today, a new generation of fine artists and photographers calls Estes Park home, carrying on the tradition of showcasing the area's beauty to the world. Iconic bands like Devotchka Isabella L. Bird come back to play at the Stanley Hotel year after year, which can be attributed to their adoration for Estes Park. The history of art in Estes Park is not just a journey through time but a testament to the enduring spirit of creativity and inspiration the town continues to offer. The legacy of its artistic pioneers echoes through the works of contemporary artists, ensuring that Estes Park remains a thriving canvas where nature and creativity converge harmoniously. "No . . . f .. Credit: Rocky Ridge Music Center ;' re L • 040/1. • ' r fires _ - V` o.� .:J AID y+Y Albert Bierstadt painting r4 � r - ,;44.44, er, Page Current Art Community in Estes Park In addition to our beautiful sculptures, colorful murals and creative utility boxes, the Estes Park art community is made up of the following incredible assets: 14 Galleries Art Center, Aspen & Evergreen, Alpenglow Images & Accents, Earthwood Artisans, Earthwood Collections, Images of RMNP, Patterson Glassworks, The Studio Fine Art & Framing, Wild Spirits Gallery, Mystic Mountain Gallery & Gifts, Wynbrier Wildlife Gallery, Omnibus, the Old Gallery, Mountain Blown Glass 15+ Venues (includes performance venues and businesses that host recurring live music) Performance Park, Bond Park, Historic Park Theatre, Estes Park Marina, Stanley Live, The Barrel, the Rock Inn Tavern, Avant Garde Aleworks, The Wheel, Lonigans, Lumpy Ridge Brewing, The Bull Pin, American Legion, Full Throttle, Coffee on the Rocks, Cousin Pat's Pub & Grill and more! 7 Maker Spaces Seed & Sage, The Estes Valley Library, Art Center, Bear & Bee, Inspired, Creativity Cabin, Peak to Peak Stitching 14 Art Organizations Chase the Music, Rocky Ridge Music Center, Estes Arts District, Fine Arts Guild, Ballet Renaissance of Estes Park, Fiber Arts Council, Estes Park Chorale, Oratorio Society of Estes Park, Old Gallery, Young Artists and Scholars Group, ACE of Fiber, the Village Band, Jazz Big Band, Art Studio Tour 9+ Annual Art-Driven Events Plein Air, Art Market (Memorial Day weekend), Gypsy Jazz (during a need period in August), Friends of Folk Festival, Arts & Crafts Festivals, Wool Market, Snowygrass, Midsummer Festival, Handmade in Colorado Art show *Note: this is an unfinished list Page U Art plays a multifaceted role in society, through its direct impact on the economy, the creation of "sticky" places and aiding in attracting and retaining talent. All of these contributions foster a sense of belonging and pride, not just in the artistic community but across diverse fields. Direct Economic Impact Value added to U.S. GDP by selected sectors: 2021 (in bi[fians) Health care and social assistance S1.735.8 Retail trade $1,391.1 Arts and culture S1.0162 Transportation and warehousing 5688.2 Outdoor recreation 5454131 Mining S333,9 Agriculture.forestry.fishing.and hunting S21:i6.6 5'wwce,Ards and Cuiroraf f'rodocdiorr Safafrile Acrsanr fACFSAi..41n.%mad Econum,r Ana!ys+s and Hof icaraf Enda'rrment( fd+e arfs [W4"01.1 NAsAANATIQNAL ASSEM S TATE ARTS AGENCIES BLYof Value Added to Colorado Economy in 2021 Knowledge Representation Community Retail 524,884,800,000 C O L O RAD O Construction S24,527,900,000 ACPSA Total 516,861,709,000 Total Value Added $16,861,709,000 Mining$13,475,900,000 Transportation$12,650,300,000 Arts and Cultural Share of 3.9% Total gross state product Utilities$5,565,500,000 {GSP} Education Services 53,602,000,000 Total jobs 102,383 Agriculture and Forestry$2,795,900,000 "Arts and cultural production make up 3.9% of the GDP in Colorado and that's more than mining or transportation," Christy Costello, interim director for Colorado Creative Industries told the Daily Yonder. "It's a big, big contributor to the economy and we need to recognize that and continue to invest in arts and culture." *Note: We are waiting on more data from the CTO Page U Art Drives Commerce Through "Sticky" Places Term coined by urban planner Brent Toderian meaning: "Things like patios, food carts or trucks combined with attractive seating, street performers, or just really lively store windows that draw a crowd, all contribute to making a street more 'sticky.'... A street is sticky if as you move along it,you're constantly enticed to slow down, stop and linger to enjoy the public life around you." In a survey of 43,000 citizens from 43 cities, the Knight Foundation's Soul of the Community Initiative found that the "aesthetics of a place — its art, parks and green spaces," ranked higher than education, safety, and the local economy as a "driver of attachment." A Creative Industry is Great for Talent Retention & Attraction "Access to talented and creative people is to modern business what access to coal and iron ore was to steel-making." — Richard Florida, The Rise of the Creative Class *While the creatives may drive economic productivity, it's equally important to ensure an inclusive agenda. Art Nurtures a Sense of Belonging & Pride Art is a powerful instrument used to communicate a town's values to the viewer. In Estes Park, strolling down our streets and appreciating the myriad beautiful murals offers our guests an instant insight into the essence of who we are as a community. Creative Sectors have Positive Impacts on other Sectors • Albert Einstein's first love was music and it's well documented that he played his violin "Lina" quite beautifully. He has stated that music inspired his scientific theories. • Samuel Morse (inventor of Morse Code) was an accomplished painter and even attended the Royal Academy of Arts. • Brian May (that's Queen lead guitarist Dr. Brian May to you!) is also an astrophysicist and wrote his PhD dissertation on interplanetary dust. Encouraging children (and people of all ages) to engage in arts increases their potential to contribute to other fields. *source: Dallas Gislason, Jake West and Steve Woolrich from the Medium Testimonial from Ridgway, CO "`I can't emphasize enough how transformational creative district designation has been for the town of Ridgway,' Ridgway Mayor John Clark said in an interview with the Daily Yonder. Ridgway was one of the first creative districts in Colorado, certified in 2013. Before the creative district, Ridgway was just a little ranching community, Clark said. The only store in town closed at 5 p.m., so if you wanted to get something for dinner, you were out of luck. 'The creative district...it's just really given us a new identity like we haven't had since our founding,' said Clark. Walk down the old main street, now called Clinton Street, in Ridgway today, and 'It's just kind of been reborn and is lined with galleries and shops and a microbrewery and a theater and there are people out on the sidewalk enjoying the scenery,' Clark said." 10:The Colorado Sun 7 Methodology We believe this Master Plan fulfills key strategies in the Town of Estes Park's most recent Comprehensive Plan as referenced here: "The built environment is perhaps the most significant contributor to, or detractor from, a community's sense of place. Estes Park's distinct identity has evolved into its current form because of the Valley's. extraordinary physical landscape, rich history and community contributions. Together, theses elements influence the development of the built environment which impacts nearly every aspect of daily life... BE 3.L: Work with partners to increase the visibility and accessibility of arts and culture as a means of diversifying resident engagement and participation. BE 3.3 The Town invests in physical improvements to the built environment and placemaking in Downtown commercial areas to facilitate high quality redevelopment, pedestrian movement, public art and areas for relaxing, gathering and shopping" BE 3.1 Encourage redeveloping commercial centers to create a vibrant public realm through gathering spaces, placemaking features and focal elements such as outdoor dining and public art" - Estes Forward Comprehensive Plan In our research, we studied several Arts Master Plans in surrounding communities, such as: Golden, CO Fort Collins, CO Lakewood, CO Mancos, CO (outside of Mesa Verde National Park) Ridgway, CO Louisville, CO Greeley, CO Frederick, CO Gathering Input We kicked this process off with a digital survey. This survey was distributed in the newspapers, through EAD social media and newsletter, and the Art Center's newsletter. While outreach was limited because we were still figuring the process out, it served as a great tool to get people involved in the creation of the Arts Master Plan. We hosted a large event at Avant Garde for brainstorming, held several one-on-ones with key players in the Estes Park art community to hear their vision and met as a group often with representatives from art organizations and non-art businesses around town. The conversations we have had with people have shown us the incredible potential Estes Park has for investing in the arts. Page 113 Survey Highlights r 12 Would you be interested in supporting other artists or getting more involved What do you like to do around Estes Park? with the Estes Arts District?If so how? Attend art or music events a resp. 100% Collaborating with other creatives 7 resp. 77.8% Outdoor recreation 6 rasp. 100% Mentoring t ruw 11.1% Grab drinks at a barfbrewery)distillery 5 resp. 83.3% Teachingls haring try skills t resp 11.1% On out to eat 4 resp. 66-7% Assisting the board .,.r..,. 0% Shop 4 moss. 66.7% Danaling tirtancially a reop. 0% Visit art galleries 4 resp. B6.7% 111 ./ 18 J What age range do you fall into? - What do you want to see more of in Estes Park? Art shows 5 reps. 29.4% 65+ 10resr, 58_B% Lye music 4rc=P 23.5% 35.94 3 resp 17-5% Theater c rns, 23.5% 55-84 3rstn- 17.5% Murals 3 resp. 17.6% 45-54 1 resp. 5.9% Other r resp. 5.9% • 18-24 0 p.p. 0% 25-34 0resa. 0% _ What type of partnership from the Estes Arts District would be the most helpful for you and your business? Informing me of upcoming creative events near my business t resp. 100% 77 What resources do you need to take the next step With your craft? #1 Professional business connections(networking) #2.5 average #2 Collaborative projects with other creatives #2.63 average #3 Venues to perform or show #3.26 average #4 Personal studio space to work #6 average 46 Marketing 45.13 average #6 Workshops/trainings #5.63 average #7 Funding #6.63 average #8 Communal space to work,learn or practice 46.26 average View details Page 1 El Survey Highlights "What do you think the responsibility of the Estes Arts District should be?" Most common answers: • Develop a plan to enhance the Highway 7, 34, 36 corridors with art. The downtown corridor has a nice variety of artwork. • To guide the community arts vision for EP and be a hub for ALL arts within the community. • Bring a variety of arts to the attention of the community. • Promote the arts (and artists) in all forms in Estes Park. Assist venues and artists in marketing and education. • To be the umbrella organization for all the various performing and visual arts programs, developing collaboration and mutual support in the promotion of the arts in Estes Park. • The District should foster the creation of art and educate on art's economic benefits. A common theme emerged from the survey responses: collaboration. In addition to a digital survey, we invited the community to an event at Avant Garde Aleworks. We asked "What do you want to see more of in Estes Park regarding the arts?" on a whiteboard. Roughly 60 guests wrote their answers on sticky notes and this is what we compiled: Experiences: • More modern music concerts • Expand Friends of Folk to include local art vendors by utilizing parking lot where food trucks are • Professional galleries • International film festival • Live theater music • Literary events • Music opportunities for youth • Jams, talent show, after school specials • Build art experiences • Rotating art displays in public spaces Collaboration: • Professional artists/crafters classes monthly at a maker space • A wet space for Makers • Estes marketed as a place for creatives • Art industries working together on all big events • Central artist community and network • A one stop shop for artists, musicians etc • Central locations for the arts Page 1E1 GOAL: COLLABORATION To build a thriving creative ecosystem in Estes Park that maximizes the benefits of collaboration among artists, cultural organizations, businesses, and the community at large. Strategy A: Support local creatives, enabling them to produce high-quality work, and contribute to the cultural vitality of the community. Tactics: 1.Maintain a comprehensive online directory or resource guide that lists available resources, networking events and business opportunities for creatives in Estes Park. 2.Maintain a robust scholarship program for emerging and established artists. 3.Create an artist spotlight program on various marketing channels to highlight the range of talent Estes Park artists offer and to give emerging artists more representation. 4.Advocate for the enhancement of affordable studio/workspace. 5.Empower artist initiatives in existing collaboration hubs. Strategy B: Strengthen partnerships and cross-sector collaboration to ensure a holistic approach to the arts' role in Estes Park's growth. Tactics: 1.Utilize relationships with the Estes Park Chamber of Commerce and the Town Clerk's office to identify businesses receptive to the arts and connect them with the appropriate creatives. 2.Provide Visit Estes Park and the Estes Park Visitor Center with content promoting the arts community to guests. 3.Connect regularly with Estes Park art nonprofits and organizations to share ideas, discuss challenges and plan collaborative projects. 0 diralr;;-3't----- ,,A1,41 i 1 . ICI Y �b9 k ,`' w i I.._. 11 - , _ 4 F GOAL: SPACES Expand and support a multifaceted and inclusive arts environment in Estes Park that emphasizes the growth and accessibility of public art, performing arts, and art events. Strategy A: Develop a diverse art collection that creates a sense of place, provides a unique town identity, offers educational opportunities, and serves as an economic driver. Tactics: 1.Maintain and elevate the Art in Public Places program. 2.Encourage other organizations to adopt an Art in Public Places policy. 3.Explore the expansion of resources to include more investment for maintenance, preservation, restoration and replacement of public art. 4.Promote artful design and inclusion of public art in all town infrastructure development. 5.Ensure that art spaces are ADA-compliant and welcoming to all abilities and identities. Strategy B: Enhance the community through supporting performing arts. Tactics: 1.Explore the development of a designated space to present an array of performances in theater, dance, music and visual arts. 2.Implement programs that offer students in nearby schools meaningful, hands-on experiences in the arts. 3.Maximize the use of existing venues around town like Performance Park. ,.--':44147, :N7,--\," ' I - 1 . ' i ,I .5 ......... ..., i, _ IF,„,-: „ii i *� a ii, i a: , _.__ iff, ,. , v. i,,4 ,� f . -. III w � r., 1 -r.. ._ ,� I 0 "' tit/4=� ;l!�a�r : A�I _ra 1 _ "'��Y 1 _ Mr ,+ p. ~i it Ir _ F ‘11Y- Tye�4 fL /_ - ii 41.-: tp 0, a ..., , Yt. ` 1 .II IN .. 1INf. m '' • - E._... - ' 6 �;4 o f 12 GOAL: A SUSTAINED & THRIVING SECTOR Explore and support the creation of new sustainable funding sources to cultivate a vibrant and healthy creative sector. Strategy A: Apply to become a Certified Colorado Creative District. Tactics: 1.Complete one of these two prerequisites through the Colorado Office of Economic Development and International Trade: a.Rural Technical Assistance Program (RTAP) Creativity Lab b.Call Yourself Creative Program 2.Designate specific areas in Estes Park to be classified as the "Creative District" full of "artistic and cultural activity, including major arts or culture facilities, arts, entertainment businesses, arts and cultural activities, or artistic/cultural and creative sector production. The Colorado Creative Districts program certifies communities that contribute to our state's economy through creativity, culture, and the arts. The program's goal is to help communities increase jobs, incomes, and investments in creative places. Benefits of the program include: • a cash award of up to $10,000 for newly certified districts (local match required) • a technical and professional assistance fund available to districts that have been certified for one or more years (local match required) • a marketing strategy developed in partnership with the Colorado Tourism Office to support tourism and bring Colorado's Creative Districts to a national audience • support in developing and pitching content and news about how creativity is changing Colorado through the work of creative districts • two highway signs placed on state highways near districts • access to statewide economic data on the impact of creative districts • access to the Western States Arts Federation (WESTAF) Creative Vitality Suite, an online platform for creative economy data • facilitate access to resources and facilitate a learning community among districts Colorado creative T . Industries Page l Strategy B: Acquire funds and support through public sources. Tactics: 1.Consider the establishment of a formal partnership between EAD and the Town of Estes Park to strengthen connection and amplify the impact of artistic initiatives within the community. 