HomeMy WebLinkAboutMINUTES Town Board Special Meeting 2012-03-05Town of Estes Park, Larimer County, Colorado, March 5, 2012
Minutes of a Special meeting of the Board of Trustees of the Town of
Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in
said Town of Estes Park on the 5' day of March, 2012. Meeting called
to order by Mayor Pinkham.
Present:
William C. Pinkham, Mayor
Chuck Levine, Mayor Pro Tem
Trustees Eric Blackhurst
Mark Elrod
John Ericson
Wendy Koenig
Jerry Miller
Also Present: Greg White, Town Attorney
Jackie Williamson, Town Clerk
Absent: None
Mayor Pinkham called the meeting to order at 2:34 p.m.
1. REQUEST TO ENTER EXECUTIVE SESSION:
It was moved and seconded (Ericson/Blackhurst) for discussion of a personnel
matter; not involving any specific employees who have requested discussion
of the matter in open session; any member of the Town Board (or body); the
appointment of any person to fill an office of the Town Board (or body); or
personnel policies that do not require discussion of matters personal to
particular employees — Town Administrator Candidate Review under G.R.S. 24-
6-402(4)(f), and it passed unanimously.
Mayor Pinkham adjourned the meeting into Executive Session at 2:26 p.m. where
the Board entered into Executive Session.
Mayor Pinkham reconvened the meeting at 3:59 p.m. into regular session.
2. ACTION ITEMS:
1. INTERVIEW PROCESS FOR THE TOWN ADMINISTRATOR.
Gary Suiter/Mercer Group reviewed with the Board potential interview processes
including a public reception, community panel interviews, employee panel
interviews, tour of Town owned facilities, and Board interviews to be conducted
during a two day process on March 20th and March 21st. Board discussion
followed with a community interview panel to be chosen by Mayor Pro Tem
Levine and Trustee Koenig to include Special Districts, community interest
groups and three members of the public at -large with no more than 15 members;
and an employee panel representing each department from across all aspects of
the work force to be established by Clerk Williamson. Both panels would
provide feedback on each of the finalist for the Board to use during
deliberations. The Meet and Greet would provide the community the ability to
meet the finalist and provide feedback either with each Trustee individually or
through comment cards.
Board of Trustees — March 5, 2012 — Page 2
Mr. Suiter stated one of the top finalists has a conflict and would not be able to
attend the interview with the Board on March 21st. After further discussion
amongst the Board, it was determined to interview the finalist the morning of
March 20th prior to the panel interviews.
The Board discussed if the Board interviews of the finalist should be held in
executive session or in open session and debated the formality, i.e. Board Room
with Board seated at dais, less formal below the dais, or smaller conference
room setting. Trustees Blackhurst, Elrod and Miller voiced the need for the
finalist to present themselves during a public setting and for transparency of the
process. Mr. Suiter stated a public interview may limit the openness of the
finalist. After further discussion, it was moved and seconded (Koenig/Levine)
to hold Town Administrator finalist Board interviews in Executive Session
in the Board Room, and it passed with Trustees Blackhurst, Elrod and Miller
voting "No" and Mayor Pinkham breaking the tie by voting "Yes".
Attorney White stated the Board would need a two-thirds vote to enter Executive
Session on March 21st to conduct the interviews. Further discussion was heard
with Trustees Blackhurst and Miller asserting a successful finalist needs to be
able to present themselves in a public setting and reaffirming the need to have
the interviews conducted in public. Trustee Koenig stated the Board needs to
conduct open and frank interviews with the finalist which can only be
accomplished in Executive Session. After further discussion, it was moved and
seconded (Ericson/Miller) to hold the Town Administrator finalist Board
interviews in Open Session in the Board Room, and it passed with Trustees
Koenig and Levine voting "No".
Mr. Suiter recommended he prepare a set of questions and interview instructions
for both panel interviews and the Board for review. Final interview booklets,
questionnaires and ranking criteria would be provided by Mr. Suiter. The Board
Room would be set up with an informal setting below the dais and all interviews
would be taped, televised and placed on the Town's website for public access.
Finalist names would be released to the public once it has been determined
each would attend the interview process.
Whereupon Mayor Pinkham adjourned them etir)g at.5:1'5 p.m.
William C. Pinkham, Mayor
Williamson, Town Clerk