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HomeMy WebLinkAboutMINUTES Town Board 2011-12-05Town of Estes Park, Larimer County, Colorado, December 5, 2011 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 5' day of December, 2011. Meeting called to order by Mayor Pinkham. Present: Also Present: William C. Pinkham, Mayor Chuck Levine, Mayor Pro Tem Trustees Eric Blackhurst Mark Elrod John Ericson Jerry Miller Jacquie Halburnt, Town Administrator Lowell Richardson, Deputy Town Administrator Town Attorney White Cynthia Deats, Deputy Town Clerk Absent: Trustee Koenig Mayor Pinkham called the meeting to order at 8:00 a.m. and all desiring to do so, recited the Pledge of Allegiance. PUBLIC COMMENT. None. 1. ACTION ITEM: 1. EXECUTIVE SEARCH FIRM FOR TOWN ADMINISTRATOR. Interviews related to the selection of a recruitment/consultant firm to perform a national search for a new Town Administrator were conducted on November 22nd and November 30`h. Following each interview, the Trustees ranked the firm on criteria that was established for the interview process. Mayor Pinkham reviewed the results of the rankings and stated that The Mercer Group received the highest rating from the Board and the Slavin Management Consultants was rated second. The Town Clerk performed reference checks on the top two companies, with the results being reported to the Board. Based on ranking information, the firm's Colorado experience, the fee and scope of services of the search, and references from previous clients, the Board concurred on the selection of The Mercer Group. The Trustees discussed the timeframe for the search, contract negotiation, and whether it was necessary for the contract to come back before the Board prior to the search being initiated. Following discussion, it was moved and seconded (Miller/Ericson) to authorize Mayor Pinkham and Attorney White to negotiate and approve a contract not to exceed $20,000 with The Mercer Group for the purposes of recruiting a Town Administrator, and it passed unanimously. 2. DISCUSSION ITEM: 1. INTERIM TOWN ADMINISTRATOR SALARY & JOB DUTIES. History was provided to the Board related to turnover in the position of Town Administrator and staffing decisions made subsequent to the retirement or resignation of previous administrators and/or directors. Following the retirement of Utilities Director Goehring, Deputy Town Administrator (DTA) Richardson served as Interim Utilities Director with no increase in compensation; and the retirement of Community Development Director Joseph resulted in salary adjustments for the period during which Planner Chilcott served as Interim Board of Trustees - December 5, 2011 — Page 2 Community Development Director. It was noted that this is the first time an Interim Town Administrator (TA) has been appointed by the Town Board. DTA Richardson said with the position of Town Administrator being vacated, as interim he will be taking on the full responsibility of the TA position with increased job duties, as opposed to acting as TA during an absence of a Town Administrator who will be returning to the job after a temporary leave. He noted that research indicates that an individual chosen from the organization to serve as interim is most often contracted to answer to the Board and operate under the parameters of the contract at will to the Board. Trustee Elrod suggested that policy to be included in the Town personnel manual be established to address interim appointments whether at the staff or administrative level. He questioned whether a resolution was the best way to handle defining compensation related to the Interim TA position. Attorney White said the resolution is appropriate in this situation, and unlike policy, gives the Board the ability to react to individual situations. The Trustees questioned the need for a policy to address a situation that happens so infrequently. The Trustees reviewed the draft resolution related to Deputy Town Administrator (DTA) Richardson's appointment as Interim Town Administrator during the TA search and selection process. Mayor Pinkham read the resolution and requested comments and concerns from the Trustees be brought forward. Discussion related to job duties, the term of the appointment, and compensation is summarized: annualized salary for the interim period would increase to $120,000 with continuation of current benefits; consider a bonus based on performance; is a salary adjustment warranted or is serving as Interim TA part of current job description; Interim Town Administrator will be entitled to participate in 3% merit pool increase based on a performance evaluation by the Board; change resolution to show amount of monthly increase; a 3% pay increase would affect the monthly increase included in the resolution; term of appointment will end immediately upon the new TA reporting to work; the TA is Board - appointed official and the Deputy Town Administrator is an employee of the Town; will the Interim TA remain an employee of the Town; the current status of the organization shall be maintained during the interim period; no major changes in staff may occur; and the Interim will compile information on critical Town issues for the new Town Administrator. Following discussion the Board requested that for clarity, the resolution be amended to state a monthly dollar amount increase in compensation, and specifically define the term of the interim appointment to end on the date a new TA reports for duty. Attorney White noted that the reference to Chapter 2.68 of the Municipal Code should read Chapter 2.28 and will be corrected accordingly. Mayor Pinkham said resolution will be moving forward as an action item at the December 13, 2011, Town Board meeting. In addition, Trustee Miller requested a discussion about employee compensation in the 2012 budget related to a 3% merit pool or 3% raise be discussed at the upcoming Town Board meeting on December 13, 2011. In regard to the personnel manual, Town Administrator Halburnt said staff is preparing a draft personnel manual to bring forward to the Board for input and action. Whereupon Mayor Pinkham adjourned the meeting 902 a.m Willi.m C. Pinkham, Mayor Cynthia Deats, Deputy Town Clerk