2.Conduct grant research and construct proposals that align with the objectives of the broader arts initiatives in Estes Park. 3.Demonstrate the impact of grants and the arts on the Estes Park community by showcasing the positive influence of artistic projects and the broader impact of arts-related funding. Strategy C: Acquire funds and support through private sources. Tactics: 1.Create unique and engaging experiences to attract a diverse audience, combining entertainment with a compelling presentation of the organization's mission. 2.Cultivate private contributions through relationship-building 3.Encourage active engagement from the community by creating opportunities for volunteering IMPLEMENTATION PLAN* *This implementation plan is currently in progress as we engage with more organizations to collect information on how they can contribute to the implementation process. THANK YOU • Y.. • 4`Re"'s. .::.fit r _ ., X- s�,) '� w14� 441111/414, 1 14 Presentation • it ., s ,... . .., .. ,. 40.0r_---- t ,I " �. L . Iii. .... ESTES V.Ay -. .: r. i �fl I.' tr% '/ran t=, �,.,�� i a"'- l s i. ��i - _. ` If or. ...,.,i,..., ,. .4 A 1110I,e4 ' - ;••••`-'-,tait0/44, Iii �Plati411'!III t'. 1 ��A l!"if' 1.- D it-,...-- . -164111111111111 ,.. .F FTJt ' ' ra�sr��L i' , 1 . :4', ' ,.... _, 7t 4 • t all ;:, ^1 ;i : •Y ,,IIS" .yaw .� �� D;DZENDEAD ♦ - . 90 . A pliphip6....' . ....le: 8°1 A 7 W71111t1 _- f ® 'mil V, C u r re nt L -1k.. ' r w - _ ,� , rrY Art 15 Galleries 15+Venues Art Center,Aspen&Evergreen,Alpenglow Images& (includes performance venues and businesses that host recurring live music) Accents,Earthwood Artisans,Earthwood Collections, Performance Park,Bond Park,Historic Park Theatre,Estes Community Images of RMNP,Patterson Glassworks,The Studio Fine Art&Framing Wild Spirits Gallery,Mystic Mountain Park Marina,Stanley Live,The Barrel,the Rock Inn Tavern, Avant Garde Aleworks,The Wheel,Lonigans,Lumpy Ridge Gallery&Gifts,Wynbrier Wildlife Gallery,Omnibus,the Brewing,The Bull Pin,American Legion,Full Throttle, Old Gallery,Mountain Blown Glass,Inspired Coffee on the Rocks,Cousin Pats Pub&Grill,George Hix Riverside Plaza,Snowy Peaks Winery and more! SEEDit• - . -IL vit*lThi > > to,` f l. " 7 Maker Spaces 14 Art Organizations 9+Annual Art-Driven Events Seed&Sage,The Estes Valley Chase the Music,Rocky Ridge Music Center,Estes Plein Air,Art Market(Memorial Day weekend), Arts District,Fine Arts Guild,Ballet Renaissance of Gypsy Jazz Festival(during a need period in Library,Art Center,Bear&Bee, Estes Park,Fiber Arts Council,Estes Park Chorale, August),Friends of Folk Festival,Arts&Crafts Inspired,Creativity Cabin,Peak to Oratorio Society of Estes Park,Old Gallery,Young Festivals,Wool Market,Snowygrass, Peak Stitching Artists and Scholars Group,ACE of Fiber,the Village Midsummer Festival,Handmade in Colorado Band,Jazz Big Band,Art Studio Tour Art show Page 17 Community Collaboration wwws..e. • Greeley Arts District presented to us about their process for creating an Arts MASTER DLAN}, FOCO Master Plan 4• CREATES • We analyzed several Arts Master Plans from surrounding communities and modeled ours after their relevant pieces �.�' • Held an initial brainstorming gathering at Avant Garde Aleworks • '; Distributed a community survey that helped us gather input on who was w interested in assisting us in this process Iii `N. • Gathered input as a group or through one one-on-ones from: Earthwood A Ten , - Galleries,The Art Center, Fine Arts Guild,the Estes Valley Library,Avant Garde • A Aleworks,individual musicians and artists,The Estes Park Museum, Bear&Bee, •' - - the Parks Department and more PUBLIC AR • We are continuing to meet one-on-one with key stakeholders in the community C-Z;y;;j,„ FRAMEWORK PLAN ••, i ? - The conversations we have had with people have shown us the incredible potential Estes Park has for investing in the arts. GOALS A SUSTAINED& COLLABORATION SPACES THRIVING SECTOR Build a thriving creative Expand and support a Explore and support the ecosystem in Estes Park multifaceted and inclusive creation of new sustainable that maximizes the benefits arts environment in Estes funding sources to cultivate of collaboration among Park that emphasizes the a vibrant and healthy artists,cultural growth and accessibility of creative sector. organizations, businesses, public art, performing arts, and the community at large. and art events. 1 2 3 Page 18 SECTIONS INVOLVING THE TOWN GOAL 2 Elevate Art in Public Places Policy IDEA FOR IMPLEMENTATION: Hold meetings to review each section of AIPP policy with the Parks Supervisor and provide recommendations to the town I SECTIONS INVOLVING THE TOWN GOAL 3 Promote artful design and inclusion of public art in all town infrastructure development where feasible IDEA FOR IMPLEMENTATION: Explore the possibility of enacting a "Percent for Art" ordinance for private and public developments. A Percent for Art ordinance usually means a determined percentage of the total project budget is set aside for public art at or adjacent to the development. Page 19 SECTIONS INVOLVING THE TOWN GOAL 3 Consider the establishment of a formal partnership between EAD and the Town of Estes Park to strengthen connection and amplify the impact of artistic initiatives within the community IDEA FOR IMPLEMENTATION: Review master plan annually or quarterly to show progress and to continue collaboration; Explore the idea of a liason between EAD and the TOEP to promote more cohesion and accountability as well as to embed art as a value of Estes Park SECTIONS INVOLVING THE TOWN GOAL 3 Conduct grant research and proposal composition that align with the objectives of the broader arts initiatives in Estes Park IDEA FOR IMPLEMENTATION: Utilize resources around town such as: the Colorado Grants Guide from the Library, Estes Nonprofit \etwork and current TOEP grant writers Page 20 COLORADO litoOffice of Economic Development T. OEDIT &International Trade Apply to become a Certified Colorado Creative District. Benefits of the program include: 30 Locations • a cash award of up to$10,000 for newly certified districts(local match required) s �r • a technical and professional assistance fund available to districts that have been V 1 �4® �/ certified for one or more years(local match required) 3 Q� • a marketing strategy developed in partnership with the Colorado Tourism Office O D:• er Unit( to support tourism and bring Colorado's Creative Districts to a national audience • support in developing and pitching content and news about how creativity is 12d di Ion O 21 6s COL O R.(© changing Colorado through the work of creative districts (Y4) O `• • two highway signs placed on state highways near districts sPrir. • access to statewide economic data on the impact of creative districts (v/J ueblo 15 • access to the Western States Arts Federation(WESTAF)Creative Vitality Suite, 18 an online platform for creative economy data iN90 O • facilitate access to resources and facilitate a learning community among districts THANK YOU! What do you like and want to see more of? What are we missing? In what ways can the Town contribute? Page 21 Page 22 A fP TOWN OF ESTES PARI Report PUBLIC WORKS To: Honorable Mayor Koenig Board of Trustees Through: Town Administrator Machalek From: Trevor Wittwer, Civil Engineer Greg Muhonen, Public Works Director Date: February 27, 2024 RE: 2024 Street Improvement Program Overview Purpose of Study Session Item: Provide the Town Board an update on the 2024 Street Improvement and Trail Expansion Programs funded by the 2014 1A Tax Initiative. Town Board Direction Requested: Confirm acceptance of the proposed scope of work. Present Situation: • In 2014 the citizens of Estes Park voted to increase the sales tax by one percent with 60% of the increase going toward street improvements and 12.5% going toward trails expansion in the Town of Estes Park. • A goal was set to raise the system-wide Pavement Condition Index (PCI) to above 70 by the end of the term of the tax in 2024. • The Public Works Department has continued to expand our trails system in accordance with the Estes Valley Master Trails Plan. Proposal: The 2024 Street Improvement Program (STIP) consists of overlaying 1.4 centerline miles of roadway, and asphalt patching at 13 roadway locations. Design projects occurring in 2024 include the Visitor Center Parking Lot reconfiguration, and Matthew Circle. Trail expansion work in 2024 includes construction of three separate projects: Fall River Trail Final Segment (Transportation Alternatives Program & Multimodal Transportation and Mitigation Options Fund grants); Graves Avenue Improvements (Safe Routes to School grant); and an extension of the trail along West Wonderview Avenue. These projects will add approximately 0.8 miles of surfaced trail to the Town's trail network. Advantages: • This plan continues the work set forth in the original 2024 STIP Plan. Page 23 • Implementation of this plan will result in improved road conditions throughout Town, leading to higher citizen and guest satisfaction. • We reached a system-wide average PCI of 70 in 2018 and will continue to plan cost-effective projects to maintain a PCI above the current rating of 80 for the remainder of the program. Disadvantages: • Increased construction during the course of this program will produce localized detours and delays for motorists during construction periods; however, contractors will follow approved traffic control plans, and full road closures will be minimized as much as possible. • The average system-wide PCI will rank above 80 in 2024; however, there will be some roads with PCI ratings below 70 (approximately 15% of our system below 70). Finance/Resource Impact: The proposed street improvements are funded through the 1A Street Improvement Fund (Fund 260). The proposed trail improvements are funded through the 1A Trail Expansion Fund (Fund 244), the Larimer County Open Space Fund (Fund 220), and the Community Reinvestment Fund (Fund 204). For 2024 the proposed spending is: $717,000 — Overlays and Patching $600,000 — Reclamation Neighborhood $254,000 — Personnel, Spray Patcher, Striping, Equipment, etc. $50,000 — Engineering Design Costs $250,000 — Visitor Center Parking Lot (Design) $4,700,000— Fall River Trail: $2.3 million from Transportation Alternatives Program (TAP) grant; $1.4 million from Multimodal Transportation Mitigation Options Fund (MMOF) grant; $1 million from Town (grant match). $900,000 — Graves Avenue SRTS Improvements: $500k from Colorado Safe Routes to School (SRTS) grant; $400k from Town Level of Public Interest The known level of public interest in this item is moderate. Attachments: 1. 2024 Street Improvement Program and Trails Expansion presentation Page 24 2/21/2024 Attachment 1 Town of Estes Park 2024 Street Improvement Program and Trails Expansion Update 1.111 1 • A a _M 1 A Streets Overview __ i . 4.,,. — ik P LEGEND j Town Maintained Streets Non Town Maintained Streets ,„., Streams �_, =Lakes Parks Town Boundary r_-_-^ 2 Page 25 2/21/2024 Town of Estes Park Street Improvement Program Goal Develop and implement a "-` street improvement program 1A TAX PROJECT to raise the average Pavement Condition Index COMING SOON (PCI) of the Town of Estes Park to a value of 70 by the I R T i. r year 2024 Maintain current PCI of 80 3 Pavement Condition Index (PCI) Standard PCI rating scale Current PCI rating=80.2 no_ Program PCI goal=70 •,4siLZ 2016 PCI rating=65 85 - 70 $1 for Rehabilitation Here 55 - _ Significant Drop in Condition Will Cost $4 to$5 - Here Small%of Pavement Life I I I I I I I I I I I Time 4 Page 26 2/21/2024 I' PCI Examples 47-4.4t` ' 100 ... 85 'a I. ' 72 - x .. 'A'f':; '. Aor r., 3 i .,.4. Reach System-Wide PCI of 70 Annual Condition Plot(Area Weighted Average) 84 82 —A—Projected PCI —.—Actual PCI 80 — m m 78 w 76 v -• 74 r no 3 72 • a 70 68 66 64 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 'Large inventory inspection(69%) Year in 2022 resulted in higher PCI rating than previous years 6 Page 27 2/21/2024 10+► 2023 Street Improvements Overlaid 1.6 miles of roadway and performed ' asphalt patching at 22 locations 2023 Overlay and Patching W Elkhorn Ave _ y Virginia Dr Overlay(right) Virginia Ln W Elkhorn Ave(below) Lexington Ln Pine Knoll Dr Also Performed Asphalt Paving at the new water fill station on Community Dr Larimer County paved many of their <Y ae« Ve roads around Estes Park in 2023 (in- house labor).This included Town-owned segments of Fish Creek Rd and Mary's - - - - - Lake Rd 7 2023 Street Improvements - Maintenance Crack Sealed 6.5 miles Chip Sealed 3.2 miles y g 7 l Crack Seal (left) Chip Seal(above) 8 Page 28 2/21/2024 2024 Street Improvements1911 Overlay and Patching - 1 .4 centerline miles Overlay - Pine Knoll Dr, W Elkhorn Ave, Stonegate Dr Patching - 12 locations identified for asphalt patch repairs Reconstruction: 3rd Street, North Ct, South Ct No crack seal or chip seal in 2024 1A expiring June 2024 9 2024 Projects - 1 A Streets Visitor Center Parking Lot - SB 267 Parking lot reconfiguration - awarded $1.03M grant with 20% local match of $257k Consultant is on board to complete design by the end of 2024 Reclamation Neighborhood Rehabilitation project will follow utility upgrades from Water Division & Estes Park Sanitation District - Utility work expected to continue through 2025 3rd Street, North Ct, South Ct will be completely reconstructed in 2024 with new curb, gutter, sidewalks, and pavement Cleave Street Improvements Construction to start in March/April 2024 10 Page 29 2/21/2024 2024 - 1 A Streets Budget 2024 Projected Expenditures $717,000 for Overlays and Patching 1. $600,000 for Reclamation Neighborhood ► $254,000 for personnel, spray patcher, equipment, etc. ► $50,000 for Engineering Design Costs ► $3,150,000 for Cleave Street Improvements ► $129,000 for Visitor Center Parking Lot (Design) Contingency funds are included 11 STIP Production Summary 2023 2024 Proposed 2015-2023 Totals Treatment CL Miles Locations CL Miles Locations CL Miles Locations Overlay 1.6 5 I 1.4 6 12.5 49 Chip Seal 3.2 22 0 0 37.7 135 Crack Seal 6.5 - I 0 0 78.5 - Asphalt Patching - 14 - 12 - 147 Spray 791 - TBD - 9,051 Patching Visitor Center Parking Lot E Riverside - 6 (Design) Street Miles 11.3 1.4 128.7 Surfaced Trail Miles Surfaced 0.5 1 0.2 1 4.0 7 12 Page 30 2/21/2024 Streets Improved - 1A Sales Tax Approximately 89% of roadway segments have been crack sealed, chip sealed, patched, or overlaid through 1A program since 2015. Pothole repair spray patcher performs hundreds of additional minor patching repairs each year. Achieved 2014 goal of a PCI of 70 in 2018 Pavement degradation is perpetual. Revenue from 1A tax is critical for maintaining PCI over the entire life of the roadway. Renewal in 2024 is very important. 13 Maintain System-Wide PCI of 80 Annual Condition Plot(Area Weighted Average) 84 82 80 + • • • ''• 78 a 76 v r 74 m 72 2 70 +Actual PCI 68 +Unfunded �$300k Annually 66 —.—Maintain PCI-Approx$1.1M Annually 64 2015 2017 2019 2021 2023 2025 2027 2029 2031 2033 2035 *Large inventory inspection(69%) Year in 2022 resulted in higher PCI rating than previous years 14 Page 31 2/21/2024 , .. e1: 5/S.e.ae Funding 5,.55..1 Ca., 1SS3 An 51633,10.000 s $SS.mAm 75th Percentile=$10 879 lane mile sa• .w�ecwu5 5x.aoo.aoo 5zn6 m sxe0ass5 Weighted Average 56,735 lane mile u r H 1.5 X04 534753300 5:5 6.1 slopo.,mo sac. 251 Percentile=$3 441 lane mile Colorado ° $900010 $13 .10390 0000 Asphalt eo: �.9 avement Condition 6369 ...o=ne. 5<mo0m sent n _ 75th Pereentle=P0179 ooro▪ o•ne n:..mo sane o, 57tupm 511,1n i 5s2e0.000 Weighted Average=PCI 69 Pavement ;575o..m 5'59 "oaomo 52734 57.10.000 25th Percentile=PCI 61 57.700A00 VASla 5f6P00 5722 5zmpm c c 7 7 .▪. .7.am 51 n1 [s 55000m _ Association "'�"00 55� ®77 ore Trends for 2024 5y.5..m 5.1 AA.. 5s.005.00 AA 117 2024 5710.000 • Approx.65,0001am,miles managed (( A P A ) 0I o^nty ,u "5s3.000 500.000 s5u s2: by Local Agencies captured in this :, 'S survey. oa Owen. la sorecan..00,000 "nn�x 63 _ sz-rmOW • Representing 97%of Local Agency Local se& TI 7019 "num .466 asphalt paved roads statewide. WA 5455a.m ssm,.00 • Over SOW budgeted for Annual cawv 55..m.m0 5x.ns se.sm,.o. .1 Flame roe.me 57.000.000 sz0e« Street Improvement Programs. Agency 51.7.z0m 5nsm 5sss9m0 51.155000 510096 al SS..m..m • Over$324M budgeted for Capital 5600.60 521111 611 51600.000 Improvement Programs 39 2024 5565am0 542.360 7S 32.929,250 Listing °0°00 07. oo.°°° • MillBOvenay program funding is Dal seo.mo s5540 vs.2023. suw.000 57an "ssoou s55ss su,m... • $755M Overall Agency infrastructure VIA.. 2994 2024 rn.., 79 511nor coo 55517 n m spending for 2024($758M in 2023). w,M1eM[eunry 53.w,n. SSm. 5„26000 . ..m:reinn 5eo5 00 55.,. FA 52.900.000 Funding$I lens mile increased ue0omo 515121 w GAM Counts 55540.000 +3%from$6,544 in 2023. u.zmmo .▪ reeky 511.6366 51.25 511.144.000 ..00ewyn s»05.1m sn.1n 102 Agencies included in 2024 summary ss.s15 w 3,10,000 u.e.e.n rwr.7 n1 mxe s.e.,m0 slur ssmxo 15 .11111 1A Trails Overview ,— Em.V.A., TRAILS ESTES VALLEY MASTER TRAILS PLAN ..Aa - %SE GROUP 16 Page 32 2/21/2024 1A Traits Priorities - Estes Valley Master Trails Plan y 13 Fall River Trail Pro Project PriorityTable 14 Fall ail Improvements J 15RMNP Multi-Use Trail Top priority Fall River Trail has been 8.5 Stanley Park Trails 20 Hermit Park Open Space West Perimeter Trail focus of grant applications y 8 School Zone Improvements Additional project priorities near 9 Estes Park Loop (Dry Gulch I Devils Gulch Connection) the School District that are eligible 10 Peak View Drive 18 Fish Creek Connector for Safe Routes to School (SRTS) 6 Moraine Aveune Improvements grants 7 Highway 7 Improvements 17 Lake Estes Interpretive Trail 11 Lumpy Ridge Trail 19 Big Thompson Business Path 12 Stanley Avenue and Moccasin/Fir/Prospect 16 Mary's Lake Trail 5 Aspen Brook Trail 17 2024 Trait Expansion Fall River Trail - Transportation Alternatives Program (TAP) Et Multi- Modal Options Fund (MMOF) ► Along Fall River Road (US34) and Fish Hatchery Rd ► TAP:Awarded $2.3 million with required local match of$575k ► MMOF:Awarded $1.4 million with required local match of$479k ► Anticipated construction to start in winter 2024/2025 Graves Avenue Improvements - Safe Routes to School (SRTS) Sidewalk along both sides of Graves Avenue to provide safe and accessible routes to the School District, Community Center, and other amenities ► Awarded $500k from Colorado SRTS with required local match of$125k ► Anticipated construction summer 2024 18 Page 33 2/21/2024 2024 Trail Expansion Fall River Trail rya '--\ �-- " t ,' .s Graves Avenue - -'"' 0.8 miles `` Improvements r� `�i Fall River Trail Map i ———Constricted hall Segments 'TAP 6MMOF FUN.Mr co str.= J.oa Town of Estes Park Fall River Trail A t .m ae 9zo m le - Peat r. 19 IT; Other Non-Ballot 1A Projects active in the Engineering Division ► Downtown Wayfinding Plan (Fall 2024) b• Downtown Estes Loop (CFL) P Routine Operations Et Maintenance ► Drainage and Trails Maintenance Public Improvements by Private Development 20 Page 34 2/21/2024 r Th s anYou ! 21 Page 35 Public Comment Received by 02-26-2024 Request to Re-Pave and Fix Matthew Circle Street John W. Gaddis <JGaddis@lyonsgaddis.com> Mon, Feb 26, 2024 at 6:44 AM Good morning Estes! My wife,Sally, and I have lived at 1456 Matthew Circle for 12 years.As you probably know,the Matthew Circle street is in very poor condition.We would ask that the Town put re-paving that street at the top of its list. We would appreciate your support and help with this project. And, if we can assist you in any way in this process, please let us know. Thank you, John and Sally Gaddis Page 36 A fP TOWN OF ESTES PARI Memo COMMUNITY DEVELOPMENT To: Honorable Mayor Koenig Board of Trustees Through: Town Administrator Machalek From: Paul Hornbeck, Senior Planner Date: February 27, 2024 RE: Vehicle Based Accommodations for Seasonal Employees (VBASE) Pilot Program Purpose of Study Session Item: Review and provide direction on draft regulations for a one-year pilot program for Vehicle-Based Accommodations for Seasonal Employees (VBASE). The program would allow qualified individuals to use an RV or similar vehicle as a temporary dwelling unit on private commercial property subject to the enclosed regulations. Background: The 2023 Housing Needs Assessment, conducted by Root Policy Research, estimates a need of 132 additional units to accommodate the seasonal workforce (Section III, Page 20). Other mountain communities struggling to house the workforce have allowed temporary RV parking on private or public parking lots for a limited duration of time for seasonal workers. The City of Ouray and the Town of Crested Butte have both implemented successful pilot programs, the latter of which will be extending the program as a temporary use by right in their code update. Planning staff met with other Town departments and external agencies in April, 2023 to discuss the proposed pilot program, ask questions, and gather feedback. Attendees included staff from the Building Division, Public Works, Parking/Transit, Utilities, Police Department, both Sanitation Districts, Estes Valley Fire Protection District, Estes Park Economic Development Corporation, and Estes Chamber of Commerce. Most attendees were in favor of developing and implementing a pilot program. A Town Board Study Session was held in May, 2023 to discuss the concept at a high level and provide general direction to staff. Town Board was generally supportive of pursuing the pilot program and requested staff prepare draft regulations for review. A summary of the regulations is as follows: • Permit required and must be renewed monthly • Season: May 1 — October 31 Page 37 • Eligible vehicles: travel trailers, fifth wheel trailers, camping trailers, motor homes, or truck campers which may be used as a temporary dwelling or sleeping place • Employment requirement: occupant must be employed in Estes Valley 30+ hours per week and either be employed on the same site as the accommodations or on another site under the same ownership • Zoning: Permitted only in non-residential zones • Setbacks: must meet zone district setbacks • Siting: not permitted to be located: 1. Within the extended boundaries of a crosswalk; 2. Within ten (10) feet of the extension of any primary building entranceway, and or doorway; 3. In a location in which it may impede or interfere with or visually obstruct; a. The safe movement of vehicular and pedestrian traffic; b. Parking lot circulation; c. Required parking spaces; d. Access to any public street, alley or sidewalk; e. Fire lanes • Must have access to restrooms, electricity, and water Proposal: Staff is seeking input and direction from Town Board on the enclosed draft regulations. Subject to any modifications desired by Town Board and further legal review, the regulations will be incorporated into an ordinance for Town Board consideration. If adopted, staff intends to report the results of the pilot program to Town Board to inform discussions on potentially making the program permanent. Advantages: • Allowing seasonal VBASE housing on commercial sites could help to temporarily alleviate the workforce housing shortage. • Allowing seasonal VBASE housing on commercial sites could help business owners recruit and retain workers during the summer season. • Survey results gathered for the 2023 HNA show that 3% of seasonal workers indicated living in their car, camper, or RV (Section IV, Page 15). Implementing a permitting process could reduce the number of unauthorized temporary VBASE dwellers in Estes Park, making it easier for Code Enforcement to monitor and safer for VBASE occupants. • This program would have a relatively low impact on Town infrastructure, utilities, and other services. • By implementing this program as a pilot, results can be monitored and the program discontinued if unsuccessful or underutilized. Page 38 Disadvantages: • Code compliance for RV parking could create additional strain on the Police Department, as there is currently only one Code Enforcement officer. • RV users could be vulnerable to property crime and other safety concerns. • Providing utility services to RV users as part of the permit could be challenging because the Town does not operate the Sanitation Districts. • Not all businesses would be eligible to offer this program to employees due to parking availability and site conditions. Finance/Resource Impact: N/A Level of Public Interest Low Attachments 1. Draft Program Regulations Page 39 Attachment 1 Town of Estes Park Vehicle-Based Accommodations for Seasonal Employees (VBASE) Program I. DEFINITIONS. A. Owner shall mean an individual, firm, association, syndicate, partnership or corporation having fee title to a parcel of land. B. Vehicle-Based Accommodations for Seasonal Employees (VBASE) Unit means a vehicular or portable unit designed to be mounted on a chassis and wheels, which either has its own motive power or is mounted on or drawn by another vehicle, such as travel trailers, fifth wheel trailers, camping trailers, motor homes, or truck campers which may be used as a temporary dwelling or sleeping place for Qualified Occupants. C. Qualified Occupant means any person who provides services within the Estes Park School District Boundaries as an employee or independent contractor for more than 30 hours per week who resides in a VBASE Unit. II. PERMIT REQUIRED; TERM; FEES. A. Any Owner may, upon receipt of a VBASE permit issued administratively by Town staff, enter into a private agreement with any Qualified Occupant to allow VBASE parking on the owner's private property for use as a temporary dwelling or sleeping quarters. B. This VBASE permit shall issue and automatically renew monthly until such time as Owner terminates the permit in writing or on November 1, whichever comes first. C. The permit application fee shall be $50.00. D. The monthly permit fee shall be $100.00 paid to the Town without proration. The fee is for each calendar month. The permit fee is owed by each permittee whether a permitted spot is in use or not, and fees will not be reduced on a pro rata basis. For continuing permits, the permit fee is due and payable on the last business day of the prior month. E. The Town may accept advance payment of the monthly permit fees, but acceptance of such payment does not change the month-to-month permit status. The Town will not provide refunds on any advance payments unless a permit is revoked by the Town for cause. F. This permit does not allow any material change to the interior or exterior of any premises to accommodate the VBASE unit that would require a building permit. III. ELIGIBILITY FOR TEMPORARY PERMIT. A. Permit Required. An Owner shall submit a completed permit application to the Town along with payment of the permit application fee. B. On-Site Employment Required. The Qualified Occupant must either be employed on the same site as the Owner's property or on another site owned by the Owner or related entity (LLC, Corporation, etc.). Page 40 C. Water Tap Required. The real property must have a structure on the parcel with a valid Town water tap. D. Location. The VBASE Unit must be placed entirely on private property and meet all setback requirements of the zoning district or any setback established by an approved variance. The VBASE Unit shall not be located in any of the following places: 1. Within the extended boundaries of a crosswalk; 2. Within ten (10) feet of the extension of any primary building entranceway, and or doorway; 3. In a location in which it may impede or interfere with or visually obstruct; a. The safe movement of vehicular and pedestrian traffic; b. Parking lot circulation; c. Required parking spaces; d. Access to any public street, alley or sidewalk; e. Fire lanes E. Zoning and Land Use. The VBASE Unit is only permitted to be located on properties zoned Accommodations (A and A-1), Commercial (CD, CO, CH, or 0), or Industrial (I-1). A VBASE Unit shall not be permitted on properties zoned Residential (R, RM, E, or E-1) or on properties in which the principal use is residential, regardless of zoning. F. Season. The VBASE Unit is only permitted to be occupied from May 1 to October 31. The VBASE Unit may be parked and/or stored on-site outside these dates in accordance with all requirements of the Municipal Code and Development Code. G. Surface. The location of the VBASE Unit on the Owner's private property must be on a rigid surface consisting of concrete, asphalt, chip seal, or pavers. A gravel surface is also acceptable provided it is designated for parking, but in no case shall a VBASE Unit be placed upon any dirt, grass, landscaping, or other permeable surface. H. Electric. The Qualified Occupant must have a supply of electricity from a source on the same parcel. The use of a generator is not allowed at any time. No air- conditioning or any other mechanized unit to cool air in a VBASE Unit may operate after the hours of 8:00 p.m. or before 8:00 a.m. I. Water. The Qualified Occupant must have access to Town water by a food grade hose or other means of delivery from a structure located on the same parcel. J. Hoses and cords. Hoses and cords which cross real property lines or public property are prohibited. All hoses/cords need to be securely placed and covered as needed, to avoid being a trip hazard. K. Restroom. If the VBASE Unit does not contain restroom facilities, the Owner shall make restroom facilities available to the Qualified Occupant 24 hours per day. Portable restroom facilities are not permitted. L. Sewer. No sewer hook-up for a vehicle is required; however, any black water holding tank in use must be dumped regularly. The Owner is responsible for the appropriate management of a black water system in used on the property. M. Dumping of Black or Grey Water. In no case shall black or grey water tanks be dumped into any sewer system located on the premises unless an approved RV Page 41 sewer connection is available. A grey water tank may be dumped on site so long as the grey water is dumped on a vegetated area located within the real property. N. State of Good Repair. The VBASE Unit must be maintained in a state of good repair and be equipped and licensed for travel on public roads. O. Life Safety. The VBASE Unit must be equipped with an operable fire extinguisher and carbon monoxide detector. P. Number of VBASE Units. No more than one VBASE Unit per parcel shall be permitted. Q. Maximum Occupancy. Only one family of not more than three adults over the age of 18 and up to three minor children or three unrelated adults over the age of 18 may dwell or sleep in any VBASE Unit. R. Term of Tenancy. The term of the tenancy between the Owner and the Qualified Occupant shall end on the last day of each month at 11:59 p.m. This rental term shall be contained in a written agreement signed by the Owner and the Occupant with a copy provided to Town Staff prior to approval of the permit. S. Display of Permit. The Permit shall be affixed to the VBASE Unit so it is visible. T. Inspection. The Owner and Qualified Occupant shall grant permission to Town staff or Police Department personnel to enter the property as an invitee to inspect the VBASE Unit for permit compliance or to respond to complaints without a search warrant at any time. U. Other Requirements. The permitted VBASE Unit shall comply with all other restrictions and requirements imposed by local, state, or federal laws. V. Other Structures. Except for the VBASE Unit, no permanent or temporary structures, including but not limited to decks and shade structures, shall be erected in connection with this Permit. W. Insurance. Property owner must file with the Town a certificate evidencing valid and effective policies for real and personal property liability insurance at least to the limits required with minimum limits of Five Hundred Thousand Dollars ($500,000.00) per occurrence, One Million Dollars ($1,000,000.00) in the aggregate. X. Signage. No temporary or permanent signage is permitted in conjunction with this permit. IV. FACTORS FOR GRANT OF TEMPORARY PERMIT. No permit under this ordinance shall be granted unless the Town finds that the following criteria have been met: A. Compliance with all eligibility requirements contained herein. B. No current nuisance or other continuing code violation as set forth under the Municipal Code exists on the real property where the VBASE Unit will be located. C. The VBASE Unit location does not significantly adversely impact the surrounding area. D. The real property parcel complies with all applicable Town zoning, development code, and building regulations and there no open or continuing code violations. E. The issuance of the permit balances the safety of patrons, pedestrians, and traffic such that no group shall be subject to an unreasonable risk of harm if the permit is granted. Page 42 V. ENFORCEMENT PROVISIONS. A. It shall be unlawful to violate any of the provisions of this ordinance, or of the permit issued hereunder. In addition, continuing violations of this ordinance, or of any permit issued hereunder is declared a nuisance, which may be abated in any lawful manner. B. The penalties for violation of this ordinance shall be as set forth under the general penalty provision of Estes Park Municipal Code Chapter 1.20. C. The permittee's rights hereunder are subject to the police powers of the Town. The Permittee shall comply with all applicable laws and ordinances enacted, or hereafter enacted, by the Town or any other legally constituted government unit having lawful jurisdiction over the subject matter hereof. The Town reserves the right to exercise its police powers, notwithstanding anything in this section, any permit issued hereunder, any franchise, or any other permit to the contrary. Any conflict between the provisions of this Ordinance, any franchise or any permit and any other present or future lawful exercise of the Town's police powers shall be resolved in favor of this ordinance. D. Any permit may be revoked or suspended by the Community Development Director, or designee, after notice to the permittee for: 1. Violation of any condition of the permit or of any provision of this Ordinance. 2. Violation of any provision of any other ordinance of the Town or state law. 3. Existence of any condition or performance of any act which the Community Development Director, or designee, determines does constitute or cause a condition endangering life or damage to property. Written notice of revocation shall be served upon the owner, the owner's agent, Applicant or other person to whom the permit was issued, or such notice may be posted in a prominent location at the place of the violation. Revocation by the Town shall take effect immediately upon notice. The Property Owner or Applicant shall have the right to appeal the Community Development Director's determination that a violation of this Code exists to the Board of Trustees by filing a written notice of appeal within 5 days of the order or revocation. E. It is unlawful for Qualified Occupant or their guests to remain on permitted property after a Notice to Leave is personally served by Owner, or any disinterested person over the age of eighteen, no later than Thursdays at 5:00 p.m. of any week. Qualified Occupants and their guests must vacate the premises by the immediately following Saturday at 11:29 p.m. or be subject to the Town's police powers. Each day a violation occurs is a separate and distinct violation. F. Nothing in this ordinance shall limit enforcement of the Town's police regulations Upon Permittee or Qualified Occupant and guests. Page 43 2/28/2024 Presentation ATOWN OF 9ESTEs PARK COMMUNITY DEVELOPMENT COLORADO Town Board Study Session February 27, 2024 Vehicle-Based Accommodations for Seasonal Employees (VBASE) Pilot Program Presented by Paul Hornbeck, Senior Planner 1 Purpose of Study Session Item Review and provide direction on draft regulations for a one-year pilot program for Vehicle-Based Accommodations for Seasonal Employees (VBASE). The program would allow qualified individuals to use an RV or similar vehicle as a temporary dwelling unit on private commercial property subject to the enclosed regulations. 2 Page 44 2/28/2024 Background • Housing Needs Assessment (2023)—estimated 132 units needed to accommodate seasonal workforce. 3% of seasonal workers indicated living in their car, camper, or RV. • Other mountain communities struggling to house the workforce have allowed temporary RV parking on private or public parking lots for a limited duration of time for seasonal workers. • Planning staff met with other Town departments and external agencies in April, 2023 to discuss the proposed pilot program, ask questions, and gather feedback. Attendees included staff from the Building Division, Public Works, Parking/Transit, Utilities, Police Department, both Sanitation Districts, Estes Valley Fire Protection District, Estes Park Economic Development Corporation, and Estes Chamber of Commerce. • A Town Board Study Session was held in May, 2023 to discuss the concept at a high level and provide general direction to staff. Town Board was generally supportive of pursuing the pilot program and requested staff prepare draft regulations for review. 3 Definitions Permit Requirements A. Owner shall mean an individual, firm, A. Application fee-$50.00. association, syndicate, partnership or B. Monthly permit fee- $100.00 corporation having fee title to a parcel of C. Monthly renewal required (automatic land. unless issues arise with permit) B. Vehicle-Based Accommodations for Seasonal Employees (VBASE) Unit D. Permit reviewed and issued by means a vehicular or portable unit Community Development Department designed to be mounted on a chassis and wheels, which either has its own motive power or is mounted on or drawn by another vehicle, such as travel trailers, fifth wheel trailers, camping trailers, motor homes, or truck campers which may be used as a temporary dwelling or sleeping place for Qualified Occupants. C. Qualified Occupant means any person who provides services within the Estes Park School District Boundaries as an employee or independent contractor for more than 30 hours per week who resides in a VBASE Unit. 4 Page 45 2/28/2024 Location Requirements 1. On-Site Employment Required.Qualified Occupant must either be employed on the same site as the Owner's property or on another site owned by the Owner or related entity(LLC, Corporation,etc.) 2. Location. Must be placed entirely on private property and meet all setback requirements.Shall not be located in any of the following places: 1. Within the extended boundaries of a crosswalk; 2. Within ten (10)feet of the extension of any primary building entranceway, and or doorway; 3. In a location in which it may impede or interfere with or visually obstruct; 1. The safe movement of vehicular and pedestrian traffic; 2. Parking lot circulation; 3. Required parking spaces; 4. Access to any public street, alley or sidewalk; 5. Fire lanes 3. Zoning and Land Use. Permitted in non-residential zoning districts(A,A-1, CD, CO, CH, 0, I-1). Not permitted on properties zoned residential or on properties in which the principal use is residential, regardless of zoning. 4. Surface. Must be on a rigid surface consisting of concrete,asphalt,chip seal, or pavers.A gravel surface is also acceptable provided it is designated for parking. Prohibited on dirt, grass, landscaping,or other permeable surface. 5 Utility Requirements 1. Water Tap Required. Must have a structure on the parcel with a valid Town water tap. 2. Electric. Must have a supply of electricity from a source on the same parcel. Use of a generator not allowed at any time. No air-conditioning or any other mechanized unit may operate from 8 p.m.—8 a.m. 3. Water. Must have access to Town water by a food grade hose or other means of delivery 4. Hoses and cords. Prohibited from crossing property lines or public property and cannot be a trip hazard. 5. Restroom. Required in VBASE Unit or on-site. Portable restroom facilities not permitted. 6. Sewer.Sewer hook-up not required.Any black water holding tank in use must be dumped regularly. 7. Dumping of Black or Grey Water. In no case shall black or grey water tanks be dumped into any sewer system located on the premises unless an approved RV sewer connection is available.A grey water tank may be dumped on site so long as the grey water is dumped on a vegetated area located within the real property. 6 Page 46 2/28/2024 General Requirements 1. Season. May 1 -October 31. Unit may be parked and/or stored on-site outside these dates in accordance with Code 2. Number. No more than one VBASE Unit per parcel shall be permitted. 3. Maximum Occupancy. One family of not more than three adults over the age of 18 and up to three minor children or three unrelated adults over the age of 18 4. State of Good Repair. Must be maintained in a state of good repair and be equipped and licensed for travel on public roads. 5. Life Safety. Fire extinguisher and carbon monoxide detector required. 6. Term of Tenancy. The term of the tenancy between Owner and Qualified Occupant shall end on the last day of each month at 11:59 p.m.This rental term shall be contained in a written agreement signed by the Owner and the Occupant with a copy provided to Town 7. Display of Permit.The Permit shall be affixed to the VBASE Unit so it is visible. 8. Inspection.Shall grant permission to Town staff or Police Department personnel to enter the property as an invitee to inspect. 9. Insurance. Property owner must file with the Town a certificate evidencing valid and effective policies for real and personal property liability insurance. 10.Signage. No temporary or permanent signage is permitted in conjunction with this permit. 11.Other Structures. Except for the VBASE Unit, no permanent or temporary structures, including but not limited to decks and shade structures,shall be erected in connection with this Permit. 12.Other Requirements.Shall comply with all other restrictions and requirements imposed by local,state,or federal laws. 7 Factors For Grant Of Temporary Permit No permit under this ordinance shall be granted unless the Town finds that the following criteria have been met: A. Compliance with all eligibility requirements contained herein. B. No current nuisance or other continuing code violation as set forth under the Municipal Code exists on the real property where the VBASE Unit will be located. C.The VBASE Unit location does not significantly adversely impact the surrounding area. D.The real property parcel complies with all applicable Town zoning,development code, and building regulations and there no open or continuing code violations. E. The issuance of the permit balances the safety of patrons, pedestrians,and traffic such that no group shall be subject to an unreasonable risk of harm if the permit is granted. 8 Page 47 2/28/2024 Staff Proposal Staff is seeking input and direction from Town Board on the enclosed draft regulations. Subject to any modifications desired by Town Board and further legal review, the regulations will be incorporated into an ordinance for Town Board consideration. If adopted, staff intends to report the results of the pilot program to Town Board to inform discussions on potentially making the program permanent. Advantages • Temporarily alleviate the seasonal workforce housing shortage. • Help business owners recruit and retain workers. • Reduce number of unauthorized temporary RV dwellers. • Relatively low impact on Town infrastructure, utilities, and other services. • Could be discontinued after the 2024 season, if unsuccessful or underutilized. Disadvantages • Enforcement could create additional strain on the Police Department. • RV users could be vulnerable to property crime and other safety concerns. • Providing utility services to RV users could be challenging. • Not all businesses would be eligible to offer this program to employees. 9 Page 48 A IP TOWN OF ESTES PA I Report TOWN ADMINISTRATOR'S OFFICE To: Honorable Mayor Koenig Board of Trustees From: Town Administrator Machalek Date: February 27, 2024 RE: Semi-Annual Compliance Review with Board Governing Policies— Policy 1.10 Self-Monitoring of the Board Purpose of Study Session Item: Conduct semi-annual self-monitoring of compliance with Town Board Governing Policies per Governing Policy 1.10. Present Situation: Policy 1.10 (Self-Monitoring of the Board) establishes a semi-annual review process to ensure that the Town Board is systematically and rigorously monitoring its compliance, both individually and collectively, with the Board's adopted Governing Policies. Monitoring is on an exception basis, which means that discussion at the Study Session will be limited to Town Board member concerns about compliance with the policies listed in section 1.10.6. Finance/Resource Impact: N/A Level of Public Interest Low Attachments 1. Town Board Governing Policies Page 49 Attachment 1 • --, • - -T4itilk :r�,: :. t ,- . Vern P. A .. -.,..4.', - .4 "i'lift .. , ., ' fir . . 41. .; - ,., * . 4#'. )• . •44,' ,;•• , 44 4.....„ ..,. , . , .-V, ilk 1 I,I y p. ,0 NebNi 7-.,--. •• ,,.,16•• . alt _'-'.. 4.. . ' ..! ' T'll ,..0 .,1 7 ' ..,4,', Aio., e.'7.401110. ' _ ., , 1 ' I., 14 ., • 444‘44.. 4 '6 .. . ' %Ps. OP. 4 OW E S e S P airt to . ,01. . ‘4, iitir ‘ , .,„, •,. • .4,• . , _.,. . oar . ' 7 I T, ... Thisteej :v ti A■, . . ... . ... „.„....... .• ., . _Apt% , 41 en r '.-. 111 .r #, , _ I. . -....ir ` ' . le- to' 10., •• , r''. * •('''..,1:1111111 '' '4:m4 N . • b.Aiii—) 'r• . • Air r out ,I+t LoocF L. _ 1 • ! . I i '-". '-':. '10-7. .. P _..,.. _______,. , ,__L _ F r' r' • i i I i ,,.•,. ;. . . , i ii; . ' 0 ] • i 'I i3O . • r Introduction These Governing Policies, as adopted by the Board of Trustees, incorporate four categories of policy. The first category is the Governance Process, which clarifies the board's own job and rules, how they work together and how the Board relates to the citizens of Town of Estes Park. Category two is Board/ Staff Linkages which outlines the delegation and accountability through the Town Administrator. The third Category is Executive Limitations which describes the prudence and ethics, and limitations of the authority and responsibilities of the Town Administrator in his/her role as the Chief Appointed Official for the board directing the staff of the Board of Trustees. The first three all work together to efficiently and effectively implement the fourth Category, which is the vision, direction, and policy of the Board of Trustees. These describe what benefits will occur, for which people, at what cost. To further its accountability to the citizens and taxpayers of the Town of Estes Park, the Board of Trustees adheres to the following principles of governance: 1. Ownership: The Board connects its authority and accountability to its "owners" — the citizens and taxpayers of the Town — seeing its task as servant leader to and for them. 2. Governance Position: With the ownership above it and operational matters below it, governance forms a distinct link in the chain of command and authority. The Board's role is that of commander, not advisor. It exists to exercise that authority and properly empower others rather than to be management's consultant, or adversary. The Trustees—not the staff—bears full and direct responsibility for the process and products of governance, just as it bears accountability for any authority and performance expectations delegated to others. 3. Board Holism: The Board of Trustees makes authoritative decisions directed toward management and toward itself, its individual Trustees, and committees only as a total group. That is, Town Board authority is a group authority rather than a summation of individual authorities. 4. Goals Policies: The Town Board defines, in writing, the (a) results, changes, or benefits that should come about for specified goals (b) recipients, beneficiaries, or otherwise defined impacted groups, and (c) at what cost or relative priority for the various benefits or various beneficiaries. These are not all the possible "side benefits" that may occur, but those that form the purpose of the organization, the achievement of which constitutes organizational success. Policy documents containing solely these decisions are categorized as "Goals" in the policies that follow. 5. Board Means Policies: The Board of Trustees defines, in writing, those behaviors, values added, practices, disciplines, and conduct of the Board itself and of the Board's delegation/accountability relationship with its own subcomponents and with the management part of the organization. Because these are not decisions relating to Goals, they are called "Board Means" to distinguish them from "Ends" and "Staff Means". These decisions are categorized as "Governance Process" and "Board Management Delegation". 2 Page 51 6. Management Limitations Policies: The Board makes decisions with respect to its staff's means decisions and actions only in a proscriptive way in order simultaneously (a) to avoid prescribing means and (b) to put off limits those means that would be unacceptable even if they work. These decisions are categorized as "Management Limitations" in the policies that follow. 7. Self-Enforcing — These policies are collectively adopted by the Estes Park Board of Trustees and as such only the board and individual trustees are responsible for compliance both individually and collectively. 3 Page 52 TOWN OF ESTES PARK BOARD OF TRUSTEES GOVERNING POLICIES MANUAL Table of Contents Category 1. Governance Process Policy 1.0 Governance Commitment Policy 1.1 Governing Style Policy 1.2 Operating Principles Policy 1.3 Board Job Description Policy 1.4 Mayor's Responsibility Policy 1.5 Reserved Policy 1.6 Board Appointed Committee Principles Policy 1.7 Board Liaison Roles Policy 1.8 Board Committee Principles Policy 1.9 Annual Planning and Agendas Policy 1.10 Self-Monitoring of the Board Category 2. Board/Staff Linkage Policy 2.0 Governance - Management Connection Policy 2.1 Delegation to the Town Administrator Policy 2.2 Town Administrator Job Description Policy 2.3 Monitoring Town Administrator Performance Policy 2.4 Town Attorney Category 3. Staff Limitations Policy 3.0 General Town Administrator Constraint Policy 3.1 Customer Service Policy 3.2 Treatment of Staff Policy 3.3 Financial Planning Policy 3.4 Financial Condition and Activities Policy 3.5 Asset Protection Policy 3.6 Emergency Town Administrator Backup and Replacement Policy 3.7 Emergency Preparedness Policy 3.8 Compensation and Benefits Policy 3.9 Communication and Support to the Board Policy 3.10 Capital Equipment and Improvements Programming Policy 3.11 General Town Administrator Constraint - Quality of Life 4 Page 53 Policy 3.12 General Town Administrator — Internal Operating Procedures Policy 3.13 Town Organizational Plan Category 4. Ends Statements Policy 3.0 Ends Statements and Key Outcome Areas of the Board of Trustees 5 Page 54 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.0 POLICY TITLE: GOVERNANCE COMMITMENT Within the authority granted to it by Colorado Revised Statutes, the purpose of the Town of Estes Park Board of Trustees (the "Board"), on behalf of the citizens of Town of Estes Park, is to see to it that the Town of Estes Park government 1) achieves results for citizens at an acceptable cost and 2) avoids unacceptable actions and situations. 1.1 The Board of Trustees will approach its task with a style which emphasizes outward vision rather than an internal preoccupation, strategic leadership more than administrative detail, clear distinction of Board and staff roles, collective rather than individual decisions, future rather than past or present, and proactively rather than reactively. 1.2 The operating principles and commitments of the Board of Trustees, as it relates to the working relationship between the Trustees, staff and citizens of the Town of Estes Park, are to emphasize fairness; responsibilities as elected officials; respect; honesty and integrity; and communication. 1.3 The job of the Board of Trustees is to make contributions which lead the Town Government toward the desired performance and to assure that it occurs. The Board's specific contributions are unique to its trusteeship role and necessary for proper governance and management. 1.4 The responsibility of the Mayor is, primarily, to establish procedural integrity and representation of the Board of Trustees and the Town to outside parties (as delegated by the Board). 1.5 The Board expects of its members ethical and businesslike conduct. 1.6 The Board of Trustees may establish committees to advise the Board in carrying out its responsibilities. Other than those statutorily required, all committees appointed by the Town of Estes Park Board of Trustees exist so that Board decisions (a) will be made from an informed position, and (b) will be made in a public forum consistent with Board policy. 1.7 The Board of Trustees may appoint an individual Trustee to serve as the official liaison of the Board to Town Boards and Commissions. The Board of Trustees may appoint an individual Trustee to serve as the official liaison to other community groups. 1.8 Board Committees, when used, will be assigned so as to reinforce the wholeness of the Board's job and so as never to interfere with delegation from the Board to Town Administrator. The purpose of Board Committee's shall be to provide more indepth discussion and information on the specific areas assigned to the Committee. 6 Page 55 Committee's may not vote or adopt policy, but may make recommendations to the Town Board for action. 1.9 The Town Board will prepare and follow an annual agenda plan that includes (1) a complete re-exploration of Goals policies and (2) opportunity for continuous improvement in Town Board performance through Town Board education, enriched input, and deliberation. 1.10 The Board of Trustees will systematically and rigorously monitor compliance with these adopted policies, both individual and collectively, to determine the extent to which policies are being followed. 7 Page 56 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.1 Rev 7-25-17 POLICY TITLE: GOVERNING-STYLE The Board of Trustees will approach its task with a style which emphasizes outward vision rather than an internal preoccupation, strategic leadership more than administrative detail, clear distinction of Board and staff roles, collective rather than individual decisions, future rather than past or present, and proactive rather than reactive. In this spirit: (1) The Board of Trustees will operate fully aware of its trusteeship and stewardship obligation to its constituents. (2) The Board of Trustees will conduct itself individually and collectively with whatever discipline is needed to govern with excellence through: 1. Being committed to matters such as policy making principles, role clarification, speaking with one voice and self-policing of any tendency to stray from governance adopted in Board policies. 2. Individual Board members' thorough preparation for meetings and regular attendance. 3. Continuation of Board development including orientation of new members in the Board's governance process, participation in relevant continuing education, and periodic Board discussion of process improvement. (3) The Board of Trustees will direct, the organization through the careful establishment of broad written policies reflecting the Board's values and perspectives. The Board's emphasis will be on impacts on the Town outside the organization, not on the administrative means. (4) The Board of Trustees, as trustee for and working with the citizens of the Town of Estes Park, will be the primary initiator of policy, and will also be receptive to other policy initiatives from citizens and staff. The Board, not the staff, will be responsible for Board performance as specified in the policy entitled Board Job Products. (5) The Board of Trustees will be accountable to the Citizens of the Town of Estes Park for competent, conscientious and effective accomplishment of its obligations as a body. It will allow no individual, committee or entity to usurp 8 Page 57 this role or hinder this commitment. (6) The Board of Trustees will monitor and discuss the Board's own process and performance, and ensure the continuity of its governance capability through continuing education and training. (7) A member of the Board of Trustees who votes in the minority is free to express his/her dissent but will respect the process and legitimacy of the majority decision. (8) All Town Trustees will respect legitimacy of the opinions and reasoning of other Trustees when and after making board decisions. (9) Agree not to hold grudges or bring disagreements from past actions into future decisions. (10)A member of the Board of Trustees who, in their sole opinion, believes they have a conflict of interest or for any other reason believes that they cannot make a fair and impartial decision in a legislative or quasi-judicial decision, will recuse themselves from the discussion and decision. Any recusal will be made prior to any board discussion of the issue. (11) Any Trustee may choose to abstain from voting on any question, at their sole discretion. If there is not conflict of interest or reason for recusal as outlined in 1.1(10), the trustee may participate fully in Board discussions of the issue, yet abstain from voting, should they so choose. 9 Page 58 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.2 POLICY TITLE: OPERATING PRINCIPLES Rev 7-25-17 The operating principles and commitments of the Board of Trustees, as it relates to the working relationship between the Trustees, staff and citizens of Town of Estes Park, are to emphasize fairness; responsibilities as elected officials; respect; honesty and integrity; and communication. As such, the Board shall adopt and comply with a Board Code of Conduct and associated Operating Principles 10 Page 59 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.3 POLICY TITLE: BOARD JOB DESCRIPTION The job of the Board of Trustees is to lead the Town Government toward the desired performance and to assume a good faith effort toward those objectives. The Board's leadership is unique to its trusteeship role and necessary for proper governance and management. 1.3.1 The products of the Board shall be: 1. Linkage: As the Town of Estes Park Board of Trustees places a high value on open, participatory government, the board will produce the linkage between Town of Estes Park government and the Citizens of Town of Estes Park. A. Needs Assessment: The Board of Trustees will strive to identify the needs of the citizens as they relate to Town of Estes Park's activities and scope of influence, and shall translate such knowledge into the articulation of Board Objectives policies (see definition below). B. Advocacy and Ambassadorship: The Board of Trustees will act as the representatives of the citizens to the Town of Estes Park government, and shall take steps to inform and clarify: i. the citizens relationship with government, and ii. the organization's focus on future results, and as well as present accomplishments. C. Communication: i. Any Board member expressing a personal point of view on a matter of Town business must include language which states the views expressed do not represent the view of the Town, rather they are the official's personal opinions, unless previously authorized to speak on behalf of the Board of Trustees, or when articulating a position official adopted by the Board of Trustees. ii. ii. Board members should recognize that they may be legally liable for anything they write, present online or say. 2. Written governing policies that, at the broadest levels, address each category of organizational decision: A. GOVERNANCE PROCESS: Specification of how the Board of Trustees conceives carries out and monitors its own task 11 Page 60 B. STAFF LIMITATIONS: Constraints on staff authority which establish the prudence and ethics boundaries within which all Town Administrator and staff activity and decisions must take place. C. BOARD/STAFF LINKAGE: How power is delegated and its proper use monitored; the role, authority and accountability of the Town Administrator (and the Town Attorney).. D. OUTCOMES: Organizational products, effects, benefits, to answer the questions for (what good, for which recipients, and at what cost?). 3. The Board will produce assurance of: A. Town Administrator performance (in accordance with policies in 2A and 2B) B. Town Attorney performance (in accordance with policies in 2A and 2B) 4. Adopted resolutions, regulations, ordinances, and fee schedules; legislative positions; the Audit; the Budget; Boards and Commissions; and statutorily mandated items. 1.3.2 Role of Town Trustees 1.3.2.1 Representation: i. Providing leadership for the Town on behalf of the citizens of Estes Park. ii. Representing and acting in the best interest of citizens of the Town of Estes Park. iii. Being knowledgeable of issues, researching background information, attending regularly scheduled meetings, and acting as a resource for citizens' concerns. iv. Serving as a conduit for information from citizens to the Town Administrator and the Mayor in responding to questions and individual problems. v. Finding a balanced approach for addressing competing interests among constituent groups to ensure the community is fairly represented. vi. Representing the Board of Trustees on standing committees of the Town for the purpose of monitoring major Town activities and policy implementation. 1.3.2.2 Legislative: I. Serving as the governing body of the Town and holding all legislative and corporate powers of the Town specifically granted or implied by statutory provisions and the Municipal Code. II. Enacting ordinances, resolutions and policies for the governance of the Town of Estes Park and protecting the life, health and property of its citizens and visitors. III. Establishing policy for the direction of the Town Board and Town Staff. IV. Establishing fiscal policy, financial targets, and budget goals for the Town government. 12 Page 61 V. Having final decision making responsibilities over pertinent land use issues and application of development code requirements within the Town of Estes Park. 1.3.2.3 Quasi-Judicial: i. Acting in a quasi-judicial manner in matters brought before it that relate to public hearings, appeals, land use, and liquor licensing. ii. Making decisions concerning quasi-judicial matters based upon testimony presented at formal hearings which are normally conducted during regularly scheduled Town Board meetings. iii. Not accepting nor seeking outside input or lobbying that attempts to influence their decision prior to the quasi-judicial Public Hearing. Any and all ex parte communication shall be disclosed at the beginning of the hearing. Not doing so may cause a Trustee to be disqualified from the proceedings. 1.3.2.4 Communications: I. Following a formal decision, acting as a united body, not as individual Trustees, and acknowledging the decision of the Town Board. II. The Town Administrator is the sole point of contact between the Trustees, as policy makers, and Town Staff. III. Interacting with the media, governmental entities, the public or other bodies as individual Trustee and not as a representative of the majority of Trustees unless an official position or legislative action has been established or authorized to do so. IV. Communicating to the Mayor and other Trustees items of importance from their respective committees and providing information that may be necessary to keep other members aware of important Town activities or critical functions. V. In times of community emergency, it is important that the Town Board speak with one voice. The Mayor, or the Mayor Pro-Tem, if the Mayor is not available, shall speak for the Board during an emergency. Other trustees will refer all requests for information to the Mayor or Mayor Pro-Tem. The Mayor will coordinate all communication with the incident commander and the Town Administrator. The purpose of this policy is not to restrict the communication of the trustees or the Mayor, but to insure all communication is timely and accurate and is in concert with the incident response plan. 13 Page 62 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.4 POLICY TITLE: MAYOR'S RESPONSIBILITY REV 2/2016 The responsibility of the Mayor is, primarily, to establish procedural integrity and representation of the Board of Trustees and the Town to outside parties (as delegated by the Board). Accordingly: 1.4.1. The responsibility of the Mayor is to consistently guide the behavior of the Board with its own rules and those legitimately imposed upon it from outside the organization. 1.4.1.1. Meeting agendas and discussion content will be only those issues which, according to Board policy, clearly belong to the Board to decide, not the Town Administrator. 1.4.1.2. Deliberation will be fair, open, orderly and thorough, but also efficient, limited to time, and kept to the point. a. 1.4.2. The authority of the Mayor is to preside over meetings and to sign documents as authorized by the Board of Trustees and to preside over the evaluation of the Town Administrator by the Town Board. 1.4.3. The Mayor shall not act on behalf of the Town in any unilateral manner, except as approved by the Board of Trustees. This shall include any appointment of committee or board positions, making any financial or other binding obligations on behalf of the town, or expressing the official position of the Town on any matter. 1.4.4 Representation: 1.4.4.1 Provide leadership for the Town of Estes Park. 1.4.4.2 Serve as the primary representative of the Town of Estes Park in official and ceremonial functions. 1.4.4.3 Represent the Town in interaction with other government agencies. 1.4.4.4 Be the spokesperson for the Town unless the Town Board has decided otherwise. 1.4.4.5 Represent the Town Board as a liaison with the Town Administrator to promote the timely flow of information between the Town Board, Town Staff and other governmental organizations. 1.4.4.6 Represent the Town on the Platte River Power Authority Board. 1.4.5 Enactment: 1.4.5.1 Mayor in conjunction with the Town Board and Town Administrator enforces the ordinances and laws of the Town. 1.4.5.2 Signs all warrants (see section 2.12.020 of the Municipal Code). 14 Page 63 1.4.5.3 Executes all ordinances and resolutions authorizing expenditure of money or the entering into a contract before they become valid. 1.4.5.4 Mayor with, Town Board approval, appoints members of committees, and other entities that may be necessary from time to time for the effective governance of the Town. 1.4.5.5 Facilitating policies and procedures for the effective management of the Board, establishing Town goals in conjunction with the Town Board, promoting consensus and enhancing Board performance. 1.4.6 Mayor Pro Tern — Mayor Pro Tem shall assume all duties of the Mayor in the Mayor's absence in accordance with Section 2.16.010 of the Municipal Code. 1.4.7 — Mayoral Appointments 1.4.7.1 — Board Standing Committees — "At the first regular meeting following the certification of the results of each biennial election, the Mayor shall appoint three (3) Trustees to the following standing committees: Community Development/Community Service and Public Safety/ Utilities/Public Works; and the Mayor shall appoint two (2) Trustees to the Audit committee with the Mayor serving as the third member. (Ord. 26-88 §1(part), 1988; Ord. 7-03 §1, 2003; Ord. 10-10 §1, 2010; Ord. 10-14 §1, 2014; Ord. 13-15, § 1, 9-22-2015) 1.4.7.2 Special Assignments — The Mayor may nominate trustees to serve on committees, community groups, or in some other capacities as a representative of the Town. The Mayor shall present the nomination of any such appointments to the Board for approval at a regular town board meeting. The Mayor will make every effort to distribute special assignments equitably among the members of the Board. 1.4.7.3 Special committees. - Special committees may be established by the Board of Trustees. The Mayor shall appoint all members of any special committee subject to the approval of the Board of Trustees. (EP Municipal Code 2.08.020) 1.4.8 Voting Privileges — The Mayor has full voting privileges for items coming before the Board of Trustees. (Ord. 04-16) 15 Page 64 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.5 Rev 7-25-17 POLICY TITLE: Reserved 16 Page 65 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.6 POLICY TITLE: BOARD COMMITTEE REV 4/15/15 PRINCIPLES For simplicity and clarity in this policy, the term "Committee"shall refer to any board, commission, task force, council, committee or any other volunteer group of citizens. The Board of Trustees may establish committees to advise the Board in carrying out its responsibilities. Other than those statutorily required, all committees appointed by the Town of Estes Park Board of Trustees exist so that Board decisions (a) will be made from an informed position, and (b) will be made in a public forum consistent with Board policy. Accordingly: 1.6.1 Committees which are appointed by the Board of Trustees. 1.6.1.1 - It is the policy of the Board of Trustees to encourage citizen involvement in town affairs, as well as to avoid conflicts involving trustees who serve on committees, boards, commissions and organizations. For these reasons, the trustees have agreed that a trustee shall serve only as a liaison to town committees, commissions and boards. 1.6.1.2 -Other than those legislatively directed, committees may not speak or act for the Board of Trustees except when formally given such authority for specific and time-limited purposes. Expectations and authority will be carefully stated in order not to conflict with authority delegated to the staff. 1.6.1.3 - Committees appointed by the board are to help the Board of Trustees do its job, not to help the staff do its job. Committees ordinarily will assist the Board by preparing policy alternatives and implications for Board deliberation. Committees are not created by the Board to advise staff. The Board understands that at times the Town Administrator or Town Staff may convene ad- hoc or ongoing advisory boards to serve as advisors for operational issues. These advisory groups are subject to the same limitations as Board appointed committees. 1.6.1.4 - In keeping with the Board of Trustees' broader focus, committees normally will not have direct dealings with current staff operations. Committees cannot exercise authority over staff. 1.6.1.5 - Because the staff works for the Board, they will not be expected to obtain approval of a committee before taking action unless otherwise authorized by state statute, Board policy, or federal regulation. 1.6.1.6 -Because of the differing nature of committees, some of which are defined by state statute, the Board shall have and keep current an operating policy defining the role of different committees and setting forth rules and procedures for Town of Estes Park committees (Operating Policy 102). 17 Page 66 1.6.1.7 -The authority and responsibility of any committee will not duplicate the authority or responsibility of: a) The Board of Trustees b) Town Staff c) Any other committee d) Town Auditor e) Town Attorney 1.6.1.8 -All committees will undergo a regular sunset review, at least once every five years, unless otherwise provided for more frequently and according to a staggered schedule to be adopted separately by the Board of Trustees. 1.6.1.9 - Said sunset review shall include a review of the Board and Commission's Mission Statement, and of the Board of Trustees' charge to the Committee of their role, responsibility and authority. 1.6.2 - Outside Committees At times a Trustee may seek to serve or be asked to serve on an outside committee not appointed by the Board of Trustees. A Trustee may seek or be asked to serve on an outside committee in an official capacity representing the Board and the Town of Estes Park, or as an individual Board member, not as the official representative of the Town or the Board. 1.6.2.1 - Official Representation a) No Trustee may represent the Town or the Board of Trustees or represent themselves as being an official representative or speak for the Town or the Board without have first been officially designated as the Town's representative by the Board of Trustees at a regular meeting of the Board. b) The Mayor may nominate trustees to serve on committees, community groups, or in some other capacities as a representative of the Town. The Mayor shall present the nomination of any such appointments to the Board for approval at a regular town board meeting. The Mayor will make every effort to distribute special assignments equitably among the members of the Board. c) A trustee serving on an outside committee shall not chair the outside committee, board, commission or organization (with the existing exceptions of the Platte River Power Authority Board or the County Open Lands Board) without prior approval of the full Board of Trustees. 1.6.2.2 - Individual Representation a) Individual trustees have the right to participate as an individual in any outside group or committee. 18 Page 67 b) When participating as an individual trustee, the trustee should clearly express to the committee membership that he/she is there as an individual and do not speak for nor represent the Town of Estes Park or the Board of Trustees. c) When participating on any outside committee, trustees should be cautious to avoid any real or perceived conflict of interest and any involvement that could compromise the role of the trustee in any quasi-judicial actions or other decisions. 19 Page 68 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.7 POLICY TITLE: BOARD LIAISON ROLES REV 4/15/15 Trustees may serve as the official liaison of the Board to Town committees. The Board of Trustees may appoint an individual Trustee to serve as the official liaison to other community groups. 1.7.1 Appointment - The Mayor may nominate trustees to serve as a Board Liaison. The Mayor shall present the nomination of any such appointments to the Board for approval at a regular town board meeting. The Mayor will make every effort to distribute special assignments equitably among the members of the Board. 1.7.2 Term —A Trustee shall serve as the Town Board Liaison solely at the pleasure of the Town Board, with no specific term limit. 1.7.3 Duties of a Liaison 1.7.3.1 Communicate with the committee when Board of Trustees communication is needed and to serve as the primary two-way communication channel between the Town Board and the committee or community group. 1.7.3.2 Review applications, interview candidates and make recommendations to the Town Board for final approval. 1.7.3.3 Serve as the primary Trustees' contact for the committee or community group. 1.7.3.4 Attend assigned committee or community group meetings when requested or whenever appropriate, in the opinion of the Trustee liaison. Trustee liaisons are not expected to attend every meeting of the committee or group. 1.7.3.5 The liaison is not a member of the committee and when in attendance at a meeting is there as an observer for the Board of Trustees and a resource for the committee. Participation in board discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board. 20 Page 69 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.8 Rev 7-25-17 POLICY TITLE: BOARD STANDING COMMITTEES For the purpose of this policy, Board Committee is defined as a sub-committee of the Board of Trustees and membership is composed solely of Town Trustees. 1.8.1 Board Committees — The Board shall have the following Board Committees (EP Municipal Code 2.08.010) 1.8.1.1 Community Development and Community Services Committee — Responsible for discussions of issues and policy associated with Community Planning, Building and Code Compliance, Fairgrounds and Events, Museum, Senior Center, Visitors Center, Finance and Administration 1.8.1.2 Public Works, Utilities and Public Safety Committee — Responsible for discussions of issues and policy associated with Police, Engineering, Facilities, Parks, Streets, and Utilities. 1.8.1.3 Audit Committee — Responsible for supervising and working with the Town Auditors in the preparation of the Comprehensive Annual Financial Report and any other formal audits, as required. 1.8.2. Board Committees, when used, will be assigned so as to reinforce the wholeness of the Board's job and so as never to interfere with delegation from the Board to Town Administrator. The purpose of Board Committee's shall be to provide more indepth discussion and information on the specific areas assigned to the Committee. Committee's may not adopt policy, but shall make recommendations to the Town Board for action. 1 .8.3 The following principles shall guide the appointment and operation of all Town Board Committees: 1 .8.3.1 Board Committees may not speak or act for the Board except when formally given such authority for specific and time limited purposes. Expectations and authority will be carefully stated in order not to conflict with authority delegated to the Town Administrator. 1 .8.3.2 Board Committees cannot exercise authority over staff. Because the Town Administrator works for the full board, he or she will not be required to obtain approval of a Board, Committee or Commission before an executive action. 1 .8.3.3 Board committees shall consist of no more than 3 trustees so that the committee is never a quorum of the Town Board. 21 Page 70 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.9 POLICY TITLE: ANNUAL PLANNING AND AGENDAS 1.9 The Town Board will prepare and follow an annual agenda plan that includes (1) a complete re-exploration of Goals policies and (2) opportunity for continuous improvement in Town Board performance through Town Board education, enriched input, and deliberation. Accordingly: 1.9.1 The Town Board annual planning cycle will conclude each year on July 1, so that administrative planning and budgeting can be based on accomplishing a one-year segment of long-term Goals. 1.9.1.1 The cycle will start with the Town Board development of its agenda for the next year. In April-May of each year, the Board will adopt its key objectives for the following year. 1.9.1.2 The Town Board will identify its priorities for Goals, objectives and other issues to be resolved in the coming year, and will identify the information-gathering necessary to fulfill its role. This may include consultations with selected groups in the ownership, other methods of gaining ownership input, governance education, and other education related to Goals issues (e.g. presentations by advocacy groups, demographers, other providers, and staff). 1.9.1.3 The Board of Trustees, with the assistance of the Town Administrator at the commencement of the Town Board annual planning cycle, prepare a tentative agenda plan for the following year's meetings. 1.9.2 AGENDAS 1.9.2.1 Regular Board Meetings - The Town Clerk will prepare the agenda for any regular meeting of the board, in consultation with the Town Administrator and staff. A draft agenda will be distributed to the Board of Trustees for comment prior to the publication of the agenda. Individual trustees may request agenda matters for Town Board consideration at least two weeks prior to the regular board meeting. If any Trustee objects to an item on the draft agenda when distributed, the Town Administrator will only place items on the agenda with the direction of a majority of the Board. The Town Administrator may add routine administrative and consent items to any Board agenda. 1.9.2.2 Study Sessions — The Town Board will approve the schedule for upcoming Study Sessions. The Mayor, Trustees or staff may request or recommend any appropriate 22 Page 71 matters for Town Board consideration; however the Town Administrator will only place items on a Study Session agenda with the direction of a majority of the Board. 1.9.2.3 By an affirmative vote of a majority of the Trustees present at a meeting, additional matters may be added to the agenda of any such meeting, as long as it is allowed by statute. 1 .9.3 The Town Board will attend to Consent Agenda items (those items delegated to the Town Administrator yet required by law or contract to be Town Board-approved, or minor non- controversial or routine matters) as expeditiously as possible. 1 .9.4 Monitoring reports due and/or submitted to the Town Board will be on the Town Board Meeting agenda for acceptance. Discussion of the reports will be only for indication of policy violations or if the Town Board does not consider the Interpretation to be reasonable. Potential, extensive policy revisions under consideration will be scheduled during a Town Board Work Session or future Town Board Meeting. 23 Page 72 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.10 POLICY TITLE: SELF- MONITORING OF THE BOARD The Board of Trustees will systematically and rigorously monitor compliance with these adopted policies, both individual and collectively, to determine the extent to which policies are being followed. Accordingly: 1.10.1. The purpose of monitoring is simply to determine the degree to which Board policies are being met. Monitoring will be as automatic as possible, using a minimum of Board time so that meetings can focus on creating the future. 1.10.2 Self-monitoring of compliance with these policies will be completed by the Town Board twice a year, in August and February at a regularly scheduled Board Study Session. Monitoring shall be on an exception basis. (a) The Town Administrator will notify the Board of the scheduled self-monitoring session a minimum of two weeks prior to the meeting. (b) Each Board member should review the policy list in section 1.10.6 prior to the scheduled study session (c) Any Board member who has a concern about compliance with any of the policies listed in 1.10.6, or who wishes to discuss the content or interpretation of any of the policies, should notify the Mayor at least one week prior to the meeting. (d) Discussion at the Study Session will be limited to those polices brought to the attention of the Mayor by a member of the Board. All other policies shall be deemed in compliance. 1.10.3 In every case, the Board of Trustees will judge whether (a) the interpretation is reasonable, and (b) whether data demonstrate accomplishment of, or compliance with, the Town Board's interpretation. 1.10.4 In every case, the standard for compliance shall be "any reasonable Town Trustee's individual interpretation" of the Board of Trustees' policy being monitored however, the Board of Trustees is the final judge of reasonableness, and will always judge with a "reasonable person" test (what a reasonably prudent person would do in that context). Interpretations favored by individual board members do not constitute a "reasonable person" test. 1.10.5 Actions determined to be not compliant with a reasonable interpretation of Board of Trustees' policies will be subject to a process agreed to by the Town Board. 1.10.6. Town Board Compliance Review Schedule GOVERNING POLICY REVIEW DATE 24 Page 73 1.1 Governance Style Aug & Feb (2)(5)-(11) Aug & Feb 1.3 Board Job Description 1.3.1.1.C.i Board Communication Aug & Feb 1.3.1.3 Performance review of Town Administrator and Town Aug & Feb Attorney 1.3.2.3 Quasi-Judicial Actions Aug & Feb 1.3.2.4 Trustee Communications Aug & Feb 1.4 Mayor's Responsibility 1.4.1 Meeting Leadership _ Aug & Feb 1.4.3 Refraining from Unauthorized Unilateral Actions Aug & Feb 1.4.4 Representation Aug & Feb 1.4.7.2 Special Assignments Aug & Feb 1.6 Board Committee Principles 1.6.1 Committees Appointed by the Board 1.6.1.1 Aug & Feb 1.6.1.2 Aug & Feb 1.6.1.4 Aug & Feb 1.6.1.6 Aug & Feb 1.6.1.7 Aug & Feb 1.6.2 Outside Committees 1.6.2.1 — Official Representation Aug & Feb 1.6.2.2 b&c Individual Representation Aug & Feb 1.7 Board Liaison Roles 1.7.1 Mayoral Appointments Aug & Feb 1.7.3 Duties of A Liaison Aug & Feb 1.8 Board Standing Committees 1.8.2 Use of Board Committees Aug & Feb 1.8.3 Principles for Board Committees Aug & Feb 1.9 Annual Planning and Agendas 1.9.1 Annual Planning Aug & Feb Adopted Town Policies 103 Town Board Code of Conduct and Operating Principles Biannually — following Town Board Elections 107 Board E-mails Annually March Adopted 7/9/2019 25 Page 74 26 Page 75 Revised 7-8-2014 TOWN OF ESTES PARK GOVERNING POLICIES MANUAL Table of Contents Category 2. Board/Staff Linkage Policy 2.0 Governance - Management Connection Policy 2.1 Delegation to the Town Administrator Policy 2.2 Town Administrator Job Description Policy 2.3 Monitoring Town Administrator Performance Policy 2.4 Town Attorney 1 Page 76 Revised 7-8-2014 POLICY TYPE: BOARD/STAFF LINKAGE POLICY 2.0 POLICY TITLE: GOVERNANCE-MANAGEMENT CONNECTION The Board of Trustees' official link to the operation of departments of Town Government and staff is the Town Administrator. 2.1 The Board of Trustees'job is generally confined to establishing the broadest policies; implementation and subsidiary decision making is delegated to the Town Administrator. 2.2 As the Board's primary link to the operations of Town government, the Town Administrator's performance will be considered to be synonymous with organizational performance (within the scope of the Town Administrator's authority). 2.3 Monitoring Town Administrator performance is synonymous with monitoring organizational performance against Board policies and Staff Limitations. Any evaluation of Town Administrator performance, formal or informal, may be derived only from these monitoring criteria. 2 Page 77 Revised 7-8-2014 POLICY TYPE: BOARD/STAFF LINKAGE POLICY 2.1 POLICY TITLE: DELEGATION TO THE TOWN Revised 7/8/2014 ADMINISTRATOR The Board of Trustees'job is generally confined to establishing the broadest vision and policies. Implementation and subsidiary decision making is delegated to the Town Administrator as specified in the Estes Park Municipal Code 2.28. 2.1.1 Only decisions of the Board of Trustees, by majority vote, are binding on the Town Administrator. 2.1.2 With the exception of the Town Attorney and the Municipal Judge, the Town Administrator shall have line authority over all Town departments. This authority shall include supervision and control over day to day functions and management decisions required to carry out the objectives of the Board of Trustees. 2.1.3 The policies, goals and objectives of the Board of Trustees direct the Town Administrator to achieve certain results; the policies permit the Town Administrator to act within acceptable boundaries of prudence and ethics. With respect to the policies, the Town Administrator is authorized to make all decisions, take all actions and develop all activities as long as they are consistent with any reasonable interpretation of the policies of the Board of Trustees. 2.1.4 The Board of Trustees may change its policies, thereby shifting the boundary between Board and Town Administrator domains. Consequently, the Board may change the latitude of choice given to the Town Administrator, but so long as any particular delegation is in place, the Board will respect and support the Town Administrator's choices. The Board will not allow the impression that the Town Administrator has violated policy when the Town Administrator supports an existing policy. 2.1.5 No individual member of the Board of Trustees has authority over the Town Administrator. Information may be requested by individual Board members, but if such request, in the Town Administrator's judgment, requires a material amount of resources or is detrimental to other necessities, the Town Administrator may ask for majority Board action on such a request. 2.1.6 It is understood that at times it may be in the best interest of the Town to waive or grant exceptions to adopted Board policy. The Town Administrator shall request Board approval for any policy waiver or exception prior to its implementation. 2.1.7 Should the Town Administrator deem it necessary to, or inadvertently, violate a Board policy, he or she shall promptly inform the Board of Trustees. Informing is simply to guarantee no violation may be intentionally kept from the Board, not to request approval. Board response, either approving or disapproving, does not exempt the Town Administrator from subsequent Board judgment of the action. 3 Page 78 Revised 7-8-2014 2.1.8 The following decisions shall be the responsibility of the Board of Trustees. Implementation and subsidiary decision making for all other items is delegated to the Town Administrator. 1. Establishment and approval of all Utility Rates 2. Establishment and approval of Community Development Fees 3. Establishment of purchasing approval limitations contained in the Town Procurement Policy. 4. Approval of any increase to staffing levels The Town Administrator may approve positions funded by grants, which would not impose additional costs to the Town in addition to the grant funds and any temporary positions for which existing budgeted funds are allocated. 5. All changes to the Town Budget as allocated and adopted by the Board of Trustees. 6. Any sale, purchase or lease of real property 7. Any changes to employee benefits 8. Any issue that, in the opinion of the majority of the Board of Trustees, concerns a substantial policy determination and/or is of a controversial nature with the public that warrants Board involvement. 9. Approval of Intergovernmental Agreements, subject to the provisions of the Town Procurement Policy. 10.Approval of any substantive change to the scope, design, development or construction of any capital project. 4 Page 79 Revised 7-8-2014 POLICY TYPE: BOARD/STAFF LINKAGE POLICY 2.2 POLICY TITLE: TOWN ADMINISTRATOR JOB DESCRIPTION As the Board's primary link to the operations of Town government, the Town Administrator's performance will be considered to be synonymous with organizational performance (within the scope of the Town Administrator's authority). The Town Administrator's job contributions can be stated as performance in two areas: 2.2.1 Board outcomes are met and policies are followed. 2.2.2 Town government operation within the boundaries established in Board policies on STAFF LIMITATIONS. 2.2.3 The official job description for the Town Administrator shall be the as adopted by the Town Board and as incorporated by reference in the Employment Agreement between the Town and the Town Administrator. 5 Page 80 Revised 7-8-2014 POLICY TYPE: BOARD/STAFF LINKAGE POLICY 2.3 POLICY TITLE: MONITORING TOWN ADMINISTRATOR PERFORMANCE The Board of Trustees will systematically and rigorously monitor Town Administrator job performance to determine the extent to which goals are being achieved and whether operational activities fall within boundaries established in management limitations policies. Accordingly: 2.3.1. The purpose of monitoring is simply to determine the degree to which Board policies are being met. Information which does not do this will not be considered to be monitoring. Monitoring will be as automatic as possible, using a minimum of Board time so that meetings can focus on creating the future. 2.3.2. A given policy may be monitored in one or more of three ways: (a) Internal Report: Disclosure of compliance information to the Board of Trustees from the Town Administrator. (b) External Report: Discovery of compliance information by a disinterested party who is selected by and reports directly to the Board of Trustees. Such reports must assess executive performance only against policies of the Board, not those of the external party unless the Board has previously indicated that party's opinion to be the standard. (c) Direct Board Inspection: Discovery of compliance information by a Board member or the Board of Trustees as a whole. This is a Board inspection of documents, activities or circumstances directed by the Board which allows a "prudent person"test of policy compliance. 2.3.3 In every case, the Board of Trustees will judge whether (a) the Town Administrator's interpretation is reasonable, and (b) whether data demonstrate accomplishment of, or compliance with, the Town Administrator's interpretation. 2.3.4 In every case, the standard for compliance shall be "any reasonable Town Administrator interpretation" of the Board of Trustees' policy being monitored however, the Board of Trustees is the final judge of reasonableness, and will always judge with a "reasonable person"test (what a reasonably prudent person would do in that context). Interpretations favored by individual board members or by the Board of Trustees as a whole do not constitute a "reasonable person" test. 2.3.5 Actions determined to be not compliant with a reasonable interpretation of Board of Trustees' policies will be subject to a remedial process agreed to by the Town Board. 6 Page 81 Revised 7-8-2014 2.3.6. The Board of Trustees will conduct an annual formal evaluation of the Town Administrator which will include a summation examination of the monitoring data acquired during that period. Town Administrator Performance Expectations Review Schedule 3.0 General Executive Constraint Internal Annually March 3.1 Customer Service Internal Annually March 3.2 Treatment of Staff Internal Annually March 3.3 Financial Planning/Budgeting Internal Quarterly Apr., July, Oct., Jan. 3.4 Financial Condition & Activities Internal Annually March External Annually June 3.5 Asset Protection Internal Annually March 3.6 Emergency Town Administrator Backup Internal Annually March and replacement 3.7 Emergency Preparedness Internal Annually April 3.8 Compensation and Benefits Internal Annually September 3.9 Communication and Support to the Board Internal Annually March 3.10 Capital Equipment and Improvements Internal Annually March 3.11 Quality of Life Internal Annually March 3.12 Internal Procedures Internal Annually July 3.13 Town Organizational Plan Internal Annually July Revised 3-25-2014 7 Page 82 Revised 7-8-2014 POLICY TYPE: BOARD/STAFF LINKAGE POLICY 2.4 POLICY TITLE: TOWN ATTORNEY The Town Attorney represents the Board of Trustees as specified in the Estes Park Municipal Code 2.24.020 (3) and anyone acting on its behalf so long as they are not acting in conflict with the Board of Trustee or its policies. 2.4.1 Ethical Obligation of Town Attorney 2.4.1.1 The Town Attorney at all times will be guided by, and subject to, the Colorado Rules of Professional Conduct for Attorneys and specifically Rule 1.13 Organization as Client 2.4.2 Accountability of the Town Attorney - 2.4.2.1 The Town Attorney shall report directly to the Town Board. The purpose of the Town Attorney is to ensure that the Board's actions take place with competent and prudent legal counsel and representation. 2.4.2.2 The Town Attorney is accountable to the Board acting as a body, never to any individual Board member or group of members, nor to the Town Administrator. 2.4.2.3 If individual Board members request information or assistance without Board authorization, the Town Attorney may refuse such requests that require, in his/her opinion, an inappropriate amount of staff time or funds or is disruptive. In such a case, the requesting member may choose to bring the request to the Board. 2.4.2.4 Town Attorney accountability is for all resources, including personnel, under his or her control. Therefore, any accomplishments or violations due to actions of a subordinate of the Town Attorney are considered to be accomplishments or violations by the Town Attorney. 2.4.2.5 The Town Attorney may accomplish the"Job Products"of the position in any manner not imprudent, unethical, or in violation of the prohibitions listed below under"Limitations on Town Attorney Authority." 2.4.2.6 The Town Attorney may use any reasonable interpretation of Board policies as they pertain to his/her authority and accountability. The Town Attorney is authorized to establish all further policies, make all decisions, take all actions and develop all activities as long as they are consistent with any reasonable interpretation of the Board's policies. 2.4.3 Job Products of the Town Attorney 8 Page 83 Revised 7-8-2014 2.4.3.1 Timely opinion on documents and contemplated decisions or actions of the Board, the Town Administrator or other Town Officials holding the authority to make such decisions. Requests to the Town Attorney to provide opinions about the wisdom of policy of decisions shall be discouraged. 2.4.3.2 Timely opinion on the legal ramifications of pending or actual laws, regulations, court decisions, and pending or threatened litigation. 2.4.3.3 Timely opinion on the legality or propriety under the law of the Board's processes. 2.4.2.4 Timely opinion on the legality or propriety under the law of pending or actual acts or omissions of any Trustee, Board, Committee, Commission, the Town Administrator or other Town employee or official. 2.4.3.5 When requested or appropriate, alternate language or action to achieve Board or Town Administrator intentions in a lawful manner. 2.4.3.6 Timely and thoughtful advice and recommendations on the range of legal options available. 2.4.3.7 The Town Attorney shall endeavor to provide professional advice based upon the law as determined by the Town Attorney and also other considerations as may be appropriate to the decision. The Town Attorney should refrain from influencing policy based upon the personal belief of the attorney. 2.4.3.8 Litigation: (i) Advice regarding avoidance of litigation or settlement of potential litigation. (ii) Timely provision to the Board and the Town Administrator on the status of settlement negotiations and all threatened/actual litigation. (iii) Settlement of litigation, with authority as obtained from the Board. (iv) Diligent and competent representation of the Board, the Town, and the Town's officer's agents and employees in litigation. (v.) The Town may carry out its obligation to defend Town officials and employees from third party claims by using the services of the Town Attorney's office. The Town Attorney will be responsible for determining conflicts of interest in such defense and advise the Board and individuals involved. The Town Attorney may advise the Board to retain separate counsel to represent the Town, its individual officials, and/or employees. 2.4.3.9 Adequately brief the board on emerging legal issues and trends affecting the Town. 2.4.4 Limitations on Town Attorney Authority. The Town Attorney shall not: 2.4.4.1 Exercise authority over Town Administrator or staff. 9 Page 84 Revised 7-8-2014 2.4.4.2 Violate applicable codes of professional ethics and conduct. 2.4.4.3 Treat the public or staff in a disrespectful or unfair manner. 2.4.4.4 Incur expenditures or fiscal encumbrances beyond those authorized under Board Policy. 2.4.4.5 Unreasonably withhold information from the Town Administrator, nor shall the Town Attorney fail to cooperate with the Town Administrator in the performance of his/her official functions. 2.4.5 Evaluation of Town Attorney performance. 2.4.5.1 Town Attorney accountability is only for job expectations explicitly stated by the Board in this document. Consequently, the provisions herein are the sole basis of any subsequent evaluation of Town Attorney performance, though he or she may use any reasonable interpretation of the Board's words. 2.4.5.2 The Board of Trustees will monitor the Town Attorney's performance with respect to these expectations on a routine basis. 2.4.5.3 Any modification to the compensation paid the Town Attorney shall be as specified in the Estes Park Municipal Code, section 2.24.030. 10 Page 85 TOWN OF ESTES PARK GOVERNING POLICIES MANUAL Table of Contents Category 3. Staff Limitations Policy 3.0 General Town Administrator Constraint Policy 3.1 Customer Service Policy 3.2 Treatment of Staff Policy 3.3 Financial Planning Policy 3.4 Financial Condition and Activities Policy 3.5 Asset Protection Policy 3.6 Emergency Town Administrator Backup and Replacement Policy 3.7 Emergency Preparedness Policy 3.8 Compensation and Benefits Policy 3.9 Communication and Support to the Board Policy 3.10 Capital Equipment and Improvements Programming Policy 3.11 General Town Administrator Constraint — Quality of Life Policy 3.12 General Town Administrator — Internal Operating Procedures Policy 3.13 Town Organizational Plan 1 Page 86 POLICY TYPE: STAFF LIMITATIONS POLICY 3.0 POLICY TITLE: GENERAL TOWN ADMINISTRATOR CONSTRAINT Within the scope of authority delegated to him/her by the Board of Town Trustees, the Town Administrator shall not cause nor allow any practice, activity, decision or organizational circumstance that is either unlawful, imprudent, or in violation of commonly accepted business and professional ethics. 3.1 The quality of life in the Town of Estes Park depends upon the partnership between citizens, elected officials and Town employees. Therefore, within the scope of his/her authority, the Town Administrator shall not fail to ensure high standards regarding the treatment of our citizens. 3.2 With respect to the treatment of paid and volunteer staff, the Town Administrator may not cause or allow conditions that are unsafe, unfair or undignified. 3.3 With respect for strategic planning for projects, services and activities with a fiscal impact, the Town Administrator may not jeopardize either the operational or fiscal integrity of Town government. 3.4 With respect to the actual, ongoing condition of the Town government's financial health, the Town Administrator may not cause or allow the development of fiscal jeopardy or loss of budgeting integrity in accordance with Board Objectives. 3.5 Within the scope of his/her authority and given available resources, the Town Administrator shall not allow the Town's assets to be unprotected, inadequately maintained or unnecessarily risked. 3.6 In order to protect the Board from sudden loss of Town Administrator services, the Town Administrator may have no less than two other member(s) of the Town management team familiar with Board and Town Administrator issues and processes. 3.7 The Town Administrator shall have an Emergency Preparedness Process in place for the coordination of all emergency management partners — Federal, State, and local governments, voluntary disaster relief organizations, and the private sector to meet basic human needs and restore essential government services following a disaster. 3.8 With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall 2 Page 87 not cause or allow jeopardy to fiscal integrity. 3.9 The Town Administrator shall not permit the Board of Town Trustees to be uninformed or unsupported in its work. 3.10 With respect to planning for and reporting on Capital Equipment and Improvements Programs, the Town Administrator may not jeopardize either operational or fiscal integrity of the organization. 3.11 With respect to Town government's quality of life for the community the Town Administrator shall not fail to plan for implementing policies of the Board regarding economic health, environmental responsibility and community interests. 3.12 With respect to internal operating procedures, the Town Administrator will insure that the Town may not fail to have internal procedures for the well being of the Town to promote effective and efficient Town operations. 3 Page 88 POLICY TYPE: STAFF LIMITATIONS POLICY 3.1 POLICY TITLE: CUSTOMER SERVICE Rev 7-25-17 3.1 The quality of life in The Town of Estes Park depends upon the partnership between citizens, elected officials and Town employees. Therefore, within the scope of his/her authority, the Town Administrator shall not fail to ensure high standards regarding the treatment of our citizens. 3.1.1 The Town Administrator shall not fail to encourage the following basic attitudes in employees: 3.1.1.1 The Citizens of The Town of Estes Park deserve the best possible services and facilities given available resources. 3.1.1.2 Prompt action is provided to resolve problems or issues. 3.1.1.2.1 — "Prompt Action" shall be interpreted as: • Citizens receive initial responses at a minimum acknowledging the receipt of the contact, within two business days • The appropriate process required to resolve the problem is initiated within three business days, whenever possible. 3.1.1.3 Attention is paid to detail and quality service is provided that demonstrates a high level of professionalism. 3.1.1.4 Each employee represents excellence in public service. 3.1.1.5 Each employee is "the Town" in the eyes of the public. 3.1.2 The success of Estes Park Town Government depends upon the partnership between citizens, , elected officials and Town employees. Accordingly, regarding the treatment of citizens and customers, the Town Administrator shall not: 3.1.2.1 Fail to inform citizens of their rights, including their right to due process, as they relate to the operations and responsibilities of the Town. 3.1.2.2 Ignore community opinion on relevant issues or make material decisions affecting the community in the absence of appropriate community input. 3.1.2.3 Allow the community to be uninformed (or informed in an untimely basis) about relevant decision making processes and decisions. 4 Page 89 3.1.2.4 Ignore problems or issues raised by the community or fail to address them in a timely manner, where the Town Administrator has been delegated the authority to act, or to fail to inform the Board of issues where he/she may not have the authority to act. 3.1.2.5 Allow incompetent, disrespectful or ineffective treatment from Town employees. 3.1.2.6 Unduly breach or disclose confidential information. 5 Page 90 POLICY TYPE: STAFF LIMITATIONS POLICY 3.2 Rev 7-25-17 POLICY TITLE: TREATMENT OF STAFF AND VOLUNTEERS With respect to the treatment of paid and volunteer staff, the Town Administrator may not cause or allow conditions which are unsafe, unfair or undignified. Accordingly, pertaining to paid staff within the scope of his/her authority, the administrator shall not: 3.2.1 Operate without written personnel policies that clarify personnel rules for employees. 3.2.2 Fail to acquaint staff with their rights under the adopted personnel rules upon employment. 3.2.3 Fail to commit and adhere to the policies of Equal Employment Opportunity and Fair Labor Standards Act. 3.2.4 Fail to make reasonable efforts to provide a safe working environment for employees, volunteers and citizens utilizing Town services 3.2.5 Operate without written volunteer policies that clarify the responsibilities of volunteers and of the Town for all volunteers. 6 Page 91 POLICY TYPE: STAFF LIMITATIONS POLICY 3.3 Rev 7-25-17 POLICY TITLE: FINANCIAL PLANNING With respect for strategic planning for projects, services and activities with a fiscal impact, the Town Administrator may not jeopardize either the operational or fiscal integrity of Town government. Accordingly, the Town Administrator shall not allow budgeting which: 3.3.1. Deviates from statutory requirements. 3.3.2. Deviates materially from Board-stated priorities in its allocation among competing budgetary needs. 3.3.3. Contains inadequate information to enable credible projection of revenues and expenses, separation of capital and operational items, cash flow and subsequent audit trails, and disclosure of planning assumptions. 3.3.4. Plans the expenditure in any fiscal year of more funds than are conservatively projected to be received in that period, or which are otherwise available. 3.3.5. Reduces fund balances or reserves in any fund to a level below that established by the Board of Town Trustees by adopted policy 3.3.6. Fails to maintain a Budget Contingency Plan capable of responding to significant shortfalls within the Town's budget. 3.3.7. Fails to provide for an annual audit. 3.3.8. Fails to protect, within his or her ability to do so, the integrity of the current or future bond ratings of the Town. 3.3.9. Results in new positions to staffing levels without specific approval of the Board of Town Trustees. The Town Administrator may approve positions funded by grants, which would not impose additional costs to the Town in addition to the grant funds and any temporary positions for which existing budgeted funds are allocated. 7 Page 92 POLICY TYPE: STAFF LIMITATIONS POLICY 3.4 POLICY TITLE: FINANCIAL CONDITION AND ACTIVITIES Rev 7-25-17 With respect to the actual, ongoing condition of the Town government's financial health, the Town Administrator may not cause or allow the development of fiscal jeopardy or loss of budgeting integrity in accordance with Board Objectives. Accordingly, the Town Administrator may not: 3.4.1. Expend more funds than are available. 3.4.2. Allow the general fund and other fund balances to decline to a level below that established by the Board of Town Trustees by adopted policy, , unless otherwise authorized by the Board. 3.4.3. Allow cash to drop to a level below that established by the Board of Town Trustees by adopted policy, unless otherwise authorized by the Board. 3.4.4. Allow payments or filings to be overdue or inaccurately filed. 3.4.5. Engage in any purchases wherein normally prudent protection has not been given against conflict of interest and may not engage in purchasing practices in violation of state law or Town purchasing procedures. 3.4.6. Use any fund for a purpose other than for which the fund was established , unless otherwise authorized by the Board. 8 Page 93 POLICY TYPE: STAFF LIMITATIONS POLICY 3.5 POLICY TITLE: ASSET PROTECTION Within the scope of his/her authority and given available resources, the Town Administrator shall not allow the Town's assets to be unprotected, inadequately maintained or unnecessarily risked. Accordingly, he or she may not: 3.5.1. Fail to have in place a Risk Management program which insures against property losses and against liability losses to Board members, staff and the Town of Estes Park to the amount legally obligated to pay, or allow the organization to be uninsured: 3.5.1.1 Against theft and casualty losses, 3.5.1.2 Against liability losses to Board members, staff and the town itself in an amount equal to or greater than the average for comparable organizations. 3.5.1.3 Against employee theft and dishonesty. 3.5.2. Subject plant, facilities and equipment to improper wear and tear or insufficient maintenance (except normal deterioration and financial conditions beyond Town Administrator control). 3.5.3. Receive, process or disburse funds under controls insufficient to meet the Board-appointed auditor's standards. 3.5.4. Unnecessarily expose Town government, its Board of Town Trustees or staff to claims of liability. 3.5.5 Fail to protect intellectual property, information and files from loss or significant damage. 3.5.6 Acquire, encumber, dispose or contract for real property except as expressly permitted in Town policy. 3.5.7 Allow internal control standards to be less than that necessary to satisfy 9 Page 94 generally accepted accounting/auditing standards recognizing that the cost of internal control should not exceed the benefits expected to be derived. 10 Page 95 POLICY TYPE: STAFF LIMITATIONS POLICY 3.6 POLICY TITLE: EMERGENCY TOWN ADMINISTRATOR REPLACEMENT AND BACK UP In order to protect the Board from sudden loss of Town Administrator services, the Town Administrator may have no fewer than two (2) other members of the Town management team familiar with Board of Town Trustees and Town Administrator issues and processes. 3.6.1. The Assistant Town Administrator shall act in the capacity of Town Administrator in his/her absence. In the absence of the Town Administrator and Assistant Town Administrator a Town Department Head previously designated by the Town Administrator will act in the capacity of Town Administrator. 3.6.2. The Town Administrator shall provide the necessary training needed to enable successful emergency replacement. 11 Page 96 POLICY TYPE: STAFF LIMITATIONS POLICY 3.7 POLICY TITLE: EMERGENCY PREPAREDNESS The Town Administrator shall have an Emergency Preparedness Process in place for coordination of all emergency management partners — Federal, State, and local governments, voluntary disaster relief organizations, and the private sector to meet basic human needs and restore essential government services following a disaster. 3.7.1 The Town Administrator shall be responsible for the assigned responsibilities identified in the Town of Estes Park Emergency Operations Plan 3.7.2 The Town Administrator shall not fail to have a business continuity plan for the Town. 3.7.3 In the event of an emergency, the Town Administrator shall not fail to take appropriate action immediately to ensure the safety of the public and public and private assets, including authorizing specific actions by Town staff and declaring an emergency on behalf of the Board of Town Trustees 12 Page 97 POLICY TYPE: STAFF LIMITATIONS POLICY 3.8 Rev 7-25-17 POLICY TITLE: COMPENSATION AND BENEFITS With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not: 3.8.1. Change his or her own compensation and benefits. 3.8.2. Promise or imply permanent or guaranteed employment. 3.8.3. Establish current compensation and benefits which deviate materially for the regional or professional market for the skills employed: 3.8.4. Establish deferred or long-term compensation and benefits, without approval of the Town Board. 13 Page 98 POLICY TYPE: STAFF LIMITATIONS POLICY 3.9 POLICY TITLE: COMMUNICATION AND SUPPORT TO THE BOARD The Town Administrator shall not permit the Board of Town Trustees to be uninformed or unsupported in its work. Accordingly, he or she may not: 3.9.1 Let the Board of Town Trustees be unaware of relevant trends, anticipated adverse media coverage, material external and internal changes, and particularly changes in the assumptions upon which any Board policy has been previously established. 3.9.2 Fail to submit monitoring data required by the Board (see policy on Monitoring Town Administrator Performance in Board/Staff Linkage) in a timely, accurate and understandable fashion, directly addressing provisions of Board policies being monitored. 3.9.3 Fail to establish a process that brings to the Board of Town Trustees as many staff and external points of view, issues and options as needed for informed Board choices on major policy issues. 3.9.4 Present information in unnecessarily complex or lengthy form. 3.9.5 Fail to provide support for official Board of Town Trustees activities or communications. 3.9.6 Fail to deal with the Board of Town Trustees as a whole except when fulfilling individual requests for information. 3.9.7 Fail to report in a timely manner any actual or anticipated noncompliance with any policy of the Board of Town Trustees. 14 Page 99 POLICY TYPE: STAFF LIMITATIONS POLICY 3.10 POLICY TITLE: CAPITAL EQUIPMENT AND IMPROVEMENTS PROGRAMMING With respect to planning for and reporting on capital equipment and improvements programs, the Town Administrator may not jeopardize either operational or fiscal integrity of the organization. Accordingly, he or she may not allow the development of a capital program which: 3.10.1 Deviates materially from the Board of Town Trustees' stated priorities. 3.10.2 Plans the expenditure in any fiscal period of more funds than are conservatively projected to be available during that period. 3.10.3 Contains too little detail to enable accurate separation of capital and operational start-up items, cash flow requirements and subsequent audit trail. 3.10.4 Fails to project on-going operating, maintenance, and replacement/perpetuation expenses. 3.10.5 Fails to provide regular reporting on the status of the budget and on the progress of each active project, including data such as changes and the financial status of each project, including expenditures to date. 15 Page 100 POLICY TYPE: STAFF LIMITATIONS POLICY 3.11 POLICY TITLE: GENERAL TOWN ADMINISTRATOR CONSTRAINT-QUALITY OF LIFE With respect to Town government's quality of life for the community, the Town Administrator shall not fail to plan for implementing policies of the Board regarding economic health, environmental responsibility, and community interests. 16 Page 101 POLICY 3.12 POLICY TITLE: GENERAL TOWN ADMINISTRATOR CONSTRAINT INTERNAL PROCEDURES With respect to internal operating procedures, the Town Administrator will ensure that the Town has internal procedures to promote effective and efficient Town operations. 17 Page 102 POLICY 3.13 POLICY TITLE: Town Organizational Plan With respect to internal organizational structure of the Town, the Town Administrator will maintain a current organizational plan (organizational chart) of the Town, in a graphical format including through the division level. The Town Administrator will update the plan annually. The current plan shall be included in the Comprehensive Annual Financial Report each year, and presented to the Board of Trustees at the first regular meeting following the certification of the results of each biennial election. Revised 3-25-2014 18 Page 103 TOWN OF ESTES PARK GOVERNING POLICIES MANUAL Table of Contents Category 4. Ends Statements Policy 3.0 Ends Statements and Key Outcome Areas of the Board of Trustees 1 Page 104 POLICY TYPE: BOARD ENDS STATEMENTS POLICY 4.0 Rev 10/11/2016 POLICY TITLE: Ends Statements and Key Outcome Areas of the Board of Trustees 1. Robust Economy- We have a diverse, healthy year round economy 2. Infrastructure-We have reliable, efficient and up to date infrastructure serving our residents, businesses and guests 3. Exceptional Guest Services-We are the preferred Colorado mountain destination providing an exceptional guest experience. 4. Public Safety, Health and Environment- Estes Park is a safe place to live, work, and visit within our extraordinary natural environment 5. Outstanding Community Services- Estes Park is an exceptionally vibrant, diverse, inclusive and active mountain community in which to live, work and play, with housing available for all segments in our community. 6. Governmental Services and Internal Support- We provide high-quality, reliable basic municipal services for the benefit of our citizens,guests, and employees, while being good stewards of public resources 7. Transportation -We have safe, efficient and well maintained multi-modal transportation systems for pedestrians, vehicles and transit. 8. Town Financial Health -We maintain a strong and sustainable financial condition, balancing expenditures with available revenues, including adequate cash reserves for future needs and unanticipated emergencies. 2 Page 105 F EP AL TOWN OF ESTES PARK Future Town Board Study Session Agenda Ite February 27, 2024 March 12, 2024 Items Approved — Unscheduled: • Electric Rate Study • Power Outage Overview • Shared Parking Agreements • Parking Enforcement Ordinance • Encore Arts and Fairgrounds Facility Updates Relocation Costs • Commercial/Residential Insurance • Substandard Rental Housing Overview • Hosted Short Term Rentals March 27, 2024 • Bed and Breakfast Code Revisions • No meeting (Judge, Attorney, • Governing Policies Updates Administrator Evaluations) • Stanley Park Master Plan Implementation May 14, 2024 • CIRSA Liability and Risk as an Elected Items for Town Board Consideration: Official • Downtown Plan Implementation/Review Page 107 F